Schedule A-Statement of Work (1).docx

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STATE OF MICHIGAN

Request For Proposal No. 190000002996 Traffic Incident Management /TIM (1st Responder Kits)

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 has adopted the National SHRP2 Traffic Incident Management (TIM) initiative, also known as Mi-TIME (Michigan Traffic Incident Management Effort). This effort offers training which covers many topics regarding the safety of first responders and how to set up a safe work area to minimize secondary crashes which can escalate the size and duration of the incident. Basic temporary traffic control is taught and includes how to stage emergency vehicles, where to deploy warning signs, and how and when to use flares and/or cones for a taper or to delineate the work area.

SCOPE

This project is for acquisition of Emergency Response Traffic Incident Management (TIM) Kits, to assist with quick deployment of temporary traffic control for traffic incidents, as needed, on public roads in the MDOT Southwest Region.

REQUIREMENTS

1. General Requirements

1.1. Product Specifications

Traffic Incident Management (TIM) Kits must be separately packaged in cardboard boxes. Each “kit’ must contain the following items:

· Two packets of 28” pop-up cones (10 cones). Pop-up cones are used due to storage constraints in many emergency vehicles.

· Two roll-up and collapsible 48” florescent pink EMERGENCY SCENE AHEAD signs, including supports, with storage bags. Supports must have a minimum mounting height of one foot above the roadway.

· Five high visibility five point break away vests (13 kits,-XL vests 14 kits- 2X vests). As per the Michigan Manual of Uniform Traffic Control (MMUTCD), vests are required for roadway workers which includes emergency responders working in a road right-of-way (some exemptions apply for first responders based on duty).

The Contractor may offer an alternate bid that varies from the specifications. An alternate bid must clearly describe all variances from the specifications and the proposal must include descriptive literature that contains complete specifications, if available.

Bidder Response – Product Specifications

1.2. Warranties

Describe any warranties included in the bid and explain the process for reporting warranty issues and how the Contractor will handle any repairs or replacements.

· Only manufacturer warranties will be required for this contract.

The State reserves the right to require additional warranties other than those identified by the Contractor in its response to this RFP.

Bidder Response – Warranties

1.3. Recall Requirements and Procedures

The Contractor must describe any recall procedures.

Bidder Response – Recall Requirements and Procedures

1.4. Quality Assurance Program

Explain your Quality Assurance Program(s).

Bidder Response – Quality Assurance Program(s)

1.5. Incentives

Provide information pertaining to discount pricing for purchasing multiple units.

Bidder Response – Incentives

2. Service Levels

2.1 Delivery

Delivery will be expected within 21 calendar days upon date of order. Delivery will be made at MDOT-Southwest Region office, 1501 East Kilgore Road, Kalamazoo MI 49001

2.2. Technical Support and Repairs

When providing technical support, the Call Center must resolve the caller’s issue within 120 minutes. No on-site service will be required for the items purchased on this contract. Items needing service under warranty period will be shipped back to manufacturer at Contractor’s cost.

2.3. Training

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

Bidder Response – Training

2.4. Reporting

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

Bidder Response – Reporting

2.5. Meetings

The Contractor must attend the following meetings:

· Conference Call after award of bid.

The State may request other meetings as it deems appropriate.

Bidder Response – Meetings

3. Staffing

3.1. Contractor Representative

The Contractor must appoint Product Representative, 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 14 calendar days before removing or assigning a new Contractor Representative.

Bidder Response – Contractor Representative

3.2. Organizational Chart

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

Bidder Response – Organizational Chart

3.3. Customer Service Toll-Free Number

The Contractor must specify its toll-free 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 4:30 pm EST.

Bidder Response – Customer Service-Toll Free Number

3.3. Technical Support, Repairs and Maintenance

The Contractor must specify its toll-free number for the State to make contact with the Contractor for technical support, repairs and maintenance. The Contractor must be available for calls and service during the hours of 8 am to 4:30 pm EST.

3.4. 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 – Disclosure of Subcontractors

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.

5. Ordering

5.1. Authorizing Document

The appropriate authorizing document for the Contract will be a purchase order.

5.2 Order Verification

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

6. Delivery

6.1. Delivery Programs

The Contractor must explain in detail its delivery programs (e.g., standard delivery and quick-ship), including any limitations such as quantity.

The Contractor must explain the transportation method (e.g., UPS, FedEx, Contractor fleet, or other third party carrier) it intends on utilizing in delivery of the Contract Activities.

Bidder Response – Delivery Programs

6.2. Packaging and Palletizing

Packaging must be optimized to permit the lowest freight rate. Shipments must be palletized whenever possible using manufacturer's standard 4-way shipping pallets.

7. Acceptance

7.1. Acceptance, Inspection and Testing

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

· NO broken boxes/packaging

· All items must be included with each Traffic Incident Management (TIM) kit.

· Visual Inspection

Bidder Acknowledgement of Acceptance, Inspection and Testing

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 through Electronic Funds Transfer (EFT). All bidders must register as a vendor thru Vendor Self Service at https://sigma.michigan.gov/webapp/PRDVSS2X1/AltSelfService

Unauthorized Removal of Key Personnel will interfere with the timely and proper completion of the Contract, to the loss and damage of the State, and it would be impracticable and extremely difficult to fix the actual damage sustained by the State. Therefore, the State may assess liquidated damages against Contractor as specified below.

The State is entitled to collect $1,000 per individual per day for the removal of any Key Personnel without prior approval of the State.

The State is entitled to collect $1,000 per individual per day for an unapproved or untrained key personnel replacement.

9. Additional Requirements

9.1. 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.

9.2. 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.

9.3. 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.

9.4. 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.

The Bidder has read AND agrees to provide the project specifications as identified in Schedule A.

Check All that Apply

I agree to provide the services as specified in Schedule A -

Bidder Name:

If Contractor takes exception to any portion of Schedule A, Statement of Work, Contractor to provide detail of exception in Response Box, below.

Bidder Response – Exception to Schedule A

Version 2 Revised Date: 2/2019