REQUEST FOR PROPOSAL # 230000002220

Department of Transportation – Contract Services Division Solicitation Manager Name: Ruth Thole Direct Phone: 517-335-4972 Email: TholeR@michigan.gov

This is a Request for Proposal (RFP) for: Services to perform an inspection and overhaul/rebuild of a 2013 Aspen Aerial Under Bridge Inspection Unit.

RFP Timeline

RFP issue date

May 17, 2023

Anticipated contract begin date

July 15, 2023

*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 230000002220 1 of 71

PROPOSAL INSTRUCTIONS

1. PROPOSAL PREPARATION. The State recommends reading all RFP materials prior to preparing a proposal, particularly these Proposal Instructions and the Contractor 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. 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

2. CONTACT INFORMATION FOR THE STATE. The sole point of contact for the State concerning this RFP is:

Ruth Thole, Solicitation Manager 517-335-4972 TholeR@michigan.gov 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 to the Solicitation Manager at TholeR@michigan.gov no later than 12:00 pm Eastern Time on May 25, 2023. In the interest of transparency, only written questions are accepted. Answers to questions will be posted on www.michigan.gov/SIGMAVSS

5. DELIVERY OF PROPOSAL. 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. Note that 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 provide documentation to support the following:

Bidder must be a certified authorized dealer or the manufacturer of Aspen Aerial Towers. If Bidder is a dealer, a letter from the manufacturer must be attached with the bid response.

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:

Proposals receiving 75 or more technical evaluation points will have pricing evaluated and considered for award.

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. Failure to respond timely to requests for proposed changes to Contract Terms during ongoing negotiations may be cause for disqualification.

The State may but is not required to conduct an on-site visit to tour and inspect the bidder’s facilities; conduct 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. 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 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 publish an Award Recommendation and Evaluation Synopsis, by posting a Notice of Intent to Award (NIA1) on www.michigan.gov/SIGMAVSS.

12. DEBRIEF MEETING AND BID PROTEST. The State will post an Award Recommendation and Evaluation Synopsis which will provide instructions on how to request a debrief meeting.

If you wish to initiate a protest of the award, you must submit your written protest to Carol R. Rademacher no later than 3:00 p.m., three (3) business days after the Award Recommendation and Evaluation Synopsis is posted on SIGMA VSS. The State reserves the right to adjust this timing and will publish any change.

Additional information about the protest process is available at DTMB - Programs and Policies (michigan.gov) under the “Bidder Protests” 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. The bidder understands that their proposal will become public record immediately upon receipt by the State. 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. 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.

confidential treatment form INSTRUCTIONS. Bidder must complete either Section 1 or Section 2 of this CT Form and sign where indicated. Do not complete both sections. 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. If this section is completed, do not complete Section 2. CONFIDENTIAL TREATMENT IS REQUESTED.

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

230000002220 RFP Number

Inspect and Rebuild an Under Bridge Inspection Unit

RFP Title

Signature

Date

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. If this section is completed, do not complete Section 1. CONFIDENTIAL TREATMENT IS NOT REQUESTED.

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.

230000002220 RFP Number

Inspect and Rebuild an Under Bridge Inspection Unit

RFP Title

Signature

Date

Printed Name, Title, Company

Contractor questions worksheet 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:

Name:

Title:

Address:

Phone Number:

Email:

Person authorized to receive and sign a resulting contract:

Name:

Title:

Address:

Phone Number:

Contractor’s Contract Administrator (see Standard Contract Terms, Point 3.)

Name, email address, and phone number. Include address if different than legal business address

Contractor’s Program Manager (see Standard Contract Terms, Point 4.)

Name, email address, and phone number. Include address if different than legal business address

2. Company Background Information

Legal business name:

Business address:

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.

Number of employees.

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

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.

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 provide:

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

If yes, 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 Contractor.

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

5. State of Michigan Experience and Prior Experience

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 3 relevant experiences from the last 5 years supporting your ability to successfully manage a contract of similar size and scope for the work 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.

6. Standard Contract Terms

☐ Do not agree will all Contract Terms

7. Michigan Economic Impact

How many employees are currently employed at locations within the State of Michigan.

How many additional employees are to be employed at locations within the State of Michigan if awarded this Contract (if any).

What is the minimum wage paid to employees employed at locations within the State of Michigan.

What is the average wage paid to employees employed at locations within the State of Michigan.

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

8. Labor, Antidiscrimination and Environmental Laws Compliance

Bidder must disclose any violations of state or federal labor, antidiscrimination 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

11. Response to State Requests

Contractor must enter company name here.

Schedule A – statement of work contract activities Request for Proposal (RFP) No. 230000002220 Inspect and Rebuild an Under Bridge Inspection Unit

This schedule identifies the anticipated requirements of any Contract resulting from this RFP. The term “Contractor” in this document refers to a bidder responding to this RFP, as well as the Contractor who is awarded the contract. The term “bidder” is used to identify where specific responses to the RFP are required.

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

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

BACKGROUND

The Michigan Department of Transportation (MDOT), Transportation Systems Maintenance and Operations, Fleet Division maintains a fleet of vehicles and equipment necessary to maintain trunklines and bridges throughout the State. A 2013 Aspen Aerial model A62 under bridge inspection unit requires a 12-year inspection and rebuild to maintain the unit and keep it in use.

SCOPE

This is a request for one-time services to perform a 12-year inspection and rebuild of a 2013 Aspen Aerial model A62 Under Bridge Inspection Unit (MDOT Truck 04-1708) (the “Contract Activities”).

1. REQUIREMENTS

The Contractor must inspect and rebuild an Aspen Aerial, model number A62 bridge inspection unit, serial number 10216, mounted on a 2013 Peterbilt chassis, VIN # 1NPTL40X3DD210589. The inspection and rebuild must meet any American National Standards Institute (ANSI), MIOSHA, and OSHA requirements in effect at the time of the inspection.

1.1. Specifications

A. See Attachment 1 - Specification # C10-0070UBR.23 for specific requirements for the inspection and rebuild.

B. Contractor must complete Attachment 1, indicating if each item is included in the quoted price.

1) If any specification and/or requirement listed in Attachment 1 are not available from the manufacturer, the Contractor must identify the appropriate substitution within their bid proposal.

2) If the Contractor proposes an alternate to any Attachment 1 specifications, the Contractor must clearly describe all variances from the specifications and the proposal must include descriptive literature that contains complete specifications.

Bidder response:

List all exception(s):

1.2. Manuals

A. The Contractor must provide two (2) sets of manuals for the updated/rebuilt under bridge inspection unit at the time of delivery.

· Operating manuals

· Parts and maintenance/service manuals B. Manuals may be provided in electronic or paper format.

C. Manuals will be at no cost to MDOT.

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

Bidder response:

List all exception(s):

1.3. Warranties

A. The Contractor must provide a one-year warranty covering all components listed on Attachment 1 OR manufacturer’s warranty, whichever is greater.

B. The warranty shall start on the in-service date of the under bridge inspection unit, which is when MDOT first begins to use the rebuilt unit.

Bidder response:

List all exception(s):

C. The Contractor will explain its warranty period for the components specified on Attachment 1, the process to report warranty issues, and how warranty repairs are handled.

Bidder response: Explain warranty period and warranty process

1.4. Recall Requirements and Procedures

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

Bidder response:

List all exception(s):

Bidder response: Provide detailed recall process

Bidder response: Describe process for repairs to under-warranty and non-warranty items

1.5. Quality Assurance Program

The Contractor must have a Quality Assurance Program and process and a point of contact who will address any quality issues.

Bidder response: Explain Quality Assurance Program and process

Bidder response: Provide contact information

Contact name & title

Telephone #

Email

1.6. Incentives

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

Bidder response: Provide details of any incentives offered; if none offered, enter NA

2. SERVICE REQUIREMENTS

2.1. Work Scheduling

Due to the nature of the work performed by the truck/bridge inspection unit, MDOT prefers unit to be picked up on or after October 15, 2023; and work completed and unit returned to MDOT by March 15, 2024.

Bidder response:

Date unit to be picked up:

Date completed unit to be returned:

2.2. Pick Up

A. The Contractor must pick up and transport MDOT unit 04-1708 from MDOT Transportation Systems Management Operations (TSMO) facility located at:

6333 Lansing Road Lansing, MI 48917 B. Contractor must contact the MDOT Program Manager at least 72 hours prior to pick up.

Bidder response:

List all exception(s):

2.3. Delivery

A. Prior to delivery, the rebuilt unit must be serviced, tested and ready for operation.

B. Unit must be delivered to MDOT by March 15, 2024 or an alternate, mutually agreed date.

C. Contractor must contact the MDOT Program Manager at least 48 hours prior to delivery.

D. Unit must be delivered to:

MDOT TSMO Garage 2522 West Main Street Lansing, MI 48917 E. Delivery will be accepted between the hours of 8:00 am and 3:00 pm Monday through Thursday except public holidays.

Bidder response:

List all exception(s):

2.4. Technical Support and Repairs

The Contractor must specify direct phone numbers or cell phone numbers for the State to contact the Contractor for technical support, repairs and maintenance.

The Contractor must be available for calls and service during the hours of 8:00 am to 6:00 pm Eastern Time, Monday through Friday.

Bidder response:

List all exception(s):

Bidder response: Provide contact information:

Contact name & title

Office Telephone #

Mobile Telephone #

2.5. Training

A. The Contractor must provide a minimum 8 hours of operators’ and mechanics’ training for the unit. Training will be provided for 6 to 8 MDOT employees.

B. Training will include, but is not limited to, the following:

1) Daily and preventative maintenance.

2) Operator controls.

3) Startup and shutdown.

4) Hands-on-operation of the unit.

5) One (1) Safety & Training Video.

C. MDOT will determine time and location for training and will contact the Contractor with schedule after the unit has been accepted and is ready to be placed in service.

D. Training will be at no cost to MDOT.

Bidder response:

List all exception(s):

Bidder response: Fully describe training. Include outline, topics covered, and time allotted to each topic. Use below response box or attach separate sheet.

3. STAFFING

3.1. Contractor Representative

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

The Contractor Representative must be available for calls Monday through Friday during the hours of 8:00 a.m. to 5:00 p.m. Eastern Time.

Bidder response: Provide Contractor Representative information Contact name & title

Toll-free telephone #, if available

Telephone #

Email

3.2. Key Personnel

The Contractor must appoint one Program Manager who will be directly responsible for the day-to-day operations of the Contract (“Key Personnel”). Key Personnel must be specifically assigned to the State account, be knowledgeable on the contractual requirements, and respond to State inquires within 8 hours.

Contractor’s Key Personnel must be available Monday through Friday during the hours of 8:00 a.m. to 5:00 p.m. Eastern Time.

The Contractor may not remove or assign Key Personnel without the prior Consent of the State. Prior consent is not required for reassignment for reasons beyond the Contractor’s control, including illness, disability, death, leave of absence, personal emergency circumstances, resignation, or termination for cause. The State may request a resume and conduct an interview before approving a change.

Bidder response: Provide Key Personnel information Contact name & title

Telephone #

Email

Physical Location address

Functions/Duties to be performed

3.3. Disclosure of Subcontractors

Subcontracting or use of a supplier will only be allowed for the purpose of procuring components/materials required for Contract Activities. The Contractor must attach with their bid response, a statement from the subcontract/supplier addressed to the Contractor verifying that the warranty will be transferable to MDOT. The statement must include signatures from the subcontractor/supplier AND the manufacturer.

If the Contractor intends to use a subcontractor/supplier, the Contractor must disclose the following:

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

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

The relationship of the subcontractor to the Bidder:

Whether the Bidder has a previous working experience with the subcontractor.

If yes, provide the details of that previous relationship:

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

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

3.4. Security

Contract Activities require interaction with State personnel at State facilities and/or at designated State trunk lines or highways. In the event of any incident and/or upon request by the State, the Contractor must provide detailed information on background checks performed on employees. Contractor is responsible for all costs associated with processing the background checks.

The State, in its sole discretion, may also perform security background checks. If so, the Contractor must provide to the State a list of all personnel performing Contract Activities, including name, date of birth and social security number.

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4. PRICING

Pricing is firm for the term of the Contract.

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5. MEETINGS

5.1. Kick-Off Meeting

Within thirty (30) days of Contract execution, MDOT may request a pre-construction meeting with the Contractor. Meeting is typically a phone conference. Topics to be discussed will include:

A. A review of terms and requirements of the Contract.

B. The Contractor’s estimated progress schedule and completion date.

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5.2. Equipment Inspection

The Contractor may be required to host a pre-delivery inspection at the Contractor’s facility. If MDOT determines a pre-delivery inspection is necessary, the meeting will be scheduled prior to delivery when the unit is substantially completed. Travel and subsistence costs must be paid by the Contractor for meeting attendance by up to two (2) MDOT personnel from Lansing. Travel and subsistence costs will be charged to the Contractor at the current standard travel reimbursement rates for State of Michigan employees. (See Schedule 2 – Standard Travel Reimbursement Rates for current rates; however, rates are subject to change and the Contractor will be charged the rates in effect at the time of the pre-delivery meeting.)

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6. ORDER AUTHORIZING DOCUMENT

The appropriate authorizing document for the Contract Activities will be a mutually signed purchase order contract.

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7. ACCEPTANCE

7.1. Acceptance and Inspection

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

A. The Under Bridge Inspection Unit must be fully assembled and completely equipped with all features necessary for its operation as listed in Attachment 1 - Specification # C10-0070UBR23.

B. Manuals must be provided as specified in above Section 1.2.

C. Training must be provided as specified in above Section 2.5.

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7.2. Final Acceptance

Final Acceptance is defined in the Standard Contract Terms, Section 7.

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8. INVOICE AND PAYMENT

8.1. Invoice Requirements

All invoices submitted to the State must indicate: (a) date; (b) Contractor-generated invoice number; (c) purchase order/contract number; (d) quantity; (e) description of the Contract Activities; (f) unit price; and (g) total price.

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8.2. Payment Methods

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 current banking information is entered in the State Contractor website: https://sigma.michigan.gov/webapp/PRDVSS2X1/AltSelfService.

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8.3. Procedure

Invoices may be mailed to the attention of the MDOT Program Manager at:

Fleet Administration Michigan Department of Transportation 2522 West Main St.

Lansing, MI 48917

OR

Invoices may be submitted via email to the MDOT Program Manager.

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9. LIQUIDATED DAMAGES

The delivery of Contract Activities must comply with the schedule as specified in the Contract. Late or improper completion of the Contract Activities will interfere with the proper implementation of the fleet management programs utilizing the vehicles/units, to the loss and damage of the State. It would be impracticable and extremely difficult to fix the actual damage sustained by the State.

Therefore, 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% (0.2%) per day, up to 30 days, for each calendar day the Contractor fails to remedy the late or improper completion of the Contract Activities. The State may deduct liquidated damages from the final payment.

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Enter company name here Schedule B - Pricing Request for Proposal (RFP) No. 230000002220 Inspect and rebuild an Under Bridge Inspection Unit

NOTE: Review Section 5 of the Standard Contract Terms. Insurance requirements have changed from prior RFPs for similar services and may affect pricing.

1. The Contractor must provide a pricing schedule for the proposed Contract Activities using the below Price Schedule.