230000000236 Schedule-A DMVA Boiler Chemicals and Service.docx

Michigan.gov/MiProcurement

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Michigan.gov/MiProcurement

SCHEDULE A – STATEMENT OF WORK CONTRACT ACTIVITIES

Request for Proposal No. 230000000236 DMVA Boiler Chemicals and 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.

IMPORTANT NOTE TO CONTRACTORS/BIDDERS: There are specific requirements for which acceptance must be simply acknowledged through a checkbox(es), and others that require further explanation. Click the appropriate checkbox and complete the entries as appropriate.

BACKGROUND

Fort Custer Training Center (FCTC) in Augusta, MI, requires boiler (in loop) testing for three buildings. The testing required consists of water sampling and the monthly treatment of the boilers with chemicals.

Camp Grayling (CG) in Grayling, MI and all DMVA armories in the State of Michigan require boiler chemicals.

SCOPE

Provide all labor, materials, and equipment to perform boiler testing and chemical treatment at three buildings at FCTC. Provide boiler chemicals for CG and DMVA. Additional DMVA locations may be added at a future date.

1. Requirements

1.1. General Requirements - Service

· The Contractor must supply all chemicals for FCTC cooling tower (open loop) treatments. The cooling tower will require monthly testing.

· The Contractor must provide monthly testing and boiler chemicals to closed hot loop systems at FCTC buildings 2900, 2200 and 2295.

Note: Water usage at FCTC is estimated at 400,000 gallons of annual makeup water used for cooling tower, not to exceed 700,000 gallons.

· The Contractor must be able to adjust and provide general maintenance of chemical injection equipment including controllers and pumps, along with the testing of boiler systems at FCTC. A complete report is to be left onsite with the Program Manager after each service call.

List all exception(s):

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

1.2. General Requirements - Boiler Chemicals

· The Contractor must be able to provide the necessary chemicals required, but not limited to, Alkalinity Builders, Anti-scaling agents, Corrosion inhibitors, Amines, Glycol, Glycol mixes, Biocides, Algaecides, Ph Adjusters, Oxygen Scavengers, Nitrate treatments and Specialized Treatments for aluminum systems. See Schedule B Pricing for a listing of these items.

· The DMVA prefers Contractors with the ability to supply chemicals in the State of Michigan in both the Upper and Lower Peninsulas. If the Contractor cannot supply chemicals to both, please list your exceptions below.

List all exception(s):

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

2. Service Requirements

2.1. Timeframes

All Contract Activities must be delivered within 10 days from receipt of order. The receipt of order date is pursuant to the Notices section of the Standard Contract Terms.

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2.2. Delivery

Delivery will be expected within 10 calendar days upon date of order. Delivery will be made to the address on the Delivery Orders provided for chemicals

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Bidder must identify its plan for delivery and delivery method(s):

3. Acceptance

3.1. Acceptance, Inspection, and Testing

The State will use the following criteria to determine acceptance of the Contract Activities: A completed report of the testing required and the chemicals added to the systems.

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3.2. Final Acceptance

Final Acceptance is when the Program Manager approves the Contractor’s invoice for payment.

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4. Staffing

4.1. 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”).

List all exception(s):

Bidder must identify its Contractor Representative:

4.2. Customer Service Toll-Free Number

The Contractor must specify its toll-free number for the State to contact the Contractor Representative. The Contractor Representative must be available for calls during the hours of 8:00 am to 5:00 pm EST.

List all exception(s):

Bidder must identify its Customer Service Toll-Free Number:

4.3. Technical Support, Repairs and Maintenance

The Contractor must specify its toll-free number for the State to contact the Contractor for technical support, repairs, and maintenance. The Contractor must be available for calls and service during the hours of 8:00 am to 5:00 pm EST.

List all exception(s):

Bidder must identify its toll-free technical support number:

4.4. 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.

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4.5. 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 inquiries within 24 hours.

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4.6. No Subcontracting allowed

4.7. Security

The Contractor will be subject the following security procedures:

The Contractor and/or their employees are required to provide installation security a valid government issued identification. The Contractors staff should also have identification issued from the Contractor to present to security when requested.

The Contractor must explain any additional security measures in place to ensure the security of State facilities. The State may require the Contractor’s personnel to wear State issued identification badges.

The Contractor’s staff may be required to make deliveries to or enter State facilities. 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.

List all exception(s):

Bidder must explain any additional security measures in place to ensure the security of the State and its facilities:

Project Management

4.8. Project Plan

The Contractor will carry out this project under the direction and control of the On-Site Program Manager. The Contractor and the Program Manager will mutually arrange a schedule of services and when they are to be performed.

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4.9. Meetings

The Contractor must attend the following meetings:

A kick-off meeting will be held the morning services are to be provided. This meeting ensures that the Contractor and the On-Site Program Manager are clear on boiler locations and the required services and expectations of services to be performed The State may request other meetings, as it deems appropriate.

List all exception(s):

4.10. Reporting

The Contractor must submit to the On-Site Program Manager the following written report. A detailed summary of the testing performed, and the chemicals added to treat boilers submitted the day the contract activities are performed.

List all exception(s):

Bidder must explain its reporting capabilities and any reporting that is included in its proposal:

Bidder must provide samples of required reports as attachments to this RFP. List file names here.

5. Pricing

5.1. Price Term

Pricing for the all-inclusive boiler testing services with chemicals is firm for the entire length of the Contract.

Pricing for the stand-alone chemicals required 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.

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5.2. 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.

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6. Ordering

6.1. Authorizing Document

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

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7. Invoice and Payment

7.1. 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); (g) vendor-generated invoice number and (h) total price. Overtime, holiday pay, and travel expenses will not be paid.

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7.2. Payment Methods

The State will make payment for Contract Activities via EFT. Invoices must be submitted to DMVA-AccountsPayable@michigan.gov with the required detail.

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8. 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.

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9. Additional Requirements 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.

List all exception(s): (Add more rows as necessary.)

Bidder must provide detailed information as required above – either in this response box or identified here as an attachment to this RFP.

10. 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.

10.1 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.

10.2 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. Contractor must describe how products that meet these requirements are identified or otherwise labelled.

List all exception(s): (Add rows as necessary.)

10.3 Perfluoroalkyl and Polyfluoroalkyl Substances (PFAS)

The Contractor must disclose whether a product or its components contain intentionally added PFAS. If the product or its components contain intentionally added PFAS the Contractor must:

a. provide an explanation with respect to the intentionally added PFAS contents, including the purpose for which PFAS are used in the product or its components, the types of PFAS used in the product or its components, and the amount of each PFAS used in the product or its components.

b. indicate whether the product will be labeled or packaged with information about the intentionally added PFAS contents.

c. identify any alternative products that do not contain intentionally added PFAS.

d. provide any additional information that would further the Department’s implementation of ED 2021-08.

List all exception(s): (Add rows as necessary.)

Bidder must provide detailed information as required above – either in this response box or identified here as an attachment to this RFP.

1 Revision Date: 10/2018

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