220000001160 DMVA MYCA MJCP Clothing Schedule A Final.docx

Michigan.gov/MiProcurement

Contractor must enter company name here.

Michigan.gov/MiProcurement

SCHEDULE A – STATEMENT OF WORK CONTRACT ACTIVITIES

Request for Proposal No.220000001160 DMVA MYCA MJCP Clothing Athletic/Fitness/Casual 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 Department of Military and Veterans Affairs (DMVA) is looking to contract Physical Fitness/Athletic Wear and casual clothing for the Michigan Youth Challenge Academy (MYCA), Michigan Job Challenge Program (MJCP), and other division of the DMVA when required. This contract will provide all Physical Fitness/Athletic Wear clothing to approximately 460 cadets, associates, and cadre annually. This contract will also provide Casual clothing for all other DMVA departments as required, including but not limited to, short sleeve polo shirts, long sleeve polo shirts, and jackets with DMVA logos.

SCOPE

This Contract is for Physical Fitness/Athletic Wear shirts, pants, athletic shorts, jackets, polo shirts, hats, backpacks, duffle bags, gloves, shoes and other Casual clothing as required. These items will require screen printing. Contractors must present clothing components which meet the specifications put forth in the contract and must meet the stocking and delivery requirements of the DMVA end users. Additional items may be added over the life of the contract.

REQUIREMENTS

1. General Requirements A. The Contractor must provide deliverables and staff, and otherwise do all things necessary for or incidental to the performance of work, as set forth below.

B. The Contractor must be able to provide the brand specific items as listed in Schedule B.

C. The Contractor must be able to screen print on each item as required. See logo attachments for details.

D. The DMVA reserves the right to add, remove or replace items during the contract term to meet the DMVA future needs.

E. Product substitutions are allowed at the time of order fulfillment if contracted items are not available due to unforeseen circumstances. See Section 1.2. Product Substitution for substitution allowances and procedures.

F. Product substitutions must be reviewed and approved by Program Manager.

Responding to 1. General Requirements, the Contractor will check only one box below and identify exceptions if any.

List all exception(s):

1.1. Product Specifications

A. Clothing Items. The DMVA prefers that the Contractor make their bids based upon the brand specific manufacturers and styles specified in Schedule B- Pricing Spreadsheet.

B. The DMVA requires the Contractor to bid on the items as specified utilizing specific manufacturers and style numbers if the Contractor reps the brand. If the Contractor doesn’t rep the brands listed, the Contractor may offer an alternate bid for items from other manufacturers that meet or exceed the original specifications. If alternates are proposed:

1) As part of your proposal response, you will be required to submit product data literature as a means of proof that each item meets or exceeds the specifications if you are proposing alternates.

2) Additionally, each Bidder will have assembled, and ready to ship, a sample of each proposed alternate item, provided at no cost to the State, so that if the DMVA deems it necessary to see and evaluate the actual product, the clothing samples may be forwarded to the State for review within three days of the written request.

General Requirements, the Contractor will check only one box below and identify exceptions if any.

List all exception(s):

C. Logo Production/ Embellishment. The DMVA/MYCA/MJCP will have its own individually designed logo(s)/embellishments and specifications. See logo attachments for information.

1) Silk screen

a. Prior to production the MYCA/MJCP will provide the Contractor with the specifications and electronic design files.

b. The Contractor will create a proof and e-mail it to the DMVA Program Manager for approval.

c. Once the proof is approved a sample will be created and delivered to the DMVA Program Manager.

d. Once approvals are received from Program Manager, embellishment may begin, and the Contractor must supply to the DMVA an electronic copy of the approved logo.

e. For screen printing, embellishment must be crisply and cleanly printed with no smears or other distortions.

2) As part of the proposal response, each Bidder will be required to provide one example of silk screening/heat transfer, affixed to an article of clothing or representative piece of cloth, for evaluation. if the Committee deems it necessary to see and evaluate the actual product. The samples will be requested for review within three days of the written request.

3) Fees for the set up will be included in the logo line-item cost on Schedule B.

4) In some instances, the bidder will be required to affix patches or woven labels provided to the Contractor by the State, the cost of which will be quoted in Schedule B.

Is your company willing to affix patches or woven labels provided to you by the State in lieu of your company providing them? Contractors to Respond Below:

Will your company include the initial set up of each item’s logo item cost? Contractors to Respond Below:

Will your company charge for set-up of the logos if a change is required after the initial set up? If so, what is that fee? Contractors to Respond Below:

Once your company has a developed and approved logo will there be additional set-up fees for each time an order is placed that requires these logos on items? Respond Below:

Responding to 1.1. Product Specifications, the Contractor will check all the boxes that apply. Failure to respond below may lead to disqualification.

1.2. Product Substitution, Additions and Deletions

A. Substitutions. While the DMVA recognizes that product substitutions may need to be made, substitutions may not be made during order fulfillment and may not be made without prior written consent via a Change Notice as follows:

1) Product substitution due to discontinued product or major supply chain issues.

In the event of a product discontinuation which makes the approved product unavailable the Contractor will:

a. Alert the Program Manager within 2 business days once the discontinuation is known and if orders have been placed for the item, the Contractor will also contact the Program Manager who has outstanding orders.

b. Provide to the Program Manager suggested alternate products for consideration, within 7 business days, product information including, but not limited to: product data sheets, the cost per replacement item and the time in which the new product can be obtained.

c. Provide to the Program Manager samples as requested by the Program Manager.

d. Provide the replacement clothing item as agreed to and as replaced via Change Notice.

2) Product substitution due to product quality issues, or contractor errors. Should products consistently arrive with quality issues or with errors:

a. The DMVA will send an e-mail notification to the Contractor identifying non-conforming product and request that the Contractor research and provided alternate product information for consideration.

b. The Contractor, within 7 business days, provide for the DMVA’s consideration product information including, but not limited to: product data sheets, the cost per replacement item and the time in which the new product can be obtained.

c. The Contractor will provide to the Program Manager samples as requested by the Contract Manager.

d. The Contractor will return to the manufacturer all defective/deficient clothing items at no cost to the DMVA.

e. The Contractor will provide the replacement clothing item as agreed to and as replaced via Change Notice.

f. The DMVA will not pay for shipping to return product with quality issues or Contractor mistakes.

B. New Items. The DMVA may choose to eliminate and/or may consider adding clothing items to Schedule B.

3) The Contractor will assist the Program Manager in researching new product which may include, but is not limited to:

a. Meet with the Program Manager to showcase new products.

b. Provide product data, pricing, availability information.

4) Provide samples for evaluation. Should new items be approved, the items will be added to Schedule B via Change Notice and the Contractor will be required to provide the new items per the terms of this contract.

C. Deleted Items. Should the DMVA no longer require an item and wish to delete it from Schedule B, for reasons other than quality issues, the DMVA will:

1) Notify the Contractor that the item is being eliminated.

2) Ask the Contractor for an accounting of the number of those items remaining in their warehouse (if applicable).

3) Purchase the warehouse inventory of that item up to the required stocking level (if required).

4) Delete the item from Schedule B via Change Notice.

Responding to 1.2. Product Substitutions, Additions or Deletions, the Contractor will check only one box below and identify exceptions if any.

List all exception(s):

1.3. Warranties

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

Describe any product warranties included in the bid. Contractors to Respond in detail Below:

Explain the process for reporting warranty issues and how the Contractor will handle any replacements. Contractors to Respond in detail Below:

1.4. Recall Requirements and Procedures

Describe any product recall procedures. Contractors to Respond in detail Below:

1.5. Quality

A. Product Quality. The Contractor will provide first quality products. Items not meeting the following quality standards will be deemed unacceptable and returned as defective or under warranty.

1) Clothing Items.

a. Will have no physical defects. Tears, stains, holes, miss-sewn seams, or parts.

b. Fabrics will be colorfast and resistant to fading or pilling for up to 3 months.

c. For those items receiving embellishments, those articles will have the appropriate logo, agency identifier and/or artwork affixed:

1. Level and square to article on which it is applied.

2. For Patches and Labels, completely and firmly attached around the entire perimeter of the patch or label with no fabric distortion.

3. For embroidery, with minimal fabric distortion.

4. For screen printing, crisply and cleanly printed with no smears or other distortion.

2) Embellishments. See Logo attachment

a. Patches will be of the color and design as approved in the agency’s proof approval. Stitching will be smooth and tight to create a crisp, professional patch.

b. Screen printing may be in single or multiple colors. If multiple colors are required, the artwork will be properly justified to ensure that color placement is in alignment to create a first quality finished image.

Responding to 1.6.A. Quality, the Contractor will check only one box below and identify exceptions if any.

List all exception(s):

B. Quality Assurance Program. While it is understood that your company may not be manufacturing the products, the DMVA expects that your company will ensure that the product provided under this contract meets quality standards.

List all exception(s):

2. Service Requirements

2.1. Time Frames

A. The DMVA prefers that item be delivered within 21 business days from receipt of order. The receipt of order date is pursuant to Section 2, Notices, of the Standard Contract Terms. See Section 6. Delivery for specific delivery details.

B. The DMVA recognizes that this may or may not be feasible and lead times to receive product may vary from manufacturer to manufacturer and from product to product.

C. When responding in Schedule B, please provide the lead time, from Agency order placement to delivery on site, for each article as described.

2.2. Meetings

The Contractor must attend the following meetings:

A. Contract Kick-off meeting within 15 calendar days of the contract Effective Date.

B. Product Showcase Meetings as requested.

C. Annual Contract Review, if requested.

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

Responding to 2.1 and 2.2. The Contractor will check only 1 box below and identify exception(s) if any.

List all exception(s):

2.3. Transitions

A. Contact Execution- Transition In. At the beginning of the contract resulting from this RFP the Contractor will assist the State in transitioning to the use of this contract. The new Contractor must be able to begin delivery on or before May 1, 2022.

Responding to 2.3.A. Contract Execution- Transition In, the Contractor will check only 1 box below, and identify exception(s) if any.

List all exception(s):

B. Transition Out. At the end of the contract, and pursuant to Standard Terms, Section 31, the Contractor must also:

1) Maintain consistent communication with the DMVA throughout the transition period to ensure the uninterrupted supply of clothing for patients/residents.

2) The Contractor must provide all requested user data and other records as requested by the Contract Administrator.

3) Contractor will submit to the DMVA all final billing within 45 calendar-days of the contract expiration date and provide any requested back up documentation as may be necessary to make final payment within that same 45 calendar-day time. No additional invoicing after the 45 calendar-day period will be honored.

Responding to 2.3.B. Transition Out, the Contractor will check only 1 box below, and identify exception(s) if any.

List all exception(s):

3.Staffing

3.1. Contractor Representative

The Contractor must appoint a Contractor Representative specifically dedicated to this contract, who will be required to be knowledgeable on the contractual requirements and directly responsible for the day-to-day operations of the Contract.

A. The Contractor Representative must be:

1) Available for State personnel and customer service calls during the hours of 8 a.m. to 5 p.m. ET Monday through Friday.

B. The Contractor Representative must respond to the State within 8 business hours to State inquiries Monday through Friday.

C. The Contractor must notify the Contract Administrator at least 14 calendar days before removing or assigning a new Contractor Representative or Key Personnel.

D. The Contractor may not remove or assign a new Contractor Representative 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.

Contractor will identify, in the space below whom they intend to name as the Contractor Representative, were they will be physically located, and describe the functions they will perform.

This person will be expected to have intimate knowledge of this contract and its parameters and will have the ability to answer questions about our unique program, handle day-to-day issues, work directly with the Contract and Program Manager(s). This person will work with the Contract Administrator regarding required contractual changes, annual contract reporting and the like.

It will be expected that the Contractor will provide to the State a direct phone number and email address for this individual.

Contractor Respond Below:

Contractor Representative

Name:

Address:

Functions:

3.2. Key Personnel

The Contractor will identify Key Personnel specifically assigned to the DMVA account, who will be knowledgeable on the contractual requirements and directly responsible for the day-to-day operations of the Contract.

A. The Contractor Personnel must be available for customer service calls and must be available during the hours of 8 a.m. to 5 p.m. ET Monday through Friday.

B. The Contractor Representative must respond to the State within 8 business hours to State inquiries Monday through Friday.

C. The Contractor must notify the Contract Administrator at least 14 calendar days before removing or assigning a new Contractor Representative or Key Personnel.

Contractor will identify in the space below the Key Person. This is the individual who may be assigned key roles in the performance of this contact, such as for accounting, order processing, warehousing etc. Please indicate who the person is, were they will be physically located, their titles and describe the functions they will perform.

Contractor Response:

Name:

Address:

Title and Functions:

Name:

Address:

Title and Functions:

3.3. Organizational Chart

Contractor, attach in the space below an Organizational Chart that details the staff members by name and title.

Contractors respond below:

3.4. Customer Service Toll-Free Number

The State prefers that the Contractor have a toll-free number for the State to contact the Contractor Representative and/or ordering department. The Contractor Representative must be available for calls during the hours of 8 am to 5 pm EST.

Does your company have a toll-free number that will be available for use by the State?

Contractors respond below:

3.5. Disclosure of Subcontractors

A. If the Contractor intends to utilize subcontractors in the performance of this contract:

1. Any subcontractors will be bound by the terms of this contract, although the State extends no contractual relationship to the Contractor’s subcontractors. The State will not accept billing from nor make direct payments to any subcontractor.

2. The Contractor will give the State 30 calendar days’ notice if it intends to replace any subcontractor and provide the same information as required below.

3. The State may request to remove a subcontractor at any time during the term of the contract, and the Contractor is responsible for replacing that subcontractor within 30 calendar days.

4. The Contractor will designate one key personnel that will be solely responsible for communicating the needs and substitution requests of subcontractors. At the State’s discretion, subcontractors will be permitted to communicate directly with State on a case-by-case basis.

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

1. 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.

2. The relationship of the subcontractor to the Contractor. Of the total bid, the price of the subcontractor’s work. Whether the Contractor has a previous working experience with the subcontractor. If yes, provide the details of that previous relationship.

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

Contractor will identify any company they will subcontract with to perform any portion of this contract. If no subcontractors will be used, respond “None” in the Subcontractor Corporate Name field.

Contractor Respond Below:

Subcontractor’s Corporate Name

Street Address

City, State, Zip

Corporate Phone No.

What portion of the contract with this company provide

Previous working experience with this subcontractor

Percentage of your total bid that will be assigned to this subcontractor

Subcontractor’s Corporate Name

Street Address

City, State, Zip

Corporate Phone No.

What portion of the contract with this company provide

Previous working experience with this subcontractor

Percentage of your total bid that will be assigned to this subcontractor

Responding to 3.5. Disclosure of Subcontractors, the Contractor will check only 1 box below, and identify exception(s) if any.

List all exception(s):

3.6. Security

Security at State facilities is a priority and the Contractor, and its personnel, must be responsive to and respectful of these needs.

A. The State reserves the right to deny access to any facility to anyone who fails to comply with any applicable State, Federal, or local law, ordinance or regulation or whose presence may compromise the security of the facility, its patients/residents, or staff.

B. The State prefers to do business with companies that perform employee background checks.

Responding to 3.6. Security, the Contractor will check only 1 box below, and identify exception(s) if any.

List all exception(s):

4. Pricing

4.1. Price Term

Pricing is firm for the entire length of the Base Contract as established in Schedule B- Pricing Worksheet. Pricing may be revisited going into option years and if revised will be agreed upon via change notice prior to the beginning of the option year.

4.2. Price Changes

A. 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.

B. 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.

C. 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.

Responding to 4.1. and 4.2 Pricing Term and Pricing Changes, the Contractor will check only 1 box below, and identify exception(s) if any.

List all exception(s):

4.3. Tax Exempt Status.

A. Any orders placed by the State of Michigan are tax exempt.

5. Ordering

5.1. Ordering Method.

The State prefers to have the ability to place orders via the following methods.

A. Ordering Via E-mail The DMVA requires the ability to place orders via e-mail using a Delivery Order (DO) created in SIGMA. No verbal orders are allowed.

1. The Contractor will provide to the DMVA the appropriate e-mail address to submit orders via these methods.

2. The Contractor will have a customer service (orders) staff who will respond to/process orders placed by the DMVA and provide prompt service to respond to questions and/or acknowledge receipt of orders within two (2) hours.

3. The Contractor’s normal business hours for receiving orders and providing customer service will be Monday through Friday, 8:00 a.m. to 5:00 p.m. (EST).

Responding to 5.1. Ordering Method, the Contractor will check only 1 box below, and identify exception(s) if any.

List all exception(s):

5.2. Authorizing Document

A. The appropriate authorizing document for the Contract will be a Delivery Order (DO) written against the Master Agreement.

Responding to 5.2. Authorizing Document, the Contractor will check only 1 box below, and identify exception(s) if any.

List all exception(s):

5.3. Order Verification

A. The Contractor will send an order acknowledgment must be sent to the person placing the order for any DO orders.

Responding to 5.3. Order Verification, the Contractor will check only 1 box below, and identify exception(s) if any.

List all exception(s):

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

6. Delivery

6.1. Packaging

Products must be packaged as follow:

The Packaging must be optimized to permit the lowest shipping/freight rate and most expedited ARO. All orders must have a corresponding packing slip of the items shipped with order.

Responding to 6.2. Packaging, the Contractor will check only 1 box below, and identify exception(s) if any.

List all exception(s):

6.2. Delivery Locations and Hours

The Contractor must deliver the product in the most economical way, via U.S. Mail, UPS, FedEx, Contractor fleet, or other third-party carrier in delivery of the product. Costs for delivery are to be incorporated into the item cost. No separate shipping costs shall be allowed. Shipping will be FOB destination. Delivery shall occur during normal working hours 8:00 AM to 5:00 PM.

Responding to 6.2. Delivery Locations and Hours, the Contractor will check only 1 box below, and identify exception(s) if any.

List all exception(s):

7. Acceptance

7.1. Acceptance, Inspection and Testing

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

A. Initial Inspection

1. The DMVA will initially inspect each shipment to confirm that all components have been delivered as ordered, with the appropriate items, in the requested colors and quantities, and without visible signs of damage.

2. If initial inspection reveals incorrect clothing, incorrect quantities, incorrect sizes, incorrect or misplacement of embellishments, or visible signs of damage, the DMVA may reject the shipment without performing any further inspection or testing. The DMVA may however, in its discretion, conditionally approve the portion of a shipment that is not deficient or defective and may permit the Contractor to correct the deficiencies discovered during the initial inspection.

3. If the shipment passes the initial inspection, it will be conditionally accepted dependent on continued inspection. The Contractor may invoice for the items at this time.

Responding to 7.1.A. Initial Inspection, the Contractor will check only 1 box below, and identify exception(s) if any.

List all exception(s):

B. Continued Inspection

1. After the shipment has been conditionally accepted and the clothing are placed into stock, as each item is opened for use it will be inspected to ensure that the item does not have a material deficiency or defect, incorrect or mis-placed embellishments, or in any way doesn’t meet with product specifications.

2. If at any time from delivery until the products use it is determined that a deficiency has been discovered the State will notify the Contractor within twenty-four hours in order to discuss the nature of the deficiency and work with the Contractor to either correct the deficiency by providing replacement items or credit the DMVA.

3. If the DMVA elects to work with the Contractor to correct the deficiency, the Contractor shall, at their expense, supply replacement items within 14 business days.

4. If the DMVA elects to take the credit for the deficient items, the contractor shall provide a credit memo to the DMVA within 45 calendar days.

5. If the deficiency is not corrected within the stated timeline, the DMVA may elect to have the product replaced and have the Contractor provide a credit for the cost of the item. Contractor should include this clause in any agreement with the manufacturer.

Responding to 7.1.B. Continued Inspection, the Contractor will check only 1 box below, and identify exception(s) if any.

List all exception(s):

8. Invoice and Payment

8.1. Invoice Requirements

A. If orders were placed via a DO, Invoices must be submitted to the DMVA Accounts payable mailbox at DMVA-ACCOUNTSPAYABLE@MICHIGAN.GOV All pricing will be reflective of the pricing in effect the date the order is placed. All invoices will include the following information:

1. date

2. delivery order number (DO DOC I.D. #) must be on invoice

3. quantity

4. description of the Contract Activities

5. unit price

6. total price Responding to 8.1. Invoice Requirements, the Contractor will check only 1 box below, and identify exception(s) if any.

List all exception(s):

8.2. Payment Methods

A. The State will make payment for Contract Activities via Electronic Funds Transfer (EFT) if ordered via a DO.

Responding to 8.2. Payment Method, the Contractor will check only 1 box below, and identify exception(s) if any.

List all exception(s):

9. Additional Requirements

9.1 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.

9.2 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 product is essential. All products containing mercury must be labeled as containing mercury.

9.3 Perfluoroalkyl and Polyfluoroalkyl Substances (PFAS)

The Contractor must confirm that the provided products do not intentionally contain PFAS. This consists of all components of the provided products, including product packaging.

9.4. Forced Labor, Convict Labor, or Indentured Servitude Made Materials The Contractor will not supply, to the best of the Contractors knowledge and belief, any foreign (outside of the United States) or domestic (inside of the United States) made materials, components of or finished product that have been produced in whole or in part by forced labor, convict labor, or indentured servitude or slavery.

9.5. Child Labor

The Contractor will not supply, to the best of the Contractors knowledge and belief, any foreign (outside of the United States) or domestic (inside of the United States) made materials, components of or finished product that have been produced in whole or in part through forced, indentured or child slave labor. Forced or indentured means for all work or service associated with production or manufacture:

A. Exacted from any person under the age of 18 under the menace of any penalty for its non-performance and for which the worker does not offer him/herself voluntarily; or B. Performance by any person under the age of 18 under a contract the enforcement of which can be accomplished by process or penalties.

C. Performance by any person under the age of 18 required to work hours in excess of or in conditions prohibited by law.

10. 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 $100 per day for each day Contractor fails to remedy the late or improper completion of the Work.

List all exception(s):

1 Revision Date: 10/2018

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