RFP Patient Clothing - Statewide

The State of Michigan Department of Technology, Management and Budget is requesting proposals for statewide patient clothing supply, warehousing, and distribution under RFP 260000002402, with proposals due November 2, 2026 at 3:00 p.m. Eastern. An optional pre-proposal meeting is scheduled for October 20, 2026 at 10:00 a.m. Eastern via Microsoft Teams, and written questions are due October 23, 2026 by 3:00 p.m. Eastern.

The scope encompasses procurement, warehousing, inventory management, data collection, and distribution of patient and prisoner clothing—including undergarments, shirts, pants, outerwear, sleepwear, and accessories in specified sizes and colors—to four adult state hospitals serving approximately 700 patients annually and 26 adult correctional facilities serving approximately 30,000 prisoners annually across Michigan. The contractor must establish an online ordering platform with customizable agency access, maintain minimum stock levels of ten units per size for core items, and deliver to four MDHHS hospital locations and multiple MDOC facilities within five calendar days of order receipt (maximum 14 days). Deliveries span 28 correctional facilities identified in Schedule H, plus hospital locations. The contractor must comply with extensive security requirements including MDOC vendor background checks, LEIN clearances, PREA training, CJIS compliance for personnel accessing correctional facilities, and MDOC Vendor Rules & Regulations covering contraband protocols, confidentiality, work conduct standards, and facility access restrictions.

The contract term runs May 5, 2027 through May 4, 2030, with up to five optional one-year renewals at the State's sole discretion. Pricing for core items is firm during the base contract years, with adjustments permitted only when supported by documented evidence of actual cost changes reviewed by both parties over 30 days. The State reserves the right to make single or multiple awards and to add, remove, or replace items and facilities during the contract term. Estimated annual quantities for individual line items range from zero to 116,880 units; actual volumes are not guaranteed.

Evaluation is technical-first (100 points): product specifications and quality (30 points), product availability, warranties, and ordering platform (20 points), service levels and security (30 points), and vendor questions worksheet responses (20 points). Proposals scoring 80 or more points may advance to physical sample evaluation assessing fabric integrity, construction quality, specification compliance, and cleanliness. Pricing is evaluated only after technical and sample evaluations are completed. The State reserves the right to negotiate pricing and terms and to consider past performance and economic impact including Michigan employment and investment.

The contractor must maintain Commercial General Liability ($1,000,000 per occurrence / $2,000,000 aggregate), Automobile Liability ($1,000,000 per accident), Workers Compensation, and Employers Liability ($500,000 per accident), with the State named as additional insured on a primary and non-contributory basis. Customer service availability is 8:00 a.m. to 5:00 p.m. ET Monday–Friday with emergency response within four hours. Payment is via Electronic Funds Transfer only after delivery. Contract awards valued at $250,000 or more require State Administrative Board approval. All proposals become public records under Michigan's Freedom of Information Act; bidders must submit a Confidential Treatment Form identifying any trade secrets or proprietary information.