RFP for Microfilm Maintenance Contract

The State of Michigan Department of State issued Request for Proposal No. 231 200000002440 on October 1, 2020, soliciting maintenance services for microfilm equipment and associated infrastructure. The procurement encompasses quarterly cleaning, lubrication, and adjustment of specified microfilm equipment including Formax FD 680 document processing bursters, Canon MS400 microfilm proofreaders, Microdax Minolta MS 7000 microfilm scanners, MicroSP Minolta 2000 microfilm scanners, Roll Film Carrier 21 units, and Minolta MSP 3000 microfilm printers. Contractors must provide one-hour service call turnaround times and 24-hour parts and service availability, with all service calls, technician travel, parts, major repairs, rebuilding, and shop work included under the maintenance agreement at no additional charge. Loaner equipment of equal capability must be provided at no cost when machines require shop work. Bidders must demonstrate a minimum of five years of documented experience servicing and maintaining the specified equipment listed in Schedule B1. Proposals will be evaluated on a 100-point scale comprising product quality (30 points), service capabilities (20 points), delivery capabilities (15 points), and vendor questions (35 points), with only proposals scoring 80 or more points advancing to pricing evaluation. The proposal deadline was 11:00 a.m. Eastern on October 15, 2020, with bidder questions due by 3:00 p.m. Eastern on October 8, 2020 and answers posted by 1:00 p.m. Eastern on October 9, 2020. An optional equipment walk-through was scheduled for 9:00 a.m. on Monday, October 12, 2020, with attendance confirmation required via email to Leigh Holmes at HOLMESL2@MICHIGAN.GOV.

The contract term extends for five years with renewal options available for up to two additional one-year periods at the sole discretion of the State, with an anticipated start date of November 1, 2020. Pricing must remain firm for the entire contract length, with adjustments permitted only for documented changes in actual contractor costs and subject to State approval, and bidders are encouraged to offer quick payment discount terms. The State considers qualified disabled veteran-owned and service-disabled veteran-owned business status under MCL 18.1261(8) and overall economic impact to Michigan in making final award determinations. Insurance requirements include a minimum of $1,000,000 commercial general liability coverage with the State named as additional insured, and the State may require performance bonds and conduct background checks on contractor personnel. Liquidated damages are assessed at $100 per day for non-performance. No specific budget range or award value is disclosed in the procurement documents; pricing will be submitted by bidders on the Schedule B1 pricing template for annual maintenance services across the five-year contract term and two optional renewal periods.