Schedule_A Statement of Work.docx

SAMPLE MILEAGE LOG

STATE OF MICHIGAN

Request for Proposal No.20*1468 Large Carcass Removal & Disposal Services

SCHEDULE A

STATEMENT OF WORK

CONTRACT ACTIVITIES

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.

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.

Background Michigan Department of Transportation (MDOT), Transportation Service Centers (TSC) and Region Maintenance Garages provides transportation related construction, maintenance and programs needs on all Michigan, Interstate and US routes, within their jurisdiction.

The result of this RFP is expected to be a five (5) year contract with two (2) – one (1) year optional extensions AND may result in a multiple award.

1. SCOPE OF WORK

The Contractor will weekly patrol and dispose of large animal carcasses on routes and interstates under MDOT jurisdiction, from the trunk-line, within state of Michigan right of way.

The Contractor will perform patrols at his/her provided schedule. The Contractor will not receive calls from MDOT to perform patrols (regular/routine) as defined in this contact.

Location(s) for service are listed below and are defined in the attached Location Specification Sheets (LSS).

A. Southwest Region: Marshall, Coloma, and Kalamazoo TSC/maintenance garages Appendix A1 B. Grand Region – Allegan County Appendix A1

Reference attached Statewide Region Map

1.1 GENERAL REQUIREMENTS

A. As directed by the designated MDOT Program Manager, and except where otherwise indicated contract activities shall be done in accordance to the standards and specifications of the Michigan Department of Agriculture and Rural Development, the Michigan Department of Environmental Quality and Michigan Manual on Uniform Traffic Control Devices (MMUTCD).

Vehicle Equipment Safety:

1. All service vehicles must be marked with the Contractor’s company name/logo and contact telephone numbers.

2. Contractor vehicle (equipment), activated safety features while performing contract activities along roadway.

Shall be equipped with commercial type flashing amber lights plainly visible from all directions. Flashers shall have a minimum of 32 candlepower output and flash 50-60 times per minute.

Optional: Contractor may use a lighted Arrow Type B or C as specified in the 2012 Michigan Department of Transportation Standards for Specifications for Construction mounted on, or towed behind, vehicle(s).

3. Vehicle Capacity:

a. Contractors are responsible for ensuring vehicle capacity.

b. Contractors that exceed their vehicle capacity, are required to dispose of the load and complete their patrol at no additional cost to MDOT. MDOT will only approve one (1) disposal rate, for each carcass removal, as listed on the Schedule B Pricing.

4. BIDDER will identify vehicles to be used AND applicable equipment on LSS.

B. Contract activities will be provided on active routes and interstates. The Contractor shall provide all items necessary to provide the service as described within Schedule A, to include but not limited to, personnel, equipment, tools, materials, supplies, supervision and personnel training.

Training to include, but not limited to:

Contractor Personnel

1. Shall wear personal protective and reflective gear while performing contract activities.

2. Safe loading and unloading of carcasses as applicable to State Highway Law and best practices by Contractor.

3. Vehicle Equipment Safety, protective and reflective gear and clothing, C. Use of drugs or alcohol is prohibited while performing contract activities.

D. MDOT will not be responsible for any citations, fines or tickets received, while performing Contract activities.

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

Vehicle and Safety Training

Certifies that personnel assigned to perform stated contract duties has received vehicle and safety training, to include work on active State routes and interstates.

1.2 WORK DELIVERABLES

As defined within Schedule A and under the guidance of designated Program Manager*. The Contractor will patrol and provide large animal carcass removal services. Services not authorized by MDOT will not be approved for payment.

MDOT defines, Large Animal Carcass, as carcasses weighing more than 100 pounds, such as deer, cattle, horse/pony, elk, hog/pig, large dogs, etc.

At no additional cost to MDOT, if at any time the motoring public or pedestrian safety is impeded during the performance of Contract Activities, MDOT may cancel or interrupt service, until corrected.

Vehicle and/or Equipment failure WILL NOT constitute an acceptable reason for deviating from stated contract activities. Adjustments to providing this service, including any weather-related deviations, must be approved by the MDOT Program Manager or designated representative.

*Program Managers may vary per LSS.

1. Patrol (Regular/Routine)

The Contractor will not receive a call from MDOT to perform routine patrols. The Contractor will submit to the designated MDOT Program Manager a patrol schedule indicating patrol days and designated staff.

BIDDER TO INDICATED PROPOSED DAY ON LSS.

While performing regular/routine patrols the Contractor will provide service during daylight hours** AND ensure that multiple vehicles and equipment are available to complete all patrols on all route and interstates in the stated frequency.

MDOT will allow the Contractor up to two days to complete one (1) patrol occurrence.

Using two days to complete one (1) patrol will be at the discretion of the Contractor. MDOT will only pay for (1) patrol occurrence.

Any changes to the Contractor’s schedule will be submitted to MDOT 48 hours prior to start of a patrol.

The attached LSS, with applicable appendix will specify the route, required mileage, and patrol frequency (occurrence).

Submitted invoices with more than required weekly patrol occurrences will not be accepted.

** Exceptions can be submitted in writing to the MDOT program manager for consideration, prior to start of approved patrol schedule.

1.2 Work Deliverables and Patrol (Regular/Routine)

Bidder must check only 1 box below, and identify exception(s)

2. Single Pass AND Double Pass (Route/interstate directions)

For direction of travel, each specified route will require either a single pass (one route direction) or a double pass (routes/interstates with divided highways). ***

MDOT will not differentiate between a single or double pass. Both are considered (1) patrol occurrence.

Large carcass removal will be provided on either single or double pass routes or interstates.

Single Pass AND Double Pass (Route directions)

3. Optional / As Needed Patrol (Regular/Routine) with Removal and Disposal At MDOT’s discretion, during seasons of heavy population or activity, to include, fawn season, hunting season, or construction events. Contractor will be available for an optional patrol and will be paid for removal and disposal at the contract rate.

Optional patrols will be for a complete route (the total miles specified per LSS).

4. Large Animal Carcass Removal and Disposal

MDOT defines, Large Animal Carcass, as carcasses weighing more than 100 pounds, such as deer, cattle, horse/pony, elk, hog/pig, large dogs, etc.

(i) Domestic Carcass Any domesticated or believed to be domesticated animal carcasses shall be immediately reported to MDOT Program Manager or designee prior to disposal for possible owner retrieval.

The Contractor will dispose of the dead animals in accordance with all applicable ordinances and in compliance with the Michigan Department of Agriculture and Rural Development and the Michigan Department of Environmental Quality.

Disposal of animal carcasses must be placed in a licensed, local Class II landfill. The disposal receipt and or landfill manifest must be submitted with each invoice.

Carcasses are to be disposed of during daylight hours.

Each carcass removal and disposal will be paid at the contract rate.

***direction of travel will vary per LSS BIDDER reference applicable Appendix for additional route/interstate information

Large Animal Carcass Removal and Disposal

5. Emergency Mobilization

If a carcass or recently killed animal is deemed a sensitive nature or presents an imminent threat to the motoring public, the Contractor will be available 24 hours, seven days per week. All emergency mobilizations, removals and disposals must be completed within 2 hours.

The mobilization for emergency requests will be paid at the Contractor’s hourly rate.

Emergencies will be requested by the designated MDOT Program Manager or designee.

Emergency Mobilization

6. Mileage Log

Contractor must be able to verify acquired mileage while performing a patrol (Regular/Routine) and for Emergency Mobilization.

Contractor will provide mileage log, to include days and route description, with submitted invoice.

Acceptable Mileage Log documents include but are not limited to:

· ArcGIS data (reference Attachment A – BIDDER to read and sign) Use of ArcGIS Online may be required for providing carcass location, tracking contract activity and assigning Work Orders. MDOT will determine if ArcGIS and Work Orders will be applicable for designated routes and Regions.

· Data from Contractor’s mileage tracking software

Mileage Log

Bidder to respond to each item for evaluation.

Bidder shall describe how they will track and report mileage, including identifying any software that will be used.

Bidder software that will be used:______________________

Bidder has attached the following in SIGMA:

1. Attachment A -ArcGIS has been read and signed

2. Attachment D - Sample Mileage Log

7. Patrol Schedule

The Contractor will ensure that the submitted Patrol Schedule will remain current for the duration of the contract.

The schedule must include: (a) the Contractor's organizational chart with names and title of personnel assigned to the project, which must align with the staffing stated in accepted bid documents; and (b) the project breakdown showing routes/locations and designated landfills.

Any changes to the Contractor’s schedule will be submitted to MDOT 48 hours prior to start of a patrol.

Bidder will submit a sample patrol schedule to include names of personnel assigned per listed route or interstate with identified landfills for evaluation

2.SERVICE LEVELS

2.1. Work Hours

The Contractor will perform contract activities during daylight hours. Exceptions can be submitted in writing to the MDOT program manager for consideration, prior to start of approved patrol schedule.

Work Hours

2.2 Time Frames for Completion

1. PATROLS, REMOVAL and DISPOSALS– Routine/Regular and Optional

Standard completion time is 24 hours.

MDOT will allow the Contractor up to two days* to complete one (1) patrol.

*Using two days to complete one (1) patrol will be at the discretion of the Contractor. MDOT will only pay for (1) patrol occurrence, at the stated contract rate on Schedule B.

2. CARCASS DISPOSAL

Carcasses are to be disposed within 10 hours of pick up.

3. EMERGENY MOBILIZATION

Emergency removals must be completed within 2 hours; and a maximum of two (2) hours will be approved by MDOT Program Manager.

One hour for mobilization to the job site, carcass removal and disposal to be paid at the contract rate per item, and one (1) additional hour for travel from the site.

2.3 Acceptance and Inspection

To allow for an inspection or tentative approval of completed work, the Contractor will notify the MDOT Program Manager, or designee when services for the week has ended. This will allow the Contractors to make any corrections in a satisfactory manner within specified timeframes for completion.

At MDOT discretion, the following criteria will be used to determine acceptance of the Contract Activities:

· Visual inspections of patrolled routes/interstate – both single and double pass

· Removal of animal carcass was on designated MDOT routes

· Entries into ArcGIS is completed as requested.

· Submitted landfill manifest for each carcass disposal

· Verify emergency charges by applicable MDOT personnel.

· Mileage documents that match stated routes/interstate miles provided by MDOT.

Final Acceptance, will be determined as defined in Section 16, of the Standard Contract Terms.

Acceptance and Inspection

2.3.1 Corrections of Contract Deficiencies

The designated MDOT Program Manager will inform the Contractor of any deficiencies and allowed time to correct the deficiencies. If deficiencies continue, a formal Complaint to Vendor or Vendor Performance Report will be filed.

The Program Manager or designee will use the following actions to document noncompliance to contract activities.

A. 1st Occurrence Timeframe Deficiency

· Contractor will be notified verbally or in writing

· Contractor Corrective Action:

Removal and Disposal Deficiency (any type of service performed)

B. 2nd Occurrence Timeframe Deficiency

· Contractor will be notified verbally AND in writing

· A Vendor Performance evaluation/report submitted in SIGMA and or copy of written notice submitted by the MDOT CSD, Purchasing Unit

· Contractor Corrective Action:

Removal and Disposal Deficiency

C. 3rd Occurrence Contractor’s inability to provide contract activities, complete required timeframes, or correct deficiencies within provided occasions may result in contract termination.

Corrections of Contract Deficiencies

2.4. Meetings

At the request of MDOT, the Contractor will be available to attend meetings at either a designated location determined by MDOT or via a teleconference. Type of meeting can include, but not limited to the following:

A. Pre-Award Meeting and Equipment Inspection

i. After an “award recommendation” is posted, the recommended Contractor will be subject to a Pre-Award Meeting and Equipment Inspection. Results of this meeting and inspections could result in the State withdrawing the award recommendation.

ii. The objective of this meeting is for the Program Manager, or designeeto view the recommended Contractors listed equipment and valid Class II landfill license.

Equipment Inspection

iii. At any time during an active contract term, all equipment listed for use on this contract must be available for visual and/or mechanical inspections and meet the conditions defined within section 1.1 Equipment Requirements.

B. Kick Off Meeting

i. Prior to commencement of work the Contractor will meet with MDOT program staff, items to review but not limited to: to discuss the scope of the contract, type of mileage log, ArcGIS, schedule a viewing of Contractor’s stated vehicles and equipment.

C. Service Review (Scheduled as necessary)

i. The MDOT Program Manager may request an audit of the services provided as stated within the Statement of Work and Standard Terms of the Contract.

ii. The audit will consist of an evaluation of the total service quality, including responsiveness, timeliness of required reporting, and any other specifics as required under the terms of the Contract. The results of the audit along with recommendations from the Program Manager will be placed within the Contractor’s file and distributed to MDOT TSC within the State Regions.

iii. An unsatisfactory audit may result in cancellation of the Contract under the attached Standard Terms; and, should the Contract be cancelled for cause, the Contractor will not be allowed to participate in request(s) for continuation of this service.

iv. Should the Contractor desire, a meeting will be arranged between all concerned parties within 10 (ten) calendar days of the date the Contractor could have reasonably been expected to receive, his/her copy of the audit. This meeting will provide an opportunity for the Contractor to present his/her reactions to audit recommendations.

Meetings

3. Staffing

3.1. Contractor Representative

The Contractor must appoint one Contract Manager and one a Field Supervisor, that will be specifically assigned to this contract. The contacts will have a technical background to perform requested work and knowledgeable on the stated contractual requirements.

The Contractor must appoint one Emergency Contact to be accessible 24 hours a day 7 days a week

Regardless of type of removal (reassignment, termination, medical leave, resignation, etc), the Contractor must notify the MDOT Program Manager(s) within two (2) days of assigning a new representative.

BIDDER WILL PROVIDE THE FOLLOWING

Employee Name:

Employee Title:

Employee Office phone:

Employee Cell phone:

Employee email:

Employee Name:

Employee Title:

Employee Office phone:

Employee Cell phone:

Employee email:

Employee Name:

Employee Title:

Employee Office phone:

Employee Cell phone:

Employee email:

3.2. Organizational Chart

BIDDER will submit and ensure that the overall organizational chart that details staff members, by name and title will also align with the staffing stated in accepted bid documents.

Contractor will provide updates as needed during the contract term.

Organizational Chart

3.3. Security

The contract activities may require interaction with State personnel at State facilities and/or designated State trunk lines or highways.

Upon request by the State, the Contractor shall provide the results of all security background checks of any employee that performs contract activities.

The State may decide to also perform a security background check. If so, the Contractor will be required to provide to the State a list of all delivery people that will service State of Michigan facilities, including name, date of birth and social security number.

Security

3.4. Disclosure of Subcontractors

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

(if proposing a subcontractor) – Repeat table for each subcontractor

1. Legal Business Name

2. Address

3. Telephone Number

4. Description of subcontractor’s organization and the services it will provide

5. Information concerning subcontractor’s ability to provide the Contract Activities

6. Describe the relationship of the subcontractor to the Bidder and describe if Bidder has a previous working experience with the subcontractor. If yes, provide the details of that previous relationship.

7. Provide a complete description of the Contract Activities that will be performed or provided by the subcontractor.

Pricing

4.1. Price Term

Pricing is firm for the entire length of the Contract.

4.2. Fuel Surcharge (FS) – for Patrol Only

The State recognizes that fuel prices will fluctuate through the life of this contract and has established a Fuel Surcharge (FS) structure that will allow an additional charge added to the Contractor’s patrol rate stated in Schedule B. FS will be dependent on a monthly pricing index as laid out below.

For BIDDING PURPOSE both Regular and Diesel fuel is represented. Any resulting contract will be modified to represent the Contractor’s primary engine/fuel source.

The following shall apply to the Fuel Surcharges:

· FS’s will only apply to regular/routine patrols, or an optional patrol.

· FS’s have been separately calculated for each of the regions and the predefined total miles per patrol (ref. Table 1 thru Table 4 - Calculated Fuel Surcharge per Routine Patrol)

· FS’s will apply when the monthly published price index for regular fuel is >= $2.35 per gallon or when the monthly published price for diesel fuel is >=$2.80 per gallon.

*Optional Patrol will be total required patrol miles as indicated*

FS Data and Assumptions.

MDOT established the FS rate based on the following assumptions:

· U.S. Energy Information Administration (EIA) historical published data

· Required patrol miles per route/interstate

· Contractor’s vehicle achieving 15 miles to the gallon

· Baseline data

(i) Base Gasoline Price - This is $2.35 per gallon.

(ii) Base Diesel Price - This is $2.80 per gallon

(iii) Base Patrol Miles – Total required route/interstate miles allowed

(iv) Base Optional - Total required route/interstate miles allowed

Calculated Fuel Surcharge per Routine Patrol – Rate Table (Table 1 thru 4) Each specified region for service has an applicable FS rate table.

· Only when the monthly fuel price index rises above the established base fuel price, will the surcharge be calculated and applied as defined in the FS Rate Table for the applicable region.

· The monthly published price index is from the EIA and will be used to determine the FS for gasoline and/or diesel fuel for the month services were provided.

Reference: https://www.eia.gov/dnav/pet/pet_pri_gnd_dcus_nus_m.htm

The State reserves the right to modify the FS table if the predetermined total patrol miles within a given route changes.

Pricing and Fuel Surcharge – for Patrol Only

Bidder shall indicate primary fuel

Table 1 Southwest Region – TSC and Maintenance Garages, per LSS

Table 2 Grand Region – TSC, per LSS

Table 3 Metro Region – Oakland TSC

Table 4 Metro Region – Macomb TSC

4.3. Price Changes

Pricing is firm for the stated term years; however, adjustments will be considered based on changes in actual Contractor costs to provide stated service to MDOT.

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; U.S. Energy Information Administration (EIA); 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. Ordering

5.1. Authorizing Document

The appropriate authorizing document for the Contract will be a Delivery Order issued by the requesting MDOT locations.

5.2 Order Verification

The Contractor must have internal controls in place to ensure that any listed service performed are authorized by the applicable, MDOT Program Manager(s) or their designee.

Ordering – Authorizing Document and Order Verification

6. Invoice and Payment

6.1. Invoice Requirements

Invoice will be ITEMIZED, submitted MONTHLY AND reflect actual work done to include the following supporting information:

(a) delivery order number.

(b) list the route or interstate

(c) copy of disposal receipt/landfill manifest

(d) total mileage patrolled each provided patrol day

(e) identified single or double pass

(f) ITEMIZED description of the Contract Activities WITH unit price; and total price for the MONTH.

(g) Copy of Energy Information Administration (EIA) report indicating the reported rate for the month

The Contractor will submit invoices to the applicable MDOT Program Manager identified within issued delivery order (DO). Reference Attachment C as an example invoice.

Contractor to reference Attachment B for step example on how to calculate the FS charge for the month

Invoice Requirements

6.2. Payment Methods

The State will make payment for Contract Activities under this Contract through Electronic Funds Transfer (EFT). Public Act 533 of 2004 requires that payment on all State contracts for the purchase of goods or services be made by Electronic Funds Transfer (EFT). If you are not registered to receive EFT payments you must do so prior to the execution of the contract (www.michigan.gov/SIGMAVSS ).

MDOT shall pay the billed amount in accordance with the Contractor bid rate, and the payment terms specified in this Contract, which are net 45 days after the later of the invoice date, and/or the date the Contract Compliance Inspector certifies the invoice for the satisfactory completion of completed work meeting the outcome target as outlined in this contract.

Payment Method

The Bidder has read AND agrees to provide Large Carcass Removal and Disposal as described within:

Check All that Apply

Bidder Name:

BIDDER CHECKLIST

The following documents are completed and attached in SIGMA

Bidder must enter company name here.

Version 2 Revised Date: 2/2019

ATTACHMENT B

EXAMPLE - MONTHLY FS CALCULATION

Version 2 Revised Date: 2/2019

ATTACHMENT C

SAMPLE INVOICE for December 2019 – Diesel

Bidder shall attach their Sample Mileage Log and submit with their proposal for evaluation.

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