5.) RFP 260000001530 - Schedule A - Statement of Work - Revised 6.29.26.docx

Enter your company name Schedule A – Statement of Work 260000001530 Uniforms / Logo Wear 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. Attach any supplemental information and reference it appropriately within your response.

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. 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.

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 one checkbox and complete the entries as identified.

Background Several State agencies require their staff to wear a standard Uniform comprising of items to which logos or other identifiers are affixed. These apparel items are selected to create a standard, consistent look and/or to provide for the safe performance of the staff’s duties. Items are ordered through online stores set up for each participating State Agency.

Scope The purpose of a contract ensuing from this RFP is for the procurement of logo wear and standardized uniforms, as authorized by a state agency or department, that may have identification affixed. Department of Natural Resources (DNR), Department of Technology, Management, and Budget (DTMB), Environment, Great Lakes, and Energy (EGLE), Michigan Department of Agriculture, and Rural Development (MDARD), Michigan Department of Health and Human Services (MDHHS), Michigan Lifelong Education, Advancement, and Potential (MLEAP), Michigan Youth Challenge Academy (MYC) and Michigan Public Safety Communication System (MPSCS) uniforms are included in this solicitation, however, this contract will be extended to any other State Agency or MiDeal member who meet the uniform requirements and request to utilize it.

The Contractor will be responsible for online ordering site(s), warehousing and distribution of the uniform/logo wear, data collection and reporting, and all supervision and labor necessary for the completion of the established contract per the requirements outlined in this RFP.

The State cannot guarantee the number of items that will be purchased nor the annual dollars that will be spent during the term of this contract.

General Requirements The Contractor must:

Provide deliverables and staff and otherwise do all things necessary for or incidental to the performance of work, as set forth below, including, but not limited to, data collection, reporting, warehousing, and distribution.

Provide uniform items including but not limited to, work apparel shirts (long and short sleeve, button and pullover), pants and shorts, and outer wear that meet or exceed the specifications as provided by the brands listed in Schedule B.

Supply and sew on a patch or woven label, direct embroidery, or silk screen on each shirt or item as required at the time of ordering.

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.

Work with State Agencies to review established uniform items, suggest, and offer new products, possibly utilizing new clothing technologies, and assist in updating uniform requirements if requested.

Not substitute products at the time of order fulfillment. See Section 5 Product Substitution for substitution allowances and procedures.

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 insert requirement info bidder must respond to

Describe how you will comply with the requirement(s)

Product Specifications The Contractor must:

Provide clothing that meets the manufacturers and styles specified in Schedule B, Pricing Matrix and established online store items. All established items must be approved by Agency Program Manager(s).

Submit product literature showing any alternatives propose and meets or exceeds the specifications outlined in Schedule B, Pricing Matrix and agreed upon online store items for each Agency.

Bidder Response

Does your company have a one stop or quick ship vendor catalog for items that are not seasonally specific or special offers? And if so, what are the items and what are the improvements in delivery timeline. Contractors to Respond in detail Below:

Describe how you will comply with the requirement(s)

Provide logo production and embellishment. Each Agency will have its own individually designed logo(s)/embellishments and specifications. See Schedule G. Embellishment Information.

Process for new embroidery, patches, silk screen, heat transfer, and woven labels includes:

Agency will provide the Contractor with the specifications and electronic design files prior to production.

Contractor must create a proof and e-mail it to the Agency Program Manager for approval.

The approved logo for a patch or woven embroidery will be created and a sample delivered to the Agency Program Manager.

Agency Program Manager will approve the sample and logo production can begin. Contractor must provide the agency an electronic copy of the approved logo.

Embroidered embellishments must lay flat without fabric distortion and must not require ironing to maintain this specification.

Embellishments must be crisply and cleanly printed with no smears or other distortions for screen printing or heat transfer.

Fees for the embellishment set up must be included in the logo line-item cost as a separate line item.

Fees to affix patches or woven labels provided to the Contractor by the State must be quoted as a separate line item.

Bidder Response

For Embroidery embellishments, please describe the weight of the backing used and the standard thread count per square inch. Contractors to Respond in detail Below:

Describe how you will comply with the requirement(s)

Bidder Response

Is your company familiar with “woven labels” and can your company provide these? Contractors to Respond to both questions Below:

Describe how you will comply with the requirement(s)

Bidder Response

Is your company willing to affix patches or woven labels provided to you by the State in lieu of your company providing them? Contractors to Respond Below:

Describe how you will comply with the requirement(s)

Bidder Response

Can your company provide heat transfers? If so, would that be at the same cost as a screen print?

Describe how you will comply with the requirement(s)

Bidder Response

Will your company include the initial set up of each groups’ embellishment in the logo item cost?

Describe how you will comply with the requirement(s)

Bidder Response

Because not every agency or each of their offices are included in this solicitation, but may join later, does your company include the initial set up of each groups’ embellishment in the logo item cost?

Describe how you will comply with the requirement(s)

Bidder Response

Will your company charge for set-up of the embellishment if a change is required after the initial set up?

Describe how you will comply with the requirement(s)

Bidder Response - - Responding to Product Specifications, the Contractor will check all the boxes that apply

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

☐ I have reviewed the above requirements and have listed our proposed alternate manufacturer and Product number information in Schedule B (if any).

☐ I have attached a Product Data Sheet for any alternate items for which we are proposing (if any).

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

Exceptions: List all exceptions here

Product Substitution, Additions and Deletions Product substitutions may be approved by the Program Manager in the following circumstances:

Product substitution due to discontinued product. The Contractor must:

Alert the Program Manager within two business days once the discontinuation is known and contact the Program Manager who has outstanding orders.

Provide suggested alternate products for consideration, 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 with samples if requested. See Schedule A, Section 6. Samples.

Product substitution due to product quality issues or Contractor errors. The Contractor must:

Research and provided alternate product information for consideration for items the State identifies as non-conforming product.

Provide the State product information within seven business days 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 samples if. See Schedule A, Section 6. Samples.

Return to the manufacturer all defective/deficient clothing items at no cost to the State.

Provide replacement clothing item as approved by the Program Manager.

The State will not pay for shipping to return product items(s) with quality issues or Contractor mistakes.

New items may be requested to be added by the State the Contractor must:

Assist the Program Manager in researching new product which may include, but is not limited to:

Meet with the Program Manager to showcase new products.

Provide product data, pricing, and availability information.

Provide samples for evaluation. See Schedule A, Section 6. Samples.

Should the State no longer require an item and wish to delete it from Schedule B or their store, for reasons other than quality issues, the State will:

Notify the Contractor that the item is being eliminated.

Ask the Contractor for an accounting of the number of those items remaining in their warehouse (if applicable).

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

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

Samples RFP Sample Requirements. The Bidder must:

Provide a sample of each proposed alternate item if requested, at no cost to the State.

Provide one example of each type of embellishment, affixed to an article of clothing or representative piece of cloth, for evaluation if requested.

Samples must be forwarded to the State for review within three days of the written request to the Solicitation Manager at:

Lisa Spitzley 320 S. Walnut St.

Lansing, MI 48933 Contractor must provide samples during the Contract term for the State’s review and consideration. The Contractor must:

Respond in writing with the timeline to obtain samples and provide the cost of the sample requested by the State.

The State must submit a delivery order (DO) for samples using the value established in a quote.

Samples must be returned to the Contractor within 90 calendar days or in the timeline agreed to in writing submitted with the quotation.

If samples are not returned within the default or established timeline, the State will be invoiced against the DO, and returns will not be allowed.

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

Product Quality and Quality Assurance Program 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 must:

Have no physical defects, tears, stains, holes, miss-sewn seams, or parts.

Have fabrics that are colorfast and resistant to fading or pilling for up to three months.

Embellishments must have the appropriate logo, Agency identifier and/or artwork affixed and must:

Be level and square to the article on which it is applied.

Be completely and firmly attached around the entire perimeter of the patch or label with no fabric distortion.

Have minimal fabric distortion for embroidery items.

Have crisply and cleanly printed with no smears or other distortion for screen printed items.

Have patches with the color and design as approved in the Agency’s proof approval. Stitching must be smooth and tight to create a crisp, professional patch.

Include woven labels as the Agency approved design and colors into the fabric label.

Ensure embroidery will be in the color and design approved in the Agency’s proof approval. Stitching must be smooth and crisp and will not curl, pucker or otherwise distort the fabric to which it is stitched.

Ensure screen printing is in single or multiple colors depending on the Agency’s proof. If multiple colors are required, the artwork will be properly justified to ensure that color placement is in alignment to create a first quality finished image.

Bidder Response to Quality Sections

☐ 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 Response to Schedule G – Review Attached Schedule G Patch and Logo information – then respond below:

☐ I have reviewed the Schedule G- Patch and Logo information and agree with no exceptions.

☐ I have reviewed the Schedule G- Patch and Logo information and have noted any exceptions below.

Exceptions: List all exceptions here

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 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)

Transition Contract Execution:

Contact Execution- Transition In. At the beginning of the contract resulting from this RFP the Contractor will assist the State in transitioning to the use of this contract. The new Contractor must be able to begin delivery on or before November 1, 2026.

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 the steps your company will need to take, and how long each step will take, to prepare to make deliveries to the State once a contract is established.

Describe how you will comply with the requirement(s)

How long will it take for account set up?

Describe how you will comply with the requirement(s)

How long will it take to customize a web page for the State?

Describe how you will comply with the requirement(s)

How soon after contract execution can our staff begin making purchases?

Describe how you will comply with the requirement(s)

If warehousing is requested, how long will it take to establish inventory?

Describe how you will comply with the requirement(s)

Please describe any other steps or tasks you feel will be necessary.

Describe how you will comply with the requirement(s)

Would the Contractor be willing to begin any transition-in tasks once the award recommendation is made, but before the Ad Board and before the contract can be executed? If so, what steps are you willing to take?

Describe how you will comply with the requirement(s)

☐ 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

Post-Contract Transition Transition Out. At the end of the contract, and pursuant to Standard Terms, Section 31, the Contractor must also:

Maintain consistent communication with the State will remain intact throughout the transition period to ensure the uninterrupted supply of clothing for patients/residents.

The Contractor must 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.

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: List all exceptions here

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

Access Control and Authentication The Contractor’s Software must implement identity federation with the State’s MiLogin IT Identity and Access Management (IAM) environment as described in the State of Michigan Administrative Guide 1340.00.020.08 Enterprise Identity and Access Management Services Standard.

To support federation with the SOM MILogin Software, the Contractor’s Software must support SAML or OpenID Connect (ODIC) federated identity protocols.

Software running within the States internally managed IT environment may be suitable for integration with the State’s Active Directory services as identified in the 1340.00.020.08 standard.

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 meet the requirements for Access Control and Authentication.

Insert response to the above requirement

End-User Operating Environment The SOM IT environment includes FedRAMP authorized major cloud providers and on-premises market leading virtualization environments, with supporting platforms that includes enterprise storage, monitoring, and management running in house and in cloud hosting provides.

Contractor must accommodate the latest browser versions (including mobile browsers) as well as some pre-existing browsers. To ensure that users are able to access online services, Contractor must ensure applications and websites display and function accurately in, at minimum, the two most recent major versions of the following browsers, without reliance on special plugins or extensions:

Contractor must support the current and future State standard environment at no additional cost to the State.

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 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:

Insert response to the above requirement

Bidder must 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 Software supports:

Insert response to the above requirement

Bidder must describe if it can support the original environment throughout the term of the contract:

Insert response to the above requirement

Bidder must describe how it communicates changes to its roadmaps:

Insert response to the above requirement

Bidder must identify any plug-ins necessary for the proposed Software to meet the system requirements of this request:

Insert response to the above requirement

Bidder must describe how customers collaborate with your organization in the decision-making process for upgrades, maintenance, and change control:

Insert response to the above requirement

Software Bidder Response

Bidder must provide a detailed description of the Software to be provided under the resulting Contract including, but not limited to, a detailed description of the proposed Software (name, type, version, release number, etc.), its functionality, optional add-on modules, Contractor’s services and the Software ability to be rapidly configured or scaled as the State’s business or technical demands change. If Bidder is using any open source or third-party products in connection with the proposed Software the Bidder must identify these separately in its proposal (including identifying any associated cost in Schedule B - Pricing):

Describe how you will comply with the requirement. List each product on a separate line and add rows as necessary.

Migration Bidder Response

Bidder must review the Migration Data Sample the State has provided and explain how the Bidder will migrate the data:

Insert response to the above requirement

Hosting Contractor must maintain and operate a backup and disaster recovery plan to achieve a Recovery Point Objective (RPO) of 8 business hours, and a Recovery Time Objective (RTO) of 8 business hours.

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 review the State’s standard Contractor Hosted Software and Services attached as Schedule D - Service Level Agreement for Hybrid Purchases. Bidder must note any exceptions to the Service Level Agreements (SLA) by redlining Schedule D - Service Level Agreement for Hybrid Purchases.

Bidder must include a copy of its Disaster Recovery Plan either in this response box or identified here as an attachment to this RFP labelled as Disaster Recovery plan.

Describe your disaster recovery plan or indicate that it is an attachment

Timeframes All Contract Activities must be delivered within 21 days from receipt of order, unless stipulated at time of order. The receipt of order date is pursuant to the Notices section of the Standard Contract Terms.

Bidder Response

Once a clothing item has been received from the manufacturer, what is the time frame required to embellish an item? Provide the time frame per type of embellishment below and explain any differences within each type below if applicable.

a. Screen Print

b. Embroidery

c. Patch

d. Woven label

Describe how you will comply with the requirement(s)

Once clothing items have been received and embellished, if required, what is the timeline for packaging/shipping and delivery to the State’s location?

Describe how you will comply with the requirement(s)

Will the volume of an order impact meeting delivery timelines especially if the order is very large or larger than normal? Provide detail how the timeline would be impacted regarding the following:

a. No Embellishments

b. Screen Print

c. Embroidery

d. Patch

e. Woven label

Describe how you will comply with the requirement(s)

Bidder Response

Once a clothing item has been received from the manufacturer, what is the time frame required to embellish an item? Contractors must provide the time frame per type of embellishment below. If there are differences within an embellishment type, the Contractors will explain these...

Screen Print:

Describe how you will comply with the requirement(s)

Embroidery:

Describe how you will comply with the requirement(s)

Patch:

Describe how you will comply with the requirement(s)

Woven Label:

Describe how you will comply with the requirement(s)

Bidder Response

Once clothing items have been received and embellished, if required, what is the timeline for packaging/ shipping and delivery to the State’s location? Contractors to respond below:

Describe how you will comply with the requirement(s)

Bidder Response

Will the volume of an order impact meeting delivery timelines especially if the order is very large or larger than normal? Contractors to Respond in detail below as to how the timeline would be impacted:

No Imbellishment:

Describe how you will comply with the requirement(s)

Screen Print:

Describe how you will comply with the requirement(s)

Embroidery:

Describe how you will comply with the requirement(s)

Patch:

Describe how you will comply with the requirement(s)

Woven Label:

Delivery and Delivery Location and Hours Delivery The State prefers that items be delivered within 21 business 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.

When responding in Schedule B, please provide the lead time, from Agency order placement to delivery on site, for each article as described.

Delivery Locations and Hours The Contractor will make delivery to the locations and within the standard delivery hours or hours as established by the Agency in the order placed either via DO or on the on-line purchasing platform/e-store, or when setting up the account.

Delivery receipt signatures will be required at delivery.

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

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

Describe how you will comply with the requirement(s)

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. Contractors respond below:

Describe how you will comply with the requirement(s)

Warehousing Installation There may be certain uniform items that the State will want the Contractor to warehouse at their facility to meet a 21 day or less delivery timeframe.

Bidder Response

What is the maximum number of items that you are able to warehouse? In Schedule B, please checkmark those items that you would be willing warehouse based on the information provided above

Describe how you will comply with the requirement(s)

If it is agreed, in writing by the Program Manager, that specific uniform items will be warehoused, the Contractor will warehouse inventory to ensure complete and timely delivery of items within the agreed timeframe.

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 the following reports:

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

An Updated Items List Report in Excel format for each on-line store to be sent to corresponding Program Manager(s), include pricing information noting updated in item or pricing each month.

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

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

Price billed per item Total dollar volume in sales Paid via P-Card DO 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

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)

Credit Card Transactions Contractor must provide how company name will appear in bank’s credit card system.

Bidder Response

Contractor must indicate how its name will appear in a bank’s credit card system.

Enter your company name as it would appear in a bank’s credit card system

If this information changes during the contract term, Contractor must provide the updated information within 30 days of the change.

Meetings The Contractor must attend the following meetings:

Virtual Contract Kick-off meeting within 15 calendar days of the contract Effective Date.

Product Showcase Meetings as requested.

Annual Contract Review, if requested.

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 who will be assigned to this contract, and the hierarchy/associations. Please designate who will oversee which subcontractors. If attaching as a separate document, label file as “Org Chart – Company Name”.

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

Customer Service Number The Contractor provide a non-toll number for the State to contact the Contractor Representative and/or ordering department. The Contractor Representative must be available for calls from 8 am to 5 pm EST, Monday-Friday, at a minimum.

Bidder Response

The Contractor must specify its customer service number for the State to contact the Contractor Program Manager who must be available for calls during the hours of 8 am to 5 pm EST, Monday-Friday, at a minimum. Identify customer service availability for this proposal by hours and days of the week along with contact # in space provide below:

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 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.

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 %

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

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.

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 Response

Bidder must (a) explain how it intends to ensure the security of State facilities, (b) whether it uses uniforms and ID badges, etc., (c) identify the company that will perform background checks, and (d) the scope of the background checks:

Describe how you will comply with the requirement(s)

Price Term Pricing for core items and items established for online stores is firm for the base years of the Contract. All items available for purchase must be preapproved by each Agency Program Manager(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

Price Changes Adjustments will be based on changes in actual Contractor costs. Any request must be supported by written evidence documenting the change in costs. The State may consider sources, such as the Consumer Price Index; Producer Price Index; other pricing indices as needed; economic and industry data; manufacturer or supplier letters noting the increase in pricing; and any other data the State deems relevant.

Following the presentation of supporting documentation, both parties will have 30 days to review the information and prepare a written response. If the review reveals no need for modifications, pricing will remain unchanged unless mutually agreed to by the parties. If the review reveals that changes are needed, both parties will negotiate such changes, for no longer than 30 days, unless extended by mutual agreement.

The Contractor remains responsible for Contract Activities at the current price for all orders received before the mutual execution of a Change Notice indicating the start date of the new Pricing Period.

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

Electronic Catalog/Online Purchasing Platform/e-Store Contractor must provide an online purchasing platform/ E-Store for the State which can be set up for each Agency to order their specific uniforms and logo wear, and/or for staff members to purchase their own uniforms if required by their agency or union contract.

Contractor must set up the online stores to take state orders on account and invoice the State and/or accept orders with payment a State P-Card utilizing the Centralized Electronic Payment and Authorization System (CEPAS) platform.

(Please note: Personal Item Stores are set up for convenience for employees and may accept personal credit card payments.)

Contractor purchasing portal for State purchased items must be compatible to accept MILogin.

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 Response

Provide details below as to the capabilities of your on-line platform. You may be asked to provide a web address later for assessment of capabilities.

Describe how you will comply with the requirement(s)

Provide on-line ordering portal be availability? Will e-store be available 24 hours per day, 7 days per week?

Describe how you will comply with the requirement(s)

What is your current e-store uptime percentage? When do you schedule maintenance?

Describe how you will comply with the requirement(s)

Can your online purchasing platform be customized with separate login’s for each agency and each of their sub departments and divisions? How many levels can you drill down?

Describe how you will comply with the requirement(s)

Can each Agency set up separate bill-to and ship to accounts depending on who is placing the order (user)?

Describe how you will comply with the requirement(s)

Can each agency’s uniform order sheet include a photo as well as the following information: Item number, item description, sizes available, colors available, item price?

Describe how you will comply with the requirement(s)

How much time will your company need to set up the on-line purchasing platform and begin taking orders from the State.

Describe how you will comply with the requirement(s)

Can each agency set up either billing to account or p-card purchases depending on who is placing the order (user)?

Describe how you will comply with the requirement(s)

Can your on-line purchasing platform/e-store allow for individual employees to make purchases using their personal credit cards?

Describe how you will comply with the requirement(s)

Authorizing Document The appropriate authorizing document for the Contract will be a Delivery Order (DO) or P-card.

The Contractor must:

Allow for P-Card purchases from an agency Allow for credit card purchased by an employee.

Apply quick payment discount if P-Card if payment is taken at order.

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

Ordering and Ordering Verification The Contractor must have the ability to place orders via email or online store.

The Contractor must provide:

An e-mail address to submit orders.

Customer service staff who will respond to and process orders placed by State of Michigan, its employees and MiDeal members within two hours.

Ordering Verification The Contractor must have internal controls, approved by the State, to verify abnormal orders and to ensure that only authorized individuals place orders. Questions regarding abnormal orders or ordering must be submitted to the Program Manager overseeing that location.

The Contractor must send an order acknowledgment to the person placing the order for any on-line/e-store purchases and any DO orders.

Contractor must request the following information when orders are placed:

For DO checkout, the following information is required:

· Customer First Name

· Customer Last Name

· Phone Number

· Email Address

· DO Number / Reference Name

· Shipping Method

· Shipping Address

· Billing Address

For PCARD checkout, the following information is required:

· Customer First Name

· Customer Last Name

· Phone Number

· Email Address

· Shipping Method

· Shipping Address

· Payment Information (credit card number and billing address associated with the card)

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

Delivery Programs Bidder Response

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

Explain delivery program(s)

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

Explain transportation method(s)

Packaging and Palletizing Clothing must be packaged individually in clear wrap to protection from damage and debris. Metal wire ties, metal clips, paper-coated wire ties, or staples must not be used for the sealing the plastic film bags. Each package should be labeled with the end user’s name.

Cartons must be made of cardboard, weigh less than 50 lbs., be clean and of adequate strength to provide protection, and stacking strength. The exterior of the carton must be labeled with:

Delivery Order (DO) number List of items included in the carton, including sizes, and quantities Delivery location name Itemized packing slip with each delivery which includes, but is not limited to, the following information:

Delivery Order (DO) number Date List of items including quantity and size Delivery location name Contract must ship whenever possible or necessary, in a manufacturer’s standard 4-way shipping pallets. Pallets must be in good condition with no broken boards or rails.

Contractor will shrink wrap or band multiple cartons for a single location per pallet.

Palletized product dimensions must not exceed or overhang the pallet dimensions of 40” x 48” x 50”.

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

Acceptance, Inspection and Testing The State will use the following criteria to determine acceptance of the Contract Activities:

The State will initially inspect each shipment to confirm all components have been delivered as ordered, with the appropriate Uniform or footwear items, in the requested colors and quantities, and without visible signs of damage before placing them in stock.

The State may reject the shipment without performing any further inspection or testing if initial inspection reveals incorrect uniforms or footwear, quantities, sizes, or misplacement of embellishments, or visible signs of damage. The State may conditionally approve the portion of a shipment that is not deficient or defective and permit the Contractor to correct the deficiencies discovered during the initial inspection.

The Contractor may invoice for the items that pass the initial inspection by the State.

The State will open and inspect items removed from stock to ensure it does not have a material deficiency or defect, incorrect or misplaced embellishments, or doesn’t meet with product specifications.

The State will notify the Contractor within 24 hours of discovering a deficient or defective item from stock to discuss the nature of the deficiency and work with the Contractor to either correct the deficiency by providing replacement items or credit the State.

The State may request a replacement be supplied within 14 business days. The Contractor must provide the replacement at no additional cost to the State.

The State may request credit for the deficient items. The Contractor must provide a credit memo to the State within 45 calendar days.

Corrective action plan may be required by the State if the Contractor is unable to correct all deficiencies after three attempts. The corrective action plan may:

Require the Contractor cure the failure and by giving additional time to do so at the sole expense of the Contractor.

Source the item(s) through another party and charge back any additional costs to the Contractor for the deficient product.

Fully or partially terminate the Contract for default by giving notice to the Contractor.

Bidder Response

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

☐ I have reviewed the above…