2018 Dust Control- Commodities and Non-Prof Services OUTLINE FORMAT.pdf

Bidder must enter company name here.

Version 1 Revised Date: 7/28/2017

STATE OF MICHIGAN

Request For Proposal No. 18000002071

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 State of Michigan Department of Military and Veterans Affairs, Camp Grayling Joint Maneuver Training Center (CGJMTC) in Grayling, MI and Ft. Custer Training Center (FCTC) are seeking a contractor to provide all labor, materials and equipment necessary to apply approximately dust control with a solution that meets or exceeds 26% mineral brine, during critical times of the year to the dirt and sand maneuver trails located at and around Camp Grayling JMTC, Grayling, MI 49738 and Ft. Custer Training Center in Augusta, Michigan

SCOPE

The awarded Contractor is responsible for providing all labor, materials and equipment necessary to dust control with a solution that meets or exceeds 26% mineral brine at Camp Grayling JMTC in Grayling MI and at Ft. Custer Training Center in Augusta, MI

REQUIREMENTS

1. General Requirements

1.1. Work Specifications: The Contractor must provide the following at the minimum:

• All labor and materials to apply dust control with a solution that meets or exceeds 26% mineral brine to the dirt and sand maneuver trails located at and around Camp Grayling JMTC, Grayling, MI 49738 and Ft.

Custer Training Center in Augusta, MI

• Contractor will apply dust suppression which must meet or exceed 26% mineral brine.

• Applications are anticipated to take place in May, July and September, approximately. Application dates may vary depending upon need.

• Additional services may be necessary due to extreme dry weather conditions and will be evaluated on a case by case basis.

• Specific locations requiring the dust suppression will be dictated by the site Program Manager and provided to the Contractor.

• Products requiring water mixture (Dowflake) will not be used.

• Application shall be applied only when the trail is free from any standing water and clear of debris.

• Dust Control application shall not be applied within 24 hours before predicted measurable precipitation

(rainfall greater than 0.25”) and shall be applied at least 24 hours after measurable precipitation. Contractor will not be paid for work performed within this time frame.

• Contractor must specify minimum delivery quantity on bid documents.

• Annual demand for Camp Grayling JMTC is anticipated to be approximately 190,000 gallons and Ft. Custer

Training Center demand is anticipated to be approximately 53,000 gallons

• Contractors must be licensed to perform all activities detailed in this RFP

• Contract is anticipated to be for three years with two one-year extensions possible.

• Multiple awards based on geographic region and best value/most responsible bidder may be awarded on this contract.

Dust Control at Camp Grayling Joint Maneuver Training Center and Ft. Custer Training Center

Version 1 Revised Date: 7/28/2017

• BIDDER ACKNOWLEDGEMENT: By initialing below, Bidder acknowledges, understands and agrees to the above Requirements.

1.2. Warranties

Describe any warranties included in the bid and explain the process for reporting warranty issues and how the Contractor will handle any repairs or replacements.

The State reserves the right to require additional warranties other than those identified by the Contractor in its response to this RFP.

1.3. Recall Requirements and Procedures-Reserved

1.4. Quality Assurance Program

Explain your Quality Assurance Program(s).

1.5. Incentives-Reserved

2. Service Levels

2.1. Time Frames

All Contract Activities must be delivered within 30 calendar days from receipt of Purchase Order/Direct Order, unless otherwise mutually agreed. The receipt of order date is pursuant to Section 2, Notices, of the Standard Contract Terms.

2.2. Delivery-Delivery times, dates and locations of delivery will be pre-arranged between the Contractor and the Camp Grayling JMTC Program Manager.

2.3. Installation-Reserved

2.4. Technical Support and Repairs

When providing technical support, the Call Center must resolve the caller’s issue within4 hours. If the caller’s issue cannot be resolved within 4] hours, on-site service must be scheduled. The on-site service must be performed within 24] hours of the time the issue was scheduled for service.

2.5. Maintenance

On-site maintenance must be performed according the recommended manufacturer maintenance schedule.

2.6. Training

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

2.7. Reporting

The Contractor must submit to the Camp Grayling Program Manager a report/document of all deliveries with amounts, delivery amounts and dates.

A copy of the Contractors delivery ticket to be submitted with bid:

BIDDER ACKNOWLEDGEMENT: By initialing below, Bidder acknowledges, understands and agrees to the above Requirements (items 1.2 thru 2.7)

2.8. Meetings

The Contractor must attend the following meetings:

- A kick-off meeting within 10 business days from Effective Date. The kick-off meeting will be set for a mutually agreed upon time and date.

The State may request other meetings as it deems appropriate.

3. Staffing

3.1. Contractor Representative

The Contractor must appoint a Service Manager, 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”).

3.2. Key Personnel

All personnel performing the activities detailed in this RFP must be certified and qualified to be performing these duties.

Contractor’s Site Manager must be on-site at all times when services are being performed.

3.3. Non-Key Personnel-Reserved

3.4. Organizational Chart

Provide an overall organizational chart that details staff members, by name and title, and subcontractors.

3.5. Customer Service

The Contractor Representative must be available for calls during the hours of 8 am to 5 pm EST.

3.6. Technical Support, Repairs and Maintenance-Reserved

3.7. Disclosure of Subcontractors-SUBCONTRACTING IS NOT PERMITTED ON THIS CONTRACT If the Contractor intends to utilize subcontractors, the Contractor must disclose the following above Requirements (Items 2.8 thru 3.7)

3.8. Security

The Contractor will be subject the following security procedures:

Provide government issued id to all security and staff upon request.

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.

4. Pricing

4.1. 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.

4.2. 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.

4.3 Electronic Catalog-Reserved

5. Ordering

5.1. Authorizing Document

The appropriate authorizing document for the Contract will be a Direct Order

5.2 Order Verification

The Contractor must have internal controls, approved by DTMB-Procurement, to verify abnormal orders and to ensure that only authorized individuals place orders.

6. Delivery

6.1. Delivery Programs

The Contractor must explain in detail its delivery programs (e.g., standard delivery and quick-ship), including any limitations such as quantity.

The Contractor must explain the transportation method (e.g., UPS, FedEx, Contractor fleet, or other third party carrier) it intends on utilizing in delivery of the Contract Activities.

above Requirements

6.2. Packaging and Palletizing

Packaging must be optimized to permit the lowest freight rate. Shipments must be palletized whenever possible using manufacturer's standard 4-way shipping pallets.

7. Acceptance

7.1. Acceptance, Inspection and Testing

The acceptance process defined in Section 16 is the process will be used.

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

7.2. Final Acceptance

Final acceptance will be provided upon receipt of invoices and completed reports as required.

8. Invoice and Payment

8.1. Invoice Requirements

Version 1 Revised Date: 7/28/2017

All invoices submitted to the State must include: (a) date; (b) purchase order; (c) quantity; (d) description of the Contract Activities; (e) unit price; (f) shipping cost (if any); (g) total price and Delivery Order or Purchase Order number. Not providing any of this information may delay payment.

8.2. Payment Methods

The State will make payment for Contract via E.F.T. Contract must be a registered vendor with the State of Michigan in order to be awarded the contract.

8.3. Procedure

Invoices should be sent to the Buyer, at the address indication on the contract cover sheet. Invoices must contain the information specified in 8.1. The buyer will get sign off from the Camp Grayling JMTC Program manager and then submit to State of Michigan Accounts Payable for payment.

9. Project Plan

The Contractor will carry out this project under the direction and control of the Program Manager. The Contractor MUST PROVIDE a Project Plan with bid submission. 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.

BIDDER ACKNOWLEDGEMENT: By initialing below, bidder agrees to provide a project plan with bid submission.

10. Licensing and Certification The Contractor must provide a copy of any applicable license and certification as required by this contract to perform contract activities.

BIDDER ACKNOWLEDGEMENT: By initialing below, bidder agrees to provide copies of licenses and certifications as they pertain to the contract activities detailed in this RFP with BID SUBMISSION

11. Liquidated Damages-Reserved

12. Additional Requirements

12.1. Environmental and Energy Efficient Products

The Contractor must identify any energy efficient, bio-based, or otherwise environmental friendly products used in the products. Contractor must include any relevant third-party certification, including the verification of a United States department of agriculture certified bio based product label.

12.2. Hazardous Chemical Identification

In accordance with the federal Emergency Planning and Community Right-to-Know Act, 42 USC 11001, et seq., as amended, the Contractor must provide a Material Safety Data Sheet listing any hazardous chemicals, as defined in 40 CFR §370.2, to be delivered. Each hazardous chemical must be properly identified, including any applicable identification number, such as a National Stock Number or Special Item Number.

12.3. Mercury Content

Pursuant to MCL 18.1261d, mercury-free products must be procured when possible. The Contractor must explain if it intends to provide products containing mercury, the amount or concentration of mercury, and whether cost

Version 1 Revised Date: 7/28/2017 competitive alternatives exist. If a cost competitive alternative does exist, the Contractor must provide justification as to why the particular product is essential. All products containing mercury must be labeled as containing mercury.

12.4. Brominated Flame Retardants

The State prefers to purchase products that do not contain brominated flame retardants (BFRs) whenever possible.

The Contractor must disclose whether the products contain BFRs.

12.5 MSDS

Contractor must provide MSDS sheets for dust suppression product being used to fulfill the activities detailed in this RFP at time of bid submission and throughout the contract as requested by the site Program Manager above Requirements