PRD - Picnic Tables and Pedestal Grills - RFP DOCUMENTS.docx

Department of Natural Resources

Standard and ADA Picnic Tables, Table Jack and Charcoal Pedestal Grills Request for Proposal No. 220000000037

Solicitation Manager Name: Lisa Crozier-Green Email: CrozierGreenL@michigan.gov

The sole point of contact for the State is the Solicitation Manager.

Contacting any other State personnel, agent, consultant, or representative about this RFP during the RFP process may result in proposal disqualification.

All questions regarding this RFP must be EMAILED to the Solicitation Manager.

All emailed bidder questions and answers provided will be posted on SIGMA VSS.

Responses to individual email questions will not be provided.

Verbal responses will not be provided.

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

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

PROPOSAL INSTRUCTIONS

1. PROPOSAL PREPARATION. The State recommends reading all RFP materials prior to preparing a proposal. Bidders must follow the Proposal Instructions, complete and attach all MANDATORY DOCUMENTS in SIGMA VSS. References and links to websites or external sources may not be used in lieu of providing the information requested in the RFP within the proposal. Note that all documents and information submitted as part of a proposal will become public record immediately upon receipt by the State. Proposals received by the State may be posted on the State’s publicly available website after bidders are notified of the award recommendation.

RFP Structure and Documentation

Complete and attach with proposal in SIGMA

Complete and attach with proposal in SIGMA

Complete and attach with proposal in SIGMA

Complete and attach with proposal in SIGMA

Complete and attach with proposal in SIGMA

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

3. MODIFICATIONS. The State may modify this RFP at any time. Modifications will be posted on SIGMA VSS. This is the only method by which the RFP may be modified.

4. QUESTIONS. Bidder questions about this RFP must be EMAILED to the Solicitation Manager no later than the time and date specified on the Cover Page.

Please do not submit questions in SIGMA. Email questions to the Solicitation Manager. Please include your SIGMA Vendor ID. All questions received by email, will be posted with official answers on SIGMA VSS. Submit questions using the format below; a Microsoft Excel format or similar is suggested.

5. DELIVERY OF PROPOSAL.

Bidders must be registered in SIGMA VSS to submit a proposal. Do not wait until the last minute to register as a vendor in SIGMA VSS or to submit a proposal, as the SIGMA VSS system requires the creation of an account and entry of certain information, in addition to uploading and submitting the materials. The SIGMA VSS system will not allow a proposal to be submitted after the proposal deadline identified in the solicitation, even if a portion of the proposal has been uploaded. Questions on how to submit information or how to navigate in the SIGMA VSS system can be answered by calling (517) 284-0540 or (888) 734-9749.

Electronic – The bidder must submit its proposal, all attachments, and any modifications or withdrawals electronically through SIGMA VSS.

To make bid submission in SIGMA as seamless as possible, please access the RFP in SIGMA, then download, complete and save all the attachments to your computer as Word or Excel documents before you begin entering the bid in SIGMA.

All mandatory documents must be submitted in native format. Confidential Treatment Form, Vendor Questions Worksheet and Schedule A must be submitted in Word format, spreadsheets must be submitted in Excel format. Schedule B – Price must be saved and attached as a separate document. Bidders may attach PDF copies, but mandatory documents must be attached in modifiable format. Failure to submit a proposal as required may result in proposal disqualification. The proposal in SIGMA VSS and all attachments must be fully uploaded and submitted prior to the proposal deadline.

Note: ALL documents and information submitted in any manner as part of a proposal will become public record immediately upon receipt by the State. Proposals received may be posted by the State on the State’s publicly available website after bidders are notified of the award recommendation.

6. MANDATORY MINIMUM REQUIREMENTS. To avoid disqualification, the bidder must be the manufacturer or authorized dealer / distributor of the products proposed and products proposed must meet Minimum Specifications. Bidders may be required to provide documentation of authorized dealer / distributor status. Only proposals meeting the mandatory minimum requirements will be considered for evaluation.

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

The Vendor Questions Worksheet will be evaluated to determine whether the vendor possesses the relevant experience to successfully provide the Contract Activities.

Schedule A – Statement of Work will be evaluated to determine whether the vendor has demonstrated the ability to meet the required specifications and to comply with State requirements.

Proposals meeting Mandatory Minimum Requirements and receiving a PASS on all documents will have pricing evaluated and be considered for award.

PRICE EVALUATION

Schedule B - Pricing Spreadsheet will be evaluated to determine whether the price proposed for the Contract Activities is within the State’s anticipated fair market value. Schedule B – Vendor Price Quote must be completed and a price for each item included in the proposal must be submitted as an attachment to the proposal entered in SIGMA VSS. The price provided in each line item (lot) in SIGMA VSS should be the price per item for each of the items requested.

The State is not obligated to accept the lowest priced proposal.

The State may utilize all bidder information, without regard to a proposal’s technical score, to determine fair market value for goods or services sought. The State is not obligated to accept the lowest price proposal.

If applicable, the State’s evaluation will include consideration of a bidder’s qualified disabled veterans/service-disabled veteran owned business(QDV/SDVOB) status under MCL 18.1261(8). Additional information on the SDVOB preference is available at: Michigan.gov/SDVOB.

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

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

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

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

10. RESERVATIONS. The State reserves the right to:

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

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

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

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

PROPOSAL INSTRUCTIONS

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

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

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

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

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

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

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

l. Evaluate the proposal outside the scope identified in the Evaluation Process section of this document if the State receives only one proposal.

11. AWARD RECOMMENDATION. The contract will be awarded to the responsive and responsible bidder who offers the best value to the State, as determined by the State. Best value will be determined by the bidder meeting Mandatory Minimum Requirements, receiving a PASS on all mandatory proposal documents, and offering the best combination of the factors stated in the Evaluation Process section of this document, and price, as demonstrated by the proposal. The State will post a Notice of Intent to Award (NIA1) on SIGMA VSS which will include, as an attachment, the Award Recommendation and Evaluation Synopsis.

12. DEBRIEF MEETING AND BID PROTEST. The Award Recommendation and Evaluation Synopsis will provide instructions on how participating bidders may request a debrief meeting. Vendors who did not submit a proposal and / or subcontractors of bidders are ineligible for a debrief meeting.

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

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

13. STATE ADMINISTRATIVE BOARD. Contracts equal to $250,000 or greater than require approval by the State Administrative Board. The State Administrative Board’s decision is final; however, its approval does not constitute a contract. The award process is not complete until the awarded contractor receives a contract fully executed by all parties.

14. GENERAL CONDITIONS. The State will not be liable for any costs, expenses, or damages incurred by a bidder participating in this solicitation. The bidder agrees that its proposal will be considered an offer to do business with the State in accordance with its proposal, including the Contract Terms, and that its proposal will be irrevocable and binding for a period of 90 calendar days from date of submission. If a contract is awarded to the bidder, the State may, at its option, incorporate any part of the bidder’s proposal into a contract. This RFP is not an offer to enter into a contract. This RFP may not provide a complete statement of the State’s environment or contain all matters upon which agreement must be reached. The bidder understands that their proposal will become public record immediately upon receipt by the State. Other than verified trade secrets, proposals submitted via SIGMA VSS are the State’s property.

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

SUBMIT A COMPLETED “CONFIDENTIAL TREATMENT FORM” (CT FORM) WITH YOUR BID. Completion and submission of the CT Form is required regardless of whether the bidder seeks confidential treatment of information. Failure to submit a completed CT Form may be cause for disqualification from the solicitation process. If a bidder fails to properly complete and submit the CT Form or otherwise fails to follow CT Form instructions, the proposal may be publicly disclosed in its entirety without redaction after an award recommendation.

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

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

ii. Failure to complete and sign a CT Form may result in disqualification of the bidder. If a bidder fails to properly complete and submit the CT Form or otherwise fails to follow the CT Form instructions, the proposal, in its entirety, will be treated as a “Public Copy” and may be publicly disclosed by the State without redaction after bidders have been notified of an award recommendation.

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

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

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

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

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

MANDATORY MINIMUM REQUIREMENTS:

· BIDDER MUST BE THE MANUFACTURER OR AUTHORIZED DEALER / DISTRIBUTOR OF THE PRODUCT PROPOSED

· PRODUCT PROPOSED MUST MEET MINIMUM SPECIFICATIONS

MANDATORY DOCUMENTS – COMPLETE AND ATTACH WITH PROPOSAL IN SIGMA VSS

· CONFIDENTIAL TREATMENT FORM

· VENDOR QUESTIONS WORKSHEET

· SCHEDULE A – STATEMENT OF WORK

· SCHEDULE B1 – PRICING

Michigan.gov/MiProcurement

Michigan.gov/MiProcurement

· SCHEDULE B2 – PRICING SPREADSHEET

CONFIDENTIAL TREATMENT FORM

MANDATORY DOCUMENT

COMPLETE AND ATTACH WITH PROPOSAL IN SIGMA VSS

INSTRUCTIONS. Complete either Section 1 or Section 2 of this CT Form and sign where indicated. This CT Form must be signed by the individual who signed the bidder’s proposal. A completed CT Form must be submitted with your proposal, regardless of whether your proposal contains confidential information.

Failure to submit a completed CT Form with your bid is grounds for rejecting the proposal as non-responsive. If a bidder fails to properly complete and submit the CT Form or otherwise fails to follow CT Form Instructions, the proposal, in its entirety, will be treated as a “Public Copy” and may be publicly disclosed by the State without redaction after bidders have been notified of an award recommendation. See the Confidential Treatment Form and The Freedom of Information Act (FOIA) sections of the Proposal Instructions for additional information.

Section 1. CONFIDENTIAL TREATMENT IS NOT REQUESTED This section must be completed, signed, and submitted with the proposal if the bidder does not request confidential treatment of any material contained in the proposal.

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

RFP Number 220000000037 Standard and ADA Picnic Tables, Table Jacks and Pedestal Charcoal Grills

Printed Name, Title, Company

Section 2. CONFIDENTIAL TREATMENT IS REQUESTED This section must be completed, signed, and submitted with the proposal if bidder requests confidential treatment of any material contained in the proposal. Submission of a completed CT Form is required to request confidential treatment.

Provide the information in the table below. Bidder may add rows or additional pages using the same format shown in the table. Bidder must specifically identify the information to be protected as confidential and state the reasons why protection is necessary.

The CT Form will not be considered fully complete unless, for each confidentiality request, the bidder: (1) identifies the Proposal Page #, Section #, and Paragraph #, (2) identifies whether the material is a Trade Secret (TS), Proprietary Financial Information (FI), or Proprietary Information (PI), and (3) explains the specific legal grounds that support treatment of the material as TS, FI, or PI. Bidders must provide a complete justification as to how the material falls within the scope of an applicable FOIA exemption or relevant case law. Bidders must not simply cite to an applicable exemption or case name. Bidders must also provide the contact information for the person at their organization authorized to respond to inquiries by the State concerning the material.

Bidder must also submit a “Public Copy” of the proposal with the trade secret, financial, and proprietary information redacted and clearly labeled as the “Public Copy”.

(1) Proposal Page #, Section #, Paragraph # (2) Material is Trade Secret (TS), Proprietary Financial Information (FI), Proprietary Information (PI) (3) Applicable FOIA Exemption with Written Justification (4) Bidder Contact Information

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

RFP Number 220000000037 Standard and ADA Picnic Tables, Table Jacks and Pedestal Charcoal Grills

Printed Name, Title, Company

VENDOR QUESTIONS WORKSHEET

Department of Natural Resources Standard and ADA Picnic Tables, Table Jacks and Charcoal Pedestal Grills Request for Proposal No. 220000000037

MANDATORY DOCUMENT

COMPLETE AND ATTACH WITH PROPOSAL IN SIGMA VSS

Provide a detailed response to each question.

1. Contact Information

Bidder’s sole contact during the RFP process.

Name

Title

Address

Email

Phone Number

Person authorized to review and sign a resulting contract.

Name

Title

Address

Email

Phone Number

2. Company Background Information

SIGMA VSS Vendor ID Number

Legal business name

Business Entity (sold proprietor, LLC, Inc., etc.)

What state was the company formed in?

Address

Phone number

Website address

Number of years in business

Number of employees

Legal business name and address of parent company, if applicable

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

If the answer is Yes, why did the change occur?

If the answer is Yes, how has the change affected your company?

☐ Debarred ☐ Suspended ☐ Disqualified from bidding ☐ Disqualified from contracting

Date

Entity

Details about the situation

Date of Initial Filing

Case Number

Court Number

Jurisdiction

Cause of Action or Claim

Within the last 5 years has your company (or any of its related business entities) defaulted on a contract or had a contract terminated for cause?

If yes, provide the date, contracting entity, type of contract, and details about the termination or default.

☐ Yes ☐ No ☐ Defaulted on Contract ☐ Terminated for Cause

Contracting Agency / Entity

Type of Contract

Date of Default or Termination

Reason for Default or Termination

State your gross annual sales for each of the last 5 years.

If the answer is Yes, describe how the company will “scale up” to manage this increase.

Describe partnerships, strategic relationships or other benefit you believe could bring significant value to the State.

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

Under MCL 18.1261, a “qualified disabled veteran” means a business entity that is 51% or more owned by 1 or more veterans with a service-connected disability. A “service-connected disability” means a disability incurred or aggravated in the line of duty in the active military, naval, or air service as described in 38 USC 101(16).

To demonstrate qualification as a qualified disabled veteran, you must include as an attachment with the proposal in SIGMA VSS:

OR

AND

4. Participation in RFP Development or Evaluation

5. State of Michigan Experience and Prior Relevant Experience

Contract Number:

Contract Start Date:

Contract Expiration Date:

Contract Amount:

Agency:

Contract Administrator:

Contract Number:

Contract Start Date:

Contract Expiration Date:

Contract Amount:

Agency:

Contract Administrator:

Contract Number:

Contract Start Date:

Contract Expiration Date:

Contract Amount:

Agency:

Contract Administrator:

Contract Number:

Contract Start Date:

Contract Expiration Date:

Contract Amount:

Agency:

Contract Administrator:

Describe at least three (3) relevant experiences from the last five (5) years which demonstrate your ability to perform the Contract Activities included in this RFP.

Relevant experience should be of similar size and scope to the work described in this RFP.

DO NOT attach references without completing this section.

Company Name:

Contact Name:

Contact role at time of project:

Contact phone:

Contact email:

City:

State:

Zip:

Project name:

Description of the scope of the project:

How is this experience relevant to this RFP?

Dollar Value or Contract Amount:

Project Start Date:

Project End Date:

Status (complete, ongoing, phase, etc.)

Results obtained

Company Name:

Contact Name:

Contact role at time of project:

Contact phone:

Contact email:

City:

State:

Zip:

Project name:

Description of the scope of the project:

How is this experience relevant to this RFP?

Dollar Value or Contract Amount:

Project Start Date:

Project End Date:

Status (complete, ongoing, phase, etc.)

Results obtained

Company Name:

Contact Name:

Contact role at time of project:

Contact phone:

Contact email:

City:

State:

Zip:

Project name:

Description of the scope of the project:

How is this experience relevant to this RFP?

Dollar Value or Contract Amount:

Project Start Date:

Project End Date:

Status (complete, ongoing, phase, etc.)

Results obtained

6. Standard Contract Terms

☐ Do Not Agree with Contract Terms (attach written exceptions)

7. Michigan Economic Impact

Number of employees currently employed at locations in Michigan.

Number of additional employees to be employed at locations in Michigan if awarded this Contract (if any)

Minimum wage paid to employees at locations in Michigan.

Average wage paid to employees employed at locations in Michigan.

Number of employees assigned to the location included in this RFP and resulting Contract who will be paid minimum wage.

Number or percent of employees employed at locations in Michigan that are covered by employer-provided health insurance.

8. Labor and Environmental Laws Compliance

Bidder must disclose any violations of state or federal labor and employment laws and regulations received within the past five years.

Bidder must disclose any violations of state or federal environmental laws and regulations received within the past five years.

9. Supplier Diversity

10. Other

Standard and ADA Picnic Tables, Table Jacks and Charcoal Pedestal Grills Request for Proposal No. 220000000037

MANDATORY DOCUMENT

COMPLETE AND ATTACH WITH PROPOSAL IN SIGMA VSS

Company Name: _______________________ Contact: _____________________________ Address: _____________________________ Telephone: ___________________________ Email: _______________________________ SIGMA Vendor I.D.:_____________________

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 BIDDERS: There are specific requirements for which acceptance must be acknowledged through a checkbox and others require a detailed response.

BACKGROUND

The Michigan Department of Natural Resources (DNR) manages 77 State Parks, 23 Recreation Areas, 3 State Historic Parks, 3 State Scenic Sites and 140 State Forest Campgrounds. Every year, approximately 22 million visitors enjoy the abundant natural and cultural resources celebrated throughout the Michigan State Parks System. These facilities are spread across various locations statewide, offering public day use areas, campgrounds, beach access sites, hiking and other activities unique to the State. Picnic tables and grills are heavily used site commodities within the State Park System resulting in the need for frequent replacement.

SCOPE

This RFP and resulting Contract will include:

· Picnic Tables and Jacks:

· Complete, un-assembled standard 6’ and ADA compliant 8’ picnic tables composed of metal frame (jack) and wood plank top and seats, finished and unfinished options.

· Metal frames (jacks) for standard 6’ and ADA compliant 8’ picnic tables.

· Charcoal pedestal grills.

MANDATORY MINIMUM REQUIREMENTS

1. To avoid disqualification, the bidder must meet the following Mandatory Minimum Requirements.

A. The Contractor must be the manufacturer, or the authorized dealer / distributor of the product specified. The State reserves the right to verify authorized dealer / distributor status.

B. Picnic Tables and Jacks must meet the Mandatory Minimum Specifications.

C. Pedestal Charcoal Grills must meet the Mandatory Minimum Specifications.

Are you the manufacturer of the product specified?

Are you the authorized dealer / distributor of the product specified?

If you are the authorized dealer / distributor, include as an attachment with your proposal a letter from the manufacturer verifying your status.

D. MANDATORY MINIMUM SPECIFICATIONS - Picnic Tables and Jacks:

1. Must be heavy duty, non-tip, walk-through design.

2. Must be available in standard 6’ and ADA compliant 8’ lengths.

3. Standard 6’ frames should include seat brackets on one side only to allow conversion to ADA compliant frame.

4. Frames must be a minimum 2 3/8” OD steel pipe.

5. Two (2) drain (weep) holes must be drilled in the bottom of each end frame.

6. All joints must be welded.

7. Finish must be hot-dip galvanized after fabrication covering all welds, cut ends, punched holes, etc.

8. ADA compliant 8’ length tables must have:

a. Knee clearance - minimum 27” height, 30” width, and 8” depth.

b. Toe clearance - minimum 9” height, 30” width, and 17” depth.

Bidder Response: Mandatory Minimum Specifications

E. MANDATORY MINIMUM SPECIFICATIONS - Pedestal Charcoal Grills:

1. Firebox must be constructed entirely of 3/16” steel plate.

2. Firebox must be permanently attached to the pedestal post with a swivel mechanism which provides continuous rotation in either direction.

3. Grate must be permanently attached to firebox.

4. Firebox and grate must be all welded joints.

5. Pedestal post must be a minimum 3 ½” OD steel pipe designed for permanent embedded installation.

6. Entire unit must be finished in high temperature, heat resistant, non-toxic black enamel.

Bidder Response: Mandatory Minimum Specifications

REQUIREMENTS

1. General Requirements

1.1. Preferred Product Specifications

A. Bidders must submit proposals meeting Mandatory Minimum Requirements and Specifications and should meet or exceed the following Preferred Specifications.

B. Bidders submitting proposals for items that exceed preferred specifications should clearly describe any and all variances and include complete specifications.

1. Picnic Tables and Picnic Table Frames Preferred Specifications: In addition to the Mandatory Minimum Requirements, Picnic Tables and Frames proposed should meet or exceed the specifications in this Section, and as diagrammed in Schedule C - Picnic Table Shop Drawings.

a. Provide the Manufacturer, Brand Name and Model Number of proposed Picnic Table / Table Frame:

b. Design #1: Standard 6’ length table should have 6’ length seats.

c. Design #1 should include seat brackets on one side only for conversion to ADA compliant table.

d. Design #2: ADA Compliant 8’ length table should have 6’ length seats with one end of table top to extend 2’ beyond seat.

e. Overall assembled picnic table width should be 59-3/4”.

f. Table top width should be 29-3/8”

g. Plank seat width should be 9-1/2”

h. Table height should be between 28” and 34” above ground surface.

i. Seat height should be 18-1/2” above ground surface.

j. Two (2) drain (weep) holes should be drilled in the bottom of each end frame, prefer 7/16” minimum diameter.

k. Top and seat mounting brackets should be minimum 2”x3”x3/16” steel angles.

l. Diagonal support braces should be minimum 1-5/16” OD steel pipe.

m. All bolt holes must be pre-drilled.

n. All fasteners must be 3/8” diameter hot dipped galvanized carriage bolts.

a. Manufacturer, brand name and model of proposed Picnic Table / Table Frame:

Manufacturer:

Brand Name:

Design #1 Picnic Table Model:

Design #1 Table Frame Model:

Design #2 Picnic Table Model:

Design #2 Table Frame Model:

Seat Length:

Seat Length:

e. Overall assembled picnic table width:

f. Table top width:

g. Plank seat width:

h. Table height:

i. Seat height:

j. Number of weep holes in bottom of each end frame:

Weep hole diameter:

k. Top and seat mounting bracket dimensions:

l. Diagonal support brace dimensions:

If the proposed Picnic Table / Table Frame varies from the Preferred Specifications:

· HIGHLIGHT the section above that varies,

· note the section (i.e. Section d, e, h, etc.),

· provide detail in the box below and

· attach specifications detailing the variance.

2. Complete, Un-Assembled, Finished Standard 6’ and ADA Compliant 8’ Picnic Tables Preferred Specifications

a. Table top and seats should be #1 grade Southern Yellow Pine, 2” x 10” plank, pressure treated, and kiln dried after treatment (KDAT).

b. Wood should be sanded smooth on all six sides with 3/8” radius on all exposed edges.

c. Table top should be three planks wide and either 6’ or 8’ length, per Designs #1 and #2.

d. Table top planks must be tied together on the underside with a 1 ½” x 1/2” x 1/8” channel to prevent warping.

e. Each seat should be one plank wide and 6’ length.

f. Table tops and seats should be finished with exterior clear polyurethane.

g. Bidders may include a dollar price discount per unit for unstained / unfinished table top and seats (Schedule B2 – Discounts).

Proposed Complete Un-Assembled Finished Picnic Tables

Wood Grade:

Wood Specie

Nominal Dimensions:

Radius dimension on exposed edges:

c. Number of table top planks:

Design #1 Table top plank length:

Design #2 Table top plank length:

How are table top planks tied together?

Seat plank width:

f. Table top and seat finish:

If the proposed Complete, Un-Assembled Standard 6’ and ADA Compliant 8’ Picnic Tables vary from the Preferred Specifications:

· HIGHLIGHT the section above that varies,

· note the section (i.e. Section d, e, h, etc.),

3. Pedestal Charcoal Grills Preferred Specifications: In addition to the Mandatory Minimum Requirements, Pedestal Charcoal Grills proposed should meet or exceed the specifications in this Section, and as diagrammed in Schedule D – Pedestal Charcoal Grill Shop Drawings.

a. Provide the manufacturer, brand name and model of proposed Pedestal Grill.

b. Grill should have:

i. 300 square inch cooking area and

ii. A four level, adjustable grate

c. Firebox:

i. 20” wide x 15” deep x 10” high

ii. Include a die-formed ash flange on front edge

iii. Include 1 ½” radius on all exposed corners

d. Grate

i. Perimeter and handles should be 5/8” diameter steel bar.

ii. Cooking surface should be 1/2" steel bar.

iii. Should include two handle grips of 1/8” x 1/2" coiled steel bar. Handle grips should be suitable for public use.

iv. Shall be permanently attached to firebox.

e. Pedestal post

i. Should be 3-1/2” OD x 48” long steel pipe, and

ii. Designed for permanent embedded installation.

f. Entire unit shall be finished in high temperature, heat resistant, non-toxic black enamel.

a. Manufacturer, brand name and model of proposed Pedestal Grill:

Manufacturer:

Brand Name:

Model:

b. Grill

i. Dimension in square inches of cooking area.

c. Firebox

i. Firebox dimensions

iii. Radius on exposed corners:

d. Grate:

Dimension and type of handle grips:

e. Pedestal Post:

i. Pedestal post outside dimension (OD):

Pedestal post material:

Pedestal post length:

If the Pedestal Charcoal Grills vary from the Preferred Specifications:

· HIGHLIGHT the section above that varies,

· note the section (i.e. Section d, e, h, etc.),

1.2. Warranties

A. Describe any warranties included in the bid – add additional rows as needed.

B. Provide the length of warranty and any limitations C. Explain the process for reporting warranty issues.

D. Explain how repairs or replacements will be handled, and timeframe required for repair or replacement.

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

Bidder must provide detailed information requested below:

Complete Un-Assembled Finished Picnic Tables Warranty Information

Length of Warranty:

Warranty Limitations or Exclusions:

Process for reporting warranty issues:

Responsible party for warranty:

Contact Name:

Address:

Phone:

Email:

Explain how repairs are handled:

Timeframe required for repairs:

Explain how replacements are handled:

Timeframe required for replacements:

Picnic Table Frames Warranty Information

Length of Warranty:

Warranty Limitations or Exclusions:

Process for reporting warranty issues:

Responsible party for warranty:

Contact Name:

Address:

Phone:

Email:

Explain how repairs are handled:

Timeframe required for repairs:

Explain how replacements are handled:

Timeframe required for replacements:

Pedestal Charcoal Grills Warranty Information

Length of Warranty:

Warranty Limitations or Exclusions:

Process for reporting warranty issues:

Responsible party for warranty:

Contact Name:

Address:

Phone:

Email:

Explain how repairs are handled:

Timeframe required for repairs:

Explain how replacements are handled:

Timeframe required for replacements:

1.3. Recall Requirements and Procedures

A. Describe any recall requirements and procedures.

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

Recall requirements:

Recall procedures:

1.4. Quality Assurance Program

A. Explain your Quality Assurance Program(s).

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

Quality Assurance Program:

1.5. Incentives

A. 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. If none, enter N/A.

Incentives:

Quantity Discounts:

Quick Payment Terms:

1.6. Transition

A. Contract Execution: Bidder agrees to sign, date and return Contract with a current certificate of liability insurance per Contract requirements and limits of liability, and workers compensation certificate prior to Contract execution.

List all exception(s):

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

List all exception(s):

2. Service Requirements

2.1. Timeframes

A. All Contract Activities must be delivered…