Schedule A - Statement of Work.docx

Enter your company name Schedule A – Statement of Work Request for Proposal No. 260000002536 Snow and Ice Removal Services for the DNR Cadillac Customer Service Center 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.

Scope This RFP is for Snow and Ice removal services for DNR’s Cadillac Customer Service Center:

8015 Mackinaw Trail Cadillac, MI 49601 Requirements General Requirements A. The Contractor must provide all personnel, equipment, tools, materials, supervision, and other items and/or services necessary to perform the Contract Activities as described within the requirements and specifications section.

B. The objective is to maintain facility parking lots, sidewalks, and drive entrances in safe conditions for use by State employees and DNR customers.

C. The Contractor must provide all supervision necessary to oversee all Contract Activities performed by Contractor personnel or subcontractors.

D. The State reserves the right to approve personnel and / or subcontractors for the Contract Activities, and to require placement of personnel found unacceptable.

E. The State reserves the right to modify the services required under this RFP and/or any resulting contract to meet the State of Michigan’s future needs.

F. The State of Michigan will not pay for unperformed services, or for services performed on State Holidays unless pre-approved in writing (email acceptable) by Program Manager or designee.

a. State Holiday’s include:

New Year’s Eve New Year’s Day Martin Luther King, Jr.

Presidents Day Memorial Day Juneteenth Independence Day Labor Day Veteran’s Day Election Day (even numbered years) Thanksgiving Day (Thursday and Friday) Christmas Eve Christmas Day 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

Product Specifications Snow and Ice Removal Specifications A. The Contractor agrees all snow and ice removal services shall be performed according to Schedule A – Statement of Work.

B. The Contractor agrees:

a. To provide automatic snow removal/plowing services for snowfall of three (3) inches or more. All automatic snow and ice removal services shall be completed prior to 7:00 a.m., Monday through Friday, excluding State Holidays outlined within Section 2.1.

b. To provide on-call snow and ice removal services to be completed within two (2) hours of the request for service. To provide accumulated snow removal within 24 hours of request by the Program Manager or designee.

c. To plow snow from the parking lot and driving areas, leaving all parking spaces available for continuous use.

d. To remove snow from building entrances and sidewalks. The Contractor may remove snow with a shovel or snow blower.

e. To supply and spread Manager approved deicer at building entrances and sidewalks when snowfall occurs, and/or icy conditions exist. Contractor shall utilize best judgement when applying deicer in order to prevent slip and fall accidents to best ensure the safety and security of the public and employees.

NOTE: Spreading of Contractor supplied deicer may be required on a frequent basis, as often as necessary, and as requested by the Program Manager or designee. The Contractor and the Program Manager should discuss spreading of deicer prior to the start of snow removal season to clarify expectations.

f. The Contractor agrees to provide and apply deicer for the parking lot and driving areas. Deicing shall be performed on an “on-call” basis only, when requested by the Program Manager or designee.

g. The Contractor agrees to push or relocate accumulated snow when snow banks interfere with traffic, parking, and / or clear vision to roadways. Removal of accumulated snow to be performed “on-call” within 24 hours of request for service by the Program Manager or designee. Service may require the use of heavy equipment (i.e. front-end loader). The Contractor may use owned or rented equipment or a subcontractor to remove accumulated snow.

h. Holiday services, if required, shall be requested at least 24 hours in advance by the Program Manager or designee. No Contract Activities will be required on Saturdays or Sundays.

C. The Contract Administrator or Program Manager shall provide the Contractor with a list of DNR contacts authorized to approve snow and ice removal activities.

D. The Contractor shall provide the Contract Administrator with a contact name and telephone number to be used as a 24-hour contact.

E. Exact snow and ice removal requirements are unknown. The Contractor shall be responsible for providing services as described and/or as requested.

F. The State is not obligated to purchase these services in any specific amounts.

G. The Contractor agrees to use care and caution while performing snow plowing, shoveling, de-icing or snow removal near structures, landscaping, vehicles and pedestrians to avoid personal injury or property damage.

H. The Contractor agrees to remain responsibility for the repair, replacement or cleanup of damages incurred to State managed property or private owned property performing Contract Activities.

I. The Contractor agrees to inspect the parking lot, sidewalks and entrances by September 30th each year to verify the location of curbs, parking bumpers, speed bumps, walkways, obstructions, landscaping, etc. which may incur damage during snow and ice removal.

J. The Contractor agrees to inspect the parking lot, sidewalks and entrances by May 1st each year, or as soon as conditions permit, to determine whether damage has occurred and schedule repair or replacement with the Program Manager or designee.

K. The Contractor agrees all repairs and / or replacement will be completed by June 1st each year, or as soon as conditions permit. Failure to complete may result in an invoice credit.

L. Snow and ice removal services shall be considered as both “automatic” and “on-call.”

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

Snow and Ice Removal Equipment A. The Contractor must have a variety of equipment (snow plow, snow blower, shovels, salt spreaders, etc.) in quantities necessary to adequately perform the Contract Activities.

B. At a minimum Contractor must provide the following equipment: Pick up with V Plow.

C. Equipment failure will not constitute an acceptable reason for failure to perform Contract Activities. In the event of mechanical breakdown, the Contractor will be expected to provide back up so that snow and ice removal services are performed as requested.

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

Equipment (note quantity and if owned/rented):

Quality Assurance Program

Bidder Response

Explain your Quality Assurance Program(s).

Describe how you will comply with the requirement(s)

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)

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

Exceptions: List all exceptions here

Timeframes All Contract Activities must be delivered in compliance with all Schedule A requirements, Schedule B, or as requested by the Program manager or Designee. 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)

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

Exceptions: List all exceptions here

Reporting The Contractor must submit signed service receipts noting the date, time, and services performed to the Program Manager or designee or left at a pre-approved location. Service receipts will be used by the program manager to verify Contractor invoices for payments.

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

Meetings The State may request meetings as it deems appropriate.

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

Contractor Program Manager The Contractor must appoint 1 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

Organizational Chart Bidder Response

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

Add your org chart here or insert the label or filename if you are adding it as a separate attachment.

Customer Service Number Bidder Response

The Contractor must specify its customer service number for the State to contact the Contractor Program Manager who must be available for calls during the hours of 7:00 a.m. Monday-Friday, at a minimum. Identify customer service availability for this proposal by hours and days of the week.

Insert customer service number

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.

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

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.

GDBE definition: "Geographically Disadvantaged Business Enterprise" also known as GDBE, is a Michigan-based business that satisfies one or more of the following: (i) Is certified as a Michigan HUBZone Small Business Concern by the United States Small Business Administration. (ii) Has a principal place of business located within a Qualified Opportunity Zone within Michigan. (iii) More than half of its employees either work at a secondary location or have a principal residence located within a Qualified Opportunity Zone within Michigan, or both.

Additional information on GDBEs can be found here:

DTMB - Geographically Disadvantaged Business Enterprise Required Subcontractor information. Bidders must complete the table below for each anticipated subcontractor. Copy the table as many times as needed for each subcontractor. Complete the second table with the percentage of work that will be completed by all subcontractors involved.

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 %

Security The Contractor must explain any additional security measures in place to ensure the security of State facilities. The State may require the Contractor’s personnel to wear State issued identification badges.

The Contractor’s staff may be required to make deliveries to or enter State facilities. 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.

Bidder Response

The Contractor must explain any security measures in place to ensure the security of State facilities.

Explain your security measures.

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

☐ 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

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

☐ 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

Authorizing Document The appropriate authorizing document for the Contract will be a Delivery Order (DO).

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

Invoice Requirements All invoices submitted to the State must include: (a) date; (b) delivery 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.

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

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

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

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 $5,000.00 and an additional $100.00 per day for each day Contractor fails to remedy the late or improper completion of the Work.

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

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

☐ I confirm the above requirement and agree with no exception

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

☐ I confirm the above requirement and agree with no exception

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 and describe how the products are identified or otherwise labelled.

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:

Exceptions List

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.

Bidder Response

☐ I confirm the above requirement and agree with no exception

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