RFP Patient Clothing - Statewide

The Michigan Department of Technology, Management and Budget is requesting proposals for patient clothing supply across the State of Michigan on a statewide basis under RFP 260000002402, with proposals due November 2, 2026 at 3:00 p.m. Eastern and a pre-proposal meeting on October 20, 2026 at 10:00 a.m. Eastern via Microsoft Teams. No set-asides or local-vendor preferences are specified.

The scope covers warehousing, distribution, data collection, and reporting of patient clothing items for four adult psychiatric hospitals serving approximately 700 patients annually and 26 adult correctional facilities (Michigan Department of Corrections) serving over 30,000 prisoners annually. The product catalog includes approximately 50 line items spanning underwear, undergarments, pants, shirts, socks, footwear, pajamas, outerwear, and accessories in sizes from standard through 4XL and plus sizes. Estimated annual quantities are substantial, with high-volume core items such as male crew socks (116,880 units annually) and male tube socks (84,072 units annually). The State prefers minimum warehouse inventory of ten units per item per size for core items. Delivery must occur within 7 to 14 days from order receipt, with preference for five calendar days. Contractors must establish a 24/7 online ordering platform with customizable agency logins and separate billing and shipping accounts. Single or multiple awards are permitted; bidders may propose on any or all items.

The contract term is three years beginning May 5, 2027 and expiring May 4, 2030, with up to five additional one-year renewal options at the State's discretion. Pricing is firm for base contract years; adjustments require documented cost-change evidence and mutual agreement. All prices must be all-inclusive and submitted via Schedule B. The State will pay via Electronic Funds Transfer within 45 days of invoice, plus a one percent administrative fee on all State payments and one percent on MiDEAL and other extended purchasing program transactions. Delivery is F.O.B. destination with transportation costs borne by the contractor.

Technical evaluation is weighted as follows: Product Specifications and Quality (30 points), Product Availability, Warranties, Incentives, and Ordering Platform (20 points), Service, Service Levels, Security, Staffing, and Environmental Considerations (30 points), and completion of the Vendor Questions Worksheet (20 points). Proposals receiving 80 or more technical points may be required to submit physical samples within five business days. The State will award to the responsive and responsible bidder offering best value. Written questions are due October 23, 2026 at 3:00 p.m. Eastern, with answers posted by October 27.

All contractor and subcontractor personnel entering Michigan Department of Corrections facilities require background clearance (LEIN verification), PREA and MDOC vendor rules training, and security compliance. Contractors must comply with Michigan Department of Corrections Vendor Rules and Regulations, which establish 54 work rules addressing conduct, contraband, and facility security and require immediate incident reporting. The contractor must designate a contract manager available 8:00 a.m. to 5:00 p.m. ET Monday through Friday with 8-hour response time and 4-hour emergency capability.

Schedule C requires Commercial General Liability ($1,000,000 per occurrence; $2,000,000 products and completed operations), Automobile Liability ($1,000,000 per accident), Workers Compensation, and Employers Liability ($500,000 per accident, $500,000 per employee by disease). All insurers must carry A.M. Best ratings of A- VII or higher. Certificates in ACORD format must be submitted within 10 business days of execution, with the State named as additional insured on a primary and non-contributory basis.

If federal funds are utilized, Schedule F Federal Provisions apply, including SAM debarment verification, anti-lobbying certifications for bids exceeding $100,000, domestic preference for U.S.-produced goods, and small/minority subcontracting affirmative steps. The contact is Lisa Spitzley at 517-249-0440 or spitzleyL4@michigan.gov.