(RFP 210000002261) Snow Blower w Wheel Loader.docx

Department of Transportation Contract Services Division, Purchasing Unit Request for Proposal No. 210000002261 Snow Blower, Heavy Duty, Wheel Loader Attachment

Solicitation Contact: Klatra Pickett Email: Pickettk1@michigan.gov

This is a Request for Proposal (RFP) for:

The Michigan Department of Transportation’s (MDOT), Office of Operations Administrative Services, Fleet Division. Requesting a one-time purchase for one (1) Snow Blower, Heavy Duty, Wheel Loader Attachment and Training, as described in Schedule A, and attached specifications (the “Contract Activities”)

RFP Timeline

*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.

Michigan.gov/MiProcurement

RFP 210000002261

proposal instructions

Version 11(5/2020)

Version 12 (10/2020) 2

1. PROPOSAL PREPARATION. The State recommends reading all RFP materials prior to preparing a proposal, particularly these Proposal Instructions and the Vendor Questions Worksheet. Bidders must follow these Proposal Instructions and provide a complete response to the items indicated in the table below. 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. Include the bidder’s company name in the header of all documents submitted with your proposal.

RFP Structure and Documentation

Attachment A -Specifications C57.0651.21 Specifications Bidder to complete and submit by proposal deadline

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 www.michigan.gov/SIGMAVSS. This is the only method by which the RFP may be modified.

4. QUESTIONS. Bidder questions about this RFP must be emailed or posted on www.michigan.gov/SIGMAVSS to the Solicitation Manager no later than the time and date specified on the Cover Page. In the interest of transparency, only written questions are accepted. Answers to questions will be posted on www.michigan.gov/SIGMAVSS. Submit questions using the format below; a Microsoft Excel format or similar is suggested.

5. DELIVERY OF PROPOSAL.

Electronic – The bidder must submit its proposal, all attachments, and any modifications or withdrawals electronically through www.michigan.gov/SIGMAVSS. The price proposal should be saved separately from all other proposal documents. The bidder should submit all documents in a modifiable (native) format (examples include but are not limited to Microsoft Word or Excel and Google Docs or Sheets). In addition to submitting documents in a modifiable format, the bidder may also submit copies of documents in PDF. Attachment file size is limited to 6 MB per document. Bidder’s failure to submit a proposal as required may result in disqualification. The proposal and attachments must be fully uploaded and submitted prior to the proposal deadline. Do not wait until the last minute 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 Closing On/Closing Date fields (Summary view/Detail view), 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. The Solicitation Manager will not provide assistance related to the submittal of the proposal and all attachments on the day of the proposal deadline. Responsibility for a complete submission lies with the bidder.

6. MANDATORY MINIMUM REQUIREMENTS. To avoid disqualification, the bidder must provide documentation to support the following:

Must be a certified authorized distributor or manufacture.

If bidding as a distributor attach letter from manufacturer

Only proposals meeting the mandatory minimum requirements will be considered for evaluation.

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

Step 1 Pass or Fail given for:

e. Completion of Attachment A – Specifications C57-0651.21

Step 2: After receiving a Pass for Step 1

e. MDOT will first review bid responses that accept Schedule A without exception AND provides brand name or equivalent. The bidder proposal will be assign the following points:

Proposals receiving 80 or more evaluation points will have pricing evaluated and considered for award.

Step 3: Low bid will be determined by the total extended cost of the requested item submitted on attached Schedule B.

f. it will be at MDOT discretion to review all listed Schedule A exceptions or Attachment A – Specifications C57-0651.21 alternates to determine if the exception and or alternate can be accepted for specific usage for MDOT maintenance. During the posted Question and Answer time frame, bidders should submit questions regarding an alternate specification.

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.

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 www.michigan.gov/SIGMAVSS ; 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 lowest bid to the State, as determined by the State. Low bid will be determined by the bidder meeting the minimum point threshold 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 an Award Recommendation and Evaluation Synopsis on www.michigan.gov/SIGMAVSS.

12. BID PROTEST. If you wish to initiate a protest of the award, you must submit your written protest electronically to the Administrator listed below:

Contract Service Division, Purchasing Unit Mrs. Carol Rademacher, Administrator rademacherc@michigan.gov

Protests are to be submitted no later than three (3) calendar days after the posted Notice of Recommendation for Award on SIGMA VSS, by 3:00 p.m. EST. or 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.

Additional information about the protest process 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 180 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. Other than verified trade secrets, proposals submitted via www.michigan.gov/SIGMAVSS are the State’s property.

15. CONFIDENTIAL TREATMENT FORM AND THE FREEDOM OF INFORMATION ACT. 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, some information may be exempt from disclosure. 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.

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.”

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.

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. 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

RFP Title

Signature

Date

Printed Name, Title, Company confidential treatment form

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), (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, and (4) Provides the contact information for the person at Bidder’s organization authorized to respond to inquiries by the State concerning the material.

(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

RFP Title

Signature

Date

Printed Name, Title, Company

RFP210000000000

confidential treatment form

Contractor to provide a detailed response to each question. “You” and “company” refers to the bidder.

1. Contact Information

Bidder’s sole contact person during the RFP process. Include name, title, address, email, and phone number.

Person authorized to receive and sign a resulting contract. Include name, title, address, email, phone number and vendor customer code in SIGMA VSS.

2. Company Background Information

Legal business name and address. Include business entity designation, e.g., sole proprietor, Inc., LLC, or LLP.

What state was the company formed in?

Phone number.

Website address.

Number of years in business and number of employees.

Legal business name and address of parent company, if any.

Has there been a recent change in organizational structure (e.g., management team) or control (e.g., merger or acquisition) of your company? If the answer is yes: (a) explain why the change occurred and (b) how this change has affected your company.

Discuss your company’s history. Has growth been organic, through mergers and acquisitions, or both?

Has bidder ever been debarred, suspended, or disqualified from bidding or contracting with any entity, including the State of Michigan? If yes, provide the date, the entity, and details about the situation.

Has your company been a party to litigation against the State of Michigan? If the answer is yes, then state the date of initial filing, case name and court number, and jurisdiction.

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.

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

If receiving a contract under this RFP will increase your gross revenue by more than 25% from last year’s sales, explain how the company will scale-up to manage this increase.

Describe partnerships and strategic relationships you think will bring significant value to the State.

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

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

To demonstrate qualification as a qualified disabled veteran, you must provide:

(a) Proof of service and conditions of discharge (DD214 or equivalent);

(b) Proof of service-connected disability (DD214 if the disability was documented at discharge or Veterans Administration Rating Decision Letter or equivalent if the disability was documented after discharge); and

(c) Legal documents setting forth the ownership of the business entity.

In lieu of the documentation identified above, you may provide proof of certification by the National Veterans Business Development Council.

Enter the names of documents submitted with your proposal to demonstrate status as a qualified disabled veteran.

4. Participation in RFP Development or Evaluation

If you enter “YES”, you are not eligible for contract award or to work as a subcontractor for the awarded vendor.

If you enter “YES,” you are not eligible for contract award. An awarded vendor may not partner or subcontract with anyone to provide goods and services required under a resulting contract if that subcontractor or partner assisted in the development of this solicitation.

If you enter “YES”, you are not eligible for contract award or to work as a subcontractor for the awarded vendor.

Solicitation numbers will not be accepted

Does your company have experience working with the State of Michigan? If so, please provide a list (including the contract number) of the contracts you hold or have held with the State for the last 10 years.

Describe at least two (2) relevant experiences from the last two (2) years supporting your ability to successfully purchase a Snow Blower, Heavy Duty, Wheel Loader Attachment and provide stated training and services as described in this RFP.

Experience 1

Company name.

Contact name.

Contact role at time of project.

Contact phone.

Contact email.

City.

State.

Zip.

1. Project name and description of the scope of the project.

2. What role did your company play?

3. How is this project experience relevant to the subject of this RFP?

Dollar value.

Start and end date (mm/yy – mm/yy)

Status (completed, live, other – specify phase)

Results obtained.

Experience 2

Company name.

Contact role at time of project.

City.

1. Project name and description of the scope of the project.

Dollar value.

Start and end date (mm/yy – mm/yy)

Status (completed, live, other – specify phase)

Results obtained.

Experience 3

Company name.

Contact role at time of project.

City.

1. Project name and description of the scope of the project.

Dollar value.

Start and end date (mm/yy – mm/yy)

Status (completed, live, other – specify phase)

Results obtained.

Bidder must affirm agreement with the attached Contract Terms. If not in agreement, written exceptions in accordance with the Evaluation Process section of the Proposal Instructions must be provided with Bidder’s proposal.

7. Michigan Economic Impact

Number of employees currently employed at locations within the State of Michigan.

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

Minimum wage paid to employees employed at locations within the State of Michigan.

Average wage paid to employees employed at locations within the State of Michigan.

Percentage of employees employed at locations within the State of Michigan that are covered by employer-provided health insurance.

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. Other

DTMB – 4/21kp

RFP 210000001906

vendor questions worksheet DTMB UPDATE 4/21/21

Contractor must enter company name here.

Request for Proposal (RFP) No. 210000002261 Snow Blower, Heavy Duty, Wheel Loader Attachment 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.

SCOPE

The Michigan Department Transportation (MDOT), Office of Operations and Administrative Services, Fleet Division is requesting to purchase one (1) snow blower, heavy duty, wheel loader attachment and training.

The results of this RFP will result in a one-time purchase.

REQUIREMENTS

1. General Requirements

The snow blower, heavy duty, wheel loader attachment must be the latest model in current production, satisfactory to meet the performance and design character required in the specification.

The snow blower, heavy duty, wheel loader attachment must be the latest model in current production, satisfactory to meet the performance and design character required in the specification. shall be built in accordance with the U.S. Government, American National Standards (ANSI), Federal Motor Vehicle Safety Standards 108 (FMVSS) and Federal and Michigan’s Occupational Safety and Health Administration (OSHA & MIOSHA) standards.

1. The General Requirements

List all exception(s):

1.1 Specifications

Attachment A - Specifications # C57-0651.21.

Reference Make and Model: Wausau SNOGO Model MP Rotary Snow Blower Bidder can submit equivalent or alternate.

Within the attached specification C57-0651.21, the Contractor to identify proposed snow blower, heavy duty, wheel loader attachment unit AND will submit manufacture’s product literature for the make and model offered with the bid.

1.1 Specifications

List all exception(s):

Alternate Bids MDOT will review all listed exceptions or alternates. It will be at the discretion of the MDOT Fleet Division to determine if listed exceptions or alternate can be accepted without impact to MDOT specific usage for maintenance.

During the posted Question and Answer time frame posted in the Proposal Instructions, bidders should submit questions regarding an alternate specification.

1.1 Specifications – Alternate Bid

1.1. Manuals

The Contractor will provide two (2) sets of manuals for the Snow Blower, Heavy Duty, Wheel Loader Attachment unit at the time of delivery.

a. Operating

b. Parts and maintenance/service Manuals can be provided in CD or paper format.

Failure to deliver manuals at the time of delivery may be cause for payment to be delayed.

1.1 Manuals

List all exception(s):

1.2. Warranties

The contractor is to provide a one-year warranty covering all components listed within Attachment A – C57-0651.21 OR manufacturer’s warranty which ever is greater.

This warranty shall start on the in-service date, which is when MDOT first begins to use this unit.

The Contractor will explain its warranty period for all the components as specified within this RFP to include:

Reporting warranty issues and how it will handle warranty repairs.

1.2 Warranties

List all exception(s):

REMINDER: EVALUATION CRITERIA

BIDDER will explain its warranty period for all the components as specified within Attachment A – C57-0651.21

BIDDER to provide Warranty Contract information:

Bidder Contact Name:

Bidder Contact email and cell number:

1.3. Recall Requirements and Procedures

The Contractor will immediately notify MDOT and assist with any removal and replacement of defective parts at no additional cost.

1.3 Recall Requirement and Procedures

List all exception(s):

BIDDER will explain recall procedure.

1.4. Quality Assurance Program

TO INSERT AWARDED CONTRACTOR PROCESS

1.4 Quality Assurance Program

BIDDER will provide quality assurance program and process.

1.5. Incentives

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

1.5 Incentives

BIDDER will list incentives.

2.0. Meetings

The Contractor may be required to attend the following meetings:

a. Kick off meeting within 30 calendar days of the contract Effective Date.

b. Equipment Inspection – will be scheduled EITHER via teleconference with camera OR

Equipment Inspection – at Contractor facility The Contractor may be required to host a pre-delivery model inspection at their facility. The inspection will be scheduled when the unit is substantially completed and before delivery.

The Contractor shall be required to pay the travel and subsistence costs for up to two (2) MDOT personnel from Lansing Michigan. The costs will be the same as the standard travel reimbursement rates for state of Michigan Employees. Bidder to indicate cost on Schedule B-Pricing.

c. The State may request other meetings, as it deems appropriate.

2.0 Meetings

List all exception(s):

3.0 Training

After the unit has been delivered and accepted, for a group of 6 – 8 MDOT employees, the Contractor will provide a minimum, 8 hours of operators and mechanics training. Training to be paid separate from cost of Snow Blower, Heavy Duty, Wheel Loader Attachment – ref. Schedule B.

Training will be scheduled at a MDOT facility at a time and location determined by MDOT.

3.0 Training

List all exception(s):

4.0 Delivery

Prior to the delivery the unit shall be serviced, tested and ready for operation.

Delivery shall be 120 days ARO.

Contractor to contact Scott Poyer, MDOT Fleet Specialists 48 hours prior to delivery.

Delivery will be accepted between the hours of 8:00 am and 3:00pm Monday through Friday, except public holidays.

Delivery will be shipped to:

MDOT Houghton Garage 51750 Industrial Dr.

Calumet, MI 49913 Attention: Aaron Oberle

4.0 Delivery

List all exception(s):

Bidder must state the delivery and or transportation method (e.g.,UPS, FedEx, Contractor fleet, or other third-party carrier) it intends on utilizing in Delivery of the contract activities.

5.0 Technical Support and Repairs

The Contractor will specify direct phone numbers/cell phone and email for the State to contact the Contractor for technical support, repairs and maintenance.

This Contact will be specifically to this purchase and will respond to inquiries regarding activities of this contract.

The Contractor must be available for calls and service during the hours of 8:00 am to 5:00 pm EST, Monday through Friday.

Contractor to define process for repairs under warranty and non-warranty items.

5.0 Technical Support and Repairs

BIDDER to provide:

Bidder Contact Name Bidder Contact email and cell number Bidder description of process for repairs under warranty and non-warranty items.

Bidder must provide detailed information as required above

6.0 Staffing

6.1 Contractor Representative

The Contractor must appoint one individual, specifically to the State of Michigan accounts, that will respond to State inquires regarding the Contract Activities, answering questions related to ordering and delivery, etc. (the “Contractors Representative”).

6.1 Contractors Representative

List all exception(s):

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

Bidder Contact Name Bidder Contact email and cell number

6.6 Disclosure of Subcontractors

If the Contractor will use a supplier or sub-contractor to purchase the requested unit, the Contractor must disclose and provide the following information in the chart below.

BIDDER using subcontractor will submit a signed statement from manufacturer verifying that the subcontractor provided warranty will be transferable to MDOT.

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.

6.6 Disclosure of Subcontractors

Bidder, an Authorized Dealer or Manufacturer will provide information as stated above if using a subcontractor.

6.7 Security

The contract activities require interaction with the State personnel at State facilities and/or designated State trunk lines or highways.

In the event of any incident, upon request by the State, the Contractor shall provide the results of all security background checks of employees.

6.7 Security

List all exception(s):

Bidder will describe security protocal

6.8 COVID-19

Effective, June 30, 2021 all employees and visitors entering a MDOT facility may require a face mask and signature on a health screen questionnaire regarding principal symptoms of COVID-19; and employees and visitors meeting outside within the right-of-way will require a face mask.

Employees and Visitors that have principal symptoms of COVID-19 will not be granted access to facilities and or participation in outside meetings.

6.8 COVID-19

List all exception(s):

Bidder must explain current company COVID-19 procedure:

7.0 Pricing

7.1 Pricing Term

This is a one-time purchase. Pricing is firm for the entire length of the Contract.

7.1 Price Terms

8.0 Ordering

8.1 Authorizing Document

The appropriate authorizing document for this contract will be a Purchase Order.

8.1 Authorizing Document

9.0 Acceptance and Inspection

The following criteria will be used by the state to determine Acceptance of the services or deliverables provided.

a. The unit will be subject to a new unit check in inspection by MDOT personnel after the unit is delivered for compliance with the attached specifications, product information, and purchase order requirements.

Inspection shall be done after delivery. If the new unit is not in compliance with stated specifications and requirements, the Contractor will be notified and will perform required modifications at no additional expense to MDOT.

b. Manuals and manufacturer equipment/parts received with delivery of unit

9.0 Acceptance and Inspection

List all exception(s):

10.0 Final Acceptance

As stated within attached Standard Contract Term, section 16

10.0 Final Acceptance

11.0 Invoice and Payment

11.1 Invoice Requirements

All Invoices submitted to the State must include: (a) date; (b) purchase order, unit price; shipping cost (if any); and (g) total price.

Contractor will send invoice by mail or email to:

Fleet Administration Michigan Department of Transportation 2522 West Main St.

Lansing, MI 48917 Attention: Scott Poyer or poyers@michigan.gov

11.1 Invoice Requirements

12.2 Payment Methods

The State will make payment for Contract Activities as stated within the attached Standard Contract Terms, Section 18, Terms of Payment.

As required by MCL 18.1283, the State will only disburse payments under this Contract through Electronic Funds Transfer (EFT).

The Contractor is responsible for ensuring banking information is registered and current within the State vendor website:

https://sigma.michigan.gov/webapp/PRDVSS2X1/AltSelfService to

12.2 Payment Methods

13.0 Liquidated Damages

The delivery of units must be consistent with the scheduling as established within the purchase order If any units are not delivered within the delivery schedule specified, the delay will interfere with the proper implementation of the fleet management programs utilizing these vehicles/units, to the loss and damage of the State of Michigan.

If there is late or improper completion of the Contract Activities the State is entitled to collect liquidated damages in the amount of 2/10th of 1% per day up to 30 days, if Contractor fails to remedy the late or improper completion of the Work the State may deduct liquidated damages from the final payment.

13.0 Liquidated Damages

List all exception(s):

14.0 Additional Requirements

14.1 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.

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

15.0 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.

15.1 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.

15.2 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.

Schedule A – statement of work contract activities

Enter company name here

Request For Proposal No. 210000002261

Snow Blower, Heavy Duty, Wheel Loader Attachment Pricing instructions

1. The Contractor must provide a pricing schedule for the proposed Contract Activities using Schedule B. The pricing schedule should be submitted in a modifiable format (e.g. Microsoft Word or Excel); however, you may also submit an additional pricing schedule in a non-modifiable format (e.g., PDF). Failure to complete the pricing schedule as requested may result in disqualification of your proposal.

2. Unless specified, price proposals must include all costs, including but not limited to, any one-time or set-up charges, fees, and potential costs that Contractor may charge the State (e.g., shipping and handling, per piece pricing, and palletizing).

3. The Contractor is encouraged to offer quick payment terms. The number of days must not include processing time for payment to be received by the Contractor's financial institution.

· Quick payment terms: % discount off invoice if paid within days after receipt of invoice.

4. All pricing must be F.O.B. Destination with transportation charges prepaid on the order. Other F.O.B. terms will not be accepted and shall disqualify a Bidder from further consideration.

5. By submitting its proposal, the Contractor certifies that the prices were arrived at independently, and without consultation, communication, or agreement with any other Contractor.

6. Estimated contract quantities and…