STATE OF MICHIGAN
Department of Corrections
Procurement
Quilted Cloth – MSI
047216B0007706
Proposal Manager Name: Cathy Carr
Telephone Number: 517-241-2192
E-Mail Address:
This is a Request for Proposal (RFP) for quilted cloth as described in Exhibit A (the “Contract Activities”).
Anticipated Timeline
Issue Date / 3/25/16
Deadline for Bidder to Submit Questions / 5:00 p.m. EDT / 3/31/16
Anticipated Date State will Post Answers to Bidder Questions / 5:00 p.m. EDT / 4/1/16
Deadline to Submit Proposals* / 5:00 p.m. EDT / 4/8/16
Anticipated Contract Begin Date / 6/30/16
*A proposal received at 5:00:01 p.m. EDT is considered late.
The information in this document is subject to change. Check for the current information.

STATE OF MICHIGAN

Request For Proposal No. 047216B0007706

Quilted Cloth - MSI

PROPOSAL INSTRUCTIONS

RFP Structure and List of RFP Documentation

Document / Description / Bidder Response Instructions
Cover Page / Provides anticipated RFP dates, State Contact information, etc. / Informational
General Information and Proposal Instructions / Provides RFP instructions to bidders / Informational
Exhibit A – Statement of Work / Statement of Work / To be completed by bidders
Exhibit B – General Proposal Requirements / Background and Experience / To be completed by bidders
Exhibit C – Pricing / Pricing / To be completed by bidders
Contract Terms / This document provides the Contract Terms for any contract awarded from this RFP. / Deemed accepted by bidder unless written exceptions provided to State with bidder’s proposal.
  1. CONTACT INFORMATION FOR THE STATE.The sole point of contact concerning this Request for Proposal (RFP) is:

Cathy Carr, Proposal Manager

517-241-2192

CONTACTING ANY OTHER STATE PERSONNEL, AGENT, CONSULTANT OR REPRESENTATIVE MAY RESULT IN DISQUALIFICATION.

  1. QUESTIONS. Questions concerning the RFP must be emailed to o later than the time and date specified on the cover page of this document. In the interest of transparency, only written questions will be accepted. Answers to questions will be posted on

Bidders should submit their questions using the following format:

Q # / Document and Section / Page# / Requirement# / Bidder Question
  1. MODIFICATIONS TO RFP PRIOR TO PROPOSAL DEADLINE SUBMISSION DATE. The State may modify the RFPat any time prior to the deadline submission date. Changes will be posted on This is the only method by which the RFP may be modified. The posted changesrevise the original RFP.
  1. SAMPLES.The bidder must submit, with its bid proposal, samples of work that are identical to the proposed Contract Activities. Samples must be clearly labeled with the bidder's name and bid number and sent to:

Cathy Carr

Michigan Department of Corrections

Grand View Plaza Bldg – Finance Division

206 E. Michigan Ave.

Lansing MI 48933

Samples delivered to any location other than the location specified above will not be considered.

The bidder must submit a one (1)linear yard sample. The bidder must includedocumentation verifying that the product is 3M Thinsulate CS200.

Samples not destroyed in testing will be returned at the bidder's expense, if requested.

If a manufacturer, on behalf of the bidder, submits samples, the bidder must submit written confirmation from the manufacturer indicating that it will supply the materials indicated.

  1. RESPONSE PREPARATION.Bidders must follow these Proposal Instructions and provide a complete response to Exhibit A, Statement of Work; Exhibit B, General Proposal Requirements; and Exhibit C, Pricing. Uniform Resource Locator (URL) links to information will not be considered for evaluation. Bidder should include its company name in the header of all response documents.
  1. DELIVERY OF PROPOSAL.

Electronic – Thebidder must submit its proposal, all attachments, and any modifications or withdrawals electronically through The price proposal should be saved separately from all other proposal documents. The bidder should provide the documents in a modifiable form (e.g., Microsoft Word or Excel), but has the option to also provide copies of any documents in a non-modifiable form (e.g., PDF). Bidder’s failure to submit a proposal as required may result in disqualification of such proposal. The proposal and attachments must be fully uploaded and submitted prior to the due date identified above. Do not wait until the last minute to submit the bid, as the buy4michigan system requires the creation of an account and entry of certain information, in addition to uploading and submitting the materials. The buy4michigan system will not allow a proposal to be submitted after the due date and time identified above.

Questions on how to submit information or how to navigate in the buy4michigan system can be answered by calling (517) 373-4111 or (888) 734-9749.

  1. EVALUATION PROCESS. The State will evaluate each proposal based on the following factors:

Step 1 - Technical Proposal of written bid proposal to be scored on the following criteria:

Technical Evaluation Criteria / Weight
1. / Exhibit A – Statement of Work / 70
2. / Exhibit B – General Proposal Requirements / 30
Total / 100

Proposals receiving 80or moretechnical evaluation points will proceed to step 2.

Step 2 – Sample Evaluation

Samples will be tested for the bidder(s) with a passing technical score in Step 1. Evaluation of samples will be pass/fail. The sample evaluation form is included as Attachment A, Product Sample Evaluation Form.

Proposals with samples that pass testing will proceed to step 3. Failure of the sample to pass testing will result in the bid being disqualified from further evaluation.

Step 3 – Price Evaluation

Proposals passing steps 1 and 2 will have their price evaluated. The State reserves the right to perform price negotiations as part of Step 3.

The State may utilize all proposals, including pricing information, without regard to a proposal’s technical score to determine fair market value, when comparing and negotiating prices. The State is not obligated to accept the lowest price proposal. The price proposal evaluation includes consideration of a qualified service-disabled veteran preference. Information related to qualified service-disabled veteran preference is located at

The State strongly encourages strict adherence to the Standard Contract Terms. The State reserves the right to deem a bid non-responsive for failure to honor the Standard Contract Terms. Nevertheless, the bidder may submit proposed changes (bidder must use track changes to identify specific proposed changes) to the Standard Contract Terms accompanied by a detailed explanation as to each change for State consideration; failure to do so will constitute the bidder’s acceptance of the Standard Contract Terms. General statements, such as that the bidder reserves the right to negotiate the terms and conditions, may also be considered non-responsive.

The State may, but is not required to,conduct an on-site visit to tour and inspect the bidder's facilities, require an oral presentation of the bidder's proposal, conduct interviews with bidders, or request additional price concessions at any point during the evaluation process.

  1. NOTICE OF DEFICIENCY.If the State determines, after the deadline to submit proposals, that there is an area of the RFP that was deficient, unclear or conflicting, the State may issue a request (“Notice of Deficiency”) to bidders. Failure to respond to a Notice of Deficiency may be cause for disqualification.
  1. CLARIFICATION REQUEST.If the State determines, after the deadline to submit proposals, that a bidder’s proposal is not clear, the State reserves the right to issue a request (“Clarification Request”) to a bidder to clarify its proposal. Failure to respond to a Clarification Request may be cause for disqualification.
  1. RESERVATIONS. The State reserves the right to:
  1. Discontinue the RFP process at any time for any or no reason.The issuance of an RFP, your preparation and submission of a proposal, and the State’s subsequent receipt and evaluation of your proposal does not commit the State to award a Contract to you or anyone, even if all the requirements in the RFP are met.
  2. Consider late proposals: (i) if no other proposals are received; (ii) if there are no complete proposals received;(iii) if the State received complete proposals, but they did not pass the Evaluation Process; or, (iv) if the award process fails to result in an award.
  3. Consider an otherwise disqualified proposal, if no other proposals are received.
  4. Disqualify a proposal based on the information provided or the failure to complete the vendor registration questions on the buy4michigan registration, or if it is determined that a bidder purposely or willfully submitted false information in response to the RFP.
  5. Consider bidders’ prior performance with the State in making its award decision.
  6. Consider overall economic impact to the State when evaluating proposal pricing and in the final award recommendation. This includes, but is not limited to: considering principal place of performance, number of Michigan citizens employed or potentially employed, dollars paid to Michigan residents, Michigan capital investments, job creation, tax revenue implications, economically disadvantaged businesses, etc.
  7. Consider total cost of ownership factors (e.g., transaction costs, training costs, etc.) in the final award recommendation.
  8. Refuse to award a Contract to any bidder that has failed to pay State of Michigan taxes or has any outstanding debt with the State of Michigan.
  9. Enter into negotiations with one or more bidders on price, terms, technical requirements, or other deliverables.
  10. Award multiple, optional use contracts, or award by Contract Activity.
  11. Evaluate the proposal outside the scope identified in Section 7, Evaluation Process, in the event that the State receives only one RFP response.
  1. AWARD RECOMMENDATION. The award of a State contract 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 Technical Evaluation Criteria, identified in Section 7, Evaluation Process, and price, as demonstrated by its proposal. The State will post the award (“Notice of Recommendation”) on
  1. STATE ADMINISTRATIVE BOARD. The State Administrative Board must approve all contracts in excess of $250,000. The decision of the State Administrative Board is final; however, approval does not constitute a Contract. The award process is not complete until the awarded Contractor receives a properly executed contract.
  1. DEBRIEF MEETINGS AND PROTEST. The Notice of Recommendation will provide bidders with instructions on how to request a debrief meeting.

If you wish to initiate a protest of the award, you must submit your written protest to no later than 5:00 P.M. EST., 5 business days after posting the Notice of Recommendation for Award, or by 5:00 PM EST. the next business day if that date falls on a state holiday or weekend. The State reserves the right to adjust this timing and will publish any change on the Buy4Michigan system

Additional information about the protest process is available at under the “Programs and Policies” link.

  1. GENERAL PROPOSAL CONDITIONS. The State will notbe liable for any costs incurred by bidders in preparation of its proposal, delivery of a proposal, and any follow-up discussions with the State. The bidderagrees that itsproposal will be considered an offer to do business with the State in accordance with the provisions of itsproposal, including the contract terms, and that the proposal will be irrevocable and binding for a period of 180calendardays from date of submission. If a contract is awarded to the bidder, the State may, at its option, incorporate all or any part of theproposal into a contract. This RFP is not an offer to enter into a contract. This RFP may not provide a complete understanding of the State’s environment, or contain all matters upon which an agreement must be reached.
  1. FREEDOM OF INFORMATION ACT. All portions of the bidder’sproposaland the resulting contract are subject to disclosure as required under Michigan’s Freedom of Information Act, 1976 Public Act 442.
  1. RIGHTS TO INFORMATION CONTAINED IN PROPOSALS. All proposals will be considered the property of the State.

STATE OF MICHIGAN

Request For Proposal No.047216B0007706

Quilted Cloth - MSI

EXHIBIT A

STATEMENT OF WORK

CONTRACT ACTIVITIES

This exhibit identifies the anticipated requirements of any Contract resulting from this RFP. The term “Contractor” in this document refers to a bidder responding to this RFP.

The Contractor must respond to each requirement or question, and explain how it will fulfill each requirement. Attach any supplemental information and appropriately reference within your response.

Background

Michigan Department of Corrections (MDOC), Michigan State Industries (MSI) manufactures clothing for MDOC Correction officers. The quilted fabric will be used in the manufacturing of Correction officers’ winter ware.

Scope

This is a request for a three year contact for quilted fabric with two, one-year options for renewal.

Requirements

  1. Specifications
  2. The Contractor must provide quilted cloth for the Michigan Department of Corrections (MDOC), Michigan State Industries (MSI) for use in the production of winter ware according to the following specifications. The contractor will be required to provide the quilted cloth as ordered and within the time constraints required.

1)Quilted cloth

a)Face: 70 denier (76 pic) taffeta 100 x 68, Black

b)Fill: White 3M Thinsulate, CS200

c)Pattern: straight line quilting, 6" channels (rails)

d)Width: 60”-61"

e)Put-up: 40 yd rolls on a tube in the center.

2)Shrinkage must not exceed 2% when washed and dried.

3)The Contractor must not provide first run goods. Seconds will not be allowed.

4)The Contractor must flag all seams/splices (not to exceed one per roll).

5)The Contractor must provide 3M Thinsulate hang tags with zip ties for attaching to the garment with each shipment. One 3M Thinsulate hang tag must be supplied for every two yards of shipped material.

6)The Contractor must label each roll of fabric with the yardage, fabric type and roll number.

Definite specifications – All commodities to be furnished must conform to the specifications as noted above and in Exhibit C, Pricing.

Bids on alternate brand or manufacturer lines will not be considered.

Bidder must check only one box below and identify exception(s):
Bidder has reviewed the above section and agrees with no exception(s).
Bidder has reviewed the above section and has noted all exception(s) in column to the right. / List all exception(s).

1.2.Minimum Order

It is requested that the minimum order be 2,000 yards. If the Contractor’s minimum order requirement is less than the requested minimum, the Contractor’s minimum will become the minimum order if a Contract is awarded.

Bidder must check only one box below and identify exception(s):
Bidder has reviewed the above section and agrees with no exception(s).
Bidder has reviewed the above section and has noted all exception(s) in column to the right. / List all exception(s).

1.3.Warranties

Describe any warranties, e.g. cloth, hang tag, etc., included in the bid and explain the process for reporting warranty issues and how the Contractor will handle any repairs or replacements.

Bidder must provide detailed information as requested in the above requirement(s).
Bidder Response:

1.4.Recall Requirements and Procedures

The Contractor must describe any recall procedures.

Bidder must provide detailed information as requested in the above requirement(s).
Bidder Response:

1.5.Quality Assurance Program

A copy of the Quality Assurance Program must be attached to the bidders RFP response.

1.6.Incentives

Explain any special incentives or services including, but not limited to, trade-in programs, quantity discounts, etc.

Bidder must provide detailed information as requested in the above requirement(s).
Bidder Response:

1.7.Return Policy and Procedure

The Contractor must explain its mechanism to refund/return/replace defective, incorrect, damaged and/or flawed fabric. The bid response must describe in detail the Contractor’s return policy and procedure. A process must also be provided for orders that are incorrectly filled. All returns for defective, incorrect, damaged and/or flawed fabric are at no cost to the State.

Bidder must provide detailed information as requested in the above requirement(s).
Bidder Response:

1.8.Close Out Plan

The Contractor must develop a post Contract closeout plan that will address all aspects of the Contract, ensuring that there is a smooth transition of services between contractors, if applicable. The closeout plan must address continuity of services as the Contract transitions to another contractor.

Bidder must provide detailed information as requested in the above requirement(s).
Bidder Response:
  1. Service Levels
  2. Time Frames

All Contract Activities must be delivered within 60 calendar days from receipt of order. The receipt of order date is pursuant to Section 2, Notices provisions of the Standard Contract.

Bidder must check only one box below and identify exception(s):
Bidder has reviewed the above section and agrees with no exception(s).
Bidder has reviewed the above section and has noted all exception(s) in column to the right. / List all exception(s).

The Contractor must verify with its manufacturing plant and/or supplier that the above time frame will be met. The Contractor must list in its response any circumstances, such as, specific national holidays, plant shutdowns, etc., that may affect the requested delivery time frames.

Bidder must provide detailed information as requested in the above requirement(s).
Bidder Response:

The Contractor must provide its plan for guaranteeing that the deliverables will be met within the above time frame(s). This must include meeting the delivery time frame even during the specific holidays, plant shutdowns, etc., listed above.

Bidder must provide detailed information as requested in the above requirement(s).
Bidder Response:

2.2.Delivery

Deliveries will be accepted 7:30 a.m. through 2:30 p.m., Monday through Friday, excluding State of Michigan holidays. (New Year’s Day, Martin Luther King Day, President’s Day, Memorial Day, Fourth of July, Labor Day, Even Year Election Day, Veteran’s Day, Thanksgiving-two days, Christmas-two days, and New Year’s eve).

Delivery will be made at:

Michigan Department of Corrections

Kinross Warehouse – ATTN Chippewa Garment Factory

16807 S. Hugginin St.

Kincheloe, MI 49788

The Contractor is responsible for delivering the product to the location specified above. Delivery to any other facility or warehouse will not be accepted, unless approved by the MDOC Contract Administrator prior to delivery. The State reserves the right to require that delivery be made directly to the factory which is located inside a correctional facility.