Filing Systems for Correctional Facilities RFP

The Michigan Department of Corrections (MDOC) is soliciting proposals for RFP No. 210000000561, seeking a contractor to provide comprehensive filing systems for eight correctional facilities across the state. The project requires complete replacement of existing filing systems, including removal of current cabinets, transfer of files, and installation of new filing systems with specific capacity requirements ranging from 2,500-4,100 linear file inches per facility. Deliverables include custom filing systems with varying specifications, such as mechanically aided mobile filing carriages, single access station units, and non-anchored mobile systems, tailored to each facility's unique needs. The RFP requires contractors to provide all-inclusive pricing covering delivery, installation, records moving, and associated expenses. Key evaluation criteria include technical requirements (weighted at 80 points), with scoring distributed across general requirements (30%), service requirements (20%), staffing (20%), other requirements (10%), and vendor questions (20%). The proposal deadline was February 11, 2021, with an anticipated contract start date of March 15, 2021, and an initial three-year contract term with two optional one-year renewal periods. Bidders were required to comply with extensive security regulations, including LEIN background checks and adherence to PREA standards.

The MDOC provides preference for Michigan-based businesses and qualified disabled veteran/service-disabled veteran-owned businesses under MCL 18.1261(8). Contractors must meet stringent security requirements, including comprehensive training on facility entry procedures, contraband prevention, and prisoner interaction guidelines. The vendor must provide staff capable of working in secure correctional environments, with explicit approval required from facility heads and mandatory one-hour security training for all personnel. While specific contract value was not explicitly stated, the comprehensive nature of the project spanning eight facilities suggests a substantial procurement opportunity. No incumbent vendor was identified in the documentation. Contractors must be prepared to work flexibly, including potential night and weekend installation hours, with all such hours to be included in base pricing. Payment will be processed exclusively through Electronic Funds Transfer (EFT), with 45-day payment terms following acceptance of individually invoiced facility installations.