RFP 26_1604 - Schedule A - SOW.docx

Michigan.gov/MiProcurement Schedule A – Statement of Work Request for Proposal No. 260000001604 Michigan Truck Safety Commission Motor Vehicle Safety Training and Education Program 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 the appropriate checkbox and complete the entries as appropriate.

BACKGROUND

The Michigan Office of Highway Safety Planning (OHSP) administers the Commercial Motor Vehicle (CMV) Safety Training and Education program on behalf of the 1Michigan Truck Safety Commission (MTSC).

The MTSC is unique, by being the only organization in the nation dedicated to CMV driver safety training and education, supported not with tax dollars, but solely by fees the industry pays as mandated by 2Michigan Public Act 338 of 1988, as amended. The MTSC is a renowned safety advocate for the state's commercial trucking industry.

The MTSC is committed to enhancing CMV safety by providing CMV drivers and motor carrier companies with CMV safety training and education, heightening all drivers' awareness of the operational characteristics and limitations of CMVs, initiating data collection and research, and supporting the enforcement of motor carrier safety laws. The MTSC meets bimonthly.

Much of the mission of the MTSC is accomplished through two primary projects. One project is the provision of a CMV safety training and education program, the other project is the Michigan State Police Commercial Vehicle Enforcement Division, which provides the enforcement of CMV truck safety laws. Additional projects are occasionally awarded for CMV research purposes and other CMV safety activities.

SCOPE

The purpose of this Contract is to partner with the Contractor, who will provide program management (develop, organize, manage, and direct) for the statewide CMV safety training and education program through funding approved by the MTSC from the Truck Safety Fund established by Public Act 348 of 1988, as amended.

Successful management of the program requires determining appropriate CMV safety-focused training courses and topics, developing training curricula, identifying knowledgeable instructors, securing training locations, publicizing training, and managing registrations and course evaluation for instruction and content.

The program must seek to train Michigan licensed commercial vehicle drivers at no cost and reach a minimum 5,000 people annually through outreach efforts at events such as the annual Michigan Safety Conference and Michigan Traffic Safety Summit. The project must also seek to train Michigan commercial vehicle drivers in skid recovery and safety in critical situations.

The program will provide statewide CMV safety training and education opportunities for CMV drivers designed to reduce traffic crashes, injuries, and fatalities.

The program must cover, at a minimum, all areas annually approved by the MTSC. Training must be conducted by individuals with extensive knowledge and expertise in federal and state motor carrier laws, commercial vehicle driver licensing, driving a heavy truck, and commercial trucking operations.

Other activities may include, but are not limited to:

· Providing safety information materials via various methods of distribution (e.g. email distribution, print, mailers, and/or via website).

· Responding to safety questions (e.g. via phone, email, and/or website).

· Promoting awareness of training programs to CMV drivers, safety directors, and private carriers via various methods of distribution (e.g. email distribution, print, mailers, and/or via website).

This is a cost reimbursement program. The Contractor will be required to submit for reimbursement costs incurred by providing a detailed invoice for all services provided via OHSP’s online grant management system Michigan Grants System (MGX). Travel costs will not be reimbursed separately and must be included in any pricing.

This Contract will be managed by the OHSP’s Program Manager (PM).

Requirements General Requirements

1.1.1. Training Activities: The Contractor must do the following:

1.1.1.1. Provide proposed training yearly to the MTSC for approval at a specified time directed by the Commission prior to the fiscal year that training will occur.

1.1.1.1.1. Curriculum must be provided via multiple methods of distribution including on-site/classroom courses (including simulators, online modules, and practical courses at Contractors facilities), presentations at conferences, and seminars as requested by trucking groups and private carriers.

1.1.1.1.2. Contractor will incorporate the use of equipment purchased with Truck Safety Funds into the curriculum.

1.1.1.1.3. Curriculum may include, but is not limited to the following topics:

1.1.1.1.3.1. Hazard perception

1.1.1.1.3.2. Hours of service

1.1.1.1.3.3. Cargo securement

1.1.1.1.3.4. Decision making

1.1.1.1.3.5. Electronic logging devices

1.1.1.1.3.6. Non-CDL requirements

1.1.1.1.3.7. Speed and space management

1.1.1.1.3.8. Drug and alcohol program requirements

1.1.1.1.3.9. Mobile simulator training

1.1.1.1.3.10. Adverse driving conditions

1.1.1.1.3.11. Driver qualifications and record retention

1.1.1.1.3.12. Fatigued driving

1.1.1.1.3.13. Emergency maneuvers

1.1.1.1.3.14. Distracted driving

1.1.1.1.3.15. Defensive driving

1.1.1.1.4. Contractor’s services must offer training and seminar programs.

1.1.1.1.5. Any newly proposed curriculum developed under this Contract may be submitted for approval by the MTSC prior to training courses being offered.

1.1.1.2. Statewide public information and educational safety outreach campaign:

1.1.1.2.1. Conduct statewide CMV public information and education safety outreach campaign(s) and related materials for the CMV driving public, trucking groups, and private carriers.

1.1.1.2.2. Provide public information and safety outreach estimated budget to advertise program services offered to the CMV driving public, trucking groups and private carriers.

1.1.1.2.3. Planned activities and/or public information campaigns must also include educating passenger vehicle drivers about safe driving around commercial motor vehicles to reduce the incidence of multi-vehicle crashes.

1.1.1.2.4. Any use of websites for outreach-related activities, as well as printed and other materials may include any State of Michigan, Michigan State Police, or OHSP logos.

List all exception(s):

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

Bidder must explain its training capabilities and any training that is included in its proposal:

1.1.2. On-going/annual (fiscal year) training and outreach campaign, and other contract activities.

1.1.2.1. The Contractor must do the following:

1.1.2.1.1. Project Management

1.1.2.1.1.1. Provide project management that is proactive and possesses the flexibility to change strategies as conditions/situations warrant within the stipulations of the project management requirements.

1.1.2.1.1.2. Provide proposed detailed CMV safety training and an annual education program plan to the MTSC for approval on specified dates as required by the OHSP.

1.1.2.1.1.3. Upon inability to meet an approved deadline or goal, Contractor must provide an explanation for such a situation as soon as it is known, and submit an updated deadline, activity, or goals to the OHSP PM for consideration.

1.1.2.1.1.4. Develop data collection tools to track and maintain monthly progress reports to be provided to OHSP PM upon request:

1.1.2.1.1.4.1. Detailed records of participants, firms and/or agencies who attend CMV safety training and education programs.

1.1.2.1.1.4.2. Evaluations of CMV safety training and education program courses, materials, and instructors by each student.

1.1.2.1.2. Training Activities

1.1.2.1.2.1. Conduct approved training, starting October 1, 2026 (the beginning of Fiscal Year 2027 for the State of Michigan) and on October 1 of every year thereafter, at the mark of each Fiscal Year during the Contract term.

1.1.2.1.2.2. All training materials must be maintained and provided to OHSP upon request.

1.1.2.1.3. Outreach Activities

1.1.2.1.3.1. Begin outreach campaign, starting October 1, 2026 (the beginning of Fiscal Year 2027 for the State of Michigan) and continuing October 1 of every year thereafter, at the mark of each Fiscal Year during the Contract term.

1.1.2.1.3.2. The Contractor will maintain all outreach materials for review and auditing purposes by the OHSP upon request. The Contractor will integrate any changes requested by the MTSC into the outreach materials.

List all exception(s):

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

1.1.3. Financial Support and Documents

1.1.3.1. Maintain copies of all contracts, leases, agreements, equipment documentation, etc. and make available if requested by the OHSP PM.

1.1.3.2. Provide monthly detailed invoices (see “Reporting” below) with supporting project documentation due on the 30th day of each month beginning October 30, 2026 (and by the last day of February) using the OHSP’s online grant management system MGX.

1.1.3.3. Seek formal approval from the MTSC for expenses and/or projects not specifically outlined in the original contract and/or budget before expenses are incurred.

1.1.3.4. Participate and provide documentation as requested by the OHSP PM or outside agency for any audit or contract monitoring regarding the CMV safety training and education program.

List all exception(s):

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

1.1.4. Equipment

1.1.4.1. Ensure all equipment is secure.

1.1.4.2. Provide maintenance and repair for all equipment.

1.1.4.3. All current equipment purchased with truck safety funds, and any additional equipment purchased through truck safety funds will be returned to the State, upon termination or expiration of the resulting contract.

1.1.4.4. Any recommendations for equipment that is identified for disposal must be brought to the OHSP PM for review and approval and may be subject to the State’s asset disposal policies.

List all exception(s):

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

1.1.5. Budget, Reimbursement, and Funding

1.1.5.1. Provide proposed CMV safety training and an annual education budget beginning October 1, each year to the OHSP on the date specified by OHSP for approval by the MTSC by prior to the fiscal year.

1.1.5.2. All project related costs incurred are first paid by the Contractor, the contractor bills the OHSP, and then the OHSP reimburses the Contractor.

1.1.5.3. Funding for this project is contingent upon the availability of restricted truck safety funds in each fiscal year.

1.1.5.4. Changes in legislation and/or funding may lead to changes in programs requiring reasonable accommodation from contractors to keep existing projects consistent with organizational goals.

1.1.5.5. The funding source is limited to state-restricted truck safety funds as allowed under 4Public Act 348 of 1988.

List all exception(s):

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

1.1.6. Michigan Truck Safety Fund Project Management Requirements (PMR)

1.1.6.1. All correspondence to the Office of Highway Safety Planning (OHSP) regarding this project must include the project number, example; 2027-CM-01-01

1.1.6.2. Each project is required to have, at a minimum, three separate individuals responsible for project management: one serving as the Project Director, and one as the Financial Officer and one serving as the Authorizing Official. A fourth individual may be added to serve as the Agency Contact Person, addresses, emails, or telephone numbers require written notification to the OHSP. The Project Director will be responsible for also making these changes in the online grant management system (Michigan Grants System - MGX). These people must be identified in section 4.7 Key Personnel.

1.1.6.3. All information generated from this project must include the following disclosure statement:

The opinions, findings, and conclusions expressed in this report are those of the author(s) and not necessarily those of the Michigan Truck Safety Commission or the Michigan Office of Highway Safety Planning. This report was prepared in cooperation with, and funding from, the Michigan Office of Highway Safety Planning and the Michigan Truck Safety Commission.

1.1.6.4. Copies

1.1.6.4.1. The OHSP will require one electronic copy of any publication produced with truck safety funds if print copies are not available or if the items are not distributed statewide, and it is not available online. The copy can be submitted via email, CD, flash drive, or other agreed methodology.

1.1.6.4.2. The OHSP may receive, if requested, one copy of any of the following produced with truck safety funds if they are distributed statewide and are not available online. This copy is distributed throughout SOM's library system:

1.1.6.4.2.1. Manuals, Handbooks, and Training Materials

1.1.6.4.2.2. News Releases

1.1.6.4.2.3. Statistics

1.1.6.4.3. The OHSP requires two of any of the following produced with truck safety funds if they are distributed statewide and are not available online. These copies are housed as part of the SOM's library system:

1.1.6.4.3.1. Posters

1.1.6.4.3.2. Brochures

1.1.6.4.3.3. Flyers

1.1.6.5. Cost Reimbursement

1.1.6.5.1. Failure to submit cost statements with adequate supporting documentation prior to the fiscal year close-out deadline will result in non-reimbursement of those costs. Costs from one fiscal year cannot be paid in a subsequent fiscal year.

List all exception(s):

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

Funding Source Requirements

1.1.7. Funding for this project is contingent upon the availability of restricted truck safety funds in each fiscal year. Changes in legislation and/or funding may lead to changes in programs requiring reasonable accommodation from contractors to keep existing projects consistent with organizational goals. The funding source is limited to state-restricted truck safety funds as allowed under Public Act 348 of 1988.

List all exception(s):

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

ADA Compliance

1.1.8. The State is required to comply with the Americans with Disabilities Act of 1990 (ADA) including its accessibility standard for websites, applications, content and documents. All Contract Activities created, provided, or made available by Contractor under this Contract in a digital format, including but not limited to, websites, applications, software, mobile applications, text, images, sounds, videos, controls, animations, links, and documents (including files in the following formats: PDF, word processing, presentation, and spreadsheet) must comply with the accessibility standards provided in the Digital Accessibility Standards, located at https://www.michigan.gov/standards.

1.1.9. Contractor must provide a description of conformance with the Digital Accessibility Standards by providing a completed Accessibility Conformance Report (ACR), such as an Information Technology Industry Council (ITIC) Voluntary Product Accessibility Template (VPAT®), or equivalent for the Solution. If the Solution is comprised of multiple products, an ACR or VPAT must be provided for each product. In addition to the ACRs, Contractors may include a verification of conformance certified by an industry-recognized third-party. If the Contractor includes any third-party products in the Solution, Contractor must obtain and provide the third-party ACRs or VPATs as well.

1.1.10. Each ACR or VPAT must state how the product meets the specifications. All “Not Applicable” (N/A) responses must be fully explained. Contractor must address each standard individually and with specificity; and clarify whether conformance is achieved throughout the entire product (for example – user functionality, administrator functionality, and reporting), or only in limited areas. A description of the evaluation methods used to support conformance claims, including, if applicable, any third-party testing, must be provided. For each product that does not fully conform to the Digital Accessibility Standards, Contractor must provide detailed information regarding the plan to achieve conformance, including timelines.

List all exception(s):

Bidder must acknowledge their agreement with this section and provide details for how they will meet the requirements:

Staffing Contractor Program Manager

1.1.11. The Contractor must appoint one Senior Consultant, who will be responsible for overall management of the State’s CMV safety training and education program, and who will respond to State inquiries regarding the Contract Activities, answering questions related to ordering and delivery, etc. (also referred to as the “Contractor Program Manager”).

1.1.12. The Contractor Program Manager is required to:

1.1.12.1. Ensure the project management requirements are followed.

1.1.12.2. Enter the project proposal for each year in the on-line management system.

1.1.12.3. Attend meetings of the MTSC to provide written and oral updates of program activities and answer any questions board members may have regarding training.

1.1.12.4. Provide required monthly progress reports as required.

1.1.12.5. Provide statistical data as requested by the OHSP PM and MTSC.

1.1.13. The Contractor must notify the Contract Administrator at least 30 calendar days before removing or assigning a new Contractor Program Manager.

List all exception(s):

Bidder must identify its Contractor Program Manager:

Contract Administrator

1.1.14. The Contract Administrator for each party is the only person authorized to modify any terms of this Contract, and approve and execute any change under this Contract (each a “Contract Administrator”):

Kyle London 320 S Walnut Street Lansing, MI 48933 Londonk1@michigan.gov

(517) 614-3616 [Name] [Street Address] [City, State, Zip] [Email] [Phone]

Program Manager

1.1.15. The Program Manager for each party will monitor and coordinate the day-to-day activities of the Contract (each a “Program Manager”):

[Street Address] [City, State, Zip] [Email] [Phone]

Customer Service Number

1.1.16. The Contractor must specify its number for the State to contact the Contractor Program Manager. The Contractor Program Manager must be available for calls from 8:00 am to 5:00 pm EST.

List all exception(s):

Bidder must identify its Customer Service Number:

Work Hours

1.1.17. The Contractor must provide Contract Activities during the State’s normal working hours Monday – Friday, 7:00 a.m. to 6:00 p.m. EST and possible night and weekend hours depending on the requirements of the project.

List all exception(s):

Key Personnel

1.1.18. The Contractor must appoint 1 individual 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 24 hours.

1.1.19. The State has the right to recommend and approve in writing the initial assignment, as well as any proposed reassignment or replacement, of any Key Personnel. Before assigning an individual to any Key Personnel position, Contractor will notify the State of the proposed assignment, introduce the individual to the State’s Project Manager, and provide the State with a resume and any other information about the individual reasonably requested by the State. The State reserves the right to interview the individual before granting written approval. In the event the State finds a proposed individual unacceptable, the State will provide a written explanation including reasonable detail outlining the reasons for the rejection. The State may require a 30-calendar day training period for replacement personnel.

1.1.20. Contractor will not remove any Key Personnel from their assigned roles on this Contract without the prior written consent of the State. The Contractor’s removal of Key Personnel without the prior written consent of the State is an unauthorized removal (“Unauthorized Removal”). An Unauthorized Removal does not include replacing Key Personnel for reasons beyond the reasonable control of Contractor, including illness, disability, leave of absence, personal emergency circumstances, resignation, or for cause termination of the Key Personnel’s employment. Any Unauthorized Removal may be considered by the State to be a material breach of this Contract, in respect of which the State may elect to terminate this Contract for cause under the Termination for Cause section of the Standard Contract Terms. It is further acknowledged that an Unauthorized Removal will interfere with the timely and proper completion of this Contract, to the loss and damage of the State, and that it would be impracticable and extremely difficult to fix the actual damage sustained by the State as a result of any Unauthorized Removal. Therefore, Contractor and the State agree that in the case of any Unauthorized Removal in respect of which the State does not elect to exercise its rights under Termination for Cause, Contractor will issue to the State the corresponding credits set forth below (each, an “Unauthorized Removal Credit”):

1.1.20.1. For the Unauthorized Removal of any Key Personnel designated in the applicable Statement of Work, the credit amount will be $25,000.00 per individual if Contractor identifies a replacement approved by the State and assigns the replacement to shadow the Key Personnel who is leaving for a period of at least 30-calendar days before the Key Personnel’s removal.

1.1.20.2. If Contractor fails to assign a replacement to shadow the removed Key Personnel for at least 30-calendar days, in addition to the $25,000.00 credit specified above, Contractor will credit the State $833.33 per calendar day for each day of the 30-calendar day shadow period that the replacement Key Personnel does not shadow the removed Key Personnel, up to $25,000.00 maximum per individual. The total Unauthorized Removal Credits that may be assessed per Unauthorized Removal and failure to provide 30-calendar days of shadowing will not exceed $50,000.00 per individual.

1.1.21. Contractor acknowledges and agrees that each of the Unauthorized Removal Credits assessed above: (i) is a reasonable estimate of and compensation for the anticipated or actual harm to the State that may arise from the Unauthorized Removal, which would be impossible or very difficult to accurately estimate; and (ii) may, at the State’s option, be credited or set off against any fees or other charges payable to Contractor under this Contract.

1.1.22. The Contractor must identify the Key Personnel, indicate where they will be physically located, describe the functions they will perform, and provide current chronological résumés.

List all exception(s):

1.1.23. The Contractor must identify all Key Personnel that will be assigned to this contract in the table below which includes the following:

1.1.23.1. Name and title of staff that will be designated as Key Personnel.

1.1.23.2. Key Personnel years of experience in the current classification.

1.1.23.3. Identify which of the required key personnel positions they are fulfilling.

1.1.23.4. Key Personnel’s roles and responsibilities, as they relate to this RFP, if the Contractor is successful in being awarded the Contract. Descriptions of roles should be functional and not just by title.

1.1.23.5. Identify if each Key Personnel is a direct, subcontract, or contract employee.

1.1.23.6. Identify if each Key Personnel staff member is employed full-time (FT), part-time (PT) or temporary (T), including consultants used for the purpose of providing information for the proposal.

1.1.23.7. List each Key Personnel staff member’s length of employment or affiliation with the Contractor’s organization.

1.1.23.8. Identify each Key Personnel’s percentage of work time devoted to this Contract.

1.1.23.9. Identify where each Key Personnel staff member will be physically located (city and state) during the Contract performance.

<Add more rows below as needed> 1.

Name 2.

Years of Experience in Current Classification 3.

Role(s) / Responsibilities 4.

Direct / Subcontract/ Contract 5.

% of Work Time 6.

Physical Location

Project Director

Financial Officer

Authorizing Official

1.1.24. The Contractor must provide detailed, chronological resumes of all proposed Key Personnel, including a description of their work experience relevant to their purposed role as it relates to the RFP.

1.1.25. Qualifications will be measured by education and experience with particular reference to experience on projects similar to that described in the RFP.

Bidder must provide the resumes and information as required above – either in this response box or identified here as an attachment to this RFP labelled as “Company Name – Resume’s”.

Disclosure of Subcontractors

1.1.26. If the Contractor intends to utilize subcontractors, the Contractor must disclose the following:

1.1.26.1. 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.

1.1.26.2. The relationship of the subcontractor to the Contractor.

1.1.26.3. Whether the Contractor has previous working experience with the subcontractor. If yes, provide the details of that previous relationship.

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

1.1.26.5. Geographically Disadvantaged Business Enterprise Sub-Contractors: If contractors plan to utilize subcontractors to perform more than 20% of the deliverables under this contract, at least 20% of that subcontracted work must be awarded to Michigan-based Geographically Disadvantaged Business Enterprises (GDBE). Contractor will submit a plan detailing all subcontractors to be used, including the percentage of the work to be done by each. Contractor must inform the State to the name and address of the GDBE, the percentage of the work they will complete, the total amount estimated to be paid to the GDBE, and provide evidence for their qualifications as a GDBE. If contractor cannot find GDBE subcontractors to meet this requirement they must provide reasoning and justification to receive an exemption from this requirement from the State. (Existing business relationships will not be an approved reason for this.)

1.1.27. GDBE definition: "Geographically-Disadvantaged Business Enterprise" means a person or entity that satisfies one or more of the following: (i) Is certified as a HUBZone Small Business Concern by the United States Small Business Administration. (ii) Has a principal place of business located within a Qualified Opportunity Zone within Michigan. (iii) More than half of its employees have a principal residence located within a Qualified Opportunity Zone within Michigan, or both.

1.1.28. Additional information on GDBEs can be found here:

1.1.28.1. Michigan Qualified Opportunity Zone (QOZ) Map

1.1.28.2. Michigan Supplier Community (MiSC) Page

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.

Security

1.1.29. The Contractor’s staff may be required to make deliveries to or enter State facilities. The Contractor must:

1.1.29.1. Explain how it intends to ensure the security of State facilities

1.1.29.2. Whether it uses uniforms and ID badges, etc.

1.1.29.3. Identify the company that will perform background checks

1.1.29.4. The scope of the background checks.

List all exception(s):

Bidder must explain any additional security measures in place to ensure the security of the State and its facilities:

Project Management Project Plan

1.1.30. The Contractor will carry out this project under the direction and control of the Program Manager. Within 30 calendar days of the Effective Date, the Contractor must submit a final project plan to the Program Manager for approval. The plan must include: (a) the Contractor's organizational chart with names and title of personnel assigned to the project, which must align with the staffing stated in accepted proposals; and (b) the project breakdown showing sub-projects, tasks, timeline, and resources required.

1.1.31. Project Management:

1.1.31.1. Provide project management that is proactive and possesses the flexibility to change strategies as conditions/situations warrant within the stipulations of the project management requirements.

1.1.31.2. Provide a proposed detailed CMV safety training and education annual program plan for the MTSC for approval on specified dates as required by the OHSP

1.1.31.3. Upon inability to meet an approved deadline or goal, contractor must provide an explanation for such a situation as soon as it is known, and submit an updated deadline, activity, or goals to the OHSP PM for consideration.

1.1.31.4. Develop data collection tools to track and maintain monthly progress reports to be provided to.

1.1.32. OHSP PM upon request:

1.1.32.1. Detailed records of participants, firms and/or agencies who attend CMV safety training and education programs.

1.1.32.2. Evaluations of CMV safety training and education program courses, materials, and instructors by each student.

1.1.33. Training Activities:

1.1.33.1. Conduct approved training, starting October 1, 2026, and of every year thereafter, at the mark of each Fiscal Year during the contract term.

1.1.33.2. All training materials will be maintained and provided to OHSP upon request.

1.1.34. Outreach Campaign:

Begin outreach campaign, starting October 1, 2026, and of every year thereafter, at the mark of each Fiscal Year during the contract term.

1.1.34.1. The Contractor will maintain all outreach materials for review and auditing purposes by the OHSP upon request

1.1.35. The Contractor will integrate any changes requested by the MTSC into the outreach materials.

List all exception(s):

Bidder must submit its project plan as described above:

Meetings

1.1.36. The Contractor must attend the following meetings:

1.1.36.1. Kick-off meeting within 30 calendar days of the Effective Date of this contract.

1.1.36.2. Attend the MTSC meetings and any other meetings as required by the OHSP PM and/or the MTSC.

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

1.1.38. The Contractor must report and provide oral and written progress on goals, finances, challenges, etc. at the MTSC meetings.

List all exception(s):

Reporting

1.1.39. The Contractor must submit to the OHSP PM the following written reports:

1.1.40. Progress Reports

1.1.40.1. Monthly, due on the 20th of the month, for the prior month.

1.1.40.1.1. Project reports must describe activities undertaken to accomplish each project objective, reason for non-activity, if necessary, activities planned for the next quarter, and obstacles encountered or anticipated.

1.1.40.1.2. The final progress report is due on October 20th, as stated in the approval letter and must include a summary of all activities and accomplishments for the entire project period. Include the following information in the project summary:

1.1.40.1.2.1. A list of significant accomplishments or activities of this project that addressed the project objectives.

1.1.40.1.2.2. If no activity took place, a report must be submitted stating as such and reasons why.

1.1.40.1.2.3. If goals were not met, a statement must be provided on why the goal was not achieved.

1.1.40.1.2.4. Explanation of impact the project had in the recipient's community or jurisdiction.

1.1.41. Financial Status Report

1.1.41.1. Monthly, due on the 20th of the month, for the prior month regardless of if there have been any costs. Financial reports must be submitted even when the project experiences no costs. In this case, a value of zero must be submitted in the financial report. The submission of financial reports is mandatory.

List all exception(s):

Bidder must explain its reporting capabilities and any reporting that is included in its proposal:

Bidder must provide samples of required reports as attachments to this RFP. List file names here.

Pricing Price Term

1.1.42. Pricing is firm for the entire length of the Contract.

List all exception(s):

Price Changes

1.1.43. 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.

1.1.44. 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.

1.1.45. 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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Ordering Authorizing Document The appropriate authorizing document for the Contract will be a Delivery Order (DO).

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Reimbursement

1.1.46. The Contractor must have internal controls, to verify all reimbursement requests and to ensure that only authorized individuals place such requests.

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Invoice and Payment Invoice Requirements

1.1.47. All invoices must be submitted monthly to the State on the 30th day of each month (and by the last day of February) using OHSP’s online grant management system MGX and 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. Overtime, holiday pay, and travel expenses will not be paid.

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Payment Methods

1.1.48. The State will make payment for Contract Activities by EFT through SIGMA upon approval of the PM.

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Procedure

1.1.49. Provide monthly invoices with supporting documentation due on the 20th day of each month using OHSP’s online grant management system (MGX).

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Liquidated Damages

1.1.50. 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. The State will collect liquidated damages via EFT (Electronic Funds Transfer).

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Service-Level Agreement (SLA) 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:

Financial Status Reports are due monthly on the 20th of the month, for the prior month.

Extenuating circumstances must be communicated by the Contractor to the Program Manager prior to the report due date.

The acceptable standard is 100% compliance.

$500.00 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.

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