RFP for Microfilm Maintenance Contract

The Michigan Department of State is seeking a contractor for a comprehensive microfilm equipment maintenance contract through a Request for Proposal (RFP) issued on October 1, 2020. The procurement covers maintenance and repair services for various microfilm equipment, including readers, printers, and associated machinery located across the state. Specific equipment includes ten Microdax Minolta MS 7000 Scanners, two MicroSP Minolta 2000 Scanners, thirteen Roll Film Carrier 21 units, two Minolta MSP 3000 Printers, a Formax FD 680 Document Processing Burster, and a Canon MS400 Proofreader. The contract requires the selected vendor to provide quarterly cleaning, lubrication, and adjustments during normal working hours (8:00 a.m. to 4:30 p.m. EST), with a mandatory one-hour service call response time and 24-hour parts and service availability. Technical evaluation criteria will assess product quality (30 points), service capabilities (20 points), delivery capabilities (15 points), and vendor questions worksheet (35 points), with a minimum score of 80 points required to advance to pricing review. A non-mandatory walk-through is scheduled for October 12th at 9:00 a.m., with proposals due by October 15, 2020 at 11:00 a.m. Eastern.

The contract will run from November 1, 2020, through October 31, 2025, with two optional one-year renewal periods. While no specific set-aside designations are mentioned, the RFP requires vendors to have a minimum of 5 years experience servicing and maintaining the specified equipment. Contractors must maintain comprehensive insurance coverage, including commercial general liability, automobile liability, workers' compensation, and property insurance. The state will receive the benefit of any price decreases during the contract period, and pricing must remain firm throughout the contract term. Liquidated damages are established at $100 per day for non-compliance. The RFP does not specify a precise budget range, but requires detailed pricing for maintenance services across the five-year contract period. Loaner equipment must be provided when shop work is required, ensuring minimal disruption to the department's microfilm operations.