Schedule A - Statement of Work - Services & Commodities.docx

Enter your company name Schedule A – Statement of Work Request For Proposal No. 260000002276 Lawncare and Snowplowing for the MDOT Gaylord Region Office 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 Services to provide Lawncare, and Snow Removal Services for the Michigan Department of Transportation Gaylord Region Office, located at 1088 M-32 E. Gaylord Mi 49735. This will be a three (3) year contract with two (2) one (1) year options to extend. Contract begin date is July 15, 2026, and ending July 14, 2029.

Scope This contract will include mowing, trimming, edging, spring and fall clean-up, maintenance of the currently landscaped area, fertilizing and herbicide application, snow removal, de-icing and shoveling as outlined below.

General Requirements Requirement 1 Prior to lawncare service, any sprinkler head damaged from snowplowing must be repaired at contractor’s expense. Drivers and mower operators must not damage any grass area, bush/tree, and decorative areas, during the mowing and plowing process and agrees to repair, at Contractor’s cost, any damage done by Contractor.

Mowing/Trimming

Fall Clean up Remove all debris including all leaves, limbs, sticks and twigs from the lawn and landscaped area. Fall clean-up to be performed as late in the season as possible.

Spring Cleanup One time per year all debris (including leaves, limbs, sticks and twigs) to be removed from lawn and landscaped areas.

Landscaping Any Snow Removal damage to lawn must be repaired prior to mowing.

Fertilizing Approximately .27 acres of irrigated lawn area to be fertilized, up to four times each year, as approved and directed by the Program Manager per the following specifications:

· Timing for Fertilizer application 1st Crabgrass preventer, 2nd Weed and Feed, 3rd Weed and Feed, 4th Fall application. Grub Control as needed and directed by program manager. All applications following manufacturers recommended timing, procedures, and amounts. Fall clean up late October includes leave removal from shrub areas.

Please note, grub control applied as requested by the Program Manager, if necessary.

Snow plowing and snow, ice removal services requirements Parking lot must be cleared prior to 7:00 AM Monday thru Friday when snowfall of 2” or more accumulates.

No snow removal will take place on Saturdays and Holidays. Removal on Sunday is permitted when 4” of snow or more accumulates Additional requests for snow plowing may be made. The Contractor shall be required to respond to additional requests within 1 hour of being contacted. Areas to be plowed are detailed on the attached site map. This map also designates specific areas for snow deposit.

The rate for Snow plowing and snow removal services include the cost of equipment, labor, and materials.

Ice removal shall be done whenever icing conditions make driving or walking hazardous or as directed by the Contract Administrator.

The unit price of De-Icing Application – Parking Lot includes the cost of equipment, labor, and materials. The de-icing agent is to be applied as needed to prevent ice from developing and creating a hazardous situation in the parking areas. The de-icing agent will be of a type that is non-corrosive to asphalt surfaces.

The unit price of De-icing Application – Sidewalks includes the cost of equipment, labor, and materials. The de-icing agent is to be applied each time the snow is cleared from surface of sidewalks, unless ice is not present on surface and formation of new ice is not probable. The de-icing agent will be of a type that is non-corrosive to concrete.

MDOT vehicles will be stored in the parking area overnight. The Contractor shall clean the parking spaces around the vehicles so as to not plow in the parked vehicles.

Transition 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.

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

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 Contract will commence on July 15, 2026 and end July 15, 2029 unless extended. The receipt of order date is pursuant to the Notices section of the Standard Contract Terms.

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

Reporting The Contractor must submit to Robert Ciupka, North Region Contract Administrator, any reports of damage to property by employee, in a timely manner.

If this information changes during the contract term, Contractor must provide the updated information within 30 days of the change.

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

Meetings The Contractor must attend the following meetings: Initial kick off meeting.

The State may request other meetings as it deems appropriate.

Contractor Program Manager The Contractor must appoint 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”). Bidder must identify its Contractor Representative.

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

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

Customer Service Number The Contractor must specify its toll-free number for the State to make contact with the Contractor for customer service, repairs and maintenance. The Contractor must be available for calls and service during the hours of 8:00am to 4:30pm EST.

When providing customer support, 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.

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 8:00 a.m. to 4:30 p.m., EST at a minimum. Identify customer service availability for this proposal by hours and days of the week.

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.

GDBE definition: "Geographically Disadvantaged Business Enterprise" also known as GDBE, is a Michigan-based business that satisfies one or more of the following: (i) Is certified as a Michigan HUBZone Small Business Concern by the United States Small Business Administration. (ii) Has a principal place of business located within a Qualified Opportunity Zone within Michigan. (iii) More than half of its employees either work at a secondary location or have a principal residence located within a Qualified Opportunity Zone within Michigan, or both.

Additional information on GDBEs can be found here:

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.

Is Subcontractor MDARD 3A & 3B certified and possess herbicide applicators license for Weed/feed/fertilizer?

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 %

Security All contracted services will be provided outside the building. No building access will be necessary.

Price Term Pricing is firm for the entire length of the Contract.

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

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.

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

Acceptance, Inspection and Testing Acceptance will be given once PM or designee is notified of completed work and the work order site is inspected.

Final Acceptance Final Acceptance will be a signed work order from the PM or designee.

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

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

Overtime, holiday pay, and travel expenses will not be paid. Invoices accepted by US Postal Services or by email to CiupkaR@michigan.gov. No other payment term will be acceptable for this Contract including annual, or quarterly.

Payment Methods The State will make payment for Contract Activities by ACH deposit into bank account specified by contractor in Sigma program.

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

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 and an additional $50 per day for each day Contractor fails to remedy the late or improper completion of the Work.

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

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

☐ I confirm the above requirement and agree with no exception

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

☐ I confirm the above requirement and agree with no exception

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 and describe how the products are identified or otherwise labelled.

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.

List all exceptions – either in the Exceptions List table below or identified here as an attachment to this RFP labelled as :

Exceptions List

Perfluoroalkyl and Polyfluoroalkyl Substances (PFAS) The Contractor must confirm that the provided products do not intentionally contain PFAS. This consists of all components of the provided products, including product packaging.

Bidder Response

☐ I confirm the above requirement and agree with no exception

Bidder Response

☐ I have reviewed the above requirement and have listed all PFAS containing products in the table below or as an attachment labelled as :

Bidder must provide detailed information as required above – either in this response box or identified here as an attachment to this RFP.

Describe how you will comply with the requirements or indicate the filename of the attachment.

PFAS List

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