Award Letter and Synopsis SIGMA.pdf

Recommendation of Award

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

RFP 171 180000001403 and has recommended an award to Graphic Sciences, Inc. in the amount of

$45,000,000.00 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:

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 Statewide

Imaging and Microfilm Services. The term of this contract is five (5) years, with up to two, one-year renewal options.

Bidders:

The RFP was posted on SIGMA VSS on February 23, 2018 for three weeks. The following bidders submitted proposals by the published due date of March 16, 2018.

Bidder Address City, State Zip

SDVOB*

Graphic Sciences, Inc.

1551 E. Lincoln, Madison Heights, MI 48071 No

*SDVOB: Service-Disabled Veteran Owned Business

STATE OF MICHIGAN

ENTERPRISE PROCUREMENT

Department of Technology, Management, and Budget 525 W. Allegan St., Lansing, MI 48933 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.

Technical Evaluation Criteria Weight

Product Quality – Schedule A, Statement of Work, Section 1-2.6 30

Service Capabilities – Schedule A, Statement of Work, Sections 3-3.7 30

Delivery Capabilities – Schedule A, Statement of Work, Sections 3.8-13 25

Vendor Question Worksheet 15

Total 100

Proposals receiving 80 or more technical evaluation points will have its pricing evaluated and considered for award.

The State may utilize all proposals, including pricing information, without regard to a proposal’s technical score to determine fair market value, when comparing and negotiating prices. The State is not obligated to accept the lowest price proposal. The price proposal evaluation includes consideration of a qualified service-disabled veteran preference. Information related to qualified service-disabled veteran preference is located at http://michigan.gov/micontractconnect/0,4541,7-225-48677-123519--,00.html.

The State strongly encourages strict adherence to the Standard Contract Terms. The State reserves the right to deem a bid non-responsive for failure to honor the Standard Contract Terms. Nevertheless, the bidder may submit proposed changes (bidder must use track changes to identify specific proposed changes) to the Standard

Contract Terms accompanied by a detailed explanation as to each change for State consideration; failure to do so will constitute the bidder’s acceptance of the Standard Contract Terms. General statements, such as that the bidder reserves the right to negotiate the terms and conditions, may also be considered non-responsive.

The State may, but is not required to, conduct an on-site visit to tour and inspect the bidder's facilities, require an oral presentation of the bidder's proposal, conduct interviews with bidders, or request additional price concessions at any point during the evaluation process.

The full evaluation process is stated in the RFP Proposal Instructions.

II. Evaluation Method

Responses to this solicitation were reviewed by the Solicitation Manager in collaboration with the Joint

Evaluation Committee, which consisted of the following individuals:

Voting Advisory

Brian Fairbrother, Category Analyst DTMB Central Procurement

Dan Stevens, Category Manager DTMB Central Procurement

Jessica Weston, Records Analyst DTMB Records Management Services

Sean Evans, Analyst DTMB Records Management Services

Michelle Walker, Analyst

LARA

Corie Weber, Manager

DHHS

http://michigan.gov/micontractconnect/0,4541,7-225-48677-123519--,00.html

II. Evaluation Results

A. Bidder # 1 – Graphic Sciences, Inc.

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

1. Product Quality – Schedule A, Statement of Work, Sections 1-2.6 Score 30/30

The Evaluation Team determined that overall the responses were satisfactory.

2. Service Capabilities – Schedule A, Statement of Work, Sections 3-3.7 Score 30/30

3. Delivery Capabilities – Schedule A, Statement of Work, Section 3.8-13 Score 25/25

4. Vendor Question Worksheet Score 15/15

Total Score: 100/100

IV. Technical Evaluation Summary

Selection Criteria Graphic Sciences

1 Product Quality 30/30

2 Service Capabilities 30/30

3 Delivery Capabilities 25/25

4 Vendor Question Worksheet 15/15

Total 100/100

V. Pricing Summary: Pricing was evaluated for the bidder(s) who passed technical. The following is a summary of their price proposals:

Deliverable Graphic Sciences, Inc.

1 2018 Anticipated Cost $2,904,143.52

2 2019 Anticipated Cost $8,712,431.44

3 2020 Anticipated Cost $8,712,431.44

4 2021 Anticipated Cost $8,712,431.44

5 2022 Anticipated Cost $8,712,431.44

6 2023 Anticipated Cost $5,808,287.92

Total Price $43,562,157.20

VI. Negotiations: Negotiations with the vendor resulting in a savings of $110,609.29 per year were agreed to by both parties. Over the course of the five (5) year contract this will amount to a total savings of $553,046.44.

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 8

Evaluation Process, and price. Graphic Sciences, Inc. provided the best value to the State. Best value factors for Award Recommendation include Technical Evaluation Criteria, Section 8 Evaluation Process, and price.

Award Recommendation is made to Graphic Sciences, Inc. in the amount of $45,000,000.00.