Kalamazoo Mobil Filing System - Revised.docx

Bidder must enter company name here.

STATE OF MICHIGAN

Department of Health and Human Services

High-Density Mobile Filing System Request for Quote No. 190000000640

Solicitation Manager Name: Jennifer Frank Direct Phone: 517-241-6563 Email: FrankJ4@michigan.gov

This is a Request for Quote (RFQ) for:

High-density mobile filing system for MDHHS Kalamazoo County Office 427 East Alcott Kalamazoo, MI 49001

RFQ Timeline

*A bidder’s quote received at 3:00:01 p.m. Eastern is late and subject to disqualification.

Questions should be emailed to Jennifer Frank at FrankJ4@michigan.gov.

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

Michigan Department of Health and Human Services

This document identifies the anticipated requirements of any Contract resulting from this RFQ. The term “Contractor” in this document refers to a bidder responding to this RFQ.

Attach any supplemental information (i.e. price quote) and appropriately reference within your response.

REQUIREMENTS

The new MDHHS Kalamazoo County Office is currently being built and needs a high-density mobile filing system to be installed May/June 2020. The mobile filing system will be located on the second floor in the center of the building. The high-density mobile filing system must accommodate 58,600 filing inches. The new building will be located at 427 East Alcott, Kalamazoo, MI 49001.

1. General Requirements

1.1. Product Specifications

The Contractor must provide the following:

Item Description:

Brands or trade names are for identification purposes only and do not limit the Contractor to such brands or trade names.

1.2. Warranties

Describe any warranties included in the bid and explain the process for reporting warranty issues and how the Contractor will handle any repairs or replacements.

The State reserves the right to require additional warranties other than those identified by the Contractor in its response to this RFQ.

PLEASE PROVIDE YOUR REPSONSE BELOW

1.3. Recall Requirements and Procedures

The Contractor must describe any recall procedures.

PLEASE PROVIDE YOUR REPSONSE BELOW

1.4. RESERVED

1.5. Incentives

Explain any special incentives or services including, but not limited to, return policies, trade-in programs, quantity discounts, etc.

PLEASE PROVIDE YOUR REPSONSE BELOW

2. Service Levels

2.1. Reserved

2.2. Delivery

Delivery will be expected within 180 calendar days upon date of order. Delivery will be made at 427 East Alcott, Kalamazoo, MI 49001.

2.3. Installation

Installation will be expected within 180 calendar days upon date of order. Installation will be considered complete upon MDHHS site review and approval.

2.4. Reserved

2.5. Maintenance

On-site maintenance must be performed according the recommended manufacturer maintenance schedule.

2.6. RESERVED

2.7. RESERVED

2.8. RESERVED

3. Staffing

3.1. Contractor Representative

The Contractor must appoint at least one individual, specifically assigned to State of Michigan accounts, that will respond to State inquiries regarding the Contract Activities, answering questions related to ordering and delivery, etc. (the “Contractor Representative”).

The Contractor must notify the Contract Administrator at least five calendar days before removing or assigning a new Contractor Representative.

3.2. RESERVED

3.3. RESERVED

3.4. RESERVED

3.5. RESERVED

3.6. RESERVED

3.7. RESERVED

3.8. Reserved

4. Pricing

4.1. Price Term

Pricing is firm for a 365-day period.

4.2. RESERVED

4.3. RESERVED

5. Ordering

5.1. Authorizing Document

The appropriate authorizing document for the Contract will be a Purchase Order.

5.2. RESERVED

6. Delivery

6.1. Delivery Contractor must deliver all Contract Activities F.O.B. destination, within the State premises with transportation and handling charges paid by Contractor, unless otherwise specified. All containers and packaging become the State’s exclusive property upon acceptance.

6.2. Packaging and Palletizing

Packaging must be optimized to permit the lowest freight rate. Shipments must be palletized whenever possible using manufacturer's standard 4-way shipping pallets.

7. RESERVED

8. Invoice and Payment

8.1. Invoice Requirements

All invoices submitted to the State must include: (a) date; (b) purchase order; (c) quantity; (d) description of the Contract Activities; (e) unit price; (f) shipping cost (if any); and (g) total price.

8.2. Payment Methods

The State will make payment for Contract Activities by EFT.

8.3. RESERVED

9. RESERVED

10. Licensing Agreement The Contractor must provide a copy of any applicable licensing agreement.

11. RESERVED

12. RESERVED

12.1. RESERVED

12.2. Hazardous Chemical Identification

In accordance with the federal Emergency Planning and Community Right-to-Know Act, 42 USC 11001, et seq., as amended, the Contractor must provide a Material Safety Data Sheet listing any hazardous chemicals, as defined in 40 CFR §370.2, to be delivered. Each hazardous chemical must be properly identified, including any applicable identification number, such as a National Stock Number or Special Item Number.

The Contractor must identify any hazardous chemicals that will be provided under any resulting contract.

12.3. Mercury Content

Pursuant to MCL 18.1261d, mercury-free products must be procured when possible. The Contractor must explain if it intends to provide products containing mercury, the amount or concentration of mercury, and whether cost competitive alternatives exist. If a cost competitive alternative does exist, the Contractor must provide justification as to why the particular product is essential. All products containing mercury must be labeled as containing mercury.

12.4. Brominated Flame Retardants

The State prefers to purchase products that do not contain brominated flame retardants (BFRs) whenever possible. The Contractor must disclose whether the products contain BFRs.

PRICING

1. The Contractor must attach a price quote for the proposed Contract Activities.

2. Price quote must be dated and on company letterhead and valid for at least 365 days. Quote must include all costs.

3. By submitting its proposal, the Contractor certifies that the prices were arrived at independently, and without consultation, communication, or agreement with any other Contractor.

VENDOR QUESTIONS

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

1. Contact Information

Bidder’s sole contact person. Include name, title, address, email, phone number and vendor customer code in SIGMA VSS

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

2. 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

Legal business name and address of parent company, if any

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

3. Qualified Disabled Veteran/Service-Disabled Veteran-Owned Business Program

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.

4. Other

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