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

Enter your company name Schedule A – Statement of Work Grantee Recognition Signs and Logo Medallions Request for Proposal No. 260000002397 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 The Michigan Natural Resources Trust Fund (MNRFT) and the Federal Land and Water Conservation Fund (LWCF) are land acquisition and land development grant programs for the purpose of providing public outdoor recreation opportunities. Grantees are typically local units of government but may also include internal DNR Grantees, i.e. Divisions within the Michigan Department of Natural Resources such as Parks and Recreation, Fisheries or Wildlife.

Each Grantee (recipient) is required to place a recognition sign at the location receiving funds under these programs. The MNRTF and LWCF programs are annual competitive grant programs with varying funding available each year. The MNRTF originated in 1976 with approximately 50 – 80 projects funded each year. The LWCF originated in 1965 with approximately 10 – 15 projects funded each year. The signs will be installed outside on a post or building to inform users on how the site was funded and help promote the program. The funded sites must remain in public outdoor recreation in perpetuity; therefore, a permanent recognition sign is required. Signs will be purchased by Grantees and must be shipped directly to Grantees.

The Michigan Natural Resources Recreation Passport Local Grant program was created to provide a funding source for public recreation development projects. The Recreation Passport Grant program originated in 2010 and is an annual competitive grant program with varying funding available each year. Grantees are local units of government and recreation authorities responsible for providing public recreation within their communities. Funded sites must remain in public recreation use for a minimum of 20 – 40 years, depending on the specific type of project involved. The number of projects funded (grant awards) each year varies; however, 25 project per year is the normal estimate. The Project Agreement between the DNR and a Grantee (recipient) requires the Grantee to place Recognition Signs on all sites that receive funding and that land identified in the Project Agreement remain in public outdoor recreation for up to 40 years. The recognition signs inform the public on how the site was funded and hop promote the Recreation Passport program. Recognition Signs must remain posted on the funded project site during the period the project remains open to the public therefore recognition signs must be long-lasting and remain in useable condition for up to 40 years.

All Recognition Signs will be ordered and purchased by Grantees and must be shipped directly to Grantees. The State is not obligated to purchase signs in any specific quantity under this Contract. Estimates provided are for proposal purposes only:

Michigan Natural Resources Trust Fund Recognition Signs, 50 – 80 per year, ordered by and shipped to Grantees.

Land and Water Conservation Fund Recognition Signs, 10 – 15 per year, ordered by and shipped to Grantees.

Recreation Passport Recognition Signs, 25 per year, ordered by and shipped to Grantees.

The State is interested in establishing a single Contract to obtain signs for all three Grant Programs, however the State reserves the right to recommend award to multiple vendors if that is in the best interest of the State.

The DNR is requesting proposals on signs currently in use however, in addition to the signs requested in this RFP, Bidders are invited to provide proposals for Alternate Optional Recognition Signs and Medallions.

Alternate Optional Signs and Medallions must meet or exceed the required product specifications. To be considered for award, proposals for Alternate Optional Signs and / or Medallions must include specifications and a detailed description of the proposed alternate including (but not limited to) material(s) used, life span, production method, design concept, potential cost savings, reduced shipping cost, reduced lead time, etc., and pricing. A representative sample of each alternate proposed must be included with the proposal.

General Requirements Requirement 1 – Mandatory Minimum Requirements – Contractor’s Online Order Form

a. To be considered for award, the Contractor must have a website in place by the Proposal Deadline which will allow the inclusion of a Grantee Recognition Sign Online Order Form.

b. The Contractor’s website must provide an easily accessible Grantee online ordering process which allows Grantees to select the Recognition Sign required and provide the delivery address and credit card payment information.

c. The Online Order Form must provide a method to order signs and logos in all sizes available, price, and quantity required, and screw length required.

d. The Online Order Form must provide fillable sections for Grantee name, company, address, billing address, delivery address, phone number, email address, and preferred response method.

e. The Contractor’s Online Order Form platform must allow credit card orders, with a MINIMUM of TWO credit card options, (i.e. MasterCard, Visa, Discover, etc.) offer a choice of shipping options (standard, next day, UPS Ground, etc.) and provide a shipping calculator.

f. The Contractor’s website must allow the DNR to include a link to the Contractor’s Online Order Form on the DNR Grants Information website.

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

Link to Contractor’s Website:

Describe how you will comply with the requirement(s)

Requirement 2 – General Requirements

a. The Contractor will provide the Program Manager with proof of the die for each sign and logo medallion within 30 days of contract award for review and approval. No signs or medallions will be produced until the proofs have been approved.

b. The Contractor must include with their proposal a Project Flow Plan to demonstrate the process for project from beginning to end. Project flow should include sign die development and approval steps, order receipt, review of order, production (sub-projects, tasks and resources), quality assurance methodology and delivery.

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 – Product Specifications Michigan Natural Resources Trust Fund (MNRTF)

a. MNRTF Grantee Recognition Signs

a. MNRTF signs proposed must conform to the following specifications and per Attachment A1.

b. The background color of the sign should be as close as possible to PMS 357.

c. 12” x 18” cast aluminum, rectangle, three-dimensional, minimum 3/8” thick.

d. Dark green background (PMS 357).

e. Michigan DNR and MNRTF logos must be included.

f. MNRTF Signs must include the following language:

i. Revenue derived from oil, gas and mineral production from state-owned land provides funding for this public recreation site.

ii. Funding is made possible through a grant provided to the citizens of the State of Michigan by the Michigan Natural Resources Trust Fund.

g. One-sided.

h. Two screw holes for mounting, one top center and one bottom center.

i. Contractor to supply two (2) Type A, 18-8 Stainless Steel Self Drilling Tamper Proof Screws in multiple lengths, and applicable screw gun bit.

b. MNRTF Logo Medallions

a. Logo Medallions proposed must conform to the following specifications and per Attachment A2.

b. The background color of the medallion should be as close as possible to PMS 357.

c. 6”, 8” and 12” diameter round cast aluminum, three-dimensional medallions, minimum 3/8” thick.

d. Dark green background (PMS 357).

e. Michigan MNRTF logo.

f. One-sided.

g. Two screw holes for mounting, one top center and one bottom center.

h. Contractor to supply two (2) Type A, 18-8 Stainless Steel Self Drilling Tamper Proof Screws in multiple lengths, and applicable screw gun bit.

Land and Water Conservation Fund (LWCF)

c. LWCF Grantee Recognition Signs

a. LWCF signs proposed must conform to the following specifications and per Attachment B1.

b. The background color of the sign should be as close as possible to PMS 357.

c. 12” x 18” cast aluminum, rectangle, three-dimensional, minimum of 3/8” thick.

d. Dark green background (PMS 357).

e. Michigan DNR and LWCF logos must be included.

f. LWCF Signs must include the following language:

i. Revenue derived primarily from federal leasing of the Outer Continental shelf for oil and gas production provide funding for this public recreation site.

ii. Funding is made possible through a grant provided by the Federal Land and Water Conservation Fund.

g. One-sided.

h. Two screw holes for mounting, one top center and one bottom center.

i. Contractor to supply two (2) Type A, 18-8 Stainless Steel Self Drilling Tamper Proof Screws in multiple lengths, and applicable screw gun bit.

d. LCWF Logo Medallions

a. Logo Medallions proposed must conform to the following specifications and per Attachment B2.

b. The background color of the medallion should be as close as possible to PMS 357.

c. 6”, 8” and 12” diameter round cast aluminum, three-dimensional medallions, minimum 3/8” thick.

d. Dark green background (PMS 357).

e. Michigan LWCF logo.

f. One-sided

g. Two screw holes for mounting, one top center and one bottom center.

h. Contractor to supply two (2) Type A, 18-8 Stainless Steel Self Drilling Tamper Proof Screws in multiple lengths, and applicable screw gun bit.

Michigan Natural Resources Recreation Passport Grantee Recognition Signs Following are specifications for Recreation Passport Grantee Recognition Signs currently in use. The DNR is requesting price proposals for signs that meet current specifications as well as proposals for a three-dimensional cast aluminum sign (Section C3, below) for continuity between all three Grant programs.

e. Recreation Passport Grantee Recognition Signs – CURRENT SIGN

a. The Recreation Passport signs proposed must conform to the following specifications and per Attachment C1.

b. 12” x 18” rectangle, exterior-grade, solid, high-pressure laminate, minimum ½” thick. NO substrate material.

c. One-Sided.

d. Two screw holes for mounting, one top center and one bottom center.

e. Contractor to supply two (2) Type A, 18-8 Stainless Steel Self Drilling Tamper Proof Screws in multiple lengths, and applicable screw gun bit.

f. DNR to provide digital art and PMS colors for sign design.

g. Digitally printed high-definition graphic output.

h. UV protected to prevent fading and sealed to prevent water / weather damage.

i. Guaranteed against delamination, peeling, blistering, cracking or fading for a period of not less than 20 years.

j. Fire retardant.

k. Graffiti resistant.

l. Mountable on either posts or buildings.

f. Logo Medallions – CURRENT MEDALLIONS

a. Logo Medallions proposed must conform to the following specifications and per Attachment C2.

b. 6” 8” and 12” diameter round, exterior-grade, solid, high-pressure laminate, minimum ½” thick. NO substrate material.

c. One-sided

d. Two screw holes for mounting, one top center and one bottom center.

e. Contractor to supply two (2) Type A, 18-8 Stainless Steel Self Drilling Tamper Proof Screws in multiple lengths, and applicable screw gun bit.

f. DNR to provide digital art and PMS colors for sign design.

g. Digitally printed high-definition graphic output.

h. UV protected to prevent fading and sealed to prevent water / weather damage.

i. Guaranteed against delamination, peeling, blistering, cracking or fading for a period of not less than 20 years.

j. Fire retardant.

k. Graffiti resistant.

l. Mountable on either posts or buildings.

g. PROPOSED NEW CAST ALUMINUM RECREATION PASSPORT SIGNS – BIDDERS TO INCLUDE PRICE ON SCHEDULE B, BUT DO NOT ENTER AS BID IN SIGMA.

PROPOSED NEW CAST ALUMINUM REC PASSPORT SIGNS should conform to the following general specifications and Attachment C3.

a. No background color, textured cast aluminum.

b. 12” x 18” cast aluminum, rectangle, three-dimensional, minimum 3/8” thick.

c. Michigan Recreation Passport and DNR logos must be included.

d. DNR to provide Rec Passport and DNR logos and PMS colors for sign design.

e. Recreation Passport Signs must include the following language:

· This recreation site was funded, in part, by citizens who purchased Michigan’s Recreation Passport when renewing their license plates. These funds are used to maintain state and local parks, trails, boat launches, campgrounds, historic sites and other recreational opportunities.

f. One-sided.

g. Two screw holes for mounting, one top center and one bottom center.

h. Contractor to supply two (2) Type A, 18-8 Stainless Steel Self Drilling Tamper Proof Screws in multiple lengths, and applicable screw gun bit.

h. PROPOSED NEW CAST ALUMINUM RECREATION PASSPORT LOGO MEDALLIONS – BIDDERS TO INCLUDE PRICE ON SCHEDULE B, BUT DO NOT ENTER AS BID IN SIGMA.

PROPOSED NEW CAST ALUMINUM REC PASSPORT LOGO MEDALLIONS should conform to the following general specifications and Attachment C4.

a. No background color, textured cast aluminum.

b. 6”, 8” AND 10” Diameter round, cast aluminum, three-dimensional, minimum 3/8” thick.

c. Michigan Recreation Passport logo.

d. DNR to provide Rec Passport Logo and PMS colors for sign design.

e. One-sided.

f. Two screw holes for mounting, one top center and one bottom center.

g. Contractor to supply two (2) Type A, 18-8 Stainless Steel Self Drilling Tamper Proof Screws in multiple lengths, and applicable screw gun bit.

i. DNR Logo Medallions

a. Logo Medallions proposed must conform to the following specifications and per Attachment D.

b. 6”, 8” and 12” diameter round cast aluminum, three-dimensional medallions, minimum 3/8” thick.

c. The Michigan DNR logo is a black circle with golden text along the ring reading “Department of Natural Resources – Michigan.” Inside the circle is a dark green Michigan outline with lakes outlined in gold. DNR is placed to the left and aligned with the bottom of the state outline in dark green. The background color of the medallion is Pantone Neutral Black C, CMYK C=O, M=), Y=O, K=100, RGB R=35, G=31, B=32.

d. State and DNR text is Pantone 347C, CMYK C=97, M=11, Y=11, K=1, RGB R=), G=152, B=76.

e. Exterior ring text is Pantone 128C, CMYK C=4, M=13, Y=82, K=0, RGB R=246, G=212, B=76.

f. Do not stretch or disfigure, change color, delete add or alter text or move design elements in the logo.

g. One-sided

h. Two screw holes for mounting, one top center and one bottom center.

i. Contractor to supply two (2) Type A, 18-8 Stainless Steel Self Drilling Tamper Proof Screws in multiple lengths, and applicable screw gun bit.

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 – Sign Orders and Shipping Requirements

a. Purchases by the State (as Grantee) shall be by a Delivery Order issued to the Contractor OR by credit card through the Contractor’s online order form.

b. If the purchase is by Delivery Order, the Contractor is not authorized to begin performance until receipt of the Delivery Order. The Contractor must submit an invoice to the designated Bill To location on the Delivery Order. State payment terms for Delivery Orders are net 45 days after receipt of invoice.

c. If the purchase is by credit card through the Contractor’s online order form, the Contractor is not authorized to charge the credit card account until the order is shipped. If the Contractor is offering quick payment terms, the Contractor may charge the credit card account at the time the order is placed and after the quick payment discount has been applied.

d. Purchases by all other Grantees shall utilize the Contractor’s Grantee online order form ONLY.

e. If the purchase is by credit card through the Contractor’s online order form, the Contractor is not authorized to charge the credit card account until the order is shipped. If the Contractor is offering quick payment terms, the Contractor may charge the credit card account at the time the order is placed and after the quick payment discount has been applied.

f. The Contractor must ship orders directly to the Grantee within 45 days from receipt of order.

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)

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 directly to Grantees within 45 calendar days from receipt of order date.

Reporting The Contractor must submit quarterly reports to the Program Manager. Reports must be submitted by the first business day of the month in January, April, July , and October. The quarterly report must include the number and type of each sign and/or medallion purchased, a total dollar value amount by item, the Grantee, the date ordered, and the date delivered.

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.

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 issued by the State, or receipt of a Grantee online order form through the Contractor’s website.

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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