Schedule A - Statement of Work 2-23-18.docx

Company Name:

Contact:

Address:

Telephone:

Email:

Vendor SIGMA I.D.

STATE OF MICHIGAN

Request for Proposal No. 1800000011__ Northwest Marine Technology Decimal Coded Wire Tags™

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 Michigan Department of Natural Resources tags an estimated 1,000,000 fish annually at several fish hatcheries around the State as a part of federally-funded research. Tagging fish for tracking and data gathering purposes has been an on-going project in Michigan since 1985.

The DNR currently owns and utilizes twelve Northwest Marine Technologies Mark IV Automatic Tag Injector units for tagging fish. Mark IV Automatic Tag Injectors tag fish by implanting Decimal Coded Wire Tags™ into tissue beneath the skin. Decimal Coded Wire Tags™ are magnetized stainless steel wire tags marked with rows of digital numbers denoting specific batch or individual codes that facilitate research gathering. Decimal Coded Wire Tags™ are very specific in nature and must be compatible with Mark IV tagging units.

SCOPE

This is a Statement of Work (SOW) to establish a contract for Decimal Coded Wire Tags™ for tagging fish for Department of Natural Resources (DNR). This is a formal request to prospective Bidders to solicit bids or price quotations. Bidders must submit written proposals according to the instructions contained within this document, discussing how they will meet the specific requirements.

MANDATORY MINIMUM REQUIREMENTS

1. The RFP is brand specific. The product proposed must be Northwest Marine Technology, Inc, Decimal Coded Wire Tags™.

2. Product proposed must be 100% compatible with Northwest Marine Technology (NWT) Mark IV Automatic Tag Injector.

3. Bidder must be the Manufacturer, or the Authorized Dealer / Distributor of the product proposed.

4. Bids on alternate brand or manufacturer lines may not be considered.

Product proposed is Northwest Marine Technology (NWT) Decimal Coded Wire Tags™ Product proposed is 100% compatible with Northwest Marine Technology (NWT) Mark IV Automatic Tag Injector.

Bidder is the Manufacturer, or the Authorized Dealer / Distributor of the product proposed.

REQUIREMENTS

Bidder must provide the following Deliverable(s):

Decimal Coded Wire Tags™ comprised of magnetized stainless steel wire, .25mm in diameter, marked with rows of digital numbers denoting specific batch or individual codes. Wire tags must be Northwest Marine Technology standard length tags with standard decimal format. Wire tags must be manufactured by Northwest Marine Technology (NWT) to be compatible with Mark IV Automatic Tag Injector. Tagging equipment requires specific wire to operate and produce coded tags in the precise manner they are designed.

1. General Requirements

1.1. Product Specifications

A. Northwest Marine Technology (NWT) Decimal Coded Wire Tags™ B. Magnetized stainless steel wire C. .25mm in diameter D. Marked with rows of digital numbers denoting specific lot codes & individual code numbers E. Standard length F. Standard decimal format G. 100% compatible with Northwest Marine Technology (NWT) Mark IV Automatic Tag Injector

Bids on alternate brand or manufacturer lines will not be considered.

Product proposed is Northwest Marine Technology (NWT) Decimal Coded Wire Tags™ Magnetized stainless steel wire .25mm in diameter Marked with rows of digital numbers denoting specific batch or individual codes Standard length Standard decimal format 100% compatible with Northwest Marine Technology (NWT) Mark IV Automatic Tag Injector

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.

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

Please provide a detailed description of warranties offered.

1.3. Recall Requirements and Procedures

Describe any recall requirements and procedures.

Bidder Response: Recall Requirements and Procedures

Please provide a detailed description of all recall requirement and procedures.

1.4. Quality Assurance Program

Explain your Quality Assurance Program(s).

Bidder Response: Quality Assurance Program

Please provide a detailed description of your quality assurance programs and procedures.

1.5. Incentives

Explain any special incentives or services including quantity discounts, quick payment terms, return policies, etc.

Bidder Response: Incentives

Please provide a detailed description of any special incentives or services including quantity discounts, quick payment terms, return policies, etc.

2. Service Levels

2.1. Time Frames

A. All Contract Activities must be delivered within 90 calendar days from receipt of order. The receipt of order date is pursuant to Section 2, Notices, of the Standard Contract Terms.

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

Please provide a detailed description of your delivery programs (e.g. standard delivery and quick-ship), including any limitations such as quantity.

2.2. Delivery

Delivery will be expected within 90 calendar days upon date of order. Delivery could potentially be made to any of the following six locations:

Wolf Lake State Fish Hatchery 34270 Country Road 652 Mattawan, MI 49071 269-668-2696, ext. 25

Platte River State Fish Hatchery 15210 US Highway 31 Beulah, MI 49617-9760 231-327-4611

Oden State Fish Hatchery 3377 ½ Oden Road Oden, MI 49764 231-327-4689

Thompson State Fish Hatchery RR2, Box 2534, M-149 Thompson, MI 49855 906-341-5587

Marquette State Fish Hatchery 488 Cherry Creek Road Marquette, MI 49855 906-249-1611

Harrietta State Fish Hatchery 6801 W. Thirty Mile Harrietta, MI 49638 231-389-2211

2.3. Reporting

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

Bidder Response: Reporting

Please provide a detailed description of your reporting capabilities and any reporting included in the proposal.

3. Staffing

3.1. Contractor Representative

The Contractor agrees to appoint 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 agrees to notify the Contract Administrator at least ten (10) calendar days before removing or assigning a new Contractor Representative.

Bidder Response: Contract Representative

Contractor Representative Name:

Address:

Telephone:

Cell Phone:

Email:

Days and Times Available:

3.2. Key Personnel

The Contractor must appoint 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 24 hours.

The Contractor may not remove or assign Key Personnel without the prior consent of the State. Prior consent is not required for reassignment for reasons beyond the Contractor’s control, including illness, disability, death, leave of absence, personal emergency circumstances, resignation, or termination for cause. The State may request a résumé and conduct an interview before approving a change. The State may require a 30 calendar day training period for replacement personnel.

The Contractor must identify the Key Personnel, indicate where they will be physically located, and describe the functions they will perform.

Bidder Response: Key Personnel

Key Personnel Name:

Address:

Telephone:

Cell Phone:

Email:

Days and Times Available:

Functions to be Performed:

3.3. 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: Subcontractor

Subcontractor Name:

Address:

Telephone:

Email:

Description of Subcontractor’s organization:

Services to be provided by Subcontractor:

Relationship of Contractor with Subcontractor:

Describe any previous working experience with the Subcontractor:

Provide a complete description of the activities to be performed or provided by the Subcontract (this includes third party delivery companies, etc.):

4. Pricing

4.1. Price Term

Pricing is firm for a 365 day period (“Pricing Period”). The first pricing period begins on the Effective Date. Adjustments may be requested, in writing, by either party and will take effect no earlier than the next Pricing Period.

Bidder Response: Price Term

☐ The Bidder has reviewed the Price Term section and will comply with no exceptions.

☐ The Bidder has reviewed the Price Term section and will comply with the following exceptions.

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.

Bidder Response: Price Changes

☐ The Bidder has reviewed the Price Changes section and will comply with no exceptions.

☐ The Bidder has reviewed the Price Changes section and will comply with the following exceptions.

5. Ordering

5.1. Authorizing Document

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

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.

Bidder Response: Order Verification

How will you verify abnormal orders?

How will you ensure only authorized individuals place orders?

6. Delivery

6.1. Delivery Programs

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: Transportation Method

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

Refer to the Standard Contract Terms, Section 16, for Acceptance terms.

8. Invoice and Payment

8.1. Invoice Requirements

All invoices submitted to the State must include:

a. Date

b. Purchase order number

c. Quantity ordered with numeric tag code breakdown included

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 by Electronic Funds Transfer (EFT) only. Contractors are responsible for ensuring they are registered as a vendor in SIGMA and that they are EFT compliant.

9. 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 $5,000 and an additional $100 per day for each day Contractor fails to remedy the late or improper completion of the Work.

10. Additional Requirements

10.1. 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.

Bidder Response: Environmental and Energy Efficient Products

10.2. 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.

Bidder Response: Hazardous Chemicals

10.3. 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.

Bidder Response: Mercury Content

Version 1 Revised Date: 7/28/2017