Purchase Mastic Schedule_a_commodities_table_format.docx

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STATE OF MICHIGAN

Request For Proposal No. 19000003074 Delivery of 14,250 lb of Mastic One Asphalt Patch Material with Applicator.

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.

For Questions about this RFP contact Project Manager William Bair at bairw@michigan.gov, cell phone 248-431-2887

1. Specifications

1.1 The Contractor must provide the following:

What: Poly Patch & Mastic One Manufacturer: Crafco Inc Manufacturer Part: Part No. 33339 Minimum Order Quantity: One pallet (2250lb) Frequency: As needed and within 3 business days from the time of MDOT placing an order.

Quality: As specified by the Manufacturer.

What: Mastic Melter Manufacturer: Crafco Inc Manufacturer Part: Part No. 56700 Minimum Order Quantity: 1 Each Frequency: As needed and within 3 business days from the time of MDOT placing an order.

Quality: As specified by the Manufacturer.

1.2 Warranties

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

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

Describe any recall requirements and procedures. (OR) The Contractor must describe any recall procedures.

1.4 Quality Assurance Program

All equipment furnished without an operator, will be in proper operating condition when delivered for use by the Department of Transportation. It is understood that, when due to mechanical failure, any and all repairs and/or replacement of parts to parts to said equipment is the responsibility of the vendor.

2. Service Levels

2.1 Questions

2.2 Delivery

Delivery will be expected within 3 calendar days upon date of order. Delivery will be made at a facility located within 20 mile radius from the MDOT-Oakland TSC, 800 VanGuard Drive, Pontiac MI 48341.

2.3 Technical Support and Repairs

When providing technical support, the Call Center must resolve the caller’s issue within 30 minutes. If the caller’s issue cannot be resolved within 2 hours, on-site service must be scheduled. The on-site service must be performed within 24 hours of the time the issue was scheduled for service.

2.4 Maintenance

On-site maintenance must be performed according the recommended manufacturer maintenance schedule.

2.5 Training

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

2.6 Reporting

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

2.7 Meetings

The Contractor may be required to attend meetings per MDOT request.

3. Staffing

3.1 Contractor Representative

The Contractor must appoint One (1) Service Manager, and One (1) Product Representative, and who are specifically assigned to State of Michigan account, 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 7 calendar days before removing or assigning a new Contractor Representative.

3.2 Customer Service Number

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

3.3 Technical Support, Repairs and Maintenance

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

3.4 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.

3.5 Security

The Contractor will be subject the following security procedures: Carry Company Name Tag and wear clearly identifying uniform.

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.

4. Pricing

4.1 Price Term

Pricing is firm for a 90 day period (“Pricing Period”). The first pricing period begins on the 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

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.

5. Ordering

5.1 Authorizing Document

The appropriate authorizing document for the Contract will be a purchase order submitted by MDOT Project Manager via email.

5.2 Order Verification

The Contractor must have internal controls, approved by Central Procurement Services, to verify abnormal orders and to ensure that only authorized individuals place orders.

6. Delivery

6.1 Delivery Programs

The Contractor must explain in detail its delivery programs (e.g., standard delivery and quick-ship), including any limitations such as quantity.

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.

6.2 Packaging and Palletizing

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

7. Acceptance

7.1 Acceptance, Inspection and Testing

MDOT will use the acceptance process defined in Section 15, Acceptance of the Standard Contract.

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

7.2 Final Acceptance

Final acceptance will include Visual Inspection of materials (VI).

8. Invoice and Payment

8.1 Invoice Requirements

All invoices submited to the State must include: (a) date; (b) purchase order; (c) quantity; (d) description of the Contract Activities; (e) unit price; (f) shipping cost (if any); and (g) total price.

All invoices submitted to the State must be submitted via e-mail to THE MDOT-Metro-OakTSC-Invoices (MDOT-Metro-OakTSC-Invoices@michigan.gov

8.2 Payment Methods

The State will make payment for Contract Activities. Public Act 533 of 2004 requires that payment on all State contracts for the purchase of goods or services be made by Electronic Fund Transfer (EFT). If you are not registered to receive payments you must do so prior to the execution of the contract (www.michigan.gov/SIGMAVSS).

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.

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.

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.

9.4 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.

9.5 Licensing Agreement

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

Version 2 Revised Date: 2/2019