RFP Patient Clothing - Statewide

The Michigan Department of Technology, Management and Budget is soliciting proposals under RFP 260000002402 for statewide patient clothing, with proposals now due November 16, 2026 at 3:00 p.m. Eastern. The State extended the original November 2 deadline in its October 27 questions-and-answers document. Bidders must submit a Geographically Disadvantaged Business Enterprise subcontracting plan detailing subcontractors and their work percentages, or justify an exemption. The State may consider whether bidders qualify as Qualified Disabled Veteran/Service-Disabled Veteran-Owned Business entities under Michigan law.

DTMB is procuring on behalf of the Michigan Department of Corrections and the Michigan Department of Health and Human Services. The scope covers warehousing, distribution, data collection, and reporting for patient clothing across four adult hospitals (approximately 700 patients annually) and 26 adult correctional facilities (approximately 30,000 prisoners annually). Items include undergarments, socks, t-shirts in sizes medium through 8XL with separate plus-size pricing, sports bras in standard and full-figure sizes, velcro shoes, bathrobes, and outerwear. The Q&A removed the Ladies Short Sleeve Pant Set line items. Schedule B lists 47 line items across three contract years, and quantities are estimates that are not guaranteed. The State will award by line item, may award multiple contracts, and does not require bids on all items.

Operational requirements include a 24/7 online purchasing platform with agency-specific logins, separate bill-to and ship-to accounts, and product photos. Delivery is due within seven to fourteen days of order receipt, with five days preferred. Core items require a minimum warehouse stock of ten units per size. Hosted services must meet a 99.98% monthly availability requirement under the Schedule D service level agreement. Contractors must comply with CJIS Security Addendum requirements, MDOC security rules, and PREA standards. Insurance requires commercial general liability of $1,000,000 per occurrence and $2,000,000 products/completed operations aggregate, with insurers rated A- VII or higher.

The Standard Contract Terms set the contract effective May 5, 2027 through May 4, 2030, with up to five one-year renewals at the State's sole discretion. Payment is due within 45 days via Electronic Funds Transfer. The contractor pays a one-percent administrative fee on all payments and submits quarterly purchasing reports within 30 days of each quarter's end. Base-year pricing is firm. Price adjustments require written evidence of actual cost changes, supported by indices such as the Consumer Price Index or Producer Price Index.

Technical evaluation totals 100 points: Product Specifications/Quality (30), Product Availability/Warranties/Incentives/Ordering Platform (20), Service/Service Levels/Security/Staffing/Environmental (30), and Vendor Questions Worksheet (20). Bidders scoring 80 or more may be required to submit physical samples, judged pass/fail on fabric integrity, construction quality, specification compliance, and cleanliness. Proposals are submitted electronically through Michigan SIGMA VSS, with pricing in a separate file. A completed Confidential Treatment Form is mandatory, and omitting it results in rejection as non-responsive. Proposals become public records, and award recommendations are posted publicly. The October 20 pre-proposal meeting and October 23 question deadline have passed.