Schedule A - Statement of Work.docx

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SCHEDULE A – STATEMENT OF WORK

Request for Proposal 270000000140 Septic Tank and Vault Pumping – MDOT Grand Region Rest Areas and Roadside Parks 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 Michigan Department of Transportation (MDOT) is responsible for operating and maintaining rest areas and roadside parks located along state roadways. Within MDOT’s Grand Region, there are 12 rest areas and 12 roadside parks that require regular septic tank and vault toilet pumping to prevent overflow.

To meet their maintenance responsibilities, MDOT is seeking a contractor to provide septic tank and vault pumping services at Grand Region rest areas and roadside parks. Services must be performed to provide a clean, healthy, and safe environment for motorists and visitors of state-owned facilities.

The result of this RFP will be a contract(s) with a term of three years with two one-year renewal options. NOTE: Multiple contracts may be awarded from this RFP.

1. Scope The Contractor must perform septic system and vault toilet pumping services at specified rest area and roadside park locations when requested by the MDOT Program Manager or designee. The Contractor must remove and properly dispose of waste generated from pumping operations. Services will be requested by MDOT as-needed and must be performed in an approved and efficient manner without hindrance or delay.

1. Mandatory Minimums

2.1. Contractor is licensed for septage waste servicing by Michigan Department of Environment, Great Lakes & Energy (EGLE) to remove and transport septage waste.

2.2. Contractor’s septage waste vehicle(s) is licensed by EGLE.

2.3. If septage waste will be land applied, the Contractor and property are permitted by EGLE to land apply septage waste.

1. General Requirements

3.1. The Contractor will provide pumping services at the following locations. Any location that no longer requires service may be canceled from the Contract. NOTE: It is not necessary to bid all locations to be considered for contract award. Bidder should provide pricing only for the counties/locations they are able to service.

3.2. Pumping services at rest areas and roadside parks may conflict with public use of these facilities. The Contractor will coordinate service with MDOT staff to minimize inconvenience to visitors.

3.3. Removal, transport, and disposal of septage wastes will be done in accordance with the requirements of Part 117, Septage Waste Servicers, Natural Resources and Environmental Protection Act, 1994 PA 451, as amended (NREPA) (see MCL - 451-1994-II-3-117 - Michigan Legislature).

Bidder Response

☐ I confirm the above Section 4 requirement(s) and agree with no exception(s)

☐ I have reviewed the above Section 4 requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

1. Septic Tank Pumping

4.1. Locate the septic tank and open lid for access.

4.2. Remove all liquid, sludge, and scum from every compartment.

4.3. Visually inspect tank components. Report any suspicious structural conditions to the MDOT Program Manager.

Bidder Response

☐ I confirm the above Section 5 requirement(s) and agree with no exception(s)

☐ I have reviewed the above Section 5 requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

1. Vault Toilet Pumping

5.1. Removing a concrete lid is often required for servicing vault toilets. If there is no lid, the vault toilet must be pumped through the opening inside the vault toilet.

5.2. Trash, debris and other solid matter such as rocks, bottles, cans, etc., must be removed as much as possible and secured in plastic bags (supplied by the Contractor) and bags left behind the vault toilet building for retrieval by a MDOT staff.

5.3. After pumping is completed, the interior of the vault toilet must be left in a clean condition and disinfected with a bleach or equally effective solution. The area surrounding the vault toilets must be left at least as clean as when the Contractor arrived at the site.

Bidder Response

☐ I confirm the above Section 6 requirement(s) and agree with no exception(s)

☐ I have reviewed the above Section 6 requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

1. Disposal of Septage Waste Disposal of all septage waste/effluent must be through an EGLE authorized septage waste receiving facility or be land applied in accordance with state and federal laws.

6.1. If utilizing a septage waste receiving facility, the Contractor must disclose the facility’s name and location. A copy of receipt(s) from the waste receiving facility must be submitted with vendor’s invoice.

Bidder Response

State the waste receiving facility(s) to be used:

Enter your response

6.2. If utilizing land application for disposal, the Contractor must disclose the property location and provide MDOT with a copy of the Site Permit to Land Apply Septage Waste.

Bidder Response

State the property location to be used for land application. Be sure to attach the EGLE permit with your bid response.

Enter your response

1. Equipment Requirements The Contractor shall furnish, operate, and maintain suitable and adequate equipment necessary to perform septic/vault pumping operations in an approved safe, workmanlike manner without hindrance, delay, or damage to the roadside. The Contractor must complete Schedule D to provide a detailed Equipment List of equipment to be used on the Contract.

7.1. The Contractor’s septage waste vehicle(s) must be licensed by EGLE

7.2. In the event of mechanical breakdown, the Contractor must provide backup service so that vault pumping services are performed as required. Equipment failure does not constitute an acceptable reason for not performing the contracted service.

7.3. MDOT may inspect Contractor’s equipment prior to Contract award and at any time during the contract term to evaluate condition of equipment and determine if inventory of equipment is adequate to complete pumping services. All equipment must be in the Contractor’s possession and available for visual inspection. All equipment may be approved by MDOT through a demonstration of the equipment's capabilities, suitability, and condition. Demonstrations will be at no cost to MDOT.

Bidder Response

☐ I confirm the above Section 8 requirement(s) and agree with no exception(s)

☐ I have reviewed the above Section 8 requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

1. Timeframes

8.1. Septic or vault pumping service must be performed on an as needed/on call basis. The MDOT Program Manager or designee will contact the Contractor when services are needed. The Contractor must complete each request within 24 hours of contact by MDOT.

8.2. The frequency of pumping is not guaranteed. The MDOT Program Manager or designee will make every effort to request multiple pumping services, which are geographically in close proximity, per request.

Bidder Response

☐ I confirm the above Section 9 requirement(s) and agree with no exception(s)

☐ I have reviewed the above Section 9 requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

1. Meetings The State may request meetings as it deems appropriate. The Contractor must attend any meeting requested by the State.

1. Staffing

10.1. Contract Administrator

The Contract Administrator, or the individual duly authorized for each party, is the only person authorized to modify any terms of this Contract, and approve and execute any change under this Contract (each a “Contract Administrator”):

Anna Swanson MDOT Contract Services Division 425 W. Ottawa St.

Lansing, MI 48933 SwansonA1@michigan.gov 517-230-2063 Name Street Address City, State, Zip Email Phone

10.2. Program Manager

The Program Manager for each party will monitor and coordinate the day-to-day activities of the Contract. The Contractor’s Program Manager must be specifically assigned to State of Michigan accounts, must respond to State inquiries regarding the Contract Activities, and must answer questions related to ordering and delivery, etc.

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

Zachary Wilson MDOT Grand Region Office 1420 Front Avenue, NW Grand Rapids, MI 49504 WilsonZ@michigan.gov 269-998-4121 Name Street Address City, State, Zip Email Phone

10.3. Emergency Contact

The Contractor must specify an Emergency Contact who will be the secondary contact when the Contractor Program Manager cannot be reached.

Contractor Emergency Contact Information Name

Title

Office Phone

Mobile Phone

Email

1. Disclosure of Subcontractors If the Contractor intends to utilize subcontractors, 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.

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.

1. Pricing

12.1. 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.

12.2. Price Changes

A. 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.

B. 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.

C. 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 Section 13 requirement(s) and agree with no exception(s)

☐ I have reviewed the above Section 13 requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

1. Authorizing Document The appropriate authorizing document to begin Contract Activities will be properly executed delivery order (DO) which must be approved by the Program Manager.

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

14.1. The MDOT Program Manager will compare the invoice quantities with the vault capacities listed in the Schedule B attachment.

14.2. The MDOT Program Manager or designee may visit locations and visually inspect or take measurements using a “sludge judge” to ensure tanks/vaults have been completely pumped.

Bidder Response

☐ I confirm the above Section 15 requirement(s) and agree with no exception(s)

☐ I have reviewed the above Section 15 requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

1. Invoice and Payments

15.1. Invoice Requirements

All invoices submitted to the State must include: (a) date; (b) vendor-generated invoice number; (c) delivery order number; (d) quantity; (e) description of the Contract Activities; (f) unit price; and (g) total price.

15.2. Payment Terms

The Contractor is encouraged to offer quick payment terms. The number of days must not include processing time for payment to be received by the Contractor's financial institution.

Bidder response:

15.3. 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: www.michigan.gov/SIGMAVSS.

15.4. Procedure

Invoices and copies of receipt(s) from septage waste receiving facility (if applicable) must be either submitted via email to MDOT Department Tech, Lori Hamblin at HamblinL@michigan.gov; or mailed to:

MDOT Grand Region Office Attn: Lori Hamblin 1420 Front Ave., NW Grand Rapids, MI 49504 Bidder Response

☐ I confirm the above Section 16 requirement(s) and agree with no exception(s)

☐ I have reviewed the above Section 16 requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

1. 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 $500.00 and an additional $50.00 per day for each day Contractor fails to remedy the late or improper completion of the Work.

Bidder Response

☐ I confirm the above Section 17 requirement(s) and agree with no exception(s)

☐ I have reviewed the above Section 17 requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

RFP 270000000140 1

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