Schedule A - Tower analysis1.docx

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STATE OF MICHIGAN

Request For Proposal No. 18*348 Michigan’s Public Safety Communications System – Valmont tower structural analysis contract

SCHEDULE A

STATEMENT OF WORK

CONTRACT ACTIVITIES

*Bids need to be submitted via sigma as well as emailed to stolickerk@michigan.gov before bid due date*

BACKGROUND

The Michigan’s Public Safety Communications System (MPSCS) provides a stable, secure framework for interoperable communications among local, state, federal, tribal and private first responders and supplies a public safety communication resource for citizens. Through its employees, MPSCS handles the second-largest trunked communication system in the world, including administration of a statewide 800/700 MHz digital trunked radio communication network. As of January 2017 the system spans 59,415 square miles, has 248 radio towers and includes more than 80,000 radios.

MPSCS is in need of a contract to have tower analysis and drawings completed in a timely manner across the State of Michigan. This includes several in central Michigan that need to be completed by January 1, 2018. It also must include the purchase of structural steel to upgrade towers to meet engineering requirements. This contract is important as projects for the MPSCS can happen quickly and with short timelines. If damage were to occur to a tower, having this contract in place for quick resolution is imperative.

SCOPE

· Contractor must be able to provide TIA-EIA-222-F and TIA-EIA-222-G standard code structural tower analysis and tower drawings with specifications for all MPSCS Valmont brand towers across the state

· Perform tower foundation and tower structural re-analysis to include tower remediation options for various scenarios

· Contract to include purchase of structural modification steel

REQUIREMENTS

1. General Requirements

1.1. Product Specifications

The Contractor must provide the following:

Valmont structural analysis

· TIA-EIA-222-F and TIA-EIA-222-G standard code structural tower analysis

· Re-analysis drawings for structural remediation when structures fail Tower modification steel for the MPSCS to remediate failures Perform tower foundation and tower structural re-analysis

Bids on alternate brand or manufacturer lines will not be considered. These are Valmont towers.

1.2. Warranties

Contractor must certify their work and be licensed professional engineers with the State of Michigan.

The State reserves the right to require additional warranties other than those identified by the Contractor in its response to this RFP.

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 negotiated time frames from receipt of order. The receipt of order date is pursuant to Section 2, Notices, of the Standard Contract Terms.

2.2. Delivery

Delivery of modification steel will be expected as soon as possible as production allows upon date of order. Delivery will be made at closest MPSCS Radio Shop to the tower in scope.

2.3. Meetings

The State may request meetings as it deems appropriate.

3. Staffing

3.1. Contractor Representative

The Contractor must appoint one representative, 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 15 calendar days before removing or assigning a new Contractor Representative.

3.2. 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.

3.3. 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.

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.

3.4. Security

The Contractor will be subject DTMB and MPSCS policies and procedures.

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

The bidder’s staff may be required to make deliveries to or enter State facilities. The bidder must: (a) explain how it intends to ensure the security of State facilities, (b) whether it uses uniforms and ID badges, etc., (c) identify the company that will perform background checks, and (d) the scope of the background checks. The State may require the Contractor’s personnel to wear State issued identification badges.

4. Pricing

4.1. Price Term

Pricing is firm for a 365 day period (“Pricing Period”). The first pricing period begins on the Effective Date. Adjustments may be requested, in writing, by either party and will take effect no earlier than the next Pricing Period.

4.2. 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.

5. Ordering

5.1. Authorizing Document

The appropriate authorizing document for the Contract will be an MPSCS manager’s signature on a contractor’s official quote.

5.2 Order Verification

The Contractor must have internal controls, approved by DTMB-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. Invoice and Payment

7.1. 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.

7.2. Payment Methods

The State will make payment for Contract Activities via EFT or manual check.

8. 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.

9. Additional Requirements

9.1. Environmental and Energy Efficient Products

The Contractor must identify any energy efficient, bio-based, or otherwise environmental 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.

9.2. 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.

9.3. 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.

9.4. 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.

PRICINGSHEET

Rigorous Structural Analysis

Modification Analysis

Additional Loading Scenario

Structural Calculations

Foundation re-analysis

Drawings

Boring and Soil Data

Tower modification steel

*Please price each job description per job tower, not all towers listed in the address report will be done. The State may pick and choose which towers need analyzed and new drawings made, This price list will help determine the amount needed to fund the contract as well as to make individual purchase orders and know how much to make them for each time.* Version 1 Revised Date: 7/28/2017