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Michigan.gov/MiProcurement
BIDDER QUESTIONS & ANSWERS
250000002038 Security Systems Maintenance and Support Services Solicitation Manager Name: Lisa Spitzley Direct Phone: 517-249-0440 Email: spitzleyL4@michigan.gov Main Phone: 1-855-MI-PURCH 1-855-647-8724
| Q # |
| Document and Section |
| Page # |
| Bidder Question |
| Answer (to be completed by the State) |
| 1 |
| Section 2, Sub-Section C |
| 47 |
| What is MDOC’s internal process for prioritizing repair requests? |
| MDOC Physical Plant Leadership will prioritize repair requests. The facilities will prioritize their own issues and repair requests and escalate to the Physical Plant Leadership for prioritization statewide. Physical Plant leadership will then communicate to the Contractor the priority for requests or update current request priorities. |
| 2 |
| 7.28.25 Final - Section 2, Sub-Section C |
| 47 |
| Using your current ticketing system please provide the average response time for all routine incidents |
| See p. 49 of RFP, Statement of Work, 1.1.E.1.c. Contractor Communication and Response Times for required response times. |
| 3 |
| Section 2, Sub-Section C |
| 47 |
| Using your current ticketing system please provide the average response time for all emergent incidents |
| See p. 49 of RFP, Statement of Work, 1.1.E.1.d. Contractor Communication and Response Times for required response times. |
| 4 |
| Scope |
| 40 |
| What is the historical uptime of MDOC’s security systems? |
| For each security system, MDOC leadership requires these systems to be running continually without downtime. MDOC is not able to define historical uptime, but strives to keep systems continually operational. |
| 5 |
| Scope |
| 40 |
| What is the current staffing level at each MDOC facility for maintenance coordination? |
| It is the responsibility of the resulting Contractor to determine the appropriate staffing levels at each MDOC facility for maintenance coordination. |
| 6 |
| Scope |
| 40 |
| What is the current inventory of all security system components at each site? |
| MDOC Physical Plant leadership recommends all facilities to keep a 10% attic stock of all security system components. This information in being tracked by Contractor currently and will be provided to the awarded Contractor upon any required transition. |
| 7 |
| Scope |
| 40 |
| What is the average age of MDOC’s existing security infrastructure? |
| This varies by facility and system and will be discussed more around implementation. Most are estimated to be between 7-10 years. |
| 8 |
| Scope |
| 40 |
| What is the expected lifecycle for each type of security system? |
| This varies by system and will be discussed more around implementation. Most are estimated to be between 7-10 years. |
| 9 |
| Scope |
| 40 |
| What is MDOC’s policy on contractor access during lockdowns? |
| If the facility is in active lockdown upon arrival, the Contractor staff may not be permitted to enter the facility and will realize a delay in most cases. If the facility begins lockdown while Contractor staff are already in the facility, the staff may be detained in the facility until the lockdown status is removed. Facility Wardens do have discretion to allow Contractor staff into and out of facilities if needed during a lockdown but is determined on a case-by-case basis. |
| 10 |
| Scope |
| 40 |
| What is the process for obtaining MDOC escort availability? If Bidder could provide efficiencies in terms of scheduling by region based on MDOC escort availability. |
| Contractors must contact each facility’s leadership or point of contact 48 hours in advance for a non-emergent deployments to determine if escorts are available. For emergent situations the facility will guarantee an available escort. |
| 11 |
| Scope |
| 40 |
| What is the current backlog of maintenance requests? |
| The current backlog of maintenance requests is 28. |
| 12 |
| Contractor Communication Response Times |
| 49 |
| What is the MDOC’s preferred method of communication for updates? |
| Email would be the MDOC’s preferred method of communication for updates. |
| 13 |
| Scope |
| 40 |
| What is the current attic stock inventory by facility? |
| See response to question #6. |
| 14 |
| Scope |
| 40 |
| What is the average monthly usage of attic stock? |
| The State averages 26 work orders per month. Of those 26 orders about 25% of them require repair using attic stock. An audit report will be provided to the awarded contractor. |
| 15 |
| Scope |
| 40 |
| What is MDOC’s policy on delivery during facility lockdowns? |
| Different facilities approach this process differently and it depends on circumstances of the lockdown. In some cases, permission may be given to receive deliveries. If the facility warehouse is outside the perimeter the staff that normally would receive the delivery may still be occupied by the lockdown. In most instances there would be a delay in delivery to the facility if in lockdown. Communication with facilities greatly helps avoid these issues. |
| 16 |
| SOW 1.4.A |
| 52 |
| What is the current cloud architecture used by MDOC? |
| MDOC does not currently utilize cloud storage for security systems. Storage solutions currently are all internal to each facility. |
| 17 |
| SOW 1.4.A |
| 52 |
| What is the MDOC’s cloud version control policy? |
| MDOC does not currently utilize cloud storage for security systems. Storage solutions currently are all internal to each facility. |
| 18 |
| Scope |
| 40 |
| Can MDOC provide a detailed list of current software versions and hardware models in use at each facility? |
| This information will be provided to the awarded Contractor upon contract finalization. |
| 19 |
| Scope |
| 40, 49 |
| Are there preferred vendors or restrictions for subcontractors beyond those listed in Schedule G? |
| No, there are no restrictions at this time; however, any proposed vendor or subcontractor by the Contractor would need to be reviewed and approved by MDOC Program Manager before work can be performed. |
| 20 |
| Scope |
| 40 |
| Will MDOC provide initial license counts and expiration dates for all systems? |
| Yes, upon award of the resulting contract(s). |
| 21 |
| Attic Stock Fulfillment and Tracking |
| 44 |
| Is there a preferred inventory management platform or format for attic stock tracking? |
| No, MDOC is open to options; however, there is a preference for platforms or systems that are capable of reading and tracking QR codes. |
| 22 |
| Scope |
| 40 |
| Are there any restrictions on subcontractor access to facilities or data systems? |
| MDOC requires LEIN clearance for all individuals entering MDOC facilities. The vendor or subcontractor must be pre-approved by MDOC Program Manager before assigning work or adding a subcontractor to perform work. |
| 23 |
| 5.3 Reporting |
| 70 |
| Can MDOC share templates or examples of required quarterly and annual reports? |
| Yes, templates will be provided to Contractor upon contract finalization. MDOC’s contract monitoring division will work with the awarded Contractor to develop templates to use for submitting reports. |
| 24 |
| Attic Stock Fulfillment and Tracking |
| 44 |
| Can MDOC describe the current process for inventory management reference in RFP or is MDOC seeking a fundamentally new feature? |
| Please see page 44- 1.1 General Requirements; Letter A-Attic Stock Fulfillment and Tracking. This defines the current process and what MDOC’s expectations are for inventory and tracking of attic stock through this new contract. Please provide bid responses as requested in the RFP. MDOC is open to alternatives to this process and bidders can suggest changes as appropriate. |
| 25 |
| Scope |
| 40 |
| Historically this has been divided into multiple contracts for supervision or maintenance, is the intent of this RFP to unify MDOC Security maintenance activities under a single contract vehicle? |
| Historically there was a unified contract managed by the State’s Design and Construction agency and is being rebid by DTMB and MDOC to manage going forward. |
| 26 |
| Attic Stock Fulfillment and Tracking |
| 44 |
| Post delivery how will MDOC communicate use or audit of attic stock based at MDOC locations to ensure accuracy? |
| By email and site visits performed by the MDOC Construction Manager who will communicate updates via MS Teams meeting and follow up email. The state would be open to proposed alternatives to this process. |
| 27 |
| Scope |
| 40 |
| In the context of this RFP does maintenance imply preventative maintenance? |
| Maintenance refers to both preventative maintenance and repair work. Repair work is specified within the requirements, preventative maintenance falls under the referenced scheduled maintenance. |
| 28 |
| Scope |
| 40 |
| Does MDOC anticipate receiving a fixed cost pricing proposal inclusive of all personnel, material, etc. or is MDOC anticipating a partially fixed cost based on overhead, with variable billing as a result of ticketing? |
| MDOC anticipates that bidders will complete Schedule B-Pricing as requested in the RFP and may include additional pricing models in their bid response if applicable. |
| 29 |
| Scope |
| 40 |
| Would MDOC prefer vendors to propose an all-inclusive preventative maintenance pricing model, covering routine inspections, system health checks, and proactive component replacements, given the potential for improved system reliability and reduced emergency repair incidents? |
| See Pricing Table in Schedule B. |
| 30 |
| Pricing |
| 40 |
| If Bidder, through it's buying power has different discounts through different OEMs and cannot provide a singular rate to provide best value to SOM. Is it possible to provide an alternate pricing structure? |
| See Schedule B, line 25. |
| 31 |
| Section 2, Sub-Section C |
| 47 |
| Can MDOC provide a sample of scenarios that may lead to a ticket being classified as emergent versus routine maintenance or support? |
| The scenarios that MDOC would include as emergent vis routine include but are not limited to: Life-safety, Perimeter Security, and video management systems. |
| 32 |
| Scope |
| 40 |
| Can MDOC clarify current pain points in the procurement/maintenance system in order to illustrate bottlenecks? |
| MDOC does not have any significant pain points with current provider. MDOC wants to emphasize all the aspects of current services that are going well that need to be maintained including but not limited to: communication with MODC facilities and Program Manager, response times, tracking of inventory, knowledge and ability of contractor staff, experience in working with MDOC security systems, and service reporting (end of deployment notification). Through the new contract, MDOC would like assistance in defining which aspects of security systems are considered IT based on State/MDOC definitions. |
| 33 |
| Section 9 SLA |
| 73 |
| Can MDOC clarify if the acknowledgement time requirement for emergent and routine maintenance tickets applies to both mediums of communication such as e-mail, telephone, etc. Is MDOC in support of phone call systems, with follow-up emails. Does this satisfy MDOC's communication requirements? |
| MDOC prefers e-mail communications as the main medium of communication for documentation and tracking purposes. Additional mediums can be used in addition to email which is what MDOC will consider as the main process for communication. The email notification will be the determining factor for response times and will be used to measure and assess SLAs. |
| 34 |
| Schedule B Pricing Table |
| 1 |
| Can MDOC clarify manufacturer's cost in Schedule B Pricing Table as referencing MSRP pricing? |
| No, Manufatures cost is what the resulting Contractor would pay to their suppliers or manufactures. This would require the awarded Contractor(s) to submit copies of their invoices from Manufactures or their suppliers. |
| 35 |
| Section C Work Request Generation |
| 47 |
| Could MDOC clarify the specifics of HVAC monitoring? |
| Building automation systems. |
| 36 |
| Section 10 Procurement, Monitoring, and Compliance |
| 76 |
| What guarantees does MDOC have in place for managing transition of documents, state property, etc. to the next contract holder in a timely manner? |
| The State will work with both the new Contractor and the existing Contractor to manage the transition of documents and State property in a timely manner. MDOC will work with the new Contractor and ensure they are not penalized or assessed SLAs for issues or delays that are not their fault. |
| 37 |
| Scope |
| 40 |
| Please clarify the scope of "System Design Services". Is this for maintenance mitigation only or also upgrades and technology refreshes? |
| This would be for maintenance mitigation only in most cases. For emergency situations, the Contractor would be required to provide documentation and assistance to the state. The resulting contractor would be responsible for tracking documentation from the state or 3rd parties on newly updated or installed equipment and providing that information to MDOC facilities as needed and requested. |
| 38 |
| Scope |
| 40 |
| Please confirm if there are any constraints to file size for alternative proposals that may provide greater value to MDOC? |
| File size is limited to 30 megabytes each with no limit to the # of files. If an issue is experienced with loading proposal documents please contact SIGMA VSS Helpdesk for assistance: |
Phone Number: (517) 284-0540 Email: SIGMA-Vendor@michigan.gov Fax: (517) 763-0300 Address: PO Box 30026 Lansing, MI 48909 Hours: Monday to Friday from 7 a.m. to 5 p.m., excluding State holidays. obtain a service ticket # and contact Solicitation Manager at spitzleyL4@michigan.gov and provide contact #.
| 39 |
| Scope |
| 40 |
| Is there preference in the evaluation criteria for bidders who are able to self-perform work? |
| Please review bid evaluation section of the bidder instructions. |
| 40 |
| Scope |
| 40 |
| Is the attic stock existing or will it need to be provided upon start of the contract? |
| Attic stock is in existence. |
| 41 |
| Scope |
| 40 |
| Is it possible to bid a more robust rate structure to reflect the variety of skillsets necessary and/or available for the work required? |
| See Schedule B, line 25. |
| What was last years and current YTD ticket load? Is it possible to break this down by priority and facility (or region)? |
| Last year’s ticket load was 321 total. This year’s YTD ticket load is 249. This is for all MDOC facilities across the state. |
| 43 |
| Scope |
| 1.1.B.3 |
| If MDOC is currently using a QR code, can a real-world example be provided to ensure compatibility with the proposed solution |
Current QR codes utilized are from the Fiix solution provided by MACMMS.com. MDOC does not require use of this solution.
| 44 |
| Scope |
| 1.1.C.1 |
| Can specific brand names be provided for the enumerated (a-j) technologies to ensure properly certified and trained staff are allocated for this contract? |
| a) Genetec |
b) Genetec
c) Guard 1
d) Balcom
e) Genetec
f) Polycom
g) Cisco, Aruba, Comnet
h) Varies from site to site.
i) Protalk
j) Cisco
| 45 |
| Scope |
| 1.3.A |
| For training in regard to tracking and auditing, is a eLearning Management (ELM) system currently in use? |
| No, not at this time. |
| 46 |
| Data Security |
| 1.9 |
| Please advise were to locate the data samples discussed in section 1.9 to validate data migration |
| Please email Solicitation Manager, Lisa Spitzley at spitzleyL4@michigan.gov to request a copy of the data sample. This information will not be publicly posted. |
| 48 |
| RFP Document; Hybrid Contract Terms |
| 25 |
| We have applied for the State of Michigan through the Department of Labor and Economic Opportunity (LEO) and been approved. We are awaiting the invoice. Is this acceptable until invoice is received? |
| This is sufficient for now, proof of approval from LEO would be required prior to award of any contract. |
| 49 |
| RFP Document; Schedule A – Statement of Work |
| 37 & 71 |
| Are office workers required to be paid Prevailing Wages? |
What rates are to be referenced for this work?
Prevailing Wage Rates are required when there is construction work involved in a project and pertains to construction workers, ie., Electricians, carpenters, etc. It is anticipated that the majority of the work performed via any contract resulting from this RFP will not contain construction type work, but system expansion projects could, therefore we need to include to be in compliance with the Prevailing Wage Laws. Office work would not be impacted by prevailing wage laws.
Web address to Prevailing Wage requirements and rates can be found on page 71 of RFP doc, Statement of Work, Section 8.1, Invoice Requirements and here: https://www.michigan.gov/leo/bureaus-agencies/ber/wage-and-hour/prevailing-wage/prevailing-wages-by-county
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