Schedule A bidder box_aluminum plank_v1.2.docx

Michigan.gov/MiProcurement

Michigan.gov/MiProcurement Schedule a – statement of work contract activities Request for Proposal (RFP) No. 220000002539 Extruded Aluminum for Highway Signs 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 Michigan Department of Transportation (MDOT) is seeking a Contractor to provide extruded aluminum planks used in the fabrication of highway signs.

SCOPE

This solicitation is for the procurement and delivery of two products, 6-inch x 30-feet extruded aluminum planks and 12-inch x 30-feet extruded aluminum planks with holes punched for highway signs.

REQUIREMENTS

1. General Requirements

1.1. Product Specifications

The Contractor must provide Extruded Aluminum Planks that meet the following:

· Requirements in Figures 1, 2 and 3 as well as the 2020 MDOT Standard Specifications for Construction Section 919.02, Table 919-2.

· Provide sections with plain butt-type edges for connecting to adjoining horizontal sections.

· Sections must be one-piece with no vertical splices and have a cross-sectional shape meeting the minimum requirements specified in Table 919-2.

· Sections must have at least a 0.125-inch nominal thickness.

· Exterior corners must have a radius of at least 0.040 inch.

· ½ inch x ¾ inch holes punched at 12-inch on center along length of section.

· Extruded aluminum plank must be extruded aluminum alloy 6063-T6, meeting the requirements of ASTM B 221 (mill certificate of conformance required). After fabrication, panel sections must be flat to within 0.031 inch or less per foot of length and to within 0.004 inch or less per inch of width.

Brands or trade names are for identification purposes only and do not limit the Contractor to such brands or trade names.

List all exception(s):

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

1.2. Warranties

Describe any warranties included in the bid and provide the length of the warranty. Explain the process for reporting warranty issues and how the Contractor how any repairs or replacements are made, including timing. If the warranty is provided through a third-party or manufacturer, the Contractor must confirm that the manufacturer’s warranty passes through to the State. Provide the name, address, contact name, phone number and email address of the party responsible for the warranty.

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

Bidder must provide detailed information requested below:

Describe any warranties included in the bid (if none, write N/A):

Provide the length of the warranty:

Explain the process for reporting warranty issues:

Explain how any repairs or replacements are made, including timing, etc.:

If the warranty is provided through a third-party or manufacturer, the Contractor must confirm that the manufacturer’s warranty passes through to the State.

Provide the name, address, contact name, phone number and email address of the party responsible for the warranty:

1.3. Recall Requirements and Procedures

The Contractor must describe any recall procedures.

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

1.4. Quality Assurance Program

Explain your Quality Assurance Program(s).

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

1.5. 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.

1.6. Transition

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.

List all exception(s):

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

2. Service Requirements

2.1. Timeframes

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

Delivery will be expected within 60 calendar days upon date of order between the hours of 7:00 am and 5:30 pm EST, Monday through Thursday. Delivery will be made at 6333 Old Lansing Road, Lansing, MI 48917, c/o Kevin Allingham.

List all exception(s):

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

2.3. Technical Support and Repairs

The Contractor must specify its toll-free number for the State to contact the Contractor for technical support, repairs and maintenance. The Contractor must be available for calls and service during the hours of 8:00 am to 5:00 pm EST.

List all exception(s):

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

2.4. Meetings

The Contractor must attend the following meetings:

Kick-off meeting within 30 calendar days of the Effective Date.

The State may request other meetings as it deems appropriate.

List all exception(s):

3. Staffing

3.1. Contractor Representative

The Contractor must appoint 2 individuals, one Service Manager and one Product Representative, specifically assigned to State of Michigan accounts, that will respond to State inquiries regarding the Contract Activities, answering 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. Customer Service Toll-Free Number

The Contractor must specify its toll-free number for the State to contact the Contractor Representative who must be available for calls during the hours of 8:00 am to 5:00 pm EST Monday through Friday EST. Identify customer service availability for this proposal by hours and days of the week.

List all exception(s):

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

Identify customer service availability for this proposal by hours and days of the week.

3.3. Technical Support, Repairs and Maintenance

The Contractor must specify its toll-free number for the State to contact the Contractor for technical support, repairs and maintenance. The Contractor must be available for calls and service during the hours of 8:00 am to 5:00 pm EST. Identify availability for this proposal by hours and days of the week.

List all exception(s):

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

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):

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:

3.5. Security

The Contractor will be subject the following security procedures:

Upon request by the State, the Contractor shall provide the results of all security background checks of employees and or the Contractor’s contracted shipping companies.

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

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.

The Contractor must: (a) explain how it intends to ensure the security of State facilities, (b) whether it uses uniforms and ID badges, etc., (c) identify the company that will perform background checks, and (d) the scope of the background checks.

List all exception(s):

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

3.6. 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):

4. Ordering

4.1. Authorizing Document

The appropriate authorizing document for the Contract will be Master Agreement.

List all exception(s):

4.2. Order Verification

The Contractor must have internal controls approved by Central Procurement Services to verify abnormal orders and to ensure that only authorized individuals place orders.

List all exception(s):

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

5. Delivery

5.1. 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.

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

5.2. 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. Plank sections are 30 feet long and shall be bundled and strapped down to the trailer.

List all exception(s):

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

6. Acceptance

6.1. Acceptance, Inspection and Testing

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

Any shipment may be tested for conformance with the specifications by a Michigan Department of Transportation Testing Lab.

List all exception(s):

7. Invoice and Payment

7.1. 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.

List all exception(s):

7.2. Payment Methods

The State will make payment for Contract Activities by EFT.

Users of this contract could potentially place orders via Procurement Card (PCard). Please explain your process for ordering and accepting this payment method. If an account needs to be created on your purchasing platform, please submit documentation that shows the steps for completing this process.

List all exception(s):

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.

7.3. Procedure

Invoices shall be submitted via e-mail to the Program Manager.

List all exception(s):

8. Licensing Agreement The Contractor must provide a copy of any applicable licensing agreement.

Bidder must provide a copy of any applicable licensing agreement either in this response box or identified here as an attachment to this RFP.

List all exception(s):

9. Additional Requirements

9.1. Hazardous Chemical Identification

In accordance with the federal Emergency Planning and Community Right-to-Know Act, 42 USC 11001, et seq., as amended, the Contractor must provide a Material Safety Data Sheet listing any hazardous chemicals as defined in 40 CFR §370.2, to be delivered. Each hazardous chemical must be properly identified, including any applicable identification number, such as a National Stock Number or Special Item Number.

The Contractor must identify any hazardous chemicals that will be provided under any resulting contract.

9.2. Mercury Content

Pursuant to MCL 18.1261d, mercury-free products must be procured when possible. The Contractor must explain if it intends to provide products containing mercury, the amount or concentration of mercury, and whether cost competitive alternatives exist. If a cost competitive alternative does exist, the Contractor must provide justification as to why the particular product is essential. All products containing mercury must be labeled as containing mercury.

9.3. Brominated Flame Retardants

The State prefers to purchase products that do not contain brominated flame retardants (BFRs) whenever possible. The Contractor must disclose whether the products contain BFRs. Contractor must describe how products that meet these requirements are identified or otherwise labelled.

List all exception(s): (Add rows as necessary.)

12.5 Perfluoroalkyl and Polyfluoroalkyl Substances (PFAS)

The Contractor must confirm that the provided products do not intentionally contain PFAS. This consists of all components of the provided products, including product packaging.

OR

The Contractor must disclose whether a product or its components contain intentionally added PFAS. If the product or its components contain intentionally added PFAS the Contractor must:

a. provide an explanation with respect to the intentionally added PFAS contents, including the purpose for which PFAS are used in the product or its components, the types of PFAS used in the product or its components, and the amount of each PFAS used in the product or its components.

b. indicate whether the product will be labeled or packaged with information about the intentionally added PFAS contents.

c. identify any alternative products that do not contain intentionally added PFAS.

d. provide any additional information that would further the Department’s implementation of ED 2021-08.

List all exception(s): (Add rows as necessary.)

Bidder must provide detailed information as required above – either in this response box or identified here as an attachment to this RFP.

10. Service-Level Agreements (SLAs)

1. The Contractor will be held accountable to meet the requirements and the service level requirements established in this Contract.

1. The State reserves the right to reconsider or amend SLA amounts for split awards should they occur.

1. Please Note: Should bidders require clarification or have any questions with regard to the SLAs, they should submit them during the Question and Answer Period of this solicitation; please see the Proposal Instructions for the timeline.

Service Level Agreements for this Contract will be as follows:

SLA Metric 1. Timely Deliveries

AND

The Contractor must ensure that items and quantities delivered are exactly the items and quantities on the Order Confirmation. No substitutions will be allowed without prior written permission by Program Manager and a Change Notice executed by the Contract Administrator.

The entire order will be received on the same day unless a partial delivery has been approved in advance by the Program Manager.

1. Extenuating circumstances must be communicated by the Contractor to the Program Manager prior to the scheduled delivery date and time.

1. Items, brands, and quantities delivered will match the Order Confirmation exactly.

1. Signed and dated packing slips will be provided to MDOT at the time of delivery.

1. The entire order must be delivered on the same day unless a partial delivery has been approved in advance by the Program Manager.

1. Orders not received in their entirety, as determined by a review of the Data Sources, will be considered inaccurate.

The acceptable standard is 100% compliance.

1. $1,000.00 may be assessed beginning with the sixth occurrence of non-compliance and on each occurrence thereafter in a given calendar year.

Extenuating circumstances will be reviewed by the Program Manager before any Service Credits are assessed.

At the discretion of the State, these credits may be applied toward any payable due to the Contractor or be payable directly to the State. Payments made directly to the state will be completed within 10 days of notice of assessment.

List all exception(s):

Figure 1 - 6 in. Aluminum Plank Section

Figure 2 – 12 in. Aluminum Plank Section

Figure 3 - Punched Hole Spacing

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