Schedule A - Statement of Work.docx

Enter your company name Schedule A – Statement of Work Request for Proposal (RFP) No. 260000002641 Full-size Vans – With or Without Lift 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.

Background This contract is used to provide funding to authorized transit agencies in Michigan for the purchase of Full-Size Vans. Other States, including governmental subdivisions and authorized entities.

Scope Contractor must provide Full-size Vans with or without Lift per Attachment 1 - Specifications for Full-size Vans with or without Lift.

General Requirements Required Documentation The Contractor must provide:

Signed Agreement with Schedule F – Federally Required Contract Clauses.

Current Valid Motor Vehicle Dealer License.

Completed Affidavit for Driver Delivery (Attachment 2).

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 The Contractor must provide Full-size Vans with or without Lift per Attachment 1 - Specifications. In the specification documents, all cells in “Product Detail or Pre-Approved Alternate” column must be completed by bidder for each item.

Brands or trade names are for identification purposes only and do not limit the Contractor to such brands or trade names.

Chassis serial number, body number, axle ratio (if applicable), gross vehicle weight rating (GVWR), seating capacity and paint codes must be imprinted on a permanent decal(s) or stamped on a metal plate(s) and affixed in the driver's area of the vehicle (location to be approved by the State).

The Contractor must be capable of handling final inspection and corrections required by the State prior to acceptance of the Full-size Vans With or Without Lift after a contract is awarded.

The Contractor must provide parts and service for a period of seven years after the vehicles have been placed in service throughout the State of Michigan. The Contractor must supply body replacement parts within five business days of a request by a transit agency unless the Contractor notifies the transit agency that the part is not available for shipment and provides the shipping date when the part will be available.

Regardless of options and seating plan ordered, the Contractor must certify that all vehicles delivered must not exceed the GVWR of chassis as bid (determined by engineering calculated loaded vehicle axle weights). Manufacturers must comply with the chassis company’s quality vehicle manufacturing program such as Ford’s Quality Vehicle Modifier (QVM).

Alternative Products and Equipment Specifications for modified minivan wherever brand, manufacturer, or product names are referenced is only for establishing a description of the minimum quality required for an item. This inclusion is not to be construed as advocating or prescribing the use of a particular brand, product, or item.

Bidders who wish to propose an Alternate Product must submit the proposed item(s) in question form by the deadline for bidders to submit questions about this RFP. (See Proposal Instructions).

Bidders must include thorough descriptive literature and technical data for each item that may include but is not limited to dimensions, raw materials and purchased parts.

Bidder must submit sufficient information to enable the State to evaluate whether their proposed Alternate Product is of equal quality to the reference brand.

The State will approve or deny Alternative Products and will post answers to Bidder questions on www.michigan.gov/SIGMAVSS.

Bidders must list all their proposed Alternate Products in the “Suggested Source or Pre-Approved Alternate” section of Attachment 1 - Specifications in their bid if the State approves the Alternative Product.

Approval of Alternate Products is solely at the State’s discretion. A Bidder proposing an Alternate Product not approved in the Q&A addendum may lose evaluation points or be disqualified from further consideration, also solely at the State’s discretion.

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

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.

Recall Requirements and Procedures Bidder Response

Bidder must describe any recall procedures.

Describe how you will comply with the requirement(s)

Quality Assurance Program Bidder Response

Explain your Quality Assurance Program(s).

Describe how you will comply with the requirement(s)

Incentives Bidder Response

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

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)

Timeframes All Contract Activities must be delivered within 210 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)

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

Exceptions: List all exceptions here

Delivery Delivery must be made within 210 calendar days upon date of order between the hours of 8:00 am and 4:00 pm, Monday through Friday only, excluding Holidays.

The vehicle must be driven to the final destination, and delivery must be scheduled with the ordering entity.

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

Training The Contractor must provide training when necessary, including but not limited to, aspects of ordering, shipping, billing, receiving, and vehicle maintenance. At the request of the State, the Contractor will provide in-service training on products, installation, and product safety issues. The Contractor will also provide training jointly with the ordering entity as needed during the period covered by the Contract at no additional charge.

Bidder Response

Explain any training that is included in your proposal, as well as any additional training capabilities available. Any costs associated with training must be detailed in Schedule B – Pricing.

Explain your proposed training program

Reporting The Contractor must The Contractor must submit to the Program Manager quarterly reports which include agency name, vehicle(s) purchased, options, price, date ordered, date delivered, funding used (Federal/State /Local):

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

Bidder Response

Explain your reporting capabilities, any reporting that is included in your proposal, and any additional reporting capabilities.

Describe how you will comply with the requirement(s)

Meetings Meetings requested by the State include, but are not limited to, the pilot and production meetings as required per Section 27 - Inspection.

The State may request other 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 a Service Manager or Product Representative 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 14 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

Contractor Personnel The Contractor must appoint one individual who will be directly responsible for the day-to-day operations of the Contract (“Contractor Personnel”). Contractor Personnel must be specifically assigned to the State account, be knowledgeable on the contractual requirements, and respond to State inquiries within 24 hours.

Contractor’s Personnel must be available during the following times: 8:00 am – 5:00 pm.

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 Personnel:

Name:

Email:

Phone Number:

Non-Key Personnel The Contractor must notify the Contract Administrator at least 10-calendar days before removing or assigning non-key personnel.

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 8:00 am to 5:00 pm EST Monday through 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.

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.

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 %

Security The Contractor’s staff may be required to make deliveries to or enter State facilities. The State may require the Contractor’s personnel to wear State issued identification badges.

The Contractor must: (a) ensure the security of State facilities, (b) uses uniforms and ID badges, where required (c) perform background checks if required, and (d) provide the scope of the background checks if required.

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

Funding Requirements FTA funding requirements apply to all transit buses. Refer to Schedule F – Federally Required Contract Clauses for FTA terms.

Price Term Pricing is firm for the entire length of the Contract with exceptions per Section 24 - Price Changes.

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 Pricing is firm for a 365-day period (“Pricing Period”). The first pricing period begins on the Effective Date. Adjustments for changes in the chassis manufacturers Original Equipment Manufacturer (OEM) standard equipment may be requested, in writing, by either party and will take effect no earlier than the next Pricing Period subject to 24.4., and 24.5. of this section.

Adjustments for changes in federal regulations may be submitted at any time during the contract term subject to 24.3., 24.4., and 24.5. of this section.

The ordering entity must receive the benefit of any decreases in the cost incurred by the Contractor. If the chassis manufacturers OEM standard equipment pricing increases during the Contract period by more than $100.00, the Contractor may request a price revision to reflect the actual cost experienced. The request for a cost increase must be accompanied by evidence from the chassis manufacturer that a change actually affected the Contractor’s cost. Additionally, the Contractor is responsible to provide written notice to the State of its qualification for price reductions.

If changes in federal regulations affect the cost of the Full-Size Van during the Contract period by more than $100.00, the Contractor may request a price revision to reflect the actual cost increase experienced. The request must be accompanied by evidence that the change actually affected the Contractor’s cost.

Requests for price changes must be received in writing at least 30 days prior to their effective date and are subject to written acceptance before becoming effective. In the event new prices are not acceptable, the Contract may be canceled.

Per Federal Transit Administration (FTA) requirements, a cost or price analysis is required for all price changes.

The State may request a Review upon 30 days written notice that specifies what Deliverable is being reviewed. At the Review, each party may present supporting information including information created by, presented, or received from third parties.

Following the presentation of supporting information, both parties will have 30 days to review the supporting information and prepare any written response.

In the event the Review reveals no need for modifications of any type, pricing will remain unchanged unless mutually agreed to by the parties. However, if the Review reveals that change may be recommended, both parties will negotiate in good faith for 30 days unless extended by mutual agreement of the parties.

If the supporting information reveals a reduction in prices is necessary and Contractor agrees to reduce rates accordingly, then the State may elect to exercise the next one-year option, if available.

If the supporting information reveals a reduction in prices is necessary and the parties are unable to reach agreement, then the State may eliminate all remaining Contract renewal options.

Any changes based on the Review must be implemented through the issuance of a Contract Change Notice.

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

Delivery Programs The Contractor will be permitted to drive vehicle(s) to final destinations in compliance with the Attachment 2 - Affidavit for Driver Delivery, however, the affidavit must be completed and submitted with the Bidder’s proposal.

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

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

The Contractor must complete all corrections required by the State or Ordering Entity prior to delivery and final acceptance.

Delivery of Production Chassis to the Body Manufacturer must be as soon as chassis is available from the OEM, not to exceed 210 calendar days Exact Production for Delivery Due Dates will be determined by the delivery schedule, plus 7 calendar days from issue dated indicated on the Purchase Order.

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

Inspection Pilot, Production Model and Plant Inspections Pilot Model Review Meeting at the Manufacturer’s facility, or at a mutually agreed upon location, must be conducted within 30 calendar days from the date of the Purchase Order.

Pilot Model Approvals must be completed by the State and/or receiving agency within 30 calendar days after delivery of the pilot model by the ordering agency.

Periodic Production/Plant Inspections by the Michigan Department of Transportation, Office of Passenger Transportation. Must include 2 per contract period.

Final inspection must be made at a site(s) as agreed upon by the Contractor and the ordering agencies. The Contractor must be capable of handling final inspection and corrections required by the State prior to acceptance of the Full-size Vans after a Contract is awarded. The Contractor should be responsible for transportation (air fare, rail fare, car rental, taxi, or mileage), lodging, parking expenses, meals, and tips for up to three (3) individuals, as determined by the Michigan Department of Transportation, Office of Passenger Transportation, for involvement in any of the above pilot model and production schedule review or plant inspections. All travel expenses should be based on the DTMB, Vehicle and Travel Services Schedule of Travel Rates for Classified and Unclassified Employees Effective July 1, 2026, or subsequent updates. http://www.michigan.gov/dmb/0,4568,7-150-9141_13132---,00.html 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

Testing Testing - Prior to delivery, the Contractor must certify that:

All quality assurance activities have been completed.

All applicable testing has been completed.

All material deficiencies discovered during the quality assurance activities and testing have been corrected.

The Deliverable or Service is in a suitable state of readiness for the State’s review and approval.

If a Deliverable includes installation at the Ordering Entity location the Contractor must:

Perform any applicable testing.

Correct all material deficiencies discovered during the quality assurance activities and testing.

Inform the State that the unit is in a suitable state of readiness for the State’s review and approval.

To the extent that testing occurs at the Ordering Entity’s location personnel are entitled to observe or otherwise participate in testing.

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 Ordering Entities will make payment for Contract Activities to the Contractor. Orders from the State will be paid by Electronic Funds Transfer (EFT).

Bidder Response

Explain your process for ordering and accepting this payment method. If an account needs to be created on your purchasing platform, please submit documentation that shows the steps for completing this process.

Explain your process.

Procedure The Ordering entities have been instructed to make immediate inspection on receipt of units and to process payment documents promptly. Payments, however, will be delayed if the full-size vans fail to comply with specification requirements. Therefore, it is incumbent upon the Contractor to close pre-delivery inspection in accordance with the contract requirements.

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

Required Functionality Relating to Data Retention, Disposal, and Retrieval 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:

retain all data for the entire length of the Contract.

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

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

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

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

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

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

Exceptions: List all exceptions here

Bidder must review and explain how the data retention, disposal, and retrieval requirements will be met by the solution and describe its data management capabilities (storage limitations, duration, etc.). If the Solution does not allow the State to perform these activities itself, the bidder must explain how it will support the State’s compliance with these requirements.

Describe how you will comply with the requirement(s)

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.

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

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:

Bidder must provide detailed information as required above – either in this response box or identified here as an attachment to this RFP.

Describe how you will comply with the requirements or indicate the filename of the attachment.

Exceptions List

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

OR

The Contractor must disclose whether a product or its components contain intentionally added PFAS. If the product or its components contain intentionally added PFAS the Contractor must:

provide an explanation with respect to the intentionally added PFAS contents, including the purpose for which PFAS are used in the product or its components, the types of PFAS used in the product or its components, and the amount of each PFAS used in the product or its components.

indicate whether the product will be labeled or packaged with information about the intentionally added PFAS contents.

identify any alternative products that do not contain intentionally added PFAS.

provide any additional information that would further the Department’s implementation of ED 2021-08.

Bidder Response

☐ I have reviewed the above requirement and have listed all PFAS containing products in the table below or as an attachment labelled as add details

Bidder must provide detailed information as required above – either in this response box or identified here as an attachment to this RFP.

Describe how you will comply with the requirements or indicate the filename of the attachment.

PFAS List

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