2018 Fencing Schedule A - 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.

Camp Grayling and Ft. Custer Fencing

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) is requesting proposals for fence maintenance, installation of new fencing/gates and clearing of fence areas at two locations: Location1) Camp Grayling Joint Maneuver Training Center (CGJMTC) located in Grayling, MI and Location 2) Fort Custer Training Center (FCTC) in Augusta, Michigan. Currently, there are approximately 400,000 lineal feet of fence line at CGJMTC and 75,00 lineal feet of fence line at FCTC. This contract may be awarded to multiple vendors. The contract is anticipated to be for 3 years with two one-year options. Award and annual continuation of this contract is contingent upon funding.

SCOPE

This contract is to clear, install new and/or maintain fence line as needed where needed at both sites with a “NOT- TO-EXCEED” budget according to the regulations set forth in the Unified Facilities Criteria (UFC) 4-022-03 (Attached Exhibit A- UFC 4-22-03 Fence Guidelines and per the definitions in Exhibit B-Definitions. The exact lineal feet and number of gates required to be maintained/repaired/installed and the location of the same will be dependent on available funding.

REQUIREMENTS

At the start of the contract the Contractor will meet with the site Program manager to identify the individuals clearing, maintenance, new install projects projected over the term of the contract and in what order of importance, again based on annual funding.

All work and materials will be in according with Attached Exhibit A-UFC 4-22-03 Fence Guidelines and per the definitions in Exhibit B-Definitions. If there is conflicting information between the two Exhibits the site Program Manager will be the person to make the final decision.

It is the responsibility of the Contractor to contact MISS DIG on all new fence lines. The site Program Manager will provide marking on site owned utilities.

PROVIDE DETAILED BIDDER RESPONSE BELOW:

1. General Requirements

1.1. The Contractor must provide all equipment, materials, and labor necessary to perform the activities detailed in the Request for Proposal.

PROVIDE DETAILED BIDDER RESPONSE BELOW-Bidder must provide a detailed list of all equipment, including make, model, year and type of ownership that will be used to conduct the contract activities detailed in this RFP (provide separate sheets, if necessary)

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Version 1 Revised Date: 7/28/2017

Contractor must be a licensed builder or a licensed Residential Maintenance & Alteration Contractor with the State of Michigan.

BIDDER RESPONSE BELOW-Bidder must provide a copy of license/s at time of bid submission. Attach as a separate document.

On site storage of materials and equipment is not permitted. State of Michigan will not be held liable for damage to contractor’s materials and equipment.

Site access will be coordinated with the site Program Manager.

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.

DETAILED BIDDER RESPONSE BELOW-PROVED DETAILS ON WARRANTY PROGRAM FOR WORKMANSHIP AND MATERIALS (attach separate sheets, if needed)

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

Describe any recall requirements and procedures.

1.4. Quality Assurance Program

Explain your Quality Assurance Program(s).

DETAILED BIDDER RESPONSE BELOW-Provide details on Quality Assurance Program (attach separate sheets, if needed)

2. Service Levels

2.1. Time Frames

All contract activities associated with each project that is a part of this contract must be delivered within 90 business days from receipt of order, unless otherwise agreed to by site Program Manager. The receipt of order date is pursuant to Section 2, Notices, of the Standard Contract Terms.

2.2. Delivery

Delivery for each project associated with this contract will be expected within 45 calendar days upon date of order.

Delivery will be made at the sites specified by the site Project Manager.

2.3. Technical Support and Repairs

When providing technical support, the Call Center must resolve the caller’s issue within 60 minutes. If the caller’s issue cannot be resolved within 3 hours, on-site service must be scheduled. The on-site service must be performed within 48 hours of the time the issue was scheduled for service.

2.4. Reporting

The Contractor must submit to the site Program Manager weekly progress reports on each project. The Contractor must explain any other reporting capabilities and any reporting that is included in its proposal.

DETIALED BIDDER RESPONSE-BELOW: Provide an example copy of a progress report currently used in Contractor’s business.

2.5. Meetings

The Contractor must attend the following meetings:

Mandatory Kick-Off meeting within both site Program Manager’s within 30 calendar days of Effective date .

The State may request other meetings as it deems appropriate.

3. Staffing

3.1. Contractor Representative

The Contractor must appoint one Operations Manager, 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.

3.2. Key Personnel

The Contractor must appoint at least one on site Program manager individuals 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 4 hours.

Contractor’s Key Personnel must be on-site during all contract activities.

The Contractor may not remove or assign Key Personnel without the prior consent of the State. Prior consent is not required for reassignment for reasons beyond the Contractor’s control, including illness, disability, death, leave of absence, personal emergency circumstances, resignation, or termination for cause. The State may request a résumé and conduct an interview before approving a change. The State may require a 30 calendar day training period for replacement personnel.

The Contractor must identify the Key Personnel, indicate where they will be physically located, describe the functions they will perform, and provide current chronological résumés.

3.3. Non-Key Personnel

The Contractor must notify the Contract Administrator at least 10 calendar days before removing or assigning non-key personnel.

3.4. Organizational Chart

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

DETAILED BIDDER RESPONSE-BELOW- Attach a detailed organizational chart with bid submission

3.5. Customer Service Toll-Free Number

The Contractor must specify its telephone number for the State to make contact with the Program Manager The Program Manager must be available for calls during the hours of 8 am to 5 pm EST.

3.6. 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.

DETAILED BIDDER RESPONSE-BELOW- Contractor to provide a complete description of the Contract Activities that will be performed or provided by the subcontractor and all required information requested in this Section 3.6

3.7. 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.

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.

5. Ordering

5.1. Authorizing Document

The appropriate authorizing document for the Contract will be a purchase 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.

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, Acceptance, of the Standard Contract Terms, is the process that Acceptance will be granted

7.2. Final Acceptance

Final acceptance will be provided at the time the final invoice is submitted for approval to pay by the site Program Manager

8. Invoice and Payment

8.1. Invoice Requirements

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);(f) labor and material costs must detailed out separately on the invoice (g) and (g) total price and remittance address.

8.2. Payment Methods

The State will make payment for Contract Activities via EFT.

9. Project Plan 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 will submit a generalized 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.

10. Licensing Agreement The Contractor must provide a copy of any applicable licensing agreement.

11. Additional Requirements

11.1. 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.

11.2. 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.

The Contractor must identify any hazardous chemicals that will be provided under any resulting contract.

Version 1 Revised Date: 7/28/2017

11.3. 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 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.

11.4. 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.