Interoffice MemoRFP #071I0200025

To: / Greg Faremouth, Director
Purchasing Operations
From: / Pamela Platte, Buyer
Purchasing Operations
Date: / February 10, 2010
Subject: / Award of RFP - #071I0200025 – HVAC Maintenance

GENERAL:

The purpose of this RFP is to obtain proposals from corporations qualified to provide the purchase, maintenance and support of large data center and telecommunication switch room Power, Cooling and Monitoring (PCM) technologies. These technologies include computer room air conditioning, uninterruptible power supply units, battery cabinets, static transfer switches, environmental monitoring software and hardware, and other related equipment for the Michigan Department of Information Technology. The term of the contract is for an initial 5 year period with two one year options, by written mutual consent of the primary contractor and the State.

JOINT EVALUATION COMMITTEE:

The Joint Evaluation Committee (JEC) for this RFP consisted of the following individuals:

Pamela Platte, Buyer
Department of Management & Budget
Purchasing Operations
Mason Bldg, 2nd Floor
(517) 335-4804

Stan Paterson, MDIT
Department of Information Technology
Telecommunications
Cadillac Place
Detroit, MI
(313) 456-4007

Joe Carter, MDIT
Department of Information Technology
DataCenter Operations
West Shire
Lansing, MI
(517) 241-8915

Retired: February 5th was his last day. / Michael Breen
Department of Information Technology
Constitution Hall – Atrium South
525 W Allegan, Lansing, MI48933
(517) 241-7720

Richard Novello, MDIT
Department of Information Technology
DataCenter Operations
West Shire
Lansing, MI
(517) 241-8874

Carol Sherman, MDIT
Department of Information Technology
DataCenter Operations
West Shire
Lansing, MI
(517) 241-4449

BIDDERS:

RFP was posted on the DMB Website on December 4, 2009. One (1) organization submitted a response to this RFP by the published due date of January 20, 2010:

  1. Hedrick Associates

EVALUATION RESULTS:

Step I: Management Summary: the results were as follows:

EVALUATION:
BIDDER: / JEC Pass/Fail
Hedrick Associates / Pass

3.020Award Process

3.021Method of Evaluation

A Joint Evaluation Committee, chaired by DMB Purchasing Operations, will evaluate proposals.

3.022Evaluation Criteria

The following chart represents the scoring of the particular factors:

Criteria / Points
1. / Qualifications and Prior Experience – Company History and Company References – Article 4 / 35
2. / Technical Solution and Approach – Article 1 Sections 1.104 and 1.200 Statement of Work and Deliverables. / 10
3. / Staffing and Organization – Key Personnel Resumes (Attachment 2), Organization Chart (Attachment 1) / 10
4. / Requirements Compliance - Response to PCM Maintenance Requirements Worksheet (Attachment 4) / 15
5. / Service Provider Questionnaire (Attachment 5) / 30
TOTAL / 100

Oral Presentation

A Bidder may be required to make an oral presentation to the State. This presentation provides an opportunity for the Bidder to clarify their proposal through mutual understanding. If required, Purchasing Operations will schedule the oral presentation.

Site Visit

The State may conduct a site visit to tour and inspect the Bidder’s facilities. Purchasing Operations will schedule these visits, if required.

3.023Price Evaluation

Only those proposals receiving a score of (70) points or more of the total maximum possible score will be considered for award.

All price proposals will be opened. However, prices will only be evaluated from those Bidders meeting the minimum point threshold.

3.024Award Recommendation

The award recommendation will be made to the responsive and responsible Bidder who offers the best value to the State of Michigan. Best value will be determined by the Bidder meeting the minimum point threshold and offering the best combination of the factors stated in Section 3.022, and price, as demonstrated by its proposal.

3.025Reservations

The State reserves the right to:

  • Consider total cost of ownership factors in the award recommendation (transition costs, training costs, etc.).
  • Award by item, part or portion of an item, group of items or total proposal, to reject any and all proposals in whole or in part, if, in the Director of Purchasing Operations’ judgment, the best interest of the State would be served.
  • Award multiple, optional use contracts. In addition to the other factors listed, offers will be evaluated on the basis of advantages and disadvantages to the State that may result from making more than one award.
3.026Award Decision

Award recommendation will be made to the Director of Purchasing Operations for review and approval.

3.027Protests

Bidder wishing to protest the award recommendation must submit a protest, in writing, by 5:00 p.m. on the date stated on the notice of award recommendation. Bidder must include the RFP number and clearly state the facts believed to constitute error in the award recommendation along with the desired remedy. More information is available at www.michigan.gov/buymichiganfirst; click on the “Vendor Information” link.

3.028State Administrative Board

The State Administrative Board (SAB) must approve all contracts/purchase orders in excess of $25,000. The decision of the SAB regarding the award recommendation is final. However, SAB approval does not constitute a Contract. The award process is not complete until the Bidder receives a properly executed Contract or Purchase Order from DMB Purchasing Operations.

Vendor Name: Hedrick AssociatesPass:  Fail: Points: 98

Evaluation Matrix:

Evaluation Criteria / Points / Score
1. / Qualifications and Prior Experience – Company History and Company References – Article 4 / 35 / 35
2. / Technical Solution and Approach – Article 1 Sections 1.104 and 1.200 Statement of Work and Deliverables. / 10 / 9
3. / Staffing and Organization – Key Personnel Resumes (Attachment 2), Organization Chart (Attachment 1) / 10 / 10
4. / Requirements Compliance - Response to PCM Maintenance Requirements Worksheet (Attachment 4) / 15 / 14
5. / Service Provider Questionnaire (Attachment 5) / 30 / 30
TOTAL / 100 / 100 / 98

Summary:

  • Hedrick Associateshas prior experience similar to the size and scope of work the State of Michigan (SoM) requires in relation to the purchase, maintenance and support of large data center and telecommunication switch room Power, Cooling and Monitoring (PCM) technologies. The vendor has complied with the statement of work and provides aclear solution in how they plan to meet the maintenance requirements for this RFP.

Strengths of the Proposal Component:

  • Hedrick Associates is currently and hasbeen working for their references for multiple years.
  • Vendor’s references are similar to the size and scope of work required in the RFP.
  • Hedrick’s references consist oflocal hospitals and insurance companies who are considered critical, same as the SoM.
  • Hedrick’s exceeded the requirement for the referencesby going above and beyond the SoM’s request.
  • Hedrick Associates has complied with the statement of work.
  • Key personnel resumes show vast experience in the scope of work relative to this RFP.
  • Key personnel are diverse in training in relation to the scope of work, as well as, outside the scope of work.
  • Vendor has adequate staff/resources for this RFP.
  • Vendor listed three different Lansing sitesthey currently service for Xtreme Density AC installation within attachment 5 the “Service Provider Questionnaire”.

Weaknesses of the Proposal Component:

  • Vendor did not provide proposal in Microsoft Office format.
  • Hedrick’s did complywith all mandatory requirements in completing the“Response to Maintenance & Monitoring Requirements” section, but the vendor provided a contradiction in the comments section within column F for#12 within attachment 4 of the RFP after responding with their compliance in columns D and E.

Pricing:

  • $5,000,000.00

Award Recommendation:

Award recommendation is made to Hedrick Associates as the responsive and responsible bidder offering the best value (price and technical solution) to the State of Michigan. Best value was determined by the bidder meeting the minimum point threshold and offering the lowest price.

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I, ______Agree with the synopsis as written this day February 10, 2010.