Statement of Work - General Services Building Detailed Cleaning RFP 240000000251.docx

Michigan.gov/MiProcurement Schedule A – statement of work contract activities Request for Proposal (RFP) No. 171 240000000251 General Services Building – Print Shop, OPC and CPC Detailed Cleaning 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.

IMPORTANT NOTE TO CONTRACTORS/BIDDERS: There are specific requirements for which acceptance must be simply acknowledged through a checkbox(es), and others that require further explanation. Click one checkbox and complete the entries as identified.

BACKGROUND

The print shop at the General Services Building contains several large and small printing presses, a paper cutter, and several other printing equipment. When this equipment runs, dust or residue from the paper enters the print shop and clings to the rafters, walls, and all of the equipment. The paper dust has accumulated to a thickness that is cause for concern from both a fire and health hazard.

The OPC at the General Services Building contains several large sorting, folding and stuffing mail machines. When this equipment runs, dust or residue from the paper enters the room and clings to the ceiling tiles, air vents, walls, and all of the equipment. The paper dust has accumulated to a thickness that is cause for concern from both a fire and health hazard.

The CPC at the General Service building contains several large and small printing presses, a paper cutter, and several other printing equipment. When this equipment runs, dust or residue from the paper enters the print shop and clings ceiling tiles, air vents, walls, and all of the equipment. The paper dust has accumulated to a thickness that is cause for concern from both a fire and health hazard.

SCOPE

We are looking for an experienced contractor to thoroughly clean:

Entire print shop which is approximately 100’ x 85’ x 21’ from roof to floor and to also clean the air handling unit which services the shop.

OPC which is approximately 219’ x 168’ x 12’ from ceiling to floor and to also clean the air handling units which services the area.

CPC which is approximately 100’ x 100’ x 12’ from ceiling to floor and to also clean the air handling units which services the area.

The contractor will be brushing, vacuuming, and blowing off the beams, ductwork, ceiling, walls, conduits, etc. in a curtained workspace followed by a thorough vacuuming. This process will be completed several times until all 3 locations have been thoroughly cleaned. Once all cleaning services have been performed, a final wipe down of all horizontal surfaces from the floor to 7’ off the ground must be performed.

REQUIREMENTS

Insurance: Contractor must be insured. Contractor must attach company Certificate of liability Insurance Form when submitting proposal. Form must include the following language: The State of Michigan, its departments, divisions, agencies, offices, commissions, officers, employees, and agents as ADDITIONAL INSUREDS Equipment: Contractor must be able to provide its own equipment for the completion of the entire project. Due to the height of the ceiling/rafters and HVAC system, an electric scissor lift is highly recommended for this project. The General Services Building has a loading dock that the electric scissor lift can be delivered on.

Services must be provided during second shift:

OPC & Print Shop – 5:00 pm – 1:00 am CPC – 4:00 pm – 11:00 pm

List all exception(s):

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

1. General Requirements

1.1. Service Specifications

i. The Contractor must brush, vacuum, and blow paper dust and residue off the beams, ceiling, walls, floors, conduits, and print/sorting equipment in the entirety of all 3 locations until no paper dust or residue is remaining.

ii. The Contractor must provide and hang curtains to prevent the dust and residue from going to other parts of the Print Shop, CPC and OPC when brushing, vacuuming, and blowing off the beams, ductwork, walls, conduits, and print equipment. The equipment (Printer’s copiers, cutters, etc.) that are located with the area that have curtains hung, must be protected against dust, debris and falling equipment. If the equipment being used to clean is accidently falls onto any of the building equipment and the equipment is not properly covered to protect from the falling equipment being used to clean, the contractor must pay for the damages of the equipment.

iii. The Contractor must thoroughly clean the exterior and interior of the air handling systems that runs through all 3 locations.

iv. The Contractor must remove all equipment being used and all paper dust and residue when finished daily. A final dusting sweeping of the entire floor must be performed after all equipment and paper dust and residue has been removed daily.

v. Once all the dust, cleaning, equipment, etc. has been removed, vendor must perform a final wipe down of all horizontal surfaces from floor to 7’ off of the ground in the project area.

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

2. Service Requirements

2.1. Timeframes

All Contract Activities must be delivered within 21 business days from receipt of order. The receipt of order date is pursuant to the Notices section of the Standard Contract Terms Short Form.

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

3. Acceptance

3.1. Acceptance, Inspection, and Testing

The State will use the acceptance criteria in the standard contract terms (Short Form) to determine acceptance of the contract activities.

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4. Staffing

4.1. Contractor Representative

The Contractor must appoint one Contract Representative 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”).

The Contractor must notify the Contract Administrator at least 7 calendar days before removing or assigning a new Contractor Representative.

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Bidder must identify its Contractor Representative (Name, Phone Number and Email Address):

4.2. Customer Service Toll-Free Number

The Contractor must specify its toll-free number for the State to contact the Contractor Representative. The Contractor Representative must be available for calls during the hours of 8:00 am to 5:00 pm EST.

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Bidder must identify its Customer Service Toll-Free Number:

4.3. Work Hours

The Contractor must provide Contract Activities during second shift:

OPC & Print Shop – 5:00 pm – 1:00 am CPC – 4:00 pm – 11:00 pm

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4.4. Key Personnel

The Contractor must appoint one Key Personnel 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 inquiries within 24 hours.

The State has the right to recommend and approve in writing the initial assignment, as well as any proposed reassignment or replacement, of any Key Personnel. Before assigning an individual to any Key Personnel position, Contractor will notify the State of the proposed assignment, introduce the individual to the State’s Project Manager, and provide the State with a résumé and any other information about the individual reasonably requested by the State. The State reserves the right to interview the individual before granting written approval. In the event the State finds a proposed individual unacceptable, the State will provide a written explanation including reasonable detail outlining the reasons for the rejection. The State may require a 30-calendar day training period for replacement personnel.

Contractor will not remove any Key Personnel from their assigned roles on this Contract without the prior written consent of the State. The Contractor’s removal of Key Personnel without the prior written consent of the State is an unauthorized removal (“Unauthorized Removal”). An Unauthorized Removal does not include replacing Key Personnel for reasons beyond the reasonable control of Contractor, including illness, disability, leave of absence, personal emergency circumstances, resignation, or for cause termination of the Key Personnel’s employment. Any Unauthorized Removal may be considered by the State to be a material breach of this Contract, in respect of which the State may elect to terminate this Contract for cause under the Termination for Cause section of the Standard Contract Terms. It is further acknowledged that an Unauthorized Removal will interfere with the timely and proper completion of this Contract, to the loss and damage of the State, and that it would be impracticable and extremely difficult to fix the actual damage sustained by the State as a result of any Unauthorized Removal. Therefore, Contractor and the State agree that in the case of any Unauthorized Removal in respect of which the State does not elect to exercise its rights under Termination for Cause, Contractor will issue to the State the corresponding credits set forth below (each, an “Unauthorized Removal Credit”):

i. For the Unauthorized Removal of any Key Personnel designated in the applicable Statement of Work, the credit amount will be $500.00 per individual if Contractor identifies a replacement approved by the State and assigns the replacement to shadow the Key Personnel who is leaving for a period of at least 30-calendar days before the Key Personnel’s removal.

ii. If Contractor fails to assign a replacement to shadow the removed Key Personnel for at least 30-calendar days, in addition to the $500.00 credit specified above, Contractor will credit the State $100.00 per calendar day for each day of the 30-calendar day shadow period that the replacement Key Personnel does not shadow the removed Key Personnel, up to $500.00 maximum per individual. The total Unauthorized Removal Credits that may be assessed per Unauthorized Removal and failure to provide 30-calendar days of shadowing will not exceed $500.00 per individual.

Contractor acknowledges and agrees that each of the Unauthorized Removal Credits assessed above: (i) is a reasonable estimate of and compensation for the anticipated or actual harm to the State that may arise from the Unauthorized Removal, which would be impossible or very difficult to accurately estimate; and (ii) may, at the State’s option, be credited or set off against any fees or other charges payable to Contractor under this Contract.

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.

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A. The Contractor must identify all Key Personnel that will be assigned to this contract in the table below which includes the following:

1. Name and title of staff that will be designated as Key Personnel.

2. Key Personnel years of experience in the current classification.

3. Key Personnel’s roles and responsibilities, as they relate to this RFP, if the Contractor is successful in being awarded the Contract. Descriptions of roles should be functional and not just by title.

4. Identify if each Key Personnel is a direct, subcontract, or contract employee.

5. Identify each Key Personnel’s percentage of work time devoted to this Contract.

6. Identify where each Key Personnel staff member will be physically located (city and state) during the Contract performance.

1.

Name 2.

Years of Experience in Current Classification 3.

Role(s) / Responsibilities 4.

Direct / Subcontract/ Contract 5.

% of Work Time 6.

Physical Location

B. The Contractor must provide detailed, chronological résumés of all proposed Key Personnel, including a description of their work experience relevant to their purposed role as it relates to the RFP.

Qualifications will be measured by education and experience with particular reference to experience on projects similar to that described in the RFP. Examples of previous related work may be included for consideration.

Bidder must provide the resumes and information as required above – either in this response box or identified here as an attachment to this RFP labelled as Resumes

4.5. Organizational Chart

The Contractor must provide an overall organizational chart that details staff members, by name and title, and subcontractors.

Bidder must provide detailed information as required above – either in this response box or identified here as an attachment to this RFP labelled as Org Chart.

4.6. 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.

· Geographically Disadvantaged Business Enterprise Sub-Contractors: If contractors plan to utilize subcontractors to perform more than 20% of the deliverables under this contract, at least 20% of that subcontracted work must be awarded to Michigan-based Geographically Disadvantaged Business Enterprises (GDBE). Contractor will submit a plan detailing all subcontractors to be used, including the percentage of the work to be done by each. Contractor must inform the State to the name and address of the GDBE, the percentage of the work they will complete, the total amount estimated to be paid to the GDBE, and provide evidence for their qualifications as a GDBE. If contractor cannot find GDBE subcontractors to meet this requirement they must provide reasoning and justification to receive an exemption from this requirement from the State. (Existing business relationships will not be an approved reason for this.)

GDBE definition: "Geographically-Disadvantaged Business Enterprise" means a person or entity that satisfies one or more of the following: (i) Is certified as a HUBZone Small Business Concern by the United States Small Business Administration. (ii) Has a principal place of business located within a Qualified Opportunity Zone within Michigan. (iii) More than half of its employees have a principal residence located within a Qualified Opportunity Zone within Michigan, or both.

Additional information on GDBEs can be found here:

Michigan Qualified Opportunity Zone (QOZ) Map Michigan Supplier Community (MiSC) Page Bidder must provide detailed information as requested in the above requirement(s).

The legal business name, address, telephone number of the subcontractor(s).

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 Bidder.

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.

Of the total bid, the price of the subcontractor’s work.

Bidder must provide information based on the work performed by all subcontractors

Total percentage of work that will be performed by subcontractors:

Total percentage of subcontracted work that will be performed by GDBE subcontractors:

4.7. Security

The Contractor will be subject the following security procedures:

· SOM ID badges must be always worn.

· Personnel must wear clearly identified uniforms.

· Personnel must be escorted by a SOM employee when on-site.

The Contractor’s staff will be required to enter the General Services Building. The Contractor 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 Contractor must explain any additional security measures in place to ensure the security of State facilities.

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Bidder must provide complete details for the information listed above and explain any additional security measures in place to ensure the security of the State and its facilities:

5. Project Management

5.1. Project Plan

Contractor must submit a detailed project plan for the entire project with their proposal.

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, timeline, and resources required.

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Bidder must submit its project plan as described above:

5.2. Meetings

The Contractor must attend the following meetings:

Kick-off meeting within 15-calendar days of the Effective Date.

The State may request other meetings, as it deems appropriate.

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5.3. Reporting

The Contractor must submit, to the Program Manager, the following written report:

A weekly report that includes the number of service hours that were provided for the week, the employee names that worked the week and all the equipment and materials that were used for the week.

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Bidder must explain its reporting capabilities and any reporting that is included in its proposal:

Bidder must provide samples of required reports as attachments to this RFP.

6. Pricing

6.1. Price Term

Pricing is firm for the entire length of the Contract.

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6.2. 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.

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7. Ordering

7.1. Authorizing Document

The appropriate authorizing document for the Contract will be a Purchase Order.

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8. Invoice and Payment

8.1. Invoice Requirements

All invoices submitted to the State must include: (a) date; (b) purchase order number; (c) quantity; (d) description of the Contract Activities; (e) number of hours of service (f) hourly rates; (g) shipping cost (if any); (h) vendor-generated invoice number; and (1) total price. Overtime, holiday pay, and travel expenses will not be paid.

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8.2. Payment Methods

The State will make payment for Contract Activities by EFT. Contractor must be set up to receive EFT payments.

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8.3. Procedure

Invoices must be emailed to DTMB-Accounts-Payable@michigan.gov All invoices must be sent after the services listed on the invoice have been provided. Services will not be paid for in advance. All invoices will be reviewed and approved by the Program Manager. Payment will be issued one the invoice had been approved.

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9. 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 $500.00 and an additional $100.00 per day for each day Contractor fails to remedy the late or improper completion of the Work.

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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.

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

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. Contractor must describe how products that meet these requirements are identified or otherwise labelled.

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