RFP No. 210000000561 - Filing Systems for Correctional Facilities - version 5.docx

Michigan Department of Corrections Filing Systems for Correctional Facilities Request for Proposal No. 210000000561 Solicitation Manager Name: Ethan Todd Direct Phone: 517-241-5056 Email: todde1@michigan.gov Main Phone: 1-855-MI-PURCH 1-855-647-8724 This is a Request for Proposal (RFP) for:

Filing Systems for MDOC Correctional Facilities RFP Timeline

*A bidder’s proposal received at 1:00:01 p.m. Eastern is late and subject to disqualification.

This RFP is subject to change. Check www.michigan.gov/SIGMAVSS for current information.

Michigan.gov/MiProcurement proposal instructions

Version 11(5/2020)

Version 12 (10/2020) 2

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.

RFP Structure and Documentation

2. CONTACT INFORMATION FOR THE STATE. The sole point of contact for the State concerning this RFP is listed on the Cover Page. Contacting any other State personnel, agent, consultant, or representative about this RFP may result in bidder disqualification.

3. 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.

4. QUESTIONS. Bidder questions about this RFP must be emailed to the Solicitation Manager (todde1@michigan.gov) no later than the time and date 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.

5. DELIVERY OF PROPOSAL.

Electronic – The bidder must submit its proposal, all attachments, and any modifications or withdrawals electronically through www.michigan.gov/SIGMAVSS. The bidder may also submit its proposal to the Solicitation Manager (todde1@michigan.gov). 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.

6. EVALUATION PROCESS. The State will evaluate each proposal based on the following factors:

Proposals receiving 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.

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.

7. 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.

8. 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.

9. 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.

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.

10. 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.

11. 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 hawkerr@michigan.gov no later than 3:00 PM, 7 calendar days after posting the Award Recommendation and Evaluation Synopsis or by 3:00 p.m. the next business day if that date falls on a state holiday or weekend. The State reserves the right to adjust this timing and will publish any change on the SIGMA VSS system.

Additional information about the protest process is available at www.michigan.gov/micontractconnect under the “Programs and Policies” link.

12. 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.

13. 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 270 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. Other than verified trade secrets, proposals submitted via www.michigan.gov/SIGMAVSS are the State’s property.

14. CONFIDENTIAL TREATMENT FORM AND THE FREEDOM OF INFORMATION ACT. 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, some information may be exempt from disclosure. 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.

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.

Complete and sign Section 1 of the CT Form if the bidder does NOT request confidential treatment of information contained in its proposal; or

i. 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.”

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.

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.

15. OPTIONAL PRE-PROPOSAL MEETING

An optional pre-proposal meeting video will be emailed to prospective bidders as requested.

Statements made by the Solicitation Manager or designee in 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.

Viewing the pre-proposal meeting is optional for each bidder.

1.

INSTRUCTIONS. Complete either Section 1 or Section 2 of this CT Form and sign where indicated. 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. 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.

By signing below, the bidder affirms that confidential treatment of material contained in their proposal is not requested.

RFP Number

RFP Title

Signature

Date

Printed Name, Title, Company confidential treatment form

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.

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), (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, and (4) Provides the contact information for the person at Bidder’s organization authorized to respond to inquiries by the State concerning the material.

(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

RFP Title

Signature

Date

Printed Name, Title, Company confidential treatment form

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

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 and 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, 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

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

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

(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.

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

4. Participation in RFP Development or Evaluation

If you enter “YES”, you are not eligible for contract award or to work as a subcontractor for the awarded vendor.

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.

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

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 role at time of project.

City.

1. Project name and description of the scope of the project.

Dollar value.

Start and end date (mm/yy – mm/yy)

Status (completed, live, other – specify phase)

Results obtained.

Experience 3

Company name.

Contact role at time of project.

City.

1. Project name and description of the scope of the project.

Dollar value.

Start and end date (mm/yy – mm/yy)

Status (completed, live, other – specify phase)

Results obtained.

6. Standard Contract Terms

Bidder must affirm agreement with the attached Contract Terms. If not in agreement, written exceptions in accordance with the Evaluation Process section of the Proposal Instructions must be provided with Bidder’s proposal.

7. 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 locations within the State of Michigan.

Average wage paid to employees employed at locations within the State of Michigan.

Percentage of employees employed at locations within the State of Michigan that are covered by employer-provided health insurance.

8. Other

vendor questions worksheet

Contractor must enter company name here.

Request for Proposal (RFP) No. 210000000561 Filing Systems for Correctional Facilities 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 Department of Corrections (MDOC), Correctional Facilities Administration (CFA), has determined a need for upgrading filing systems within records offices located in facilities throughout the state. MDOC can provide drawings of applicable record rooms upon request. MDOC seeks to establish contract(s) for obtaining filing systems at:

1. Charles Egeler Reception & Guidance Center (RGC)

2. Cooper Street Correctional Facility (JCS)

3. E.C. Brooks Correctional Facility (LRF)

4. G. Robert Cotton Correctional Facility (JCF)

5. Michigan Reformatory (RMI)

6. Parnall Correctional Facility (SMT)

7. St. Louis Correctional Facility (SLF)

8. Thumb Correctional Facility (TCF) A map showing the facilities’ locations is attached as Attachment A, Correctional Facilities Map.

SCOPE

The filing systems shall include customized cabinets as determined by the bidder. The awarded contractor must deliver all new cabinets, remove all files from existing shelves, dismantle current cabinets and dispose off-site (if necessary), install new cabinets, adjust all shelves to accommodate new side file tabs to confirm that no additional new cabinets are needed, return all files to cabinets with side tab files, remove all packaging and debris, leave area broom or shop vac clean, and complete any additional rework. All shelves must be adjusted to accommodate new side tab files to ensure no additional, new cabinets are needed.

All parts and service must be included in the bidder’s quote.

MDOC reserves the right to add goods or services to the contract to best meet the needs of the ordering entity. MDOC reserves the right to seek quotes for additional filing systems at additional facilities during the contract period.

1. General Requirements

1.1. Product Specifications

The Contractor must provide at least one filing system option per facility either based on its visit from 2019, or, if the bidder needs to see room dimensions, contact the Buyer, Ethan Todd (todde1@michigan.gov) , and he will provide drawings of record room(s).

Also, bidders may request to visit facilities they are bidding on. However, the MDOC does not guarantee visits can occur due to facility restrictions. Requests must be made by the first deadline for bidders to submit questions about this RFP, Wednesday, January 6, 2021.

MDOC has modeled the specifications on TAB systems, but it is for reference and bidders may propose other systems. Standard components for filing systems are:

· Shelf Dimensions per side to be 12” deep with 11 ¼” vertical clearance (unless exceptions are noted) – All units (except for RGC) to have Four (4) insertable/moveable file dividers per file opening. RGC will have built in adjustable file dividers, see specification below.

· TCF, SMT, JCF, SLF, RMI, LRF, JCF all 6 high units

· JCF will have six high unit, with six work/reference shelves. The top shelf and 3rd shelf from the bottom will have a vertical clearance measuring 12 ¾”, and the remaining four shelves will be 11 ¼” measured vertically.

· JCS & RGC 7 high units

· JCF JCS will have 6 - 11 ¼” vertical shelves with top shelf vertical measurement 14 ¼”

· RGC will have 5 – 11 ¼” vertical shelves with top and bottom shelf vertical measurement 12 ¾”

Additional basic specifications for individual facilities are under each facility name. Filing systems must be able to accommodate side tab files. Additional dimensions of each facility’s filing system areas, pictures of the areas, and drawings of each facility are referenced in Attachment E, Filing Systems Area Dimensions, Pictures, and Drawing document.

Bidder must provide a response(s) for each facility its organization is bidding on. Bidders may be bid on one, multiple, or all facilities. Please confirm acceptance of each facility’s system or state potential edits/changes. The bidder must provide a specification sheet including quantity, parts, and detailed descriptions (including filing system dimensions & capacity) either below or as a separate attachment to this bid.

Bidders may propose up to 2 options per facility.

Jackson Locations

Charles Egeler Reception & Guidance Center (RGC) Non anchored/non grouted mobile file system which can be easily relocated at any time in the future. Adjustable shelving with adjustable file dividers (free to move along the leading front edge of each shelf to support files), combination double access mechanically aided mobile filing carriages 7 high along with double access stationary carriage 7 high. Capacity range 3,700 - 3,900 linear file inches.

List all exception(s):

Bidder Specifications:

Cooper Street Correctional Facility (JCS) Combination double access mechanically aided mobile filing carriages 7 high along with single access stationary 7 high unit with four (4) work/reference shelves. Top shelf with be 14 ¼ vertical clearance. Four (4) file dividers per section – 252 total. Capacity range 2,750 - 2,850 linear file inches

List all exception(s):

Bidder Specifications:

G. Robert Cotton Correctional Facility (JCF) Single access station units 6 high with six (6) work/reference shelves. Four (4) file dividers per file opening - 264 total. Capacity range 2,800 - 2,900 linear file inches

List all exception(s):

Bidder Specifications:

Parnall Correctional Facility (SMT) Single access stationary unit 6 high with six (6) work/reference shelves. Adjustable file dividers (free to move along the leading front edge of each shelf to support files) Four (4) file dividers per file opening - 360 total. Capacity range 2,900 - 3,000 linear file inches.

· Of the 11 required shelving units, 2 units shall be installed on the top (NW) wall when referencing the “A200 ADMINISTRATION BLDG. 100 SECOND FLOOR” drawing of JCF. These 2 units will contain a capacity of 552 linear file inches.

· The remaining 9 shelving units shall be installed on the right (NE) and bottom (SE) walls and contain the remaining of the capacity of linear file inches.

List all exception(s):

Bidder Specifications:

Muskegon Location

E.C. Brooks Correctional Facility (LRF) Combination double access mechanically aided mobile filing carriages 6 high along with single access stationary unit 6 high with five (5) work/reference shelves. Three (3) file dividers per file opening – 270 total. Capacity range 3,200 - 3,300 linear file inches

List all exception(s):

Bidder Specifications:

Ionia Location Michigan Reformatory (RMI) Combination double access mechanically aided mobile filing carriages along with single access stationary unit(s) 6 high with Four (4) work/reference shelves, adjustable file dividers (free to move along the leading front edge of each shelf to support files) Four (4) file dividers per file opening - 357 total. Capacity range 4,000 - 4,100 linear file inches

List all exception(s):

Bidder Specifications:

Lapeer Location

Thumb Correctional Facility (TCF) Combination double access mechanically aided mobile filing carriages 6 high with single access stationary 6 high with Four (4) work/reference shelves. Four (4) file dividers per file opening – 384 total. Capacity range 3,500 - 3,600 linear file inches

List all exception(s):

Bidder Specifications:

St. Louis Location

St. Louis Correctional Facility (SLF) Combination double access mechanically aided mobile filing carriage 6 high along with single access stationary unit 6 high with five (5) work/reference shelves. Adjustable file dividers (free to move along the leading front edge of each shelf to support files) Four (4) file dividers per file opening – 240 total. Capacity range 2,500 - 2,600 linear file inches

List all exception(s):

Bidder Specifications:

A. Parts The Contractor must confirm its ability to provide spare parts for the filing system, through their expected life.

List all exception(s):

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

B. Optional Repair Services The Contractor can provide repair services for each piece of equipment. Please describe where the repair service technician(s) are based.

Bidder Response:

Specify the repair response time for:

Regular

Nights/weekends

Holidays

C. Documentation – Documentation shall be delivered with the equipment, in hard copy (e.g. drawings, manuals and warranties). Bidder should describe the documentation that will be provided.

Bidder Response:

D. Expected Useful Life What is the expected useful life of each filing system?

E. Filing Systems End of Life Please describe the proper and / or typical disposal of each piece of a filing system when they are at their end of life.

Bidder Response:

F. Other Supplies Please list and describe any additional supplies or provide a brochure to any supplies your organization may offer (e.g. side tab file jackets, side tab file labels, conversion tabs from top to side tab, file dividers, etc.)

Bidder Response:

G. Project Necessary Steps Please list all necessary steps, responsibilities, and coordination necessary to make the project successful, from contract award, delivery, installation, to contract ending for the Contractor and MDOC.

If bidding on more than one facility, specify if installation can occur concurrently or sequentially, describe project timing and coordination.

Bidder Response:

1.2. Warranties

Describe any warranties included in the bid – add additional rows as needed. Explain the process for reporting warranty issues and how the Contractor will handle any repairs or replacements.

The State reserves the right to require additional warranties other than those identified by the Contractor in its response to this RFP.

Bidder must provide detailed information requested below:

Describe any warranties included in the bid (if none, write N/A):

Provide the length of the warranty:

Explain the process for reporting warranty issues:

Explain how any repairs or replacements are made, including timing, etc.:

If the warranty is provided through a third-party or manufacturer, the Contractor must confirm that the manufacturer’s warranty passes through to the State:

Provide the name, address, contact name, phone number and email address of the party responsible for the warranty:

1.3. Recall Requirements and Procedures

In the event of a recall, the Contractor must immediately notify MDOC Contract Administrator, Contract Manager or designee, and Program Manager by email. The Contractor must provide instructions detailing the process to return the products to the Contractor at the expense of the Contactor. The Contractor is solely responsible for notifying MDOC and coordinating the return of the products.

List all exception(s):

1.4 Quality Assurance Program

Explain your Quality Assurance Program(s).

Bidder must provide detailed information as requested in the above requirement(s):

1.5. Incentives

Explain any special incentives or services including, but not limited to, return policies, equipment trade-in programs, quantity discounts, etc.

Bidder must provide detailed information as requested in the above requirement(s). If none, enter N/A.

2. Service Requirements

2.1. Time Frames

A. The State prefers all filing systems be delivered, installed, provided documentation, and have successfully passed acceptance testing, within 90 calendar days of the Effective Date of the Contract.

List all exception(s):

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

B. After receipt of order, the Contractor, MDOC Facility Manager and Records Office Supervisor will mutually agree upon the delivery and installation date(s) in writing for each facility. Any revision of the dates must also be mutually agreed upon in writing. The State reserves the right to delay the shipment of goods or installation, in its sole discretion.

List all exception(s):

2.2. Delivery

Delivery will be expected at the following facilities, Monday – Friday, during the military time windows, stated below:

1. Charles Egeler Reception & Guidance Center (RGC) 3855 Cooper St.

Jackson, MI 49201-7547

Available Delivery Time:

0800 - 1630 Inside secure perimeter (installation crews would be required to pass through a gate)

2. Parnall Correctional Facility (SMT) 1780 East Parnall Rd.

Jackson, MI 49201

Available Delivery Time:

0730 – 1630 Outside secure perimeter

3. Cooper Street Correctional Facility (JCS) 3100 Cooper St.

Jackson, MI 49201

Available Delivery Time:

0800 – 1630 Outside secure perimeter

4. G. Robert Cotton Correctional Facility (JCF) 3500 N. Elm Road Jackson, MI 49201

Available Delivery Time:

0800 -1630 Outside secure perimeter

5. E.C. Brooks Correctional Facility (LRF) 2500 S. Sheridan Drive Muskegon Heights, MI 49444

Available Delivery Time:

0800 – 1630 Outside secure perimeter

6. St. Louis Correctional Facility (SLF) 8585 N. Croswell Road St. Louis, MI 48880

Available Delivery Time:

0800 – 1630 Inside secure perimeter but not past the gate

7. Michigan Reformatory (RMI) 1342 W. Main Ionia, MI 48846

Available Delivery Time:

0800 – 1630 Inside secure perimeter (installation crews would be required to pass through a gate)

8. Thumb Correctional Facility (TCF) 3225 John Conley Drive Lapeer, MI 48446

Available Delivery Time:

0800 – 1630 Outside secure perimeter

List all exception(s):

2.3. Installation

A. Installation must include, but is not limited to:

1. Remove all files from existing shelves

2. Facilities will request in its delivery order to have the contractors move the current cabinets, or dismantle current cabinets and dispose off-site. If disposed off-site, the cabinets must be recycled or repurposed. After disposition, an update must be provided to the facility in writing stating what has been recycled by volume or weight and categories ( Ferrous metals, non Ferrous metals, etc.).

3. Install new cabinets

4. Adjust all shelves to accommodate new side file tabs to confirm that no additional new cabinets are needed

5. Return all files to cabinets with side tab files in same order

6. Remove all packaging and debris, leave area broom or shop vac clean

Please describe 1) your best practices for completing each of the above tasks 2) Once on-site to install, how long does each installation step take for the proposed filing system

List all exception(s):

Bidder response:

1)

2)

B. Contractor’s work time starts after clearing sally port. The Contractor must allow sufficient time for entry. Unloading and installation of the filing system will be completed by the Contractor.

List all exception(s):

C. State Responsibilities What does the State have to do beforehand to be ready for the Bidder to install?

Bidder Response:

D. Contractor shall validate the installation is completed correctly, prior to turning over to the State for inspection and acceptance. The State will not pay travel expenses.

List all exception(s):

E. Contractor shall specify a contact name and phone number who shall be available to resolve MDOC’s installation related questions.

Bidder Response:

2.4. Reserved

2.5. Maintenance

A. On-site maintenance must be performed according the recommended manufacturer maintenance schedule.

B. What preventative or routine maintenance will MDOC be expected to perform on file system? What maintenance is expected to be performed by a contractor? Please describe.

C. Optional Service Agreement The Contractor should advise whether their filing system requires maintenance as well as whether they provide optional service agreements for each piece of equipment. Please describe what a service agreement would cover, in detail. Contractor may be asked to supply a copy of the service agreement upon execution of the Contract.

Bidder Response:

2.6. Training

A. The Contractor must explain its training capabilities and any training that is included in its proposal. MDOC prefers that the training topics shall include:

1. Daily operations, to include all functionality of filing systems

2. Routine preventative maintenance

3. Troubleshooting, how to fix minor issues and when to call for repair Bidder Response:

B. The Contractor will supply MDOC with any training materials (electronic is acceptable).

C. During the Contract period, if the filing system is upgraded with any enhancements, the Contractor is responsible for additional training for the enhancements.

List all exception(s):

2.7. Reporting

Upon request, the Contractor must submit written reports to MDOC…