Records Retention Center Files Transfer - MDOC

The Michigan Department of Corrections (MDOC) issued Request for Proposal No. 220000000036 for Records Retention Center Files Transfer services to support the relocation of prisoner records from the current facility at 4000 Cooper Street, Jackson, Michigan, to a new Records Retention Center at 1780 East Parnall Road, Jackson, Michigan. This procurement seeks a qualified contractor to transfer and process approximately 18,500 file boxes, including 12,500 commitment files, 3,000 Central Records files, 3,000 medical file boxes, and 100,000 loose medical files currently stored on open shelving. The contractor must receive, sort files by terminal digit methodology, combine Commitment files with Central Records files, scan digital barcodes of Central Records files into the MDOC system, and organize medical files separately due to their distinct ten-year retention schedule. The project must be completed within 120 business days from receipt of order, with an estimated requirement of 15,000 FTE hours, and work is scheduled Monday through Friday, 8:00 a.m. to 5:00 p.m. EST. Contractor personnel must obtain LEIN clearance for security purposes, complete PREA training, comply with MDOC Vendor Handbook requirements, and maintain daily health screening protocols with mandatory N95/KN95/KN94 respirators or comparable facial coverings. Technical evaluation is weighted at 100 points across four criteria: Service Capabilities (20 points), Staffing Capabilities (30 points), Other Requirements (30 points), and Vendor Questions Worksheet (20 points), with proposals scoring 80 or more points eligible for pricing evaluation. A mandatory site visit was scheduled for Tuesday, October 19, 2021, at 10:00 a.m. Eastern, with bidder registration required by 3:00 p.m. Eastern on October 12, 2021, and the proposal deadline was 3:00 p.m. Eastern on Monday, November 8, 2021, with an anticipated contract effective date of December 1, 2021.

The procurement documents do not identify any set-aside designations or restrictions limiting responses to disadvantaged enterprises or specific organization types; however, all contractors must provide proof of Commercial General Liability Insurance of $1,000,000 per occurrence, Automobile Liability Insurance of $1,000,000 per accident, and Cyber Liability Insurance of $1,000,000. No incumbent vendors or current contractors are identified in the available documentation. Pricing must be provided within a +/- 10% threshold for estimated costs calculated at a unit cost per 1,000 boxes for the 18,500 boxes and per 1,000 files for the 100,000 loose medical files, though specific budget ranges or award values are not disclosed in the RFP materials. The contractor will integrate with MDOC's existing barcode scanning system and records management infrastructure, as MDOC will provide barcode scanners and complete pre-labeling of Central Office files and removal of files exceeding retention schedules before contractor work begins. Service Level Agreements included in the procurement establish performance metrics requiring 100% compliance with mutually agreed-upon project schedules, with penalties assessed at 1% of invoice credit for each calendar week the project exceeds the completion date, unless the MDOC Program Manager provides written pre-approval of alternative timelines. The State reserves the right to reject any proposal and is not obligated to accept the lowest price.