RFP 230000002913.Amendment.pdf

Michigan.gov/MiProcurement

PROPOSAL INSTRUCTIONS

Department of Department of Education Library of Michigan

Request for Quotes for Library Mobile Shelving for the Library of Michigan

Request for Proposal No. 230000002913

Solicitation Manager Name: Carol Munroe Direct Phone:517-214-3329

Email: munroec@michigan.gov

This is a Request for Proposal (RFP) for:

Quotes/Proposals are being requested to purchase and install a Power Mobile Storage

System for the Library of Michigan’s existing stacks and utilize existing shelving

RFP Timeline

Event Time

RFP issue date N/A Friday, August 4, Pre-proposal meeting NA NA Deadline for bidders to submit questions about this RFP

12:00 p.m. Eastern Wednesday, August 9, 2023

Anticipated date the State will post answers to bidder questions on www.michigan.gov/SIGMAVSS

NA Friday, August 11, Proposal deadline* 12:00 p.m. Eastern Friday, August 18, Anticipated contract begin date N/A Tuesday, September 12, *A bidder’s proposal received at 12:00:01 p.m. Eastern is late and subject to disqualification.

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

mailto:munroec@michigan.gov http://www.michigan.gov/SIGMAVSS

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 RFP Structure and Documentation 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.

Note that all documents and information submitted as part of a proposal will become public record immediately upon receipt by the State. Proposals received by the State may be posted on the State’s publicly available website after bidders are notified of the award recommendation.

RFP Structure and Documentation

Document Description Bidder Response Instructions

Cover Page Provides RFP title and number, important dates, and contact information for Solicitation Manager

Informational

Proposal Instructions Provides RFP instructions to bidders

Informational

Confidential Treatment Form

Required verification on whether bidder’s proposal contains confidential information

Bidder to complete and submit by proposal deadline

Vendor Questions Worksheet

Questions to bidders on background and experience

Bidder to complete and submit by proposal deadline

Schedule A – Statement of Work

Statement of work Bidder to complete and submit by proposal deadline

Schedule B – Pricing Pricing for goods and services sought by the State through this RFP

Bidder to complete and submit by proposal deadline

Contract Terms Provides legal terms for a contract awarded through this RFP

Deemed accepted by bidder unless information required in the Evaluation Process section of this document is submitted by proposal deadline

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

When contacting please email both individuals listed below:

Contact: Carol Munroe munroec@michigan.gov And

Jenny Manar manarj@michigan.gov

3. 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.

4. QUESTIONS. Bidder questions about this RFP must be emailed to Carol Munroe at munroec@michigan.gov - Solicitation Manager, and Jenny Manar at manarj@michigan.gov no later than 12:00 p.m. Eastern Standard Time on August 9, 2023 as 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.

Q # Document and Section Page # Bidder Question

5. DELIVERY OF PROPOSAL. Submission Deadline: 2 p.m., EST, August 18, 2023 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. 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) 284-0540 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. Note that all documents and information mailto:munroec@michigan.gov mailto:manarj@michigan.gov http://www.michigan.gov/SIGMAVSS mailto:munroec@michigan.gov mailto:manarj@michigan.gov submitted in any manner as part of a proposal will become public record immediately upon receipt by the State. Proposals received may be posted by the State on the State’s publicly available website after bidders are notified of the award recommendation.

5a. MANDATORY MINIMUM REQUIREMENTS To avoid disqualification, the bidder must provide documentation to support the following:

1. Bidder must be a certified authorized distributor or manufacturer of the brand Spacesaver Eclipse Powered Mobile Storage System, OR Equivalent, as described in Statement of Work – General Requirements - Product Specifications #1.1 A & B

2. If Bidder is an authorized distributor, a letter from the manufacturer must be attached with the bid.

Only proposals meeting the mandatory minimum requirements will be considered for evaluation.

6. EVALUATION PROCESS The State will evaluate each proposal on a PASS/FAIL basis based on the following criteria:

Criteria PASS/FAIL

1. Must meet product, brand, and manufacturer specifications OR equivalent as specified in Statement of Work – Schedule A

2. Quote must include all costs for the powered mobile storage system, labor, freight/shipping, handling, and installation – Schedule B - Pricing

3. Must be an Authorized Distributor OR equivalent product, brand, and manufacturer

The State will utilize all bidder information to determine fair market value for goods or services sought. If applicable, the State’s evaluation will include consideration of a bidder’s qualified disabled veterans/service-disabled veteran owned business(QDV/SDVOB) status under MCL 18.1261(8). Additional information on the SDVOB preference is available at: Michigan.gov/SDVOB 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. Failure to http://www.legislature.mi.gov/(S(12rtpbjmznw1mn4opquus2gz))/mileg.aspx?page=getObject&objectName=mcl-18-1261 https://www.michigan.gov/SDVOB respond timely to requests for proposed changes to Contract Terms during ongoing negotiations may be cause for disqualification.

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.

7. ACCEPTANCE OF CONTRACT TERMS. 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.

8. 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.

9. 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.

10. 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 the Evaluation Process section of this document if the State receives only one proposal.

11. AWARD RECOMMENDATION. The contract will be awarded to the responsive and responsible bidder who receives a PASS for each criterion and has the lowest price and is the best value for the State of Michigan.

The State will post an Award Recommendation and Evaluation Synopsis on www.michigan.gov/SIGMAVSS or in the manner that the solicitation was originally published.

12. DEBRIEF MEETING AND BID PROTEST. The State will publish an Award Recommendation and Evaluation Synopsis 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 Carol Munroe at munroec@michigan.gov and Jenny Manar at manarj@michigan.gov no later than 7 business days after posting the Award Recommendation and Evaluation Synopsis on SIGMA VSS. The State reserves the right to adjust this timing and will publish any change.

Additional information about the protest process is available at DTMB - Programs and Policies (michigan.gov) under the “Bidder Protests” link.

13. STATE ADMINISTRATIVE BOARD. Contracts equal to $250,000 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.

14. 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 https://stateofmichigan.sharepoint.com/sites/DTMB-Teams-DTMB-ProcurementTraining/Shared%20Documents/ADA%20-%20Forms%20and%20Templates/www.michigan.gov/SIGMAVSS mailto:munroec@michigan.gov mailto:manarj@michigan.gov https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.michigan.gov%2Fdtmb%2Fprocurement%2Fcontractconnect%2Fprograms-and-policies&data=05%7C01%7CMarpleA%40michigan.gov%7C36259407b7714f2fc9b608da4d2f9a34%7Cd5fb7087377742ad966a892ef47225d1%7C0%7C0%7C637907164092143816%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000%7C%7C%7C&sdata=9%2F9Df8aIcjEZ0FFOBpbCkgMx6x844b20gK2zRJR7ZVE%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.michigan.gov%2Fdtmb%2Fprocurement%2Fcontractconnect%2Fprograms-and-policies&data=05%7C01%7CMarpleA%40michigan.gov%7C36259407b7714f2fc9b608da4d2f9a34%7Cd5fb7087377742ad966a892ef47225d1%7C0%7C0%7C637907164092143816%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000%7C%7C%7C&sdata=9%2F9Df8aIcjEZ0FFOBpbCkgMx6x844b20gK2zRJR7ZVE%3D&reserved=0 or contain all matters upon which agreement must be reached. The bidder understands that their proposal will become public record immediately upon receipt by the State. Other than verified trade secrets, proposals submitted via www.michigan.gov/SIGMAVSS are the State’s property.

15. CONFIDENTIAL TREATMENT FORM AND THE FREEDOM OF INFORMATION

ACT. As a public record, 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, the State may exempt some information from disclosure as permitted by law. 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. If a bidder fails to properly complete and submit the CT Form or otherwise fails to follow CT Form instructions, the proposal may be publicly disclosed in its entirety without redaction after an award recommendation.

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.”

iii. Failure to complete and sign a CT Form may result in disqualification of the bidder. If a bidder fails to properly complete and submit the CT Form or otherwise fails to follow the CT Form instructions, the proposal, in its entirety, will be treated as a “Public Copy” and may be publicly disclosed by the State without redaction after bidders have been notified of an award recommendation.

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

INSTRUCTIONS. Bidder must complete either Section 1 or Section 2 of this CT Form and sign where indicated. Do not complete both sections. 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. If a bidder fails to properly complete and submit the CT Form or otherwise fails to follow CT Form Instructions, the proposal, in its entirety, will be treated as a “Public Copy” and may be publicly disclosed by the State without redaction after bidders have been notified of an award recommendation. See the Confidential Treatment Form and The Freedom of Information Act (FOIA) sections 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 the bidder does not request confidential treatment of any material contained in the proposal. If this section is completed, do not complete Section 2. CONFIDENTIAL TREATMENT IS

REQUESTED

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

RFP Number RFP Title

Signature Date

Printed Name, Title, Company

Section 2. CONFIDENTIAL TREATMENT IS REQUESTED This 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. If this section is completed, do not complete Section 1. CONFIDENTIAL TREATMENT IS NOT

REQUESTED.

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 the Proposal Page #, Section #, and Paragraph #, (2) identifies whether the material is a Trade Secret (TS), Proprietary Financial Information (FI), or Proprietary Information (PI), and (3) explains the specific legal grounds that support treatment of the material as TS, FI, or PI. Bidders must provide a complete justification as to how the material falls within the scope of an applicable FOIA exemption or relevant case law. Bidders must not simply cite to an applicable exemption or case name. Bidders must also provide the contact information for the person at their organization authorized to respond to inquiries by the State concerning the material.

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”.

(1) Proposal Page #, Section #, Paragraph #

(2) Material is Trade Secret

(TS), Proprietary Financial Information (FI), Proprietary

Information (PI)

(3) Applicable FOIA

Exemption with Written Justification

(4) Bidder Contact

Information

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

RFP Number RFP Title

Signature Date

Printed Name, Title, Company

VENDOR QUESTIONS WORKSHEET

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

Information Sought Bidder Response

1. Contact Information

Bidder’s sole contact person during the RFP process. Must include name, title, address, email, and phone number.

Person authorized to receive and sign a resulting contract. Must include name, title, address, email, phone number and vendor customer code in SIGMA VSS.

Provide person (Project Manager) responsible for day to day operation. Must include name, title, address, email, phone number

Notice – Provide name of person who will be responsible for notices – communicating with the State related to an executed contract (Purchase Order). Must include name, title, address, email, 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.

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 each of 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.

Bidder affirms that any business types identified on its SIGMA VSS profile, including those eligible for Geographically Disadvantaged Business Enterprise (GDBE) and Michigan Supplier Community Program (MiSC), are valid.

Choose an item.

3. Qualified Disabled Veteran/Service- Disabled Veteran-Owned Business Program https://www.michigan.gov/dtmb/procurement/contractconnect/programs-and-policies/programs/misc

Under MCL 18.1261, a “qualified disabled veteran” means a business entity that is 51% or more owned by 1 or more veterans with a service-connected disability. A “service-connected disability” means a disability incurred or aggravated in the line of duty in the active military, naval, or air service as described in 38 USC 101(16). Are you a qualified disabled veteran?

Choose an item.

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.

Choose an item.

If you enter “YES”, you are not eligible for contract award or to work as a subcontractor for the awarded vendor.

If you are awarded a contract under this solicitation, in order to provide the goods or

Choose an item.

http://www.legislature.mi.gov/(S(b2idoibk3wwdcrok5bm0s021))/mileg.aspx?page=getObject&objectName=mcl-18-1261 services required under a resulting contract, do you intend to partner or subcontract with a person or entity that assisted in the development of this solicitation?

If you enter “YES,” you are not eligible for contract award. An awarded vendor may not partner or subcontract with anyone to provide goods and services required under a resulting contract if that subcontractor or partner assisted in the development of this solicitation.

Will your company, or an employee, agent, or representative of your company, participate in the evaluation of the proposals received in response to this RFP?

Choose an item.

If you enter “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 name.

Contact role at time of project.

2. What role did your company play?

Status (completed, live, other – specify phase)

Results obtained.

Experience 3

Company name.

Contact name.

Contact role at time of project.

2. What role did your company play?

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 the Evaluation Process section of the Proposal Instructions must be provided with Bidder’s proposal.

Indicated Yes or No

7. Michigan Economic Impact

Number of employees currently employed at locations within the State of Michigan.

Number of additional employees to be employed at locations within the State of Michigan if awarded this Contract (if any)

Minimum wage paid to employees employed at

Average wage paid to employees employed at

Percentage of employees employed at locations within the State of Michigan that are covered by employer-provided health insurance.

8. Labor, Antidiscrimination and Environmental Laws Compliance

Bidder must disclose any violations of state or federal labor, antidiscrimination and employment laws and regulations received within the past five years.

Bidder must disclose any violations of state or federal environmental laws and regulations received within the past five years.

9. Supplier Diversity

Does your company have a supplier diversity program or training?

Choose an item.

Bidder agrees that if Bidder is awarded a contract with a dollar amount of $500,000 or greater from this RFP, Bidder shall provide a copy of their current EEO-1 demographic report provided that Bidder meets Federal requirements to file an EEO-1 report.

10. Other

Classification of Employees. I certify that the company has properly classified its employees in accordance with federal/state labor and employment laws.

Choose an item.

Abusive Labor Practices. The Contractor certifies that it will not furnish any Deliverable that was produced fully or partially by forced labor, forced or indentured child labor, or indentured servitude.

Choose an item.

Certification of Michigan Business- Public Act 431 of 1984, Sec. 268. I certify that the company has, pursuant to the provisions of Sec 268 of Public Act 431 of 1984, filed a Michigan Business Tax Corporate Income Tax Return. I certify that the company has, pursuant to the provisions of Sec 268 of Public Act 431 of 1984, filed a Michigan Income Tax return showing income generated in, or attributed to the State of Michigan. I certify that the company has, pursuant to the provisions of Sec 268 of Public Act 431 of 1984, withheld Michigan Income Tax from compensation paid to the company’s owners and remitted the tax to the Michigan Department of Treasury.

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Iran Linked Business- Public Act 517 of 2012.

I certify that the Company is not an Iran-Linked business as defined by Public Act 517 of 2012.

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Clean Corporate Citizen. I certify that the Company is a Clean Corporate Citizen as defined by the Environmental Protection Act, 1994 PA 451.

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Convict Labor. The Contractor certifies that if using convict labor, it is complying with all applicable state and federal laws and policies.

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SOM Debt/Tax Payment. All SOM tax/debts. I certify that all applicable State of Michigan taxes are paid, and that no outstanding debt is owed to the State of Michigan.

Authorization to Verify Information Provided by Vendor. I authorize the State to verify that all information provided in this registration, in bidding and contracting documents, and any attachments or supplement documents and processes are accurate.

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11. Response to State Requests

Bidder agrees to respond, by established deadlines, to all requests from the State including but not limited to, clarification requests, notices of deficiency, and proposed changes to Contract Terms.

Contractor must enter company name here.

SCHEDULE A – STATEMENT OF WORK CONTRACT

ACTIVITIES

Request for Proposal (RFP) No. 230000002913 Library Mobile Shelving for the Library of Michigan

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, as well as the Contractor who is awarded the contract. The term “bidder” is used to identify where specific responses to the RFP are required.

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.

IMPORTANT NOTE TO CONTRACTORS/BIDDERS: There are specific requirements for which acceptance must be simply acknowledged through a checkbox(es), and others that require further explanation. Click one checkbox and complete the entries as identified.

BACKGROUND

Michigan Department of Education Library of Michigan is seeking a one-time purchase of high-density mobile library shelving system.

SCOPE

Contractor must provide and install a Powered Mobile Storage System to the Library of Michigan’s existing stacks and utilize existing shelving.

REQUIREMENTS

General Requirements

1.1. Product Specifications

The Contractor must provide the following:

A. Brand/Model: Eclipse or Equivalent B. Product/System: Capacity of 8,0222 Linear Feet (LF) 9” deep shelving. Powered Mobile

Storage System must include the following features

• 3 Safety features all with visual indicators

1. Photosweep

2. Aisle Entry

3. Push button control panel

• Power override pack

• One piece tongue and grove rail design

• Roller guide bearing guidance for carriages

• 5”minimum wheel 3200 pound capacity

• (10) – dual access carriages 48’ L x 20” W, 1,000 lbs. per foot capacity

• Stationary platforms (1) 48’ x 20” 21’ x 20” & (1) 24’ x 20”

• 191 Welded cantilever frames 90” H x 36” W with base shelves, base supports and closures panels. Frames to accept existing 36” x 9” adjustable shelves. Must match NORDIC BLUE finish.

• Laminated End panels, one on each of carriage/platform

• (24) Laminated End Panels, one on each of carriage/platform

C. Manufacturer: Spacesaver or Equivalent

D. Powered Mobile Storage System must be installed in the space where the

Library’s existing free standing stacks are currently located

E. Powered movable Storage System must utilize the Library’s existing adjustable shelves.

Bids not specific or equivalent to brand, manufacturer, or product specifications will not be considered.

Bidder response:

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

☐ I have reviewed the above requirement and have noted all exception(s) below.

List all exception(s):

1.2. Labor

A. All labor cost must be included in quoted price.

☐ I have reviewed the above requirements and agree with no exception.

☐ I have reviewed the above requirements and have noted all exception(s) below.

1.3. Warranties

B. Contractor must provide (1) year warranty on labor.

C. The warranty shall start on the date system installation is accepted.

Bidder must provide detailed information requested below:

Describe any warranties included in the bid (if none, write N/A):

Provide the length of the warranty:

Explain the process for reporting warranty issues:

Explain how any repairs or replacements are made, including timing, etc.:

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:

Bidder must provide full warranty information and attach all supplementals. State YES or NO that this has been provided.

1.4. Recall Requirements and Procedures

Bidder must provide their recall procedures. If none, enter N/A.

2. Service Requirements

2.1. Delivery Timeframe

The Library of Michigan requires the Eclipse Powered Mobile Storage System or Equivalent to be delivered within 12 weeks After Receipt of Order (ARO).

Bidder response: Provide a delivery timeframe

2.2. Delivery

A. The Eclipse Powered Mobile Storage System or Equivalent must be shipped

F.O.B. Destination and all shipping and/or deliver fees must be included in the quoted price.

B. The Library of Michigan prefers delivery during normal business hours between

8:00 a.m. and 5:00 p.m. Eastern Standard Time.

C. The Contractor must contact the Program Manager, Don Todaro, at least 48 hours prior to delivery of shipment to the Library of Michigan. Upon execution of contract the Program Manager will contact to provide all necessary contact information.

The Eclipse Powered Mobile Storage System or Equivalent must be delivered to:

The Library of Michigan Butler Street Loading Dock 702 W Kalamazoo Street Lansing MI 48915 Attn: Don Todaro

Delivery will be calendar days ARO. Provide a delivery timeframe and installation timeline.

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

2.3. Packaging and Palletizing

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

Bidder must describe how they comply with the above requirement(s):

2.4. Installation

Installation will be expected to begin within 60 calendar days after delivery at the location listed below:

The Library of Michigan Butler Street Loading Dock 702 W Kalamazoo Street Lansing MI 48915 Attn: Don Todaro

Installation will be considered complete upon contractor’s coordination with The Library of Michigan Program Manager and Technical Services Manager or designee that the system has been set-up, tested, and accepted by Library of Michigan. Acceptance will be determined by the State Program Manager.

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

☐ I have reviewed the above requirement and have noted all exception(s) below.

Bidder must describe how they comply with the above requirement(s):

2.5. Service and/or Installation Support

The Contractor must specify its Call Center/contact telephone number and email address for the State to contact for service or installation support.

When installation issues arise Service Installation and Support must respond to the caller within 24 hours and on-site service must be scheduled.

Bidder response:

☐ I have reviewed the above requirements and agree with no exception.

☐ I have reviewed the above requirements and have noted all exception(s) below.

2.6. Delivery Method

The Contractor must provide the delivery method (e.g., UPS, FedEx, Contractor fleet, or other third-party carrier) it intends on utilizing in delivery of the Contract Activities.

Bidder response: Describe delivery method

3. Pricing Pricing per Schedule B is firm and fixed.

4. Ordering Authorizing Document The appropriate document for authorizing an order will be a State issued Purchase Order.

5. Acceptance and Inspection The State will use the following criteria to determine acceptance of the Contract Activities – this includes but is not limited to:

A. After delivery, within 14 calendar days the product will be subject to inspection by the Library of Michigan Technical Services Manager or designee to verify all items received are in undamaged condition. If any damage is discovered, a damage report will be forwarded to the Contractor. The Contractor agrees to repair/replace as required, per the Standard Contract terms.

B. Inspection of the final product upon conclusion of installation to insure functionality and incorporation into current shelving system. Inspection will be conducted by State Program Manager and Technical Services Manager. Final acceptance will be determined by the State.

6. Invoice and Payment

6.1. Invoice Requirements

All invoices submitted to the State must include: (a) date; (b) Purchase Order number;

(c) quantity; (d) description of the Contract Activities; (e) unit price; (f) shipping cost (if any); (g) vendor-generated invoice number and (h) total price. Purchase Order# will be provided by State Program Manager upon contract award.

6.2. Payment Methods

As required by MCL 18.1283, the State of Michigan will only disburse payments under this Contract through Electronic Funds Transfer (EFT).

The Contractor is responsible for ensuring current banking information is entered in the State vendor website:

https://sigma.michigan.gov/webapp/PRDVSS2X1/AltSelfService.

6.3. Procedure

All invoices must be submitted via email to the MDE Accounts Payable, Beverly Schmitt , at SchmittB2@michigan.gov; include cc: to Valencia Stewart at StewartV2@michigan.gov.

☐ I have reviewed Section 6. INVOICE AND PAYMENT and agree will all requirements with no exception.

☐ I have reviewed Section 6. INVOICE AND PAYMENT and have noted all exception(s) to requirements below.

7. Key Personnel:

The Contractor must appoint an 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 inquiries within 24 hours.

https://sigma.michigan.gov/webapp/PRDVSS2X1/AltSelfService mailto:CheekN@michigan.gov

Contractor’s Key Personnel must be on-site at the Library of Michigan during the following times: 8:00 a.m. – 5:00 p.m. while work is being conducted.

8. Liquidated Damages Late or improper completion of the Contract Activities will cause loss and damage to the State and it would be impracticable and extremely difficult to fix the actual damage sustained by the State. Therefore, if there is late or improper completion of the Contract Activities the State is entitled to collect liquidated damages in the amount of $5,000 and an additional $100 per day for each day Contractor fails to remedy the late or improper completion of the Work.

Enter company name here

SCHEDULE B - PRICING

Request For Proposal No. 230000002913 Library Mobile Shelving for the Library of Michigan

1. The Contractor must provide a pricing schedule for the proposed Contract Activities using the below Pricing Schedule. Failure to complete the pricing schedule as requested may result in disqualification of your proposal.

2. Price proposals must include all costs, including but not limited to, any one-time or set-up charges, fees, and potential costs that Contractor may charge the State (e.g., shipping and handling, per piece pricing, and palletizing).

3. The Contractor is encouraged to offer quick payment terms. The number of days must not include processing time for payment to be received by the Contractor's financial institution.

No quick payment terms are offered.

Quick payment terms of % discount off invoice if paid within days after receipt of invoice are offered.

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

SCHEDULE B - PRICING

PRICE SCHEDULE

Preferred manufacturer: Spacesaver or Equivalent Preferred product: Eclipse Powered Mobile Storage System

Bidder’s Response: Indicate offered system:

Manufacturer: Product:

Item

Description

Qty

Unit of Measure

Price

1 Eclipse Powered Mobile Storage System or Equivalent 1 EA $

2 Labor (If not included in Item 1 price) 1 Lump Sum $

3 Freight/Shipping (If not included in Item 1 price 1 Lump

Sum $

4 Handling (If not included in Item 1 price) 1 Lump Sum $

5 Installation (If not included in Item 1 price) 1 Lump Sum $

6 Total Price $

Vendor is deemed to have accepted these terms upon the earliest of vendor’s: written acceptance of these terms; commencement of work; receipt of payment; or submission of a bid, proposal, or other offer in response to a solicitation.

1. General. Vendor’s failure to deliver or comply with any of these terms, may result in damages against the Vendor and the termination of the Contract.

2. Delivery, Title and Risk of Loss. Vendor must pay all costs associated with packaging, freight, and shipping, and must ship all deliverables F.O.B. destination, inside delivery, unless otherwise specified in the Contract. Title and risk of loss or damage to deliverables remains with Vendor until the deliverables have been received, inspected and accepted by the State in accordance with these terms.

All containers and packaging become the State’s exclusive property upon final acceptance. Vendor shall ensure that all deliverables and services (“Deliverables”) are provided to the State by the date and time specified on the Contract. If Vendor fails to provide the Deliverables in accordance with the Contract, the State may reject the delivery and terminate the Contract without any termination charges or penalties, and Vendor must pay all associated costs, including, but not limited to, expedited routing costs, return shipping charges, the procurement of the Deliverables from another source, and any storage removal, or disposal expenses. The risk of loss of rejected or non-conforming Deliverables remains with Vendor. Rejected Deliverables not removed by Vendor within 10 calendar days will be deemed abandoned by Vendor, and the State will have the right to dispose of such Deliverables as its own property. Vendor is responsible for filing, processing, and collecting all damage claims.

3. Inspection. The State may inspect the work and activities of Vendor, and its subcontractors, at all reasonable times and places before, during and after delivery of the Deliverables. All Deliverables are subject to final inspection and acceptance by the State notwithstanding any prior payments or inspections. Final inspection will take place within 30 calendar days of the later of the delivery date, installation, or completion of services. If any Deliverables are non-conforming or defective, the State is entitled to, at its option and at Vendor’s expense: (a) a refund; (b) a credit; or (c) correction or replacement. If Vendor fails to correct defects or replace non-conforming Deliverables within 10 calendar days, the State may, in addition to its other remedies: (i) reject such Deliverables; (ii) accept such Deliverables at a discount; or (iii) make such corrections or replace such Deliverables and charge Vendor any resulting costs incurred by the State plus an additional 10% administrative fee.

4. Payment. Invoices must include an itemized statement of all charges. All undisputed amounts are payable within 45 calendar days of the later of the State’s: (a) receipt of an invoice; or (b) final acceptance of the Deliverables.