Lathe -Schedule A.docx

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STATE OF MICHIGAN

Request For Proposal No. 190000001967 Clausing/Colchester 15” x 50” Geared Head Gap Bed Lathe

SCHEDULE A

STATEMENT OF WORK

CONTRACT ACTIVITIES

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.

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.

SCOPE

This is a bid request for a Clausing/Colchester 15” x 50” Geared Head Gap Bed Lathe with additional features, installation and training.

This bid is brand specific or pre-approved equivalent. Bidders must submit any proposed alternates as a question by the deadline for bidder questions. Specifications should be emailed with the question. The State may or may not approve a proposed alternate, in its sole discretion. Approval or disapproval of proposed alternates will be posted in the Q&A document online.

REQUIREMENTS

1. General Requirements

1.1. Product Specifications

The Contractor must provide a Clausing/Colchester 15” x 50” Geared Head Gap Bed Lathe for MDOC/Education to use at the CNC Program according to the following specifications. The Contractor will be required to provide the lathe as ordered and within the time constraints required.

The Contractor is solely responsible to ensure that products delivered meet the specifications and requirements of this RFP.

The Contractor must provide the following:

Quantity: 2 Manufacturer brand, part number: Clausing/Colchester 15” x 50” Geared Head Gap Bed Lathe, model 8043

Optional Equipment to be included for each lathe:

15-775A-BSL187 Aloris Cuttoff Blades Self-Locking Throw Away 3/16" (CA)

Installation of 2 Axis System Installation of Taper Attachment Contractor must provide the brand, model number and options of equipment proposed.

Contractor will provide a hard copy of any instruction manual, warranty, drawings and/or any other documentation for machine upon delivery of the product.

1.2. Warranties

Describe any warranties included in the bid and explain the process for reporting warranty issues and how the Contractor will handle any repairs or replacements.

Contractor must provide detailed information as requested in the above requirement(s).

The State reserves the right to require additional warranties other than those identified by the Contractor in its response to this RFP.

1.3. Recall Requirements and Procedures

In the event of a recall, the Contractor must immediately notify MDOC Program Manager by email. The Contractor must provide instructions detailing the process to return the products to the Contractor at the expense of the Contactor. The Contractor is solely responsible for notifying MDOC and coordinating the return of the products.

2. Service Levels

2.1. Time Frames

All Contract Activities must be delivered within time frames specified below. The receipt of order date is pursuant to Section 2, Notices, of the Standard Contract Terms.

2.2. Delivery

Deliveries will be accepted 7:30 a.m. through 1:30 p.m., EST/EDT Monday through Friday, excluding State of Michigan holidays. The State of Michigan holidays are: New Year’s Day, Martin Luther King Jr. Day, President’s Day, Memorial Day, Independence Day, Labor Day, General Election Day on even numbered years, Veterans Day, Thanksgiving Day, Day after Thanksgiving, Christmas eve, Christmas Day, and New Year’s Eve.

Delivery will be made at:

Parnall Correctional Facility 1780 E. Parnall Road Jackson, MI 49201-7138

Delivery date must be coordinated with the Program or Facility Manager Joe Lienhart/ lienhartj@michigan.gov / (517) 780-7095, Or Brian Friedman/ friedmanb1@michigan.gov / (517) 780-6309.

2.3. Installation

The State prefers installation upon delivery or within 3 business days of delivery. Installation will be considered complete when facility inspects, successfully tests, and provides written acceptance.

Contractor must provide detailed information as requested in the above requirement(s).

Installation must be coordinated with the Program or Facility Manager Joe Lienhart/ lienhartj@michigan.gov / (517) 780-7095, or Brian Friedman/ friedmanb1@michigan.gov / (517) 780-6309. Installers must be LEIN cleared in advance through the Facility Manager

Explain anything needed from the State during the install process.

Contractor must provide detailed information as requested in the above requirement(s).

2.4. Maintenance

What periodic and annual maintenance is required?

Contractor must provide detailed information as requested in the above requirement(s).

What maintenance is the State expected to do? With what frequency?

Contractor must provide detailed information as requested in the above requirement(s).

What if any maintenance is required by contractor? What is the cost/scope/time cadence?

Contractor must provide detailed information as requested in the above requirement(s).

Will Contractor provide the maintenance that the State cannot complete alone? What city and state are the maintenance staff based out of?

Contractor must provide detailed information as requested in the above requirement(s).

2.5. Training

What training does the vendor offer? On-site? Train the Trainer? Leave behind materials?

What does subsequent training cost after install, if needed?

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

Contractor must provide detailed information as requested in the above requirement(s).

2.6. Meetings

The Contractor may be required to attend the following meetings:

· Testing

· Acceptance and/or review of issues The State may request other meetings as it deems appropriate.

3. Staffing

3.1. Contractor Representative

The Contractor must appoint an installation and training lead contact, specifically assigned to State of Michigan accounts, that will respond to State inquiries regarding the Contract Activities, answering questions related to ordering and delivery, etc. (the “Contractor Representative”).

Installer Contractor must provide detailed information as requested in the above requirement(s).

Trainer Contractor must provide detailed information as requested in the above requirement(s).

3.2. Customer Service Toll-Free Number

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

Contractor must provide detailed information as requested in the above requirement(s).

3.6. Technical Support, Repairs and Maintenance

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

Contractor must provide detailed information as requested in the above requirement(s).

3.7. Disclosure of Subcontractors

If the Contractor intends to utilize subcontractors, (including for installation or training) 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.

Contractor must provide detailed information as requested in the above requirement(s).

3.8. Security Comment by Cook, Rebecca (MDOC): Use current LEIN language, Vendor Handbook and PREA.

The Contractor will be subject the following security procedures:

1. All Contractor and Subcontractor staff working at the MDOC location on the Contract must undergo a security and background check, to include at a minimum ICHAT http://apps.michigan.gov/ichat/home.aspx, to be performed by the Contractor at its expense.

2. The Contractor‘s and subcontractor’s staff that are entering a State-MDOC facility must be Law Enforcement Information Network (LEIN) cleared by the State-MDOC prior to facility entry. The Contractor must submit the LEIN information to Bryan Griswold at griswoldb@michigan.gov at least two business days prior to the facility visit. If an employee of the Contractor or subcontractor has a felony or misdemeanor conviction (excluding minor driving offenses), that employee may not be permitted to enter any State-MDOC facility. The LEIN check is no cost to the Contractor.

3. The awarded Contractor’s and subcontractor’s staff may be required to complete and submit an RI-8 Fingerprint Card for Finger Print Checks to the State-MDOC.

4. The Contractor must anticipate delays when visiting any facility due to issues within that facility.

5. All vehicles entering a State-MDOC correctional facility must be inspected before entry of the secure perimeter.

6. The State-MDOC reserves the right to deny access to any facility to any Contractor(s)/ subcontractor(s) staff members who fails to comply with any applicable State, Federal or local law, ordinance or regulation or whose presence may compromise the security of the facility, its members or staff.

7. All drug, alcohol, tobacco products, cellular devices, smart watches, iPads, computers, weapons, fireworks and explosives are prohibited at all correctional facilities.

8. Contractor(s) that come into the Administration Building of a correctional facility will need to secure their cellular devices and personal tobacco products in their locked vehicle prior to entrance. If the Contractor arrives with such products, the Contractor will be requested to return them to their locked/secured motor vehicle.

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

The bidder’s staff may be required to make deliveries to or enter State facilities. The bidder 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. The State may require the Contractor’s personnel to wear State issued identification badges.

Contractor must provide detailed information as requested in the above requirement(s).

3.9 Vendor Handbook

Contractor staff that provide direct services to offenders (prisoner, parolee, probationer), handle or may have access to offender records, or provides supervisory services to staff performing any of the previously identified functions, must read and sign the MDOC Vendor Handbook as directed by the Michigan Department of Corrections. As deemed necessary, the MDOC will provide the Contractor with a copy of the updated Vendor Handbook via email. Any revisions to the documents will be emailed to the Contractor throughout the Contract period, and the Contractor must comply with all documentation provided.

3.10 PREA

Prison Rape Elimination Act of 2003 (PREA), 42 U.S.C. § 15601

1. The Contractor and the Contractor Personnel shall comply with the Final Rule implementing PREA, all applicable PREA standards (Schedule A-1) and the agency’s policies. The Contractor and Contractor Personnel shall make itself familiar with and at all times shall observe and comply with all PREA regulations which in any manner affect the performance under this Contract. Failure to comply with the PREA standards and related polices of the MDOC will be considered a breach of contract and may result in termination of the contract.

2. Contract Personnel who may have contact with prisoners must complete PREA training Program A - Correctional Facilities Administration (CFA) Security Regulations (Schedule A-2) prior to entrance in any MDOC Facility. Upon completion, Contractor Personnel shall submit a signed memorandum to the Contract Administrator documenting completion of the training and date of completion.

3. As is deemed necessary, the MDOC Contract Monitor or Program Manager will provide the Contractor with current copies of all PREA documents via email. Any revisions to the documents will be emailed to the Contractor throughout the Contract period, and the Contractor must comply with all documentation provided.

4. Pricing

4.1. Price Term

Pricing is firm for the entire length of the Contract.

Paid 100% after delivery, installation, and acceptance by the State.

5. Ordering

5.1. Authorizing Document

The appropriate authorizing document for the Contract will be a purchase order.

5.2 Order Verification

The Contractor must have internal controls to verify abnormal orders and to ensure that only authorized individuals place orders.

6. Delivery

6.1 Delivery Timeframe

The State prefers delivery within 30 calendar days upon receipt of order.

Contractor must specify delivery lead time, after receipt of order (ARO).

Once the Contractor and the Facility Manager mutually agree upon a delivery date in writing, MDOC will deduct 1% for every week that shipment and/or installation is late.

6.2. Packaging and Palletizing

Packaging must be optimized to permit the lowest freight rate. Shipments must be palletized whenever possible using manufacturer's standard 4-way shipping pallets.

What are dimensions of proposed equipment?

Contractor must provide detailed information as requested in the above requirement(s).

What are dimensions of proposed equipment when crated and/or palletized?

Contractor must provide detailed information as requested in the above requirement(s).

The Contractor is responsible to remove all packaging material at time of installation.

7. Acceptance

7.1. Acceptance, Inspection and Testing

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

· Contract Activities delivered must meet the specifications of the bid.

· Contract Activities are subject to inspection and testing by the State.

Acceptance Testing:

Signature of receipt of goods does not constitute as acceptance. Acceptance will be given by the facility after the product has been installed, successfully tested and the rest of the contractor requirements included in the quote have been performed. Payment will be made upon acceptance of the unit.

If Contractor is unable to get the machine functioning up to manufacturer standards within 30 calendar days of initial installation, the machine may be considered defective. If this occurs, MDOC may require its removal and/or a new machine, at no additional cost.

If the Program Manager finds any aspect of the product or installation unacceptable, the FM will notify the Contractor in writing within 5 business days of receipt/completion. The Contractor will have two weeks to make corrections, unless a longer time period is pre-approved in writing by the PM. Any re-work shall be at no additional cost to the State.

8. Invoice and Payment

8.1. 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.

Payment will be made after the State has made final acceptance of the equipment installation.

8.2. Payment Methods

The State will make payment for Contract via EFT.

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

Contractor must provide detailed information as requested in the above requirement(s).

10. Additional Requirements

10.1. Environmental and Energy Efficient Products

The Contractor must identify any energy efficient, bio-based, or otherwise environmental friendly products used in the products. Contractor must include any relevant third-party certification, including the verification of a United States department of agriculture certified bio based product label.

Contractor must provide detailed information as requested in the above requirement(s).

10.2. 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.

Contractor must provide detailed information as requested in the above requirement(s).

10.3. 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.

Contractor must provide detailed information as requested in the above requirement(s).

10.4. 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.+

Contractor must provide detailed information as requested in the above requirement(s).

Version 1 Revised Date: 7/28/2017