Addendum 1*** recording services for NRC meetings

The State of Michigan Department of Natural Resources issued Request for Proposal No. 190000003023 for Quality of Life Meeting Recordings audio services on August 16, 2019, with a proposal deadline of September 3, 2019 at 9:30 p.m. Eastern Time and an anticipated contract start date of October 1, 2019. The procuring agencies include the Michigan Department of Natural Resources (DNR), Michigan Department of Agriculture and Rural Development (MDARD), and Department of Environment, Great Lakes and Energy (EGLE), with service delivery required across Grand Traverse County and multiple jurisdictions in Lansing City. The contractor must provide professional audio recording and amplification services for DNR Natural Resources Commission monthly meetings held at varying locations throughout Michigan, with on-call recording services available for MDARD and EGLE meetings. Key deliverables include real-time amplification of all meetings for audience members, audio recording of select committee sessions provided on CD, DVD, or digital formats (MP3 and MP4 preferred), equipment setup and takedown, and pickup and delivery of meeting materials from the NRC Office in Lansing within two business days of meeting completion. The contractor must designate a dedicated Service Manager and Audio Sound and Recording specialist requiring State approval, maintain specified equipment including a Yamaha EMX 312 Powered Mixer, Tascam CD-RW 900 SL, AKG D9000 microphones, and backup equipment to prevent recording lapses. Pricing must differentiate services by meeting duration (4 hours or less, 4 to 8 hours, and extended hours beyond 8 hours) and geographic location relative to the Greater Lansing Area (within 25 miles, 25 to 125 miles, and beyond 125 miles), with mileage reimbursement at $0.38 per mile and lodging at $85.00 plus taxes per night for meetings outside the Greater Lansing Area. The RFP evaluation will be conducted on a pass/fail basis with evaluation criteria including compliance with Schedule A staffing requirements, completion of the Vendor Questions Worksheet, and acceptance of Standard Contract Terms, with bidders permitted to propose exceptions with detailed justifications. Questions from bidders were due by August 23, 2019 at 3:00 p.m. Eastern Time, with answers anticipated to be posted on August 27, 2019 at 4:00 p.m. Eastern Time.

No specific set-aside designations for disadvantaged enterprises or restrictions on organization types responding to this procurement are identified in the available documentation. The State does not identify any incumbent vendors or current contractors in the materials provided. Proposals must be submitted electronically through www.michigan.gov/SIGMAVSS in modifiable formats such as Microsoft Word or Excel with a maximum file size of 6 MB per document, and all proposals are subject to Michigan's Freedom of Information Act with mandatory submission of a Confidential Treatment Form regardless of whether confidential information is included. The Standard Contract Terms require the successful contractor to maintain Commercial General Liability insurance of $1,000,000 per occurrence, Automobile Liability of $1,000,000 per accident, and Workers' Compensation and Employers Liability coverage of $500,000 per accident, with the State named as an additional insured. The contract is effective October 1, 2019 through September 30, 2022, with provisions for up to two additional one-year renewal periods at the State's sole discretion, and liquidated damages provisions of $5,000 plus $100 per day apply for late or improper completion of services. Payment will be made by electronic funds transfer within 45 days of the State's receipt of undisputed invoices, and contracts equal to or greater than $250,000 require approval by the State Administrative Board. The specific award value or budget range for this procurement is not disclosed in the available documentation.