Schedule A - Statement of Work - REVISED 2-23-18.docx

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Vendor SIGMA I.D.

STATE OF MICHIGAN

Request For Proposal No. 180000001116 Bundled, Bulk or Artificial Firewood for Re-Sale at State of Michigan Campgrounds and Recreation Areas

REVISED SCHEDULE A – 2/23/18

STATEMENT OF WORK

CONTRACT ACTIVITIES

ALL BIDDERS MUST COMPLETE AND ATTACH WITH THEIR PROPOSAL IN SIGMA

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.

This is a formal Request for Proposal (RFP) to solicit proposals to establish contracts for the delivery of Bundled, Bulk or Artificial Firewood for Resale at Michigan Department of Natural Resources Park and Recreation locations throughout the state. The State reserves the right to award contracts with a maximum base contract term of five (5) years and a maximum of five (5) one year options to renew.

This Request for Proposal is open to all vendors interested in supplying bundled, bulk or artificial firewood for resale at State Parks and Recreation Areas, per the Specifications and Recommendations contained in this RFP.

BACKGROUND

Michigan Department of Natural Resources, Parks and Recreation Division, hosts over 1.1 million camp nights for millions of campers each year. For most, campfires are an intrinsic part of the camping experience.

In response to results of camper surveys which indicate the majority of campers appreciate the convenience of purchasing firewood on site, the DNR Parks and Recreation Division provides firewood for sale at many locations across the State. Firewood for sale on site is convenient for campers, but there are other benefits as well.

Transporting firewood is a major pathway for the spread of invasive insects and disease. In Michigan, 75% of new infestations of emerald ash borer were associated with campgrounds, and 80% of outlier infestations were traced to firewood. It is estimated that the cost associated with the removal and replacement of ash trees damaged or killed by this ONE INSECT will exceed $10 billion by the year 2020.

Firewood for sale on site reduces the amount of firewood transported to Park and Recreation campgrounds, reduces the risk of new infestations or new species, saves Michigan’s trees, saves taxpayer dollars, and provides cleaner, safer, higher quality wood for campfires.

SCOPE

To prevent the spread of invasive insects and disease, the Department of Natural Resources, Parks and Recreation Division, is encouraging patrons to “Protect Michigan State Parks” by leaving firewood at home and using only heat treated or artificial firewood in State Parks. Beginning in 2018, the DNR will be providing safe, pest and disease-free heat-treated wood for re-sale to campers at as many locations as possible. The ultimate goal within the next few years is 100% heat-treated or artificial firewood and 0% transport of non-heat treated firewood to all locations offering campfires.

Proposals will be evaluated using a tiered system, in the following order:

1. Firewood heat treated per USDA / APHIS Treatment Schedule T314-c at 160º for 75 minutes

2. Firewood heat treated per USDA / APHIS Treatment Schedule T314-a at 140º for 60 minutes

3. Proposals from vendors working toward kiln certification, with certain restrictions*

4. Proposals offering non-heat treated wood, with certain restrictions*

5. Proposals offering Artificial Firewood

The State reserves the right to award contracts to multiple vendors based upon the product offered and the best value for each Park and Recreation location.

* Contracts awarded to vendors working toward USDA / APHIS kiln certification will be contingent upon certification completion within the timeframe proposed by the Contractor. Until kiln certification is achieved, vendors are expected to comply with all recommendations and / or requirements for non-heat treated wood. Failure to obtain kiln certification within the timeframe proposed by the Contractor may result in contract cancellation and re-award to another vendor. Contracts awarded to vendors offering non-heat treated firewood only will be contingent on the Contractor’s demonstrated ability to move firewood safely according to all recommendations and / or requirements for non-heat treated wood. Failure to move firewood according to recommendations and / or requirements may result in contract cancellation and re-award to another vendor.

Contractors will carry out the Contracts under the direction and control of the Department of Natural Resources (DNR). The State expects that the selected Bidder(s) will work in cooperation with the State to provide the safest, highest quality firewood available, at the lowest price possible, in a timely and efficient manner.

The awarded Contractor(s) must deliver bundled, bulk or artificial firewood as specified, and provide delivery services as required by the Department of Natural Resources.

REQUIREMENTS

To prevent the spread of invasive species and disease, all bundled and bulk firewood should conform to the following specifications.

1. General Requirements

1.1. Product Specifications for Bundled Firewood (If proposing Artificial Firewood, move to Section 1.2, below) The State strongly prefers all firewood be heat treated in a USDA / APHIS certified kiln per Heat Treatment Schedule T314-c at 160º Fahrenheit for 75 minutes or Treatment Schedule T314-a at 140º Fahrenheit for 60 minutes. For kiln certification requirements or additional information on heat treatment schedules, please go to www.aphis.usda.gov.

A. Bidders offering USDA / APHIS heat-treated bundled or bulk firewood must provide a detailed response regarding kiln certification in the Vendor Questions Worksheet AND submit kiln certification documentation with their proposal.

B. The State reserves the right to independently verify USDA / APHIS kiln certification.

C. Bidders offering non-heat treated bundled or bulk firewood should provide a detailed response in the Vendor Questions Worksheet outlining how they intend to prevent the spread of invasive species and disease in the firewood proposed. AT A MINIMUM:

I. Non-heat treated firewood should be obtained by the Contractor within the same county as the delivery location. The State is requesting that non-heat treated firewood obtained outside the delivery county be moved not more than fifty (50) miles from the point of origin to the delivery location, per National Firewood Task Force Recommendations (https://www.aphis.usda.gov/aphis/ourfocus/planthealth/import-information/firewood). The State defines the delivery location as the approximate center of the Park or Recreation Area. Non-heat treated firewood should originate and be processed within one county, or within 50 miles of the delivery location. The transportation distance will not violate any Federal or State EAB (or other species) quarantines currently in place, or that may be instituted during the duration of any Contract resulting from this RFP. Non-heat treated firewood may be moved fifty (50) miles within the EAB quarantine area (per National Firewood Task Force Recommendations), but must NOT be moved outside the quarantine area, even if the delivery location is within 50 miles. Vendors should review the attached quarantine maps and information and verify that any wood sourced will not violate any established quarantine areas.

AND

II. Non-heat treated firewood should have had at least one (1) full year to dry (season) prior to transport to delivery location to prevent oak wilt transmission and avoid wood infestation by exotic and native insects

AND

III. To avoid violation of federal interstate restrictions on the movement of wood or wood products, non-heat treated firewood should be obtained and originate within the State of Michigan.

D. All firewood, heat-treated and non-heat treated, must be transported in accordance with restrictions under Act 72 of the Public Acts of 1945, as amended, Michigan Department of Agriculture Emerald Ash Borer Quarantine and the Michigan Department of Agriculture Hemlock Woolly Adelgid Interior State Quarantine. Hardwood firewood that has been heat treated per USDA / APHIS heat treatment schedule T314-a is exempt from EAB quarantine movement restrictions if it is packaged, bears a USDA compliance stamp and is clearly marked with the producer’s name and address.

E. Firewood bundles must, at a minimum, meet the Industry Standard of ¾ of a cubic foot per bundle. The State is requesting a bundle size of 12” x 12” x 16”. Bidders offering an alternate bundle size should state the size offered, including the cubic feet per bundle.

F. Bundled Firewood may be split log, slab wood, or a mixture of split log and slab wood.

I. Split Log Firewood

a. Each bundle must contain at least 60% hardwood, excluding poplar, ash and hemlock.

b. Each bundle must contain no more than 10% bark.

c. Each bundle must contain wood pieces of varying sizes.

d. Each bundle must be comprised of at least 10 pieces of wood.

e. The largest piece of wood should be no larger than 5” x 5” x bundle length, the smallest piece should be no smaller than 1” x 2” x bundle length.

II. Slab Wood Firewood

a. Each bundle must contain at least 90% hardwood, excluding poplar, ash and hemlock.

b. Each bundle must contain no more than 10% bark.

c. Each bundle must contain wood pieces of varying sizes.

d. Each bundle must be comprised of at least 12 pieces of wood.

e. The largest piece of wood at least 4” x 8” x bundle length and the smallest piece no smaller than 1.5” x 2” x bundle length.

III. Mixed Split Log and Slab Wood Firewood

a. Each bundle must contain at least 90% hardwood, excluding poplar, ash and hemlock.

b. Each bundle must contain not more than 10% bark.

c. Each bundle must contain wood pieces of varying sizes.

d. Each bundle must be comprised of at least 12 pieces of wood.

e. The largest piece of wood at least 4” x 8” x bundle length and the smallest piece no smaller than 1” x 2” x bundle length.

G. Firewood bundles must be securely wrapped or banded with non-toxic, combustible material. The State strongly prefers natural sisal twine. Metal bands will not be allowed. A separate handle or handle formed from the wrapping material is desired.

a. Natural sisal twine must be new and must have a minimum tensile strength of 110 pounds and minimum knot strength of 60 pounds.

b. Synthetic twine must be biodegradable, non-toxic and harmless if eaten by animals or burned in a fire.

c. Plastic stretch film must be wrapped a minimum of 3 to 4 times around the bundle.

d. Plastic shrink wrap must not fully enclose the bundle to allow air circulation.

I. Bulk Firewood – Face Cords I. Firewood must be cut to a length of 14” to 16”, length must not exceed 16” due to limitation of storage space.

II. Firewood must have a minimum diameter of 2” and a maximum diameter of 5”. Logs exceeding 5” in diameter must be split.

III. Firewood must be northern hardwood species of oak, maple, beech, ironwood or birch, and may be a mixture of these species, excluding poplar, ash and hemlock.

IV. Firewood delivered in September, 2018 (the first year of the contract) should have had at least one summer to dry (season). Thereafter, and for the remainder of the contract term, firewood must have had at least two (2) summers, but not more than five (5) summers, to dry (season).

J. Delivery

a. Palletized Firewood – if the bidder is required to ship firewood on pallets, the bidder may also be required to unload pallets from the truck. Refer to Schedule B1 - Location Specification Sheet and Vendor Quotation for unloading requirements for each location.

b. Non-Palletized Firewood – the bidder will not be required to ship firewood on pallets, but must unload truck and neatly stack bundles in the storage area. Refer to Schedule B1 – Location Specification Sheets and Vendor Quotation for unloading requirements for each location.

c. Bulk Firewood – Face Cords – will be delivered between September 15 and September 30 each year. Refer to Schedule B1 – Location Specification Sheet and Vendor Quotation for delivery requirements.

d. Vendors are requested to include a price quote for both Scheduled and On-Call Deliveries.

i. Scheduled Deliveries. The Contract Administrator and the Program Manager will work with the successful Bidder to establish a mutually agreeable delivery schedule prior to finalizing the Contract. The State anticipates deliveries to be schedule at least one (1) time per week, and will include each location awarded. If multiple locations are awarded and / or delivery locations are located over an extensive geographic area, deliveries may be scheduled over multiple days per week. The Contractor will be required to replenish the firewood to maintain a two (2) week supply, up to the maximum number of bundles possible per location. Refer to Schedule B1 – Location Specifications Sheet and Vendor Quotation for maximum bundle requirements per location.

ii. On-Call Deliveries. The Program Manager or designee will contact the Contractor to schedule “on-call” deliveries as needed. The Contractor will be expected to deliver firewood within 48 hours of the “on-call” order.

Firewood proposed will be heat treated by USDA / APHIS certified kiln per Treatment Schedule T314-c at 160º for 75 minutes (Asian Longhorn Beetle).

Documentation of kiln certification is attached with the proposal in SIGMA.

Firewood proposed will be heat treated by USDA / APHIS certified kiln per Treatment Schedule T314-a at 140º for 60 minutes (Emerald Ash Borer / Walnut Twig Beetle).

Documentation of kiln certification is attached with the proposal in SIGMA.

Firewood proposed will not be heat treated.

Firewood proposed will not be moved more than 50 miles from point of origin to delivery location.

Transport of firewood proposed from source location to delivery location will not violate any quarantine that may be in place.

Firewood proposed will be stored for a minimum of one (1) full year to dry (season) prior to transport to delivery location.

Contractor has reviewed the attached Schedule D – Emerald Ash Borer Quarantine Map and certifies that all firewood proposed will be transported in accordance with restrictions under Act 72 of the Public Acts of 1945, as amended, and the Michigan Department of Agriculture Emerald Ash Borer Quarantine.

The Contractor agrees to not move firewood out of the Emerald Ash Borer quarantined counties. Please refer to Schedule D – EAB Quarantine Map, for specific boundaries of site quarantines.

The Contractor agrees to abide by the requirements of Schedule E - the Hemlock Woolly Adelgid Interior State Quarantine.

Firewood bundles will, at a minimum, meet Industry Standard of ¾ of a cubic foot per bundle.

Bundle Size Proposed: ____________________ Cubic Feet per Bundle Size Proposed: ____________________

Bundles will contain at least 60% hardwood, excluding poplar, ash and hemlock.

Bundles will contain no more than 10% bark.

Bundles will contain at least ten (10) pieces of wood.

All pieces will be no larger than 5” x 5” x bundle length and no smaller than 1” x 2” x bundle length.

Firewood proposed will be slab wood.

Bundles will contain at least 90% hardwood, excluding poplar, ash and hemlock.

Bundles will contain no more than 10% bark.

Bundles will contain at least twelve (12) pieces of wood.

All pieces will be no larger than 4” x 8” x bundle length and no smaller than 1.5” x 2” x bundle length.

Firewood proposed will be a mixture of split log and slab wood.

Bundles will contain at least 90% hardwood, excluding poplar, ash Bundles will contain no more than 10% bark.

Bundles will contain at least twelve (12) pieces of wood.

All pieces will be no larger than 4” x 8” x bundle length and no smaller than 1” x 2” x bundle length.

Firewood bundles will be securely wrapped or banded.

Wrapping / banding will be from non-toxic, combustible material.

Wrapping or banding material proposed: ________________________ If natural sisal twine, provide the tensile and knot strength: _______________ If banding with plastic stretch film, will film be wrapped 3 – 4 times around the bundle?

If banding with shrink wrap, does the shrink wrap allow for air circulation?

Handle proposed: _____________________________

Bulk Firewood – Face Cords Firewood will be cut to a length of 14” to 16”, length will not exceed 16”.

Firewood will have a minimum diameter of 2” and a maximum diameter of 5”. Long exceeding 5” in diameter will be split.

Firewood will be northern hardwood species of oak, maple, beech, ironwood or birch, excluding poplar and ash.

Firewood delivered the first year of the contract will have had a least one summer to dry (season).

Firewood delivered in the second and subsequent years of the contract will have had at least two summers, but not more than five summers, to dry (season).

The Bidder intends to make delivery with company owned vehicles.

Number of delivery vehicles owned by company. _________ Number of drivers employed: ____

Vehicle 1 - Make, Model and Year of Vehicle:

Box, Straight, or Stake Truck:

GVWR:

Cargo Area Size in Feet:

Cubic Feet of Cargo Space:

Load Capacity:

Number of Pallets that can be shipped:

Engine Type:

Lift Gate:☐ Power Hand Truck:☐ Pallet Jack:☐ Lift Pallet Jack:☐

Vehicle 2 - Make, Model and Year of Vehicle:

Box, Straight, or Stake Truck:

GVWR:

Cargo Area Size in Feet:

Cubic Feet of Cargo Space:

Load Capacity:

Number of Pallets that can be shipped:

Engine Type:

Lift Gate:☐ Power Hand Truck:☐ Pallet Jack:☐ Lift Pallet Jack:☐

Vehicle 3 - Make, Model and Year of Vehicle:

Box, Straight, or Stake Truck:

GVWR:

Cargo Area Size in Feet:

Cubic Feet of Cargo Space:

Load Capacity:

Number of Pallets that can be shipped:

Engine Type:

Lift Gate:☐ Power Hand Truck:☐ Pallet Jack:☐ Lift Pallet Jack:☐

Vehicle 4 - Make, Model and Year of Vehicle:

Box, Straight, or Stake Truck:

GVWR:

Cargo Area Size in Feet:

Cubic Feet of Cargo Space:

Load Capacity:

Number of Pallets that can be shipped:

Engine Type:

Lift Gate:☐ Power Hand Truck:☐ Pallet Jack:☐ Lift Pallet Jack:☐

Vehicle 5 - Make, Model and Year of Vehicle:

Box, Straight, or Stake Truck:

GVWR:

Cargo Area Size in Feet:

Cubic Feet of Cargo Space:

Load Capacity:

Number of Pallets that can be shipped:

Engine Type:

Lift Gate:☐ Power Hand Truck:☐ Pallet Jack:☐ Lift Pallet Jack:☐

If you own more than 5 vehicles attach an additional sheet.

The Bidder intends to rely on a third party vendor (subcontractor) to make deliveries.

Name of third party vendor for deliveries. _________

1.2. Artificial Firewood

A. Artificial firewood must be non-toxic, safe for food preparation, and packaged in non-toxic, combustible wrapping.

B. If you are proposing Artificial Firewood, include complete responses to the following:

Is the artificial firewood proposed non-toxic and safe for food preparation?

Please describe how artificial logs are packaged. Specify whether there are multiple logs per package, if each log is packaged individually, etc.

Specify whether the artificial logs are wrapped in non-toxic, combustible wrapping, i.e. paper, plastic, cardboard, etc.

How are the artificial logs shipped? Please note, price proposed must include shipping.

How many logs are required per campfire?

What is the weight per log?

How long do the logs burn?

Are separate fire starters required? If so, is the price included with the artificial firewood?

Provide a list of all materials used to produce the artificial firewood? Percentages are not required, but all materials must be included in your list.

Attach any documentation required to substantiate the materials used in production.

If wax is used to produce the artificial firewood or fire starters, is it petroleum or bio-based?

What is the BTU per fire log?

When burning, does the flame sit on top of the log, or does it surround the log?

How large are the flames?

When burning, do the logs produce any odor?

If so, describe the odor produced, e.g. a wood smoke odor, chemical odor, no odor, or other.

Do the logs proposed produce any of the following emissions while burning? Respirable Particles, Carbon Monoxide, Benzene, Formaldehyde, Polycyclic Aromatic Hydrocarbons, etc?

If so, please provide emission specifications in PM g/hr, CO g/hr, or mg/hr.

Attach MSDS sheets for each artificial firewood product proposed.

Please provide any additional information regarding the artificial logs proposed that may assist in the evaluation of the product proposed. Bidders may attach additional pages, or any other information you deem beneficial.

1.3 Warranties

A. All firewood shall be dry and free from insects and disease at the time of delivery.

B. DNR staff will notify Bidder of any firewood bundles discovered to be unseasoned (green), damp or moldy. Within 48 hours of notification, Bidder agrees to pick up, properly dispose of and replace any unseasoned (green), damp or moldy bundles free of charge.

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

1.4. Recall Requirements and Procedures

A. Describe any recall requirements and procedures.

Bidder Response: Recall Requirements and Procedures

1.5. Quality Assurance Program

A. Explain your Quality Assurance Program(s).

Bidder Response: Quality Assurance Program(s).

1.6. Incentives

A. Explain any special incentives or services including quantity discounts, quick payment terms, return policies, etc.

Bidder Response: Incentives

2. Service Levels

2.1. Time Frames

A. All Contract Activities must be delivered either according to any pre-arranged delivery schedule (to be determined at award recommendation, based on the locations awarded), or within forty eight (48) hours from receipt of an “on-call” order. The receipt of order date is pursuant to Section 2, Notices, of the Standard Contract Terms.

B. For pre-arranged delivery schedules, the Contractor agrees to maintain a minimum two week supply of firewood at each location, not to exceed the maximum number of bundles as detailed in the Location Specification Sheets.

Bidder Response: Time Frames

☐ The Bidder has reviewed the Time Frames section and will comply with no exceptions.

☐ The Bidder has reviewed the Time Frames section and will comply with the following exceptions.

2.2. Reporting

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

Bidder Response: Reporting

Include a detailed description of any reporting capabilities and any reporting that is included in this proposal.

Bidders submitting proposals for heat treated firewood should also include copies of any reports required to maintain kiln certification, a sample heat treatment report, etc.

2.3. Meetings

A. The Contractor must agree to attend any meetings required by the State.

Bidder Response: Meetings

☐ The Bidder has reviewed the Meetings section and will comply with no exceptions.

☐ The Bidder has reviewed the Meetings section and will comply with the following exceptions.

3. Staffing

3.1. Contractor Representative

The Contractor must appoint one individual, specifically assigned to State of Michigan accounts, that will respond to State inquiries regarding the Contract Activities, answering questions related to ordering and delivery, etc. (the “Contractor Representative”).

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

Bidder Response: Contractor Representative

Contractor Representative Name:

Address:

Telephone:

Cell Phone:

Email:

Days and Times Available:

3.2. Key Personnel

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

The Contractor may not remove or assign Key Personnel 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.

The Contractor must identify the Key Personnel, indicate where they will be physically located, and describe the functions they will perform.

Bidder Response: Key Personnel

Key Personnel Name:

Address:

Telephone:

Cell Phone:

Email:

Days and Times Available:

Functions to be Performed:

3.3. Disclosure of Subcontractors

Subcontractors may be used to provide the Contract Activities. Contract Activities can included, but are not limited to, cutting wood, transporting wood, splitting wood, heat treating wood, etc. If the Contractor intends to utilize subcontractors for any portion of the Contract Activities, 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, whether the Contractor has a previous working experience with the subcontractor. If yes, provide the details of that previous relationship, and a complete description of the Contract Activities that will be performed or provided by the subcontractor.

Bidder Response: Subcontractor

Subcontractor Name:

Address:

Telephone:

Email:

Description of Subcontractor’s organization:

Services to be provided by Subcontractor:

Relationship of Contractor with Subcontractor:

Describe any previous working experience with the Subcontractor:

Provide a complete description of the activities to be performed or provided by the Subcontract (this includes third party delivery companies, etc.):

3.4. Security

The Contractor must explain any additional security measures in place to ensure the security of State facilities.

The bidder’s staff may be required to make deliveries to or enter State facilities. The bidder must: (a) explain how it intends to ensure the security of State facilities, (b) whether it uses uniforms and ID badges, etc., (c) identify the company that will perform background checks, and (d) the scope of the background checks. The State may require the Contractor’s personnel to wear State issued identification badges.

Bidder Response: Security Measures

(a) explain how you intend to ensure the security of State facilities,

(b) detail whether you require employees to wear uniforms and/or ID badges, etc.,

(c) identify the company that will perform background checks, and

(d) detail the scope of the background checks

4. Pricing

4.1. 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.

Bidder Response: Price Term

☐ The Bidder has reviewed the Price Term section and will comply with no exceptions.

☐ The Bidder has reviewed the Price Term section and will comply with the following exceptions.

4.2. Price Changes

Any adjustment to contract price must be based on actual, verifiable changes in Contractor costs, and must be supported by written evidence documenting the change in costs.

Any request for price adjustment must be received by the Contract Administrator not less than ninety (90) calendar days prior to the Contract expiration or the beginning of a State exercised option year. The Contract Administrator may consider other 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.

Following the presentation of supporting documentation, the Contract Administrator will have 30 calendar days to review the information and provide the Contractor with a written response (email is acceptable). If the State determines there is no need for adjustment, the written response will contain the State’s determination criteria and pricing will remain unchanged. The Contractor will have 14 calendar days to present any supplemental information which may justify the increase. The Contract Administrator will have 14 calendar days to review the supplemental information and may either validate the original determination, or enter into negotiations for the adjustment. In the event the Contract Administrator elects to enter into negotiations regarding an adjustment, negotiations will continue for no longer than 30 calendar days and a final written determination will be provided to the Contractor. If the State determines there is valid justification for an adjustment, the Contract pricing will be modified by a dually executed change notice, with the adjustment effective the first day of the first month, following the final determination. Any final determination is binding for a period of 365 days from the effective date of the executed change notice.

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: Price Changes

☐ The Bidder has reviewed the Price Changes section and will comply with no exceptions.

☐ The Bidder has reviewed the Price Changes section and will comply with the following exceptions.

5. Ordering

5.1. Authorizing Document

The appropriate authorizing document for the Contract will be a properly executed purchase order.

5.2 Order Verification

The Contractor should explain any internal controls to verify abnormal orders and to ensure that only authorized individuals place orders.

Bidder Response: Order Verification

How will you verify abnormal orders?

How will you ensure only authorized individuals place orders?

6. Delivery

6.1. Delivery Programs

The Contractor must explain in detail its delivery programs (e.g., standard delivery and quick-ship), including any limitations such as quantity.

Bidder Response: Delivery Programs

The Contractor 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.

Bidder Response: Transportation Method

6.2. Packaging and Palletizing

Packaging must be optimized to permit the lowest freight rate. Refer to Location Specification Sheets for packaging and palletizing requirements for each location. For locations requiring palletized bundles, each pallet must contain a minimum of 50 firewood bundles. Empty pallets from previous delivery are the responsibility of the Contractor.

Bidder Response: Palletized Bundles

Please state the number of bundles proposed, per pallet:

7. Acceptance

7.1. Acceptance, Inspection and Testing

Deliveries will be accepted during the hours specified and under the restrictions in the Location Specification Sheets. Delivery may be made only when a Park employee is available to inspect the condition of the bundles and verify the number of bundles delivered. The Contract must obtain the Park employee’s signature on the delivery ticket.

Bidder Response: Acceptance

☐ The Bidder has reviewed the Acceptance section and will comply with no exceptions.

☐ The Bidder has reviewed the Acceptance section and will comply with the following exceptions.

8. Invoice and Payment

8.1. Invoice Requirements

All invoices submitted to the State must include: (a) the contract number, (b) purchase order number; (c) date, (d) quantity; (e) description of the Contract Activities; (f) unit price; (g) shipping cost (if any); and (h) total price.

Bidder Response: Invoice Requirements

☐ The Bidder has reviewed the Invoice Requirements section and will comply with no exceptions.

☐ The Bidder has reviewed the Invoice Requirements section and will comply with the following exceptions.

8.2. Payment Methods

The State will make payment for Contract Activities by Electronic Funds Transfer (EFT) only. Contractors are responsible for ensuring they are registered as a vendor in SIGMA and that they are EFT compliant.

9. Inspection and Correction of Deficiencies A. If the Program Manager or designee determines there are deficiencies with any portion of the Contract Activities, the Program Manager or designee will provide the Contractor with written notice (email is acceptable) of any deficiencies in the performance of Contract Activities.

B. The Contractor agrees to correct any deficiencies within 48 hours of notification.

C. Failure to perform or failure to correct deficiencies within the specified time may result in a deductible incident, Vendor Performance Report entered against the Contractor, and / or contract cancellation. Refer to Section 9.1 for detail regarding deductible incidents.

D. Performance Evaluations will be provided to the Contractor noting exceptions in performance to the required specifications.

9.1 Vendor Performance and Contractual Deductions

A. Contractual Deductions and Deductible Incidents

1. Deductible Incidents include, but are not limited to:

a. Failure to meet delivery time frames

b. Failure to meet unloading or stacking requirements

c. Unseasoned (green) or Damp firewood bundles

d. Moldy firewood bundles

e. Inadequate wrapping or bundling

f. In appropriate wrapping or bundling (i.e. toxic or non-combustible materials).

2. Failure to Meet Delivery Time Frames

a. Contractors unable to meet scheduled delivery time frames are required to notify the Program Manager or designee of the delay and reschedule the delivery date and / or time. Contractor failure to meet delivery time frame, or failure to notify the Program Manager or designee of the inability to meet the scheduled delivery time frame, may result in a $75.00 invoice deduction and an additional deduction of $25.00 for every four hours of delay.

3. Failure to Meet Unloading or Stacking Requirements

a. If the Program Manager or designee determines that the Contractor has failed to meet unloading or stacking requirements, the Program Manager or designee will immediately notify the Contractor of the failure.

b. The Contractor must correct the unsatisfactory condition within 48 hours from notice of the deficiency.

c. Failure to correct the unsatisfactory condition within 48 hours may result in a $100.00 invoice deduction.

4. Unseasoned (green), Damp or Moldy Firewood Bundles

a. DNR staff will notify Contractor of any unseasoned (green) or damp firewood bundles discovered.

b. Within 48 hours of notification, the Contractor will pick up, properly dispose of, and replace the Unseasoned (green) or damp bundles free of charge.

a. Failure to correct the unsatisfactory condition with 48 hours may result in a $100.00 invoice deduction and an additional deduction of $100.00 for each day of delay.

5. Moldy Firewood Bundles

a. DNR staff will notify Contractor of any moldy firewood bundles discovered.

b. Within 48 hours of notification, the Contractor will pick up, properly dispose of, and replace the moldy bundles free of charge.

b. Failure to correct the unsatisfactory condition with 48 hours may result in a $100.00 invoice deduction and an additional deduction of $100.00 for each day of delay.

6. Inadequate wrapping or bundling.

a. DNR staff will notify Contractor of any inadequately wrapped or bundled firewood discovered.

b. Within 48 hours of notification, the Contractor will pick up, properly dispose of, and replace the inadequately wrapped or bundled firewood, free of charge.

c. Failure to correct the unsatisfactory condition with 48 hours may result in a $100.00 invoice deduction and an additional deduction of $100.00 for each day of delay.

7. Inappropriate wrapping or bundling (i.e. toxic or non-combustible materials).

a. DNR staff will notify Contractor of any inappropriately wrapped or bundled firewood discovered.

b. Within 48 hours of notification, the Contractor will pick up, properly dispose of, and replace the inappropriately wrapped or bundled firewood, free of charge.

d. Failure to correct the unsatisfactory condition with 48 hours may result in a $100.00 invoice deduction and an additional deduction of $100.00 for each day of delay.

8. In the event that the Contractor has not corrected the unsatisfactory condition and the State is forced to sell damp, moldy, or inadequately wrapped or bundled wood, the State may elect to sell the bundles at a discounted price. The State will photograph the unsatisfactory condition and provide the Contractor with the photograph and a total number of unsatisfactory bundles sold. The Contractor will replace the unsatisfactory bundles at no charge to the State.

B. Escalation (Contract Compliance)

1. First Instance –

a. If the Program Manager or designee determines the Contractor is non-compliant with the terms, conditions and / or specifications of the contract, or a Deductible Incident or Condition has occurred, the Program Manager or designee will:

i. Verbally notify the Contractor of the situation or issue

ii. Provide a description of the non-compliance or Deductible Incident or Condition.

iii. Specify a date by which the issue must be resolved.

b. The Contractor should provide the Program Manager or designee with a verbal root cause analysis and corrective action plan.

c. The Program Manager or designee will preserve a written record of the issue, proposed resolution, and time frame for inclusion in the annual Contract Compliance Report, and provide a copy to the Contractor.

2. Second Instance –

a. If resolution is not achieved, or the issue arises again, the Program Manager or designee will:

i. Schedule an in-person meeting with the Contractor and provide, in writing:

1. A description of the specific problem

2. A description of the actions the Contractor is expected to take to resolve the problem

3. A date by which the Contractor is expected to resolve the problem

4. Notify Contractor of the intent to exercise the Contractual Deduction

5. Request, in writing, the Contractor’s root cause and corrective action plan.

b. Program Manager or designee should preserve a written record of the meeting, expectations and resolution for inclusion in the annual Contract Compliance Report, and provide a copy for the Contractor.

c. Exercise the Contractual Deduction as a deduction from the next invoice.

d. Enter a Vendor Performance Report in SIGMA.

3. If resolution is not achieve or the issue arises again, a written notice of termination may be sent to the Contractor.

4. In the event a contract is cancelled, the State may award the contract to the next lowest qualified bidder.

10. Additional Requirements

10.1. Environmental and Energy Efficient Products

The Contractor 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.

Bidder Response: Environmental and Energy Efficient Products

10.2. 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: Hazardous Chemicals

10.3. 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: Mercury Content