Mandatory Document 3 - Schedule A - Statement of Work.docx

SCHEDULE A – STATEMENT OF WORK CONTRACT ACTIVITIES

Company Name: _______________________ Contact: _____________________________ Address: _____________________________ Telephone: ___________________________ Email: _______________________________ SIGMA Vendor I.D.:_____________________ Department of Natural Resources Bundled and Bulk Firewood for State Park Campgrounds Request for Proposal No. 240000000806

MANDATORY DOCUMENT

COMPLETE AND ATTACH WITH THE PROPOSAL IN SIGMA VSS

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.

Bidders are not required to bid on all locations included in this RFP. The DNR anticipates issuing a split award to multiple vendors.

BACKGROUND

The Michigan Department of Natural Resources, Parks and Recreation Division, hosts over 1.1 million camp nights for millions of campers each year. For most, campfires are an intrinsic part of the camping experience.

Transporting firewood is a major pathway for the spread of invasive insects and disease. In Michigan, 75% of new infestations of emerald ash borer were associated with campgrounds, and 80% of outlier infestations were traced to firewood. The cost associated with the removal and replacement of ash trees damaged or killed by this one insect was estimated to exceed $10 billion by the year 2020.

Firewood for sale on site reduces the amount of firewood transported by campers to Park and Recreation campgrounds, reduces the risk of new infestations or new species, saves Michigan’s trees, saves taxpayer dollars, and provides cleaner, safer, higher quality wood for campfires.

SCOPE

To prevent the spread of invasive insects and disease, the Department of Natural Resources, Parks and Recreation Division, is asking campers to “Protect Michigan State Parks” by leaving firewood at home and using only heat-treated, locally sourced (i.e., ideally within 10 miles of the campground), or artificial firewood in State Parks. Beginning in 2018, the DNR began providing safe, pest and disease-free heat-treated wood for re-sale to campers at multiple locations. The ultimate goal of the Michigan DNR is 100% heat-treated or artificial firewood and 0% transport of non-heat-treated firewood to all locations offering campfires.

Due to the amount of shrink wrap and plastic stretch film / cling wrap required for firewood bundles and pallets, he DNR is exploring options to reduce non-biodegradable waste at State Park Campgrounds. The State STRONGLY prefers firewood bundle and pallet wrapping materials that are biodegradable or made from recycled material.

Examples of biodegradable materials are:

a. biodegradable shrink wrap or stretch film,

b. natural sisal twine,

c. natural or biodegradable fiber bags, shrink wrap / stretch film or

d. bags made from recycled material,

e. natural fiber or biodegradable strapping, etc.

Bidders offering heat-treated firewood and / or wrapping materials that are biodegradable or made from recycled materials are not guaranteed award of all locations included in this RFP. The State reserves the right to award contracts to multiple vendors based upon the product offered and the best value (including heat-treatment proposed, wrapping material proposed, and price) for each Park and Recreation location. However, Bidders offering heat-treated firewood and / or wrapping materials that are biodegradable materials or made from recycled materials may receive an award preference in the form of FIVE (5) year contract with up to five 1-year options to renew.

Passing proposals will be evaluated, and contract award recommendation made using a tiered system, in the following order:

1. Firewood heat treated per USDA / APHIS Treatment Schedule T314-c 160º/75 minutes.

2. Firewood heat treated per USDA / APHIS Treatment Schedule T314-a 140º/60 minutes.

3. Proposals from Bidders actively working toward kiln certification.

4. Proposals offering non-heat-treated wood.

5. Proposals offering wrapping materials that are biodegradable or made from recycled materials.

Bidders proposing heat-treated wood per T314-c or T314-a may receive an award recommendation for a multiyear contract with five (5) base years and up to five (5) 1-year options to renew.

Bidders actively working toward USDA/APHIS kiln certification may receive an award recommendation for a multiyear contract with three (3) base years and up to seven (7) 1-year options to renew. Option years will be contingent upon kiln certification.

Bidders offering non-heat-treated wood may receive an award recommendation for a multiyear contract with three (3) base years and up to two (2) 1-year options to renew.

Bidders offering wrapping materials that are biodegradable or made from recycled materials may receive an award recommendation for a multiyear contract with five (5) base years and up to five (5) 1-year options to renew. Option years will be contingent upon the type of wrapping material proposed.

All awarded Contractors must comply with all statutes, quarantines, requirements, and safe movement recommendations for non-heat-treated wood which includes, but is not limited to, movement of wood from the point of origin to the point of firewood processing, and movement of wood from point of firewood processing to delivery location. For information on current firewood regulations, Bidders may contact the Michigan Department of Agriculture and Rural Development at https://www.michigan.gov/mdard.

Failure to move firewood according to all statutes, quarantines, requirements and safe movement recommendations for non-heat-treated wood may result in contract cancellation and re-award to another vendor.

Contractors will carry out the Contract Activities under the direction and control of the Department of Natural Resources (DNR) Contract Administrator and // or the location Program Manager.

Contractors will work in cooperation with the State to provide the safest, highest quality firewood available, at the lowest price possible, in a timely and efficient manner.

Contractors must be willing to work in partnership with their awarded location staff, and able to deliver firewood to each location as specified.

Locations requiring the Contractor to unload, move pallets, or hand-stack do not have staff or equipment available and must be able to rely on their vendor to perform as required.

Locations stating “preferred but not required” have staff and equipment available but must rely on their vendor to deliver on the preferred day and timeframe to ensure staff and equipment are in place and available to handle delivery.

REQUIREMENTS

A. General Requirements

1.1. Product Specifications

A. The State strongly prefers all bundled and bulk firewood be heat treated in a USDA / APHIS certified kiln per Heat Treatment Schedule T314-c at 160º Fahrenheit for 75 minutes or Treatment Schedule T314-a at 140º Fahrenheit for 60 minutes. For kiln certification requirements or additional information on heat treatment schedules, please go to www.aphis.usda.gov.

B. Bidders offering USDA / APHIS heat-treated bundled or bulk firewood must provide a detailed response regarding kiln certification in the Vendor Questions Worksheet AND submit kiln certification documentation with their proposal.

C. The State reserves the right to independently verify USDA / APHIS kiln certification.

D. Bidders offering non-heat-treated bundled or bulk firewood should provide a detailed response in the Vendor Questions Worksheet outlining how they intend to prevent the spread of invasive species and disease in the firewood proposed.

A. AT A MINIMUM:

1. Non-heat-treated firewood should be obtained by the Contractor within the same county as the delivery location. The State is requesting that non-heat-treated firewood obtained outside the delivery county be moved not more than fifty (50) miles from the point of origin to the delivery location, per National Firewood Task Force Recommendations https://www.dontmovefirewood.org/resources/national-firewood-task-force-recommendations. The State defines the delivery location as the approximate center of the Park or Recreation Area. Non-heat-treated firewood should originate and be processed within one county, or within 50 miles of the delivery location. The transportation distance must not violate any Federal or State EAB (or other species) quarantines currently in place, or that may be instituted during the duration of any Contract resulting from this RFP.

2. Non-heat-treated firewood delivered in 2023 (the first year of the contract) should have had at least one summer to dry (season). Thereafter, and for the remainder of the contract term, non-heat-treated firewood must have had at least one (1) full calendar year OR two (2) summers, but not more than five (5) summers, to dry (season) prior to transport to delivery location to prevent the spread of disease and avoid wood infestation by exotic and native insects AND

3. To avoid violation of federal interstate restrictions on the movement of wood or wood products, non-heat-treated firewood should be obtained and originate within the State of Michigan.

4. All firewood, heat-treated and non-heat-treated, must be transported in accordance with restrictions under federal and / or state quarantines. https://www.michigan.gov/mdard. Hardwood firewood that has been heat treated per USDA / APHIS heat treatment schedule T314-a or T314-c is exempt from quarantine movement restrictions if it is packaged, bears a USDA compliance stamp, and is clearly marked with the producer’s name and address.

E. Bundle Size. Firewood bundles must meet Industry Standard - ¾ of a cubic foot per bundle. The State is requesting a bundle size of 12” x 12” x 16”. Bidders offering larger bundles should state the size offered, including the cubic feet per bundle.

F. Bundled Firewood may be split log, slab wood, or a mixture of split log and slab wood. Non-heat-treated firewood delivered in 2023 (the first year of the contract) should have had at least one summer to dry (season). Thereafter, and for the remainder of the contract term, non-heat-treated firewood must have had at least one (1) full calendar year OR two (2) summers, but not more than five (5) summers, to dry (season) prior to transport to delivery location.

1. Split Log Firewood Bundles must contain:

a. at least 60% hardwood, excluding poplar, ash, and hemlock.

b. no more than 10% bark.

c. wood pieces of varying sizes.

d. at least 10 pieces of wood.

e. The largest piece of wood should be no larger than 5” x 5” x bundle length, the smallest piece should be no smaller than 1” x 2” x bundle length.

2. Slab Wood Firewood Bundles must contain:

a. at least 90% hardwood, excluding poplar, ash, and hemlock.

b. no more than 10% bark.

c. wood pieces of varying sizes.

d. at least 12 pieces of wood.

e. The largest piece of wood at least 4” x 8” x bundle length and the smallest piece no smaller than 1.5” x 2” x bundle length.

3. Mixed Split Log and Slab Wood Firewood Bundles must contain:

a. at least 90% hardwood, excluding poplar, ash, and hemlock.

b. no more than 10% bark.

c. wood pieces of varying sizes.

d. at least 12 pieces of wood.

e. The largest piece of wood at least 4” x 8” x bundle length and the smallest piece no smaller than 1” x 2” x bundle length.

G. Wrapping Material.

1. The DNR is exploring options to reduce non-biodegradable waste at State Park Campgrounds.

2. Due to the amount of shrink wrap and plastic stretch film / cling wrap required for firewood bundles and pallets, the State STRONGLY prefers firewood bundle and pallet wrapping materials that are biodegradable or made from recycled material.

3. Examples of biodegradable materials are:

f. biodegradable shrink wrap or stretch film,

g. natural sisal twine,

h. natural or biodegradable fiber bags, shrink wrap / stretch film or

i. bags made from recycled material,

j. natural fiber or biodegradable strapping, etc.

4. At a MIMINUM, firewood bundles must be securely wrapped or banded with non-toxic, combustible material. The State strongly prefers natural sisal twine. Metal bands are not allowed. A separate handle or handle formed from the wrapping material is desired.

5. Natural sisal twine must be new and must have a minimum tensile strength of 110 pounds and minimum knot strength of 60 pounds.

6. Synthetic twine must be biodegradable, non-toxic, and harmless if eaten by animals or burned in a fire.

7. Plastic stretch film must be wrapped a minimum of 3 to 4 times around the bundle.

8. Plastic shrink wrap must not fully enclose the bundle to allow air circulation.

B.

Bidder Response

Firewood proposed will be heat treated by USDA / APHIS certified kiln per Treatment Schedule T314-c at 160º for 75 minutes.

Documentation of kiln certification is attached with the proposal in SIGMA.

Firewood proposed will be heat treated by USDA / APHIS certified kiln per Treatment Schedule T314-a at 140º for 60 minutes.

Documentation of kiln certification is attached with the proposal in SIGMA.

Firewood proposed will not be heat treated.

Transport of firewood proposed from source location to delivery location will not violate any quarantine that may be in place.

Non-heat-treated firewood proposed will be stored for a minimum of one (1) full year to dry (season) prior to transport to delivery location.

The Contractor agrees to comply with all statutes, quarantines, requirements, and safe movement recommendations for non-heat-treated wood. For information on current firewood regulations, Bidders may contact the Michigan Department of Agriculture and Rural Development at https://www.michigan.gov/mdard

Number of bundles proposed per pallet. __ Pallets must not be stacked higher than 60” including depth of pallet and must be securely banded or wrapped to prevent shifting of bundles during transport and movement to storage.

Firewood proposed will be split log.

Bundles will contain at least 60% hardwood, excluding poplar, ash, and hemlock.

Bundles will contain no more than 10% bark.

Bundles will contain at least ten (10) pieces of wood.

All pieces will be no larger than 5” x 5” x bundle length and no smaller than 1” x 2” x bundle length.

Firewood proposed will be slab wood.

Bundles will contain at least 90% hardwood, excluding poplar, ash, and hemlock.

Bundles will contain no more than 10% bark.

Bundles will contain at least twelve (12) pieces of wood.

All pieces will be no larger than 4” x 8” x bundle length and no smaller than 1.5” x 2” x bundle length.

Firewood proposed will be a mixture of split log and slab wood.

Bundles will contain at least 90% hardwood, excluding poplar, ash, and hemlock.

Bundles will contain no more than 10% bark.

Bundles will contain at least twelve (12) pieces of wood.

All pieces will be no larger than 4” x 8” x bundle length and no smaller than 1” x 2” x bundle length.

Wrapping or banding material proposed: ____________________ If the wrapping material is biodegradable or made from recycled material, please provide detailed information on the wrapping material, including the anticipated shelf life of the material once used to wrap bundles or pallets.

Detail:

If natural sisal twine, provide the tensile and knot strength: __________

Are you including bundle handles?

Handle material proposed: ______________

H. Location Specification Sheets and Vendor Pricing

1. Schedule B1 – Location Specification Sheets (LSS) are included for each location included in this RFP and provide the location name and address, site contact information, estimated annual requirements, unloading requirements, price per bundle, designated point of contact, and preferred days and timeframes for delivery.

2. Bidders are NOT required to provide a proposal for all locations included in this RFP.

a. For locations that are not included in the proposal, Bidders should note NO BID in the price per bundle section.

b. All Location Specifications Sheets must be completed (or marked NO BID) and attached with the proposal in SIGMA VSS.

3. Bidders must carefully review the Location Specification Sheets for each location included in the proposal.

· EMAIL all questions regarding location specific requirements to the Solicitation Manager listed on the Cover Page of this RFP.

· DO NOT contact the individuals included for the locations.

4. Bidders are required to provide the price / bundle on the LSS for each location included in their proposal. Bidders may also include a quoted price per bundle for orders requesting delivery with less than 7-day lead time.

5. For each location included in the proposal, Bidders must acknowledge they have reviewed, understand and agree to the requirements for each location included in their proposal, note any proposed exceptions to location requirements, ensure the proposed subcontract complies with delivery requirements, provide the county of origin for products proposed, provide the approximately distance from the wood point of origin to processing location, and distance from processing location to delivery location. The DNR reserves the right to accept or reject any Bidder exceptions. Failure to include pricing, acknowledge agreement, or provide wood origin and / or transport distances may result in proposal disqualification in whole or in part.

6. Estimated annual requirements.

a. Estimated annual requirements are based on the average number of bundles sold at each location over the previous five-year period and are provided for bidding purposes only.

b. Estimated annual requirements are not a guarantee of the number of bundles that may be purchased annually.

c. Estimated annual requirements are not a limit to the number of bundles that may be required.

7. Maximum Delivery Vehicle Length.

a. State Park campgrounds are high-use areas with large numbers of campers and traffic and some locations do not have space to maneuver large delivery vehicles, i.e., semi-trailers. Please review the LSS for each location included in the proposal to ensure your delivery vehicle(s) are acceptable.

8. Bundles Delivered on Pallets / Maximum Pallets per Delivery.

a. All locations included in this RFP allow delivery on pallets.

b. All locations have specified the maximum number of pallets they can accept per delivery. The maximum number of pallets is based on storage availability. Please review the LSS for each location included in the proposal to verify requirements.

· The maximum number of pallets per delivery is NOT a guarantee on the number of pallets that could be ordered.

· Locations may order less than, or more than, the maximum number of pallets stated.

c. Contractor Pallets – Each location included in this RFP has stated the maximum number of empty Contractor pallets that may remain on site. Awarded Contractors will be expected to work with the Designated Point of Contact at each awarded location to arrange a suitable location for empty pallets to be stored prior to Contractor retrieval.

i. Empty pallets left on site remain the Contractor’s responsible and may be subject to damage or theft.

ii. Empty pallets in excess of the number specified which are left on site more than 30 calendar days become the property of the DNR.

9. Contractor to Unload Truck.

a. Please review LSS for each location included in the proposal to verify unloading requirements.

b. Some locations require Contractor unloading, some prefer contractor unloading, some prefer DNR unloading.

c. Lift Gate Service may be required.

d. The Contractor or delivery company will be required to provide a pallet jack will be responsible for moving pallets to the rear of the delivery vehicle.

e. Bidders intending to utilize a sub-contractor / third-party delivery company must ensure the delivery company complies with any location delivery requirements, i.e., maximum vehicle size / type, unloading, moving pallets to storage and / or moving pallets to rear of delivery vehicle.

10. Contractor to Move Pallets to Storage.

a. Please review LSS for each location included in the proposal to verify whether the Contractor is required to move pallets to storage.

11. Contractor to Hand Stack Wood.

a. Please review LSS for each location included in the proposal to verify whether hand stacking of wood is required.

12. Other Requirements.

a. Please review LSS for each location included in the proposal to verify any other location specific requirements.

b. Palletized Firewood - if the Contractor intends to ship firewood on pallets, the Contractor may also be required to provide lift gate service and / or pallet jack. For locations with DNR staff unloading trucks, Contractor (driver or subcontractor) will be responsible for moving pallets to the rear of the delivery vehicle. Refer to Schedule B1 - Location Specification Sheets for unloading requirements for each location.

13. Price per Bundle.

a. Bidders are required to enter the Price per Bundle in the green highlighted sections on the Location Specification Sheet for every location included in their proposal. Bidders may also include a quoted price per bundle for less than 7-day delivery.

14. Designated Point of Contact.

a. The preferred method of communication between the Contractor and Designated Point of Contact is email.

b. The Designated Point of Contact is the authorized contact for each location. The Designated Point of Contact is responsible for placing orders, accepting / rejecting deliveries, confirming / rescheduling deliveries, receiving invoices, etc.

15. Preferred Delivery Day / Preferred Delivery Timeframe.

a. A Preferred Delivery Day and Timeframe has been provided for each location requiring bundled firewood.

b. The Contract Administrator and Designated Point of Contact will work with awarded Contractors to negotiate and confirm preferred delivery days and timeframes prior to Contract execution.

c. After Contract execution, the Contractor agrees to organize their delivery schedules to meet the preferred delivery day and timeframe for each location on Contract.

16. Orders for Firewood.

a. Orders may be periodic or scheduled, pre-arranged, standing weekly / biweekly deliveries.

b. Periodic orders will be placed to allow:

i. 7-calendar days prior to the preferred delivery day / timeframe AND 14-calendar days prior to Holiday or high-use weekends. See Section 18, below, for anticipated Holiday and high-use weekend timeframes.

· Orders requesting less than 7-day lead time are subject to Contractor agreement and any quoted upcharge.

ii. Pre-arranged, standing orders are encouraged and the Contractor may allow scheduling priority.

iii. If the Contractor is unable to make delivery on the established day, or within the established timeframe, the Contractor must notify the Designated Point of Contact within 8 business hours after receipt of order to arrange an alternate delivery day / timeframe as soon as possible and preferably within 7 calendar days of receipt of order.

17. Holidays and High-Use Weekends.

a. Awarded Contractors should anticipate a substantial increase in firewood orders prior to a Holiday or High-Use weekend and must be prepared to ensure locations are adequately stocked before campers arrive by monitoring / managing deliveries, maintaining adequate inventory, and ensuring delivery vehicles and drivers are available.

b. Holiday weekends include:

1. Memorial Day Weekend. Camping increases from Thursday before to Wednesday after. This is the first busy weekend of the season. Most locations are stocked. Depending on the weather during May, could require additional firewood.

2. Father’s Day Weekend. Camping increases from Friday before to Tuesday after. Expect an increase in orders the first two full weeks in June.

3. Fourth of July Weekend. Camping increases from Thursday before to weekend after. Expect an increase in orders the last week in June through the third week in July.

4. Fourth of July through Labor Day. Depends on the weather, but Contractors must be aware this is the heart of camping season and firewood requirements are high.

5. Labor Day Weekend. Camping increases from Thursday before to Tuesday after.

6. Post-Labor Day – many campgrounds will place “top-off” orders to ensure a full supply for the next camping season.

7. High-Use Weekends and Special Event Weekends – Contractors must discuss with the Designated Point of Contract and be prepared for increased requirements for high-use periods and special events.

18. Pre-Season Start up and Post-Season Top Off

a. Some locations prefer to order a “post-season top off” delivery late in the camping season to ensure a full supply of firewood is on hand at the beginning of the next camping season, avoid the spring rush, and potential delivery delays due to MDOT spring load restrictions. Locations with inadequate storage order “pre-season start-up” delivery as soon as location conditions allow. Contractors should monitor locations on contract and note which locations request post-season top off and which are likely to order in spring.

19. Awarded Contractors experiencing extended lead times due to increased DNR location requirements or supply chain issues MUST contact the Contract Administrator as soon as they are aware of any potential disruption to delivery schedules. The Contract Administrator will contact backup suppliers to ensure adequate firewood supplies at DNR locations. Disruptions to Contractor schedules due to non-DNR contracts or other disruptions in service may result in contract locations being removed from the Contract and may result in contract termination.

1.2. Delivery Vehicles

A. Unless otherwise stated in the Location Specification Sheet, delivery may be by semi-trailer, cargo trailer, box truck, stake truck, truck and trailer or third-party vendor (subcontractor).

B. Contractors intending to deliver firewood in an open vehicle or trailer must provide load protection to ensure the wood remains dry during transport to the delivery location. Load protection may include, but is not limited to, plywood or other sheathing placed below pallets or bundles, tarps placed under and/or secured around / over pallets or bundles, etc. The State reserves the right to reject any firewood delivered damp or found to be damp as bundles are sold and removed from pallets. See Section 7.1 below for Inspection and Correction of Deficiencies, and Section 7.2 for Vendor Performance and Contractual Deductions.

C. Contractors intending to utilize third-party vendors (subcontractors) for deliveries must provide all required subcontractor information, update subcontractor information when switching vendors, assume responsibility for the subcontractor and ensure the subcontractor complies with all location delivery requirements.

C.

Bidder agrees with the following exceptions:

Delivery Vehicles Bidders intending to use only third-party vendor (sub-contractor) for deliveries should complete Delivery by Third-Party Vendor section below. Bidders intending to use Contractor owned vehicles or contractor owned vehicles in coordination with sub-contractor services must complete both sections.

Number of delivery vehicles owned by Contractor

Number of drivers employed

Box, Straight, or Stake Truck

Vehicle 1 - Make, Model and Year of Vehicle:

Box, Straight, or Stake Truck:

GVWR:

Total length of vehicle:

Cargo Area Size in Feet:

Cubic Feet of Cargo Space:

Load Capacity:

Number of Pallets that can be shipped:

Engine Type:

Lift Gate:☐ Power Hand Truck:☐ Pallet Jack:☐ Lift Pallet Jack:☐

Vehicle 2 - Make, Model and Year of Vehicle:

Box, Straight, or Stake Truck:

GVWR:

Total length of vehicle:

Cargo Area Size in Feet:

Cubic Feet of Cargo Space:

Load Capacity:

Number of Pallets that can be shipped:

Engine Type:

Lift Gate:☐ Power Hand Truck:☐ Pallet Jack:☐ Lift Pallet Jack:☐

Vehicle 3 - Make, Model and Year of Vehicle:

Box, Straight, or Stake Truck:

GVWR:

Total length of vehicle:

Cargo Area Size in Feet:

Cubic Feet of Cargo Space:

Load Capacity:

Number of Pallets that can be shipped:

Engine Type:

Lift Gate:☐ Power Hand Truck:☐ Pallet Jack:☐ Lift Pallet Jack:☐

Vehicle 4 - Make, Model and Year of Vehicle:

Box, Straight, or Stake Truck:

GVWR:

Total length of vehicle:

Cargo Area Size in Feet:

Cubic Feet of Cargo Space:

Load Capacity:

Number of Pallets that can be shipped:

Engine Type:

Lift Gate:☐ Power Hand Truck:☐ Pallet Jack:☐ Lift Pallet Jack:☐

Vehicle 5 - Make, Model and Year of Vehicle:

Box, Straight, or Stake Truck:

GVWR:

Total length of vehicle:

Cargo Area Size in Feet:

Cubic Feet of Cargo Space:

Load Capacity:

Number of Pallets that can be shipped:

Engine Type:

Lift Gate:☐ Power Hand Truck:☐ Pallet Jack:☐ Lift Pallet Jack:☐

Truck and Trailer

Truck /Trailer 1 - Make, Model and Year of Truck:

Type and Length of Trailer:

Number of Pallets that can be shipped:

Engine Type:

Power Hand Truck:☐ Pallet Jack:☐ Lift Pallet Jack:☐

Truck /Trailer 2 - Make, Model and Year of Truck:

Type and Length of Trailer:

Number of Pallets that can be shipped:

Engine Type:

Power Hand Truck:☐ Pallet Jack:☐ Lift Pallet Jack:☐

Truck /Trailer 3 - Make, Model and Year of Truck:

Type and Length of Trailer:

Number of Pallets that can be shipped:

Engine Type:

Power Hand Truck:☐ Pallet Jack:☐ Lift Pallet Jack:☐

Truck /Trailer 4 - Make, Model and Year of Truck:

Type and Length of Trailer:

Number of Pallets that can be shipped:

Engine Type:

Power Hand Truck:☐ Pallet Jack:☐ Lift Pallet Jack:☐

Truck /Trailer 5 - Make, Model and Year of Truck:

Type and Length of Trailer:

Number of Pallets that can be shipped:

Engine Type:

Power Hand Truck:☐ Pallet Jack:☐ Lift Pallet Jack:☐

Open Truck or Trailer: For delivery by open truck or trailer, provide a detailed description of you intend to provide load protection to ensure the wood remains dry during transport to the delivery location

If you own more than 5 of one type of vehicle attach an additional sheet.

AND

complete Section 3.3 Disclosure of Subcontractors

Name of third-party vendor:

Name of third-party vendor:

1.3. Warranties

A. The Contractor agrees all firewood shall be dry and free from mold, insects, and disease at the time of delivery.

B. The Contractor agrees to comply with all stated and / or negotiated requirements for each location included in any resulting Contract.

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

Bidder agrees with the following exceptions:

D. Describe any additional warranties included with your proposal. Add additional rows as needed. Explain your proposed process for reporting any issues or deficiencies and how you intend to handle issues and / or replacements.

Describe any warranties included in the bid (if none, write N/A):

Explain the process for reporting issues or deficiencies:

Explain how any remedies or replacements are made, including timing, etc.:

Provide the name, address, contact name, phone number and email address of the party responsible for the handling issues or deficiencies:

1.4. Transition

A. Contract Execution:

1. The State anticipates contracts will be executed no later than May 1, 2023.

2. Awarded locations may begin placing orders for firewood delivery as soon as Delivery Orders are issued (see Section 5, Ordering).

3. Awarded Contractors must be prepared to begin making deliveries as early as May 8, 2323 (subject to any MDOT spring load restrictions) to ensure all locations on Contract are fully stocked for the beginning of the 2023 camping season.

Bidder agrees with the following exceptions:

B. Post-Contract Transition:

1. At Contract Expiration – If no Option Years are available on the Contract, final invoices must be sent no later than 45 days after contract expiration.

2. Invoices received more than 45 days after contract expiration will result in a non-payment of invoice.

Bidder agrees with the following exceptions:

D.

2.0 Service Requirements

2.1 Timeframes

A. All Contract Activities must be delivered within SEVEN (7) calendar days from receipt of order OR within FOURTEEN (14) calendar days for orders required for Holiday or high-use weekends OR per scheduled, pre-arranged delivery.

B. All Contract Activities must be delivered per Location Specification Sheet requirements, on the pre-arranged delivery day and timeframe.

C. The receipt of order date is pursuant to the Notices section of the Standard Contract Terms.

Bidder agrees with the following exceptions:

3.0 Staffing

3.1 Contractor Representative

A. The Contractor must appoint ONE (1) individual specifically assigned to any resulting Contract who will respond to DNR inquiries regarding the Contract Activities, answer questions related to ordering and delivery, etc. (the “Contractor Representative”).

B. The Contractor must notify the Contract Administrator at least TEN (10) business days before removing or assigning a new Contractor Representative.

Contractor Representative

Name:

Phone:

Email:

Days Available:

Times Available:

3.2 Key Personnel

A. The Contractor must appoint one individual who will be directly responsible for the day-to-day operations of the Contract (“Key Personnel”). This may be the same individual as the Contractor Representative.

B. Key Personnel must be specifically assigned to the State account, be knowledgeable on the contractual requirements, and respond to State inquiries within 8 business hours.

C. The Contractor may not remove or assign Key Personnel without the prior consent of the State. Prior consent is not required for reassignment for reasons beyond the Contractor’s control, including illness, disability, death, leave of absence, personal emergency circumstances, resignation, or termination for cause.

Key Personnel

Name:

Phone:

Email:

Days Available:

Times Available:

3.3 Disclosure of Subcontractors

A. If the Contractor intends to utilize subcontractors, the Contractor shall remain responsible for Subcontractor during performance of sub-contracted Contract Activities.

B. The Contractor must guarantee the subcontract will deliver per all Location Specification Sheet requirements.

C. If subcontractors will not be utilized, please enter N/A in subcontractor name.

D. Subcontractor information must be provided, and Subcontractors must provide any required insurance certificates prior to performing Contract Activities.

Subcontractor

Name:

Phone:

Email:

Contract Activities to be performed by the Subcontractor:

E.

4. Pricing

4.1 Price Term

A. Pricing is firm for a 365-day period (“Pricing Period”). The first pricing period begins on the Contract Effective Date. Adjustments may be requested in writing by either party and will take effect no earlier than the next Pricing Period.

4.2 Price Changes

A. Adjustments will be based on changes in actual Contractor costs. Any request must be supported by written evidence documenting the change in costs. The State may consider sources, such as the Consumer Price Index; Producer Price Index; other pricing indices as needed; economic and industry data; manufacturer or supplier letters noting the increase in pricing; and any other data the State deems relevant.

B. Following the presentation of supporting documentation, both parties will have 30 days to review the information and prepare a written response. If the review reveals no need for modifications, pricing will remain unchanged unless mutually agreed to by the parties. If the review reveals that changes are needed, both parties will negotiate such changes, for no longer than 30 days, unless extended by mutual agreement.

C. The Contractor remains responsible for Contract Activities at the current price for all orders received before the mutual execution of a Change Notice indicating the start date of the new Pricing Period.

F.

5. Ordering

5.1 Authorizing Document

A. The appropriate authorizing document for the Contract will be a properly executed Delivery Order (DO). Contractor is not permitted to begin service at any location on Contract until a Delivery Order for that location has been executed.

G.

6. Delivery

6.1 Delivery Programs

A. The Contractor must complete Section 1.2 Delivery Vehicles, above, in detail.

B. The Contractor intends to deliver using Contractor Owned Vehicles and has provided detailed information in the Delivery Vehicles section above.

C. The Contractor intends to utilize a third-party delivery service (subcontractor) and has provided detailed information in the Delivery Vehicles section above.

2 - Delivery By Third Party-Vendor (Subcontractor)

6.2 Packaging and Palletizing

A. The Contractor agrees palletized firewood will be stacked no more than 60” high, including depth of pallet and will be securely banded or wrapped to prevent shifting of bundles during transport and movement to storage.

Bidder agrees with the following exceptions:

B. The Contractor agrees to work with the Designated Point of Contact at each awarded location to arrange a suitable location for empty pallets and the maximum number of pallets to be stored on site.

C. The Contractor agrees empty pallets will be retrieved at each new delivery.

D. The Contractor agrees pallets left on site remain the Contractor’s responsible and may be subject to damage or theft.

E. Pallets left on site more than 30 calendar days become the property of the DNR and may be removed or destroyed.

Bidder agrees with the following exceptions:

7. Acceptance

7.1 Acceptance, Inspection and Correction of Deficiencies

A. Deliveries will be accepted on the negotiated and confirmed Preferred Delivery Day and during the Preferred Delivery Timeframe.

B. Inspection / Acceptance may occur any time after delivery. Bundles will be inspected as used / sold.

C. The Program Manager or Designated Point of Contact or designee will notify the Contractor by email of any deficiencies including but not limited to, failure to meet delivery time frame, failure to meeting unloading or stacking requirements, unseasoned (green), damp, moldy, insects, disease, incorrect quantities of wood, prohibited wood species, wood sizes that do not meet specifications, prohibited wood species, undersized bundles, or inadequately or inappropriately wrapped bundled wood.

D. Upon receipt of notification of deficiencies, the Contractor agrees to respond to the Program Manager, Designated Point of Contact or designee by email to schedule a date and time to correct any deficiencies within 48 hours of notification by retrieving and replacing any deficient bundles at no additional cost to the State.

E. Failure to perform or failure to correct deficiencies within the specified time may result in a deductible incident, Vendor Performance Report entered against the Contractor, and / or contract cancellation.

F. Performance Evaluations will be provided to the Contractor noting exceptions in performance to the required specifications.

7.2 Vendor Performance and Contractual Deductions

A. Contractual Deductions and Deductible Incidents

1. Deductible Incidents include, but are not limited to:

a. Failure to meet delivery time frames.

b. Failure to meet unloading or stacking requirements.

c. Unseasoned (green) or Damp firewood bundles

d. Moldy firewood bundles

e. Diseased wood in bundles

f. Prohibited wood species in bundles.

g. Undersized bundles

h. Inadequate wrapping or bundling

i. In appropriate wrapping or bundling (i.e., toxic or non-combustible materials).

2. Failure to Meet Delivery Time Frames

a. Contractors unable to meet scheduled delivery time frames are required to notify the Program Manager or designee of the delay and reschedule the delivery date and / or time. Contractor failure to meet delivery time frame, or failure to notify the Program Manager or designee of the inability to meet the scheduled delivery time frame, may result in a $75.00 invoice deduction and an additional deduction of $25.00 for every four hours of delay.

3. Failure to Meet Unloading or Stacking Requirements

a. If the Program Manager or designee determines that the Contractor has failed to meet unloading or stacking requirements, the Program Manager or designee will immediately notify the Contractor of the failure.

b. The Contractor must correct the unsatisfactory condition within 48 hours from notice of the deficiency.

c. Failure to correct the unsatisfactory condition within 48 hours may result in a $100.00 invoice deduction.

4. Unseasoned (green), Damp or Moldy Firewood Bundles

a. DNR staff will notify Contractor of any unseasoned (green) or damp firewood bundles discovered.

b. Within 48 hours of notification, the Contractor will pick up, properly dispose of, and replace the Unseasoned (green) or damp bundles free of charge.

c. Failure to correct the unsatisfactory condition with 48 hours may result in a $100.00 invoice deduction and an additional deduction of $100.00 for each day of delay.

H. 5. Moldy, Insect Infested, Diseased Wood, Prohibited Wood in Firewood Bundles

a. DNR staff will notify Contractor of any moldy, insect infested, diseased, prohibited species firewood bundles discovered and will immediately dispose of the bundles.

b. Within 48 hours of notification, the Contractor will replace the deficient bundles free of charge.

c. Failure to correct the unsatisfactory condition with 48 hours may result in a $100.00 invoice deduction and an additional deduction of $100.00 for each day of delay.

6. Undersized Bundles or Inadequate wrapping or bundling.

a. DNR staff will notify Contractor of any undersized or inadequately wrapped or bundled firewood discovered.

b. Within 48 hours of notification, the Contractor will pick up, properly dispose of, and replace the deficient bundled firewood, free of charge.

c. Failure to correct the unsatisfactory condition with 48 hours may result in a $100.00 invoice deduction and an additional deduction of $100.00 for each day of delay.

7. Inappropriate wrapping or bundling (i.e., toxic or non-combustible materials).

a. DNR staff will notify Contractor of any inappropriately wrapped or bundled firewood discovered.

b. Within 48 hours of notification, the Contractor will pick up, properly dispose of, and replace the inappropriately wrapped or bundled firewood, free of charge.

c. Failure to correct the unsatisfactory condition with 48 hours may result in a $100.00 invoice deduction and an additional deduction of $100.00 for each day of delay.

8. In the event that the Contractor has not corrected the unsatisfactory condition and the State is forced to sell damp, moldy, or inadequately wrapped or bundled wood, the State may elect to sell the bundles at a discounted price. The State will photograph the unsatisfactory condition and provide the Contractor with the photograph and a total number of unsatisfactory bundles sold. The Contractor will replace the unsatisfactory bundles at no charge to the State.

9. If the deficiency results in an inadequate supply of firewood available for resale, the Program Manager, Designated Point of Contact or designee may order an adequate supply of firewood from an alternate vendor. The purchase of firewood from an alternate vendor may result in an invoice credit equal to any incurred additional expense to the State.

B. Escalation (Contract Compliance)

1. First Instance –

a. If the Program Manager or designee determines the Contractor is non-compliant with the terms, conditions and / or specifications of the contract, or a Deductible Incident or Condition has occurred, the Program Manager or designee will:

i. Verbally notify the Contractor of the situation or issue

ii. Provide a description of the non-compliance or Deductible Incident or Condition.

iii. Specify a date by which the issue must be resolved.

b. The Contractor should provide the Program Manager or designee with a verbal root cause analysis and corrective action plan.

c. The Program Manager or designee will preserve a written record of the issue, proposed resolution, and time frame for inclusion in the annual Contract Compliance Report and provide a copy to the Contractor.

2. Second Instance –

a. If resolution is not achieved, or the issue arises again, the Program Manager or designee will:

i. Schedule an in-person meeting with the Contractor and provide, in writing:

1. A description of the specific problem

2. A description of the actions the Contractor is expected to take to resolve the problem.

3. A date by which the Contractor is expected to resolve the problem.

4. Notify Contractor of the intent to exercise the Contractual Deduction

5. Request, in writing, the Contractor’s root cause and corrective action plan.

b. Program Manager or designee should preserve a written record of the meeting, expectations and resolution for inclusion in the annual Contract Compliance Report and provide a copy for the Contractor.

c. Exercise the Contractual Deduction as a deduction from the next invoice.

d. Enter a Vendor Performance Report in SIGMA.

3. If resolution is not achieved or the issue arises again, a written notice of termination may be sent to the Contractor.

4. In the event a contract is cancelled, the State may award the contract to the next lowest qualified bidder.

10. Invoice and Payment

10.1 Invoice Requirements

A. 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); (g) vendor-generated invoice number; and (h) total price.

B. End of Fiscal Year Invoices

a. The State of Michigan fiscal year runs from October 1 through September 30 of the following year.

b. All invoices for firewood deliveries made prior to September 30 each year must be submitted no later than October 10th.

10.2 Payment Methods

The State will make payment for Contract Activities by Electronic Funds Transfer (EFT) only.

11. Liquidated Damages A. Late or improper completion of the Contract Activities will cause loss and damage to the State, and it would be impracticable and extremely difficult to fix the actual damage sustained by the State. Therefore, if there is late or improper completion of the Contract Activities the State is entitled to collect liquidated damages in the amount of $500 and an additional $100 per day for each day Contractor fails to remedy the late or improper completion of the Work.

12. Additional Requirements

12.1 Environmental and Energy Efficiency Product Standards

A. 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. Contractor must describe how products that meet these requirements are identified or otherwise labelled.

12.2 Hazardous Chemical Identification

A. 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.

12.3 Mercury Content

A. 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.

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