Notice of Intent to Award (NIA1) for RFP# 210000000701

This Notice of Intent to Award concerns RFP# 210000000701 issued by the Michigan Department of Military and Veterans Affairs' Procurement Office for Camp Grayling Substation Fire Services. The solicitation sought proposals from qualified contractors to provide comprehensive full-time firefighting services consisting of one engine company staffed with three firefighters and one supervisor operating continuously on a 24-hour-per-day, seven-days-per-week basis. The RFP was posted on SIGMA VSS on January 15, 2021, with a proposal submission deadline of February 18, 2021, allowing bidders 34 days to prepare and submit their responses. The contract term spans three years with provisions for up to two additional renewal options, extending the potential service period to five years total. Evaluation of proposals followed a pass/fail methodology based on four mandatory technical specifications addressing general requirements, staffing qualifications, project management capabilities, and vendor questions, with award to be made to the lowest-priced responsive and responsible bidder among those meeting all technical requirements. Timothy Cole was designated as the Solicitation Manager for debriefing sessions with unsuccessful bidders.

Two bidders submitted proposals for this opportunity: Beaver Creek Fire Department and the Township of Frederic, with both achieving a PASS determination on all mandatory technical specifications. The Township of Frederic was recommended for award based on lowest price, with a total contract value of $2,093,750.00 covering the five-year period inclusive of the three-year base term and two optional renewal years. The monthly staffing cost is structured at $418,750.00 for the five-month operational period from May through September annually. The competing proposal from Beaver Creek Fire Department totaled $2,425,000.00, representing a differential of $331,250.00 over the five-year contract period. No specific set-aside designations, disadvantaged enterprise restrictions, or incumbent vendor incumbency information was identified in the available documentation for this procurement.