Cover Page Proposal Instructions and Vendor Questions Worksheet SIGMA Atlanta Facility Final.docx

STATE OF MICHIGAN

Department of Transportation Purchasing

Proposal Manager: Robert Ciupka Telephone Number: (231) 420-3345 E-Mail Address: Ciupkar@michigan.gov

Solicitation Manager Name: Mark Morrison Telephone Number: (517) 241-2343 E-Mail Address: Morrisonm@michigan.gov

This is a Request for Proposal (RFP) for Janitorial Services for MDOT Atlanta Facility, located at 13490 M-32/M33 Atlanta, MI 49709, as described in Exhibit A (the “Contract Activities”).

Anticipated Timeline Issue Date

January 31, 2018

Anticipated Date State will Post Answers to Bidder Questions

February 8, 2018

Anticipated Contract Begin Date

March 1, 2018

*A proposal received at 3:00:01 P.M. EST is considered late and will not be accepted.

The information in this document is subject to change. Check www.michigan.gov/SIGMAVSS for the current information.

Request for Proposal No. 180000000953 Janitorial Services for MDOT Hillman Garage described in Schedule A (the “Contract Activities”).

PROPOSAL INSTRUCTIONS

RFP Structure and List of RFP Documentation

1. CONTACT INFORMATION FOR THE STATE. The sole point of contact concerning this Request for Proposal (RFP) is:

Mark Morrison, MDOT Buyer

(517) 241-2343 Morrisonm@michigan.gov

CONTACTING ANY OTHER STATE PERSONNEL, AGENT, CONSULTANT OR REPRESENTATIVE MAY RESULT IN DISQUALIFICATION.

2. QUESTIONS. Questions concerning the RFP must be posted on www.michigan.gov/SIGMAVSS no later than the time and date specified on the cover page of this document. In the interest of transparency, only written questions will be accepted. Answers to questions will be posted onwww.michigan.gov/SIGMAVSS.

Bidders should submit their questions using the following format:

3. MODIFICATIONS TO RFP PRIOR TO PROPOSAL DEADLINE SUBMISSION DATE. The State may modify the RFP at any time prior to the deadline submission date. Changes will be posted on www.michigan.gov/SIGMAVSS. This is the only method by which the RFP may be modified. The posted changes revise the original RFP.

4. MANDATORY PRE-PROPOSAL MEETING.

A mandatory pre-proposal meeting will be held on February 6, 2018 at 3:00 p.m. located at MDOT Atlanta Facility, 13490 M-32/M-33 Atlanta, MI 49709.

The purpose of the pre-proposal meeting is to discuss the RFP and the work to be performed, and may include an inspection of the facility. Discussions, including answers given by the State at the pre-proposal meeting are not official. To obtain an official answer to any question, the bidder must submit the question in writing as provided in Section 2, Questions.

Attendance at the pre-proposal meeting will be limited to 2 person per bidder. Bidders who sign in 10 minutes after the start of the meeting will be considered late and their proposal will be disqualified. Subcontractor sign in will not be accepted in lieu of a prime bidder sign in as evidence of attendance.

Requests for reasonable accommodations at the pre-proposal meeting should be made with the Proposal Manager, listed above, at least 2 business days before the date of the meeting. Any requests received outside this period cannot be guaranteed.

5. RESPONSE PREPARATION. Bidders must follow these Proposal Instructions and provide a complete response to Exhibit A, Statement of Work; Exhibit B, General Proposal Requirements; Exhibit C1, LSS and Pricing Sheet and Exhibit D, Performance Plan. Uniform Resource Locator (URL) links to information will not be considered for evaluation. Bidder should include its company name in the header of all response documents.

6. DELIVERY OF PROPOSAL.

Electronic – The bidder must submit its proposal, all attachments, and any modifications or withdrawals electronically through www.buy4michigan.com. The price proposal should be saved separately from all other proposal documents. The bidder should provide the documents in a modifiable form (e.g., Microsoft Word or Excel), but has the option to also provide copies of any documents in a non-modifiable form (e.g., PDF). Bidder’s failure to submit a proposal as required may result in disqualification of such proposal. The proposal and attachments must be fully uploaded and submitted prior to the due date identified above. Do not wait until the last minute to submit the bid, as the buy4michigan system requires the creation of an account and entry of certain information, in addition to uploading and submitting the materials. The buy4michigan system will not allow a proposal to be submitted after the due date and time identified above.

Questions on how to submit information or how to navigate in the SIGMA VSS system can be answered by calling (517) 373-4111 or (888) 734-9749.

7. EVALUATION PROCESS. If all mandatory requirements are met, the Contract will be awarded to the bidder who meets the specifications as determined by the State, and offers the lowest price to the State.

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.

8. NOTICE OF DEFICIENCY. If the State determines, after the deadline to submit proposals, that there is an area of the RFP that was deficient, unclear or conflicting, the State may issue a request (“Notice of Deficiency”) to bidders. Failure to respond to a Notice of Deficiency may be cause for disqualification.

9. CLARIFICATION REQUEST. If the State determines, after the deadline to submit proposals, that a bidder’s proposal is not clear, the State reserves the right to issue a request (“Clarification Request”) to a bidder to clarify its proposal. Failure to respond to a Clarification Request may be cause for disqualification.

10. RESERVATIONS. The State reserves the right to:

a. Discontinue the RFP process at any time for any or no reason. The issuance of an RFP, your preparation and submission of a proposal, and the State’s subsequent receipt and evaluation of your proposal does not commit the State to award a contract to you or anyone, even if all the requirements in the RFP are met.

b. Consider late proposals: (i) if no other proposals are received; (ii) if there are no complete proposals received; (iii) if the State received complete proposals, but they did not pass the Evaluation Process; or, (iv) if the award process fails to result in an award.

c. Consider an otherwise disqualified proposal, if no other proposals are received.

d. Disqualify a proposal based on the information provided or the failure to complete the vendor registration questions on the buy4michigan registration, or if it is determined that a bidder purposely or willfully submitted false information in response to the RFP.

e. Consider bidders’ prior performance with the State in making its award decision.

f. Consider overall economic impact to the State when evaluating proposal pricing and in the final award recommendation. This includes, but is not limited to: considering principal place of performance, number of Michigan citizens employed or potentially employed, dollars paid to Michigan residents, Michigan capital investments, job creation, tax revenue implications, economically disadvantaged businesses, etc.

g. Consider total cost of ownership factors (e.g., transaction costs, training costs, etc.) in the final award recommendation.

h. Refuse to award a contract to any bidder that has failed to pay State of Michigan taxes or has any outstanding debt with the State of Michigan.

i. Enter into negotiations with one or more bidders on price, terms, technical requirements, or other deliverables.

j. Award multiple, optional use contracts, or award by Contract Activity.

k. Evaluate the proposal outside the scope identified in Section 9, Evaluation Process, in the event that the State receives only one RFP response.

11. AWARD RECOMMENDATION. The award of a State contract will be made to the responsive and responsible bidder who offers the best value to the State of Michigan. Best value will be determined by the bidder meeting the minimum point threshold and offering the best combination of the factors stated in Technical Evaluation Criteria, identified in Section 9, Evaluation Process, and price, as demonstrated by its proposal. The State will post the award (“Notice of Recommendation”) on www.buy4michigan.com.

12. STATE ADMINISTRATIVE BOARD. The State Administrative Board must approve all contracts in excess of $250,000. The decision of the State Administrative Board is final; however, approval does not constitute a contract. The award process is not complete until the awarded Contractor receives a properly executed contract.

13. DEBRIEF MEETINGS AND PROTEST. A Notice of Recommendation for Award will provide bidders with instructions on how to request a debrief meeting.

If you wish to initiate a protest of the award, you must submit your written protest to Mrs. Carol Rademacher, Administrator, Rademacherc@michigan.gov no later than 4:00 p.m., 3 business days after posting the Notice of Recommendation for Award, or by 4:00 p.m. the next business day if that date falls on a state holiday or weekend. The State reserves the right to adjust this timing and will publish any change on the SIGMA VSS system.

Additional information about the protest process is available at www.michigan.gov/micontractconnect under the “Programs and Policies” link.

14. GENERAL PROPOSAL CONDITIONS. The State will not be liable for any costs incurred by bidders in preparation of its proposal, delivery of a proposal, and any follow-up discussions with the State. The bidder agrees that its proposal will be considered an offer to do business with the State in accordance with the provisions of its proposal, including the Standard Contract Terms, and that the proposal will be irrevocable and binding for a period of 90 calendar days from date of submission. If a contract is awarded to the bidder, the State may, at its option, incorporate all or any part of the proposal into a contract. This RFP is not an offer to enter into a contract. This RFP may not provide a complete understanding of the State’s environment, or contain all matters upon which an agreement must be reached.

15. FREEDOM OF INFORMATION ACT. All portions of the bidder’s proposal and the resulting Contract are subject to disclosure as required under Michigan’s Freedom of Information Act, 1976 PA 442.

16. RIGHTS TO INFORMATION CONTAINED IN PROPOSALS. All proposals will be considered the property of the State.

VENDOR QUESTIONS WORKSHEET

Provide a detailed response to each question. “You” and “company” refers to the bidder.

Contact Information

Bidder’s sole contact person during the RFP process. Include name, title, address, email, and phone number.

Person authorized to receive and sign a resulting contract. Include name, title, address, email, and phone number.

Company Background Information

Legal business name and address. Include business entity designation, e.g., sole proprietor, Inc., LLC, or LLP.

What state was the company formed in?

Phone number

Website address

Number of years in business and number of employees

Legal business name and address of parent company, if any

Has there been a recent change in organizational structure (e.g., management team) or control (e.g., merger or acquisition) of your company? If the answer is yes: (a) explain why the change occurred and (b) how this change has affected your company.

Discuss your company’s history. Has growth been organic, through mergers and acquisitions, or both?

Has bidder ever been debarred, suspended, or disqualified from bidding or contracting with any entity, including the State of Michigan? If yes, provide the date, the entity, and details about the situation.

Has your company been a party to litigation against the State of Michigan? If the answer is yes, then state the date of initial filing, case name and court number, and jurisdiction.

Within the last 5 years, has your company or any of its related business entities defaulted on a contract or had a contract terminated for cause? If yes, provide the date, contracting entity, type of contract, and details about the termination or default.

State your gross annual sales for the last 5 years.

If receiving a contract under this RFP will increase your gross revenue by more than 25% from last year’s sales, explain how the company will scale-up to manage this increase.

Describe partnerships and strategic relationships you think will bring significant value to the State.

State the physical address of the place of business that would have primary responsibility for this account if bidder is awarded a contract under this RFP.

Qualified Disabled Veteran

To demonstrate qualification as a qualified disabled veteran, you must provide:

(a) Proof of service and conditions of discharge (DD214 or equivalent);

(b) Proof of service-connected disability (DD214 if the disability was documented at discharge or Veterans Administration Rating Decision Letter or equivalent if the disability was documented after discharge); and

(c) Legal documents setting forth the ownership of the business entity.

In lieu of the documentation identified above, you may provide proof of certification by the National Veterans Business Development Council.

Enter the names of documents submitted with your proposal to demonstrate status as a qualified disabled veteran.

Participation in RFP Development or Evaluation

Did your company, an employee, agent, or representative of your company, or any affiliated entity participate in developing any component of this solicitation? For purposes of this question, business concerns, organizations, or individuals are affiliates of each other if, directly or indirectly: (1) either one controls or has power to control the other or (2) a third party controls or has the power to control both. Indicia of control include, but are not limited to, interlocking management or ownership, identity of interests among family members, shared facilities or equipment, and common use of employees.

If you entered “YES”, you are not eligible for contract award or to work as a subcontractor for the awarded vendor.

Experience

Does your company have experience working with the State of Michigan? If so, please provide a list (including the contract number) of the contracts you hold or have held with the State for the last 10 years.

Describe at least [3] relevant experiences from the last [5] years supporting your ability to successfully manage a contract of similar size and scope for the work described in this RFP.

Experience 1

Company name Contact name Contact role at time of project Contact phone Contact email

City State Zip

1. Project name and description of the scope of the project

2. What role did your company play?

3. How is this project experience relevant to the subject of this RFP?

Dollar value

Start and end date (mm/yy – mm/yy)

Status (completed, live, other – specify phase)

Results obtained

Experience 2

Company name

Contact role at time of project

City

1. Project name and description of the scope of the project

Dollar value

Start and end date (mm/yy – mm/yy)

Status (completed, live, other – specify phase)

Results obtained

Experience 3

Company name

Contact role at time of project

City

1. Project name and description of the scope of the project

Dollar value

Start and end date (mm/yy – mm/yy)

Status (completed, live, other – specify phase)

Results obtained

Other

image1.jpeg