MICHIGAN DEPARTMENT OF CORRECTIONS



MICHIGAN DEPARTMENT OF CORRECTIONS

“Expecting Excellence Every Day”

MEMORANDUM

DATE: May 7, 2010

TO: File

FROM: Lisa Lehnert, Buyer

Procurement

SUBJECT: Award Recommendation for 472I0200005 Optical Lenses

GENERAL:

The Michigan Department of Corrections (MDOC), Michigan State Industries (MSI) issued this Invitation to Bid (ITB) to obtain bids from qualified vendors to provide optical lenses to MSI for use in the production of eyeglasses.

The contract period is three years, with two additional one-year options to renew.

BIDDERS:

The ITB was posted on Bid4Michigan on March 19, 2010 and two (2) vendors responded by the due date of April 8, 2010. One vendor’s bid was received on April 9, 2010 after the bid deadline.

1) Korrect Optical

2) Patriot Solutions

3) Shore Lens Co. (non responsive)

JOINT EVALUATION COMMITTEE:

The Joint Evaluation Committee consisted of the following members:

1) Lisa Lehnert, Buyer

2) Timothy Johnson, Administrative Officer

3) Matt Yeager, Plant Superintendent

EVALUATION PROCESS:

Bids were evaluated based upon the following factors:

|Criteria |Weight |

|Service Capabilities |20 |

|Delivery Capabilities |20 |

|Company Information/Capabilities |5 |

|Prior Experience |10 |

|Staffing |20 |

|Past Performance |20 |

|Financial Stability |5 |

23. Price Evaluation

Only those proposals receiving a score of 80 points or more of the total maximum possible score will be considered for award.

Evaluation Matrix:

Korrect Optical

|Criteria |Weight Received |

|Service Capabilities |18 |

|Delivery Capabilities |20 |

|Company Information/Capabilities |5 |

|Prior Experience |9 |

|Staffing |20 |

|Past Performance |20 |

|Financial Stability |5 |

|Total Points Received |97 |

Service Capabilities – Vendor is able to receive customer orders via e-mail, phone, fax and mail. The vendor provides a one year warranty on all lenses against any and all manufacturer’s defects. All shipping costs associated with the return of defective lenses will be covered by Korrect Optical. The vendor will also accept return of any lenses for any reason. A 10% re-stocking fee will apply on any return where a replacement order has not been placed. There is not a re-stocking fee on defective lenses. The vendor states they will verify authenticity of orders and will discuss discrepancies, but they do not discuss “how” they will determine the authenticity.

Delivery Capabilities – The vendor will deliver the product within 2-3 business days after receipt of order. They also offer a “Quick Ship” (overnight) via by UPS or Fed Ex when requested. Additional charges will apply (based on size of order) for the “Quick Ship” orders. Product will be packaged in boxes that hold 40 pair of lenses. Boxes are then bundles together by straps of three at a time.

Company Information/Capabilities – The vendor has been in business for 25 years.

Prior Experience – The vendor provided three relevant experiences, however, did not provide the dollar amount of the project for one of the references. The vendor has a lot of experience providing optical lenses to various governmental units (military, state agencies). Reference checks were conducted with the following resulting:

Korrect Optical – Two positive, one mixed response (The product ordered did not work with the system that they were using. The vendor volunteered to correct the specifications. The company did state that they would consider using this vendor again.)

Staffing – The key personnel associated with this contract have numerous years of experience in the optical field. Resumes were provided as requested.

Past Performance – Per the response, the vendor has not had any contracts terminated.

Financial Stability – The vendor has been in business for 25 years and is financially sound.

Patriot Solutions

|Criteria |Weight Received |

|Service Capabilities |18 |

|Delivery Capabilities |19 |

|Company Information/Capabilities |5 |

|Prior Experience |9 |

|Staffing |20 |

|Past Performance |20 |

|Financial Stability |3 |

|Total Points Received |94 |

Service Capabilities – The vendor is able to receive orders electronically, by phone, fax or written order. Order acknowledgments will be sent for each order. The vendor will respond within 24 hours to inquiries. The vendor will immediately notify the contract administrator, or another MSI designated representative, of any abnormality. The vendor will provide a one year warranty for the lenses. Defective lenses will be deducted from the invoice or replaced at no additional cost. The vendor did not specify “how” the orders would be verified for authenticity.

Delivery Capabilities – Orders will be shipped within 2-3 calendar days after receipt of order. The vendor will work with MSI when quick shipments are requested. Additional charges will be communicated to MSI. Information on the packaging to be used was vague and did not provide specifics.

Company Information/Capabilities – The vendor has only been in business for two (2) years, however, sales forecasts submitted show a growing business.

Prior Experience – The vendor does not have direct experience with optical, however, they have demonstrated that they are capable of providing and administering contracts of this size. The vendor provided references demonstrating that they are capable of supplying various products to governmental units. The references were not specific to optical, but references were also submitted for their subcontractor. Reference checks were conducted with the following resulting:

Patriot Solutions – Three positive responses (One of the responses was vague since the individual that was directly involved is currently deployed).

Tri-State Optical – One positive response, one negative response (Contract was terminated in September 2008 due to customer service issues.) and one non-responsive.

Staffing – The key personnel were provided along with the duties that they would perform for this contract. The experience of the vendor meets the needs of the administering the contract. The subcontractor’s production ability and capacity would meet the needs of the contract.

Past Performance – Per the response, the vendor has not had any contracts terminated.

Financial Stability – The vendor has been in business for two years, so actual sales volumes were only available for one year with a sales projection for the current year. Vendor does not have a long history of being in business.

EVALUATION RESULTS:

|EVALUATION |

|Bidder: |Score: |

|Korrect Optical |97 |

|Patriot Solutions |94 |

|Shore Lens Co. |0 (non responsive) |

AWARD RECOMMENDATION:

Korrect Optical and Patriot Solutions both meet the 80 point threshold. Shore Lens Co. is considered non responsive since their bid was received after the bid due date.

The pricing was opened and reviewed for the vendors that met the 80 point threshold. After applying the 10% Service Disabled Veterans preference to Patriot Solutions’ pricing, the pricing for Korrect Optical was lower than Patriot Solutions. MDOC/MSI recommends the award to Korrect Optical.

APPROVALS:

I agree with the synopsis as written this day, May 6, 2010.

_______________________________ ____________

Voting Member – Timothy Johnson Date

_______________________________ ____________

Voting Member – Matt Yeager Date

_______________________________ ____________

Voting Member, Lisa Lehnert Date

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