RFP No. 210000000561 - Filing Systems for Correctional Facilities - Questions & Answers.xlsx
XLSX spreadsheet 15 KB Posted
- Attached to
- Filing Systems for Correctional Facilities RFP
- Solicitation number
- RFP-472-210000000561-5
- Issued by
- Kalamazoo County, Huntington Woods City, Michigan
About this file
This is a Questions & Answers document for RFP No. 210000000561 issued by the Michigan Department of Corrections (MDOC) for filing systems at eight correctional facilities. The project involves removing existing filing systems and installing new filing systems with specific capacity requirements ranging from 2,500-4,100 linear file inches across different facilities including RGC, JCS, JCF, SMT, LRF, RMI, TCF, and SLF. The contract has an initial three-year base term, with installation expected to be completed within a few months. The scope includes dismantling current cabinets, removing existing files, and installing new systems that can accommodate both side file tabs and upright file tabs.
Pricing must be all-inclusive, with no additional charges permitted for night and weekend work hours. While night and weekend installation hours are possible, they must be factored into the base pricing. The contractor must provide custom specification sheets based on standard components and general specifications for each facility. The MDOC provided facility drawings, pictures of file system areas, dimensions, and floor plans as Attachment E to assist bidders. Most facilities have elevator access for second-floor installations, and bidders should customize specifications to avoid stair-carrying of components.
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Other files
| File | Type | Posted |
|---|---|---|
| RFP No. 210000000561 - Filing Systems for Correctional Facilities - Questions & Answers - version 2.xlsx | XLSX spreadsheet | |
| Attachment C, Program A - CFA Security Regulations.docx | DOCX document | |
| Attachment A, Correctional Facilities Map.pdf | ||
| Attachment B, PREA Standards.doc | DOC document | |
| RFP No. 210000000561 - Filing Systems for Correctional Facilities - version 5.docx | DOCX document | |
| Attachment D, Vendor Handbook.doc | DOC document |
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Text version
Sheet1
| Q # | Document and Section | Page # | Bidder Question | MDOC Response |
| 1 | Proposal Instructions | 1 | Anticipated Contract Begin Date lists the Time and February 1, 2021, and the Date as Monday March 1, 2021. Please clarify the difference between the 2 dates. | February 1, 2021 is removed from the Time box on page 1. |
| 2 | Schedule A, Scope | 18 | Bidder must "remove all files from existing shelves, dismantle current cabinets". Can you provide us pictures or video of the files and equipment at each site? | MDOC provided pictures of all file systems areas, dimensions of all files systems areas, and drawings of all facilities' applicable floor plans . Please see Attachment E documenting all eight facilities. |
| 3 | Schedule A, section 1.1 Product Specifications | 20, 21, 22 | Statement of work information for each system does not describe system design specifications regarding number of carriages or carriage length desired. As system design depends upon customer preferences, could the Department provide drawings of requested system sizes and layout for each room? | Please see the MDOC response to Question #2. Also, bidders must provide custom specification sheet(s) based on the standard components, general specifications stated for the facilities it is bidding on, and additional documentation provided in response to question #2. As stated on pages 19-20 in section 1.1 Product Specifications: |
The bidder must provide a specification sheet including quantity, parts, and detailed descriptions (including dimensions & capacity) either below or as a separate attachment to this bid.
| 4 | Schedule A, section 2.3 Installation, A. | 19, 28 | "to confirm that no additional new cabinets would be needed". We do not understand wording. Can the MDOC please explain and elaborate on this requirement? | The shelves need to be able to accommodate side file tabs and current upright file tabs. |
| 5 | Schedule A, Scope | 18 | "Remove all files from existing shelves". Can the MDOC provide pictures showing the files and capacity details of how many filing inches there are? | Please see the MDOC response to Question #2. |
The proposed filing systems capacities must be between the below ranges of linear file inches:
RGC - 3,700 - 3,900 linear file inches JCS - 2,750 - 2,850 linear file inches JCF - 2,800 - 2,900 linear file inches SMT - 2,900 - 3,000 linear file inches LRF - 3,200 - 3,300 linear file inches RMI - 4,000 - 4,100 linear file inches TCF - 3,500 - 3,600 linear file inches SLF - 2,500 - 2,600 linear file inches
Also, capacity is variable depending on prisoner counts at each facility.
| 6 | Schedule A, section 3.6 Work Hours | 33 | 3.6 Work Hours states "possible night and weekend hours depending on the requirements of the project". Which portions of the project are bidders required to include pricing for night and weekends? | Pricing is all inclusive, and MDOC will not pay for additional night and weekend hours. To clarify MDOC is offering the possibiliy of night and weekend hours for installation, and bidders can propose the hours each facility will take for installation and steps in section 1.1, G. Project Necessary Steps. |
| 7 | Schedule A, section 4.1 Price Term | 38 | 4.1 Pricing states "Pricing is firm for the initial base three-year term of the Contract. Adjustments may be requested, in writing, by either party during an option year and will be firm for 365 calendar days after the effective date of the price change." As contract is expected to be complete within the next few months, please explain how this 3 year contract clause applies? | The Price Term applies to all pricing stated in Schedule B, Pricing. |
| 8 | Schedule A, Background | 18 | States a map showing the facilities locations is attached as Attachment A. Could the MDOC also provide an approximate site map of each facility showing travel path from unloading to installation site (and description of any incumbrances, stairs, elevators, tight passages, etc)? | Please see the MDOC response to Question #2. The Pre-Proposal Meeting video will review location specific issues. The bidders should consider Packaging & Palletizing sections, 6.2 & 6.3. |
| 9 | Schedule A, section 1.1 Product Specifications | 20, 21, 22 | Are all installation areas accessible for bringing in approximately 100" long components, and is a stair-carry of materials anticipated for bringing in materials to any installation site? | Bidders should customize specifications to avoid stair-carry. The Pre-Proposal Meeting video will review location specific issues. Most facilities do not have the potential of stair carrying (please see drawings provided). Elevators are available for the facilities with filing system areas on the 2nd floor. The bidders should have filing systems that allow entry of its components into the filing system area(s). |
| 10 | Schedule A, section 1.1 Product Specifications | What is the current file capacities in the 8 different locations and how are the files in each location housed? | Please see the MDOC response to Question #5. | |
| 11 | Schedule A, section 1.1 Product Specifications | In Schedule A you note the number of total dividers per system, except for the RGC and RMI systems. Could you please advise those counts as well? | The dividers for RGC are to be part of the cabinet on a slide system. RMI must have Four (4) file dividers per section – 357 total. The RFP has been update to reflect the new file dividers total for RMI. | |
| 12 | Schedule A, Section 1.1 Product Specifications, F. Other Supplies | Quantity (they never talk about the number of files in the bid; which I know you do have an estimate of) If you cannot find this, an estimate of linear filing inches currently being used would be the minimum that we would need provided. However, since you have data tracking systems, I am certain you can estimate number of files. | MDOC is not requesting a set amount or specific type of folders. The primary purpose of this RFP is the removal of old filing systems, and delivery and installation of new filing systems at the eight facilities stated. MDOC may add folders or other supplies to a resulting contract based on bidders' responses to Other Supplies section, but MDOC does not have estimates. | |
| 13 | Schedule A, Section 1.1 Product Specifications, F. Other Supplies | Will you be using Label converters or full new folder folders. IF folders, what are the specifications | Please see the MDOC response to Question #12. | |
| 14 | Schedule A, Section 1.1 Product Specifications, F. Other Supplies | How many files at each location for delivery and labor purposes? | Please see the MDOC response to Question #12. | |
| 15 | Schedule A, Section 1.1 Product Specifications, F. Other Supplies | Details on the label, what is printed on them? Are they mylar coated labels? Do they have a bar code? | Please see the MDOC response to Question #12. | |
| 16 | Schedule A, Section 1.1 Product Specifications, F. Other Supplies | Which side should adhesive be on if using converters | Please see the MDOC response to Question #12. | |
| 17 | Schedule A, Section 1.1 Product Specifications, F. Other Supplies | How will they be shipped/delivered | Delivery of Other Supplies must be in accordance with delivery timeframes on resulting Delivery Orders. | |
| 18 | Schedule A, Section 1.1 Product Specifications, F. Other Supplies | What products will you be using “day-forward” | Please see response to Question #12. | |
| 19 | Schedule A, section 1.1 Product Specifications | Can you please provide the current file capacities at each location, and if possible the method in which the files are currently housed? | Please see the MDOC responses to Questions #2 & #5. | |
| 20 |
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