RFP 250000001354 - Integrated Ballistic Identification System for MSP - Statement of Work.docx

Michigan.gov/MiProcurement

SCHEDULE A – STATEMENT OF WORK

Request for Proposal No. 250000001354 Integrated Ballistic Identification System (IBIS) Enhancements, Maintenance, and Support for MSP

BIDDER INSTRUCTIONS:

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.

Bidder must respond to each requirement or question marked “BIDDER RESPONSE” below and explain how it will fulfill each requirement. Attach any supplemental information and appropriately reference within your response.

BACKGROUND

The purpose of this Contract is to provide an upgrade to the latest generation of Integrated Ballistic Identification System (IBIS) for all Forensic Science Division (FSD) Laboratories’ Firearms Units. This improved 3D imaging technology and search engine allows for more timely links between firearm-related incidents and enables FSD laboratories to meet the ATF’s Minimum Required Operating Standards. This proposal is part of a NIBIN improvement and expansion project to explore forensic technologies for firearms investigations, per MSP’s Strategic Direction 2.1.

SCOPE

This Contract is to provide equipment, shipping and handling, installation, commissioning, warranty to cover parts, labor and software upgrages, and basic training for the upgraded equipment as outlined in this Contract. This upgrade will replace the existing IBIS technology in the FSD Laboratories. IBIS equipment and software is connected to National Integrated Ballistic Information Network (NIBIN) through the Department of Justice’s JUTNet (Justice Unified Telecommunications Network). JUTNet is a closed network, pre-existing and in operation at the State’s existing IBIS sites. This Contract does not include hardware or software connectivity to the State’s Network whatsoever.

Requirements General Requirements The Contractor will be required to provide the following equipment:

1. Four (4) NIBIN Cartridge Cases Acquisition Upgrade Packages, each package comprising:

One (1) BRASSTRAXTM Acquisition Station One (1) Cartridge Case Kit One (1) color printer One (1) Fingerprint reader

2. One (1) NIBIN Cartridge Cases Acquisition, Analysis & Triage Package, comprising:

One (1) BRASSTRAXTM Acquisition Station One (1) MATCHPOINTTM Analysis Station for Cartridge Cases One (1) PAG800 Stereo Zoom Microscope One (1) Cartridge Case Kit One (1) color printer One (1) Fingerprint reader Bidder Response

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Installation The installation of the proposed system will occur within one working day per equipment package, per site.

Bidder Response

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Warranties The new systems must include a one-year warranty with an extended warranty purchase option.

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

Bidder Response

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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:

Recall Requirements and Procedures Contractor must notify the MSP Program Manager in writing within five (5) business days of any instrument or part recall identified and enacted by the Contractor. Notification must be sent via email to the MSP Program Manager.

Bidder Response

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Quality Assurance Program The Contractor must have a Quality Assurance Program(s) in place.

Bidder Response

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Bidder must explain their Quality Assurance Program(s):

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

Bidder Response

Bidder must provide detailed information as requested above (if none, write N/A).:

Post-Contract Transition Invoices must be sent via email to the MSP Program Manager within 45 days after expiration of contract. Invoices received after 45 days will result in a non-payment of invoice.

Bidder Response

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Service Requirements Delivery Equipment delivery between three (3) and six (6) months after receipt and acceptance of purchase order.

Delivery will be made to Michigan State Police Forensic Laboratory at each of the following addresses:

a. 6296 Dixie Highway, Bridgeport, MI 48722 (1 system upgrade and 1 new system)

b. 7320 N. Canal Road, Lansing, MI 48913 (1 system upgrade)

c. 2290 4 Mile Rd. NW, Grand Rapids, MI 49544 (1 system upgrade)

d. 1301 Third Street, Detroit, MI 48226 (1 system upgrade) Bidder Response

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Bidder must identify its plan for delivery and delivery method(s):

Training The Contractor must provide the following training:

Introductory online courses and on-site basic user training for a minimum of two (2) trainees.

Bidder Response

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Bidder must explain in detail how they will comply with the above requirements:

Bidder must explain training that is included in its proposal, as well as any additional training capabilities available and related costs, if any. This can be detailed in this response box or identified here as an attachment to this RFP.:

Reporting The Contractor must submit the following written reports to the MSP Program Manager:

1. The Contractor will notify the Program Manager of equipment build status, count, and anticipated delivery date(s) in writing via email the first day of each month until the delivery of all equipment is complete.

The State reserves the right to require additional reports, as needed.

Bidder Response

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Bidder must explain in any reporting that is included in its proposal and any additional reporting capabilities:

Meetings The Contractor must attend the following meetings:

1. Kick-off Meeting Kick-off meeting will be held within 14 calendar days of the effective date of the Contract. Purpose of the meeting will be to discussequipment build timeframe. Meeting location, whether in-person or virtual, will be mutually agreed upon between the State and the vendor.

State may request other meetings as it deems appropriate.

Bidder Response

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Acceptance Acceptance, Inspection, and Testing The State will use the following criteria to determine acceptance of the Contract Activities: Following site installation of the system at the sites, a Test Procedure will be executed. Upon the successful completion of this on-site Test Procedure, the system shall be deemed accepted, upon which the State’s authorized personnel will sign a Certificate of Conformance and Final Customer Acceptance form. The warranty commences upon the successful completion of the on-site Test Procedure.

Bidder Response

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Staffing Contractor Representative The Contractor must appoint a dedicated Account 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 at least 30 calendar days before removing or assigning a new Contractor Representative.

Bidder Response

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Bidder must identify its Contractor Representative with Name, Work Address, Phone, Email Address, and hours of availability.:

Customer Service Telephone Number The Contractor must specify its telephone number for the State to contact the Account Representative who must be available for calls during the hours of 8:00 am to 5:00 pm EST Monday through Friday.

Bidder Response

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Bidder must specify its telephone number for the State to contact the Contractor Representative.

Technical Support, Repairs and Maintenance The Contractor must specify its phone number for the State to contact the Contractor for technical support, repairs and maintenance. The Contractor must be available for calls and service during the hours of 8:00 am to 5:00 pm EST.

Bidder Response

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Bidder must specify its telephone number for the State to contact the Contractor for technical support, repairs and maintenance.:

Work Hours The Contractor must provide Contract Activities during the State’s normal working hours Monday – Friday, 8:00 a.m. to 5:00 p.m. EST and possible night and weekend hours depending on the requirements of the project.

Bidder Response

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Key Personnel The Contractor must appoint individuals 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 48 hours.

The State has the right to recommend and approve in writing the initial assignment, as well as any proposed reassignment or replacement, of any Key Personnel. Before assigning an individual to any Key Personnel position, Contractor will notify the State of the proposed assignment, introduce the individual to the State’s Project Manager, and provide the State with a resume and any other information about the individual reasonably requested by the State. The State reserves the right to interview the individual before granting written approval. In the event the State finds a proposed individual unacceptable, the State will provide a written explanation including reasonable detail outlining the reasons for the rejection. The State may require a 30-calendar day training period for replacement personnel.

Bidder Response

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The Contractor must identify all Key Personnel that will be assigned to this contract in the table below which includes the following:

1. Name and title of staff that will be designated as Key Personnel.

2. Key Personnel’s roles and responsibilities, as they relate to this RFP, if the Contractor is successful in being awarded the Contract. Descriptions of roles should be functional and not just by title.

3. Identify where each Key Personnel staff member will be physically located (city and state) during the Contract performance.

<Add more rows below as needed>

Bidder Response

Bidder must provide the resumes and information as required above - either in this response box or identified here as an attachment to this RFP:

Organizational Chart The Contractor must provide an overall organizational chart that details staff members, by name and title, and subcontractors.

Bidder Response

Bidder must provide an overall organizational chart that details staff members, by name and title, and subcontractors - either in this response box or identified here as an attachment to this RFP labelled as Organizational Chart.

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

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

· The relationship of the subcontractor to the Contractor.

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

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

· Geographically Disadvantaged Business Enterprise Sub-Contractors: If contractors plan to utilize subcontractors to perform more than 20% of the deliverables under this contract, at least 20% of that subcontracted work must be awarded to Michigan-based Geographically Disadvantaged Business Enterprises (GDBE). Contractor will submit a plan detailing all subcontractors to be used, including the percentage of the work to be done by each. Contractor must inform the State to the name and address of the GDBE, the percentage of the work they will complete, the total amount estimated to be paid to the GDBE, and provide evidence for their qualifications as a GDBE. If contractor cannot find GDBE subcontractors to meet this requirement they must provide reasoning and justification to receive an exemption from this requirement from the State. (Existing business relationships will not be an approved reason for this.)

GDBE definition: "Geographically-Disadvantaged Business Enterprise" means a person or entity that satisfies one or more of the following: (i) Is certified as a HUBZone Small Business Concern by the United States Small Business Administration. (ii) Has a principal place of business located within a Qualified Opportunity Zone within Michigan. (iii) More than half of its employees have a principal residence located within a Qualified Opportunity Zone within Michigan, or both.

Additional information on GDBEs can be found here:

Michigan Qualified Opportunity Zone (QOZ) Map Michigan Supplier Community (MiSC) Page Bidder must provide detailed information as requested in the above requirement(s).

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 Bidder.

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.

Security The Contractor will be subject the following security procedures: The Contractor will be required to show government issued identification and sign security paperwork at the delivery sites. While in the site, the Contractor will be escorted at all times by a designated Michigan State Police employee.

The Contractor must explain any additional security measures in place to ensure the security of State facilities. The State may require the Contractor’s personnel to wear State issued identification badges.

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

Bidder Response

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Bidder must explain any additional security measures in place to ensure the security of the State and its facilities:

Pricing Price Term Pricing is firm for the entire length of the Contract.

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

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

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

Bidder Response

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Ordering Authorizing Document The appropriate authorizing document for the Contract will be a Delivery Order (DO).

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Order Verification The Contractor must have internal controls approved by the Program Area to verify abnormal orders and to ensure that only authorized individuals place orders.

Bidder Response

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Bidder must explain in detail how they will comply with the above requirements:

Delivery Delivery Process The Contractor will be responsible for shipping the goods from its factory to the installation sites, for all charges related to exportation, customs clearance and importation of the goods, as well as duties and taxes related thereto, and for unloading the shipment on the loading dock.

All products delivered shall be free from defects in material, workmanship, and title.

The Contractor must explain in detail its delivery process (e.g., standard delivery and quick-ship), including any limitations such as quantity.

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

Bidder Response

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Bidder must explain in detail how they will comply with the above requirements:

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 Response

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Bidder must explain in detail how they will comply with the above requirements:

Invoice and Payment Invoice Requirements All invoices submitted to the State must include: (a) date; (b) purchase order; (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. Overtime, holiday pay, and travel expenses will not be paid.

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Payment Methods The State will make payment for Contract Activities via Electronic Funds Transfer (EFT).

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Procedure The bidder must provide invoices for all purchases. Invoices must be sent via email to the MSP Program Manager Bidder Response

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Licensing Agreement License fees for all software provided with the system shall be included in the initial purchase price and in any subsequent warranty charges. The Contractor must provide a copy of any applicable licensing agreement.

Bidder Response

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Bidder must provide a copy of any applicable licensing agreement (if not applicable, write N/A):

Environmental and Energy Efficient Products The Contractor must identify any energy-efficient, bio-based, or otherwise environmentally friendly products used in the products. Contractor must include any relevant third-party certification, including the verification of a United States Department of Agriculture-certified bio-based product label.

Bidder Response

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Bidder must explain in detail how they will comply with the above requirement(s):

Hazardous Chemical Identification In accordance with the federal Emergency Planning and Community Right-to-Know Act, 42 USC 11001, et seq., as amended, the Contractor must provide a Material Safety Data Sheet listing any hazardous chemicals as defined in 40 CFR §370.2, to be delivered. Each hazardous chemical must be properly identified, including any applicable identification number, such as a National Stock Number or Special Item Number.

The Contractor must identify any hazardous chemicals that will be provided under any resulting contract.

Bidder Response

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Mercury Content Pursuant to MCL 18.1261d, mercury-free products must be procured when possible. The Contractor must explain if it intends to provide products containing mercury, the amount or concentration of mercury, and whether cost competitive alternatives exist. If a cost competitive alternative does exist, the Contractor must provide justification as to why the particular product is essential. All products containing mercury must be labeled as containing mercury.

Bidder Response

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Brominated Flame Retardants The State prefers to purchase products that do not contain brominated flame retardants (BFRs) whenever possible. The Contractor must disclose whether the products contain BFRs. Contractor must describe how products that meet these requirements are identified or otherwise labelled.

Bidder Response

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Perfluoroalkyl and Polyfluoroalkyl Substances (PFAS) The Contractor must confirm that the provided products do not intentionally contain PFAS. This consists of all components of the provided products, including product packaging.

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Service-Level Agreement (SLA) A. The Contractor will be held accountable to meet the requirements and the service level requirements established in this Contract.

B. The State reserves the right to reconsider or amend SLA amounts for split awards should they occur.

C. Please Note: Should bidders require clarification or have any questions with regard to the SLAs, they should submit them during the Question and Answer Period of this solicitation; please see the Proposal Instructions for the timeline.

Service Level Agreements for this Contract will be as follows:

AND/OR

The Contractor must ensure that items and quantities delivered are exactly the items, brands, and quantities on the Order Confirmation. No substitutions will be allowed without prior written permission by Program Manager and a Change Notice executed by the Contract Administrator.

The entire order will be received on the same day unless a partial delivery has been approved in advance by the Program Manager.

Extenuating circumstances must be communicated by the Contractor to the Program Manager prior to the scheduled delivery date and time.

Items, brands, and quantities delivered will match the Order Confirmation exactly.

Signed and dated packing slips will be provided to designated Michigan State Police Forensic Laboratory personnel at the time of delivery.

The entire order must be delivered on the same day unless a partial delivery has been approved in advance by the Program Manager.

Orders not received in their entirety, as determined by a review of the Data Sources, will be considered inaccurate.

The acceptable standard is 100% compliance.

$500.00 may be assessed beginning with the sixth occurrence of non-compliance and on each occurrence thereafter in a given calendar year.

Extenuating circumstances will be reviewed by the Program 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. Payments made directly to the state will be completed within 10 days of notice of assessment.

Bidder Response

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