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

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STATE OF MICHIGAN

Request For Proposal No. 18000000446 Vermeer Parts

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.

1. Specifications

1.1 The Contractor must provide the following:

Two of the CP681099687 Vermeer Sprockets for a Fecon Machine

Four of the CP600069823 Vermeer 5.5 track Belt parts for a Fecon Machine

All parts are to be delivered to Camp Grayling JMTC 1000 M-93/Howe Road Building 545, Range Control Grayling, MI 49738

The Contractor may offer an alternate bid that varies from the specifications. An alternate bid must clearly describe all variances from the specifications and the proposal must include descriptive literature that contains complete specifications, if available.

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.

1.3 Recall Requirements and Procedures

Describe any recall requirements and procedures. (OR) The Contractor must describe any recall procedures.

1.4 Quality Assurance Program

Explain your Quality Assurance Program(s).

1.5 Incentives

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

2. Service Levels

2.1 Time Frames-Reserved

2.2 Delivery

Delivery will be expected within 120 calendar days upon date of order. Delivery will be made to Camp Grayling JMTC address shown in Section 1.1

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-reserved

3. Staffing -

3.1 Contractor Representative

The Contractor must name a product representative 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”).

3.2 Customer Service Toll-Free Number-reserved

3.3 Technical Support, Repairs and Maintenance-reserved

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.

3.4 Security

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.

4. Pricing

4.1 Price Term

Pricing is firm for the 365 days beginning at the start of the Contract.

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.

4.3 Electronic Catalog-reserved

5. Ordering

5.1 Authorizing Document

The appropriate authorizing document for the Contract will be a 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.

Delivery

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.

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.

Acceptance

Acceptance, Inspection and Testing

The State will use the following criteria to determine acceptance of the Contract Activities: parts are shipped in the quantity and according to Scope of Work Details 1.1

Final Acceptance

6. Final acceptance language to be developed by agency.

6.1

8. Invoice and Payment

8.1 Invoice Requirements

All invoices submited 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); and (g) total price.

8.2 Payment Methods

The State will make payment for Contract Activities via EFT. Bidder must be EFT registered with the State

7.

7.1 8.2 Procedure

9. Additional Requirements

7.2 9.1 Environmental and Energy Efficient Products

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

(OR)

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.

9.2 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.

9.3 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.

9.4 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.

Licensing Agreement

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

9.6 Key Personnel-reserved

9.7 Non-Key Personnel reserved

9.8 Organizational Chart

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

9.9 Project Plan

Bidder to provide an approximate delivery date of the parts listed in Section 1.1 Scope of Work

Version 1 Revised Date: 7/28/2017