Schedule A - Statewide Sign Hydraulic Shear.DOCX

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STATE OF MICHIGAN

Request For Proposal Hydraulic Shear

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.

BACKGROUND

The Statewide Sign Shop currently has a hydraulic metal shear that was built in the early 1990’s. The shear is used in the production of highway signs used on the State trunk line system. It is in need of repair and repair parts and service are no longer available.

SCOPE

The contractor will supply a hydraulic shear and repair/support for the shear when needed.

REQUIREMENTS

The hydraulic shear must meet the minimum requirements as outlined in Attachment A.

1. General Requirements

1.1. Product Specifications

The Contractor must provide the following:

Quantity Size Color Maximum or minimum dimensions Quality New or used Repairs Maintenance, parts, supplies Manufacturer brand, part number Qualified products list Design, performance, or combination Market grades Material & manufacturing method Industry standards

Bids on alternate brand or manufacturer lines will not be considered.

1.2. Warranties

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.

Bidder Response to Explain in detail to These Task(s):

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

All Contract Activities must be delivered within [40] business days from receipt of order. The receipt of order date is pursuant to Section 2, Notices, of the Standard Contract Terms.

2.2. Delivery

Delivery will be expected within [40] calendar days upon date of order. Delivery will be made at Michigan Department of Transportation Operations Field Services 6333 Lansing Road, Lansing Michigan, 48917.

2.3. Installation

Installation will be expected within the same calendar days upon date of delivered. Installation will be considered complete when delivered to location.

2.4. Technical Support and Repairs

When providing technical support, the Call Center must resolve the caller’s issue within [60] minutes. 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.

2.5. Maintenance

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

2.6. Training

The Contractor must provide the following training: [Operation and maintenance of equipment on site.]

Bidder Response to Explain in detail to These Task(s):

2.7. Reporting

The Contractor must explain its reporting capabilities and any reporting that is included in its proposal.

2.8. Meetings

The State may request other meetings as it deems appropriate.

3. Staffing

3.1. Contractor Representative

The Contractor must appoint [1] individuals, specifically 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 [14] calendar days before removing or assigning a new Contractor Representative.

3.2. Key Personnel

The Contractor must appoint 1 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 24 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.

3.3. Non-Key Personnel

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

3.4. Organizational Chart

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

3.5. 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 calls during the hours of 8 am to 5 pm EST.

Bidder Response to Explain in detail to These Task(s):

3.6. Technical Support, Repairs and Maintenance

The Contractor must specify its toll-free number for the State to make contact with the Contractor for technical support, repairs and maintenance. The Contractor must be available for calls and service during the hours of 8 am to 5 pm EST.

4. Pricing

4.1. Price Term

Pricing is firm for the entire length of the Contract.

5. Ordering

5.1. Authorizing Document

The appropriate authorizing document for the Contract will be Purchase order.

5.2 Order Verification

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

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

The State will use the following criteria to determine acceptance of the Contract Activities:

7.2. Final Acceptance

We require that the Hydraulic Shear we receive meets the required dimensions provided.

8. Invoice and Payment

8.1. Invoice Requirements

All invoices submitted to the State must include: (a) date; (b) purchase order; (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. EFT. Are you Electronic Funds Transfer (EFT).

9. Project Plan The Contractor will carry out this project under the direction and control of the Program Manager. Within 30 calendar days of the Effective Date, the Contractor will 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.

10. 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.

11. Additional Requirements

12. Environmental and Energy Efficient Products The Contractor must provide products that meet the following environmental or energy efficient standards:

12.1. 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.

12.2. 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.

12.3. 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.

Version 1 Revised Date: 7/28/2017