SOW Piezo sensors and grout (4).pdf

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SCHEDULE A – STATEMENT OF WORK

CONTRACT ACTIVITIES

Request for Proposal (RFP) No. 240000001207

Piezo Sensors and AS475 Grout

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.

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 Michigan Department of Transportation (MDOT), Data Integration & Inventory Division (DIID) is responsible for the administration of data management activities associated with the collection, retention, distribution, analysis and reporting of MDOT’s infrastructure to ensure state and federal funding. The traffic monitoring equipment that we seek to purchase will be used to continue permanent traffic studies conducted by the Electronic Services Unit within DIID.

SCOPE

Piezo sensors and AS475 grout are being purchased to replace existing sensors that staff knows need replacing. In addition, these sensors will be used to put in any new or requested permanent traffic monitoring sites and the AS475 grout is used to secure the sensors into the pavement. These sensors are used on state trunklines in compliance with FHWA requirements.

REQUIREMENTS

1. General Requirements

1.1. Product Specifications

The Contractor must provide the following: MSI, BL, 6’ Class I piezo sensors with 350’ lead-in cable.

• Quantity 30

• Size 6’ with 350’ lead-in cable

• New

• Manufacturer brand, part number Measurement Specialties Inc., BL, 6’ Class 1 piezo sensor

• Qualified products list

• Material & manufacturing method

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

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The Contractor must provide the following: 10kg bucket AS475 piezo sensor installation grout.

• Quantity 30

• Size 6’ with 350’ lead-in cable

• New

• Manufacturer brand, part number AS475 piezoelectric sensor grout in 10kg buckets

• Qualified products list

• Material & manufacturing method

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

☐ I have reviewed the above requirement and agree with no exception.

☐ I have reviewed the above requirement and have noted all exception(s) below.

List all exception(s):

Bidder must describe how they comply with the above requirement(s):

1.2. Warranties

Describe any warranties included in the bid and provide the length of the warranty.

Explain the process for reporting warranty issues and how the Contractor how any repairs or replacements are made, including timing. If the warranty is provided through a third-party or manufacturer, the Contractor must confirm that the manufacturer’s warranty passes through to the State. Provide the name, address, contact name, phone number and email address of the party responsible for the warranty.

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

Bidder must provide detailed information requested below:

Describe any warranties included in the bid (if none, write N/A):

Provide the length of the warranty:

Explain the process for reporting warranty issues:

Explain how any repairs or replacements are made, including timing, etc.:

If the warranty is provided through a third-party or manufacturer, the Contractor must confirm that the manufacturer’s warranty passes through to the State.

Provide the name, address, contact name, phone number and email address of the party responsible for the warranty:

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1.3. Recall Requirements and Procedures

Describe any recall requirements and procedures.

The Contractor must describe any recall procedures.

Bidder must provide detailed information as requested in the above requirement(s). If none, enter N/A.

1.4. Quality Assurance Program

Explain your Quality Assurance Program(s).

Bidder must provide detailed information as requested in the above requirement(s):

1.5. Incentives

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

Bidder must provide detailed information as requested in the above requirement(s). If none, enter N/A.

1.6. Funding Requirements

2. Other Federal Contract Provisions

The Michigan Department of Transportation (MDOT) has its own statutory authority relating to contracting highway and bridge construction projects. For this reason, the Service-Disabled Veteran Owned Business (SDVOB) price preference describe in Public Act 431 does not apply.

☐ I have reviewed the above requirement and agree with no exception.

☐ I have reviewed the above requirement and have noted all exception(s) below.

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3. Service Requirements

3.1. Time Frames

All Contract Activities must be delivered within 90 business days from receipt of order.

The receipt of order date is pursuant to the Notices section of the Standard Contract Terms.

☐ I have reviewed the above requirement and agree with no exception.

☐ I have reviewed the above requirement and have noted all exception(s) below.

3.2. Delivery

Delivery will be expected within 90 calendar days upon date of order between the hours of 7:30 a.m. and 3:00 p.m. EST, Monday - Friday. Delivery will be made at MDOT Transportation Warehouse, 7575 Crowner Dr., Lansing, MI 48917.

☐ I have reviewed the above requirement and agree with no exception.

☐ I have reviewed the above requirement and have noted all exception(s) below.

3.3. Meetings

The Contractor must attend any meetings that the State may request, as it deems appropriate.

4. Staffing

4.1. Contractor Representative

The Contractor must appoint 1 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 Representative”).

4.2. Customer Service Toll-Free Number

The Contractor must specify its toll-free number for the State to contact the Contractor Representative who must be available for calls during the hours of 8 am to 5 pm EST Monday through Friday, at a minimum. Identify customer service availability for this proposal by hours and days of the week.

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4.3. Technical Support, Repairs and Maintenance

The Contractor must specify its toll-free number for the State to contact 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 Monday through Friday at a minimum. Identify availability for this proposal by hours and days of the week.

5. Pricing

5.1. Price Term

Pricing is firm for the entire length of the Contract.

6. Ordering

6.1. Authorizing Document

The appropriate authorizing document for the Contract will be State of Michigan Purchase Order.

6.2. Order Verification

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

7. Delivery

7.1. 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.

7.2. 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.

8. Acceptance

8.1. Acceptance, Inspection and Testing

The State will use the following criteria to determine acceptance of the Contract Activities: Equipment must be correct, lengths, including lead-ins, and must not be broken or damaged anywhere on the sensor or lead-ins.

9. Invoice and Payment

9.1. 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);

(g) vendor-generated invoice number and (h) total price.

9.2. Payment Methods

The State will make payment for Contract Activities via EFT.

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Users of this contract could potentially place orders via Procurement Card (PCard).

Please 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.

10. Additional Requirements

10.1. 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.

10.2. 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.

10.3. 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.

10.4. Brominated Flame Retardants

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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.

12.5 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.

OR

The Contractor must disclose whether a product or its components contain intentionally added PFAS. If the product or its components contain intentionally added PFAS the Contractor must:

a. provide an explanation with respect to the intentionally added PFAS contents, including the purpose for which PFAS are used in the product or its components, the types of PFAS used in the product or its components, and the amount of each PFAS used in the product or its components.

b. indicate whether the product will be labeled or packaged with information about the intentionally added PFAS contents.

c. identify any alternative products that do not contain intentionally added PFAS.

d. provide any additional information that would further the Department’s implementation of ED 2021-08.

11. Service-Level Agreements (SLAs)

a. The Contractor will be held accountable to meet the requirements and the service level requirements established in this Contract.

b. The State reserves the right to reconsider or amend SLA amounts for split awards should they occur.

c. Please Note: Should Contractors require clarification or have any questions with regard to the SLAs, they should submit them during the Question and Answer Period of this solicitation; please see the Proposal Instructions for the timeline.

Service Level Agreements for this Contract will be as follows:

https://content.govdelivery.com/attachments/MIEOG/2021/10/27/file_attachments/1978458/ED%202021-08.pdf

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SLA Metric 1. Timely Deliveries

Definition and Purpose

All orders must be delivered within 90 calendar days of receipt of order.

AND

The Contractor must ensure that items and quantities delivered are exactly the items, brands, and quantities on the Order Confirmation.

No substitutions will be allowed without prior written permission by Program Manager and a Change Notice executed by the Contract Administrator.

The entire order will be received on the same day unless a partial delivery has been approved in advance by the Program Manager.

Acceptable Standard

1. All deliveries must occur in accordance with the approved delivery schedule for each Facility and Facility Receiving hours. See Section 2.2.

2. Extenuating circumstances must be communicated by the Contractor to the Program Manager prior to the scheduled delivery date and time.

3. Items, brands, and quantities delivered will match the Order Confirmation exactly.

4. Signed and dated packing slips will be provided to Michigan Dept.

of Transportation at the time of delivery.

5. The entire order must be delivered on the same day unless a partial delivery has been approved in advance by the Program Manager.

6. Orders not received in their entirety, as determined by a review of the Data Sources, will be considered inaccurate.

The acceptable standard is 100% compliance.

Credit Due for Failing to Meet the Service Level Agreements

1. $100.00 may be assessed for each of the first five occurrences of non-compliance in a given calendar year.

2. $500.00 may be assessed beginning with the sixth occurrence of non-compliance and on each occurrence thereafter in a given calendar year.

Extenuating circumstances will be reviewed by the Program Manager before any Service Credits are assessed.

At the discretion of the State, these credits may be applied toward any payable due to the Contractor or be payable directly to the State.

Payments made directly to the state will be completed within 10 days of notice of assessment.