Schedule A SOW.doc

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STATE OF MICHIGAN

Request For Proposal No. 180000003530 Ski Trail Grooming for Vasa Ski Pathway

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

Michigan Department of Natural Resources (DNR), Parks and Recreation will oversee 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

Requirements 1.1 In Scope

Initial base period of the Proposed Contract is for three (3) consecutive years, with two (2) additional Optional Renewal Years.

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

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.

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

Bidder has reviewed the above section and agrees with no exception(s).

Bidder has reviewed the above section and has noted all exception(s) below.

List all exception(s).

1.2 Work and Deliverable

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.

List all equipment:

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) Estimated number of services for the contract is a maximum of 36 complete grooms per year. Seasonal cost of service shall not exceed available funding for the season. Average seasonal funding is approximately $12,000.00. Therefore, it is imperative that the successful bidder communicate anticipated service needs to the Project Manger on a continuous basis. Quantities specified are estimates based on prior purchases. The State does not guarantee nor is obligated to purchase in these or any other quantities. Maximum number of grooms will be based on bid pricing and the Agency’s budgeted funds available. This will be confirmed in a written purchase order to the Contractor prior to the start of service season.

(h) 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.

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

(j) 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.

(k) 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.

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

Bidder has reviewed the above section and agrees with no exception(s).

Bidder has reviewed the above section and has noted all exception(s) below.

List all exception(s).

1.3. Warranties - Not Applicable

1.4. Recall Requirements and Procedures - Not Applicable

1.5. Quality Assurance Program - Not Applicable

1.6. Incentives - Not Applicable

2. Service Levels

2.1. Time Frames

All Contract Activities must be delivered within the trail condition timeframes as specified in the Statement of Work.

2.2. Delivery

Delivery of service is defined in the Statement of Work.

2.3. Installation - Not Applicable

2.4. Technical Support and Repairs - Not Applicable

2.5. Maintenance - Not Applicable

2.6. Training - Not Applicable

2.7. Reporting

The Contractor must submit to the Program Manager written reports of service levels delivered, including dates, general weather conditions (temp., precipitation, clear/cloudy, etc.), and service level provided to which portions of the trail system, as identified in the Statement of Work.

2.8. Meetings

The successful Contractor must schedule a kick-off meeting with the Project Manager after award of contract and before work commences.

The State may request other meetings as it deems appropriate.

3. Staffing

3.1. Contractor Representative

The successful Contractor must appoint one (1) 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”). This individual shall be directly responsible for the day to day operations of the Contract. This individual shall be knowledgeable of the contractual requirements and response to State inquiries within twenty-four (24) hours.

The Contractor must notify the Contract Administrator at least fifteen (15) calendar days before removing or assigning a new Contractor Representative.

3.2. Key Personnel - Not Applicable

3.3. Non-Key Personnel - Not Applicable

3.4. Organizational Chart

Provide an overall organizational chart that details staff members, by name and title, and subcontractors.

3.5. Customer Service - Not Applicable Toll-Free Number

3.6. Technical Support, Repairs and Maintenance - Not Applicable

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.

3.8. Security - Not Applicable

4. Pricing

4.1. Price Term

Pricing is firm for the entire length of the Contract.

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.

4.3 Electronic Catalog - Not Applicable

5. Ordering

5.1. Authorizing Document

The appropriate authorizing document for the Contract will be a Delivery Order Release against the “Master Agreement” Contract.

5.2 Order Verification

The Contractor must have internal controls, approved by DNR Procurement, to verify abnormal orders and to ensure that only authorized individuals place orders.

6. Delivery

6.1. Delivery Programs - Not Applicable

6.2. Packaging and Palletizing - Not Applicable

7. Acceptance

7.1. Acceptance, Inspection and Testing

The State will periodically visually inspect the conditions of the trail loops as criteria to determine acceptance of the Contract Activities:

7.2. Final Acceptance - Not Applicable

8. Invoice and Payment

8.1. 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.

8.2. Payment Methods

The State will make payment for Contract Activities in the form of Electronic Transfer of Funds after approved invoicing.

8.3. Procedure - Not Applicable

9. Project Plan The Contractor will carry out this project under the direction and control of the Program Manager as specified in the Statement of Work.

10. Licensing Agreement - Not Applicable

11. 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.

12. Additional Requirements

12.1. Environmental and Energy Efficient Products

The Contractor must identify any energy efficient, bio-based, or otherwise environmental friendly products used in the products. Contractor must include any relevant third-party certification, including the verification of a United States department of agriculture certified bio based product label.

12.2. 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.

12.3. 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.

12.4. 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.

Version 1 Revised Date: 7/28/2017