S-V Steelhead Maintenance and Repair RFP - REVISED 3-19-21.docx

Department of Natural Resources Haul Out, Inspection, Repair and Maintenance 65’ Fisheries Survey Vessel S/V Steelhead Charlevoix Fisheries Research Station, Charlevoix, Michigan Request for Proposal No. 210000001290 – REVISED 3-19-21

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 proposal disqualification.

All questions regarding this RFP must be EMAILED to the Solicitation Manager.

Emailed responses will not be provided.

Verbal responses will not be provided.

Answers will be posted on SIGMA VSS only.

The RFP process begins when the RFP is posted on SIGMA VSS and ends with Contract execution.

*A bidder’s proposal received at 3:00:01 p.m. EST is late and may 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 Please read all RFP materials prior to preparing a proposal, particularly these Proposal Instructions and the Vendor Questions Worksheet. Bidders must follow the Proposal Instructions, complete and attach all required documentation with the proposal in SIGMA. Please provide complete responses 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 and SIGMA Vendor ID on all documents submitted with the proposal.

RFP Structure and Documentation

Required verification on whether bidder’s proposal contains confidential information Bidder to complete and attach with proposal in SIGMA VSS

Questions to bidders on background and experience Bidder to complete and attach with proposal in SIGMA VSS

Statement of work Bidder to complete and attach with proposal in SIGMA VSS

Pricing for goods and services sought by the State through this RFP Bidder to complete and attach with proposal in SIGMA VSS

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. No pre-proposal meeting will be held. Interested Bidders may view the S/V Steelhead at the Charlevoix Fisheries Research Station in Charlevoix, Michigan prior to submitting a proposal in SIGMA VSS by contacting Dave Clapp at: ClappD@michigan.gov.

When touring the S/V Steelhead, please limit questions to vessel conditions only.

Questions regarding the RFP, proposal submission, terms and conditions, etc., 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, including terms and conditions, specifications, etc., must be EMAILED to the Solicitation Manager by the Bidder Question Deadline specified on the Cover Page. In the interest of transparency, only emailed 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. Interested Bidders must be registered in SIGMA VSS to submit a proposal. 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 one signed Confidential Treatment Form and 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, perform the services requested 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 the line item (lot) in SIGMA VSS should be the Total Proposed (highlighted in yellow) from Schedule B. In the event of a discrepancy between pricing submitted in SIGMA VSS and pricing included on Schedule B – Vendor Price Quote, the State reserves the right to use the lower of the two submitted when evaluating pricing.

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. Negotiate 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 receives a PASS on all mandatory proposal documents, offers the best combination of factors stated in the Evaluation Process section of this document, and lowest 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 90 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 Section 1 OR Section 2 of the Confidential Treatment Form is mandatory, regardless of whether the bidder seeks confidential treatment of information.

FAILURE TO SUBMIT A COMPLETED CONFIDENTIAL TREATMENT FORM MAY RESULT IN PROPOSAL DISQUALIFICATION.

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.”

a. 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.

b. 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.

c. 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.

d. 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.

e. 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.

Version 5 (10/2020) 2

MANDATORY DOCUMENT

Complete either Section 1 or Section 2 of this CT Form and sign where indicated.

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 Confidential Treatment Form with your proposal in SIGMA may be 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.

RFP Number 210000001290 S/V Steelhead Haul Out & Maintenance DNR Charlevoix Fisheries Research Station

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.

RFP Number 210000001290 S/V Steelhead Haul Out & Maintenance DNR Charlevoix Fisheries Research Station

Michigan.gov/MiProcurement confidential treatment form Printed Name, Title, Company Department of Natural Resources Haul Out, Inspection, Repair and Maintenance 65’ Fisheries Survey Vessel Steelhead Charlevoix Fisheries Research Station, Charlevoix, Michigan Request for Proposal No. 210000001290

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, strategic relationships or other benefit 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).

OR

AND

4. Participation in RFP Development or Evaluation

5. State of Michigan Experience and Prior Relevant 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.

Bidders without State of Michigan experience MUST complete the Relevant Experiences section, below.

☐ Yes ☐ No

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.

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

65’ Fisheries Survey Vessel Steelhead Charlevoix Fisheries Research Station, Charlevoix, Michigan Request for Proposal No. 210000001290 – REVISED 3-19-21

MANDATORY DOCUMENT

SCORED FOR TECHNICAL EVALUATION

COMPLETE AND ATTACH WITH PROPOSAL IN SIGMA VSS

Company Name: _______________________ Contact: _____________________________ Address: _____________________________ Telephone: ___________________________ Email: _______________________________ SIGMA Vendor I.D.:_____________________

This schedule identifies the anticipated requirements of any Contract (Purchase Order) 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 Contractor must respond to each requirement or question and explain how it will fulfill each requirement, attach supplemental information to the proposal in SIGMA and appropriately reference within the written portion of the response.

BACKGROUND

The mission of the DNR Fisheries Division is to protect and enhance the populations and habitat of fishes and other forms of aquatic life and promote optimum use of these resources to benefit the people of Michigan. Fisheries Division operates four research vessels on the Michigan waters of the Great Lakes for investigating, monitoring, and evaluating the status of aquatic habitat and fisheries resources. Research vessels are the backbone of the Great Lakes assessment programs and essential for meeting public trust responsibilities on the Great Lakes.

Work performed by crews aboard the vessels determine movement patterns, survival rates, age and growth, natural reproduction rates, and diet for major fish stocks. The vessel program contributes information critical to evaluation of stocking success for salmonid species. The information is used to maximize survival rate and return to creel for a given cost. Data collected are used to determine the effects of sport fishing regulations on important fish populations, develop and test models which allow more accurate prediction of those effects, and to equitably partition the fisheries between sport, commercial, and tribal interests, as well as to develop management plants that include fish community objectives for major fish stocks.

Research vessels are a key component in working collaboratively with states and provinces with jurisdiction on the Great Lakes, tribal agencies, federal agencies, and universities to share information and manage the Great Lakes in a holistic and cooperative manner. Data collected is required to fulfill our responsibilities identified in the 2000 Consent Decree, regarding the allocation of State and Tribal fisheries, and to measure the effect of sea lampreys on Great Lakes fish and identifying areas where sea lamprey depredations are especially high.

Specific maintenance schedules for research vessels is critical to meeting the safety and sampling requirements imposed by the harsh conditions of the Great Lakes and most cost effective as expensive repairs are avoided. Haul-out maintenance was last completed for the S/V Steelhead in 2016.

SCOPE

Haul out and five (5) year dry-dock maintenance of the Survey Vessel Steelhead.

Length: 65’ Beam: 16’ Draft: 6’ Displacement: 70 tons Hull: Welded steel plates Engines: Twin V-6 380 hp Cummins diesels Max Speed: 10.5 knots Year Launched: 1968 Home Port: Charlevoix Fisheries Research Station

REQUIREMENTS

1. Requirements

1.1. General Requirements

A. Haul Out Vessel B. Pressure Wash Vessel C. Conduct Ultrasound Hull Inspection D. Remove, inspect and reinstall two (2) shafts (3” x 16’) E. Remove and reinstall four (4) new shaft bearings (3.75” OD x 12”) F. Remove, inspect and reinstall two (2) rudders and rudder bearings G. Sand blast hull from water line down to keel H. Paint Hull: 1 coat epoxy / 1 coat anti-fouling I. Sand blast main deck and repaint with anti-skid paint (Demico primer preferred) J. Sand blast and repaint the forepeak. Lifting room bilge (white) top side of lifting room floor (Demico) K. Clean OR clean and paint engine room (contingent on budget) L. Weld stern rail (cable damage) M. Replace 12” x 48” section on main hull (contingent on inspection and cost) N. Replace weakened section on hull behind fuel tanks (contingent on inspection and cost) O. Replace deck stringer in hatch area P. Replace bilge pump manifold (engine room) Q. Remove and replace single transducer well with Contractor fabricated dual transducer well (approximately 12” x 24”) to accommodate 2 transducers, including tubes through vessel. Section Q Deleted – work not required.

R. Fabricate and install additional transducer mount for new DNR supplied transducer: Furuno Pocket Mount Wide Beam Combo Transducer for CHIRP and DFF3D (12 Pin) Model #165T/275LHW-12P.

S. Fabricate and install catch screen in lifting room floor T. Weld in bilge hard pipe in forepeak (lifting room) through floor and out hull above the waterline U. Plug (weld) two (2) holes in stern deck (from gill net spreader) V. Replace existing (non-functioning) air condition unit with “mini-split” heat pump system to service pilot house and living quarters W. Pump out and replace skeg oil with antifreeze X. Apply new vinyl lettering on bow and stern Y. Associated dry dock charges, equipment rentals, and labor Bidder Response:

☐ Contractor agrees.

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

1.2 Specifications

A. Project Management

1. The Contractor agrees to carry out all Contract Activities under the direction and control of the Fisheries Division Program Manager.

2. The Contractor agrees to provide all labor, materials, equipment, staging and management to complete the repair and maintenance, including haul out, dry dock and launching vessel.

3. The Contractor agrees all Contract Activities will be performed beginning July 2021 with delivery no later than August 1, 2021.

Bidder Response:

☐ Contractor agrees.

☐ Contractor proposal varies from Section 1.2, Specifications. Describe any variations here.

1.3. Warranties

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

B. 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.

Bidder Response:

☐ Contractor agrees.

☐ Contractor proposal varies from Section 1.3, Warranties. Describe any variations here.

Contractor Warranties:

C. Damage to State-owned, Leased or Citizen-owned Property

1. In all instances where State-owned or Citizen-owned property (private vehicles, etc.) or equipment is damaged, the Contractor agrees to notify the Program Manager or designee of the facts and extent of the damage:

a. Verbally – within one hour of the damage or discovery of damage, and

b. In writing within 24 hours of the damage or discovery of damage.

2. Contractor shall be responsible for repair, replacement or cleanup as necessary to any State-owned or Citizen-owned property due to carelessness, misuse or neglect of the Contractor or any of the Contractor’s personnel or subcontractors.

3. In the event of Contractor liability for damages, the Contractor agrees:

a. The State will repair, replace or cleanup the damage.

b. The State will provide the Contractor with documentary evidence (i.e. invoices, etc.) of the costs associated with the repair, replacement or cleanup, and

c. The Contractor will reimburse the State for the full amount of the repair, replacement or cleanup either by:

i. Forwarding payment in full within 45 days of receipt of documentary evidence, or

ii. By agreeing, in writing, to allow the State to hold back contractual payments until the cost for the repair, replacement or cleanup has been fully reimbursed to the State.

D. Health, Safety and Environmental Protection

1. The Contractor agrees to conform to all applicable federal, state and local laws and to the requirements of this contract.

2. In performing the Contract Activities, the Contractor shall:

a. Take all reasonable precautions to prevent the release of hazardous chemicals into the environment.

b. Take all additional precautions the Program Manager or designee requires.

3. Any violation of the health, safety and environmental rules may be grounds for termination of this contract.

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.

Contractor Quality Assurance:

1.5. Incentives

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

Bidder Response:

☐ The Contractor is not offering any special incentives, services or quick payment terms.

☐ Contractor Incentives:

2. Service Levels

2.1. Time Frames

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

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

C. The Contractor is not authorized to begin performance until receipt of Purchase Order.

D. 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.

1. The Contractor agrees to complete and provide any additional reports or DNR required forms. The Program Manager or designee will provide Contractor with DNR required forms.

a. Reports and forms may include, but are not limited to:

i. Damage Reports

ii. Accident / Incident Reports

c. The State reserves the right to require other reports or completion of additional forms.

2. Damage Reports

a. In all instances where State property or equipment is damaged, the Contractor shall submit to the Program Manager or designee a Damage Report containing the facts and extent of the damage. Damage reports must be submitted verbally within one hour of the damage, and in writing within twenty-four (24) hours of the damage.

3. Accident Reports

a. The Contractor shall comply with State of Michigan, OSHA, and other regulatory agency requirements for record keeping and reporting of all accidents resulting in death, trauma, or occupational illness.

b. The Contractor must provide a verbal report to the Program Manager or designee within one hour of the accident, and a written report within twenty-four (24) hours of the accident.

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.

B. Meetings may include:

1. Kick-off meeting within 30 calendar days of the Effective Date of the contract to discuss the Contract Requirements, Terms and Contractor work plan.

2. Annual Service Review and Progress Meeting to discuss services provided and Contractor’s service quality.

3. Quarterly Program Manager Meeting to discuss progress and provide guidance solving issues that arise.

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

Bidder Response:

☐ Contractor agrees.

☐ Contractor proposal varies from Section 2.3, Meetings.

3. Staffing

3.1 Key Personnel

A. The Contractor agrees to designate at least one Key Personnel who will be directly responsible for the day-to-day operations of the Contract. Key Personnel may be the same individual as the Contractor Representative.

B. Key Personnel must be:

1. Knowledgeable of the contractual requirements

2. Respond to emergency situations within two (2) hours, and

3. Respond to State inquiries within eight (8) business hours

4. Trained and qualified to directly supervise the day-to-day Contract Activities.

C. General employees or attendants may not be substituted for Key Personnel.

D. The State reserves the right to:

1. Require more than one Key Personnel to adequately supervise the day-to-day Contract Activities.

2. Approve Key Personnel and / or

3. Require replacement of Key Personnel, if necessary, to successfully perform the Contract Activities.

4. Request a résumé and conduct an interview before approving a change.

5. Require a 30 calendar-day training period for replacement personnel.

E. The Contractor agrees not to remove or assign Key Personnel without 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.

Bidder Response:

Key Personnel:

Location:

Telephone Number:

Email Address:

Organizational Role:

Qualifications:

Relevant Experience:

Scope of responsibilities:

Other Contracts:

Geographic Region Covered:

Number of employees supervised:

3.2 Contractor Representative

A. The Contractor agrees to designate one Contractor Representative 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. The Contractor Representative and Key Personnel may be the same individual.

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:

3.3. 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. Subcontractors are any individual, organization or company who may be present on State property to perform or supervise Contract Activities, or who assist in the performance of the Contract Activities on or off-site and may include temporary employment agencies, rental companies, delivery companies, etc.

C. The State reserves the right to review and approve subcontractors 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.

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

E. The State will direct payments for Contract Activities only to the Contractor.

F. If the Contractor intends to utilize a subcontractor for any portion of the Contract Activities 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:

4. Pricing

4.1. Price Term

A. Pricing is firm for the entire length of any resulting Contract.

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 five (5) business 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.