Solicitation Instructions.docx

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Vendor SIGMA I.D.

STATE OF MICHIGAN

Department of Natural Resources

Bundled, Bulk or Artificial Firewood for Re-Sale at State of Michigan Campgrounds and Recreation Areas Request for Proposal No. 180000001116

THE SOLE POINT OF CONTACT DURING THIS SOLICITATION PROCESS IS THE SOLICITATION MANAGER.

LISA CROZIER-GREEN

CrozierGreenL@michigan.gov

CONTACTING ANY OTHER STATE PERSONNEL, DNR EMPLOYEE, PRD STAFF, AGENT, CONSULTANT OR REPRESENTATIVE MAY RESULT IN DISQUALIFICATION OF THE PROPOSAL AND MAY CAUSE THE VENDOR TO BE INELIGIBLE FOR CONTRACT AWARD.

THE SOLICITATION PROCESS BEGINS ON THE DATE AND TIME THE RFP IS POSTED AND CONTINUES THROUGH THE CONTRACT EXECUTION DATE.

RFP Timeline

Anticipated contract begin date

MAY 1, 2018

*A bidder’s proposal received at 3:00:01 p.m. EST is late and subject to disqualification.

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

STATE OF MICHIGAN

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 and contact information in the header of all documents submitted with your proposal.

RFP Structure and Documentation Items in BOLD font must be attached with the proposal.

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, DNR employee, PRD staff, agent, consultant, or representative regarding this RFP may result in bidder disqualification.

3. 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.

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. OPTIONAL PRE-PROPOSAL CONFERENCE CALL. An Optional Pre-Proposal Conference Call will be held on Friday, February 16, 2018 from 1:00 p.m. – 2:00 p.m. EST. The Pre-Proposal Conference Call is optional, but highly recommended. Vendors interested in participating in the Optional Pre-Proposal Conference Call are asked to dial 888-398-2342 and then enter Access Code 8370939.

The Optional Pre-Proposal Conference Call is intended to provide vendors an opportunity to ask questions regarding the RFP documents, the proposal requirements and the work to be performed. Statements made by the Solicitation Manager or designee during the Optional Pre-Proposal Conference Call are not modifications to the RFP. If the Solicitation Manager determines modifications to the RFP are warranted after the Optional Pre-Proposal Conference Call, modifications will be posted in writing on www.michigan.gov/SIGMAVSS as explained in Section 4, Modifications.

Participation during the Optional Pre-Proposal Conference Call is limited to one [1] person per bidder.

6. DELIVERY OF PROPOSAL.

Electronic – Bidders are expected to submit the proposal, all attachments, and any modifications or withdrawals electronically through www.michigan.gov/SIGMAVSS.

PLEASE NOTE: Vendors must enter their proposed price per bundle in the line item section in SIGMA, as well as provide their proposed price per bundle for SCHEDULED DELIVERIES on Schedule B1 – Locations and Vendor Quotation, for each location included in the proposal. Schedule B1 – Locations and Vendor Quotation should be saved separately from all other proposal documents.

The bidder should attach all documents in a modifiable (native) format (Microsoft Word or Excel). In addition to submitting documents in a modifiable format, the bidder may also submit copies of documents in PDF. 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 Cover Page, 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 PROPOSAL DEADLINE is March 9, 2018 at 3:00 p.m. EST. Bidders who are unable to successfully submit a proposal in SIGMAVSS may contact the Solicitation Manager for assistance with submitting the proposal or alternate delivery arrangements.

Requests for assistance with proposal submission must be emailed to the Solicitation Manager at CrozierGreenL@michigan.gov by Tuesday, March 6, 2018 at 3:00 p.m. EST. The request for assistance must include a viable email address and telephone number.

Assistance is available on a first come – first served basis. Upon timely receipt of a request for assistance, the Solicitation Manager will email the vendor with a submission assistance appointment date and time. Submission assistance appointments will be scheduled during available business hours from 9:00 a.m. Monday, March 5, 2018 through March 8, 2018 at 3:00 p.m. For assistance after 3:00 p.m. on March 8, 2018, vendors must contact the SIGMA help desk at the number provided above.

On the assigned date and time, vendors must be available at the telephone number provided and all proposal documents complete and ready for submission. Assistance will be limited to proposal submission only. Assistance completing proposal documents or questions regarding the RFP documents, specifications, recommendations, location requirements, vendor registration, scoring criteria, etc., will not be permitted.

Vendors are solely responsible for submitting the proposal (including all required documents and certifications) by the published Proposal Deadline. The State is not responsible for the timely or complete submission of vendor proposals.

7. EVALUATION PROCESS. A responsive proposal is one that is submitted in accordance with the solicitation instructions and meets all requirements identified in the solicitation. A responsible vendor successfully demonstrates, by the responses contained in a responsive proposal, that the vendor has the ability to perform the duties identified by the solicitation. Proposals which are not submitted in accordance with the solicitation instructions, or which do not provide the information requested, may be considered non-responsive. The State may request vendor clarification on vague or ambiguous responses, but cannot request clarification if no response is included. Proposal considered non-responsive may not be considered for award recommendation.

ALL proposals should include complete responses to:

Bidders submitting proposals for Bundled or Bulk Firewood must ALSO include complete responses to:

Bidders submitting proposals for Artificial Firewood must ALSO include complete responses to:

The Department of Natural Resources, Parks and Recreation Division is actively working toward 100% heat treated wood at all locations which allow campfires. Proposals will be evaluated using a tiered system, in the following order:

1. Proposals offering heat treated firewood per USDA / APHIS Treatment Schedule T314-c at 160º for 75 minutes (Asian Longhorn Beetle)

2. Proposals offering heat treated firewood per USDA / APHIS Treatment Schedule T314-a at 140º for 60 minutes (Emerald Ash Borer, Walnut Twig Beetle, Woolly Adelgid)

3. Proposals from vendors actively working toward kiln certification, with certain restrictions

4. Proposals offering non-heat treated wood, with certain restrictions

5. Proposals offering Artificial Firewood

USDA / APHIS Kiln Certification for Treatment Schedule T314-c

USDA / APHIS Kiln Certification for Treatment Schedule T314-a

Actively working toward kiln certification

Non-heat treated firewood

Artificial Firewood

TECHNICAL EVALUATION

The Vendor Questions Worksheet will be evaluated to determine whether the vendor possesses the relevant experience to successfully provide the Contract Activities.

Schedule A – Statement of Work will be evaluated to determine whether the vendor has demonstrated the ability to meet the required specifications and to comply with State requirements.

Proposals receiving 80 or more technical evaluation points will have pricing evaluated and will be considered for award.

PRICE EVALUATION

Schedule B1 – Locations and Vendor Quotation will be evaluated to determine whether the price proposed for Bundled or Bulk Firewood is within the State’s anticipated fair market value. Anticipated annual requirements provided per location are estimates only. Schedule B1 must be completed and a price for EACH location included in the proposal must be submitted as an attachment to the proposal entered in SIGMA. Locations that are NOT included in the proposal should be marked “NO BID.” The price quoted per line item in SIGMA should be the “Scheduled Delivery” price. In the event there is a discrepancy between the price quoted in Schedule B1, and the price entered in SIGMA, the State reserves the right to accept the lowest price quoted.

Schedule B2 – Vendor Quotation for Artificial Firewood, All Locations may be evaluated to determine whether the State should consider providing Artificial Firewood for resale at one or more locations. Anticipated annual requirements are estimates only.

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 veteran (QDV) status under MCL 18.1261(8). Additional information on the QDV preference is available at: http://michigan.gov/micontractconnect/0,4541,7-225-48677-123519--,00.html.

STANDARD TERMS

The State strongly encourages strict adherence to the Standard 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, i.e. “the bidder reserves the right to negotiate the terms and conditions”, may be considered non-responsive.

OTHER CONSIDERATIONS

The State may 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/or background checks; and request additional price concessions at any point during the evaluation process.

8. 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 timely respond to a Notice of Deficiency may be cause for proposal disqualification.

9. 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 timely respond to a Clarification Request may be cause for proposal disqualification.

10. 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 7, Evaluation Process, if the State receives only one proposal.

11. AWARD RECOMMENDATION. The contract will be awarded to the responsive and responsible bidder(s) offering the best value to the State, as determined by the State. Best value will be determined by the bidder meeting the minimum point threshold (80 pts.) and offering the best combination of the factors stated in Section 7, Evaluation Process, and price, as demonstrated by the proposal. The State will post a Notice of Recommendation for Award on www.michigan.gov/SIGMAVSS.

12. 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 to GyorkosL@michigan.gov no later than 3:00 p.m. EST, five (5) business days after posting the Notice of Recommendation for Award, or by 3:00 p.m. EST 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.

13. STATE ADMINISTRATIVE BOARD. Contracts in excess of $500,000 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.

14. 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.

15. FREEDOM OF INFORMATION ACT.

a. 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, or financial or proprietary information” are exempt from disclosure under FOIA. And under MCL 18.1470(3), “proprietary financial and accounting” information is also exempt from disclosure under FOIA.

b. If information within a bidder’s proposal falls under the aforementioned exemptions, and the bidder seeks to have it withheld from disclosure under FOIA, then by the proposal deadline, the bidder must: (1) save exempt information in a separate file (i.e., document); (2) name the file/document “FOIA-EXEMPT”; (3) label the header of each page of the file/document “Confidential–Trade Secret,” “Confidential–Financial,” or “Confidential–Proprietary” as applicable; (4) clearly reference within the file/document the RFP schedule, section, and page number to which the exempt information applies; and (5) verify within the FOIA-EXEMPT file/document that the information meets the FOIA exemption criteria.

c. The State reserves the right to determine whether information designated as exempt by a bidder falls under the FOIA exemptions.

d. Resumes, pricing, and marketing materials are not trade secrets or financial or proprietary information.

e. Do not identify your entire proposal as “FOIA-EXEMPT,” and do not label each page of your proposal “Confidential.” If a bidder does so, the State may require the bidder to resubmit the proposal to comply with subsection (b) above.

f. If the State requires a bidder to resubmit a proposal for failure to follow these instructions, the State reserves the right to disqualify the bidder if the proposal is materially changed upon resubmission. In other words, amendments to the proposal should be restricted to that which is necessary to separate confidential from non-confidential information.

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