180000001479 RFP, Mattress Ticking, MSI.docx

STATE OF MICHIGAN

Department of Corrections

Mattress Ticking, MSI Request for Proposal No. 180000001479

Solicitation Manager Name: Cathy Carr Telephone Number: (517) 241-2192 E-Mail Address: CarrC@michigan.gov

This is a Request for Proposal (RFP) for: 180000001479 Mattress Ticking

RFP Timeline

*A bidder’s proposal received at 3:00:01 p.m. Eastern is late and subject to disqualification.

This RFP is subject to change. Check www.michigan.gov/SIGMAVSS for current information.

PROPOSAL INSTRUCTIONS

1. PROPOSAL PREPARATION. The State recommends reading all RFP materials prior to preparing a proposal, particularly these Proposal Instructions and the Vendor Questions Worksheet. Bidders must follow these Proposal Instructions and provide a complete response to the items indicated in the table below. References and links to websites or external sources may not be used in lieu of providing the information requested in the RFP within the proposal. Include the bidder’s company name in the header of all documents submitted with your proposal.

2. SAMPLES. Samples are not required for this proposal.

RFP Structure and Documentation

3. CONTACT INFORMATION FOR THE STATE. The sole point of contact for the State concerning this RFP is listed on the Cover Page. Contacting any other State personnel, agent, consultant, or representative about this RFP may result in bidder disqualification.

4. QUESTIONS. Bidder questions about this RFP must be emailed to the Solicitation Manager] no later than the time and date specified on the Cover Page. In the interest of transparency, only written questions are accepted. Answers to questions will be posted on www.michigan.gov/SIGMAVSS. Submit questions using the format below; a Microsoft Excel format or similar is suggested.

5. MODIFICATIONS. The State may modify this RFP at any time. Modifications will be posted on www.michigan.gov/SIGMAVSS . This is the only method by which the RFP may be modified.

6. DELIVERY OF PROPOSAL.

Electronic – The bidder should submit its proposal, all attachments, and any modifications or withdrawals electronically through www.michigan.gov/SIGMAVSS. The price proposal should be saved separately from all other proposal documents. The bidder should submit all documents in a modifiable (native) format (examples include, but are not limited to: Microsoft Word or Excel and Google Docs or Sheets). In addition to submitting documents in a modifiable format, the bidder may also submit copies of documents in PDF. Bidder’s failure to submit a proposal as required may result in disqualification. The proposal and attachments must be fully uploaded and submitted prior to the proposal deadline. Do not wait until the last minute to submit a proposal, as the SIGMA VSS system requires the creation of an account and entry of certain information, in addition to uploading and submitting the materials. The SIGMA VSS system will not allow a proposal to be submitted after the proposal deadline identified in the Cover Page, even if a portion of the proposal has been uploaded.

Questions on how to submit information or how to navigate in the SIGMA VSS system can be answered by calling (517) 373-4111 or (888) 734-9749.

Hard Copy – The bidder must also submit its proposal in hard copy form (paper). The bidder should submit three copy of its technical proposal, attachments, and separately sealed price proposal by the proposal deadline. A hard copy proposal received after the proposal deadline identified on the Cover Page is considered a late proposal. The bidder should submit its hard copy proposal utilizing one of the following methods:

Delivery or Courier Michigan Department of Corrections – Finance Division 206 E. Michigan Avenue Lansing, MI 48933 U.S. Postal Service Michigan Department of Corrections – Finance Division PO Box 30003 Lansing, MI 48909

When submitting hard copies of a proposal, the bidder should:

· Allow adequate time to clear State-building security checkpoints.

· Label the RFP number and bidder name on the outside of each package. If a delivery or courier service is used that prohibits markings on its package, this information should be placed on the outside of an interior package.

· Not submit responses to more than one RFP in one package.

7. EVALUATION PROCESS. The State will evaluate each proposal based on the following factors:

Proposals receiving 80 or more technical evaluation points will have pricing evaluated and considered for award.

The State may utilize all bidder information, without regard to a proposal’s technical score, to determine fair market value for goods or services sought. The State is not obligated to accept the lowest price proposal. If applicable, the State’s evaluation will include consideration of a bidder’s qualified disabled veteran (QDV) status under MCL 18.1261(8). Additional information on the QDV preference is available at: http://michigan.gov/micontractconnect/0,4541,7-225-48677-123519--,00.html.

The State strongly encourages strict adherence to the Contract Terms. The State reserves the right to deem a bid non-responsive for failure to accept the Contract Terms. Nevertheless, the bidder may submit proposed changes to the Contract Terms in track changes (i.e., visible edits) with an explanation of the bidder’s need for each proposed change. Failure to include track changes with an explanation of the bidder’s need for the proposed change constitutes the bidder’s acceptance of the Contract Terms. General statements, such as that the bidder reserves the right to negotiate the terms and conditions, may be considered non-responsive.

The State may conduct an on-site visit to tour and inspect the bidder’s facilities; require an oral presentation of the bidder's proposal; conduct interviews, research, reference checks, and background checks; and request additional price concessions at any point during the evaluation process.

8. NOTICE OF DEFICIENCY. The State reserves the right to issue a Notice of Deficiency to bidders if the State determines after the proposal deadline that a portion of the RFP was deficient, unclear, or ambiguous. Failure to respond to a Notice of Deficiency timely may be cause for disqualification.

9. CLARIFICATION REQUEST. The State reserves the right to issue a Clarification Request to a bidder to clarify its proposal if the State determines the proposal is not clear. Failure to respond to a Clarification Request timely may be cause for disqualification.

10. RESERVATIONS. The State reserves the right to:

a. Disqualify a bidder for failure to follow these instructions.

b. Discontinue the RFP process at any time for any or no reason. The issuance of an RFP, your preparation and submission of a proposal, and the State’s subsequent receipt and evaluation of your proposal does not commit the State to award a contract to you or anyone, even if all the requirements in the RFP are met.

c. Consider late proposals if: (i) no other proposals are received; (ii) no complete proposals are received; (iii) the State received complete proposals, but the proposals did not meet mandatory minimum requirements or technical criteria; or (iv) the award process fails to result in an award.

d. Consider an otherwise disqualified proposal, if no other proposals are received.

e. Disqualify a proposal based on: (i) information provided by the bidder in response to this RFP; (2) the bidder’s failure to complete registration on www.michigan.gov/SIGMAVSS ; or (3) if it is determined that a bidder purposely or willfully submitted false or misleading information in response to the RFP.

f. Consider prior performance with the State in making its award decision.

g. Consider overall economic impact to the State when evaluating proposal pricing and in the final award recommendation. This includes but is not limited to: considering principal place of performance, number of Michigan citizens employed or potentially employed, dollars paid to Michigan residents, Michigan capital investments, job creation, tax revenue implications, and economically disadvantaged businesses.

h. Consider total-cost-of-ownership factors (e.g., transition and training costs) when evaluating proposal pricing and in the final award recommendation.

i. Refuse to award a contract to any bidder that has failed to pay State taxes or has outstanding debt with the State.

j. Enter into negotiations with one or more bidders on price, terms, technical requirements, or other deliverables.

k. Award multiple, optional-use contracts, or award by Contract Activity.

l. Evaluate the proposal outside the scope identified in Section 8, Evaluation Process, if the State receives only one proposal.

11. AWARD RECOMMENDATION. The contract will be awarded to the responsive and responsible bidder who offers the best value to the State, as determined by the State. Best value will be determined by the bidder meeting the minimum point threshold and offering the best combination of the factors stated in Section 8, Evaluation Process, and price, as demonstrated by the proposal. The State will post a Notice of Recommendation for Award on www.michigan.gov/SIGMAVSS .

12. DEBRIEF MEETING AND BID PROTEST. The State will post a Notice of Recommendation for Award, which will provide instructions on how to request a debrief meeting

If you wish to initiate a protest of the award, you must submit your written protest to CookR6@michigan.gov no later than 5:00 p.m EDT., 5 business days after posting the Notice of Recommendation for Award, or by 5:00 p.m. EDT the next business day if that date falls on a state holiday or weekend. The State reserves the right to adjust this timing and will publish any change on the SIGMA VSS system.

Additional information about the protest process is available at www.michigan.gov/micontractconnect under the “Programs and Policies” link.

13. STATE ADMINISTRATIVE BOARD. Contracts in excess of $500,000 require approval by the State Administrative Board. The State Administrative Board’s decision is final; however, its approval does not constitute a contract. The award process is not complete until the awarded contractor receives a contract fully executed by all parties.

14. GENERAL CONDITIONS. The State will not be liable for any costs, expenses, or damages incurred by a bidder participating in this solicitation. The bidder agrees that its proposal will be considered an offer to do business with the State in accordance with its proposal, including the Contract Terms, and that its proposal will be irrevocable and binding for a period of 180 calendar days from date of submission. If a contract is awarded to the bidder, the State may, at its option, incorporate any part of the bidder’s proposal into a contract. This RFP is not an offer to enter into a contract. This RFP may not provide a complete statement of the State’s environment, or contain all matters upon which agreement must be reached. Other than verified trade secrets, proposals submitted via www.michigan.gov/SIGMAVSS are the State’s property.

15. FREEDOM OF INFORMATION ACT. All portions of the bidder’s proposal and resulting Contract are subject to disclosure as required under Michigan’s Freedom of Information Act (FOIA), 1976 PA 442. However, please note the following:

a. Under MCL 18.1261(13)(b), records containing “a trade secret as defined under section 2 of the uniform trade secrets act, 1998 PA 448, MCL 445.1902, or financial or proprietary information” are exempt from disclosure under FOIA. And under MCL 18.1470(3), “proprietary financial and accounting” information is also exempt from disclosure under FOIA.

b. If information within a bidder’s proposal falls under the aforementioned exemptions, and the bidder seeks to have it withheld from disclosure under FOIA, then by the proposal deadline, the bidder must: (1) save exempt information in a separate file (i.e., document); (2) name the file/document “FOIA-EXEMPT”; (3) label the header of each page of the file/document “Confidential–Trade Secret,” “Confidential–Financial,” or “Confidential–Proprietary” as applicable; (4) clearly reference within the file/document the RFP schedule, section, and page number to which the exempt information applies; and (5) verify within the FOIA-EXEMPT file/document that the information meets the FOIA exemption criteria.

c. The State reserves the right to determine whether information designated as exempt by a bidder falls under the FOIA exemptions.

d. Resumes, pricing, and marketing materials are not trade secrets or financial or proprietary information.

e. Do not identify your entire proposal as “FOIA-EXEMPT,” and do not label each page of your proposal “Confidential.” If a bidder does so, the State may require the bidder to resubmit the proposal to comply with subsection (b) above.

f. If the State requires a bidder to resubmit a proposal for failure to follow these instructions, the State reserves the right to disqualify the bidder if the proposal is materially changed upon resubmission. In other words, amendments to the proposal should be restricted to that which is necessary to separate confidential from non-confidential information.

VENDOR QUESTIONS WORKSHEET

Provide a detailed response to each question. “You” and “company” refers to the bidder.

Contact Information

Company Background Information

State your gross annual sales for the last 5 years.

If receiving a contract under this RFP will increase your gross revenue by more than 25% from last year’s sales, explain how the company will scale-up to manage this increase.

Qualified Disabled Veteran

To demonstrate qualification as a qualified disabled veteran, you must provide:

(a) Proof of service and conditions of discharge (DD214 or equivalent);

(b) Proof of service-connected disability (DD214 if the disability was documented at discharge or Veterans Administration Rating Decision Letter or equivalent if the disability was documented after discharge); and

(c) Legal documents setting forth the ownership of the business entity.

In lieu of the documentation identified above, you may provide proof of certification by the National Veterans Business Development Council.

Enter the names of documents submitted with your proposal to demonstrate status as a qualified disabled veteran.

Participation in RFP Development or Evaluation

Did your company, an employee, agent, or representative of your company, or any affiliated entity participate in developing any component of this solicitation? For purposes of this question, business concerns, organizations, or individuals are affiliates of each other if, directly or indirectly: (1) either one controls or has power to control the other or (2) a third party controls or has the power to control both. Indicia of control include, but are not limited to, interlocking management or ownership, identity of interests among family members, shared facilities or equipment, and common use of employees.

If you entered “YES”, you are not eligible for contract award or to work as a subcontractor for the awarded vendor.

Experience

Describe at least 3 relevant experiences from the last 3 years supporting your ability to successfully manage a contract of similar size and scope for the work described in this RFP.

Experience 1

Company name Contact name Contact role at time of project Contact phone Contact email

City State Zip

1. Project name and description of the scope of the project

2. What role did your company play?

3. How is this project experience relevant to the subject of this RFP?

Experience 2

Company name

Contact role at time of project Contact phone Contact email

City State Zip

1. Project name and description of the scope of the project

2. What role did your company play?

3. How is this project experience relevant to the subject of this RFP?

Experience 3

Company name

Contact role at time of project Contact phone Contact email

City State Zip

1. Project name and description of the scope of the project

2. What role did your company play?

3. How is this project experience relevant to the subject of this RFP?

Other

Request For Proposal No. 180000001479 Mattress Ticking

SCHEDULE A

STATEMENT OF WORK

CONTRACT ACTIVITIES

This schedule identifies the anticipated requirements of any Contract resulting from this RFP. The term “Contractor” in this document refers to a bidder responding to this RFP.

The Contractor must respond to each requirement or question and explain how it will fulfill each requirement. Attach any supplemental information and appropriately reference within your response.

BACKGROUND

The Michigan Department of Corrections (MDOC), Michigan State Industries (MSI), manufactures goods and provides services for sale to state agencies, tax supported entities and local governmental units. Mattress ticking is a raw material that is used in the production of mattresses for the MDOC prisons and outside customers such as jails, colleges, and hospitals.

SCOPE

This is a request for a Contractor to provide mattress ticking. The State reserves the right to add or delete material to best meet the needs of the ordering entity.

REQUIREMENTS

1. General Requirements

1.1. Product Specifications

The Contractor must provide mattress ticking for the MDOC/MSI for use in the production of mattresses according to the following specifications. The Contractor will be required to provide the mattress ticking as ordered and within the time constraints required.

The Contractor is solely responsible to ensure that products delivered meet the specifications and requirements of this RFP.

Bids on alternate brand or manufacturer lines will not be considered.

General Specifications

· Material shall be clean and inspected for flaws, holes, or damages.

· Material must not be run of the mill goods (seconds).

· Each roll shall be labeled with the yardage, fabric type, color, lot, and roll number.

· The Contractor shall package all rolls on cardboard tubes of at least 1 ½” inside diameter that is sufficient to support product without crushing the tube.

· Certificates of Conformation must accompany every shipment verifying the product meets all specifications as identified below.

· Manufacturer’s logo must be imprinted on edge or embossed on fabric to verify authenticity.

· Each roll must have labels that state the country or countries where the product was manufactured.

· Rolls must be 100 yard lengths.

· Fabric must pass as a flame barrier ASTM D6413 FLAME RESISTANCE average 2 second, after flame maximum 6" char length.

· Fabric must meet (cigarette test) 16 CFR Part 1632 class A barrier test.

· Every shipment must contain a COC Certificate of Compliance with Lot Certification of the fabric to meet the standards specified within the contract.

Line Item 1. SureChek #44, Green (#106697) Rolls must be 88 inches wide (+/- ¼ inch) with slit at desired length as stated on each order with minimum slit to be 7/8 inch.

Line Item 2. SureChek #44, Green (#106697) Rolls must be 68 inches wide (+/- ¼ inch) with slit at desired length as stated on each order with minimum slit to be 7/8 inch.

Line Item 3. SureChek #44, Navy (#10895X) Rolls must be 88 inches wide (+/- ¼ inch) with slit at desired length as stated on each order with minimum slit to be 7/8 inch.

Line Item 4. SureChek #44, Navy (#10895X) Rolls must be 68 inches wide (+/- ¼ inch) with slit at desired length as stated on each order with minimum slit to be 7/8 inch.

Line Item 5. SureChek Fusion III-HP, Spruce (#111428) Rolls must be 54 inches wide (+/- ¼ inch).

Line Item 6. SureChek #20, Black (#103602) Rolls must be 54 inches wide (+/- ¼ inch) with slit at desired length as stated on each order.

Line Item 7. SureChek PF Navy (#110548). Rolls must be 82 inches wide (+/- 1/4") to be slit at desired length as stated on each order.

Line Item 8. SureChek FFB Navy. Rolls shall be 82 inches wide (+/- 1/4") to be slit at desired length as stated on each order with minimum slit to be 7/8 inch.

Line Item 9. SureChek #6 MV AF White (106683). Rolls shall be 54 inches wide (+/- 1/4").

Line Item 10. SureChek FR Shield Navy. Rolls shall be 54 inches wide (+/- 1/4") to be slit at desired length as stated on each order with minimum slit to be 7/8 inch.

Line Item 11. SureChek Shield1633 210D Navy. Rolls shall be 82 inches wide (+/- 1/4") to be slit at desired length as stated on each order with minimum slit to be 7/8 inch.

Bidder must check only one box below and identify exception(s):

Provide the country or countries where the product(s) are manufactured.

Bidder must provide detailed information as requested in the above requirement(s).

1.2. Warranties

All deliverables must have a minimum one (1) year warranty against any and all manufacturer’s defects.

The State reserves the right to require additional warranties other than those identified by the Contractor in its response to this RFP.

If there are deficiencies in the deliverables, the State will notify the Contractor by email of the deficiencies. The Contractor will have 30 calendar days to correct and resubmit the deliverables at no cost to the State.

All shipping costs for defective, damaged and/or flawed products will be at no cost to the State. The Contractor is solely responsible to coordinate the refund/return/replacement of damaged and/or flawed products.

Bidder must provide detailed information as requested below.

1.3. Recall Requirements and Procedures

In the event of a recall, the Contractor must notify MDOC Contract Administrator, Contract Monitor, and Program Manager by email within 24 hours. The Contractor must provide instructions detailing the process to return the products to the Contractor at the expense of the Contactor. The Contractor is solely responsible for notifying MDOC and coordinating the return of the products.

1.4. Incentives

Explain any special incentives or services including, but not limited to, return policies, trade-in programs, quantity discounts, etc.

Bidder must provide detailed information as requested in the above requirement(s).

1.5. Minimum Order

The State prefers that there is no minimum order quantity. If the Contractor requires a minimum order quantity, the Contractor must state the minimum order.

Bidder must provide detailed information as requested in the above requirement(s).

There is no specific guarantee of the number of orders that will be placed or total quantity ordered during the contract period.

1.6. Incorrectly Filed Orders

The Contractor must explain its mechanism to refund/return/replace incorrectly filled orders, including over shipments. The bid response must describe in detail the Contractor’s policy and procedure. The response must include the reporting process for notifying the Contractor. All returns for incorrectly filled orders must be at no cost to the State.

The Contractor shall be responsible for all return and re-shipping costs.

The Contractor is solely responsible to coordinate the refund/return/replacement of incorrectly filled orders.

Bidder must provide detailed information as requested in the above requirement(s).

1.7. Return Policy and Procedure

The Contractor must explain its return policy and procedure in the event that the State wants to return the items for reasons other than warranty, defects, or incorrectly filled orders. The Contractor should state who is responsible for the return shipping costs and if the Contractor charges a restocking fee.

Bidder must provide detailed information as requested in the above requirement(s).

2. Service Levels

2.1. Time Frames

The State prefers that deliveries be made within 30 business days from receipt of order. The receipt of order date is pursuant to Section 2, Notices, of the Standard Contract Terms.

The Contractor must state its delivery time after receipt of order.

Bidder must provide detailed information as requested in the above requirement(s).

The Contractor is solely responsible to ensure that they or any suppliers/subcontractors meet the delivery requirement.

The Contractor must verify with its manufacturing plant and/or supplier/subcontractors that the above time frame can be met. The Contractor must list in its response any known circumstances, such as, specific holidays, plant shutdowns, etc., that may affect the requested delivery time frames.

Bidder must provide detailed information as requested in the above requirement(s).

What is your manufacturer’s shut down schedule?

Bidder must provide detailed information as requested in the above requirement(s).

What is your manufacturer’s lead time?

Bidder must provide detailed information as requested in the above requirement(s).

The Contractor must describe its plan for guaranteeing that the deliverables will be met within the above time frame. This must include meeting the delivery time frame even during the specific holidays, plant shutdowns, etc., listed above.

Bidder must provide detailed information as requested in the above requirement(s).

2.2. Delivery

Deliveries will be accepted 7:30 a.m. through 1:30 p.m., EST/EDT Monday through Friday, excluding State of Michigan holidays. The State of Michigan holidays are: New Year’s Day, Martin Luther King Jr. Day, President’s Day, Memorial Day, Independence Day, Labor Day, General Election Day on even numbered years, Veterans Day, Thanksgiving Day, Day after Thanksgiving, Christmas eve, Christmas Day, and New Year’s eve.

Deliveries will be made at:

Central Regional Quartermaster G. Robert Cotton Correctional Facility Attn: MSI Mattress Factory 1994 E. Parnall Jackson, MI 49201

The State reserves the right to add, delete, or change the delivery addresses.

The Contractor is responsible for delivering the product to the delivery location specified on the purchase order. Delivery to any other facility or warehouse will not be accepted unless approved by the MDOC Contract Administrator prior to delivery. Factory superintendents and staff do not have the authority to approve of alternate delivery locations. The State reserves the right to require that delivery be made directly to the factory which is located inside a correctional facility.

The Contractor should be aware that there is a possibility of a delay at any of the correctional facilities which prohibits delivery carriers entering the facility at time of arrival. The State will not be responsible for any additional charges which may arise due to delivery delays caused by a mobilization or any other reason.

Bidder must check only one box below and identify exception(s):

2.3. Reporting

The Contractor must provide various reports to the MDOC Contract Administrator, Contract Monitor, Program Manager, or designees, upon request. Examples may include itemized reports of total items purchased by MDOC, open invoice reports, delivery compliance reports, quality reports, and proof of delivery documentation.

Bidder must check only one box below and identify exception(s):

2.4. Meetings

The State may request meetings as it deems appropriate.

3. Staffing

3.1. Contractor Representative

The Contractor must appoint a representative specifically assigned to State of Michigan accounts who will respond to State inquiries regarding the Contract Activities, answer questions related to ordering and delivery, etc. (the “Contractor Representative”).

The Contractor must notify the Contract Administrator immediately upon removing or assigning a new Contractor Representative.

The Contractor Representative should be located within the continental United States.

The Contractor must provide the following information for the Customer Service Representative.

3.2. Customer Service Toll-Free Number

The Contractor should specify its toll-free number for the State to make contact with the Contractor Representative. The Contractor Representative must be available for calls during the hours of 8 am to 5 pm EST/EDT.

Bidder must provide detailed information as requested in the above requirement(s).

3.3. Disclosure of Subcontractors

Does the Contractor intend to utilize subcontractors including other manufacturers/suppliers?

Bidder must respond Yes or No.

If the Contractor intends to utilize subcontractors, including other manufacturers/suppliers, the Contractor must disclose the following:

3.4. Security

The Contractor’s staff may be required to make deliveries to or enter MDOC facilities.

The Contractor will be subject to the following security procedures:

1. All Contractor and subcontractor staff working on the Contract must undergo a security and background check, to include at a minimum ICHAT http://apps.michigan.gov/ichat/home.aspx, to be performed by the Contractor at its expense.

2. The Contractor‘s and subcontractor’s staff who are entering an MDOC facility must be Law Enforcement Information Network (LEIN) cleared by the MDOC prior to facility entry. The Contractor must submit the LEIN information to the MDOC Program Manager at least two business days prior to the facility visit. If an employee of the Contractor or subcontractor has a felony or misdemeanor conviction (excluding minor driving offenses), that employee may not be permitted to enter any MDOC facility. The LEIN check is no cost to the Contractor.

3. The Contractor’s and subcontractor’s staff may be required to complete and submit an RI-8 Fingerprint Card for Finger Print Checks to the MDOC.

4. The Contractor must anticipate delays when visiting any facility due to issues within that facility.

5. All vehicles entering an MDOC facility must be inspected before entry of the secure perimeter.

6. The MDOC reserves the right to deny access to any facility to any Contractor(s)/ subcontractor(s) staff members who fails to comply with any applicable State, Federal or local law, ordinance or regulation or whose presence may compromise the security of the facility, its members or staff.

7. Weapons, alcoholic beverages, poison, and prescription drugs and controlled substances without written certification of needs from a license physician (does not include medical supplies for the facility), cellular devices, cameras, and audio or visual recording devices are prohibited from being brought into all MDOC correctional facilities. Tobacco products and smoking also are prohibited both inside a correctional facility and on facility grounds except as specifically authorized by MDOC policy. Wardens may prohibit other items from being brought into their respective correctional facilities. Smoking is prohibited.

8. The MDOC may require the Contractor’s and subcontractor’s personnel to wear State-MDOC issued identification badges.

Bidder must check only one box below and identify exception(s):

9. If the Contractor’s and subcontractor’s staff is ever required to enter MDOC facilities, the Contractor will be asked to: (a) explain how it intends to ensure the security of MDOC facilities, (b) whether it uses uniforms and ID badges, etc., (c) identify the company that will perform background checks, and (d) the scope of the background checks.

4. Pricing

4.1. Price Term

Pricing is firm for the entire length of the Contract. Adjustments may be requested, in writing, by either party during an option year and will be firm for 365 calendar days after the effective date of the price change.

Bidder must check only one box below and identify exception(s):

Does the Contractor have a long term or multi-year pricing agreement(s) with key suppliers to support this contract?

Bidder must respond Yes or No.

If yes, provide the details and the length of the pricing agreement(s).

Bidder must provide detailed information as requested in the above requirement(s).

The Contractor must quote prices “F.O.B. Destination, within Government Premises” with transportation charges included in the unit price on all orders that meet the minimum order requirement if specified in Section 1.5, Minimum Order. The State will not pay any freight.

Bidder must check only one box below and identify exception(s):

The Contractor should list the major cost factors and the percentage of the total price associated with each cost factor. (Examples might include overhead, major raw materials, labor, packaging costs, etc.)

Bidder must provide detailed information as requested in the above requirement(s).

4.2. Price Changes

The State prefers a 60 calendar day notice when possible of the Contractor’s intention to request a price change.

Adjustments will be based on changes in actual Contractor costs. Any request must be supported by written evidence documenting the change in costs. The State may consider sources, such as the Consumer Price Index; Producer Price Index; other pricing indices as needed; economic and industry data; manufacturer or supplier letters noting the increase in pricing; and any other data the State deems relevant.

Following the presentation of supporting documentation, both parties will have 30 calendar days to review the information and prepare a written response. If the review reveals no need for modifications, pricing will remain unchanged unless mutually agreed to by the parties. If the review reveals that changes are needed, both parties will negotiate such changes, for no longer than 30 calendar days, unless extended by mutual agreement.

The Contractor remains responsible for Contract Activities at the current price for all orders received before the mutual execution of a Change Notice indicating the start date of the new Pricing Period.

5. Ordering

5.1. Authorizing Document

The appropriate authorizing document for the Contract will be a Purchase Order release from the Contract referred to in the State’s new SIGMA software as a Delivery Order (DO). The Contractor is not authorized to begin performance until receipt of a Purchase Order.

5.2 Order Verification

The Contractor must have internal controls, approved to verify abnormal orders and to ensure that only authorized individuals place orders.

5.3 Overages and Shortages

The State expects deliveries to be made complete without overages, shortages, or backorders in the time frame specified. In the event that the Contractor is unable to meet these requirements, the Contractor must contact the MDOC Program Manager as soon as the Contractor is aware the delivery will be later or incomplete. Acceptance of a partial or late delivery does not exempt the Contractor from the delivery terms of this contract.

Overages or shortages of 5% may or may not be accepted in the sole discretion of the State. The Contractor must notify the MDOC Program Manager by email in advance of any overages or shortages.

The Contractor must ship at least 95% of the quantity ordered for the purchase order to be considered complete. The Contractor must ship all backorders in excess of 5% by subsequent deliveries.

In the event that the contract items are on backorder, the State reserves the right to cancel the Purchase Order and to purchase the items from other sources.

6. Delivery

6.1. Delivery Programs

The Contractor must explain in detail its delivery programs (e.g., standard delivery and quick-ship), including any limitations such as quantity.

The Contractor must explain the transportation method (e.g., UPS, FedEx, Contractor fleet, or other third party carrier) it intends on utilizing in delivery of the Contract Activities.

Bidder must provide detailed information as requested in the above requirement(s).

6.2. Packaging and Palletizing

The Contractor must include a packing slip with each delivery. The packing slip must be enclosed in an envelope and attached to the outer side of palletized material for easy access. The packing slip must include the Contractor’s name, contract number, purchase order number called a Master Agreement (MA) in the state’s software, date, deliverable, shipped quantity, quantity on backorder, and name of the MSI factory. The packing slip must be written in English.

The Contractor shall package all rolls on cardboard tubes of at least 1 ½” inside diameter that is sufficient to support product without crushing the tube

The contractor shall ensure that each roll is labeled in English with the lot/roll number and product description.

The Contractor must ensure that each individual roll is wrapped in brown Kraft paper to protect from damage and debris

Packaging must be optimized to permit the lowest freight rate. Shipments must be palletized whenever possible using manufacturer's standard 4-way shipping pallets.

The Contractor shall palletize, shrink wrap and clearly mark all orders for delivery with the appropriate MSI factory name and purchase order number. Each skid must be marked.

Bidder must check only one box below and identify exception(s):

7. Acceptance

7.1. Acceptance, Inspection and Testing

Signing for the delivery does not constitute acceptance. Acceptance will be once the State has verified: the requested quantities are delivered in the requested time frame, product is verified to conform to the specifications of the contract, and the quantities are verified with the purchase order and shipper.

8. Invoice and Payment

8.1. Invoice Requirements

All invoices submitted to the State must include: (a) date; (b) master agreement number (c) purchase or delviery order number; (d) quantity; (e) product description; (f) unit of measurement as stated on the Contract; (g) unit price; and (h) total price.

Invoices must be received by MDOC within 15 business days of delivery of goods.

Invoices may be emailed to MDOCAP@michigan.gov. Questions and concerns may also be emailed to MDOCAP@michigan.gov.

8.2. Payment Methods

The State will make payment for Contract Activities via Electronic Funds Transfer (EFT). The Contractor is required to register to receive payments by EFT http://www.michigan.gov/SIGMAVSS.

9. Additional Requirements

9.1. Environmental and Energy Efficient Products

The Contractor must identify any energy efficient, bio-based, or otherwise environmental friendly products used in the products. Contractor must include any relevant third-party certification, including the verification of a United States Department of Agriculture certified bio based product label.

Bidder must provide detailed information as requested in the above requirement(s).

9.2. Hazardous Chemical Identification

In accordance with the federal Emergency Planning and Community Right-to-Know Act, 42 USC 11001, et seq., as amended, the Contractor must provide a Material Safety Data Sheet listing any hazardous chemicals, as defined in 40 CFR §370.2, to be delivered. Each hazardous chemical must be properly identified, including any applicable identification number, such as a National Stock Number or Special Item Number.

The Contractor must identify any hazardous chemicals that will be provided under any resulting contract.

Bidder must provide detailed information as requested in the above requirement(s).

9.3. Mercury Content

Pursuant to MCL 18.1261d, mercury-free products must be procured when possible. The Contractor must explain if it intends to provide products containing mercury, the amount or concentration of mercury, and whether cost competitive alternatives exist. If a cost competitive alternative does exist, the Contractor must provide justification as to why the particular product is essential. All products containing mercury must be labeled as containing mercury.

Bidder must provide detailed information as requested in the above requirement(s).

9.4. Brominated Flame Retardants

The State prefers to purchase products that do not contain brominated flame retardants (BFRs) whenever possible. The Contractor must disclose whether the products contain BFRs.

Bidder must provide detailed information as requested in the above requirement(s).

Request For Proposal No. 180000001479 Mattress Ticking

SCHEDULE B

PRICING MATRIX

1. The Contractor must provide a pricing schedule for the proposed Contract Activities using the worksheet below. The pricing schedule should be submitted in a modifiable format (e.g.. Microsoft Word or Excel); however, you may also submit an additional pricing schedule in a non-modifiable format (e.g., PDF). Failure to complete the pricing schedule as requested may result in disqualification of your proposal.

2. Price proposals must include all costs, including but not limited to, any one-time or set-up charges, fees, and potential costs that Contractor may charge the State (e.g., shipping and handling, per piece pricing, and palletizing).

3. The Contractor is encouraged to offer quick payment terms. The number of days must not include processing time for payment to be received by the Contractor's financial institution.

Quick payment terms: % discount off invoice if paid within days after receipt of invoice.

4. By submitting its proposal, the Contractor certifies that the prices were arrived at independently, and without consultation, communication, or agreement with any other Contractor.