MPSCS Weed and Tick Services RFP 240000001025 Schedule A SOW.docx

Contractor must enter company name here.

Schedule A – statement of work contract activities Request for Proposal (RFP) No. 171 240000001025 MPSCS Weed and Tick Control Services This schedule identifies the anticipated requirements of any Contract resulting from this RFP. The term “Contractor” in this document refers to a bidder responding to this RFP, as well as the Contractor who is awarded the contract. The term “bidder” is used to identify where specific responses to the RFP are required.

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

IMPORTANT NOTE TO CONTRACTORS/BIDDERS: There are specific requirements for which acceptance must be simply acknowledged through a checkbox(es), and others that require further explanation. Click one checkbox and complete the entries as identified.

BACKGROUND

Weed and tick control services are needed for the fenced in areas/sites and the full length of the site access driveway at Michigan’s Public Safety Communications System tower locations. These areas/sites contain driveways which are surrounded by grass and weeds.

SCOPE

MPSCS is looking for a 5-year Contract for:

Annual weed and tick control services are needed for Michigan’s Public Safety Communications System (MPSCS) radio tower locations on an annual basis. Required application to be once annually with expected results to be no less than one full year of weed and tick control after the application. If results do not last one full year vendor is expected to reapply weed treatment.

On an annual basis the MPSCS tower site list will be reviewed by MPSCS to add or remove sites.

REQUIREMENTS

Must be certified commercial applicators and abide by all Michigan laws for application. Please provide a list of the materials you propose to use and a timeframe of when you will be able to complete the work. Contractor will be required to access the locked driveway gate and locked compound gate with keys provided by MPSCS. Contractor will be required to contact the 24/7/365- Network Communications Center to report any issues. Contractor must provide advanced notification one week (seven calendar days) prior to intended application date.

Contractor must provide cost per site for both chemical weed and chemical brush control. Brush control for each site to be determined by the MPSCS on an annual basis. The MPSCS reserves the right to prioritize the order in which the sites are treated for chemical weed and chemical tick control.

· Must be licensed to apply weed and tick control products.

· Must be insured.

1. General Requirements

1.1. Product Specifications

The Contractor must provide the following products:

· Weed Control

· Tick Insecticide

· Must be commercially certified and registered pesticide applicator and insured to apply weed and tick control products – must provide a copy of the MDARD Pesticide Applicator Certification license.

· Must provide MSDS (Material Safety Data Sheet) to the State of Michigan with all products and chemicals that will be used in this contract before any work may begin.

List all exception(s):

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

1.2. Equipment Requirements

The Contractor must provide all the equipment for all the needed services. Equipment must be brought the day of service and must be removed off site after the service has been completed. Equipment will not be stored on site. Contractor is responsible for providing all maintenance, gas, etc. for all equipment. If equipment breaks down, the Contractor will be expected to provide backup so that the services can continue to be performed as requested.

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

1.3. Recall Requirements and Procedures

Describe any recall requirements and procedures.

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

1.4. Quality Assurance Program

Explain your Quality Assurance Program(s).

Bidder must provide detailed information as requested in the above requirement(s):

1.5. Incentives

Explain any special incentives or services including, but not limited to, return policies, trade-in programs, quantity discounts, etc.

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

1.6. Transition

A. Contract Execution:

The Contractor must detail its implementation plan to begin services described below:

1. The Contractor must coordinate with the Program Manager their service plan and proposed times of service after award.

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

B. Post-Contract Transition: Invoices must be sent within 45 days after expiration of contract. Any invoices received after 45 days will result in a non-payment of invoice.

1. The outgoing Contractor must coordinate removal of containers with the Agency PM.

2. The outgoing Contractor must return any State-owned ID badges to the appropriate Agency PM upon conclusion of the contract activities.

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

2. Service Requirements

2.1. 1. Service Details The Contractor must provide all the service details listed below:

Herbicide Application – All preemergent and post emergent herbicide used in the performance of this contract shall be registered for use by the United States Environmental Protection Agency (EPA). Herbicide shall be applied in a manner that will not cause damage to the desired plantings. The contractor shall apply all the chemicals as designated on the material labels and in accordance with manufacturer’s recommendation. The contractor shall comply with all federal, state, and local laws or ordinances applicable to the work described in this proposal. The contractor shall, at their own expense secure all required permits and licenses. The contractor is liable to the Department for any fines, costs, and remediation costs incurred by the Department because of the contractor's failure to comply with all federal, state, and local laws.

Weed and Tick Control Detail –

· All work must be coordinated and scheduled with Program Manager one week (seven calendar days) to services being performed.

· If awarded bid, contact information of company and regional offices will need to be submitted.

· Must follow The Natural Resources and Environmental Protection Act, Act 451, Part 83, Pesticide Control and Regulation 637, Pesticide Use has certain requirements when making a pesticide application in schools, day care centers, public buildings, or health care facilities. (See attachments for Integrated Pest Management Program Information)

· The contractor is responsible for knowing the width restrictions so as not to harm adjacent property owners’ vegetation or person either by direct application or by wind drift. The contractor shall be responsible for all claims from adjacent property owners that are a result of the application.

· Initial Annual Services must be provided in Spring,

List all exception(s):

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

Bidder must attach Company Applicator License to their response.

2.2. Detailed Services

The Contractor must provide administrative confirmation of application and physical tag confirmation date of application on compound gate.

List all exception(s):

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

2.3. Timeframes

All Contract Activities must be delivered within the timeframes mentioned within the service requirements. The receipt of order date is pursuant to the Notices section of the Standard Contract Terms.

List all exception(s):

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

2.4. Reporting

The Contractor must submit to the Program Manager service slips after each service has been performed. All Service Slips must include the following information:

1. The locations the services were performed.

2. The date the services were performed.

3. The services that were performed

4. Any incidents or accidents that may have happened while service was being performed. If an accident shall occur, the Contractor must notify the Program Manager the same day of the accident.

Weekly reports must be emailed to the program manager Friday morning after the services have been performed.

List all exception(s):

The Contractor must explain any reporting that is included in its proposal and any additional reporting capabilities:

2.5. Work Hours

The Contractor must perform services Sunday –Saturday7:00 AM to 7:00 PM

List all exception(s):

The Contractor must explain any reporting that is included in its proposal and any additional reporting capabilities:

2.6. Meetings

The Contractor must attend the following meetings:

The State will request a kick-off meeting within 30 calendar days of the Effective Date.

The State may request other meetings as it deems appropriate.

List all exception(s):

3. Staffing

3.1. Contractor Representative

The Contractor must appoint one individual specifically assigned to State of Michigan accounts who will respond to State inquiries regarding the Contract Activities, answer questions related to ordering and delivery, etc. (the “Contractor Representative”).

The Contractor must notify the Contract Administrator at least 10 calendar days before removing or assigning a new Contractor Representative.

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3.2. Key Personnel

The Contractor must appoint one (1) individual who will be directly responsible for the day to day operations of the Contract (“Key Personnel”). Key Personnel must be specifically assigned to the State account, be knowledgeable on the contractual requirements, and respond to State inquiries within 24 hours.

Billing-related emails and voicemails must be resolved within 72hrs.

The Key Personnel and backup person will be the primary people the State communicates with and will be knowledgeable of the program with the State including, but not limited to invoicing issues, scheduling issues, and security issues. This person must be able to communicate via email and phone directly with the State PMs or designees and not send inquiries to a general help desk. The Key Personnel or backup must be available Monday – Friday 8:00 am – 5:00 pm. The State requires the person assigned as Key Personnel to be knowledgeable of the contract and activities for the whole state. While regional office might be utilized for actual activities, the Key Personnel and backup must be the people the State can communicate with.

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. The State may request a résumé and conduct an interview before approving a change. The State may require a 30-calendar day training period for replacement personnel.

The bidder must identify the Key Personnel, indicate where they will be physically located, describe the functions they will perform, and provide current chronological résumés.

List all exception(s):

1) Key Personnel

- Program Manager:

- Contractor Representative:

2) Physical Location of Key Personnel:

3) Functions each Key Personnel will perform:

4) Current Chronological Résumés (attach):

3.3. Non-Key Personnel

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

List all exception(s):

3.4. Organizational Chart

The Bidder must provide an overall organizational chart that details staff members, by name and title, and subcontractors - either in this response box or identified here as an attachment to this RFP.

3.5. Disclosure of Subcontractors

If the Contractor intends to utilize subcontractors, the Contractor must disclose the following:

· The legal business name; address; telephone number; a description of subcontractor’s organization and the services it will provide; and information concerning subcontractor’s ability to provide the Contract Activities.

· The relationship of the subcontractor to the Contractor. Of the total bid, the price of the subcontractor’s work. Whether the Contractor has a previous working experience with the subcontractor. If yes, provide the details of that previous relationship.

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

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

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

A description of subcontractor’s organization and the services it will provide and information concerning subcontractor’s ability to provide the Contract Activities.

The relationship of the subcontractor to the Bidder.

Whether the Bidder 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.

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

Bidder must provide information based on the work performed by all subcontractors

Total percentage of work that will be performed by subcontractors:

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

3.6. Security

The Contractor will be subject the following security procedures:

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

The Contractor’s staff will be on site at the towers.

The Contractor must: (a) explain how it intends to ensure the security of site at the towers, (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.

List all exception(s):

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

4. Pricing

4.1. Price Term

Pricing is firm for the entire length of the Contract.

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4.2. Price Changes

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

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

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

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5. Ordering

5.1. Authorizing Document

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

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6. Invoice and Payment

6.1. Invoice Requirements

All invoices submitted to the State must include: (a) date; (b) delivery order; (c) quantity; (d) description of the Contract Activities including tower site number; (e) unit price; (f) shipping cost (if any); (g) vendor-generated invoice number; and (h) total price.

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6.2. Payment Methods

The State will make payment for Contract Activities with EFT.

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7. Project Management Contractor must report weekly the status of the annual weed control, any issues that arise and all schedule conflicts to the MPSCS Tower and Site Services.

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Bidder must explain their process for accepting the PCard payment method. If an account needs to be created on your purchasing platform, please submit documentation that shows the steps for completing this process.

7.1. Project Plan

For this proposal: Contractor to propose a project plan for all services listed in the SOW.

Upon Contract Award: A final project plan must be submitted for final approval within 30-calendar days of the Effective Date. The plan must also include: (a) the Contractor's organizational chart with names and title of personnel assigned to the project, which must align with the staffing stated in accepted proposals; and (b) the project breakdown showing sub-projects, tasks, and resources required.

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

8.0 Additional Requirements

8.1 Environmental and Energy Efficiency Product Standards

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.

List all exceptions – either in this response box

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

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

List all exception(s): (Add rows as necessary.)

8.5 Perfluoroalkyl and Polyfluoroalkyl Substances (PFAS)

The Contractor must disclose whether a product or its components contain intentionally added PFAS. If the product or its components contain intentionally added PFAS the Contractor must:

a. provide an explanation with respect to the intentionally added PFAS contents, including the purpose for which PFAS are used in the product or its components, the types of PFAS used in the product or its components, and the amount of each PFAS used in the product or its components.

b. indicate whether the product will be labeled or packaged with information about the intentionally added PFAS contents.

c. identify any alternative products that do not contain intentionally added PFAS.

d. provide any additional information that would further the Department’s implementation of ED 2021-08.

List all exception(s): (Add rows as necessary.)

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

9.Service-Level Agreements (SLAs)

1. The Contractor will be held accountable to meet the requirements and the service level requirements established in this Contract.

1. The State reserves the right to reconsider or amend SLA amounts for split awards should they occur.

1. Please Note: Should bidders require clarification or have any questions with regard to the SLAs, they should submit them during the Question and Answer Period of this solicitation; please see the Proposal Instructions for the timeline.

Service Level Agreements for this Contract will be as follows:

SLA Metric 1. Timely Deliveries

1. If services are requested by the Program Manager, contractor has two days to provide the service. Extenuating circumstances must be communicated by the Contractor to the Program Manager prior to the scheduled delivery date and time.

The acceptable standard is 100% compliance.

1. $250.00 may be assessed beginning with the sixth occurrence of non-compliance and on each occurrence thereafter in a given calendar year.

Extenuating circumstances will be reviewed by the Program Manager before any Service Credits are assessed.

At the discretion of the State, these credits may be applied toward any payable due to the Contractor or be payable directly to the State. Payments made directly to the state will be completed within 10 days of notice of assessment.

SLA Metric 2. Complete Services

The acceptable standard is 100% compliance.

2. $250.00 may be assessed beginning with the sixth occurrence of non-compliance and on each occurrence thereafter in a given calendar year.

Extenuating circumstances will be reviewed by the Program Manager before any Service Credits are assessed.

At the discretion of the State, these credits may be applied toward any payable due to the Contractor or be payable directly to the State. Payments made directly to the state will be completed within 10 days of notice of assessment.

SLA Metric 3. Proper Invoicing

2. No additional terms or pricing changes will be included with any invoice.

The acceptable standard is 100% compliance.

2. $250.00 may be assessed beginning with the sixth occurrence of non-compliance and on each occurrence thereafter in a given calendar year.

Extenuating circumstances will be reviewed by the Program Manager before any Service Credits are assessed.

At the discretion of the State, these credits may be applied toward any payable due to the Contractor or be payable directly to the State. Payments made directly to the state will be completed within 10 days of notice of assessment.

List all exception(s):