250000003137 Schedule A - Professional Services - revised.docx

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Michigan.gov/MiProcurement SCHEDULE A – STATEMENT OF Work Request for Proposal No. 250000003137 DMVA Exhaust Degreasing 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 appropriate 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

The Department of Military and Veterans Affairs (DMVA) requires annual kitchen exhaust degreasing at mess halls and dining facilities at various installations. Other DMVA locations may be added to the contract at a future date.

The DMVA reserves the right to award multiple contracts by region. See, regional map with the Army and Air Guard locations identified for bidding purposes. Bidders may bid regionally, but the ability to service the entire lower peninsula is preferred, The DMVA Locations identified on Schedule B pricing spreadsheets provide a snapshot of all DMVA locations in the lower peninsula identifying their kitchen exhaust and the number of units at each location. Additional locations may be added at a future date.

SCOPE

Kitchen Exhaust Degreasing services at DMVA installations.

1. Requirements

1.1. General Requirements

A. The Contractor must have the ability to provide all labor and materials needed to clean a variety of Kitchen and Mess Hall exhaust systems.

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

B. The Contractor must adhere to NFPA 96 standards for kitchen exhaust cleaning services. Exhaust cleaning specifications are as follows:

· Service of roof or wall mounted exhaust fans, degrease and clean base, housing, shroud, and blades.

· Disassemble, clean, and degrease of kitchen hoods, filters, troughs, and grease cups/traps.

· Clean ductwork from exhaust fan to kitchen hood.

· Apply approved food safe cleaning compounds.

· Use steam or heated pressure washing.

· Re-install all caps, filters, and traps.

· Re-assemble exhaust fan, close all access panels, and test exhaust system.

· Complete post clean-up to the original state, clean all affected surfaces, and apply food safe stainless-steel polish to the affected area.

· Contractor is required to dispose of all materials and liquids with local and state regulations at their expense.

· Install certificate of performance stickers on all systems.

· Provide a written detail report of all work performed to include any deficiencies. (failures, loose/worn belts, and issues with ductwork) noted during the service.

· Provide “before and after” photos.

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

C. Program Manager will work to ensure that the buildings are open and available according to the mutually agreed upon project plan dates. Contractor to notify the Program Manager no later than 48 hours prior to required entry into a building or of a change of schedule.

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

D. The locations that require Exhaust cleaning services are Fort Custer Training Center (FCTC) in Augusta Michigan buildings 2900, 3100, 2503, 2602, 2620, 2708, 2714 and 2200. Battle Creek Air National Guard Base (BCANGB) in Battle Creek Michigan, buildings 6930 and 6954, Joint Force Headquarters (JFHQ) in Lansing MI buildings 20 and 30, Camp Grayling (CG) in Grayling Michigan multiple buildings and Alpena Combat Readiness Training Center (ACRTC) in Alpena MI buildings 250, 416, 600 and 370. Future DMVA facilities may be added at a future date.

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

1.2. Training

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

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

1.3. Funding Requirements

There is no guarantee of the work described. The work authorized for this contract shall be contingent upon funding.

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

1.4. Location

The contractor must identify what regions/locations are being bid on. If bidding on the entire lower peninsula, please state this in the bidder box.

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

1.4 Required Functionality Relating to Data Retention, Disposal, and Retrieval The State has legal obligations to retain, dispose, and retrieve State Data along with obligations to manage and secure State Data. To meet these obligations, the Solution must allow the State to:

· retain all data for the entire length of the Contract.

· delete its data or request the deletion of its data, even data that may be stored offline or in backups.

· transfer its data back to the State or to a new vendor or new solution.

· transfer its data to the Archives of Michigan as may be required by a retention and disposal schedule.

· retrieve data, even data that may be stored offline or in backups.

Except as otherwise stated in the Contract, Contractor will not dispose of, delete, or destroy State Data without the prior written approval of the State.

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Bidder must review and explain how the data retention, disposal, and retrieval requirements will be met by the solution and describe its data management capabilities (storage limitations, duration, etc.). If the Solution does not allow the State to perform these activities itself, the bidder must explain how it will support the State’s compliance with these requirements.

2. Service Requirements

2.1. Timeframes

The Contractor will contact each location that require these services within 10 business days from receipt of order for scheduling of the services. Actual service is dependent on the DMVA locations program managers confirmation. The receipt of the order date is pursuant to the Notices section of the Standard Contract Terms.

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2.2. Delivery

Delivery will be expected on the days scheduled at sites. Evening and Night hours may be requested to accommodate installation kitchens that prepare meals continuously throughout the day.

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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: See Section 16 of the Standard Contract Terms and Conditions.

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3.2. Final Acceptance

The site Program managers will review invoices and approve if services are completed per the above deliverables.

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4. Staffing

4.1. Contractor Program Manager

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 Program Manager”). The Contractor must identify its Contractor Program Manager.

The Contractor must notify the Contract Administrator at least 30 calendar days before removing or assigning a new Contractor Program Manager.

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Bidder must identify its Contractor Program Manager:

4.2. Customer Service Toll-Free Number

The Contractor must specify a phone number for the State to contact the Contractor Program Manager. The Contractor Program Manager must be available for calls from 8:00 am to 5:00 pm EST.

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Bidder must identify its Customer Service Toll-Free Number:

4.3. Work Hours

The Contractor must provide Contract Activities during the State’s normal working hours Monday – Friday, 7:00 a.m. to 4:00 p.m. EST and possible night and weekend hours depending on the requirements of the project.

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4.4. 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.

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

4.5. No Subcontractors

4.6. 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 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.

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

5. Project Management

5.1. 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 must submit a final project plan to the Program Manager for 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, timeline, and resources required.

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Bidder must submit its project plan as described above:

5.2. Meetings

The Contractor must attend the following meetings:

· Contract kick off meeting.

The State may request other meetings, as is appropriate.

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5.3. Reporting

The Contractor must submit to the Program Manager the following written reports:

· The Contractor must provide proof of completed exhaust cleaning with exhaust equipment being properly tagged.

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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.

6. Pricing

6.1. Price Term

Pricing is firm for the entire length of the Contract.

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6.2. 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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7. Ordering

7.1. Authorizing Document

The appropriate authorizing document for the Contract will be delivery order (DO) of an approved Master Agreement (MA).

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

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8.2. Payment Methods

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

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9. 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 $ 500.00 and an additional $100.00 per day for each day Contractor fails to remedy the late or improper completion of the Work.

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