RFP Documents.docx

STATE OF MICHIGAN

Department of Natural Resources

Request for Proposal 190000002428 Rye Planting Traverse Area Lisa Crozier-Green, Solicitation Manager CrozierGreenL@michigan.gov

The sole point of contact for the State concerning this RFP is the Solicitation Manager. Contacting any other State personnel, agent, consultant, or representative about this RFP during the RFP process may result in bidder disqualification.

The RFP process begins when the RFP is posted on SIGMA VSS and continues through issuance of a properly executed Purchase Order.

RFP Timeline

Anticipated Work Timeframes

*A bidder’s proposal received at 3:00:01 p.m. Eastern is late and subject to disqualification.

This RFP is subject to change. Check www.michigan.gov/SIGMAVSS for current information.

PROPOSAL INSTRUCTIONS

1. PROPOSAL PREPARATION. The State recommends reading all RFP materials prior to preparing a proposal, particularly these Proposal Instructions and the Vendor Questions Worksheet. Bidders must follow these Proposal Instructions and provide a complete response to the items indicated in the table below. References and links to websites or external sources may not be used in lieu of providing the information requested in the RFP within the proposal. Include the bidder’s company name in the header of all documents submitted with your proposal.

RFP Structure and Documentation

2. CONTACT INFORMATION FOR THE STATE. The sole point of contact for the State concerning this RFP is the Solicitation Manager listed on the Cover Page. Contacting any other State personnel, agent, consultant, or representative about this RFP may result in bidder disqualification.

3. MODIFICATIONS. The State may modify this RFP at any time. Modifications will be posted on www.michigan.gov/SIGMAVSS . This is the only method by which the RFP may be modified.

4. PRE-BID MEETINGS.

There will be no-pre-bid meeting schedule for this project. Bidders are encouraged to visit the openings prior to submitting a proposal.

Bidders may contact Tim Lyon (231) 922-5280 if they have questions concerning the conditions or locations of any forest opening. Questions must be limited ONLY to conditions and locations of openings. All other questions MUST be submitted by EMAIL to the Solicitation Manager.

5. QUESTIONS. Bidder questions about this RFP must be EMAILED to the Solicitation Manager no later than the time and date specified on the Cover Page. In the interest of transparency, only written questions are accepted. Answers to questions will be posted on www.michigan.gov/SIGMAVSS. Submit questions using the format below; a Microsoft Excel format or similar is suggested.

6. REQUIRED DOCUMENTATION. Bidder must include a completed Vendor Questions Worksheet, Schedule A – Statement of Work, Schedule B – Vendor Price Quote, and an insurance certificate with their proposal. The Certificate of Insurance must have their policy endorsed to add “the State of Michigan, its departments, divisions, agencies, offices, commissions, officers, employees and agents” as additional insureds using endorsement CG 20 10 11 85, or both CG 2010 07 04 and CG 2037 07 0. Certificate Holder: Department of Natural Resources, 525 W. Allegan St. Lansing, MI 48915.

7. DELIVERY OF PROPOSAL. Proposals are due by the date and time specified in RFP timeline.

Electronic – The preferred method of proposal delivery is submission of proposal with all required documents as attachments electronically through www.michigan.gov/SIGMAVSS.

Proposals submitted electronically must be fully uploaded and submitted prior to the proposal deadline. Do not wait until the last minute to submit a proposal, as the SIGMA VSS system requires the creation of an account and entry of certain information, in addition to uploading and submitting the materials. The SIGMA VSS system will not allow a proposal to be submitted after the proposal deadline identified in the solicitation Closing On/Closing Date fields (Summary view/Detail view), even if a portion of the proposal has been uploaded.

Questions on how to submit information or how to navigate in the SIGMA VSS system can be answered by calling (517) 373-4111 or (888) 734-9749. The Solicitation Manager will not provide assistance related to the submittal of the proposal and all attachments on the day of the proposal deadline. Responsibility for a complete submission lies with the bidder.

Email – Bidders may submit proposals and all required documents by email to the Solicitation Manager at CrozierGreenL@michigan.gov. Proposals submitted by email must be received by the Solicitation Manager prior to the proposal deadline. The Solicitation Manager will reply to the Bidder by email to verify receipt. Proposals received by email will be manually entered by the Solicitation Manager in SIGMA VSS.

FAX – Bidders may submit proposals and all required documents by FAX to the Solicitation Manager at 517-241-0013. Proposal submitted by FAX must be received by the Solicitation Manager prior to the proposal deadline. Proposals received by FAX will be manually entered by the Solicitation Manager in SIGMA VSS.

8. EVALUATION PROCESS. Award Recommendation will be made to the responsive and responsible Bidder offering the services required at the State’s fair market value. Fair market value will be at the sole discretion of the State.

A responsive proposal is one that is submitted in accordance with the proposal instructions and meets all requirements identified in the solicitation.

A responsible vendor successfully demonstrates, by the responses contained in a responsive proposal, that the vendor could perform the duties identified by the solicitation.

Proposals which are not submitted in accordance with the solicitation instructions, or which do not provide the information requested, may be considered non-responsive.

The State may request vendor clarification on vague or ambiguous responses but cannot request clarification if no response is included. Proposals considered non-responsive may not be considered for award recommendation.

Proposals should include complete responses to

· Vendor Questions Worksheet

· Schedule A – Statement of Work

· Schedule B – Vendor Price Quote

· Contract Terms

· And a copy of the Bidders Certificate of Liability Insurance

TECHNICAL EVALUATION

Proposals will be evaluated on the information provided in the Vendor Questions Worksheet and Schedule A – Statement of Work. It is the Bidder’s responsibility to demonstrate the following:

· Bidder has the proper equipment to complete the work.

· Bidder has a crew supervisor with experience overseeing the work being performed.

· Bidder provides a minimum of three relevant experiences to demonstrate applicable prior experience.

· Bidder will successfully complete the work in the specified timeframe.

The Vendor Questions Worksheet will be evaluated to determine whether the vendor possesses the relevant experience to successfully provide the Contract Activities. Bidders must provide a response to every request for information or section. Blank sections or sections marked “N/A” by the Bidder may result the proposal being considered “non-responsive.”

Schedule A – Statement of Work will be evaluated to determine whether the vendor has demonstrated the ability to meet the required specifications and to comply with State requirements.

Proposals receiving 80 or more technical evaluation points will have pricing evaluated and considered for award.

PRICE EVALUATION

Schedule B – Vendor Price Quote will be evaluated to determine whether the price proposed for the Contract Activities is within the State’s anticipated fair market value. Schedule B – Vendor Price Quote must be completed and a price for each service included in the proposal must be submitted as an attachment to the proposal entered in SIGMA VSS or included with the emailed or faxed proposal.

The State may utilize all bidder information, without regard to a proposal’s technical score, to determine fair market value for the services sought. The State is not obligated to accept the lowest price proposal. If applicable, the State’s evaluation will include consideration of a bidder’s qualified disabled veteran (QDV) status under MCL 18.1261(8). Additional information on the QDV preference is available at: http://michigan.gov/micontractconnect/0,https://www.michigan.gov/dtmb/0,5552,7-358-82550_85746_48677-412612--,00.html,7-225-48677-123519--,00.html.

The State strongly encourages strict adherence to the Contract Terms. The State reserves the right to deem a bid non-responsive for failure to accept the Contract Terms. Nevertheless, the bidder may submit proposed changes to the Contract Terms in track changes (i.e., visible edits) with an explanation of the bidder’s need for each proposed the Terms. Bidders offering alternate Terms must include an explanation of the necessity for the change. General statements, such as that the bidder reserves the right to negotiate the terms and conditions, may be considered non-responsive.

The State may conduct an on-site visit to tour and inspect the bidder’s facilities; require an oral presentation of the bidder's proposal; conduct interviews, research, reference checks, and background checks; and request additional price concessions at any point during the evaluation process.

9. NOTICE OF DEFICIENCY. The State reserves the right to issue a Notice of Deficiency to bidders if the State determines after the proposal deadline that a portion of the RFP was deficient, unclear, or ambiguous. Failure to respond to a Notice of Deficiency timely may be cause for disqualification.

10. CLARIFICATION REQUEST. The State reserves the right to issue a Clarification Request to a bidder to clarify its proposal if the State determines the proposal is not clear. Failure to respond to a Clarification Request timely may be cause for disqualification.

11. RESERVATIONS. The State reserves the right to:

a. Disqualify a bidder for failure to follow these instructions.

b. Discontinue the RFP process at any time for any or no reason. The issuance of an RFP, your preparation and submission of a proposal, and the State’s subsequent receipt and evaluation of your proposal does not commit the State to award a contract to you or anyone, even if all the requirements in the RFP are met.

c. Consider late proposals if: (i) no other proposals are received; (ii) no complete proposals are received; (iii) the State received complete proposals, but the proposals did not meet mandatory minimum requirements or technical criteria; or (iv) the award process fails to result in an award.

d. Consider an otherwise disqualified proposal, if no other proposals are received.

e. Disqualify a proposal based on: (i) information provided by the bidder in response to this RFP; (2) the bidder’s failure to complete registration on www.michigan.gov/SIGMAVSS ; or (3) if it is determined that a bidder purposely or willfully submitted false or misleading information in response to the RFP.

f. Consider prior performance with the State in making its award decision.

g. Consider overall economic impact to the State when evaluating proposal pricing and in the final award recommendation. This includes but is not limited to considering principal place of performance, number of Michigan citizens employed or potentially employed, dollars paid to Michigan residents, Michigan capital investments, job creation, tax revenue implications, and economically disadvantaged businesses.

h. Consider total-cost-of-ownership factors (e.g., transition and training costs) when evaluating proposal pricing and in the final award recommendation.

i. Refuse to award a contract to any bidder that has failed to pay State taxes or has outstanding debt with the State.

j. Enter negotiations with one or more bidders on price, terms, technical requirements, or other deliverables.

k. Award multiple, optional-use contracts, or award by Contract Activity.

l. Evaluate the proposal outside the scope identified in Section 8, Evaluation Process, if the State receives only one proposal.

12. AWARD RECOMMENDATION. The contract will be awarded to the responsive and responsible bidder who offers the best value to the State, as determined by the State. Best value will be determined by the bidder meeting the minimum point threshold and offering the best combination of the factors stated in Section 8, Evaluation Process, and price, as demonstrated by the proposal. The State will post a Notice of Recommendation for Award on www.michigan.gov/SIGMAVSS .

13. DEBRIEF MEETING AND BID PROTEST. The State will post a Notice of Recommendation for Award, which will provide instructions on how to request a debrief meeting

If you wish to initiate a protest of the award, you must submit your written protest to GyorkosL@michigan.gov no later than 3:00 p.m. EST, FIVE (5) business days after posting the Notice of Recommendation for Award, or by 3:00 p.m. EST the next business day if that date falls on a state holiday or weekend. The State reserves the right to adjust this timing and will publish any change on the SIGMA VSS system.

Additional information about the protest process is available at www.michigan.gov/micontractconnect under the “Programs and Policies” link.

14. STATE ADMINISTRATIVE BOARD. Contracts equal to $500,000 or greater than require approval by the State Administrative Board. The State Administrative Board’s decision is final; however, its approval does not constitute a contract. The award process is not complete until the awarded contractor receives a contract fully executed by all parties.

15. GENERAL CONDITIONS. The State will not be liable for any costs, expenses, or damages incurred by a bidder participating in this solicitation. The bidder agrees that its proposal will be considered an offer to do business with the State in accordance with its proposal, including the Contract Terms, and that its proposal will be irrevocable and binding for a period of 180 calendar days from date of submission. If a contract is awarded to the bidder, the State may, at its option, incorporate any part of the bidder’s proposal into a contract. This RFP is not an offer to enter into a contract. This RFP may not provide a complete statement of the State’s environment or contain all matters upon which agreement must be reached. Other than verified trade secrets, proposals submitted via www.michigan.gov/SIGMAVSS are the State’s property.

16. CONFIDENTIAL TREATMENT FORM AND THE FREEDOM OF INFORMATION ACT. All portions of the bidder’s proposal and resulting contract are subject to disclosure as required under Michigan’s Freedom of Information Act (FOIA), MCL 15.231, et seq. However, some information may be exempt from disclosure. Under MCL 18.1261(13)(b), records containing “a trade secret as defined under section 2 of the uniform trade secrets act, 1998 PA 448, MCL 445.1902,” are exempt from disclosure under FOIA. In addition, “financial or proprietary information” submitted with a bidder’s proposal is exempt from disclosure under FOIA. A bidder’s failure to comply with this Section is grounds for rejecting a bidder’s proposal as non-responsive. As a part of its proposal, each bidder must follow the procedure below.

a. SUBMIT A COMPLETED “CONFIDENTIAL TREATMENT FORM” (CT FORM) WITH YOUR BID. Completion and submission of the CT Form is required regardless of whether the bidder seeks confidential treatment of information. Failure to submit a completed CT Form may be cause for disqualification from the solicitation process.

a. Complete and sign Section 1 of the CT Form if the bidder does NOT request confidential treatment of information contained in its proposal; or

b. Complete and sign Section 2 of the CT Form if the bidder requests confidential treatment of certain information. Bidder must also submit a “Public Copy” of the proposal with the trade secret, financial, and proprietary information redacted and clearly labeled as the “Public Copy.”

b. FOIA REQUESTS. If a FOIA request is made for a bidder’s proposal, the Public Copy may be distributed to the public along with the bidder’s CT Form. The CT Form is a public document and serves as an explanation for the redactions to the Public Copy. Do not put any trade secret, financial, or proprietary information in the CT Form. Do not redact the CT Form itself.

c. NO ADVICE. The State will not advise a bidder as to the nature or content of documents entitled to protection from disclosure under FOIA or other laws, as to the interpretation of such laws, or as to the definition of trade secret or financial or proprietary information. Nothing contained in this provision will modify or amend requirements and obligations imposed on the State by FOIA or other applicable law.

d. FAILURE TO REQUEST CONFIDENTIAL TREATMENT. Failure to request material be treated as confidential as specified herein relieves the State, its agencies, and personnel from any responsibility for maintaining material in confidence.

e. Bids containing a request to maintain an entire proposal as confidential may be rejected as non-responsive. Bidders may not request confidential treatment with respect to resumes, pricing, and marketing materials. The State reserves the right to determine whether material designated as exempt by a bidder falls under MCL 18.1261 or other applicable FOIA exemptions. If a FOIA request is made for materials that the bidder has identified as trade secret, financial, or proprietary information, the State has the final authority to determine whether the materials are exempt from disclosure under FOIA.

f. Bidder forever releases the State, its departments, subdivisions, officers, and employees from all claims, rights, actions, demands, damages, liabilities, expenses and fees, which arise out of or relate to the disclosure of all or a portion of bidder’s proposal submitted under this RFP. Bidder must defend, indemnify and hold the State, its departments, subdivisions, officers, and employees harmless, without limitation, from and against all actions, claims, losses, liabilities, damages, costs, attorney fees, and expenses (including those required to establish the right to indemnification), arising out of or relating to any FOIA request, including potential litigation and appeals, related to the portion of bidder’s proposal submitted under this RFP that bidder has identified as a trade secret, or financial or proprietary information. The State will notify bidder in writing if indemnification is sought. The State is entitled to: (i) regular updates on proceeding status; (ii) participate in the defense of the proceeding; (iii) employ its own counsel; and to (iv) retain control of the defense, or any portion thereof, if the State deems necessary. Bidder will not, without the State’s written consent (not to be unreasonably withheld), settle, compromise, or consent to the entry of any judgment in or otherwise seek to terminate any claim, action, or proceeding. If a State employee, official, or law is involved or challenged, the State may control the defense of that portion of the claim. Any litigation activity on behalf of the State, or any of its subdivisions under this Section, must be coordinated with the Department of Attorney General. An attorney designated to represent the State may not do so until approved by the Michigan Attorney General and appointed as a Special Assistant Attorney General.

CONFIDENTIAL TREATMENT FORM (CT FORM)

INSTRUCTIONS. Complete this CT Form and sign where indicated. This CT Form must be signed by the individual who signed the bidder’s proposal. A completed CT Form must be submitted with your proposal, regardless of whether your proposal contains confidential information. Failure to submit a completed CT Form with your bid is grounds for rejecting the proposal as non-responsive. See Section Error! Reference source not found. of the Proposal Instructions for additional information.

Section 1. Confidential Treatment Is Not Requested

This section must be completed, signed, and submitted with the proposal if bidder does not request confidential treatment of any material contained in the proposal.

By signing below, the bidder affirms that confidential treatment of material contained in the proposal is not requested.

[Printed Name] [Title] [Company]

VENDOR QUESTIONS WORKSHEET

COMPLETE ALL SECTIONS - SCORED FOR TECHNICAL EVALUATION

Provide a detailed response to each question. “You” and “company” refers to the bidder.

1. Contact Information

Bidder’s sole contact person during the RFP process. Include name, title, address, email, and phone number.

Person authorized to receive and sign a resulting contract. Include name, title, address, email, and phone number.

2. Company Background Information

Legal business name:

Address:

Business Entity Designation: (i.e. sole proprietor, LLC, etc.)

Legal business name:

Address:

Phone number

Website address

What state was the company formed in?

Number of years in business and number of employees

Legal business name and address of parent company, if any

What was the change?

Why did the change occur?

How did this affect your company?

Has growth been organic, through mergers and acquisitions, or both?

☐ Debarred ☐ Suspended ☐ Disqualified from bidding ☐ Disqualified from contracting

Date:

Entity:

Details about the situation:

Date of Initial Filing:

Case Number:

Court Number:

Jurisdiction:

Cause of Action or Claim:

☐ Defaulted on Contract ☐ Contract Terminated for Cause

Contracting Agency / Entity:

Type of Contract:

Date of Default or Termination:

Reason for Default or Termination:

State your gross annual sales for the last 5 years.

If “YES” describe how the company will scale-up to manage this increase.

Describe partnerships and strategic relationships you think will bring significant value to the State.

State the physical address of the place of business that would have primary responsibility for this account if bidder is awarded a contract under this RFP.

3. Qualified Disabled Veteran

To demonstrate qualification as a qualified disabled veteran, you must provide:

(a) Proof of service and conditions of discharge (DD214 or equivalent);

(b) Proof of service-connected disability (DD214 if the disability was documented at discharge or Veterans Administration Rating Decision Letter or equivalent if the disability was documented after discharge); and

(c) Legal documents setting forth the ownership of the business entity.

In lieu of the documentation identified above, you may provide proof of certification by the National Veterans Business Development Council.

Enter the names of documents submitted with your proposal to demonstrate status as a qualified disabled veteran.

4. Participation in RFP Development or Evaluation

5. State of Michigan Experience and Prior Experience

Contract Number:

Contract Start Date:

Contract Expiration Date:

Contract Amount:

Agency:

Contract Administrator:

Contract Number:

Contract Start Date:

Contract Expiration Date:

Contract Amount:

Agency:

Contract Administrator:

Contract Number:

Contract Start Date:

Contract Expiration Date:

Contract Amount:

Agency:

Contract Administrator:

Contract Number:

Contract Start Date:

Contract Expiration Date:

Contract Amount:

Agency:

Contract Administrator:

Describe at least three (3) relevant experiences from the last five (5) years supporting your ability to successfully manage a contract of similar size and scope for the work described in this RFP.

You may attach a document listing references, however, the State requests a detailed response to each of the Relevant Experience sections, below.

Company Name:

Contact Name:

Contact role at time of project:

Contact phone:

Contact email:

City:

State:

Zip:

Project name:

Description of the scope of the project:

How is this experience relevant to the subject of this RFP?

Dollar Value or Contract Amount:

Project Start Date:

Project End Date:

Status (complete, ongoing, phase, etc.)

Results obtained

Company Name:

Contact Name:

Contact role at time of project:

Contact phone:

Contact email:

City:

State:

Zip:

Project name:

Description of the scope of the project:

How is this experience relevant to the subject of this RFP?

Dollar Value or Contract Amount:

Project Start Date:

Project End Date:

Status (complete, ongoing, phase, etc.)

Results obtained

Company Name:

Contact Name:

Contact role at time of project:

Contact phone:

Contact email:

City:

State:

Zip:

Project name:

Description of the scope of the project:

How is this experience relevant to the subject of this RFP?

Dollar Value or Contract Amount:

Project Start Date:

Project End Date:

Status (complete, ongoing, phase, etc.)

Results obtained

Status (completed, live, other – specify phase)

Results obtained

6. Standard Contract Terms

Bidder must affirm agreement with the attached Contract Terms. If not in agreement, written exceptions in accordance with Section 8 Evaluation Process must be provided with Bidder’s proposal.

7. Other

Rye Planting Traverse Area Request for Proposal 190000002428

SCHEDULE A

STATEMENT OF WORK

CONTRACT ACTIVITIES

SCORED FOR TECHNICAL EVALUATION

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.

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.

Bidders are encouraged to walk the openings prior to submitting a proposal to determine potential difficulties accessing openings AND to walk the openings prior to tilling to become aware of rocks or debris that could pose a hazard to equipment and adjust their operations accordingly.

The Michigan Department of Natural Resources (DNR), Wildlife Division (WLD) is seeking bids for field preparation, fertilizing and planting of rye and brassica seed on selected forest openings in the Traverse City Area.

Contractor is to provide fertilizer and seed.

BACKGROUND

The DNR’s State Forest Management Plan objectives include the restoration of existing habitat areas including wildlife openings (Special Resource Area Management Direction, section 5.1.5, Habitat Areas and Corridors).

The Deer Range Improvement Plan (DRIP), which uses funds from deer hunting license purchases to improve deer habitat, identifies forest openings as important sources of forbs and grasses for deer during the spring, summer, and fall seasons. Maintaining these openings by mowing, increasing plant production by fertilizing and planting, and setting back brush or shrub encroachment is therefore important for perpetuating this habitat component for deer. In addition to benefiting deer, forest openings provide important food sources for wild turkey and ruffed grouse broods. Openings are especially beneficial to broods and adults because they provide an important food source in the form of insects for young poults and high-quality forage for adults. Planting and fertilizing of openings could increase turkey brood survival and consequently, improve overall turkey populations. Maintaining these openings and setting back brush or shrub encroachment is therefore important for maintaining habitat for deer, wild turkeys, grouse as well as a variety of other animals and birds. Without regular maintenance, these openings will be lost to forest succession and lose much of their value to these wildlife species.

SCOPE

Review Schedule C – Block I Maps for the location of openings and requirements Forest opening fields (Stands) totaling 126.1 acres are included in this RFP. Bidders may bid on one or more units and should examine each unit to make their own estimate of time and cost to complete all tasks involved.

Town, Range and Section (TRS) Coordinates have been provided below. General location and unit maps are attached to this RFP (Schedule C – Block I Maps).

Bidder may contact Tim Lyon (231) 922-5280 if Bidder has questions concerning the conditions or locations of any forest opening. Questions must be limited ONLY to conditions and locations of openings.

Questions concerning other aspects of the bid must be directed to Lisa Crozier-Green, Solicitation Manager, by email at CrozierGreenL@michigan.gov. Telephone questions will not be accepted.

REQUIREMENTS

1. General Requirements

1.1. Specifications

A. Contract Activities

1. The Contractor will carry out the work as specified (Contract Activities) under the direction and control of the Program Manager or designee.

2. Contractor will provide all labor, equipment, fertilizer, and seed, and other supplies and services necessary for preparing, tilling, fertilizing and seeding forest openings.

3. Contractor must contact the DNR Project Manager 72 hours prior to beginning work in each Area to coordinate access. (Some openings are gated.)

4. Contractor must access openings by existing roads. Any improvements to existing roads must have prior approval of the DNR. Contractor may need to temporarily remove berms blocking motor vehicle access to fields. Contractor is advised to walk the access roads for each Block prior to bidding to determine potential difficulties accessing openings. Following completion of work, Contractor must replace any berms that were removed at opening access points.

5. Contractor is advised to walk the openings to become aware of rocks, stumps, debris, etc., that could cause hazard to equipment and adjust their operations accordingly.

6. Work is to begin no sooner than August 1, 2019 and must be completed on or before September 15, 2019. Start date may be adjusted for weather conditions with project manager approval.

7. Tillage of openings may begin two (2) weeks prior to the planting dates.

8. The Contractor will notify the DNR Project Manager a minimum of 24 hours prior to beginning on-site work, and within 24 hours following completion of work to schedule field inspection.

B. Contractor Must

1. Provide all required seed and fertilizer.

2. Remove limbs on edge trees to allow planning to opening edge.

3. Remove all downed trees, limbs, brush, debris and exposed rocks (anything larger than 6”) from openings.

4. Disk or plow soil to a plantable condition (no green patches – all herbaceous broken and turned several times if needed in heavy sod) to form a 6” seedbed of mineral soil. DNR Project Manager may require more than one disking or plowing to ensure maximum germination.

5. The Contractor must re-till the seedbed if rainfall occurs between seedbed preparation and seeding.

6. Apply Contractor provided dry, granular fertilizer at the rate of 200 lbs. per acre.

7. Apply Contractor provided seed at the rate specified, below. Seeding may be completed by broadcast or drill at Contractor’s discretion.

8. Culti-pack field after seeding if broadcast spreader is used.

9. Properly dispose of seed and fertilizer bags.

10. Any fuel / oil spills must be immediately contained and reported to the DNR Project Manager.

C. Equipment Requirements

1. Mechanical failure WILL NOT constitute an acceptable reason for failure to perform the Contract Activities. In the event of mechanical failure, the Contractor must provide backup equipment to continue and / or complete the Contract Activities.

2. The Contractor will provide, at a minimum, the following types of equipment:

a. Tractor or bulldozer

b. Disk sufficiently heavy enough to penetrate soil at least 6 inches deep.

c. Fertilizer spreader

d. Seed spreader (grain drill or broadcast seeder)

e. Cultipacker (if broadcast seeder used to spread seed)

f. The Contractor must provide a list of equipment adequate to perform all Contract Activities including equipment specifics such as disk weight and size, tractor / dozer size, etc. The State reserves the right to determine whether the Contractor provided equipment is adequate to perform the Contract Activities. Adequacy of equipment proposed may be used in the Best Value consideration.

Provide Equipment Detail HERE or attach a list as a separate document

Tractor

Bulldozer

Disk

Fertilizer Spreader

Seed Spreader – grain drill

Seed Spreader – broadcast

Cultipacker

Other:

D. Contractor Provided Fertilizer and Seed

1. The Contractor must provide the following fertilizer and seed, meeting DNR Specifications:

Required

12,610 lbs.

Contractor Agrees to provide all personnel, equipment, tools, materials, supervision, other items and services necessary to perform the services as described in Section 1.0, General Requirements.

☐ Contractor Agrees

If Contractor takes exception to any portion of Section 1.0 General Requirements, Contractor to provide detail of exception in Response Box, below.

Bidder Response

E.

Block I – Benzie, Manistee and Leelanau Counties, 126.1 Acres, Clearing, Tilling, Seeding, Fertilizing A. Work must begin by August 1, 2019 and be completed no later than September 15, 2019

B. Contractor must:

1. Provide all seed and fertilizer

2. Remove all downed trees, limbs, brush, stumps, debris and exposed rocks from tillage.

3. Remove limbs on edge trees to allow planting to opening edge.

4. Disk or plow soil to a plantable condition, (no green patches – all herbaceous broken and turned several times if needed in heavy sod) to form a 6” seedbed of mineral soil

5. Apply Contractor provided dry granular fertilizer at the rate specified. Fertilizer must be disked into soil prior to planting.

6. Apply Contractor provided Buckwheat seed at a rate specified. The seedbed must be lightly disced and then culti-packed after seeding of buckwheat if a broadcast seeder is used.

7. Apply Contractor provided White Ladino Clover seed mix at a rate of 15 lbs. per acre. The seedbed must be culti-packed after seeding of Clover regardless of the type of seed spreader used.

8. Replace all berms after completion of work.

1.2. Contractor Techniques

Explain the specific techniques that will be used to perform the Contract Activities.

1.5. Quality Assurance Program

Explain your Quality Assurance Program(s).

1.6. Incentives

Explain any special incentives or services including, but not limited to, return policies, trade-in programs, quantity discounts, etc.] Bidders are encouraged to offer quick payment terms. The number of days must not include processing time for payment to be received by the Contractor’s financial institution.

1.7. Meetings

The State may request meetings with the Contractor, when necessary. The Contractor must attend any meeting requested by the State.

Contractor Agrees to the meetings noted in Section 1.5 Meetings and any additional meetings required for the completion of the Contract Activities referenced in this RFP.

☐ Contractor Agrees

If Contractor takes exception to any portion of Section 1.5 Meetings, Contractor to provide detail of exception in Response Box, below.

Bidders Response

1.8 Reports

Once work begins on site, the Contractor will report at least one time each week to the Project Manager the progress of work and any real or anticipated problems as they arise. The Contractor may report progress / problems to the Project Manager by telephone or email.

The Work Progress Record must be completed and submitted upon completion of work.

Contractor Agrees to the meetings noted in Section 1.6 Reports and any additional reports required for the completion of the Contract Activities referenced in this RFP.

☐ Contractor Agrees

If Contractor takes exception to any portion of Section 1.6 Reports, Contractor to provide detail of exception in Response Box, below.

Bidders Response

2. Staffing

2.1. Contractor Representative

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

The Contractor must notify the Contract Administrator at least 3-calendar days before removing or assigning a new Contractor Representative.

Contractor Representative:

Location:

Telephone Number:

Email Address:

Organizational Role:

Qualifications:

2.2. Crew Supervisor

The Contractor must appoint one individual who will be directly responsible for the day to day operations of the Contract (Crew Supervisor). Crew Supervisor must be specifically assigned to the State account, be knowledgeable on the contractual requirements, and respond to State inquires within 8-business hours.

The Contractor may not remove or assign the Crew Supervisor without the prior consent of the State. Prior consent is not required for reassignment for reasons beyond the Contractor’s control, including illness, disability, death, leave of absence, personal emergency circumstances, resignation, or termination for cause. The State may request a résumé and conduct an interview before approving a change. The State may require a 30-calendar day training period for replacement personnel.

The Contractor must identify the Crew Supervisor, provide contact information, describe the functions they will perform, qualifications, number of years of experience managing similar crews, number of workers supervised, presence on site, number of staff to be supervised for this project. If Contractor anticipates multiple crews, provide the required information for each Crew Supervisor.

Crew Supervisor:

Telephone Number:

Email Address:

Functions to be Performed:

Qualifications:

Number of Years Supervising Crews / Relevant Experience:

Number of Workers Typically Supervised:

Frequency the Crew Supervisor be on site while work is being performed:

Number of workers dedicated to this project or per crew:

2.3. Disclosure of Subcontractors

If the Contractor intends to utilize subcontractors (including temporary labor services, equipment rental, etc.) 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.

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.

Subcontractor:

Address:

Telephone Number:

Email Address:

Description of subcontractor organization:

Services provided:

Relationship to Contractor:

Description of Contract Activities to be performed:

3. Reserved

4. Ordering

4.1. Authorizing Document

The appropriate authorizing document for the Contract will be a properly executed Purchase Order.

5. Acceptance

5.1. Acceptance, Inspection and Testing

A. The Program Manager or designee will be monitoring work during the entire process.

B. Only the Program Manager or designee is authorized to determine whether the Contract Activities are accepted.

C. The Contractor must notify the Program Manager within 24 hours of work completion to schedule final inspection.

D. Upon Contractor’s notification that work is complete, the Program Manager or designee will inspect the completed area to determine whether work has been successfully completed.

a. Fields must be determined to have been worked and completed in accordance with specifications.

b. Work area must be in a clean and orderly condition – no fertilizer or seed bags, or brush / debris littering the fields.

c. All equipment, material and miscellaneous supplies brought to the project area(s) as part of the operation shall be removed.

d. Berms are created or replaced at access points.

e. Existing access roads are in a condition equal to or better than the condition prior to Contractor’s utilization.

6. Pricing

6.1. Price Term

1. Pricing is fixed and firm for the duration of the Contract period.

7. Invoice and Payment

7.1. Invoice Requirements

1. Invoices may be submitted to the Program Manager or designee at the completion of all work and after successful inspection and acceptance. All invoices must be submitted to DNR by September 20, 2019.

2. Payment terms are Net 45 Days After Receipt of Invoice, unless quick payment discount is offered.

3. Invoices must reflect the action work completed, with quantities and the actual number of acres worked.

4. Invoices must include the following:

a. Purchase Order Number (1900000_____)

b. Date

c. Description of the Contract Activities (Location, work completed, quantities of fertilizer and / or seed, and the actual number of acres worked.

d. Price

e. Quick Payment Terms or Discount

7.2. Payment Methods

The State will make payment for Contract Activities by Electronic Funds Transfer (EFT) only.

8. Liquidated Damages Late or improper completion of the Contract Activities will cause loss and damage to the State and it would be impracticable and extremely difficult to fix the actual damage sustained by the State. Therefore, if there is late or improper completion of the Contract Activities the State is entitled to collect liquidated damages in the amount of $500 and an additional $100 per day for each day Contractor fails to remedy the late or improper completion of the Work.

Rye Planting Traverse Area Request for Proposal 190000002428

SCHEDULE B – Vendor Price Quote

1. The preferred method of proposal submission is SIGMA VSS. Bidders are encouraged to use the website. Emailed or FAXed proposals must be manually entered by the Solicitation Manager and result in unnecessary delays in the review and award timeframe.

2. Price proposal must include all costs of personnel, equipment and material necessary to perform the services as specified, including Contractor-supplied fertilizer and seed, mileage to and from the planting sites including hauling any necessary equipment. No additional or miscellaneous charges will be approved or allowed.

3. The Contractor must provide a pricing schedule for the proposed Contract Activities using the attached Schedule B. The pricing schedule should be submitted in a modifiable format (e.g. Microsoft Word or Excel); however, you may also submit an additional pricing schedule in a non-modifiable format (e.g., PDF). Failure to complete the pricing schedule as requested may result in disqualification of your proposal.

4. The Contractor is encouraged to offer quick payment terms. The number of days must not include processing time for payment to be received by the Contractor's financial institution.

Quick payment terms: ________ % discount off invoice if paid within ________ days after receipt of invoice.

5. By submitting its proposal, the Contractor certifies that the prices were arrived at independently, and without consultation, communication, or agreement with any other Contractor.

6. Acreage specified are estimates. Actual quantity of acres awarded may vary depending on how bid prices meet budgetary constraints. Bidders should provide pricing only for the areas they are able to service.

of acres Total Price

STANDARD CONTRACT TERMS

This STANDARD CONTRACT (“Contract”) is agreed to between the State of Michigan (the “State”) and [Insert Company Name] (“Contractor”), a [Insert State & Entity Status, e.g., a Michigan corporation or a Texas limited liability company]. This Contract is effective on August 1, 2019 (“Effective Date”), and unless terminated, expires on September 30, 2019.

The parties agree as follows:

1. Duties of Contractor. Contractor must perform the services and provide the deliverables described in Schedule A – Statement of Work (the “Contract…