Media Storage Services RFP.docx

Bidder must enter company name here.

STATE OF MICHIGAN

Department of Technology, Management and Budget—Procurement

Request for Proposal No. 171 180000003469

Solicitation Manager Name: Brian Fairbrother Direct Phone: 517.249.0457 Email: FairbrotherB@michigan.gov Main Phone: 1-855-MI-PURCH 1-855-647-8724

This is a Request for Proposal (RFP) for:

Media Storage Services

RFP Timeline

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

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

PROPOSAL INSTRUCTIONS

1. PROPOSAL PREPARATION. The State recommends reading all RFP materials prior to preparing a proposal, particularly these Proposal Instructions and the Vendor Questions Worksheet. 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 RFP within the proposal. Include the bidder’s company name in the header of all documents submitted with your proposal.

RFP Structure and Documentation

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

3. QUESTIONS. Bidder questions about this RFP must be posted on www.michigan.gov/SIGMAVSS 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.

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

5. RESERVED. Statements made by the Solicitation Manager or designee at a pre-proposal meeting are not considered modifications to the RFP. If, however, the Solicitation Manager determines modifications to the RFP are warranted after the meeting, modifications will be posted in writing on www.michigan.gov/SIGMAVSS as explained in Section 4, Modifications.

6. 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. 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 Cover Page, 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) 373-4111 or (888) 734-9749.

7. RESERVED.

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

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 veteran (QDV) status under MCL 18.1261(8). Additional information on the QDV preference is available at: http://michigan.gov/micontractconnect/0,https://www.michigan.gov/dtmb/0,5552,7-358-82550_85746_48677-412612--,00.html,7-225-48677-123519--,00.html.

The State strongly encourages strict adherence to the Contract Terms. The State reserves the right to deem a bid non-responsive for failure to accept the Contract Terms. Nevertheless, the bidder may submit proposed changes to the Contract Terms in track changes (i.e., visible edits) with an explanation of the bidder’s need for each proposed change. Failure to include track changes with an explanation of the bidder’s need for the proposed change constitutes the bidder’s acceptance of the Contract Terms. General statements, such as that the bidder reserves the right to negotiate the terms and conditions, may be considered non-responsive.

The State may 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.

9. NOTICE OF DEFICIENCY. The State reserves the right to issue a Notice of Deficiency to bidders if the State determines after the proposal deadline that a portion of the RFP was deficient, unclear, or ambiguous. Failure to respond to a Notice of Deficiency timely may be cause for disqualification.

10. 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.

11. RESERVATIONS. The State reserves the right to:

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

b. 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.

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 RFP; (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 RFP.

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 Section 8, Evaluation Process, if the State receives only one proposal.

12. AWARD RECOMMENDATION. The contract will be awarded to the responsive and responsible bidder who offers the best value to the State, as determined by the State. Best value will be determined by the bidder meeting the minimum point threshold and offering the best combination of the factors stated in Section 8, Evaluation Process, and price, as demonstrated by the proposal. The State will post a Notice of Recommendation for Award on www.michigan.gov/SIGMAVSS .

13. DEBRIEF MEETING AND BID PROTEST. The State will post a Notice of Recommendation for Award, 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 electronically at BidProtest-DTMB@michigan.gov no later than 2 p.m., 5 calendar days after posting the Notice of Recommendation for Award on SIGMA VSS, or by 2 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.

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

14. STATE ADMINISTRATIVE BOARD. Contracts in excess of $500,000 require approval by the State Administrative Board. The State Administrative Board’s decision is final; however, its approval does not constitute a contract. The award process is not complete until the awarded contractor receives a contract fully executed by all parties.

15. GENERAL CONDITIONS. The State will not be liable for any costs, expenses, or damages incurred by a bidder participating in this solicitation. The bidder agrees that its proposal will be considered an offer to do business with the State in accordance with its proposal, including the Contract Terms, and that its proposal will be irrevocable and binding for a period of 180 calendar days from date of submission. If a contract is awarded to the bidder, the State may, at its option, incorporate any part of the bidder’s proposal into a contract. This RFP is not an offer to enter into a contract. This RFP may not provide a complete statement of the State’s environment, or contain all matters upon which agreement must be reached. Other than verified trade secrets, proposals submitted via www.michigan.gov/SIGMAVSS are the State’s property.

16. FREEDOM OF INFORMATION ACT. All portions of the bidder’s proposal and resulting Contract are subject to disclosure as required under Michigan’s Freedom of Information Act (FOIA), 1976 PA 442. However, please note the following:

a. 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, or financial or proprietary information” are exempt from disclosure under FOIA. And under MCL 18.1470(3), “proprietary financial and accounting” information is also exempt from disclosure under FOIA.

b. If information within a bidder’s proposal falls under the aforementioned exemptions, and the bidder seeks to have it withheld from disclosure under FOIA, then by the proposal deadline, the bidder must: (1) save exempt information in a separate file (i.e., document); (2) name the file/document “FOIA-EXEMPT”; (3) label the header of each page of the file/document “Confidential–Trade Secret,” “Confidential–Financial,” or “Confidential–Proprietary” as applicable; (4) clearly reference within the file/document the RFP schedule, section, and page number to which the exempt information applies; and (5) verify within the FOIA-EXEMPT file/document that the information meets the FOIA exemption criteria.

c. The State reserves the right to determine whether information designated as exempt by a bidder falls under the FOIA exemptions.

d. Resumes, pricing, and marketing materials are not trade secrets or financial or proprietary information.

e. Do not identify your entire proposal as “FOIA-EXEMPT,” and do not label each page of your proposal “Confidential.” If a bidder does so, the State may require the bidder to resubmit the proposal to comply with subsection (b) above.

f. If the State requires a bidder to resubmit a proposal for failure to follow these instructions, the State reserves the right to disqualify the bidder if the proposal is materially changed upon resubmission. In other words, amendments to the proposal should be restricted to that which is necessary to separate confidential from non-confidential information.

VENDOR QUESTIONS WORKSHEET

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

1. 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.

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

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.

3. 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.

4. 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.

5. State of Michigan Experience and Prior 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

6. Standard Contract Terms

Bidder must affirm agreement with the attached Contract Terms. If not in agreement, written exceptions in accordance with Section 8 Evaluation Process must be provided with Bidder’s proposal.

7. Other

Request For Proposal No. 171 180000003469 Media Storage Services

SCHEDULE A

STATEMENT OF WORK

CONTRACT ACTIVITIES

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

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.

BACKGROUND

This RFP is for the storage, retrieval and inspection of micrographic and magnetic media. The State of Michigan, Department of Technology, Management and Budget, Office of Support Services, Records Management Services (RMS) operates a records center that provides for the storage of government records. This RFP seeks a contractor’s storage facility with proper environmental controls and security for handling micrographic and magnetic media.

All state and local government agencies that utilize these services will do so under the direction and control of RMS, and the services must be approved by RMS before they are provided by the contractor.

SCOPE

The Contractor must:

· Provide safe, secure, environmentally controlled storage for micrographic and magnetic media in a “vault” type environment (see section 1.1).

· Provide pick-up and delivery services for the stored items.

· Maintain an electronic inventory of each item that is stored that includes, but may not be limited to, the item’s physical location, agency owner, agency code, record series item number, and associated accounting information (such as billing codes and charges).

· Inspect all micrographic media to confirm the micrographic format.

· Inspect micrographic media for evidence of deterioration, upon request.

REQUIREMENTS

All services performed under this Contract must be housed on a single site or campus that is located and staffed within the United States of America (preferably in the State of Michigan), unless specifically authorized by the State of Michigan in the Contract or a Contract Amendment.

1. General Requirements The Contractor must provide for the safe and secure storage, retrieval and inspection of micrographic and magnetic media for state and local government agencies of the State of Michigan. The Contractor must begin providing a full range of storage services within 30 days after the Contract is awarded.

As the Program Manager for this contract, RMS must approve all contract changes and change orders prior to their execution. All vendor complaints and requests for contract changes or related services must be directed to RMS for resolution or escalation to Complaint to Vendor.

The Contractor will be held fully liable in the event of loss, damage, theft, or destruction of records or information contained on the micrographic or magnetic media while in the Contractor’s possession. Any cost incurred by the State of Michigan, including the cost to recreate or recover lost, damaged or destroyed records will be the responsibility of the Contractor.

Bidder shall check only 1 box below, and identify exception(s)

I have reviewed the above requirement and agree with no exception.

1.1 Vault Facility

The Contractor must provide safe, secure, environmentally-controlled storage for micrographic and magnetic media in a “vault” type environment. A vault is a separate room within the Contractor’s storage facility that is designed for the storage of records on micrographic and magnetic media.

The vault room must have additional fire protection, security measures, and environmental controls in place. The vault must utilize a fire extinguishing system compliant with the National Fire Protection Association (NFPA) Standard 2001 on “Clean Agent Fire Extinguishing Systems,” current edition. Access to the vault must be restricted to authorized personnel. The vault must have an automated alarm system to prevent un-authorized access to the facility and the records. The vault must have a separate locking door with smoke and heat detection direct to Police and Fire departments. The vault must be secure from disasters such as fires, floods, riots, tornadoes, and explosives. Adequate security procedures and systems must be used to prevent loss, theft, or destruction of records to ensure the safety and integrity of the records that are stored by the Contractor.

The climate control of the vault must be maintained with the relative humidity at 35%, plus or minus 5%, and the temperature must not exceed 70 degrees Fahrenheit.

The Contractor must provide a tour of its storage facilities for approval by RMS prior to the award of this Contract. A description of the security and environmental systems and procedures that are used by the Contractor must be submitted with the proposal.

All micrographic and magnetic media must be stored at least 50 miles away from Grand Rapids, MI, due to the vital nature of the records being stored. Additionally, due to the Michigan Department of Health and Human Services needs to visit and inspect their film collection on a regular basis to ensure its stability, the vault must be located within a two-hour drive window from the Lansing State Capital, to avoid any overnight travel expenses.

Bidder shall check only 1 box below, and identify exception(s)

I have reviewed the above requirement and agree with no exception.

1.2 Media

Cellulose nitrate films cannot be stored in the vault. Micrographic and magnetic media stored under this Contract must not be commingled with other customers’ media in the vault.

“Certified clean” microfilm must be kept separate from microfilm that is not inspected within the facility. “Certified clean” means new polyester-based camera original, new silver duplicate film, or polyester based silver film was inspected by the Contractor, or otherwise “certified clean” by the State of Michigan. The Contractor’s employees who perform the actual inspection of microfilm to certify that it is clean must follow the International Organization for Standardization (ISO) standard ISO/TR 12031: 2000 “Micrographics -- Inspection of Silver-Gelatin Microforms for Evidence of Deterioration”. The storage facility must provide either two distinct vaults, or provide separate storage areas that are a minimum of 10 feet apart within a single vault, to store clean microfilm separately from microfilm that is not inspected.

Bidder shall check only 1 box below, and identify exception(s)

I have reviewed the above requirement and agree with no exception.

1.3 Media Storage and Inspection

The Contractor must provide documentation with their proposal of a past history of consistently meeting standards for the storage of micrographic materials as adopted by ISO (“Imaging Materials -- Processed Safety Photographic Films -- Storage Practices” ISO 18911: 2010), and the Association for Information and Image Management (AIIM) (“Standard Recommended Practice - Production, Inspection, and Quality Assurance of First-Generation, Silver Microforms of Documents” MS23-2004).

The Contractor must perform an inspection to verify the film type (silver or diazo) of all new or returned micrographic media within one week of check-in. The Contractor will submit a report to RMS within one week of completing the inspection that identifies which items were inspected, and the film type. RMS will provide a template to the Contractor for submitting this report.

The Contractor must be able to provide an inspection service for roll microfilm, if the service is requested by the agency and authorized in writing by RMS. This inspection service includes, but may not be limited to, the retrieval of the roll of film from the vault location, internal tracking of the roll of microfilm, the inspection of roll film performed in accordance with the International Organization for Standardization (ISO) standard ISO/TR 12031: 2000 “Micrographics -- Inspection of Silver-Gelatin Microforms for Evidence of Deterioration”. The inspection process will identify, but may not be limited to, inspection date, box ID number, box size, date filmed, film type, roll film size; film created by, container type, reel type, film base, observations of contaminates and recommended corrective action. The Contractor will provide results of the inspection to RMS for each roll of film that is inspected on an inspection form, or in a database format approved by RMS, and will return the film to its vault location.

Bidder shall check only 1 box below, and identify exception(s)

I have reviewed the above requirement and agree with no exception.

1.4 Pick-up and Delivery

Government agencies using this service will be responsible for providing all boxes used to store material. Box sizes are specified in Schedule B so they can be billed appropriately.

The Contractor is required to provide its own courier service for retrieving and delivering media. This service must not be sub-contracted to a third party without written consent of the State of Michigan. For state agency records, the Contractor must pick-up and deliver stored micrographic and magnetic media from the State of Michigan’s Records Center (3400 N. Grand River Ave., Lansing, MI 48909). Mileage and courier costs to/from the State of Michigan’s Records Center must be included in the rates specified in Schedule B, and cannot be billed separately.

The records must be available to the State of Michigan five days a week, Mondays through Fridays, except State holidays. Emergency access to records must be available seven days per week, 24 hours per day. The Contractor must provide the contact information for emergency retrievals.

The Contractor must have the capacity to retrieve microfilm and magnetic media and deliver it to RMS within 1 business day of receiving request from RMS. Cost of delivery to the State Records Center must be included in the monthly cost for storage. All pickups and deliveries for the State of Michigan must be performed by the Contractor.

There may be unique and specific pick-up and delivery instructions requested by a state or local government agency that may change the above process. These unique and special needs must be defined in an Authorizing Document that is agreed to and signed by the government agency, the Contractor and RMS. Charges for courier services for locations other than the State of Michigan’s Records Center must be included in the Authorizing Document, and are subject to the State of Michigan’s standard mileage reimbursement rate at the time of service.

Vehicles used for transportation of the media must be maintained in good working condition, and must remain locked at all times while transporting the records. Transportation vehicles must not be used for storage purposes, temporary or otherwise. At the end of a pickup or delivery, all State materials must be maintained within the Contractor’s secured building. When media is in the possession of the Contractor, and is not in the vault or a vehicle, the media must be maintained in a secure room in the Contractor’s facility.

The Contractor must enable records in their possession to be retrieved by the agency. The Contractor will allow a designated representative of the requesting state agency to come to the Contractor’s facility and retrieve the record(s) within two hours of being notified by Records Management Services (during normal business hours). The state agency must submit the retrieval request to Records Management Services, and Records Management Services will notify the Contractor. The Contractor cannot release state agency records without prior notification from Records Management Services. The Contractor must release the requested records only to an authorized representative of the requesting agency. The Contractor must require positive identification, such as a driver’s license, state identification, or a predetermined identification code, of the person receiving the records before the records are released. Under no circumstances is the Contractor to release any records or information to any person other than those authorized by the agency.

The State of Michigan will not pay any additional fees for the permanent removal of micrographic and magnetic media.

Bidder shall check only 1 box below, and identify exception(s)

I have reviewed the above requirement and agree with no exception.

1.5 Documentation and Billing

The Contractor must create records that document all services that are provided under this Contract. The documentation must include, but may not be limited to, dates the media is received, retrieved and/or delivered, film type verification dates, inspection dates and hours (if applicable), media storage location, tracking of items that are checked out/in, agency owner information, agency billing codes, and fees charged for each service. This documentation must act as input to the accounting process. The monthly invoices and billing statements must be submitted electronically (Microsoft Excel spreadsheet sent via email) to RMS as described in Section 6.

All media and documentation associated with this Contract, that is collected and/or created either in paper or electronic format by the Contractor, is the property of RMS, and must be turned over to RMS upon termination of this Contract in the manner prescribed by RMS.

The Contractor must maintain appropriate documentation and/or standard operating procedures in regards to all aspects of security measures throughout the term of this Contract and must, upon request, provide a copy of all such documents to RMS.

Bidder shall check only 1 box below, and identify exception(s)

I have reviewed the above requirement and agree with no exception.

1.6. 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 RFP.

Bidder shall check only 1 box below, and identify exception(s)

I have reviewed the above requirement and agree with no exception.

1.7. Quality Assurance Program

Explain your Quality Assurance Program(s).

Bidder shall check only 1 box below, and identify exception(s)

I have reviewed the above requirement and agree with no exception.

1.8. Incentives

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

Bidder shall check only 1 box below, and identify exception(s)

I have reviewed the above requirement and agree with no exception.

2. Service Levels

2.1. Meetings

The Contractor must attend meetings as requested by the State. The State may request other meetings as it deems appropriate.

Bidder shall check only 1 box below, and identify exception(s)

I have reviewed the above requirement and agree with no exception.

3. Staffing

3.1. Contractor Representative

The Contractor must appoint a Contractor’s Representative, Customer Service Representative, and Finance Coordinator 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 14 calendar days before removing or assigning a new Contractor Representative.

Bidder shall check only 1 box below, and identify exception(s)

I have reviewed the above requirement and agree with no exception.

3.2. Key Personnel

The Contractor must appoint one individual 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 inquires within one business day.

The Contractor may not remove or assign Key Personnel without the prior consent of the State. Prior consent is not required for reassignment for reasons beyond the Contractor’s control, including illness, disability, death, leave of absence, personal emergency circumstances, resignation, or termination for cause. The State may request a résumé and conduct an interview before approving a change. The State may require a 30 calendar day training period for replacement personnel.

The Contractor must identify the Key Personnel, indicate where they will be physically located, describe the functions they will perform, and provide current chronological résumés.

Bidder shall check only 1 box below, and identify exception(s)

I have reviewed the above requirement and agree with no exception.

3.3. Organizational Chart

Provide an overall organizational chart that details staff members, by name and title, and subcontractors.

Bidder shall check only 1 box below, and identify exception(s)

I have reviewed the above requirement and agree with no exception.

3.4. Customer Service Toll-Free Number

The Contractor must specify its toll-free number for the State to make contact with the Contractor Representative. The Contractor Representative must be available for calls during the hours of 8 am to 5 pm EST.

Bidder shall check only 1 box below, and identify exception(s)

I have reviewed the above requirement and agree with no exception.

3.5. Disclosure of Subcontractors

If the Contractor intends to utilize subcontractors, the Contractor must disclose the following:

The legal business name; address; telephone number; a description of subcontractor’s organization and the services it will provide; and information concerning subcontractor’s ability to provide the Contract Activities.

The relationship of the subcontractor to the Contractor.

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

A complete description of the Contract Activities that will be performed or provided by the subcontractor.

Bidder shall check only 1 box below, and identify exception(s)

I have reviewed the above requirement and agree with no exception.

3.6. Security

Records and information are essential to the operation of government and must be protected from vandalism, theft, unauthorized duplication, loss, damage or destruction while in the possession of the Contractor. Records and information may contain confidential information that is prohibited by statute from disclosure. The Contractor must provide safe handling, confidentiality and security over all records while in the Contractor’s possession or their sub-contractor’s possession. As a result, any individual with unescorted access to the materials must pass various background checks and training. This may include, but may not be limited to, employees, maintenance or repair workers, custodial workers, and drivers who handle deliveries.

The Contractor’s employees shall undergo a state of residency and national fingerprint-based and name-based background check prior to assignment to any services that handle or access criminal justice information while in storage or in transit. The background check and national fingerprint-based background checks will be administered by the Michigan State Police. If the results of the background check determine that the Contractor’s employee is not eligible, the Contractor’s employee may not be assigned to perform work for any service that handles or accesses criminal justice information.

Additional background checks or training about the handling of confidential or sensitive records and information may be required of the Contractor’s employees who perform work under this Contract. RMS will identify what is required of these employees and will notify the Contractor. These employees cannot perform any work associated with this contract until they pass any background checks or training that is required. In addition, some background checks or training may need to be repeated periodically. The Contractor’s employees must pass these periodic background checks or training to continue working on this Contract.

The Contractor may be subject to a security audit as a condition of award, and is subject to announced and unannounced security audits and site inspections after the Contract is awarded.

When visiting State of Michigan office buildings or local government agencies, the Contractor’s employees must wear a uniform and/or company identification badge that identifies they are working for the Contractor.

Unauthorized disclosure by the Contractor or a sub-contractor, of any information contained in any of the records will be cause for immediate cancellation of the Contract, and may result in prosecution for any violation of applicable laws.

The Contractor must explain any additional security measures in place to ensure the security of State facilities.

The bidder’s staff may be required to make deliveries to or enter State facilities. The bidder must: (a) explain how it intends to ensure the security of State facilities, (b) whether it uses uniforms and ID badges, etc., (c) identify the company that will perform background checks, and (d) the scope of the background checks. The State may require the Contractor’s personnel to wear State issued identification badges.

Bidder shall check only 1 box below, and identify exception(s)

I have reviewed the above requirement and agree with no exception.

4. Pricing

4.1. Price Term

Pricing is firm for the entire length of the Contract. Pricing for all fees associated with this Contract must be proposed by the Bidder using the Price Sheet in Schedule B.

Schedule B contains a volume estimate sheet. All quantities listed on the price sheet are estimates only. The State of Michigan does not commit to procuring any specific amount of services over the life of any Contract.

The Contractor must submit a single invoice provided at the end of each month, as specified by RMS. Invoices must be consistent in their format/appearance and contain information specified by RMS. Service descriptions contained in the invoice must be consistent with those contained in the monthly Excel spreadsheet. All supporting documentation must accompany the submitted invoices. Supporting documentation may include, but may not be limited to, packing slips indicating receipt of products and copies of postage receipts.

For balancing purposes, the Contractor must submit a completed Microsoft Excel spreadsheet containing line item detail for each service. This spreadsheet must be submitted electronically no later than the last business day of the month. The spreadsheet format will be provided to the Contractor by RMS at the beginning of each fiscal year.

RMS is responsible for billing the agency. The Contractor must direct all billing questions from an agency to RMS.

Bidder shall check only 1 box below, and identify exception(s)

I have reviewed the above requirement and agree with no exception.

4.2. Price Changes

Adjustments will be based on changes in actual Contractor costs. Any request must be supported by written evidence documenting the change in costs. The State may consider sources, such as the Consumer Price Index; Producer Price Index; other pricing indices as needed; economic and industry data; manufacturer or supplier letters noting the increase in pricing; and any other data the State deems relevant.

Following the presentation of supporting documentation, both parties will have 30 days to review the information and prepare a written response. If the review reveals no need for modifications, pricing will remain unchanged unless mutually agreed to by the parties. If the review reveals that changes are needed, both parties will negotiate such changes, for no longer than 30 days, unless extended by mutual agreement.

The Contractor remains responsible for Contract Activities at the current price for all orders received before the mutual execution of a Change Notice indicating the start date of the new Pricing Period.

Bidder shall check only 1 box below, and identify exception(s)

I have reviewed the above requirement and agree with no exception.

4.3 Electronic Catalog

To enable catalog management functionality, the Contractor must supply the State with product and pricing information as identified in Schedule B of this RFP. The Contractor must supply the State with updated product and pricing information over the duration of the Contract using the then- current catalog template provided by the State. Product and price changes provided in this manner will not take effect until the catalog is updated in the State’s procurement system.

Bidder shall check only 1 box below, and identify exception(s)

I have reviewed the above requirement and agree with no exception.

5. Ordering

5.1. Authorizing Document

Local government agencies, the Contractor, and RMS must agree and sign an Authorizing Document that identifies the items to be stored prior to transferring any items to the Contractor’s facility utilizing this Contract. (Note: state agency records that are stored are managed through the Records Center database that is maintained by RMS, so an Authorizing Document is not needed). It is the responsibility of the Contractor to develop the Authorizing Document for each customer. The Authorizing Document must contain all information necessary to identify all billable tasks and special needs or instructions of the local government agency.

The Authorizing Document must include, but may not be limited to, the following:

· Agency customer information (including billing/budget codes)

· Contact information of the primary contact and the financial contact (often two different people)

· Scope and objective of the storage service (including a description of the items to be stored)

· Pickup and delivery schedule and pricing

· Special needs and instructions

A copy of the final signed and approved Authorizing Document must be filed with the RMS. Any changes to the Authorizing Document after service commences must be agreed upon in writing and filed with a revised Authorizing Document. Changes to the Authorizing Document that have a quality or financial impact require signatures from all parties.

Bidder shall check only 1 box below, and identify exception(s)

I have reviewed the above requirement and agree with no exception.

5.2 Order Verification

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