award-letter-and-synopsis.docx
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- Attached to
- Notice of Intent to Award For RFP 19*3023
- Solicitation number
- NIA1 751 190000001034 1
- Issued by
- Michigan
About this file
This is an Award Recommendation Notice of Intent to Award issued by the Michigan Department of Natural Resources for Request for Proposal 190000003023 regarding site Quality of Life Meeting Audio Recording Services. The RFP was posted on SIGMA VSS on August 16, 2019, for an 18-day posting period with a proposal due date of September 3, 2019. The contract term is three years with up to two additional one-year renewal options. Two bidders submitted responsive proposals: Pavlik Enterprises of Lansing, Michigan, and SoundQue Entertainment, Inc. of Trenton, Michigan. The solicitation sought a contractor to provide audio recording services for meetings conducted by the Department of Natural Resources, the Michigan Department of Agriculture and Rural Development, and the Michigan Department of Environment, Great Lakes, and Energy. Both bidders passed all mandatory specifications and requirements evaluation criteria.
SoundQue Entertainment, Inc. was recommended for award in the amount of $57,500.00, pending State Administrative Board approval. The award was made based on lowest price evaluation, as both bidders received passing ratings on all technical requirements. SoundQue Entertainment submitted significantly lower pricing across all service categories, ranging from $300 to $480 per meeting for DNR services depending on duration and location, compared to Pavlik Enterprises' pricing of $450 to $925 per meeting. Additional cost differences included hourly rates for extended services ($40 versus $50 per hour), equipment pickup and delivery ($35 versus $50 per service), CD/DVD duplication ($10 versus $25 per disc), and setup/takedown fees ($45 versus $85 per meeting). Both bidders proposed identical mileage reimbursement and lodging rates at $0.34 per mile and $85 per night, respectively. Neither bidder was identified as a Service-Disabled Veteran Owned Business.
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STATE OF MICHIGAN PROCUREMENT
| Department of Natural Resources |
| 525 West Allegan, Lansing, MI 48933 |
| PO Box 30028 |
Award Recommendation Notice of Intent to Award Number 190000001034
The Department of Natural Resources office has completed the evaluation of RFP 190000003023 for site QOL Meeting Audio Recordings and has recommended an award to SoundQue Entertainment, Inc. in the amount of $57,500.00, 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:
Kip Conley, Solicitation Manager Conleyk1@michigan.gov 517-284-5975 Background Information:
This Request for Proposal (RFP) was to solicit responses for selection of a Contractor to provide site preparations. The term of this contract is 3 years, with up to 2 1-year renewal options.
Bidders:
The RFP was posted on SIGMA VSS on 8/16/19 for 18 days. The following bidders submitted proposals by the published due date of 9/03/19.
| Bidder |
| Address |
City, State Zip
SDVOB*
Pavlik Enterprises
5104 S Pennsylvania Ave.
Lansing, MI 48911 No
SoundQue Entertainment
138 Saint Joseph St.
Trenton, MI 48183 No
*SDVOB: Service-Disabled Veteran Owned Business
Version 1 Revised: 8/2019
Version 1: 8/2019 Evaluation Synopsis I. Evaluation Process A Responsible Bidder is a bidder 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.
Proposal Instructions, Evaluation Process PASS/FAIL – contract award to lowest price PASS bidder The full evaluation process is stated in the RFP Proposal Instructions.
II. Evaluation Method Responses to this solicitation were reviewed by Solicitation Manager in collaboration with Subject Matter Experts, which consisted of the following individuals:
| Kip Conley – Solicitation Manager, DNR Procurement |
| Carla McCarrick – Subject Matter Expert, MDARD Procurement |
Cheryl Nelson – Subject Matter Expert, DNR Executive
Lisa VanOstran – Subject Matter Expert, EGLE Procurement
III. Evaluation Results The evaluators reviewed the proposals and made the following determinations related to the published specifications:
| Spec # |
| Specification |
| Pavlick Enterprises |
| SoundQue Entertainment |
| 1 | |
| Schedule A – Requirements | |
| PASS | PASS |
| 2 | |
| Schedule A – 4.1 and 4.2 Staffing | |
| PASS | PASS |
| 3 | |
| Schedule A 4.3 Key Personnel and Resume | |
| PASS | PASS |
| 4 | |
| Schedule A 4.4 Disclosure of Subcontractors | |
| PASS | PASS |
| 5 | |
| Vendor Questionnaire and Worksheet | |
| PASS | PASS |
| 6 | |
| Terms and Conditions | |
| PASS | PASS |
| PROPOSAL DETERMINATION |
| PASS |
| PASS |
IV. Pricing Summary Pricing was evaluated for the bidders who received a PASS rating and is summarized below:
| Deliverable |
| Pavlik Enterprises |
| SoundQue Entertainment |
| 1 |
| DNR Greater Lansing Area Meetings: 4 hours or less (25-mile radius from 525 W. Allegan Street, Lansing) |
| $450.00 Per Meeting |
| $300.00 Per Meeting |
| 2 |
| DNR Greater Lansing Area Meetings: 4 to 8 hours (25-mile radius from 525 W. Allegan Street, Lansing) |
| $600.00 Per Meeting |
| $335.00 Per Meeting |
| 3 |
| DNR – Other Meetings: 4 hours or less (Outside Greater Lansing Area 25 to 125 Miles) |
| $590.00 Per Meeting |
| $385.00 Per Meeting |
| 4 |
| DNR – Other Meetings: 4 to 8 hours (Outside Greater Lansing Area 25 to 125 Miles) |
| $790.00 Per Meeting |
| $425.00 Per Meeting |
| 5 |
| DNR – Other Meetings: 4 hours or less (Outside Greater Lansing Area > 125 Miles) |
| $760.00 Per Meeting |
| $450.00 Per Meeting |
| 6 |
| DNR – Other Meetings: 4 to 8 hours (Outside Greater Lansing Area > 125 Miles) |
| $925.00 Per Meeting |
| $480.00 Per Meeting |
| 7 |
| DNR – Extended Service Hours (Hourly Rate after 8 hours, if meeting duration exceeds 8 hours from call to order to adjournment. Services will be billed in quarter hour increments.) |
| $50.00 Per Hour |
| $40.00 Per Hour |
| 8 |
| DNR – Additional Services: Section 1.4 - Pick up NRC equipment and materials prior to meeting, deliver to meeting. Return equipment/materials to NRC Office following meeting. |
(Price quote must be one charge for pickup and return)
| $50.00 Per Service |
| $35.00 Per Service |
| 9 |
| EGLE – On-Call Recording Services |
| NA |
| $125.00 Per Meeting |
| 10 |
| EGLE Greater Lansing Area Meetings: minimum 4 hours (25-mile radius from 525 W. Allegan Street, Lansing) |
| $450.00 Per Meeting |
| $325.00 Per Meeting |
| 11 |
| EGLE – Other Meetings: minimum 4 hours (Outside Greater Lansing Area 25 to 125 Miles) |
| $590.00 Per Meeting |
| $385.00 Per Meeting |
| 12 |
| EGLE – Other Meetings: minimum 4 hours (Outside Greater Lansing Area > 125 Miles) |
| $760.00 Per Meeting |
| $450.00 Per Meeting |
| 13 |
| MDARD – On-Call Recording Services |
| NA |
| $125.00 Per Meeting |
| 14 |
| MDARD Greater Lansing Area Meetings: minimum 4 hours (25-mile radius from 525 W. Allegan Street, Lansing) |
| $450.00 Per Meeting |
| $325.00 Per Meeting |
| 15 |
| MDARD – Other Meetings: minimum 4 hours (Outside Greater Lansing Area 25 to 125 Miles) |
| $590.00 Per Meeting |
| $385.00 Per Meeting |
| 16 |
| MDARD – Other Meetings: minimum 4 hours (Outside Greater Lansing Area > 125 Miles) |
| $760.00 Per Meeting |
| $450.00 Per Meeting |
| 17 |
| Travel – Mileage Reimbursement (Current Rate) |
| $0.34 Per Mile |
(Standard Rate) $0.34 Per Mile (Standard Rate)
| 18 |
| Travel – Lodging Reimbursement (Current Rate) |
| $85.00 Per Night |
(Standard Rate) $85.00 Per Night (Standard Rate)
| 19 |
| Rate for Additional Setup-Take Down |
| $85.00 Per Meeting |
| $45.00 Per Meeting |
| 20 |
| Cost Per CD/DVD Duplication |
| $25.00 Per DISC |
| $10.00 Per DISC |
VI. Award Recommendation:
Award Recommendation is made to the responsive and responsible bidder who receives a PASS rating and offers the lowest price to the State of Michigan. Low price is determined by the bidder who meets the requirements and offers the lowest overall price as demonstrated by its proposal. Award Recommendation is made to SoundQue Entertainment, Inc. in the amount of $57,500.00.
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