sched-A-Roadside Mowing Mackinac County.docx

Michigan.gov/MiProcurement

Michigan.gov/MiProcurement

Schedule a – statement of work contract activities Request for Proposal (RFP) No. 240000001057 Roadside Mowing Services for the Newberry Transportation Service Center 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.

BACKGROUND

This contract is for Roadside Mowing Services for the MDOT Superior Region Engadine and St. Ignace Garage's Jurisdictional areas in Mackinac County. All roadside mowing will be performed according to Public Act 174, Michigan Legislature - Act 174 of 2013. The locations and acres per cycle are listed in Maintenance, Repair & Operations Roadside Mowing Services, Location Specification Sheet (LSS). Work to be performed for a period of three (3) years beginning on May 15, 2024, through April 1, 2027. With two, one-year options to extend. All work will be performed between June 1 and September 30 of each contract year as solely determined by the Department. Work must be performed in accordance with the progress schedule submitted at the Pre-Maintenance Meeting and as described in this document. The progress schedule must address all work to be completed when multiple contracts are awarded to the same vendor, including work performed as a Sub Contractor for a local unit of government.

SCOPE

This contract is to maintain herbaceous vegetation in the identified mow areas to a height of 18 inches and shall not be cut less than 5 inches from the ground from May 1st through October 1st of each contract year. After October 1st, all grass height outside the 12-foot area adjacent to the outside shoulders shall be a minimum of 12 inches. The Contractor shall provide all services and related items and services necessary for, or incidental to, the performance of work in accordance with this Contract.

The Contractor shall provide services at the locations described in Maintenance, Repair & Operations Roadside Mowing Services, Location Specification Sheet (LSS) and/or directed by the Program Manager.

In construction work areas, the Contractor shall trim around ground mounted driven sign posts in advance of work zones. The Contractor shall coordinate activities to avoid occupying the same area and to avoid construction activities until the project is completed. A draft of the 5-year plan map is attached showing current planned projects in the eastern Upper Peninsula. This map is a draft and subject to be modified.

During the period of mowing operations, the contractor shall consult the Program Manager for inspection and tentative approval of work being accomplished, so that, in the event of unsatisfactory work, sufficient time will be available to the contractor to make corrections in a satisfactory manner within the time specified.

Failure to complete each mowing cycle as scheduled shall result in a deduction.

The Department reserves the right to bill the contractor for any damages due to the default of the Contractor.

REQUIREMENTS

1. Description of Work The Contractor will perform roadside mowing operations on all state trunklines within MDOT's jurisdictional area in Mackinac County, as identified in Schedule B, Location Specification Sheet (LSS). The activities required will include, as directed by the Program Manager, lifter removal/disposal, flat area mowing, clear vision mowing, brush mowing, hand trimming, and traffic control. The roadway limits of each type of mowing and approximate acres are listed in the Location Specific Sheets. The areas defined shall be mowed up to two (2) times during the mowing season according to the mowing schedule.

Vegetation as used in this contract refers to grass, weeds, and small woody plants. The Contractor shall trim grass and/or vegetation around signs, bridge abutments, piers, landscape areas, delineators and other appurtenances that cannot be reached with the larger equipment.

During flat mowing operations, all ramp areas, connecting street intersections, and special site restriction areas shall be mowed and trimmed as directed by the Program Manager. This work will be paid at the contract unit price for mowing.

Hand trim in front of, around, and 2 feet behind guardrail on US-2 near Lake Michigan Campground. Length of hand trimming required is 3,000 feet.

2. Mowing Schedule The Contractor shall be notified by the Program Manager when and where to begin each mowing cycle. To prepare for the mowing cycle, the Program Manager shall notify the Contractor no less than five (5) calendar days prior to setting the start-up date. The Contractor shall have 20 calendar days (excluding Sundays) from the start-up date to complete each cycle. Mowing will begin when the grass and weeds have reached an average height of 8 to 12 inches. The Contractor and Program Manager shall make a joint visual inspection of all specified mowing areas both prior to and upon completion of mowing operation. The Contractor shall also notify the Program Manager during mowing operations to report the work progress. The inspection is for the purpose of acceptance of completed work and documenting the existing damage to turf, guardrails, delineator posts, signage, light fixtures, etc., and those caused by the Contractor's mowing operations. This inspection may be videotaped.

Based on historical experience, the approximate starting dates of each cycle are as follows:

1st Mowing – June 10 to be completed by July 15 and 2nd Mowing – August 22, to be completed by September 30 Desirable to have 1st Mowing must be completed prior to the last Saturday in June for the following locations:

1-75 from M-123 south to Mackinac Bridge US-2 from Gross Cap Roadside Park east to Ferry Lane THE SECOND CYCLE OF MOWING IS OPTIONAL AND SHALL BE CLEAR VISION AREAS ONLY. THE NEED FOR A SECOND MOWING WILL BE DETERMINED BY THE MDOT PROGRAM MANAGER.

The Program Manager may make adjustments in the mowing dates when unusual conditions are experienced.

Mowing shall be paid in accordance with the terms of the purchase order which are net 30 days from the later of the invoice date or the date the Program Manager certifies the invoice indicative of satisfactory completion of each mowing cycle of the entire Contract area.

3. Flat Area Mowing Flat area mowing is located along the roadway, and at all ramp intersections.

4. Clear Vision Mowing Clear vision area mowing is required to provide adequate sight distances at intersections, around curves and to assure that traffic control devices and signs are visible. These areas will be designated by the Program Manager. The second cycle of Clear Vision Mowing may be performed each year at the Program Manager's discretion.

Clear vision area mowing will be utilized when a full area mowing cycle is not desired. The Contractor will be notified by the Program Manager when and where to begin mowing. The Contractor shall have 20 working days from the date of notification to complete the clear vision area mowing.

5. Brush Mowing Brush Mowing Is located outside the areas designated as Flat Area Mowing Areas. This will Include mowing of woody plants and brush within the trunkline right of way, between the area of Flat Area Mowing and the established tree line. Brush mowing will only be performed in locations authorized by the Program Manager and will be paid for at an hourly rate.

6. Equipment Requirements General The Contractor shall furnish, operate, and maintain suitable and adequate equipment necessary to perform the mowing operation in an approved safe, workmanlike manner without hindrance, delay, or damage to the roadside.

Type of Equipment The equipment must be commercially available, in good repair, and shall be maintained to produce a clean, sharp cut to the grass at all times. Equipment which in any way pulls or rips grass, or damages the turf, shall not be allowed. All equipment shall be of such type to permit the heights of cut to be adjusted to approximately 5 inches.

Flat Areas Tractors used for flat area mowing shall have a minimum of 55 horsepower per tractor at the power takeoff (PTO) and be capable of cutting a width of 12 feet in a single pass. Tractors shall be equipped to provide the power to the mowing attachment. The equipment specified to mow slope areas may also be used to mow flat areas.

Tractor used for trim mowing shall have a minimum of 30 horsepower at the power take-off and be capable of cutting a width of no less than 5 feet in single pass. The tractor shall be equipped to provide the power to the mowing attachment.

A minimum of one (1) production mower and one (1) trim mower, as described above, to be used concurrently within the contract area.

All equipment shall be of such type to permit the heights of cut to be adjusted to approximately 5 inches.

Clear Vision Areas Equipment utilized for Sloped and Flat area mowing shall be utilized for Clear Vision area mowing however, individual site conditions will dictate which type of equipment can be used.

Brush Mowing Equipment utilized for Sloped and Flat area mowing shall be utilized for Brush Mowing however, individual site conditions will dictate which type of equipment can be used. Brush mowing equipment shall be able to remove up to 2-inch diameter woody brush.

Safety All equipment shall meet all federal, state, and local safety requirements. If the mower box does not touch the ground the mower shall be equipped with one half inch safety chains which touch the ground but do not drag. The chains will be threaded with wire rope through the bottom link and made to prevent debris from being thrown from under the cutter.

Riding equipment shall be equipped with commercial type flashing amber lights or amber and green lights, plainly visible from 360 degrees in all directions. Flashers shall have a minimum of 32 candlepower output and flash 50 to 60 times per minute. Under no circumstances shall the Department be responsible for any damage to the Contractor's equipment due to obstacles encountered.

Other Power Equipment The Contractor is advised that any reference to mowing does not necessarily refer exclusively to grass cutting equipment, which is tractor drawn, but shall include other power equipment as may be necessary to satisfactorily complete the work.

7. Methods of Treatment Typically, the area to be mowed on limited access highway includes the median between the shoulders of both roadways and the area between the outside shoulder of the roadway and the right-of-way fence. The median less than 50 feet in width shall be mowed the entire width of median. For median more than 50 feet in width, mow 12 feet adjacent to the median shoulder. Ramps shall be mowed from shoulder to shoulder, or as directed by the Program Manager.

A twelve (12) foot strip will be mowed adjacent to the outside shoulder of both limited and free access roadways in all flat mowing areas unless restricted by the ditch. Clear vision areas within interchanges will be mowed wider as required.

Mowing shall be completed in successive segments not to exceed 4 miles in length to insure uniform turf appearance upon completion of the work. Mowing operations, once initiated, shall continue until all designated mowing is completed including multiple contracts awarded to the same Contractor. Only adverse weather conditions shall be cause to delay completion of each mowing.

All vegetation in mowing areas shall be cut to a height of five (5) inches to avoid scalping the turf. It is not necessary for the Contractor to remove grass clippings.

Mowing operations shall be performed in swaths parallel to the freeway, except in landscape areas or areas exempted by the Program Manager.

Trimming shall be performed by mechanical or hand method around all obstructions, such as signs supports, delineators, guard posts, guard rail sections, utility poles, piers, abutments, structures, and landscaping (trees, shrubs, etc.) that may be within the designated mowing areas. Certain areas to be mowed may contain survey stakes, which must not be disturbed. Grassed areas which are saturated with water during certain periods of the year to the point where equipment may not be used without extensive damage to the turf, shall not be mowed at that particular time, but shall be mowed later when the areas are dry. Payment shall be for the applicable work item.

All areas identified as Protected Plant Areas shall be mowed as not to exceed the current MDNR permit limitations. Any mowing in the Protected Plant Areas beyond the permit limitations will result in a violation of State and Federal Law. In the event of a Protected Plant Area being damaged by the Contractor, all fines and all costs associated with any required restoration incurred from this damaged will be the responsibility of the Contractor. The Program Manager shall meet with the Contractor annually no less than five (5) calendar days prior to the start-up date to review the current MDNR Threatened/ Endangered Species Permit which outlines the current permit limitations. The Contractor at that time will submit the Protected Plant Areas and Critical Dune area mowing schedules to the Program Manager. The Program Manager is responsible for obtaining Region Approval of the Maintenance Activity Work Plan for these areas. The Contractor cannot start mowing in Protected Plant Areas and Critical Dune areas until Region approval has been given.

The Contractor shall, at all times, provide satisfactory equipment and a force of qualified workers sufficient, in the opinion of the Program Manager, to perform the work described herein. The force of qualified workers shall be sufficient to perform litter pickup, mowing, and related activities on a timely basis.

8. Litter Removal/Disposal All litter/trash shall be picked up ahead of mowing operation. Litter includes, but is not limited to, paper, cardboard, Styrofoam, plastic, cloth, wire, steel bands, cable, garbage bags, tire tread, car parts, pallets, sheet metal, furniture, etc., as may be found on the roadside. The Contractor shall provide an adequate supply of heavy-duty bags (approved by MDOT), and deposit litter and debris in the bags in a secure manner. The bags shall be tied and placed in piles along with objects too large to bag in a safe and secure place. It shall be the Contractor’s responsibility to haul away the debris. All costs associated with litter removal, disposal or refuse, and associated costs are the responsibility of the Contractor. Litter shall be removed within twenty-four hours of completing each mowed section. Prior to a payment being made, the mowing Contractor shall notify the Program Manger when the mowing is completed.

All refuse shall be disposed of in a "Class II" licensed landfill.

Proof of proper disposal shall be provided to the Program Manager upon request. The Contractor will not be responsible for disposal of suspected hazardous materials discovered during the course of this work such discovery shall immediately be reported to the Program Manager.

9. Maintaining Traffic Traffic shall be maintained in accordance with the current Michigan Department of Transportation (MDOT) Standard Specifications for Construction, the Errata To the 2012 Standard Specifications, and the current Michigan Manual of Uniform Traffic Control Devices (MMUTCD).

All mowing operations shall be conducted in a manner that will not create a hazard, nor hinder, restrict, or impede trunk line traffic. The Contractor shall not operate mowing equipment on the roadway or in a manner that requires crossing the roadway.

All equipment not in use may be temporarily parked on limited access freeway right-of-way, but not within the median or closer than 30 feet from the traveled roadway. Equipment may not be temporarily parked on free access roadways except at those locations designated by the Program Manager.

If a vehicle (service, transport, etc.) remains stationary on the shoulder for more than 15 minutes, a standard 48” X 48" road work ahead sign (W21-4) is required to be placed as stated in the current MMUTCD. Any vehicle on the shoulder shall have flashing or rotating lights or lighted arrow panel (Types A or B) operated in the bar mode.

Lane closures will only be permitted with prior written approval from the Program Manager.

A copy of the current MDOT Standard Specifications for Construction and the current MMUTCD can be obtained from the Program Manager.

All labor, equipment and devices required for maintaining traffic shall be incidental to the project and will not be paid for separately.

10. Public Convenience and Safety The Contractor shall comply with all federal, state, and local laws and regulations, including those governing environmental protection and the furnishing and use of all safeguards, safety devices and protective equipment. The Contractor shall take any other actions, on either his/her own responsibility or as directed by the Program Manager, reasonably necessary to protect the safety and health of employees on the job and the public and to protect property during the performance of the project.

11. Days/Hours of Operation All work included in this contract shall be performed during daylight hours only. No work shall be allowed on weekends unless prior approval is obtained from the Program Manager. Work shall not be permitted during holiday periods.

12. Damages The Contractor shall at his/her own expense, preserve and protect from injury all property, either public or private, along and adjacent to the roadway, and he/she shall be responsible for and repair, at his/her own expense, any and all damage and injury thereto, arising out of or in consequence of any act or omission of the Contractor or his/her employees in the performance of the work covered by the contract prior to completion and acceptance thereof.

The Contractor shall immediately repair all damage to signs, light fixtures, and delineators to the satisfaction of the Program Manager. Damage to traffic control devices (signs) shall be reported to the Program Manager immediately.

Damage to turf areas, desirable natural growth, shrubs, and trees identified at pre-bid meeting to include among other things: skinning, scraping, or gouging of trees, shrubs and turf areas, ruts and deep wheel depressions on turf areas; and ruts, deep wheel depressions and wheel slipping damage on slope areas caused by the Contractor through negligence shall be repaired and paid for by the contractor to the satisfaction of the Program Manager.

Turf damage repairs shall be made by the Contractor according to the current MDOT Standard Specifications for Construction and as herein specified. Only friable topsoil from a commercial source shall be used to fill any depressions, ruts, etc. prior to seeding. Seeding will only be allowed during the seasonal limitation periods.

All landscape plant material damaged by the Contractor shall be replaced in kind according to the current MDOT Standard Specifications for Construction and as herein specified. Planting may only be done in the spring and prior to May 10. All replacement plants must be maintained during the specified establishment period. Payment for work performed maybe withheld until satisfactory repairs are made. If repairs are made by MDOT, the actual replacement costs including all labor, equipment, materials, and fringe benefits shall be charged to the Contractor.

13. Deletion of Work The Department may delete all or any portions of the contract that cannot be completed in conformity with the progress schedule or a reasonable extension. The Department may also delete portions of the contract that show no need for mowing due to growing conditions. If the contract is terminated, or portions thereof deleted, payment will be made for all satisfactorily completed work at the contract unit price.

The Contractor shall provide roadside mowing services for (MDOT) to the satisfaction of the State. Should there be a conflict as to what is considered to be satisfactory, the State’s opinion shall prevail.

14.Traffic Control The Contractor shall furnish, install, and maintain as long as necessary, and remove when no longer required, adequate barriers, warning signs or lights at all dangerous points throughout the work for protection of property, workers and the public. The Contractor shall hold the State of Michigan harmless from damage or claims arising out of any injury or damage that may be sustained by any person or persons as a result of the work under the Contract.

15. Multiple Contracts Awarded to the Same Vendor If Contractor gets awarded more than one Contract, including subcontracts with local units of government, the Contractor shall demonstrate that sufficient equipment be available for each Contract as described above. The Contractor must therefore provide a detailed equipment list that includes, for each piece of equipment to be used on Contracts with MDOT, the year of manufacture, manufacturer's name, model name, and serial number and any lease Contracts when applicable. This documentation must be furnished to Purchasing Operations and/or MDOT prior to the Contract start date. MDOT reserves the right to inspect the Contractor's equipment prior to this Contract start date and at any time throughout the duration of this Contract.

Purchasing Operations, in junction with MDOT, reserves the right to restrict the number of Contracts awarded to a single Contractor based on the ability of the Contractor to satisfactorily perform Contract work within Contract time limits.

16. Volume of Service Volume of service for this Contract is identified as estimates only on the LSS’s. The Program Manager will determine when cutting is to be accomplished.

17. Detailed Progress Schedule The first failure to complete work as defined in the progress schedule without prior approval to adjust the schedule from the Program Manager shall result in a Vendor Performance being issued and a meeting with the Contractor to insure corrective action. The second such failure will result in termination of this Contract.

The progress schedule must address all work to be completed when multiple Contracts are awarded to the same Contractor, including work performed as a Sub Contractor for a local unit of government

18. Coordinating Clause Contract for landscaping, weed spraying or other work, may be in progress during the time of this Contract. Areas to be treated by weed spraying shall not be mowed for 72 hours before treatment or 48 hours after treatment. The Contractor shall coordinate his/her work activities with existing or future work performed by MDOT, through close coordination with the Program Manager or their representative. Mowing dates may be adjusted through mutual agreement between the Contractor and the Program Manager or designated representative when unusual conditions are experienced.

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

1. General Requirements

1.1. Transition

A pre-maintenance meeting will be scheduled within 30 days of the Effective Date, The Contractor shall be notified by the Program Manager when and where to begin each mowing cycle. Mowing start date will be determined by the Program Manager. The Contractor shall have 30 working days from the date of notification to complete each cycle. The Contractor is responsible to notify the Program Manager via e-mail or phone before starting work and during mowing operations on daily basis to identify the scheduled mowing areas.

1.2 Training

The Contractor’s employees are trained in safe equipment operations and any new employees would be trained and tested before allowing to operate on their own.

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

A. Post-Contract Transition: Invoices must be sent withing 45 days after expiration of contract. Any invoices received after 45 days will result in a non-payment of invoice.

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

2. Service Requirements

2.1. Timeframes

All Contract Activities must be delivered within 20 business days from receipt of order. The receipt of order date is pursuant to the Notices section of the Standard Contract Terms.

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

2.2. Training

The Contractor must provide the following training: The Contractor’s employees are trained in safe equipment operations and any new employees would be trained and tested before allowing to operate on their own.

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The Contractor must explain training that is included in its proposal, as well as any additional training capabilities available and related costs, if any.

2.3. Reporting

The Contractor must submit to the Program Manager, the following written reports: Progress Schedule and list of equipment used to provide services for this contract.

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

2.4. Meetings

The Contractor must attend the following meetings:

Pre-maintenance meeting within 30 days of the Effective Date. Must meet in person or by phone with the Program Manager at least once per week while mowing operations are ongoing. The State may request other meetings, as it deems appropriate.

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3. Staffing

3.1. 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 7 calendar days before removing or assigning a new Contractor Representative.

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3.2. 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 inquiries within 1 hour.

Contractor’s Key Personnel must be on-site where roadside mowing is ongoing during the following times: working 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.

Contractor acknowledges and agrees that each of the Unauthorized Removal Credits assessed above: (i) is a reasonable estimate of and compensation for the anticipated or actual harm to the State that may arise from the Unauthorized Removal, which would be impossible or very difficult to accurately estimate; and (ii) may, at the State’s option, be credited or set off against any fees or other charges payable to Contractor under this Contract.

The bidder must identify the Key Personnel, indicate where they will be physically located, describe the functions they will perform, and provide current chronological résumés.

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1) Key Personnel

- Program Manager:

- Contractor Representative:

2) Physical Location of Key Personnel:

3) Functions each Key Personnel will perform:

3.3. 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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3.4. 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 requirement(s):

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.

Whether the Bidder 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.

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 will be subject the following security procedures:

No state facilities will be needed for completion of contract activities. However, if the need should arise, all needed security checks required by the state will be followed per the direction of the Program Manager.

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

4. Pricing

4.1. Price Term

Pricing is firm for the entire length of the Contract.

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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.

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5. Acceptance

5.1. Acceptance, Inspection and Testing

The State will use the following criteria to determine acceptance of the Contract Activities: The Contractor shall notify the MDOT Program Manager of completed Contract Activities by either email or phone. The MDOT Program Manager will perform a visual inspection of completed Contract Activities. Upon inspection, the MDOT Program Manager will either accept the completed Activities as compliant with the terms of the contract or will cite the completed Contract Activities as being non-compliant with the terms of the Contract. Completed Activities that are cited as non-compliant require corrective action.

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6. Invoice and Payment

6.1. 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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6.2. Payment Methods

The State will make payment for Contract Activities via Electronic Fund Transfer (EFT). As required by MCL 18.1283, the Contractor must electronically register with the State at HTTP:www.michigan.gov/cpexpress to receive electronic fund transfer (EFT) payments.

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Bidder must explain their process for accepting the PCard payment method. If an account needs to be created on your purchasing platform, please submit documentation that shows the steps for completing this process.

6.3. Procedure

The billing shall reference the appropriate purchase order number and shall contain, if applicable, adjustments for addition, deletions, or changes in service. MDOT will pay the billed amount in accordance with the bid rate, and the payment terms specified in the purchase order which is net 30 days after the later of the invoice date or the date the Program Manager certifies the invoice indicative of satisfactory completion of each mowing cycle of the entire contract area.

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7. Liquidated Damages Late or improper completion of the Contract Activities will cause loss and damage to the State and it would be impracticable and extremely difficult to fix the actual damage sustained by the State. Therefore, if there is late or improper completion of the Contract Activities the State is entitled to collect liquidated damages in the amount of $5,000 and an additional $100 per day for each day Contractor fails to remedy the late or improper completion of the Work.

Unauthorized Removal of Key Personnel will interfere with the timely and proper completion of the Contract, to the loss and damage of the State, and it would be impracticable and extremely difficult to fix the actual damage sustained by the State. Therefore, the State may assess liquidated damages against Contractor as specified below.

· The State is entitled to collect $1,000 per individual per day for the removal of any Key Personnel without prior approval of the State.

· The State is entitled to collect $1,000 per individual per day for an unapproved or untrained key personnel replacement.

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