Enter your company name Schedule A – Statement of Work

RFP 260000002460

Pollution Prevention & Food Waste Reduction Technical Assistance 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. 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.

Background The Department of Environment, Great Lakes, and Energy (EGLE) is implementing a State-run Pollution Prevention (P2) & Food Waste Reduction Technical Assistance Program (TAP or Program) funded by the U.S. Environmental Protection Agency’s (USEPA) Pollution Prevention (P2) Program. This program is geared towards assisting Michigan Food and Beverage Manufacturing and Processing Industry, one of the National Emphasis Areas (NEAs) designated by USEPA P2 Program. USEPA designates NEAs to focus federal grant funding and technical assistance on sectors with significant opportunities for pollution prevention, economic, and environmental impact. The Michigan P2 and Food Waste Reduction TAP aims to improve the industry’s resiliency through reduced operating costs by improving efficiencies, recycling, reusing and reducing waste (heat, water, solid waste etc.), and supporting onsite generation of renewable energy. The program will provide eligible businesses in the food and beverage industry with no cost technical assistance to identify opportunities to improve reliability, and manage environmental risks through:

· Decreasing energy and water consumption per unit produced thereby reduce operation costs

· Decreasing or eliminating use of hazardous substances

· Reducing food waste by investing in waste audits, smart tracking systems, leveraging food donation partnerships, organics composting and staff training

· Reducing waste costs by reusing waste heat and recirculating water

· Increasing energy security through onsite energy generation

· Reducing waste generation and environmental compliance challenges The program will create tools, resources, case studies and webinars that highlight the best practices in food and beverage industry for environmental protection. The program will also assist businesses to identify and pursue environmental protection implementation grant funding. The program is funded by a federal Pollution Prevention grant from USEPA.

Scope EGLE is soliciting proposals from eligible entities to assist the state in the creation of a Michigan P2 & Food Waste Reduction Technical Assistance Program (hereafter referred to as TAP or Program) as part of its Pollution Prevention Program (P2 Program) and to run it in coordination with the State Industry Engineer Specialist and the Food Waste Specialist. The TAP will focus on the Michigan Food and Beverage Manufacturing and Processing industries (hereafter referred to as ‘F&B industry’).

The State intends to award this Contract to a service provider who can demonstrate their capability to provide all services and complete all tasks listed in Schedule A within the one-year contract period. A Contractor who is awarded a Contract must provide all labor, materials, and equipment needed to successfully complete the assignment and provide acceptable deliverables, subject to the direction and priorities set by the EGLE Program Manager. Any out-of-scope work if deemed necessary must be approved via a change request or addendum and will be billed on a time and material basis.

General Requirements The Contractor shall provide services, staff and deliverables and otherwise do all things necessary for or incidental to the performance of the work, as set forth below.

Task 1 - Listening Sessions & Roundtables The Contractor in collaboration with the EGLE Program Manager must organize a minimum of two listening sessions and one roundtable among food and beverage manufacturers and processors, local governments, breweries/distilleries, technical experts, trade associations and impacted communities. The goal of the first listening session is to collect input on the environmental challenges and resiliency needs of the industry, and to incorporate that in the subsequent tasks especially the EGLE P2 & Food Waste Reduction toolbox. The goal of the second listening session is to collect feedback on the EGLE P2 & Food Waste Reduction toolbox and to improve the toolbox based on industry feedback. The goal of the roundtable is to allow for exchange of information, connections and ideas for addressing resiliency and environmental risk management approaches that may improve human health and the environment. The deliverables for this task include participant information for all sessions and roundtables including but not limited to name, title, association, phone number and email, material presented, and questions & answers discussed through the sessions.

Task 2 – EGLE P2 & Food Waste Reduction Webpage Content The Contractor shall develop and contribute to the content for the new EGLE P2 and Food Waste Reduction webpage (hereafter referred to as ‘EGLE webpage’). The Contractor shall provide a mockup of the webpage and all associated material to the EGLE Program Manager. As EGLE will be hosting the webpage, the mockup and associated material will be given to EGLE web development team for creating of the actual webpage. The Contractor is not expected to build or host the webpage.

Task 3 - Toolbox and Outreach Materials The Contractor must develop an EGLE P2 & Food Waste Reduction toolbox, with tools, outreach and educational materials specifically designed to support Michigan’s food and beverage manufacturing and processing industry. The outreach material should be focused on community education regarding environmental challenges and how industries are addressing them. The tools and all material must be hosted on the EGLE webpage. Some of the metrics to be used for the toolbox are:

a. Number of relevant outreach and education material created

b. Number of clicks on the EGLE website for each of the education materials

c. Number of businesses that contact EGLE for assistance with utilizing the resources on the webpage The Contractor shall work closely with the EGLE web team to help incorporate the tools, educational and outreach material into the EGLE webpage.

Task 4 - Technical assessments and assistance The Contractor in collaboration with EGLE Program Manager (and their designees) shall market to and recruit 10-15 food and beverage facilities located in Michigan to provide technical assistance as a cohort. Each participating facility receives an individual pre assessment virtual meeting and one in person site visit to conduct the ‘Resiliency & Risk Management’ assessments and another virtual meeting to discuss assessment results and additional assistance required. The Contractor must assess the facilities and the industry processes for recommendations to reduce environmental risk and challenges and to improve resiliency. The Contractor also should hold a monthly office hour for the last three months of the cohort cycle to all businesses to join and receive technical assistance. The EGLE Program Managers will participate in these meetings in their capacity as State Program specialists. While each business may require a unique set of technical assistance, the following aspects should be part of all the technical assessments:

· Reduction in energy, gas and water usage through both facility and process assessments

· Reduce or shift demand load by use of off-peak heating or cooling systems

· Identify opportunities to use alternates to hazardous chemicals in processes

· Process equipment optimization

· Recover and reuse materials, including wasted heat, water and food waste.

· Find alternatives to air compressor usage

· Reduce generation of solid and hazardous waste

· Identify opportunities to generate energy onsite to assist with energy security

· Identify training opportunities for facility staff Only one onsite visit per facility is expected. The Contractor is expected to collect metrics from participating facilities that include but are not limited to square footage, total projected savings, number of projects approved due to technical assistance etc. The Contractor shall submit one technical assessment report per facility that participated in the technical assistance cohort. The Contractor shall document the best practices identified based on cohort study and the typical range of cost for implementing such best practices, and barriers to implementation to help assist with Tasks 6 and 7 below.

The Contractor shall disclose any conflict of interest that may arise between them, their staff and the business that signs up to be part of the technical assistance cohort. The EGLE Program Manager, in consultation with the Contractor, may request for an alternate staff to be assigned to the Contract in case the conflict-of-interest issue deems it necessary.

Task 5 - Technical assistance follow-up and reporting The Contractor shall conduct technical assistance follow up via email, phone calls or virtual meetings to collect implementation metrics. The follow up frequency would be 2 weeks, 1 month, 6 months and 12 months outside of the cohort meetings and assistance. The deliverable for this task would be a short report listing all businesses that were followed up, total number of contacts made, their list of recommendations from the technical assistance provided, responses received showing which of them are implemented, to be implemented, and the funding strategy. The report should also identify the number of businesses that have implemented one or more of the recommendations of the EGLE P2 & Food Waste Reduction assessments. The Contractor is expected to provide EGLE with all information pertaining to the follow ups, to allow EGLE to conduct further follow up that would request for measurable metrics such as cost, energy or water savings from the participants.

Task 6 - Case studies & Best Practices The Contractor must develop a minimum of 4 case studies that highlight one or two best practices that aided in reduced environmental challenges. The deliverable for this task includes four case study reports and a 2-page pdf document highlighting the findings of the case studies to post on EGLE webpage. This task should also lead to a list of common best practices for resiliency and environmental risk management for the food and beverage manufacturing and processing industry in Michigan.

Task 7 - Educational Webinars/Workshops The Contractor must develop and conduct a minimum of four educational webinars and/or workshops. The first webinar is expected to be presented on the EGLE P2 and Food Waste Reduction webpage resources and the online toolbox and educational material. The second and the third webinar could be a presentation on one or more of the case studies that the Contractor is expected to present alongside the industry participant. The 2nd and third webinars should Identify common, no or low cost and best practices, for food and beverage manufacturing and processing industry for increasing resiliency and reducing environmental risks. The final presentation is expected to be a summary of the overall contract work and findings. The Contractor must submit a copy of the presentation recording and presentation slides which EGLE will then post on the EGLE P2 & Food Waste Reduction webpage. Alternatively, if a workshop is conducted, along with the presentation materials and recording, the Contractor is also expected to submit copies of educational and outreach material. The metrics that the Contractor is expected to collect and submit for this task include the name and number of attendees at the webinars/workshops (with the approval of the participant for sharing their information), their affiliation & contact information and number of attendees reaching out to the program requesting for assistance following the educational webinar/workshop. The Contractor is expected to include live surveys or polls in the presentations to collect additional feedback from audience.

Training and Conferences The State will allow a total of one out of state conferences and two in-state conference/training, if they are pre-approved by the EGLE Program Manager. The State will also consider supporting providing matching dollars for certification of one of the Contractor’s professionals, provided a need is presented.

Virtual Facilitation Proficiency The Contractor must confirm proficiency in virtual facilitation of services to be delivered, and the platform must be approved by the State of Michigan. The bid response must:

1. Identify the platform(s) that will be used for various tasks

2. Show evidence of proficiency in virtual facilitation skills such as learner-centric approaches, technology integration, real-time adaptation, and strong interpersonal skills among others

3. Examples of previous virtual facilitation and the measured success of those activities Performance Evaluation The Contractor must submit draft progress reports on an ongoing basis to the EGLE Program Manager(s) for approval and finalization. The Contractor shall organize and host a monthly progress meeting with the EGLE Program Manager(s) and the State team. The EGLE Program Manager(s) will evaluate the performance of the Contractor; their staff and any subcontractors identified in their proposal/contract and will provide quarterly feedback for program improvements.

Equipment The Contractor should have access to technical equipment required to conduct onsite technical assistance; if not please include with the budget for purchase. All personnel should have access to their own vehicle to conduct the work.

IT & Security The Contractor should own their own IT equipment, internet, servers, etc. required for the successful completion of the scope of work detailed in this document. The Contractor should have the ability to submit clear invoices and reports in various file formats. All project documents must be stored securely and any personally identifiable information stored confidentially.

The Contractor must list and confirm their access to, or ownership of hardware and software required to complete these tasks. The Contractor should also indicate staff proficiency in utilizing the field equipment and computer program application tools that they would require for completion of these tasks.

Program Metrics The Contractor will be expected to collect the following program metrics and report to EGLE throughout the Contract period and at Contract closeout.

a. Business and facility metrics of businesses that were assisted through the technical assistance cohort program such as square footage of buildings/facilities, business type, process type/category, business size, annual energy, water, gas, and waste cost and savings following incorporation of technical assistance and recommendations, annual cost savings, and areas where additional financial support may be needed.

b. Name and number of partnerships built between program and other entities such as trade associations, other State partners, local partners, federal partners, grassroot organizations, community partnerships etc., and their role in Michigan RERM TAP program development.

c. Name, association and number of participants in webinars, workshops, training and educational sessions held.

Additional program metrics may be developed by the Contractor in collaboration with the EGLE Program Manager if necessary.

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 will complete each of the tasks listed above.

Project Plan The bidder must include a Project Plan with their RFP submission.

For this proposal: The Contractor will prepare and submit a draft project work plan that identifies the required contract personnel, the date the project plan will be submitted to the State, project management process, project breakdown identifying tasks, sub-tasks, and resources required; deliverables; timeline using a Gantt Chart; expected frequency and mechanisms for updates/progress reviews; process for addressing issues/changes; and individuals responsible for receiving/reacting to the requested information.

· A draft work plan or statement of work. The draft work plan should provide details about how the Contractor will complete each of the tasks, roles and responsibilities of the Contractor staff and EGLE Program Manager(s) and Gantt Chart showing a detailed project timeline.

· A brief qualifications statement describing what makes the Contractor the best possible candidate for this Contract, including but not limited to:

· Contractor’s experience in conducting tasks or projects like those mentioned in this RFP

· Identify the issue or process the Contractor was engaged to help resolve or improve

· Describe what steps were taken to identify how the issue or process would be reviewed, what stakeholders were included, and how the process was conducted (in-person, virtually, etc.)

· Describe what roadblocks were encountered and how they were resolved

· Describe the analysis process and how recommendations were developed

· Describe the follow up to recommendations and implementation assistance provided, if any

· Samples of deliverables from similar projects that the Contractor has worked on. Providing a snapshot of project deliverables is not required but would be a plus.

· Examples of past virtual facilitation projects, to demonstrate proficiency.

Upon Contract Award: A final project plan must be submitted for final approval within 5 calendar days of the Effective Date. The plan must also 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, and resources required & a Gantt Chart showing the timeline for activities, meetings and deliverables. A sample template for the Resiliency & Risk Management Assessments must be submitted for final approval within 30 calendar days of the Effective Date.

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

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 provide a Project Plan as described above.

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.

Bidder Response

☐ I confirm the above requirement(s) and agree with no exception(s)

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

Exceptions: List all exceptions here

Timeframes All Contract Activities must be completed and delivered within the timeframes stated in project work plan submitted by the Contractor and approved by the EGLE Program Manager.

Bidder Response

☐ I confirm the above requirement(s) and agree with no exception(s)

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

Exceptions: List all exceptions here

Onsite Technical Assistance All onsite technical assistance at each facility must be conducted between 6 am and 6 pm on workdays unless otherwise requested by the facility or the EGLE Program Manager.

Bidder Response

☐ I confirm the above requirement(s) and agree with no exception(s)

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

Exceptions: List all exceptions here

Training The Contractor must identify any training that would be required for their staff as part of this program.

Bidder Response

Explain any training that is included in your proposal, as well as any additional training capabilities available. Any costs associated with training must be detailed in Schedule B – Pricing.

Reporting The Contractor must submit to the State Program Manager via electronic mail or file transfer protocols, the following written reports at the frequency stated below:

1. Monthly progress report with invoices and updated Gantt chart showing progress by the 7th business day of the month. The monthly report should also contain the program metrics noted in Section 6 of Schedule A.

2. Quarterly, semi-annual and annual/final report that includes details about the tasks and activities completed, methods, barriers, calling out any assistance needed from State, findings and lessons learnt. The State’s reporting period follows the EPA fiscal year and begins on October 1 of each year and ends on September 30, of the following year.

3. One individual assessment report per facility participating in the technical assistance cohort to be submitted within two weeks of completing the onsite visit.

4. A report summarizing the EGLE P2 & Food Waste Reduction webpage resources and the various tools and materials available on the webpage for food and beverage manufacturing and processing facilities to utilize after completion of task 2 and 3.

5. A summary of the findings of the follow-up surveys and phone calls conducted during the Contract period to be shared with EGLE as part of the subsequent months’ monthly report. The frequency of these follow-ups (total 4) is detailed under Task 5. The State will amend this report after the Contract end date with its own findings for the additional follow-ups it plans to conduct.

6. Copies of material from the listening sessions, roundtables, outreach, webinars, and workshops to be submitted on or before the event scheduled date.

7. Copies of presentations for webinars/workshops and their recordings to be submitted within 5 business days from the date of the event.

8. A summary of most of the common and best outcome best practices for the industry along with how to go about making those changes to be submitted one month before the contract end date.

9. A final report that summarizes all the tasks, methodology, outcomes and lessons learnt from each of the tasks and activities conducted under the contract. The Contractor must share the outline of the final report at the 9-month mark, a draft copy of the report for EGLE review 30 business days before the Contract end date and the finalized report 10 business days before the Contract end date.

Bidder Response

Explain your reporting capabilities, any reporting that is included in your proposal, and any additional reporting capabilities. Bidder must provide copies of sample reports as part of their submission.

Meetings The Contractor must attend the following meetings:

a. Post award project kick-off meeting to be held within 10 days of contract effective date

b. Monthly progress meetings with the State Program Manager(s)

c. Project close out meeting.

The State may request other meetings as it seems appropriate.

Bidder Response

☐ I confirm the above requirement(s) and agree with no exception(s)

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

Exceptions: List all exceptions here

Contractor Program Manager The Contractor must appoint a Contractor Program 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 30 calendar days before removing or assigning a new Contractor Program Manager.

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 provide the name, location, phone number, and email address of the proposed Contractor Program Manager.

Key Personnel See Attachment 1- Key Personnel for requirements related to the key personnel.

The Contractor must appoint individuals who will be directly responsible for the day-to-day operations of the Contract. Key Personnel must be specifically assigned to the State account, be knowledgeable about the contractual requirements, and respond to State inquiries within 24 hours. The required key roles for this Contract are Project Principal, Project Manager, and Subject Matter Experts (SME)/Technical Specialists. Each key role can be carried out by one or more of the Key Personnel, and one Key Personnel can also carry out one of more of the roles.

Organizational Chart Bidder Response

Provide an overall organizational chart that details staff members, by name and title, and subcontractors.

Add your org chart here or insert the label or filename if you are adding it as a separate attachment.

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 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. Bidders should submit copies of the subcontractor’s previous work examples.

Name and detailed resumes of subcontractor personnel who may be assigned to this project. If at any point in the Contract the subcontractor(s) might bill on a “not to exceed” hourly rate, that information should be included with pricing in Schedule B.

GDBE definition: "Geographically Disadvantaged Business Enterprise" also known as GDBE, is a Michigan-based business that satisfies one or more of the following: (i) Is certified as a Michigan 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 either work at a secondary location or have a principal residence located within a Qualified Opportunity Zone within Michigan, or both.

Additional information on GDBEs can be found here:

DTMB - Geographically Disadvantaged Business Enterprise 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 %

Funding Requirements The funding source for this work requires quarterly, semi-annual and annual reporting of project achievements and updates. The Contractor must assist the EGLE Program Manager in gathering all the information required for the report and in preparing the report for the tasks that the Contractor has completed.

Bidder Response

☐ I confirm the above requirement(s) and agree with no exception(s)

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

Exceptions: List all exceptions here

Price Term Pricing is firm for the entire length of the Contract.

Bidder Response

☐ I confirm the above requirement(s) and agree with no exception(s)

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

Exceptions: List all exceptions here

Price Changes Any out-of-scope work if deemed necessary must be approved via a change request or addendum and will be billed on a time and material basis.

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

☐ I confirm the above requirement(s) and agree with no exception(s)

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

Exceptions: List all exceptions here

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

Final Acceptance All deliverables must be administratively complete, peer reviewed and updated before being submitted to the State Program Manager. The deliverables must be free of errors and ADA compliant when applicable. The Consultant must sign off on deliverables and then be accepted by the State Program Manager before submitting a request for payment for those deliverables.

Bidder Response

☐ I confirm the above requirement(s) and agree with no exception(s)

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

Exceptions: List all exceptions here

Invoice Requirements All invoices submitted to the State must include: (a) date; (b) delivery 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.

All invoices for equipment purchase, 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. Tasks priced at a lump sum rate will be paid after the task is completed, including reporting and a minimum of one follow up communication with the facility.

All invoices for tasks priced at lump sum rate per Schedule B, submitted to the State must include: (a) dates of service or the dates on which the hours related to that task was spent ;(b) description of contract activities on each of those dates (c) Outcomes or deliverables noted (d) attachments of deliverables (e) vendor-generated invoice number and (f) total cost.

All invoices for tasks that are conducted on a hourly billing rate basis per Schedule A and Schedule B, submitted to the State must include: (a) dates of service or the dates on which the hours related to that task was spent ;(b) No. of hours spent on each of those dates (c) hourly billing rate utilized in the invoice (d) description of contract activities on each of those dates (e) Outcomes or deliverables noted (f) attachments of deliverables (g) vendor-generated invoice number and (h) total cost.

In addition to the items mentioned under 8.1.3., invoices that include costs for travel to & from the site, per Schedule B and Schedule D, must include: (a) Mileage calculation from the vendor’s home office location;(b) mileage rate utilized (c) Start and End time of the travel (d) total calculated cost for both mileage and for the hours spent driving to and from the site. The State will not pay for multi-day travel and overnight stays, unless they are deemed necessary, provide best cost value for the State and with prior written approval by the EGLE Program Manager.

In addition to the items mentioned under 8.1.3., invoices that include costs for training per Schedule B and Schedule D, must include: (a) name of the Training (b)name & address of the training provider (c) training format [in-person or virtual] (d) a copy of the training meeting invitation (e) a copy of the pre-approval from the Program Manager for attending the training. The State will not pay for the training courses that were attended without prior written approval by the EGLE Program Manager.

Frequent submission of insufficient or incomplete invoices, or invoicing without providing deliverables, will affect the performance metrics of the Contractor, which could be used as cause for premature termination of the Contract.

Bidder Response

☐ I confirm the above requirement(s) and agree with no exception(s)

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

Exceptions: List all exceptions here

Payment Methods The State will make payment for Contract Activities through Electronic Funds Transfer (EFT). The Contractor must register with the State at SIGMA VSS to receive electronic fund transfer payments. If Contractor does not register, the State is not liable for failure to provide payment. Without prejudice to any other right or remedy it may have; the State reserves the right to set off at any time at any amount then due and owing to it by Contractor against any amount payable by the State to Contractor under this Contract. Payment would be made based on percent completion of tasks with the final installment for a task being paid after all deliverables for those tasks are received and accepted by the State.

Bidder Response

☐ I confirm the above requirement(s) and agree with no exception(s)

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

Exceptions: List all exceptions here

Procedure All deliverables should be submitted electronically to the EGLE Program Manager’s email address. If the deliverable size exceeds the maximum allowable file size limit, the EGLE Program Manager will set up a file transfer protocol or another alternative method to receive the files electronically. All Emails related to the Contract should include the Contract number in the subject line.

Monthly invoices should be accompanied by the monthly progress report showing percentage completion of Contract tasks. Payment requests are due via email to the EGLE Program Manager on the 7th business day of every month. For tasks for which payment is based on a lumpsum total, no detailed receipts are required as far as the deliverables meet the standard set by the State. For travel, mileage and meals, clear and complete receipts must be submitted with the following month invoice for payment.

Bidder Response

☐ I confirm the above requirement(s) and agree with no exception(s)

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

Exceptions: List all exceptions here

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:

retain all data for the entire length of the Contract.

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

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

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

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.

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 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.

Describe how you will comply with the requirement(s)

Enter your company name

RFP 260000002460 Pollution Prevention & Food Waste Reduction Technical Assistance Program 1 Schedule A – Attachment 1 – Key Personnel

1. Key Personnel The Contractor must appoint individuals who will be directly responsible for the day-to-day operations of the Contract. Key Personnel must be specifically assigned to the State account, be knowledgeable about the contractual requirements, and respond to State inquiries within 24 hours. The required key roles for this Contract are Project Principal, Project Manager, and Subject Matter Experts (SME)/Technical Specialists. Each key role can be carried out by one or more of the Key Personnel, and one Key Personnel can also carry out one of more of the roles.

Two or more of the Contractor Key Personnel assigned to the contract should have experience in industrial processes, food waste, organics, energy use, water use and waste reduction, experience; a minimum of 10 years of experience conducting industrial process and facility audits; and technical expertise to identify cost effective and innovative solutions. One of these experienced personnel must be involved in conducting onsite technical assessments. The State reserves the right to request an alternate project Key Personnel if the originally assigned Personnel do not prove to be qualified to conduct these assessments.

Contractor’s Key Personnel must be on-site for the in-person assessment of participating facilities at a scheduled time convenient for the Contractor, the facility and the State Program Manager.

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.

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”):

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.

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 $100.00 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 $100.00 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 $100.00 per individual.

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.

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.

The Contractor must identify all Key Personnel that will be assigned to this contract.

Bidder Response

☐ I confirm the above requirement(s) and agree with no exception(s)

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

Exceptions: List all exceptions here

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

Key Personnel years of experience in the current classification.

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

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.

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

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.

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

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

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

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.

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

Bidder Response

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

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