DS 250000000008 EDM Consulting Services.docx

DOCX document 111 KB Posted

Attached to
EDM Consulting Services
Solicitation number
DS-761-250000000008-2
Issued by
Grand Traverse County, Lansing City, Michigan

About this file

This is a Tier-Two Direct Solicitation (DS No. 250000000008) from the Michigan Department of Environment, Great Lakes, and Energy (EGLE) for Electronic Document Management (EDM) Consulting Services. The solicitation seeks a contractor to help EGLE document and mature its document inventory and overall approach to EDM as part of the agency's strategic objective to become a fully electronic, paperless organization. Key services include completing a document inventory assessment, scanning hardware/software assessment, electronic document management assessment, scanning workflow design, and training implementation. Proposals are due March 6, 2025 at 3:00 PM Eastern, with an anticipated contract start date of March 20, 2025. The contract period is nine months from receipt of order.

The pricing must be submitted as a lump sum fixed price with hourly rates not exceeding those in the original contract Schedule B pricing. Key personnel requirements include one senior business lead who must be directly responsible for day-to-day operations. If contractors plan to utilize subcontractors for more than 20% of deliverables, at least 20% of subcontracted work must be awarded to Michigan-based Geographically Disadvantaged Business Enterprises (GDBE). Proposals receiving 80 or more technical evaluation points will have pricing evaluated, with technical criteria weighted as: Prior Experience (25%), Service Capabilities (50%), and Staffing (25%).

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EGLE-ALL.xlsx XLSX spreadsheet
DS 25-0008 Q and A.xlsx XLSX spreadsheet
SOM-GS-ALL.xlsx XLSX spreadsheet

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Michigan.gov/MiProcurement Schedule A – TIER-TWO instructions & statement of work Statewide Operational Consulting Services Tier-two Bid Process Instructions Department of Environment, Great Lakes, and Energy (EGLE) Operational Consulting Services Tier-two:

Electronic Document Management (EDM) Consulting Services Direct Solicitation No. 250000000008 Solicitation Manager Name: Lisa VanOstran Direct Phone: (517) 599-7680 Email: vanostranl@michigan.gov

Tier-two Direct Solicitation (DS) Timeline

Event
Time
Date
DS issue date
N/A
Thursday, February 6, 2025
Deadline for bidders to submit questions about this DS
3:00 p.m. Eastern
Wednesday, February 19, 2025

Anticipated date the State will post answers to bidder questions on www.michigan.gov/SIGMAVSS

Friday, February 21, 2025

Proposal deadline*
3:00 p.m. Eastern
Thursday, March 6, 2025
Anticipated contracts begin date
N/A
Thursday, March 20, 2025

*A bidder’s proposal received at 3:01 p.m. Eastern is late and subject to disqualification.

This DS is subject to change. Check www.michigan.gov/SIGMAVSS for current information.

1. PROPOSAL PREPARATION. The State recommends reading all DS materials prior to preparing a proposal, particularly these Proposal Instructions. Bidders must follow these Proposal Instructions and provide a complete response to the items indicated in the table below. References and links to websites or external sources may not be used in lieu of providing the information requested in the DS within the proposal. Include the bidder’s company name in the header of all documents submitted with your proposal. Note that all documents and information submitted as part of a proposal will become public record immediately upon receipt by the State. Proposals received by the State may be posted on the State’s publicly available website after bidders are notified of the award recommendation.

DS Structure and Documentation

Document
Description
Bidder Response Instructions
Cover Page
Provides DS title and number, important dates, and contact information for Solicitation Manager
Informational
Proposal Instructions
Provides DS instructions to bidders
Informational
Confidential Treatment Form
Required verification on whether bidder’s proposal contains confidential information
Bidder to complete and submit by proposal deadline
Schedule A – Statement of Work
Statement of work
Bidder to complete and submit by proposal deadline
Schedule B – Pricing
Pricing for goods and services sought by the State through this DS
Bidder to complete and submit by proposal deadline

2. CONTACT INFORMATION FOR THE STATE. The sole point of contact for the State concerning this DS is listed on the Cover Page. Contacting any other State personnel, agent, consultant, or representative about this DS may result in bidder disqualification.

3. MODIFICATIONS. The State may modify this DS at any time. Modifications will be posted on www.michigan.gov/SIGMAVSS. This is the only method by which the DS may be modified.

4. QUESTIONS. Bidder questions about this DS must be emailed to the Solicitation Manager no later than the time and date specified on the Cover Page. In the interest of transparency, only written questions are accepted. Answers to questions will be posted on www.michigan.gov/SIGMAVSS. Submit questions using the format below; a Microsoft Excel format or similar is suggested.

Q #
Document and Section
Page #
Bidder Question

5. DELIVERY OF PROPOSAL.

Electronic – The bidder must submit its proposal, all attachments, and any modifications or withdrawals electronically through www.michigan.gov/SIGMAVSS. The price proposal should be saved separately from all other proposal documents. The bidder should submit all documents in a modifiable (native) format (examples include but are not limited to Microsoft Word or Excel and Google Docs or Sheets). In addition to submitting documents in a modifiable format, the bidder may also submit copies of documents in PDF. Attachment file size is limited to 6 MB per document. Bidder’s failure to submit a proposal as required may result in disqualification. The proposal and attachments must be fully uploaded and submitted prior to the proposal deadline. Do not wait until the last minute to submit a proposal, as the SIGMA VSS system requires the creation of an account and entry of certain information, in addition to uploading and submitting the materials. The SIGMA VSS system will not allow a proposal to be submitted after the proposal deadline identified in the solicitation Closing On/Closing Date fields (Summary view/Detail view), even if a portion of the proposal has been uploaded.

Questions on how to submit information or how to navigate in the SIGMA VSS system can be answered by calling (517) 284-0540 or (888) 734-9749. The Solicitation Manager will not provide assistance related to the submittal of the proposal and all attachments on the day of the proposal deadline. Responsibility for a complete submission lies with the bidder.

6. EVALUATION PROCESS. The State will evaluate each proposal based on the following factors:

Technical Evaluation Criteria
Weight
1.
Prior Experience
25
2.
Service Capabilities – Schedule A, Statement of Work, ALL SECTIONS, Except Section 5 Staffing
50
3.
Staffing – Schedule A, Statement of Work, Section 5
25
Total
100

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

The State may utilize all bidder information, without regard to a proposal’s technical score, to determine fair market value for goods or services sought. The State is not obligated to accept the lowest price proposal. If applicable, the State’s evaluation will include consideration of a bidder’s qualified disabled veterans/service-disabled veteran owned business(QDV/SDVOB) status under MCL 18.1261(8). Additional information on the SDVOB preference is available at: Michigan.gov/SDVOB.

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, research, reference checks, and background checks; and request additional price concessions at any point during the evaluation process.

7. CLARIFICATION REQUEST. The State reserves the right to issue a Clarification Request to a bidder to clarify its proposal if the State determines the proposal is not clear. Failure to respond to a Clarification Request timely may be cause for disqualification.

8. RESERVATIONS. The State reserves the right to:

a. Disqualify a bidder for failure to follow these instructions.

b. Discontinue the DS process at any time for any or no reason. The issuance of an DS, 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 DS are met.

c. Consider late proposals if: (i) no other proposals are received; (ii) no complete proposals are received; (iii) the State received complete proposals, but the proposals did not meet mandatory minimum requirements or technical criteria; or (iv) the award process fails to result in an award.

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

e. Disqualify a proposal based on: (i) information provided by the bidder in response to this DS; (2) the bidder’s failure to complete registration on www.michigan.gov/SIGMAVSS ; or (3) if it is determined that a bidder purposely or willfully submitted false or misleading information in response to the DS.

f. Consider prior performance with the State in making its award decision.

g. 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, and economically disadvantaged businesses.

h. Consider total-cost-of-ownership factors (e.g., transition and training costs) when evaluating proposal pricing and in the final award recommendation.

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

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

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

l. Evaluate the proposal outside the scope identified in the Evaluation Process section of this document if the State receives only one proposal.

9. DEBRIEF MEETING AND BID PROTEST. The State will publish an Award Recommendation and Evaluation Synopsis which will provide 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 the Solicitation Manager no later than 5:00 p.m., 5 business days after posting the Award Recommendation and Evaluation Synopsis.

10. AWARD RECOMMENDATION. The SOW will be awarded to responsive and responsible Contractor who offers the best value to the State, as determined by the State. Best value will be determined by the Contractor meeting the minimum point threshold and offering the best combination of factors stated in the Evaluation Process section of this document, and price as demonstrated by the proposal. The State will post an Award Recommendation and Evaluation Synopsis on www.michigan.gov/SIGMAVSS.

11. CONFIDENTIAL TREATMENT FORM AND THE FREEDOM OF INFORMATION ACT. As a public record, all portions of the bidder’s proposal and resulting contract are subject to disclosure as required under Michigan’s Freedom of Information Act (FOIA), MCL 15.231, et seq. However, the State may exempt some information from disclosure as permitted by law. Under MCL 18.1261(13)(b), records containing “a trade secret as defined under section 2 of the uniform trade secrets act, 1998 PA 448, MCL 445.1902,” are exempt from disclosure under FOIA. In addition, “financial or proprietary information” submitted with a bidder’s proposal is exempt from disclosure under FOIA. A bidder’s failure to comply with this Section is grounds for rejecting a bidder’s proposal as non-responsive. As a part of its proposal, each bidder must follow the procedure below.

SUBMIT A COMPLETED “CONFIDENTIAL TREATMENT FORM” (CT FORM) WITH YOUR BID. Completion and submission of the CT Form is required regardless of whether the bidder seeks confidential treatment of information. Failure to submit a completed CT Form may be cause for disqualification from the solicitation process. If a bidder fails to properly complete and submit the CT Form or otherwise fails to follow CT Form instructions, the proposal may be publicly disclosed in its entirety without redaction after an award recommendation.

Complete and sign Section 1 of the CT Form if the bidder does NOT request confidential treatment of information contained in its proposal; or

i. Complete and sign Section 2 of the CT Form if the bidder requests confidential treatment of certain information. Bidder must also submit a “Public Copy” of the proposal with the trade secret, financial, and proprietary information redacted and clearly labeled as the “Public Copy.”

ii. Failure to complete and sign a CT Form may result in disqualification of the bidder. If a bidder fails to properly complete and submit the CT Form or otherwise fails to follow the CT Form instructions, the proposal, in its entirety, will be treated as a “Public Copy” and may be publicly disclosed by the State without redaction after bidders have been notified of an award recommendation.

b. FOIA REQUESTS. If a FOIA request is made for a bidder’s proposal, the Public Copy may be distributed to the public along with the bidder’s CT Form. The CT Form is a public document and serves as an explanation for the redactions to the Public Copy. Do not put any trade secret, financial, or proprietary information in the CT Form. Do not redact the CT Form itself.

c.NO ADVICE. The State will not advise a bidder as to the nature or content of documents entitled to protection from disclosure under FOIA or other laws, as to the interpretation of such laws, or as to the definition of trade secret or financial or proprietary information. Nothing contained in this provision will modify or amend requirements and obligations imposed on the State by FOIA or other applicable law.
d.FAILURE TO REQUEST CONFIDENTIAL TREATMENT. Failure to request material be treated as confidential as specified herein relieves the State, its agencies, and personnel from any responsibility for maintaining material in confidence.
e.Bids containing a request to maintain an entire proposal as confidential may be rejected as non-responsive. Bidders may not request confidential treatment with respect to resumes, pricing, and marketing materials. The State reserves the right to determine whether material designated as exempt by a bidder falls under MCL 18.1261 or other applicable FOIA exemptions. If a FOIA request is made for materials that the bidder has identified as trade secret, financial, or proprietary information, the State has the final authority to determine whether the materials are exempt from disclosure under FOIA.
f.Bidder forever releases the State, its departments, subdivisions, officers, and employees from all claims, rights, actions, demands, damages, liabilities, expenses and fees, which arise out of or relate to the disclosure of all or a portion of bidder’s proposal submitted under this DS. Bidder must defend, indemnify and hold the State, its departments, subdivisions, officers, and employees harmless, without limitation, from and against all actions, claims, losses, liabilities, damages, costs, attorney fees, and expenses (including those required to establish the right to indemnification), arising out of or relating to any FOIA request, including potential litigation and appeals, related to the portion of bidder’s proposal submitted under this DS that bidder has identified as a trade secret, or financial or proprietary information. The State will notify bidder in writing if indemnification is sought. The State is entitled to: (i) regular updates on proceeding status; (ii) participate in the defense of the proceeding; (iii) employ its own counsel; and to (iv) retain control of the defense, or any portion thereof, if the State deems necessary. Bidder will not, without the State’s written consent (not to be unreasonably withheld), settle, compromise, or consent to the entry of any judgment in or otherwise seek to terminate any claim, action, or proceeding. If a State employee, official, or law is involved or challenged, the State may control the defense of that portion of the claim. Any litigation activity on behalf of the State, or any of its subdivisions under this Section, must be coordinated with the Department of Attorney General. An attorney designated to represent the State may not do so until approved by the Michigan Attorney General and appointed as a Special Assistant Attorney General.

confidential treatment form INSTRUCTIONS. Bidder must complete either Section 1 or Section 2 of this CT Form and sign where indicated. Do not complete both sections. This CT Form must be signed by the individual who signed the bidder’s proposal. A completed CT Form must be submitted with your proposal, regardless of whether your proposal contains confidential information.

Failure to submit a completed CT Form with your bid is grounds for rejecting the proposal as non-responsive. If a bidder fails to properly complete and submit the CT Form or otherwise fails to follow CT Form Instructions, the proposal, in its entirety, will be treated as a “Public Copy” and may be publicly disclosed by the State without redaction after bidders have been notified of an award recommendation. See the Confidential Treatment Form and The Freedom of Information Act (FOIA) sections of the Proposal Instructions for additional information.

Section 1. CONFIDENTIAL TREATMENT IS NOT REQUESTED This section must be completed, signed, and submitted with the proposal if the bidder does not request confidential treatment of any material contained in the proposal. If this section is completed, do not complete Section 2. CONFIDENTIAL TREATMENT IS REQUESTED.

By signing below, the bidder affirms that confidential treatment of material contained in their proposal is not requested.

DS Number

DS Title

Signature

Date

Printed Name, Title, Company

Section 2. CONFIDENTIAL TREATMENT IS REQUESTED This section must be completed, signed, and submitted with the proposal if bidder requests confidential treatment of any material contained in the proposal. Submission of a completed CT Form is required to request confidential treatment. If this section is completed, do not complete Section 1. CONFIDENTIAL TREATMENT IS NOT REQUESTED.

Provide the information in the table below. Bidder may add rows or additional pages using the same format shown in the table. Bidder must specifically identify the information to be protected as confidential and state the reasons why protection is necessary.

The CT Form will not be considered fully complete unless, for each confidentiality request, the bidder: (1) identifies the Proposal Page #, Section #, and Paragraph #, (2) identifies whether the material is a Trade Secret (TS), Proprietary Financial Information (FI), or Proprietary Information (PI), and (3) explains the specific legal grounds that support treatment of the material as TS, FI, or PI. Bidders must provide a complete justification as to how the material falls within the scope of an applicable FOIA exemption or relevant case law. Bidders must not simply cite to an applicable exemption or case name. Bidders must also provide the contact information for the person at their organization authorized to respond to inquiries by the State concerning the material.

Bidder must also submit a “Public Copy” of the proposal with the trade secret, financial, and proprietary information redacted and clearly labeled as the “Public Copy”.

(1) Proposal Page #, Section #, Paragraph # (2) Material is Trade Secret (TS), Proprietary Financial Information (FI), Proprietary Information (PI) (3) Applicable FOIA Exemption with Written Justification (4) Bidder Contact Information

By signing below, the bidder affirms that confidential treatment of material contained in their proposal is requested and has attached to this form a redacted “Public Copy” of the bidder’s proposal.

DS Number

DS Title

Signature

Date

Printed Name, Title, Company

Prior Experience

Information Sought
Bidder Response

Experience 1

Company name.

Contact name. Contact phone. Contact email.

Contact role at time of project.

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 DS?

Dollar value.

Start and end date (mm/yy – mm/yy)

Status (completed, live, other – specify phase)

Results obtained.

Experience 2

Company name.

Contact name. Contact phone. Contact email.

Contact role at time of project.

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 DS?

Dollar value.

Start and end date (mm/yy – mm/yy)

Status (completed, live, other – specify phase)

Results obtained.

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.
Enter YES or NO.

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

Michigan Economic Impact

Number of employees currently employed at locations within the State of Michigan.

Number of additional employees to be employed at locations within the State of Michigan if awarded this Contract (if any)

Minimum wage paid to employees employed at locations within the State of Michigan.

Average wage paid to employees employed at locations within the State of Michigan.

Percentage of employees employed at locations within the State of Michigan that are covered by employer-provided health insurance.

SChedulE A - OPerational consulting services – TIER-TWO Statement of Work Operational Consulting Services Tier-two:

Electronic Document Management (EDM) Consulting Services

The Contractor selected will be issued a Contract Change Notice and/or Delivery Order for which the terms will be governed by the Contract Terms from appropriate Pre-Qual contracts: 230000000156, 230000000157, 230000000158, 230000000537, 230000000160, 230000000161, 230000000162, 230000000163, 230000000164, 230000000165, 230000000166, 230000000167, 230000000168, 230000000169, 230000000170, 230000000173 and this SOW.

This DS will result in a Contract Change Notice (CN) for Operational Consulting Services through the awarded Contractor.

This schedule identifies the anticipated requirements of any Contract resulting from this DS. The term “Contractor” in this document refers to a bidder responding to this DS, as well as the Contractor who is awarded the contract. The term “Bidder” is used to identify where specific responses to the DS are required.

The Contractor must respond to each requirement or question and explain how it will fulfill each requirement. Attach any supplemental information and appropriately reference within your response.

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 the appropriate checkbox and complete the entries as appropriate.

BACKGROUND

Original Contract requirements apply for this Section, in addition to the following:

One of EGLE’s strategic objectives is to become fully electronic, paperless organization. To accomplish this, EGLE has a three-prong approach: 1) automate processes so submissions are received electronically; 2) digitize all incoming mail; and 3) digitize any paper files (current and historical).

To assist in achieving this objective, EGLE is looking for a vendor to provide services to both document its records inventory and mature its overall approach to EDM. The vendor must have experience and working knowledge in the document management space and be able to identify areas of improvement. Specifically, how to implement or integrate industry best practices into EGLE’s workflow. It is important that this vendor has experience and knowledge of digitizing paper documents, applying legal and record retention requirements, and implementing applicable hardware and software solutions.

While not in this initial scope, it is anticipated that this vendor might be further requested to assist with implementation services associated with any new hardware and software solution.

SCOPE

Original Contract requirements apply for this Section in addition to the following:

EGLE is looking for a consultant to help document and mature its current document inventory and overall approach to EDM.

1. REQUIREMENTS

A. Provide services as required by the tier two SOW issued by any State agency or MiDEAL member.

B. State agency or MiDEAL members will issue each tier two SOW to all prequalified Contractors on SIGMA Vendor Self-Service. The tier two SOW will identify the deliverables, period of performance, specific response information required, work evaluation and payment criteria, and any additional terms and conditions that apply to that SOW. State agency or MiDEAL members issuing the SOW and contracts responding to the SOW must follow this process:

1) State agency or MiDEAL member will issue a SOW to all prequalified Contractors within that service region (and to all statewide Contractors) with a timeline including due dates for questions, responses, and performance period.

2) The Contractor must provide the criteria required in each SOW in their bid response and pricing must not exceed rates provided in Schedule B - Pricing.

3) State or MiDEAL member selection will be based on a best value evaluation using the criteria identified in the SOW.

C. Contractors confirms proficiency in virtual facilitation of services to be delivered if required by the individual tier two SOW, and the platform must be approved by the State of Michigan.

The Contractor:

1) Is proficient in utilizing various platforms for virtual facilitation of meetings and trainings (i.e. Microsoft Teams, Zoom).

2) Has the ability to leverage breakout room functionality for training and client meetings.

3) Has experience conduct hybrid meetings (combination of client facing and virtual attendees).

4) Can conduct process mapping and utilize additional interactive tools to facilitate process improvements or business analysis/redesign.

General Requirements The Contractor will be responsible for complying with all the Original Contract Requirements and for providing all Deliverables, Services and Staff to perform the work as indicated below.

The Contractor must have expertise and working knowledge in the document management space and be able to identify areas of improvement and how to implement industry best practices into EGLE’s workflow. The Contractor should have experience with digitizing paper documents, applying legal and record retention requirements and implementing applicable hardware and software solutions.

The Contractor must inventory, review current practices and tools, make recommendations, and develop a plan and approach to meet EDM goals.

Task 1: Complete a current document inventory and assessment

· Inventory volume of original hard copy documents by location and division (Con Hall, District Offices, Labs, GRMD core storage, and records center)

· Document how each division has categorized its documents (types) and managed filing to align with EGLE and Statewide Record Schedules

· Take into account and assess how litigation holds affect EGLE's processes.

· Identify the volume of documents held in excess of record schedules, recommending systems for ensuring future compliance with retention schedules.

· Generally classify documents based on data (public, internal, …) - sensitivity and security; include relevant confidentiality and privacy statutes.

· Determine physical condition of documents (fragile, unreadable, torn, …) and determine approach for these

Task 2: Scanning hardware and software assessment

· Bring working knowledge of industry hardware and software standards

· Capture and review current digitization standards from across the department (output, resolution, color, etc.)

· Make recommendations based on best practices and archival requirements

· Review current scanning hardware and software for suitability and make recommendations to enhance efficiency and reliability

· Ensure OCR/ADA requirements are considered Task 3: Electronic document management, indexing and storage assessment

· Complete a high-level inventory of EGLE’s electronic records

· Document current systems and storage areas used to support EDM in EGLE

· Document current EDM system integrations

· Review current EDM approach, including document naming and indexing conventions

· Document high level requirements / Epics on EDM (i.e. ~15-20)

· Make strategic recommendations based on best practices to meet EGLE needs Task 4: Scanning workflow and process design

· Develop department-wide and intra-division document scanning prioritization schemes based on business needs.

· Make recommendations on which documents that can remain as paper (e.g. those near end of retention period).

· Review and/or establish a quality control plan (e.g. scanned images for accuracy, legibility, and completeness; index accuracy; public vs. confidential information)

· Recommend ways to automate or streamline processes Task 5: Training and implementation

· Make recommendations based on industry standards, regulatory requirements, and department needs

· Develop and deliver staff training and resources to implement recommended changes in process

☐
I have reviewed the above requirement and agree with no exception.
☐
I have reviewed the above requirement and have noted all exception(s) below.

List all exception(s):

Bidder must describe how they will comply with Tasks 1 – 5 above:

B. Training The Contractor must provide documentation and training materials as described in the requirements section above.

☐
I have reviewed the above requirement and agree with no exception.
☐
I have reviewed the above requirement and have noted all exception(s) below.

List all exception(s):

Bidder must explain its training capabilities and any training that is included in its proposal:

2. Service Requirements A. Timeframes All Contract Activities must be delivered within nine months from receipt of order. The receipt of order date is pursuant to the Notices section of the Standard Contract Terms.

☐
I have reviewed the above requirement and agree with no exception.
☐
I have reviewed the above requirement and have noted all exception(s) below.

List all exception(s):

Bidder must describe how they comply with the above requirement(s):

3. Acceptance There are no additional Acceptance criteria for this tier-two solicitation.

☐
I have reviewed the above requirement and agree with no exception.
☐
I have reviewed the above requirement and have noted all exception(s) below.

List all exception(s):

4. Staffing A. Contractor Representative Please note: All other Original Contract Requirements Apply.

The Contractor must indicate if the Contractor Representative will remain unchanged or if a new Contractor Representative will be assigned to this SOW. Please indicate below:

Contractor Representative Name:

Contractor Representative. Phone Number:

Contractor Representative Email Address:

Years of Experience with Contractor:

B. State Agency Program Manager The State agency Program Manager for each party will monitor and coordinate the day-to-day activities of each individual State agency SOW (each a “State Agency Program Manager”):

State:
Contractor:

Brad Pagratis, Director EGLE, Information Management Division 525 West Allegan St. Lansing MI 48915 pagratisb@michigan.gov

(517) 388-1548 [Name] [Street Address] [City, State, Zip] [Email] [Phone]

C. Customer Service Phone Number The Contractor must confirm its phone number for the State to contact the Contractor Representative. The Contractor Representative must be available for calls during the hours of 8:00 am to 5:00 pm EST.

☐
I have reviewed the above requirement and agree with no exception.
☐
I have reviewed the above requirement and have noted all exception(s) below.

List all exception(s):

Bidder must identify its Customer Service Toll-Free Number:

D. Work Hours The Contractor must provide Contract Activities during the State’s normal working hours Monday – Friday, 8:00 a.m. to 5:00 p.m. EST.

☐
I have reviewed the above requirement and agree with no exception.
☐
I have reviewed the above requirement and have noted all exception(s) below.

List all exception(s):

E. Key Personnel The Contractor must appoint 1 senior business lead who will be directly responsible for the day-to-day operations of the Contract, (“Key Personnel”). Key Personnel must be specifically assigned to the State account, be knowledgeable on the contractual requirements, and respond to State inquiries within 2 hours.

The Contractor will be expected to perform some of the work in-person at Constitution Hall in Lansing and at various district offices around the state.

☐
I have reviewed the above requirement and agree with no exception.
☐
I have reviewed the above requirement and have noted all exception(s) below.

List all exception(s):

F. Contractor Personnel Please note: All other Original Contract Requirements Apply.

Position (Contractor Personnel to be assigned)

Name
Years of Experience

1. Managing Director

2. Project Manager

3. Consultant

4. Process Analyst

Titles must match those identified in the Original Contract Schedule B - Pricing.

Add additional rows as required.

G. Organizational Chart Please note: All other Original Contract Requirements Apply.

The Contractor must provide an updated Organizational Chart for all personnel assigned to the Contract. Please indicate below:

Org. Chart Attachment Name:

H. Disclosure of Subcontractors Please note: All other Original Contract Requirements Apply If the Contractor intends to utilize additional Subcontractors from those previously provided, please complete the table below. If Subcontractors remain unchanged, please indicate below.

1. Legal business name and full address.

2. State in which business was incorporated.

3. Phone number.

4. Website address.

5. The relationship of the subcontractor to the Contractor.

6. If the Contractor has a previous working experience with the subcontractor, provide the details of that previous relationship.

7. Description of subcontractor’s organization and a description of the Contract Activities that will be performed or provided by the subcontractor.

8. Information concerning subcontractor’s ability to provide the identified Contract Activities.

9. Of the total bid, the estimated price of the subcontractor’s work. (if applicable)

Geographically Disadvantaged Business Enterprise Sub-Contractors: If contractors plan to utilize subcontractors to perform more than 20% of the deliverables under this contract, at least 20% of that subcontracted work must be awarded to Michigan-based Geographically Disadvantaged Business Enterprises (GDBE). Contractor will submit a plan detailing all subcontractors to be used, including the percentage of the work to be done by each. Contractor must inform the State to the name and address of the GDBE, the percentage of the work they will complete, the total amount estimated to be paid to the GDBE and provide evidence for their qualifications as a GDBE. If contractor cannot find GDBE subcontractors to meet this requirement they must provide reasoning and justification to receive an exemption from this requirement from the State. (Existing business relationships will not be an approved reason for this.)

GDBE definition: "Geographically Disadvantaged Business Enterprise" means a person or entity that satisfies one or more of the following: (i) Is certified as a HUBZone Small Business Concern by the United States Small Business Administration. (ii) Has a principal place of business located within a Qualified Opportunity Zone within Michigan. (iii) More than half of its employees have a principal residence located within a Qualified Opportunity Zone within Michigan, or both.

I. Security The Contractor will be subject the following security procedures:

· Background checks

· Other security checks required to enter State facilities

☐
I have reviewed the above requirement and agree with no exception.
☐
I have reviewed the above requirement and have noted all exception(s) below.

List all exception(s):

Bidder must explain any additional security measures in place to ensure the security of the State and its facilities:

5. Project Management Original Contract requirements apply for this Section in addition to the following:

A. Agency Reporting The Contractor must submit to the Agency Program Manager, the following written reports:

· Bi-weekly status reports

· Final report upon completion of project

☐
I have reviewed the above requirement and agree with no exception.
☐
I have reviewed the above requirement and have noted all exception(s) below.

List all exception(s):

6. Service-Level Agreement (SLA) Original Contract requirements apply for this Section in addition to the following:

A. The Contractor will be held accountable to meet the requirements and the service level requirements established in this SOW.

B. The State reserves the right to reconsider or amend SLA amounts.

C. Please Note: Should bidders require clarification or have any questions with regard to the SLAs, they should submit them during the Question-and-Answer Period of this solicitation; please see the Proposal Instructions for the timeline.

Service Level Agreements for this Contract will be as follows:

SLA Metric 2.
Reporting
Definition and Purpose
The Contractor must provide bi-weekly completed and active project reports. A final report must be upon project completion as identified in Section 5.A. Reporting, unless prior written approval has been received from the Program Manager or designee.
Acceptable Standard
1. All reports will be received by the specified date.

2. All reports will be accurate and free of errors. Incomplete or inaccurate reports will be returned to the Contractor.

The acceptable standard is 100% compliance.

Credit Due for Failing to Meet the Service Level Agreements
1. $200.00 may be assessed for each inaccurate or late report submitted according to Section 5.A. Reporting.

Extenuating circumstances will be reviewed by the Program Manager before any Service Credits are assessed.

At the discretion of the State, these credits may be applied toward any payable due to the Contractor or be payable directly to the State.

SCHEDULE B – PRICING

Operational Consulting Services Tier-two:

Electronic Document Management (EDM) Consulting Services

Original Contract requirements apply for this Section in addition to the following:

Bidders must not exceed the hourly rates identified in their Original Contract Schedule B – Pricing to provide a lump sum fixed price not-to-exceed amount for the tier-two SOW project.

Project Name
Project Cost
EDM Consulting Services
$0.00
Staff/Role
Anticipated Hours
Per Hour Rate Original Schedule B - Contract
Total

1. Managing Director

2. Project Manager

3. Consultant

4. Process Analyst

Titles must match those identified in the Original Contract Schedule B - Pricing.

Add additional rows as required.

TOTAL

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