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

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STATE OF MICHIGAN

Request for Proposal Houghton – Ice Control Sand

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:

2,500-ton Ice Control Sand in accordance with the MDOT 2012 Standard Specifications for Construction, see Attachment A1.

1.2 Quality Assurance Program

Explain your Quality Assurance Program(s).

1.3 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

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

2.2 Delivery

Delivery will be expected to be fulfilled within 7 calendar days upon date of order. Delivery will be made to the MDOT Houghton Maintenance Facility at: 51750 Industrial Drive, Calumet, Michigan 49913, with certified weight slips accompanying each delivered load.

3. Staffing

3.1 Contractor Representative

The Contractor must appoint an 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”).

3.2 Customer Service Telephone Number

The Contractor must specify its telephone number for the State to make contact with the Contractor Representative. The Contractor Representative must be available for calls during the hours of 8 a.m. EST to 5 p.m., EST.

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.

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 an individual 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. Acceptance

6.1 Acceptance, Inspection and Testing

If delivered order does not meet specifications as determined by MDOT, the order may be rejected by the State.

The Ice Control Sand supplied and delivered under this Contract shall be in compliance with the specification for Ice Control Sand, located in Attachment A-1. If material is reported to be out of tolerance to proscribe specification as defined in ATTACHMENT A1, a Contractor representative will inspect material and correct deficiencies as necessary. The State may test material at designated pits and approve prior to delivery.

The State shall inspect and approve all shipments upon delivery to the Houghton Maintenance Facility on the day of delivery. It is the responsibility of the receiving facility representative to visually inspect the sand upon delivery and make Contractor aware of any issues at that time. Sand may be rejected upon delivery if large clumps or debris are found by visual inspection. The State reserves the right to re-test any shipment at the MDOT soils laboratory.

Price of sand is to be inclusive of all materials, processing costs, delivery, testing and all other associated costs as stated herein.

6.2 Final Acceptance

The State will use the following criteria to determine acceptance of the Contract Activities: Section 3, Standard Contract Terms.

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 according to Section 4, Standard Contract Terms.

10. 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.

Version 1 Revised Date: 7/28/2017