230000003193- Cutsheet Printers- MICR and Standard Toner RFP- 9-19-2023.docx

Michigan.gov/MiProcurement proposal instructions Department of Technology, Management and Budget- Procurement Cutsheet Printers MICR and Standard Toner- Print and Mail Management (PMM)

Request for Proposal No. 230000003193 Solicitation Manager Name: Valerie Hiltz Direct Phone: 517-249-0459 Email: HiltzV@michigan.gov Main Phone: 1-855-MI-PURCH 1-855-647-8724

This is a Request for Proposal (RFP) for:

The replacement of existing continuous feed printers with cutsheet printers capable of printing the same work.

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.

1. PROPOSAL PREPARATION.

A. 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 RFP Structure and Documentation table below.

1) References and links to websites or external sources may not be used in lieu of providing the information requested in the RFP within the proposal. Include the bidder’s company name in the header of all documents submitted with your proposal.

2) 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.

B. Samples Required. In addition, by the proposal deadline, the bidder may be required to submit samples of work that are identical to the proposed Contract Activities. If requested, samples must be clearly labeled with the bidder's name and RFP number and sent to:

DTMB Print and Mail Management Attn: Kristen Hampton 7461 Crowner Dr, Lansing, MI 48913 Samples not destroyed in testing will be returned at the bidder's expense, if requested in writing by the proposal deadline. If a manufacturer submits samples on behalf of the bidder, the bidder, by the proposal deadline, must submit written confirmation from the manufacturer indicating that it will supply the materials indicated.

The State reserves the right to request samples only when and from those Bidders deemed necessary.

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. OPTIONAL PRE-PROPOSAL MEETING

An optional pre-proposal meeting will be held on via a Microsoft Teams meeting on June15,2023 at 1:00 pm.

Microsoft Teams meeting Join on your computer, mobile app or room device Click here to join the meeting

Meeting ID: 293 115 015 636 Passcode: iW6U8V Download Teams | Join on the web

Or call in (audio only) +1 248-509-0316,,600879680# United States, Pontiac Phone Conference ID: 600 879 680#

Statements made by the Solicitation Manager or designee at a pre-proposal meeting are not considered modifications to the RFP. If, however, the Solicitation Manager determines modifications to the RFP are warranted after the meeting, modifications will be posted in writing on www.michigan.gov/SIGMAVSS as explained in the Modifications section of this document 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 requests 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 – A. The bidder must submit its proposal, all attachments, and any modifications or withdrawals electronically through www.michigan.gov/SIGMAVSS.

1) The price proposal should be saved separately from all other proposal documents.

2) 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).

3) In addition to submitting documents in a modifiable format, the bidder may also submit copies of documents in PDF.

4) Attachment file size is limited to 6 MB per document. Bidder’s failure to submit a proposal as required may result in disqualification.

B. The proposal and attachments must be fully uploaded and submitted prior to the proposal deadline.

1) 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.

2) 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.

3) 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.

4) The Solicitation Manager will not provide assistance related to the submittal of the proposal and all attachments on the day of the proposal deadline.

5) Responsibility for a complete submission lies with the bidder.

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

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.

Bidders who pass the technical evaluation may be asked to submit samples for review. Bidders should be prepared to, if notified, collect the necessary paper and data within two days’ notice and turn around and deliver samples within one week.

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 as published in this RFP. 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. Failure to respond timely to requests for proposed changes to Contract Terms during ongoing negotiations may be cause for disqualification.

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; request samples, 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, split award, 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.

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 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.

12. 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 5:00 p.m., five (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 .

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. The bidder understands that their proposal will become public record immediately upon receipt by the State. 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. 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.

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. 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 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. Bidder must complete either Section 1 or Section 2 of this CT Form and sign where indicated. Do not complete both sections. 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. If this section is completed, do not complete Section 2. CONFIDENTIAL TREATMENT IS REQUESTED.

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. If this section is completed, do not complete Section 1. CONFIDENTIAL TREATMENT IS NOT REQUESTED.

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.

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.

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. Insurance Requirements

8. 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.

9. Labor, Antidiscrimination and Environmental Laws Compliance

Bidder must disclose any violations of state or federal labor, antidiscrimination 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.

10. Supplier Diversity

11. Other

12. Response to State Requests

SCHEDULE A - STATEMENT OF WORK CONTRACT ACTIVITIES

Request for Proposal No.230000002233 Cutsheet Printers MICR and Standard Toner- Print and Mail Management (PMM) 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’s Consolidated Print Center (CPC) provides transactional print services to the SOM. The organization runs two shifts: first shift (7:30am-4:00pm) and third shift (11:00pm-7:30am). The transactional printing accounts for approximately 6 million black and white images per month, printed on 20# 8.5x11 stock. Approximately three (3) percent of the total is printed on Magnetic Ink Character Recognition (MICR) toner.

SCOPE

The Contractor shall provide all personnel, equipment, tools, materials, software, supervision, training, installation, and other items necessary to perform the services as described in this Statement of Work to replace the existing continuous feed printers, used by the Consolidated Print Center (CPC).

Print and Mail Management (PMM) needs to replace two (2) MICR capable continuous feed printers with three (3) cut-sheet printers; Two (2) using MICR toner and one (1) using regular toner and expect the new equipment will provide redundancy options.

The State reserves the right to award multiple, split award, or award by Contract Activity.

1. Requirements

1.1. General Requirements

A. Removal of existing printers.

B. New cutsheet printers, and in-line processing equipment per Section 1.1. Hardware Specifications

1. Interface/controllers for cutsheet printers including:

a. All file formats must process at or above the rated printer output speed

b. Any additional hardware required for the printer interface/controller C. Printer firmware/software capable of handling all data file formats used by CPC, per Section 1.1 Hardware Specifications including License Fees with unlimited impressions for each file format.

D. Printer installation and services to implement the hardware/software including:

1. On-site configuration

2. Integration into current CPC environment

3. Testing of CPC applications E. Knowledge transfer to CPC staff including:

1. On-site training of CPC Operations staff on new hardware

2. On-site training of CPC analyst staff on new software F. Documentation to include:

1. User manuals

2. Technical manuals

3. Electronic online viewing G. Support

1. Help Desk

2. Software and print controller interface technical support H. Maintenance.

I. Billing Support.

List all exception(s):

1.2. Hardware

A. Cutsheet Printer Specifications

1. Output.

A. The State prefers that all machines print at 130 simplex images per minute or faster.

B. The printers must be able to print multiple form sizes (8.5” x 11” and 8.5” x 14”).

2. Duty Cycle. Printing system must have a minimum duty cycle of three million images per month.

3. Controller Interface. Each printer must have a display to show running and completed job information and input devices to manipulate queues, stock loads, job setups, etc.

4. Data File Types. Printers must be capable of handling a wide range of file types including: AFP, ASCII, IPDS, LCDS/DJDE Metacode, PCL, PDF, Postscript, TIFF, VIPP, XML, DOC, RTF. Bidder must also identify the printer’s native language in the proposal.

5. Consumables. The printers must have the ability to add ink to the print device without stopping printer output

6. Network. Network requirements are:

a. Connectivity: Minimum 100 MB Ethernet

b. Protocols: TCP/IP and/or LPD/LPR for print job submission

7. Print Queues. Interface must be able to accommodate a minimum of eight unique print queues.

8. Speed. Printers will have the ability to run 8.5" x 11" @ minimum 130 simplex images per minute

9. Quality. Print resolution will be minimum of 600 x 600 dpi

10. Stacker. Each printer should have two alternating stackers, allowing for continued printing while a stacker is being unloaded, with a minimum 3,000 sheet capacity per stacker

11. Stock. Printers must have the ability to print on a wide range of different stocks weights and surfaces, including labels.

12. Ventilation. Bid must include all ventilation requirements.

13. Power. Bid must include all power consumption and usage requirements.

14. Security Features. The State prefers that any MICR printers offer the State print or ink attributes that offer additional Security Features.

15. Support. All hardware and software must be under a maintenance contract. See Section 2.4 Support, Repair and Maintenance

16. Maintenance. 24 x 5 support, with the option to be expanded to 24 x 7 if needed. Any click charges the State may incur must be identified and the cost outlined in the bid. See Section 2.4 Support, Repair and Maintenance.

List all exception(s):

Bidder must provide all ventilation requirements. Please provide this information below:

Bidder must provide all power requirements. Please provide this information below:

Bidder must provide Product Data for each time of printer proposed. Bidder must attach this information with their solicitation response. Indicate below which models you are proposing.

Bidder must indicate if their printer/system/ink will provide any additional security features. If no, indicate NO. If yes, please provide this information below:

1.3. Samples.

Bidders who pass technical evaluation, have had their pricing reviewed, and who are being considered for award may be required to provide the samples for evaluation if deemed necessary by the Joint Evaluation Committee. Not all Bidders may be required to submit samples.

A. Should a Bidder pass the technical evaluation, Bidders may be contacted by the Solicitation Manager, at the discretion of the JEC, requesting that samples be provided. The bidder will be then contact by a PMM staff member to schedule a time, within two days of notification for you to pick up the necessary paper stock and the data file, at their facility in Dimondale, Michigan, from which your samples will need to be produced.

1. Samples must be run in the Bidder’s test environment. Due to State security, no samples are to be printed on or in a third-party printer or environment.

2. To receive materials necessary to submit samples, bidders will be required to sign a Non-Disclosure agreement. No data may be uploaded in a third-party machine or environment.

3. Samples to be submitted will include:

1. Treasury Checks (MICR)

2. Vehicle Titles

3. Vehicle Tabs

4. The paper stock that is being provided to produce each sample is numbered. Number sequences will be recorded and will be assigned to each Bidder for the creation of their samples. In order to maintain security all paper stock must be returned to the state with their proposal response in one form or another:

a. Samples- The State requires that samples be submitted as part of this solicitation response, in accordance with Proposal Instructions, Section 1. Proposal Preparation.

b. Waste– Stock that has been used in set up and test runs. (The State prefers that you do as many runs as possible using plain white paper so as not to use the State’s paper stock unnecessarily).

c. Unused Stock- Left over, unused stock that wasn’t waste or submitted as a sample. (The State prefers that you do as many test runs as possible using plain white paper so as not to use the State’s paper stock unnecessarily and to allow for the return of as much paper stock as possible).

5. Bidders must also return with their sample submission the State provided thumb-drive. Any data that has been uploaded in the Bidder’s environment must be expunged/destroyed.

1.4. Transitions

A. Contract Execution:

1) The Contractor will be required to attend the contract Kick-Off Meeting as indicated in Schedule A, Section 5.2.

2) Contractor will work with the PMM staff to finalize and execute the Printer Replacement Project as expediently as possible in order to expedite the project

List all exception(s):

B. Post-Contract Transition: Invoices must be sent within 45 days after expiration of contract. Any invoices received after 45 days will result in a non-payment of invoice.

List all exception(s):

C. See Standard Terms, Section 26. Transition Responsibilities for complete post contract transition language.

1.5. Training

The Contractor will be required to provide training in order for the State and its employees to properly use these new printers.

List all exception(s):

Bidder must explain its training capabilities and any training that is included in its proposal in the box below:

1.6. Equipment Firmware/Software

The Contractor will provide updates to printer firmware or software as necessary to ensure continued operation of the printers through their useful life.

Bidder must indicate if systems/equipment firmware or software updates will be required, what kind, and if the frequency if known, please indicate that as well in the box below:

If yes, Bidder must indicate if systems/equipment firmware or software updates are included in the quoted pricing in the box below. If not please provide those costs or indicate how those costs will be determined:

Bidder must indicate if the State will be required to download or upload any firmware/software to the States system outside of the printer equipment itself. Please provide your answer in the box below. If yes, you must agree to the SOM Digital Standards listed below. If not indicate N/A in the box below.

Bidder must indicate who will be responsible for installing firmware/software updates in the box below.

The State prefers that no third party licensing be required in order for the printer to perform as designed.

Bidder must indicated it their solution requires any third party software, and/or the State to agree to software licensing. If yes, a copy of the software licensing agreement must be attached to the solicitation response.

List all exception(s):

A. Acceptable Use Policy To the extent that Contractor has access to the State’s computer system, Contractor must comply with the State’s Acceptable Use Policy, see 1340.00.130.02 Acceptable Use of Information Technology (michigan.gov). All Contractor Personnel will be required, in writing, to agree to the State’s Acceptable Use Policy before accessing the State’s system. The State reserves the right to terminate Contractor’s access to the State’s system if a violation occurs.

List all exception(s):

2. Service Requirements

2.1. Timeframes

A. Time frames for the PMM Printer Replacement Project ultimately will be determined by the Final Project Plan, Section 5.1. However, time is of the essence and the State prefers having the equipment installed December 2023.

Bidder must indicate if awarded a contract, in mid-November 2023, would your company be able to deliver and install the printers in December 2023? If no, indicate NO in the box below and the earliest estimated date of delivery. If yes, indicate YES and the earliest estimated date of delivery.

B. The State prefers a rolling transition/replacement of the printers which will allow for the current printers to remain in use while the new printers are tested to ensure that they produce satisfactory output, and are then ultimately removed, following this timeline:

1. Delivery of printers to the State of Michigan will be completed within 30 calendar days from receipt of order.

2. Installation of printers will be completed within 45 days from receipt of order.

3. Training will be completed within 90 business days from receipt of order.

4. Removal of existing printers will be completed withing 180 days from receipt of order.

5. Printer Project will be considered complete when the Program Manager has completed the Performance and Review Evaluation (PARE).

6. The Contractor will not be held responsible for delays attributable to the State of Michigan.

C. Delivery of consumables will be expected within 45 calendar days upon receipt of order.

D. Scheduled Maintenance will be as outlined in Section 2.4. Support, Repair and Maintenance.

Bidder must indicate if the company would be willing to begin the Transition In process as soon as an award recommendation is published, with the understanding that the State Administrative Board would need to approve the recommendation prior to the contract being officially executed.

List all exception(s):

2.2. Delivery

A. The State prefers delivery of the printers and all associated hardware within 30 calendar days upon date of order between the hours of 7:30 AM and 4:00 PM Monday-Friday. Delivery will be made at 7461 Crowner Dr, Lansing, MI 48913.

B. Delivery of consumable products will be expected within 45 calendar days upon date of order between the hours of 7:30 AM and 4:00 PM Monday-Friday. Delivery will be made at 7461 Crowner Dr, Lansing, MI 48913.

List all exception(s):

Bidder must identify its plan for delivery and delivery method(s):

2.3. Removal and Trade-In of Existing Printers

The State is interested establishing a trade-in arrangement with the Contractor…