Optical Lenses SLA.docx
DOCX document 172 KB Posted
- Attached to
- Optical Lab Lenses
- Solicitation number
- RFP 472 210000000397 2
- Issued by
- Ingham County, Lansing City, Michigan
About this file
Service Level Agreement Summary: Optical Lenses Contract
This is a Service Level Agreement (SLA) document between the Michigan Department of Corrections (MDOC) and a vendor to be determined (TBD) for optical lenses procurement. The contract establishes performance metrics and service standards for the delivery and reporting of optical lenses products. The agreement specifies three primary performance metrics: delivery time frame, monthly reporting requirements, and shortage acceptance thresholds. The vendor must deliver orders within 14 business days from receipt, submit delivery dates to the Program Manager and Contract Monitor within two business days of order receipt, and provide accurate monthly order and delivery reports within 15 calendar days of month-end. The contract term and effective date are to be mutually negotiated, with the State's preferred implementation timeline of 7-10 business days reflected as an example.
The SLA establishes strict compliance standards of 100 percent for all metrics with corresponding financial penalties for non-compliance. Late deliveries occurring after the 15th business day incur service credits of 1 percent of the delivery order total, assessed on calendar day 10 and every business day thereafter up to 95 percent deduction. Late monthly reports trigger $100 assessments beginning on the 16th day and every five business days thereafter. Shortage penalties apply when deliveries fall below 95 percent of ordered quantities, resulting in a 2 percent deduction from the total delivery order amount. All service credits may be applied toward payments due to the vendor or paid directly to Michigan within 10 calendar days of demand. The MDOC Program Manager may provide written pre-approvals to waive service credits for late deliveries or shortages, and the Contract Manager will review extenuating circumstances before assessments are finalized.
View the file
Other files
| File | Type | Posted |
|---|---|---|
| RFP 2100000000397 Optical Lenses Amendment 1.docx | DOCX document | |
| RFP 210000000397 - Optical Lenses.docx | DOCX document |
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Text version
Agency/Vendor: MDOC/TBD
Contract #: TBD – Optical Lenses
Effective Date: *Contract Start Date*
The States preferred 7-10 business days is reflected below as an example. The timeframes will be updated according to the mutually negotiated contract.
Metric 1: Delivery Time Frame
Definition and Purpose:
1. The State requires that deliveries be made within 14 business days from receipt of order. The receipt of order date is pursuant to Section 2, Service Levels, of the Statement of Work
2. The Contractor must submit its Delivery Date, via email, within two business days of receipt of the order to the Program Manager and Contract Monitor.
Data Sources:
1. Monthly Order and Delivery Reports provided by the Contractor.
2. Internal MDOC data from SIGMA (The State of Michigan’s accounting application).
3. Internal MDOC data from Global Shop Solutions (Michigan State Industries’ Enterprise Resource Planning application).
4. Correspondence with Michigan State Industries staff.
5. Delivery correspondence from Contractor.
6. Written pre-approval correspondence of a late delivery from MDOC Program Manager.
Methodology:
Reconcile and review Data Sources 1-6 as needed.
Acceptable Standard:
The Acceptable Standard is 100% compliance.
Amount for Failing to Meet Service Level Agreement:
Deliveries are due within 14 business days from receipt. Deliveries after the 15th business day are considered late. 1% of the Delivery Order total will be assessed on calendar day 10 and every business day thereafter until the delivery is completed up to 95%. If the MDOC Program Manager provides a written pre-approval of a late delivery, the Service Credit does not apply.
Extenuating circumstances will be reviewed by the MDOC Contract Manager before any Service Credits are assessed. At the discretion of the State, these credits may be applied toward any payable due to the Contractor or be payable directly to the State of Michigan. Payments made directly to the State of Michigan shall be completed within 10 calendar days upon demand.
Metric 2: Reporting
Definition and Purpose:
The Contractor must ensure an accurate Monthly Order and Delivery Report is delivered via email to the MDOC within 15 calendar days from the close of the previous month.
Data Sources:
1. Monthly Order and Delivery Reports provided by the Contractor.
2. Correspondence with MSI Staff.
Methodology:
Reconcile Data Sources 1 and 2 as needed.
Acceptable Standard:
The Acceptable Standard is 100% compliance.
Amount for Failing to Meet Service Level Agreement:
Reports must be received within 15 calendar days of the close of the previous month. $100.00 will be assessed on the 16th day and every 5 business days thereafter until the reports are received by the MDOC.
Extenuating circumstances will be reviewed by the MDOC Contract Manager before any Service Credits are assessed. At the discretion of the State, these credits may be applied toward any payable due to the Contractor or be payable directly to the State of Michigan. Payments made directly to the State of Michigan shall be completed within 10 calendar days upon demand.
Metric 3: Shortages
Definition and Purpose:
The Contractor must ensure every delivery is within an acceptable range (at least 95% of the quantity ordered) to be considered complete. Shortages of 5% or less will be accepted.
The Contractor may split orders as long as 95% of the MDOC Delivery Order is received within the delivery time frame.
Data Sources:
1. Monthly Order and Delivery Reports provided by the Contractor.
2. Correspondence with MSI Staff.
3. Pre-Approval email from MDOC Program Manager
Methodology:
Reconcile Data Sources 1, 2, and 3 as needed.
Acceptable Standard:
The Acceptable Standard is 100% compliance.
Amount for Failing to Meet Service Level Agreement:
If the deliveries are not 95% complete, the MDOC will pay for the amount received after deducting 2% of the total Delivery Order amount. If the MDOC Program Manager provides a written pre-approval of the shortages, the Service Credit does not apply.
Extenuating circumstances will be reviewed by the MDOC Contract Manager before any Service Credits are assessed. At the discretion of the State, these credits may be applied toward any payable due to the Contractor or be payable directly to the State of Michigan. Payments made directly to the State of Michigan shall be completed within 10 calendar days upon demand.
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