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STATE OF MICHIGAN

Request For Proposal No. 180000001546 Interior and Exterior Signs, Sign Installation, Repair, and Maintenance

SCHEDULE A

STATEMENT OF WORK

CONTRACT ACTIVITIES

This schedule identifies the anticipated requirements of any Contract resulting from this RFP. The term “Contractor” in this document refers to a bidder responding to this RFP.

The Contractor must respond to each requirement or question, and explain how it will fulfill each requirement. Attach any supplemental information and appropriately reference within your response.

BACKGROUND

This is a Request for Proposal (RFP) for signage and associated repair & maintenance for Michigan Department of State.

The Department of State currently has 139 locations throughout the state of Michigan. The majority of branch offices are located in leased retail space. Square footage occupied and office layouts vary by location. Various types of signage, both exterior and interior are used depending on office location, configuration, and local municipality requirements. Please see Attachment B for a list of Michigan Department of State (MDOS) office locations

SCOPE

Various exterior and interior signs, decals, seals, building letters, both lighted and non-lighted, using various types of material (i.e. Polyvinyl, metal, plastic), for use by the Department of State. Design, Installation, repair and maintenance of both existing signs as well as any purchased in the future. Specifications for the items considered in scope are listed in Attachments A, B, C, D and E

REQUIREMENTS

1. General Requirements

1.1. Product Specifications

Contractor must provide Deliverables/Services and staff, and otherwise do all things necessary for or incidental to providing product as set forth below:

1. Furnish signage; including but not limited to those specified in Attachment A.

a. Attachment A lists a sample of some of the most frequently purchased signs

b. Exhibit C lists examples of some of the sign currently in use by the Department. These may need to be upgraded, repaired or replaced during the term of the contract.

c. Vendor must provide MDOS a proof of any new design and all changes to existing signage, including adjustments due to local government requirements. Vendor must receive written approval from MDOS prior to production of signage.

2. Installation of exterior building signs as required by the Department.

a. Contractor is responsible for acquiring all permits and permissions from local units of government (e.g. sign ordinance fees, permits inspections…).

i. Contractor to include any such fees in their pricing proposal.

3. Repair existing Department of State signs.

a. The Department of State requires a signed estimate, by the contractor, for any service or repair requests. The Department of State must approve all estimates prior to the work commencing.

b. Service availability must be within 72 hours except on weekends and State designated holidays (Attachment C).

c. Estimates should include the approved proof and itemized cost breakdown for each of the following:

i. Material and labor cost (do not include travel)

1. must include itemized parts list

ii. Permit or local government fees.

4. Under the Program Manager’s direction the Contractor must provide, install, maintain and repair all of the listed specifications in Exhibit B – Pricing Matrix, and Attachment A – Generic Sign Info, as well as any other signs Michigan Department of State requires.

5. Unless supplied or approved by the State Program Manager, all signage provided must be new, unused, and without flaws which adversely affect appearance, durability and function. In addition, the Contractor must perform all custom sizing, measurements, and final fittings for the branch office or designated sign location.

6. The State reserves the right to adjust products to fit their needs.

7. Contractor must complete Attachment E – Information Sheet with each repair/install and email it to Program Manager within 24 hours of project completion.

Bidder Response Bidder shall check only 1 box below, and identify exception(s)

Bidder shall describe how they comply with the above requirement Bidder Response:

1.2. Warranties

Describe any warranties included in the bid and explain the process for reporting warranty issues and how the Contractor will handle any repairs or replacements.

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

Bidder shall describe how they comply with the above requirement and provide standard warranty language here. Note: Warranty must comply with Standard Contract Terms.

Bidder Response:

1.3. Recall Requirements and Procedures

Describe any recall requirements and procedures.

Bidder shall describe how they comply with the above requirement and provide standard recall language here. Note: Recall language must comply with Standard Contract Terms.

Bidder Response:

1.4. Quality Assurance Program

Explain your Quality Assurance Program(s).

Bidder shall describe their Quality Assurance Program.

Bidder Response:

1.5. Incentives

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

Bidder shall describe any incentive program they offer.

Bidder Response:

2. Service Levels

2.1. Time Frames

All service and repair Contract Activities must be delivered within three business days (72 hours) from receipt of order. The receipt of order date is pursuant to Section 2, Notices, of the Standard Contract Terms.

2.2. Delivery

Delivery will be expected within 30 calendar days after date of order. Delivery will be made to address specified on purchase order. Please provide a process for expedited delivery.

2.3. Installation

Installation will be expected within 30 calendar days after date of order. Installation will be considered complete when contractor completes Attachment E (Information Sheet) and returns it to Program Manager.

2.4. Repairs

The on-site service must be performed within 72 hours of the time the issue was scheduled for service.

2.5. Maintenance

On-site maintenance must be performed according to the recommended manufacturer maintenance schedule.

2.6. Training

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

2.7. Reporting

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

2.8. 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.

Bidder Response Bidder shall check only 1 box below, and identify exception(s)

Bidder shall describe how they comply with the above Service Level requirements 2.1 – 2.8 Bidder Response: 2.1 2.2 2.3 2.4 2.5 2.6 2.7 2.8

3. Staffing

3.1. Contractor Representative

The Contractor must appoint one single point of contact or account 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”). List Contractor Representative’s name below.

The Contractor must notify the Contract Administrator at least 7 calendar days before removing or assigning a new Contractor Representative.

Bidder shall describe how they comply with the above requirement

Bidder Response:

3.2. Key Personnel - Reserved

3.3. Non-Key Personnel - Reserved

3.4. Organizational Chart

Provide an overall organizational chart that details staff members, by name and title, and subcontractors with this RFP submission.

Bidder shall describe how they comply with the above requirement

Bidder Response:

3.5. Customer Service, Technical Support, Repairs and Maintenance Toll-Free Number The Contractor must specify its toll-free number if available for the State to make contact with the Contractor Representative. The Contractor Representative must be available for calls during the hours of 8 am to 5 pm EST and provide a method of contact for emergency services.

Bidder shall describe how they comply with the above requirement

Bidder Response:

3.6. Reserved

3.7. Disclosure of Subcontractors

If the Contractor intends to utilize subcontractors, the Contractor must disclose the following in the Bidder Response Box below:

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

The relationship of the subcontractor to the Contractor.

Whether the Contractor has a previous working experience with the subcontractor. If yes, provide the details of that previous relationship.

A complete description of the Contract Activities that will be performed or provided by the subcontractor.

Bidder shall describe how they comply with the above Disclosure of Subcontractors requirement

Bidder Response:

3.8. Security

The Contractor will be subject the following security procedures:

The Contractor must explain, below in Bidder Response Box, any additional security measures in place to ensure the security of State facilities.

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

Bidder shall describe how they comply with the above requirement

b.

c.

d.

4. Pricing

4.1. Price Term

Pricing is firm for a 365 day period (“Pricing Period”). The first pricing period begins on the Effective Date. Adjustments may be requested, in writing, by either party and will take effect no earlier than the next Pricing Period.

Bidder shall check only 1 box below, and identify exception(s)

I have reviewed the above Service Level requirement and agree with no exception.

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.

Bidder shall check only 1 box below, and identify exception(s)

I have reviewed the above Service Level requirement and agree with no exception.

4.3 Reserved

5. Ordering

5.1. Authorizing Document

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

Bidder shall check only 1 box below, and identify exception(s)

I have reviewed the above requirement and agree with no exception.

5.2 Order Verification

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

Bidder shall describe how they comply with the above requirement.

Bidder Response:

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.

Bidder shall describe how they comply with the above requirement.

Bidder Response:

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.

Bidder shall check only 1 box below, and identify exception(s).

I have reviewed the above Service Level requirement and agree with no exception.

7. Acceptance

7.1. Acceptance, Inspection and Testing

The State will use the following criteria to determine acceptance of the Contract Activities as defined in Section 16 Acceptance, of the Standard Contract Terms.:

7.2. Final Acceptance

Final Acceptance is considered to be the Michigan Department of State’s Inspection and acceptance of all work and deliverables and final payment against invoice.

Bidder shall check only 1 box below, and identify exception(s)

I have reviewed the above Service Level requirement and agree with no exception.

8. Invoice and Payment

8.1. Invoice Requirements

All invoices submitted to the State must include:

a) date;

b) purchase order number;

c) work location: (ship to/delivery name, city, state, zip)

d) quantity;

e) description of the goods or service;

f) unit price;

g) shipping cost (if any); and

h) total price.

Bidder shall check only 1 box below, and identify exception(s)

I have reviewed the above Service Level requirement and agree with no exception.

8.2. Payment Methods

The State will make payment for Contract Activities the contractor’s bank via EFT.

Bidder shall check only 1 box below, and identify exception(s)

I have reviewed the above Service Level requirement and agree with no exception.

9. Project Plan

The Contractor will carry out this project under the direction and control of the Program Manager. Within 30 calendar days of the Effective Date, the Contractor will submit a project plan to the Program Manager for final approval. The plan must include: (a) the Contractor's organizational chart with names and title of personnel assigned to the project, which must align with the staffing stated in accepted proposals; and (b) the project breakdown showing sub-projects, tasks, and resources required.

Bidder shall check only 1 box below, and identify exception(s)

I have reviewed the above Service Level requirement and agree with no exception.

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

Bidder shall check only 1 box below, and identify exception(s)

I have reviewed the above Service Level requirement and agree with no exception.

11. 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.

Bidder shall check only 1 box below, and identify exception(s)

I have reviewed the above Service Level requirement and agree with no exception.

12. Additional Requirements

12.1. Environmental and Energy Efficient Products

The Contractor must identify any energy efficient, bio-based, or otherwise environmental friendly products used in the products. Contractor must include any relevant third-party certification, including the verification of a United States department of agriculture certified bio based product label.

Bidder shall check only 1 box below, and identify exception(s)

I have reviewed the above Service Level requirement and agree with no exception.

12.2. 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.

Bidder shall check only 1 box below, and identify exception(s)

I have reviewed the above Service Level requirement and agree with no exception.

12.3. 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.

Bidder shall check only 1 box below, and identify exception(s)

I have reviewed the above Service Level requirement and agree with no exception.

12.4. 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.

Bidder shall check only 1 box below, and identify exception(s)

I have reviewed the above Service Level requirement and agree with no exception.

Version 1 Revised Date: 7/28/2017