Mesh RFP.docx

STATE OF MICHIGAN

Department of Corrections—Procurement

Polyester Mesh Fabric Request for Proposal No. 1900000001842

Solicitation Manager Name: Cathy Carr Direct Phone: 517-241-2192 Email: CarrC@michigan.gov

This is a Request for Proposal (RFP) for:

Polyester Mesh Fabric

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.

Bidders must submit any proposed alternate specifications as a question by the deadline for bidder questions. Specifications should be emailed with the question. The State may or may not approve a proposed alternate, in its sole discretion. Approval or disapproval of proposed alternates will be posted in the Q&A document online.

In addition, by the proposal deadline, the bidder must submit samples of work that are identical to the proposed Contract Activities. Samples must be clearly labeled with the bidder's name and RFP number and sent to:

Attn: Cathy Carr, Solicitation Manager Michigan Department of Corrections Grandview Plaza Building 206 E. Michigan Avenue Lansing, MI 48933

The bidder must supply two samples of each proposed material that meets the specifications as stated in Attachment A, Section 1.1 Product Specifications. One sample must be a minimum of 2 linear yards of proposed width and one sample must be a minimum of 1 linear yard of proposed width. If the bidder proposes multiple options, they must supply the above two sample sizes of each product. Each sample must be marked with an item number.

Bidder must supply specification sheets or other documentation with each material proposed showing:

· Fabric content

· Denier yarn

· Documentation must be marked with the sample item number.

Samples delivered to any location other than the location specified above may not be considered and may result in the bid proposal being disqualified.

Failure to supply the sample(s) as required may result in the bid proposal being disqualified.

Samples not destroyed in testing will be returned at the bidder's expense, if requested.

If a manufacturer submits samples on behalf of the bidder, the bidder must submit written confirmation from the manufacturer indicating that it will supply the materials indicated.

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. MANDATORY PRE-PROPOSAL MEETING.

A mandatory pre-proposal meeting will be held on April 17, 2019 at 10:30 pm EDT by telephone. The conference line number is 888-273-3658. The access code is 4642997. The purpose of the pre-proposal meeting is to discuss the RFP and the work to be performed, and may include an inspection of the facility to receive the goods sought in this RFP. Statements made by the Solicitation Manager or other staff 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.

Bidder may be disqualified by being late. Subcontractor sign-in is permitted in lieu of the bidder as evidence of attendance. Subcontractor must disclose the bidder they are representing and include the information on the sign-in sheet. Accessibility requests for reasonable accommodations at the pre-proposal meeting should be made with the Solicitation Manager at least 10 business days before the date of the meeting. Accommodation requests received outside this time period cannot be guaranteed.

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. QUESTIONS. Bidder questions about this RFP 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.

6. DELIVERY OF PROPOSAL.

Electronic – The bidder should 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) 373-4111 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.

The bidder should also submit its proposal in hard copy form (paper). The bidder should submit three copies of its technical proposal, attachments, and separately sealed price proposal by the proposal deadline. A hard copy proposal received after the proposal deadline identified on the Cover Page is considered a late proposal. The bidder must submit its hard copy proposal utilizing one of the following methods:

Delivery or Courier Michigan Department of Corrections – Finance Division 206 E. Michigan Avenue Lansing, MI 48933 U.S. Postal Service Michigan Department of Corrections – Finance Division PO Box 30003 Lansing, MI 48909

7. RESERVED

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

Step 1 – Technical Evaluation Technical evaluation of written bid proposal will be scored on the following criteria

Proposals receiving 80 or more technical evaluation points will proceed to Step 2.

Step 2 – Sample Evaluation Evaluation of samples will be pass/fail. MDOC and MSI staff will conduct the evaluation. The sample evaluation form is included as Attachment A, Product Sample Evaluation Form.

Proposals with samples that pass testing will proceed to Step 3. Failure of the sample to pass testing will result in the bid being disqualified from further evaluation.

Step 3 – Price Evaluation Proposals passing steps 1 and 2 will have their price evaluated. The State reserves the right to perform price negotiations as part of Step 3.

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(QVD/SDVOB) status under MCL 18.1261(8). Additional information on the SDVOB preference is available at: https://www.michigan.gov/dtmb/0,5552,7-358-82550_85746_48677-412612--,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 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.

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 to CookR6@michigan.gov no later than 5:00 p.m., Five calendar days after posting the Notice of Recommendation for Award, or by 5:00 p.m. the next business day if that date falls on a state holiday or weekend. The State reserves the right to adjust this timing and will publish any change on the SIGMA VSS system.

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

14. STATE ADMINISTRATIVE BOARD. Contracts equal to $500,000 or greater than 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. CONFIDENTIAL TREATMENT FORM AND THE 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), MCL 15.231, et seq. However, some information may be exempt from disclosure. 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.

a. 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.

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

ii. 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.”

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 RFP. 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 RFP 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 (CT FORM)

INSTRUCTIONS. Complete either Section 1 or Section 2 of this CT Form and sign where indicated. 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. See Section Error! Reference source not found. 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 bidder does not request confidential treatment of any material contained in the proposal.

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

[Printed Name] [Title] [Company]

Section 2. Confidential Treatment Is Requested

The 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.

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 whether the material is a trade secret (TS), financial information (FI), or proprietary information (PI); (2) explains the specific legal grounds that support treatment of the material as TS, FI, or PI; and (3) provides the contact information for the person at bidder’s organization authorized to respond to inquiries by the State concerning the material. Bidders must not simply cite to an applicable act or case name; rather, bidders must provide a complete justification as to how the material falls within the scope of an applicable act or relevant case law.

CONFIDENTIAL TREATMENT FORM (CT FORM)

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

[Printed Name] [Title] [Company]

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, phone number and vendor customer code in SIGMA VSS.

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/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. 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?

State if this experience is with onshore products, offshore products, or both.

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

State if this experience is with onshore products, offshore products, or both.

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

State if this experience is with onshore products, offshore products, or both.

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. 1900000001842 Polyester Mesh Fabric

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

The Michigan Department of Corrections (MDOC), Michigan State Industries (MSI), manufactures goods and provides services for sale to state agencies, tax supported entities and local governmental units. Polyester mesh fabric is a raw material that is used in the production of mesh laundry bags for the Michigan Department of Corrections. MDOC prisoner laundry bags will be washed full of clothing in industrial washing machines.

SCOPE

This is a request for a Contractor to provide polyester mesh fabric. The State reserves the right to add or delete material to best meet the needs of the ordering entity. The State reserves the right to use the contracted product in other ways at our discretion.

Bidders must submit any proposed alternate specifications as a question by the deadline for bidder questions. Specifications should be emailed with the question. The State may or may not approve a proposed alternate, in its sole discretion. Approval or disapproval of proposed alternates will be posted in the Q&A document online.

REQUIREMENTS

1. General Requirements

1.1. Product Specifications

The Contractor must provide polyester mesh fabric for the MDOC/MSI for use in the production of mesh laundry bags according to the following specifications. The Contractor will be required to provide the polyester mesh fabric as ordered and within the time constraints required.

The Contractor is solely responsible to ensure that products delivered meet the specifications and requirements of this RFP.

· 100% polyester mesh netting fabric.

· Must mesh openings must be 1 / 4 inches – 3 / 8 inches.

· 250/1000 denier yarn. MSI prefers a tight weave.

· Finished weight: 5.9 to 6.5 ounces per square yard.

· Finished width must be 46 1 / 2 to 49 1 / 2 inches wide.

· Material must have at least one selvage edge.

· Color bright white.

· Each roll must contain between 85 and 95 yards of mesh per roll.

· Fabric must be clean and free of any damage or flaws.

· Material must be manufactured to hold up in commercial industrial washers and dryers.

· The product must have product labels that state the country where the product was manufactured.

Bidder must check only one box below and identify exception(s):

MDOC will accept products manufactured on-shore or off-shore to determine the best value to the State. Bidders may propose material manufactured on-shore, off-shore, or both. Bidder must supply documentation as stated in Proposal Instructions 1. Proposal Preparation. Each sample must be labeled with an item number.

Bidder must reference the sample item numbers in their responses. Bidder must provide pricing for each item number proposed.

Provide the country or countries where the product(s) are manufactured.

Bidder must provide detailed information as requested in the above requirement(s).

1.2. Warranties

All deliverables must have a minimum one (1) year warranty against any and all manufacturer’s defects.

If there are deficiencies in the deliverables, the State will notify the Contractor by email of the deficiencies. The Contractor will have 30 calendar days to correct and resubmit the deliverables at no cost to the State.

All shipping costs for defective, damaged and/or flawed products will be at no cost to the State. The Contractor is solely responsible to coordinate the refund/return/replacement of damaged and/or flawed products.

Bidder must check only one box below and identify exception(s):

Describe any warranties included in the bid.

Provide the length of the warranty.

Explain the process for reporting warranty issues.

If the warranty is provided through a third party or manufacturer, the Contractor must confirm that the manufacturer’s warranty passes through to the State. Provide the name, address, contact name, phone number and email address of the party responsible for the warranty.

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

1.3. Recall Requirements and Procedures

In the event of a recall, the Contractor must immediately notify MDOC Contract Administrator, Contract Manager or designee, and Program Manager by email. The Contractor must provide instructions detailing the process to return the products to the Contractor at the expense of the Contactor. The Contractor is solely responsible for notifying MDOC and coordinating the return of the products.

1.4. Incentives

Explain any special incentives or services including, but not limited to, quantity tier discounts, etc.

Bidder must provide detailed information as requested in the above requirement(s).

Bidder Response:

1.5. Minimum Order

The State prefers that there is no minimum order quantity. If the Contractor requires a minimum order quantity, the Contractor must state the minimum order.

Bidder must provide detailed information as requested in the above requirement(s).

Bidder Response:

There is no specific guarantee of the number of orders that will be placed or total quantity ordered during the contract period.

1.6. Incorrectly Filled Orders

The Contractor must explain its mechanism to refund/return/replace incorrectly filled orders, including over shipments. The bid response must describe in detail the Contractor’s policy and procedure. The response must include the reporting process for notifying the Contractor. All returns for incorrectly filled orders must be at no cost to the State.

The Contractor is solely responsible to coordinate the refund/return/replacement of incorrectly filled orders.

Bidder must provide detailed information as requested in the above requirement(s).

Bidder Response:

1.7. Return Policy and Procedure

The Contractor must explain its return policy and procedure in the event that the State wants to return the items for reasons other than warranty, defects, or incorrectly filled orders. The Contractor should state who is responsible for the return shipping costs and if the Contractor charges a restocking fee.

Bidder must provide detailed information as requested in the above requirement(s).

Bidder Response:

1.8 Quality Control

What is the Contractor’s mechanism to guarantee the quality of the deliverable?

Bidder must provide detailed information as requested in the above requirement(s).

Bidder Response:

2. Service Levels

2.1. Time Frames

The State prefers that deliveries be made within 30 calendar days from receipt of order. The receipt of order date is pursuant to Section 2, Notices, of the Standard Contract Terms.

MDOC requires all deliveries be completed by the time period specified in the Contract.

In the State’s sole discretion, MDOC may deduct 1 % from the invoice for every week (7 calendar days) that the delivery is not received. If the Program Manager provides written pre-approval of the late delivery, invoice credit does not apply. The Contract Manager will review any credits for extenuating circumstances prior to assessing the credit.

The Contractor must state its delivery time after receipt of order.

Bidder must provide detailed information as requested in the above requirement(s).

The Contractor is solely responsible to ensure that it or any suppliers/subcontractors meet the delivery requirement.

The Contractor must verify with its manufacturing plant and/or supplier/subcontractors that the above time frame can be met. The Contractor must list in its response any known circumstances, such as, specific holidays, plant shutdowns, etc., that may affect the requested delivery time frames.

Bidder must provide detailed information as requested in the above requirement(s).

What is your manufacturer/supplier/subcontractor’s shut down schedule?

Bidder must provide detailed information as requested in the above requirement(s).

What is your manufacturer/supplier/subcontractor’s lead time?

Bidder must provide detailed information as requested in the above requirement(s).

The Contractor must describe its plan for guaranteeing that the deliverables will be met within the above time frame. This must include meeting the delivery time frame even during the specific holidays, plant shutdowns, etc., listed above.

Bidder must provide detailed information as requested in the above requirement(s).

2.2. Delivery

Deliveries will be accepted 6:30 a.m. through 3:00 p.m., EST/EDT Monday through Friday, excluding State of Michigan holidays. The State of Michigan holidays are: New Year’s Day, Martin Luther King Jr. Day, President’s Day, Memorial Day, Independence Day, Labor Day, General Election Day on even numbered years, Veterans Day, Thanksgiving Day, Day after Thanksgiving, Christmas eve, Christmas Day, and New Year’s eve.

Deliveries will be made at:

Parnall Correctional Facility Central Regional Warehouse Attn: Mattress Factory 1994 E. Parnall Road Jackson, MI 49201

The State reserves the right to add, delete, or change the delivery addresses.

Length for delivery trucks (tractor and trailer) is limited to 53 feet or less.

The Contractor is responsible for delivering the product to the delivery location specified on the purchase order. Delivery to any other facility or warehouse will not be accepted unless approved by the MDOC Contract Administrator prior to delivery. Program Managers and factory staff do not have the authority to approve alternate delivery locations. The State reserves the right to require that delivery be made directly to the factory which is located inside a correctional facility.

The Contractor should be aware that there is a possibility of a delay at any of the correctional facilities. The State will not be responsible for any additional charges which may arise due to delivery delays caused by a mobilization or any other reason.

Bidder must check only one box below and identify exception(s):

2.3. Reporting

The Contractor must provide various reports to the MDOC Contract Administrator, Contract Manager or designee, Program Manager, or designees, upon request. Examples may include itemized reports of total items purchased by MDOC, open invoice reports, delivery compliance reports, quality reports, and proof of delivery documentation.

Upon request, the Contractor must provide an Order Report to the Contract Manager or designee listing the Delivery Order Number, date of receipt of the Delivery Order, Quantity Ordered, Shipment dates and Quantities, and date of signed shippers by MDOC. The due dates will be agreed upon by the Contractor and MDOC.

The Contractor must proactively update the Contract Administrator, Contract Manager or designee and Program Manager of industry shifts and trends; as well as new products offered when such information becomes available.

The Contractor should annually evaluate how MSI can recognize savings of 5% or more, and provide the information to the Contact Administer and Program Manager. The due date of the reports and format will be agreed upon by the Contractor and MDOC Contract Administrator. Suggestions may include, but are not limited to:

A. Whether any products of equivalent specifications are available at a lower cost.

B. Whether price decreases are justified based on increased volume, market changes, or other issues.

Bidder must check only one box below and identify exception(s):

2.8. Meetings

The Contractor shall ensure that Contract Administrator and Contract Manager or designee are invited to any meetings with MSI factory or Business Office Staff. Notification shall be provided to the Contract Administrator and Contract Manager or designee by email at least 10 business days prior to the proposed meeting.

Mandatory Meetings The Contractor is required to participate in a kick-off meeting scheduled by the MDOC. The kick-off meeting is expected to be scheduled within 30 calendar days of the Effective Date of the Contract. The kick-off meeting may be conducted by phone.

Annual Meetings Upon request, the Contractor will attend annual meetings by telephone or in person to be held at a location and time of MDOC’s choosing. Topics shall include contract compliance, industry information, and other issues or concerns.

The State may request other meetings as it deems appropriate.

3. Staffing

3.1. Contractor Representative

The Contractor must appoint a representative specifically assigned to State of Michigan accounts who will respond to State inquiries regarding the Contract Activities, answer questions related to ordering and delivery, etc. (the “Contractor Representative”).

The Contractor must notify the Contract Administrator immediately upon removing or assigning a new Contractor Representative.

The Contractor Representative should be located within the continental United States.

The Contractor must provide the following information for the Customer Service Representative.

3.2. 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 must provide detailed information as requested in the above requirement(s).

3.3. Disclosure of Subcontractors

The Contractor must disclose if it intends to utilize subcontractors, including manufacturers/suppliers, in the performance of this Contract. Changes to the subcontractor must be approved by the State through the issuance of a Contract Change Notice. If the Contactor changes subcontractor/manufacturers, the State reserves the right to require new samples for testing and approval. The State reserves the right to require the Contract change sub-contractors at the State’s sole discretion.

Does the Contractor intend to utilize subcontractors including other manufacturers/suppliers? Bidder must respond Yes or No.

If the Contractor intends to utilize subcontractors, including other manufacturers/suppliers, the Contractor must disclose the following:

Item #

The legal business name, address, telephone number of the subcontractor(s).

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.

Of the total bid, the price of the subcontractor’s work.

Item #

The legal business name, address, telephone number of the subcontractor(s).

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.

Of the total bid, the price of the subcontractor’s work.

Item #

The legal business name, address, telephone number of the subcontractor(s).

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…