Schedule A-Ice.docx

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STATE OF MICHIGAN

Request for Proposal No. 200000000016 Ice for Resale

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

The State of Michigan, Department of Natural Resources is requesting bids from vendors who will provide bags/blocks of ice for resale at all DNR State Parks who are participating in this program. Vendors are welcome as many or as few locations as they desire. The state reserves the right to award by location to multiple vendors. Awards will be made for three-year contracts with two one-year options to extend. All ice will be sold direct to the State Parks for resale, the State Parks have estimated the quantities for a typical season. Exact quantitates to be purchased are unknown; however, the contractor will be required to furnish all such materials and services as may be ordered during the contract period. Quantities specified, if any, are estimates based on prior purchases, the State is not obligated to purchase in these or any other quantities.

REQUIREMENTS

1. General Requirements

1.1. Product Specifications

· Provide ice in 7 pound bags, 22 pound bags or 10 pound blocks as requested.

· Cost of delivery will be included in the unit cost of ice. Exact delivery locations within Park grounds will be determined upon award of the contract(s).

· Ice merchandisers for storage of ice shall be supplied by the Contractor. Unit shall be delivered within 72 hours of request. The State shall provide appropriate electric hook up for the merchandiser.

· Contractor shall keep merchandiser fully functional. In the event the merchandiser is no longer working, Contractor shall repair or replace within 24 hours. If the merchandiser is found not to be the fault of the State and there is a loss of ice, the Contractor shall replace all product lost as a result of the malfunction.

· Contractor must send an order acknowledgement to the ordering location via email or fax within 8 hours of request.

· Contractor shall deliver ice upon request within 24 hours of order being placed.

· Ice is to be stacked neatly within the merchandiser to allow for delivery verification and daily inventory.

· Each delivery must be acknowledged via a signature on a delivery receipt by a full time State Park employee.

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.

Response: Describe any warranties included.

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. (ex: ice recall, freezer recall etc.)

Response: Describe recall requirements and procedures.

1.4. Quality Assurance Program

Explain your Quality Assurance Program(s).

Response: Explain quality assurance programs.

1.5. Incentives

Explain any special incentives or services. Does the Contractor agree to buy back unused ice at the end of the season?

Response: Explain any special incentives:

2. Service Levels

2.1. Time Frames

All Contract Activities must be delivered within 24 hours from receipt of order. The receipt of order date is pursuant to Section 2, Notices, of the Standard Contract Terms.

2.2. Delivery

Delivery will be expected within 24 hours upon date of order or establish a weekly delivery schedule with the park location.

2.3. Installation

Installation of ice chests will be expected within 48 hours upon date of order.

2.4. Technical Support and Repairs

The on-site service must be performed within 24 hours of the time the issue was scheduled for service.

2.5. Maintenance

On-site maintenance must be performed according the recommended manufacturer maintenance schedule.

Response: Please explain exceptions:

2.7. Reporting

The Contractor must explain its reporting capabilities and any reporting that is included in its proposal.

Response: Explain reporting capabilities.

2.8. Meetings

The State may request meetings as it deems appropriate.

3. Staffing

3.1. Contractor Representative

The Contractor must appoint a service manager, 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”).

The Contractor must notify the Contract Administrator at least 14 calendar days before removing or assigning a new Contractor Representative.

3.4. Organizational Chart

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

3.5. Customer Service Number

The Contractor must specify its customer service 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.

3.6. Technical Support, Repairs and Maintenance

The Contractor must specify its toll-free number for the State to make contact with the Contractor for technical support, repairs and maintenance. The Contractor must be available for calls and service during the hours of 8 am to 5 pm EST.

3.7. 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.

Response: Contractor shall check only one box below and identify exception(s):

Contractor disclosure of subcontractor, including legal business name, address, telephone number, previous work experience, and description of work to be done by the subcontractor:

3.8. Security

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.

Response: Explain security measures.

4. Pricing

4.1. Price Term

Pricing is firm for a 365 day period (“Pricing Period”). The first pricing period begins on the Effective Date. Adjustments may be requested, in writing, by either party and will take effect no earlier than the next Pricing Period.

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.

5. Ordering

5.1. Authorizing Document

The appropriate authorizing document for the Contract will be a Delivery Order (DO).

5.2 Order Verification

The Contractor must have internal controls, approved by Central Procurement Services, 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.

Response: Explain delivery programs.

7. Acceptance

7.1. Acceptance

Contract Activities are subject to inspection and testing by the State within 30 calendar days of the State’s receipt of them (“State Review Period”), unless otherwise provided in Schedule A. If the Contract Activities are not fully accepted by the State, the State will notify Contractor by the end of the State Review Period that either: (a) the Contract Activities are accepted, but noted deficiencies must be corrected; or (b) the Contract Activities are rejected. If the State finds material deficiencies, it may: (i) reject the Contract Activities without performing any further inspections; (ii) demand performance at no additional cost; or (iii) terminate this Contract in accordance with Section 23, Termination for Cause.

Within 10 business days from the date of Contractor’s receipt of notification of acceptance with deficiencies or rejection of any Contract Activities, Contractor must cure, at no additional cost, the deficiency and deliver unequivocally acceptable Contract Activities to the State. If acceptance with deficiencies or rejection of the Contract Activities impacts the content or delivery of other non-completed Contract Activities, the parties’ respective Program Managers must determine an agreed to number of days for re-submission that minimizes the overall impact to the Contract. However, nothing herein affects, alters, or relieves Contractor of its obligations to correct deficiencies in accordance with the time response standards set forth in this Contract.

If Contractor is unable or refuses to correct the deficiency within the time response standards set forth in this Contract, the State may cancel the order in whole or in part. The State, or a third party identified by the State, may perform the Contract Activities and recover the difference between the cost to cure and the Contract price plus an additional 10% administrative fee.

8. Invoice and Payment

8.1. Invoice Requirements

All invoices submitted to the State must include: (a) date; (b) delivery 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 EFT payment for Contract Activities.

8.3. Procedure

The State can be invoiced after each delivery

Version 2 Revised Date: 2/2019