210000001771 Questions and Answers.pdf

Michigan.gov/MiProcurement

BIDDER QUESTIONS & ANSWERS

Version 2021-1

RFP No. 210000001771 Modular Office Systems Furniture and Services - Statewide

Bidder questions are answered below.

Q

Document and

Section

Pa ge

Bidder Question Answer (to be completed by the State)

1 What is the actual quantity for new product ? I went through all documents and I can’t find actual numbers saying ( x number of workstations to be provided )

This Request for Proposal (RFP) is to establish a contract for a specific time period, and there are no quantities guaranteed to be purchased. Specific quantities and needs will vary by Agency and project throughout the Contract term.

2 (VENDOR

QUESTION

S

WORKSHE

ET,

SECTION

2)

Is the 2.5 Mil in sales for all products or just the workstations ?

see statement below Gross Annual Sales Volume for New Product for the last five years prior to 12/31/2020 (VENDOR

QUESTIONS WORKSHEET,

SECTION 2) for completed and billed services totaling at minimum, an average of at least $2,500,000.00 annually

Language in RFP for TYPE 1 and TYPE 2 Proposals is updated to read “ “3. Gross Annual Sales Volume for all new product for the last five years prior to 12/31/2020 for completed and billed sales and services (program/design/install/delivery) totaling at minimum, an average of $2,500,000 annually. (VENDOR

QUESTIONS WORKSHEET,

SECTION 2)

3 Requested 44” high panels, We are utilizing the 42” high to allow for a proper transaction height. Is this a suitable option?

Bidder’s Base Bid must aim to match what the State currently utilizes, which is an actual 42” high panel with a finished or nominal height of 44”.

If Bidder chooses to submit an optional alternate bid in addition to their base bid, dimensions may vary.

4 Requested 64” high panels and although we can do this it cost more to do this than it does for a 68” High panel. Is this a suitable option?

Bidder’s Base Bid must aim to match the State standard which currently utilizes an actual 62” high panel with a finished or nominal height of 64”.

While some 66” high panels (68” finished height) are in use by the State, it is not the preferred height.

If Bidder chooses to submit an optional alternate bid in addition to their base bid, dimensions may vary.

5 Are we able to eliminate a panel where logical to allow for reduced panels and smaller kit of parts?

For Bidder’s Base Bid, and referring to the Typical 8 workstation cluster, no elimination of panels or altering the plan will be allowed. If a substitution is necessary, it should be a one for one and as close to the requirement as possible.

If Bidder chooses to submit an optional alternate bid in addition to their base bid, dimensions may vary.

6 The specifications call for tackable tiles on the panels as well as tackboards mounted to the panels.

Are both required?

This RFP does not call for tackable tiles on the panels. A tackboard is the preferred term and component identified in the RFP. The State will not be considering a tile panel system in this RFP for Base Bid.

7 All panels appear to be electrified or access to power. Where are the locations for duplex outlets required in an effort to minimize cost and assure an efficient use of power components?

The State requires all panels to be powered for Base and any Optional Alternate Bid. It is up to the Bidder to determine the best and most appropriate locations for the (4) required duplexes or (3) duplexes and

(1) desktop unit in their proposal.

8 Proposal Instructions / Proposal Preparation

2 If we are submitting a Type 1 Proposal, which includes Refurbishment services, will we also need to submit a Type 3 Proposal for Refurbishment services only to be considered for an award for Refurbishment Services in the event of a Multiple Award?

No. If you are submitting a Type 1 proposal, you need to complete all fields pertaining to a Type 1 Bidder which encompasses the refurbishment services requirements throughout the RFP. In addition, the pricing analysis will generate to show together and separate. See also Schedule B, Section 5 in “210000001771 RFP Modular Office Systems”.

9 Proposal Instructions / Proposal Preparation

2 Physical Samples Required:

Please clarify if the "samples of work that are identical to the Contract Activities" are made up of the Fabric Samples, Panel Trim Samples and the Prior Experiences listed in the Vendor

“Samples of work that are identical to the proposed Contract Activities” have no correlation to Vendor Questions Worksheet Section 5.A Prior Experiences.

We have revised the statement to read “• Physical Samples Required. In

Questions Worksheet #5A or if there is anything else that we are required to provide to complete this addition, by the proposal deadline, the bidder must submit samples of product materials that are identical to the proposed Contract Activities:”

Proposal Instructions document, Section 1 Proposal Preparation – Physical Samples Required, requires the Bidder to submit fabric, panel trim , and work surface laminate samples for the new products/workstation product being proposed. Refer to the Schedule references for additional information.

10 Proposal Instructions / Evaluation Process

6 STEP 3: Presentation: If everything remains on schedule is there an estimated date bidders will know they are invited to move on to Step 3?

A specific estimate is not available at this time. The State anticipates providing two weeks advance notice to Bidders being invited to present and install. It is the Bidder’s discretion and risk on whether they decide to take preparatory steps prior to receiving any invitation.

11 Proposal Instructions /Evaluation Process

7 STEP 3: Presentation: Type 1 and Type 2 Proposals only: In which way/where would the State like us to present products that are outside the required contract specifications?

It is the Bidder’s discretion, the room will have a TV where the presentation can be connected to (there will be limited conference room space to display), although time schedule will be provided on Bidder’s invitation to those who make it to STEP 3.

12 Schedule K

- Zone Map

22 The Attachment saved as "Schedule K Zone Map" is labeled on the document as "Schedule L - Zone Map". Please confirm that Schedule L is reserved for Product Literature

The attached “Schedule K, Zone Map Revised” has been updated to correct reference.

13 Schedule

A: SOW,

1.1.A.2.a

22 Schedule L: Please clarify if we should provide product literature for only the products required in the 8 station typical provided in the RFP or all products that would be available on this contract.

The RFP language has been revised to include the following language: “Bidder is to provide product literature for all products proposed to be available on this Contract, and clearly label what it is for: i.e., Workstation- Base Bid, Workstation- Optional Alternate Bid, Additional Product Line Offerings, Forward-Thinking Product Line Offerings, etc.”

14 Schedule

A: SOW,

1.1.C.4.c, Panel Trim

26 Please clarify which (2) Trim Samples you would like (2) sets of;

Are you only looking for the Grey and Beige samples or all available Grade A trim colors?

Only the proposed beige and/or gray samples as stated.

15 Schedule

A: SOW,

1.1.C.8, Worksurfac es

28 Please clarify if you would like samples of all Worksurface Laminates or only Grade A Worksurface Laminates?

Only the proposed Grade A Worksurface Laminates as stated.

16 Schedule

A: SOW -

1.2.B Durability

32 It is an industry standard for modular products to be manufactured in such a way that it is easily disassembled/uninstalled/ reconfigured in the field with using standard tools or no tools at all.

Ex: Tackboards, Surfaces, Top Caps, Raceway covers, etc.

Please clarify the requirement "Products must be engineered so parts cannot be readily removed by user without unique tools"

This is a safety requirement to deter staff or inexperienced individuals from reconfiguring workstations themselves without considering proper design/safety requirements. The following language has been added to the RFP: “The State requires these types of items (Panels, overheads, work surface supports) to require a tool to prevent improper moves or placement. The State understands that certain items such as tackboards, top caps and raceway covers do not require specialized tools.”

17 Schedule

A: SOW -

1.3.A

33 Please clarify that only obtaining & maintaining of software/ licenses for these programs will be "no charge" to the State of Michigan, not the services rendered using these programs.

The language in the RFP has been updated to: The Contractor must use AutoCAD and Project Matrix to align with the State’s systems, and at no charge to the State for the software, licenses, and any maintenance of software and licenses. Upon State request, the Contractor must be able to create 3 dimensional drawings using Building Information Modeling (BIM) software. 3 dimensional drawings should illustrate product placement and building interface for client and user review during design phase. Designs are to conform to State standards.

18 Schedule

A: SOW -

1.3.B

33-

Please clarify if the terms "Estimate" and "Quote" are being used interchangeably or if a preliminary "Estimate" is being required up front and

Estimate and Quote may be used interchangeably at times, however, estimates are generally budgetary used when considering time or labor hours or if all required items needed have not subsequently, a "Quote" is being required upon completion of design/programming in order to obtain a D.O.?

been finalized. Quotes are generally used as the final submittal for a PO/DO as it relates to specific items or terms of the contract. The RFP has been updated to reflect this clarification in the following Sections: 1.3.B, 5.A.1.a, 5.A.2.a, 7.3.C

19 Schedule

A: SOW -

1.3.F

35 Please clarify if you are requiring the installation pack to be completed and approved prior to order placement or simply that the final plans and specifications be approved prior to order placement.

The following language has been added to the RFP “The State requires that the final plan/design, including the specifications, must be approved prior to order placement. The installation packet can be completed at a later date, but at an agreed upon time period prior to installation.”

20 Schedule

A: SOW -

1.3.P

38 Please clarify what is required for a Contractor to gain access to the SOM CORE program. How will the accuracy of the information in CORE be validated and updated?

RFP language has been updated to add the following:

Current State of Michigan procedures/requirements for granting access are as follows:

The Contractor will need the following to access CoreIMS:

• A State of Michigan Account

(DTMB-Agency Services submits paperwork) o Contractor will need to provide the following for each user before DTMB-Agency Services can submit paperwork:

Phone Number Email Address

• RSA VPN Soft Token (DTMB- Agency Services submits paperwork) o Contractor will need to provide the following for each user before DTMB-Agency Services can submit paperwork:

DTMB-0928: Contractor

Security Agreement (attached)

DTMB-0051: MiSOC SecureID Questions (attached)

DTMB-0155: Foreign Device Network Connection Request (attached)

DTMB-0021: Background Check Request Form (attached)

Non-Disclosure Agreement (attached)

Last 4 of SSN Copy of Driver’s License

This process would take place after the Contract effective date. The DTMB forms noted above, are attached as Schedule Z, Forms to Access State Inventory System.

The State is required to maintain the accuracy and allocations of items in the CORE inventory system. Periodic verifications by State staff are physical/manual and occur throughout the year, therefore human error needs to be taken into consideration. Key contacts for validation will be provided after award.

21 Schedule

A: SOW -

4.1.B.2.a

60 Please clarify "ship to locations" in the Purchasing Activity Report requirement- if product is shipped to a State or dealer warehouse, is this the data you are intending to collect?

Yes.

The language below has been added to the RFP: Ship to locations means where it is delivered to and prepped for the install, whether it is State warehouse or a Contractor warehouse.

22 Schedule

A: SOW -

7.3.C

67 Please clarify if you are requiring that each step (design, programming, and installation) be completed within 3 business days or that an estimate for these services be provided within 3 business days.

Estimates for each step must be completed in 3 business days.

23 Standard Contract Terms- #48

101 Please confirm that the Contractor must comply with the Prevailing Wage requirements for this contract.

On June 6, 2018, Michigan’s Prevailing Wages on State Projects law, Act 166 of 1965 was repealed as the result of a legislative initiative; the repeal was given immediate effect. Wage and Hour, therefore, will no longer issue prevailing wage rates, and updates to surveys will not be made. Any survey or other prevailing wage information filed with Wage and Hour in the future will be returned to the sender. In the event that this gets overturned, the awarded contracted vendor will be required to comply with prevailing wage, to the extent applicable to this contract. If the need arises throughout the Contract Term, and if updates are needed, agreed upon updates would be made via Change Notice to the Contract. See also https://www.michigan.gov/leo/0,5863,7- 336-94422_59886_27706---,00.html

24 Schedule B2, Refurbishin g Pricing

Please clarify whether the parts required to complete the refurbishing should or should not be included in the pricing listed on this schedule. For example, should we include the cost of the fabric required when refabbing a tackboard?

Refabrication cost on Schedule B2 must include everything, less fabric and t-mold. Row 57 pertains to Fabric Cost and Row 58 pertains to T-Mold. Pricing Analysis assumes a scenario for evaluation purposes.

25 Schedule B4, Parts List

Please confirm panel thickness is not to exceed 2"

The State currently uses a 2” thick panel system. Bidder’s Base Bid Panel should aim to match the current thickness of 2”.

If Bidder chooses to submit an optional alternate bid in addition to their base bid, dimensions may vary.

26 Schedule B4, Parts List

For ease of reconfiguration, would you like panels to be non-designated?

Bidder’s Base Bid must aim to match specifications and design specified in

RFP.

If Bidder chooses to submit an optional alternate bid in addition to their base bid, dimensions may vary.

27 Schedule B4, Parts List

Do you require PVC-free electrical components in the powered panels?

No, however it is up to the Bidder to provide components that meet the stated requirements and comply with any environmental sustainability requirements as stated in RFP.

https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.michigan.gov%2Fleo%2F0%2C5863%2C7-336-94422_59886_27706---%2C00.html&data=04%7C01%7COstrowskiM%40michigan.gov%7C4a995761d8474812489a08d910a1b447%7Cd5fb7087377742ad966a892ef47225d1%7C0%7C0%7C637559108957559683%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C1000&sdata=3GArU3BAjeGwaeMFRYV87JE51l8Dzk7u9KNJU%2F4hUOo%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.michigan.gov%2Fleo%2F0%2C5863%2C7-336-94422_59886_27706---%2C00.html&data=04%7C01%7COstrowskiM%40michigan.gov%7C4a995761d8474812489a08d910a1b447%7Cd5fb7087377742ad966a892ef47225d1%7C0%7C0%7C637559108957559683%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C1000&sdata=3GArU3BAjeGwaeMFRYV87JE51l8Dzk7u9KNJU%2F4hUOo%3D&reserved=0

28 Schedule B4, Parts List

Please confirm if you require High- Pressure laminate on worksurfaces for increased durability?

No, this is not a requirement.

29 Schedule B4, Parts List

Should all worksurfaces have FSC Certified wood cores?

No, however it is up to the Bidder to provide components that meet the stated requirements and comply with any environmental sustainability requirements as stated in RFP.

30 Schedule B4, Parts List

Would you like all laminate worksurfaces to have PVC-Free edgeband?

It is up to the Bidder to provide components that meet the stated requirements and comply with any environmental sustainability requirements as stated in RFP.

31 Schedule B4, Parts List

Should bidders specify full extension on all drawers to allow for full access to the contents of the drawer?

Yes.

32 Schedule B4, Parts List

Should B/F or B/B/F pedestals include a pencil tray, divider and compressor for increased functionality?

Yes.

33 Schedule B4, Parts List

Should all products specified be from the manufacturer's primary product line?

The products the Bidder proposes as their Base Bid should be their closest match to the part specified. It is the Bidder’s discretion on what line of theirs that they propose.

34 Proposal Instructions

1 Solicitation Manager Direct Phone number listed was incorrect. The number is corrected to (517)249-0438 in “210000001771 RFP Modular Office SystemsRevised”

35 Schedule B, Pricing, Section 4

78 Requirement was updated to show the proposal Type subject to the requirement - (TYPE 1, 2 & 3)

36 NOTE: Bidders must use the revised versions of RFP documents in place of the original versions that were posted to SIGMA (“210000001771 RFP Modular Office SystemsRevised”, “Schedule K Zone MapRevised”)