Bay Region Sweeping SOW_2024.docx

Michigan.gov/MiProcurement

Contractor must enter company name here.

Michigan.gov/MiProcurement Schedule a – statement of work contract activities

Request for Proposal (RFP) No. 240000000501 State Trunkline Sweeping for MDOT Bay Region 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 one checkbox and complete the entries as identified.

BACKGROUND

The Michigan Department of Transportation (MDOT) is responsible for maintaining state trunklines to provide safe roadways for motorists. This includes sweeping services to remove loose debris from roadsides and medians which may pose a driving hazard.

SCOPE

This Contract is for state trunkline sweeping services in the Bay Region for the Michigan Department of Transportation. These services will typically be performed in Bay County, Saginaw County, and Genesee County but services may also be used for other Bay Region counties. The required objective is to maintain the roadsides and medians in a manner that provides an aesthetically pleasing roadside for the motoring public.

REQUIREMENTS

The specifications contained in this Contract have been developed to establish the minimum level of curb/street sweeping services required and operated by the State.

A. The Contractor must provide all personnel, equipment, tools, supplies/materials, training and any incidental services or items required to perform the Contract Activities at the frequencies and during the times as specified herein. The Contractor shall also furnish local supervision and all labor, equipment, transportation, disposal of sweeping debris in accordance with all Federal, State and local statues and incidentals necessary to satisfactorily perform the services at the frequencies and during the times as specified herein. Compliance will be based on the MDOT’s overall evaluation and interpretation in accordance with method of performance, and expected outcomes, as set forth in this Contract.

B. The Contractor shall provide services at the locations described in the Location Specification Sheet (LSS) and may include emergency and optional services as directed by the MDOT Program Manager.

C. The Contractor shall provide curb/street sweeping of the specified roads, bridges, ramps and paved traffic islands/gores, under the jurisdiction of the State in accordance with requirements of this Contract. Sweeping shall be defined as a clean sweep and removal of all debris regardless of the number of times swept to obtain a clean curb/street regardless of type of equipment necessary for total dirt and debris removal. The Contractor shall also furnish local supervision and all labor, equipment, transportation, disposal of sweeping debris in accordance with all Federal, State and local statues and incidentals necessary to satisfactorily perform the services at the frequencies and during the times as specified herein.

D. Contract Activities require personnel to comply with High Visibility clothing requirements. All workers must wear high-visibility safety apparel as specified in the Michigan Manual of Uniform Traffic Control Devices [see MDOT - Transportation Standards and Special Details (state.mi.us)], Sections 6D.03 and 6E.02.

E. The Contractor must notify the county or municipality before starting work in their area. The MDOT Program Manager will provide a list of Municipal and County Offices at the Contract Kickoff meeting.

F. Subcontracting is not allowed on this contract.

G. All work-related citations/fines/tickets will the responsibility of the Contractor.

1.1 Work and Deliverables

Contractor must provide Deliverables/Services and staff, and otherwise do all things necessary for or incidental to the performance of work, as set forth below:

Routine Curb/Trunkline Sweeping The Contractor shall perform complete trunkline sweeping cycles per year on the routes identified in the LSS for routine sweeping. Each sweeping cycle shall begin and end during the third week of each month that sweeping operations are scheduled (typically starts in May).

Emergency Request Emergency Response requests are typically in response to an incident which requires sweeping services, and which may involve removing debris contaminated with fuel.

The Contractor shall be available 24 hours, 7 days a week. The Contractor shall organize their operations to respond to emergency calls for sweeping services from the MDOT Program Manager.

Following a call from the MDOT Program Manager the Contractor shall provide the necessary equipment for sweeping at the designated scene within one (1) hour of notice. This activity is typically done in response to an incident, which may involve removing debris contaminated with fuel, for sweeping.

Payment for emergency call outs shall be paid at an hourly rate, The billable time will begin when the Contractor arrives at the emergency scene with all personnel and equipment needed to perform the cleaning/sweeping. One (1) additional hour for travel to the job site and one (1) additional hour for travel from the site will be paid for each emergency call out. The Contractor shall include the cost of supervision and all labor, equipment, water, transportation, fees for disposal of sweepings in accordance with all local, State, and Federal statues, and incidentals necessary to satisfactorily perform this service.

Optional Curb/Trunkline Sweeping MDOT reserves the right to have the Contractor perform optional curb sweeping as directed by the MDOT Program Manager. Optional sweeping is to be performed on an as-needed basis, at the direction of the MDOT Program Manager. Limits of optional sweeping will be defined by the MDOT Program Manager. The MDOT Program Manager shall provide the Contractor with 48 hours advance notice for the sweeping of unforeseen special occurrences. For corridor sweeping the MDOT Program Manager will provide at least 1-week advance notice.

A quantity of optional sweeping has been set up in this contract to be used on as needed basis. There will be no additional compensation to the contractor for furnishing and operating the proper equipment to perform this operation. The cost of any equipment or appurtenances to perform this operation is to be included in the unit price for Optional Trunkline Sweeping. A ten (10) mile minimum will be given/paid when Optional Trunkline Sweeping pay item is requested.

Note: This work is optional only as requested and directed by the MDOT Program Manager. Optional quantities are not guaranteed to be the entire quantity listed; the optional quantity can be in the range from one to the high end listed in the LSS documents. Quantity needed is to be decided by MDOT Program Manager or his/her designee at the time optional item is requested.

Non-Sweeping Debris Any debris that cannot be removed by mechanical sweeping but can be picked up by one (1) person, shall be collected by hand or other means, before sweeping and disposed of in a Class II landfill. Debris that cannot be picked up by one (1) person shall be reported to the MDOT Program Manager. Examples of debris that cannot be removed by mechanical sweepers include, but are not limited to rocks, bricks, bottles, tree limbs, and sticks. Examples of debris that can be removed by mechanical sweepers include, but are not limited to dirt, paper, and leaf piles less than eight (8) inches in depth. All collected debris must be hauled away and not stored on or off state trunkline right of away or moved to the vegetated areas. The debris collected is to be hauled away the day it is collected.

Dust Control All sweeping shall be accomplished with using water for dust control. The Contractor shall contact the local municipality for water and hydrant use and comply with their requirements and all applicable regulations at no additional cost to the State.

Equipment Requirements The Contractor must have available, operate, and maintain suitable and adequate equipment necessary to perform Contract Activities in an approved safe, workmanlike manner without hindrance, delay, or damage to the roadside. Equipment failure WILL NOT constitute an acceptable reason for failure to provide services. Under no circumstances will MDOT be responsible for any damage to the Contractor's equipment due to obstacles encountered.

The Contractor shall be required to use a sweeper with duel steering control and hold at least three and a half (3.5) cubic yards of debris. A 16,500 cfm vacuum fans with 12 inches vacuum tubes and 16 cubic yards debris boxes holding capacity. Vac-All trucks shall be available to be used for emergency or as needed work. The Contractor must have a minimum of four (4) sweepers with dual steering control and available for use on State Trunklines for each county in Bay Region. All equipment shall be approved through an acceptable demonstration of the equipment's capabilities, suitability, and condition to MDOT. Demonstrations will be at no cost to MDOT.

GPS/GIS System Area of curb shall be located with a Quality ACTIVE/REAL-TIME/CELLULAR Automatic Vehicle Location (AVL) or Global Positioning System (GPS) requiring no direct vehicle operator input to function. The in-vehicle unit shall have an accuracy of 12 feet or less. Input data shall be collected and recorded from each sensor on a vehicle at a minimum of six times per minute or when there is an event change (e.g. on or off vacuum suction, water usage or sweeper rotation). Each data record will have vehicle speed, direction and latitude\longitude and sensor input encoded. Additionally each in-vehicle GPS unit shall have the capability of time stamping each data record with the event year, date, time of day and vehicle identification.

Calculated Data

Sensors Data

The in-vehicle AVL system shall have Store and Forward functionality capable of storing 1GB (hardened memory not hard disk drive) of information while out of coverage and automatically forwarding the same when back in coverage. Under normal operations the AVL system shall transmit data every three minutes to the hosting vendor's facility. The in-vehicle unit shall be configured to start collecting data when the ignition is in the on position; continue throughout the work activity, and terminate ten minutes after the ignition is return to the off position.

Web Vendor Mapping Functionality The hosting vendor shall be able to dynamically track a minimum of twenty vehicles with near instantaneous displaying of information as it is received from the vehicle and storing data for two years. The hosting vendor shall have the capability of automatically displaying maps via the internet for each maintenance facilities' area of responsibility.

The maintenance facility shall be the center of focus for each area of responsibility map, Mapping functionality shall have a minimum resolution 10 feet and zoom out capabilities of 50 plus miles. Additionally, the mapping functionality shall have information bubbles that can display data record. Each data record shall be represented by a tick mark that composed of one segment of a route. The system shall be able to temporarily display tick mark data by placing the cursor over a mark or by opening a permanent information window. The mapping system shall have the ability of displaying routes in different colors.

The host vendor system shall allow for the play back of events for a minimum of two years. Information provided to MDOT Program Manager will consist of summary and detail reports. Summary reports shall consist of all routes serviced on a specific day. Detail reports shall include a list of specific location services by all vehicles year-to-date, see reports below: for more information.

The host vendor system shall be capable of assigning GPS coordinates to street address in order to determine a location for summary reports. Additionally the system shall be capable of assigning predetermine curb mile distances to the location address.

The host vendor system shall also have functionality for exporting data files to Microsoft Excel. Files shall contain all data items selected from the Standard and Optional Records Input Sections listed above. The start and end times for selecting export records should follow the play back format. Contractor must provide full web access to MDOT Program Manager for monitoring and obtaining reports on as-needed basis. Use one of the following GPS/GIS manufacturers: Vehicle Path, Eagle Eye Software, Inc. or other approved equal as determined by MDOT Program Manager.

CURB AND GUTTER

SWEEPING REPORT

Safety All equipment shall meet all federal, state, and local safety requirements. Equipment must be equipped with commercial type flashing amber lights plainly visible from all directions. Flashers must have a minimum of 32 candlepower output and flash 50 to 60 times per minute. A lighted arrow Type B or C as specified in the MDOT 2020 Standard Specifications for Construction must be mounted on or towed behind each vehicle. In the event of a crash involving Contractor’s equipment, the MDOT Program Manager must be notified immediately. Any and all costs associated with damaged equipment as the result of a crash is the sole responsibility of the Contractor and their insurer.

All of the safety guidelines must be followed using the current Work Zone Safety and Mobility Manual and the Michigan Manual of Uniform Traffic Control Devices (MMUTCD).

Disposal of Material The Contractor is responsible for disposal of all material using either the Solid Waste Phase or the Liquid Waste Phase listed below. At no time will waste material or storage containers be staged/stored on State properties or right of way.

Solid Waste Phase The solid waste generated shall be disposed of at a Licensed Municipal Solid Waste Landfill. Solid is defined as having no releasable liquids. The landfill may require testing before accepting the waste. The TSC Maintenance Coordinator/Supervisor (or MDOT Program Manager) shall be provided disposal documentation from the Licensed Municipal Solid Waste Landfill.

Liquid Waste Phase:

If water is used for dust control, the following disposal of the liquid phase shall be used:

This waste may be evaporated by use of drying beds, decanting stations or similar systems that contain the solids during evaporation. The remaining solids shall then be disposed of according to Solid Waste Phase above. If at any time the material is suspected of being hazardous, the TSC Maintenance Coordinator/Supervisor (or MDOT Program Manager shall be notified).

Detailed Progress Schedule Work must be performed in accordance with the progress schedule submitted with the Contractor's Work Plan at the Pre-Award Meeting and as described below.

The first failure to complete work as defined in the progress schedule without prior approval to adjust the schedule from the MDOT Program Manager may result in a Vendor Performance being issued to determine the corrective action by the Contractor. A second such failure may result in termination of this Contract. The progress schedule must address all work to be completed when multiple Contracts are awarded to the same Contractor, including work performed as a subcontractor for a local unit of government.

The progress schedule must address all services to be completed by the Contractor. (If the Contractor has multiple Contracts for curb/street sweeping on the State Trunk Line System, the progress schedule shall include any curb/street sweeping performed on the State Trunk Line System whether for the State or as a subcontractor for a local unit of government).

Maintaining Traffic Traffic shall be maintained in accordance with the MDOT - Standard Specifications for Construction (state.mi.us), MDOT Maintaining Traffic Typicals, the current edition of the Michigan Manual of Uniform Traffic Control Devices (MMUTCD). All operations shall be conducted in a manner that will not create a hazard, nor hinder, restrict, or impede trunkline traffic. The Contractor shall not operate equipment on the roadway or in a manner that requires unnecessary crossing of the roadway. Traffic control is to be adhered in accordance with MDOT’s current Standard Specifications for Construction, and with MDOT’s Traffic Standards, Maintaining Traffic Typicals, Special Details. The Contractor shall not park equipment within the right of way of any state trunkline in a manner not permitted by posted traffic control devices. The Contractor shall not store equipment in the right of way of any state trunkline or on state property when not engaged in sweeping operations.

Traffic Control Plan The Contractor must submit a traffic control plan after award to the MDOT Program Manager for review/approval. Lane closures will be required when the shoulder is too narrow to accommodate equipment.

Contact program manager if the Typicals on Short Term Mobile Operations (MD-M12 and MD-M23) will be applicable. MD-M12 is a typical setup for Short Term Mobile Operations on the Shoulder of a divided roadway or freeway. MD-M23 is a typical for Short Term Mobile Operations on Multi-Lane Roadways. When any part of a thru lane is used, the entire lane should be closed. These are the minimum requirements, and the Contractor is advised to exercise due caution and may need additional TMAs in order to operate safely. The cost of all TMAs is not a separate pay item and is to be included in all other work pay items.

Safety All equipment shall meet all federal, state, and local safety requirements. Equipment shall be equipped with commercial type flashing amber lights plainly visible from all directions. Flashers shall have a minimum of 32 candlepower output and flash 50 to 60 times per minute.

A lighted arrow Type B or C as specified in the MDOT - Standard Specifications for Construction (state.mi.us) the current Michigan Manual of Uniform Traffic Control Devices (MMUTCD). shall be mounted on, or towed behind, each vehicle.

Truck Mounted Attenuators (TMA) Description: The Contractor will use Truck-Mounted Attenuators (TMA's) to shield workers or work equipment from errant vehicles according to the following guidelines. TMA's will be used for projects on freeways and roadways with operating speeds of 45 mph or greater where personnel or equipment are exposed to traffic and one (1) or more of the following conditions are met:

· The vehicle is designated as a protective vehicle (shadow or barrier) as part of the maintenance of traffic plans.

· Aerial work is being performed on scaffolding, lifts, hoists, bucket trucks, etc., where workers using this equipment are exposed to moving traffic in an occupied lane or shoulder.

· Mobile/short duration operations such as pavement marking convoys, grinding in rumble strips, sign installations, luminescent installations, etc.

TMA's shall not be mounted on the vehicle or equipment used by personnel to complete aerial work. TMA's shall not be used as a temporary/permanent barrier ending except during replacement of damaged temporary/permanent barrier ending. In the event that a TMA is used as a temporary safety measure for a damaged temporary/permanent barrier ending, the maximum length of time that a TMA shall be used for this purpose shall be 48 hours or as approved by the MDOT Program Manager.

Stationary Operation: This work shall consist of furnishing a vehicle with an actual gross vehicle weight of 12 tons (min. weight) and furnishing, installing, and operating a TMA according to the manufacturer's recommendations, the plans/proposal, and/or as directed in writing by the MDOT Program Manager. The attenuator placement shall be located as detailed in the applicable maintaining traffic typical.

Material loaded onto the vehicle to obtain the required gross weight shall be securely attached to the vehicle to prevent movement should the TMA be hit.

Mobile Operation: This work shall consist of furnishing a vehicle with an actual gross vehicle weight of five (5) tons (min. weight) and furnishing, installing and operating a TMA according to the manufacturer's recommendations, and/or as directed by the MDOT Program Manager. The attenuator placement shall be located as detailed in the applicable maintaining traffic typical.

Material loaded onto the vehicle for transport or during work operations shall be securely attached to the vehicle to prevent movement should the TMA be hit. Hazardous materials will not be allowed on this vehicle.

Materials loaded onto the vehicle shall not be considered part of the vehicle gross weight.

Materials and Design: All TMA's used shall meet or exceed the requirements of the National Cooperative Highway Research Program (NCHRP 350) test level II and III for work zone traffic control devices.

A TMA rated for NCHRP 350 — Test Level II must be used on non-freeway roadways with a normal posted speed of 55 mph or less, which have been reduced to 45 mph or less. These TMA's shall be prohibited for use on all freeways, non-freeway roadways with posted speed limits of 65 mph or greater and all work zones posted at 50 mph or greater.

A TMA rated for NCHRP 350 —Test Level Ill must be utilized on all freeways, non-freeway roadways with posted speed limits of 65 mph or greater and all work zones posted at 45 mph or greater. The TMA's may also be used on all other roadways.

The TMA vehicle shall have a letter from the Contractor or manufacturer stating the TMA being used meets the above stated NCHRP 350 criteria, and has been installed and maintained according to manufacturer's specifications. Upon request, a copy of this letter must be furnished to the MDOT Program Manager.

The face of the TMA, visible to approaching traffic shall have reflectorized alternating yellow and black stripes, similar to the obstacle markers on the MMUTCD.

Operating Details and Utilization: The TMA shall be operated as per manufacturers' recommendations, the plans/proposal, and/or as directed by the MOOT Program Manager in writing. This includes, but is not limited to, the following:

The height from the bottom of the TMA to the roadway surface shall be 12 inches (± one (1) inch).

The TMA shall be parallel (level) with the roadway surface.

The manufacturers of the approved TMA's recommend a shoulder harness and headrest to be provided for the TMA vehicle's operator.

For stationary operations, when operating the vehicle with the attenuator installed, the vehicle shall be in gear if it has a standard transmission (park if an automatic transmission), with the brakes set and steering wheels turned away from the work area and traffic, if possible (the TMA shall be placed according to the roll ahead distance table located at the end of this section).

Measurement and payment: Truck Mounted attenuators will be furnished and operated as part of this Contract at no cost to the State.

GUIDELINES FOR ROLL-AHEAD DISTANCE

FOR TMA VEHICLES TEST LEVEL II

Weight of TMA Vehicle (Minimum) Prevailing Speed (mph) (Posted Speed Prior to Work Zone) Roll Ahead Distance* (Distance from front of TMA Vehicle to Work Area)

Five and a half (5.5) Tons (Stationary)

*Roll ahead distances are calculated using a 4,410 lb. impact vehicle weight

GUIDELINES FOR ROLL-AHEAD DISTANCE FOR TMA VEHICLES TEST LEVEL III

Weight of TMA Vehicle (Minimum) Prevailing Speed (mph) (Posted Speed Prior to Work Zone) Roll-Ahead Distance* (Distance from front of TMA Vehicle to Work Area)

*Roll ahead distances are calculated using a 10,000 lb. impact vehicle weight

Work Hours All work included in this Contract, except emergency calls, shall be performed during nighttime hours only, unless otherwise directed by the MDOT Program Manager (contact MDOT Program Manager for authorization of nighttime work in specific locations). Each sweeping cycle shall begin and end during the third week of each month that sweeping operations are scheduled. No work shall be allowed on weekends unless prior approval is obtained from the MOOT Program Manager. Work shall not be permitted during holiday periods in accordance with the MDOT - Standard Specifications for Construction (state.mi.us) or during special events. The MDOT Program Manager shall suspend the work at any time, if traffic is being unduly hampered or delayed by the work in progress.

Project Plan The Contractor will carry out this project under the direction and control of the Program Manager. Within 14 calendar days of the Effective Date, the Contractor must submit a project plan to the Program Manager for final approval. Project management plan must identify methods, tools and processes proposed to oversee the project, address issues and changes as may arise, and keep the appropriate parties apprised of progress.

Contractor's Work Plan must include but not be limited to the following:

1. EQUIPMENT LIST - indicating description, age, manufacturer, model and serial number of each piece. Equipment must meet or exceed all requirements defined under "Equipment Requirements" in this document. All equipment must be in the Contractor's possession, available for use and fully operational, prior to Contract award.

2. Schedule of Operations - personnel and hours expected to complete work on this Contract.

3. Name(s) of supervisors — 24-hour contact telephone numbers and best contact times.

4. Progress schedule listing locations where cleaning will occur including a schedule of curb miles to be swept/cleaned each day.

5. Safety Program, including traffic control plan(s).

6. Name/location of Class II disposal site for sweeping material.

7. Current proof of insurance as defined in the Standard Terms and Conditions must be provided to MDOT Purchasing with the signed Contract.

8. Copy of liquid waste hauler license.

The Contractor is responsible for notifying the county or municipality before starting work in their area. The MDOT Program Manager will provide a list of Municipal County Offices at the Contract Kickoff meeting.

Equipment failure WILL NOT constitute an acceptable reason for failure to provide sweeping services. Adjustments to providing this service, including any weather-related deviations, must be approved by the Contract Compliance Inspector or designated representative.

Any misrepresentation by the Contractor of its ability to perform the work described in this Contract will be grounds for immediate termination. In such case, a Contract will be awarded to the next lowest bidder who can demonstrate the ability to perform the work.

Brands or trade names are for identification purposes only and do not limit the Contractor to such brands or trade names.

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.

Bidder must provide detailed information as requested in the above requirement(s). If none, enter N/A.

1.6 Transition

Contract Execution: The Contractor shall perform complete curb sweeping cycles per year on the routes identified in the Location Specification Sheet (LSS) for routine sweeping and the Attached Bay Region Sweeping Schedule. Each sweeping cycle shall begin and end during the third week of each month that sweeping operations are scheduled.

Contractor shall exercise all supervisory control and general control over all day-to-day operations of his/her employees, including control over all workers duties. At the conclusion of each service, the Contractor shall inspect the route for completion and performance quality of the required services. The Contractor shall also be responsible for payment of all wages to employees, taxes, and fringe benefits, sick leave, pension benefits, vacations, medical benefits, life insurance or unemployment compensation or the like. The Contractor shall discipline his/her employees, as needed, including firing and hiring.

The MDOT Program Manger may require that Contractor immediately remove any Contractual employee(s) from the agency's premises for just cause. The Contractor will assume all responsibilities relating to this removal. Any employee so removed may not be placed on another state agency contract.

The MDOT Program Manager shall make final determination of a contractual employee's suitability for assignment to a specific location. Problems of this nature will be addressed with the Contractor's management.

List all exception(s):

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

1.7 Post-Contract Transition: Upon termination or expiration of this Contract for any reason, Contractor must, for a period specified by the State (not to exceed 90 calendar days), provide all reasonable transition assistance requested by the State, to allow for the expired or terminated portion of the Contract Activities to continue without interruption or adverse effect, and to facilitate the orderly transfer of such Contract Activities to the State or its designees. Such transition assistance may include, but is not limited to: (a) continuing to perform the Contract Activities at the established Contract rates; (b) taking all reasonable and necessary measures to transition performance of the work, including all applicable Contract Activities, training, equipment, software, leases, reports and other documentation, to the State or the State's designee; (c) taking all necessary and appropriate steps, or such other action as the State may direct, to preserve, maintain, protect, or return to the State all materials, data, property, and confidential information provided directly or indirectly to Contractor by any entity, agent, vendor, or employee of the State; (d) transferring title in and delivering to the State, at the State's discretion, all completed or partially completed deliverables prepared under this Contract as of the Contract termination date; and (e) preparing an accurate accounting from which the State and Contractor may reconcile all outstanding accounts. This Contract will automatically be extended through the end of the transition period.

Invoices must be sent withing 45 days after expiration of contract. Any invoices received after 45 days will result in a non-payment of invoice.

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 performed starting in May of each year through October of the same year. All work shall be performed between the hours of 8:00 p.m. and 6:00 a.m. The work for September shall be completed and billed by September 30 due to the end of MDOT’s fiscal year. No work will be performed on holidays unless approved by the Program Manager.

All Contract Activities must be delivered within fourteen (14) business days from receipt of order each month. The receipt of order date is pursuant to the Notices section of the Standard Contract Terms.

List all exception(s):

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

2.2 Delivery

Delivery will be expected once per month upon date of order. Delivery will begin on the third weekend of each month that service is required.

List all exception(s):

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

2.3 Technical Support and Repairs

When providing technical support, the Call Center must resolve the caller’s issue within 60 minutes. If the caller’s issue cannot be resolved within 2 hours, on-site service must be scheduled. The on-site service must be performed within 2 hours of the time the issue was scheduled for service.

List all exception(s):

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

2.4 Reporting

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

GPS Curb and Gutter Sweeping Report.

List all exception(s):

2.5 Meetings

The Contractor must attend the following meetings:

1) Mandatory Pre- Bid Meeting

2) Kick off meeting determined by the Program Manager.

The State may request other meetings as it deems appropriate.

List all exception(s):

2.6 Procedure

The Contractor is responsible for notifying the MDOT Program Manager via email before starting work and during sweeping operations providing updates daily to identify the scheduled sweeping areas. Sweeping start date must be approved by the MDOT Program Manager.

The PM will inform the Contractor of any deficiencies and allowed time to correct the deficiencies. If deficiencies continue, a formal complaint or Vendor Performance will be submitted. For non-conformance to MDOT requirements, or other safety procedures, the PM or their designee has the right to shut down the sweeping operations until the issue is corrected.

List all exception(s):

3. Staffing

3.1 Key Personnel

The Contractor must appoint one Project Manager 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 1 hour.

Contractor’s Key Personnel must be on-site at each work location while sweeping is being performed.

Key Personnel Name

Title

Telephone Number

Email

3.3 Non-Key Personnel

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

3.4 Disclosure of Subcontractors

No Subcontracting will be allowed for this contract.

3.5 Security

The Contractor’s staff may be required to make enter State facilities. The State may require the Contractor’s personnel to wear State issued identification badges with uniforms of shirts with company name or logo.

List all exception(s):

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

4. Pricing

4.1 Price Term

Pricing is firm for the entire length of the Contract.

List all exception(s):

5 Acceptance

5.1 Acceptance, Inspection and Testing

Acceptance, Inspection, and Testing The State will use the following criteria to determine acceptance of the Contract Activities: Visual Inspection, pictures may be requested as proof of litter/debris removal.

List all exception(s):

6 Invoice and Payment

6.1 Invoice Requirements

All invoices must be submitted via email to Program Manager, MetivaM@michigan.gov, and include: (a) dates of work; (b) Master Agreement number; (c) vendor-generated invoice number; (d) description of the daily Contract Activities; (e) month and year work is completed and (h) total price. Overtime, holiday pay, and travel expenses will not be paid.

List all exception(s):

6.2 Payment Methods

The State will make payment for Contract Activities Sigma/Vendor Self Service via Electronic Funds Transfer (EFT): Welcome to CGI Advantage Vendor Self Service Portal: Home (michigan.gov).

As required by MCL 18.1283, the Contractor must electronically register with the State.

List all exception(s):

7 Project Plan The Contractor will carry out this project under the direction and control of the Program Manager. Sweeping will take place from May – October of each year. Each sweeping cycle will begin on the third weekend of each month. Sweeping operations will only be allowed between the hours of 8:00 p.m. and 6:00 a.m.

Contractor's Work Plan must include but not be limited to the following:

1. EQUIPMENT LIST - indicating description, age, manufacturer, model and serial number of each piece. Equipment must meet or exceed all requirements defined under "Equipment Requirements" in this document. All equipment must be in the Contractor's possession, available for use and fully operational, prior to Contract award.

2. Schedule of Operations - personnel and hours expected to complete work on this Contract.

3. Name(s) of supervisors — 24-hour contact telephone numbers and best contact times.

4. Progress schedule listing locations where cleaning will occur including a schedule of curb miles to be swept/cleaned each day.

5. Safety Program, including traffic control plan(s).

6. Name/location of Class II disposal site for sweeping material.

7. Current proof of insurance as defined in the Standard Terms and Conditions must be provided to MDOT Purchasing with the signed Contract.

8. Copy of liquid waste hauler license.

The Contractor is responsible for notifying the county or municipality before starting work in their area. The MDOT Program Manager will provide a list of Municipal County Offices at the Contract Kickoff meeting.

The Contractor will carry out this project under the direction and control of the Program Manager. Within 14 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.

List all exception(s):

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

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

Bidder must provide a copy of any applicable licensing agreement either in this response box or identified here as an attachment to this RFP.

9 Authorizing Document The appropriate authorizing document for the Contract will be a Delivery Order (DO). Delivery orders outlining requested services will be provided to the Contractor at the beginning of each fiscal year or prior to the start of work.

List all exception(s):

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 $2500.00 and an additional $100.00 per day for each day Contractor fails to remedy the late or improper completion of the Work.

Unauthorized Removal of Key Personnel will interfere with the timely and proper completion of the Contract, to the loss and damage of the State, and it would be impracticable and extremely difficult to fix the actual damage sustained by the State. Therefore, the State may assess liquidated damages against Contractor as specified below.

· The State is entitled to collect $500 per individual per day for the removal of any Key Personnel without prior approval of the State.

· The State is entitled to collect $500 per individual per day for an unapproved or untrained key personnel replacement.

List all exception(s):

Version 2021-1 1 of 21

Version 2023-2 1 of 24 image1.png