Enter your company name Schedule A – Statement of Work Request for Proposal (RFP) 270000000016 Grounds Maintenance & On Call Snow Removal MDOT Muskegon TSC This schedule identifies the anticipated requirements of any Contract resulting from this RFP. The term “Contractor” in this document refers to a bidder responding to this RFP, as well as the Contractor who is awarded the contract. The term “bidder” is used to identify where specific responses to the RFP are required. Yellow fields are also used to identify areas where a bidder response is required.

The Contractor must respond to each requirement or question and explain how it will fulfill each requirement. Attach any supplemental information and reference it appropriately within your response.

Background We are looking for a company to provide lawncare, landscaping maintenance, and on-call snowplowing for the Michigan Department of Transportation Muskegon TSC office located at 2225 Olthoff Drive, Muskegon, MI 49444. This will be a one (1) year contract with four (4) year option renewals.

Scope This contract will include mowing of the 1.1-acre site, maintenance of the currently landscaped area, fertilizing and herbicide application, on-call snow removal & shoveling per the attached informational document.

Mandatory Minimum Requirements The Contractor and staff conducting chemical application must be certified in the Michigan Department of Agriculture and Rural Development (MDARD) Commercial Pesticide Applicator Categories: Category 3B – Ornamental Plant and Shade Tree Pest Management and Category 6 – Right of Way Pest. Anyone applying chemicals must be certified. Proof of certification and licensure MUST be submitted with the bid response in SIGMA.

General Requirements Mowing/trimming - The 1.1 acre lawn must be mowed one time per week beginning when the grass reaches over three (3) inches after April 1st.

· Debris must be cleared prior to mowing.

· Grass must be mowed down to 2.5-3 inches.

· Weedwack around bushes, trees, and building.

· Weedwack any weeds growing near curbs and on cement surfaces as needed.

Fall Clean-up– Fall clean-up must be performed up to two times per year and as late in the season as possible. The Contractor and the MDOT Program Manager or Program Manager (PM) Designee will agree upon a date(s) as the season progresses.

· Remove all leaves, limbs, sticks, twigs and other debris from the lawn and landscaped area, i.e. flower bed and areas on the north and west of the building.

Spring Clean-up– Spring clean-up must be performed one time per year. The Contractor and the MDOT Program Manager or PM Designee will agree upon a date as the season progresses.

· Remove all leaves, limbs, sticks, twigs and other debris from the lawn and landscaped area, i.e. flower bed and areas on the north and west of the building.

Grounds Maintenance:

· All weeds will be removed from the landscaped areas; i.e. the flower bed outside the front doors, along the north and west sides of the building.

· All trees and brushes trimmed.

· Bark replaced or added as directed by the MDOT Program Manager or PM Designee.

· Herbicide application as directed by the MDOT Program Manager or PM Designee.

Fertilizing – The 1.1 acre lawn must be fertilized three (3) to four (4) times per year.

· Chemical Fertilizer Nutrient: Provide and place fertilizer as indicated by soil tests (these have already been done by MDOT). Uniformly apply granular fertilizer, free of lumps.

· Class C fertilizer: Provide and evenly apply 80 pounds per acre on established turf Class C chemical nutrient fertilizer as specified by this subsection and as indicated by soil tests, when required or as requested. Fertilizer to include the following:

a. Water Insoluble Fertilizer: Apply 32 pounds of water insoluble nitrogen per acre. Provide water insoluble nitrogen from ureaformaldehydes, coarse grade isobutylidene diurea, or both.

b. Water Soluble Fertilizer: Apply nitrogen at a rate of 48 pounds of nutrient per acre. Ensure fertilizer components include urea.

· Timing for Fertilizer application: Any deviation from schedule must have prior consent from the MDOT Program Manager or Program Manager Designee. Weed control, insect/mole control applied as requested by the MDOT Program Manager or PM Designee, if necessary.

a. Early May (Memorial Day)

b. Early July (July 4th)

c. Early September (Labor Day) * MDOT Program Manager or PM Designee

d. Late October (Halloween)

Gutter Cleaning : Gutter cleaning must be performed two (2) times per year.

· Remove all debris from gutters and downspouts, making sure downspouts are in proper working order.

Snowplowing: Will be performed on an ON-CALL basis.

· Clearing of snow from entire parking lot and pushing it to the west side of lot preferably, and to the south side of the lot.

Shoveling: Will be performed on an ON-CALL basis.

· All sidewalks along the east side and south side of main building.

· All sidewalk area on the west side of the lab building. This includes in front of both entrance doors and garage door.

· Shoveling to take place outside of business hours which are 7:30am -4:30pm. TSC employees will clear walks during business hours.

Bidder Response

☐ I confirm the above Section 4 requirement(s) and agree with no exception(s)

☐ I have reviewed the above Section 4 requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

Post-Contract Transition:

Invoices must be sent within 45 days after expiration of contract. Any invoices received after 45 days will result in a non-payment of invoice.

Project Management The Contractor will carry out this project under the direction and control of the Program Manager (PM), Marc Fredrickson, TSC Manager. Within 30 calendar days of the Effective Date, the Contractor must submit a project plan to the Program Manager for final approval. The plan 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 proposals; and (b) the project breakdown showing sub-projects, tasks, and resources required.

Bidder Response

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

Reporting The Contractor must submit to the PM any reports of damage to property by employee, in a timely manner. Alternate contact, Melanie Thompson, TSC secretary.

Bidder Response

☐ I have reviewed the above requirement(s) and agree with no exceptions.

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

Exceptions: List all exceptions here

Bidder must describe its reporting capabilities and any reporting that is included in its proposal. In addition, provide samples of damage reports as attachments to this RFP.

Describe how you will comply with the requirement(s)

ADA Compliance The State is required to comply with the Americans with Disabilities Act of 1990 (ADA), including its accessibility standard for websites, applications, content and documents. All Contract Activities created, provided, or made available by Contractor under this Contract in a digital format, including but not limited to, websites, applications, software, mobile applications, text, images, sounds, videos, controls, animations, links, and documents (including files in the following formats: PDF, word processing, presentation, and spreadsheet) must comply with the accessibility standards provided in the Digital Accessibility Standards, located at SOM Digital Standards.

Timeframes All Contract Activities must be delivered beginning December 8th and ending December 7th every year of the contract.

Lawncare to be performed during normal office hours of Monday-Friday 7:30am-Friday 4:30pm. Snowplowing will be done on-call. The receipt of order date is pursuant to the Notices section of the Standard Contract Terms.

Contractor Program Manager The Contractor must at least one individual specifically assigned to State of Michigan accounts who will respond to State inquiries regarding the Contract Activities, answer questions related to ordering and delivery, etc. (the “Contractor Program Manager”).

The Contractor must notify the Contract Administrator at least 10 calendar days before removing or assigning a new Contractor Program Manager.

Contractor Program Manager Contact Information:

Name

Title

Office Phone

Mobile Phone

Email Address

Customer Service Number

Bidder Response

The Contractor must specify its customer service number for the State to contact the Contractor Program Manager who must be available for calls during the hours of 7:30am to 4:00pm Eastern, at a minimum. Identify customer service availability for this proposal by hours and days of the week.

When a call back to the contractor is necessary, the contractor must resolve the caller’s issue within 24 hours. If the caller’s issue cannot be resolved within 24 hours, on-site service must be scheduled. The on-site service must be performed within 72 hours of the time the issue was scheduled for service.

Insert customer service number

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.

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

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.

DTMB - Geographically Disadvantaged Business Enterprise Required Subcontractor information. Bidders must complete the table below for each anticipated subcontractor. Copy the table as many times as needed for each subcontractor. Complete the second table with the percentage of work that will be completed by all subcontractors involved.

The legal business name, address, telephone number of the subcontractor(s).

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 Bidder.

Is the subcontractor a GDBE?

Whether the Bidder has a previous working experience with the subcontractor.

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.

Work performed by subcontractors

Total percentage of work that will be performed by subcontractors: Insert %

Total percentage of subcontracted work that will be performed by GDBE subcontractors: Insert %

Pricing Pricing is firm for the entire length of the contract.

Authorizing Document The appropriate authorizing document for the Contract will be the Delivery Order.

Acceptance and Inspection Acceptance will be given once the Program Manager or designee is notified of completed work, the work site is inspected and the PM or designee signs off on that the work is completed.

Invoice Requirements All invoices submitted to the State must include: (a) date; (b) delivery order; (c) quantity; (d) description of the Contract Activities; (e) unit price; (f) vendor-generated invoice number and (g) total price.

Payment Methods The State will make payment for Contract Activities using EFT.

Procedure The contractor will submit a monthly invoice to the TSC either by US Postal service or by e-mail to Thompsonm15@michigan.gov. Invoice will list each date of service and task provided. We will not agree to a contract which is annual, quarterly, or anything other than monthly.

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 $1,000.00 and an additional $50.00 per day for each day Contractor fails to remedy the late or improper completion of the Work.

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1. Key Personnel The Contractor must appoint an account manager 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 inquiries within 2 hours.

The State has the right to recommend and approve in writing the initial assignment, as well as any proposed reassignment or replacement, of any Key Personnel. Before assigning an individual to any Key Personnel position, Contractor will notify the State of the proposed assignment, introduce the individual to the State’s Project Manager, and provide the State with a resume and any other information about the individual reasonably requested by the State. The State reserves the right to interview the individual before granting written approval. In the event the State finds a proposed individual unacceptable, the State will provide a written explanation including reasonable detail outlining the reasons for the rejection. The State may require a 30-calendar day training period for replacement personnel.

Contractor will not remove any Key Personnel from their assigned roles on this Contract without the prior written consent of the State. The Contractor’s removal of Key Personnel without the prior written consent of the State is an unauthorized removal (“Unauthorized Removal”). An Unauthorized Removal does not include replacing Key Personnel for reasons beyond the reasonable control of Contractor, including illness, disability, leave of absence, personal emergency circumstances, resignation, or for cause termination of the Key Personnel’s employment. Any Unauthorized Removal may be considered by the State to be a material breach of this Contract, in respect of which the State may elect to terminate this Contract for cause under the Termination for Cause section of the Standard Contract Terms. It is further acknowledged that an Unauthorized Removal will interfere with the timely and proper completion of this Contract, to the loss and damage of the State, and that it would be impracticable and extremely difficult to fix the actual damage sustained by the State as a result of any Unauthorized Removal. Therefore, Contractor and the State agree that in the case of any Unauthorized Removal in respect of which the State does not elect to exercise its rights under Termination for Cause, Contractor will issue to the State the corresponding credits set forth below (each, an “Unauthorized Removal Credit”):

For the Unauthorized Removal of any Key Personnel designated in the applicable Statement of Work, the credit amount will be $25,000.00 per individual if Contractor identifies a replacement approved by the State and assigns the replacement to shadow the Key Personnel who is leaving for a period of at least 30-calendar days before the Key Personnel’s removal.

If Contractor fails to assign a replacement to shadow the removed Key Personnel for at least 30-calendar days, in addition to the $25,000.00 credit specified above, Contractor will credit the State $833.33 per calendar day for each day of the 30-calendar day shadow period that the replacement Key Personnel does not shadow the removed Key Personnel, up to $25,000.00 maximum per individual. The total Unauthorized Removal Credits that may be assessed per Unauthorized Removal and failure to provide 30-calendar days of shadowing will not exceed $50.00.00 per individual.

Contractor acknowledges and agrees that each of the Unauthorized Removal Credits assessed above: (i) is a reasonable estimate of and compensation for the anticipated or actual harm to the State that may arise from the Unauthorized Removal, which would be impossible or very difficult to accurately estimate; and (ii) may, at the State’s option, be credited or set off against any fees or other charges payable to Contractor under this Contract.

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.

The Contractor must identify all Key Personnel that will be assigned to this contract and include the following Name and title of staff that will be designated as Key Personnel.

Key Personnel years of experience in the current classification.

Identify which of the required key personnel positions they are fulfilling.

Key Personnel’s roles and responsibilities, as they relate to this RFP, if the Contractor is successful in being awarded the Contract. Descriptions of roles should be functional and not just by title.

Identify if each Key Personnel is a direct, subcontract, or contract employee.

Identify if each Key Personnel staff member is employed full-time (FT), part-time (PT) or temporary (T), including consultants used for the purpose of providing information for the proposal.

List each Key Personnel staff member’s length of employment or affiliation with the Contractor’s organization.

Identify each Key Personnel’s percentage of work time devoted to this Contract.

Identify where each Key Personnel staff member will be physically located (city and state) during the Contract performance.

The Contractor must provide detailed, chronological resumes of all proposed Key Personnel, including a description of their work experience relevant to their purposed role as it relates to the RFP.

Qualifications will be measured by education and experience with particular reference to experience on projects similar to that described in the RFP.

Bidder Response

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

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

Exceptions: List all exceptions here

Bidder Response

Bidder must provide the resumes and information as required above – either in this response box or identified here as an attachment to this RFP labelled as add details.

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