210000001832 DMVA Furniture and Installation and Remvoal Services Schedule A SOW Final.docx

Michigan.gov/MiProcurement

SCHEDULE A – STATEMENT OF WORK CONTRACT ACTIVITIES

Contractor must enter company name here.

Michigan.gov/MiProcurement Schedule A - Statement of work contract activities Request for Proposal (RFP) No. 210000001832 DMVA Barracks Furniture, Including Removal, and Installations Services 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, as well as the Contractor who is awarded the contract. The term “bidder” is used to identify where specific responses to the RFP are required.

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 of Veterans Affairs (DMVA) is seeking a single contractor to provide Barracks/Lodging furniture, as well as the installation and removal services of barracks/lodging furniture. DMVA locations include Camp Grayling (CG) Joint Maneuver Training Center, Fort Custer Training Center (FCTC), Michigan Army National Guard (MIARNG) Armories, and other DMVA facilities located throughout the state. The resulting contract will be for five years with two (1) year renewal options for these services. The DMVA completes lifecycle projects annually at some of the 35+ barracks buildings at Fort Custer and 70+ barracks buildings at Camp Grayling, and new barracks when they are constructed. Building configurations vary between one and two stories with a combination of open bay and individual rooms.

SCOPE

The scope of work is for a contractor to provide end-to-end furniture services. End-to-end furniture services include:

· Procurement of brand specific bedding and lodging furniture

· Delivery to locations

· Removal and disposal of existing furniture and bedding

· Unloading, assembling, and installing furniture

REQUIREMENTS

1. General Requirements

1.1. Product Specifications

A. Products Required The Contractor must be able to provide the following furniture items:

1. ULOFT

a. G32282

b. G32937

c. G32373

d. G32796

2. American Hotel

a. P831004

b. P831004XX

c. 51MM145292

3. National Office Furniture

a. N32LLW

b. N32AAW

c. N55EE

d. 10N1828QBXL

e. 31N2166CSFLW2

f. 85N2024ENLW

g. 85N2040MGLW

h. CCW424SQLW

4. Moduform

a. 959HL-72P-A3680-LO

b. MTF3680BS

c. Q956-7-13-24-25-37-LO

d. 956-EL-71323372DWRMCO

e. 956-ER-71323372DWRMCO

f. LS701AW

g. 1100-720-7152-LOP

h. 959A-14C-35VEN-M-CO

i. 959B-14C-35VEN-M-CO

j. GL5A-1D-2-O-LOP

k. GL3ANP-7759-M-COP

l. GL3ANP-7521-O-CO

m. GL5A-2D-7759-M-CO

n. GL4A-25-7759-M-CO

o. GL4AW-25-7759-M-CO

p. RMB54FB

q. MTF/BSF 5480BS

r. MTF/BSF 6080BS

s. RM98BT

List all exception(s):

Bidder must describe how they comply with the above requirement(s):

B. Delivery to location The Contractor must be able to provide delivery of all products to the installation location(s). If the installation location(s) are not accessible, the furniture will be delivered by the building(s) and staged in a central location to facilitate supporting multiple buildings if applicable. Additional staging locations may be required to accommodate time between delivery and installation. Available staging space may be limited depending on the required locations.

List all exception(s):

Bidder must describe how they comply with the above requirement(s):

C. Removal and disposal of existing furniture and bedding The Contractor must be able to pick up and remove existing furniture.

i. Remove

a. The Contractor is responsible for providing all equipment necessary to remove the furniture including, but not limited to, box truck, equipment dolly, and equipment straps.

b. If furniture is not to be disposed of, contractor will be requested to palletize furniture and move to a storage location onsite.

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ai. Dispose

a. The Contractor is responsible for managing the disposal or recycling services at the locations.

b. The Contractor is responsible for movement of all furniture into disposal/recycling containers and ensuring that containers are removed from the worksite at the completion of the project.

c. The Contractor is responsible for safely moving and proper handling of existing furniture to assure no damage to furniture or any of the government property such as building interior, building exterior, sidewalks, and equipment.

List all exception(s):

Bidder must describe how they comply with the above requirement(s):

D. Unloading and installing furniture The Contractor must be able to offload, transport, and install all furniture into the location(s).

i. Offload

a. The Contractor is responsible for providing all equipment necessary to offload the delivery vessel including, but not limited to, fork trucks, hand tracks, and pallet movers.

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ai. Transport

a. The Contractor is responsible for transporting furniture from offload location(s) to installation location(s) if delivery is staged in a central location.

b. The Contractor is responsible for providing all equipment necessary to transport the furniture including, but not limited to, box truck, equipment dolly, and equipment straps.

bi. Install

a. The Contractor will be responsible for positioning furniture in accordance with layout documentation and requirements from site point of contact. Any required final assembly work will be completed by the Contractor so that all furniture is fully functional.

b. The Contractor will be required to breakdown, gather, and properly dispose of all packing materials.

c. Pallets should be left complete for reuse by the facility/location at a location to be determined by site point of contact.

d. The Contractor must clean (wet mop, sweep, and vacuum) any dirt and debris that is left in the installation location after all furniture has been installed.

e. The Contractor is responsible for safely moving and proper handling of new furniture to assure no damage to furniture or any of the government property such as building interior, building exterior, sidewalks, and equipment. All work is to be completed during business hours Monday through Friday. A schedule of installation must be provided and approved by the Program Manager.

List all exception(s):

Bidder must describe how they comply with the above requirement(s):

1.2. Warranties

The Contractor must describe any warranties included in the bid and provide the length of the warranty. Explain the process for reporting warranty issues and how the Contractor how any repairs or replacements are made, including timing. If the warranty is provided through a third-party or manufacturer, the Contractor must confirm that the manufacturer’s warranty passes through to the State. Provide the name, address, contact name, phone number and email address of the party responsible for the warranty.

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

List all exception(s):

Bidder must describe how they comply with the above requirement(s):

1.3. Recall Requirements and Procedures

The Contractor must describe any recall procedures.

List all exception(s):

Bidder must describe how they comply with the above requirement(s):

1.4. Quality Assurance Program

The Contractor must explain your Quality Assurance Program(s).

List all exception(s):

Bidder must describe how they comply with the above requirement(s):

1.5. Incentives

Explain any special incentives or services including, but not limited to, return policies, trade-in programs, quantity discounts, etc.

List all exception(s):

Bidder must describe how they comply with the above requirement(s):

1.6. Transition

A. Contract Execution: See section 25. Of Standard Terms and Conditions.

B. Post-Contract Transition: Invoices must be sent within 45 days after expiration of contract. Any invoices received after 45 days will result in a non-payment of invoice.

List all exception(s):

2. Service Levels

2.1. Time Frames

All Contract Activities must be delivered within 30 calendar days from receipt of order. The receipt of order date is pursuant to the Notices section of the Standard Contract Terms.

2.2. Delivery

Delivery will be expected within 30 calendar days upon date of order.

List all exception(s):

2.3. Installation

Installation will be expected within 2 business days upon date of delivery order. Installation will be considered complete when approved by DMVA Program Manager.

List all exception(s):

2.4. Technical Support and Repairs

When providing technical support, the Call Center must resolve the caller’s issue within the service hours of 8:00 am to 5:00 PM. If the caller’s issue cannot be resolved within one-hour, 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.

2.5. Maintenance

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

2.6. Reporting

The Contractor must identify the Program Manager who will be assinged to this contract., The Contractor must explain its reporting capabilities, any reporting that is included in its proposal, and any additional reporting capabilities.

2.7. Meetings

The Contractor must attend the following meetings: A Contract Kick-off Meeting when scheduled by Program Manager and any other meetings as it deems appropriate.

List all exception(s):

3. Staffing

3.1. Contractor Representative

The Contractor must appoint an individual specifically assigned to State of Michigan accounts who will respond to State inquiries regarding the Contract Activities, answer 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.

Identify Individual(s):

3.2. 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 inquiries within 24 hours.

Identify Individual(s):

3.3. Non-Key Personnel

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

List all exception(s):

3.4. Organizational Chart

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

Provide Org Chart

3.5. Customer Service Toll-Free Number

The Contractor must specify its toll-free number for the State to make contact with the Contractor Representative who must be available for calls during the hours of 8 am to 5 pm EST Monday through Friday, at a minimum. Identify customer service availability for this proposal by hours and days of the week.

3.6. 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 Monday through Friday at a minimum. Identify availability for this proposal by hours and days of the week.

List all exception(s):

3.7. Subcontracting

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.

List all Contractors and their duties as it pertains to the above deliverable(s):

3.8. Security

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

The Contractor’s staff may be required to make deliveries to or enter State facilities. The State may require the Contractor’s personnel to wear State issued identification badges.

The Contractor 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.

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.

List all exception(s):

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.

List all exception(s):

5. Ordering

5.1. Authorizing Document

The appropriate authorizing document for the Contract will be a delivery order off master agreement.

List all exception(s):

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.

List all exception(s):

Bidder must describe how they comply with the above requirement(s):

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.

List all exception(s):

Bidder must describe how they comply with the above requirement(s):

7. Acceptance

7.1. Acceptance, Inspection and Testing

The State will use the following criteria to determine acceptance of the Contract Activities: See Section 15, Acceptance of the Standard Contract Terms.

List all exception(s):

Bidder must describe how they comply with the above requirement(s):

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.

8.2. Payment Methods

The State will make payment for Contract Activities via EFT.

List all exception(s):

Bidder must describe how they comply with the above requirement(s):

9. Project Plan The Contractor will carry out this project under the direction and control of the Program Manager.

For this proposal: Per the deliverables mentioned above please Identify and provide a project plan and how this work will be managed.

Provide proposed project plan(s):

Upon Contract Award: A final project plan must be submitted for final approval within 30 calendar days of the Effective Date. The plan must also 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.

List all exception(s):

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

11. 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 and an additional $200 per day for each day Contractor fails to remedy the late or improper completion of the Work.

List all exception(s):

12. Additional Requirements

12.1. Environmental and Energy Efficiency Product Standards

The Contractor must identify any energy efficient, bio-based, or otherwise environmentally 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. Contractor must describe how products that meet these requirements are identified or otherwise labelled and list any exceptions to this requirement.

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.

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

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 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 and describe how the products are identified or otherwise labelled.

List all exception(s):

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