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Michigan.gov/MiProcurement

SCHEDULE A – STATEMENT OF WORK CONTRACT ACTIVITIES

Request for Proposal No.240000001050 MDOT Carpool Lot– I-75 Mackinac County in St. Ignace Mowing 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.

IMPORTANT NOTE TO CONTRACTORS/BIDDERS: There are specific requirements for which acceptance must be simply acknowledged through a checkbox(es), and others that require further explanation. Click the appropriate checkbox and complete the entries as appropriate.

BACKGROUND

This contract is for the MDOT Carpool Lot, adjacent to Rogers Park, Mowing Services for the MDOT Superior Region St. Ignace Garage's Jurisdictional areas in Mackinac County. All mowing will be performed according to Public Act 174, Michigan Legislature - Act 174 of 2013. The location and cycle are listed in Maintenance, Repair & Operations Rogers Park Mowing Services, Location Specification Sheet (LSS). Work to be performed for a period of three (3) years beginning on May 15, 2024, through April 1, 2027. With two, one-year options to extend. All work will be performed between June 12 and October 31 as solely determined by the Department. Work must be performed in accordance with the progress schedule submitted at the Pre-Maintenance Meeting and as described in this document. The progress schedule must address all work to be completed when multiple contracts are awarded to the same vendor, including work performed as a Subcontractor for a local unit of government.

SCOPE

The regular mowing season is defined as starting 12th of June and ending in mid-October, approximately 30 lawn maintenance cycles. Any mowing cycles before June 12th or after October 30th will require prior approval from the Project Manager at the St. Ignace Maintenance Garage, 500 Ferry Lane, St. Ignace, Michigan

1. Requirements

1.1. General Requirements

Lawn Maintenance Cycle The lawn maintenance cycle includes grass mowing, trimming, and edging, proper removal/disposal of lawn litter, including trash and landscape debris such as leaves, sticks, grass clippings and organic debris by the Contractor according to the following specification. Rogers Park is approximately 1.75 acres.

A lawn maintenance cycle shall be completed approximately once a week. There will be approximately 30 Lawn Maintenance Cycles per year - dependent on seasonal weather conditions. Increased or decreased cycles may be required; however, any additional mowing beyond once-a-week mowing shall be approved by the Project Manager or their representative, prior to mowing. Any additional mowing will not be paid for unless approved, and if approved, will be paid for at the Contract unit price.

All elements of the lawn maintenance cycle shall be completed the same day they are started. No partial mowing will be allowed unless weather forces delays. If rain or wet turf conditions exist, the Contractor shall finish the cycle as soon as favorable conditions exist.

All clippings, edging debris, leaves, and other debris shall be removed from the site and disposed of properly.

2. Mowing The area to be mowed is outlined in the site map of MDOT Carpool Lot property.

Grass shall be mowed to an average height of three inches. The initial mowing at the beginning of the mowing season may require an additional cycle.

Grass shall not be mowed when wet or excessively dry/dormant conditions exist.

Clippings shall be removed, if visible, after mowing. All clippings shall be removed from all sidewalks, concrete picnic table pads, parking areas and flower and shrub beds.

The Contractor is responsible for keeping any decorative stone material confined to the original areas.

3. Grass Trimming Trim grass around all fixed objects and trees at every mowing. Extreme care shall be used to prevent injury to MDOT fixed objects and trees. Contractor will be liable for damages as determined by the Project Manager.

4. Edging Edge along walks with a motorized edger every second mowing. Edging shall be no wider than half (½) inch from sidewalk to lawn surface. All edging debris shall be removed from the site.

All Work Above shall be included to the Contract unit price for Rogers Park property.

5. Herbicides THE USE OF HERBICIDES BY THE CONTRACTOR FOR ANY WORK TASK INCLUDED IN THE CONTRACT IS STRICTLY PROHIBITED.

6. Equipment Requirements General The Contractor shall furnish, operate, and maintain suitable and adequate equipment necessary to perform the mowing operation in an approved safe, workmanlike manner without hindrance, delay, or damage to the roadside park.

Safety All equipment shall meet all federal, state, and local safety requirements.

7. Litter Removal/Disposal All litter/trash shall be picked up ahead of mowing operation. Litter includes, but is not limited to, paper, cardboard, Styrofoam, plastic, cloth, domestic animal droppings, garbage bags, as may be found in a roadside park. The Contractor shall provide an adequate supply of heavy-duty bags (approved by MDOT), and deposit litter and debris in the bags in a secure manner. It shall be the Contractor’s responsibility to haul away the debris. All costs associated with litter removal, disposal or refuse, and associated costs are the responsibility of the Contractor. Prior to a payment being made, the mowing Contractor shall notify the Program Manger when the mowing is completed.

All refuse shall be disposed of in a "Class II" licensed landfill.

Proof of proper disposal shall be provided to the Program Manager upon request. The Contractor will not be responsible for disposal of suspected hazardous materials discovered during the course of this work such discovery shall immediately be reported to the Program Manager

Payment The completed work will be paid for at the Contract price for each pay item as specified above which shall be payment in full for all labor, equipment, and materials required to satisfactorily complete the work as described herein.

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

1.2. Transition

A pre-maintenance meeting will be scheduled within 15 days of the Effective Date, The Contractor shall be notified by the Program Manager when and where to begin each mowing cycle. Mowing start date will be determined by the Program Manager. The Contractor shall have 2 working days from the date of notification to complete each cycle.

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

1.3. Training

The Contractor’s employees are trained in safe equipment operations and any new employees would be trained and tested before allowing to operate on their own.

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Bidder must explain its training capabilities and any training that is included in its proposal:

2. Service Requirements

2.1. Timeframes

All Contract Activities must be delivered within 20 business days from receipt of order. The receipt of order date is pursuant to the Notices section of the Standard Contract Terms.

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3. Staffing

3.1. Contractor Representative

The Contractor must appoint (1) 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”).

The Contractor must notify the Contract Administrator at least 7 calendar days before removing or assigning a new Contractor Representative.

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Bidder must identify its Contractor Representative:

3.2. Work Hours

The Contractor must provide Contract Activities during the State’s normal working hours Monday – Friday, 7:00 a.m. to 6:00 p.m. EST and possible night and weekend hours depending on the requirements of the project.

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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.

Bidder must provide detailed information as requested in the above requirement(s).

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.

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.

Bidder must provide information based on the work performed by all subcontractors

Total percentage of work that will be performed by subcontractors:

Total percentage of subcontracted work that will be performed by GDBE subcontractors:

3.4. Security

The Contractor will be subject the following security procedures:

No state facilities will be needed for completion of contract activities. However, if the need should arise, all needed security checks required by the state will be followed per the direction of the Program Manager.

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Bidder must explain any additional security measures in place to ensure the security of the State and its facilities:

4. Pricing

4.1. Price Term

Pricing is firm for the entire length of the Contract.

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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.

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5. Invoice and Payment

5.1. Invoice Requirements

All invoices submitted 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); (g) vendor-generated invoice number and (h) total price. Overtime, holiday pay, and travel expenses will not be paid.

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5.2. Payment Methods

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5.3. Procedure

The billing shall reference the appropriate purchase order number and shall contain, if applicable, adjustments for addition, deletions, or changes in service. MDOT will pay the billed amount in accordance with the bid rate, and the payment terms specified in the purchase order which is net 30 days after the later of the invoice date or the date the Program Manager certifies the invoice indicative of satisfactory completion of each mowing cycle of the entire contract area.

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6. 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 $1000.00 and an additional $50.00 per day for each day Contractor fails to remedy the late or improper completion of the Work.

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1 Revision Date: 10/2018

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