Schedule A - Prof Services Anchor Testing.docx

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STATE OF MICHIGAN

Request For Proposal No. 180000002885 MPSCS Non-destructive testing of 120 guy tower anchors

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.

BACKGROUND

The Michigan’s Public Safety Communications System is in need of a contractor to use Cylindrically Guided Wave Technique to test and evaluate the state of the anchor rods at 120 guy towers across Michigan.

SCOPE

This contract will cover the testing and reporting out of the condition of 100% of each anchor rod in a matter easily understood. This contract will NOT cover any required action to remediate issues found. The MPSCS does have tower analysis reports on the towers involved in this scope should the contractor desire to see the soil samples or any other information off those reports to reduce their work effort. The State reserves the right to subtract sites from the scope of work.

REQUIREMENTS

· The guided wave inspector must hold valid GUL Wavemaker® G3 Level 1, 2 or 3 certification in the use of the WPSS in accordance with the GUL Training and Qualification Scheme. Inspectors holding temporary certification must work under the supervision of an inspector holding a valid Level 1, 2 or 3 certification.

· The testing must be done be means of Non-destructive testing, no excavation allowed for testing.

· Contractor must submit document showing testing methodology, parameters and techniques to perform work.

· Closeout packages must explain condition of anchor rods and proposal of corrective action.

· Need anchor rods checked for external or internal corrosion as well as axial and circumferential cracking.

· Contractor must check-in and check-out to every site upon arrival and exiting.

· Any digging inside compound fenced area shall be hand dug.

· The dirt and stone must be kept separate when digging.

· When cutting of the weed barrier a replacement piece that has a 30 year warranty shall be used to span the cut area.

· Must repair any damage to the anchor rods galvanization.

· When completed, work performed must present a neat and professional appearance.

· Pending weather restrictions, the MPSCS would like this work to be completed in the 2018 calendar year if possible.

1. General Requirements

1.1. Transition

N/A

1.2. Training

N/A

2. Acceptance

2.1. Acceptance, Inspection and Testing

The State will use the following criteria to determine acceptance of the Contract Activities:

· Acceptance of a report for every site outlining the condition and status of each anchor easily identifying areas that need corrective action.

· Photos of holes dug and refilled.

· Any repairs to the anchor rod and re-galvanization if needed.

2.2. Final Acceptance

N/A

3. Staffing

3.1. Contractor Representative

The Contractor must appoint one individual, 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 5 calendar days before removing or assigning a new Contractor Representative.

3.2. Customer Service Toll-Free Number

The Contractor must specify a direct telephone number for the State to make contact with the Contractor Representative. The Contractor Representative must be available for calls during the hours of 7 am to 6 pm EST.

3.3. Technical Support, Repairs and Maintenance

N/A

3.4. 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. This is negotiable based on projects desired timeline.

3.5. Key Personnel

The Contractor must appoint one individual 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 8 hours.

Contractor’s Key Personnel must be on-site during the following times: TBD.

The State has the right to recommend and approve in writing the initial assignment, as well as any proposed reassignment or replacement, of any Key Personnel. Before assigning an individual to any Key Personnel position, Contractor will notify the State of the proposed assignment, introduce the individual to the State’s Project Manager, and provide the State with a resume and any other information about the individual reasonably requested by the State. The State reserves the right to interview the individual before granting written approval. In the event the State finds a proposed individual unacceptable, the State will provide a written explanation including reasonable detail outlining the reasons for the rejection. The State may require a 30-calendar day training period for replacement personnel.

Contractor will not remove any Key Personnel from their assigned roles on this Contract without the prior written consent of the State. The Contractor’s removal of Key Personnel without the prior written consent of the State is an unauthorized removal (“Unauthorized Removal”). An Unauthorized Removal does not include replacing Key Personnel for reasons beyond the reasonable control of Contractor, including illness, disability, leave of absence, personal emergency circumstances, resignation, or for cause termination of the Key Personnel’s employment. Any Unauthorized Removal may be considered by the State to be a material breach of this Contract, in respect of which the State may elect to terminate this Contract for cause under Termination for Cause in the Standard Terms. It is further acknowledged that an Unauthorized Removal will interfere with the timely and proper completion of this Contract, to the loss and damage of the State, and that it would be impracticable and extremely difficult to fix the actual damage sustained by the State as a result of any Unauthorized Removal. Therefore, Contractor and the State agree that in the case of any Unauthorized Removal in respect of which the State does not elect to exercise its rights under Termination for Cause, Contractor will issue to the State the corresponding credits set forth below (each, an “Unauthorized Removal Credit”):

(i) For the Unauthorized Removal of any Key Personnel designated in the applicable Statement of Work, the credit amount will be $10,000.00 per individual if Contractor identifies a replacement approved by the State and assigns the replacement to shadow the Key Personnel who is leaving for a period of at least 30 calendar days before the Key Personnel’s removal.

(ii) If Contractor fails to assign a replacement to shadow the removed Key Personnel for at least 30 calendar days, in addition to the $10,000.00 credit specified above, Contractor will credit the State $1,000 per calendar day for each day of the 30 calendar-day shadow period that the replacement Key Personnel does not shadow the removed Key Personnel, up to $25,000.00 maximum per individual. The total Unauthorized Removal Credits that may be assessed per Unauthorized Removal and failure to provide 30 calendar days of shadowing will not exceed $50,000.00 per individual.

Contractor acknowledges and agrees that each of the Unauthorized Removal Credits assessed above: (i) is a reasonable estimate of and compensation for the anticipated or actual harm to the State that may arise from the Unauthorized Removal, which would be impossible or very difficult to accurately estimate; and (ii) may, at the State’s option, be credited or set off against any fees or other charges payable to Contractor under this Contract.

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.

3.6. Organizational Chart

The Contractor must provide an overall organizational chart that details staff members, by name and title, and subcontractors.

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.

3.8. Security

The Contractor will be subject the following security procedures: MPSCS Background check process and Site Access Procedures.

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.

4. Project Management

4.1. Project Plan

Contractor to propose a project plan. Project plan should identify items such as the required contact personnel; the date the project plan must 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 15 calendar days of the Effective Date, the Contractor must 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.

4.2. Meetings

The Contractor must attend the following meetings:

Project kick-off meting within 9 calendar days of the contract award.

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

4.3. Reporting

The Contractor must explain its reporting capabilities and any reporting that is included in its proposal. The Contractor must submit, to the Site Maintenance Supervisor.

5. Ordering

5.1. Authorizing Document

The appropriate authorizing document for the Contract will be a PO.

6. Invoice and Payment

6.1. 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); and (g) total price. Overtime, holiday pay, and travel expenses will not be paid.

6.2. Payment Methods

The State will make payment for Contract Activities by EFT

6.3. Procedure

Invoices and closeout packages must be submitted to the Site Maintenance Supervisor. Close out package should have pictures and documentation of the testing. Please provide an example of your closeout package/report with your bid.

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 $5,000 and an additional $500 per day for each day Contractor fails to remedy the late or improper completion of the Work. Any unnecessary down time directly impacts public safety for the State of Michigan and will not be tolerated. Any unexpected damage or outages must be reported to the MPSCS - Network Communications Center (NCC) within 1 hour.

Rev. 5/2016