Schedule A - Commodities and Non-Prof Services OUTLINE FORMAT - TCF Gym Floor 6-5-18 Draft.docx

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STATE OF MICHIGAN

Request For Proposal No. 180000002829

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.

SCOPE

This is a request for bid proposal at the Thumb Correctional Facility to replace the gym floor. Contractor shall replace the gym floor with a new DynaForce® seamless polyurethane poured flooring for a 7,800 square foot gymnasium. Contractor shall provide the materials and installation for the new floor.

This bid is brand specific. Bidders must submit any proposed alternates as a question by the deadline for bidder questions. Specifications should be emailed with the question. The State may or may not approve a proposed alternate, in its sole discretion. Approval or disapproval of proposed alternates will be posted in the Q&A document online.

REQUIREMENTS

1. General Requirements

1.1. Product Specifications

The Contractor must provide the following:

Quantity – 7,800 square feet of flooring Color – Dark Blue Maximum or minimum dimensions – Base mat to be 4 mm with a 2mm wear layer with a polyurethane coat on top.

New or used - New Repairs – Minimum 15-year warranty Manufacturer brand, part number - DynaForce® flooring Design, performance, or combination – Seamless floor with rubber base mat underlay strong enough to withstand heavy traffic. Tensile strength must be a minimum of 1400 PSI.

Material & manufacturing method – No sheet products accepted. No liquid applied base layer will be accepted.

Industry standards – Manufactured in domestic ISR 9001 & 14000 certified facility

1.2. Warranties

The State prefers that all deliverables and installation will have a minimum 15-year warranty against any and all manufacturer’s defects. Warranty must cover premature damages outside the normal wear and tear for a minimum of 15 years. All costs, including material and labor associated with the replacement of defective materials will be covered by the Contractor.

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.

Contractor must provide detailed information as requested in the above requirement(s).

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

1.3. Recall Requirements and Procedures

In the effect of a recall, the Contractor must immediately notify MDOC PM Adam Cheadle by telephone (517-335-0354) and in writing (cheadlea@michigan.gov) of the problem and explain the replacement process. The replacement of materials and labor will be at the expense of the Contractor.

2. Service Levels

2.1. Time Frames

All Contract Activities must be delivered within time frames specified below. The receipt of order date is pursuant to Section 2, Notices, of the Standard Contract Terms.

2.2. Delivery

Delivery will be expected within 60 calendar days upon receipt of order. Delivery will be made at:

Thumb Correctional Facility 3225 John Conley Drive Lapeer, MI 48446

2.3. Installation

Installation will be expected within 60 calendar days upon receipt of order. Installation will be considered complete when facility inspects and accepts the final product.

2.4. Late Delivery or Installation

Once the mutually agreed upon installation date has been established in writing, MDOC may deduct 1% per calendar week for every week that it is late, unless pre-approved in writing by the PM.

2.5. Training

The Contractor must explain its training capabilities and any training that is included in its proposal. Training topics may include proper cleaning and maintenance of the floor, how to address minor or major repairs, etc.

Contractor must provide detailed information as requested in the above requirement(s).

3. Staffing

3.1. Contractor Representative

The Contractor must appoint a contact person, specifically assigned to coordinate installation and manage the project, 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 30 calendar days before removing or assigning a new Contractor Representative.

Contractor must provide detailed information as requested in the above requirement(s).

3.2. Customer Service Toll-Free Number

The Contractor must specify its toll-free number 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.

Contractor must provide detailed information as requested in the above requirement(s).

3.3. 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.

Contractor must provide detailed information as requested in the above requirement(s).

3.4. Security

The Contractor will be subject the following security procedures:

1. All Contractor staff working on the Contract must undergo a security and background check, to include at a minimum ICHAT http://apps.michigan.gov/ichat/home.aspx, to be performed by the Contractor at its expense.

2. The Contractor‘s and subcontractor’s staff that are entering a State-MDOC facility must be Law Enforcement Information Network (LEIN) cleared by the State-MDOC prior to facility entry. The Contractor must submit the LEIN information to Steve Zubek at zubeks@michigan.gov at least two business days prior to the facility visit. If an employee of the Contractor or subcontractor has a felony or misdemeanor conviction (excluding minor driving offenses), that employee may not be permitted to enter any State-MDOC facility. The LEIN check is no cost to the Contractor.

3. The awarded Contractor’s staff may be required to complete and submit an RI-8 Fingerprint Card for Finger Print Checks to the State-MDOC.

4. The Contractor must anticipate delays when visiting any facility due to issues within that facility.

5. All vehicles entering a State-MDOC correctional facility must be inspected before entry of the secure perimeter.

6. The State-MDOC reserves the right to deny access to any facility to any Contractor(s)/ subcontractor(s) staff members who fails to comply with any applicable State, Federal or local law, ordinance or regulation or whose presence may compromise the security of the facility, its members or staff.

7. All drug, alcohol, tobacco products, cellular devices, smart watches, iPads, computers, weapons, fireworks and explosives are prohibited at all correctional facilities.

8. Contractor(s) that come into the Administration Building of a correctional facility will need to secure their cellular devices and personal tobacco products in their locked vehicle prior to entrance. If the Contractor arrives with such products, the Contractor will be requested to return them to their locked/secured motor vehicle.

The Contractor must explain 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.

Contractor must provide detailed information as requested in the above requirement(s).

4. Pricing

4.1. Price Term

Pricing is firm for the entire length of the Contract.

4.2. Reserved

5. Ordering

5.1 Order Verification

The Contractor must have internal controls, to verify abnormal orders and to ensure that only authorized individuals place orders.

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.

Contractor must provide detailed information as requested in 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.

7. Acceptance

7.1. Acceptance, Inspection and Testing

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

· Contract Activities delivered must meet the specifications of the bid.

· Contract Activities are subject to inspection and testing by the State.

If the Program Manager finds any aspect of the product or installation unacceptable, the PM will notify the Contractor in writing within 5 business days of receipt/completion. The Contractor will have two weeks to make corrections, unless a longer time period is pre-approved in writing by the PM. Any re-work shall be at no additional cost to the State.

7.2. Final Acceptance

Final acceptance shall occur upon delivery and inspection to the Thumb Correctional Facility and is subject to the “State Review Period” as outlined in Standard terms and Conditions, Section 16. Any deficiencies noted during the 30 day “State Review Period” shall be corrected as warranty items.

8. Invoice and Payment

8.1. Invoice Requirements

All invoices submitted to the State must include: (a) date; (b) purchase order number; (c) quantity; (d) description of the Contract Activities; (e) unit price; and (f) total price.

Contractor may not invoice until installation is complete.

8.2. Payment Methods

The State will make payment for Contract Activities via Electronic Funds Transfer (EFT). The Contractor is required to register to receive payments by EFT at the Contract & Payment Express website (www.cpexpress.state.mi.us).

8.3. Reserved

9. Project Plan The Contractor will carry out this project under the direction and control of the MDOC Program Manager. Upon acceptance of the PO, the Contractor will provide the MDOC Program Manager with a timeline for delivery and installation, which should be no more than the 60 days referenced in Section 2. Contractor will also provide coordinating details regarding product delivery. The MDOC PM will pre-approve the install date in writing.

10. Reserved

11. Additional Requirements

11.1. 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.

Contractor must provide detailed information as requested in the above requirement(s).

11.2. 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.

Contractor must provide detailed information as requested in the above requirement(s).

11.3. 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.

Contractor must provide detailed information as requested in the above requirement(s).

11.4. 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.

Contractor must provide detailed information as requested in the above requirement(s).

11.5. Vendor Handbook

Contractor staff that provide direct services to offenders (prisoner, parolee, probationer), handle or may have access to offender records, or provides supervisory services to staff performing any of the previously identified functions, must read and sign the MDOC Vendor Handbook as directed by the Michigan Department of Corrections. As deemed necessary, the MDOC will provide the Contractor with a copy of the updated Vendor Handbook via email. Any revisions to the documents will be emailed to the Contractor throughout the Contract period, and the Contractor must comply with all documentation provided.

11.6. PREA

Prison Rape Elimination Act of 2003 (PREA), 42 U.S.C. § 15601

1. The Contractor and the Contractor Personnel shall comply with the Final Rule implementing PREA, all applicable PREA standards (Schedule A-1) and the agency’s policies. The Contractor and Contractor Personnel shall make itself familiar with and at all times shall observe and comply with all PREA regulations which in any manner affect the performance under this Contract. Failure to comply with the PREA standards and related polices of the MDOC will be considered a breach of contract and may result in termination of the contract.

2. Contract Personnel who may have contact with prisoners must complete PREA training Program A - Correctional Facilities Administration (CFA) Security Regulations (Schedule A-2) prior to entrance in any MDOC Facility. Upon completion, Contractor Personnel shall submit a signed memorandum to the Contract Administrator documenting completion of the training and date of completion.

3. As is deemed necessary, the MDOC Contract Monitor or Program Manager will provide the Contractor with current copies of all PREA documents via email. Any revisions to the documents will be emailed to the Contractor throughout the Contract period, and the Contractor must comply with all documentation provided.

Version 1 Revised Date: 7/28/2017