schedule_a_prof_services-outline_format.North Region Rug and Uniform rental.docx

Michigan.gov/MiProcurement

Contractor must enter company name here

Michigan.gov/MiProcurement schedule a – statement of work contract activities Request For Proposal No. 230000001877 Rug & Uniform Rental Services for MDOT North Region facilities 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.

BACKGROUND

The Michigan Department of Transportation (MDOT), North Region facilities, are looking for rug and uniform rental services for six facilities within the Region, in Atlanta, Mio, Hillman, Gaylord, Cadillac and Traverse City.

SCOPE

Contractor will provide rug rental service (weekly or monthly) at six locations along with uniform rentals (weekly) at the Atlanta location.

1. Requirements

1.1. General Requirements

The Contractor must provide the following weekly/monthly rental items (quantities and delivery frequency identified in Schedule B Pricing-Attachment 1:

Work Pant

Work Shirt

3x5 Comfort Mat

4x6 Logo Mat

3x5 Mat

4x6 Mat

3x10 Mat

2.5x3 Mat

1.2. General Requirements – Rental services

The Contractor will provide services to six (6) locations within the North Region.

1.3. General Requirements – Pickup and Delivery

Pick-up and Delivery Locations - Hours

7:30 a.m. – 4:30 p.m.

6:00 a.m. – 4:00 p.m.

6:00 a.m. – 1:00 p.m.

7:30 a.m. – 4:00 p.m.

7:00 a.m. – 3:30 p.m.

MDOT Cadillac Rest Area

2. Services Levels

2.1. Timeframes

All Contract Activities must be delivered within 60 business days from receipt of order. The receipt of order date is pursuant to the Notices section of the Standard Contract Terms.

2.2. Delivery

Delivery will be expected within 7 calendar days upon date of order. Delivery will be made at the locations specified in General Requirement Section 1.3.

3. Acceptance

3.1. Acceptance

Final acceptance will be provided by the Program Manager or assignee by approving the invoice to pay.

4. Staffing

4.1. Contractor Representative

The Contractor must appoint one (1) individual(s) 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”). Bidder must identify its Contractor Representative.

The Contractor must notify the Contract Administrator at least 15 calendar days before removing or assigning a new Contractor Representative.

4.2. 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 8:00 am to 5:00 pm EST.

4.3. 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 8:00 am to 5:00 pm EST.

4.4. Work Hours

The Contractor must provide Contract Activities during the State’s normal working hours Monday – Friday, 7:00 am to 4:00 pm EST and possible night and weekend hours depending on the requirements of the project.

4.5. 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.

4.6. Security

The Contractor will be subject the following security procedures:

The Contractor must explain any additional security measures in place to ensure the security of State facilities. The State may require the Contractor’s personnel to wear State issued identification badges.

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

6. Pricing

6.1. Price Term

Pricing is firm for the entire length of the original Contract. Pricing requests can be considered at the time of Option Year only.

6.2. 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.

7. Ordering

7.1. Authorizing Document

The appropriate authorizing document for the Contract will be a Delivery Order (DO).

8. Invoice and Payment

8.1. Invoice Requirements

All invoices submitted to the State must include: (a) date; (b) delivery order number; (c) quantity; (d) description of the Contract Activities; (e) unit price; (f) shipping cost (if any); (f) vendor-generated invoice number and (h) total price. Overtime, holiday pay, and travel expenses will not be paid.

8.2. Payment Methods

The State will make payment for Contract Activities via EFT

9. Reserved

10. Service-Level Agreements (SLAs) A. The Contractor will be held accountable to meet the requirements and the service level requirements established in this Contract.

B. The State reserves the right to reconsider or amend SLA amounts for split awards should they occur.

C. Please Note: Should bidders require clarification or have any questions with regard to the SLAs, they should submit them during the Question and Answer Period of this solicitation; please see the Proposal Instructions for the timeline.

Service Level Agreements for this Contract will be as follows:

SLA Metric 1. Timely Deliveries

The entire order will be received on the same day unless a partial delivery has been approved in advance by the Program Manager.

2. Extenuating circumstances must be communicated by the Contractor to the Program Manager prior to the scheduled delivery date and time.

3. Items, brands, and quantities delivered will match the Order Confirmation exactly.

4. The entire order must be delivered on the same day unless a partial delivery has been approved in advance by the Program Manager.

5. Orders not received in their entirety, as determined by a review of the Data Sources, will be considered inaccurate.

The acceptable standard is 100% compliance

2. $300.00 may be assessed beginning with the sixth occurrence of non-compliance and on each occurrence thereafter in a given calendar year.

Extenuating circumstances will be reviewed by the Program Manager before any Service Credits are assessed.

At the discretion of the State, these credits may be applied toward any payable due to the Contractor or be payable directly to the State. Payments made directly to the state will be completed within 10 days of notice of assessment.

List all exception(s):

1 Revision Date: 10/2018

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