sched-a-commodities-non-prof-services-bidder-box.docx

Michigan.gov/MiProcurement

Michigan.gov/MiProcurement Schedule a – statement of work contract activities Request for Proposal (RFP) No. 240000001430 Waterloo RA - White Oak, Black Oak, and Witch Hazel Tree’s 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 are specific requirements for which acceptance must be simply acknowledged through a checkbox(es), and others that require further explanation. Click one checkbox and complete the entries as identified.

SCOPE

The purpose of the bid request is to obtain healthy, native, local genotype, bare root and/or container-grown tree seedlings in the species and quantities described. The trees will be used for reclamation and restoration of a gravel mine at Waterloo Recreation Area near Chelsea, Michigan, on the border between Jackson and Washtenaw Counties. All container tree seedlings purchased under this bid project must be ready for delivery or pick-up by November 1, 2024. All bare root trees must be ready for delivery or pick-up by November 15, 2024.

REQUIREMENTS

1. General Requirements

1.1. Product Specifications

The Contractor must provide the following:

a. Provide live, healthy, native, local genotype trees of the quantities and species specified in section C in one or both of the following sizes:

a. 1-year old container-grown

b. 1-year old bare-root trees

b. No species substitutions will be permitted for this project. It is understood that quantities provided may be lower based on availability, but a good faith effort is expected towards the awarded target number.

c. Seed source for these trees must be from native trees of known wild provenance in Washtenaw or Jackson Counties, Michigan. Cultivars of native species are not acceptable. Collections from planted trees of unknown origin are not acceptable. Provenance must clearly stated in bids and be documented and described on the packing slip/delivery receipt.

d. Plants shall be nursery-grown under climatic conditions similar to those of the project site.

e. Plants must have a normal, well-developed shoot and leaves for a 1-year-old or 2-year-old trees/shrubs (depending on award) and vigorous, healthy root systems. If container grown the root system shall fill the container but not be root-bound.

f. Plants shall be delivered in a moist, vigorous condition, free of disease or pathogen, dead wood, bruises, or other root or branch injuries.

g. Seedlings shall be grown using methods and techniques with a demonstrated track record of success for the species being grown. DNR reserves the right to reject bare root techniques, and container sizes/styles without a documented record of success for growing healthy, transplantable trees of the species specified.

h. The soil shall be appropriate for the species being grown, with a demonstrated history of success with that species.

i. Nursery/grower must be licensed as required by law.

j. All materials are subject to inspection by DNR prior to acceptance, and may be rejected for non-compliance with any of these specifications.

k. Pack, handle, and transport plants with care to ensure protection against injury.

l. If delivered to site, plants must be covered and protected sufficiently during transport to prevent mechanical, wind, or desiccation injury. Bare root trees must be properly wrapped and preserved to protect tree and root system from desiccation during transport and during planting.

List all exception(s):

Bidder must describe how they comply with the above requirement(s), at minimum, describe your seed source, container type/size, potting mix bare root methods:

1.2. Quality Assurance Program

Explain your Quality Assurance Program(s).

Bidder must provide detailed information as requested in the above requirement(s):

1.3. Incentives

Explain any special incentives or services including, but not limited to, return policies, trade-in programs, quantity discounts, etc.

Bidder must provide detailed information as requested in the above requirement(s). If none, enter N/A.

2. Service Requirements

2.1. Timeframes

All container tree seedlings purchased under this bid project must be ready for delivery or pick-up by November 1, 2024. All bare root trees must be ready for delivery or pick-up by November 15, 2024. The receipt of order date is pursuant to the Notices section of the Standard Contract Terms.

List all exception(s):

Bidder must describe how they comply with the above requirement(s):

2.2. Delivery

The cost of delivery will be bid as a separate line item. If delivery is awarded, the delivery point will be:

Aggregate Industries Chelsea Plant 4950 Loveland Rd Grass Lake, MI 49240 The delivery date will be approximately November 1 through November 15, 2024, with specific dates to be mutually agreed between the vendor and DNR.

If delivery is not awarded, the trees/shrubs must be available for DNR to pick up by November 1 through November 15, 2024.

List all exception(s):

Bidder must describe how they comply with the above requirement(s):

3. Staffing

3.1. Contractor Representative

The Contractor must appoint an 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.

List all exception(s):

3.2. Non-Key Personnel

The Contractor must notify the Contract Administrator at least 10-calendar days before removing or assigning non-key personnel.

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3.3. Customer Service Number

The Contractor must specify its customer service number for the State to contact the Contractor Representative who must be available for calls during the hours of 8 am to 5 pm EST Monday through Friday, at a minimum. Identify customer service availability for this proposal by hours and days of the week.

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The Bidder must specify its number for the State to make contact with the Contractor Representative.

3.4. Disclosure of Subcontractors

If the Contractor intends to utilize subcontractors, the Contractor must disclose the following:

· The legal business name; address; telephone number; a description of subcontractor’s organization and the services it will provide; and information concerning subcontractor’s ability to provide the Contract Activities.

· The relationship of the subcontractor to the Contractor. Of the total bid, the price of the subcontractor’s work. Whether the Contractor has 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 must provide detailed information as requested in the above requirement(s).

The legal business name, address, telephone number of the subcontractor(s).

A description of subcontractor’s organization and the services it will provide and information concerning subcontractor’s ability to provide the Contract Activities.

The relationship of the subcontractor to the Bidder.

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.

Of the total bid, the price of the subcontractor’s work.

Bidder must provide information based on the work performed by all subcontractors

Total percentage of work that will be performed by subcontractors:

Total percentage of subcontracted work that will be performed by GDBE subcontractors:

3.5. Security

The Contractor’s staff may be required to make deliveries to or enter State facilities. The State may require the Contractor’s personnel to wear State issued identification badges.

4. Pricing

4.1. Price Term

Pricing is firm for the entire length of the Contract.

4.2. Price Changes

Adjustments will be based on changes in actual Contractor costs. Any request must be supported by written evidence documenting the change in costs. The State may consider sources, such as the Consumer Price Index; Producer Price Index; other pricing indices as needed; economic and industry data; manufacturer or supplier letters noting the increase in pricing; and any other data the State deems relevant.

Following the presentation of supporting documentation, both parties will have 30 days to review the information and prepare a written response. If the review reveals no need for modifications, pricing will remain unchanged unless mutually agreed to by the parties. If the review reveals that changes are needed, both parties will negotiate such changes, for no longer than 30 days, unless extended by mutual agreement.

The Contractor remains responsible for Contract Activities at the current price for all orders received before the mutual execution of a Change Notice indicating the start date of the new Pricing Period.

List all exception(s):

5. Ordering

5.1. Authorizing Document

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

6. Delivery

6.1. Delivery Programs

The Contractor must explain in detail its delivery programs (e.g., standard delivery and quick-ship), including any limitations such as quantity.

The Contractor must explain the transportation method (e.g., UPS, FedEx, Contractor fleet, or other third-party carrier) it intends on utilizing in delivery of the Contract Activities.

List all exception(s):

Bidder must describe how they comply with the above requirement(s):

6.2. Packaging and Palletizing

Packaging must be optimized to permit the lowest freight rate. Shipments must be palletized whenever possible using manufacturer's standard 4-way shipping pallets.

List all exception(s):

Bidder must describe how they comply with the above requirement(s):

7. Acceptance

7.1. Final Acceptance

All Deliverables are subject to final inspection and acceptance by the State notwithstanding any prior payments or inspections. Final inspection will take place within 30 calendar days of the later of the delivery date, installation, or completion of services. If any Deliverables are non-conforming or defective, the State is entitled to, at its option and at Vendor’s expense: (a) a refund; (b) a credit; or (c) correction or replacement. If Vendor fails to correct defects or replace non-conforming Deliverables within 10 calendar days, the State may, in addition to its other remedies: (i) reject such Deliverables; (ii) accept such Deliverables at a discount; or (iii) make such corrections or replace such Deliverables and charge Vendor any resulting costs incurred by the State plus an additional 10% administrative fee.

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8. Invoice and Payment

8.1. Invoice Requirements

All invoices submitted to the State must include: (a) date; (b) purchase order; (c) quantity; (d) description of the Contract Activities; (e) unit price; (f) shipping cost (if any); (g) vendor-generated invoice number and (h) total price.

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8.2. Payment Methods

The State will make payment for Contract Activities via EFT.

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8.3. Procedure

Program Manager or Designee will review the invoice and approve pending final acceptance of the deliverables.

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