1900000002467 DMVA Box Truck Rental Services - Schedule A.docx

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STATE OF MICHIGAN

Request for Proposal No. 190000002467 DMVA JFHQ Box Truck Rental services

SCHEDULE A

STATEMENT OF WORK

CONTRACT ACTIVITIES

This schedule 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 DMVA CFMO facilities maintenance team has the need to rent a 26-foot extended length, medium-duty box truck with powered lift over a three-year period. This rental will be used to haul equipment, tools, materials and other products to and from DMVA installations across the State of Michigan.

SCOPE

The rental of a 26-foot box truck will occur periodically throughout the year and life of contract. The need for larger or smaller trucks or similarly sized flatbed trucks may arise over the span of this contract and would be considered in scope. This rental of the 26-foot box truck will be used to haul equipment, tools, materials and products to and from DMVA installations across the State of Michigan.

REQUIREMENTS

1. The Contractor must have a 26’ Box Truck with Hydraulic lift gate available for daily, weekly and monthly rental as needed.

Specifications:

Bidder shall check only 1 box below, and identify exception(s)

2. The Contractor must have insurance available for purchase upon rental

Bidder shall check only 1 box below, and identify exception(s)

2. Services Levels

2.1. Delivery

Delivery will be expected within two calendar days upon date of box truck request/order. Delivery will be made at the Joint Force Headquarters located at 3423 North Martin Luther King Blvd. Lansing, MI 48906.

Bidder shall check only 1 box below, and identify exception(s)

3. Acceptance

3.1. Acceptance, Inspection and Testing

The State will use the following criteria to determine acceptance of the Contract Activities:

The Contractor must provide vehicle conditions checklist for DMVA personnel to review and sign for before rental begins and after rental is returned.

Bidder shall check only 1 box below, and identify exception(s)

4. Staffing

4.1. Contractor Representative

The Contractor must appoint representative, specifically assigned to State of Michigan accounts, that will respond to State inquiries regarding the Contract Activities, answering questions related to ordering and delivery, etc. (the “Contractor Representative”).

Bidder shall check only 1 box below, and identify exception(s)

4.2. Customer Service Toll-Free Number

The Contractor must specify its toll-free number for the State to make contact with the Contractor Representative. The Contractor Representative must be available for calls during the hours of 8 am to 5 pm EST.

4.3. Technical Support, Repairs and Maintenance

The Contractor must specify its toll-free number for the State to make contact with the Contractor for technical support, repairs and maintenance. The Contractor must be available for calls and service during the hours of 8 am to 5 pm EST.

4.4. Work Hours

The Contractor must provide Contract Activities during the State’s normal working hours Monday – Friday, 7:00 a.m. to 6:00 p.m. EST, and possible night and weekend hours depending on the requirements of the project.

Bidder shall check only 1 box below, and identify exception(s)

4.5. Subcontracting not authorized for this contract

Bidder shall check only 1 box below, and identify exception(s)

4.6. Security

The Contractor will be subject to the Joint Force Headquarters security procedures:

· Vehicle inspection of rental drop off upon entrance to JFHQ

· Valid driver’s license of driver

· Vendor ID

· Uniformed delivery personnel

The Contractor must explain any additional security measures in place to ensure the security of State facilities.

The bidder’s staff may be required to make deliveries to or enter State facilities. The bidder must: (a) explain how it intends to ensure the security of State facilities, (b) whether it uses uniforms and ID badges, etc., (c) identify the company that will perform background checks, and (d) the scope of the background checks. The State may require the Contractor’s personnel to wear State issued identification badges.

Bidder shall check only 1 box below, and identify exception(s)

5. Meetings

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

5.2. Reporting

The Contractor must explain its reporting capabilities and any reporting that is included in its proposal.

Bidder Response

6. Pricing

6.1. Price Term

Pricing is firm for a 365-day period (“Pricing Period”). The first pricing period begins on the Effective Date. Adjustments may be requested, in writing, by either party and will take effect no earlier than the next Pricing Period.

Bidder shall check only 1 box below, and identify exception(s)

6.2. Price Changes

Adjustments will be based on changes in actual Contractor costs. Any request must be supported by written evidence documenting the change in costs. The State may consider sources, such as the Consumer Price Index; Producer Price Index; other pricing indices as needed; economic and industry data; manufacturer or supplier letters noting the increase in pricing; and any other data the State deems relevant.

Following the presentation of supporting documentation, both parties will have 30 days to review the information and prepare a written response. If the review reveals no need for modifications, pricing will remain unchanged unless mutually agreed to by the parties. If the review reveals that changes are needed, both parties will negotiate such changes, for no longer than 30 days, unless extended by mutual agreement.

The Contractor remains responsible for Contract Activities at the current price for all orders received before the mutual execution of a Change Notice indicating the start date of the new Pricing Period.

7. Ordering

7.1. Authorizing Document

The appropriate authorizing document for the Contract will be Delivery Order (DO) release off Master Agreement (Contract).

8. Invoice and Payment

8.1. Invoice Requirements

All invoices submitted to the State must include: (a) date; (b) delivery order; (c) quantity; (d) description of the Contract Activities; (e) unit price; (f) shipping cost (if any); and (g) total price. Overtime, holiday pay, and travel expenses will not be paid.

8.2. Payment Methods

The State will make payment for Contract Activities via Electronic Fund Transfer EFT.

9. 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 the difference from having to rent a box truck from a source other than contracted with, if truck not available charging the difference of that rental to the contractor.

Bidder shall check only 1 box below, and identify exception(s)

Rev. 5/2019