Schedule A - Prof Services Atlanta Facility Final 2018.docx

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STATE OF MICHIGAN

Janitorial Services for Atlanta Facility

RFP #: 180000000953

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

This bid is for janitorial services for the MDOT Atlanta Facility at 13490 M-32-M-33 Atlanta, MI 49709. This will result in a 3 year contract with 2, 1-year options to extend.

SCOPE

The Contractor shall provide all personnel, equipment, tools, supervision and other items and services necessary to perform the services as described in the attached Location Specification Sheet(s) (LSS).

REQUIREMENTS

1. General Requirements A. The Contractor must provide all personnel, equipment, tools, materials, supervision, and other items and/or services necessary to perform the Contract Activities as described in Section 1.1 Specifications, and the Location Specification Sheets. The required objective is to maintain the facilities in such a manner that the location provides a clean, healthy and safe work environment for occupants and visitors of State-owned or leased facilities.

B. The State reserves the right to modify the services required under this contract to meet the State of Michigan’s future needs including adding additional locations within the regions.

C. Refer to Location Specification Sheets for hours of basic janitorial cleaning.

D. Refer to Location Specification Sheet for days and hours of periodic services.

E. The State of Michigan will not pay for unperformed service as determined by its applicable Program Manager.

F. The Contractor will not be paid for services performed on State Holidays unless pre-approved in writing (email acceptable) by Program Manager or designee.

G. State Holidays include:

New Year’s Day Martin Luther King, Jr. Birthday Presidents Day Memorial Day Independence Day Labor Day Veteran’s Day Election Day Thanksgiving Day (Thursday and Friday) Christmas Eve Christmas Day New Year’s Eve

1.1. Transition

As described in Standard Contract Terms section # 25.

2. Acceptance

2.1. Acceptance, Inspection and Testing

1. The following criteria will be used by the State to determine Acceptance of the Contract Activities under this RFP.

i) The Program Manager or designee may conduct daily inspections for compliance with Section 1.1 Specifications, noting any deficiencies. The Program Manager or designee will make the final determination as to whether any task has been satisfactorily performed.

ii) The Program Manager or designee will maintain a record of complaints from the agency or departmental staff and provide record of complaints to the Contractor. The record will identify areas requiring special attention, on the day the complaint was received.

iii) The Contractor must remain responsible to make any necessary changes if the Program Manager or designee determines that any task has not been performed adequately or satisfactorily. Contractor must correct the deficiency within 1 business hour for basic Snow Removal and make arrangements with the Program Manager for other services reported.

Deductible Incidents, Escalation and Vendor Performance

2. Contractual Deductions and Deductible Incidents

i) Deductible Incidents include, but are not limited to:

(1) Failure to Respond to Emergency Situations

(2) Unsatisfactory Conditions

(3) Incomplete or Missing Records or Reports

ii) Failure to Respond to Emergency Situations

(1) In the event of an emergency, the Program Manager or Designee will telephone the assigned Key Personnel.

(2) Key Personnel failure to respond to the Program Manager or Designee within TWO (2) hours of the initial call may result in a $250.00 invoice deduction and an additional deduction of $100.00 for every 1 hour of delay.

Unsatisfactory Conditions

iii) The Program Manager or Designee is authorized to determine whether Contract Activities are satisfactory.

iv) If the Program Manager or Designee determines any Contract Activity has not been adequately performed, the Program Manager or Designee will immediately notify the Contractor of the unsatisfactory condition.

v) The Contractor must correct the unsatisfactory condition within one (4) business hours from notice of the deficiency.

vi) Failure to correct the unsatisfactory condition within one (1) business hours may result in a $50.00 per business hour invoice deduction for the first additional hour, and a $100.00 deduction for each additional continuous hour.

2. Escalation (Contract Compliance)

1. First Instance –

i) If the Program Manager or designee determines the Contractor is non-compliant with the terms, conditions and / or specifications of the contract, or a Deductible Incident or Condition has occurred, the Program Manager or designee will:

(1) Verbally notify the Contractor of the situation or issue

(a) Provide a description of the non-compliance or Deductible Incident or Condition.

(b) Specify a date by which the issue must be resolved.

(2) The Contractor should provide the Program Manager or designee with a verbal root cause analysis and corrective action plan.

(3) The Program Manager or designee will preserve a written record of the issue, proposed resolution, and time frame for inclusion in the annual Contract Compliance Report, and provide a copy to the Contractor.

2. Second Instance –

i) If resolution is not achieved, or the issue arises again, the Program Manager or designee will:

(1) Schedule an in-person meeting with the Contractor and provide, in writing:

(a) A description of the specific problem

(b) A description of the actions the Contractor is expected to take to resolve the problem

(c) A date by which the Contractor is expected to resolve the problem

(d) Notify Contractor of the intent to exercise the Contractual Deduction

(e) Request, in writing, the Contractor’s root cause and corrective action plan.

(f) Program Manager or designee should preserve a written record of the meeting, expectations and resolution for inclusion in the annual Contract Compliance Report, and provide a copy for the Contractor.

(g) Exercise the Contractual Deduction as a deduction from the next invoice.

(h) Enter a Vendor Performance Report in SIGMA.

3. If resolution is not achieve or the issue arises again, a written notice of termination may be sent to the Contractor.

4. In the event a contract is cancelled, the State may award the contract to the next lowest qualified bidder.

Contractor Agrees to adhere to the requirements noted in Section 5.0 Service Levels.

☐ Contractor Agrees If Contractor takes exception to any portion of Section 5.0 Service Levels, Contractor to provide detail of exception in Response Box, below.

2.2. Final Acceptance

As described in Standard Contract Terms Section # 16.

3. Staffing

3.1. Contractor Representative

The Contractor must appoint 1 Contractor Representative, 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.

3.2. Customer Service Toll-Free Number

The Contractor must specify its toll-free 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.

3.3. 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.

3.4. Work Hours

The Contractor must provide Contract Activities during the hours listed on each LSS sheet unless otherwise approved by the contract administrator with possible night and weekend hours depending on the requirements of the project.

3.5. Key Personnel

The Contractor must appoint 1 individual who will be directly responsible for the day-to-day operations of the Contracted Facilities (“Key Personnel”). Key Personnel must be specifically assigned to the State account, be knowledgeable on the contractual requirements.

Contractor’s Key Personnel must be on-site during times agreed to by contract administrator and key MDOT personnel.

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 $1000.00 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 $1000.00 credit specified above, Contractor will credit the State $50.00 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 $1450.00 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 $1450.00 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: Contractor to perform security and background checks on all employees working in M.D.O.T. facilities. Contractor will also provide employees security and confidentiality training. Contractor employees will be given access to state facilities with access fobs or key code access.

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 Contractor or Contract Administrator can request project review meetings for purposes of scheduling regular work, quarterly, or semi-annual services as well as product reviews prior to using new products.

4.2. Meetings

The Contractor must attend the following meetings:

Mandatory Pre-bid, as described in the Proposal Instruction and Vendor Questions worksheet.

A kick off meeting shall be scheduled and attended by the contractor representative and any other applicable personnel at each facility within 30 days of contract acceptance.

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

5. Ordering

5.1. Authorizing Document

The appropriate authorizing document for the Contract will be a Master Agreement and Delivery Order.

6. Invoice and Payment

6.1. Invoice Requirements

All invoices submitted to the State must include: (a) date; (b) Master Agreement; (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 or pro-card.

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 $250.00 and an additional $50.00 per day for each day Contractor fails to remedy the late or improper completion of the Work.

Version 1 Revised Date: 7/28/2017