Soap Base RFP- 210000001167 final.docx

Department of Corrections Soap Base Request for Proposal No. 210000001167 Solicitation Manager Name: Arnold Vande Mark Direct Phone:517-335-2083 Email: VandemarkA@michigan.gov

This is a Request for Proposal (RFP) for:

Soap Base RFP Timeline

*A bidder’s proposal received at 3:00:01 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)

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.

SAMPLES SUBMISSIONS

Samples will not be collected as part of the bid submittal process. After an Award Recommendation is made but before the contract is finalized, the awarded Contractor must submit a 5 pound sample of their proposed soap base for testing by Michigan State Industries staff.

ALTERNATE SPECIFICATIONS

Bidders must submit any proposed alternate specifications or products as a question by the deadline for bidder questions. Specifications must be emailed with the question. The State may or may not approve a proposed alternate, in its sole discretion. Approval or disapproval of proposed alternates will be posted in the Q&A document online.

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. OPTIONAL PRE-PROPOSAL MEETING. An optional pre-proposal meeting will be held on March 5, 2021 at 1 p.m. Eastern by telephone conference. The phone conference number is 248-509-0316 and the phone conference ID is 291 453 844#.

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 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.

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 the Solicitation Manager 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.

6. DELIVERY OF PROPOSAL.

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.

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

The Prime Contractor must be a manufacturer authorized distributor, directly providing SDS and recall notifications. MDOC reserves the right to independently verify the bidder’s status.

The Contractor must submit with its bid proposal the applicable SDS sheets for each item bid and Certificate of Analysis.

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:

Step 1 – Technical Evaluation Technical evaluation of written bid proposal will be scored on the following criteria

Proposals receiving 80 or more technical evaluation points will proceed to Step 2.

Step 2 – Price Evaluation Proposals passing step 1 will have their price evaluated. The State reserves the right to perform price negotiations as part of Step 2.

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.

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.

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.

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 HawkerR@michigan.gov no later than 5:00 pm, five calendar days after posting the Award Recommendation and Evaluation Synopsis or by 5:00 pm 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.

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. 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. 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.

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. 210000001167 Soap Base

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), Michigan State Industries (MSI), manufactures goods and provides services for sale to state agencies, tax supported entities and local governmental units. Soap base is a raw material that is used in the production of cosmetic and toilet soap for the Michigan Department of Corrections.

SCOPE

This is a request for a Contractor to provide soap base. The State reserves the right to add or delete products to best meet the needs of the ordering entity. Product may be flakes, pellets, chips, or noodles, etc.

ALTERNATE SPECIFICATIONS

Bidders must submit any proposed alternate specifications or products as a question by the deadline for bidder questions. Specifications must be emailed with the question. The State may or may not approve a proposed alternate, in its sole discretion. Approval or disapproval of proposed alternates will be posted in the Q&A document online.

REQUIREMENTS

The Contractor must provide soap base for use in the production of cosmetic and janitorial soap according to the following specifications. The Contractor will be required to provide the soap base as ordered and within the time constraints required.

The Contractor is solely responsible to ensure that products delivered meet the specifications and requirements of this RFP.

General Requirements

1.1 Product Specifications

A. Product Soap Base:

· White noodles or pellets,

· Mild pleasant soap odor,

· Tallow: 80 - 85%,

· Coconut oil: 15 - 20%,

· Acid value of fatty acids: 214 - 218,

· Chlorides salt (as NACL): 0.30 - 0.66%,

· Glycerine: 0.28 - 0.74%,

· Free alkali (as NAOH): 0.001 - 0.08%,

· Moisture content: 10 - 15%,

· Iodine value of fatty acids: 36.0 - 43.0, and

· Anhydrous soap 79% minimum Bidder must check only one box below and identify exception(s):

B. Provide the location where the product is manufactured.

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

C. Awarded Contractor must retain a sample of the product that is submitted prior to Contract finalization.

Bidder must check only one box below and identify exception(s):

1.2 Warranties

All deliverables must have a minimum one (1) year warranty against any and all manufacturer’s defects. 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 as requested below.

1.3 Recall Requirements and Procedures

In the event of a recall, the Contractor must immediately notify MDOC Contract Administrator, Contract Monitor, 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.

Bidder must check only one box below and identify exception(s):

1.4 Incentives

Explain any special incentives or services including, but not limited to, quantity tier discounts, etc.

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

1.5 Minimum Order

The State prefers that there is no minimum order quantity. If the Contractor requires a minimum order quantity, the Contractor must state the minimum order.

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

There is no specific guarantee of the number of orders that will be placed or total quantity ordered during the contract period.

Bidder must check only one box below and identify exception(s):

1.6 Incorrectly Filled Orders

A. The Contractor must explain its mechanism to refund/return/replace incorrectly filled orders, including over shipments.

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

B. If there are deficiencies in the deliverables, the State will notify the Contractor by email of the deficiencies. The Contractor will have 30 calendar days to correct and resubmit the deliverables at no cost to the State.

Bidder must check only one box below and identify exception(s):

C. The Contractor is solely responsible to coordinate the refund/return/replacement of incorrectly filled orders.

Bidder must check only one box below and identify exception(s):

1.7 Return Policy and Procedure

The Contractor must explain its return policy and procedure in the event that the State wants to return the items for reasons other than warranty, defects, or incorrectly filled orders.

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

1.8 Quality Control

What is the Contractor’s mechanism to guarantee the quality of the deliverable? Please explain your company’s quality control process.

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

Service Levels Time Frames A. The State prefers that deliveries be made within 15 calendar days. Deliveries after the contracted business days are considered late. The receipt of order date is pursuant to Section 2, Service Levels, of the Standard Terms and Conditions. The Contractor must state its delivery time after receipt of order. Specify the time in calendar days.

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

B. Contractor must submit its delivery date via email within two business days of receipt of order to the Program Manager and Contract Manager.

Bidder must check only one box below and identify exception(s):

C. The Contractor is solely responsible to ensure that it or any subcontractors, manufacturers, and/or major suppliers meet the delivery requirement.

Bidder must check only one box below and identify exception(s):

D. MDOC requires all deliveries be completed by the time period specified in the Contract.

Bidder must check only one box below and identify exception(s):

E. The Contractor must verify with its subcontractors, manufacturers, and/or suppliers that the above time frame can be met.

Bidder must check only one box below and identify exception(s):

F. The Contractor must list in its response any known circumstances, such as, specific holidays, plant shutdowns, etc., that may affect the requested delivery time frames.

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

G. What are your subcontractors’, manufacturers’, and/or major suppliers’ shut down schedules?

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

H. What are your subcontractors’, manufacturers’, and/or major suppliers’ lead times?

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

I. The Contractor must describe its plan for guaranteeing that the deliverables will be met within the above time frame. This must include meeting the delivery time frame even during the specific holidays, plant shutdowns, etc., listed above. Examples are that the Contractor maintains a supply of the product or that the manufacturer maintains a warehouse in United States.

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

Reporting A. The Contractor must ensure that an accurate Monthly Order and Delivery Report is delivered via email to the Program Manager and Contract Manager within 15 calendar days from the close of the previous month. See Attachment A. Service Level Agreement (SLA). The State will provide an approved template. Reports must specify:

· Delivery Order Number (DO),

· Date of receipt of the delivery order,

· Quantity ordered,

· Shipment dates and quantities, and

· Date of signed shippers by MDOC.

· Other fields may be added on an as needed basis.

Bidder must check only one box below and identify exception(s):

B. The Contractor must provide additional various reports to the MDOC Contract Administrator, Contract Manager, Program Manager, or designees, upon request. Examples may include itemized reports of total items purchased by MDOC, open invoice reports, delivery compliance reports, quality reports, and proof of delivery documentation.

Bidder must check only one box below and identify exception(s):

C. Upon request, the Contractor must provide an Order Report to the Contract Manager or designee listing the delivery order number, date of receipt of the delivery order, quantity ordered, shipment dates and quantities, and date of signed shippers by MDOC. The due dates will be agreed upon by the Contractor and MDOC.

Bidder must check only one box below and identify exception(s):

D. The Contractor must proactively update the Contract Administrator, Contract Manager or designee and Program Manager of industry shifts and trends; as well as new products offered when such information becomes available.

Bidder must check only one box below and identify exception(s):

E. The Contractor should annually evaluate if cost savings of 5% or more can be recognized and provide the information to the Contact Administer and Program Manager. The due date of the reports and format will be agreed upon by the Contractor and MDOC Contract Administrator. Suggestions may include, but are not limited to:

· Whether any products of equivalent specifications are available at a lower cost.

· Whether price decreases are justified based on increased volume, market changes, or other issues.

Bidder must check only one box below and identify exception(s):

Meetings The Contractor should inform the Contract Administrator and Contract Monitor of any meetings with MSI factory or Business Office Staff. Notification shall be provided to the Contract Administrator and Contract Monitor by email at least 10 business days prior the proposed meeting.

Bidder must check only one box below and identify exception(s):

Mandatory Meetings – Kickoff The Contractor is required to participate in a kick-off meeting scheduled by the MDOC. The kick-off meeting is expected to be scheduled within 30 calendar days of the Effective Date of the Contract. The kick-off meeting may be conducted remotely.

Bidder must check only one box below and identify exception(s):

Annual Meetings Upon request, the Contractor will attend annual meetings by telephone or in person to be held at a location and time of MDOC’s choosing. Topics shall include contract compliance, industry information, and other issues or concerns.

Bidder must check only one box below and identify exception(s):

The State may request other meetings as it deems appropriate.

Staffing Contractor Representative The Contractor must appoint a representative 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”).

Bidder must check only one box below and identify exception(s):

The Contractor must notify the Contract Administrator immediately upon removing or assigning a new Contractor Representative.

Bidder must check only one box below and identify exception(s):

The Contractor Representative should be located within the continental United States.

Bidder must check only one box below and identify exception(s):

The Contractor must provide the following information for the Customer Service Representative.

Customer Service Toll-Free Number The Contractor should specify its toll-free number for the State to make contact with the Contractor Representative. The Contractor Representative must be available for calls during the hours of 7:00 am to 5:00 pm Monday – Friday EST/EDT. The Contractor must respond to all messages within the same business day.

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

Disclosure of Subcontractors, Manufacturers, and/or Major Suppliers The Contractor must disclose if it intends to utilize subcontractors, manufacturers, and/or major suppliers, in the performance of this Contract.

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

Changes to the subcontractors, manufacturers, and or major suppliers must be approved by the State through the issuance of a Contract Change Notice.

Bidder must check only one box below and identify exception(s):

If the Contactor changes subcontractors, manufacturers, and or major suppliers, the State reserves the right to require new samples for approval.

Bidder must check only one box below and identify exception(s):

The State reserves the right to require the Contract change sub-contractors, manufacturers, and or major suppliers at the State’s sole discretion.

Bidder must check only one box below and identify exception(s):

If the Contractor intends to utilize subcontractors, manufacturers, and or major suppliers, the Contractor must disclose…