Schedule A - Statement of Work -BSBP-BEP Refrigeration Replacements - 43 units.pdf

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RFP 26* 2295

SCHEDULE A – STATEMENT OF WORK

RFP 26* 2295

BSBP-BEP Refrigeration Replacements - 43 units RFP

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. Yellow fields are also used to identify areas where a bidder response is required.

The Contractor must respond to each requirement or question and explain how it will fulfill each requirement. Attach any supplemental information and reference it appropriately within your response.

1. Background The Business Enterprise Program is looking to replace 43 refrigeration units at multiple locations across the State of Michigan. We have some outdated equipment that we are looking to replace with Duker’s brand units.

2. Scope The scope of this project includes the purchase, delivery, installation, and warranty support for commercial refrigeration units at multiple State of Michigan locations. The Contractor is responsible for furnishing all equipment, materials, labor, tools, and services necessary to ensure each unit is fully installed and operational. All costs associated with delivery, installation, and warranty coverage must be included in the total proposed price.

3. Mandatory Minimums

3.1. Product Specifications

All proposed refrigeration units must meet or exceed the specifications of the Duker’s brand baseline. Bidders must provide products that are at least equivalent in performance, quality, and functionality. Proposals that do not meet this requirement will be considered non-responsive.

3.2. Required Documentation

To avoid disqualification, bidders must provide documentation demonstrating compliance with the Mandatory Minimum Requirements. Acceptable documentation may vary depending on the bidder’s proposed solution. Examples of documentation that may be submitted include, but are not limited to:

• Manufacturer specification sheets for each proposed refrigeration unit

• Product equivalency comparison showing how proposed units meet or exceed

Duker’s brand specifications

• Manufacturer brochures or technical product literature

• Third-party certifications or test results (e.g., performance, energy efficiency, safety)

• Written confirmation from the manufacturer regarding product equivalency

• Authorized distributor or reseller letters or certificates (if applicable)

• Proof of technician certifications, licenses, or relevant installation qualifications

• Warranty statements for equipment and installation

• Company experience summary or references for similar refrigeration installations

• Copy of relevant manufacturer partner-listing webpages

Note: The above list is intended to provide examples only. Bidders may submit any documentation that clearly demonstrates compliance.

3.3. Evaluation Eligibility

Only proposals that meet all Mandatory Minimum Requirements will be evaluated by the State.

3.4. Additional Instruction Reference

All documentation demonstrating compliance with the Mandatory Minimum Requirements must be submitted as a separate attachment labeled “Attachment A – Mandatory Minimum Requirements Supporting Documentation.” This attachment must be placed immediately after the completed Schedule A – Statement of Work in the bidder’s proposal. All documents must be clearly labeled to indicate which Mandatory Minimum Requirement they support.

Bidder Response

I certify that the Bidder meets all Mandatory Minimum Requirements as specified in this RFP. All proposed refrigeration units meet or exceed the specifications of the Duker’s brand baseline. Required documentation demonstrating product equivalency, distributor authorization (if applicable), warranty coverage, and installation qualifications is included in this proposal. The Bidder acknowledges that failure to meet any Mandatory Minimum Requirement may result in the proposal being deemed nonresponsive.

By checking below, I affirm that the information provided is complete, accurate, and submitted in accordance with the RFP and Schedule A requirements.

☐ I certify that the above requirement has been met and information has been included as attachment

4. General Requirements

4.1. Requirement 1 - Refrigeration Units and Components

The Contractor must provide commercial refrigeration units that meet or exceed the specifications identified in this solicitation. Each unit must include all components, accessories, and materials necessary for proper and complete operation upon installation.

4.2. Requirement 2 - Delivery to Multiple State Locations

The Contractor must deliver all refrigeration units to the State-identified locations listed in Attachment X – Delivery Sites. Delivery costs must be included in the total bid price.

Delivery must occur within the timeframe specified in this solicitation, and all shipments must be packaged to prevent damage during transport.

4.3. Requirement 3 - Full Installation and Operational Setup

The Contractor must perform full installation of each refrigeration unit, including placement, leveling, power connection, system checks, and verification that the unit is functioning correctly. The Contractor is responsible for removing all packaging materials and debris from the installation site. Installation must be completed within the timeframe specified by the State.

4.4. Requirement 4 – Warranty Documentation and Support

The Contractor must provide complete warranty documentation for all refrigeration units, including details regarding parts, labor, and compressor coverage. The Contractor must honor all manufacturer and Contractor warranties and provide timely repair or replacement services throughout the warranty period.

4.5. Requirement 5– Coordination and Communication

The Contractor must coordinate all delivery and installation activities with the State’s designated program manager. Site-specific contact information will be provided only after contract award. Bidders must not contact individual facility staff prior to award.

4.6. Requirement 6– Compliance with Specifications

The Contractor must provide refrigeration units that meet or exceed the specifications identified in this solicitation. Bidders must not contact individual facility staff prior to award. All unit models proposed must fully comply with the required quantities and types listed below:

• 3 one-door, stand-up, glass front display coolers

• 17 two-door, stand-up, glass front display coolers

• 1 one-door, stand-up, stainless steel storage cooler

• 5 two-door, stand-up, stainless steel storage coolers

• 5 one-door, stand-up, glass front display freezers

• 1 two-door, stand-up, glass front display freezer

• 6 one-door, stand-up, stainless steel storage freezers

• 5 two-door, stand-up, stainless steel storage freezers

For each proposed refrigeration unit, the Contractor must provide:

• Model number and brand

• Complete product description

• Energy-efficiency information (if applicable)

• Dimensions (height, width, depth)

• Electrical requirements

• Price inclusive of delivery and installation at all State-identified locations

• Estimated delivery timeline for each location

• Confirmation of the availability of replacement parts

Bidder Response

☐ I confirm the above requirement(s) and agree with no exception(s)

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

5. Warranties

Bidder Response

Bidder must describe any warranties included in the bid and provide the length of the warranty. Explain the process for reporting warranty issues and how the Contractor how any repairs or replacements are made, including timing. If the warranty is provided through a third-party or manufacturer, the Contractor must confirm that the manufacturer’s warranty passes through to the State. Provide the name, address, contact name, phone number and email address of the party responsible for the warranty.

Describe how you will comply with the requirement(s)

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

6. Recall Requirements and Procedures

Bidder Response

Bidder must describe any recall procedures.

7. Quality Assurance Program

Bidder Response

Explain your Quality Assurance Program(s).

8. Incentives

Bidder Response

Explain any special incentives or services including, but not limited to, return policies, trade-in programs, quantity discounts, etc

9. ADA Compliance The State is required to comply with the Americans with Disabilities Act of 1990 (ADA), including its accessibility standard for websites, applications, content and documents. All Contract Activities created, provided, or made available by Contractor under this Contract in a digital format, including but not limited to, websites, applications, software, mobile applications, text, images, sounds, videos, controls, animations, links, and documents (including files in the following formats: PDF, word processing, presentation, and spreadsheet) must comply with the accessibility standards provided in the Digital Accessibility Standards, located at SOM Digital Standards.

Bidder Response

☐ I confirm the above requirement(s) and agree with no exception(s) https://www.michigan.gov/som/digitalstandards

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

10. Timeframes All Contract Activities must be delivered within 30 business days from receipt of order.

The receipt of order date is pursuant to the Notices section of the Standard Contract Terms.

Bidder Response

☐ I confirm the above requirement(s) and agree with no exception(s)

11. Delivery Delivery will be expected within 30 calendar days upon date of order during business hours. Delivery will be made at: See attached List

Bidder Response

☐ I confirm the above requirement(s) and agree with no exception(s)

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

12. Installation Installation will be expected within 30 calendar days upon date of order. Installation will be considered complete when the product is fully installed, functional and optimized for customer use.

Bidder Response

☐ I confirm the above requirement(s) and agree with no exception(s)

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

13. Technical Support and Repairs When providing technical support, the Call Center must resolve the caller’s issue within 24 minutes. If the caller’s issue cannot be resolved within 24 hours, on-site service must be scheduled. The on-site service must be performed within 24 hours of the time the issue was scheduled for service.

Bidder Response

☐ I confirm the above requirement(s) and agree with no exception(s)

14. Maintenance On-site maintenance must be performed according to the recommended manufacturer maintenance schedule.

Bidder Response

☐ I confirm the above requirement(s) and agree with no exception(s)

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

15. Contractor Program Manager The Contractor must appoint one 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”).

The Contractor must notify the Contract Administrator at least 10 calendar days before removing or assigning a new Contractor Program Manager.

Bidder Response

☐ I confirm the above requirement(s) and agree with no exception(s)

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

16. Technical Support, Repairs and Maintenance The Contractor must be available for calls and service during the hours of 8:00am-5:00pm Eastern at a minimum. Identify availability for this proposal by hours and days of the week.

Bidder Response

The Contractor must specify its technical support number for the State to contact the Contractor for technical support, repairs and maintenance.

Insert technical support number and availability

17. Disclosure of Subcontractors

17.1. If the Contractor intends to utilize subcontractors, the Contractor must disclose the following:

17.1.1. 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.

17.1.2. The relationship of the subcontractor to the Contractor.

17.1.3. Of the total bid, the price of the subcontractor’s work.

17.1.4. Whether the Contractor has a previous working experience with the subcontractor. If yes, provide the details of that previous relationship.

17.1.5. A complete description of the Contract Activities that will be performed or provided by the subcontractor.

17.2. Required Subcontractor information. Bidders must complete the table below for each anticipated subcontractor. Copy the table as many times as needed for each subcontractor.

17.3. Complete the second table with the percentage of work that will be completed by all subcontractors involved.

Requested Information Bidder Response

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.

Is the subcontractor a GDBE?

Whether the Bidder has a previous working experience with the subcontractor.

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.

Work performed by subcontractors

Total percentage of work that will be performed by subcontractors: Insert %

Total percentage of subcontracted work that will be performed by GDBE subcontractors: Insert %

18. Security

Bidder Response

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.

Explain your security measures.

19. Price Term Pricing is firm for the entire length of the Contract.

20. Authorizing Document The appropriate authorizing document for the Contract will be a Purchase Order (PO).

21. Delivery Programs

Bidder Response

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

Explain delivery program(s)

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

Explain transportation method(s)

22. 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.

Bidder Response

☐ I confirm the above requirement(s) and agree with no exception(s)

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

23. Acceptance, Inspection and Testing The State will use the following criteria to determine acceptance of the Contract Activities:

The Unit is properly delivered and installed in the right location, optimized and ready for use.

Bidder Response

☐ I confirm the above requirement(s) and agree with no exception(s)

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

24. 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); (g) vendor-generated invoice number and (h) total price.

25. Payment Methods The State will make payment for Contract Activities via EFT (Electronic Funds Transfer).

26. Required Functionality Relating to Data Retention, Disposal, and Retrieval

26.1. 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:

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

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

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

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

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

26.7. 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.

Bidder Response

☐ I confirm the above requirement(s) and agree with no exception(s)

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

27. Environmental and Energy Efficiency Product Standards The Contractor must identify any energy efficient, bio-based, or otherwise environmentally 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. Contractor must describe how products that meet these requirements are identified or otherwise labelled and list any exceptions to this requirement.

Bidder Response

☐ I have reviewed the above requirement(s) and agree with no exceptions.

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

List all exceptions – either in the Exceptions List table below or identified here as an attachment to this RFP labelled as add details:

Item # Response