Michigan.gov/MiProcurement

Michigan.gov/MiProcurement Schedule a – statement of work contract activities

Request for Proposal (RFP) No. 250000000774 Vehicle Weigh Station Industrial Computer Platform (VWS ICP) Replacement/Upgrade 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 Data Collection Unit is responsible for the equipment that collects count, speed, class and weight data within the State of Michigan. We use the Isinc for collecting class and weight data to comply with FHWA requirements. The VWS card is an integral part of our program which includes Commercial Vehicle Enforcement, allowing commercial vehicle enforcement officers to screen for vehicles exceeding the weight limits on Michigan’s roads. Upgrading the VWS cards will help maintain our system of equipment that will help ensure the data is accurate and meets FHWA requirements. The VWS card is currently used by Michigan’s Commercial Vehicle Enforcement.

The current VWS cards used are obsolete, unrepairable, very slow and can take many hours to be usable after a system reset, making it very hard to troubleshoot problems and can cause loss of data during a reset. The current VWS card has database problems that can cause it to stop working. The VWS cards are for the IRD Isinc WIM system and are proprietary. The newer VWS cards will work within a minute of a reset and don’t have problems with the database. Weather has taken out enough of these cards that MDOT’s current inventory of spares is very low.

SCOPE

MDOT would like to increase our stock of VWS cards for repairs which have been depleted due to failures over the years. We would like to improve the Isinc WIM system performance by upgrading to the latest version of the VWS ICP, which is much faster than the ones we currently have. They have the capability to have cameras connected to them, which the current VWS cannot do well. The cameras are used by Commercial Vehicle Enforcement. These new cards also have upgraded database capabilities and will not stop working due to the database.

REQUIREMENTS

This is for 45 VWS ICP cards, Model # 2000-00361-003. These cards must be new and of the latest technology and without defect and must be work with existing iSinc monitoring equipment.

1. General Requirements

1.1. Product Specifications

The Contractor must provide the following:

· Quantity: 45

· Quality: New

· Repairs

· Manufacturer brand, part number: 2000-00361-003 Bids on alternate brand or manufacturer lines will not be considered.

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 – add additional rows as needed. Explain the process for reporting warranty issues and how the Contractor will handle any repairs or replacements.

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:

1.3. Recall Requirements and Procedures

Describe any recall requirements and 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

Federal Provisions Addendum is attached. This contract will utilize Federal Funds.

List all exception(s):

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

2. Service Requirements

2.1. Timeframes

All Contract Activities must be delivered within 70 business days from receipt of order. The receipt of order date is pursuant to the Notices section of the Standard Contract Terms.

List all exception(s):

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

2.2. Delivery

Delivery will be expected within 70 business days upon date of order between the hours of 7:30 A.M. and 3:30 P.M. Delivery will be made at Transportation Warehouse, Attn: Mary Rutledge, 7575 Crowner Dr., Dimondale, MI 48821.

List all exception(s):

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

2.3. Technical Support and Repairs

When providing technical support, the Call Center must resolve the caller’s issue within 24 hours.

List all exception(s):

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

2.4. Training

The Contractor must provide the following training: Detailed instructions on the proper setup of the VWS card.

List all exception(s):

The Contractor must explain training that is included in its proposal, as well as any additional training capabilities available and related costs, if any.

Bidder must provide detailed information as required above – either in this response box or identified here as an attachment to this RFP labelled as [add details].

3. Staffing

3.1. 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”).

The Contractor must notify the Contract Administrator at least 14 calendar days before removing or assigning a new Contractor Representative.

List all exception(s):

3.2. 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.

List all exception(s):

The Bidder must specify its toll-free number for the State to make contact with the Contractor Representative.

Identify customer service availability for this proposal by hours and days of the week.

4. Pricing

4.1. Price Term

Pricing is firm for the entire length of the Contract.

List all exception(s):

5. Ordering

5.1. Authorizing Document

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

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.

List all exception(s):

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

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.

List all exception(s):

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

7. Acceptance

7.1. Acceptance, Inspection and Testing

The State will use the following criteria to determine acceptance of the Contract Activities: Section 17, Acceptance, in the State of Michigan’s Standard Contract Terms.

List all exception(s):

7.2. Final Acceptance

Once Acceptance has been established per the guidelines in the Standard Contract Terms document, MDOT will consider the commodity accepted.

List all exception(s):

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

List all exception(s):

8.2. Payment Methods

The State will make payment for Contract Activities via EFT.

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

Bidder must provide a copy of any applicable licensing agreement either in this response box or identified here as an attachment to this RFP.

10. Required Functionality Relating to Data Retention, Disposal, and Retrieval The State has legal obligations to retain, dispose, and retrieve State Data along with obligations to manage and secure State Data. To meet these obligations, the Solution must allow the State to:

1) retain all data for the entire length of the Contract.

2) delete its data or request the deletion of its data, even data that may be stored offline or in backups.

3) transfer its data back to the State or to a new vendor or new solution.

4) transfer its data to the Archives of Michigan as may be required by a retention and disposal schedule.

5) retrieve data, even data that may be stored offline or in backups.

Except as otherwise stated in the Contract, Contractor will not dispose of, delete, or destroy State Data without the prior written approval of the State.

List all exceptions:

Bidder must review and explain how the data retention, disposal, and retrieval requirements will be met by the solution and describe its data management capabilities (storage limitations, duration, etc.). If the Solution does not allow the State to perform these activities itself, the bidder must explain how it will support the State’s compliance with these requirements.

11. Additional Requirements

11.1. 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.

List all exception(s): (Add rows as necessary.)

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

11.2. 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.

11.3. 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.

11.4. 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.

List all exception(s): (Add rows as necessary.)

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.

List all exception(s): (Add rows as necessary.)

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

Version 2021-1 1 of 21

Version 2024-2 1 of 24 image1.png