Schedule A - Commodities and Non-Prof Services OUTLINE FORMAT.docx

Bidder must enter company name here.

STATE OF MICHIGAN

Request for Proposal No. 180000003072 2018 Successful Deer Patch

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

Michigan Department of Natural Resources (DNR), Wildlife Division gathers data and performs statistical evaluations on deer harvested during hunting season. The evaluations advance Michigan deer management and are used in the development of recommendations to the Natural Resources Commission on potential changes in deer hunting regulations. Deer check stations are established throughout the State where hunters may take deer for evaluation. To acknowledge participation in the program, an embroidered “Deer Patch” is given to hunters whose deer are checked and evaluated at the stations.

Since 1972, a new patch is designed for each hunting season. The yearly patch has become an important component of the success of the deer check program. Patches have become collectibles and hunters expect to receive a patch when visiting a check station.

SCOPE

This is a Request for Proposal for embroidered commemorative patches for distribution to deer hunters who participate in a yearly deer check program. The successful bidder shall produce a patch per attached drawing with the Department of Natural Resources, Wildlife Division approval.

REQUIREMENTS

· Provide price for 50,000 patches. Price must include all costs for pre-production work, samples, and delivery to DNR locations. No additional or miscellaneous charges (administrative fees, set-up, etc.) are allowed.

· Provide sample of similar patch which is indicative of detail capabilities and quality of bidder’s product. Contractor must provide fabric swatch and samples of all suggested threads to DNR Project Manager immediately following contract award.

· DNR Project Manager will make thread color selections from samples provided by Contractor. Project Manager will work with Contractor to make any design and/or color adjustments during the pre-production process.

· Project Manager must approve final design and thread colors.

· Project Manager must receive pre-production samples no later than August 20, 2018.

· Patches must be shipped to DNR location below no later than September 17, 2018.

Responding to Requirements, the Bidder shall check only 1 box below, and identify exception(s)

1. General Requirements

1.1. Product Specifications

The Contractor must provide the following:

· Proposed patch design is per photo, Attachment B. Patch is not 100% embroidered; artwork and lettering shall be embroidered on an underlying colored background. No alternates will be considered.

· Lettering and artwork may be embroidered with silk, rayon, or polyester thread. Rayon and/or polyester thread must be continuous filament.

· Patch finished edge shall be merrowed with a minimum of 26 stitches per inch. Thread end “pigtail” shall be 3/8 inch to 1/2 inch and shall be pulled through to the reverse side of patch.

· Plastic film coating shall be applied to back of patch to seal threads.

· No vendor labels or stickers shall be attached to patches.

· Patch is 4” tall by 4” wide, plus/minus 1/8”

· The American flag on the right-hand side of the patch must be removed from all patches.

· Colors suggested for the patch are from the Pantone Matching System (PMS):

· DNR logo will be black with PMS 347 green “DNR” and state silhouette with PMS 128 yellow lettering or as close to those colors as possible; Attachment C.

· DNR logo will be 1 ½” across

· Merrowed edge shall be brown

Responding to 1.1. Product Specifications, the Bidder shall check only 1 box below, and identify exception(s)

1.2. Warranties--Reserved

1.3. Recall Requirements and Procedures--Reserved

1.4. Quality Assurance Program

Explain your Quality Assurance Program(s).

Bidder shall explain their current Quality Assurance program or procedures.

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 must explain any special incentives or services including, but not limited to, return policies, trade-in programs, quantity discounts, etc. If none, state “None”.

Bidder Response:

2. Service Levels

2.1. Time Frames

All Contract Activities must be delivered within 47 business days from receipt of order. The receipt of order date is pursuant to Section 2, Notices, of the Standard Contract Terms.

Responding to 2.1. Time Frames, the Bidder shall check only 1 box below, and identify exception(s)

2.2. Delivery

Offering split delivery to give contractor time to complete the project. If project is completed on or before the first delivery date one shipment is expected.

First delivery of 10,000 patches will be expected within 34 calendar days upon date of order. Delivery will be made at September 17, 2018.

Second delivery of 40,000 patches will be expected within 69 calendar days upon date of order. Delivery will be made at October 15, 2018.

Responding to 2.2. Delivery, the Bidder shall check only 1 box below, and identify exception(s)

2.3. Installation--Reserved

2.4. Technical Support and Repairs--Reserved

2.5. Maintenance--Reserved

2.6. Training – Reserved

2.7. Reporting--Reserved

2.8. Meetings

The Contractor must attend the following meetings:

Kick-off meeting within 3 calendar days of the Effective Date

The State may request other meetings as it deems appropriate.

Responding to 2.8. Meetings, the Bidder shall check only 1 box below, and identify exception(s)

3. Staffing

3.1. Contractor Representative

The Contractor must appoint 1 Customer Service Representative individual, 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 5 calendar days before removing or assigning a new Contractor Representative.

Bidder shall identify whom they intend to name as Contractor Representative, were they will be physically located, and describe the functions they will perform.

Bidder Response:

Name:

E-mail Address:

Address:

Functions:

Responding to 3.1. Contractor Representative, the Bidder shall check only 1 box below, and identify exception(s)

3.2. Key Personnel--Reserved

3.3. Customer Service Toll-Free Number

The Contractor must specify its toll-free number for the State to contact the Contractor Representative. The Contractor Representative must be available for calls during the hours of 8 am to 5 pm EST.

Responding to 3.5. Customer Service Toll-Free Number, the Bidder shall check only 1 box below, and identify exception(s)

3.6. Technical Support, Repairs and Maintenance--Reserved

3.7. 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.

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 identify the company they will subcontract with to perform folding portion of this contract. If this will be done by the Contractor, respond “None”. Bidder Response:

Subcontractors Corporate Name

Street Address

City, State, Zip

Corporate Phone No.

Responding to 3.7. Use of Subcontractors, the Bidder shall check only 1 box below, and identify exception(s)

4. Pricing

4.1. Price Term

Pricing is firm for the entire length of the Contract.

5. Ordering

5.1. Authorizing Document

The appropriate authorizing document for the Contract will be purchase order.

5.2 Order Verification

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

6. Delivery

6.1. Delivery Programs

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 their Delivery Program.

Bidder Response:

6.2. Packaging and Palletizing--Reserved

7. Acceptance

7.1. Acceptance, Inspection and Testing

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

Responding to 7.1. Acceptance, Inspection and Testing, the Bidder shall check only 1 box below, and identify exception(s)

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. Total Price.

Payment will not be approved until final acceptance is determined by the DNR Project Manager(s).

8.2. Payment Methods

The State will make payment for Contract Activities through Electronic Funds Transfer (EFT). Contractor must register with the State on the State of Michigan’s Contractor Self Service Portal, in order be issued a contract and to receive electronic fund transfer payments.

8.3. Procedure

Payment will be made after patches are completed as specified. Final payment will be made only upon acceptance as described.

Responding to 8. Invoice and Payment, the Bidder shall check only 1 box below, and identify exception(s)

9. Project Plan--Reserved

10. Licensing Agreement--Reserved

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.

12. Additional Requirements--Reserved

12.1. Environmental and Energy Efficient Products

The Contractor must provide products that meet the following environmental or energy efficient standards:

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.

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.

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.

Version 1 Revised Date: 7/28/2017