Schedule A - Professional Services Tree Improvement Center.docx

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STATE OF MICHIGAN

Request For Proposal No. 180000002055 Site Preparation and Mulching at the Tree Improvement Center

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/SCOPE

The Michigan Department of Natural Resources (DNR), Forest Resources Division (FRD) is seeking bids for mulching and brush clearing at the Brighton Tree Improvement Center. The work site is located at the Brighton Tree Improvement Center in Livingston County (T1N R5E Section 4; 4631 Bishop Lake Road, Howell, MI). The Contractor will be responsible for mulching all woody material within designated areas including slash and brush to 1 inch in diameter. Total acreage is approximately 29 acres.

REQUIREMENTS

This work may be accomplished in part or by combination of skid steer, stump grinder, whole-tree chipping, and chipping of tops, mowing with a hydro-ax or other heavy-duty brush cutter, and/or other methods.

· Mulch all woody material within designated areas including slash and brush to 1 inch diameter

· All mulch/chips will be left scattered on site

· The contractor will not damage the irrigation infrastructure

· The contractor must schedule a meeting with the project manager prior to commencing work to identify any hazards and states precautions that must be taken

· Safety signs must be posted along roads in 4 directions, and gate on the south side of property must remain closed while mulching is occurring

Work shall conform to the latest revision of the American National Standards Institute Z-133.1 (Safety requirements for pruning, trimming, repairing, maintaining, and removing trees for cutting brush.) This standard can be purchased online at http://www.isa-arbor.com/store/product.aspx?ProductID-122.

Response: Contractor shall check only one box below and identify exception(s):

List all exception(s):

Equipment The Contractor is responsible for supplying all equipment needed to complete the job, including chainsaws, aerial and ground-based tree removal and land clearing equipment, safety equipment, fuel, and transportation.

Response: Contractor must list and describe all equipment to be used in performance of the Contract. Response Box will expand as typing is entered or separate document may be attached to bid response.

The Contractor’s equipment, ladders, saws, chippers and any other tools must not be left unattended at any time. All equipment and tools must be stored in such a manner to ensure that the public does not have access to them.

All equipment must be removed from the site within one (1) week following completion of work under this Contract.

Response: Contractor shall check only one box below and identify exception(s):

List all exception(s):

Prior to the start of work, the equipment staging area and equipment access routes will be mutually agreed to by the Contract and the DNR Project Manager or designee. With the exception of emergency situations, the Contractor shall not create or alter access routes without approval by the DNR Project Manager or designee.

Public and Worker Safety The Contractor is responsible for maintaining public and worker safety within and immediately surrounding the treatment areas, including on the adjacent roads, sidewalks and trails while trees are being felled or removed nearby. The treatment area must also be signed to warn pedestrians on roads, sidewalks and trails to stay clear of the area while work is in process. The Contractor is responsible for maintaining public and worker safety within and immediately surrounding the treatment areas, including on the adjacent roads, sidewalks and trails while trees are being felled or removed nearby.

· The Contractor must work with the DNR Project Manager or designee to properly block, close, or sign all roadways, sidewalks and trails that may be impacted by the tree removal/disposal work or equipment loading, unloading, and staging whenever traffic flow or safety on roads, sidewalks or trails are impacted.

· Roadways, access drives, and parking lots are not to be blocked with generated tree or stump debris beyond the time to complete required work on that site and shall at no time remain overnight.

· The Contractor shall make known to the public its presence through signage, vehicle logos, uniforms, or some other means of identifying the ongoing work whenever workers and equipment are present on site including individuals actively providing precautionary awareness and warnings of on-going work when warranted.

Response: Contractor shall check only one box below and identify exception(s):

List all exception(s):

Protection of Utilities The Contractor is responsible for notifying any public utility companies (i.e. telephone, electric, gas, water/sewer and cable) as needed to ensure the safe removal of the tree to avoid causing fires, shocks or sparks damage to wires, cables, poles, boxes or other equipment owned or operated by public utility companies. In Michigan, the MISS DIG Notification Center is available 24 hours a day, 7 days a week, at 800-482-7171 or 811 to process emergency and non-emergency location requests (http://www.missdig.net). The Contractor is also responsible for notifying the utility companies as to when service can be restored and to cooperate with the utility companies to ensure service is restored prior to nightfall each day. The Contractor shall, upon request, provide the DNR with its contact names at each utility company.

· The Contractor shall be aware of the locations of all utilities in the vicinity of the assigned sites of each tree and stump removal and take suitable care to protect and prevent damage to such utilities from their operations under this Contract.

· When performing tree and stump removal adjacent to existing sewers, drains, water and gas lines, electric or telephone or telegraph conduits or cables, poles which are to remain in operation, the Contractor shall maintain such utility equipment and structures in place at their own expense and shall cooperate with utility companies, DNR or other parties owning or operating such utility equipment or structures.

· The Contractor shall be responsible for and shall repair any damage to any such utility equipment or structures caused by his acts, or his omission to act, whether negligent or otherwise and shall leave such utility equipment or structure in the condition they were prior to the commencement of his operations under this Contract. Any such utility equipment or structure damaged as a result of any act, or omission to act, of the Contractor may, at the option of the utility company, DNR, or other party owning or operating such utility equipment or structures damaged, be repaired by the utility company, or other party and in such event the cost of such repairs shall be borne by the Contractor.

Response: Contractor shall check only one box below and identify exception(s):

List all exception(s):

TIME FRAME FOR WORK

Work may commence on July 1st, 2018** and must be completed and invoiced by September 15th, 2018. Contractor must contact DNR Project Manager at least two weeks prior to the start of work. An on-site meeting must be scheduled prior to commencing activities so that the necessary precautions are identified.

**Work can commence on blocks where the timber has been removed as early as May 15th, 2018.

1. General Requirements – N/A

1.1. Transition – N/A

1.2. Training –N/A

2. Acceptance

2.1. Acceptance, Inspection and Testing

The State will use the following criteria to determine acceptance of the Contract Activities:

The project site will be evaluated by the project manager and any necessary corrections will be addressed at that time.

2.2. Final Acceptance

The State will use the following criteria to determine final acceptance of the Contract Activities:

Satisfactory completion of the entire scope of the project of mulching and site preparation of approximately 29 acres as determined by the project manager.

3. Staffing

3.1. Contractor Representative

Contractor will provide a single point of contact as the contractor’s representative.

Response: Provide contractor representative information.

3.2. Customer Service Toll-Free Number – N/A

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

3.4. Work Hours –N/A

3.5. Key Personnel

The Contractor must be able to staff a project team (or individual) which possesses the talent and expertise necessary to complete the tasks associated with this project within the required time frame. At a minimum, the following Key Personnel positions must be identified.

Project Manager must possess at least 5 years’ experience in arboricultural operations and 5 years’ experience in project management. The Project Manager must be a full-time position, must provide supervision for Contractor employees at the job site, and must be present at the job site at all times of operation.

Response

Provide name of Project Manager:

Provide details of work experience that indicate relevant experience in Project management of Contract Activities as defined in this Statement of Work. Include relevant training, education, or certifications.

Note: DNR prefers Bidder provide a resume in response to this section. If attaching a resume to the bid response, please state “See attached resume” in the response box.

Additional Key Personnel (full or part-time) that will be involved in Contract activities. The Contractor must provide names of the individuals and describe in detail their roles and responsibilities, including qualifications, as they relate to the Contract activities. Descriptions of roles should be functional and not just by title.

Note: Add lines as needed.

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.

3.6. Organizational Chart – N/A

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.

Response: Contractor shall check only one box below and identify exception(s):

Contractor disclosure of subcontractor:

3.8. Security – N/A

4. Project Management

· The Contractor will carry out this project under the direction and control of the DNR Project Manager or designee.

· The Contractor must contact the DNR Project Manager or designee within 5 business days after the Contract is awarded to provide an approximate schedule of work start and end dates.

· The Contractor will notify the DNR Project Manager a minimum of 24 hours prior to beginning site work at the park.

· Once work begins on site, the Contractor will contact the DNR Project Manager or designee at least weekly to update progress of the work. The Contractor will contact the DNR Project Manager or designee immediately if any real or anticipated problems (such as chemical spills, injuries, etc.) arise. The Contractor will also inform the DNR Project Manager or designee of any long-term breaks in work (longer than one week) during the course of the project.

· The Contractor will notify the DNR Project Manager or designee a minimum of 48 hours before the expected project completion date so that a final field inspection can be scheduled.

4.1. Project Plan

The Contractor must provide a brief technical plan (sequential summary and description of tasks) that specifically describes how they propose to remove the hazard trees, do requested cleanup of tops, and/or hydro-ax work. The Project Plan should cover the work required for areas and tasks the Contractor bids on. Include the estimated number of personnel expected to be working on site.

Response: Contractor must provide project plan. Response Box will expand as typing is entered or separate document may be attached to bid response.

The Contractor must provide information related to any permits needed to accomplish the work.

Response: Provide permit information.

4.2. Meetings

The State may request meetings with the Contractor, as it deems appropriate.

4.3. Reporting

The Contractor shall provide the DNR Project Manager or designee with weekly progress/status reports that include:

· Work schedule

· Staffing schedule

· Work accomplished

· Work remaining

· Additional work items identified

Within two weeks following the completion of the project, the Contractor shall submit one electronic copy of a brief report using a template which will be provided by the DNR Project Manager. All information must be completed on the report template. The report must be submitted via email to Jason Hartman at hartmanj@michigan.gov.

5. Ordering

5.1. Authorizing Document

The appropriate authorizing document for the Contract will be a signed Purchase Order. The Contractor may not begin work until the purchase order is received.

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 EFT (Electronic Funds Transfer).

6.3. Procedure – N/A

7. Liquidated Damages – N/A

Rev. 5/2016