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Schedule A – statement of work contract activities Request for Proposal (RFP) 220000000559 Hydraulic Hoses, Fittings & Components 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.

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.

IMPORTANT NOTE TO CONTRACTORS/BIDDERS: There are specific requirements for which acceptance must be simply acknowledged through a checkbox(es), and others that require further explanation. Click one checkbox and complete the entries as identified.

1. SCOPE

The Michigan Department Transportation (MDOT), Bureau of Field Services, Fleet Division owns and maintains numerous vehicles and equipment. Vehicles and equipment are housed and maintained at MDOT garage facilities located throughout the state.

The purpose of this RFP is to establish up to three (3) optional-use contracts for the purchase of Hydraulic Hoses, Fittings, and Components for the buildup and repair of MDOT vehicles and equipment (Contract Activities). The contracts will be used by and will require delivery to maintenance garage facilities located in seven Regional Service Areas (see Attachments 1 and 2).

2. REQUIREMENTS

2.1. General Requirements

A. Contract Activities must be the latest models in current production. See Schedule B – Pricing for a list of core parts.

B. Contract Activities must be built in accordance with and must meet the performance and design character required to comply with the following standards:

· American National Standards Institute (ANSI) standards for the U.S.,

· Federal and State Occupational Safety and Health Administration (OSHA and MIOSHA) standards,

· Society of Automotive Engineers (SAE) standards,

· Federal Motor Vehicle Safety Standards (FMVSS),

· State of Michigan standards and regulations that apply.

C. Manufacturers’ product literature for the brands offered must be provided with the bid proposal. The literature must show supporting data for the performance and design specifications described within this Section 2.1.

D. In addition to the listed core parts, the Contractor must provide their entire product line to MDOT at a percentage off the manufacturer suggested retail price (MSRP). MSRP may also be referred to list price. See Schedule B – Pricing, Catalog Categories tab.

E. If requested by any or all designated maintenance garages, the Contractor must provide, at no cost to MDOT, both a portable and a bench-mounted Crimper for each requesting location. Crimper placement will be determined after Contract award.

2.1. General Requirements

List all exception(s):

2.2. Specifications

A. Referenced Brands/Models See Schedule B – Pricing, Reference Components tab for list and description of core parts and components. The listed brands – Tompkins and Parker Hannifin – and model numbers are for reference.

B. Alternate Brands/Models

1) The Bidder may offer alternates or exceptions to the referenced Tompkins and Parker Hannifin brands. Alternates or exceptions must be equal to or better than referenced brands. If offering alternates or exceptions, Schedule B – Pricing, Alternate Components tab must be completed.

2) The Bidder must provide descriptive literature that contains complete specifications for the brands offered.

3) It will be at the discretion of the MDOT Fleet Division to determine if offered exceptions or alternates can be accepted without impact to MDOT’s specific usage for buildup and maintenance.

4) MDOT garage location(s) may determine alternate brands/models will replace, and not just be in addition to, current stock. Current stock may not be Tompkins and Parker Hannifin as each garage location has the option to stock different brands. If a garage location decides to replace current stock with an offered brand, the Contractor must agree to “trade-in” the garage location’s current stock and provide a credit towards the purchase of the chosen offered brand parts and components.

The Bidder’s proposed trade-in value must be entered on Schedule B.

5) Any questions regarding alternate brands’ specifications must be submitted during the Question and Answer period as posted in the Proposal Instructions.

2.2. Specifications

List all exception(s):

2.3. Warranties

A. The Contractor is to provide a one-year warranty covering all listed components listed OR manufacturer’s warranty, whichever is greater.

B. The warranty period shall start on the in-service date of the vehicle or equipment.

· For components used on new vehicles, the in-service date is the date the vehicle is assigned an inventory number.

· For components used for repair on vehicles/equipment, the in-service date is the completion date indicated on MDOT’s Repair Order.

2.3. Warranties, Sections A and B

List all exception(s):

C. The Contractor will explain its warranty period for all components specified, the process to report warranty issues, and how warranty repairs are handled.

Bidder response: Explain warranty period and warranty process

2.4. Recall Requirements and Procedures

The Contractor will immediately notify MDOT and assist with any removal and replacement of defective parts at no additional cost.

2.4 Recall Requirements and Procedures

List all exception(s):

Bidder response: Explain recall procedure

2.5. Quality Assurance Program

The Contractor must have a Quality Assurance Program and process and a point of contact who will address any quality issues.

Bidder response: Explain Quality Assurance Program and process

Provide contact information

Contact name & title

Telephone #

Email

2.6. Incentives

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

Bidder response: Explain any incentives offered

3. SERVICE LEVELS

3.1. Time Frame for Delivery

A. Regular, non-emergency orders shall be delivered within 48 hours from Contractor’s receipt of orders.

B. Orders that are deemed emergency in nature shall be delivered within 24 hours from Contractor’s receipt of orders.

3.1. Time Frame for Delivery

List all exception(s):

3.2. Delivery

Deliveries will be made at any of the MDOT garage facilities located statewide (See Attachment 2 – Garage Locations). Items must be delivered to the requesting location.

Deliveries will be accepted between 8:00 am and 3:00 p.m., Monday through Friday, excluding public holidays.

Weekend or holiday delivery may be requested for emergency orders.

3.2. Delivery

List all exception(s):

3.3. Material Returns

Due to the changing nature of MDOT’s operation and fleet make-up, there may be times MDOT may wish to return new, unused items which are no longer needed. Bidder shall describe the method it shall use to determine the dollar value credit to MDOT for returned materials.

Bidder response: Describe how Bidder will comply with the above requirement(s)

3.4. Training

The Contractor must provide operator training on the crimper, to include any applicable maintenance schedules and manuals. Training will be at no cost to MDOT.

3.4. Training

List all exception(s):

3.5. Meetings

The Contractor may be required to attend a Kick-off meeting within 30 days of the Contract effective date.

The State may request other meetings as it deems appropriate.

3.5. Meetings

List all exception(s):

3.6. Technical Support and Repairs

The Contractor must specify its telephone/cell phone number and email address for the State to contact the Contractor for technical support, repairs and maintenance. The Contractor must be available for calls and service during the hours of 8:00 a.m. to 5:00 p.m. Eastern Time, Monday through Friday.

The Contractor must explain the process for repairs to under-warranty items and non-warranty items.

Bidder Response: Provide Support & Repairs contact information

Contact name & title

Telephone #

Email

Bidder response: Describe process for repairs to under-warranty and non-warranty items (s)

4. STAFFING

4.1. Key Personnel

The Contractor must appoint one Contractor Representative who will be directly responsible for the day-to-day operations of the Contract (“Key Personnel”). Key Personnel must be specifically assigned to State of Michigan accounts, be knowledgeable on the contractual requirements, will respond to State inquiries regarding the Contract Activities, and will answer questions related to ordering and delivery, etc.

The Contractor must notify the State’s Contract Administrator at least 20 calendar days before removing or assigning a new Key Personnel.

4.1. Key Personnel

List all exception(s):

Bidder Response: Provide Contractor Representative/Key Personnel contact information

Contact name & title

Telephone #

Email

4.2. Disclosure of Subcontractors

If the Contractor intends to utilize a subcontractor(s) in the performance of the Contract, the Contractor must disclose the following:

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:

Whether the Bidder 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:

Of the total bid, the price of the subcontractor’s work:

4.3. Security

Contractor’s staff will be required to make deliveries to or enter State facilities. The Contractor will be subject the following security procedures:

A. Background Checks In the event of any incident and/or upon request by the State, the Contractor must provide detailed information on background checks performed on employees. Contractor is responsible for all costs associated with processing the background checks.

The State, in its sole discretion, may also perform security background checks. If so, the Contractor must provide to the State a list of all delivery personnel servicing State of Michigan facilities, including name, date of birth and social security number.

B. COVID-19

Effective June 30, 2021, all individuals (State employees and visitors) entering a MDOT facility may be required to wear a face mask and sign a health screen questionnaire regarding principal symptoms of COVID-19. Individuals meeting outside a building but within MDOT right-of-way will require wearing a face mask.

Individuals that have principal symptoms of COVID-19 will not be granted access to facilities and/or participation in outside meetings.

4.3. Security

List all exception(s):

5. PRICING

5.1. Price Term

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

5.1. Price Term

List all exception(s):

5.2. Price Changes

Adjustments will be based on changes in actual Contractor costs. Adjustments may be requested on either the MSRP/List Base Price or the applicable percentage discount. 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.

5.2. Price Changes

List all exception(s):

6. ORDERING

6.1. Order Authorization

Orders may be placed by telephone, by email, or by issuance of a Delivery Order (DO). Each garage location will have personnel authorized to place orders; a list of authorized individuals will be provided to the Contractor.

The Contractor must have internal controls to ensure only orders received from authorized individuals are processed.

6.1. Authorizing Document

List all exception(s):

7. ACCEPTANCE

7.1. Acceptance, Inspection and Testing

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

· Orders are delivered in the requested timeframe.

· Items and quantities delivered match the items and quantities ordered.

· Items conform to the Contract specifications with no visible defects or deficiencies,

· Items and quantities received match the items and quantities invoiced.

7.1. Acceptance, Inspection and Testing

List all exception(s):

7.2. Final Acceptance

Final Acceptance is defined in the Standard Contract Terms, Section 16.

7.2. Final Acceptance

List all exception(s):

8. INVOICE AND PAYMENT

8.1. Invoice Requirements

All invoices submitted to the State must include: (a) date; (b) delivery order number (if applicable); (c) quantity; (d) item description; (e) unit price; (f) shipping cost (if any); (g) vendor-generated invoice number and (h) total price.

Invoices must be sent by mail or email to the garage location which issued the Delivery Order.

8.1. Invoice Requirements

List all exception(s):

8.2. Payment Methods

As required by MCL 18.1283, the State will only disburse payments under this Contract through Electronic Funds Transfer (EFT).

The Contractor is responsible for ensuring current banking information is entered in the State vendor website: https://sigma.michigan.gov/webapp/PRDVSS2X1/AltSelfService.

8.2. Payment Methods

List all exception(s):

9. LIQUIDATED DAMAGES

Contract Activities must be consistent with the specifications and delivery scheduling as established in the Contract. Incorrect or defective parts or delivery delays will interfere with the proper implementation of the fleet management programs utilizing the vehicles/units.

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 any Contract Activities are not as specified and/or are not delivered within the required timeframe, the State is entitled to collect liquidated damages in the amount of 10% of the applicable invoice if Contractor fails to remedy the improper Contract Activities within five business days or if Contract Activities are delivered late. The State will deduct liquidated damages from the final payment of the applicable invoice.

9. Liquidated Damages

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10. ADDITIONAL REQUIREMENTS

10.1. 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.

10.1. Environmental and Energy Efficiency Product Standards

List all exception(s):

Bidder response: Provide detailed information as required above – either in the below response box or identified here as an attachment to this RFP.

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.

10.2. Hazardous Chemical Identification

Bidder response: Identify any hazardous chemicals that will be provided under any resulting contract.

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.

10.3. Mercury Content

10.4. 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. Contractor must describe how products that meet these requirements are identified or otherwise labelled.

10.4. Brominated Flame Retardants

List all exception(s): (Add rows as necessary.)

Bidder response: Describe how products that meet these requirements are identified or otherwise labelled.

10.5. Perfluoroalkyl and Polyfluoroalkyl Substances (PFAS)

The Contractor must confirm that the provided products do not intentionally contain PFAS. This consists of all components of the provided products, including product packaging.

10.5. PFAS

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