Filing Systems for Correctional Facilities RFP

The Michigan Department of Corrections issued Request for Proposal No. 210000000561 on December 30, 2020, seeking filing systems for eight correctional facilities: Charles Egeler Reception & Guidance Center, Cooper Street Correctional Facility, E.C. Brooks Correctional Facility, G. Robert Cotton Correctional Facility, Michigan Reformatory, Parnall Correctional Facility, St. Louis Correctional Facility, and Thumb Correctional Facility. Bidders may propose filing systems for one, multiple, or all eight facilities, with up to two options per location, and must deliver customized cabinets with full installation, file transfer services, removal and disposal of existing cabinets, and completion of any necessary rework. The filing systems must accommodate linear file inch capacities ranging from 2,500 to 4,100 inches depending on facility requirements, with custom specification sheets required detailing quantities, parts, and dimensions based on facility-specific documentation including photographs, videos, floor plans, and dimensional data provided by MDOC. All costs including delivery, installation, travel, rework, and spare parts must be included as firm fixed pricing on an F.O.B. destination basis with no freight charges to the State. Proposals were due February 11, 2021, at 1:00 p.m. Eastern, with bidder questions accepted in two rounds (deadlines January 6 and January 27, 2021), a pre-proposal meeting video made available January 22, 2021, and facility visits requested by January 6, 2021, subject to security restrictions. Technical evaluation criteria include General Requirements (30 points), Service Requirements (20 points), Staffing (20 points), Other Requirements (10 points), and Vendor Questions Worksheet (20 points), with proposals requiring 80 or more points advancing to pricing evaluation for award consideration. The anticipated contract effective date is March 15, 2021, with an initial three-year base term and renewal options for up to two additional one-year periods at the State's sole discretion.

The RFP does not identify any set-aside designations or restrictions limiting response to specific organization types; however, all contractor staff performing work at secure facilities must complete mandatory security training and pass LEIN background checks prior to delivery and installation. Contractor personnel are subject to comprehensive security protocols, vendor conduct standards, and Prison Rape Elimination Act (PREA) compliance requirements as outlined in the attachments, including prohibited contraband items, mandatory personal and vehicle searches, tool control procedures, and strict prohibitions on unauthorized prisoner contact. All contractors must maintain commercial general liability insurance of $1,000,000 per occurrence and $2,000,000 general aggregate, umbrella liability of $5,000,000, and automobile liability of $1,000,000 per accident, with performance bonds potentially required at the State's discretion. The RFP reserves the right to award multiple contracts and to consider economic impact to Michigan, including job creation and local employment. Filing systems are subject to acceptance within 14 calendar days of installation, with up to three rework attempts permitted before the State may declare systems non-compliant and require full refund; late delivery or installation incurs one percent invoice credits for every calendar week of delay. Payment will be made via electronic funds transfer within 45 days of invoice receipt following successful acceptance of each filing system, though the RFP does not specify an overall budget or award value range.