RFP 250000001038 - Digital Microfilm Scanner Full-Service Maintenance - Schedule A2 - Statement of Work.docx

Michigan.gov/MiProcurement

SCHEDULE A2 – STATEMENT OF WORK

Request for Proposal No. 250000001038 Digital Microfilm Scanner Full-Service Preventative Maintenance Agreement

BIDDER INSTRUCTIONS:

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.

Bidder must respond to each requirement or question marked “BIDDER RESPONSE” below and explain how it will fulfill each requirement. Attach any supplemental information and appropriately reference within your response.

SCOPE

This Request for Proposal (RFP) is for a full-service preventative maintenance agreement for seven (7) ST ViewScan IV Digital Scanner(s), which continues after the expiration of the warranty period, necessary to identify and repair hardware and software malfunctions, to return the equipment to its original operating condition.

The State reserves the right to modify Contract items to meet the State of Michigan’s future needs as well as the needs of MiDEAL members, other states or their political subdivisions.

Preference will be given to a bidder who offers scanning equipment in addition to equipment service and repair.

REQUIREMENTS

1. General Requirements

0. Service Specifications The Contractor must provide the following:

1. Full-service preventative maintenance for ST ViewScan IV Digital Scanner(s), inclusive of parts and labor which must be performed according to the recommended manufacturer maintenance schedule. Service must include, but is not limited to inspection, cleaning, calibration, repair, parts replacement, image quality testing, function checks, and firmware updates.

Bidder Response

List all exception(s):

Bidder must explain their ability to provide full preventative maintenance and describe their preventative maintenance procedures in detail:

2. Unscheduled on-site repair services for ST ViewScan IV Digital Scanner(s), inclusive of parts and labor.

Bidder Response

List all exception(s):

Bidder must explain their ability to provide on-site repair services for the equipment referenced above and describe what is included in their on-site repair service:

3. All components and equipment provided under this Contract shall be new, unused, and without flaws which adversely affect appearance, durability, and function.

Bidder Response

List all exception(s):

0. Warranties The Contractor must provide the following:

a. manufacturer’s warranty on all equipment.

b. Within fifteen (15) business days of notification from the State, the Contractor must adjust, repair all equipment that is defective or not performing in compliance with the Contract. The Contractor must assume all costs for replacing parts or units and their installation including transportation and delivery fees, if any.

c. Within sixty (60) calendar days of notification from the State, if equipment is beyond adjustment or repair, the Contractor must replace all equipment that is not performing in compliance with the Contract. The Contractor must assume all costs for replacing parts or units and their installation including transportation and delivery fees, if any.

d. The Contractor agrees that all warranty service it provides under this Contract must be performed by Original Equipment Manufacturer (OEM) trained, certified and authorized technicians.

e. The Contractor is the sole point of contact for warranty service. The Contractor warrants that it will pass through to the State any warranties obtained or available from the original equipment manufacturer, including any replacement, upgraded, or additional equipment warranties.

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

Bidder Response

List all exception(s):

Describe any warranties included in the bid:

Provide the length of warranty

Explain the process for reporting warranty issues:

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:

0. Recall Requirements and Procedures The Contractor will notify the agency Program Manager upon notification from the manufacturer on any product deficiency and work with the agency Program Manager to remove and replace the defective product.

Bidder Response

List all exception(s):

Bidder must describe any and all product recall procedures that have been established:

0. Quality Assurance Program The Contractor must explain their quality assurance program(s).

Bidder Response

List all exception(s):

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

0. Incentives Bidder must explain any special incentives or services including, but not limited to, return policies, trade-in programs, quantity discounts, etc.

Bidder Response

List all exception(s):

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

1. Service Requirements

1. Timeframes All Contract Activities must be delivered within the hours of 8:00 am to 5:00 pm EST. The receipt of order date is pursuant to the Notices section of the Standard Contract Terms.

Bidder Response

List all exception(s):

1. Reporting Contractor must provide, to the agency Program Manager, the following report:

A summary report of all equipment serviced after each visit which includes, serial number or unique identification number, preventative maintenance performed, and a list of any repairs completed.

The State reserves the right to request additional reports not listed, upon request, which must be at no charge.

Bidder Response

List all exception(s):

Bidder must explain in detail how they will comply with the above requirement(s) and explain any additional reporting capabilities:

1. Meetings The State may request meetings as it deems appropriate. Meetings will be conference call, video call, or in person as mutually agreed with the Contractor.

Bidder Response

List all exception(s):

1. Staffing

2. Contractor Representative The Contractor must appoint 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”).

Bidder Response

List all exception(s):

Bidder must provide their Contractor Representative details, including contact information (Name, Email, Phone) as well as a short bio describing their ability to manage this Contract:

2. Key Personnel The Contractor must appoint individuals (Program Manager, Contractor Representative, Firmware Representative and Manufacturing Representative) 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 48 hours.

The bidder must identify the Key Personnel, indicate where they will be physically located, describe the functions they will perform Bidder Response

List all exception(s):

Key Personnel (Name, Email, Phone and functions each Key Personnel will perform):

2. Customer Service Telephone Number The Contractor must specify its telephone number for the State to contact the Contractor Representative who must be available for calls during the hours of 8:00 am to 5:00 pm EST Monday through Friday.

Bidder Response

List all exception(s):

Bidder must specify its telephone number for the State to contact the Contractor Representative:

2. Technical Support, Repairs and Maintenance The Contractor must specify its telephone number 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 5:00 pm EST Monday through Friday at a minimum. Identify availability for this proposal by hours and days of the week.

Bidder Response

List all exception(s):

Bidder must specify its telephone number for the State to contact the Contractor for technical support, repairs and maintenance and availability:

2. Disclosure of Subcontractors If the Contractor intends to utilize subcontractors, the Contractor must disclose the following:

· The legal business name; address; telephone number; a description of subcontractor’s organization and the services it will provide; and information concerning subcontractor’s ability to provide the Contract Activities.

· The relationship of the subcontractor to the Contractor. Of the total bid, the price of the subcontractor’s work. Whether the Contractor has a previous working experience with the subcontractor. If yes, provide the details of that previous relationship.

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

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

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.

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

2. Security 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.

Bidder Response

List all exception(s):

Bidder must explain in detail how they will comply with the above requirement(s):

1. Pricing

3. Price Term Pricing is firm for the entire length of the agreement.

Bidder Response

List all exception(s):

3. 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.

Bidder Response

List all exception(s):

1. Ordering

4. Authorizing Document The appropriate Authorizing Document for these Contract Activities will be a Delivery Order (DO).

Bidder Response

List all exception(s):

1. Acceptance

5. Acceptance, Inspection and Testing As Stated within attached Standard Contract Terms, Section 16, Acceptance.

Bidder Response

List all exception(s):

1. Invoice and Payment

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

Bidder Response

List all exception(s):

6. Payment Methods The State will make payment for Contract Activities via Electronic Funds Transfer (EFT) as described in Standard Contract Terms, Section 20.

Bidder Response

List all exception(s):

6. Procedure The Contractor must forward invoices to the MDHHS Bureau of Finance and Accounting at MDHHS-CPU@michigan.gov.

Bidder Response

List all exception(s):

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

Bidder Response

List all exception(s):

Bidder must provide a copy of any applicable licensing agreement.

1. Additional Requirements

8. Environmental and Energy Efficient 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 Response

List all exception(s):

8. 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.

Bidder Response

List all exception(s):

8. 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.

Bidder Response

List all exception(s):

8. 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.

Bidder Response

List all exception(s):

8. 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.

Bidder Response

List all exception(s):

1. Service-Level Agreements (SLAs) A. The Contractor will be held accountable to meet the requirements and the service level requirements established in this Contract.

B. The State reserves the right to reconsider or amend SLA amounts for split awards should they occur.

C. Please Note: Should bidders require clarification or have any questions with regard to the SLAs, they should submit them during the Question and Answer Period of this solicitation; please see the Proposal Instructions for the timeline.

Service Level Agreements for this Contract will be as follows:

SLA Metric 1. Repair and Preventative Maintenance Services

Extenuating circumstances must be communicated by the Contractor to the Program Manager or designee for any missed or late repair calls, and any missed or late preventative maintenance scheduled.

The acceptable standard is 100% compliance.

1. $500 may be assessed beginning with the sixth occurrence of non-compliance and on each occurrence thereafter in a given calendar year.

Extenuating circumstances will be reviewed by the Program Manager before any Service Credits are assessed.

At the discretion of the State, these credits may be applied toward any payable due to the Contractor or be payable directly to the State. Payments made directly to the state will be completed within 10 days of notice of assessment.

Bidder Response

List all exception(s):

image1.png