Schedule A - Professional Services - Bidder Box.docx

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Michigan.gov/MiProcurement SCHEDULE A – STATEMENT OF Work Request for Proposal No. 250000000553 Ski Trail Grooming for Vasa Ski Pathway 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 Michigan Department of Natural Resources (DNR), Parks and Recreation oversees the use and maintenance of the VASA Pathway. During the winter months many of the trail ways are used for cross country skiing; the VASA Pathway located in the Pere Marquette State Forest is one of the designated cross country skiing trails. See Attachment B – Map.

SCOPE

The Contractor will provide all personnel, equipment, tools, materials, supervision, and other items and services necessary to create and groom the cross-country ski trails of the VASA Pathway. The VASA Pathway consists of three sets of cross-country ski loops. For seasonal grooming of the VASA Trail: Headquarters; 10k; 25k loops. The trails are served by two parking areas: one off Supply Road; the other off Bartlett Road. The trails are to be groomed up to 3 times per week when conditions are favorable. Grooming should not be done when snow temperatures are above 33° F. Grooming reports are to be sent to the DNR Project Manager within 24 hours of each groom. Reports must include sections of the trail groomed, equipment used, time spent and comments on trail and snow conditions. If the entire trail system does not need grooming or sections of the trail cannot be groomed, service may occur on loop segments of the trail and the Contractor will be reimbursed on a partial groom rate for each loop groomed.

Anticipated service period for the contract is December 1st to March 31st during each year of the contract term. If weather and trail conditions merit, the service period may be extended beyond March 31st. Any service period extensions must be approved by the DNR Project Manager.

1. Requirements

1.1. General Requirements

The Contractor must provide Deliverables/Services and staff, and otherwise do all things necessary for or incidental to the performance of work, as set forth below:

Minimum Equipment Requirements:

Contractor must have equipment to adequately perform the specified services.

(a) Snow Cat Groomer or other professional snow grooming equipment with grooming attachment and classic track setter or equal machine with minimum horsepower rating of 70 HP. The grooming attachment must be 7’ wide minimum and 12’ wide maximum, must have a hydraulic tiller, and must be capable of setting a single classic track.

(b) Snowmobile with ability to pull grooming equipment.

(c) Pull-behind rollers or compaction pans/bars to pack trail.

(d) Ginzu Groomer or equal pull-behind grooming implements.

The grooming equipment must be capable of removing ruts or ski tracks, processing the snow, compressing the processed snow uniformly across the trail, setting up a smooth trail with no berms between groomer passes and setting classic tracks. The equipment must be capable of processing icy snow or old snow into granular snow that can be packed and hold tracks.

Bidder shall list (in response area below) equipment to be used for the Contract. If using alternate equipment, product literature must be provided.

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Service Specifications:

(a) Pre-season grooming (i.e. packing after first appreciable snowfall of the season) and or light touch up grooming using a snowmobile with pull-behind implement(s) shall be performed at the contract price for the pre-season grooming/touch-up for entire 16.7 trail system or by the loop. No pre-season packing or grooming will be performed prior to December 1.

(b) The first complete groom will occur on the day that snow accumulation on the trail reaches an acceptable level (normally six inches) as measured by the Contract Administrator.

(c) Snow grooming services will occur:

1. Within 24 hours of request for service by the Contract Administrator or designee.

2. On Monday and Friday unless mutually agreed upon by the Contract Administrator and the Contractor.

3. The annual service level is estimated to be 36 complete grooms per season. The annual service period is for four (4) months, December 1 through March 31.

(d) Grooming will be performed using the groomer unless snow conditions, breakdowns, etc. require the use of a snowmobile.

(e) A complete groom is one full maintenance operation for the entire 16.7 mile length of the trail system. All loops require one pass with the groomer to create a skate lane on one side and one classic track on the other side. If a snowmobile with pull-behind implement is operated, multiple passes may be used to groom the skate lane and set the classic track. The skate lane may be groomed with a drag if conditions warrant.

(f) If unforeseen circumstances or conditions prohibit grooming the entire trail system, the Contractor will be compensated for completely groomed loops only. Pricing for each loop is provided in Section XI, Pricing Sheet.

(g) Snow grooming services shall occur:

1. A typical grooming schedule would be Friday, Saturday and Tuesday nights. Additional grooms may be authorized by the Project Manager (or his/her designee) as weather and trail use indicates. Grooming should generally be done between 10pm and 8am to minimize conflicts with skiers and to allow at least one hour for the trail to set up before expected use.

2. On any day when new snow from the most recent day of grooming equals or exceeds four inches as determined by the DNR Project Manager or the Contractor.

3. Up to three (3) times per week.

4. Careful attention must also be given to temperature, humidity, and grooming speed to maximize the effectiveness of each groom. Grooming should not be done when snow temperatures are above 33 degrees Fahrenheit.

(h) Powered tiller grooming shall be done when new snow depth or trail surface conditions warrant.

(i) Passive pull-behind grooming implements shall be used for service depending upon trail conditions. The DNR Project Manager and the Contractor will mutually agree upon trail conditions that warrant use of powered and passive grooming equipment.

(j) Upon approval and agreement by the DNR Project Manager, the Contractor may have the ability to use his/her discretion as to when to groom after blizzard snowfall or during spring freeze/thaw conditions. The Contractor will be expected to use his/her professional expertise with consideration given to the snow conditions, skier safety and potential for erosion or damage to the trail.

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

2. Service Requirements

2.1. Timeframes

All Contract Activities must be delivered within 24 hours of requested service. The receipt of order date is pursuant to the Notices section of the Standard Contract Terms.

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3. Staffing

3.1. Contractor Representative

The Contractor must appoint one Contract 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 15 calendar days before removing or assigning a new Contractor Representative.

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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.

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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.

· Geographically Disadvantaged Business Enterprise Sub-Contractors: (For use in Contracts that are expected to be over $5 million in total value). If contractors plan to utilize subcontractors to perform more than 20% of the deliverables under this contract, at least 20% of that subcontracted work must be awarded to Michigan-based Geographically Disadvantaged Business Enterprises (GDBE). Contractor will submit a plan detailing all subcontractors to be used, including the percentage of the work to be done by each. Contractor must inform the State to the name and address of the GDBE, the percentage of the work they will complete, the total amount estimated to be paid to the GDBE, and provide evidence for their qualifications as a GDBE. If contractor cannot find GDBE subcontractors to meet this requirement they must provide reasoning and justification to receive an exemption from this requirement from the State. (Existing business relationships will not be an approved reason for this.)

GDBE definition: "Geographically Disadvantaged Business Enterprise" also known as GDBE, is a Michigan-based business that satisfies one or more of the following: (i) Is certified as a Michigan HUBZone Small Business Concern by the United States Small Business Administration. (ii) Has a principal place of business located within a Qualified Opportunity Zone within Michigan. (iii) More than half of its employees either work at a secondary location or have a principal residence located within a Qualified Opportunity Zone within Michigan, or both.

Additional information on GDBEs can be found here:

Michigan GDBE Website 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. Meetings

The State may request meetings, as it deems appropriate.

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4. Pricing

4.1. 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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4.2. 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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5. Ordering

5.1. Authorizing Document

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

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

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6.2. Payment Methods

The State will make payment for Contract Activities via EFT.

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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 $25.00 per day for each day Contractor fails to remedy the late or improper completion of the Work.

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