Enter your company name Schedule A – Statement of Work Request for Proposal (RFP) No. 260000002698 Liquid Chloride Brine for the Mt. Pleasant Garage 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. Yellow fields are also used to identify areas where a bidder response is required.

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

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

Background The Michigan Department of Transportation (MDOT) is seeking a vendor contract for liquid chloride brine, with tank rental, for use on State routes within the Mt. Pleasant Garage coverage area.

Scope A contract will be sought to provide liquid chloride brine, along with liquid storage tank rental, at the MDOT Mt Pleasant Garage. MDOT requires that the Contractor provides liquid chloride brine deicer which meet the specifications outlined herein.

The contractor must be able to provide up to 20,000 gallons of approved tank storage and be capable of delivering up to 200,000 gallons or more of liquid chloride brine each winter season.

REQUIREMENTS

General Requirements Product Specifications The Contractor must provide products and services which meet the specifications identified below:

Liquid Chloride Brine Deicer Specifications:

1. Description. Liquid chloride brine deicer is derived from natural occurring chlorides in mineral wells and/or dissolving rock salt or other soluble chlorides into solution and is sprayed onto roads and bridges for anti-icing or deicing use.

1. Clear Roads Qualified Products List (QPL). Bidders must provide the name of their proposed product, and disclose whether the product is registered on the Clear Roads Qualified Products list (including product category): Qualified Products List | Clear Roads. Products do not have to be listed on the Clear Roads QPL for consideration. All products must meet the materials requirements herein.

1. Materials. All materials must meet the requirements as specified.

2. Test results from an independent laboratory must be submitted. The material tested must be of the same composition as the material submitted. Test results must show compliance with all material thresholds to be considered for award.

2. No products will be accepted that contain constituents more than the following established total concentration limits as tested in accordance with the methods listed in Table 1.

Table 1. Hazardous constituent concentration limits.

5.0

2. The freezing point of the salt brine solution must not be above -1°F.

2. The ph range of th brine solution must be within the limits of 6 to 9.

2. The State has the right to accept or reject products based upon material composition. Each product will be assessed for the potential of causing a decrease in the public safety. Acceptance or rejection of a product based on composition will be final and in the best interest of the State.

2. The product will be examined for the formation of solids and the ability of the chemical product to maintain a non-stratified suspension without agitation, when mixed with other liquid deicers.

2. The following requirements below also apply to category products. An independent certified analysis showing compliance with the requirements listed below must be submitted with the bid along with an intended use statement for the product. Exceptions to the requirements must be stated and the State reserves the right to reject the product. All products submitted for consideration must fit into one of these categories.

a. Liquid Magnesium Chloride Product must contain no less than 18% magnesium chloride by weight as MgCl2. Bid evaluations will consider only the portion that is magnesium chloride. Weight per gallon will be established according to the specific gravity and percentage of processing residue, product, and additive contained in the product bid as indicated by the Contractor.

b. Liquid Calcium Chloride Product must contain no less than 18% calcium chloride by weight as CaCl2. Bid evaluations will consider only the portion that is calcium chloride. Weight per gallon will be established according to the specific gravity and percentage of processing residue, product, and additive contained in the product bid as indicated by the Contractor.

c. Liquid Calcium/Magnesium/Sodium Chloride Product must contain no less than 18% total sodium chloride, calcium chloride, and magnesium chloride by weight as NaCl2 CaCl2 and MgCl2. Bid evaluations will consider only the portion that is sodium chloride, calcium chloride, and magnesium chloride. The concentration of each of these chlorides must remain consistent in the product throughout the contract period. Weight per gallon will be established according to the specific gravity and percentage of processing residue, product, and additive contained in the product bid as indicated by the Contractor.

Bidder Response

☐ I have reviewed the above requirement(s) and agree with no exceptions.

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

Bidder must indicate the Product Name, and disclose if it is included on the Clear Roads QPL (including product category):

Bidder must attach the third-party independent lab testing results as a separate attachment labeled – ABP Lab Testing Results.

Monthly Storage Tank Rental

1. The Contractor to provide:

0. Up to one 20k gallon, enclosed, rental storage tanks for product ordered at the site. Price must be broken down to reflect monthly rental fee, tank delivery fee/pickup fee.

Tank rental is only needed in the winter months (October-April) and can be picked up at the end of the season. Tank pick up may be scheduled in coordination between the facility and Contractor.

Bidder Response

☐ I have reviewed the above requirement(s) and agree with no exceptions.

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

Bidder must describe how they comply with the above requirements.

Quality Assurance Program Explain your Quality Assurance Program(s). The State reserves the right to sample the product at any time for testing. The State requires testing results from the supplier and a third-party independent lab.

Bidder Response

Explain your Quality Assurance Program(s).

Describe how you will comply with the requirement(s)

Service Levels Delivery and Time Frames Delivery will be expected between the hours of 7:00am and 2:30pm, Eastern Monday through Friday at the timeframes below, unless otherwise approved by the Mt Pleasant location.

Orders placed between October through April must be delivered within three (3) calendar days from receipt of order.

Orders placed between May through September must be delivered within fifteen (15) calendar days from receipt of order.

The receipt of order date is pursuant to the Notices section of the Standard Contract Terms.

Delivery will be made at:

MDOT Mount Pleasant Garage 1212 Corporate Drive Mt. Pleasant, MI 48858 Bidder Response

☐ I have reviewed the above requirement(s) and agree with no exceptions.

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

Bidder must describe how they comply with the above requirements.

ADA Compliance 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 SOM Digital Standards.

Minimum Order MDOT’s requested minimum order is 9,000 gallons.

The Contractor must specify if it can accept a lower minimum order requirement.

The Contractor must explain any additional charges (i.e., handling fees) on orders less than the State's requested minimum order or less than the Contractor's minimum order requirement.

Bidder Response

☐ I have reviewed the above requirement and cannot accept a lower minimum order requirement than the MDOT’s requested minimum order of 9000 gallons.

☐ I have reviewed the above requirement and can accept a lower minimum order requirement.

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

If the Bidder can accept a lower minimum order requirement, identify the Bidder’s minimum order requirement:

The Bidder must describe any additional charges on orders less than the State’s minimum order requirement if the Bidder will accept orders lower than the minimum order requirement:

Training The Contractor must provide the following training:

For all products ordered, the Contractor must provide training and support on the proper use of their product. This includes but not limited to the unloading and loading, storage requirements, handling, field testing (if any), proper application (quantity, rate, weather conditions, and temperatures to be used at).

MDOT will schedule and determine location of training as needed.

Training will be at no cost to MDOT.

Bidder Response

☐ I have reviewed the above requirement and agree with no exceptions.

☐ I have reviewed the above requirement and have noted any exceptions below.

Exceptions: List all exceptions here

Reporting The Contractor must submit to the Program Manager a summary of deliveries every month which includes quantities and the quantity accumulation for testing purposes, or as agreed between the Contractor and Program Manager.

Bidder Response

Explain your reporting capabilities, any reporting that is included in your proposal, and any additional reporting capabilities.

Describe how you will comply with the requirement(s)

Meetings The Contractor must attend any meetings as requested and deemed appropriate by the MDOT Program Manager.

In the event the Contractor has issues, the MDOT Program Manager or designee will meet with the vendor within three days of request.

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

The Contractor must notify the Contract Administrator at least seven (7) calendar days before removing or assigning a new Contractor Representative.

Contractor Program Manager Contact Information:

Name

Title

Office Phone

Mobile Phone

Email Address

Customer Service Number Bidder Response

The Contractor must specify its customer service number for the State to contact the Contractor Program Manager who must be available for calls during the hours of 7:00am to 5:00pm Eastern Monday through Friday, at a minimum.

Insert customer service number

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.

Required Subcontractor information. Bidders must complete the table below for each anticipated subcontractor. Copy the table as many times as needed for each subcontractor. Complete the second table with the percentage of work that will be completed by all subcontractors involved.

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.

Is the subcontractor a GDBE?

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

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.

Work performed by subcontractors

Total percentage of work that will be performed by subcontractors: Insert %

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

Security The Contractor will be subject the following security procedures:

A. Upon request by the State, the Contractor shall provide detailed information on background checks performed on employees. Contractor is responsible for all costs associated with processing the background checks.

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

Bidder Response

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

Explain your security measures.

Price Term Pricing is firm for a 365-day period (“Pricing Period”). The first pricing period begins on the Effective Date. Adjustments may be requested in writing by either party and will take effect no earlier than the next Pricing Period.

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.

Authorizing Document The appropriate authorizing document for the Contract will be Delivery Orders.

Order Verification The Contractor must have internal controls approved by MDOT Program Manager, to verify abnormal orders and to ensure that only authorized individuals place orders.

Delivery Programs The Contractor must quote prices “F.O.B. Destination, within Government Premises” with transportation charges prepaid on all orders that meet the minimum order requirement specified in Section 6 Minimum Order.

If the State orders below the minimum order requirement specified in Section 6 Minimum Order, or if a Contractor quotes F.O.B. Shipping Point on one-time purchases, the Contractor must specify the carrier being used.

Bidder Response

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

Explain delivery program(s)

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

Explain transportation method(s)

Packaging and Palletizing Packaging must be optimized to permit the lowest freight rate.

The Contractor will ship the liquid deicer in bulk tank trailers and will comply with State of Michigan and motor carrier requirements in effect at the time.

Bidder Response

☐ I have reviewed the above requirement and agree with no exceptions.

☐ I have reviewed the above requirement and have noted any exceptions below.

Exceptions: List all exceptions here

Acceptance, Inspection and Testing The State will use the following criteria to determine acceptance of the Contract Activities:

The State has the right to sample and test at any time. Every shipment must have a document from an independent lab showing the product meets specifications. The independent testing must occur at least once for every 25,000 total gallons ordered.

Final Acceptance Final acceptance occurs when the State accepts the shipment, pending any test results from sample taken during delivery.

Invoice Requirements All invoices submitted to the State must be electronic and include: (a) date; (b) delivery order number; (c) quantity; (d) description of the Contract Activities; (e) unit price; (f) shipping cost (if any); (g) vendor-generated invoice number, (h) delivery location and (i) total price.

Payment Methods The State will make payment for Contract Activities under this Contract through Electronic Funds Transfer (EFT).

Procedure Invoices must be submitted by email to Dan Winnie at winnied@michigan.gov and Jessica Kennett at kennettj@michigan.gov.

Service-Level Agreements (SLAs)

1. The Contractor will be held accountable to meet the requirements and the service level requirements established in this Contract.

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

1. 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. Timely Deliveries

All orders between October and April must be delivered within 3 calendar days of receipt of order. All orders between May and September must be delivered within 15 calendar days.

The Contractor must ensure that items and quantities delivered are exactly the items, brands, and quantities on the Order Confirmation. No substitutions will be allowed without prior written permission by Program Manager and a Change Notice executed by the Contract Administrator.

The entire order will be received on the same day unless a partial delivery has been approved in advance by the MDOT site manager.

1. Extenuating circumstances must be communicated by the Contractor to the Program Manager prior to the scheduled delivery date and time.

1. Items, brands, and quantities delivered will match the Order Confirmation exactly.

1. Signed and dated packing slips will be provided to MDOT at the time of delivery.

1. The entire order must be delivered on the same day unless a partial delivery has been approved in advance by the MDOT site manager.

1. The acceptable standard is 100% compliance.

1. $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.

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.

Bidder Response

☐ I have reviewed the above requirement(s) and agree with no exceptions.

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

List all exceptions – either in the Exceptions List table below or identified here as an attachment to this RFP labelled as Environmental and Energy Efficiency Product Standard Exceptions:

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

Describe how you will comply with the requirements or indicate the filename of the attachment.

Exceptions List

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

☐ I confirm the above requirement and agree with no exception

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

☐ I confirm the above requirement and agree with no exception

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 and describe how the products are identified or otherwise labelled.

Bidder Response

☐ I have reviewed the above requirement(s) and agree with no exceptions.

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

List all exceptions – either in the Exceptions List table below or identified here as an attachment to this RFP labelled as Brominated Flame Retardant Exceptions:

Exceptions List

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

☐ I confirm the above requirement and agree with no exception

RFP 260000002698 1

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