RFP Elm St. Pump Station Repair.Repost.docx

STATE OF MICHIGAN

Department of Transportation

PUMP REPAIR

Request for Proposal No. 200000002153

Solicitation Manager Name: ReChelle I. Benson Direct Phone: 517-335-5905 Email: BensonR4@michigan.gov Main Phone: 1-855-MI-PURCH 1-855-647-8724

This is a Request for Proposal (RFP) for:

Repair of Pump #1 at Elm Street I-696 Pump Station. This contract is for a one-time purchase.

RFP Timeline

*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 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. QUESTIONS. Bidder questions about this RFP must be posted on www.michigan.gov/SIGMAVSS 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.

5. DELIVERY OF PROPOSAL.

Electronic – The bidder must submit its proposal, all attachments, and any modifications or withdrawals electronically through www.michigan.gov/SIGMAVSS. The price proposal should be saved separately from all other proposal documents. The bidder should submit all documents in a modifiable (native) format (examples include but are not limited to Microsoft Word or Excel and Google Docs or Sheets). 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 disqualification. The proposal and attachments 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) 284-0540 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.

6. MANDATORY MINIMUM REQUIREMENTS. To avoid disqualification, the bidder must provide documentation to support the following:

· Must be a State of Michigan prequalified Electrical Construction Contractor (L- Electrical Construction)

· Must be a State of Michigan prequalified Pumphouses Contractor (Fd-Pumphouses)

· Qualified high voltage electrical workers may be required

Only proposals meeting the mandatory minimum requirements will be considered for evaluation.

7. EVALUATION PROCESS. If all bidder requirements are met, the Contract will be awarded to the bidder who meets the specifications as determined by the State and offers the lowest price to the State. The State will evaluate each proposal based on a PASS/FAIL assessment of the following factors:

1. Acceptance and completion of Schedule A

2. Completion of the Confidential Treatment Form

3. Completion of the Vendor Questions Worksheet

4. Acceptance of Standard Contract Terms listed in the Vendor Questions Worksheet, Section 6

The State may utilize all bidder information to determine fair market value for goods or 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 veterans/service-disabled veteran owned business(QDV/SDVOB) status under MCL 18.1261(8). Additional information on the SDVOB preference is available at: https://www.michigan.gov/dtmb/0,5552,7-358-82550_85746_48677-412612--,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 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.

8. 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.

9. 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.

10. 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.

11. AWARD RECOMMENDATION. The contract will be awarded to the responsive and responsible bidder who receives a PASS for each criterion and has the lowest price.

The State will post an Award Recommendation and Evaluation Synopsis on www.michigan.gov/SIGMAVSS.

12. DEBRIEF MEETING AND BID PROTEST. The State will post an Award Recommendation and Evaluation Synopsis, 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 electronically to Carol Rademacher, Administrator, at RademacherC@michigan.gov no later than 4:00 p.m. Eastern, three (3) business days after the posting of the Award Recommendation and Evaluation Synopsis, or by 4:00 p.m. Eastern 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.

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

13. 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.

14. 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.

15. 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.

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

ii. 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 either Section 1 or Section 2 of 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 the Confidential Treatment Form and The Freedom of Information Act section 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]

Section 2. Confidential Treatment Is Requested

The 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 whether the material is a trade secret (TS), financial information (FI), or proprietary information (PI); (2) explains the specific legal grounds that support treatment of the material as TS, FI, or PI; and (3) provides the contact information for the person at bidder’s organization authorized to respond to inquiries by the State concerning the material. Bidders must not simply cite to an applicable act or case name; rather, bidders must provide a complete justification as to how the material falls within the scope of an applicable act or relevant case law.

CONFIDENTIAL TREATMENT FORM (CT FORM)

By signing below, the bidder affirms that confidential treatment of material contained in its proposal is requested and has attached to this form a redacted “Public Copy” of the bidder’s proposal.

[Printed Name] [Title] [Company]

VENDOR QUESTIONS WORKSHEET

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, phone number and vendor customer code in SIGMA VSS.

2. Company Background Information

Legal business name and address. Include business entity designation, e.g., sole proprietor, Inc., LLC, or LLP.

What state was the company formed in?

Phone number

Website address

Legal business name and address of parent company, if any

Number of years in business and number of employees.

Does the pump and motor manufacturer have an established factory authorized service and repair facility within a 100-mile radius of the location of the installed? (Roseville, MI)

Has there been a recent change in organizational structure (e.g., management team) or control (e.g., merger or acquisition) of your company? If the answer is yes: (a) explain why the change occurred and (b) how this change has affected your company.

Discuss your company’s history. Has growth been organic, through mergers and acquisitions, or both?

Has bidder ever been debarred, suspended, or disqualified from bidding or contracting with any entity, including the State of Michigan? If yes, provide the date, the entity, and details about the situation.

Has your company been a party to litigation against the State of Michigan? If the answer is yes, then state the date of initial filing, case name and court number, and jurisdiction.

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.

State your gross annual sales for each of the last 5 years.

If receiving a contract under this RFP will increase your gross revenue by more than 25% from last year’s sales, explain 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/Service-Disabled Veteran-Owned Business Program

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

Did your company, an employee, agent, or representative of your company, or any affiliated entity participate in developing any component of this solicitation? For purposes of this question, business concerns, organizations, or individuals are affiliates of each other if, directly or indirectly: (1) either one controls or has power to control the other or (2) a third-party controls or has the power to control both. Indicia of control include, but are not limited to, interlocking management or ownership, identity of interests among family members, shared facilities or equipment, and common use of employees.

Enter YES or NO.

If you enter “YES”, you are not eligible for contract award or to work as a subcontractor for the awarded vendor.

If you enter “YES,” you are not eligible for contract award. An awarded vendor may not partner or subcontract with anyone to provide goods and services required under a resulting contract if that subcontractor or partner assisted in the development of this solicitation.

If you enter “YES”, you are not eligible for contract award or to work as a subcontractor for the awarded vendor.

5. State of Michigan Experience and Prior Experience

Does your company have experience working with the State of Michigan? If so, please provide a list (including the contract number) of the contracts you hold or have held with the State for the last 10 years.

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

Describe a minimum of five (5) years documented experience installing and repairing industrial, municipal or state-owned pump stations as specified in Schedule A, General Requirements.

Describe a minimum of ten (10) years documented experience specializing in manufacturing, inspecting, maintaining, and repairing products as specified in Schedule A General Requirements.

Experience 1

Company name Contact name Contact role at time of project Contact phone Contact email

City State Zip

1. Project name and description of the scope of the project

2. What role did your company play?

3. How is this project experience relevant to the subject of this RFP?

Dollar value

Start and end date (mm/yy – mm/yy)

Status (completed, live, other – specify phase)

Results obtained

Experience 2

Company name

Contact role at time of project

City

1. Project name and description of the scope of the project

Dollar value

Start and end date (mm/yy – mm/yy)

Status (completed, live, other – specify phase)

Results obtained

Experience 3

Company name

Contact role at time of project

City

1. Project name and description of the scope of the project

Dollar value

Start and end date (mm/yy – mm/yy)

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 the Evaluation Process section of the Proposal Instructions must be provided with Bidder’s proposal.

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

REQUEST FOR PROPOSAL NO. 200000002153

REPAIR OF PUMP #1 AT ELM STREET I-696 PUMP STATION

SCHEDULE A

STATEMENT OF WORK

CONTRACT ACTIVITIES

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.

BACKGROUND

The Elm Street I-696 Pump Station provides critical services needed to manage storm water for I-696 to I-94. Pump #1 is currently out of service which reduces the pump station redundancy and reduces the total discharge capacity needed to manage storm water in the event of severe weather.

SCOPE

The Contractor shall provide services to repair Pump #1 located at Elm St. I-696 Pump Station, E. Eleven Mile Rd., Roseville, MI 48066 (42.494358, -82.929351). Services will include the removal, transportation, repair, and reinstallation of a high voltage (4800v) pump. This is a one-time purchase with an expiration date of September 30, 2020.

Contractor to provide parts, labor and equipment to repair pump. Reference pump model/type: Westinghouse Style 73F63786, Serial Number 3-5-74.

REQUIREMENTS

Contractor must be a State of Michigan prequalified Electrical Construction Contractor (L- Electrical Construction), and a State of Michigan prequalified Pumphouses Contractor (Fd-Pumphouses). Qualified high voltage electrical workers may be required.

The State will not be responsible for any citations, fines or tickets issued during the performance of Contract Activities.

Under no circumstances shall the State be responsible for any damage to the Contractor's equipment due to obstacles encountered while performing Contract activities.

1. General Requirements

a. Description. This work consists of inspecting existing vertical turbine Pump #1, performing general maintenance on the pump, and repairing or replacing major components of the pump. Coordinate the work with the requirements of the Special Provision for Refurbishing Motors (see Attachment A) and the Special Provision for Pump Discharge Pipe Inspection and Repair (see Attachment B).

b. Materials. Use materials specified herein.

1. Enclosing Tubes. The material and fabrication of the replacement enclosing tubes and centering spiders must be such that the performance and integrity meet or exceed that of the original manufactured equipment.

2. Enclosing Tube Bearings, Pump Shaft, Intermediate Shaft, Head Shaft, Lineshaft Couplings, Impeller, and Bowl Assembly. Ensure the material and construction of the listed items is equal to or exceeds the performance of the original manufactured equipment. Dimensions and tolerances must meet that of original manufactured equipment.

3. Impeller Repair, Bowl Assembly Repair, Column Repair, and Discharge Head Repair. Materials used in the repair of the listed items is such that the mechanical properties, performance and mechanical integrity of the listed items meets or exceeds that of original manufactured equipment. Dimensions and tolerances must meet that of original manufactured equipment.

4. Column and Discharge Head. The materials and construction of the listed items is equal to or exceeds that of original manufactured equipment. Dimensions and tolerances must meet that of original manufactured equipment.

5. Pump and Motor Testing. Assemble each pump at the factory or in place to ensure fit of adjoining parts. Test one pump per size of pump, selected at random by the Engineer, at the factory for operating efficiency. Perform the operating efficiency test, in a setup configured similar to the actual field installation. Conduct these tests in the presence of the Engineer.

6. Take a minimum of six test readings, one each at maximum static head, starting static head, average static head, 115 percent of maximum static head, 85 percent of starting static head, and at the reduced static head. Compare results to existing pump curves, if available. Furnish certified copies of the test reports to the Engineer in electronic Portable Document Format (PDF).

7. Pump Repair Warranty. Provide a 5-year non-pro-rated warranty against material and workmanship defects covering parts and labor on new motors and new pumps. Provide a 1-year non-pro-rated warranty against material and workmanship defects covering parts and labor on repairs. These warranties must be provided by the manufacturer, their representative, or by an insurance policy obtained by the Contractor naming the Department as the policy holder.

8. Submerged or Intermittently Submerged Ferrous Metal (for existing painted construction). Epoxy/Epoxy Coating. Provide one finish coat over primer with total dry film thickness not less than 8.0 mils not to exceed 12.0 mils.

Finish Coat: DFT 4.0 to 6.0 mils.

c. Construction. Work must be completed in accordance with the following:

1. Ensure that pump inspection and maintenance or repair is performed by a company specializing in manufacturing, inspecting, maintaining, and repairing the products specified in this special provision with a minimum ten (10) years documented experience. Provide qualifications electronically to the Engineer for approval.

2. Ensure that the pump and motor manufacturer have an established factory authorized service and repair facility within a 100-mile radius of the location of the installed pumps.

3. Complete all work in accordance with industry standards and applicable codes. The Contractor must have a minimum of five (5) years’ experience installing and repairing industrial, municipal or state-owned pump stations. Inspect and repair or replace the pumps as indicated on the plans and as described below. Electronically submit an inspection report and recommendations for major component replacement to the Engineer prior to undertaking octhe work. Allow the Engineer fifteen (15) business days to authorize or reject major component replacement. Major components include enclosing tubes, enclosing tube bearings, pump shaft, intermediate shaft, head shaft, impeller, impeller repair, bowl assembly, bowl assembly repair, column, column repair, discharge head and discharge head repair.

4. Obtain and pay for all required permits and fees applicable to this work.

5. Install equipment and devices in accordance with manufacturer’s recommendations.

6. Provide and install all lubrication for the pump and motor in accordance with the manufacturer’s recommendations.

7. Electronically provide shop drawings and operation and maintenance (O&M) manuals to the Engineer for all equipment and devices in PDF format. Allow fifteen (15) business days for review. Include in the manuals details for vertical pumps and bowl assembly; motors including flexible shaft coupling joint located at the motor head location; discharge column assembly; columns; shaft enclosing tube; bowl shaft and line shaft; shaft coupling; bearings at line shaft; suction bowl and discharge bowl; enclosing tube tension device; lubrication system including bypass ports with riser, grease line locations with fittings; and the assembly drawing showing the discharge piping.

8. Electronically provide pump curves and O&M manuals for final equipment configuration in PDF format.

9. Coordinate this work with existing conditions and other trades.

10. Coordinate locations and arrangements of equipment with the requirements of all other trades working on the project. In the event of interference between various items of equipment and building features, or if simplified construction is made possible by relocation of certain equipment, obtain the Engineer’s approval for changes in arrangements prior to proceeding.

11. The drawings are diagrammatic and indicate the general arrangement of systems and work included in the contract. Electronically provide as-built drawings of final equipment configuration.

12. Provide any brackets, hangers, supports, miscellaneous steel, etc., as required in connection with distributing piping loads, equipment supports, etc.

13. Support all hanging mechanical equipment loads, including piping, from the building structure with welded attachments or clamps of appropriate strength.

14. Identify pipes by stenciled wording on a background color and by flow arrows per OSHA standards.

15. Replace basic hardware (screws, keys, etc.), grease seals and O-rings as necessary to reassemble pump(s).

16. Replace tension nut assembly including packing gland, packing rings, lock ring tension nut and tension nut body.

17. Provide new wear rings and bowl liners for each pump as recommended by the pump manufacturer.

18. Remove the entire pump, including the column, from the pump station. Load the pump and column and transport to the Contractor’s facility. Prepare the pump for inspection by completely disassembling it and sandblasting all components. Measure all opening clearances and record on the inspection report. Determine and document justification for recommended major component repair or replacement. Assemble all rotating parts on shaft and place in balancing machine. Balance rotors in accordance with International Organization for Standardization (ISO) 1940/1 using a balance quality grade of G2.5. Install new cutlass bearings. Apply coatings to surfaces in accordance with the Special Provision for Pump Station Special Coatings. Measure and record all final operating clearances. Finish assembly of pump and verify proper lift and free rotation. Apply remaining coatings in accordance with the Special Provision for Pump Station Special Coatings and prepare pump for return transport. Provide for transportation of pump back to pump station. Provide for installation of pump to original location.

19. Surface Preparation. Clean and prepare surfaces to be coated according to section 716 of the Standard Specifications for Construction and the manufacturer’s instructions for each particular substrate condition, except provide a uniform blast profile from 1.0 mil to 2.0 mils.

20. Material Preparation. Carefully mix and prepare materials according to the coating manufacturer’s directions.

21. Submittals. Electronically provide an inspection report detailing justification for each component major repair or replacement. Also provide an electronic balancing report summarizing the balancing performed and final clearances and tolerances. All reports must be submitted in PDF format.

22. Component Installation. If available, follow manufacturer’s procedures for installation of new or repaired components. Maintain working clearances to within original manufacturer’s tolerance specifications.

23. Component Repair. Ensure the re-work of pump components is done in a manner that maintains or restores the critical dimensions of the component to the condition of original manufactured state.

24. Sequence of Construction. Electronically submit a sequence of construction schedule prior to beginning the work; prepare the schedule in recognition of the following constraints:

a. Arrange work to provide for Department staff access, operation and maintenance of the existing facilities at all times.

b. Ensure that the newly installed pump operates automatically utilizing the existing, temporary, or proposed automatic controls prior to removal of the next pump.

25. Field Performance Tests. Before acceptance, make performance tests on the pumps as approved by the Program Manager. Supply the water for testing and provide competent personnel to make necessary adjustments or alterations in accordance with the operational guarantee.

The Program Manager must be present during the field performance test and will document alterations made to the equipment.

26. Operational Guarantees and Equipment Warranties. Guarantee satisfactory in-service operation of the mechanical and electrical equipment and related components for 6 months following final acceptance of the contract, or as defined in the contract. All unexpired manufacturer’s equipment warranties will be assigned to the Department at the end of this period.

2. Services Levels

2.1. Timeframes

All Contract Activities must be delivered within 60 business days from receipt of order.

Bidder Response – Acknowledgement of Delivery within 60 business days

3. Acceptance

3.1. Acceptance, Inspection and Testing

The State will use the following criteria to determine acceptance of the Contract Activities:

a. Visual and physical inspection of the completed work

3.2. Final Acceptance

As referenced in Section 16 of the attached Standard Contract Terms.

4. Staffing

4.1. Contractor Representative

The Contractor must appoint one (1) individual, specifically assigned to State of Michigan accounts, who will respond to State inquiries regarding the Contract Activities, answer questions related to ordering and delivery, etc. (the “Contractor Representative”).

The Contractor must notify the Contract Administrator at least 14 calendar days before removing or assigning a new Contractor Representative.

Bidder Response – Contractor Representative

4.2. Customer Service Toll-Free Number

The Contractor must specify its toll-free number for the State to make contact with the Contractor Representative. The Contractor Representative must be available for calls during the hours of 8 am to 5 pm EST.

Bidder Response – Customer Service Toll Free Number

4.3. Technical Support, Repairs and Maintenance

The Contractor must specify its toll-free number for the State to make contact with the Contractor for technical support, repairs and maintenance. The Contractor must be available for calls and service during the hours of 8 am to 5 pm EST.

When providing technical support, the Call Center must resolve the caller’s issue within 60 minutes. If the caller’s issue cannot be resolved within 24 hours, on-site service must be scheduled. The on-site service must be performed within 48 hours of the time the issue was scheduled for service.

Bidder Response – Technical Support, Repairs and Maintenance

4.4. Work Hours

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

4.5. Key Personnel

The Contractor must appoint one (1) individual who will be directly responsible for the day-to-day operations of the Contract (“Key Personnel”). Key Personnel must be specifically assigned to the State account, be knowledgeable on the contractual requirements, and respond to State inquires within 24 hours.

The Contractor may not remove or assign Key Personnel 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 Key Personnel, indicate where they will be physically located, describe the functions they will perform, and provide current chronological résumés.

Bidder Response – Key Personnel

4.7. 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.

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.

Bidder Response – Disclosure of Subcontractors

4.8. Security

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

Bidder Response – Security

The Contractor must explain any additional security measures in place to ensure the security of State facilities. The State may require the Contractor’s personnel to wear State issued identification badges.

The Contractor’s staff may be required to make deliveries to or enter State facilities. The Contractor must: (a) explain how it intends to ensure the security of State facilities, (b) whether it uses uniforms and ID badges, etc., (c) identify the company that will perform background checks, and (d) the scope of the background checks.

5.2. Meetings

The Contractor must attend the following meetings:

· Kick-off meeting within thirty (30) calendar days of the Effective Date.

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

5.3. Reporting

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

Bidder Response – Reporting Capabilities

6. Pricing

6.1. Price Term

Pricing is firm for the entire length of the Contract.

7. Ordering

7.1. Authorizing Document

The appropriate authorizing document for the Contract will be a purchase order (delivery order). A purchase order outlining requested services will be submitted to the contractor in the beginning of each fiscal year or prior to the start of work.

Bidder Response – Authorizing Document

8. Invoice and Payment

8.1. Invoice Requirements

Invoices must be submitted to Michigan Department of Transportation, John Ladensack, Auburn Hills Maintenance Facility, 2925 Lapeer, Auburn Hills, MI 48326. Invoices will be accepted via email: ladensackj@michigan.gov.

Invoices shall include vendor’s name and ID#, date of service, unit price, total amount and purchase order contract number. Overtime, holiday pay, and travel expenses will not be paid. Payment will follow in approximately 45 days after receipt of the invoice.

Bidder Response – Invoice Requirement

8.2. Payment Methods

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

9. Liquidated Damaged. Late or improper completion of the Contract Activities will cause loss and damage to the State and it would be impracticable and extremely difficult to fix the actual damage sustained by the State. Therefore, if there is late or improper completion of the Contract Activities the State is entitled to collect liquidated damages in the amount of $5,000 and an additional $500 per day for each day Contractor fails to remedy the late or improper completion of the Work.

The Bidder has read AND agrees to the specifications as identified in Schedule A.

Check All that Apply

I agree to provide the services as specified in Schedule A -

Bidder Name:

If Contractor takes exception to any portion of Schedule A, Statement of Work, Contractor to provide detail of exception in Response Box, below.

Bidder Response – Exception to Schedule A

Version 11 (5/2020) 2

REQUEST FOR PROPOSAL NO. 200000002153

REPAIR OF PUMP #1 AT ELM STREET I-696 PUMP STATION

SCHEDULE B

PRICING

1. The Contractor must provide pricing per the following schedule.

2. Price proposals must include all costs, including but not limited to, any one-time or set-up charges, fees, and potential costs that Contractor may charge the State (e.g., shipping and handling, per piece pricing, and palletizing).

3. 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.

4. By submitting its proposal, the Contractor certifies that the prices were arrived at independently, and without consultation,…