180000002127 Exhibit A- DOSC Ground Maintenance.docx

Bidder must enter company name here Bid# 180000002127

STATE OF MICHIGAN

Ground Maintenance and Litter Pickup Services DOSC and Bagley Bridge

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 The Michigan Department of Transportation (MDOT), Detroit Operations and Service Center (DOSC) is a seven-day-a-week operation center that houses dispatchers from both MDOT and Michigan State Police allowing both agencies to share resources and information in order to effectively monitor traffic and manage traffic incident responses on Metro Detroit, West Michigan, and Mid-Michigan freeways. MDOT’s and the DOSC are focused advancing the mission on improving safety, mobility, and economy for residents and business, by ensuring safe, smooth, and efficient roads.

The result of this RFP may result in multiple awards and will be a five-year (5) contract, with two (2) renewal options.

Scope The DOSC is requesting lawn maintenance, to be performed in a manner as to preserve the integrity of features, materials, appearance, workmanship, and environmentally compliant as outlined within the Contract Activities, for two (2) locations - DOSC and Bagley Pedestrian Bridge.

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.

1. Specifications

1.1 General Requirements

The Contractor shall provide all personnel, equipment, tools, supplies/materials, supervision, training and other items and services necessary to provide the deliverables/service as described within Schedule A at the locations described within the attached Location Specification Sheets (LSS).

Bidder Response

It will be the Contractor’s responsibility to supply their own water.

Bidder Response

All herbicides used in the performance of this contract shall be registered for use on a state trunk line right-of-way by the United States Environmental Protection Agency (EPA). No herbicide or insecticide shall be used which will cause damage to the turf areas.

A drift control agent shall be used in all spraying operations. Samples of the products or spray emulsion may be taken by MDOT throughout the duration of the contract, at the discretion of the PM. All herbicide and insecticide applicators must be certified by the Michigan Department of Agriculture and Rural Development in Category 3A.

No restricted use herbicides or insecticide will be used on this contract.

Bidder Response

Contractor will provide a list of equipment to be used as specified within the attached LSS Equipment failure WILL NOT be an acceptable reason for not performing contract services.

Bidder Response

1.2 Description of Work

A. MAINTENANCE

Contractor will provide the following services, as described within this contract and managed by the Program Manger.

1. Mowing, Edging and Removal of Residual Vegetation

2. Litter Pick Up and Disposal

3. Semi Annual Services, Fall and Spring

4. Herbicide application - Broadleaf Weed & Crab Grass

5. Pruning (trees, shrubs)

6. Fertilization

Bidder Response

1. Mowing, Grass Trimming, Edging, and Removal of Residual Vegetation

Mowing

Mowing includes any area where an established turf exists in associated landscaping

Grass will not be cut less than 3 inches from the ground.

The Contractor will not mow grass when wet. MDOT reserves the right to reschedule a mowing cycle due to weather at no additional cost.

Cutting operations shall be performed to provide a smooth, finished appearance.

At no time shall more than 50% of the grass blade length be cut in one (1) cycle.

The Contractor(s) is responsible for keeping shredded bark material confined to the original mulched areas.

Grass Trimming Trim all grass within the mow area that cannot be cut with a mower including areas around delineator posts, sign posts, trees, drainage structures and other appurtenances with string type trimmers or hand shears.

Edging DOSC location only Edge along all walks and curb areas with a motorized edger every second mowing. Edging shall be no wider than one (1) inch from edge of sidewalk/curb to lawn surface. String trimmers are not to be used for edging.

All requested grass trimming and edging shall be done in accordance with the mowing.

Removal of Residual Vegetation

The Contractor will use equipment to remove all residual vegetation (grass, clippings, leaves, dirt, litter, debris) as a result of performing contract activities during the day of scheduled mowing.

Removal of the residual vegetation will include, but not limited to the following areas: sidewalks, parking lots and drainage structures.

MDOT defines residual vegetation as any vegetation with a diameter of one (1) inch or less shall be removed during mowing the operation.

Trimming, Edging and Removal of Residual Vegetation shall be considered incidental to the mowing pay item and not paid for separately.

Bidder Response

Optional Mowing MDOT reserves the right to have the Contractor perform mowing within the contract area as specified by the Program Manager. This optional mowing shall be paid at the price per acre that the vendor quotes for this work on the attached price sheet.

Note: This work is optional only as requested and directed by the Program Manager. Optional Quantities are not guaranteed to be the entire quantity listed, Bidder Response

2. Litter Pick Up and Disposal The desired condition is defined as no litter.

MDOT recognizes litter at 12 square inches or larger.

Litter includes, but is not limited to, paper, cardboard, Styrofoam, plastic, cloth, wire, steel bands, cable, garbage bags, tire tread, car parts, pallets, sheet metal, furniture, etc., as may be found on the roadside. All litter/trash shall be picked up ahead of mowing operation and after the mowing operation. The contractor must notify the PM daily when the liter pick up begins and is completed.

The Contractor shall provide bags and deposit litter and debris in the bags in a secure manner. The bags shall be tied and placed in piles along with objects too large to bag in a safe and secure place. Bags shall not be stored in front of signs or guardrail.

Bags and debris shall be removed the same day it is collected. It shall be the Contractor’s responsibility to haul away and dispose of the debris. All costs associated with litter removal, disposal of refuse, and associated costs are the responsibility of the Contractor.

Any refuse shall be disposed of in a "Class II" licensed landfill. Proof of proper disposal shall be provided to the PM upon request. The Contractor will not be responsible for disposal of suspected hazardous materials discovered during the course of this work; such discovery shall immediately be reported to the PM.

MDOT will not be responsible for any cost associated with the disposal of waste, to include, but not limited to, required landfill waste testing, transportation of waste or disposal of waste.

Litter Removal will be measured by visual inspection of randomly selected areas identified in the attached LSS.

Bidder Response

3. Semi Annual Services, Fall and Spring Clean Up

The Contractor will remove and dispose of vegetation and litter. No mowing.

To be schedule once in the Spring and again in the Fall.

The Program Manager will contact the Contractor to schedule.

Bidder Response

4. Herbicide application - Broadleaf Weed & Crab Grass – limited locations

The work will consist of furnishing and applying a herbicide to control broad-leafed weeds and crab grass at specified areas. It will be the Contractor’s responsibility to select a herbicide to use, and an application rate which will control all broad-leafed weeds and crab grass visible at each facility at the time of the application.

The area to be sprayed will be the same area that is being cut plus an additional 3 feet where possible. Turf areas behind all guardrail sections will also be treated on all roads.

In order to reduce the weeds from becoming resistant to a formulation the contractor shall not use the same herbicide more than two (2) years in row.

All herbicide and insecticide applicators must be certified by the Michigan Department of Agriculture and Rural Development in Category 6. Bidder must provide a copy of this certification for the type of herbicide to be used.

The Contractor will provide the PM with a copy of all spray logs within two weeks after the herbicides have been applied.

Subcontracting is only allowed for the herbicide.

Bidder Response

5. Pruning (trees and shrubs)

The Contractor will provide pruning services on shrub, bushes and trees* as specified and scheduled by the Program Manager. OAK TREES SHALL NOT BE TRIMMED BETWEEN April 15th and July 15th

All pruning shall be done ANSI 300A Standards

The Contractor will provide pruning services on shrub, bushes and trees* as specified and scheduled by the Program Manager.

It is the responsibility of the Contractor to monitor and maintain the condition of the shrub, bushes and trees ensuring that the plants are kept in a condition to prevent insect infestation and decay, to include removal of dead, damage and diseased branches.

Any litter or debris (including dead, damaged or diseased branches) as a result of pruning will be removed day of scheduled service, by Contractor.

Bidder Response

6. Fertilization – limited locations

The work will consist of furnishing and applying fertilizer(s) on specified MDOT facilities turf areas. It will be the Contractor's responsibility to select a fertilizer to use.

The following applications rates will act as a standard and be used for bidding purposes.

Bidder Response

Fertilizer will be applied at a rate that will provide the equivalent of one pound of nitrogen per 1,000 sq. ft. and one-half lb. of potassium per 1,000 sq. ft.

The nitrogen fertilizer used during the spring application shall be 30% - 40% slow release in nature and will be in a form that will not increase the pH level of the existing soils. The potassium will be of the sulfate of potash form.

A second application will be applied at a rate that will provide the equivalent of one pound of nitrogen per 1,000 sq. ft. and one-half pound of potassium per 1,000 sq. ft.

The nitrogen fertilizer for the 2nd application will be 20% slow release in nature and will be of a source that will not increase the pH level of the existing soils. The potassium will be of the sulfate of potash form.

Both the weed control and fertilizer application will be made on the same day at each specified facility when applicable.

The Contractor will provide the PM with a copy of all spray logs within two weeks after fertilizer has been applied.

Mowing Schedule The Program Manager shall notify the Contractor when and where to begin each mowing cycle.

The regular mowing season is defined as starting the 1st of May and ending in mid-October – approximately 26 lawn maintenance cycles. Any mowing cycles to occur before May 1 or after October 31 will require PRIOR WRITTEN APPROVAL from the Program Manager.

A lawn maintenance cycle shall be completed approximately once a week for each location. No partial mowing will be allowed unless the weather forces delays. If rain or wet turf conditions exist, the Contractor(s) shall finish the cycle as soon as conditions become favorable.

Bidder Response

WEEKEND HOURS – LIMITED LOCATIONS – reference section 3.2 work hours and LSS.

Bidder will indicate within the pricing sheet if their quote contains a surcharge for weekend work.

Bidder Response

There will be approximately 26 “Lawn Maintenance Cycles” per year – dependent on seasonal weather conditions. Increased or decreased cycles may be required.

The Program Manager, or their representative, prior to mowing, shall approve any additional mowing cycles more than once a week mowing.

The Contractor is responsible to notify the Program Manager via e-mail or phone before starting work and during mowing operations providing updates on a daily basis to identify the scheduled mowing areas. Mowing start date must be approved by the PM.

Bidder Response

Equipment Safety

All equipment shall meet all federal, state, and local safety requirements. If the mower box does not touch the ground the mower shall be equipped with one half inch safety chains which touch the ground but do not drag. The chains will be threaded with wire rope through the bottom link and made so as to prevent debris from being thrown from under the cutter.

When traveling between work locations or when the contractor is not spraying material, all flashing bars and any other devices used to warn or advise the motorist shall be removed, covered or turned off.

Under no circumstances shall the Department be responsible for any damage to the Contractor's equipment due to obstacles encountered.

MDOT will not be responsible for any citations, fines or tickets received, while performing Contract activities.

Bidder Response

C. COMMUNICATION EQUIPMENT

All drivers, operators, and supervisors are required to have in their possession an appropriate communication between the driver, operator, supervisors and Program Manager or designee. Appropriate communications is defined as a functioning compatible cellular phone or radio communications (other than citizen band).

Bidder Response

D. DAMAGE TO PRIVATE AND PUBLIC PROPERTY

As the contract activities are performed, the Contractor must exercise due caution not to damage adjacent fences, vegetation, banks, hedges, poles, hydrants, mailboxes, trees, landscape plantings, etc. The Contractor shall be held financially responsible for all damages resulting from contract activities as referenced within the vegetation maintenance operations per MDOT 2012 Standard Specification for Construction section 107.

Bidder Response

F. OTHER DOCUMENTS FOR INFORMATION PURPOSES

The documents referenced in this section are not Contract requirements. They are those that MDOT currently uses for vegetation maintenance and are strictly for information purposes only. MDOT does not warrant or guarantee, in any way, the outcomes achieved by the Contractor if using any document included for “information purposes only”.

Other documents to include:

Bidder Response

G. MULTIPLE CONTRACTS AWARDED TO THE SAME VENDOR

Inability to perform the activities of this Contract at any time will NOT be acceptable and may be cause to terminate the Contract as specified within the attached Standard Terms and Conditions.

MDOT reserves the right to restrict the number of Contracts awarded to a single Contractor based on the ability of the Contractor to satisfactorily perform Contract work within Contract time limits.

Bidder Response

H. SUPPLIES

The Contractor must supply all materials that are specified in the LSS. Use only such materials that are recommended and approved by the Program Manager.

The Contractor must submit a complete list, by brand names and product numbers (if applicable), of all supplies to be used in fulfilling this Contract, and submit a Safety Data Sheet (SDS) prior to starting any work.

The State reserves the right to accept or reject any items listed on the SDS. Contractor must immediately furnish an acceptable substitute for any item rejected by the State. The Contractor must provide a list of the vegetation maintenance supplies, including herbicides that it will utilize for this project, including manufacturer’s name and proposed annual estimated quantities (see the Location Specification Sheet). LOCATION(S) refers to Location Specification Sheet (LSS) for additional information relating to Description of Work for the specific location.

Bidder Response

M. COORDINATION WITH OTHER ACTIVITIES

The Contractor shall use discretion when mowing near the public. The mowing cycle shall begin on vacated grounds first, and then continue so as not to inconvenience the visitors. The safety of visitors shall not be jeopardized in order to complete the cycle.

Landscaping, weed spray, fertilization or other work performed by MDOT, contract agencies or other Contractor may occur during the life of this contract, therefore, the Contractor shall coordinate his operations with other activities as directed by the PM.

Bidder Response

2. Acceptance

2.1. Acceptance, Inspection and Testing

The following criteria will be used to determine acceptance of the Contract Actives.

a. Visual inspections.

b. Repeat request. If after a visual inspection the Program Manager may require a repeat of service at the expense of the Contractor.

2.2 Final Acceptance

As stated within attached Standard Contract Term, Section 16, Acceptance.

Bidder Response to Task:

3. Staffing

3.1. Contractor Representative

The Contractor must assign personnel specifically assigned to this Contract, that will respond to inquiries regarding the Contract activities, and available during weekends.

The Contractor will specify the following contact information of the representative(s).

Employee Name Cell Phone Number Office Number (direct) Email address

Bidder Response:

3.2. Work Hours

Contractor will not work on State holidays without prior approval from the Program Manager.

All work except herbicide applications shall be conducted during day time hours only.

Both the weed control and fertilizer application will be made on the same day at each specified facility when applicable.

The Contractor must provide Contract Activities during the hours stated below:

DOSC

The DOSC is a 24 hour location and is centrally located in the downtown areas between busy cross sections.

To best coordinator facility security and provide vehicle/ equipment parking for the Contractor. Contract services will be scheduled on Saturday and Sunday, between the hours of 6am to 5pm.

Bidder will indicate within the pricing sheet if their quote contains a surcharge for weekend work.

Bagley Pedestrian Bridge Contract services shall be performed Monday thru Thursday between 6am to 5pm.

Friday, Saturday and Sunday contract activities will not be performed at the Bagley Pedestrian Bridge location, without prior approval from the Program Manager.

3.3. Disclosure of Subcontractors

Subcontracting is only allowed for the herbicide application portion of the contract.

If the Contractor intends to utilize subcontractors, the Contractor must disclose the following:

a) The legal business name; address; telephone number; a description of subcontractor’s organization and the services it will provide; and information concerning subcontractor’s ability to provide the Contract Activities.

b) The relationship of the subcontractor to the Contractor.

c) Whether the Contractor has a previous working experience with the subcontractor. If yes, provide the details of that previous relationship.

d) A complete description of the Contract Activities that will be performed or provided by the subcontractor.

e) Of the total bid, the price of the subcontractor’s work.

Bidder Response

3.5. Security

The contract activities require interaction with State personnel at State facilities and/or designated State trunk lines or highways.

Upon request by the State, the Contractor shall provide the results of all security background checks of the employees.

The State may decide to also perform a security background check. If so, the Contractor will be required to provide to the State a list of all employees that will perform the listed contract activities, including name, date of birth and social security number.

BIDDERs will define how their employees will be identified while performing contract activities:

Bidder Response

4. Project Management

4.1. Project Plan

A project work plan for managing implementation of the mowing and herbicide application services.

Project plan should identify items such as the required contact personnel; project management process; project breakdown identifying tasks and resources required; expected frequency and mechanisms for updates/progress reviews; process for addressing issues/changes; and individuals responsible for receiving/reacting to the requested information.

Contractor’s Work Plan, which must be approved prior to commencement of work, must include the following:

a) EQUIPMENT LIST - indicating description, age, manufacturer, model and serial number of each piece. Equipment must meet or exceed all requirements defined under "Equipment Requirements" in this document. All equipment must be in the Contractor's possession, available for use and fully operational, prior to Contract award.

b) SCHEDULE OF OPERATIONS/INSTRUCTIONS - Contractor's and applicable sub-contractor’s personnel. To include name and title personnel expected to complete work on this Contract.

c) PERSONNEL – number of employees on site, to include management and or supervision.

d) SAFETY PROGRAM

e) INSURANCE – a copy of certificate of insurance as defined in the Standard Terms and Conditions

Equipment failure WILL NOT constitute an acceptable reason for failure to provide contract services. Adjustments to providing this service, including any weather-related deviations, must be approved by the Program Manager or designated representative.

Inability to perform the activities of this Contract at any time will NOT be acceptable and may be cause to terminate the Contract as specified within the attached Standard Terms and Conditions.

Any misrepresentation by the Contractor of its ability to perform the work described in this Contract will be grounds for immediate termination.

An estimated sample project plan will be evaluated – Bidder is to attach a sample project plan per location

4.2. Meetings

Contractor must meet with the MDOT Program Manager and other department project-leads, on a basis to be established by Program Manager, PM and the Contractor, for reviewing progress and providing necessary guidance to the Contractor in solving problems that arise, and to continuously communicate with the agency/departmental project-lead.

The Contractor must attend the following meetings:

a) Pre-Award Meeting and Equipment Inspection

Bidder(s) recommended for award is required to meet with the PM and/or designee at the Contractor’s facility.

(i) The purpose of this meeting will be to discuss the contract activities and to ensure that the recommended bidder has the appropriate personnel and equipment as indicated within their bid response.

(ii) MDOT reserves the right to withdraw the posted award recommendation if the bidder does not have sufficient personnel and the specified equipment to perform the requirements of the contact activities

All the equipment listed for use on the Contract must be available for visual and/or mechanical inspection at the pre-award meeting.

All equipment must meet or exceed all requirements defined under "Equipment Requirements" document. All equipment must be in the Contractor's possession, available for use and fully operational for immediate use. The Contractor must also provide any lease Contracts for the equipment at the Pre-Award Meeting.

MDOT reserves the right to inspect the Contractor’s equipment prior to the Contract start date and at any time throughout the duration of the Contract.

b) Kick Off Meeting

i. Prior to commencement of work the Contractor is required to meet with the PM and/or designee at designated MDOT location. Program Manager may require a Project Plan at the beginning of each scheduled cycle.

c) Annual Start Up (Mowing Meeting)

i. Prior to the beginning of each mowing season the Contractor(s) and the Program Manager shall jointly review the grounds to include identifying any pre-existing damages to landscape items.

The State may request other meetings, as it deems appropriate.

4.2.1. Annual Service Review and Progress Meeting

a) The Program Manager may request an audit of the services provided each year under the specifications, terms, and conditions of the Contract.

b) An unsatisfactory audit may result in cancellation of the Contract under the terms of the Cancellation Clause in the Contract. Further, should the Contract be cancelled for cause, the Contractor so cancelled will not be allowed to participate in request(s) for continuation of this service.

c) The audit will consist of an evaluation of the total service quality, including responsiveness, timeliness of required reporting, and any other specifics as required under the terms of the Contract. The results of the audit along with Contract recommendations will be published by Purchasing Operations and distributed to the respective Agency(s).

d) Should the Contractor desire, a meeting will be arranged between all concerned parties within 10 (ten) calendar days of the date the Contractor received, or could have reasonably been expected to receive, his/her copy of the audit. This meeting will provide an opportunity for the Contractor to present his/her reactions to audit recommendations.

4.3. Reporting

The Contractor must submit, to the PM the following written reports:

The reports are to be countersigned by an accountable person and submitted to the PM on a bi-weekly basis.

The Contractor shall notify the PM via e-mail prior to the start and after completion of each contract activity. Contractor needs to notify the PM daily with locations where operations are to take place.

5. Ordering

5.1. Authorizing Document

The appropriate authorizing document for the Contract will be a purchase order (delivery order). A purchase order outlining requested services will be submitted to the contractor in the beginning of each fiscal year or prior to the start of work.

6. Invoice and Payment

6.1. Invoice Requirements

Invoices must be submitted to Michigan Department of Transportation, Detroit TSG, 1060 W. Fort Street, Detroit MI 48226, attention Harold Inman. Invoices will be accepted via email: Inmanh@michigan.gov

Invoices shall include vendor’s name and ID#, date of service, unit price, total amount and purchase order contract number. Payment will be made monthly based on the number of times the service was provided, multiplied by the call-out contract bid price. Payment will follow in approximately 30 days after receipt of the invoice.

6.2. Payment Methods

The State will make payment for Contract Activities via Electronic Funds Transfer (EFT).

As required by MCL 18.1283, the Contractor must electronically register with the State at www.michigan.gov/cpexpress to receive EFT payments.

7. Liquidated Damages Late or improper completion of the Contract Activities will cause loss and damage to the State and it would be impracticable and extremely difficult to fix the actual damage sustained by the State. Therefore, if there is late or improper completion of the Contract Activities the State is entitled to collect liquidated damages in the amount of $5,000 and an additional $100 per day for each day Contractor fails to remedy the late or improper completion of the Work.

Rev. 8/2015