Schedule A - Professional Services.docx

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STATE OF MICHIGAN

Request For Proposal No. 180000003353 Disbursement of Processed Meat to Michigan Charitable Organizations

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 purpose of this Request for Proposal (RFP) is for the Michigan Department of Natural Resources (hereinafter referred to as the DNR) to contract for services with a nonprofit organization for the collection and disbursement of wild game and fish to Michigan’s needy families to meet the requirements of Public Acts 116 and 117 of 2005, referred to hereafter as the sportsmen against hunger program. Recent years have seen a decline in revenue – the DNR is looking for the Contractor to provide insight into creative ways to encourage sportspeople to donate.

The awarded Contract will be set up to allow the Contractor to process payment to the Processors for the yearly agreed upon amount (last year it was .80 per pound) and the DNR will reimburse the Contractor the exact amount with provided documentation. It is anticipated that the Contractor will also be reimbursed an Administrative Fee for actual expenditures incurred (printing, mailing, etc.) to run the program. It is anticipated that the staffing to run this program will be done by volunteer.

The DNR will, by contracting for services with a nonprofit organization, meet the objectives of the sportsmen against hunger program. The success of this program is, however, contingent upon elements being in place that go beyond the mechanics of the DNR collecting cash donations, contracting for services and evaluating the Contractor’s performance. These elements are incorporated into this work statement and will be used in the selection and award of the Contractor.

Budgets for previous years based on Revenue:

It is the preference that one Contractor be awarded this project for the entire state, however, other proposals will be considered. The DNR reserves the right to award either one or multiple contracts, whichever is in the best interest of the State. The awarded contract will be for three years with three one-year options to extend.

SCOPE

This program is funded completely by donations which the sportspeople of Michigan donate to this cause. The amount of meat which can be processed in any given year will be dependent upon the prior years donations. It is imperative that the Contractor understand that they will be given direction from the DNR Project Manager as to the budget for each year and they are to stay within the budget for cost reimbursable administrative costs and processing fees.

The Contractor will:

· Communicate with sportsmen and sportswomen the sportsmen against hunger program, including the positive impact of the program on deer and goose management in Michigan, how and where to make a financial donation and on how and where to donate a deer. All communications generated by the Contractor will prominently identify the program as a property of the Michigan Department of Natural Resources, either in the text or by incorporation of the DNR logo on all printed, audio or visual material.

· Create a mechanism that will allow hunters to donate deer directly to a participating Michigan Department of Agriculture inspected and licensed meat processor with the processor producing packaged ground venison from the donated deer and storing the processed venison until collected or distributed through the process established by the Contractor.

· Provide for the collection and/or distribution of the venison from the meat processors to Michigan-only local nonprofits or charitable organizations that, in turn, will provide the meat free of charge to families or individuals that will benefit from having the meat for human consumption purposes.

· Provide a standard invoice procedure and receive invoices from meat processors, confirm the poundage claimed to have been processed against what was collected from each processor and pay these invoices within 30 days from verification of the pounds claimed in the invoice.

· Provide to the State Senate and House of Representatives subcommittees responsible for the budget of the Department of Natural Resources an annual independent audit as defined in Public Acts 116 and 117 of 2005.

DELIVERABLES

The Contractor must provide deliverables, services, staff and all other things necessary for or incidental to the performance of work as set forth in this RFP.

IN EACH BIDDER RESPONSE BOX, THE BIDDER SHALL ADDRESS IN DETAIL HOW THEY WILL ACCOMPLISH THE DELIVERABLE LISTED ABOVE IT.

1. The Contractor will provide a detailed communications strategy to promote the program and encourage donations, either meat, cash or in-kind services, and to include how the DNR as well as partnering outdoor organizations will be identified for their leadership and/or support of the sportsmen against hunger program.

Bidder Response:

2. The Contractor will provide a plan explaining how the Contractor will compensate processors fairly and equitably, how invoices from meat processors will be received, and how the poundage claimed to have been processed will be confirmed and how invoices will be paid in a timely manner.

Bidder Response:

3. The Contractor will provide a detailed plan, built on the outline provided in the Work Plan, describing the standards and ethics meat processors and all others acting as agents or partners with the Contractor will operate under as necessary to ensure the credibility and continued viability of the program. This plan must include how the Contractor will work with processors to accept, store, process and distribute donated meat. How the Contractor will monitor a processor to ensure compliance with the Department of Agriculture license and how the Contractor will handle complaints against a processor in a timely manner.

Bidder Response:

4. The Contractor shall discuss how they will determine which Michigan nonprofits or charitable organizations will receive the processed meat and the process that will be used to determine the distribution of limited funding across the state.

Bidder Response:

5. The Contractor will provide detail on what other activities or initiatives the Contractor will undertake or conduct, including fund raising efforts, designed to allow for the program to expand beyond the DNR’s participation.

Bidder Response:

6. The Contractor will provide, by July 1st of each contract year, an annual report on the number of pounds of venison processed and delivered to Michigan’s charitable organizations, the general distribution by regions, and other statistical analysis needed to communicate the impact and effectiveness of the program.

Bidder Response:

7. The Contractor will provide, by July 1st of each contract year, an independent audit as required to be in compliance with Public Acts 116 and 117 of 2005. The Contractor will provide the DNR a copy of the final audit report.

Bidder Response:

8. The Contractor will establish partnerships with outdoor organizations to create stability, credibility, and to generate alternate funding for the program.

Bidder Response:

9. The Contractor will create and initiate additional opportunities for Michigan’s hunters, meat processors, and the general public to make donations to the nonprofit Contractor, including financial donations, in-kind services, volunteer efforts, and processed meat.

Bidder Response:

10. The Contractor will identify opportunities by which the story of the sportsmen against hunger can be told, including the benefits to the organizations and individuals who receive the meat; and will communicate these opportunities to the DNR who in turn will work with the Contractor on the best means to communicate these stories to target audiences.

Bidder Response:

11. The Contractor will create a means to compensate processors fairly and equitably, recognizing market rates vary by region in the state and for other reasons. The Contractor must state how they will go about this task.

Bidder Response:

12. The Contractor will establish a set of regularly scheduled meetings between the Contractor and the DNR to review progress of the tasks identified for the program, discuss marketing concepts, and other initiatives, which will produce donations.

Bidder Response:

13. The Contractor will provide reports as identified in the tasks described above and in Section 4.3 Reporting.

Bidder Response:

The Contractor will not be responsible for the collection, accounting or record keeping of cash donations made to the sportsmen against hunger program at the time or place a license is purchased, either over the internet, at a DNR facility or at any retail sales locations that sell licenses on behalf of the DNR.

The DNR will create pages on its website that will provide hunters, participating meat processors and local charities information about the program. Such information will be provided in part by the Contractor, but the DNR is responsible for final content. The DNR will create a link to the Contractor’s website if the Contractor wishes to provide similar information to hunters, meat processors, and local charities. All information posted on the Contractor’s website must prominently identify the program as a property of the Michigan Department of Natural Resources and link back to the DNR site.

REQUIREMENTS

1. General Requirements

1.1. Transition – N/A

1.2. Training – N/A

2. Acceptance

2.1. Acceptance, Inspection and Testing – N/A

2.2. Final Acceptance -N/A

3. Staffing

3.1. Contractor Representative

The Contractor must appoint at least one individual, 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 30 calendar days before removing or assigning a new Contractor Representative.

3.2. Customer Service Telephone Number

The Contractor must specify its telephone 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.

Bidder Response:

3.3. Technical Support, Repairs and Maintenance -N/A

3.4. Work Hours -N/A

3.5. Key Personnel

The Contractor must appoint at least one individual 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 8 hours.

Bidder Response:

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.

The Contractor must indicate the competence of personnel assigned to this project. Qualifications will be measured by education and experience, with particular reference to experience on projects similar to that described in this RFP. For all personnel, the bidder must provide resumes which include detailed chronological work experience.

Bidder Response:

3.6. Organizational Chart

The Contractor must provide an overall organizational chart that details staff members, by name and title, and subcontractors.

Bidder Response:

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.

Bidder Response:

3.8. Security -N/A

4. Project Management

4.1. Project Plan

The Contractor must submit a Project Plan with their response. The plan should identify items such as the required contact personnel; the date the project plan must be submitted to the State; project management process; project breakdown identifying sub-projects, tasks, and resources required; expected frequency and mechanisms for updates/progress reviews; process for addressing issues/changes; and individuals responsible for receiving/reacting to the requested information.

As part of their Project Plan, the Contractor is also required to address how they will respond to each of these issues:

1. Payments to the Contractor will be limited to donations received by the DNR and therefore a certain level of risk or instability exists in the program. How will the Contractor plan for this potential instability?

Bidder Response:

2. Expanded opportunities must be available for hunters to conveniently donate deer to the program. How will the Contractor create these expanded opportunities?

Bidder Response:

3. Public perception of the donations made to the sportsmen against hunger program by Michigan hunters have, in the past, been made with the expectation that the venison and all costs incurred by the program stayed in Michigan. Any change in this expectation would have an adverse impact on the integrity of the program and could result in a decline in donations. How will the Contractor manage this issue?

Bidder Response:

4. The meat processors and all others connected with, or acting as agents or partners with the Contractor, must operate under a standard set of rules and ethics unique to this program as necessary to ensure the credibility and continued viability of the program. What standards are in place and how will they be enforced?

Bidder Response:

5. How will the Contractor determine what areas of the state and what processors the allocated funding will be used?

Bidder Response:

6. The Contractor must provide a plan and discuss how they will handle complaints against a processor. It is expected due to the short time between donation and processing that the Contractor will have a rapid response to a complaint to ensure the quality and integrity of the product and the program.

Bidder Response:

The DNR will meet with the Contractor in June of each year to determine the amount of money available for the next processing year. This amount is subject to change as the year progresses. The DNR and the Contractor will also determine the cost reimbursable rate to be paid to the processors.

The DNR reserves the right to halt funding with 14 days’ notice should funding for this program not be available at any time during the Contract period.

4.2. Meetings

The Contractor must attend the following meetings:

Kick-off meeting within 30 calendar days of the Effective Date.

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

4.3. Reporting

The Contractor must submit, to the DNR Project Manager the following written reports:

· By July 1st of each Contract year, a report which details the activities of the previous year. This report should include:

· A list of the Board of Directors and any changes made to the board that occurred in the previous year

· Any major actions or decisions made by the board during the previous year.

· Copies of Board meeting minutes

· A summary of monetary donations collected through the sportsmen against hunger donation program

· A summary of pounds of meat processed by participating processors, and the charities and pounds received

· A list of partner organizations from the previous year

· A list of promotional activities undertaken during the previous year

· Summaries of other sportsmen against hunger fund raising or food collection activities conducted during the previous year

· A list of requested contract changes

· The Contractor may include one hard copy of the report created using tools that are compatible with the Microsoft Office standard desktop tools, without need for conversion. One copy of the report must be provided electronically.

· A bi-monthly progress report which identifies the records maintained of all business transactions and of tasks performed. One hard copy of the report will be created using tools that are compatible with the Microsoft Office standard desktop tools, without need for conversion. One copy of the report will be provided electronically.

· The Contractor will maintain all books, records, accounts and reports required under this Contract for a period of not less than three years and will provide the DNR with access to any books, documents, papers, and records which are directly pertinent to this Contract for the purpose of making audits, examinations and transcriptions.

· By July 1st of each Contract year, six hard copies of the annual financial audit report, as required by Public Acts 116 and 117 of 2005.

4.4 Electronic Catalog -N/A

5. Ordering

5.1. Authorizing Document

The appropriate authorizing document for the Contract will be a Purchase Order.

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); 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 via Electronic Funds Transfer (EFT).

6.3. Procedure _N/A

7. Liquidated Damages – N/A

Version 1 Revised Date: 7/28/2017