RFP for Vital Records Security Paper

The Michigan Department of Health and Human Services (MDHHS) Division for Vital Records & Health Statistics issued Request for Proposal (RFP) 230000001609 for the procurement of security paper used in the production of certified vital records for the state and authorized local registrar offices across Grand Traverse County and multiple Lansing City jurisdictions. The solicitation seeks a contractor to produce, store, and deliver four configurations of security paper: 60,000 sheets annually of 8.5" x 11" with two raised state seals; 200,000 sheets annually of 8.5" x 14" with two raised state seals; 100,000 sheets annually of 8.5" x 11" with one raised state seal; and 60,000 sheets annually of 8.5" x 14" with one raised state seal, totaling 420,000 sheets annually. All sheets must be packed in cartons of 2,000 with plastic wrapping in 500-sheet quantities and sealed with security tape marked with beginning and ending numbers. Bidders were required to submit written questions by April 12, 2023, with answers posted by April 17, 2023, and proposals were due May 3, 2023, at 1:59 p.m. Eastern. The anticipated contract begin date is July 20, 2023, with a two-year initial term expiring July 19, 2025, and optional renewal periods of up to ten additional one-year terms at the State's discretion. Delivery must occur within 60 calendar days of order receipt via secured next-day delivery services to either the MDHHS office at 333 S. Grand Avenue, Lansing, Michigan, or to authorized local registrar offices. Bidders must be certified by the North American Security Products Organization (NASPO), submit security paper samples by the proposal deadline, and comply with all National Industrial Security Program Operating Manual (NISPOM) requirements for protecting classified information.

The RFP contains no identified set-aside designations or restrictions limiting participation to disadvantaged enterprises or specific organization types, allowing open competition among qualified vendors. No incumbent contractor is identified in the solicitation documents. Contractors must meet significant security and operational requirements, including 24/7 armed guard service, secure vaults for sensitive materials, written destruction procedures, commercial general liability insurance with a $2,000,000 aggregate minimum, and agreement to allow State inspections of manufacturing and warehousing facilities. Pricing must be firm for the entire contract length with adjustments permitted only based on documented changes in actual contractor costs supported by pricing indices or economic data subject to 30-day review periods and mutual negotiation. All invoices must include delivery order number, quantity, unit price, and shipping costs, with payment via Electronic Funds Transfer within 45 days of receipt. The State reserves the right to assess liquidated damages of $5,000 plus $100 per day for late or improper completion. No specific budget range or award value is disclosed in the available solicitation documents.