RFP 260000001299 Q & A.docx
DOCX document 75 KB Posted
- Solicitation number
- RFP 472 260000001299 3
- Issued by
- Michigan
About this file
This is a Bidder Questions & Answers document for RFP #260000001299 issued by the State of Michigan for Fabrics, Clear Vinyl, Bed and Bath Linens for Michigan State Industries (MSI). The solicitation encompasses multiple fabric and linen products including rib knit fabric, flat knit fabric, thermal fabric, terry washcloths, wool material, black Supplex nylon, athletic mesh, clear vinyl, twill fabrics in various weights and colors, broadcloth, bath towels, and pillowcases. The proposal deadline is March 27, 2026 at 3:00 p.m. Eastern. The contract term is an initial base period of three years with possible option years. No samples are available for review, and vendor site visits to view physical items are not permitted prior to the bid due date. Awarded contractors may be allowed to visit MSI facilities at MSI's discretion. The Q&A document provides clarifications on product specifications, including material composition, weight standards, weave types, denier specifications, and packaging requirements, with several specification revisions issued by the State in response to bidder inquiries.
Pricing must be quoted on an F.O.B. Destination basis with transportation charges included in the unit prices for all orders meeting minimum order requirements, and the State will not pay separate freight charges. The document provides historical estimated three-year usage data for each product line to assist bidders in forecasting, though MSI notes it cannot provide purchase forecasting and actual purchases may vary significantly from estimates. Service Level Agreements include a 1% per day credit penalty for non-compliance with delivery requirements, which the State has confirmed will not be removed or revised. Bidders may propose alternative delivery timelines and submit proposed changes to contract terms with track changes and explanations; failure to include track changes constitutes acceptance of the contract terms. The State reserves the right to deem bids non-responsive for failure to accept contract terms. Extenuating circumstances for SLA penalties will be reviewed by the MDOC Contract Manager before credits are assessed. Previous bid tabulations can be requested through the Michigan Department of Corrections FOIA office.
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Other files
| File | Type | Posted |
|---|---|---|
| RFP 260000001299 - MSI Fabrics.docx | DOCX document | |
| Schedule E - Appendix H - CJIS Security Addendum.pdf | ||
| RFP 260000001299 - MSI Fabrics - Attachment 1.xlsx | XLSX spreadsheet | |
| RFP 26 1299 Amendment 1 - RFP Timeline .docx | DOCX document |
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Text version
Michigan.gov/MiProcurement
BIDDER QUESTIONS & ANSWERS
RFP # 260000001299
Fabrics, Clear Vinyl, Bed and Bath Linens for Michigan State Industries
| Q # |
| Document and Section |
| Page # |
| Bidder Question |
| Answer (completed by the State) |
| 1. |
| Bidder Proposal / Instructions |
| 1 |
| Proposal due date is listed on proposal as 3/27/26. However, the solicitation system ticker shows 3/8/26 (only 6 days remaining). Which is correct? |
| The proposal is correct; the proposal deadline is 3/27/26 at 3:00 p.m. Eastern. Sigma has been updated to reflect the correct date. |
| 2. |
| Schedule B Pricing |
| 81 |
| Clear vinyl UOM in price list is Yd. Do you mean Linear Yard (LY)? Please clarify. |
| Yes. |
| 3. |
| Schedule B Pricing |
| 81 |
| Can you share most recent historical pricing / award information? |
| This information is not necessary to submit a bid. |
| 4. |
| SCHEDULE A – STATEMENT OF WORK |
Section 1
1.2. Product Specifications
F. Black Supplex Nylon
| 41 |
| Is this product required to be Supplex brand specifically, or would an equivalent, non-branded material be acceptable? |
| No, however, for an alternate to be considered, specifications had to be submitted with the bidder questions. Per the proposal instructions, “For alternate specifications, Bidders must submit any proposed alternate specifications or products as a question by the deadline for bidder questions. Specifications must be emailed with the question. The State may or may not approve a proposed alternate, in its sole discretion. Approval or disapproval of proposed alternates will be posted in the Q&A document online.” |
| 5. |
| SCHEDULE A – STATEMENT OF WORK |
Section 1
1.2. Product Specifications
F. Black Supplex Nylon
| 41 |
| Does the requested material need to be woven or knitted? |
Woven.
| 6. |
| SCHEDULE A – STATEMENT OF WORK |
Section 1
1.2. Product Specifications
F. Black Supplex Nylon
| 41 |
| What is the denier of the yarn? |
| 70d x 160d |
The State hereby adds the following specifications to the Statement of work, 1.2 Product Specifications, F. Black Supplex Nylon Includes clear breathable waterproof coating.
100% soft textured nylon – 228 thread count per sq. inch.
| 7. |
| SCHEDULE A – STATEMENT OF WORK |
Section 1
1.2. Product Specifications
G. Athletic Mesh
| 43 |
| Can you please provide the size of the mesh holes? |
The State hereby revises the Statement of work, section 1.2 Product Specifications G. Athletic mesh to 100% polyester flat back dimple mesh.
| 8. |
| SCHEDULE A – STATEMENT OF WORK |
Section 1
1.2. Product Specifications
H. Clear Vinyl
| 44 |
| Is this requested product an unsupported clear vinyl film, or does it have a substrate such as a polyester scrim? |
| There is no scrim, the product is clear vinyl suitable to make shower curtains. |
| 9. |
| SCHEDULE A – STATEMENT OF WORK |
Section 1
1.2. Product Specifications
H. Clear Vinyl
| 44 |
| Can you please advise the weight of this requested material in oz/sqyd or gsm? |
Clarification - For Item 13 – Clear Vinyl (MSI#: 26-3145-CL), the specification lists the material as 12 gauge (~0.012") clear vinyl, which indicates the thickness.
However, for quoting purposes, vinyl materials typically have a minimum weight requirement (in "oz/sqyd" or "gsm") . That information doesn't appear on this solicitation.
1 oz/sqyd
10.
We are looking into this solicitation as a vendor with extensive experience providing fabric rolls and cut sheets and towels for cheap pricing.
Can you please provide the previous bid tabulation ?
Previous bid tabulations can be requested through MDOC-FOIA@michigan.gov. Please specify the material(s) in your request.
11.
May we receive a report with the last 5 years’ usage on these items, by item?
We have provided our best estimated usage for the 3-year contract in Schedule B - Pricing.
Approximate 3-year historical usage is listed in the table below.
12.
Are samples available for each of the items to ascertain quality?
No.
13.
Can a vendor make a site visit prior to due date to view physical items?
No.
| 14. |
| Section 1.2, Item E |
| 40 |
| WOOL; wool material specification is incomplete. Please provide a detailed specification. |
Clarification for the specifications requested: what kind of wool - fresh or worsted? Technical details of the product - yarn size and density, can MSI provide a reference what finished product looks like?
1st run wool. 200lb. breaking strength per skein.
Wool content: 80% minimum., 87% maximum
| 15. |
| Section 1.2, Item F |
| 41 |
| BLACK SUPPLEX; Supplex is a brand name. If specs are met, must product be Supplex brand |
| See above question #4. |
| 16. |
| Section 1.2, Item G |
| 43 |
| ATHLETIC MESH; specifications are unclear. Please provide a detailed mesh product specification and sample to ensure correct item is quoted. |
Clarification requested for what specifications are being requested: Regarding the athletic mesh: fabric construction, size of hole, yarn size and density, warp knitted or circular knitted, reference of finished product.
Warp Knitted. Textured polyester, one sized 150denier and the other is 70 denier. Weight 6.1 oz/sq yd.
| 17. |
| Section 1.2, Item H |
| 44 |
| CLEAR VINYL; this specification does not represent vinyl fabric. Is this line item for vinyl film? |
| See above question #8. |
| 18. |
| Section 1.2, Item M |
| 50 |
| PILLOWCASES; pillowcases are not measured in pounds per dozen in the same fashion as terry towels/toweling is measured. What is the basis weight of the percale fabric used to produce the pillowcases? |
Finished pillowcase is .214lbs or 3.424 ounces.
19.
| On all items is the freight/shipping cost to be included in pricing of item or can it be separate charge? |
| Please refer to Schedule A, 4. Pricing, 4.2: “The Contractor must quote prices “F.O.B. Destination, within Government Premises” with transportation charges included in the unit price on all orders that meet the minimum order requirement if specified in Section 1.5, Minimum Order. The State will not pay any freight.” |
20.
| What is the length of the contract? |
| Please refer to Schedule A, 4. Pricing, 4.1 Price Term: Initial base 3-year term with possible option years listed in the Standard Contract Terms. |
| 21. |
| Schedule B-Pricing |
| 81 |
| What is the 3-year quantity of Black Supplex Nylon? |
| The following is hereby added to the Schedule – B Black Supplex, estimated 3-year usage is 60,000 yards. |
22.
| Can you provide a quantity breakdown, by width, of the Flat Knit? |
| Schedule B - Pricing is hereby revised to include the estimated historical usage in the table below. |
| 23. |
| Section 1.2 - Product Specs - Vinyl |
| 44 |
| What is the weight per square yard for the Clear Vinyl (12 gauge refers to thickness, not weight)? |
| See above #8. |
24.
| 45 |
| Flame Retardant Standard NFPA 701 refers to drapery fabric. Are you sure this is the standard you want for the Clear Vinyl? |
| NFPA 701 is the correct Flame-Retardant Standard for shower curtains. |
| 25. |
| Section 1.2 - Product Specs - Lt Twill |
| 45 |
| Is the Lightweight Twill a 3x1 or 2x1 weave? |
| Twill is a 2x1 left-handed weave. |
26.
| What specific product is the Lightweight White Twill used for? |
| Lightweight white twill is used for clothing. |
| 27. |
| Section 1.2 - Product Specs - Hvy Twill |
| 47 |
| How will the State evaluate the offer for the Heavyweight Twill - a weight difference of 6-8 oz represents a 33% variation from lightest to heaviest. This can result in significant price variations if the lightest weight is less expensive and the heavier is a superior product. Industry standard is typically 7.5 oz +/- 5%? |
| The State is keeping the specification as listed on the RFP. Please see the Proposal Instructions, 8. Evaluation Process. |
28.
| 46 |
| What specific product is the Heavyweight White Twill used for? |
| Heavyweight white twill is used for clothing. |
29.
| 47 |
| We stock the Heavy Twill on 150 yard rolls for ease of stacking and palletizing. Will this be acceptable? |
| The State hereby revises Schedule A, J. Twill (heavy), g. Packaging to range from 150 yards to 250 LYD per roll. |
| 30. |
| Section 1.2 - Product Specs - Rib Knit |
| 34 |
| Please verify the weight of the Rib Knit. 3.5 - 5.0 oz seems very light for Rib, considering Rib is typically heavier than the body width fabric. Previous specifications have been 6.5 - 7.5 oz? |
| The State hereby revises the Statement of Work, 1.2 Product Specifications, A. Rib Knit Fabric, d. Weight to 6.5 - 7.5 oz |
| 31. |
| General/Miscellaneous Question |
| Will awarded contractors be allowed to visit the individual workshops to meet with factory managers if they deem it necessary |
| Awarded contractors may be allowed to visit facilities at MSI’s discretion. |
| 32. |
| Schedule D - Service Level Agreements |
| 83 |
| Does the State plan to remove the 1% penalty per day (which we believe is egregious and not permissible in consumer contracts under federal law)? |
| No, the service level credit will not be removed. In Michigan, State law requires service level agreements with service level credits or liquidated damages are included in all contracts. |
33.
| If the penalty is not removed, will the State consider revising it to something more reasonable, such as 1% per week or 1% per month? |
| While the State is not revising the SLA, please note the following statement within each SLA |
“Extenuating circumstances will be reviewed by the MDOC Contract Manager before any Service Credits are assessed…”
34.
| If our bid offers the lowest price and meets all specifications, but we do not accept the 1% penalty per day, will the State deem our bid non-responsive and reject it? |
| Per the bidder instructions section 8. Evaluation: “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 respond timely to requests for proposed changes to Contract Terms during ongoing negotiations may be cause for disqualification.” This also applies to the Schedule D – Service Level Agreements. |
35.
| If our bid offers the lowest price and meets all specifications, but we propose a revised delivery timeline of 60 days, will the State consider our bid non-compliant and reject it? |
| No. The bidders must include their realistic delivery timeframes in their proposal. |
36.
| Is the State aware that the supply chain for imports typically takes a minimum of 90-120 days, while domestic supply usually takes 60-90 days? |
| See above response to question #35. |
37.
A. While the awarded vendor will need to inventory the product, does the State recognize that the combination of inaccurate usage numbers and the unreasonable penalty of 1% per day makes the contract unsustainable?
B. Is it the State's intention to use this penalty as a means of generating revenue? A penalty of this nature could have the potential to drive small companies out of business.
A. This bid specification does not require an inventory. MSI factories are unable to forecast based on how their customer’s order. Please see the response to question 35 regarding bidders proposed lead times.
B. No. This is a service level credit. Please see the response to question #33.
38.
| Has the State consulted with or collaborated with other states to assess how they are handling penalties? If so, which states are implementing similar penalties? |
| In Michigan, State law requires service level agreements with service level credits or liquidated damages are included in all contracts. |
| 39. |
| Schedule B |
Metric 1 A. We are the incumbent contract holder for many of the products listed in this RFP. As we have experienced, we know that Michigan will invoke the 1% per day penalty for every day past the 30-day delivery requirement listed in Metric 1.
B. Are the amounts listed at the 3-year estimated usage accurate? We feel that some of these are low estimates.
C. Can the state provide the totals purchased for the last 3 years for each item? This would allow for better forecasting.
A. Please see the response to question #33. The MDOC does not immediately apply SLA credits.
B. The MSI is unable to provide forecasting. MSI has given the best estimate currently available in this RFP. Schedule A, 1.10, C. Minimum Order: “MSI cannot provide product forecasting of orders under any resulting contract.”
C. Approximate historical 3-year usage is listed in the table below. Per Schedule A, Background: MSI plans its production schedule based on orders submitted, and therefore is unable to provide purchase forecasting. Usage provided in this bid is an estimate, and actual purchases under the resulting contract may be higher or lower.
| 40. |
| Schedule A – 1.2.A |
| 34 of 86 |
| Can the state provide actual last 3-year total purchased amounts for the 30” rib knit? |
| Approximate historical usage is listed below. |
| 41. |
| Schedule A – 1.2.B |
| 36 of 86 |
| Can the state clarify the sizes of flat knit to be purchased? Can the state provide the actual amounts purchased over the last 3 years for each size? |
| See above answer on question #22. |
Approximate historical 3-year usage:
Please note: MSI plans its production schedule based on orders submitted, and therefore is unable to provide purchase forecasting. Usage provided in this bid is an estimate, and actual purchases under the resulting contract may be higher or lower.
| Description |
| Unit |
| Historical estimated 3-year usage |
| Rib Knit Fabric |
| Lbs. |
| 24,133 |
| Flat Knit Fabric – 22” |
| Lbs. |
| 65,555 |
| Flat Knit Fabric – 24” |
| Lbs. |
| 54,300 |
| Flat Knit Fabric – 26” |
| Lbs. |
| 66,987 |
| Flat Knit Fabric – 28” |
| Lbs. |
| 29,453 |
| Flat Knit Fabric – 30” |
| Lbs. |
| 17,137 |
| Thermal Fabric |
| Lbs. |
| 270,122 |
| Terry Washcloths |
| Dz. |
| 37,500 |
| Wool Material |
| Ea. |
| 105,000 |
| Black Supplex Nylon |
| Ln Yds |
| 48,252 |
| Athletic Mesh - Orange |
| Ln Yds |
| 116,684 |
| Athletic Mesh - Blue |
| Ln Yds |
| 6,312 |
| Clear Vinyl |
| Yd |
| 75,000 |
| Twill (4.5-5.5oz) - Blue |
| Ln Yds |
| 221,965 |
| Twill (4.5-5.5oz) - Orange |
| Ln Yds |
| 2,934 |
| Twill (4.5-5.5oz) - White |
| Ln Yds |
| 251,514 |
| Twill (4.5-5.5oz) - Green |
| Ln Yds |
| 0 |
| Twill (4.5-5.5oz) – Khaki |
| Ln Yds |
| 20,341 |
| Twill (6.0-8.0oz) -Blue |
| Ln Yds |
| 389,485 |
| Twill (6.0-8.0oz) - Orange |
| Ln Yds |
| 33,063 |
| Twill (6.0-8.0oz) - White |
| Ln Yds |
| 16,414 |
| Twill (6.0-8.0oz) - Green |
| Ln Yds |
| 0 |
| Twill (6.0-8.0oz) - Khaki |
| Ln Yds |
| 14,052 |
| Broadcloth |
| Ln Yds |
| 314,043 |
| Bath Towel |
| Ea |
| 581,951 |
| Pillowcases |
| Ea |
| 375,486 |
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