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STATE OF MICHIGAN

Request For Proposal No. 190000003023 Quality of Life Meeting Recordings - Audio

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 Department of Natural Resources (DNR) – Natural Resources Commission (NRC) convenes regular monthly meetings and additional special meetings for public discussion of issues that pertain to the DNR. The Michigan Open Meetings Act requires an official record of NRC public meetings. DNR chose electronic media as the method of recording NRC public meetings.

SCOPE

The DNR requires an official audio record of monthly NRC meetings. This contract will also cover meeting recordings for the Michigan Department of Agriculture and Rural Development (MDARD) and the Department of Environment, Great Lakes and Energy (EGLE) on an on-call basis.

REQUIREMENTS

1. General Requirements

1.1. General Requirements

The Contractor must provide Deliverables/Services and staff, and otherwise do all things necessary to amplify all NRC committee meetings and audio record select committee meetings to meet Michigan Open Meetings Act requirements. Audio recording will typically be required for the Committee as a Whole session and the General Business Meeting session; however, the DNR Program Manager may request recording of any committee meeting. The Contractor will set up equipment before the first committee meeting begins, amplify all meetings for the audience, audio record proceedings during the select meetings, and dismantle equipment following meeting adjournment.

The Contractor must use equipment that produces high quality, clearly audible recordings on CD or DVD and it is preferred that the Contractor have the capability to provide digital MP3 and/or MP4 recordings.

The Contractor must provide service at any meeting that may continue to the following day. The continuation of meetings may be unplanned and occur at short notice.

The Contractor must be at the meeting site one hour before the first committee meeting convenes to set up equipment.

The Contractor must provide the CD(s) or DVD(s) with meeting recording to the NRC immediately following the final meeting adjournment. Meeting recordings will be owned by NRC/DNR with no copyright laws attached.

The Contractor must be able to provide the option of CD(s), DVD(s), digital MP3 or MP4 recordings for MDARD and EGLE.

1.2. DNR – NRC Meetings

The Contractor must provide services for all Regular NRC committee meetings. Regular meetings are held once per month. A yearly meeting schedule is typically published in December of the prior year.

Regular meetings may be held at any location in Michigan. If the meeting location is not determined at the time the yearly schedule is published, the Contractor will be advised of the location within 60 days prior to the meeting date.

Regular meetings may convene at varying times during the day. The Contractor will be provided an agenda with meeting timetable within 14 calendar days of the meeting.

The Contractor must provide recording services for Special meetings as needed. Amplification and/or recording may be required if a special meeting is subject to the Open Meeting Act. Contractor will be notified at least 18 hours prior to the meeting when services are required. Special meetings may be held at any time and at any location in Michigan.

1.3 MDARD and EGLE Meetings

The Contract must be able to provide on-call services for MDARD and EGLE meetings. The contractor will be provided an agenda for the on-call meetings 7-10 days prior to the meeting. The state will make every effort to provide an agenda and location in a timely manner.

1.4 Additional Services (DNR Only)

The Contractor will pick up meeting materials in the NRC Office (located in Constitution Hall, 525 W. Allegan Street, Lansing) and deliver to the meeting site no less than one hour before the meeting convenes. Materials will be available for pickup by 3:00 p.m. on the day prior to the meeting. The Contractor must return meeting materials to the NRC Office within two (2) business days of meeting adjournment.

Materials for Contractor pickup are typically packed in a 12”x10”x22” travel case weighing approximately 50 pounds; and a 7”x7”x24” travel case weighing approximately 15 pounds.

1.5 Travel Expenses

The Contractor may be reimbursed for mileage and lodging travel expenses if a meeting is held at a location outside the Greater Lansing Area. Outside the Greater Lansing area is defined as exceeding 25 miles via the shortest route, as determined by Mapquest or similar program, from Lansing to meeting location city.

Mileage and lodging expenses will be reimbursed in accordance with the current standard rates as defined by the State of Michigan Travel Regulations.

Mileage expense will be reimbursed at the standard state rate in effect at the time the expense is incurred (currently $0.38 per mile). Mileage for reimbursement will be calculated from Lansing OR the Contractor’s principal place of business, whichever results in the least number of miles.

Lodging fees will be reimbursed at the standard state rate in effect at the time the expense is incurred (currently $85.00 + applicable taxes per night) or actual cost, whichever is less. Contractor must obtain prior approval from agency Program Manager for any overnight lodging

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

List all exception(s):

2. Services Levels

2.1. Delivery

Delivery will be expected immediately following the NRC meeting.

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.

Response: Provide contractor representative information. (Name, E-mail, Phone, Address)

3.2. 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.

Response: Provide customer service number.

3.3. 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.

3.4. Key Personnel

The Contractor must appoint 1 Audio Sound and Recording specialist 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 48 hours.

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 $100.00 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 $100.00 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 $1,500.00 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 $1,500.00 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.

Response

Name of Key Personnel:

Description of functions performed:

Résumé provided with proposal response: |_|Yes |_|No

3.5. 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

Subcontractor’s legal business name, address, and telephone number:

Description of the subcontractor’s organization:

Information concerning subcontractor’s ability to provide the Contract Activities:

The relationship of the subcontractor to the Contractor:

Indicate (yes or no) if 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:

Of the total bid, the price of the subcontractor’s work:

3.6. 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.

4. Project Management

4.1. Project Plan

The Contractor will provide services as specified and have backup audio equipment available to ensure no lapse in recording occurs due to equipment failure or defective media.

4.2. Meetings

The Contractor must attend a kick-off meeting within 30 calendar days of the Effective Date.

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

4.3. Equipment

At a minimum, Contractor must provide a recording system that includes eight (8) microphones and two (2) speakers.

The following equipment or equivalent will be utilized in the performance of this Contract:

Yamaha EMX 312 Powered Mixer Tascam CD-RW 900 SL CD RE-writable Recorder AKG D9000 Omni-Directional microphones Kustom Speakers KPS12 with Tripod Stands Table Top Microphone Stands and Cables

Response: Provide equipment that will be used.

4.4 Recording Media

The Contractor must record meetings to CD or DVD media (DVD must be single-layer, single-sided). MDARD and EGLE gives preference to having the capability to provide digital MP3 and/or MP4 recordings. High quality discs must be used to produce clearly audible recordings and to avoid degeneration of sound quality. DNR prefers recording to DVD to lessen the number of discs necessary to record entire meetings.

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

List all exception(s):

5. Pricing

5.1. 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.

5.2. 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.

6. Ordering

6.1. Authorizing Document

The appropriate authorizing document for the Contract will be Delivery Order.

7. Invoice and Payment

7.1. 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.

7.2. Payment Methods

The State will make payment for Contract Activities by EFT.

7.3. Procedure

Invoices must be submitted to NRC within five business dates following each meeting.

8. 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 $100 per day for each day Contractor fails to remedy the late or improper completion of the Work.

Rev. 5/2019