(5) 260000002402 Patient Clothing RFP Schedule A_SOW- Revised 10.20.26.docx

Enter your company name Schedule A – Statement of Work

RFP 260000002402

Patient Clothing 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. Yellow fields are also used to identify areas where a bidder response is required.

The Contractor must respond to each requirement or question and explain how it will fulfill each requirement. The Contractor MUST respond within the body of this document in the spaces provided except as otherwise directed. Cut and paste information into these locations if necessary. Where requested, attach supplemental information and reference it appropriately within your response. Do not attach any alternate or additional information as it may not be considered for evaluation, unless specifically requested within the RFP. Uniform Resource Locator (URL) links to information will not be considered for evaluation.

Background The State of Michigan, herein after referred to as the State, operates four adult hospitals under the auspices of the Michigan Department of Health and Human Services (MDHHS), and 26 adult correctional facilities by the Michigan Department of Corrections (MDOC) for prisoner/patient clothing. The hospitals service the needs of more than 700 patients, on average, annually. The correctional facilities service the needs of more than 30,000 prisoners, on average, annually.

Scope The purpose of this RFP is to establish a contract by which the State may procure patient clothing. The Contractor will be responsible for warehousing and distribution of patient clothing, data collection and reporting, and all supervision and labor necessary for the completion of the established contract per the requirements outlined in this RFP.

While the State prefers to issue a single award, the State reserves the right to make multiple awards, award by contract line or group or create optional use contracts. Bidders are encouraged to provide their proposals on any or all the items listed in Schedule B.

The State cannot guarantee the number of patients or prisoners, the number of facilities, nor the annual dollars that will be spent during the term of this contract.

Bidder Response

☐ I confirm the above requirement(s) and agree with no exception(s)

General Requirements The Contractor must provide all clothing items and contract activities as described in Schedule A, Statement of Work and Schedule B, Pricing.

The State reserves the right to add, remove or replace items, and the agencies served during the contract term to meet the State of Michigan’s future needs.

No product substitutions are allowed at the time of order fulfillment. See Section 5. Product Substitution for allowances and procedures.

Modifications to the Contract are only permitted if provided for in a Change Notice executed by the Contract Administrator.

Bidder Response

☐ I confirm the above requirement(s) and agree with no exception(s)

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

Product Specifications PLEASE NOTE: As part of your proposal response, Contractor will be required to submit product data sheets, attached to Schedule G, for each item identified in pricing proposal, as a means of proof that each item meets or exceeds product specifications. Additionally, each Bidder will have assembled, and ready to ship, a sample of each item so that if the Joint Evaluation Committee deems it necessary to see and evaluate the actual product, the clothing samples may be forwarded to the State for review within five calendar days of the written request. Please see Proposal Instructions, Section 9. Product Samples for delivery instructions.

Bidder Response

☐ I have reviewed the above requirement(s) and have attached to Schedule G, a product data sheet for each item identified in pricing proposal and have assembled and ready to ship a sample of each item.

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

Bidder must submit product data sheets, attached to Schedule G, for each item identified in pricing proposal.

The Contractor must provide clothing that meets or exceeds the following specifications:

Underwear Men’s Underwear must:

Be white briefs style, classic fit, soft, comfortable and durable in 100% cotton, double fabric construction in fly and crotch, elastic no-pinch waistband, finished seams with no raw edges, tag-free, machine washable, in sizes small through 4XL.

Women’s Underwear must:

Be white in color, brief style, higher rise, seat coverage, comfortable and durable in 100% premium cotton with double fabric crotch and super soft non-binding elastic waistband. Crotch must be sewn on with 3-thread overlock stitch and must extend from leg opening to leg opening, be machine washable, and available in sizes 5 through 16.

Undergarments Men’s Undershirt must:

Be white crew neck, short sleeve, 100% cotton for softness and durability, ribbed crew neck with stay-flat collar, wide cut arms to prevent restriction, all hems on arms and body of shirt to be cleanly finished, no raw edges, preshrunk and tag-free, and come in sizes small through 8XL.

Women’s Standard Bra must:

Be white in color, nylon and spandex fabric, must not be sheer or see-through material(s), no underwire, full figure, lined, sturdy back hooks, and machine washable. It must provide full support, wide inner cup bands or multi-part cup panels to provide support and separation with no underwire. Foam padded, extra wide and soft, adjustable shoulder straps for comfort. Fabric must be Lycra spandex on the side and back. Wide bottom band to keep bra in place without digging, sagging or rolling. There must be three back hooks for smaller sizes and four back hooks for larger sizes with three levels of adjustment for fit and comfort. Must be available in sizes 32A through 58I. Please note (alternative colors may be considered but would need to be approved by the respective program manager(s) prior to adding to the available items list) Women’s Sports Bra must:

Be white in color, sports bra style, 2-ply stretch construction, pullover style, full coverage, racerback style, adjustable straps for best fit and comfort, tag-free, machine washable, covered elastic. Fabric must be soft, 2-ply, minimum of 65% cotton, 30% polyester, and must be 5% spandex (Lycra). Wider straps are preferred for larger sizes for additional support. Must come in sizes, small through 5XL.

Bidder Response

☐ I have reviewed the above requirement(s) and agree with no exceptions.

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

Bidder must provide colors to be provided for each undergarment listed above:

Describe how you will comply with the requirement(s)

Pants Men’s Jeans must:

Be blue denim fabric with elastic waist and relaxed fit. Jeans must not include drawstrings. Required sizes are waist 28-54 inches and length 30, 32, and 34 inches.

Women’s Jeans must:

Be blue denim fabric with elastic waist and relaxed fit. Jeans must not include drawstrings. Required sizes are small through 5XL.

Unisex Jeans must:

Be blue denim fabric with elastic waist, straight leg and relaxed unisex fit. Jeans must not include drawstrings, pockets, or zippers. Required sizes are small through 5XL.

Unisex Sweatpants must:

Be mid-weight, elastic waist and cuff, 50/50 poly/cotton, preshrunk, and assorted dark colors only (e.g., navy, gray, black). Sweatpants must not have a drawstring. Require sizes are small through 8XL.

Bidder Response

☐ I have reviewed the above requirement(s) and agree with no exceptions.

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

Bidder must indicate standard colors of jeans and sweatpants to be provided:

Describe how you will comply with the requirement(s)

Shirts Unisex T-Shirt must:

Be crew neck, 50/50 poly/cotton preshrunk fabric, reinforced stitching and shoulder to shoulder taping for added durability, lay flat collar, arm and bottom hem finished (no raw edges), tag-free. Colors must be assorted as approved by the State. Required sizes are Medium through 8XL.

Men’s Pull-Over Shirt must:

Be short sleeved, polo-style, collared, no buttons or snaps, in 50/50 poly/cotton fabric in navy blue and light gray. Required sizes are medium through 6XL.

Women’s Pull-Over Shirt must:

Be short sleeved, polo-style, collared, no buttons or snaps, in 50/50 poly/cotton fabric in navy blue and light gray. Required sizes are medium through 4XL.

Bidder Response

☐ I have reviewed the above requirement(s) and agree with no exceptions.

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

Bidder must indicate standard colors of each shirt item to be provided:

Describe how you will comply with the requirement(s)

Socks Men’s Crew Sock must:

Be white in color, crew style, cushioned foot throughout sole, reinforced heel and toe in cotton/poly/Lycra fabric. Required sizes are 10-15.

Women’s Crew Sock must:

Be white in color, crew style, cushioned foot throughout sole, reinforced heel and toe in cotton/poly/Lycra fabric. Required sizes are 6-12.

Men’s Ankle Sock must:

Be white in color, sport ankle length style, cushioned sole, stretch material for superior fit, reinforced heel and toe in cotton/poly/Lycra fabric. Required sizes are 10-15.

Women’s Ankle Sock must:

Be white in color, sport ankle length style, cushioned sole, stretch material for superior fit, reinforced heel and toe in cotton/poly/Lycra fabric. Required sizes are 6-12.

Bidder Response

☐ I confirm the above requirement(s) and agree with no exception(s)

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

Shower Shoes must:

Be a unisex design shower shoe with heavy duty grooved soles, slip resistant, soft, comfortable nylon mesh uppers, latex-free rubber as Secure Safety Solutions, equal or better. Colors may be assorted as approved by the State. Required fit for shoe size for Men are medium (5-7), large (7-9), and extra-large (10-12), 2XL Men (11-16). Required fit for shoe size for Women are small (5-7), medium (8-9), large (9-10), and extra-large (11-12), 2XL Women (12+), The manufacturer and style maybe different for men or women, but the product data sheet must be provided for both if they differ.

Bidder Response

☐ I have reviewed the above requirement(s) and agree with no exceptions.

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

Bidder must indicate sizes and colors to be provided for Shower Shoes:

Describe how you will comply with the requirement(s)

Pajamas Men’s Pajamas must:

Be a pullover top, no buttons or snaps, have a pull-on bottom with elastic waist in a poly/cotton jersey knit fabric. Bottoms must not include a drawstring. Colors may be assorted solids as approved by the State. Required sizes are small through 6XL.

Women’s Pajamas must:

Be a pullover top, no buttons or snaps, have a pull-on bottom with elastic waist in a poly/cotton jersey knit fabric. Bottoms must not include a drawstring. Colors may be assorted solids as approved by the State. Required sizes are small through 4XL.

Bidder Response

☐ I have reviewed the above requirement(s) and agree with no exceptions.

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

Bidder must indicate standard colors and sizes to be provided

Describe how you will comply with the requirement(s)

Sweatshirt Unisex Sweatshirt must:

Be crew neck, pre-shrunk 50/50 Poly/Cotton super-soft beefy 11 oz. fleece, double needle cover stitching on ribbed crew neck, drop shoulder inset sleeves and fuller cut styling, ribbed band on sleeves and bottom of garment. May be available in assorted colors as approved by the State. Required sizes are medium through 8XL.

Bidder Response

☐ I have reviewed the above requirement(s) and agree with no exceptions.

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

Bidder must indicate standard colors and sizes to be provided

Describe how you will comply with the requirement(s)

Windbreaker Unisex Windbreaker must:

Be water repellent nylon with flannel lining, color matching snap front, slash pockets, elasticized cuffs and hem. Windbreakers must not have drawstrings. Colors may be assorted as approved by the State. Required sizes are medium through 6XL.

Bidder Response

☐ I have reviewed the above requirement(s) and agree with no exceptions.

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

Bidder must indicate standard colors and sizes to be provided

Describe how you will comply with the requirement(s)

Winter Jacket Unisex Winter Jacket must:

Be a parka style, nylon lined, and polyester filled winter coat with non-detachable hood. The State prefers Velcro closure, with no buttons or snaps. If a Velcro closure is unavailable, a zippered closure with no buttons or snaps is acceptable. Winter jackets must not contain drawstrings. Available colors may be assorted as approved by the State. Required sizes are medium through 6XL.

Bidder Response

☐ I have reviewed the above requirement(s) and agree with no exceptions.

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

Bidder must indicate standard colors to be provided and if Closure Type is Velcro or Zipper:

Describe how you will comply with the requirement(s)

Winter Gloves Unisex Gloves must:

Be a winter glove style made of acrylic fabric. Colors may be assorted as approved by the State. Size must be a one size fits all (adult size).

Bidder Response

☐ I have reviewed the above requirement(s) and agree with no exceptions.

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

Bidder must indicate standard colors and sizes to be provided

Describe how you will comply with the requirement(s)

Winter Hats Unisex Hat must:

Be a knit style winter knit hat with fold up band around the head and ears. Fabric must be 100% acrylic and come in assorted colors as approved by the State. Required size is one size fills all (adult size).

Bidder Response

☐ I have reviewed the above requirement(s) and agree with no exceptions.

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

Bidder must indicate standard colors to be provided

Describe how you will comply with the requirement(s)

Velcro Shoes must:

Be an athletic jogger or double Velcro Closure with sturdy rubber sole, padded footbed, collar, and tongue for comfort and no metal in or on the shoe. Fabric may be nylon or imitation leather and come in either black or white in color. Men and Women’s manufacturing and styles may be different, but Product Data Sheets for both must be submitted if they differ. Required sizes are Men’s 7 through 16 and Women’s 5 through 13.

Bidder Response

☐ I have reviewed the above requirement(s) and agree with no exceptions.

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

Bidder must indicate standard colors and sizes to be provided:

Describe how you will comply with the requirement(s)

Athletic Shorts Unisex Athletic Shorts must:

Be knee length, jersey knit, elastic waist, in a 50/50 poly/cotton preshrunk fabric. Shorts must not include drawstrings or pockets. Colors may be assorted dark colors and grey. Required sizes are medium through 4XL.

Bidder Response

☐ I have reviewed the above requirement(s) and agree with no exceptions.

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

Bidder must indicate standard colors and sizes to be provided

Describe how you will comply with the requirement(s)

Slippers Unisex Slippers must:

Be slip on style, durable corduroy or terry cloth fabric with durable non-skid sole. Colors may be assorted dark colors only. Required sizes are small through XL.

Bidder Response

☐ I have reviewed the above requirement(s) and agree with no exceptions.

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

Bidder must indicate standard colors to be provided

Describe how you will comply with the requirement(s)

Bathrobes Unisex Bathrobe must:

Be lounge style, beefy weighted fleece, open front with snap closure, knee length, non-see through, no loud patterned fabric equivalent or better than Care Apparel 5800. Colors may be assorted solids and stripes, no loud patterns or see through fabric. Required sizes are medium through 4XL.

Bidder Response

☐ I have reviewed the above requirement(s) and agree with no exceptions.

☐ I have reviewed the above requirement(s) and agree with no exceptions and have listed our proposed manufacturer and Product number information in Schedule B.

Exceptions: List all exceptions here

Bidder must indicate standard colors and sizes to be provided

Describe how you will comply with the requirement(s)

Product Substitution, Additions and Deletions While the State recognizes that product substitutions may need to be made, substitutions may not be made during order fulfillment and may not be made without prior written consent from the Program Manager or designee as follows:

Product substitution due to discontinued product.

In the event of a product discontinuation which makes the approved product unavailable the Contractor must:

Alert the Program Manager or designee within two business days once the discontinuation is known.

Provide the Program Manager or designee for consideration suggested alternate products within seven business days, product information including, but not limited to: product data sheets, the cost per replacement item and the time in which the new product can be obtained.

Provide the Program Manager or designee samples as requested by the Program Manager. See Section 7., Samples.

Provide the replacement clothing item(s) as agreed to and update online stores.

Bidder Response

☐ I have reviewed the above requirement(s) and agree with no exceptions and have listed our proposed manufacturer and Product number information in Schedule B.

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

Product substitution due to product quality issues. Should products consistently arrive with quality issues:

The State will send an e-mail notification to the Contractor identifying non-conforming product and request that the Contractor research and provide alternate product information for consideration.

The Contractor, within seven business days, provide for the State’s consideration product information including, but not limited to: product data sheets, the cost per replacement item and the time in which the new product can be obtained.

The Contractor will provide to the Program Manager or designee samples as requested by the Program Manager, or designee. See Section 7. Samples.

The Contractor will return to the manufacturer all defective/deficient clothing item(s) at no cost to the State.

The Contractor will provide the replacement clothing item (s) within 10 days following the approval of the replacement item or as agreed to by Program Manager or designee at time it is determined when new item can be obtained.

Bidder Response

☐ I have reviewed the above requirement(s) and agree with no exceptions and have listed our proposed manufacturer and Product number information in Schedule B.

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

New Items. The State may choose to eliminate and/or add clothing items to available items list for purchase. All items available for purchase must be approved by the ordering entity Program Manager(s).

The Contractor must assist the Program Manager or designee in researching new products which may include, but is not limited to:

Meet with the Program Manager or designee to showcase new products.

Provide product data, pricing, and availability information.

Provide samples for evaluation. See Section 7. Samples.

The Contractor will be required to provide the new product items and add them to the online store and available for purchase items list per the terms of this Contract.

Bidder Response

☐ I confirm the above requirement(s) and agree with no exception(s)

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

Bidder Response

Provide contractor criteria to initiate research into new products and process to determine showcase recommendations:

Describe how you will comply with the requirement(s)

Deleted Items. The State may request to delete items from an online store and/or available product items list, for reasons other than quality issues. the State will:

Notify the Contractor that the item is being eliminated and request it be removed from the online store and/or available product items list for their ordering entity.

Ask the Contractor for an accounting of the number of those items remaining in their warehouse.

Purchase the warehouse inventory of that item up to the required stocking level.

Bidder Response

☐ I confirm the above requirement(s) and agree with no exception(s)

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

Product Availability/Warehousing The State may require and does prefer the Contractor to have available, and in stock, at a minimum, a quantity of ten (10) of each core item, in each size, for the fulfillment of orders. Contractor must work with each Agency Program Manager or designee to set stocking level quantities for each core item. Having stock on hand limits the risk of shortage of product should there be a supply interruption from the manufacturer.

Bidder Response

☐ I confirm the above requirement(s) and agree with no exception(s)

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

Bidder Response

Should the State or an individual location decide warehousing will not be required, what is the standard lead time you would require between receipt of order and delivery to the State’s facility?

Describe how you will comply with the requirement(s)

Samples For purpose of this RFP:

If requested by the State, Bidder must submit samples of items requested by the deadline indicated in the request. Each sample must be clearly labeled with your name and the RFP number, and sent to:

Lisa Spitzley 320 S. Walnut St.

Lansing, MI 48933 If your samples are not destroyed during testing, they will be returned at your expense if you submit a written request by the proposal deadline.

If a manufacturer submits samples on your behalf, you must also provide written confirmation, from the manufacturer, stating that it will supply the specified items; samples must be received by the deadline indicated in the State’s request.

For purpose of a potential contract:

If requested by a Program Manager or designee, Bidder must submit samples of items requested by the deadline indicated in the request. Each sample must be clearly labeled with your name and the RFP number, and send to:

Program Manager or designee as indicated in the request and must be received within (5) business days from date of written request or as agreed to at time of request.

Samples will not be returned.

If a manufacturer submits samples on your behalf, you must also provide written confirmation, from the manufacturer, stating that it will supply the specified items; samples must be received by the deadline indicated in the request.

Bidder Response

☐ I confirm the above requirement(s) and agree with no exception(s)

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

Warranties Bidder Response

Bidder must describe any warranties included in the bid and provide the length of the warranty.

Describe how you will comply with the requirement(s)

Explain the process for reporting warranty issues and how the Contractor how any repairs or replacements are made, including timing.

Describe how you will comply with the requirement(s)

If the warranty is provided through a third-party or manufacturer, the Contractor must confirm that the manufacturer’s warranty passes through to the State.

Describe how you will comply with the requirement(s)

Provide the name, address, contact name, phone number and email address of the party responsible for the warranty.

Describe how you will comply with the requirement(s)

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

Recall Requirements and Procedures Bidder Response

Bidder must describe any recall procedures.

Describe how you will comply with the requirement(s)

Quality Assurance Program Product Quality. The Contractor must provide first-quality products. Items not meeting the following quality standards will be deemed unacceptable and returned as defective or under warranty. Clothing items:

Must have no physical defects. Tears, stains, holes, miss-sewn seams or parts.

Fabrics must be colorfast and resistant to fading or piling for up to 3 months.

Quality Assurance Program. While it is understood that your company may not be manufacturing the products, the State expects that your company will ensure that the product provided under this Contract meets quality standards.

Bidder Response

Explain your Quality Assurance/Quality Control Program(s).

Describe how you will comply with the requirement(s)

Incentives Bidder Response

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

Describe how you will comply with the requirement(s)

Training MDOC Provided Training Contractor and/or subcontractor staff, as applicable, providing services under the MDOC contract are required to complete MDOC training prior to providing services or entering into MDOC facilities. The training assigned will be specific to Contractor worksite, level of offender contact, and the services provided under the Contract. Contact the MDOC Contract Manager or designee with any questions concerning MDOC training.

Contractor and/or subcontractor staff must complete MDOC provided training annually before the end of training year. (The State’s training year is October 1st through September 30th.)

Contractor and/or subcontractor staff must annually review and accept the MDOC Vendor Rules and Regulations document as one of the training requirements. (see Attachment Vendor Rules and Regulations) Any contractor staff and/or subcontractor staff who do not complete training by the annual September 30th training deadline may have their permission to provide contract deliverables revoked, as determined by the Program Manager or designee.

Bidder Response

☐ I confirm the above requirement(s) and agree with no exception(s)

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

Transition Contract Execution - Transition In:

The Contractor must assist the State in transitioning to the use of this contract.

Bidder Response

Provide the steps your company will need to take, and how long each step will take, to prepare to make deliveries to the State. Include account set up, online store set-up, ordering and receipt of product, and any other steps that will be necessary:

Describe how you will comply with the requirement(s)

Post-Contract - Transition Out:

At end of the contract, the Contractor must:

Continue to maintain consistent communication with the State throughout the transition period to ensure the uninterrupted supply of clothing for patients.

Provide all requested user data and other records as requested by the Contract Administrator.

Contractor will submit to the State all final billing within 45 calendar days of the contract expiration date and provide any requested back up documentation as may be necessary to make final payment within that same 45 calendar-day time. No additional invoicing after the 45 calendar-day period will be honored.

The State will purchase the warehouse inventory up to the required stocking level(s).

Bidder Response

☐ I confirm the above requirement(s) and agree with no exception(s)

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

IT Policies, Standards and Procedures (PSP) Contractors are advised that the State has methods, policies, standards and procedures that have been developed over the years. Contractors are expected to provide proposals that conform to State IT policies and standards. All services and products provided as a result of this RFP must comply with all applicable State IT policies and standards. Contractor is required to review all applicable links provided below and state compliance for the publicly available PSPs in their response. Non-public PSPs are available to bidders under NDA.

Public IT Policies, Standards and Procedures (PSP):

DTMB - IT Policies, Standards & Procedures (michigan.gov) Bidder Response

☐ I confirm the above requirement(s) and agree with no exception(s)

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions:

Bidder Response

Describe any State system access requirements that are necessary for the Bidder to perform its obligations on a timely basis, including but not limited to, physical or remote access to State networks, servers, or individual workstations.

Describe how you will comply with the requirement(s)

Describe if it can comply with the current environment and how it intends to comply with any future changes to the user environment. And if not, describe what end user operating environment its solution supports.

Describe how you will comply with the requirement(s)

Describe if it can support the original environment throughout the term of the contract.

Describe how you will comply with the requirement(s)

Describe how it communicates changes to its roadmaps.

Describe how you will comply with the requirement(s)

Identify any plug-ins necessary for the proposed solution to meet the system requirements of this request.

Describe how you will comply with the requirement(s)

ADA Compliance The State is required to comply with the Americans with Disabilities Act of 1990 (ADA) including its accessibility standard for websites, applications, content and documents. All Contract Activities created, provided, or made available by Contractor under this Contract in a digital format, including but not limited to, websites, applications, software, mobile applications, text, images, sounds, videos, controls, animations, links, and documents (including files in the following formats: PDF, word processing, presentation, and spreadsheet) must comply with the accessibility standards provided in the Digital Accessibility Standards, located at https://www.michigan.gov/standards.

Contractor must provide a description of conformance with the Digital Accessibility Standards by providing a completed Accessibility Conformance Report (ACR), such as an Information Technology Industry Council (ITIC) Voluntary Product Accessibility Template ( VPAT®), or equivalent for the Solution. If the Solution is comprised of multiple products, an ACR or VPAT must be provided for each product. In addition to the ACRs, Contractors may include a verification of conformance certified by an industry-recognized third-party. If the Contractor is including any third-party products in the Solution, Contractor must obtain and provide the third-party ACRs or VPATs as well.

Each ACR or VPAT must state how the product meets the specifications. All “Not Applicable” (N/A) responses must be fully explained. Contractor must address each standard individually and with specificity; and clarify whether conformance is achieved throughout the entire product (for example – user functionality, administrator functionality, and reporting), or only in limited areas. A description of the evaluation methods used to support conformance claims, including, if applicable, any third-party testing, must be provided. For each product that does not fully conform to the Digital Accessibility Standards, Contractor must provide detailed information regarding the plan to achieve conformance, including timelines.

Bidder Response

☐ I have reviewed the above requirement(s) and agree with no exceptions.

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

Bidder must describe how they will ensure ADA compliance.

Insert response to the above requirement

User Type and Capacity The State is interested in knowing what traffic your online purchasing platform is able to handle. Bidder, please provide the information requested below:

Additionally, the State is interested in knowing the following information. Bidder, please respond below:

Bidder Response

☐ I have reviewed the above requirement(s) and agree with no exceptions.

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

Bidder must explain how it will be able to support the expected number of concurrent Users. Bidder must also explain whether the Software can scale up or down without affecting performance:

Insert response to the above requirement

Bidder must provide details regarding latency response time for (i.e., Generate Page Load, standardized reporting, ad hoc reporting):

Insert response to the above requirement

The Bidder must identify what network connectivity, or equipment will the State be required to have to meet the expected latency response time?

Insert response to the above requirement

Timeframes All Contract Activities must be delivered within (7) to (14) days from receipt of order, if different the timeframe must be provided at time of order. The receipt of order date is pursuant to the Notices section of the Standard Contract Terms.

Bidder Response

☐ I confirm the above requirement(s) and agree with no exception(s)

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

Bidder Response

If Agencies require the Contractor to warehouse articles what is the time frame from receipt of order to delivery.

Describe how you will comply with the requirement(s)

Bidder Response

If the Contractor has no clothing items warehoused, what is the time frame from receipt of order to delivery:

Describe how you will comply with the requirement(s)

Delivery, Delivery Programs, Locations and Hours Delivery The State prefers that items be delivered within five calendar days from receipt of order. The receipt of order date is pursuant to Section 2, Notices, of the Standard Contract Terms.

The State recognizes that this may or may not be feasible and lead times to receive product may vary from manufacturer to manufacturer and from product to product.

Samples Delivery Programs Bidder Response

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

Describe how you will comply with the requirement(s)

Bidder Response

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

Describe how you will comply with the requirement(s)

Delivery Locations and Hours The Contractor will make delivery to the loading docks at following locations, within the hours as indicated (excluding State Holidays), see MDHHS Location List below and attached Schedule H, MDOC Delivery Location List.

Location: Caro Center (CARO) Address: 2040 Chambers Road, Caro, MI 48723 Timeframe in which deliveries will be accepted: Monday – Friday 8:30 a.m. to 3:30 p.m.

Location: Center for Forensic Psychiatry (CFP) Address: 8303 Platt Road, Saline, MI 48176 Timeframe in which deliveries will be accepted: Monday – Friday 7 a.m. to 3 p.m.

Location: Kalamazoo Psychiatric Hospital (KPH) Address: 1312 Oakland Drive, Kalamazoo, MI 49008 Loading dock behind building #7/Pheasant Ridge Center Timeframe in which deliveries will be accepted: Monday – Friday 7:30 a.m. to 3:30 p.m.

Location: Walter P. Reuther Hospital (WPRH) Address: 30901 Palmer Road, Westland, MI 48186 Timeframe in which deliveries will be accepted: Monday – Friday 7:00 a.m. to 3:00 p.m.

Bidder Response

☐ I confirm the above requirement(s) and agree with no exception(s)

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

Packaging and Palletizing Products must be packaged as follows:

Clothing Items, the Contractor must:

Package all items in clear wrap to protect from damage and debris. Metal wire ties, metal clips, paper-coated wire ties, or staples must not be used for the sealing of the plastic film bags.

Cartons, the Contractor must:

Ship all items in cardboard cartons. Cartons must weigh less than 50 lbs. and be clean and of adequate strength to provide protection and stacking strength.

Label the outside of each carton in English with the following information:

Delivery Order (DO) number List of items in the carton Quantity of each item in the carton including size Name of delivery location Packing Slips, the Contractor must:

Include an itemized packing slip with each delivery which includes, but is not limited to, the following information:

DO number Date List of items included in the delivery Quantity of each item and size included in the carton Name of delivery location Pallets, the Contractor must:

Use a manufacturer’s standard 4-way shipping pallets whenever possible. Pallets must be in good condition with no broken boards or rails.

Shrink wrap or band multiple cartons for a single location per pallet.

Not exceed palletized product dimensions or overhang the pallet dimensions of 40” x 48” x 50”.

Clearly mark all orders for delivery with the appropriate facility name, address and DO number(s).

Bidder Response

☐ I confirm the above requirement(s) and agree with no exception(s)

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

Reporting The Contractor must provide the State with the following reports upon request. All reports must be in Excel or similar modifiable format.

Monthly Administrative reports must be e-mailed to the Contract Administrator and the Program Manager or designee(s), if requested, within 30 days of the last day of each calendar quarter and should include the following information:

A complete product list of all items stocked in the Contractor’s warehouse in Excel format to the Program Manager or designee or Contract Administrator upon request.

An Updated Items List Report in Excel format for online ordering platform to be sent to corresponding Program Manager or designee(s), include pricing information noting updated item(s) or pricing each month.

A Sales Use Report in Excel format showing the purchasing activity to be sent to the Program Manager or designee or Contract Administrator upon request and to include the following:

Name of the purchasing entity whether it is a State Agency or MiDeal Member Division name Office/location/ordering employee name Itemized list of items purchased include size, color, and quantity.

Price billed per item Total dollar volume in sales Delivery Order # (DO) The State reserves the right to require additional reports other than those identified.

Bidder Response

☐ I have reviewed the above requirement(s) and agree with no exceptions.

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

Explain your reporting capabilities, any reporting that is included in your proposal, and any additional reporting capabilities.

Describe how you will comply with the requirement(s)

Meetings The Contractor must attend the following meetings:

Virtual Contract Kick-off meeting within 30 calendar days of the contract Effective Date.

Product Showcase Meetings as requested.

Annual Contract Review, if requested The State currently utilizes Microsoft TEAMS for virtual meetings. The Contractor must be prepared to participate in virtual meetings, including the video aspect, if requested. The State reserves the right to change the virtual platform during the contract period.

The State may request other meetings as it deems appropriate.

Bidder Response

☐ I confirm the above requirement(s) and agree with no exception(s)

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

Organizational Chart Bidder Response

Provide an overall organizational chart that details staff members, by name and title, and subcontractors.

Add your org chart here or insert the label or filename if you are adding it as a separate attachment.

Contract Manager The Contractor will identify a contract manager specifically assigned to State of Michigan accounts, who will be knowledgeable on the contractual requirements and directly responsible for the day-to-day operations of the Contract.

The Contract Manager must be:

Available for customer service calls and must be available during the hours of 8 a.m. to 5 p.m. ET Monday through Friday.

Available for calls in the event of an emergency:

The Contract Manager may be contacted during evening, weekends or holidays.

The Contract Manager must respond to the State within 4 hours during these times.

The Contract Manager must respond to the State within 8 business hours to State inquiries Monday through Friday.

The Contractor must notify the Contract Administrator at least 14 calendar days before removing or assigning new Contractor Representative.

The Contractor may not remove or assign a new Contractor Manager without the prior consent of the State. Prior consent is not required for reassignment for reasons beyond the Contractor’s control, including illness, disability, death, leave of absence, personal emergency circumstances, resignation, or termination for cause.

Bidder Response

☐ I have reviewed the above requirement(s) and agree with no exceptions.

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

Bidder must provide contractor representative and contact information:

Describe how you will comply with the requirement(s)

Customer Service Number Bidder Response

The Contractor must specify its customer service number for the State to contact the Contractor Program Manager or designee who must be available for calls during the hours of 8 am to 5 pm EST, at a minimum. Identify customer service availability for this proposal by hours and days of the week.

Insert customer service number

Disclosure of Subcontractors If the Contractor intends to utilize subcontractors, the Contractor must disclose the following:

The legal business name; address; telephone number; a description of subcontractor’s organization and the services it will provide; and information concerning subcontractor’s ability to provide the Contract Activities.

The relationship of the subcontractor to the Contractor.

Of the total bid, the price of the subcontractor’s work.

Whether the Contractor has a previous working experience with the subcontractor. If yes, provide the details of that previous relationship.

A complete description of the Contract Activities that will be performed or provided by the subcontractor.

Geographically Disadvantaged Business Enterprise Sub-Contractors: Contractor will submit a plan detailing all subcontractors to be used, including the percentage of the work to be done by each. Contractor must inform the State to the name and address of the GDBE, the percentage of the work they will complete, the total amount estimated to be paid to the GDBE, and provide evidence for their qualifications as a GDBE. If contractor cannot find GDBE subcontractors to meet this requirement they must provide reasoning and justification to receive an exemption from this requirement from the State. (Existing business relationships will not be an approved reason for this.)

GDBE definition: "Geographically Disadvantaged Business Enterprise" also known as GDBE, is a Michigan-based business that satisfies one or more of the following: (i) Is certified as a Michigan HUBZone Small Business Concern by the United States Small Business Administration. (ii) Has a principal place of business located within a Qualified Opportunity Zone within Michigan. (iii) More than half of its employees either work at a secondary location or have a principal residence located within a Qualified Opportunity Zone within Michigan, or both.

Additional information on GDBEs can be found here:

DTMB - Geographically Disadvantaged Business Enterprise Required Subcontractor information. Bidders must complete the table below for each anticipated subcontractor. Copy the table as many times as needed for each subcontractor. Complete the second table with the percentage of work that will be completed by all subcontractors involved.

The legal business name, address, telephone number of the subcontractor(s).

A description of subcontractor’s organization and the services it will provide and information concerning subcontractor’s ability to provide the Contract Activities.

The relationship of the subcontractor to the Bidder.

Is the subcontractor a GDBE?

Whether the Bidder has a previous working experience with the subcontractor.

A complete description of the Contract Activities that will be performed or provided by the subcontractor.

Of the total bid, the percentage of the subcontractor’s work.

Work performed by subcontractors

Total percentage of work that will be performed by subcontractors: Insert %

Total percentage of subcontracted work that will be performed by GDBE subcontractors: Insert %

Security Security at State facilities is a priority and the Contractor, and its personnel, must be responsive to and respectful of these needs.

The State reserves the right to deny access to any facility to anyone who fails to comply with any applicable State, Federal, or local law, ordinance or regulation or whose presence may compromise the security of the facility, its patients/residents, or staff.

The State prefers to do business with companies that perform employee background checks.

The Contractor must explain any additional security measures in place to ensure the security of State facilities.

The Contractor’s staff may be required to make deliveries to or enter State facilities. The State may require the Contractor’s personnel to wear State issued identification badges.

MDOC Security The Contractor/subcontractor and any staff assigned to this contract will be subject to the following security procedures:

No active warrants or pending charges on any staff assigned to this contract.

MDOC reserves the right to approve, decline, or remove Contractor and subcontractor staff from providing services on this Contract.

Not under investigation or under disciplinary action of the Michigan Department of Licensing and Regulatory Affairs.

Has not engaged in sexual abuse in a prison, jail, lockup, community confinement facility, juvenile facility or other institution as defined in 42 U.S.C. 1997.

Has not been convicted of engaging in, attempting to engage in or conspiracy to engage in sexual activity facilitated by force, overt or implied threats of force or coercion, or if the victim did not consent or was unable to consent or refuse.

Has not been civilly or administratively adjudicated to have engaged in the activity described in Number 30.5 above.

The MDOC may investigate the Contractor/subcontractor’s personnel before they may have access to MDOC facilities and systems. The scope of the background check is at the discretion of the MDOC and the results will be used to determine Contractor/Subcontractor’s personnel eligibility for working within MDOC facilities and systems. The investigations will include Michigan State Police Background checks (ICHAT) and the Law Enforcement Information Network (LEIN) and may include the National Crime Information Center (NCIC). Proposed Contractor/subcontractor personnel may be required to complete and submit an Rl-8 Fingerprint Card for the NCIC Fingerprint Check. Any request for background checks will be initiated by the MDOC and will be reasonably related to the type of work requested.

The Contractor’s/subcontractor’s personnel must be LEIN cleared and received written approval from the MDOC’s Program Manager or designee, Contract Manager, or designee initially and annually by MDOC prior to any work with MDOC offenders. Any Contractor/subcontractor staff with an identified felony conviction must receive approval through the MDOC Deputy Director or designee.

A completed LEIN form for each staff assigned to the contract must be sent to the MDOC-PMCD-CFA-LEINS@michigan.gov and approved by MDOC prior to Contractor/subcontractor’s personnel working with MDOC offenders and annually following approval. There is no cost associated with the LEIN. The LEIN form will be provided to the Contract awardee(s).

The Contractor/subcontractor must document if a Contractor/subcontractor’s personnel assigned to the Contract is related to or acquainted with an offender incarcerated and under the jurisdiction of the MDOC.