Schedule A - Vault Template_mitchell.docx

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STATE OF MICHIGAN

Vault Pumping Services-Mitchell State Park

Request for Proposal No. 190000000394

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 purpose for this Invitation to Bid (ITB) is to secure a contract for septic system and vault toilet pumping and waste disposal services at Mitchell State Park and various State Forest Campgrounds, Boating Access Sites, and ORV/Snowmobile Trailheads in its jurisdiction located in Wexford, Missaukee, Kalkaska and Grand Traverse counties. This is a formal request to prospective Bidders to solicit bids or price quotations to establish a contract to provide such services. Multiple awards may result from this solicitation. Bidders are encouraged to bid on all areas they are willing to service.

SCOPE

The Contractor shall provide all personnel, equipment, tools, materials, supervision, and other items and services necessary to perform the vault pumping services as described in the requirements detailed herein. The required objectives are to perform vault pumping services in an approved and workmanlike manner without hindrance or delay and to maintain the facility(s) in such a manner that provides a clean, healthy and safe environment for occupants and visitors of state owned facilities.

REQUIREMENTS

The Contractor shall provide septic system and vault toilet pumping and waste disposal services for Mitchell State Park located at 6093 E M-115, Cadillac, MI. Septic tank systems and vault toilet facilities are located at the various facilities for use by campers and visitors.

Any service no longer required may be canceled from this Contract.

The Contractor must contact the Contract Administrator to arrange schedules and to receive necessary orientation prior to the start of any contracted service.

The Department of Natural Resources operates Mitchell State Park. Vault toilet facilities are located at these sites for use by campers and visitors. Vaults must be pumped as part of regular maintenance and to prevent overflow. Effluent pumped from vaults must be disposed of in a manner that complies with federal and state laws.

Specific information regarding septic tanks and vault toilets is listed on the pricing page.

Frequency of pumping is not guaranteed. Vault pumping service shall be performed on an “on call” basis with completion of each request within 24 hours of call. The Contract Administrator or designee shall make every effort to schedule multiple vault pumps per request.

Pumping of vaults at Mitchell State Park may conflict with public use of these facilities. The Contractor shall coordinate service with park staff to minimize inconvenience to visitors.

Removing a concrete lid is often required. If there is no lid, the vault toilet shall be pumped through the opening inside the vault toilet.

Any solid matter such as rocks, bottles, cans, etc., shall be removed as much as possible and secured in plastic bags (supplied by the Contractor) and left behind vault toilet for retrieval by a state employee.

After pumping is completed, the interior of the vault toilet shall be left in a clean condition and disinfected with a bleach or equally effective solution. The area surrounding the vault toilets shall be left at least as clean as when the Contractor arrived at the site.

Safety lights shall be in operation whenever the Contractor’s vehicle is on State trails.

Disposal of all effluent shall be through a Michigan Department of Environmental Quality (DEQ) approved septage waste receiving facility or be land applied in accordance with state and federal laws.

1. General Requirements

1.1. Contractor Responsibilities

Removal, transport, and disposal of septage wastes shall be done in accordance with the requirements of Part 117, Septage Waste Servicers, Natural Resources and Environmental Protection Act, 1994 PA 451, as amended (NREPA).

Contractor must be licensed through DEQ to remove and transport septage waste.

DEQ land permit is required for property used for land application of septage waste.

If not land applied, Contractor must dispose of septage waste at a DEQ authorized septage waste receiving facility.

1.2. Minimum Equipment Required

The Contractor must have equipment and staff to adequately perform the specified services. In the event of mechanical breakdown, the Contractor shall be expected to provide backup service so that vault pumping services are performed as required. Equipment failure shall not constitute an acceptable reason for not performing the contracted service.

2. Service Levels

2.1. Time Frames

Frequency of pumping is not guaranteed. Vault pumping service shall be performed on an “on call” basis with completion of each request within 24 hours of call. The Contract Administrator or designee shall make every effort to schedule multiple vault pumps per request.

2.2. Meetings

The State may request other meetings as it deems appropriate.

3. Staffing

3.1. Customer Service Number

The Contractor must specify its customer service 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:

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.

Pricing for septic tank systems is per 1,000 gallons of product pumped. Pricing for vault toilet service must be a per vault cost. Price must include all costs for equipment, labor, pumping charge, and disposal of waste; no additional or miscellaneous charges (disposal fees, administrative fees, fuel surcharges, etc.) are allowed.

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 and Invoice and Payment

5.1. Authorizing Document

The appropriate authorizing document for the Contract will be a Delivery Order (DO).

5.2. 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.

5.3. Payment Methods

The State will make payment for Contract Activities with an EFT payment.

7. Damages

7.1. The Contractor performing work on State property shall report all accidents and/or injuries to the Contract Administrator. The Contractor shall provide a verbal report to the Contract Administrator within one hour of occurrence followed by a written report within 24 hours of occurrence. Any damage to parking lot, office building, curbs, pavements, shrubs, etc. caused by vault pumping equipment shall be repaired and/or replaced by the Contractor.

8. Additional Requirements

8.1. 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.

8.2. 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.

8.3. 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.

8.4. License Requirements

The Contractor must be licensed by the Michigan Department of Environmental Quality to remove and transport Septic Tank Waste.

Removal, transportation, and disposal of septic wastes shall be done in accordance with the requirements of Part 117, Septage Waste Servicers, Natural Resources and Environmental Protection Act (NREPA), 1994 PA 451, as amended.

Provide the name and address of the septic treatment facility which will be used for this service.

Bidder Response:

Version 1 Revised Date: 7/28/2017