Schedule A - Professional Services - Bidder Box - Clear Lake SP.docx

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Michigan.gov/MiProcurement SCHEDULE A – STATEMENT OF Work Request for Proposal No. 250000001762 Vault and Septic Pumping Services for Clear Lake State Park 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.

IMPORTANT NOTE TO CONTRACTORS/BIDDERS: There are specific requirements for which acceptance must be simply acknowledged through a checkbox(es), and others that require further explanation. Click the appropriate checkbox and complete the entries as appropriate.

BACKGROUND

The purpose of this Request for Proposal (RFP) is to secure a contract for vault and septic pumping services for Clear Lake State Park.

SCOPE

The Contractor shall provide all personnel, equipment, tools, materials, supervision, and other items and services necessary to perform the vault pumping services as described in the requirements detailed herein. The required objectives are to perform vault pumping services in an approved and workmanlike manner without hindrance or delay and to maintain the facility(s) in such a manner that provides a clean, healthy, and safe environment for occupants and visitors of state-owned facilities.

1. Requirements

1.1. General Requirements

The Contractor shall provide septic system and vault toilet pumping and waste disposal services at various sites within Clear Lake State Park. Services will be required at the following locations:

Clear Lake State Park (and various sites as described) 20500 M-33 North Atlanta, MI 49709

Any service no longer required may be canceled from this Contract.

The Contractor must contact the Contract Administrator to arrange schedules and to receive necessary orientation prior to the start of any contracted service.

The Department of Natural Resources operates Clear Lake State Park. Vault toilet facilities are located at the site for use by campers and visitors. Vaults must be pumped as part of regular maintenance and to prevent overflow. Effluent pumped from vaults must be disposed of in a manner that complies with federal and state laws.

Specific information regarding septic tanks and vault toilets is listed on the pricing page.

Frequency of pumping is not guaranteed. Vault pumping service shall be performed on an “on call” basis with completion of each request within 24 hours of call. The Contract Administrator or designee shall make every effort to schedule multiple vault pumps per request.

Pumping of vaults at Clear Lake State Park may conflict with public use of these facilities. The Contractor shall coordinate service with park staff to minimize inconvenience to visitors.

Removing a concrete lid is often required. If there is no lid, the vault toilet shall be pumped through the opening inside the vault toilet.

Any solid matter such as rocks, bottles, cans, etc., shall be removed as much as possible and secured in plastic bags (supplied by the Contractor) and left behind vault toilet for retrieval by a state employee.

After pumping is completed, the interior of the vault toilet shall be left in a clean condition and disinfected with a bleach or equally effective solution. The area surrounding the vault toilets shall be left at least as clean as when the Contractor arrived at the site.

Safety lights shall be in operation whenever the Contractor’s vehicle is on State trails.

Disposal of all effluent shall be through an Environment, Great Lakes & Energy (EGLE) approved septage waste receiving facility or be land applied in accordance with state and federal laws.

Removal, transport, and disposal of septage wastes shall be done in accordance with the requirements of Part 117, Septage Waste Servicers, Natural Resources and Environmental Protection Act, 1994 PA 451, as amended (NREPA).

Contractor must be licensed through EGLE to remove and transport septage waste.

EGLE land permit is required for property used for land application of septage waste.

If not land applied, Contractor must dispose of septage waste at an EGLE authorized septage waste receiving facility.

List all exception(s):

Bidder must describe how they comply with the above requirement(s):

2. Service Requirements

2.1. Timeframes

Frequency of pumping is not guaranteed. The Contract Administrator or designee shall make every effort to schedule multiple vault pumps per request.

List all exception(s):

2.2. Delivery

Vault pumping service shall be performed on an “on call” basis with completion of each request within 24 hours of call.

List all exception(s):

Bidder must identify its plan for delivery and delivery method(s):

3. Staffing

3.1. Contractor Representative

The Contractor must appoint a Contractor Representative 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 14 calendar days before removing or assigning a new Contractor Representative.

List all exception(s):

Bidder must identify its Contractor Representative:

3.2. Customer Service Toll-Free Number

The Contractor must specify its toll-free number for the State to contact the Contractor Representative. The Contractor Representative must be available for calls during the hours of 8:00 am to 5:00 pm EST.

List all exception(s):

Bidder must identify its Customer Service Toll-Free Number:

3.3. 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.

Bidder must provide detailed information as requested in the above requirement(s).

The legal business name, address, telephone number of the subcontractor(s).

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 Bidder.

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.

Bidder must provide information based on the work performed by all subcontractors

Total percentage of work that will be performed by subcontractors:

Total percentage of subcontracted work that will be performed by GDBE subcontractors:

3.4. 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.

The Contractor’s staff may be required to make deliveries to or enter State facilities. The Contractor 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.

List all exception(s):

Bidder must explain any additional security measures in place to ensure the security of the State and its facilities:

4. Project Management

4.1. Meetings

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

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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.

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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.

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6. Ordering

6.1. Authorizing Document

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

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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); (g) vendor-generated invoice number and (h) total price. Overtime, holiday pay, and travel expenses will not be paid.

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7.2. Payment Methods

The State will make payment for Contract Activities via EFT.

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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.

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9. Additional Requirements

9.1. 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.

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9.2. 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.

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9.3 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.

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9.4 License Requirements

The Contractor must be licensed by the Michigan Department of Environmental Quality to remove and transport Septic Tank Waste.

Removal, transportation, and disposal of septic wastes shall be done in accordance with the requirements of Part 117, Septage Waste Servicers, Natural Resources and Environmental Protection Act (NREPA), 1994 PA 451, as amended.

Provide the name and address of the septic treatment facility which will be used for this service.

List all exception(s):

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