Schedule A - Statement of Work.docx

Enter your company name Schedule A – Statement of Work Request for Proposal # 270000000126 Snow and Ice Removal Services - MDOT Paw Paw Central Repair Facility 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 Winter maintenance services – snow and ice removal from parking lots, driving areas, and building entrances – are necessary to provide and maintain safe access to Michigan Department of Transportation (MDOT) facilities. MDOT Paw Paw Central Repair Facility provides service and repair to the maintenance fleet for the Southwest Region. It is also utilized for salt storage and loading for winter maintenance of State Trunkline during winter snow and ice events. Therefore, it is critical that the facility be accessible at all times during the winter season.

The result of this RFP will be a three-year contract with two (2) one-year renewal options. Quantities indicated in Schedule B are estimates, actual work performed will be as-needed or as determined by the Program Manager or designee. The State is not obligated to purchase any listed quantity.

Scope The Contractor must provide snow and ice removal services at the Paw Paw Central Repair Facility located at 1003 East Michigan Avenue in Paw Paw. See Exhibit 1 for an aerial view of the facility showing area to be serviced.

The facility requires access 24/7; therefore, services will be required on weekdays, weekends, and holidays.

Services will include snow plowing, blowing and/or shoveling; furnishing and applying deicer products; and hauling and disposing of large piles of accumulated snow.

General Requirements Snow and ice removal services will include:

A. Plowing snow from parking lots, driving areas, and all drive entrances/exits to roadway.

1) Roadway entrances and exits to MDOT property driveways must be cleared to maintain clear vision onto roadway. BY STATE LAW, snow must not be plowed or pushed onto or across adjacent roadways and/or shoulders.

2) Snow must be plowed from parking lots so that parking spaces are continuously available. MDOT vehicles will be stored in the parking area overnight; parking spaces around the vehicles must be cleared in a manner as to not plow in the parked vehicles.

3) All equipment blades must be properly adjusted for height to avoid damage to any road, curb, or parking areas.

4) Snow and ice must not be pushed and/or stored in a manner which will cause damage to signs, light poles, shrubs, bushes, or trees. Plowed snow must not block or cover drains, fire hydrants, sidewalks.

5) Snow must not be piled to cause a vision obstruction or hazard to the public.

B. Removing snow, using appropriate methods, from all building entrances.

1) Shovel, push-type snow-blower, or equipment approved by the MDOT Program Manager must be used to clear areas in front of entrance doors, and overhead doors.

C. Furnishing and applying appropriate deicer product.

1) Ice removal shall be done with each plowing occurrence, whenever icing conditions make driving or walking hazardous, or as directed by the MDOT Program Manager.

2) Rock salt or alternate deicer product must be applied on parking lots, driving areas, and all drive entrances/exits to roadway. Alternate deicer product must be approved by the MDOT Program Manager.

Bidder Response

Indicate if rock salt or alternate deicer product will be used. If alternate deicer product, provide brand/name of product.

Enter your response

3) A de-icing agent must be applied in front of all pedestrian/service entry doors.

4) De-icing agent must be applied in front of all overhead garage doors on the main garage building, extending 25’ out from the building.

5) The de-icing agent must be a type that is non-corrosive to concrete.

Bidder Response

Provide brand/name of de-icing product for use in front of doors.

Enter your response

D. Hauling and disposing of large piles of accumulated snow.

1) If accumulated snow impedes the performance of snow removal services or interferes with traffic, parking, and/or clear vision to roadways, use of heavy equipment (front end loader, dump truck, etc) may be required to push or remove snowbanks away from the parking lot or driving areas.

2) Snow removed from the premises will be transported to a designated offsite location chosen by MDOT.

3) Hauling and disposal services will be performed on an “on-call” basis when requested by the MDOT Program Manager or designee. Services must be performed within 24 hours of request for service.

Bidder Response

☐ I confirm the above Section 3 requirement(s) and agree with no exception(s)

☐ I have reviewed the above Section 3 requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

Service Specifications Description of Areas to Be Serviced.

See Exhibit 1 – Aerial View of Service Location for service area. The Contractor is strongly encouraged to visit the service location and assess snow and ice removal service requirements prior to submitting a solicitation response. The facility will be assessable (gate open) Monday through Friday, 8:00 a.m. to 4:00 p.m.

Automatic Services.

A. The Contractor must automatically perform contract services whenever a snow/ice event occurs on any day except for flurry/light snow events – when no snow is sticking to pavement and no snow accumulation occurs. The service location requires access 24/7; therefore, services must also be performed on weekends and holidays.

B. For snow events:

1) Snow plowing and de-icer application must be completed by 6:00 a.m. Monday through Friday when snowfall of 2” or more accumulates.

2) Snow plowing and de-icer application must be completed by 8:00 a.m. on weekends and holidays when snowfall of 4” or more accumulates.

C. For ice events where icy conditions make driving or walking hazardous:

1) De-icer application must be completed by 6:00 a.m. Monday through Friday.

2) De-icer application must be completed by 8:00 a.m. on weekends and holidays.

On-call Services.

A. The Program Manager or authorized designee will contact the Contractor to request on-call services as needed.

B. The Contractor must be onsite to perform on-call snow and/or ice removal services within two (2) hours of initial contact by the Program Manager or authorized designee.

C. The Contractor must be onsite to perform on-call hauling and disposal of snow services within 24 hours of initial contact by the Program Manager or authorized designee.

Deicer Products Requirements.

A. The Contractor must be familiar with how anticipated temperature and type of precipitation at the start of a storm will determine type of ice treatment used.

B. The Contractor must supply all rock salt and de-icing agent products.

C. Use only de-icing agent products that are approved by the MDOT Program Manager. The State reserves the right to accept or reject any de-icing agent product. Contractor must immediately furnish an acceptable substitute for any product rejected by the State.

D. De-icing agent products must be applied at a rate recommended by the supplier.

E. A Materials Safety Data Sheet (MSDS) for each deicer product must be always available in each Contractor vehicle.

Equipment Requirements.

A. The Contractor must furnish, operate, and maintain a variety of equipment (snowplow, snow blower, shovels, salt spreaders, etc.) in quantities necessary to adequately and safely perform Contract Activities. The Contractor must complete Schedule D to provide a detailed Equipment List of equipment to be used on the Contract. The Program Manager reserves the right to determine if the equipment proposed is sufficient to provide the necessary service to the State.

B. MDOT reserves the right to inspect the Contractor's equipment at any time throughout the duration of the Contract.

C. All equipment must meet all federal, state, and local safety requirements.

D. Equipment must be in good repair and maintained to cut through snow and ice. Equipment failure WILL NOT constitute an acceptable reason for failure to perform contract services. In the event of mechanical breakdown, the Contractor must provide backup so that contract services are performed as specified.

E. Under no circumstances shall MDOT be responsible for any damage to the Contractor’s equipment due to obstacles encountered.

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

Damages.

The Contractor must preserve and protect public or private property along and adjacent to the work areas. The Contractor must use care and caution while performing contract services near structures, landscaping, vehicles, and pedestrians to avoid personal injury or property damage. Contractor is financially responsible for damage to State and private property; and for personal bodily injury caused by negligence, unsafe work practices, operator error, or misuse of equipment.

The Contractor must repair, replace, or cleanup damages to parking lot, curbs, pavements, shrubs, fences, etc. which resulted from contract services. Damages must be remedied (repaired or replaced) the following spring by the Contractor at the Contractor’s expense.

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

Measurement and Payment.

Unit Price.

A. Contract services will be paid on a unit price of “Each” service occurrence not to exceed one service occurrence per day unless otherwise approved by the MDOT Program Manager or authorized designee.

B. The unit price for each pay item must cover all costs of removing snow from and/or applying salt/deicer product on parking lots and driving areas.

C. The unit price must include all costs, including but not limited to cost of supervision, labor, equipment, materials, transportation, mobilization, deicer product and potential costs that Contractor may charge the State.

Pay Items – Automatic Services.

A. Ice Removal. The Contractor will apply appropriate deicer product as needed on pavement surfaces.

B. Snow and Ice Removal. The Contractor will remove snow and ice from the pavement surfaces and apply appropriate deicer product as needed.

Pay Items – On-Call Services.

A. The Contractor must be available for on-call requests during any winter event of any size at any time – 24 hours a day, 7 days a week including holidays.

B. As determined and requested by the Program Manager, the Contractor will apply deicer product as needed; or will remove snow and ice from the pavement surfaces and apply deicer product as needed; or will haul and dispose of accumulated snow.

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

Reporting.

In all instances where State property or equipment is damaged, the Contractor must submit to the MDOT Program Manager or designee a damage report containing the facts and extent of the damage. Damage reports must be submitted in writing within 48 hours of the damage.

Any crash must be reported immediately by telephone to the Program Manager. In addition, the Contractor must provide a written report to the Program Manager within 48 hours of occurrence. Telephone and written reports are required for all crashes arising out of or in connection with the performance of Contract Activities, whether on or adjacent to the site, which cause death, personal injury, or property damage.

Bidder Response

☐ I confirm the above Section 7 requirement(s) and agree with no exception(s)

☐ I have reviewed the above Section 7 requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

Meetings.

The Contractor must attend the following meetings:

· Initial kick off meeting.

· Other meetings as requested by 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

Staffing.

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

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.

Mike Winchester MDOT Southwest Region Office 1501 E. Kilgore Rd.

Kalamazoo, MI 49001 WinchesterM@michigan.gov 269-251-2748 Name Street Address City, State, Zip Email Phone

Emergency Contact and 24/7 Telephone Number.

The Contractor must specify an emergency contact, including telephone number. Emergency contact must be available 24 hours a day to receive on-call or emergency service requests and serve as a secondary contact if the Contractor Program Manager cannot be reached.

Emergency Contact Information

Disclosure of Subcontractors If the Contractor intends to utilize subcontractors, the Contractor must disclose the following:

If yes, provide the details of that previous relationship:

Security.

Entrance/exit to the service location is gated. A gate key will be provided to the Contractor for access during off hours. Keys MUST NOT BE DUPLICATED and must be returned to MDOT upon Contract expiration or termination. Building access will not be necessary for the performance of the Contract.

Bidder Response

☐ I confirm the above Section 10 requirement(s) and agree with no exception(s)

☐ I have reviewed the above Section 10 requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

Price Term.

Pricing is firm for the entire length of the Contract.

Bidder Response

☐ I confirm the above Section 11 requirement(s) and agree with no exception(s)

☐ I have reviewed the above Section 11 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.

Acceptance.

The Program Manager or designee are the only individuals authorized to conduct inspections and determine acceptance. Acceptance will be given following the Contractor’s notification of completed work and MDOT’s inspection determines services meet the specifications of the Contract.

Invoice and Payments.

Invoice Requirements.

A. Invoices must be submitted on a monthly basis and must reflect actual work completed during the invoice period.

B. 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 pay item; (f) unit price; and (g) total price.

C. Overtime, holiday pay, and travel expenses will not be paid.

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:

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: AdvantageVSS - SIGMA VSS.

Procedures.

Monthly invoices must be submitted via email to MDOT Program Manager Mike Winchester at WinchesterM@michigan.gov , with CC to Dawn Williams at WilliamsD90@michigan.gov; or mailed to:

MDOT Paw Paw Central Repair Facility Attn: Dawn Williams 1003 E. Michigan Ave.

Paw Paw, MI 49079 Bidder Response

☐ I confirm the above Section 14 requirement(s) and agree with no exception(s)

☐ I have reviewed the above Section 14 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 $1000 and an additional $50 per day for each day Contractor fails to remedy the late or improper completion of the Work.

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

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

RFP 270000000126 1

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