Award and Synopsis.pdf

Recommendation of Award

The Department of Technology, Management, & Budget’s Procurement office has completed the evaluation of

Request for Proposal No. 171 180000003469 for Media Storage Services and has recommended an award to

Hyland Software, Inc. in the amount of $249,710.76, pending State Administrative Board approval, if applicable. More information on the State Administrative Board can be found at: State Administrative Board.

Bidders who were not recommended for the award are encouraged to schedule a debriefing session with the

Solicitation Manager. The debriefing session will provide the bidder with the State’s rationale on why the bidder was not recommended for the award. The Solicitation Manager may be contacted as follows:

Brian Fairbrother, Solicitation Manager

FairbrotherB@michigan.gov

517-249-0457

Background Information:

This Request for Proposal (RFP) was to solicit responses for selection of a Contractor to provide Media

Storage Services. The term of this contract is three years with up to two, one-year renewal options.

Bidders:

The RFP was posted on SIGMA VSS on September 13, 2018. The following bidders submitted proposals by the published due date of October 11, 2018.

Bidder Address City, State Zip

SDVOB*

Hyland Software, Inc.

28500 Clemens Road Westlake, Ohio 44145

No

*SDVOB: Service-Disabled Veteran Owned Business

STATE OF MICHIGAN

ENTERPRISE PROCUREMENT

Central Procurement Services http://www.michigan.gov/micontractconnect/0,4541,7-225-48756---,00.html

Evaluation Synopsis

I. Evaluation Process

A Responsible Vendor is a vendor that demonstrates it has the ability to successfully perform the duties identified by the solicitation. A Responsive proposal is one that is submitted in accordance with the solicitation instructions and meets all mandatory requirements identified in the solicitation: Solicitation Instructions, Section 9, Evaluation Process. The full evaluation process is stated in the RFP Proposal Instructions.

II. Evaluation Method

Responses to this solicitation were reviewed by Joint Evaluation Committee, which consisted of the following individuals:

Voting

Brian Fairbrother, Category Analyst DTMB, Central Procurement Services

Caryn Wojcik, Senior Records Management Services DTMB, Records Management Services

Brice Sample, Records Manager DTMB, Records Management Services

III. Evaluation Results

A. Hyland Software, Inc.

The Evaluation Team determined that Hyland Software, Inc. based on a score of 90/100, did meet the requirements of this RFP. This determination was accomplished by evaluating their responses to the Technical Evaluation Criteria.

1. Schedule A, Statement of Work, Sections 1-4 The Evaluation Team determined that overall the responses were satisfactory. However, the Evaluation Team deducted five points for lack of detail regarding procedures.

2. Schedule A, Statement of Work, Sections 5-7 The Evaluation Team determined that overall the responses were satisfactory.

3. Schedule A, Statement of Work, Sections 6-12 The Evaluation Team determined that overall the responses were satisfactory.

4. Vendor Questions Worksheet The Evaluation Team determined that overall the responses were satisfactory. However, the

Evaluation Team deducted five points for lack of detail regarding questions.

Total Score: 90/100

IV. Technical Evaluation Summary

Selection Criteria Hyland Software, Inc.

1 Schedule A, Statement of Work, Sections 1-4 20/25

2 Schedule A, Statement of Work, Sections 5-7 25/25

3 Schedule A, Statement of Work, Sections 6-12 25/25

4 Vendor Questions Worksheet 20/25

Total 90/100

V. Pricing Summary

Pricing was evaluated for the bidders who passed technical. The following is a summary of their price proposals:

VII. Award Recommendation:

Award recommendation is made to the responsive and responsible Bidder who offers the best value to the

State of Michigan. Best value is based on the proposal meeting the minimum point threshold and offering the best combination of factors stated in Technical Evaluation Criteria, Section 9 Evaluation Process, and price.

Hyland Software, Inc. provided the best value to the State. Best value factors for Award Recommendation include cost, delivery, and service. Award Recommendation is made to Hyland Software, Inc. in the amount of

$249,710.76.

Price Sheet

Description Monthly Volume Price Monthly Annually 3- Year

Vault Storage:

Microfilm (small container ½ cu ft) 2300 $ 1.42 $ 3,266.00 $ 39,192.00 $ 117,576.00

Microfilm (standard 1 cu ft container) 900 $ 2.65 $ 2,385.00 $ 28,620.00 $ 85,860.00

Microfilm 16MM per roll 1 $ 0.26 $ 0.26 $ 3.12 $ 9.36

Microfilm 35MM per roll 1 $ 0.35 $ 0.35 $ 4.20 $ 12.60

Magnetic Tape (Round Reels) 1 $ 0.39 $ 0.39 $ 4.68 $ 14.04

Magnetic Tape (Cartridge) 250 $ 0.27 $ 67.50 $ 810.00 $ 2,430.00

Optical Disc (standard jewel case) 1 $ 0.26 $ 0.26 $ 3.12 $ 9.36

Misc Media 1 $ 2.65 $ 2.65 $ 31.80 $ 95.40

Retrievals: (temporary or permanent retrieval of records)

Magnetic or Optical 1 $ 2.00 $ 2.00 $ 24.00 $ 72.00

Roll Film, Microfiche 10 $ 2.00 $ 20.00 $ 240.00 $ 720.00

Whole Box or Container 20 $ 3.00 $ 60.00 $ 720.00 $ 2,160.00

New Items and Returns (check in)

Magnetic or Optical 1 $ 2.00 $ 2.00 $ 24.00 $ 72.00

Roll Film, Microfiche* 10 $ 2.00 $ 20.00 $ 240.00 $ 720.00

Whole Box or Container* 20 $ 3.00 $ 60.00 $ 720.00 $ 2,160.00

Microfilm Inspection Services

Inspection 30 $ 35.00 $ 1,050.00 $ 12,600.00 $ 37,800.00

$ 6,936.41 $ 83,236.92 $ 249,710.76