Solicitation Documents Two- Way Radio- Addendum 3.docx

STATE OF MICHIGAN

Department of Technology, Management and Budget—Central Procurement

Two-Way Radio and Radio Systems Sales and Service Request for Proposal No. 200000002445

Solicitation Manager Name: Valerie Hiltz Direct Phone: 517-249-0459 Email: hiltzv@michigan.gov Main Phone: 1-855-MI-PURCH 1-855-647-8724

This is a Request for Proposal (RFP) for:

Two-Way Radio and Radio Systems Sales and Service inclusive of equipment, pagers, accessories, software, engineering, and maintenance and repair service.

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.

PROPOSAL INSTRUCTIONS

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. OPTIONAL PRE-PROPOSAL MEETING.

An optional pre-proposal meeting will be held on Monday, October 12, 2020 at 1:00 p.m. ET via a Microsoft Teams meeting.

Join Microsoft Teams Meeting +1 248-509-0316 United States, Pontiac (Toll) Conference ID: 560 909 320#

While not mandatory, it is suggested that bidders plan to call in. The purpose of the pre-proposal meeting is to discuss the RFP documents and submittal process and provide an overview of the scope of the anticipated contract.

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 Section 4, Modifications.

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) 373-4111 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, if the bidder is not the manufacturer but claims to be a manufacturer’s representative, dealer, distributor, or authorized reseller, the bidder must provide with their solicitation response a copy of the official manufacturer’s documentation to support the claim.

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

8. EVALUATION PROCESS. If all mandatory minimum requirements are met the State will evaluate each proposal based on the following factors:

Proposals receiving 80 or more technical evaluation points will have pricing evaluated and be 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(QVD/SDVOB) status under MCL 18.1261(8). Additional information on the SDVOB preference is available at: https://www.michigan.gov/dtmb/0,5552,7-358-82550_85746_48677-412612--,00.html.

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 Section 8, Evaluation Process, 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 Section 8, Evaluation Process, and price, as demonstrated by the proposal. The State will post a Notice of Recommendation for Award on www.michigan.gov/SIGMAVSS .

13. DEBRIEF MEETING AND BID PROTEST. The State will post a Notice of Recommendation for Award, 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 electronically at BidProtest-DTMB@michigan.gov no later than 5:00 p.m. ET, 7 calendar days after posting the Notice of Recommendation for Award on SIGMA VSS, or by 5:00 p.m.ET 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.

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.

a. SUBMIT A COMPLETED “CONFIDENTIAL TREATMENT FORM” (CT FORM) WITH YOUR BID. Completion and submission of the CT Form is required regardless of whether the bidder seeks confidential treatment of information. Failure to submit a completed CT Form may be cause for disqualification from the solicitation process.

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

ii. Complete and sign Section 2 of the CT Form if the bidder requests confidential treatment of certain information. Bidder must also submit a “Public Copy” of the proposal with the trade secret, financial, and proprietary information redacted and clearly labeled as the “Public Copy.”

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.

CONFIDENTIAL TREATMENT FORM (CT FORM)

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 Section 16 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 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 the proposal is not requested.

[Printed Name] [Title] [Company]

Section 2. Confidential Treatment Is Requested

The 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 whether the material is a trade secret (TS), financial information (FI), or proprietary information (PI); (2) explains the specific legal grounds that support treatment of the material as TS, FI, or PI; and (3) provides the contact information for the person at bidder’s organization authorized to respond to inquiries by the State concerning the material. Bidders must not simply cite to an applicable act or case name; rather, bidders must provide a complete justification as to how the material falls within the scope of an applicable act or relevant case law.

CONFIDENTIAL TREATMENT FORM (CT FORM)

By signing below, the bidder affirms that confidential treatment of material contained in its proposal is requested and has attached to this form a redacted “Public Copy” of the bidder’s proposal.

[Printed Name] [Title] [Company]

VENDOR QUESTIONS WORKSHEET

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 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

Did your company, an employee, agent, or representative of your company, or any affiliated entity participate in developing any component of this solicitation? For purposes of this question, business concerns, organizations, or individuals are affiliates of each other if, directly or indirectly: (1) either one controls or has power to control the other or (2) a third party controls or has the power to control both. Indicia of control include, but are not limited to, interlocking management or ownership, identity of interests among family members, shared facilities or equipment, and common use of employees.

If you entered “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 three [3] relevant experiences from the last five [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 Section 8 Evaluation Process 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

Request for Proposal No. 200000002445 Two-Way Radio and Radio Systems Sales and Service

SCHEDULE A

STATEMENT OF WORK

CONTRACT ACTIVITIES

This schedule identifies the anticipated requirements of any Contract resulting from this Request for Proposal (RFP). The term “Contractor” in this document refers to a bidder responding to this RFP.

The Contractor must respond to each requirement or question and explain how it will fulfill each requirement where indicated. The Contractor MUST respond within the body of this document in the spaces provided except as otherwise directed. Cut and paste information into these locations if necessary. Do not attach any alternate or additional information as it may not be considered for evaluation, unless specifically requested within the RFP. Uniform Resource Locator (URL) links to information will not be considered for evaluation.

BACKGROUND

The State of Michigan, its agencies, and MiDeal members (local units of government including cities, villages, counties, townships, school districts, non-profit hospitals, and institutions of higher education) use two-way radio and wireless communication equipment to ensure public safety either by utilizing the Michigan Public Services Communication System (MPSCS) or independent systems, and the performance of their everyday duties.

Based on the past usage, it is estimated that the purchase of the initial five (5) year terms of the contract may approximate and aggregate total of $1,600,000.00 for contract products and services. Usage on behalf of MiDeal members is unknown.

INTENT

The State invites any and all Two-Way Radio manufacturers to submit a proposal response. Likewise, any manufacturer’s representative, dealer, distributor, or authorized reseller may bid on this RFP provided they include in their solicitation response proof that they are authorized to sell, engineer and service the brands they are offering in their solicitation response. The State may consider establishing a single or multiple contracts, or contracts with entities that can sell, engineer systems for, and service multiple brands.

What is your Company Status

SCOPE

The contract or contracts established based on this RFP will be for use by the State of Michigan and its MiDeal members and must provide deliverables, services, staff, and otherwise do all things necessary or incidental to the performance of the work established in the contract to include but not limited to:

A. P25 Two-Way Radios and other associated radio systems hardware, accessories and furniture which may or may not be utilized for use on and compatible with the Michigan Public Safety Communication System (MPSCS).

B. Non-P25 Two-Way Radios and other associated radio system hardware, software, accessories, and furniture.

C. Professional services including but not limited to extended warranties, engineering, installation, maintenance, repair, and training services.

D. Future new technologies and technology solutions as necessary to refresh radio systems created under this contract or to augment existing State systems.

Any contract established based on this RFP will not include sales or service of Motorola products which are already contracted for under State of Michigan Master Agreement # 190000001544- Motorola.

REQUIREMENTS

1. General Requirements

1.1. Sales- Deliverable Product Specifications

A. P-25 and Non-P25 Radios and Equipment.

The Contractor may provide both P-25 and Non-P25 radios and equipment. Products intended to be used in conjunction with (MPSCS) must meet parameters as set forth in Section 1.1.B. as indicated below.

The following list of commodities will be made available to include but not limited to:

1. Mobile and Portable Radios. Includes but are not limited to, trucking phase II, analog conventional:

a. Mobile Radio- which is a fixed mount unit installed into a vehicle.

b. Portable Radio- which are personal radios

c. Consolette Radio- which are at dispatch centers or established for back-up using 120v.

d. In-vehicle Repeaters and systems, and associated hardware and accessories.

2. Consoles. Include but not limited to any dispatch console.

3. Fixed Stations, Fixed Station Controls and Fixed Station Accessories. These are the large rack mounted radios and equipment located at radio tower sites, and receivers. Including but not limited to:

a. Microwave Antennas and Antenna Systems

b. Base Station/Repeater Radio Antennas

c. RF Transmission Lines

d. RF Filtering Equipment

4. Fixed Network Equipment. Includes all system infrastructure IP networking hardware including but not limited to:

a. Routers

b. Switches

c. Firewalls

5. System Infrastructure. Includes hardware, software, software licenses all located at the system master sites which run the radio system.

6. Dropship. Includes but is not limited to:

a. Microwave Equipment

b. Antenna Systems

c. Site Shelters

d. Console Furniture

e. Fixed Mount Hardware

f. Third party hardware or software

7. Accessories and Aftermarket. Includes but is not limited to such items as:

a. Belt Clips

b. Remote speaker mics

c. Batteries

8. Spare Parts. To repair any items sold

9. Pagers and Pager Encoders

10. Pager Accessories B. P25 Equipment to be used in conjunction with the MPSCS

1. Radios and Dispatch Consoles After evaluation by the Michigan Public Safety Communications staff for compliance with the established MPSCS technical and operational standards, the mobile and portable radios, paging receivers and dispatch consoles listed below have met those requirements and are eligible for use on the MPSCS by MPSCS members. Currently approved equipment available for review in Schedule A, Attachment 1.

2. Size800 MHz Fire Paging At this time, only one manufacturer has been approved as compatible for use on the MPSCS. During the course of the contract this list could be updated and expanded as other manufacturers develop pagers that have been proven to work on the system. The list of currently approved pagers is as follows:

a. Unication G4 Single Band P25 Voice Pager

b. Unication G5 Dual Band P25 Voice Pager (which can switch between digital and analog paging)

c. Unication accessories

Bidder, does your proposal include Non-P25 equipment. Which Manufacturer’s products do you sell and service.

Bidder Response (if no, write N/A):

Bidder, does your proposal include P25 equipment? Which Manufacturer’s products do you sell and service.

Bidder Response (if no, write N/A):

1.2. Warranties

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.

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.

Does the Bidder offer Extended Warranties? In no, respond N/A. If yes, please describe what type of warranties these are and what the additional costs would be.

Bidder Response:

1.3. Recall Requirements and Procedures

Describe any recall requirements and procedures.

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

Bidder Response (if none, write N/A)

1.4. Quality Assurance Program

A. The Contractor may be required to establish a Quality Assurance Plan (QAP) which will provide a framework for the successful implementation and completion of larger projects from pre-sale through delivery of the final solution and transition to on-going service and maintenance as required by the State.

Bidder must provide detailed information to explain their established Quality Assurance Program(s).

Bidder Response:

1.5. Incentives

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

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

Bidder Response:

1.6 Specific Standards

A. IT Policies, Standards and Procedures (PSP) Contractors are advised that the State has methods, policies, standards and procedures that have been developed over the years. Contractors are expected to provide proposals that conform to State IT policies and standards. All services and products provided as a result of this RFP must comply with all applicable State IT policies and standards. Contractor is required to review all applicable links provided below and state compliance in their response.

Public IT Policies, Standards and Procedures (PSP):

https://www.michigan.gov/dtmb/0,5552,7-358-82547_56579_56755---,00.html B. Acceptable Use Policy To the extent that Contractor has access to the State’s computer system, Contractor must comply with the State’s Acceptable Use Policy, see http://michigan.gov/dtmb/0,4568,7-150-56355_56579_56755---,00.html. All Contractor Personnel will be required, in writing, to agree to the State’s Acceptable Use Policy before accessing the State’s system. The State reserves the right to terminate Contractor’s access to the State’s system if a violation occurs.

C. SOM Digital Standards All software items provided by the Contractor must adhere to the State of Michigan Application/Site Standards which can be found at www.michigan.gov/standards.

2. Service

2.1. Professional Service

The following professional services will be provided in order to engineer, service, maintain and repair the products or systems sold under this contract. These professional services will include but are not limited to:

A. System Engineering Bidder must describe the types and extent of System Engineering services your company can offer.

Bidder Response:

B. Installation Installation will be expected within the timeframe and at the location agreed upon in the DO. Installation will be considered complete as per Section 7, Acceptance.

Bidder must provide detailed information outlining the types of installation service your company can offer.

Bidder Response:

C. Maintenance

1. On-site maintenance must be performed according the recommended manufacturer maintenance schedule for equipment requiring the same.

2. The State may need to call for unscheduled maintenance. The Contractor must specify its toll-free number for the State to contact the Contractor for maintenance. The Contractor must be available for calls and service during the hours of 8 am to 5 pm EST.

Bidder must provide detailed information as to what types of maintenance your company can provide, where, when, on what cycle, and what the procedures are to obtain maintenance.

Bidder Response:

D. Technical Support

1. When providing technical support, the Call Center must address the caller’s issue within 24 hours. If the caller’s issue cannot be resolved within 48 hours, service may need to be scheduled.

2. The Contractor must specify its toll-free number for the State to contact the Contractor for technical support. The Contractor must be available for calls and service during the hours of 8 am to 5 pm EST.

Bidder must provide detailed information as to what types of Technical Support your company can provide, where, when, and what the procedures are to obtain technical support.

Bidder Response:

E. Repairs and Service

1. The Contractor must be able to service and repair the systems or equipment it sells.

2. The Contractor must specify its toll-free number for the State to contact the Contractor for repairs. The Contractor must be available for calls and service during the hours of 8 am to 5 pm EST Bidder must provide detailed information as to what types of Support Service your company can provide, where, when, how quickly, and what the procedures are to obtain system or equipment service.

Bidder Response:

Bidder must provide detailed information as to what types of Repairs your company can provide, where, when, how quickly, and what the procedures are to arrange for equipment repairs.

Bidder Response:

F. System Hardware Upgrades Bidder must explain how they handle system hardware upgrades, how they are delivered, how often, and how they charge for these services.

Bidder Response:

G. Software Upgrades Bidder must explain how they handle system upgrades, how they are delivered, how often, and how they charge for these services.

Bidder Response:

H. Training Bidder must explain its training capabilities and any training that is included in its proposal.

Bidder Response:

Bidder must explain what training is available at an additional cost and how that is charged.

Bidder Response:

I. Other Services Bidder, are there any other services that you can offer that are not already listed above. If so, please explain in detail what they are, how they are provided.

Bidder Response

2.2. Time Frames

A. The Contractor will acknowledge requests for quotations and provide quotations promptly.

Bidder must provide the timeframe in which your company will acknowledge requests for quotation

Bidder Response:

Bidder must provide the anticipated time in which it would take to provide a quotation.

For systems:

B. Deliveries must be made in accordance with the timelines established in the DO.

2.3. Reporting

The Contractor must submit the following written reports:

A. To the MiDeal Coordinator. The Contractor must provide quarterly reporting as indicated in the Standard Contract Terms, Sections 9. Administrative Fee and Reporting and 10. Extended Purchasing.

B. To the Program Managers and or entities making the purchases. Reports will be provided as requested C. To the Contract Administrator.

1. Annual Line Item usage report including all purchased made from this contract including quantities, item description and pricing charged

2. Other Reports as deemed necessary

Bidder must explain its reporting capabilities and any reporting that is being included in this proposal.

Bidder Response:

2.4. Meetings

The Contractor must attend the following meetings:

A. Contract Kick-off meeting within 15 calendar days of the Effective Date B. Meetings as requested by Agency groups or MiDeal Members deem appropriate C. Meetings as requested by the Contract Administrator as deemed appropriate

2.5. Service Level Agreements (SLA’s)

1. The Contractor will meet the requirements of the service levels that will be established under this contract. Failure to meet the SLA’s may result in the State’s assessing Service Credits.

2. SLA’s for Radio Systems will be established in the project Statements of Work and made part of the Delivery Order.

SLA Metric 1. Timely Deliveries

The acceptable standard is 100% compliance.

Extenuating circumstances must be relayed to the State prior to the ship date and will be reviewed by the person/entity who placed the order before any Service Credits are assessed. At the discretion of the State, these credits may be applied toward any payable due to the Contractor or be payable directly to the State. Payments made directly to the State will be completed within 10 days upon demand.

SLA Metric 2. Timely Service

Extenuating circumstances will be reviewed by the person/entity who placed the order before any Service Credits are assessed. At the discretion of the State, these credits may be applied toward any payable due to the Contractor or be payable directly to the State. Payments made directly to the State will be completed within 10 days upon demand.

SLA Metric 3. Accurate Deliveries

The entire order will be received on the same day unless a partial delivery has been approved in advance by person/entity placing the order.

2. Signed and dated packing slips will be provided…