RFP Documents - Escanaba FO Snow Removal.docx

Department of Natural Resources Snow and Ice Removal Services DNR Escanaba Customer Service Center 6833 US Highway 2, 41, M35, Gladstone, Michigan 49837

Request for Proposal No. 210000000080 Solicitation Manager Name: Lisa Crozier-Green Email: 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 Contract execution.

RFP Timeline

*A bidder’s proposal received at 3:00:01 p.m. EST is late and will be disqualified.

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

Michigan.gov/MiProcurement proposal instructions

Version 11(5/2020)

Version 12 (10/2020) 2 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

1. 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 proposal disqualification. The RFP process begins when the RFP is posted on SIGMA VSS and continues through Contract execution.

2. PRE-PROSAL MEETING. PLEASE NOTE: No pre-proposal meeting will be held. Interested bidders are strongly encouraged to visit the Escanaba Customer Service Center and assess snow & ice removal service requirements prior to proposal submission. An aerial view of the Escanaba Customer Service Center detailing the areas of snow removal has been included with this RFP. Questions regarding this RFP, including site conditions and services included, must be EMAILED to the Solicitation Manager.

3. MODIFICATIONS. The State may modify this RFP at any time. Modifications will be posted on SIGMA VSS. This is the only method by which the RFP may be modified.

4. 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 SIGMA VSS. Submit questions using the format below; a Microsoft Excel format or similar is suggested.

5. DELIVERY OF PROPOSAL.

Electronic – The bidder must submit its proposal, all attachments, and any modifications or withdrawals electronically through SIGMA VSS. The price proposal should be saved separately from all other proposal documents. The bidder should submit all documents in a modifiable format (Microsoft Word or Excel). In addition to submitting documents in a modifiable format, the bidder may also submit copies of documents in PDF.

Attachment file size is limited to 6 MB per document. Bidder’s failure to submit a proposal as required may result in proposal disqualification.

The proposal and attachments must be fully uploaded and submitted prior to the proposal deadline. Do not wait until the last minute to register as a vendor in SIGMA VSS or 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, 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) 284-0540 or (888) 734-9749.

The Solicitation Manager is available for assistance with submitting a proposal in SIGMA VSS but will not assist with submitting a proposal or attachments on the day of the proposal deadline. Responsibility for a complete submission lies with the bidder.

6. EVALUATION PROCESS. A responsive proposal is one that is submitted in accordance with the proposal instructions and meets all requirements identified in the solicitation and / or Schedule A – Statement of Work. A responsible vendor successfully demonstrates, by the responses provided in the Vendor Questions Worksheet, that the vendor can successfully provide the goods and / or perform the services identified by the solicitation. Proposals may be considered non-responsive and / or disqualified if not submitted in accordance with the solicitation instructions, or which do not include all the information requested. The State may request vendor clarification on vague or ambiguous responses but cannot request clarification if no response is included. Proposals considered non-responsive and / or disqualified may not be considered for award recommendation.

Proposals must include complete responses to

· Vendor Questions Worksheet

· Schedule A – Statement of Work

· Schedule B – Vendor Price Quote The State will evaluate each proposal based on the following factors:

The Vendor Questions Worksheet will be evaluated to determine whether the vendor possesses the relevant experience to successfully provide the Contract Activities.

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 a PASS on both documents will have pricing evaluated and be 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. The price provided in each line item (lot) in SIGMA VSS should be the Total Annual Quote from Schedule B for each of the services requested.

The State is not obligated to accept the lowest priced proposal.

The State may utilize all bidder information without regard to a proposal’s technical score and may review the vendor’s website or contact references to determine whether the vendor can successfully provide the services required, or to determine fair market value for the services sought.

If applicable, the State’s evaluation will include consideration of a bidder’s qualified disabled veterans/service-disabled veteran owned business(QDV/SDVOB) status under MCL 18.1261(8). Additional information on the SDVOB preference is available at: Michigan.gov/SDVOB.

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 change. Failure to include track changes with an explanation of the bidder’s need for the proposed change constitutes the bidder’s acceptance of the Contract Terms. General statements, such as that the bidder reserves the right to negotiate the terms and conditions, may be considered non-responsive.

The State may but is not required to 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.

7. 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.

8. 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.

9. 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 into 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 the Evaluation Process section of this document if the State receives only one proposal.

10. 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 receiving a PASS on both proposal documents, offering the best combination of factors stated in the Evaluation Process section of this document, and price as demonstrated by the proposal. The State will post a Notice of Intent to award (NIA1) on SIGMA VSS which will include, as an attachment, the Award Recommendation and Evaluation Synopsis.

11. DEBRIEF MEETING AND BID PROTEST. The Award Recommendation and Evaluation Synopsis will provide instructions on how participating bidders may request a debrief meeting. Vendors who did not submit a proposal and / or subcontractors of bidders are ineligible for a debrief meeting.

Participating bidders who wish to initiate a protest of the award must submit a written protest to GyorkosL@michigan.gov no later than 3:00 p.m. EST five (5) calendar days after posting the Notice of Intent to 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 regarding the protest process and information required is available at www.michigan.gov/micontractconnect under the “Programs and Policies” link.

12. STATE ADMINISTRATIVE BOARD. Contracts equal to $250,000 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.

13. 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 SIGMA VSS are the State’s property.

14. 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.

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.

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

i. 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.

INSTRUCTIONS. Complete either Section 1 or Section 2 of this CT Form and sign where indicated. Please do not complete BOTH Sections.

This CT Form must be signed by the same individual who signs the bidder’s proposal.

Failure to submit a completed CT Form with your bid is grounds for rejecting the proposal as non-responsive. See the Confidential Treatment Form and The Freedom of Information Act (FOIA) sections 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 the 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 their proposal is not requested.

Printed Name, Title, Company confidential treatment form

Section 2. CONFIDENTIAL TREATMENT IS REQUESTED This section must be completed, signed, and submitted with the proposal if bidder requests confidential treatment of any material contained in the proposal. Submission of a completed CT Form is required to request confidential treatment.

Provide the information in the table below. Bidder may add rows or additional pages using the same format shown in the table. Bidder must specifically identify the information to be protected as confidential and state the reasons why protection is necessary.

The CT Form will not be considered fully complete unless, for each confidentiality request, the bidder: (1) Identifies the Proposal Page #, Section #, and Paragraph #, (2) Identifies whether the material is a Trade Secret (TS), Proprietary Financial Information (FI), or Proprietary Information (PI), (3) Explains the specific legal grounds that support treatment of the material as TS, FI, or PI.

Bidders must provide a complete justification as to how the material falls within the scope of an applicable FOIA Exemption or relevant case law. Bidders must not simply cite to an applicable exemption or case name, and (4) Provides the contact information for the person at Bidder’s organization authorized to respond to inquiries by the State concerning the material.

(1) Proposal Page #, Section #, Paragraph # (2) Material is Trade Secret (TS), Proprietary Financial Information (FI), Proprietary Information (PI) (3) Applicable FOIA Exemption with Written Justification (4) Bidder Contact Information

By signing below, the bidder affirms that confidential treatment of material contained in their proposal is requested and has included BOTH a complete “State Copy” and a redacted “Public Copy” of the bidder’s proposal in SIGMA VSS.

Printed Name, Title, Company

Michigan.gov/MiProcurement confidential treatment form

Department of Natural Resources Snow and Ice Removal Services DNR Escanaba Customer Service Center Request for Proposal No. 210000000080

MANDATORY DOCUMENT – SCORED FOR TECHNICAL EVALUATION

COMPLETE AND ATTACH WITH PROPOSAL IN SIGMA VSS

Provide a detailed response to each question.

1. Contact Information

Bidder’s sole contact during the RFP process.

Name

Title

Address

Email

Phone Number

Person authorized to review and sign a resulting contract.

Name

Title

Address

Email

Phone Number

2. Company Background Information

SIGMA VSS Vendor ID Number

Legal business name

Business Entity (sold proprietor, LLC, Inc., etc.)

What state was the company formed in?

Address

Phone number

Website address

Number of years in business

Number of employees

Legal business name and address of parent company, if applicable

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

If the answer is Yes, why did the change occur?

If the answer is Yes, how has the change affected your company?

☐ 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

Within the last 5 years has your company (or any of its related business entities) defaulted on a contract or had a contract terminated for cause?

If yes, provide the date, contracting entity, type of contract, and details about the termination or default.

☐ Yes ☐ No ☐ Defaulted on 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 each of the last 5 years.

If the answer is Yes, describe how the company will “scale up” to manage this increase.

Describe partnerships and strategic relationships you believe could bring significant value to the State.

3. Qualified Disabled Veteran/Service-Disabled Veteran-Owned Business Program

Under MCL 18.1261, a “qualified disabled veteran” means a business entity that is 51% or more owned by 1 or more veterans with a service-connected disability. A “service-connected disability” means a disability incurred or aggravated in the line of duty in the active military, naval, or air service as described in 38 USC 101(16).

4. Participation in RFP Development or Evaluation

5. State of Michigan Experience and Prior Relevant 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 an additional document listing references however, the State requests a detailed response to each of the Relevant Experience sections, below.

Please do not attach references without completing this section.

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

6. Standard Contract Terms

☐ Do Not Agree with Contract Terms (attach written exceptions)

7. Michigan Economic Impact

Number of employees currently employed at locations within the State of Michigan.

Number of additional employees to be employed at locations within the State of Michigan if awarded this Contract (if any)

Minimum wage paid to employees employed at locations within the State of Michigan.

Average wage paid to employees employed at locations within the State of Michigan.

Percentage of employees employed at locations within the State of Michigan that are covered by employer-provided health insurance.

8. Other

vendor questions worksheet

Company Name: _______________________ Contact: _____________________________ Address: _____________________________ Telephone: ___________________________ Email: _______________________________ SIGMA Vendor I.D.:_____________________ Department of Natural Resources Snow and Ice Removal Services DNR Escanaba Customer Service Center Request for Proposal No. 210000000080

MANDATORY DOCUMENT – SCORED FOR TECHNICAL EVALUATION

COMPLETE AND ATTACH WITH PROPOSAL IN SIGMA VSS

This schedule identifies the anticipated requirements of any Contract resulting from this RFP. The term “Contractor” in this document refers to a bidder responding to this RFP, as well as the Contractor who is awarded the contract. The term “bidder” is used to identify where specific responses to the RFP are required.

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

IMPORTANT NOTE TO CONTRACTORS/BIDDERS: There some specific requirements for which acceptance may be acknowledged through a checkbox(es), and other specific requirements that require acceptance acknowledged through a checkbox, and / or a detailed written response / explanation.

SCOPE

This RFP is for Snow and Ice Removal Services. The initially anticipated location is the DNR Escanaba Customer Service Center, 6833 US Highway 2, 41, M35, Gladstone, Michigan 49837.

REQUIREMENTS

1. Requirements

1.1. General Requirements

A. The Contractor must provide all personnel, equipment, tools, materials, supervision, and other items and / or services necessary to perform the Contract Activities as described in Section 1, Requirements. The required objective is to maintain facility parking lot, sidewalks and drive entrances in a safe condition for use by State employees and DNR customers.

B. The Contractor must provide all personnel, equipment, tools, materials, supervision and any other items and / or services necessary to perform the Contract Activities described in this RFP to maintain facility parking lot, sidewalks and drive entrances in a safe condition for use by State employees and DNR Customers.

C. The Contractor must provide all supervision necessary to oversee all Contract Activities performed by Contractor personnel or subcontractors.

D. The State reserves the right to approve personnel and / or subcontractors for the Contract Activities, and to require placement of personnel found unacceptable.

E. The State reserves the right to modify the services required under this RFP and / or any resulting contract to meet the State of Michigan’s future needs.

F. The State of Michigan will not pay for unperformed services, or for services performed on State Holidays unless pre-approved in writing (email acceptable) by Program Manager or designee.

G. State Holidays include:

New Year’s Eve / New Year’s Day Martin Luther King, Jr. Birthday Presidents Day Memorial Day Independence Day Labor Day Veteran’s Day Election Day (even numbered years) Thanksgiving Day (Thursday and Friday) Christmas Eve / Christmas Day

Bidder Response:

☐ Contractor agrees.

☐ Contractor proposal varies from Section 1.1, General Requirements. Describe any exceptions here.

1.2 Specifications

A. Snow and Ice Removal Specifications

1. The Contractor agrees all snow and ice removal services shall be performed according to Schedule A – Statement of Work Specifications and / or Requirements, and any schedules mutually agreed upon by the contractor and Program Manager.

2. The Contractor agrees:

a. All automatic snow and ice removal services shall be completed prior to 7:00 a.m., Monday through Friday, excluding State Holidays. (Refer to Section 1.1, F, for a list of State Holidays).

b. On-Call snow and ice removal services shall be completed within two (2) hours of the request for service.

c. Holiday service, if required, shall be requested at least 24 hours in advance by the Program Manager or designee. No Contract Activities will be required on Saturdays or Sundays.

3. The Contract Administrator or Program Manager shall provide the Contractor with a list of DNR contacts authorized to approve snow and ice removal activities.

4. The Contractor shall provide the Contract Administrator with a contact name and telephone number to be used as a 24-hour contact.

5. Exact snow and ice removal requirements are unknown. The Contractor shall be responsible for providing services as described and / or as requested.

6. The State is not obligated to purchase these services in any specific amounts.

7. The Contractor agrees to use care and caution while performing snow plowing, shoveling, de-icing or snow removal near structures, landscaping, vehicles and pedestrians to avoid personal injury or property damage.

8. The Contractor agrees to remain responsibility for the repair, replacement or cleanup of damages incurred to State managed property or private owned property performing Contract Activities.

9. The Contractor agrees to inspect the parking lot, sidewalks and entrances by September 30th each year to verify the location of curbs, parking bumpers, speed bumps, walkways, obstructions, landscaping, etc. which may incur damage during snow and ice removal.

10. The Contractor agrees to inspect the parking lot, sidewalks and entrances by May 1st each year, or as soon as conditions permit, to determine whether damage has occurred and schedule repair or replacement with the Program Manager or designee.

11. The Contractor agrees all repairs and / or replacement will be completed by June 1st each year, or as soon as conditions permit. Failure to complete may result in an invoice credit per Section 6.2, below.

12. Snow and ice removal services shall be considered as both “automatic” and “on-call.”

a. The Contractor agrees to provide “automatic” snow removal / plowing services prior to 7:00 .a.m. Monday – Friday for snowfalls of THREE (3) inches or more.

b. The Contractor agrees to provide “on-call” snow removal / plowing services, de-icing, and / or parking lot sand application within two (2) hours of request for service by the Program Manager or designee, and accumulated snow removal within 24 hours of request by Program Manager or designee.

c. The Contractor agrees to plow snow from the parking lot and driving areas, leaving all parking spaces available for continuous use.

d. The Contractor agrees to remove snow from building entrances and sidewalks. The Contractor may remove snow with a shovel or snow blower.

e. The Contractor agrees to supply and spread Program Manager approved deicer at building entrances and sidewalks when a snowfall occurs, and / or icy conditions exist.

f. The Contractor agrees to utilize best judgment when applying deicer in order to prevent slip and fall accidents and ensure the safety and security of the public and employees.

NOTE: Spreading of Contractor supplied deicer may be required on a frequent basis, as often as necessary, and as requested by the Program Manager or designee. The Contractor and the Program Manager should discuss spreading of deicer prior to the start of snow removal season to clarify expectations.

g. The Contractor agrees to provide and apply sand for the parking lot and driving areas. Sand spreading shall be performed on an “on-call” basis only, when requested by the Program Manager or designee.

h. The Contractor agrees to push or relocate accumulated snow when snow banks interfere with traffic, parking, and / or clear vision to roadways. Removal of accumulated snow to be performed “on-call” within 24 hours of request for service by the Program Manager or designee. Service may require the use of heavy equipment (i.e. front-end loader). The Contractor may use owned or rented equipment or a subcontractor to remove accumulated snow.

Bidder Response:

☐ Contractor agrees.

☐ Contractor proposal varies from Section 1.2, C, Snow and Ice Removal Specifications. Describe any variations here.

13. Snow and Ice Removal Equipment

1. The Contractor must have a variety of equipment (snow plow, snow blower, shovels, salt spreaders, etc.) in quantities necessary to adequately perform the Contract Activities.

2. At a MINIMUM Contractor must provide the following equipment: Pick up with V Plow

3. Equipment failure WILL NOT constitute an acceptable reason for failure to perform Contract Activities. In the event of mechanical breakdown, the Contractor will be expected to provide backup so that snow and ice removal services are performed as requested.

Bidder Response:

☐ Contractor agrees.

☐ Contractor proposal varies from Section 1.2, D, Snow and Ice Removal Equipment. Describe any variations here.

List the specific equipment to be used for Contract Activities, and the quantity owned. Contractors requiring the use of rental equipment to remove accumulated snow should include that information here and note “rented.”

1.3. Warranties

A. Describe any warranties included in the bid – add additional rows as needed. Explain the process for reporting warranty issues and how the Contractor will handle any repairs or replacements.

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

Bidder Response:

☐ Contractor agrees.

☐ Contractor proposal varies from Section 1.3, Warranties.

Describe any variations here.

1.4. Quality Assurance Program

A. The Contractor shall remain responsible for the repair and maintenance of all equipment used in the performance of the Contract Activities.

B. Explain your Quality Assurance Program(s). Include a detailed description of any quality assurance programs or measures not specifically required by the State.

Bidder Response:

☐ Contractor agrees.

☐ Contractor proposal varies from Section 1.4, Quality Assurance.

1.5. Incentives

Explain any special incentives or services including quick payment terms, etc.

Bidder Response:

☐ Contractor Incentives:

2. Service Levels

2.1. Time Frames

A. All Contract Activities must be performed in compliance with all Schedule A requirements, Schedule B, or as requested by the Program Manager or designee.

B. Contract Activities may commence from receipt of Delivery Order.

C. The receipt of order date is pursuant to Section 2, Notices, of the Standard Contract Terms.

Bidder Response:

☐ Contractor agrees.

☐ Contractor proposal varies from Section 2.1, Time Frames.

2.2. Reporting

A. Service Receipts.

B. At the time of service, the Contractor must submit signed service receipts noting the date, time and services performed.

C. Service receipts must be submitted to the Program Manager or designee or left at a pre-approved location.

D. Service receipts will be used by the Program Manager to verify Contractor invoices for payment. Invoices for services without corresponding service receipts will be adjusted accordingly.

E. The Contractor must explain its reporting capabilities and any reporting that is included in its proposal.

Bidder Response:

☐ Contractor agrees.

☐ Contractor proposal varies from Section 2.2, Reporting.

2.3. Meetings

A. The Contractor must attend any meetings requested by the State.

3. Staffing

3.1 Contractor Representative

A. The Contractor must appoint one (1) individual, specifically assigned to any resulting Contract who will be available to receive calls for service prior to 7:00 a.m. Monday – Friday, respond to notice of unacceptable conditions within four (4) business hours and respond to State inquiries regarding the Contract Activities.

B. The Contractor agrees to notify the Contract Administrator at least ten (10) calendar days before removing or assigning a new Contractor Representative. The Contract Administrator will draft a Change Notice for signature by the Contractor.

C. The Contractor must identify the Contractor Representative, indicate where they will be physically located, provide contact information and describe the functions they will perform.

Bidder Response:

Contractor Representative:

Address:

Telephone:

Email:

Days / Times Available:

Function:

3.2. Disclosure of Subcontractors

A. The Contractor agrees to remain responsible for the management of any subcontractors utilized for the performance of Contract Activities. Subcontractors will be bound to the Contractor by the terms of any resulting Contract.

B. The State reserves the right to review and approve any subcontractor or require replacement of unacceptable subcontractors. The State’s written approval of any subcontractor does not relieve the Contractor of any obligation or performance required under any resulting Contract.

C. Any change in subcontractor(s) should be pre-approved, in writing (email is acceptable) by the Program Manager, with notice to the Contract Administrator.

D. The State will direct payments for Contract Activities only to the Contractor. The State will not direct payment to a subcontractor.

E. If the Contractor intends to utilize a subcontractor for any portion of the Contract Activities including accumulated snow removal, the Contractor must provide the following:

Bidder Response:

Subcontractor:

Business Name:

Address:

Telephone:

Email:

Description of organization:

Services provided:

Detail on Subcontractor’s ability to provide Contract Activities:

Previous working relationship with Contractor:

Description of Contract Activities to be performed:

3.3. Security

A. All persons assigned by the Contractor to the performance of the Contract Activities must be employees of the Contractor or a named subcontractor (employees) and must be fully qualified to perform the work assigned B. The Contractor agrees all staff performing Contract Activities on State property will be readily identifiable as Contractor employees by wearing uniforms and / or displaying ID badges. The State may require the Contractor’s personnel to wear State issued ID badges.

C. The Contractor agrees to ensure the security of State facilities by performing background checks and drug screening on employees.

1. Upon request, the Contractor and/or sub-contractors agree to share background check results and drug testing records / documentation with the DNR Human Resources Director – Amy Abdo, AbdoA@michigan.gov, (517) 284-5017.

D. Sub-Contractors

1. The Contractor agrees to ensure background checks and drug testing requirements of subcontractor employees are adhered to as if the workers were the Contractors employees when engaged in State projects.

E. If Contractor supplied equipment or deicer is kept on site, the Contractor agrees any keys or key cards furnished by the State will not be duplicated.

F. If Contractor is provided with keys, key cards or access codes, the Contractor agrees to remain responsible for the replacement cost of lost or stolen keys or key cards, or access code reprogramming fees.

G. The Contractor agrees only Contractor employees will be allowed on site.

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

Bidder Response:

1. How do you intend to ensure the security of State facilities?

2. Do you use uniforms?

3. Do you use badges?

4. Identify the company that will perform background checks:

5. Provide detail regarding the scope of background checks:

4. Pricing

4.1. Price Term

A. Pricing is firm for a 365-day period (“Pricing Period”) which begins on the Effective Date of any resulting Contract. Adjustments may be requested, in writing, by either party and will become effective no earlier than the next Pricing Period.

4.2. Price Changes

A. Adjustments will be based only on actual changes in 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.

B. 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.

C. 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.

5. Ordering

5.1. Authorizing Document

A. The appropriate authorizing document to begin Contract Activities will be properly executed delivery order (DO). Delivery orders will be provided to the Contractor via the email address in their SIGMA VSS account.

5.2 Order Verification

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

6. Acceptance

6.1. Acceptance, Inspection and Testing

A. The Program Manager or designee is the only individual authorized to determine whether the Contract Activities are acceptable. Notice of unacceptable conditions by anyone other than the Program Manager or designee should be forwarded to the Program Manager for verification.

B. If the Program Manager or designee determine any portion of the Contract…