RFP 25 1477 Schedule A Statement of Work UPD 03242025.docx

Michigan.gov/MiProcurement

Michigan.gov/MiProcurement Schedule a – statement of work contract activities Request for Proposal (RFP) No. 250000001477 Cadillac Place – Repair Two Cooling Towers 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 State of Michigan is seeking services to repair two of the four 2-cell cooling towers at Cadillac Place located in Detroit, MI prior to the 2025 cooling season. There are multiple projects occurring at this facility that should not impact the cooling tower repair work or the area immediately surrounding them.

SCOPE

Repair two 2-cell BAC cooling towers (#3 and #4) located on the roof of Cadillac Place in Detroit, MI. The repairs shall include replacement of the hot water distribution basins, and the water inlet chambers on the two 2-cell cooling towers. The distribution basin replacement will require water flow to the distribution basins to be isolated (by SOM) and the basins to remain completely dry until the replacement is complete. Replacement of the water inlet balancing chambers will also require water flow to be isolated and may require the cold-water basin(s) to be drained for access to the interior of each cell.

Remove and replace the balance clean HDPE chambers with new galvanized steel TEE’s, new flanges to mount inside the towers, new reducers (8” inlet to 6” reducers on either side), and new connectors as required to reuse the existing schedule 40 PVC risers going to the distribution basins. The original balance clean chambers were made using HDPE (high density polyethylene) and are currently leaking from six out of eight chambers.

Replace the (8) electric immersion basin heaters while the cooling tower cells are isolated and there is no water in the tower basins.

REQUIREMENTS

Contractor shall provide all necessary materials, equipment, tools, PPE, fall protection, unloading of new material and transporting to the roof, handling all old material/debris and placing in dumpsters provided by Contractor, freight, and supervision to repair two cooling towers. Work must be completed prior to September 30, 2025.

Scope of work includes the following:

· Disconnect water inlet piping connections at the distribution basins

· Remove the existing galvanized hot water distribution assemblies including covers, nozzles, basin side walls

· Provide and install all new galvanized steel hot water distribution assemblies including new nozzles and covers

· Re-connect water inlet piping connection at new basins including new flange gaskets and hardware

· Remove the existing water inlet balance clean chamber assemblies and associated connectors

· Provide and install new galvanized steel side inlet water connection T with new galvanized flange, gaskets, hardware, reducers, and connectors

· Provide all PPE and fall protection to safely perform the distribution basin and balance chamber replacements

· Remove and replace a total of eight (8) electric immersion cold water basin heaters in two 2-cell towers Basin replacement work to be completed during normal business hours (M-F 7:30-5:30) with Saturdays for interior tower work.

1. General Requirements

1.1. Product Specifications

The Contractor must provide the following:

The towers subject to repair in this project are BAC Towers and approximately 25 years old. The building owner wants to utilize BAC replacement parts and materials. In the event BAC replacement parts and/or materials are not immediately available, the contractor is to utilize parts and/or materials meeting or exceeding manufacturer’s specifications.

Quality of materials not otherwise specified, and workmanship of this project must meet or exceed generally accepted standards.

List all exception(s):

Bidder must describe how they comply with the above requirement(s):

The Bidder may offer an alternate bid that varies from the specifications. An alternate bid must clearly describe all variances from the specifications and the proposal must include descriptive literature that contains complete specifications, if available. Describe here:

1.2. Warranties

Describe any warranties included in the bid – add additional rows as needed. Explain the process for reporting warranty issues and how the Contractor will handle any repairs or replacements.

Bidder must provide detailed information requested below:

Describe any warranties included in the bid (if none, write N/A):

Provide the length of the warranty:

Explain the process for reporting warranty issues:

Explain how any repairs or replacements are made, including timing, etc.:

If the warranty is provided through a third-party or manufacturer, the Contractor must confirm that the manufacturer’s warranty passes through to the State.

Provide the name, address, contact name, phone number and email address of the party responsible for the warranty:

1.3. Recall Requirements and Procedures

The Contractor must describe any recall procedures.

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

1.4. Quality Assurance Program

Explain your Quality Assurance Program(s).

Bidder must provide detailed information as requested in the above requirement(s):

1.5. Reserved

1.6. Transition

A. Contract Execution: Upon receipt of a Purchase Order, the winning bidder can begin work on this project. Coordination with the building owner representative, tower operation schedule and possibly certain weather considerations will be necessary.

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Bidder must describe how they comply with the above requirement(s):

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

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Bidder must describe how they comply with the above requirement(s):

1.7. Reserved

2. Service Requirements

2.1. Timeframes

All Contract Activities must be delivered within 120 business days from receipt of order. The receipt of order date is pursuant to the Notices section of the Standard Contract Terms.

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Bidder must describe how they comply with the above requirement(s):

2.2. Delivery

Delivery will be expected within 100 calendar days upon date of order during business hours Monday through Friday. Delivery will be made at Cadillac Place, 3044 W Grand Blvd. in Detroit, MI.

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Bidder must describe how they comply with the above requirement(s):

2.3. Installation

Installation will be expected within 120 calendar days upon date of order. Installation will be considered complete when work is substantially complete and operational for intended use.

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Bidder must describe how they comply with the above requirement(s):

2.4. Project Prevailing Wage Requirements, applicable only if construction or installation is required as part of Contract Activities The Contractor (and its Subcontractors) must pay all mechanics and laborers employed directly on the site of the work, unconditionally and at least once a week, and without subsequent deduction or rebate on any account, the full amounts accrued at time of payment, computed at wage rates not less than those stated in the advertised specifications as prevailing wages based on locality, regardless of any contractual relationship which may be alleged to exist between the Contractor or subcontractor and the laborers and mechanics.

Contractor must post the scale of wages to be paid in a prominent and easily accessible place at the site of the work.

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Bidder must describe how they comply with the above requirement(s):

2.5. Reserved

2.6. Reserved

2.7. Reserved

2.8. Reserved

2.9. Meetings

The Contractor must attend the following meetings: Kick-off meeting with building owner representative(s) within 14 days of receipt of order.

The State may request other meetings as it deems appropriate.

List all exception(s):

3. Staffing

3.1. Contractor Representative

The Contractor must appoint one project representative, an 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 must notify the Contract Administrator at least 5 calendar days before removing or assigning a new Contractor Representative.

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3.2. Key Personnel

The Contractor must appoint one site superintendent or foreman 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 inquiries within 4 hours.

Contractor’s Key Personnel must be on-site at Cadillac Place during the following times: all times when contract work is taking place.

List all exception(s):

3.3. Reserved

3.4. Reserved

3.5. Reserved

3.6. Reserved

3.7. 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.

3.8. Security

The Contractor will be subject the following security procedures:

All contractor staff will receive a background check. Each individual must provide their individual driver license or Michigan ID at the Facility Manager office prior to beginning work.

The Contractor must explain any additional security measures in place to ensure the security of State facilities.

The Contractor’s staff may be required to make deliveries to or enter State facilities. The State may require the Contractor’s personnel to wear State-issued identification badges.

The Contractor 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.

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Bidder must describe how they comply with the above requirement(s):

4. Pricing

4.1. Price Term

Pricing is firm for the entire length of the Contract.

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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.

List all exception(s):

4.3. Reserved

5. Ordering

5.1. Authorizing Document

The appropriate authorizing document for the Contract will be Purchase Order.

5.2. Reserved

6. Delivery

6.1. Reserved

6.2. Reserved

7. Acceptance

7.1. Acceptance, Inspection and Testing

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

· Once the Contractor has reached substantial completion of the contract activities, they will notify the building owner representative in writing.

· The building owner representative and/or their representatives will inspect the work with the Contractor. A punch list will be created for any items that must be corrected and a timeline will be agreed upon between the building owner representative and the Contractor to correct these items in an expeditious manner.

· The Contractor will notify the building owner representative once all punch list items are complete. A final walk-through with the building owner representative and the Contractor may be scheduled as necessary to verify completion.

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7.2. Final Acceptance

Once the building owner representative agrees the Contractor has satisfactorily reached final completion of the contract activities, the contractor may invoice for final payment.

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8. Invoice and Payment

8.1. Invoice Requirements

All invoices submitted 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); (g) vendor-generated invoice number and (h) total price.

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8.2. Payment Methods

The State will make payment for Contract Activities utilizing EFT payments.

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8.3. Procedure

Invoices are to be emailed to DTMB-Accounts-Payable@michigan.gov. Only one invoice per month may be submitted for completed contract activities or for equipment/materials that have been received onsite.

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9. Reserved

10. Reserved

11. Reserved

12. Liquidated Damages Late or improper completion of the Contract Activities will cause loss and damage to the State and 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 $5,000.00 and an additional $500.00 per day for each calendar day Contractor fails to remedy the late or improper completion of the Work.

List all exceptions:

13. Additional Requirements

13.1. 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 and list any exceptions to this requirement.

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

13.2. 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.

13.3. 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.

13.4. Brominated Flame Retardants

The State prefers to purchase products that do not contain brominated flame retardants (BFRs) whenever possible. The Contractor must disclose whether the products contain BFRs. Contractor must describe how products that meet these requirements are identified or otherwise labelled.

List all exception(s): (Add rows as necessary.)

13.5. Perfluoroalkyl and Polyfluoroalkyl Substances (PFAS)

The Contractor must confirm that the provided products do not intentionally contain PFAS. This consists of all components of the provided products, including product packaging.

14. Reserved

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