RFP No. 210000000561 - Filing Systems for Correctional Facilities - Questions & Answers - version 2.xlsx
XLSX spreadsheet 22 KB Posted
- Attached to
- Filing Systems for Correctional Facilities RFP
- Solicitation number
- RFP 472 210000000561 5
- Issued by
- Michigan
About this file
This document is a Questions & Answers file for RFP No. 210000000561 issued by the Maryland Department of Corrections (MDOC) regarding the procurement of filing systems for eight correctional facilities. The RFP addresses the removal of existing filing cabinets and the delivery and installation of new mobile and stationary filing systems across the facilities: Roxbury Correctional Center (RGC), Jessup Correctional Facility (JCS), Jessup Correctional Facility (JCF), Southeastern Maryland Technology and Correctional Institution (SMT), Lower Eastern Region facility (LRF), Roxbury Maximum Institution (RMI), Thumb Correctional Facility (TCF), and Southern Maryland Facility (SLF). The filing systems must accommodate linear file inch capacities ranging from 2,500 to 4,100 inches depending on the facility, with specifications including file dividers, reference shelves, and mobile or stationary configurations as applicable. The contract anticipated a begin date of March 1, 2021, and bidders were required to provide custom specification sheets detailing quantities, parts, and dimensions based on facility-specific requirements and floor plan drawings provided in Attachment E. Installation may occur during standard business hours or weekends and nights if proposed by the bidder, and the contract term includes a three-year initial period with potential option years during which pricing adjustments may be negotiated.
The pricing for this contract is all-inclusive and firm for the initial three-year base term, with no additional compensation for night and weekend work hours. Bidders were required to provide pricing that includes removal or disposal of existing filing cabinets off-site, with cost breakdowns specified in Schedule B. The MDOC provided facility dimensions, floor plans, and photographs in Attachment E to assist bidders in customizing system designs and layouts. Contractor staff undergoing work at secure facilities must pass LEIN background checks prior to delivery and installation, and each facility will outline unique security protocols. The RFP does not require locking systems or security doors on the filing systems themselves, and bidders were permitted to propose alternative solutions to specifications such as adjustable dividers if functionally equivalent. The MDOC declined to provide prescriptive drawings for system layouts and carriage configurations to allow bidders flexibility in proposing customized solutions tailored to each facility's operational needs and space constraints.
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Other files
| File | Type | Posted |
|---|---|---|
| Attachment D, Vendor Handbook.doc | DOC document | |
| RFP No. 210000000561 - Filing Systems for Correctional Facilities - version 5.docx | DOCX document | |
| Attachment A, Correctional Facilities Map.pdf | ||
| RFP No. 210000000561 - Filing Systems for Correctional Facilities - Questions & Answers.xlsx | XLSX spreadsheet | |
| Attachment C, Program A - CFA Security Regulations.docx | DOCX document | |
| Attachment B, PREA Standards.doc | DOC document |
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2nd Round Q&A
| Q # | Document and Section | Page # | Bidder Question | MDOC Response |
| Second Round Questions & Answers | ||||
| 1 | Schedule A, section 1.1 Product Specifications | 23-24 | Regarding TCF (Thumb Correctional Facility) - What size footprint do they want the system to occupy or be limited to (i.e. width & Depth) so there is plent of room for everything else they are planning for the room? | The 17" feet from the doorway to the east wall and 8' 6" from the north wall is the preferred area to install new cabinets. Please see TCF's Dimensions on page 37 of Attachment E. |
| 2 | Schedule A, section 1.1 Product Specifications | 20-24 | It seems that there are facilities that have system layouts they are comfortable with. Can you share those with the group so that we are getting the end user what they want? Case in point was JCF that said they wanted 2 frees standing units along | MDOC has provided filing system area and/or room dimensions in Attachment E. MDOC does not want to limit bidders' proposed layouts. Bidders can propose up to two options per facility due to layout concerns. Please review Schedule A, section 1.1 Product Specification and Attachment E. |
| 3 | Schedule A, section 1.1 Product Specifications | 20-24 | There seems to be a couple units, JCS and TCF that have existing mobile shelving units. Are we supposed to remove those units and replace them with the ones we design or are they add on capacity? | This RFP is for new cabinets, this is not add on capacity. Please review section 1.1 Product Specifications, pgs. 20-24. |
| 4 | Schedule A, section 1.1 Product Specifications | 20-24 | There have been requests for Dividers that slide along the front of the leading edge of the shelf. Can you give us an idea of what those are? | These are specialized dividers with arms that keep files upright. They are not static, and slide along the back edge of the drawer. |
| 5 | Schedule A, section 1.1 Product Specifications | 22 | SMT made a comment that they would move the Vertical file cabinets over to the secured space across the hall. Are we required to move the file cabinets and then bring the files back onto the shelving? What do we do with the empty cabinets? | Please review Schedule A, section 2.3 Installation, A.., pg. 30. This section has been updated. The quote should include the price breakdown of either removal or disposing the current cabinets off-site. |
| 6 | Schedule A, section 1.1 Product Specifications | 20-24 | Do any of the systems need doors or locks for security? | None of the filing systems require locking systems. No locks, security doors, or additional security features. Please review section 1.1 Product Specifications, pgs. 20-24 |
| 7 | Schedule A, section 1.1 Product Specifications | 20-24 | By sliding dividers, do you mean adjustable or do they actually have to slide? Could we substitute our magnetic follower instead of adjustable dividers? | Bidders may propose an alternate solution to adjustable dividers. |
| 8 | Schedule A, section 1.1 Product Specifications | 20-24 | In each of the rooms you indicate that the shelving is not to exceed a certain height. Is that the shelving only or is that overall height with the carriages? | The maximum height of the system. |
| 9 | Schedule A, section 1.1 Product Specifications | 20-24 | Do you want the systems to hold only the LFI indicated or do you want the space maxed out? | The filings systems proposed should be within the capacity range indicated. |
| 10 | Schedule A, section 1.1 Product Specifications | 20-24 | In some of the locations you are asking for reference shelves, when a number is indicated is that per system or per row? | The number of reference shelves per each unit. |
| 11 | Schedule A, section 1.1 Product Specifications | 20-24 | Am I assuming correctly that all systems are to be mechanical assist mobiles except JCF, and SMT? | RGC must be a non anchored/non grouted mobile file system which can be easily relocated at any time in the future. JCS, LRF, RMI, TCF, and SLF must be mechanically aided mobile filing carriages. JCF and SMT must be single access station units 6 high with six (6) work/reference shelves. Please review all locations' specifications in section 1.1 Product Specification, pages 20-24. |
| 12 | Schedule A, section 1.1 Product Specifications | 20-24 | In several of the locations security of the files was very briefly discussed. Do the stationary file systems need doors & locks? On the mobile the units should we design the systems with the ability to lock down, at night? | Please see the MDOC response to Question #6 |
| 13 | Schedule A, section 1.1 Product Specifications | 20-24 | On the double sided units, for mobile systems, we are assuming that when you call out the number of dividers they are per shelf and per side (ie; a double sided shelf would have 6 not 3 so that both shelf faces are accommodated) | Please utilize the total number of dividers provided in the specific specification. |
| 14 | Schedule A, section 1.1 Product Specifications | 21 | JCS has no dividers listed, please confirm how many dividers | The specification on page 21 states, "Four (4) file dividers per section – 252 total." |
| 15 | Schedule A, section 1.1 Product Specifications | 20-24 | In the video, several locations called out sliding dividers. This type of shelving has 2 types of adjustable dividers; 1. Adjustable on 1-1/2” increments 2. Magnetic follower dividers which can be placed anywhere on the shelf. I Must add that magnetic followers are 3x the price. | Please see the MDOC response to Question #7. |
| 16 | Schedule A, section 1.1 Product Specifications | 20-24 | Other than Covid protocol and other regulatory protocols what does the install crew have to be prepared for? Will there be background checks and/or drug testing for jobs within the secure perimeter? | Please see Schedule A, section 3.8. Security, on pages 37-38. LEIN checks of contractor staff providing services under the contractwill occur before delivery and installation. Each facility will also discuss unique facility procedures before work is conducted on-site. |
| 17 | Attachment E | 1,5,9,19,32,37 | Row lengths, placement in each room, orientation, and user requested aisle space within and outside of each system are not provided. Could a hand sketch be provided showing approximate drawing of the requested systems in each room, and the requested row lengths and handle locations? (similar to TCF's drawing or RMI's extra drawings on the video). | MDOC will not be providing additional drawings as it does not want to limit bidder's customized options and proposed layouts. |
| 18 | Attachment E | 1,5,9,19,32,37 | Maximum heights appear to be shelving only heights (not a total maximum height that is based off of ceiling clearance and required clearance from sprinklers which would include heights of tracks and carriages). Please confirm? | Please see the MDOC response to Question #8 |
| 19 | Attachment E, Drawings and Video | 32 | SLF pictures and the Records Room drawing do not appear to match for the portion showing the 3 cabinets stepped back and the 7 cabinets set forward (the area without the door behind them). Could a hand sketch drawing be provided showing wall setback, with dimensions, and stick drawing of where and the size MDOC would like the mobile shelving? | Please see the response to Question #17. |
1st Round Q&A
| Q # | Document and Section | Page # | Bidder Question | MDOC Response |
| First Round Questions & Answers | ||||
| 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. |
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