NCF Gym Floor - Schedule A.docx

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STATE OF MICHIGAN

Request For Proposal No. 190000003046

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 request for bid proposal to remove and dispose of the gymnasium floor and install a new gymnasium floor at the Kinross Correctional Facility. Contractor shall replace the existing gymnasium floor. Contractor shall provide the materials and installation for the gym floor. Contractor must also provide training/demonstrations of how to use the unit.

This bid is brand specific. 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. The state reserves the right to request product samples from the vendors.

REQUIREMENTS

1. General Requirements

1.1. Product Specifications

The Contractor must provide the following:

Quantity – 3,456 square feet of flooring Color – Maple Select (wood look finish) Maximum or minimum dimensions – Base mat to be a minimum of 1.5 mm shock and sound rubber layer.

New or used - New Manufacturer brand, model – Sport Court Response HG HR Patented Suspended Flooring Design, performance, or combination – High impact polypropylene surface floor with rubber base mat underlay strong enough to withstand heavy traffic. Load capacity a minimum of 200 PSI.

Material & manufacturing method – No sheet products accepted. No liquid applied base layer will be accepted.

Additional Specifications:

· Must be in Maple Select color finish

· Must be ISO 9001:2008

· Must be ISO 14001:2004

· Must inspect the current concrete slab for contamination, dryness and levelness.

· Vendor will be required to broom clean, mop and make concrete floor dust free before new floor installation begins.

· Rubber underlayment shall be unrolled and allowed to relax. (24-hour max)

· Contractor will assure all butt joints are properly trimmed, fitted, and seamed together with an approved all-purpose tape.

· Floor shall be installed to layout pre-approved by facility manager.

· Minimum clearance at all vertical obstructions of ¾ inch (19mm) is required.

· Game Lines

· Only high-quality masking tape is approved

· Lines shall be primed and painted using Sportcourt proprietary adhesion promoter and recommended aliphatic polyurethane paint.

· Game lines must be as indicated on a pre-approved drawing

· Room Temperature shall be >55 degrees Fahrenheit and rising during the pain installation.

1.2. Warranties

Describe any warranties included in the bid including length and scope. State prefers a minimum of 15 years. 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 effect of a recall, the Contractor must immediately notify MDOC Solicitation Manager and Facility Manager by telephone (517-335-1583) and in writing (colbyb@michigan.gov) of the problem and explain the replacement process. The replacement of materials and labor will be at the expense of the Contractor.

What preventative maintenance is required for the floor following installation and acceptance?

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

What parts of the required maintenance will be required to be done by the MDOC and what parts will need to be performed by an outside vendor?

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

Do you provide a preventative maintenance plan? If so, please provide detail(s) and cost(s)

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

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

The State prefers that delivery will be within 60 calendar days upon receipt of order. Will this be feasible for the contractor? If conditions apply, please describe. Please include the estimate lead time upon receipt of order.

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

Delivery will be made at:

Newberry Correctional Facility 13747 East County Road 428 Newberry, MI 49868

The Contractor must explain the transportation method (e.g., UPS, FedEx, Contractor fleet, or other third party carrier) it intends on utilizing in delivery of the Contract Activities.

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

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

Please include the unit dimensions of the pallets/crates once the product is palletized/crated.

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

Please indicate the expected lead time to have the product delivered to the facility after receipt of order, as well as the required installation time needed to complete the project.

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

The installation process should begin within 3 business days of delivery of the materials. The State does not have the ability to store. This date will be agreed upon with the Facility Manager.

2.3. Project Plan

The Contractor will carry out this project under the direction and control of the MDOC Facility Manager. Upon acceptance of the PO, the Contractor will provide the MDOC Facility Manager with a timeline for delivery and installation, which should be no more than the 60 calendar days referenced in Section 2.2. Contractor will also provide notice to the facility of the date the product ships, the tracking information and the estimated delivery date of the product. The MDOC Facility Manager must pre-approve the delivery and install date(s) in writing.

2.4. Installation

Describe the process for installation, including a delivery timeframe from the receipt of the order, an installation timeline and the process to remove the old floor from its location, including any responsibilities that may be needed to be done on behalf of the MDOC. The facility will remove and relocate the old flooring.

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

Installation must be conducted within the hours of 8:00am to 4:30pm EST Monday – Friday

2.5. Installation Cleanup

Contractor must remove all trash, packaging and pallets from the site and leave workspace broom clean. Contractor should recycle as much of the removed packaging material as possible.

2.6. Late Delivery or Installation

Once the mutually agreed upon delivery date has been established in writing, MDOC may deduct 1% per calendar week for every week that it is late, unless pre-approved in writing by the Facility Manager.

2.7. Training

The Contractor must explain its training capabilities and any training that is included in its proposal. Contractor must indicate whether the training will be done in person or via webinar. Training topics may include proper cleaning and maintenance of the floor, how to address minor or major repairs, etc. Training will need to be coordinated with the Facility Manager.

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

3. Staffing

3.1. Contractor Representative

The Contractor must appoint a contact person, specifically assigned to coordinate installation and manage the project, that will respond to State inquiries regarding the Contract Activities, answering questions related to ordering and delivery, etc. (the “Contractor Representative”).

The Contractor must notify the Contract Administrator at least 30 calendar days before removing or assigning a new Contractor Representative. Please include name, phone and email address.

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. If a number is not available, please provide a valid email address of a Contractor Representative.

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

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.

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

3.4. Security

A. LEIN

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.

B. 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.

C. 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.

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).

4. Pricing

Price Term Pricing is firm for the entire length of the Contract.

5. Documentation

Bidder shall deliver all documents with the unit. Documentation includes but not limited to Owners Manuals, Training Manuals, drawings and any warranty documentation must be delivered with the unit and left for the facility after acceptance has been given. Please list documentation that will be provided.

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

6. Acceptance

6.1. 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 and successfully tested. Payment will be made upon acceptance of the unit.

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

If the Facility 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 Facility Manager. Any re-work shall be at no additional cost to the State.

7. Invoice and Payment

7.1. Invoice Requirements

All invoices submitted to the State must include: (a) date; (b) purchase order number; (c) quantity; (d) description of the Contract Activities; (e) unit price; and (f) total price.

Contractor may not invoice until installation and acceptance is complete.

7.2. Payment Methods

The State will make payment for Contract Activities via Electronic Funds Transfer (EFT). The Contractor is required to register to receive payments by EFT at the Contract & Payment Express website (www.cpexpress.state.mi.us).

8. Reserved.

9. Additional Requirements

9.1. 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).

9.2. 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).

9.3. 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