Enter your company name Schedule A – Statement of Work Sludge Removal – Platte River and Oden State Fish Hatchery Request for Proposal No. 260000002233 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 Fish waste from the hatchery rearing units is filtered out of the discharge water and pumped through a clarifier and ultimately to a sludge storage tank. The sludge storage tank must be emptied (generally once a year) and the residual solid waste must be handled in compliance with the Michigan Department of Environment, Great Lakes, and Energy (EGLE) Fish Waste Exemption to Part 115, Solid Waste Management, of the Natural Resources and Environmental Protection Act, 1994 (NREPA).

Scope Residuals will be sampled and tested prior to being pumped from the storage tanks at Platte River State Fish Hatchery and Oden State Fish Hatchery. Residuals will be sampled during removal to determine the amount of total phosphorus removed from the storage tank. Residuals will be applied to agricultural fields at the appropriate agronomic rate (in full accordance with the EGLE Fish Waste Exemption, which requires that the waste be injected or incorporated into the soil the day it is applied).

Platte River State Fish Hatchery

Oden State Fish Hatchery

General Requirements Requirement 1 – General Requirements

a. The Contractor agrees to carry out the work (Contract Activities) under the direction and control of the DNR Program Manager or designee.

b. The Contractor agrees to provide all labor, equipment, and other supplies and services necessary for all Contract Activities.

c. The Contractor agrees to contact the Platte River State Fish Hatchery (PRSFH) and/or Oden State Fish Hatchery (OSFH) Project Manager within FIVE (5) business days after the Contract is executed and a Delivery Order is issued to provide an approximate schedule of work state and end dates.

d. The Contractor agrees to notify the PRSFH and OSFH Project Manager THREE (3) business days prior to arrival for pumping.

e. The Contractor agrees to provide the PRSFH and OSFH Project Manager with the final work schedule and disposal locations with GPS coordinates at least 48 hours prior to beginning on-site work.

f. The Contractor agrees to provide the PRSFH and OSFH Project Manager with daily status updates including, but not limited to, chemical spills, injuries, other issues, etc., as they arise.

g. The Contractor agrees to provide the PRSFH and OSFH Project Manager with notice of any breaks in work longer than one week during the course of the project.

h. The Contractor agrees to notify the PRSFH and OSFH Project Manager within 24 hours following final completion of all on-site work under this contract.

i. The Contractor agrees to provide sludge removal during normal Hatchery business hours to ensure DNR Hatchery staff are on site to supervise operation and sampling.

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

Describe how you will comply with the requirement(s)

Requirement 2 – Minimum Experience or Education

a. Demonstrated prior experience handling similar volume of residuals in a short (1-3 day) timeframe.

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

Describe how you will comply with the requirement(s)

Requirement 3 – Application/Disposal Locations and Methods Platte River SFH

a. For Platte River SFH, Contractor agrees to secure agricultural fields located outside of the Platte River watershed (per Attachment A – Platte River Watershed Boundary Map) as disposal locations for residuals.

b. The Contractor is responsible for locating appropriate fields that are acceptable given the composition of the residuals to be applied.

c. The method of unloading residuals is at the discretion of the Contractor, but residuals MUST be subsurface applied per Attachment B – Fish Waste Exemption. Residuals may be injected into the soil, or surface applied if the material is immediately tilled into the soil.

d. The Contractor agrees to remain responsible for applying the residuals at the appropriate agronomic rate based on previous sampling.

Oden SFH

e. Unlike Platte River SFH, sludge from Oden SFH does not need to be applied on land outside of the watershed, nor is there a requirement for it to be sampled as it is loaded. The Contractor will identify and secure appropriate agricultural land to apply the fish waste sludge and water content from Oden SFH’s upland sludge tank. A list of previous application locations can be provided by Oden SFH staff, if needed. The Contractor will sample the receiving property soils and sludge from Oden SFH prior to removal and have both tested for appropriate application on agricultural lands. The Contractor will remove the sludge and water (approximately 60,000 gallons) from the storage tank to transport vehicles and haul to approved application sites for land application by injection (preferred), in compliance with Fish Waste Exemption.

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

Describe how you will comply with the requirement(s)

Requirement 4 – Testing Requirements

a. All sludge removal activities are subject to Attachment B – EGLE Fish Waste Exemption, Part 115, Solid Waste Management, of the Natural Resources and Environmental Protection Act, 1994 (NREPA).

b. The Contractor agrees to sample & test the secured/proposed disposal locations to determine nutrient needs.

c. The Contractor must collect a sludge sample from the PRSFH and OSFH holding tanks for lab analysis prior to sludge pumping/removal from the Hatcheries. Lab analysis must indicate sludge is suitable for application on Contractor secured crop fields located outside the Platte River watershed and provide agronomic application rates.

d. The Contractor agrees to collect THREE (3) sludge samples from each truck during the loading (beginning, middle, and end of load), using sample bottles provided by Hatchery staff.

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

Describe how you will comply with the requirement(s)

Requirement 5 - Equipment Requirements

a. Mechanical failure WILL NOT constitute an acceptable reason for failure to perform the Contract Activities.

b. In the event of mechanical failure, the Contractor must provide backup equipment to continue and/or complete the Contract Activities.

c. The Contractor may use PRSFH and OSFH pumping equipment, or a Contractor supplied pump, to transfer the sludge to the Contractor’s truck.

Oden State Fish Hatchery Specifics

d. The sludge storage tank is located on the grounds of Oden State Fish Hatchery located at 8258 S. Ayr Rd., Alanson, MI 49706. It is easily accessible using an asphalt driveway south of the main hatchery’s S. Ayr Rd. entrance. Th loading area for trucks is asphalt and is large enough for semi-trailers. The sludge tank area is accessible without any fencing or locks.

e. The Contractor agrees to provide equipment capable of connecting with existing equipment located at OSFH.

f. OSFH’s sludge tank is on a concave cement pad with a valved center drain that leads to an underground access structure about 7’ away from the tank rim. The pumping in this access includes a 6” valved pipe which also has a valved 3” male Camlock fitting designed to allow contents from the tank to be pulled onto the trucks, using the contractors truck pumping system. The hatchery has a 3” flex hose with female Camlock fittings on both ends that can be used for this connection. Oden staff can supply a firehose and the associated equipment, plus staff, to assist with sludge removal by spraying water to assist the sludge moves towards the drain line.

g. The Contractor will notify the hatchery 2-3 days prior to arrival for pumping so the hatchery staff can decant the sludge tank just prior to removing sludge. This will allow the volume removed to be approximately 60,000 gallons.

h. The Contractor must provide transport vehicles capable of hauling 60,000 gallons of fish waste from the site in a time period of 1-2 days and equipment appropriate for injection or other means of immediate incorporation of fish wastes into soil at disposal site.

Platte River State Fish Hatchery Specifics

i. The sludge storage tank is located at the Platte River State Fish Hatchery located at 15210 US Highway 31, Beulah, MI 49617. The storage tank is accessible by an asphalt driveway. The loading area for trucks is a gravel pad large enough for semi-trailers. The sludge tank is confined within a gated enclosure and a key is required for access.

j. The Contractor agrees to provide equipment capable of connecting with existing equipment located at PRSFH. The existing sludge mixing pump is a Gorman-Rupp stationary pump with a 6” intake and a 4” outflow. Currently there is a 4” male Camlock fitting on the outflow. 4” female Camlock and 6” Camlock fittings are available at PRSFH for Contractor use. Actual pumping rate (gpm) is unknown.

k. The Contractor must provide transport vehicles capable of hauling 100,000-160,000 gallons of residuals from the site within a period of 1-2 days. The vehicles must be equipped with hoses capable of connecting from the existing sludge mixing pump to the Contractor’s truck and equipped with adaptor for collecting samples during loading.

l. The Contractor agrees to provide equipment capable of injection or other means of incorporation of the residuals into the soil at a disposal location. Surface application is not allowed.

m. The Contractor agrees to provide a list of equipment adequate to perform all Contract Activities including equipment specifics such as a disk weight and size, tractor/dozer size, etc. The State reserves the right to determine whether the Contractor provided equipment is adequate to perform the Contract Activities. Adequacy of equipment proposed may be used in the award consideration. In the event of mechanical failure, the Contractor agrees to provide backup equipment to continue and/or complete the Contract Activities.

Bidder must describe how they will provide backup equipment if mechanical breakdown occurs, including the timeframe to replace or repair non-working equipment. Bidder Response:

Quality Assurance Program

Bidder Response

Explain your Quality Assurance Program(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 within the timeframe specified within the Delivery Order. Contract Activities may not begin until the Contractor receives a completed Delivery Order. The receipt of order date is pursuant to the Notices section of the Standard Contract Terms.

Maintenance On-site maintenance must be performed according to the recommended manufacturer maintenance schedule.

Reporting The Contractor must submit to the Program Manager or designee, the following written reports: A lab analysis of the residual’s samples prior to removal from the Hatchery.

The Contractor must provide data sheets detailing the following information regarding the transport and application of the residuals: date and time of removal, name of operator, gallons of residuals removed and land of which it was applied, location and GPS coordinates of approved agricultural fields for applications, and number of acres accepting residuals.

Bidder Response

Explain your reporting capabilities, any reporting that is included in your proposal, and any additional reporting capabilities.

Describe how you will comply with the requirement(s)

Meetings The State may request meetings as it deems appropriate.

Contractor Program Manager The Contractor must appoint one (1) Service Manager 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.

Organizational Chart Bidder Response

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

Add your org chart here or insert the label or filename if you are adding it as a separate attachment.

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 7:30 a.m. – 4:30 p.m. Monday - Friday, at a minimum. Identify customer service availability for this proposal by hours and days of the week.

Insert customer service number

Technical Support, Repairs and Maintenance The Contractor must be available for calls and service during the hours of 7:30 a.m. – 4:30 p.m. Monday - Friday at a minimum. Identify availability for this proposal by hours and days of the week.

Bidder Response

The Contractor must specify its technical support number for the State to contact the Contractor for technical support, repairs and maintenance.

Insert technical support number and availability

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.

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 %

Security Bidder Response

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

Explain your security measures.

Price Term Pricing is firm for a 365-day period (“Pricing Period”). Pricing shall be provided annually by July 1st. Pricing shall reflect current market conditions, including but not limited to fluctuations in fuel costs, economic conditions, material costs, and other relevant factors affecting pricing at the time of submission. Pricing shall be agreed upon by DNR and awarded vendor and will take effect no earlier than the next Pricing Period.

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.

Delivery Programs Bidder Response

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

Explain delivery program(s)

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

Explain transportation method(s)

Acceptance, Inspection and Testing The State will use the following criteria to determine acceptance of the Contract Activities: The DNR Program Manager or designee will monitor work in accordance with Schedule A and Schedule B.

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) shipping cost (if any); (g) vendor-generated invoice number and (h) total price.

Payment Methods The State will make payment for Contract Activities via Electronic Funds Transfer (EFT).

Bidder Response

Explain your process for ordering and accepting this payment method. If an account needs to be created on your purchasing platform, please submit documentation that shows the steps for completing this process.

Explain your process.

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 $500.00 per day for each day Contractor fails to remedy the late or improper completion of the Work.

Environmental and Energy Efficiency Product Standards 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. Contractor must describe how products that meet these requirements are identified or otherwise labelled and list any exceptions to this requirement.

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 add details:

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.

Exceptions List

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 add details:

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

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