RFP for PEAS Answering Services

This is a Request for Proposal issued by the Michigan Department of Environment, Great Lakes, and Energy (EGLE) for a Pollution Emergency Alerting System (PEAS) Answering Service. The procurement seeks a contractor to provide backup call center services for the PEAS hotline (800-292-4706), which receives reports of oil spills, hazardous substance releases, and other environmental incidents from the public, first responders, and industry. The contractor must answer calls routed from the Michigan Department of Technology, Management and Budget's call routing system, input incident information into EGLE's online database, transmit reports to appropriate district offices or after-hours operators, and monitor receipt confirmation. The service must operate 24 hours per day, 365 days per year with capacity to handle a minimum of two simultaneous calls and hold times under one minute, with an average handle time of 15 to 20 minutes per call for communications processing. The contractor must provide call recordings archived for 90 days, monthly activity reports in Excel format, and samples of required reports with the proposal. Evaluation is conducted on a pass/fail basis based on compliance with the Statement of Work requirements and Standard Contract Terms, with service level agreements requiring 100 percent compliance in timely delivery of incident reports and penalties of $100 for the first five monthly non-compliance occurrences and $500 for each occurrence thereafter. The RFP was issued May 16, 2024, with bidder questions due May 29, 2024, answers posted June 3, 2024, and proposals due June 12, 2024 at 3:00 p.m. Eastern, with an anticipated contract begin date of June 24, 2024 and an initial term of three years plus two optional one-year renewal periods.

The RFP does not specify set-aside designations for disadvantaged enterprises; however, the procurement requires detailed information regarding subcontracting with minority-owned, women-owned, and other disadvantaged business enterprises as outlined in the Geographically Disadvantaged Business Enterprise Sub-Contractors section on Page 24 of the Statement of Work. No specific incumbent is identified in the solicitation. Pricing must be submitted on Schedule B in modifiable format and include a monthly administrative charge and per-minute charge for operator time, based on an average of 480 minutes per month as established in 2023 baseline data. The pricing period is firm for 365 days, with adjustments thereafter based on documented changes in contractor costs, and the State will pay invoices within 45 days via Electronic Funds Transfer (EFT). The contractor must maintain commercial general liability insurance of $2,000,000 aggregate, automobile liability of $1,000,000 per accident, and workers' compensation insurance. The RFP does not provide a specific budget range or award value estimate.