Schedule A - Wallets (002).docx

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STATE OF MICHIGAN

Request For Proposal No. 190000002825

Wallet ID holders for Hunter Educational Programs

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 DNR provides safety courses for various outdoor recreational activities, including Hunter Education. Hunter Education provides individuals the opportunity to learn safe hunting techniques, firearm handling and hunter ethics. Upon successfully completing the coursework, each student is provided a certificate which enables him/her to purchase a hunting license. Per legal mandate, an individual must carry hunting, trapping or fishing license(s) at all times while sporting. The individual must exhibit the license(s) upon the demand of a conservation officer/law enforcement officer. An ID wallet will allow the Hunter Education graduate student to carry and exhibit both the certificate and license while in the field.

***First shipment must be received and invoiced by 9/30/2019***

REQUIREMENTS

1. General Requirements

1.1. Product Specifications

Bi-fold style Wallet/Identification Holder with key ring

1. Material: 600 denier polyester or similar fabric.

1. Color: Black & Orange

1. Approximate size: 4-1/4” W x 6” H open; 4 1/4" W x 3" H closed.

1. Hook and loop (Velcro) closure.

1. Interior of wallet: One side of wallet being a pocket with clear identification window; second side of wallet being two pockets one of which being a zipper coin pocket.

1. Exterior of wallet: Front of wallet shall be a pocket. Hunter Education Logo and “Michigan Hunter Education Graduate” shall be silk screened on the front of the wallet (see Attachment A). Imprint area is approximately 2” W x 1-1/2” H. Logo and lettering shall be Blaze (hunter) orange.

1. Metal key ring shall be placed on or near the fold line of wallet. DNR prefers a metal grommet located along the middle fold line of the wallet, approximately 3/4” from edge, with key ring inserted in grommet.

Pre-Production requirements for graphic imprint:

1. Within 5 business days following execution of the contract, the Contract must contact DNR Project Manager to discuss options for imprint and request artwork necessary for logo and/or lettering.

1. Final design and color must be approved by DNR Project Manager.

1. Pre-production sample must be received by DNR Project Manager within 10 business days following approval of design.

Shipping:

· Shipping included in the price.

Samples: (see Attachment A at bottom of Schedule A) The vendor will supply a sample product with the submission of their bid. Samples must be received by the bid due date and time. Samples can be mailed to the following address:

DNR Procurement C/O Autumn Jones 525 West Allegan

PO BOX 30028

Lansing, MI 48933

Response: Contractor shall check only one box below and identify exception(s):

List all exception(s):

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.

Response: Provide warranty information.

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.

Response: Provide recall procedures.

1.4. Quality Assurance Program

Explain your Quality Assurance Program(s).

Response: Explain Quality Assurance Program.

1.5. Incentives

Explain any special incentives or services including, but not limited to, return policies, trade-in programs, quantity discounts, etc.

Response: Provide any incentives offered.

2. Service Levels

2.1. Time Frames

All Contract Activities must be delivered within 30 business days from receipt of order. The receipt of order date is pursuant to Section 2, Notices, of the Standard Contract Terms.

Response: Contractor shall check only one box below and identify exception(s):

List all exception(s):

2.2. Delivery

Delivery will be expected within 30 calendar days upon date of order. Delivery must be F.O.B. Destination within the State premises with transportation and handling charges paid by contractor.

Response: Contractor shall check only one box below and identify exception(s):

List all exception(s):

2.3. Meetings

The State may request other meetings as it deems appropriate.

3. Staffing

3.1. Contractor Representative

The Contractor must appoint one (1) service manager or product representative 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.

Response: Provide contractor representative information.

3.2. Organizational Chart

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

3.3. Customer Service Number

The Contractor must specify its 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.

Response: Provide customer service number.

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 a delivery order (DO).

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.

Response: Explain delivery program and transportation method.

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

Contract Activities are subject to inspection and testing by the State within 30 calendar days of the State’s receipt of them (“State Review Period”), unless otherwise provided in Schedule A. If the Contract Activities are not fully accepted by the State, the State will notify Contractor by the end of the State Review Period that either: (a) the Contract Activities are accepted, but noted deficiencies must be corrected; or (b) the Contract Activities are rejected. If the State finds material deficiencies, it may: (i) reject the Contract Activities without performing any further inspections; (ii) demand performance at no additional cost; or (iii) terminate this Contract in accordance with Section 23, Termination for Cause.

Within 10 business days from the date of Contractor’s receipt of notification of acceptance with deficiencies or rejection of any Contract Activities, Contractor must cure, at no additional cost, the deficiency and deliver unequivocally acceptable Contract Activities to the State. If acceptance with deficiencies or rejection of the Contract Activities impacts the content or delivery of other non-completed Contract Activities, the parties’ respective Program Managers must determine an agreed to number of days for re-submission that minimizes the overall impact to the Contract. However, nothing herein affects, alters, or relieves Contractor of its obligations to correct deficiencies in accordance with the time response standards set forth in this Contract.

If Contractor is unable or refuses to correct the deficiency within the time response standards set forth in this Contract, the State may cancel the order in whole or in part. The State, or a third party identified by the State, may perform the Contract Activities and recover the difference between the cost to cure and the Contract price plus an additional 10% administrative fee.

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 by Electronic Funds Transfer

9. Licensing Agreement The Contractor must provide a copy of any applicable licensing agreement.

Response: Provide Licensing Agreement Information.

Attachment A - Graphic for Silk Screen

Version 2 Revised Date: 2/2019 image1.png image2.png image3.png