Recommendation of Award and Synopsis.pdf

Recommendation of Award The Department of Education (MDE) has completed the evaluation of Request for Proposal 180000001471 for Library Collection Materials Vendor (Book Jobber) services and has recommended an award to The Emery-Pratt Company in the amount of $150,000.00.

Bidders who were not recommended for the award are encouraged to schedule a debriefing session with the Solicitation Manager. The debriefing session will provide the bidder with the State’s rationale on why the bidder was not recommended for the award. The Solicitation Manager may be contacted as follows:

Ruth Thole, Solicitation Manager TholeR@michigan.gov 517-373-3823

Background Information:

The purpose of the Request for Proposal is to establish a Contract for book and other library materials purchasing services, commonly known as a book jobber. The Library purchases and provides print books or ebooks for library workshop attendees; library science materials for loan to Michigan libraries; books for early literacy kits; as well as other materials typical to library collections.

The desired Contract will streamline the purchasing process for the Library by providing a single point of contact for library materials purchases.

Bidders:

The RFP was posted on SIGMA VSS on March 1, 2018 for 21 days. The following bidders submitted proposals by the published deadline of 2:00 p.m. EDT on March 21, 2017.

Bidder Address

City, State Zip SDVOB*

Baker & Taylor, LLC. 2550 West Tyvola Road, Suite 300 Charlotte, NC 28217 No

The Emery-Pratt Company 1966 West M-21 Owosso, MI 48867 No

Mackin Book Company 3505 County Road 42 West Burnsville, MN 55306 No

*SDVOB: Service-Disabled Veteran Owned Business

STATE OF MICHIGAN

ENTERPRISE PROCUREMENT

DEPARTMENT OF EDUCATION

608 W. Allegan St., Lansing, MI 48933 PO Box 30008, Lansing, MI 48909

Evaluation Synopsis I. Evaluation Process

A Responsible Vendor is a vendor that demonstrates it has the ability to successfully perform the duties identified by the solicitation. A Responsive proposal is one that is submitted in accordance with the solicitation instructions and meets all mandatory requirements identified in the solicitation.

Proposal Instructions, Section 6, Evaluation Process.

The State evaluated each proposal for compliance with the requirements, clarity, and the conciseness of presentation. Proposals were ranked within these categories:

Technical Evaluation Criteria Weight Prior Experience with Libraries:

Bidder had demonstrated professional experience with providing materials and services to libraries.

Qualifications:

Bidder’s staffing and ability to provide required services. 25

Project Plan:

Bidder’s functionality of order placement process, fulfillment time frame, average order delivery times.

Overall RFP:

Bidder’s proposal is clear, concise, and addresses all requirements of the RFP. 15

Price Proposal: 15

Total 100

Proposals receiving 80 or more technical evaluation points were considered for award. The full evaluation process is stated in the RFP Proposal Instructions.

II. Evaluation Method

Responses to this solicitation were reviewed by an Evaluation Team comprised of Subject Matter Experts Karren Reish and Shannon White.

III. Evaluation Results

A. Baker & Taylor, LLC The Evaluation Team determined that Baker & Taylor, LLC based on a score of 86, did meet the requirements of this RFP. This determination was accomplished by evaluating their responses to the Technical Evaluation Criteria.

1. Prior Experience with Libraries (20/25)

The Evaluation Team determined that overall the responses were mostly satisfactory, but the following exceptions were noted:

a. Information provided was brief and minimal making it difficult to determine if experience pertained to libraries and determine scope of work experiences.

2. Qualifications (22/25)

The Evaluation Team determined that overall the responses were mostly satisfactory, but the following exceptions were noted:

a) The bidder’s list of publishers may be too limited for the very wide variety of needs for special collection materials.

3. Project Plan (15/20)

The Evaluation Team determined that overall the responses were mostly satisfactory, but the following exceptions were noted.

a. The Library’s large special collections require the State to collect a variety of out-of-print material. The bidder’s proposal did not address the process to obtain out-of-print or unique materials that are not currently available from publishers and may be difficult to find.

4. Overall RFP (14/15)

The Evaluation Team determined that overall the responses were mostly satisfactory, but the following exceptions were noted:

a. The bidder’s proposal does not address all areas in sufficient detail – such as prior experience and plan to obtain out-of-print materials.

5. Price Proposal (15/15)

The Evaluation Team determined that the Bidder met all requirements of this Section with no exception

Total Score: 88/100

B. The Emery-Pratt Company The Evaluation Team determined that The Emery-Pratt Company based on a score of 95, did meet the requirements of this RFP. This determination was accomplished by evaluating their responses to the Technical Evaluation Criteria.

1. Prior Experience with Libraries (25/25)

The Evaluation Team determined that the Bidder met all requirements of this Section with no exception

2. Qualifications (25/25)

The Evaluation Team determined that the Bidder met all requirements of this Section with no exceptions.

3. Project Plan (16/20)

The Evaluation Team determined that overall the responses were mostly satisfactory, but the following exceptions were noted:

a. The bidder’s proposal did not include a list of publishers not handled.

4. Overall RFP (14/15)

The Evaluation Team determined that overall the responses were mostly satisfactory, but the following exceptions were noted:

a. The bidder’s proposal did not include a list of publishers not handled.

5. Price Proposal (15/15)

The Evaluation Team determined that the Bidder met all requirements of this Section with no exceptions.

C. Macklin Book Company

The Evaluation Team determined that Macklin Book Company, based on a score of 65, did not meet the requirements of this RFP. This determination was accomplished by evaluating their responses to the Technical Evaluation Criteria.

1. Prior Experience with Libraries (15/25)

The Evaluation Team determined that overall the responses were not satisfactory, and the following exceptions were noted.

a. The bidder’s experiences were larger in scope, education focused, and may not align with the Library of Michigan’s collection needs.

2. Qualifications (15/25)

The Evaluation Team determined that overall the responses were not satisfactory, and the following exceptions were noted:

a. The proposal indicates the bidder works with a limited number of publishers. The limitation will adversely affect the collection development needs of the State.

3. Project Plan (15/20)

The Evaluation Team determined that overall the responses were mostly satisfactory, but the following exceptions were noted:

a. The Library’s large special collections require the State to collect a variety of out-of-print material. The bidder’s proposal did not address the process to obtain out-of-print or unique materials that are not currently available from publishers and may be difficult to find.

4. Overall RFP (10/15)

The Evaluation Team determined that overall the responses were mostly satisfactory, but the following exceptions were noted:

a. The bidder’s experience and focus may not necessarily align with the State’s needs.

5. Price Proposal (10/15)

The Evaluation Team determined that overall the responses were mostly satisfactory, but the following exceptions were noted:

a. The bidder’s specific, offered discounts could not be clearly determined.

Total Score: 65/100

IV. Technical Evaluation Summary

Bidder

Criteria

Total Score

Prior Experience w/Libraries Qualifications Project Plan

Overall

RFP

Price Proposal

Baker & Taylor, LLC 20 22 15 14 15 86

The Emery-Pratt Company 25 25 16 14 15 95

Macklin Book Company 15 15 15 10 10 65

V. Pricing Summary

Pricing was evaluated for the bidders who passed technical. The following is a summary of the price proposals:

Baker & Taylor, LLc The Emery-Pratt Company

Discount off trade discounted material 10% - 45.5% 40% Discount off technical and reference material 0% - 25% 15%

Discount off non-discounted material 0% 3%

Drop-shipment No additional charge $5 minimum per box plus shipping fees

VI. Award Recommendation:

Award recommendation is made to the responsive and responsible Bidder who offers the best value to the State of Michigan. Best value is based on the proposal offering the best combination of:

1. Factors stated in Technical Evaluation Criteria, Section 6 Evaluation Process;

2. Specific experience working with a State Library and with similar work as required by the RFP;

3. Broad base of publishers handled and ability to acquire unique and out-of-print materials;

4. Discounts/pricing.

Award Recommendation is made to The Emery-Pratt Company in the amount of $150,000.00.