Modular Office Systems Furniture and Services

The State of Michigan Department of Technology, Management and Budget (DTMB) issued RFP No. 210000001771 on April 29, 2021, for a statewide modular office systems furniture and services contract available to all state agencies and MiDEAL members, including local units of government, school districts, universities, community colleges, and nonprofit hospitals. The solicitation encompasses new modular furniture systems, refurbishment services (re-fabric, cleaning, repainting, and T-mold replacement), programming services, design services, and installation, disassembly, removal, and delivery services. Bidders must submit one of three proposal types: Type 1 (full scope including new products and refurbishment services), Type 2 (new products only), or Type 3 (refurbishment services only). The procurement specifies detailed workstation configurations based on an 8-workstation cluster model with standardized specifications including 42-inch actual height panels (44-inch finished height), 62-inch actual height panels (64-inch finished height), powered panels with four duplexes or three duplexes and one desktop unit, tackboards, worksurfaces, and accessories. All proposals must include physical samples of fabric, panel trim in beige and/or gray, and Grade A worksurface laminate samples, with design services to be completed using AutoCAD and Project Matrix at no cost to the State. The evaluation process consists of three mandatory steps: Step 1 verifies minimum requirements; Step 2 includes technical evaluation scoring; and Step 3 requires presentation and sample installation. Critical deadlines include bidder questions due by May 5, 2021, bidder intent notifications due by May 18, 2021, and proposals due by June 1, 2021, at 1:00 p.m. Eastern time, with anticipated sample installations and presentations scheduled for the week of July 14, 2021.

No set-aside designations for disadvantaged enterprises or restrictions limiting organization type eligibility are specified in the documentation. Bidders must demonstrate minimum gross annual sales volumes of $2,500,000 annually for new products and $250,000 annually for refurbishing services over the five years prior to December 31, 2020, and maintain comprehensive insurance coverage with minimum commercial general liability limits of $1,000,000. The contract includes a one percent administrative fee on all payments and requires quarterly and annual purchasing activity reports. Based on historical spending analysis, the State anticipates average annual expenditures of approximately $5.8 million over the contract term, allocated as approximately $3.5 million for new product, $1.1 million for refurbished product, and $1.2 million for services. The anticipated contract commencement date is October 1, 2021, with a five-year initial term and two optional one-year renewal periods. Pricing must remain firm for the entire contract duration, with adjustments permitted only for documented changes in actual contractor costs subject to mutual negotiation, and all pricing estimates must be submitted using the detailed Excel-based Schedule B pricing format organized by geographic zone.