Disbursements of Processed Meats to MI Charities

The Michigan Department of Natural Resources issued Request for Proposal No. 180000003353 on August 28, 2018, for the disbursement of processed wild game and fish to Michigan charitable organizations under the Sportsmen Against Hunger Program, established by Public Acts 116 and 117 of 2005. The State seeks to contract with a nonprofit organization to collect and disburse wild game and fish to needy families while encouraging sportspeople to donate meat and financial contributions. Key deliverables include communicating the program to hunters, establishing mechanisms for direct deer donations to licensed meat processors, coordinating collection and distribution of processed venison to Michigan-based charitable organizations, processing invoices from meat processors, and providing annual independent audits to state legislative subcommittees. The contractor must maintain a registered representative available 8 a.m. to 5 p.m. EST, provide bi-monthly progress reports, submit annual reports by July 1st detailing activities and donations, and deliver six copies of independent financial audit reports by July 1st of each contract year. Proposals were due at 3:00 p.m. EST on September 18, 2018, with written questions required by September 12, 2018, and answers posted on September 13, 2018. The State will evaluate proposals using a technical scoring system totaling 100 points based on the Statement of Work and Deliverables (50 points), Project Plan (25 points), and Vendor Questions Worksheet regarding experience (25 points), with only proposals achieving 80 or more technical points having pricing evaluated. The contract will be awarded to the responsive and responsible bidder offering the best value, determined by a combination of technical merit and pricing, with the State reserving the right to conduct facility tours, require oral presentations, perform reference checks, and request additional price concessions.

The RFP does not specify exclusive set-asides for disadvantaged enterprises; however, the State will consider Qualified Disabled Veteran (QDV) status under Michigan law in the award decision. No incumbent vendors or current contractors are identified in the procurement documents. The contract is structured as completely cost reimbursable with an annual budgeted amount of $60,000.00 designated for processing fees and reimbursement, with a total contract value of $180,000.00 for the initial three-year term. Administrative costs are capped at a maximum of 33% of yearly allocated funds, and processing fees for donated meat are to be negotiated annually between the contractor and the DNR at a scheduled June meeting. Historical annual budgets have ranged from $23,900.53 in 2013 to $50,610.16 in 2018, with all funding derived from sportsperson donations; the DNR reserves the right to halt funding with 14 days' notice if program funding becomes unavailable. The contract is effective October 1, 2018, and expires September 30, 2021, with the option to renew for up to two additional one-year periods at the State's sole discretion, and the contractor must obtain and maintain comprehensive insurance coverage including Commercial General Liability ($1,000,000 per occurrence) and Automobile Liability ($1,000,000 per occurrence).