Schedule A.docx

Michigan.gov/MiProcurement

Contractor must enter company name here

Michigan.gov/MiProcurement schedule a – statement of work contract activities Request For Proposal No. 220000003045 Lawncare and Snowplowing for the MDOT Muskegon TSC 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, landscaping maintenance, and snowplowing for the Michigan Department of Transportation Muskegon TSC office located at 2225 Olthoff Drive, Muskegon, MI 49444. This will be a two (2) year contract with a two (2) year option to extend beginning December 1, 2022 and ending September 30, 2024.

SCOPE

This contract will include mowing of the 1.1-acre site, maintenance of the currently landscaped area, fertilizing and herbicide application, snow removal, 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.

· Mowing/Trimming –

· A Class II Safety Vest shall be worn when working outside of the Rest Area building. 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.

· Tree trimming is to be conducted according to ANSI A300 Part 1, Tree Pruning, and (Revised 2008), The Contactor is expected to be knowledgeable of these standards.

· Approximately 1.1-acre lawn must be mowed one time per week 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 Weedwack grass around the trees, bushes, and buildings, and any weeds growing near curbs and on cement surfaces.

· Fall Clean up– up to two times per fall, remove all debris including all leaves, limbs, sticks and twigs from the lawn and landscaped area, i.e. flower bed and areas on then north and west of building to be removed from lawn and landscaped areas 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

· Gutter Cleaning – 2 times per year, remove all debris from gutters and downspouts, making sure downspouts are in proper working order.

· Landscaping – weeds and debris removed from all landscaped area, i.e., the flower box outside the front doors, along the north and west sides of building; trees and bushes trimmed, bark replaced, and herbicide applied per direction and approval of Program Manager.

· Fertilizing – Approximately 1.1 acreage to be fertilized/mowed, three to four times each year, as approved and directed by the Program Manager per the following specifications:

· Timing for Fertilizer application.

· Early May (Memorial Day)

· Early July (July 4th)

· Early September (Labor Day) *skip this if not needed or due to budget constraints

· Late October (Halloween)

· Chemical Fertilizer Nutrient. Provide and place fertilizer as indicated by soil tests (these have already been done by MDOT). Uniformly apply granular fertilizer, free of lumps.

· Class C fertilize. Evenly apply 80 pounds per acre on established turf.

· Class C. Provide and apply Class C chemical nutrient fertilizer as specified by this subsection and as indicated by soil tests, when required or as requested. Fertilizer to include the following:

a. Water Insoluble Fertilizer. Apply 32 pounds of water insoluble nitrogen per acre. Provide water insoluble nitrogen from ureaformaldehydes, coarse grade isobutylidene diurea, or both.

b. Water Soluble Fertilizer. Apply nitrogen at a rate of 48 pounds of nutrient per acre. Ensure fertilizer components include urea.

Please note, weed control, insect/mole control applied as requested by the Program Manager, if necessary.

· Snowplowing* – Lots to be cleaned as close to 7:00 am as possible, Monday- Friday, and must be plowed when snow reaches 2 inches and pushed to the west side and/or the south side of the lot.

· Shoveling – all sidewalks along the east side and south side of main building, and sidewalk area on the west side of the lab building. This means in front of both entrance doors and garage door. All sidewalks around main building and in front of lab to be shoveled outside of business hours only.

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.

List all exception(s):

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

2. Services Levels

2.1. Timeframes

Contract will commence on December 1, 2022 and end September 30, 2024 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 the Marc Fredrickson, TSC manager, 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.

List all exception(s):

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 Purchase 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 ThompsonM15@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. Bonds Performance Bonds and insurance are mandatory for this Contract. Due to the short duration of completion, performance bonds must be provided within five (5) days of award recommendation. The successful bidder must furnish performance and lien bonds each for not less than 100% of the total contract price. The bonds must be on the forms provided by the Department. The bonds must meet the requirements of Michigan law and the Department and include other items such as the Powers of Attorney and Endorsement as specified by the Department. The same surety responsible for writing the performance bond must write the lien bond. It is the successful bidder’s responsibility to ensure that the lien bond conforms with the terms of MCL 570.101 et seq.

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9.1. 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.

9.2. 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.

9.3. 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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