2200000002425 IT Asset Disposal Services.docx

Michigan.gov/MiProcurement proposal instructions Department of Technology, Management & Budget Central Procurement Services IT Asset Disposal Services Request for Proposal No. 220000002425 Solicitation Manager Name: Nichole Harrell Direct Phone: 517-449-9245 Email: Harrelln@michigan.gov Main Phone: 1-855-MI-PURCH 1-855-647-8724 This is a Request for Proposal (RFP) for:

IT Asset Disposal Services at State of Michigan Facilities RFP Timeline

July 18, 2022 – September 30, 2022

*A bidder’s proposal received at 1:55 p.m. Eastern is late and subject to disqualification.

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

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.

Note that all documents and information submitted as part of a proposal will become public record immediately upon receipt by the State. Proposals received by the State may be posted on the State’s publicly available website after bidders are notified of the award recommendation.

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. 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.

4. QUESTIONS. Bidder questions about this RFP must be emailed to the Solicitation Manager (harrelln@michigan.gov with carbon copy to riggs@michigan.gov) 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. DELIVERY OF PROPOSAL.

Electronic – The bidder must submit its proposal, all attachments, and any modifications or withdrawals electronically through http://www.michigan.gov/SIGMAVSS. All solicitation documents must also be emailed to the Solicitation Manager no later than the Proposal Deadline stated in the RFP Timeline above. 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) 284-0540 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.

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

Proposals receiving 88 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: Michigan.gov/SDVOB.

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.

7. 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.

8. 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.

9. 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 the Evaluation Process section of this document if the State receives only one proposal.

10. 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 the Evaluation Process section of this document, and price, as demonstrated by the proposal. The State will post an Award Recommendation and Evaluation Synopsis on www.michigan.gov/SIGMAVSS or in the manner it was originally published.

11. DEBRIEF MEETING AND BID PROTEST. The State will publish 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 1:00 p.m. EST., 5 business days after posting the Award Recommendation and Evaluation Synopsis on SIGMA VSS. The State reserves the right to adjust this timing and will publish any change.

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

12. 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.

13. 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.

14. CONFIDENTIAL TREATMENT FORM AND THE FREEDOM OF INFORMATION ACT. As a public record, 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, the State may exempt some information from disclosure as permitted by law. 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.

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. If a bidder fails to properly complete and submit the CT Form or otherwise fails to follow CT Form instructions, the proposal may be publicly disclosed in its entirety without redaction after an award recommendation.

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

i. 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.”

Failure to complete and sign a CT Form may result in disqualification of the bidder. If a bidder fails to properly complete and submit the CT Form or otherwise fails to follow the CT Form instructions, the proposal, in its entirety, will be treated as a “Public Copy” and may be publicly disclosed by the State without redaction after bidders have been notified of an award recommendation

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 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. If a bidder fails to properly complete and submit the CT Form or otherwise fails to follow CT Form Instructions, the proposal, in its entirety, will be treated as a “Public Copy” and may be publicly disclosed by the State without redaction after bidders have been notified of an award recommendation. See the Confidential Treatment Form and The Freedom of Information Act (FOIA) sections 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 the 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 their proposal is not requested.

RFP Number

RFP Title

Signature

Date

Printed Name, Title, Company

Section 2. CONFIDENTIAL TREATMENT IS REQUESTED This 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 the Proposal Page #, Section #, and Paragraph #, (2) identifies whether the material is a Trade Secret (TS), Proprietary Financial Information (FI), or Proprietary Information (PI), and (3) explains the specific legal grounds that support treatment of the material as TS, FI, or PI. Bidders must provide a complete justification as to how the material falls within the scope of an applicable FOIA exemption or relevant case law. Bidders must not simply cite to an applicable exemption or case name. Bidders must also provide the contact information for the person at their organization authorized to respond to inquiries by the State concerning the material.

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”.

(1) Proposal Page #, Section #, Paragraph # (2) Material is Trade Secret (TS), Proprietary Financial Information (FI), Proprietary Information (PI) (3) Applicable FOIA Exemption with Written Justification (4) Bidder Contact Information

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

RFP Number

RFP Title

Signature

Date

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

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

If you enter “YES,” you are not eligible for contract award. An awarded vendor may not partner or subcontract with anyone to provide goods and services required under a resulting contract if that subcontractor or partner assisted in the development of this solicitation.

If you enter “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.

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.

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 the Evaluation Process section of the Proposal Instructions 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. Labor and Environmental Laws Compliance

Bidder must disclose any violations of state or federal labor and employment laws and regulations received within the past five years.

Bidder must disclose any violations of state or federal environmental laws and regulations received within the past five years.

9. Supplier Diversity

10. Other

SCHEDULE A - STATEMENT OF WORK CONTRACT ACTIVITIES

Request for Proposal No. 220000002425 IT Asset Disposal Services 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, as well as the Contractor who is awarded the contract. The term “Bidder” is used to identify where specific responses to the RFP are required.

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.

IMPORTANT NOTE TO CONTRACTORS/BIDDERS: There are specific requirements for which acceptance must be simply acknowledged through a checkbox(es), and others that require further explanation. Click the appropriate checkbox and complete the entries as appropriate.

BACKGROUND

The State of Michigan regularly purchases information technology equipment for its workforce of over 47,000 employees. As this equipment becomes surplus, obsolete, and/or out of warranty, the State has a need to dispose of these items in a safe and secure manner. This project will provide for the disposition of surplus, obsolete and out of warranty desktops, notebooks, servers, smart phones and tablets, hard drives, storage or networking devices, monitors, printers, projectors, miscellaneous electronic equipment and computer peripherals such as keyboards and mice. This is an optional use program and does not include equipment that is part of a lease or trade in-program or assets the State chooses to dispose of internally. The State seeks a zero-dollar contract with a Contractor which will dispose of IT equipment and pay the State for sellable assets (PC’s, laptops, tablets, cell phones, etc.) according to an established schedule.

SCOPE

Contractor will provide IT Surplus Recovery Services for desktops, notebooks, servers, storage or networking devices, monitors, printers, projectors, miscellaneous electronic equipment, smart phones, hard drives, and computer peripherals such as keyboards and mice. Contractor will pick-up, transport, cleanse equipment of data, and dispose of any IT asset from any manufacturer. All equipment that is disposed of will be recycled to the component level.

Equipment is categorized using two types of classifications:

1. Tracked Assets “Secure”: includes ANY item that could potentially contain State of Michigan data regardless of warranty status, as well as items that are deemed “trackable” by the State’s IT Asset Management (ITAM) group. Examples: servers, PC’s, laptops, notebooks, tablets, smart phones/devices, tablets, hard drives, etc. These assets are transferred to the vendor where they wipe all data from the asset and dispose of them via recycling or remarketing. If the assets are unable to be wiped, the vendor would remove hard drives (if applicable) and destroy them. If the hard drives are unable to be removed, the entire asset should be destroyed and recycled.

2. Non-Tracked Assets “Non-Secure”: includes peripherals such as mice, keyboards, various cords, monitors, etc., items which do not contain any sort of data. This material also gets transferred to the Contractor. If equipment is not remarketed, it should be recycled to the component level.

1. Requirements

1.1. General Requirements

Contractor must provide Deliverables/Services and staff, and otherwise do all things necessary for or incidental to the performance of work, as set forth below:

1. In performance of this Contract, the Contractor complies with and assumes responsibility for compliance by his or her employees, downstream partners, and subcontractors. All work must be done under the supervision of the Contractor or the Contractor's employees.

Bidder Response

List all exception(s):

2. The State has one primary equipment pick-up location; IT Depot is located at the General Services Building, 7461 Crowner Dr., Dimondale, MI 48821 (“Pickup Location”). However, upon request the state may require the vendor to pick up equipment at other State of Michigan facilities.

Bidder Response

List all exception(s):

3. Any State of Michigan information made available in any format must be used only for the purpose of carrying out the provisions of this Contract. Information contained in such material must be treated as confidential and must not be divulged or made known in any manner to any person except as may be necessary in the performance of this Contract. Disclosure to anyone other than an officer or employee of the Contractor is prohibited.

Bidder Response

List all exception(s):

4. The Contractor must provide for meeting the State’s zero landfill requirements and an environmentally friendly, safe, and secure method to either resell or recycle products obtained through this Contract.

Bidder Response

List all exception(s):

5. All State of Michigan equipment must be accounted for and properly stored before, during, and after processing. A chain of custody document must follow the device upon Contractor’s receipt of the equipment. At the completion of the wipe or destruction process, the State must be notified that the disposal of said device is complete. The chain of custody document must be filed and stored for the entire length of the Contract and any subsequent period as required under Section 36 of the Standard Terms and Conditions.

Bidder Response

List all exception(s):

6. Tracked assets “Secure items” require a three-part check; State of Michigan will provide an itemized list of items on each pallet; upon pick-up, Contractor will verify each piece on the applicable matches; upon arrival at Contractor’s location, Contractor will re-verify each piece matches the applicable pallet. Each part of this three-part check must be verifiable via reporting by the contractor and made available on a monthly basis to the State.

Bidder Response

List all exception(s):

7. The Contractor certifies that the data present on any device, during the performance of this Contract, shall be completely purged from all data storage, and no output shall be retained by the Contractor at the time the work is completed, with the exception for information necessary for reporting purposes. If immediate purging of all data storage components is not possible, the Contractor certifies that any State of Michigan data remaining in any storage component shall be safeguarded to prevent unauthorized disclosures until the component can be destroyed.

Bidder Response

List all exception(s):

8. All computer systems processing State of Michigan equipment must meet the requirements defined in NIST 800-53 for moderate controls. The vendor must ensure they are up to date on any changes or updates to NIST 800-53. To meet functional and assurance requirements, the security features of the environment must provide for the managerial, operational, and technical controls. All security features must be available and activated to protect against unauthorized use of and access to State of Michigan information.

Bidder Response

List all exception(s):

9. All storage devices must be compliant with the U.S. Department of Defense seven pass overwrite.

Bidder Response

List all exception(s):

10. The Contractor must notify the Program Manager of any lost or stolen equipment within 24 hours of event or sooner as well as a corrective action plan.

Bidder Response

List all exception(s):

11. The Contractor must allow for changes to the overwrite/destruction needs of the State of Michigan to comply with any internal audit findings.

Bidder Response

List all exception(s):

1.2. Pick-Up Requirements

1. Equipment Pickup includes the packaging, pickup, and delivery of equipment to the Contractor’s facility. The State will provide limited assistance with pickup of surplus equipment. Contractor must provide all necessary manpower, pallets, Gaylord boxes, shrink-wrap, scanning tools, computer equipment and any other logistics equipment required for pickup. Gaylord boxes requested by the State must be provided within three business days of request.

Bidder Response

List all exception(s):

2. Pickups must be scheduled during business hours Monday – Friday, 7:30 AM to 3:00 PM EST.

Bidder Response

List all exception(s):

3. The State will consolidate the equipment to a central ground level location at the Pickup Location.

Bidder Response

List all exception(s):

4. Contractor must arrange for pick up and shipping of equipment. Transportation fees must be included in the pricing.

Bidder Response

List all exception(s):

5. The vendor must contact the Program Manager to schedule a pickup.

Bidder Response

List all exception(s):

6. Pickups must be scheduled a minimum of 72 hours prior to pick up request date.

Bidder Response

List all exception(s):

7. Any changes to pickups already scheduled must be done with a minimum of 48-hour notice from the pickup date.

Bidder Response

List all exception(s):

8. Contractor must provide any necessary packing supplies and pack equipment for transport.

Bidder Response

List all exception(s):

1.3. Additional Requirements

1) Service Components

a) Service Components includes the following key features: processing, disposition, and additional services.

Bidder Response

List all exception(s):

b) Equipment processing includes equipment receipt, recording, and tag removal at Contractor recovery center (includes sort, test, and audit). It also includes the resale of equipment with remaining value and recycling of equipment with no remaining value.

Bidder Response

List all exception(s):

c) For each computer, server, cell phone, monitor and output device, Contractor must record the make, model number, manufacturer, serial number, and property/asset tag number.

Bidder Response

List all exception(s):

d) For all other items, Contractor must record the serial number, property/asset tag number, weight (large sized pieces), and a description sufficient to identify the item.

Bidder Response

List all exception(s):

e) Contractor must remove all State property/asset tags from the Material.

Bidder Response

List all exception(s):

f) All equipment, that may have possible resale value, must go through a functional and cosmetic test process to determine remarketing worthiness.

Bidder Response

List all exception(s):

g) For all material received, Contractor must record the cosmetic condition of the Material. In addition to correctly coding the assets for reporting purposes, the contractor must update the State of Michigan quarterly with the condition codes for all laptop, desktop, tablet and smart phone/iPad devices for resale purposes.

i. Class A or Retail= Used equipment, complete and functional with normal wear and tear.

ii. Class B or Wholesale= Used equipment missing components or with cosmetic damage that is in excess of normal wear and tear.

iii. Class C or Consumption/Parts= Used equipment that must be recycled as the most economical method of disposition. Equipment is no longer marketable, is missing major components or is cosmetically damaged so that it cannot be resold.

Bidder Response

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h) For material, which is considered a computer or server, Contractor must test the component to see if it boots to a “C” prompt and if possible, will report the following information in addition to the information captured above:

Bidder Response

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i) Equipment that fails the functional or cosmetic test must result in the equipment being recycled.

Bidder Response

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j) Prior to the resale or recycling of the equipment, Contractor must perform a sanitization process or physical destruction of each hard drive or any device capable of storing data received. Shredding of the hard drives must be done on-site at the vendor’s location and under camera. The sanitization process must be in compliance with or exceed the most current Department of Defense Specification 5220.

Bidder Response

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Bidder must explain in detail how they will comply with the above requirements:

k) For equipment that needs to be recycled, Contractor must dispose of used equipment in such a manner as to meet Local, State, and Federal requirements and guidelines. This is to include a guarantee of zero landfill. All certificates of disposal are required to be submitted to the Program Manager as part of the annual audit.

Bidder Response

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Bidder must explain in detail how they will comply with the above requirements:

2) Equipment Disposition

a) Equipment disposition includes equipment receipt, recording, and tag removal at Contractor recovery center.

Bidder Response

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b) For each computer, server, smart device, hard drive, monitor and output device: Contractor must record the make, model number, manufacturer, serial number, and property/asset tag number.

Bidder Response

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c) For all other items, Contractor must record a description sufficient to identify the item, serial number, property/asset tag number.

Bidder Response

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d) Contractor must remove all State property/asset tags from the Material.

Bidder Response

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e) Contractor must…