190000002533 DMVA Bay Door RFP - Schedule A.docx

Request for Proposal No. 190000002533 Department of Military and Veterans Affairs DMVA Bay door Repair, Replace and Preventative Maintenance 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 Department of Military and Veterans Affairs (DMVA) invites proposals from Contractors for the potential Repair, Replacement and Preventative Maintenance of Bay Doors at the DMVA Joint Force Headquarters in Lansing MI (JFHQ), Grand Ledge Army Airfield (GLAFF) in Grand Ledge MI, Fort Custer Training Center (FCTC) in Augusta MI, Camp Grayling (CG) in Grayling MI, and DMVA armories throughout the state. The purpose of this RFP is to conduct a competitive bid process, in acquiring proposals for these services.

Contractor(s) shall provide all labor, material, transportation, and equipment necessary to diagnose, repair or replace bay doors and provide preventative maintenance of any bay door (no matter the type of door) in which the DMVA determines to need service(s).

SCOPE

The Contract for these services would be for the potential Repair, Replacement and Preventative Maintenance of Bay doors at our Joint Force Headquarters in Lansing MI (JFHQ), our Grand Ledge Army Airfield (GLAFF) in Grand Ledge MI, Camp Grayling (CG) and our Fort Custer Training Center (FCTC) in Augusta MI along with DMVA armories throughout the State of Michigan. The Contract shall define the steps and procedures to take when the service is a standard repair (SR), an Urgent Repair (UR) an emergency repair (ER) or preventative maintenance (PM). The DMVA reserves the right to award multiple contracts if desired see proposal instructions.

KEY DEFININTIONS

Actual Parts Manufacturer. A manufacturer of equipment parts supplied direct to original equipment manufacturers for incorporating into the production equipment and/or resale as replacement parts. The original equipment manufacturer is the actual parts manufacturer for those parts produced solely by it.

Consumable Products. Products that are depleted or degraded while directly performing the services required by this Contract.

Drive time. An hourly labor rate paid to compensate the primary worker along with any additional helpers for their time spent traveling between the Contractor’s facility and the service location.

Emergency Repair. This is a priority designator that places this project above all others. A project with an "emergency" designator is to be given necessary resources until completed.

Program Manager (PM). The individual responsible for the department surveillance of the work in accordance with the contract. The PM communicates with the Contractor on needed services and repairs. The PM will participate in periodic quality inspections. The PM will contact the Contractor to request a repair or service and approved invoices for services rendered.

Helper. If necessary, additional workers may be used to complete a project. Helpers have separate line items for their labor rates.

Original Equipment Manufacturer. The manufacturer of the complete production equipment whether assembled from parts of its own manufacturer or from parts or components furnished by other manufacturers or a combination of both.

Preventive Maintenance (PM). That service performed by the Contractor on a scheduled basis, which is designed to keep the equipment/systems in proper operating condition. It includes a verification of proper tolerances (tightness, fluid levels, voltages, etc.), and adjustments or other actions as necessary and appropriate in accordance with the manufacturer's maintenance specifications and as authorized in the work order.

Rework. To work again or to work again an additional time.

Trip Charge. A fee paid to compensate the Contractor for the distance (per mile) traveled by its employees for round trips greater than 50 miles from the Contractor’s facility to the service location.

Quality Control (QC). Those actions taken by the Contractor to control the production of services so that they meet the requirements of the contract.

Quality Control Inspection (QCI). Those actions taken by the Program Manager to check maintenance and repair services to determine if they meet contract requirements.

REQUIREMENTS

1. General Requirements

1.1 Work Order (Repair/Replace Bay Doors and Gates)

A. The Program Manager (PM) will contact Contractor via telephone or email to diagnose, repair and/or replace doors on an as needed basis.

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

B. When services are required under this contract the Program Manager will:

1. Issue service call requests by telephone (emergency, urgent, routine requests) or email (routine or preventative maintenance) and provide a written work order describing the service to the Contractor. At the time of request the Program Manager will advise the Contractor of the nature of the repair request while designating as an emergency, urgent, or routine repair. In the event of an emergency or urgent service call request, the verbal request may be followed by a written work order upon the Contractor arrival onsite.

a. Emergency Repair (ER) – Services needed within 24 hours

b. Urgent Repair (UR) – Services needed within 7 business days

c. Standard Repair (SR) Routine – Services needed not Emergency or Urgent – 7 plus business days.

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

2. The Program Manager will Issue a work order containing a brief description of equipment deficiency (if known), and type of repair service call (emergency, urgent, or routine repair, preventative maintenance), the time and date of the service call request to the Contractor and the time and date of the Contractors arrival in response to the service call request.

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

C. In addition to the inspection of the major deficiencies annotated on the issued work order, the Contractor shall perform a thorough inspection of the equipment to identify any other preventative maintenance or repair requirements necessary to restore the equipment to a safe and serviceable condition.

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

D. The Contractor must sign the work order, note any additional deficiencies and return it to the Program Manager with a written Price proposal.

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

E. The Contractor shall provide all labor, transportation, material, parts, and equipment required until completion and eligible agency acceptance of the entire work.

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

1.2 PRICE PROPOSALS

A. The Contractor upon receipt of the work order must inspect the bay doors and hardware and prepare a detailed written Price Proposal prior to performing ANY repair work. All costs shall be included in the proposal from equipment needed to helpers to complete work.

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

B. The Contractor shall inspect and Bay door to a certain extent as practicable in order to prepare the detailed price proposal.

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

C. The Contractor must prepare the Price Proposal within the following time frames:

1. Emergency Repair: Within 24 hours.

2. Urgent Repair: No later than a maximum of forty-eight (48) hours.

3. Routine Repairs/Preventative Maintenance: Seven (7) working days.

Bidder shall describe how they comply with the above requirement.

Bidder Response:

D. The Contractor must prepare a written detailed Price Proposal according to the price schedule of the contract and itemizing the following:

Bidder shall describe how they comply with the above requirement.

Bidder Response:

1.3 RESPONSE TIME

A. The Contractor must respond on site to the work order request within the time frames below.

If the Contractor fails to respond to the service call request within the timeframes listed below, the Contractor shall receive reduced compensation for their service call in accordance with the per man hour labor rate scale associated with the actual response time less a twenty (20%) percent discount for the first hour per man hour labor rate.

If the Contractor fails to respond to the routine/repair/preventative maintenance request within the stated timeframe, the Contractor shall provide a 20% discount per day late on the total invoice price for the work.

Late response time penalty fees shall be deducted from by the eligible agency from the vendor’s invoice payment as a non-compliance fee. The Program Manager may choose to waive these penalties at their discretion.

1. Emergency Repair: Within a maximum of 24 hours upon receipt of the service call.

2. Urgent Repair: No later than a maximum of two (2) business day upon receipt of the service call or purchase order.

3. Routine Repairs/: No later than seven (7) working day upon receipt of service call.

4. Preventative Maintenance: No later than ten (10) working days upon receipt of the purchase order or as schedule with program manager

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

C. If the repair during the initial work order service call cannot be completed by the Contractor due to Contractor needing to order a component or part from the OEM, the Target Response Time for maintenance and repair completion is a follow:

1.4 Misc. Requirements

A. Garage Doors may include but are not limited to: Operable doors, Automatic Openers, Security overhead doors, sliding doors and operators, sliding and swinging gates, swing doors and operators, rolling garage curtains and all associated electronic and mechanical components with the aforementioned types of doors and gates (Contractors must list the types of doors and gates they service in the below bidder box.

Bidder shall describe how they comply with the above requirement.

Bidder Response:

B. The Contractor shall possess any and all licenses required to perform any of the services discussed within this RFP.

Bidder shall describe how they comply with the above requirement.

Bidder Response:

C. When working on-site, The Contractor and Contractor’s staff must follow all State work policies, procedures, and standards including, but not limited to:

1. No smoking, eating, drinking, except in designated areas.

2. Sign-in and present positive identification.

3. Interact cordially and professionally with State personnel and the public.

4. Park in assigned locations.

Bidder shall describe how they comply with the above requirement.

Bidder Response:

D. The Contractor must perform all services Monday through Friday between the defined standard business hours from 7:00 a.m. to 6:00 p.m. and may include holidays, weekends, or after the standard hours stated above as requested by the PM.

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

E. The Contractor shall provide a single 24-hrs/7 days a week telephone number for receipt of emergency and urgent service call requests and a business email address for routine and preventative maintenance requests. The Contractor is fully responsible for routinely checking business email for incoming service call requests.

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

F. If repairs are required during the original manufacturer’s warranty or extended warranty period, This work will be performed at no cost to the State of Michigan.

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

1.5 Preventative Maintenance

A. The Contractor shall furnish the labor, material, equipment (whether owned or rented), supplies, and supervision required to provide the maintenance and repair as described herein. The Contractor shall be equipped so that preventative maintenance as well as minor repairs can be performed on-site at any given location.

Bidder shall describe how they comply with the above requirement.

Bidder Response:

B. Preventative Maintenance may be requested by the department based on time schedules and/or usage.

The Contractor shall work with the Program Manager to establish preventative maintenance schedules for gates and doors at their location. The location will make every effort to consolidate as many maintenance projects within close proximity as possible, for each Preventative Maintenance visit. The Preventative Maintenance visit for each location shall be priced upon a per man hour basis with all labor, materials, and disposal consumable products included at a set price and trip charge if applicable.

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

C. The Contractor shall provide recommendations to the Program Manager as to completeness of repair(s) needed. A repair cost estimate shall be presented to the Program Manager for approval prior to the repair of deficient equipment identified during the Preventative Maintenance and inspection of equipment. The report shall include the following:

1. Nature of Repair;

2. Number of labor hours required;

3. List of parts needed and the cost of each part;

4. Total Cost Estimate

5. Trip Charge (if applicable)

NOTE: THE State of Michigan is TAX exempt.

1). The Program Manager shall contact the Contractor to establish a mutually agreeable schedule for the Contractor to perform Preventative Maintenance (on-site) and/or a repair.

2). The Program Manager shall make the requested door accessible to the Contractor upon the assigned date and time.

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

D. Please provide a pricing structure for a preventative maintenance plan. See Bay Door pricing sheets

1.6 Types of Preventative Maintenance

Below are examples of preventative maintenance services the Contractor may perform for the type of equipment identified and are not intended to limit the scope of to only those identified herein.

A. Overhead Door – Garage/Bay Door

1. DOORS

Inspect: All rollers, bearings, cables, chains, shafts, track, and alignment, as applicable Adjust: All spring counterbalance assemblies, level of door and track spacing as necessary Lubricate: Counterbalance shaft bearings, rollers, hinges, and bearings as necessary Tighten: Hardware including hinges, couplings, drums, track brackets and hangers as necessary Bidder shall describe how they comply with the above requirement.

Bidder Response:

2. OPERATORS

Inspect: Operator bearings, chain hoist assemblies, safety equipment, and other related controls, as applicable Adjust: Clutch, brake, limit assemblies as necessary Lubricate: Bearings, chains and screws as necessary Tighten: Sprockets, drawbar arms and hook-ups, as necessary Bidder shall describe how they comply with the above requirement.

Bidder Response:

B. Sectional Garage Doors

1. Inspect section condition

2. Inspect alignment of door to insure proper operation

3. Lubricate and inspect rollers and bearings

4. Adjust and lubricate springs

5. Inspect spring fasteners for secure mounting

6. Inspect and tighten hinges and hardware

7. Inspect cables for wear or damage

8. Inspect drums for wear or damage

9. Inspect locks for proper operation

10. Inspect weather-strip for wear or damage

11. Inspect track fasteners and hangers for secure mounting

12. Inspect and lubricate chain hoist

Bidder shall describe how they comply with the above requirement.

Bidder Response:

C. Sectional Door Electric Operators

1. Inspect and adjust limit switches

2. Inspect and adjust belts

3. Inspect and lubricate roller chain

4. Inspect and adjust brake

5. Inspect and adjust clutch

6. Inspect operator mounting

7. Inspect and test disconnect

8. Inspect and tighten all sprockets

9. Lubricate all bearings

Bidder shall describe how they comply with the above requirement.

Bidder Response:

D. Rolling Doors

1. Inspect door alignment and levels.

2. Inspect slats and end locks for damage.

3. Inspect guides, bottom bar and hood.

4. Inspect all weather-stripping for wear or damage.

5. Adjust spring and lubricate bearings.

6. Inspect and tighten fasteners.

7. Inspect and lubricate chain hoist.

8. Inspect locks for proper operation.

9. Inspect and tighten all sprockets.

Bidder shall describe how they comply with the above requirement.

Bidder Response:

E. Rolling Door Electric Operators

1. Inspect and adjust limit switches.

2. Inspect and adjust belts.

3. Inspect and adjust brake.

4. Inspect gear reducer.

5. Inspect operator mounting.

6. Inspect and test disconnect.

7. Inspect and lubricate roller chain.

8. Inspect and tighten all sprockets.

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

E. Rolling Fire Doors

1. Inspect cleanliness and age of fuse links.

2. Drop test door for proper operation.

3. Check that door is properly reset.

4. Test electric fusible links for continuity (where applicable).

5. Test smoke detector for continuity (where applicable).

6. Test hold-open devices and time delays (where applicable).

7. Facilitate fire door Inspections and certifications processes.

Bidder shall describe how they comply with the above requirement.

Bidder Response:

1.7 Work Authorization

The Program Manager upon receiving all necessary approvals will authorize the work order to begin providing the vendor with the Delivery Order to vendor. This Delivery Order is a release off the Master Agreement (contract between DMVA and contractor).

Bidder shall describe how they comply with the above requirement.

Bidder Response:

1.8 Warranties

The Contractor must describe any warranties explain the process for reporting warranty issues and how the Contractor will handle any repairs or replacements under warranty. The Contractor must provide OEM hardware warranties at time of repair/replacement of components.

Bidder shall describe how they comply with the above requirement.

Bidder Response:

2. Acceptance

2.1. Acceptance, Inspection and Testing

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

3. Staffing

3.1. Contractor Representative

The Contractor must appoint an individual, 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”).

The Contractor must notify the Contract Administrator at least 30 calendar days before removing or assigning a new Contractor Representative.

Bidder shall describe how they comply with the above requirement.

3.2. 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 7 am to 6 pm EST.

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

3.3. 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 7 am to 6 pm EST.

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

3.4. 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)

3.5. Key Personnel

The Contractor must appoint an individual who will be directly responsible for the day-to-day operations of the Contract (“Key Personnel”). Key Personnel must be specifically assigned to the State account, be knowledgeable on the contractual requirements, and respond to State inquires within 24 hours. Please provide that person’s info below.

Bidder Response

Provide key personnel info:

The State has the right to recommend and approve in writing the initial assignment, as well as any proposed reassignment or replacement, of any Key Personnel. Before assigning an individual to any Key Personnel position, Contractor will notify the State of the proposed assignment, introduce the individual to the State’s Project Manager, and provide the State with a resume and any other information about the individual reasonably requested by the State. The State reserves the right to interview the individual before granting written approval. In the event the State finds a proposed individual unacceptable, the State will provide a written explanation including reasonable detail outlining the reasons for the rejection. The State may require a 30-calendar day training period for replacement personnel.

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

Contractor will not remove any Key Personnel from their assigned roles on this Contract without the prior written consent of the State. The Contractor’s removal of Key Personnel without the prior written consent of the State is an unauthorized removal (“Unauthorized Removal”). An Unauthorized Removal does not include replacing Key Personnel for reasons beyond the reasonable control of Contractor, including illness, disability, leave of absence, personal emergency circumstances, resignation, or for cause termination of the Key Personnel’s employment. Any Unauthorized Removal may be considered by the State to be a material breach of this Contract, in respect of which the State may elect to terminate this Contract for cause under Termination for Cause in the Standard Terms. It is further acknowledged that an Unauthorized Removal will interfere with the timely and proper completion of this Contract, to the loss and damage of the State, and that it would be impracticable and extremely difficult to fix the actual damage sustained by the State as a result of any Unauthorized Removal.

3.6. Organizational Chart

The Contractor must provide an overall organizational chart that details staff members, by name and title, and subcontractors.

Bidder Response

3.7. Disclosure of Subcontractors

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

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.

The relationship of the subcontractor to the Contractor.

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

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

Bidder Response

3.8. Security

The Contractor will be subject the following security procedures:

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 Response

4. Project

4.1. Project Plan

Identify the project plan and how it will be managed or ask Contractor to propose a project plan. Project plan should identify items such as the required contact personnel; the date the project plan must be submitted to the State; project management process; project breakdown identifying sub-projects, 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.

The Contractor will carry out this project under the direction and control of the Program Manager. Within 30 calendar days of the Effective Date, the Contractor must submit a project plan to the Program Manager for final approval. The plan must include: (a) the Contractor's organizational chart with names and title of personnel assigned to the project, which must align with the staffing stated in accepted proposals; and (b) the project breakdown showing sub-projects, tasks, and resources required.

In bidder response box provide sample plan if large bay door repair and replace release was issued of contract

Bidder Response:

4.2. Meetings

The Contractor must attend the following meetings:

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

Bidder Response

4.3. Reporting

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

Bidder Response

5. Ordering

5.1. Authorizing Document

The appropriate authorizing document for the Contract will be a Delivery Order (DO) off the Master Agreement (MA). The DO is the authorization to proceed on any work that a Work order was written for and a Price Proposal was received and approved for work to begin by Program Manager. Separate DO’s will be written for PM at facilities if that service is wanted. The DO is authorization for work to begin.

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

6. Invoice and Payment

6.1. Invoice Requirements

All invoices submitted to the State must include: (a) date; (b) Deliveryt 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.

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

6.2. Payment Methods

The State will make payment for Contract Activities via Electronic Fund Transfer (EFT) P-Card is not an option.

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

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 $500.00 and an additional $50.00 per day for each day Contractor fails to remedy the late or improper completion of the Work.

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

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