Media Storage Services RFP

The State of Michigan Department of Technology, Management and Budget issued a Request for Proposal for Media Storage Services on September 13, 2018, with a bidder question deadline of September 20, 2018, and a proposal submission deadline of October 11, 2018 at 3:00 p.m. Eastern Time. The State sought a qualified contractor to provide comprehensive storage and handling services for micrographic and magnetic media in a secure, vault-type facility with environmental controls. The scope of work includes monthly storage of approximately 2,183 small microfilm boxes and 942 large microfilm boxes, 316 magnetic tape cartridges, optical discs, and miscellaneous media containers, along with pickup and delivery services, electronic inventory management, new item intake and returns processing with internal tracking, and microfilm inspection services conducted in accordance with ISO/TR 12031:2000 standards. The contractor's facility must be located within the United States, preferably in Michigan, positioned at least 50 miles from Grand Rapids and within a two-hour drive from Lansing to accommodate Michigan Department of Health and Human Services inspection needs. The contract term is three years from March 16, 2019 through March 15, 2022, with the option for up to two additional one-year renewal periods at the State's sole discretion, and pricing must remain firm for the entire contract term with adjustments permitted only when supported by documented evidence of cost changes. Contractors must provide detailed itemized pricing for each service category and media type, including one-time setup charges, shipping and handling fees, per-piece pricing, and palletizing costs, and must certify that prices were developed independently without consultation or agreement with other bidders.

No specific set-asides or disadvantaged enterprise restrictions are identified in the RFP, and no incumbent vendors or current contractors are referenced in the procurement documents. The contractor must maintain comprehensive insurance coverage including Commercial General Liability ($1,000,000 per occurrence), Automobile Liability ($1,000,000 per occurrence), Cyber Liability ($1,000,000 each occurrence), Employee Theft ($1,000,000 per loss), and Property Insurance ($3,000,000 per occurrence). The State will assess a 1% administrative fee on all payments and will not commit to specific service volumes, with all quantities listed serving as estimates only. Monthly invoicing must be submitted in Microsoft Excel spreadsheet format with payment via Electronic Funds Transfer within 45 days of invoice receipt. Liquidated damages of $5,000 plus $100 per day apply for late or improper completion, and additional liquidated damages of $1,000 per individual per day apply for unauthorized removal of key personnel. The RFP does not specify a total award value or budget range for this procurement.