200000001297 - MDOC - P.C. Store FF.docx

STATE OF MICHIGAN

Department of Technology, Management and Budget—Procurement

Prisoner Store Friends and Family Care Package Services – Michigan Department of Corrections (MDOC) Request for Proposal No. 200000001297

Solicitation Manager Name: Sarah Walter

Main Phone: 1-855-MI-PURCH 1-855-647-8724

This is a Request for Proposal (RFP) for:

Prisoner Store, and Prisoner Friends and Family Care Package Services – for the Michigan Department of Correction (MDOC).

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.

RFP Structure and Documentation

2. 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.

3. MANDATORY PRE-PROPOSAL MEETING: A mandatory pre-proposal meeting will be held, March 11th, 2020 at 10:00 a.m. by telephone. Please use the following phone number to join the meeting: Dial-in Number: 1 (248) 509-0316 Passcode: 635598464#

This meeting is mandatory for all Bidders who wish to submit an RFP. Attendance at the pre-proposal meeting is limited to two (2) people per bidder.

The purpose of the pre-proposal meeting is to discuss the RFP and the work to be performed. Statements made by the Solicitation Manger or designee at a pre-proposal meeting are not considered modifications to the RFP. If, however, the Solicitation Manger determines modifications to the RFP are warranted after the meeting, modifications will be posted in writing on www.michigan.gov/SIGMAVSS as explained in Section 4, Modifications.

A bidder may be disqualified by being late to the mandatory pre-proposal meeting. Subcontractor sing-in is permitted in lieu of the bidder as evidence of attendance. Accessibility requests for reasonable accommodations at the pre-proposal meeting should be made with the Solicitation Manager at least 10 business days before the date of the meeting. Accommodation request received outside this time period cannot be guaranteed.

4. 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.

5. 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.

6. DELIVERY OF PROPOSAL.

Electronic – The bidder must 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. Attachment file size is limited to 6 MB per document. 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 solicitation Closing On/Closing Date fields (Summary view/Detail view), 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. The Solicitation Manager will not provide assistance related to the submittal of the proposal and all attachments on the day of the proposal deadline. Responsibility for a complete submission lies with the bidder.

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 veterans/service-disabled veteran owned business(QDV/SDVOB) status under MCL 18.1261(8). Additional information on the SDVOB preference is available at: https://www.michigan.gov/dtmb/0,5552,7-358-82550_85746_48677-412612--,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 but is not required to 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 6, 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 6, Evaluation Process, and price, as demonstrated by the proposal. The State will post an Award Recommendation and Evaluation Synopsis on www.michigan.gov/SIGMAVSS .

12. DEBRIEF MEETING AND BID PROTEST. The State will post an Award Recommendation and Evaluation Synopsis, 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 electronically at BidProtest-DTMB@michigan.gov no later than 3:00 p.m. EST., 5-calendar days after posting the Award Recommendation and Evaluation Synopsis on SIGMA VSS, or by 3:00 p.m. 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.

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

13. STATE ADMINISTRATIVE BOARD. Contracts equal to $250,000 or greater than 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. CONFIDENTIAL TREATMENT FORM AND THE 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), MCL 15.231, et seq. However, some information may be exempt from disclosure. 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,” are exempt from disclosure under FOIA. In addition, “financial or proprietary information” submitted with a bidder’s proposal is exempt from disclosure under FOIA. A bidder’s failure to comply with this Section is grounds for rejecting a bidder’s proposal as non-responsive. As a part of its proposal, each bidder must follow the procedure below.

a. SUBMIT A COMPLETED “CONFIDENTIAL TREATMENT FORM” (CT FORM) WITH YOUR BID. Completion and submission of the CT Form is required regardless of whether the bidder seeks confidential treatment of information. Failure to submit a completed CT Form may be cause for disqualification from the solicitation process.

i. Complete and sign Section 1 of the CT Form if the bidder does NOT request confidential treatment of information contained in its proposal; or

ii. Complete and sign Section 2 of the CT Form if the bidder requests confidential treatment of certain information. Bidder must also submit a “Public Copy” of the proposal with the trade secret, financial, and proprietary information redacted and clearly labeled as the “Public Copy.”

b. FOIA REQUESTS. If a FOIA request is made for a bidder’s proposal, the Public Copy may be distributed to the public along with the bidder’s CT Form. The CT Form is a public document and serves as an explanation for the redactions to the Public Copy. Do not put any trade secret, financial, or proprietary information in the CT Form. Do not redact the CT Form itself.

c. NO ADVICE. The State will not advise a bidder as to the nature or content of documents entitled to protection from disclosure under FOIA or other laws, as to the interpretation of such laws, or as to the definition of trade secret or financial or proprietary information. Nothing contained in this provision will modify or amend requirements and obligations imposed on the State by FOIA or other applicable law.

d. FAILURE TO REQUEST CONFIDENTIAL TREATMENT. Failure to request material be treated as confidential as specified herein relieves the State, its agencies, and personnel from any responsibility for maintaining material in confidence.

e. Bids containing a request to maintain an entire proposal as confidential may be rejected as non-responsive. Bidders may not request confidential treatment with respect to resumes, pricing, and marketing materials. The State reserves the right to determine whether material designated as exempt by a bidder falls under MCL 18.1261 or other applicable FOIA exemptions. If a FOIA request is made for materials that the bidder has identified as trade secret, financial, or proprietary information, the State has the final authority to determine whether the materials are exempt from disclosure under FOIA.

f. Bidder forever releases the State, its departments, subdivisions, officers, and employees from all claims, rights, actions, demands, damages, liabilities, expenses and fees, which arise out of or relate to the disclosure of all or a portion of bidder’s proposal submitted under this RFP. Bidder must defend, indemnify and hold the State, its departments, subdivisions, officers, and employees harmless, without limitation, from and against all actions, claims, losses, liabilities, damages, costs, attorney fees, and expenses (including those required to establish the right to indemnification), arising out of or relating to any FOIA request, including potential litigation and appeals, related to the portion of bidder’s proposal submitted under this RFP that bidder has identified as a trade secret, or financial or proprietary information. The State will notify bidder in writing if indemnification is sought. The State is entitled to: (i) regular updates on proceeding status; (ii) participate in the defense of the proceeding; (iii) employ its own counsel; and to (iv) retain control of the defense, or any portion thereof, if the State deems necessary. Bidder will not, without the State’s written consent (not to be unreasonably withheld), settle, compromise, or consent to the entry of any judgment in or otherwise seek to terminate any claim, action, or proceeding. If a State employee, official, or law is involved or challenged, the State may control the defense of that portion of the claim. Any litigation activity on behalf of the State, or any of its subdivisions under this Section, must be coordinated with the Department of Attorney General. An attorney designated to represent the State may not do so until approved by the Michigan Attorney General and appointed as a Special Assistant Attorney General.

CONFIDENTIAL TREATMENT FORM (CT FORM)

INSTRUCTIONS. Complete either Section 1 or Section 2 of this CT Form and sign where indicated. This CT Form must be signed by the individual who signed the bidder’s proposal. A completed CT Form must be submitted with your proposal, regardless of whether your proposal contains confidential information. Failure to submit a completed CT Form with your bid is grounds for rejecting the proposal as non-responsive. See Section 16 of the Proposal Instructions for additional information.

Section 1. Confidential Treatment Is Not Requested

This section must be completed, signed, and submitted with the proposal if bidder does not request confidential treatment of any material contained in the proposal.

By signing below, the bidder affirms that confidential treatment of material contained in the proposal is not requested.

[Printed Name] [Title] [Company]

Section 2. Confidential Treatment Is Requested

The section must be completed, signed, and submitted with the proposal if bidder requests confidential treatment of any material contained in the proposal. Submission of a completed CT Form is required to request confidential treatment.

Provide the information in the table below. Bidder may add rows or additional pages using the same format shown in the table. Bidder must specifically identify the information to be protected as confidential and state the reasons why protection is necessary. The CT Form will not be considered fully complete unless, for each confidentiality request, the bidder: (1) identifies whether the material is a trade secret (TS), financial information (FI), or proprietary information (PI); (2) explains the specific legal grounds that support treatment of the material as TS, FI, or PI; and (3) provides the contact information for the person at bidder’s organization authorized to respond to inquiries by the State concerning the material. Bidders must not simply cite to an applicable act or case name; rather, bidders must provide a complete justification as to how the material falls within the scope of an applicable act or relevant case law.

CONFIDENTIAL TREATMENT FORM (CT FORM)

By signing below, the bidder affirms that confidential treatment of material contained in its proposal is requested and has attached to this form a redacted “Public Copy” of the bidder’s proposal.

[Printed Name] [Title] [Company]

VENDOR QUESTIONS WORKSHEET

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

1. Contact Information

Bidder’s sole contact person during the RFP process.

Include name, title, address, email, and phone number.

Person authorized to receive and sign a resulting contract.

Include name, title, address, email, phone number and vendor customer code in SIGMA VSS.

2. Company Background Information

Legal business name and address. Include business entity designation, e.g., sole proprietor, Inc., LLC, or LLP.

What state was the company formed in?

Phone number

Website address

Number of years in business and number of employees

Legal business name and address of parent company, if any.

Has there been a recent change in organizational structure (e.g., management team) or control (e.g., merger or acquisition) of your company?

If the answer is yes:

(a) explain why the change occurred and

(b) how this change has affected your company.

Discuss your company’s history. Has growth been organic, through mergers and acquisitions, or both?

Has bidder ever been debarred, suspended, or disqualified from bidding or contracting with any entity, including the State of Michigan? If yes, provide the date, the entity, and details about the situation.

Has your company been a party to litigation against the State of Michigan? If the answer is yes, then state the date of initial filing, case name and court number, and jurisdiction.

Within the last 5 years, has your company or any of its related business entities defaulted on a contract or had a contract terminated for cause? If yes, provide the date, contracting entity, type of contract, and details about the termination or default.

State your gross annual sales for each of 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.

Describe partnerships and strategic relationships you think will bring significant value to the State.

State the physical address of the place of business that would have primary responsibility for this account if bidder is awarded a contract under this RFP.

3. Qualified Disabled Veteran/Service-Disabled Veteran-Owned Business Program

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.

4. 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.

5. State of Michigan Experience and Prior Experience

Does your company have experience working with the State of Michigan? If so, please provide a list (including the contract number) of the contracts you hold or have held with the State for the last 10 years.

In the Experience sections below:

· Describe at least 3 relevant experiences from the last 5 years supporting your ability to successfully manage a contract of similar size and scope for the work described in this RFP.

· Please refer to Schedule A – Background and Scope for further information, regarding the size and scope.

· Please Note: Contact Names provided will be used at the State’s discretion to conduct reference checks.

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?

Dollar value

Start and end date (mm/yy – mm/yy)

Status (completed, live, other – specify phase)

Results obtained

Experience 2

Company name

Contact role at time of project

City

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

Dollar value

Start and end date (mm/yy – mm/yy)

Status (completed, live, other – specify phase)

Results obtained

Experience 3

Company name

Contact role at time of project

City

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

Dollar value

Start and end date (mm/yy – mm/yy)

Status (completed, live, other – specify phase)

Results obtained

6. Standard Contract Terms

Bidder must affirm agreement with the attached Contract Terms. If not in agreement, written exceptions in accordance with Section 6 Evaluation Process must be provided with Bidder’s proposal.

7. Michigan Economic Impact

Number of employees currently employed at locations within the State of Michigan

Number of additional employees to be employed at locations within the State of Michigan if awarded this Contract (if any)

Minimum wage paid to employees employed at locations within the State of Michigan

Average wage paid to employees employed at locations within the State of Michigan

Percentage of employees employed at locations within the State of Michigan that are covered by employer-provided health insurance

8. Other

Request For Proposal No. 200000001297 Prisoner Store, Friends and Family Care Package Services Michigan Department of Corrections (MDOC)

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 State of Michigan (Michigan Department of Corrections or MDOC) is required by Policy Directive 04.02.130 “Prisoner Store” and Policy Directive 04.02.135 “Friends and Family Package Program” to supply approximately 38,000 prisoners with store goods including mandatory items such as healthcare, hygiene, stationery, food, metered envelopes, and miscellaneous items.

· Incarcerated (MDOC) individuals may purchase approved items for their personal use, from the standardized prisoner store list of authorized items (Schedule E).

· The Contractor must provide a minimum of 400 prisoner store items for MDOC approval – MDOC reserves the right to change the number of items available for purchase.

· MDOC staff are responsible for delivering the store goods, and friends and family care packages to the prisoners within housing units.

Please Note the following:

· MDOC is responsible for identifying and approving all items for purchase in a prisoner store.

· Only mandatory health care products/ items which have been approved by the MDOC Chief Medical Officer are included on this list.

· MDOC prefers to award this Contract to a single Contractor who can service the entire State of Michigan, that has access to Michigan based warehouses to fulfill and provide services for all MDOC facilities throughout the State.

SCOPE

The purpose of this Contract is to provide “Prisoner Store” services, including store items and care packages to be purchased by prisoners, and their friends and family members. It is the responsibility of the Contractor to provide services to MDOC Prisoners, Prisoner Friends and Family, MDOC Facilities. MDOC Prisoners can order and receive delivered store orders on a bi-weekly basis (Store delivery schedule for facilities will be more frequent). Contractor is also responsible for accepting orders for and delivering Friends and Family care package goods to prisoners housed in Michigan Department of Corrections (MDOC) facilities.

· Prisoners housed within MDOC facilities utilize a vendor ordering system via kiosks or scanned document to place orders from the prisoner store and to place quarterly Friends and Family package orders.

· Friends and Family care package orders, are placed via internet, mail, telephone, facsimile, or by Prisoners via kiosk.

· Individual MDOC facilities will be authorized to purchase holiday themed “gift bags” with pre-approved items for their prisoner populations using their Prisoner Benefit Funds (PBF).

· Holiday gift bags should be available around major holidays, with items available that are appropriate for each holiday. Holidays celebrated may vary from facility to facility.

Items for purchase by prisoners, and their friends and family include but are not limited to over-the-counter medications, food, and personal hygiene items.

REQUIREMENTS

1. General Requirements The Contractor must carry out this project under the direction and control of the Michigan Department of Corrections (MDOC) Program Manager(s) and other assigned staff.

· The Contractor will be given an approximate 6-month transition period – The Transition must be completed by September 30, 2020, and the Contractor must be fully operational by October 1, 2020.

· No payment, in any form, will be received for service performed, or for the transfer of existing accounts from the current Contractor during the Transition Period.

· The Transition period will end at a mutually agreed upon date between the State (MDOC) and the Contractor.

The Contractor is responsible for providing the following:

· Providing all hardware, switches, fiber (via third-party Internet Service Provider) software and network connections within the facilities, including interface costs to establish a connection, and provide service to MDOC facilities and end users.

· All IT network, interface or other proposed software must be pre-approved by the State prior to installation and use. After approval the Contractor will be responsible for establishing a secure network connection that will link to the demarcation point at each facility and must also provide the infrastructure from the demarcation at each facility to all kiosks within it. All installation and changes to infrastructure must follow MDOC installation specifications and must include a plan to provide ongoing maintenance.

· The Contractor must assume all costs associated with the network and IT infrastructure solution (including any ongoing maintenance), as well as, repair of kiosks or infrastructure damaged by Prisoners at no additional cost to MDOC.

· Any equipment, including installation cost needed to provide kiosks or access to the system for reporting purposes, must be provided by the Contractor at no cost to the State (MDOC).

· Including non-existing 110v power connections, the Contractor will be responsible for any required permits for installation when necessary.

Bidder must acknowledge acceptance to 1. General Requirements and provide how the Bidder proposes to meet this requirement:

Bidder Response:

1.1 Interfacing and System Management

Additional Requirements regarding interfacing capabilities and data transfer can also be found in Section 3. Kiosks.

A. The Contractor must have a web-based solution, including hardware, software, and network connection, that allows the Contractor to share data with the State (MDOC) via data file transfer or integration.

· The Contractor’s network must be installed in accordance with DTMB standards and coordinated with onsite technical staff.

· Any fiber cabling utilized for services will remain the property of the State (MDOC).

In addition, the Contractor must also provide a method to allow MDOC the ability to search a read-only database for investigative purposes. Technology must be adaptable to allow MDOC to search via a secure web link for access by approved facility staff.

Bidder must acknowledge acceptance to 1.1.A and describe how these requirements will be met:

Proposed Software Name:

Proposed Software Fees (if applicable):

Bidder Response:

B. Corrections Offender Management System Project Please Be Advised: The following processes are subject to change during the term of the resulting contract with the introduction of MDOC’s Correctional Offender Management System (COMS).

· The COMS Project will replace the MDOC offender-related functionality of its Offender Management Network Information System (OMNI) (which represents approximately 88% of the legacy system), its Offender Management System (OMS), and multiple ancillary systems.

· The Contractor should be aware that the State intends to utilize the COMS system for Prisoner Banking (AKA Trust).

· At the time of implementation of the Prisoner Store Contract, COMS has very limited to no capability for integrating with other vendor systems, programs, and software.

· Contractor must be willing to work with MDOC and Advanced Technologies Group. L.L.C. (ATG) in the future to potentially integrate data and other information into the COMS system as needed.

· In the future, the MDOC may pursue real-time processing for transactions. The Contractor must work with the MDOC and ATG to allow real time transaction processing at no additional costs. The full scope of work will be dependent on the future capabilities of the COMS system (which are to be determined).

Bidder must acknowledge acceptance to 1.1.B and describe how Bidder will work with MDOC and the COMS Contractor:

Bidder Response:

C. The Contractor must be able to accommodate MDOC’s current ordering and order verification process, please provide confirmation that the requirements listed below 1 – 4 can be provided:

1. MDOC sends the Prisoner Store Contractor a daily (Monday- Friday) data file.

· At 5:00 AM Eastern Standard Time (EST), the “Prisoner_location_list” is generated and placed on DTMB’s File Transfer Server.

· Advanced Technology Group (ATG or COMS) then transfers the list to the Contractor at 5:30 AM EST.

last_name char(30) NOT NULL, first_name char(30) NOT NULL, middle_initial char(1) NOT NULL, location_code char(3) NOT NULL, housing_unit char(30) NOT NULL, offender_lock char(5) NOT NULL, bunk char(3) NOT NULL, wing char(5) NOT NULL, cell_type char(2) NOT NULL

2. MDOC receives a file daily (7 days a week) from the Contractor that contains specific information on Prisoner orders from the day. For the purposes of the RFP we will refer to this as commissaryin.

The following requirements apply to this file:

· The system expects one file with commissary purchases information per day.

· The process will validate that the file has:

· comma delimited fields

· correct number of fields

· Transaction Date in correct format

· valid Prisoner with a primary account

· no blank Item Number

· amount is greater than $0 if refund

· amount is less than $0 if sale

· total amount matches with the sum of individual item amount per request ID if sale

· header record count matches with total detail transaction count

· The process will reject the entire file if one of the records fails the above validation.

· If there is no detail record in a file, the system is still expecting a header row. The system will enter a $0 batch record for the file.

· Sale order will be processed only for Prisoners who have an active primary account at an institution.

· For regular commissary sale:

· The line items will get filled in the order that it is received in the file until the Prisoner reaches his available balance. Once he reaches his balance, the order will stop immediately.

· An expenditure will be created for the total of approved line item amount.

· For indigent sale:

· The Contractor must provide any additional programming needed to accommodate all indigent prisoner store order processing. This may require the exchange of additional accounting data or special-order detail.

· The system will check whether the Prisoner is eligible for indigent sale regardless of his available balance before processing the order.

· The line items will get filled in the order that is received in the file until the Prisoner reaches his indigent limit. Once he reaches his limit, the order will stop immediately.

· A Commissary Loan obligation will be created for the allowed amount.

· No partial line item will be filled. If there is a line that cannot be filled completely, then none of the line item for that sale gets filled.

· For commissary refund:

· If the Prisoner’s account is closed, the system will post the refund and change the account status to frozen.

· For regular refund:

· A negative expenditure will be created for the amount.

· For indigent refund:

· If there is an open commissary loan MDOC Sanction, the refund will be applied toward the loan. Or, the funds will be credited to the Prisoner’s account by processing a negative expenditure for the amount.

· A return file will be sent to indicate whether the transactions were processed successfully. For the purposes of this RFP it will be referred to as Commissaryout.

3. By 1:30AM EST, MDOC’s system will create the Commisaryout file and it will be placed on the File Transfer Server and ATG will send the return file to the Contractor by 3:45 AM EST.

· The system will generate one return file for each Keefe commissaryin that was processed.

· The file will include the records that were sent in the commissaryin along with 2 fields to indicate the transaction process status:

· Approved: “Y” – success, “N” – failure

4. The process then repeats, and the Contractor completes orders based on the approvals for the next scheduled delivery date.

Please Note: as indicated in 1.1B – Corrections Offender Management Systems Project, current ordering processes are subject to change. The Contractor must perform current MDOC process until a real time solution is realized.

Bidder must acknowledge acceptance to 1.1C and describe current capabilities to accommodate MDOC’s Current Process:

Bidder Response:

D. Please Be Advised: Requirement 1.1C – MDOC Current Ordering and Verification Process, is subject to change with the introduction of MDOC’s Correctional Offender Management System (COMS). MDOC may, at a future undetermined date, move to real-time processing for transactions requested by MDOC Prisoners and their Friends and Family. The Contractor must work with the State to implement any changes necessary to facilitate real-time transaction processing.

For the purposes of this RFP please respond to the requirement outlined below:

Data files provided by the Contractor must include the information specified in 1.1C and provide:

· A breakdown of transactions made through the prisoner store, broken down by:

· Order type indicating if the order is a Quarterly Friends and Family Care Package Order and/or Prisoner Store Order.

· Information provided by the Contractor via data file transfer or integration must be provided to the State in a searchable document such as a PDF or Microsoft Excel.

· At a minimum the Contractor must be able to send data files once per day to MDOC and must have the capabilities of receiving data files from the MDOC accounting system.

Please Note: Information provided from the Contractor will be used by the State (MDOC) to cross-reference order eligibility, prior to MDOC approval. An approved Data file will be provided to the Contractor via file transfer identifying all allowable purchases approved by MDOC.

The Contractor must then process the prisoner commissary and Friends and Family orders within 24-hours of receipt of the MDOC Confirmation file, unless otherwise specified by the State (MDOC).

Bidder must acknowledge acceptance to 1.1D and describe how this requirement will be met:

Please also provide, as a separately labeled attachment, a sample template that will meet the specifications outlined in this requirement:

Attachment Name:

Bidder Response:

E. Any proposed System Management tool must have the following capabilities:

· Ability to screen and/or restrict prisoners to a certain number of allowable family/friends who are authorized to make purchases on their behalf.

· The Contractor must work with the State to set screening/restriction as needed, with a minimum of once a month – This functionality must be in place 6-months after Contract Award.

· View prisoner orders and refund history.

· Ability to add or delete Correctional Facilities, and/or satellite facilities in addition to those identified in Schedule D – Shipping Locations.

· Ability to adjust the number of prisoners served within any MDOC facility

· Ability to accommodate the transfer of prisoners within the MDOC system daily, to ensure orders are redirected in the event a prisoner transfer occurs prior to receipt of ordered items.

· Or, permit ordered items to be returned for credit to the prisoner.

Bidder must acknowledge acceptance to 1.1E and describe how this requirement will be met.

Please also indicate in your response how often the State will be able to make changes or manipulate screening/restrictions to the authorized purchase list, if not on an as needed basis:

Bidder Response:

F. The Contractor must have a mechanism in place to ensure all store items are continuously available for Prisoners, and their friends and family to purchase – and will not have an inventory outage. MDOC is not responsible for warehouse inventory this is the sole responsibility of the Contractor.

· The Contractor must notify the receiving MDOC facility and MDOC Program Manager(s) of any out-of-stock items at least 48-hours prior to facility delivery.

· The Contractor must also maintain inventory levels at all warehouse locations, ensuring that no more than 1% of approved store items are out-of-stock for any business day (Monday through Friday).

Please Note: As indicated in the Background section of Schedule A, the Contractor must:

· Provide at a minimum 400 prisoner store items for purchase – MDOC reserves the right to change the number of available items for purchase.

Bidder must acknowledge acceptance to 1.1F and describe how this requirement will be met:

Bidder Response:

G. Any and all proposed System Management tools will be evaluated on the following criteria:

· Ease of use

· Licensing fees or other access fees that may apply

· Security of personal information

· Data collection capabilities, including but not limited to the following:

· Number of orders filled per prisoner and cost,

· Prisoner facility location,

· Returns and Rejected orders The Contractor must have a secure means in place for Friends and Family to process online requests, as well as telephone, facsimile, and/or mail order system requests.

Bidder must acknowledge acceptance to 1.1G and describe how this requirement will be met:

Bidder Response:

H. IT Policies, Standards and Procedures (PSP) – All proposals must conform with State IT policies and standards – all services and products provided as a result of this RFP must comply with all applicable State IT Policies and Standards. Please refer to Public IT Policies, Standards and Procedures (PSP): http://www.michigan.gov/dtmb/0,4568,7-150-56355_56579_56755---,00.html

Please Note: Not all applicable PSP’s are available publicly. Controlled PSP’s applicable to the RFP are available after signing and returning to the State the required Nondisclosure Agreement (NDA). Failure to return a signed NDA may be grounds for disqualification.

I. State of Michigan (SOM) Digital Standard – All software items provided by the Contractor must adhere to the State of Michigan/Site Standards which can be found at: www.michigan.gov/standards.

J. ADA Compliant – The State is required to comply with the Americans with Disabilities Act of 1990 (ADA), and has adopted a formal policy regarding accessibility requirements for websites and software applications. The State is requiring that Bidder’s proposed Solution, where relevant, to level AA of the World Wide Web Consortium (W3C) Web Content Accessibility Guidelines (WCAG) 2.0. Bidder may consider, where relevant, the W3C’s Guidance on Applying WCAG 2.0 to Non-Web Information and Communications Technologies (WCAG2ICT) for non-web software and content. The State may require that Bidder complete a Voluntary Product Accessibility Template for WCAG 2.0 (WCAG 2.0 VPAT) or other comparable document for the proposed Solution. http://www.michigan.gov/documents/dmb/1650.00_209567_7.pdf?20151026134621