Notice of Intent to Award For RFP 19*3023

The Michigan Department of Natural Resources issued Request for Proposal 190000003023 for site Quality of Life Meeting Audio Recording Services on August 16, 2019, with proposals due on September 3, 2019. The procurement sought a qualified contractor to provide comprehensive audio recording services for meetings conducted by three state agencies: the Michigan Department of Natural Resources, the Michigan Department of Agriculture and Rural Development, and the Michigan Department of Environment, Great Lakes, and Energy. The contractor's scope of work includes meeting audio recording services priced per meeting based on duration and location, with additional services including extended hourly recording rates, equipment pickup and delivery, CD/DVD duplication, and meeting setup/takedown services. The contract term is structured as three years with the option for up to two additional one-year renewal periods. Both submitted bidders were required to meet all mandatory specifications and technical requirements, with the evaluation conducted on a lowest-price basis after both Pavlik Enterprises of Lansing, Michigan, and SoundQue Entertainment, Inc. of Trenton, Michigan, achieved passing ratings on all technical criteria. The Notice of Intent to Award was issued on September 19, 2019, with a response deadline of September 24, 2019, pending final State Administrative Board approval.

No set-aside designations or restrictions targeting specific business classifications, such as disadvantaged enterprises or service-disabled veteran-owned businesses, were applied to this procurement; neither of the two bidders identified themselves as Service-Disabled Veteran Owned Businesses. SoundQue Entertainment, Inc. was selected for award at a contract value of $57,500.00 based on significantly lower pricing across all service categories compared to the competing bidder. SoundQue's pricing ranged from $300 to $480 per meeting for DNR services depending on duration and location, compared to Pavlik Enterprises' pricing of $450 to $925 per meeting, with additional cost advantages including $40 per hour for extended services versus $50, $35 for equipment pickup and delivery versus $50, $10 per disc for CD/DVD duplication versus $25, and $45 per meeting for setup/takedown services versus $85. Both bidders proposed identical mileage reimbursement at $0.34 per mile and lodging rates at $85 per night, indicating alignment on travel cost standards.