Schedule A - Copy1 RO Snow and Lawn.docx

Michigan.gov/MiProcurement

Contractor must enter company name here

Michigan.gov/MiProcurement schedule a – statement of work contract activities Request For Proposal No. 230000000690 Lawncare and Snowplowing for the MDOT Gaylord Region Office 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, as well as the Contractor who is awarded the contract. The term “Bidder” is used to identify where specific responses to the RFP are required.

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

Services to provide Lawncare, and Snow Removal Services for the Michigan Department of Transportation Gaylord Region Office, located at 1088 M-32 E. Gaylord Mi 49735. This will be a three (3) year contract with two (2) one (1) year options to extend. Contract begin date is April 1, 2023, and ending March 31, 2026.

SCOPE

This contract will include mowing, trimming, edging, spring and fall clean-up, maintenance of the currently landscaped area, fertilizing and herbicide application, snow removal, de-icing and shoveling as outlined below.

1. Requirements

1.1. General Requirements. Prior to lawncare service, any sprinkler head damaged from snowplowing must be repaired at contractor’s expense. Drivers and mower operators must not damage any grass area, bush/tree, and decorative areas, during the mowing and plowing process and agrees to repair, at Contractor’s cost, any damage done by Contractor.

· 1.12 Mowing/Trimming –

· A Class II Safety Vest shall be worn when working. Specifically, the American National Standards Institute (ANSI) 107 Class 2 apparel (vest or T-shirt) must be worn when working near traffic whether in or near the parking lot, on the grounds near the parking lots or along the highway.

· Approximately .27-acre of irrigated lawn must be mowed beginning when the grass reaches over 3 inches after April 1. Debris must be cleared prior to mowing, and grass must be mowed down to 2.5 - 3 inches. Weedwack around bushes, trees, and building and curbs as needed.

· Push mowing only on any/all irrigated areas.

· Monthly edging of sidewalks using edger not weed whip.

· Approximately 4.3 acres of non-irrigated lawn must be mowed to maintain a neat appearance.

· Fall Clean up– Remove all debris including all leaves, limbs, sticks and twigs from the lawn and landscaped area. Fall clean-up to be performed as late in the season as possible.

· Spring Cleanup – one time per year all debris (including leaves, limbs, sticks and twigs) to be removed from lawn and landscaped areas

· Landscaping – Any Snow Removal damage to lawn must be repaired prior to mowing.

· Fertilizing – Approximately .27 acres of irrigated lawn area to be fertilized, up to four times each year, as approved and directed by the Program Manager per the following specifications:

· Timing for Fertilizer application.

1st Crabgrass preventer, 2nd Weed and Feed, 3rd Weed and Feed, 4th Fall application. Grub Control as needed and directed by program manager. All applications following manufacturers recommended timing, procedures, and amounts. Fall clean up late October includes leave removal from shrub areas.

Please note, grub control applied as requested by the Program Manager, if necessary.

1.13 Snow plowing and snow, ice removal services

Requirements Parking lot must be cleared prior to 7:00 AM Monday thru Friday when snowfall of 2” or more accumulates.

No snow removal will take place on Saturdays and Holidays. Removal on Sunday is permitted when 4” of snow or more accumulates.

Additional requests for snow plowing may be made. The Contractor shall be required to respond to additional requests within 1 hour of being contacted. Areas to be plowed are detailed on the attached site map. This map also designates specific areas for snow deposit.

The rate for Snow plowing and snow removal services include the cost of equipment, labor, and materials.

Ice removal shall be done whenever icing conditions make driving or walking hazardous or as directed by the Contract Administrator.

The unit price of De-Icing Application – Parking Lot includes the cost of equipment, labor, and materials. The de-icing agent is to be applied as needed to prevent ice from developing and creating a hazardous situation in the parking areas. The de-icing agent will be of a type that is non-corrosive to asphalt surfaces.

The unit price of De-icing Application – Sidewalks includes the cost of equipment, labor, and materials. The de-icing agent is to be applied each time the snow is cleared from surface of sidewalks, unless ice is not present on surface and formation of new ice is not probable. The de-icing agent will be of a type that is non-corrosive to concrete.

MDOT vehicles will be stored in the parking area overnight. The Contractor shall clean the parking spaces around the vehicles so as to not plow in the parked vehicles.

1.2. Post-Contract Transition:

Invoices must be sent within 45 days after expiration of contract. Any invoices received after 45 days will result in a non-payment of invoice.

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Bidder must describe how they comply with the above requirement(s):

2. Services Levels

2.1. Timeframes

Contract will commence on April 1, 2023 and end March 31, 2026 unless extended. The receipt of order date is pursuant to the Notices section of the Standard Contract Terms.

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Bidder must describe how they comply with the above requirement(s):

3. Acceptance

3.1. Acceptance, Inspection and Testing

Acceptance will be given once PM or designee is notified of completed work and the work order site is inspected.

3.2. Final Acceptance

Final Acceptance will be a signed work order from the PM or designee.

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Bidder must describe how they comply with the above requirement(s):

4. Staffing

4.1. Contractor Representative

The Contractor must provide the name of the individual specifically assigned to State of Michigan accounts, who will respond to State inquiries regarding the Contract Activities, answer questions related to ordering and delivery, etc. (the “Contractor Representative”). Bidder must identify its Contractor Representative.

The Contractor must notify the Contract Administrator at least 10 calendar days before removing or assigning a new Contractor Representative.

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1) Key Personnel

- Contractor Representative:

2) Physical Location of Key Personnel:

3) Functions each Key Personnel will perform:

4) Current Chronological Résumés (attach):

4.2. Customer Service, Repairs and Maintenance

The Contractor must specify its toll-free number for the State to make contact with the Contractor for customer service, repairs and maintenance. The Contractor must be available for calls and service during the hours of 8:00am to 4:30pm EST.

When providing customer support, the Contractor must resolve the caller’s issue within 24 hours. If the caller’s issue cannot be resolved within 24 hours, on-site service must be scheduled. The on-site service must be performed within 72 hours of the time the issue was scheduled for service.

4.3. Work Hours

The Contractor must provide Contracted lawncare activities during normal office hours of Monday-Friday 7:30am-4:30pm. Snowplow and shoveling activities will be performed per the requirements listed in the “Additional Information” section for such activities.

4.4. Disclosure of Subcontractors

If the Contractor intends to utilize subcontractors, the Contractor must disclose the following:

The legal business name, address, telephone number of the subcontractor(s):

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 Bidder:

Whether the Bidder 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:

Of the total bid, the price of the subcontractor’s work:

4.5. Security

All contracted services will be provided outside the building. No building access will be necessary.

4.6. Meetings

The Contractor must attend the following meetings: initial kick off meeting

4.7. Reporting

The Contractor must submit to Robert Ciupka, North Region Contract Administrator, any reports of damage to property by employee, in a timely manner.

The Contractor must explain its reporting capabilities and any reporting that is included in its proposal. In addition, provide samples of required reports as attachments to this RFP.

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5. Pricing

5.1. Price Term

Pricing is firm for the entire length of the Contract.

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6. Ordering

6.1. Authorizing Document

The appropriate authorizing document for the Contract will be Delivery Order.

6.2. Invoice Requirements

All invoices must be submitted monthly to the State will include: (a) date; (b) purchase order; (c) quantity; (d) description of the Contract Activities; (e) unit price; (f) shipping cost (if any); (f) vendor-generated invoice number and (h) total price. Overtime, holiday pay, and travel expenses will not be paid. Invoices accepted by US Postal Services or by email to CiupkaR@michigan.gov. No other payment term will be acceptable for this Contract including annual, or quarterly.

6.3. Payment Methods

The State will make payment for Contract Activities by ACH deposit into bank account specified by contractor in Sigma program.

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7. 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 $1,000 and an additional $50 per day for each day Contractor fails to remedy the late or improper completion of the Work.

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8. 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. 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.

10. 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 describe how products that meet these requirements are identified or otherwise labelled.

List all exception(s): (Add rows as necessary.)

1 Revision Date: 10/2018

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