Schedule A - Statement of Work- Official MI Map- 10-18-17.docx

Bidder must enter company name here.

STATE OF MICHIGAN

Department No. 171, Request for Proposal No. 180000000088 (18*88) Official Michigan Transportation Map

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 where indicated. The Contractor MUST respond within the body of this document in the spaces provided. Cut and paste information into these locations if necessary. Do not attach any alternate or additional information unless specifically requested, as it may not be considered for evaluation. Uniform Resource Locator (URL) links to information will not be considered for evaluation.

BACKGROUND

The State of Michigan Department of Transportation (MDOT) provides Official Michigan Transportation Maps as required by the State of Michigan, Public Act 108 of 1979 for the use by citizens of and visitors to this state. These maps are provided free at:

· Michigan Welcome Centers;

· Transportation Service Centers; and

· Upon Request.

SCOPE

This RFP seeks to establish a contract for the printing and folding of the Official Michigan Transportations Maps for the Michigan Department of Transportation (MDOT).

REQUIREMENTS

The Contractor will be required to provide maps which meet the specifications and requirements put forth in this Schedule A- Statement of Work, Schedule C- Paper Specifications, and as identified on the Schedule B- Pricing Sheet.

1. General Requirements A. Contractor will be required to produce a state map which includes the entire State of Michigan, utilizing the graphic data file provided by the State of Michigan.

B. The Contractor will be responsible for the folding, packaging and distribution of the maps to the locations(s) indicated by the State of Michigan.

Responding to 1. General Requirements, the Bidder shall check only 1 box below, and identify exception(s)

I have reviewed the above requirement and agree with no exception.

1.1. Product Specifications

A. Quantity: The State may require up to 750,000 maps per year, although quantities are not guaranteed. Additional re-prints may be required, but are not guaranteed.

B. Paper: The paper used in the creation of these maps shall be the type used for high quality, multicolor letterpress and offset printing of field books, maps, folded insets, etc., requiring water-resistant properties and good folding endurance. Printed matter may include text, line illustrations and halftones of up to 150 line screen.

1. Paper shall be white, 50 lb. (25” x 38” – 500) basis weight, smooth finish, offset paper

2. Paper shall meet the U.S. Government Printing Office specifications FSC 9310 MAP Paper JCP E30. See Schedule C for full Map Paper specifications.

3. Contractor shall submit as part of this RFP samples of paper along with manufacturer’s literature illustrating compliance with the paper specifications per the instructions provided in the Proposal Instructions.

Bidder shall provide information regarding the paper on which they are basing their Proposal and shall include: Paper Manufacturer/Mill, Paper “Brand”, Paper Name or Designation.

Bidder Response:

C. Ink: All inks must be high-grade lithographic inks and must guarantee permanency of colors. Map shall be printed on both sides. The specific ink colors are to be selected and approved by the State and are subject to change. The Pantone color numbers for the selected inks will be provided to the Contractor by the Program Manager with the graphic data files.

1. Face: Black, Blue, Magenta, and Yellow

2. Back: Black, Blue, Magenta, and Yellow

D. Printing Process: The finished lithographed map will be produced on, at a minimum, a four-color offset press.

E. Size and Fold: The map shall be printed in the approximate size and shall be finished and folded as follows:

1. Finished size is 29” top to bottom x 26” side to side,

2. Half fold down from top to bottom backward, then accordion folded to 3.625” x 14.967” (seven parallel accordion folds) and then one down fold to 3.325” x 7.484

F. Proofs: One full color press proof on the actual paper stock for each side shall be delivered to the Program Manager for approval prior to printing. The State reserves the right to visit the Contractor’s facility in order to conduct press inspections. Any changes caused by printer’s error(s) and additional color proofing required shall be at the expense of the contractor.

G. Samples: In addition to the press proof, a sample of the fold shall be submitted for acceptance by the Program manager before production.

H. Copyright: The published map shall be copyrighted in the name of the State by the Contractor. The registration certificate shall be furnished to the State via the Program Manager. The Contractor shall be permitted to include its name on the map; however, all reproduction rights are reserved for the State.

Responding to 1.1. Product Specifications, the Bidder shall check only 1 box below, and identify exception(s)

I have reviewed the above requirement and agree with no exception.

1.2. Warranties

A. All materials shall be fully guaranteed against defects in material and workmanship for a period of six (6) months following the date of delivery.

B. The Contractor shall guarantee that the colors and quality of the color prints shall be equal to submitted proofs.

C. The Contractor must, if not requested to make replacement, reimburse the State for the costs of materials, supplies and any other costs used in replacement of any maps, which are found by either the Contractor or the State to be defective or unusable.

D. The State reserves the right to require additional warranties other than those identified by the Contractor in its response to this RFP.

Responding to 1.2. Warranties, the Bidder shall check only 1 box below, and identify exception(s)

I have reviewed the above requirement and agree with no exception.

Bidder shall describe their current Warranty Policy and Procedures.

Bidder Response:

1.3. Recall Requirements and Procedures

Bidder shall describe their current recall procedures, if any.

Bidder Response:

1.4. Quality Assurance

A. Exact match of State selected colors is required.

B. Printing quality requires crisp reproduction and accurate registration.

C. Colors and quality of the reproduced color prints shall be equal to submitted proofs.

D. Finishing and folding operations shall be of excellent quality.

E. The State reserves the right to conduct press inspections.

Responding to 1.4. Quality Assurance, the Bidder shall check only 1 box below, and identify exception(s)

I have reviewed the above requirement and agree with no exception.

Bidder shall explain 1). Their current Quality Assurance program or procedures and 2). How they will ensure that the product quality requirements are met.

Bidder Response:

1.5. Incentives

Bidder must explain any special incentives or services including, but not limited to, return policies, trade-in programs, quantity discounts, etc. If none, state “None”.

Bidder Response:

2. Service Levels

2.1. Time Frames

A. Initial Annual Order: Contract Activities are tentatively scheduled be conducted within this approximate timeline for each contract year (if on a holiday or weekend, then the next business day):

1. By January 11th, the Program Manager will submit to the Contractor the annual delivery order for the yearly maps.

2. By February 1st, the State of Michigan shall provide to the Contractor, via e-mail, the graphic data file for that year’s maps.

3. By February 15th the Contractor shall submit to the Program Manager proofs of that year’s official transportation maps for approval.

4. By February 21st, the State will approve or reject, with comments, the Contractor’s proofs. If rejected, Contractor shall with all expediency make the necessary changes and resubmit the proof for approval within five business days. Final approval will be provided by the State on or before March 1st.

5. Production may begin. The contractor shall then have 60 calendar days from final approval to print, fold and package the initial annual order of maps.

6. The Contractor shall ship the initial quantity of maps from the annual order on or before May 1st. (see Section 6.1. Shipment Time Frames for Delivery Schedule and quantities expected per delivery).

B. Re-Prints: In the event that during the year the State places an order for re-prints, the Contractor shall upon receipt of the delivery order begin production and shall make delivery to the state within 2 to 3 weeks. No additional proofs will be required.

Responding to 2.1. Time Frames, the Bidder shall check only 1 box below, and identify exception(s)/alternate proposed timelines.

I have reviewed the above requirement and agree with no exception.

If the Bidder can produce the initial shipment of maps in less time than requested in 2.1. Time Frames, please indicate the following below:

How long does your company need from receipt of the graphic data file to the submission of the proof?

How much time will the Bidder require from approval of the proof until the initial shipment can be made?

2.2. Delivery

Delivery will be expected as outlined in Schedule A, Section 6. Delivery.

2.3. Reporting

A. Annual usage and/or production reports as requested by the Contract Administrator and/or Program Manager.

B. Other reports as requested by the Program Manager.

2.4. Meetings

The Contractor must attend the following meetings:

A. Kick-off meeting, via conference call, within 10 calendar days of the Contract Execution date.

B. The State may request other meetings as it deems appropriate.

Responding to 2.2. – 2.4. Delivery, Reporting, Meetings, the Bidder shall check only 1 box below, and identify exception(s)

I have reviewed the above requirement and agree with no exception.

3. Staffing & Location of Performance

3.1. Contractor Representative

The Contractor must appoint one account representative, specifically assigned to State of Michigan accounts, who will be knowledgeable on the contractual requirements and directly responsible for the day to day operations of the Contract.

A. The Contractor Representative must be: available via a statewide toll-free number for customer service calls, and must be available during the hours of 8 a.m. to 5 p.m. Monday through Friday.

B. The Contractor Representative must respond to the State within 4 hours to State inquiries.

C. The Contractor must notify the Contract Administrator at least 14 calendar days before removing or assigning a new Contractor Representative.

D. The Contractor may not remove or assign a new Contractor Representative without the prior consent of the State. Prior consent is not required for reassignment for reasons beyond the Contractor’s control, including illness, disability, death, leave of absence, personal emergency circumstances, resignation, or termination for cause. The State may request a résumé and conduct an interview before approving a change. The State may require a 30 calendar day training period for replacement personnel.

Bidder shall identify whom they intend to name as Contractor Representative, were they will be physically located, and describe the functions they will perform.

Bidder Response:

Name:

Address:

Functions:

Bidder shall include (cut and paste if necessary) the Contractor Representatives resume or bio in the response box below.

Bidder Response:

Responding to 3.1. Contractor Representative, the Bidder shall check only 1 box below, and identify exception(s)

I have reviewed the above requirement and agree with no exception.

3.2. Customer Service Toll-Free Number

The Contractor must specify its toll-free number which the State will use to contact the Contractor Representative. The Contractor Representative must be available for calls during the hours of 8 am to 5 pm EST. Monday through Friday.

Responding to 3.2. Customer Service Toll-Free Number, the Bidder shall check only 1 box below, and identify exception(s)

I have reviewed the above requirement and agree with no exception. The toll-free number is: _____________________

3.3. Use of Subcontractors

A. The production work described in this RFP and in the subsequent contract, with the exception of the folding, shall be performed by the Contractor at their facility with their employees only.

B. If a Subcontractor is used for the folding of the maps, they shall be bound to the same specifications, terms and conditions as written within this RFP, which will become components of the ensuing Contract.

Bidder shall identify the company they will subcontract with to perform folding portion of this contract. If this will be done by the Contractor, respond “None”. Bidder Response:

Subcontractors Corporate Name

Street Address

City, State, Zip

Corporate Phone No.

Bidder shall identify, by percentage and approximate dollar value, how much of the cost a contract resulting from this solicitation will being done by a Subcontractor. If no work will be done by a Subcontractor, respond “0%”. Bidder Response:

Approximate Percentage of the Contract will be subcontracted:

Dollar Value of subcontracted costs:

Responding to 3.3. Use of Subcontractors, the Bidder shall check only 1 box below, and identify exception(s)

I have reviewed the above requirement and agree with no exception.

3.4. Location of and Resources for Contract Performance

The Contractor shall notify the State in writing of any proposed change in location of the site at which any portion of printing is performed. No such change shall be made without prior written approval from the Program Manager.

Bidder shall identify the location where the performance of this contract will take place.

Bidder Response:

Street Address

City, State, Zip

Corporate Phone No.

Responding to 3.4. Location of Resources, the Bidder shall check only 1 box below, and identify exception(s)

I have reviewed the above requirement and agree with no exception. The toll-free number is: _____________________

4. Pricing

4.1. Price Term

Pricing, as offered in Schedule B Pricing Matrix, is firm and fixed for the five base years of this contract (Initial Pricing Period).The initial pricing period begins on the Effective Date. Adjustments may be requested for the option years, in writing, by either party and will take effect no earlier than the next Pricing Period. Those prices will be held firm for a 365 day period (“Pricing Period”).

Responding to 4.1. Price Term, the Bidder shall check only 1 box below, and identify exception(s)

I have reviewed the above requirement and agree with no exception. The toll-free number is: _____________________

4.2. Pricing

Pricing shall be as quoted and established in the Schedule B Pricing Matrix. Each year’s annual order pricing shall include two prices;

A. Price for Paper

B. Price for production of maps to include all costs associated with and incidental to the production of the official transportation maps as specified in Schedule A, other than the cost of the paper.

4.3. State Printing Act

All printing must be done in accordance with the provisions of Public Act 153 of 1937, as amended. The provisions of this act are applicable to this solicitation and any Contract resulting from this solicitation. See Standard Terms and Conditions, Section 41. State Printing. This is a mandatory requirement which must be met in order for your company to be considered responsive, and allow for your proposal to be evaluated. If you need to file a sworn statement with the Michigan Secretary of State, here is the process:

A. Create the Sworn Statement with the proper company official’s signature.

B. Present the Sworn Statement to the State of Michigan- Office of the Great Seal, where it shall be filed, by mailing the Sworn Statement to:

Michigan Department of State Office of the Great Seal 7064 Crowner Drive Lansing, MI 48918

To demonstrate State Printing Act compliance the Bidder shall check the appropriate boxes for all Printing being done by the Contractor:

Our company uses Allied Printing Trades Council union label, proof of which is attached in our solicitation response.

Our company has collective bargaining agreement in effect and the employees are represented by an operations that is not influenced or controlled by management, proof of which is attached in our solicitation response.

Our company already has on file, or has filed, with the Michigan Secretary of State, a sworn statement indicating that employees producing the printing are receiving prevailing wages and are working under conditions prevalent in the locality in which the printing services will be performed, a copy of which is attached in our solicitation response.

Responding to 4.2. State Printing Act, the Bidder shall check only 1 box below, and identify exception(s)

I have reviewed the above requirement and agree with no exception. The toll-free number is: _____________________

4.4. Price Changes

A. Adjustments will be based on changes in actual Contractor costs. Any request initiated by the Contractor 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. If Index’s indicate that an adjustment downward, the State may request that the Contractor reduce their price to reflect the downward trend. The Contractor must then provide proof to the contrary.

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.

Responding to 4.3. Price Changes, the Bidder shall check only 1 box below, and identify exception(s)

I have reviewed the above requirement and agree with no exception. The toll-free number is: _____________________

4.5. Quick Payment Terms

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

No quick payment discount will be offered.

The Bidder will offer a quick payment discount of ______% off an invoice if paid within 15 Days from the State's receipt of the invoice or delivery of the Deliverable(s), whichever is later.

4.6. Electronic Catalog

To enable catalog management functionality, the Contractor must supply the State with product and pricing information as identified in Schedule B of this RFP. The Contractor must supply the State with updated product and pricing information over the duration of the Contract using the then-current catalog template provided by the State. Product and price changes provided in this manner will not take effect until the catalog is updated in the State’s procurement system.

Responding to Sections 4.5 and 4.6., the Bidder shall check only 1 box below, and identify exception(s)

I have reviewed the above requirement and agree with no exception.

5. Ordering

5.1. Authorizing Document

The appropriate authorizing document for the Contract will be a delivery order issued by the Michigan Department of Transportation against the Master Agreement.

5.2 Order Size

A. The State shall make an annual order, of up to 750,000 maps. Quantity ordered shall be determined by the State on an annual basis and may be adjusted. Actual count required will be provided in the annual Delivery Order.

B. Subsequent re-prints may be ordered through-out the year and shall be billed based on the quantities ordered and as priced by the Contractor on the Schedule B Pricing Matrix.

5.2 Order Verification

The Contractor must contact the Program Manager to verify abnormal orders and to ensure that only authorized individuals place orders.

5.3. ERP Integration

The State has implemented the new State-wide Integrated Governmental Management Applications (SIGMA) ERP System, which is based on the CGI Advantage suite of applications. The Contractor shall, at no cost, work with the State to integrate ordering and invoicing functionality if deemed appropriate by the State.

Responding to 5. Ordering, the Bidder shall check only 1 box below, and identify exception(s)

I have reviewed the above requirement and agree with no exception.

6. Delivery

6.1. Shipment Time Frames

A. Annual Delivery Order- The maps in this order shall be delivered to the State, based on an anticipated order size of 750,000, per the following shipment schedule:

B. Reprint Delivery Order- Maps ordered as a reprint shall be shipped to the State 30 days after receipt of the order.

Responding to 6.1 Time Frames, the Bidder shall check only 1 box below, and identify exception(s)

I have reviewed the above requirement and agree with no exception.

6.2. Delivery Programs

Maps shall be delivered in boxes per instructions listed in 6.2. Packaging and Labeling.

A. Packaging must be optimized to permit the lowest freight rate.

B. Shipments must be palletized whenever possible using manufacturer’s standard 4-way shipping pallets.

C. Maps shall be shipped to:

Michigan Department of Transportation Photographic Services Building 7575 Crowner Drive Dimondale, MI 48821

Bidder must explain the transportation method (e.g., UPS, FedEx, Contractor fleet, or other third party carrier) it intends on utilizing in delivery of the Contract Activities to the State.

Bidder Response:

6.3. Packaging and Labeling

Maps shall be boxed and labeled as follows.

A. Folded maps shall be packaged in bundles of 25 maps and secured with latex free bands.

B. For the annual Delivery Order, based on 750,000 maps, the bundles shall be packed into cartons as follows (total annual order may vary, and these counts adjusted):

1. 400 cartons of 25 maps per carton (1 bundle each carton)

2. 500 cartons of 50 maps per carton (2 bundles each carton)

3. 200 cartons of 100 maps per carton (4 bundles each carton)

4. 230 cartons of 200 maps per carton (8 bundles each carton)

5. 1,298 cartons of 500 maps per carton (20 bundles each carton).

C. Cartons shall be securely sealed with glue and with plain gummed taped.

D. Tape and Cartons shall be plain and shall not have any printed commercial advertising on them.

E. Contractor shall end label cartons with “(year of map) Official Michigan Transportation Map” and quantity of maps contained within that carton.

6.4. Palletizing

Cartons must be palletized for shipping on a standard 4-way shipping pallet.

A. No pallet load shall be over 5’ in height inclusive of pallet, padding and wrapping.

B. Pallet loads shall be completely shrink wrapped and strapped twice to prevent shifting.

Responding to 6. Delivery, the Bidder shall check only 1 box below, and identify exception(s)

I have reviewed the above requirement and agree with no exception.

7. Acceptance

7.1. Acceptance, Inspection and Testing

A. The Contractor must submit proofs to the Program Manager for review and approval prior to printing. Production shall not proceed without receiving this approval in writing.

7.2. Final Acceptance

Each year’s project will be considered finally accepted when:

A. The State’s receipt of the maps at the MDOT Crowner Street address.

B. Received maps are identical to the approved proof.

C. Acceptance criteria are met as outlined in Standard Terms and Conditions Section 15. Acceptance.

Responding to 7. Acceptance, the Bidder shall check only 1 box below, and identify exception(s)

I have reviewed the above requirement and agree with no exception.

8. Invoice and Payment

8.1. Invoice Requirements

A. All invoices submitted to the State must include:

1. Date;

2. Master Agreement and Delivery Order numbers;

3. Quantity;

4. Line item description;

5. Unit price; and

6. Total price.

B. The Contractor may bill for the paper separately, with documentation that the paper has been received by the Contractor, as priced in Annual Paper Order on the Schedule B Pricing Matrix.

C. The Contractor shall bill for the production of the maps as priced in the Annual Order for Production, as priced by the Contractor on the Schedule B Pricing Matrix, on a per-shipment basis once the shipment has been made.

8.2. Payment Methods

The State will make payment for Contract Activities through Electronic Funds Transfer (EFT). Contractor must register with the State on the State of Michigan’s Vendor Self Service Portal, in order to be issued a contract and to receive electronic fund transfer payments.

8.3. Procedure

Payment will be made after all maps and materials are delivered as specified. Final payment will be made only upon receipt of all materials and final acceptance as described.

Responding to 8. Invoice and Payment, the Bidder shall check only 1 box below, and identify exception(s)

I have reviewed the above requirement and agree with no exception.

9. Project Plan The Contractor will carry out this project under the direction and control of the Program Manager.

10. Sale of Map This map remains the property of the State of Michigan. Sale of this map and or its negative’s or digital files to any individual or any other organization or entity is prohibited.

Responding to 10. Sale of Map, the Bidder shall check only 1 box below, and identify exception(s)

I have reviewed the above requirement and agree with no exception.

11. Liquidated Damages Unauthorized Removal of the Contractor Representative will interfere with the timely and proper completion of the Contract, to the loss and damage of the State, and it would be impracticable and extremely difficult to fix the actual damage sustained by the State. Therefore, the State may assess liquidated damages against Contractor as specified below.

The State is entitled to collect $1,000 per day for the removal of the Contractor Representative without prior approval of the State or as stipulated in Schedule A, Section 3.1. Contractor Representative.

Responding to 11. Liquidated Damages, the Bidder shall check only 1 box below, and identify exception(s)

I have reviewed the above requirement and agree with no exception.

12. Additional Requirements

12.1. Environmental and Energy Efficient Products

Bidder must identify any energy efficient, bio-based, or otherwise environmental 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. If none, respond “None”.

Bidder Response:

12.3. 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.

Bidder must identify any hazardous chemicals that will be provided under any resulting contract.

If none, respond “None”.

Bidder Response:

12.4. Mercury Content

Pursuant to MCL 18.1261d, mercury-free products must be procured when possible.

Bidder 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. If none, respond “None”.

Bidder Response:

12.5. 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.

Bidder must disclose whether the products contain BFRs. If none, respond “None”.

Bidder Response:

Version 1 Revised Date: 7/28/2017