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STATE OF MICHIGAN

Request For Proposal No. 511 180000003418

(proposal title/description)Medical Apparel and Accessories

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, andquestion and explain how it will fulfill each requirement. Attach any supplemental information and appropriately reference within your response.

[Read and delete: To view a list of questions that should be considered when drafting a Statement of Work, visit the link below: http://inside.michigan.gov/Procurement/Documents/SOW%20interview%20questions%208-26.pdf

BACKGROUND

[Read and delete: This section is typically short in length and provides an overview of the project. Identify the business objective; any concurrent projects; systems and/or programs impacted by this request; federal rulings; public acts impacting the project; requirements, etc.] D. J. Jacobetti Home for Veterans (DJJHV) provides medical and assistive long-term care to Veterans and their dependents in a safe, home like healthcare environment 24 hours, 7 days per week. DJJHV is a 184-bed skilled care facility nursing facility located at 425 Fisher Street, Marquette, MI 49855.

Currently, there are 157 employees eligible for this agreement.

This contract is for a 1 year period with an optional 4, 1 year extensions.

SCOPE

The Contractor shall provide all personnel, equipment, tools, materials, supervision, and other items and services necessary to supply the commodities as described in the specifications herein. The Contractor will furnish on-site service to deliver the commodities, including medical apparel, shoes, and approved medical supplies. [Read and delete: This section briefly states what the scope of work does and does not cover. The scope of work paragraph should be limited to what is necessary to convey the intent of the contract. It may include a statement of the extent of work to be performed, a brief overview of the steps involved with the project, a short description of the methodology to be used, or a description of the location of the work.] Exact quantities of medical style clothing and accessories to be purchased are unknown, however the selected Contractor will be required to furnish all such items on the approved list that are ordered during the contract period. Quantities specified if any, are estimates based on prior purchases, and the State is not obligated to purchase in these or any other quantities. The State will only pay for actual purchases. A list of items allowed for purchase will be agreed upon between the Contractor and the facility.

REQUIREMENTS

Contractor must be available to assist employees in selection of approved medical style clothing and accessories, and fitting of same – within the City of Marquette, Michigan. Employees will place orders onsite or within the purchase window period mutually agreed upon between contractor and facility.

[Read and delete: Describe the specific requirements the Contractor will be required to provide. Identify the phases of the project and requirements specific to each phase; specific systems, applications, and locations that are involved; and a timeline for completion of the major elements of the project, if applicable.] [Read and Delete: This list should be used as a template. The requirements identified are not mandatory, and the list is not exhaustive. Any additional requirements must be added. If a requirement is not applicable, delete the entire section, including number and title and renumber.]

· The Contractor will be on-site for a two-day period in both October and April. Dates to be determined.

· The Contractor will have the below listed available on-site (at a minimum):

a) Medical apparel in sizes XS-5X for both men and woman

b) Women’s shoes in sizes 6-11

c) Men’s shoes in sizes 9-13

d) Medical supplies: pulse oximeters, blood pressure cuffs, stethoscope, etc.

· The Contractor must have adequate space for the employee to try on apparel.

· The Contractor is responsible to track the eligible employees purchase and submit a copy of the invoice for each employee to DJJHV, along with a final itemized bill for payment.

· The Contractor will be paid by DJJHV in the amount of $80 for each eligible person who elects to utilize the program.

· Employee will be directly responsible to Contractor for any amount that exceeds the $80 allotment. The Contractor will have the ability to accept cash, credit card, or check (optional) for employees that spend over the $80 with all accounts being paid in full at the time of purchase.

· Contractor will ship special order items to the facility, marked with the employee’s name. DJJHV will deliver those items to the employee.

Bidder’s Response to “REQUIREMENTS” (Please list your exceptions only or state “No Exception”):

1. General Requirements

1.1. Product Specifications

The Contractor must provide the following:

Quantity Size Color Maximum or minimum dimensions Quality New or used Repairs Maintenance, parts, supplies Manufacturer brand, part number Qualified products list Design, performance, or combination Market grades Material & manufacturing method Industry standards

Bids on alternate brand or manufacturer lines will not be considered.

(OR)

Brands or trade names are for identification purposes only and do not limit the Contractor to such brands or trade names.

Please provide a list of name brands that you carry for medical apparel and shoes including pictures, OR please list a website if applicable.

Bidder’s Response to 1.1 Product Specifications:

(OR)

The Contractor may offer an alternate bid that varies from the specifications. An alternate bid must clearly describe all variances from the specifications and the proposal must include descriptive literature that contains complete specifications, if available.

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.

The State reserves the right to require additional warranties other than those identified by the Contractor in its response to this RFP.

Bidder’s Response to 1.2 Warranties:

1.3. Recall Requirements and Procedures

Describe any recall requirements and procedures.

(OR)

The Contractor must describe any recall procedures.RESERVED

1.4. Quality Assurance Program

Explain your Quality Assurance Program(s).RESERVED

1.5. Incentives

[Read and Delete: Explain any special incentives or services including, but not limited to, return policies, trade-in programs, quantity discounts, etc.]RESERVED

2. Service Levels

2.1. Time Frames

All Contract Activities must be delivered within [insert length of time desired for delivery] 20 business days 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 [xx]20 calendar days upon date of order for special order items not available at time of site visit. Delivery will be made and/or sent to: at DJ Jacobetti Home for Veterans, 425 Fisher Street, Marquette, MI 49855 _______.

Bidder’s Response to 2.2 Delivery (Please list your exceptions only or state “No Exception”):

2.3. Installation

Installation will be expected within [xx] calendar days upon date of order. Installation will be considered complete when _______.RESERVED

2.4. Technical Support and Repairs

When providing technical support, the Call Center must resolve the caller’s issue within [xx] minutes. If the caller’s issue cannot be resolved within [xx] hours, on-site service must be scheduled. The on-site service must be performed within [xx] hours of the time the issue was scheduled for service.

Please provide a telephone number for contact.

Bidder’s Response to 2.4 Technical Support and Repairs:

2.5. Maintenance

On-site maintenance must be performed every [xx] calendar days.

(OR) RESERVED

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

2.6. Training

The Contractor must provide the following training: [Identify the training requirements.]

(OR)RESERVED

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

2.7. Reporting

The Contractor must submit to the [Program Manager, or identify the individual(s) reports should be delivered to]Program Manager, the following written reports: [Identify the type and frequency of reports required] Invoice for each employee that elects to utilize the program. The original list of employees eligible (that will be provided by DJJHV) marking the employees who elect to utilize the program and a final invoice.

Bidder’s Response to 2.7 Reporting (Please list your exceptions only or state “No Exception”):

(OR)

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

2.8. Meetings

The Contractor must attend the following meetings:

[Insert any mandatory meetings, e.g., Kick-off meeting within 30 calendar days of the Effective Date]

The State may request other meetings as it deems appropriate.RESERVED

3. Staffing

3.1. Contractor Representative

The Contractor must appoint [insert number and types of positions (e.g. 1 Service Manager, Product Representative)] individuals, 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 [insert number of days]14 calendar days before removing or assigning a new Contractor Representative.

Bidder’s Response to 3.1 Contractor Representative (Please list your exceptions only or state “No Exception”):

3.2. Key Personnel

The Contractor must appoint [insert number and description of the Key Personnel] individuals who will be directly responsible for the day to day operations of the Contract (“Key Personnel”). Key Personnel must be specifically assigned to the State account, be knowledgeable on the contractual requirements, and respond to State inquires within ____ hours. [Read and Delete: Proposal Manager and Agency to insert other information as necessary.]

Contractor’s Key Personnel must be on-site at [location] during the following times: ____

The Contractor may not remove or assign Key Personnel without the prior consent of the State. Prior consent is not required for reassignment for reasons beyond the Contractor’s control, including illness, disability, death, leave of absence, personal emergency circumstances, resignation, or termination for cause. The State may request a résumé and conduct an interview before approving a change. The State may require a 30 calendar day training period for replacement personnel.

The Contractor must identify the Key Personnel, indicate where they will be physically located, describe the functions they will perform, and provide current chronological résumés. RESERVED

3.3. Non-Key Personnel

The Contractor must notify the Contract Administrator at least 10 calendar days before removing or assigning non-key personnel.RESERVED

3.4. Organizational Chart

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

3.5. Customer Service Toll-Freeelephone Number

The Contractor must specify its toll-freeelephone 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.

Bidder’s Response to 3.5 Customer Service Telephone Number:

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.RESERVED

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.RESERVED

3.8. Security

The Contractor will be subject the following security procedures: [Read and delete: List the required procedures, for example, background checks (types, covered timeframe, and required documentation), clearly identifying uniforms, etc.]

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.RESERVED

4. Pricing

4.1. Price Term

Pricing is firm for the entire length of the Contract.

(OR)

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.RESERVED

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.

4.3 Electronic Catalog

[Read and Delete: If a determination is made that product and pricing information should be displayed in a catalog format, use the language below and attach any applicable templates to the RFP. If the Contractor will be providing a punch-out catalog, then contact the Policy and Training Division, DTMB Central Procurement, for additional language.] To enable catalog management functionality, the Contractor must supply the State with product and pricing information as identified in [insert Schedule B or the appropriate attachment number] of this RFP. The Contractor must supply the State with updated product and pricing information over the duration of the Contract using the then- current catalog template provided by the State. Product and price changes provided in this manner will not take effect until the catalog is updated in the State’s procurement system.RESERVED

5. Ordering

5.1. Authorizing Document

The appropriate authorizing document for the Contract will be master agreement with a delivery order.[Read and Delete: Agency must insert the appropriate authorizing document (e.g. purchase order, blanket purchase order.]

5.2 Order Verification

The Contractor must have internal controls, approved by DJJHVTMB-Procurement, 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.

The Contractor must explain the transportation method (e.g., UPS, FedEx, Contractor fleet, or other third party carrier) it intends on utilizing in delivery of the Contract Activities.

Bidder’s Response to 6.1 Delivery:

6.2. Packaging and Palletizing

Packaging must be optimized to permit the lowest freight rate. Shipments must be palletized whenever possible using manufacturer's standard 4-way shipping pallets.

If shipping charges apply, they will be added to the order.

Bidder’s Response to 6.2 Packaging and Palletizing (Please list your exceptions only or state “No Exception”):

7. Acceptance

7.1. Acceptance, Inspection and Testing

[Read and Delete: The agency will use either the acceptance process defined in Section 16, Acceptance, of the Standard Contract Terms, or define a different process in this section. If specific agency approvals are needed, the agency must identify the responsible position and review process.]

The State will use the following criteria to determine acceptance of the Contract Activities: All deliveries are subject to approval if being shipped to the facility as a “special order”. The items purchased at the facility will be deemed inspected at the time of purchase. Once personnel have opened and approved the products, they will be considered accepted.

7.2. Final Acceptance

[Read and Delete: Final acceptance language to be developed by agency.]RESERVED

8. Invoice and Payment

8.1. Invoice Requirements

[Read and Delete: The agency will use either the invoice language defined in Section 20, Terms of Payment, of the Standard Contract Terms, or define a different process in this section.]

All invoices submitted to the State must include: (a) date; (b) purchasedelivery order (DO); (c) quantity; (d) description of the Contract Activities; (e) costs unit price; (f) shipping cost (if any); and (g) total price and be accompanied by individual receipts for eligible employees..

8.2. Payment Methods

The State will make payment for Contract Activities by EFT (Electronic Fund Transfer). EFT compliance must be arranged prior to Contract award. Contractors must make EFT arrangements utilizing the States SIGMA Vendor Self Service (VSS) portal. Information and access to the VSS portal can be found via: www.michigan.gov/sigmavss [Read and Delete: Agency must identify the appropriate payment method(s) (e.g., EFT or, if approved by the Chief Procurement Officer, P-card).]

8.3. RESERVEDProcedure

[Read and Delete: Identify specific requirements for payment, if required.]

9. RESERVEDProject Plan [Read and Delete: Identify the project plan and how it will be managed, or ask Contractor to propose a project plan. Project plan should identify items such as the required contact personnel; the date the project plan will be submitted to the State; project management process; project breakdown identifying sub-projects, tasks, and resources required; expected frequency and mechanisms for updates/progress reviews; process for addressing issues/changes; and individuals responsible for receiving/reacting to the requested information.]

The Contractor will carry out this project under the direction and control of the Program Manager. Within 30 calendar days of the Effective Date, the Contractor will submit a project plan to the Program Manager for final approval. The plan must include: (a) the Contractor's organizational chart with names and title of personnel assigned to the project, which must align with the staffing stated in accepted proposals; and (b) the project breakdown showing sub-projects, tasks, and resources required.

10. Licensing Agreement The Contractor must provide a copy of any applicable licensing agreement.RESERVED

11. Liquidated Damages [Read and Delete: Dollars must be reasonable with relation to the possible damages suffered by a triggering event and not unconscionable or excessive.] 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.

[Read and Delete: Suggested language for key personnel and liquidated damages is below.]

Unauthorized Removal of Key Personnel will interfere with the timely and proper completion of the Contract, to the loss and damage of the State, and it would be impracticable and extremely difficult to fix the actual damage sustained by the State. Therefore, the State may assess liquidated damages against Contractor as specified below.

The State is entitled to collect $1,000 per individual per day for the removal of any Key Personnel without prior approval of the State.

The State is entitled to collect $1,000 per individual per day for an unapproved or untrained key personnel replacement.

12. Additional RequirementsRESERVED

12.1. Environmental and Energy Efficient Products

The Contractor must provide products that meet the following environmental or energy efficient standards:

(OR)

The Contractor must identify any energy efficient, bio-based, or otherwise environmental friendly products used in the products. Contractor must include any relevant third-party certification, including the verification of a United States department of agriculture certified bio based product label.

12.2. 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.

12.3. 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.

12.4. 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.

Version 1 Revised Date: 7/28/2017