Camp Grayling Substation Services SOW V 1.docx

STATE OF MICHIGAN

Department of Military and Veterans Affairs

Camp Grayling Substation Fire Services Request for Proposal No: 190000001303

Solicitation Manager Name: Tara Premoe Direct Phone: 517-481-7643 Email: premoet@michigan.gov

This is a Request for Proposal (RFP) for:

Provide Structural and Vehicle Fire, Aircraft Rescue and Fire Fighting, Confined Space and Technical Rescue, Emergency Medical and HAZMAT/CBRN response services for CGJMTC South Camp, which includes the Main Cantonment and the military area south of M72 and east of M75.

RFP Timeline

*A bidder’s proposal received at 3:00:01 p.m. Eastern is late and subject to disqualification.

This RFP is subject to change. Check www.michigan.gov/SIGMAVSS for current information.

PROPOSAL INSTRUCTIONS

1. PROPOSAL PREPARATION. The State recommends reading all RFP materials prior to preparing a proposal, particularly these Proposal Instructions and the Vendor Questions Worksheet. Bidders must follow these Proposal Instructions and provide a complete response to the items indicated in the table below. References and links to websites or external sources may not be used in lieu of providing the information requested in the RFP within the proposal. Include the bidder’s company name in the header of all documents submitted with your proposal.

RFP Structure and Documentation

2. CONTACT INFORMATION FOR THE STATE. The sole point of contact for the State concerning this RFP is listed on the Cover Page. Contacting any other State personnel, agent, consultant, or representative about this RFP may result in bidder disqualification.

3. MANDATORY SITE VISIT. A mandatory SITE-VISIT will be held on March 21, 2019 at 11:00 a.m. Interested bidders must pre-register with the Solicitation Manger by sending an email on or before March 18, 2019 at 3:00 p.m. with the name of your company and attendees. The Solicitation Manager will send a return email with the location and address of the meeting site. Bidders not attending the mandatory site-visit may have their bids disqualified from review.

Statements made by the Solicitation Manager or designee at a pre-proposal meeting are not considered modifications to the RFP. If, however, the Solicitation Manager determines modifications to the RFP are warranted after the meeting, modifications will be posted in writing on www.michigan.gov/SIGMAVSS as explained in Section 4, Modifications.

Accessibility requests for reasonable accommodations at the mandatory site visit should be made with the Solicitation Manager at least 5 business days before the date of the meeting. Accommodation requests received outside this time period cannot be guaranteed.

4. MODIFICATIONS. The State may modify this RFP at any time. Modifications will be posted on www.michigan.gov/SIGMAVSS . This is the only method by which the RFP may be modified.

5. QUESTIONS. Bidder questions about this RFP must be emailed to the Solicitation Manager at premoet@michigan.gov no later than the time and date specified on the Cover Page. In the interest of transparency, only written questions are accepted. Answers to questions will be posted on www.michigan.gov/SIGMAVSS. Submit questions using the format below; a Microsoft Excel format or similar is suggested.

6. DELIVERY OF PROPOSAL.

Electronic – The bidder must submit its proposal, all attachments, and any modifications or withdrawals electronically through www.michigan.gov/SIGMAVSS. The price proposal should be saved separately from all other proposal documents. The bidder should submit all documents in a modifiable (native) format (examples include, but are not limited to Microsoft Word or Excel and Google Docs or Sheets). In addition to submitting documents in a modifiable format, the bidder may also submit copies of documents in PDF. Attachment file size is limited to 6 MB per document. Bidder’s failure to submit a proposal as required may result in disqualification. The proposal and attachments must be fully uploaded and submitted prior to the proposal deadline. Do not wait until the last minute to submit a proposal, as the SIGMA VSS system requires the creation of an account and entry of certain information, in addition to uploading and submitting the materials. The SIGMA VSS system will not allow a proposal to be submitted after the proposal deadline identified in the solicitation Closing On/Closing Date fields (Summary view/Detail view), even if a portion of the proposal has been uploaded.

Questions on how to submit information or how to navigate in the SIGMA VSS system can be answered by calling (517) 373-4111 or (888) 734-9749. The Solicitation Manager will not provide assistance related to the submittal of the proposal and all attachments on the day of the proposal deadline. Responsibility for a complete submission lies with the bidder.

7. EVALUATION PROCESS. The State will evaluate each proposal based on the following factors:

Proposals receiving 80 or more technical evaluation points will have pricing evaluated and considered for award.

The State may utilize all bidder information, without regard to a proposal’s technical score, to determine fair market value for goods or services sought. The State is not obligated to accept the lowest price proposal. If applicable, the State’s evaluation will include consideration of a bidder’s qualified disabled veterans/service -disabled veteran owned business(QVD/SDVOB) status under MCL 18.1261(8). Additional information on the SDVOB preference is available at: https://www.michigan.gov/dtmb/0,5552,7-358-82550_85746_48677-412612--,00.html.

The State strongly encourages strict adherence to the Contract Terms. The State reserves the right to deem a bid non-responsive for failure to accept the Contract Terms. Nevertheless, the bidder may submit proposed changes to the Contract Terms in track changes (i.e., visible edits) with an explanation of the bidder’s need for each proposed change. Failure to include track changes with an explanation of the bidder’s need for the proposed change constitutes the bidder’s acceptance of the Contract Terms. General statements, such as that the bidder reserves the right to negotiate the terms and conditions, may be considered non-responsive.

The State may but is not required to conduct an on-site visit to tour and inspect the bidder’s facilities; require an oral presentation of the bidder's proposal; conduct interviews, research, reference checks, and background checks; and request additional price concessions at any point during the evaluation process.

8. NOTICE OF DEFICIENCY. The State reserves the right to issue a Notice of Deficiency to bidders if the State determines after the proposal deadline that a portion of the RFP was deficient, unclear, or ambiguous. Failure to respond to a Notice of Deficiency timely may be cause for disqualification.

9. CLARIFICATION REQUEST. The State reserves the right to issue a Clarification Request to a bidder to clarify its proposal if the State determines the proposal is not clear. Failure to respond to a Clarification Request timely may be cause for disqualification.

10. RESERVATIONS. The State reserves the right to:

a. Disqualify a bidder for failure to follow these instructions.

b. Discontinue the RFP process at any time for any or no reason. The issuance of an RFP, your preparation and submission of a proposal, and the State’s subsequent receipt and evaluation of your proposal does not commit the State to award a contract to you or anyone, even if all the requirements in the RFP are met.

c. Consider late proposals if: (i) no other proposals are received; (ii) no complete proposals are received; (iii) the State received complete proposals, but the proposals did not meet mandatory minimum requirements or technical criteria; or (iv) the award process fails to result in an award.

d. Consider an otherwise disqualified proposal, if no other proposals are received.

e. Disqualify a proposal based on: (i) information provided by the bidder in response to this RFP; (2) the bidder’s failure to complete registration on www.michigan.gov/SIGMAVSS ; or (3) if it is determined that a bidder purposely or willfully submitted false or misleading information in response to the RFP.

f. Consider prior performance with the State in making its award decision.

g. Consider overall economic impact to the State when evaluating proposal pricing and in the final award recommendation. This includes but is not limited to considering principal place of performance, number of Michigan citizens employed or potentially employed, dollars paid to Michigan residents, Michigan capital investments, job creation, tax revenue implications, and economically disadvantaged businesses.

h. Consider total-cost-of-ownership factors (e.g., transition and training costs) when evaluating proposal pricing and in the final award recommendation.

i. Refuse to award a contract to any bidder that has failed to pay State taxes or has outstanding debt with the State.

j. Enter into negotiations with one or more bidders on price, terms, technical requirements, or other deliverables.

k. Award multiple, optional-use contracts, or award by Contract Activity.

l. Evaluate the proposal outside the scope identified in Section 8, Evaluation Process, if the State receives only one proposal.

11. AWARD RECOMMENDATION. The contract will be awarded to the responsive and responsible bidder who offers the best value to the State, as determined by the State. Best value will be determined by the bidder meeting the minimum point threshold and offering the best combination of the factors stated in Section 8, Evaluation Process, and price, as demonstrated by the proposal. The State will post a Notice of Recommendation for Award on www.michigan.gov/SIGMAVSS .

12. DEBRIEF MEETING AND BID PROTEST. The State will post a Notice of Recommendation for Award, which will provide instructions on how to request a debrief meeting

If you wish to initiate a protest of the award, you must submit your written protest to premoet@michigan.gov no later than 3:00 p.m. EST, five (5) calendar days after posting the Notice of Recommendation for Award, or by 3:00 p.m. EST the next business day if that date falls on a state holiday or weekend. The State reserves the right to adjust this timing and will publish any change on the SIGMA VSS system.

Additional information about the protest process is available at www.michigan.gov/micontractconnect under the “Programs and Policies” link.

13. STATE ADMINISTRATIVE BOARD. Contracts equal to $500,000 or greater than require approval by the State Administrative Board. The State Administrative Board’s decision is final; however, its approval does not constitute a contract. The award process is not complete until the awarded contractor receives a contract fully executed by all parties.

14. GENERAL CONDITIONS. The State will not be liable for any costs, expenses, or damages incurred by a bidder participating in this solicitation. The bidder agrees that its proposal will be considered an offer to do business with the State in accordance with its proposal, including the Contract Terms, and that its proposal will be irrevocable and binding for a period of 180 calendar days from date of submission. If a contract is awarded to the bidder, the State may, at its option, incorporate any part of the bidder’s proposal into a contract. This RFP is not an offer to enter into a contract. This RFP may not provide a complete statement of the State’s environment, or contain all matters upon which agreement must be reached. Other than verified trade secrets, proposals submitted via www.michigan.gov/SIGMAVSS are the State’s property.

15. CONFIDENTIAL TREATMENT FORM AND THE FREEDOM OF INFORMATION ACT. All portions of the bidder’s proposal and resulting contract are subject to disclosure as required under Michigan’s Freedom of Information Act (FOIA), MCL 15.231, et seq. However, some information may be exempt from disclosure. Under MCL 18.1261(13)(b), records containing “a trade secret as defined under section 2 of the uniform trade secrets act, 1998 PA 448, MCL 445.1902,” are exempt from disclosure under FOIA. In addition, “financial or proprietary information” submitted with a bidder’s proposal is exempt from disclosure under FOIA. A bidder’s failure to comply with this Section is grounds for rejecting a bidder’s proposal as non-responsive. As a part of its proposal, each bidder must follow the procedure below.

a. SUBMIT A COMPLETED “CONFIDENTIAL TREATMENT FORM” (CT FORM) WITH YOUR BID. Completion and submission of the CT Form is required regardless of whether the bidder seeks confidential treatment of information. Failure to submit a completed CT Form may be cause for disqualification from the solicitation process.

i. Complete and sign Section 1 of the CT Form if the bidder does NOT request confidential treatment of information contained in its proposal; or

ii. Complete and sign Section 2 of the CT Form if the bidder requests confidential treatment of certain information. Bidder must also submit a “Public Copy” of the proposal with the trade secret, financial, and proprietary information redacted and clearly labeled as the “Public Copy.”

b. FOIA REQUESTS. If a FOIA request is made for a bidder’s proposal, the Public Copy may be distributed to the public along with the bidder’s CT Form. The CT Form is a public document and serves as an explanation for the redactions to the Public Copy. Do not put any trade secret, financial, or proprietary information in the CT Form. Do not redact the CT Form itself.

c. NO ADVICE. The State will not advise a bidder as to the nature or content of documents entitled to protection from disclosure under FOIA or other laws, as to the interpretation of such laws, or as to the definition of trade secret or financial or proprietary information. Nothing contained in this provision will modify or amend requirements and obligations imposed on the State by FOIA or other applicable law.

d. FAILURE TO REQUEST CONFIDENTIAL TREATMENT. Failure to request material be treated as confidential as specified herein relieves the State, its agencies, and personnel from any responsibility for maintaining material in confidence.

e. Bids containing a request to maintain an entire proposal as confidential may be rejected as non-responsive. Bidders may not request confidential treatment with respect to resumes, pricing, and marketing materials. The State reserves the right to determine whether material designated as exempt by a bidder falls under MCL 18.1261 or other applicable FOIA exemptions. If a FOIA request is made for materials that the bidder has identified as trade secret, financial, or proprietary information, the State has the final authority to determine whether the materials are exempt from disclosure under FOIA.

f. Bidder forever releases the State, its departments, subdivisions, officers, and employees from all claims, rights, actions, demands, damages, liabilities, expenses and fees, which arise out of or relate to the disclosure of all or a portion of bidder’s proposal submitted under this RFP. Bidder must defend, indemnify and hold the State, its departments, subdivisions, officers, and employees harmless, without limitation, from and against all actions, claims, losses, liabilities, damages, costs, attorney fees, and expenses (including those required to establish the right to indemnification), arising out of or relating to any FOIA request, including potential litigation and appeals, related to the portion of bidder’s proposal submitted under this RFP that bidder has identified as a trade secret, or financial or proprietary information. The State will notify bidder in writing if indemnification is sought. The State is entitled to: (i) regular updates on proceeding status; (ii) participate in the defense of the proceeding; (iii) employ its own counsel; and to (iv) retain control of the defense, or any portion thereof, if the State deems necessary. Bidder will not, without the State’s written consent (not to be unreasonably withheld), settle, compromise, or consent to the entry of any judgment in or otherwise seek to terminate any claim, action, or proceeding. If a State employee, official, or law is involved or challenged, the State may control the defense of that portion of the claim. Any litigation activity on behalf of the State, or any of its subdivisions under this Section, must be coordinated with the Department of Attorney General. An attorney designated to represent the State may not do so until approved by the Michigan Attorney General and appointed as a Special Assistant Attorney General.

CONFIDENTIAL TREATMENT FORM (CT FORM)

INSTRUCTIONS. Complete either Section 1 or Section 2 of this CT Form and sign where indicated. This CT Form must be signed by the individual who signed the bidder’s proposal. A completed CT Form must be submitted with your proposal, regardless of whether your proposal contains confidential information. Failure to submit a completed CT Form with your bid is grounds for rejecting the proposal as non-responsive. See Section 16 of the Proposal Instructions for additional information.

Section 1. Confidential Treatment Is Not Requested

This section must be completed, signed, and submitted with the proposal if bidder does not request confidential treatment of any material contained in the proposal.

By signing below, the bidder affirms that confidential treatment of material contained in the proposal is not requested.

[Printed Name] [Title] [Company]

Section 2. Confidential Treatment Is Requested

The section must be completed, signed, and submitted with the proposal if bidder requests confidential treatment of any material contained in the proposal. Submission of a completed CT Form is required to request confidential treatment.

Provide the information in the table below. Bidder may add rows or additional pages using the same format shown in the table. Bidder must specifically identify the information to be protected as confidential and state the reasons why protection is necessary. The CT Form will not be considered fully complete unless, for each confidentiality request, the bidder: (1) identifies whether the material is a trade secret (TS), financial information (FI), or proprietary information (PI); (2) explains the specific legal grounds that support treatment of the material as TS, FI, or PI; and (3) provides the contact information for the person at bidder’s organization authorized to respond to inquiries by the State concerning the material. Bidders must not simply cite to an applicable act or case name; rather, bidders must provide a complete justification as to how the material falls within the scope of an applicable act or relevant case law.

CONFIDENTIAL TREATMENT FORM (CT FORM)

By signing below, the bidder affirms that confidential treatment of material contained in its proposal is requested and has attached to this form a redacted “Public Copy” of the bidder’s proposal.

[Printed Name] [Title] [Company]

VENDOR QUESTIONS WORKSHEET

Provide a detailed response to each question. “You” and “company” refers to the bidder.

1. Contact Information

Bidder’s sole contact person during the RFP process. Include name, title, address, email, and phone number.

Person authorized to receive and sign a resulting contract. Include name, title, address, email, phone number and vendor customer code in SIGMA VSS.

2. Company Background Information

Legal business name and address. Include business entity designation, e.g., sole proprietor, Inc., LLC, or LLP.

What state was the company formed in?

Phone number

Website address

Number of years in business and number of employees

Legal business name and address of parent company, if any

Has there been a recent change in organizational structure (e.g., management team) or control (e.g., merger or acquisition) of your company? If the answer is yes: (a) explain why the change occurred and (b) how this change has affected your company.

Discuss your company’s history. Has growth been organic, through mergers and acquisitions, or both?

Has your company been a party to litigation against the State of Michigan? If the answer is yes, then state the date of initial filing, case name and court number, and jurisdiction.

Within the last 5 years, has your company or any of its related business entities defaulted on a contract or had a contract terminated for cause? If yes, provide the date, contracting entity, type of contract, and details about the termination or default.

State your gross annual sales for the last 5 years.

If receiving a contract under this RFP will increase your gross revenue by more than 25% from last year’s sales, explain how the company will scale-up to manage this increase.

Describe partnerships and strategic relationships you think will bring significant value to the State.

State the physical address of the place of business that would have primary responsibility for this account if bidder is awarded a contract under this RFP.

3. Qualified Disabled Veteran/Service Disabled Veteran-Owned Business Program

To demonstrate qualification as a qualified disabled veteran, you must provide:

(a) Proof of service and conditions of discharge (DD214 or equivalent);

(b) Proof of service-connected disability (DD214 if the disability was documented at discharge or Veterans Administration Rating Decision Letter or equivalent if the disability was documented after discharge); and

(c) Legal documents setting forth the ownership of the business entity.

In lieu of the documentation identified above, you may provide proof of certification by the National Veterans Business Development Council.

Enter the names of documents submitted with your proposal to demonstrate status as a qualified disabled veteran.

4. Participation in RFP Development or Evaluation

Did your company, an employee, agent, or representative of your company, or any affiliated entity participate in developing any component of this solicitation? For purposes of this question, business concerns, organizations, or individuals are affiliates of each other if, directly or indirectly: (1) either one controls or has power to control the other or (2) a third-party controls or has the power to control both. Indicia of control include, but are not limited to, interlocking management or ownership, identity of interests among family members, shared facilities or equipment, and common use of employees.

If you entered “YES”, you are not eligible for contract award or to work as a subcontractor for the awarded vendor.

5. State of Michigan Experience and Prior Experience

Does your company have experience working with the State of Michigan? If so, please provide a list (including the contract number) of the contracts you hold or have held with the State for the last 10 years.

Describe at least 3 relevant experiences from the last 5 years supporting your ability to successfully manage a contract of similar size and scope for the work described in this RFP.

Experience 1

Company name Contact name Contact role at time of project Contact phone Contact email

City State Zip

1. Project name and description of the scope of the project

2. What role did your company play?

3. How is this project experience relevant to the subject of this RFP?

Dollar value

Start and end date (mm/yy – mm/yy)

Status (completed, live, other – specify phase)

Results obtained

Experience 2

Company name

Contact role at time of project

City

1. Project name and description of the scope of the project

Dollar value

Start and end date (mm/yy – mm/yy)

Status (completed, live, other – specify phase)

Results obtained

Experience 3

Company name

Contact role at time of project

City

1. Project name and description of the scope of the project

Dollar value

Start and end date (mm/yy – mm/yy)

Status (completed, live, other – specify phase)

Results obtained

6. Standard Contract Terms

Bidder must affirm agreement with the attached Contract Terms. If not in agreement, written exceptions in accordance with Section 8 Evaluation Process must be provided with Bidder’s proposal.

7. Other

Camp Grayling Substation Fire Services 190000001303

SCHEDULE A

STATEMENT OF WORK

CONTRACT ACTIVITIES

BACKGROUND

The Department of Military and Veterans Affairs (DMVA) Camp Grayling Joint Maneuver Training Center (CGJMTC) requires Structural and Vehicle Fire, Aircraft Rescue and Fire Fighting, Rescue, Emergency Medical and HAZMAT/CBRN response services for the CGJMTC South Camp. In general, South Camp includes the Main Cantonment and the military area south of M72 and east of M75.

SCOPE

Provide Structural and Vehicle Fire, Aircraft Rescue and Fire Fighting, Confined Space and Technical Rescue, Emergency Medical and HAZMAT/CBRN response services for CGJMTC South Camp which includes the Main Cantonment and the military area south of M72 and east of M75. Services shall be provided within the guidance set by the Department of Defense Fire and Emergency Services Program DOD 6055.06 www.dtic.mil/whs/directives/corres/pdf/605506p.pd local protocols, the statement of work and deliverables as defined in this RFP during the hours and term specified.

Wild Land Fire protection is not included in this RFP.

The crucial period of coverage is 1 May 2019 through 31 August 2019, 7 days a week, 24 hours a day. Additional periods may be identified prior to 1 May 2019 or after 31 August 2019 but will adjoin this period.

REQUIREMENTS

As defined within this RFP, the Contractor shall provide, except as noted, all services, equipment and trained labor to fulfill all requirements.

These services include, structural and vehicle fire response, first response to HAZMAT, ARFF response, and confined space and technical rescue according to DOD 6055.06 requirements.

Staffing levels and equipment shall be maintained so that Contractor is able to provide the specified coverage by trained, qualified personnel during the specified times and term.

1. General Requirements

1.1. Work and Deliverables

In addition to services provided outside of this contract, Contractor shall provide all services, equipment and trained certified personnel to provide the following:

Scope of Individual Services/Service Level Objectives: Below is a list of the minimum service requirements. These services shall be provided according to State, DOD, Federal, and established local units of government protocols.

A. Structural and Vehicle Fire Response

1. Plan for and respond to structural fire using standards in TABLE E3.T1 and T3 (TABLE E3.T1 and T3 Minimum Level of Service Objectives)

2. Consider local risk conditions.

3. Provide service per local and governmental protocol for this type service.

4. Conduct fire drills on Camp Grayling-JMTC property that include structural and/or vehicle and EMS response activities coordinated with contract Program Manager or designee.

B. ARFF (Aircraft Rescue and Fire Fighting) Response

1. Plan for and respond to ARFF using standards in TABLE E3.T1 and T3 (TABLE E3.T1 and T3 Minimum Level of Service Objectives). An exception to TABLE E3.T1 and T3 is if the Contractor is using non-standard ARFF equipment and procedures.

2. Use operations risk assessment procedures to determine the appropriate amount of resources needed during periods of inactivity (military aircraft present but not flying).

3. When available, include structural fire suppression forces to provide additional rescue and fire suppression personnel to establish agent resupply for sustained operations.

4. Conduct four (4) fire drills on Camp Grayling-JMTC property which include ARFF and EMS response activities coordinated with contract Program Manager or designee.

C. Emergency Medical Services Response

1. Plan for situations requiring EMS using standards in TABLE E3.T1 and T3 (TABLE E3.T1 and T3 Minimum Level of Service Objectives).

2. The Contractor shall provide firefighters with EMT or higher-level qualifications and maintain emergency medical response programs staffed with the appropriately certified emergency medical personnel and equipment.

3. Each initial fire or emergency response shall have an EMT qualified person.

D. Rescue Response

1. Plan for and respond to situations requiring rescue using local protocol and OSHA regulation OSHA CRF 29Part 1910.146. Maintain agreements with adjacent municipalities to provide higher level capabilities when a level capability is available the adjacent municipality.

2. Provide the Program Manager mutual aid agreements and capabilities provided by the agreements.

E. Operation Norther Strike (ONS)

1. Participate in planning for ONS, specifically focusing on fire and emergency operations. Appoint a person and an alternate to be the ONS point of contact.

F. HAZMAT/CBRNE Response Capability

1. Plan for and respond to HAZMAT/CBRNE incidents using established standards, local conditions’ risk considerations and the following:

a. Able to respond to incident, perform initial risk assessment and provide limited defensive measures.

b. Maintain mutual aid agreements with adjacent municipalities to provide supplemental assistance and/or higher-level capabilities.

c. Provide the Program Manager mutual aid agreements and capabilities provided by the agreements.

G. Conduct four (4) fire drills on Camp Grayling-JMTC property which include ARFF and EMS response activities coordinated with State’s contract Program Manager or designee.

1.2. Minimum Level of Service Objectives

All services listed within this RFP must meet a minimum level service objective or time frame of performance. The minimum level of service objective time frames for each of the services is detailed on TABLE E3.T1 and T3 Minimum Level of Service Objectives-Operations Table and Management Table unless modified within this contract.

1.3. Staffing Requirements:

Contractor shall provide minimum sufficient staff to support service level objectives listed in this contract.

A. General Staffing: Contractor shall have daily staffing quantities necessary to meet most demanding service level objectives for complete coverage.

B. Communications: Emergency telecommunications will be provided by Crawford County Central Dispatch, Non-emergency communications will be available via land-line and cell phone with duty crews, along with 2-way radio systems already in operation.

1.4. Minimum Training/Equipment/Apparatus Requirements:

A. Contractor shall have trained ARFF personnel with appropriated personal protective equipment.

B. Contractor shall strive to utilize ARFF equipment/apparatus/tactics to meet the ART listed in TABLE E3.T1 and T3. If Contractor utilizes ARFF Vehicles than vehicles shall comply with NFPA regulations. If modified equipment is used than modified procedures shall be used to meet requirements.

1.5. Reports Required:

A. The Contractor shall provide a monthly accounting of services provided.

B. Contractor shall provide reports regarding the cause and origin of a DMVA fire and/or crash rescue incident that it responded to, and cooperate in any DMVA investigation of any such fire and or crash rescue. Report will include at a minimum the point of origin for fires and cause determination for all other events.

C. Monthly, the Contractor shall provide incident reports to Program Manager. An incident report shall be generated for each response to CGJMTC by Contractor. It shall include response time and incident characteristic (structure fire, AFRR, etc.)

D. An after-action review for fire drills shall be provided within 5 days of the fire drill.

2. Acceptance

2.1. Acceptance, Inspection and Testing

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

Contractor must meet all of the statement of work and deliverables requirements, specifications and guidelines.

2.2. Final Acceptance

Final acceptance will be based on successful completion of the statement of work and deliverables.

3. Staffing

3.1. Contractor Staff, Roles and Responsibilities

A. The Contractor must be able to provide appropriate staff to properly service the requirements of this Contract. Staffing levels must be maintained so that the contractually specified coverage and responsibilities are provided by qualified, trained fire personnel as specified in Section 1, General Requirements.

B. The Contractor and/or its designee shall have exclusive jurisdiction over all Fire Department equipment, vehicles and personnel while responding to any DMVA fire protection and/or crash rescue service.

C. The Contractor and/or its designee shall have exclusive decision-making authority for the staff under its direction while responding to a structural fire.

D. The Contractor and/or its designee shall have exclusive decision-making authority for the staff under its direction while responding to and/or crash rescue event.

E. Contractor must provide a detailed organizational chart, specifically listing all staff, skill level, and physical location for all persons employed by the Contractor.

F. Contractor is responsible for repair, replacement or cleanup, as necessary, of real property or equipment due to carelessness or negligence on the part of the Contractor and/or its personnel.

G. The Contractor shall have accessible customer service staff with an individual(s) specifically assigned to DMVA Contract. The Contractor shall have experienced staff that make scheduled timely personal visits to DMVA locations. The Contractor’s customer service representative must respond to all State agency inquiries promptly.

H. Conduct four (4) fire drills on CGJMTC property. These shall include structural, vehicle and ARFF, and all shall include EMS. Conduct at main cantonment, GAAF airfield and MATES. Coordinate with the State’s Program Manager designee.

I. Contractor is required to provide the Camp Grayling Program Manager or designee after action reports according to FEMA regulations http://www.fema.gov/library/view.

J. Contractor will review and discuss the after-action report with the Camp Grayling Program Manager or designee to review, determine lessons learned and offer recommendations for future action.

K. The Contractor shall make final determination of a contractual employee’s suitability for assignment to a specific location. Provide all contractual employees requirements and qualifications to DMVA.

L. Contractor to provide names and phone numbers of staff with detailed resumes and identify general fire department staff.

3.2. State of Michigan DMVA Staff, Roles and Responsibilities A. The agency Program Manager may require that Contractor immediately remove any contractual employee(s) from the agency's premises for just cause. The Contractor will assume any, and all, responsibilities relating to this removal.

B. The Program Manager will work in conjunction and cooperation with the Contractor to conduct four (4) fire drills on CGJMTC property which include structural, AARF and EMS. Fire drills shall occur at main cantonment, GAAF cantonment, GAAF airfield and MATES. Site substitution can be approved by the Program Manager. Coordinate with Program Manager or designee for EMS Response activities.

C. The Program Manager or designee will coordinate, review and discuss with Contractor after action to discuss lessons learned from disaster or action to offer recommendations.

D. Reports provided by Contractor as required by FEMA regulations http://www.fema.gov/library/view E. Coordinate once a month with Contractor to provide upcoming unit load and training activity.

F. The agency shall provide facility space located on Camp Grayling, main cantonment (within building #39) for staging of personnel and equipment. The contractor will have exclusive use of a bay and administrative areas, and shared use of common areas, including showers and bathrooms. The building will be shared with military personnel. Lodging is available at the non-official rate and meals are available at the non-military rate.

3.3. 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.

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.

3.4. Security

All Contractor employees shall wear identifying shirts or badges stating their name and the name of the Contractor.

4. Project Management

4.1. Project Plan

A. The Contractor will provide full time staffing to create one (1) engine company consisting of three (3) firefighters with one (1) firefighter supervisor, 24 hours a day, seven (7) days per week, 1 May 2019 through 31 August 2019. Additional personnel needed through the use of call-in volunteer firefighters required to supplement an active response will not be paid under this contract.

B. The Contractor will provide Structural and Vehicle Fire Protection to all CGJMTC properties within its jurisdiction. Response consistent with Table 1 requirements will be accomplished during the length of the contract terms using full time on duty personnel for initial response and call-in/call-back for full alarm situation.

C. Contractor will provide ARFF response to all CGJMTC properties within its jurisdiction. Response consistent with TABLE E3.T1 and T3 requirements will be accomplished during the length of the contract terms using full time on duty personnel for initial response and call-in/call-back for full alarm situation. Although the use of Structure firefighting apparatus and modified response tactics are acceptable the Contractor should strive to use ARFF specific apparatus and corresponding response tactics.

D. If the Contractor is unable to meet the requirement of non-transport Emergency Medical Services (BLS with AED) outlined in TABLE E3.T1 and T3 firefighters on shift for this contract will be at a minimum EMT basic licensed. Transport is expected to continue to be provided by Mobile Medical Response.

E. Contractor will provide Confined Space and Technical Rescue Services through the use of on-duty shift personnel, and call-in/call-back as required to accomplish incident objectives through the term of the contract. Response performance to meet expectations outlined in TABLE E3.T1 and T3. In addition, the contractor shall have structural fire protection, aircraft crash rescue mutual aid agreements in place with other fire agencies for Rescue Services.

F. Contractor employee will undergo background checks that include, checks for criminal history, driver’s license and NCIC. In addition, the background check includes the investigation of the employees past working careers, school attendance and grading, military discharged as honorable only, financial history. Potential employees back ground will be clear of any felony convictions, misdemeanor violent crimes convictions, major driving offenses. Contractor will provide a letter to the site coordinator on all employees and a summary about the check including Pass or Fail. Information obtained via LEIN can only be used in the back-ground investigation and is not to be shared nor reproduced by anyone not LEIN qualified.

4.2. 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.

4.3. Reporting

A. Contractor will provide the reports identified in the Scope of Work and Deliverables according to the specified requirements.

B. Accounting for this program will be maintained by the Contractor and shall use currently accepted accounting practices and reporting procedures. Monthly reports shall be available to CGJMTC.

C. The Contractor shall report on all incidents within its jurisdiction and to investigate fires to determine origin and cause. Reports are currently generated for the National Fire Incident Reporting system (NFIRS), original and cause, and local run statistics. Additional reports will be made available to maintain compliance with this program

5. Ordering

5.1. Authorizing Document

The appropriate authorizing document for the Contract will be a Purchase Order.

6. Invoice and Payment

6.1. Price Term

Prices quoted are firm fixed for the entire duration of the contract. No changes will be approved by the state.

6.2. Invoice Requirements

All invoices submitted to the State must include: (a) date; (b) purchase order; (c) quantity; (d) description of the Contract Activities; (e) unit price; (f) shipping cost (if any); and (g) total price. Overtime, holiday pay, and travel expenses will not be paid.

6.3. Payment Methods

The State will make payment for Contract Activities by electronic funds transfer (EFT). The Contractor must be registered with the state of accept EFT payments.

6.4. Procedure

Contractor will be paid monthly for all invoices received by the 5th day of the following month. Invoice submittal instructions will be detailed on the Authorizing Document.

7. 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 seek the appropriate services needed from another contractor and collect liquidated damages form the Contractor for the difference in the amount paid to perform services

8. Additional Requirements

8.1. Environmental and Energy Efficient Products

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.

8.2. 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.

8.3. 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.

8.4. 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.

TABLE E3.T1. MINIMUM LEVEL OF SERVICE OBJECTIVES – OPERATIONS1

DoDI 6055.06, December 21, 2006

Structural Fire

Other Fire Response/Investigative Response

HAZMAT/CBRNE

First Arriving Company (Defensive Operations)5 Full Alarm Assignment (Offensive Operations)5

Emergency Medical

ARFF

Technical Rescue

Wildfire

Other Response

As required to meet NFPA standard, other consensus standard, or installation standard of cover

1This table deviates from NFPA standards based on historical risk profile of DoD…