RFP 250000003013 Schedule A - Secondary Complex Water Treatment.docx

Michigan.gov/MiProcurement

Michigan.gov/MiProcurement Schedule a – statement of work contract activities Request for Proposal (RFP) No. RFP 250000003013 Secondary Complex Water Treatment Contract FY26-FY28 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, Secondary Governmental Complex in Dimondale, Michigan, operates the Central Energy Center on a campus of 14 buildings. The energy center utilizes (2) cogeneration turbines for power and heat. There are 3 cooling towers to handle cooling load in conjunction with the thermal ice storage plant. Steam, chilled water and power are distributed throughout the complex via site-maintained infrastructure. This contract is for water analysis and chemical treatment to maintain the steam and chilled water systems.

SCOPE

Contractor to provide boiler feedwater and cooling tower water treatment testing services, chemicals and chemical feed equipment for (2) Rentech boilers on the cogeneration turbines, (1) Cleaver-Brooks boiler, and (3) Marley cooling towers, including the district chilled water loop for the Secondary Governmental Complex. This will be a 3-year contract beginning October 1, 2025, and ending September 30, 2028. Two (2) 1-year options will be available.

REQUIREMENTS

Water testing and test schedule must meet or exceed generally accepted industry standards. Water quality, including corrosion control, must be maintained above minimum standards at all times, for the duration of this contract.

Will need Tower Controllers for Chemical metering pumps, blow downs, and injection pumps that also monitor Ph level. Will need Boiler controllers to monitor conductivity, blow down, usage, and Ph. This will also need to have a LAN connection to the onsite Control Room PC.

Weekly chemical tests and analysis of needed adjustments are required.

Physical inspections of Boiler drum to confirm the effectiveness of the treatment during annual Boiler inspections will be performed.

1. General Requirements

1.1. Product Specifications

Brands or trade names are for identification purposes only and do not limit the Contractor to such brands or trade names.

The following is provided to show approximate equipment capacities and past annual usage for bidding purposes. It is not intended to represent exact or maximum quantities. Actual water quality standards must be maintained regardless of chemical requirements.

Chilled water loop (18-inch diameter, approximately 7-miles long):

1. CW-296

a. Potassium hydroxide sodium borate antibacterial agent. ~1200 gal per year

2. CW310

a. Sulfuric acid zinc chloride – Ph adjustment and corrosion inhibitor. ~600 gal per year.

Cooling towers (3 towers, 4400 GPM per tower, 5760-ton capacity for each tower):

1. 1020 Predator

a. 2,2-Dibromo-3-nitrilopropionamide – Accumulative potential antibacterial. ~600 gal per year

2. SMP15 Rotaxane

a. Magnesium Nitrate – Descaler. ~600 gal per year

Boiler (83,000 MMBTU, two Rentech Boilers at 27,000 BTU per unit):

1. 81193

a. Additives (Proprietary formulation), Potassium Hydroxide – Boiler treatment descaler. ~1200 gal per year

2. 8132

a. Dimethylaminoethanol – Oxygen scavenger ~600 gal per year

3. BW492

a. Sodium Metabisulfite, Cobalt Sulfate- Ph adjustment ~600 gal per year

List all exception(s):

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

[optional] 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.

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

If equipment is needed and purchased outside of contract, the contractor will include manufacturer warranty on the equipment.

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

1.3. Reserved

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. Incentives

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

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

1.6. Transition

A. Contract Execution: Contractor must be prepared to assess asset conditions and implement necessary treatment(s) immediately upon contract execution.

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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 8 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 8 business days upon the date of order. Delivery will be made at 7432 Parsons Drive, Dimondale MI 48821.

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

2.3. Installation

Installation will be expected within 8 business days upon date of order. Installation will be considered complete when all services have been completed and testing indicates proper conditions are met.

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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. Technical Support and Repairs

When providing technical support, the Call Center must resolve the caller’s issue within 24 hours. If the caller’s issue cannot be resolved within 24 hours, on-site service must be scheduled. The on-site service must be performed within 48 hours of the time the issue was scheduled for service.

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

2.6. Maintenance

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

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

2.7. Reserved

2.8. Reporting

The Contractor must submit to the Program Manager and to the Power Plant Supervisor, by email, the monthly service reports.

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

2.9. Meetings

The State may request meetings as it deems appropriate.

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3. Staffing

3.1. Contractor Program Manager

The Contractor must appoint an account manager 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 Program Manager”).

The Contractor must notify the Contract Administrator at least 12 calendar days before removing or assigning a new Contractor Program Manager.

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3.2. Key Personnel

The Contractor must appoint a water quality engineer and one backup 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 3 hours.

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 résumé and conduct an interview before approving a change. The State may require a 30-calendar day training period for replacement personnel.

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

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1) Key Personnel

- Contractor Program Manager:

- Attorney(s):

- Trainer(s):

2) Physical Location of Key Personnel:

3) Functions each Key Personnel will perform:

4) Current Chronological Résumés (attach):

3.3. Non-Key Personnel

The Contractor must notify the Contract Administrator at least 14-calendar days before removing or assigning non-key personnel.

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3.4. Organizational Chart

The Bidder must provide an overall organizational chart that details staff members, by name and title, and subcontractors - either in this response box or identified here as an attachment to this RFP labelled as Organizational Chart.

3.5. Customer Service Toll-Free Number

The Contractor must specify its toll-free number for the State to contact the Contractor Program Manager who must be available for calls during the hours of 8 am to 5 pm EST. Identify customer service availability for this proposal by hours and days of the week.

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The Bidder must specify its toll-free number for the State to make contact with the Contractor Program Manager.

Identify customer service availability for this proposal by hours and days of the week.

3.6. Technical Support, Repairs and Maintenance

The Contractor must specify its toll-free 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 am to 5 pm EST. Identify availability for this proposal by hours and days of the week.

List all exception(s):

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

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; 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 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.

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.

Bidder must provide information based on the work performed by all subcontractors

Total percentage of work that will be performed by subcontractors:

Total percentage of subcontracted work that will be performed by GDBE subcontractors:

3.8. Security

The Contractor will be subject the following security procedures:

The Contractor must explain any 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.

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4.3. Reserved

5. Ordering

5.1. Authorizing Document

The appropriate authorizing document for the Contract will be delivery order.

5.2. Order Verification

The Contractor must have internal controls to verify abnormal orders and to ensure that only authorized individuals place orders.

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

6. Delivery

6.1. Delivery Programs

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

The Contractor must explain the transportation method (e.g., UPS, FedEx, Contractor fleet, or other third-party carrier) it intends on utilizing in delivery of the Contract Activities.

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

6.2. Packaging and Palletizing

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

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

7. Acceptance

7.1. Acceptance, Inspection and Testing

The State will use the following criteria to determine acceptance of the Contract Activities: Acceptance section of Standard Contract Terms

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7.2. Final Acceptance

Invoices will be approved after each job has been completed to the satisfaction of the program manager.

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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. Invoices must be sent after the product and services have been delivered and performed. Invoices will be approved for payment after the program area has confirmed that all of the goods or services listed on the invoice have been received.

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8.2. Payment Methods

The State will make payment for Contract Activities by EFT.

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Bidder must explain their process for accepting the PCard payment method. If an account needs to be created on your purchasing platform, please submit documentation that shows the steps for completing this process.

8.3. Reserved

9. Project Plan The Contractor will carry out this project under the direction and control of the Program Manager.

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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.

10. Reserved

11. 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 and an additional $100 per day for each day Contractor fails to remedy the late or improper completion of the Work.

Unauthorized Removal of Key Personnel will interfere with the timely and proper completion of the Contract, to the loss and damage of the State, and it would be impracticable and extremely difficult to fix the actual damage sustained by the State. Therefore, the State may assess liquidated damages against Contractor as specified below.

· The State is entitled to collect $1,000 per individual per day for the removal of any Key Personnel without prior approval of the State.

· The State is entitled to collect $1,000 per individual per day for an unapproved or untrained key personnel replacement.

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12. Required Functionality Relating to Data Retention, Disposal, and Retrieval The State has legal obligations to retain, dispose, and retrieve State Data along with obligations to manage and secure State Data. To meet these obligations, the Solution must allow the State to:

1) retain all data for the entire length of the Contract.

2) delete its data or request the deletion of its data, even data that may be stored offline or in backups.

3) transfer its data back to the State or to a new vendor or new solution.

4) transfer its data to the Archives of Michigan as may be required by a retention and disposal schedule.

5) retrieve data, even data that may be stored offline or in backups.

Except as otherwise stated in the Contract, Contractor will not dispose of, delete, or destroy State Data without the prior written approval of the State.

List all exceptions:

Bidder must review and explain how the data retention, disposal, and retrieval requirements will be met by the solution and describe its data management capabilities (storage limitations, duration, etc.). If the Solution does not allow the State to perform these activities itself, the bidder must explain how it will support the State’s compliance with these requirements.

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.

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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.

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12.5 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.

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