5. Schedule A - Statement of Work - Services & Commodities.docx

Enter your company name Schedule A – Statement of Work Request for Proposal No. 270000000295 Camp Tuhsmeheta Tree Inventory, Health Assessment, and Risk Evaluation Greenville, Michigan 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. Yellow fields are also used to identify areas where a bidder response is required.

The Contractor must respond to each requirement or question and explain how it will fulfill each requirement. Attach any supplemental information and reference it appropriately within your response.

Background The Michigan Department of Education (MDE) is seeking proposals for a qualified arboricultural, forestry, and tree-risk assessment consulting firm to conduct a comprehensive assessment of trees located on the grounds of Camp Tuhsmeheta located in Greenville, Michigan.

Camp Tuhsmeheta encompasses approximately 300 acres of land. Not all acreage is expected to require assessment. MDE intends to identify and evaluate trees exhibiting signs of significant disease, declining health, pest infestation, structural defects, or other conditions that may pose a safety risk or require corrective maintenance.

Scope The purpose of this project is to establish a reliable, location-specific inventory of trees requiring attention and develop an actionable management plan that supports informed maintenance decisions, risk mitigation, and long-term stewardship of the camp’s natural resources. The selected contractor will conduct field evaluations, document tree conditions, establish geographic locations, assess potential failure risks, and recommend appropriate maintenance or mitigation actions.

The final assessment will assist MDE in prioritizing emergency tree removals, strategic pruning, additional inspections, and other forestry management activities.

MDE intends to use the resulting data as a practical management tool for planning, budgeting, scheduling, and implementing tree maintenance activities.

Mandatory Minimums Identify and document trees requiring evaluation based on the agreed-upon assessment area and inspection criteria.

Establish a georeferenced tree inventory that identifies each assessed tree and its physical location.

Evaluate the overall health and condition of assessed trees using recognized arboricultural industry practices.

Identify and document visible indicators of disease, pest infestation, structural defects, and tree decline.

Evaluate the potential risk associated with tree or tree-part failure, considering the tree’s condition and the presence of people, buildings, infrastructure, roads, trails, or other potential targets.

Categorize tree conditions and associated risks to support consistent prioritization.

Develop specific, actionable recommendations for pruning, trimming, removal, monitoring, and further inspection.

Identify trees or conditions requiring urgent attention and promptly notify MDE of significant concerns.

Provide digital maps, organized assessment records, and summary reports that MDE can use to manage its forestry program.

Establish a baseline inventory that may support future inspections and long-term forest management planning.

Bidder Response

Bidder must describe how they will comply with the above requirements.

Describe how you will comply with the requirement(s)

General Requirements Contractor must provide all qualified personnel, professional expertise, field equipment, data collection tools, mapping capabilities, and project management necessary to complete the services described in this statement of work.

Bidder Response

Bidder must describe how they will comply with the above requirements.

Describe how you will comply with the requirement(s)

The project encompasses approximately 300 acres of camp property. The actual assessment area will be determined in coordination with MDE and Camp Tuhsmeheta staff.

Bidder Response

☐ I confirm the above requirement(s) and agree with no exception(s)

The contractor is not to assume that all 300 acres require a complete individual-tree inventory. The contractor must work with MDE and Camp Tuhsmeheta staff to identify the specific areas to be assessed and the appropriate level of inspection within each area.

Assessment areas may include, as applicable:

· Camp buildings and other occupied facilities

· Gathering areas

· Recreation and activity areas

· Roads, driveways, parking areas, and access routes

· Pedestrian walkways and trails

· Forested areas designated by MDE and Camp Tuhsmeheta

· Other locations identified as priorities by MDE and Tuhsmeheta The contractor must review available camp maps and coordinate with Camp Tuhsmeheta staff before beginning fieldwork.

The contractor must clearly identify the boundaries of the areas inspected and any areas excluded from the assessment.

Bidder Response

☐ I confirm the above requirement(s) and agree with no exception(s)

Pre-assessment planning and coordination.

Before conducting field assessments, the contractor must:

· Conduct a project kickoff meeting with designated Camp Tuhsmeheta representatives

· Review available site maps, property information, and existing tree inventories, if available.

· Identify priority areas based on occupancy, infrastructure, known tree concerns, and Camp Tuhsmeheta direction.

· Develop and assessment methodology and field work schedule

· Establish consistent tree identification, condition-rating, and risk-categorization procedures

· Confirm the required mapping format, data deliverables, and reporting structure

· Identify access restrictions, environmental considerations, and operational constraints

· Coordinate site access and any necessary permissions with Camp Tuhsmeheta staff

· Establish procedures for communicating urgent safety concerns discovered during field work.

Bidder Response

☐ I have reviewed the above requirement(s) and agree with no exceptions.

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

Bidder must describe how they will comply with the above requirements.

Describe how you will comply with the requirement(s)

The contractor must submit a written work plan for Camp Tuhsmeheta review and approval before beginning field assessments.

The work plan must include proposed methodology, assessment-area boundaries, staffing, schedule, data collection procedures, rating definitions, quality-control procedures, and emergency notification process.

Bidder Response

Bidder must describe how they will comply with the above requirements.

Describe how you will comply with the requirement(s)

Tree identification and asset tagging The contractor must collect the following information as applicable:

· Unique tree identification number

· Common tree name

· Scientific species name, when reasonably identifiable

· Physical location or description

· GPS coordinates

· Assessment date

· Assessor identification

· General tree size or dimensions, where required by the approved methodology

· General site conditions relevant to tree health risk

· Photographs or other supporting documentation when warranted The contractor must use a consistent numbering system throughout the project.

Where physical tats are proposed, the contractor must identify the tagging method and materials in its proposal. Physical tags may not be installed unless approved by Camp Tuhsmeheta staff.

The contractor shall document trees that cannot be positively identified.

Bidder Response

Bidder must describe how they will comply with the above requirements.

Describe how you will comply with the requirement(s)

Georeferenced tree inventory The contractor must provide a complete digital inventory of assessed trees in a format approved by MDE and Camp Tuhsmeheta. The inventory shall include the tree identifier, species, location, condition, risk classification, observed defects, and recommended actions.

Bidder Response

☐ I have reviewed the above requirement(s) and agree with no exceptions.

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

Bidder must describe how they will comply with the above requirements.

Describe how you will comply with the requirement(s)

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

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) project timeline, (b) the project breakdown showing sub-projects, tasks, and resources required; and (c) 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.

Bidder Response

Bidder must describe project plan in detail including project timeline and project breakdown showing sub-projects, tasks and resources required.

Describe how you will comply with the requirement(s)

ADA Compliance The State is required to comply with the Americans with Disabilities Act of 1990 (ADA), including its accessibility standard for websites, applications, content and documents. All Contract Activities created, provided, or made available by Contractor under this Contract in a digital format, including but not limited to, websites, applications, software, mobile applications, text, images, sounds, videos, controls, animations, links, and documents (including files in the following formats: PDF, word processing, presentation, and spreadsheet) must comply with the accessibility standards provided in the Digital Accessibility Standards, located at SOM Digital Standards.

Bidder Response

☐ I confirm the above requirement(s) and agree with no exception(s)

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

Timeframes All Contract Activities must be delivered within 5 months from receipt of order. The receipt of order date is pursuant to the Notices section of the Standard Contract Terms.

Bidder Response

☐ I confirm the above requirement(s) and agree with no exception(s)

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

Meetings The Contractor must attend the following meetings:

Kick-off meeting within 30 calendar days of the effective date.

The State may request other meetings as it deems appropriate.

Bidder Response

☐ I confirm the above requirement(s) and agree with no exception(s)

Contractor Program Manager The Contractor must appoint one or more individuals 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 notify the Contract Administrator at least 14 calendar days before removing or assigning a new Contractor Program Manager.

Key Personnel See Attachment 1- Key Personnel for requirements related to the key personnel.

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

Organizational Chart Bidder Response

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

Add your org chart here or insert the label or filename if you are adding it as a separate attachment.

Customer Service Number Bidder Response

The Contractor must specify its customer service number for the State to contact the Contractor Program Manager who must be available for calls during the hours of 8:00am to 5:00pm EST, at a minimum. Identify customer service availability for this proposal by hours and days of the week.

Insert customer service number

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.

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.

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

Required Subcontractor information. Bidders must complete the table below for each anticipated subcontractor. Copy the table as many times as needed for each subcontractor. Complete the second table with the percentage of work that will be completed by all subcontractors involved.

The legal business name, address, telephone number of the subcontractor(s).

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 Bidder.

Is the subcontractor a GDBE?

Whether the Bidder has a previous working experience with the subcontractor.

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

Of the total bid, the price of the subcontractor’s work.

Work performed by subcontractors

Total percentage of work that will be performed by subcontractors: Insert %

Total percentage of subcontracted work that will be performed by GDBE subcontractors: Insert %

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.

Bidder Response

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

Explain your security measures.

Price Term Pricing is firm for the entire length of the Contract.

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.

Bidder Response

☐ I confirm the above requirement(s) and agree with no exception(s)

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

Authorizing Document The appropriate authorizing document for the Contract will be a Delivery Order (DO).

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.

Payment Methods The State will make payment for Contract Activities EFT.

Bidder Response

Explain your process for ordering and accepting this payment method. If an account needs to be created on your purchasing platform, please submit documentation that shows the steps for completing this process.

Explain your process.

Procedure Invoices must be submitted monthly to MDE Program Manager or assigned MDE Staff by email. Contract Activities/Deliverables related to submitted invoices must be approved by MDE prior to payment. MDE will provide contractor with all necessary contact information on execution of contract.

The contractor is required to follow the following procedures when submitting invoices, reports, summaries, briefs, presentations, and data dashboard.

Submission of invoices may be subject to change dependent on workload and timeline.

Bidder Response

☐ I confirm the above requirement(s) and agree with no exception(s)

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.

Bidder Response

☐ I have reviewed the above requirement(s) and agree with no exceptions.

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

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.

Describe how you will comply with the requirement(s)

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 $5,000.00 and an additional $100.00 per day for each day Contractor fails to remedy the late or improper completion of the Work.

Bidder Response

☐ I confirm the above requirement(s) and agree with no exception(s)

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

Enter your company name

RFP 270000000295 1

Schedule A – Attachment 1 – Key Personnel

1. Key Personnel The Contractor must appoint an appropriate number of 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 inquiries within 48 hours.

Contractor’s Key Personnel must be on-site at Camp Tuhsmeheta 10500 Lincoln Lake Avenue NE Greenville, MI 48838 during the following times: 9am-3pm.

The State has the right to recommend and approve in writing the initial assignment, as well as any proposed reassignment or replacement, of any Key Personnel. Before assigning an individual to any Key Personnel position, Contractor will notify the State of the proposed assignment, introduce the individual to the State’s Project Manager, and provide the State with a resume and any other information about the individual reasonably requested by the State. The State reserves the right to interview the individual before granting written approval. In the event the State finds a proposed individual unacceptable, the State will provide a written explanation including reasonable detail outlining the reasons for the rejection. The State may require a 30-calendar day training period for replacement personnel.

Contractor will not remove any Key Personnel from their assigned roles on this Contract without the prior written consent of the State. The Contractor’s removal of Key Personnel without the prior written consent of the State is an unauthorized removal (“Unauthorized Removal”). An Unauthorized Removal does not include replacing Key Personnel for reasons beyond the reasonable control of Contractor, including illness, disability, leave of absence, personal emergency circumstances, resignation, or for cause termination of the Key Personnel’s employment. Any Unauthorized Removal may be considered by the State to be a material breach of this Contract, in respect of which the State may elect to terminate this Contract for cause under the Termination for Cause section of the Standard Contract Terms. It is further acknowledged that an Unauthorized Removal will interfere with the timely and proper completion of this Contract, to the loss and damage of the State, and that it would be impracticable and extremely difficult to fix the actual damage sustained by the State as a result of any Unauthorized Removal. Therefore, Contractor and the State agree that in the case of any Unauthorized Removal in respect of which the State does not elect to exercise its rights under Termination for Cause, Contractor will issue to the State the corresponding credits set forth below (each, an “Unauthorized Removal Credit”):

Contractor acknowledges and agrees that each of the Unauthorized Removal Credits assessed above: (i) is a reasonable estimate of and compensation for the anticipated or actual harm to the State that may arise from the Unauthorized Removal, which would be impossible or very difficult to accurately estimate; and (ii) may, at the State’s option, be credited or set off against any fees or other charges payable to Contractor under this Contract.

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.

The Contractor must identify all Key Personnel that will be assigned to this contract and include the following:

Name and title of staff that will be designated as Key Personnel.

Key Personnel years of experience in the current classification.

Identify which of the required key personnel positions they are fulfilling.

Key Personnel’s roles and responsibilities, as they relate to this RFP, if the Contractor is successful in being awarded the Contract. Descriptions of roles should be functional and not just by title.

Identify if each Key Personnel is a direct, subcontract, or contract employee.

Identify if each Key Personnel staff member is employed full-time (FT), part-time (PT) or temporary (T), including consultants used for the purpose of providing information for the proposal.

List each Key Personnel staff member’s length of employment or affiliation with the Contractor’s organization.

Identify each Key Personnel’s percentage of work time devoted to this Contract.

Identify where each Key Personnel staff member will be physically located (city and state) during the Contract performance.

The Contractor must provide detailed, chronological resumes of all proposed Key Personnel, including a description of their work experience relevant to their purposed role as it relates to the RFP.

Qualifications will be measured by education and experience with particular reference to experience on projects similar to that described in the RFP.

Bidder Response

Bidder must provide the resumes and information as required above – either in this response box or identified here as an attachment to this RFP labelled as Key Personnel.

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