STF Hot-Cold Wells 3-11-19 - Schedule A.docx

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STATE OF MICHIGAN

Request For Proposal No. 190000001361

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.

SCOPE

This is a request for bid proposal to replace the Hot/Cold Wells at the Central Michigan Correctional Facility. Contractor shall provide new Hot and Cold Wells that are Delfield Model No. SH‐5‐NU, Delfield Model No. SCSC‐74‐B, or an approved alternate. Contractor shall provide the materials and installation for the units. Contractor must also provide training/demonstrations of how to use the unit. Please notify if any preventative maintenance will be required and if it is included in the bid.

This bid is brand specific. Bidders must submit any proposed alternates as a question by the deadline for bidder questions. Specifications should be emailed with the question. The State may or may not approve a proposed alternate, in its sole discretion. Approval or disapproval of proposed alternates will be posted in the Q&A document online.

REQUIREMENTS

1. General Requirements

1.1. Product Specifications

A) Hot Wells The Contractor must provide the following (or an approved alternate):

Accessories –

· 5-well steam heated and the dimensions are 12.125” width x 20.25” length x 6.5” deep

· 208 volt single phase

B) Colds Wells The Contractor must provide the following (or an approved alternate):

Accessories –

· Security barriers along the back and possibly sides to prevent reaching

· Interior dimensions are 20” wide, 67.5” long and 7” deep

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.

Contractor must provide detailed information as requested in the above requirement(s).

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

In the effect of a recall, the Contractor must immediately notify MDOC location Business Manager by telephone (989-681-8004 and in writing (LaneyA@michigan.gov) of the problem and explain the replacement process. The replacement of materials and labor will be at the expense of the Contractor.

2. Service Levels

2.1. Time Frames

All Contract Activities must be delivered within time frames specified below. The receipt of order date is pursuant to Section 2, Notices, of the Standard Contract Terms.

2.2. Delivery

Delivery will be expected within 60 calendar days upon receipt of order. Delivery will be made at:

MDOC-CFA-Central Michigan Correctional Facility 320 N. Hubbard St. Louis, MI 48880

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.

Contractor must provide detailed information as requested in the above requirement(s).

Packaging must be optimized to permit the lowest freight rate. Shipments must be palletized whenever possible using manufacturer's standard 4-way shipping pallets.

Please include the unit dimensions of the pallets/crates once the product is palletized/crated.

Contractor must provide detailed information as requested in the above requirement(s).

2.3. Installation

Describe the process for assembly, including a delivery timeframe from the receipt of the order, an installation timeline, including any responsibilities that may be needed to be done on behalf of the MDOC. The facility will remove and relocate the old unit.

Contractor must provide detailed information as requested in the above requirement(s).

Acceptance of delivery does not constitute as acceptance. Installation will be considered complete when facility has completed MDOC and Contractor approved upon training on the product. Final installation has been completed and the product has been tested.

2.4. Assembly Cleanup

Does this unit ship assembled or is assembly requires?

Contractor must provide detailed information as requested in the above requirement(s).

Is Contractor assembly of the unit on site? If so, is there a cost to the assembly?

Contractor must provide detailed information as requested in the above requirement(s).

If Contractor assembly is required then contractor must remove all trash, packaging and pallets from the site and leave workspace broom clean. Contractor should recycle as much of the removed packaging material as possible.

2.5. Late Delivery or Installation

Once the mutually agreed upon installation date has been established in writing, MDOC may deduct 1% per calendar week for every week that it is late, unless pre-approved in writing by the Facility Manager.

2.6. Training

The Contractor must explain its training capabilities and any training that is included in its proposal. Contractor must indicate whether the training will be done in person, via online tutorial or through another method. Training topics may include proper cleaning and maintenance, how to address minor or major repairs, etc.

Contractor must provide detailed information as requested in the above requirement(s).

3. Staffing

3.1. Contractor Representative

The Contractor must appoint a contact person, specifically assigned to coordinate installation and manage the project, that will respond to State inquiries regarding the Contract Activities, answering questions related to ordering and delivery, etc. (the “Contractor Representative”).

Contractor must provide detailed information as requested in the above requirement(s).

3.2. Customer Service Toll-Free Number

The Contractor should specify its toll-free number for the State to make contact with the Contractor Representative. The Contractor Representative should be available for calls during the hours of 8 am to 5 pm EST. If a number is not available, please provide a valid email address of a Contractor Representative.

Contractor must provide detailed information as requested in the above requirement(s).

3.3. 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.

Contractor must provide detailed information as requested in the above requirement(s).

3.4. Security

The Contractor will be subject the following security procedures:

1. All Contractor and subcontractor staff working at the MDOC location on the Contract must undergo a security and background check, to include at a minimum ICHAT http://apps.michigan.gov/ichat/home.aspx, to be performed by the Contractor at its expense.

2. The Contractor‘s and subcontractor’s staff that are entering a State-MDOC facility must be Law Enforcement Information Network (LEIN) cleared by the State-MDOC prior to facility entry. The Contractor must submit the LEIN information to Bryan Griswold at griswoldb@michigan.gov at least two business days prior to the facility visit. If an employee of the Contractor or subcontractor has a felony or misdemeanor conviction (excluding minor driving offenses), that employee may not be permitted to enter any State-MDOC facility. The LEIN check is no cost to the Contractor.

3. The awarded Contractor’s and subcontractor’s staff may be required to complete and submit an RI-8 Fingerprint Card for Finger Print Checks to the State-MDOC.

4. The Contractor must anticipate delays when visiting any facility due to issues within that facility.

5. All vehicles entering a State-MDOC correctional facility must be inspected before entry of the secure perimeter.

6. The State-MDOC reserves the right to deny access to any facility to any Contractor(s)/ subcontractor(s) staff members who fails to comply with any applicable State, Federal or local law, ordinance or regulation or whose presence may compromise the security of the facility, its members or staff.

7. All drug, alcohol, tobacco products, cellular devices, smart watches, iPads, computers, weapons, fireworks and explosives are prohibited at all correctional facilities.

8. Contractor(s) that come into the Administration Building of a correctional facility will need to secure their cellular devices and personal tobacco products in their locked vehicle prior to entrance. If the Contractor arrives with such products, the Contractor will be requested to return them to their locked/secured motor vehicle.

The Contractor must explain any additional security measures in place to ensure the security of State facilities.

The bidder’s staff may be required to make deliveries to or enter State facilities. The bidder 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 State may require the Contractor’s personnel to wear State issued identification badges.

Contractor must provide detailed information as requested in the above requirement(s).

4. Pricing

Price Term Pricing is firm for the entire length of the Contract.

5. Delivery

Bidder shall deliver all documents with the unit. Documentation includes but not limited to owners manuals, training manuals, drawings, warranty documentation must be delivered with the unit. Please describe documentation that will be provided.

Contractor must provide detailed information as requested in the above requirement(s).

6. Acceptance

6.1. Acceptance, Inspection and Testing

The State will use the following criteria to determine acceptance of the Contract Activities:

· Contract items delivered must meet the specifications of the bid.

· Contract items are subject to inspection and testing by the State, prior to the State acceptance.

Acceptance Testing:

Signature of receipt of goods does not constitute as acceptance. Acceptance will be given by the facility after the product has been installed, successfully tested and the rest of the contractor requirements included in the quote have been performed. Payment will be made upon acceptance of the unit.

If Contractor is unable to get the machine functioning up to manufacturer standards within 30 calendar days of initial installation, the machine may be considered defective. If this occurs, MDOC may require its removal and/or a new machine, at no additional cost.

If the Facility Manager finds any aspect of the product or installation unacceptable, the FM will notify the Contractor in writing within 5 business days of receipt/completion. The Contractor will have two weeks to make corrections, unless a longer time period is pre-approved in writing by the PM. Any re-work shall be at no additional cost to the State.

7. Invoice and Payment

7.1. 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) unit price; and (f) total price.

Contractor may not invoice until installation and acceptance is complete.

7.2. Payment Methods

The State will make payment for Contract Activities via Electronic Funds Transfer (EFT). The Contractor is required to register to receive payments by EFT at the Contract & Payment Express website (www.cpexpress.state.mi.us).

9. Additional Requirements

9.1. Environmental and Energy Efficient Products

The Contractor must identify any energy efficient, bio-based, or otherwise environmental 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 provide detailed information as requested in the above requirement(s).

9.2. 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.

Contractor must provide detailed information as requested in the above requirement(s).

9.3. 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.

Contractor must provide detailed information as requested in the above requirement(s).

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 provide detailed information as requested in the above requirement(s).

10.5. Vendor Handbook

Contractor staff that provide direct services to offenders (prisoner, parolee, probationer), handle or may have access to offender records, or provides supervisory services to staff performing any of the previously identified functions, must read and sign the MDOC Vendor Handbook as directed by the Michigan Department of Corrections. As deemed necessary, the MDOC will provide the Contractor with a copy of the updated Vendor Handbook via email. Any revisions to the documents will be emailed to the Contractor throughout the Contract period, and the Contractor must comply with all documentation provided.

10.6. PREA

Prison Rape Elimination Act of 2003 (PREA), 42 U.S.C. § 15601

1. The Contractor and the Contractor Personnel shall comply with the Final Rule implementing PREA, all applicable PREA standards (Schedule A-1) and the agency’s policies. The Contractor and Contractor Personnel shall make itself familiar with and at all times shall observe and comply with all PREA regulations which in any manner affect the performance under this Contract. Failure to comply with the PREA standards and related polices of the MDOC will be considered a breach of contract and may result in termination of the contract.

2. Contract Personnel who may have contact with prisoners must complete PREA training Program A - Correctional Facilities Administration (CFA) Security Regulations (Schedule A-2) prior to entrance in any MDOC Facility. Upon completion, Contractor Personnel shall submit a signed memorandum to the Contract Administrator documenting completion of the training and date of completion.

3. As is deemed necessary, the MDOC Contract Monitor or Program Manager will provide the Contractor with current copies of all PREA documents via email. Any revisions to the documents will be emailed to the Contractor throughout the Contract period, and the Contractor must comply with all documentation provided.

Version 1 Revised Date: 7/28/2017