Schedule A - Professional Services.docx

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Michigan.gov/MiProcurement SCHEDULE A – STATEMENT OF Work Request for Proposal No.260000000451 DMVA Installation Energy and Water Plan Services

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 appropriate 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 Department of Military and Veterans Affairs (DMVA) requires a contractor to develop an Installation Energy and Water Plan (IEWP) using the most recent Army IEWP template (See attachment A) and guidance from National Guard Bureau (NGB). The DMVA requires IEWP’s at Camp Grayling (CG) in Grayling MI, Fort Custer Training Center (FCTC) in Augusta Michigan, the Joint Forces Reserve Center (JFRC) in Lansing Michigan, Grand Ledge Army Aviation Support Facility (GLAASF) in Grand Ledge Michigan and 37 Armories located across the State of Michigan.

SCOPE

The contractor will be required to furnish IEWP plans that include all technical, supervisory, and administrative personnel to ensure the accomplishment of the work specified in this Statement of Work (SOW) and deliverables requirements.

1. Requirements

1.1. General Requirements

The Contractor must develop IEWP plans collaboratively with the DMVA. The Contractor shall provide a mix of short, mid, and long-term energy and water plans. These plans shall consider risks and vulnerabilities to enhance energy and water resilience and security at the identified installations.

A. Energy and Water Planning Requirements The IEWP provides a roadmap for how to improve energy and water systems and operations to assure the installations have sufficient energy and water to accomplish their missions when supplies are disrupted.

The IEWP must accomplish the following:

1) Identify requirements to sustain all critical missions with necessary energy and water for a minimum of 14 days including plans to implement a microgrid where applicable. The IEWP must align with the Department of Defense (DoD) Mission assurance goals and Army directive 2020-03 (Installation energy and Water Security Policy).

a. Mission Assurance Requirements:

· Identify and prioritize critical missions, capabilities, functions, systems, and supporting assets

· Develop and implement a comprehensive and integrated mission assurance risk-management construct.

· Use risk-informed decision making to optimize risk reduction solutions.

· Partner with non-DoD entities to reduce risk.

2) Identify reductions in energy and water use through conservation and efficiency efforts.

3) Identify ways to mitigate risks to all missions, including planning for restoration of degraded energy and water systems and reducing risks of future disruptions by addressing the following attributes:

4) Assured Access to Resource Supply- Redundant and diverse sources of supply, including renewable energy and alternative water, that meet evolving mission requirements during normal and emergency response operations.

5) Reliable Infrastructure Condition - Infrastructure capable of onsite energy and water storage along with flexible and redundant distribution networks that reliably meet mission requirements.

6) Effective System Operations - Trained personnel that conduct required energy and water security system

7) Planning, operations, and sustainment activities.

8) Identify ways to lower total operating costs, while fully maintaining services.

9) Identify ways to increase stakeholder cooperation on key aspects of energy and water management, including conservation, procurement, construction/renovation, and cyber security of facility-related control systems (FRCS).

10) The IEWP’s must be formatted using National Guard Bureau’s approved template (see attachment A).

NOTE: The IEWP template shall be completed following all guidance highlighted in yellow on the template. If additional detail is required, the Contractor must contact the DMVA’s program manager.

List all exception(s):

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

B. IEWP Phases:

1) Phase I: Identify Requirements The contractor will establish a baseline for energy and water consumption as well as determine other existing pertinent conditions at each installation in this scope of work.

Components of Phase I Include:

a. Evaluate the energy and water use at each installation over the past three years.

b. Determine the production of on-site renewable energy.

c. Obtain and review DMVA contingency plans for each installation.

d. Obtain information on existing on-site power generation sources, installation maps including electrical distribution maps, natural gas distribution maps, water distribution maps and well locations.

e. Determine baseline of energy resilience and back-up power capabilities.

f. Identify local water conditions - water table levels, water quality, estimated flow.

g. Obtain information about environmental contamination issues from DMVA- water and soil contamination.

h. Review Installation Development Plans to identify planned facility construction, demolition, major remodel, and utility infrastructure projects.

i. Discuss electric and natural gas distribution systems with utility companies to ascertain risks, vulnerabilities, past problems and outages, possible upgrades, and alternatives.

j. Evaluate energy and water conservation opportunities from recent and past audits.

k. Review existing policies and directives that influence long-term energy and water plans.

List all exception(s):

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

2) Phase II: Assess Energy and Water Requirements. Risks and Opportunities The contractor will collaborate with the installation stakeholders to learn missions and contingency plan requirements for each installation. The contractor will compare the current energy and water consumption against the mission critical needs and identify risks, vulnerabilities, gaps and available alternatives. The contractor will provide a comparative analysis between the most promising alternatives.

Components of Phase II include:

a. Meet with stakeholders on site to discuss mission, contingency plans, and mission critical facilities and loads.

b. Discuss projected future energy requirements based on MiARNG Master Plan and other client planning factors.

c. Accomplish strengths, weaknesses, opportunities, and threat (SWOT) analysis.

d. Assess vulnerabilities to energy and water supply and mission impacts of loss or reduction in supply.

e. Discuss with stakeholders, energy and water conservation opportunities and operational practices and energy intensity goals for each installation and as well as each facility that is individually metered.

f. Assess energy and water requirements to meet contingency plans.

g. Identify alternatives to meet energy and water resilience gaps.

List all exception(s):

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

3) Phase III: Develop Energy and Water Solutions The contractor will evaluate the information gathered in Phase II and develop solutions that ensure energy and water requirements can be met at each installation. Solutions will describe energy resilience including on-site electric generation, thermal resilience where appropriate, energy storage solutions, and alternative energy and water sources, and incorporate energy and water reduction efforts. Alternatives will address stakeholder concerns which could hinder full operational implementation of recommendations. Each alternative will be presented with a rough order of magnitude construction cost estimate developed to allow for comparative analysis. Operations and maintenance costs will be considered and minimized wherever possible. These alternatives will then be presented to the DMVA for consideration, feedback and prioritization.

Components of phase III include:

a. Scope energy and water resilience and conservation efforts that will meet projected future energy and water demand requirements to achieve mission assurance on the selected installations

b. Produce comparative analysis of alternatives with rough order of magnitude cost estimates

c. Select, prioritize, and sequence alternatives to present an effective short, mid, and long-term plan to reduce consumption, achieve resilience and improve security.

List all exception(s):

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

4) Phase IV: Develop Implementation Plan The contractor will assemble, review, and finalize the IEWP which will address four installations using the most recent IEWP template from NGB. This plan will be a clear concise and practical roadmap that guides the MI DMVA in reducing the energy and water use intensity at the installations and facilities as well as guide the way to energy and water resilience and security.

Components of phase IV include:

a. For each installation provide a completed IEWP using the template from NGB. Components of the IEWP include:

1. Documented energy and water intensity goals for each installation

2. Documented short, mid, and long-term energy plans to achieve goals with a proposed timeline and possible funding alternatives.

3. Define a recommended implementation and funding approach.

b. Generate a document outlining viable renewable energy plans for each site.

List all exception(s):

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

1.2. Training

The Contractor must explain its training capabilities and any training that is included in its proposal.

The Contractor must provide documentation and training materials.

List all exception(s):

Bidder must explain its training capabilities and any training that is included in its proposal:

1.3. Funding Requirements

There is no guarantee of the work described. The work authorized for this contract shall be contingent upon funding.

1.4. Required Functionality Relating to Data Retention, Disposal, and Retrieval The State has legal obligations to retain, dispose, and retrieve State Data along with obligations to manage and secure State Data. To meet these obligations, the Solution must allow the State to:

· retain all data for the entire length of the Contract.

· delete its data or request the deletion of its data, even data that may be stored offline or in backups.

· transfer its data back to the State or to a new vendor or new solution.

· transfer its data to the Archives of Michigan as may be required by a retention and disposal schedule.

· retrieve data, even data that may be stored offline or in backups.

Except as otherwise stated in the Contract, Contractor will not dispose of, delete, or destroy State Data without the prior written approval of the State.

List all exceptions:

Bidder must review and explain how the data retention, disposal, and retrieval requirements will be met by the solution and describe its data management capabilities (storage limitations, duration, etc.). If the Solution does not allow the State to perform these activities itself, the bidder must explain how it will support the State’s compliance with these requirements.

2. Service Requirements

2.1. Timeframes

The Contractor will contact Program Manager for these services within 10 business days from receipt of the delivery order for scheduling of the services. The Actual service is dependent on the DMVA program managers’ confirmation and scheduling with the Contractor for the sites that require the IEWPs. The receipt of the order date is pursuant to the Notices section of the Standard Contract Terms.

List all exception(s):

2.2. Delivery

Delivery will be expected on the days the Contractor and the Program Manager have scheduled and agreed upon.

List all exception(s):

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

3. Acceptance

3.1. Acceptance, Inspection, and Testing

The State will use the following criteria to determine acceptance of the Contract Activities: Completion of each deliverables/phase and required report must be reviewed and accepted by the MiANG Program Manager or designee.

List all exception(s):

3.2. Final Acceptance

The Contractor will be required to demonstrate that they have provided all required documentation, reports and have met all deliverables of this IEWP contract.

List all exception(s):

4. Staffing

4.1. Contractor Program Manager

The Contractor must appoint an individual 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 Program Manager”). Bidder must identify its Contractor Program Manager.

The Contractor must notify the Contract Administrator at least 30 calendar days before removing or assigning a new Contractor Program Manager.

List all exception(s):

Bidder must identify its Contractor Program Manager:

4.2. Customer Service Phone Number

The Contractor must specify its phone number for the State to contact the Contractor Program Manager. The Contractor Program Manager must be available for calls from 8:00 am to 5:00 pm EST.

List all exception(s):

Bidder must identify its Customer Service Phone Number:

4.3. Technical Support, Repairs and Maintenance

The Contractor must specify its phone number for the State to contact 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.

List all exception(s):

Bidder must identify its technical support number:

4.4. 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.

List all exception(s):

4.5. Key Personnel

The Contractor must appoint an 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 about the contractual requirements, and respond to State inquiries within 24 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 the Termination for Cause section of the Standard Contract 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 $25,000.00 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.

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.

List all exception(s):

A. The Contractor must identify all Key Personnel that will be assigned to this contract in the table below which includes the following:

1. Name and title of staff that will be designated as Key Personnel.

2. Key Personnel years of experience in the current classification.

3. Identify which of the required key personnel positions they are fulfilling.

4. Key Personnel’s roles and responsibilities, as they relate to this RFP, if the Contractor is successful in being awarded the Contract. Descriptions of roles should be functional and not just by title.

5. Identify if each Key Personnel is a direct, subcontract, or contract employee.

6. Identify if each Key Personnel staff member is employed full-time (FT), part-time (PT) or temporary (T), including consultants used for the purpose of providing information for the proposal.

7. List each Key Personnel staff member’s length of employment or affiliation with the Contractor’s organization.

8. Identify each Key Personnel’s percentage of work time devoted to this Contract.

9. Identify where each Key Personnel staff member will be physically located (city and state) during the Contract performance.

<Add more rows below as needed> 1.

Name 2.

Years of Experience in Current Classification 3.

Role(s) / Responsibilities 4.

Direct / Subcontract/ Contract 5.

% of Work Time 6.

Physical Location

B. The Contractor must provide detailed, chronological resumes of all proposed Key Personnel, including a description of their work experience relevant to their purposed role as it relates to the RFP.

Qualifications will be measured by education and experience with particular reference to experience on projects similar to that described in the RFP.

Bidder must provide the resumes and information as required above – either in this response box or identified here as an attachment to this RFP labelled as [add details].

4.6. Organizational Chart

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

Bidder must provide detailed information as required above – either in this response box or identified here as an attachment to this RFP labelled as [add details].

4.7. 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 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:

4.8. 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:

5. Project Management

5.1. Project Plan

The Contractor will carry out this project under the direction and control of the Program Manager. Within 30 calendar days of the Effective Date, the Contractor must submit a final project plan to the Program Manager for approval. The plan must include: (a) the Contractor's organizational chart with names and title of personnel assigned to the project, which must align with the staffing stated in accepted proposals; and (b) the project breakdown showing sub-projects, tasks, timeline, and resources required.

List all exception(s):

Bidder must submit its project plan as described above:

5.2. Meetings

The Contractor must attend the following meetings:

· Contract kick off meeting.

· Bi-weekly IEWP status update meeting.

The State may request other meetings, as is appropriate.

List all exception(s):

5.3. Reporting

The Contractor must submit to the Program Manager these written reports.

· Bi-weekly status reports

· Final IEWPS using the provided template.

List all exception(s):

Bidder must explain its reporting capabilities and any reporting that is included in its proposal:

Bidder must provide samples of required reports as attachments to this RFP. List file names here.

6. Pricing

6.1. Price Term

Pricing is firm for the entire length of the Contract.

List all exception(s):

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.

List all exception(s):

7. Ordering

7.1. Authorizing Document

The appropriate authorizing document for the Contract will be delivery order (DO) of an approved Master Agreement (MA).

List all exception(s):

8. Invoice and Payment

8.1. Invoice Requirements

All invoices submitted to the State must include: (a) date; (b) delivery 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.

List all exception(s):

8.2. Payment Methods

The State will make payment for Contract Activities via Electronic Fund Transfer (EFT). Invoices must be submitted to DMVA-AccountsPayable@michigan.gov with the required detail.

List all exception(s):

9. Service-Level Agreement (SLA) 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

2. Extenuating circumstances must be communicated by the Contractor to the Program Manager prior to the scheduled delivery date and time. If this can affect the final delivery dates, contractor should make a reasonable effort to inform project manager within 5 business days.

3. The entire audit for each one of the IEWP’s must be delivered on the same day unless a partial delivery has been approved in advance by the Program Manager.

4. 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. $500.00 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.

SLA Metric 2. Timely Deliveries

2. Extenuating circumstances must be communicated by the Contractor to the Program Manager prior to the scheduled delivery date and time. If this can affect the final delivery dates, contractor should make a reasonable effort to inform project manager within 5 business days.

3. The entire order for each IEWP audit report must be delivered on the same day unless a partial delivery has been approved in advance by the Program Manager.

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

Note: Program Manager has five business days from receiving the draft to verify all documents are present. The day the draft IEWP’s are received counts as day zero of the five business days. If reports are received after 4:30pm the following business day will count as day zero.

The acceptable standard is 100% compliance.

4. $500.00 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.

SLA Metric 3. Timely Deliveries

*The day SLA metric 2 (or when handing documents between contractor and program manager follows the following format) is completed counts as day zero of the 10 business days. If reports are received after 4:30pm the following business day will count as day zero.

2. Extenuating circumstances must be communicated by the Contractor to the Program Manager prior to the scheduled delivery date and time. If this can affect the final delivery dates, contractor should make a reasonable effort to inform project manager within 5 business days.

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

4. 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.

6. $500.00 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):

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