schedule_a_statement of work RFP 190000000100.docx

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STATE OF MICHIGAN

Request for Proposal No. 190000000100 Safety Shoes and Boots for Trade Students at the Michigan Career and Technical Institute

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.

It is anticipated that the resulting Contract will be for a period of three years beginning 2/1//2019 through 1/31/2022, with renewal options that include up two additional years.

Project Request This is an RFP for safety boots and shoes for trade students at the Michigan Career and Technical Institute (MCTI). Students are enrolled in 14 different trade areas including: Cabinetmaking, Culinary Arts, Health Careers, Machine Technology, Auto Mechanics, Custodial, Grounds Maintenance, Weatherization Installer and Electronics. This is a formal request to prospective Bidders to solicit bids.

1. Specifications

1.1 The Contractor must provide the following:

Boots, Safety-Toed. Firm brown leather, 6-8” high leather upper with wedge soles. Various sizes for male and female students. Approximately 16 students per term, 4 terms per year.

For the:

Cabinetmaking Program estimated 8 pairs per term.

Electronics Program estimated 8 pairs per term.

Shoes/Boots must be available in male and female sizes, including sizes 15+. The boot brand name must be included in the bid.

Shoes, Work. Closed toe, firm black leather upper slip on and have slip resistant soles. Various sizes for male and female students. Approximately 18 students per term, 4 terms per year.

For the Culinary Arts Program.

Shoes/Boots must be available in male and female sizes, including sizes 15+. The boot brand name must be included in the bid.

Shoes, Nursing. White. Slip resistant soles. Leather uppers that tie. Various sizes for male and female students. Approximately 20 students per term, 4 terms per year.

For the Certified Nursing Assistant Program.

Shoes/Boots must be available in male and female sizes, including sizes 15+. The boot brand name must be included in the bid.

Boots, Safety-Toed. Firm black leather, 6-8” high leather upper with slip resistant and oil resistant soles. Various sizes for male and female students. Approximately 32 students per term, 4 terms per year.

For the:

Machine Technology Program estimated 5-10 pairs each term.

Automotive Program estimated 4-7 pairs each term.

Custodial Program estimated 10-15 pairs each term.

Shoes/Boots must be available in male and female sizes, including sizes 15+. The boot brand name must be included in the bid.

Boots, Safety-Toed. Firm leather, 6-8” high leather upper with Vibram soles. Dark brown or black. Various sizes for male and female students. Approximately 12 students per term, 2 terms per year.

For the Grounds Maintenance Program.

Shoes/Boots must be available in male and female sizes, including sizes 15+. The boot brand name must be included in the bid.

Boots, Safety-Toed, Steel plated puncture proof inserts. Firm brown leather, 6-8” high leather upper with flat type soles. Various sizes for male and female students. Approximately 12 students per term, 2 terms per year.

For the Weatherization Installer Program.

Shoes/Boots must be available in male and female sizes, including sizes 15+. The boot brand name must be included in the bid.

1.2 Warranties

If the student discovers problems with the footwear, or if the footwear is not the appropriate size, the Contractor must repair or allow an exchange at no additional cost.

The Contractor must meet with the student, at MCTI, within 48 hours of the receipt of the complaint.

The Contractor must repair or provide an exchange within five business days from the date of the complaint.

Describe any warranties included in the bid and explain the process for reporting warranty issues and how the Contractor will handle any repairs or replacements.

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

1.3 Recall Requirements and Procedures

The Contractor must describe any recall procedures.

1.4 Quality Assurance Program

Explain your Quality Assurance Program(s).

1.5 Incentives

Explain any special incentives or services including, but not limited to, return policies, trade-in programs, quantity discounts, etc.

2. Service Levels

2.1 Time Frames

A representative of the Contractor must be on campus, either on registration day, or within a 72 hour period after registration, to personally measure and fit each student for safety footwear.

MCTI has four registrations per year (September, November, February and May). A calendar will be provided in July with registration dates for the upcoming school year. Forty-eight hours prior to the registration date, MCTI staff will contact the Contractor advising of the date and time that the representative must be on campus.

2.2 Delivery

The Contractor must deliver the safety footwear within ten business days from the date of measurements.

2.3 Reporting

Prior to the delivery date, the Contractor must provide to the MCTI Business Office (Karen Knowles at 269-664-9587), a report listing the student name and type and size of footwear to be delivered.

2.4 Meetings

The State may request other meetings as it deems appropriate.

3. Staffing

3.1 Contractor Representative

Contractor is to identify key personnel and their roles and responsibilities in servicing the MCTI account.

The Contractor must appoint one individual 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.

3.2 Customer Service Toll-Free Number

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

3.3 Disclosure of Subcontractors

If the Contractor intends to utilize subcontractors, 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.

A complete description of the Contract Activities that will be performed or provided by the subcontractor.

Of the total bid, the price of the subcontractor’s work.

3.4 Security

The Contractor will be subject the following security procedures: Upon arrival at MCTI, the Contractor’s representative must report to the receptionist. The representative’s ID badge must be in plain sight. The representative may be required to wear a state issued identification badge.

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.

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.

4.2 Price Changes

Adjustments will be based on changes in actual Contractor costs. Any request must be supported by written evidence documenting the change in costs. The State may consider sources, such as the Consumer Price Index; Producer Price Index; other pricing indices as needed; economic and industry data; manufacturer or supplier letters noting the increase in pricing; and any other data the State deems relevant.

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.

4.3 Special Pricing

The Contractor will notify the State of any temporary, promotional, special, or other pricing lower than the Contract price, and such pricing must immediately be given to the State.

5. Ordering

5.1 Authorizing Document

The Contract will be the appropriate authorizing document.

5.2 Ordering Methods

The Contractor must have the capacity to receive orders electronically, by telephone, facsimile and by written order.

5.3 Order Verification

The Contractor must have internal controls, approved by DTMB-Procurement, to verify abnormal orders and to ensure that only authorized individuals place orders.

5.4 Minimum Order

The minimum order is determined by the number of students enrolled in the class.

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.

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.

6.2 Packaging and Palletizing

Packaging must be optimized to permit the lowest freight rate. Shipments must be palletized whenever possible using manufacturer's standard 4-way shipping pallets.

7. Acceptance

7.1 Acceptance, Inspection and Testing

Upon satisfactory receipt of the appropriate safety footwear, MCTI will approve payment.

7.2 Final Acceptance

Upon satisfactory inspection and acceptance of the safety footwear, MCTI will approve the submitted invoice(s).

8. Invoice and Payment

8.1 Invoice Requirements

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

8.2 Payment Methods

The State will make payment for Contract Activities via electronic fund transfer.

9. Additional Requirements

9.1 Environmental and Energy Efficient Products

The Contractor must identify any energy efficient, bio-based, or otherwise environmentally 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.

9.2 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.

9.3 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.

9.4 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.

9.5 Licensing Agreement

The Contractor must provide a copy of any applicable licensing agreement.

9.6 Key Personnel

The Contractor must appoint one or more individuals 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 48 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, describe the functions they will perform, and provide current chronological résumés.

9.7 Non-Key Personnel

The Contractor must notify the Contract Administrator at least 10 calendar days before removing or assigning non-key personnel.

9.8 Organizational Chart

Provide an overall organizational chart that details staff members, by name and title, and subcontractors.

9.9. Liquidated Damages

Late or improper completion of the Contract Activities will cause loss and damage to the State and it would be impracticable and extremely difficult to fix the actual damage sustained by the State. Therefore, if there is late or improper completion of the Contract Activities the State is entitled to collect liquidated damages in the amount of $5,000 and an additional $100 per day for each day Contractor fails to remedy the late or improper completion of the Work.

Unauthorized Removal of Key Personnel 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 individual per day for the removal of any Key Personnel without prior approval of the State.

The State is entitled to collect $1,000 per individual per day for an unapproved or untrained key personnel replacement.

Version 1 Revised Date: 7/28/2017