RFP.230000002229.Video Messaging & Communication System.MSD.pdf

Mich igan .gov/MiProcurement

RFP 230000002229 Page 1 of 63

PROPOSAL INSTRUCTIONS

Department of Education

Michigan School for the Deaf Video Messaging and Communication System Request for Proposal No. 230000002229

Solicitation Manager Name: Jenny Manar Direct Phone:517-241-2170

Email: manarj@michigan.gov

This is a Request for Proposal (RFP) for:

Michigan School for the Deaf requires a video messaging and communication system with the ability to send video messages and various alerts such as security and medical to all rooms, zones, and cellular devices on the school for deaf campus. The system is for the deaf/hard of hearing students’ safety and communication needs at the academic and residential facilities.

RFP Timeline Event Time Date

RFP issue date N/A Friday, May 12, Mandatory Pre-Bid meeting 9:00 a.m. Eastern Friday, May 19, Deadline for bidders to submit questions about this RFP

12:00 p.m. Eastern Wednesday, May 24, 2023

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

N/A Friday, May 26, Proposal deadline* 12:00 p.m. Eastern Wednesday, May 31, 2023

Anticipated contract begin date N/A Friday, July 28, *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.

http://www.michigan.gov/SIGMAVSS

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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 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

Exhibit A-C – Maps and Drawings

Facility maps and drawings of MSD campus

Informational

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

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2. CONTACT INFORMATION FOR THE STATE. The sole point of contact for the State concerning this RFP is:

Solicitation Manager Name: Jenny Manar Phone: 517-241-2170 Email: manarj@michigan.gov

Carol Munroe Phone: 517-241-3329 Email: Munroec@michigan.gov

Email communication is preferrable.

Contacting any other State personnel, agent, consultant, or representative about this RFP may result in bidder disqualification.

3. MANDATORY PRE-BID MEETING.

Mandatory pre-bid meeting will be held on May 19, 2023 - 9:00 am in person at Michigan School for the Deaf 1235 W Court St. Flint, MI 48503.

• Please check in at main office front desk.

• Main Office Phone Number: 810-257-1400, phone number is assessable only for pre-bid meeting inquiry.

• All bidders must arrive no later than 8:45 am to sign in at the front desk.

• Each bidder must provide a presentation (no longer than 10 minutes max) of their system and how their capabilities will best serve the deaf/hard of hearing students at the school for the deaf. The presentation can be media based or in-person product presentation. All presentation materials must be attached to submitted bids.

The purpose of the pre-bid meeting is to discuss the work to be performed and includes an inspection of the facility to receive the goods or services sought in this

RFP.

Statements made by the Solicitation Manager or designee at a pre-proposal meeting are not considered modifications to the RFP. If, however, the Solicitation Manager determines modifications to the RFP are warranted after the meeting, modifications will be posted in writing on www.michigan.gov/SIGMAVSS as explained in the Modifications section of this document Attendance at the pre-bid meeting is limited to [2] person per bidder. A bidder may be disqualified by being late. Bidder sign-in is mandatory as evidence of attendance. Accessibility requests for reasonable accommodations at the pre-proposal meeting should be made with the Solicitation Manager at least 10 business days before the date of the meeting. Accommodation requests received outside this time period cannot be guaranteed.

mailto:manarj@michigan.gov mailto:Munroec@michigan.gov

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4. 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.

5. QUESTIONS. Bidder questions about this RFP must be emailed to Jenny Manar at manarj@michigan.gov and Carol Munroe at munroec@michigan.gov no later than May 24, 2023 by 12:00 p.m. Eastern Standard time 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

6. DELIVERY OF PROPOSAL. Proposal is due by 12:00PM EST, May 31, 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 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.

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

• Bidder must attend pre-bid meeting

• Technology must be capable of providing schoolwide messages via video messaging in American Sign Language.

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

RFP 230000002229 Page 5 of 63

• Technology must be capable of providing schoolwide text alerts to computers and cell phones.

• Technology must have a visual alert capability (strobe lighting capabilities or alternative).

• Each bidder must provide a presentation (no longer than 10 minutes max) of their system and how its capabilities will best serve the deaf/hard of hearing students at the school for the deaf. The presentation can be media based or in-person (at pre-bid meeting) product presentation. All presentation materials must be attached to submitted bids.

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

8. EVALUATION PROCESS:

The State will evaluate each proposal based on the following factors:

Technical Evaluation Criteria Weight

1.

General Requirements – Schedule A, Statement of Work, Section 1 A- M, Training Section 1.2

2.

Installation Requirements – Schedule A, Statement of Work, Section 2 A-H

3.

Service Requirements – Schedule A, Statement of Work, Section 3 Timeframes, System Programming, Delivery

4. Staffing - Schedule A, Statement of Work, Section 5 15

5. Project Management – Schedule A, Statement of Work, Section 6 10

6. Vendor Questions Worksheet 10 Total 100

Proposals receiving a numerical score of 80 or more technical evaluation points will have pricing evaluated and considered for award.

The State may utilize all bidder information, without regard to a proposal’s technical score, to determine fair market value for goods or services sought. The State is not obligated to accept the lowest price proposal. 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 respond timely to requests for proposed changes to Contract Terms during ongoing negotiations may be cause for disqualification.

http://www.legislature.mi.gov/(S(12rtpbjmznw1mn4opquus2gz))/mileg.aspx?page=getObject&objectName=mcl-18-1261 https://www.michigan.gov/SDVOB

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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.

9. 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.

10. 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.

11. 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.

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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.

12. AWARD RECOMMENDATION. The contract will be awarded to the responsive and responsible bidder who offers the best value to the State, as determined by the State. Best value will be determined by the bidder meeting the minimum point threshold and offering the best combination of the factors stated in the Evaluation Process section of this document, and price, as demonstrated by the proposal. The State will post an Award Recommendation and Evaluation Synopsis on www.michigan.gov/SIGMAVSS or in the manner it was originally published

13. DEBRIEF MEETING AND BID PROTEST. The State will post 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 Jenny Manar at manarj@michigan.gov and Carol Munroe at munroec@michigan.gov no later than 12:00pm. seven calendar 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.

14. 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.

15. 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 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.

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

RFP 230000002229 Page 8 of 63 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.

RFP 230000002229 Page 9 of 63

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.

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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

Michigan School for the Deaf Video Messaging and Communication System

RFP Title

Signature

Date

Printed Name, Title, Company

230000002229

RFP 230000002229 Page 11 of 63

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

Michigan School for the Deaf Video Messaging and Communication System

RFP Title

Signature

Date

Printed Name, Title, Company

230000002229

RFP 230000002229 Page 12 of 63

VENDOR QUESTIONS WORKSHEET

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

If additional space is needed to answer questions, please use additional pages and appropriately reference.

Information Sought Bidder Response

1. Contact Information Bidder’s sole contact person during the RFP process. Include name, title, address, email, and phone number.

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

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, RFP 230000002229 Page 13 of 63

Information Sought Bidder Response 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.

3. Qualified Disabled Veteran/Service- Disabled Veteran-Owned Business Program

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?

Enter YES or NO.

To demonstrate qualification as a qualified disabled veteran, you must provide:

(a) Proof of service and conditions of discharge (DD214 or equivalent);

Enter the names of documents submitted with your proposal to demonstrate status as a qualified disabled veteran.

http://www.legislature.mi.gov/(S(b2idoibk3wwdcrok5bm0s021))/mileg.aspx?page=getObject&objectName=mcl-18-1261

RFP 230000002229 Page 14 of 63

(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.

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.

Enter YES or NO.

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 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?

Enter YES or NO.

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?

Enter YES or NO.

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

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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.

RFP 230000002229 Page 16 of 63 the 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.

the project.

2. What role did your company play?

Status (completed, live, other – specify phase) Results obtained.

6. Product Information Provide materials or video links of the services/products from your company that best aligns with this RFP.

7. Standard Contract Terms Bidder must affirm agreement with the attached Contract Terms. If not in agreement, written exceptions in accordance with the Evaluation

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

8. 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.

9. 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.

10. Supplier Diversity Does your company have a supplier diversity program or training?

Enter YES or NO.

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.

Enter YES or NO.

11. Other Classification of Employees. I certify that the company has properly classified its employees

Enter YES or NO.

RFP 230000002229 Page 18 of 63 in accordance with federal/state labor and employment laws.

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.

Enter YES or NO.

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.

Enter YES or NO.

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.

Enter YES or NO.

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

Enter YES or NO.

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

Enter YES or NO.

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.

Enter YES or NO.

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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12. 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.

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Contractor must enter company name here.

SCHEDULE A – STATEMENT OF WORK

CONTRACT ACTIVITIES

Request for Proposal (RFP) No. 230000002229 Michigan School for the Deaf Video Messaging System

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

The Michigan School for the Deaf (MSD) is a residential facility for deaf/hard of hearing students. It is a PreK-12 through Continuing Instruction Program (CIP) educational program, serving students form the age of three (3) to 26 years old. The school operates a 24-hour residential program from Sunday at 4:30 pm through Friday at 12:00 pm, with approximately 50 students in the dormitory, as well as approximately 70-day students. The classroom program begins at 7:50 am and ends at 3:22 pm. The current school year ends June 16, 2023, and the new school year begins September 5, 2023.

The school is located in Flint, Michigan on a 20-acre campus at 1235 W Court St.

Michigan School for the Deaf currently utilizes a text-based announcement system with LED ticker boards that display messages. The school also has strobe lights and a computer client that displays messages on the screen. There are sixty-two (62) LED ticker boards, forty-eight (48) strobe light locations with two (2) lights at each (yellow and white), thirty (30) computer licenses for on screen alerts, on-site server, and phone alerts. Currently the main office is able to page/alert individual classroom or the entire school.

The current video messaging and communication system is limited in its ability to provide adequate messaging and communications to students and staff that meets safety and technological needs of the facilities. The current system is old, technically limited and unable to cover all facilities on campus or provide the necessary alerts for disaster, emergency, medical, or security.

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SCOPE

Contractor must provide for the furnishing and installation of a video messaging and communication system with the ability to send video messages and various alerts such as security and medical to all rooms (restrooms, classrooms, dormitories, offices, etc.), zones and cellular devices. The system is for the safety and communication needs of the deaf/hard of hearing students, teachers and staff at all the academic and residential facilities on campus.

1. General Requirements

Contractor must provide:

A. A system with the ability to send video messages to all rooms, zones, or locations as determined by MSD including but not limited to:

• Ability to send pre-recorded or live video messages, or two-way interactive messages within all required rooms and zones.

• System must also allow text alerts with the ability to notify staff and/or student cell phones via SMS.

• Contractor must be able to provide all necessary audio/visual equipment.

Building maps will be provided to the vendor showing all locations on campus.

B. The system must allow for video/pages/alerts to be sent to all rooms, specific zones, or individual rooms as determined by MDE.

There needs to be three separate “all calls” from the system:

One for all rooms/zones/areas One for elementary rooms/zones/areas (1st floor) One for secondary rooms/zones/areas (2nd floor)

• Each classroom should be considered a single paging/alert location.

• All hallway signage on a single floor should be considered a single paging/alert location.

• Any office areas should be considered a single paging location/zone.

• System must interface with existing phone system to be able to trigger alerts from a phone. (Desk, video and cell phone)

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C. System should have a color spectrum to represent different alert types. For example, fire, lock down, etc. Strobe lighting is preferable if it can provide a color spectrum or contractor can provide an alternative. Whatever system is installed needs to be connected to the communication messaging system.

D. System must alert end user desktop and laptop computers (Window and MacOS devices). Must have ability to notify iPads and Chromebooks.

E. Contractor will be provided with an inventory outlining the paging/alerting needs for each room onsite. Contractor may recommend additional paging/alerting locations.

F. System must provide the ability to schedule video/paging/alerts for change of class (bell schedule).

• Set schedule per zones above.

• Must have the ability to change schedules per day.

G. System must have two “panic buttons” that triggers a pre-recorded message.

• Main Office and Security Office

H. System must have a web-based administration for programming, scheduling, emergency notifications, and any other administration.

I. System must show time/date on screens when not in use.

J. Provide line-item cost for automated emergency response to connect with fire, police, or security in the event of a panic button press or launch of an emergency notification.

K. Please use Schedule B pricing page for all project pricing.

L. Alternative options to a specific requirement will be considered if a compliant bid is submitted.

M. Provide unit pricing for the following:

• LED ticker/text alerts

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• Video signage

• Any equipment to convert tv/projector into signage device.

• Provide an estimated time and materials cost for repairs.

☐ 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):

Bidder must describe how they will comply with the above requirement(s). Use additional pages if more space is needed.

Respond to all areas of Section 1 A-M:

1.2 Training

The Contractor must provide the following training:

A. Shall provide a minimum of two (2) separate training sessions for all staff.

Additional training sessions may be required by the determination of the State.

Training will include but is not limited to; (1) how to alert/page individual classrooms, (2) individual zones, (3) initiating a building all call, (4) training on event management, and (5) basic programming changes to hourly, daily, and yearly schedules and messages.

B. All training sessions must be held between August 28th - September 1st, 2023.

RFP 230000002229 Page 24 of 63 below.

List all exception(s):

Bidder must explain how training will be provided and what if any materials. Use additional pages if more space is needed. Respond to Section 1.2 (A-B):

2. Installation Requirements

Contractor must provide the following installation requirements:

A. Mounting of any signage, TVs, lighting, etc.

B. All necessary mounting hardware and associated materials.

C. All electrical equipment and needs required for installation.

D. Contractor will schedule work through MSD Program Manager and/or designee.

E. Installation must be completed by August 25, 2023. All MSD staff returns to work on August 28, 2023. These dates can be modified based on mutual agreement between MDE and Contractor.

F. Contractor will provide a PLM (Performance Labor Material) bond in the amount equal to the awarded contract amount.

G. Contractor will be responsible for running low voltage cabling for the system, including but not limited to CAT6 network cabling.

• Cabling should be in J-Hooks or otherwise tied up so that it is not laying on any ceiling grid.

• Contractor will be responsible for any wall penetration and sleeves. Fire stops must be used for all penetrations.

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H. If any network equipment will be installed, [please provide how many racks units (in rack U’s) will be needed in each network closet.

I. Contractor is to provide a Master Electrician if required as part of the installation.

below.

List all exception(s):

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

Use additional pages if more space is needed.

Please answer Section 2 (A-H):

3. Service Requirements

3.1. Timeframes

All Installation Activities must be completed by August 25, 2023, unless otherwise determined by the MSD Program Manager in collaboration with the Contractor. Any changes to the timeline will be at the discretion of the state.

A timeline must be submitted by the Contractor no later than 10 business days from the date of contract execution. Acceptance of a final timeline will be at the discretion of the state.

☐ 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):

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3.2. System Programming

The Contractor must provide or collaborate with MSD Program Manager and/or designee on:

A. MSD and Contractor must schedule a meeting to discuss system programming options, including time to program/configure the system.

B. Contractor must provide any programming changes/updates requested by the state within 10 business days upon completion of system installation.

C. Provide an hourly rate for any future charges that could be incurred related to maintenance, system adjustments, and software upgrades. Rates must include travel, time, materials, and labor. This should also be provided as part of Schedule B Pricing.

3.3. Delivery

Delivery of services will be determined by the MSD Program Manager in collaboration with the Contractor. All contracted activities, not limited to installation and implementation of the required system must be conducted during normal business hours between 8am and 5pm Monday through Friday. All services and deliveries will be conducted at the Michigan School for the Deaf Campus at 1235 W Court St, Flint, MI 48503.

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

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

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4. Acceptance

4.1. Acceptance, Inspection, and Testing

The State will use the following criteria to determine acceptance of the Contract Activities:

• The State will require upon implementation of system testing of the product to ensure functionality.

• Testing functionality should be done intermittently during the implementation process.

• Final inspection will be conducted by the contractor with acceptance at the discretion of the State.

• Final acceptance of all services and implementation of product will be at the discretion of the State.

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

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

5. Staffing

5.1. Contractor Representative

The Contractor must appoint an individual 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 State Contract Administrator at least 5 calendar days before removing or assigning a new Contractor Representative.

☐ 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):

Bidder must identify its Contractor Representative (Contractor Project Manager): Use additional pages if more space is needed.

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5.2. Technical Support, Repairs, and Maintenance

The Contractor must specify its customer service number for the State to contact the Contractor for technical support, repairs, maintenance, system questions, and any other related questions regarding support of the installed system. The Contractor must be available for calls and service during the hours of 8:00 am to 5:00 pm EST.

When providing technical support, the Contractor must be able to resolve technical issues…