UP Snowplowing RFP 200000002062.docx

STATE OF MICHIGAN

Department of Military & Veterans Affairs

Snowplowing Services for Upper Peninsula State of Michigan DMVA Locations Request for Proposal No. 200000002062

Solicitation Manager Name: Timothy Cole Email: colet7@michigan.gov Main Phone: 517-481-7650

This is a Request for Proposal (RFP) for:

Snowplowing Services

RFP Timeline

2:00 p.m. Eastern (see pre-proposal meeting schedule for exact dates per your proposal location)

07/29, 07/30, 08/03, 08/04, 08/05, 08/06

*A bidder’s proposal received at 3:00:01 p.m. Eastern is late and subject to disqualification.

This RFP is subject to change. Check www.michigan.gov/SIGMAVSS for current information.

PROPOSAL INSTRUCTIONS

1. PROPOSAL PREPARATION. The State recommends reading all RFP materials prior to preparing a proposal, particularly these Proposal Instructions and the Vendor Questions Worksheet. Bidders must follow these Proposal Instructions and provide a complete response to the items indicated in the table below. References and links to websites or external sources may not be used in lieu of providing the information requested in the RFP within the proposal. Include the bidder’s company name in the header of all documents submitted with your proposal.

RFP Structure and Documentation

2. CONTACT INFORMATION FOR THE STATE. The sole point of contact for the State concerning this RFP is listed on the Cover Page. Contacting any other State personnel, agent, consultant, or representative about this RFP may result in bidder disqualification.

3. MANDATORY PRE-PROPOSAL WALKTHROUGH SITE-VISIT MEETINGS.

Pre-proposal walkthroughs will be held at the following locations & times:

Wednesday, 07/29/2020 – 2:00pm – Gladstone Armory, 604 South 18th Street, Gladstone, MI 49837

Thursday, 07/30/2020 – 2:00pm – Calumet Armory, 57707 Military Avenue, Calumet, MI 49913

Monday, 08/03/2020 – 2:00pm – Kingsford Armory, 401 South Carpenter Avenue, Kingsford, MI 49802

Tuesday, 08/04/2020 – 2:00pm – Marquette Armory, 1820 Lincoln Avenue, Marquette, MI 49855

Wednesday, 08/05/2020 – 2:00pm – Sault Ste Marie Armory, 1170 E Portage Ave, Sault Ste. Marie, MI

Thursday, 08/06/2020 – 2:00pm – Ishpeming Armory, 900 Palms Avenue, Ishpeming, MI 49849

A mandatory pre-proposal walkthrough meeting will be held in-person at each of the above locations. You must arrive to the meeting site no later than the dates & times provided above. Bidders who sign in 10 minutes after the start of the meeting will be considered late and their proposal may be disqualified. Subcontractor sign-in will be accepted in lieu of a prime bidder sign-in as evidence of attendance. Attendance at the pre-proposal meeting is limited to 3 people per bidder. Accessibility requests for reasonable accommodations at the pre-proposal meeting should be made with the Solicitation Manager at least 10 business days before the date of the meeting. Accommodation requests received outside this time period cannot be guaranteed.

The purpose of the pre-proposal meeting (also known as a walkthrough meeting) is to discuss the RFP and the work to be performed. The pre-proposal meeting (or walkthrough) will include a tour of the property and identification of areas to be plowed. Statements made by the Solicitation Manager or designee at a pre-proposal meeting are not considered modifications to the RFP. If, however, the Solicitation Manager determines modifications to the RFP are warranted after the meeting, modifications will be posted in writing on www.michigan.gov/SIGMAVSS as explained in the Modifications section of this document.

4. MODIFICATIONS. The State may modify this RFP at any time. Modifications will be posted on www.michigan.gov/SIGMAVSS . This is the only method by which the RFP may be modified.

5. QUESTIONS. Bidder questions about this RFP must be to the Solicitation Manager no later than the time and date specified on the Cover Page. In the interest of transparency, only written questions are accepted. Questions can be submitted through SIGMA or emailed to the Solicitation Manager directly at colet7@michigan.gov. Answers to questions will be posted on www.michigan.gov/SIGMAVSS. Submit questions using the format below; a Microsoft Excel format or similar is suggested.

6. DELIVERY OF PROPOSAL.

Electronic – The bidder must submit its proposal, all attachments, and any modifications or withdrawals electronically either through www.michigan.gov/SIGMAVSS or via email to colet7@michigan.gov. The price proposal should be saved separately from all other proposal documents. The bidder should submit all documents in a modifiable (native) format (examples include but are not limited to Microsoft Word or Excel and Google Docs or Sheets). In addition to submitting documents in a modifiable format, the bidder may also submit copies of documents in PDF. Attachment file size is limited to 6 MB per document. Bidder’s failure to submit a proposal as required may result in disqualification. The proposal and attachments must be fully uploaded and submitted prior to the proposal deadline. Do not wait until the last minute to submit a proposal, as the SIGMA VSS system requires the creation of an account and entry of certain information, in addition to uploading and submitting the materials. The SIGMA VSS system will not allow a proposal to be submitted after the proposal deadline identified in the solicitation Closing On/Closing Date fields (Summary view/Detail view), even if a portion of the proposal has been uploaded.

Questions on how to submit information or how to navigate in the SIGMA VSS system can be answered by calling (517) 284-0540 or (888) 734-9749. The Solicitation Manager will not provide assistance related to the submittal of the proposal and all attachments on the day of the proposal deadline. Responsibility for a complete submission lies with the bidder.

A Microsoft Word response is required.

7. EVALUATION PROCESS. The State will evaluate Bidder’s response to Criteria items on a PASS/FAIL basis. Responses [X] will be evaluated as follows:

[X] Contractor will comply as specified with no exceptions: PASS [X] Contractor has noted exceptions to the specification:

PASS if the exception(s), at the sole discretion of the State, is evaluated as acceptable.

FAIL if the exception(s), at the sole discretion of the State, is evaluated as unacceptable.

The contract will be awarded to the lowest PASS bidder.

The State may utilize all bidder information, without regard to a proposal’s technical score, to determine fair market value for goods or services sought. The State is not obligated to accept the lowest price proposal. If applicable, the State’s evaluation will include consideration of a bidder’s qualified disabled veterans/service-disabled veteran owned business(QDV/SDVOB) status under MCL 18.1261(8). Additional information on the SDVOB preference is available at: https://www.michigan.gov/dtmb/0,5552,7-358-82550_85746_48677-412612--,00.html.

The State strongly encourages strict adherence to the Contract Terms. The State reserves the right to deem a bid non-responsive for failure to accept the Contract Terms. Nevertheless, the bidder may submit proposed changes to the Contract Terms in track changes (i.e., visible edits) with an explanation of the bidder’s need for each proposed change. Failure to include track changes with an explanation of the bidder’s need for the proposed change constitutes the bidder’s acceptance of the Contract Terms. General statements, such as that the bidder reserves the right to negotiate the terms and conditions, may be considered non-responsive.

The State may but is not required to conduct an on-site visit to tour and inspect the bidder’s facilities; require an oral presentation of the bidder's proposal; conduct interviews, research, reference checks, and background checks; and request additional price concessions at any point during the evaluation process.

8. NOTICE OF DEFICIENCY. The State reserves the right to issue a Notice of Deficiency to bidders if the State determines after the proposal deadline that a portion of the RFP was deficient, unclear, or ambiguous. Failure to respond to a Notice of Deficiency timely may be cause for disqualification.

9. CLARIFICATION REQUEST. The State reserves the right to issue a Clarification Request to a bidder to clarify its proposal if the State determines the proposal is not clear. Failure to respond to a Clarification Request timely may be cause for disqualification.

10. RESERVATIONS. The State reserves the right to:

a. Disqualify a bidder for failure to follow these instructions.

b. Discontinue the RFP process at any time for any or no reason. The issuance of an RFP, your preparation and submission of a proposal, and the State’s subsequent receipt and evaluation of your proposal does not commit the State to award a contract to you or anyone, even if all the requirements in the RFP are met.

c. Consider late proposals if: (i) no other proposals are received; (ii) no complete proposals are received; (iii) the State received complete proposals, but the proposals did not meet mandatory minimum requirements or technical criteria; or (iv) the award process fails to result in an award.

d. Consider an otherwise disqualified proposal, if no other proposals are received.

e. Disqualify a proposal based on: (i) information provided by the bidder in response to this RFP; (2) the bidder’s failure to complete registration on www.michigan.gov/SIGMAVSS ; or (3) if it is determined that a bidder purposely or willfully submitted false or misleading information in response to the RFP.

f. Consider prior performance with the State in making its award decision.

g. Consider overall economic impact to the State when evaluating proposal pricing and in the final award recommendation. This includes but is not limited to: considering principal place of performance, number of Michigan citizens employed or potentially employed, dollars paid to Michigan residents, Michigan capital investments, job creation, tax revenue implications, and economically disadvantaged businesses.

h. Consider total-cost-of-ownership factors (e.g., transition and training costs) when evaluating proposal pricing and in the final award recommendation.

i. Refuse to award a contract to any bidder that has failed to pay State taxes or has outstanding debt with the State.

j. Enter into negotiations with one or more bidders on price, terms, technical requirements, or other deliverables.

k. Award multiple, optional-use contracts, or award by Contract Activity.

l. Evaluate the proposal outside the scope identified in the Evaluation Process section of this document if the State receives only one proposal.

11. AWARD RECOMMENDATION. The contract will be awarded to the responsive and responsible bidder who offers the best value to the State, as determined by the State. Best value will be determined by the bidder meeting the minimum point threshold and offering the best combination of the factors stated in the Evaluation Process section of this document and price, as demonstrated by the proposal. The State will post an Award Recommendation and Evaluation Synopsis on www.michigan.gov/SIGMAVSS .

12. DEBRIEF MEETING AND BID PROTEST. The State will post an Award Recommendation and Evaluation Synopsis, which will provide instructions on how to request a debrief meeting

If you wish to initiate a protest of the award, you must submit your written protest to colet7@michigan.gov no later than 3:00 p.m., 3 calendar days after posting the Award Recommendation and Evaluation Synopsis or by 3:00 p.m. the next business day if that date falls on a state holiday or weekend. The State reserves the right to adjust this timing and will publish any change on the SIGMA VSS system.

Additional information about the protest process is available at www.michigan.gov/micontractconnect under the “Programs and Policies” link.

13. STATE ADMINISTRATIVE BOARD. Contracts equal to $250,000 or greater than require approval by the State Administrative Board. The State Administrative Board’s decision is final; however, its approval does not constitute a contract. The award process is not complete until the awarded contractor receives a contract fully executed by all parties.

14. GENERAL CONDITIONS. The State will not be liable for any costs, expenses, or damages incurred by a bidder participating in this solicitation. The bidder agrees that its proposal will be considered an offer to do business with the State in accordance with its proposal, including the Contract Terms, and that its proposal will be irrevocable and binding for a period of 90 calendar days from date of submission. If a contract is awarded to the bidder, the State may, at its option, incorporate any part of the bidder’s proposal into a contract. This RFP is not an offer to enter into a contract. This RFP may not provide a complete statement of the State’s environment or contain all matters upon which agreement must be reached. Other than verified trade secrets, proposals submitted via www.michigan.gov/SIGMAVSS are the State’s property.

15. CONFIDENTIAL TREATMENT FORM AND THE FREEDOM OF INFORMATION ACT. All portions of the bidder’s proposal and resulting contract are subject to disclosure as required under Michigan’s Freedom of Information Act (FOIA), MCL 15.231, et seq. However, some information may be exempt from disclosure. Under MCL 18.1261(13)(b), records containing “a trade secret as defined under section 2 of the uniform trade secrets act, 1998 PA 448, MCL 445.1902,” are exempt from disclosure under FOIA. In addition, “financial or proprietary information” submitted with a bidder’s proposal is exempt from disclosure under FOIA. A bidder’s failure to comply with this Section is grounds for rejecting a bidder’s proposal as non-responsive. As a part of its proposal, each bidder must follow the procedure below.

a. SUBMIT A COMPLETED “CONFIDENTIAL TREATMENT FORM” (CT FORM) WITH YOUR BID. Completion and submission of the CT Form is required regardless of whether the bidder seeks confidential treatment of information. Failure to submit a completed CT Form may be cause for disqualification from the solicitation process.

i. Complete and sign Section 1 of the CT Form if the bidder does NOT request confidential treatment of information contained in its proposal; or

ii. Complete and sign Section 2 of the CT Form if the bidder requests confidential treatment of certain information. Bidder must also submit a “Public Copy” of the proposal with the trade secret, financial, and proprietary information redacted and clearly labeled as the “Public Copy.”

b. FOIA REQUESTS. If a FOIA request is made for a bidder’s proposal, the Public Copy may be distributed to the public along with the bidder’s CT Form. The CT Form is a public document and serves as an explanation for the redactions to the Public Copy. Do not put any trade secret, financial, or proprietary information in the CT Form. Do not redact the CT Form itself.

c. NO ADVICE. The State will not advise a bidder as to the nature or content of documents entitled to protection from disclosure under FOIA or other laws, as to the interpretation of such laws, or as to the definition of trade secret or financial or proprietary information. Nothing contained in this provision will modify or amend requirements and obligations imposed on the State by FOIA or other applicable law.

d. FAILURE TO REQUEST CONFIDENTIAL TREATMENT. Failure to request material be treated as confidential as specified herein relieves the State, its agencies, and personnel from any responsibility for maintaining material in confidence.

e. Bids containing a request to maintain an entire proposal as confidential may be rejected as non-responsive. Bidders may not request confidential treatment with respect to resumes, pricing, and marketing materials. The State reserves the right to determine whether material designated as exempt by a bidder falls under MCL 18.1261 or other applicable FOIA exemptions. If a FOIA request is made for materials that the bidder has identified as trade secret, financial, or proprietary information, the State has the final authority to determine whether the materials are exempt from disclosure under FOIA.

f. Bidder forever releases the State, its departments, subdivisions, officers, and employees from all claims, rights, actions, demands, damages, liabilities, expenses and fees, which arise out of or relate to the disclosure of all or a portion of bidder’s proposal submitted under this RFP. Bidder must defend, indemnify and hold the State, its departments, subdivisions, officers, and employees harmless, without limitation, from and against all actions, claims, losses, liabilities, damages, costs, attorney fees, and expenses (including those required to establish the right to indemnification), arising out of or relating to any FOIA request, including potential litigation and appeals, related to the portion of bidder’s proposal submitted under this RFP that bidder has identified as a trade secret, or financial or proprietary information. The State will notify bidder in writing if indemnification is sought. The State is entitled to: (i) regular updates on proceeding status; (ii) participate in the defense of the proceeding; (iii) employ its own counsel; and to (iv) retain control of the defense, or any portion thereof, if the State deems necessary. Bidder will not, without the State’s written consent (not to be unreasonably withheld), settle, compromise, or consent to the entry of any judgment in or otherwise seek to terminate any claim, action, or proceeding. If a State employee, official, or law is involved or challenged, the State may control the defense of that portion of the claim. Any litigation activity on behalf of the State, or any of its subdivisions under this Section, must be coordinated with the Department of Attorney General. An attorney designated to represent the State may not do so until approved by the Michigan Attorney General and appointed as a Special Assistant Attorney General.

CONFIDENTIAL TREATMENT FORM (CT FORM)

INSTRUCTIONS. Complete either Section 1 or Section 2 of this CT Form and sign where indicated. This CT Form must be signed by the individual who signed the bidder’s proposal. A completed CT Form must be submitted with your proposal, regardless of whether your proposal contains confidential information.

Failure to submit a completed CT Form with your bid is grounds for rejecting the proposal as non-responsive. See the Confidential Treatment Form and The Freedom of Information Act of the Proposal Instructions for additional information.

Section 1. Confidential Treatment Is Not Requested

This section must be completed, signed, and submitted with the proposal if bidder does not request confidential treatment of any material contained in the proposal.

By signing below, the bidder affirms that confidential treatment of material contained in the proposal is not requested.

[Printed Name] [Title] [Company]

Section 2. Confidential Treatment Is Requested

The section must be completed, signed, and submitted with the proposal if bidder requests confidential treatment of any material contained in the proposal. Submission of a completed CT Form is required to request confidential treatment.

Provide the information in the table below. Bidder may add rows or additional pages using the same format shown in the table. Bidder must specifically identify the information to be protected as confidential and state the reasons why protection is necessary.

The CT Form will not be considered fully complete unless, for each confidentiality request, the bidder: (1) identifies whether the material is a trade secret (TS), financial information (FI), or proprietary information (PI); (2) explains the specific legal grounds that support treatment of the material as TS, FI, or PI; and (3) provides the contact information for the person at bidder’s organization authorized to respond to inquiries by the State concerning the material. Bidders must not simply cite to an applicable act or case name; rather, bidders must provide a complete justification as to how the material falls within the scope of an applicable act or relevant case law.

CONFIDENTIAL TREATMENT FORM (CT FORM)

By signing below, the bidder affirms that confidential treatment of material contained in its proposal is requested and has attached to this form a redacted “Public Copy” of the bidder’s proposal.

[Printed Name] [Title] [Company]

VENDOR QUESTIONS WORKSHEET

Provide a detailed response to each question. “You” and “company” refers to the bidder.

1. Contact Information

Bidder’s sole contact person during the RFP process. Include name, title, address, email, and phone number.

Person authorized to receive and sign a resulting contract. Include name, title, address, email, phone number and vendor customer code in SIGMA VSS.

2. Company Background Information

Legal business name and address. Include business entity designation, e.g., sole proprietor, Inc., LLC, or LLP.

What state was the company formed in?

Phone number

Website address

Number of years in business and number of employees

Legal business name and address of parent company, if any

Has there been a recent change in organizational structure (e.g., management team) or control (e.g., merger or acquisition) of your company? If the answer is yes: (a) explain why the change occurred and (b) how this change has affected your company.

Discuss your company’s history. Has growth been organic, through mergers and acquisitions, or both?

Has bidder ever been debarred, suspended, or disqualified from bidding or contracting with any entity, including the State of Michigan? If yes, provide the date, the entity, and details about the situation.

Has your company been a party to litigation against the State of Michigan? If the answer is yes, then state the date of initial filing, case name and court number, and jurisdiction.

Within the last 5 years, has your company or any of its related business entities defaulted on a contract or had a contract terminated for cause? If yes, provide the date, contracting entity, type of contract, and details about the termination or default.

State your gross annual sales for each of the last 5 years.

If receiving a contract under this RFP will increase your gross revenue by more than 25% from last year’s sales, explain how the company will scale-up to manage this increase.

Describe partnerships and strategic relationships you think will bring significant value to the State.

State the physical address of the place of business that would have primary responsibility for this account if bidder is awarded a contract under this RFP.

3. Qualified Disabled Veteran/Service-Disabled Veteran-Owned Business Program

To demonstrate qualification as a qualified disabled veteran, you must provide:

(a) Proof of service and conditions of discharge (DD214 or equivalent);

(b) Proof of service-connected disability (DD214 if the disability was documented at discharge or Veterans Administration Rating Decision Letter or equivalent if the disability was documented after discharge); and

(c) Legal documents setting forth the ownership of the business entity.

In lieu of the documentation identified above, you may provide proof of certification by the National Veterans Business Development Council.

Enter the names of documents submitted with your proposal to demonstrate status as a qualified disabled veteran.

4. Participation in RFP Development or Evaluation

Did your company, an employee, agent, or representative of your company, or any affiliated entity participate in developing any component of this solicitation? For purposes of this question, business concerns, organizations, or individuals are affiliates of each other if, directly or indirectly: (1) either one controls or has power to control the other or (2) a third-party controls or has the power to control both. Indicia of control include, but are not limited to, interlocking management or ownership, identity of interests among family members, shared facilities or equipment, and common use of employees.

Enter YES or NO.

If you enter “YES”, you are not eligible for contract award or to work as a subcontractor for the awarded vendor.

If you enter “YES,” you are not eligible for contract award. An awarded vendor may not partner or subcontract with anyone to provide goods and services required under a resulting contract if that subcontractor or partner assisted in the development of this solicitation.

If you enter “YES”, you are not eligible for contract award or to work as a subcontractor for the awarded vendor.

5. State of Michigan Experience and Prior Experience

Does your company have experience working with the State of Michigan? If so, please provide a list (including the contract number) of the contracts you hold or have held with the State for the last 10 years.

Describe at least 3 relevant experiences from the last 5 years supporting your ability to successfully manage a contract of similar size and scope for the work described in this RFP.

Experience 1

Company name Contact name Contact role at time of project Contact phone Contact email

City State Zip

1. Project name and description of the scope of the project

2. What role did your company play?

3. How is this project experience relevant to the subject of this RFP?

Dollar value

Start and end date (mm/yy – mm/yy)

Status (completed, live, other – specify phase)

Results obtained

Experience 2

Company name

Contact role at time of project

City

1. Project name and description of the scope of the project

Dollar value

Start and end date (mm/yy – mm/yy)

Status (completed, live, other – specify phase)

Results obtained

Experience 3

Company name

Contact role at time of project

City

1. Project name and description of the scope of the project

Dollar value

Start and end date (mm/yy – mm/yy)

Status (completed, live, other – specify phase)

Results obtained

6. Standard Contract Terms

Bidder must affirm agreement with the attached Contract Terms. If not in agreement, written exceptions in accordance with the Evaluation Process section of the Proposal Instructions must be provided with Bidder’s proposal.

7. Michigan Economic Impact

Number of employees currently employed at locations within the State of Michigan

Number of additional employees to be employed at locations within the State of Michigan if awarded this Contract (if any)

Minimum wage paid to employees employed at locations within the State of Michigan

Average wage paid to employees employed at locations within the State of Michigan

Percentage of employees employed at locations within the State of Michigan that are covered by employer-provided health insurance

8. Other

Version 11 (5/2020) 2

Request For Proposal No. 200000002062 Snowplowing Services for Upper Peninsula State of Michigan DMVA Locations

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.

The Contractor will identify which location(s) it is bidding on. Check all that apply:

☐ Gladstone Armory, 604 South 18th Street, Gladstone, MI 49837

☐ Calumet Armory, 57707 Military Avenue, Calumet, MI 49913

☐ Kingsford Armory, 401 South Carpenter Avenue, Kingsford, MI 49802

☐ Marquette Armory, 1820 Lincoln Avenue, Marquette, MI 49855

☐ Sault Ste Marie Armory, 1170 E Portage Ave, Sault Ste. Marie, MI 49783

☐ Ishpeming Armory, 900 Palms Avenue, Ishpeming, MI 49849

BACKGROUND

The State of Michigan Department of Military and Veteran Affairs (DMVA) intends to establish multiple Snowplowing Services contracts at various DMVA armories across the Upper Peninsula of the State of Michigan (see enclosed Location Specification Sheets LSS Pricing). Bidders may bid on more than one armory location. Bidders may bid on as many or as few locations as they choose.

SCOPE

DMVA properties in the upper peninsula need snow services. This RFP communicates the specifics of this need and lays out the snow service expectations of the DMVA.

REQUIREMENTS

1. General Requirements Snowplowing services requested in this RFP consist of the removal & disposal of snow from all parking lots, motor pools, parking spaces, walkways, and paved traffic areas, as well as by-request ice control services at the DMVA armories outlined within the attached Location Specification Sheets (LSS’s).

All snowplowing, applications of rock salt and/or ice melt & snow removal services shall be performed between the hours of 6:00pm and 6:00am on state working days (unless otherwise specified on the LSS or specifically requested by the Program Manager). All Parking lots shall be cleared free of snow to the satisfaction of the Program Manager by 6:00am. Some loading and transporting of snow for removal to a dumping site may be performed after 6:00am with prior approval from the PM. On holidays, any required snowplowing shall be completed before 6:00am on the next working day following the holiday. Federal holidays are as follows: New Year’s Day, Martin Luther King Jr. Day, President’s Day, Labor Day, Columbus Day, Independence Day, Memorial Day, Veterans Day, Thanksgiving Day, and Christmas Day.

The exact number of occasions for snow plowing/removal & applications of rock salt/ice-melt are unknown and weather dependent. The Contractor will be responsible to provide these services as described and/or requested. The State is not obligated to purchase these services in any specific amount. Note: The Contractor must remain aware of any existing or developing location-specific weather conditions based on geographical patterns such as lake effect, etc. By-request services are permitted at the discretion of the Program Manager as deemed necessary based on conditions. The PM will notify the Contractor if scheduled services are not needed or should be rescheduled.

A. Snowplowing & Removal Services Specifications

i. SNOW DEPTH – Contractor shall provide snow plowing/removal services for snowfalls of two inches (2”) or more for all designated parking lots or as described in the LSS. If additional services are required for snowfalls less than 2” the Program Manager or designee will contact the Contractor and make specific arrangements. Absolutely no services under 2” are approved unless requested by the Program Manager or authorized designee. On holidays, snowplowing and/or deicing is to be done prior to 6:00am the next working day following the holiday. The Contractor shall refer to the Location Specification Sheet (LSS) for complete instructions.

ii. DRILL WEEKENDS – The Contractor shall plow military parking areas prior to drill weekends, typically on a monthly basis, but as often as there are drills at that location. A drill weekend schedule shall be provided to the Contractor by the PM before the snow season begins. If at any time the snow depth in the Military parking areas exceeds 8”, they must be plowed automatically without reference to the drill schedule.

iii. TIMEFRAME – Snow services shall be performed between the hours of 6:00pm and 6:00am unless otherwise specified on the LSS or specifically requested by the Program Manager. The snow services timeframe may be negotiated but must be mutually agreed upon by the PM and the Contractor.

iv. TIME LIMIT – The Contractor must use equipment of sufficient size & type to ensure snow services according to the LSS are able to be completed within 8 hours. Duration of snow removal services must not exceed eight (8) hours.

v. CLEARING – The Contractor must plow snow from all parking lots so that all parking spaces are cleared & accessible. Snow must be pushed into the designated pile areas outlined on the armory map.

i) NOTE: Some areas to be plowed are on grass and sidewalks. Special care must be taken not to damage either, and all lawn areas need to be properly frozen before plowing activities can commence.

vi. MAPS – The Contractor will be given a list of the parking lots where snow removal activities shall be performed. The PM will provide a map of his property to the Contractor showing area(s) to be serviced.

vii. INCIDENTS – The Contractor performing the work on State property shall immediately report all accidents and/or injuries to the PM or designee. The Contractor is responsible for any damage done to State property while performing snow services and will be required to make repairs or provide financial compensation for damages incurred. Any and all damage(s) to parking lots, buildings, curbs, pavements, shrubs, fences, etc. caused by snow services will be repaired and/or replaced the following spring by the Contractor.

viii. DE-ICING – The Contractor shall spread rock salt or other ice-melting compounds to all parking lot surfaces where snowfall and/or icy conditions develop. This service is “upon request only” unless the Contract Administrator or authorized designee explicitly gives the Contractor permission to perform these services at his or her own discretion.

The DMVA wants to limit de-icing to when absolutely necessary. Spreading of rock salt, unless otherwise specified, is “upon request only” by the Program Manager or designee. However, on a case by case basis, the PM may grant the Contractor sole discretion to perform salting services as the he or she sees fit. In such instances, the Contractor must utilize best judgment when providing de-icing services to avoid overspreading but must also apply adequate amounts of de-icer to prevent slips & falls and to ensure the safety of armory occupants/visitors. The PM will still review all by-request as well as by-discretion service invoices & slips to assess the volume applied & determine whether the conditions at time of application did or did not warrant these services. The Contractor and the PM or authorized designee shall discuss the spreading of rock salt prior to the start of the snow season.

ix. DE-ICING (DURING THE DAY) – Additional applications of de-icer may occur during normal business hours (7:00am through 6:00pm) only at the request of the Program Manager or designee unless otherwise authorized. The Contractor must respond to the site within one (1) hour of the initial contact when salting services are requested.

x. CAUTION – The Contractor must always exercise caution while performing snow plowing, shoveling, deicing, and removal services, especially when operating heavy machinery near parked vehicles and pedestrians, to avoid damages to private property, State property, or Personnel.

xi. RESPONSE TIME – The Contractor shall respond to the site with the necessary snow removal equipment to perform the specified duties within one (1) hour of the PM’s or authorized designee’s initial contact. The Contractor must be available to perform snow services 24 hours a day, seven days a week. Contact by the PM is not required during the regular snowplowing hours of 6:00pm to 6:00am; the Contractor shall perform all snow services during this timeframe as required under the contract without call. If snow services are needed after 6:00am the PM or authorized designee must call to request. The Contractor should still exercise initiative when possible to remediate snow and ice from the premises to avoid buildup or inaccessibility.

xii. REMOVAL OF EXCESS SNOW – Once snow plowing activities are conducted, the Contractor shall, at the discretion of the PM or designee, haul away excess snow off-site “upon request only.”

xiii. SAND – Only when requested by the Program Manager, or designee, the Contractor shall apply sand to the parking lot and driveway surfaces to allow for vehicle traction. The cost indicated on the LSS for the application of sand must include the cost of the sand.

xiv. EQUIPMENT – The Contractor must have sufficient equipment and trained staff necessary to perform the specified services and, in the event of mechanical breakdown of trucks and/or equipment, will be expected to provide backup service so that snowplowing and snow removal services will be performed, as required, according to the contract specifications. Supplies, materials, equipment, etc. shall be so confined as to not unduly occupy armory space.

xv. ACKNOWLADGMENT – Bidder must check a box below:

2. Management The Contractor shall provide all personnel, management, supervision, equipment, materials, and all other items needed to satisfactorily perform the services outlined in the requirements and specifications of the contract. The Program Manager is responsible for the general administration of the contract. The PM will be identified in the LSS. Inspection and direction by the PM shall not be considered direct control of the individual workers or their work. The direct control shall be solely the responsibility of the Contractor. All work shall be done in accordance with the regulations governing the DMVA and with minimum possible interference with the proper functioning of DMVA and armory activities.

Bidder must check a box below:

3. Capabilities The State reserves the right to visit the bidder’s place of business and to inspect all equipment proposed for the contract in order to determine the bidder’s ability to provide the services requested. Contractors who submit proposals for the services as described in this RFP and in the estimation of the DMVA do not have proper or sufficient equipment and/or personnel to do the work within the time limits required will be rejected and the next bidder will be allowed to demonstrate their ability to perform the work.

Bidder must check a box below:

4. Documentation Upon written notification of contract award, the Contractor shall submit all required insurance certificates and other documentation to the Contract Administrator as may be requested or required by the DMVA under this contract.

Bidder must check a box below:

5. Work Hours The Contractor must perform snowplowing services Monday – Friday between the hours of 6:00pm and 6:00am EST and select drill weekends according to the drill schedule that the Program Manager shall provide to the Contractor prior to the start of any snow Contract Activities.

Bidder must check a box below:

6. Service Slips The Contractor must submit a Service Slip after every snow visit. This slip shall be left at the armory to the attention of the Program Manager after every service visit when the work is performed and will be used to reconcile the Contractor’s monthly invoices in order to verify service dates, times, and nature of services performed. The Program Manager shall identify a specific place where service slips shall be dropped after every service visit.

All Service Slips must include the following information

1. The exact nature of all services performed (i.e. plowing, salting, etc.)

2. Snow depth

3. The exact date & time services were performed Bidder must check a box below:

7. Meetings Contractor must attend all relevant pre-proposal meeting(s) outlined in the Event Timeline above. Relevance is based on the armory locations for which you are submitting bids. The State may request other meetings, as it deems appropriate.

8. Staffing

8.1 Contractor Representative

The Contractor must appoint an individual who will serve as the Contract Representative specifically assigned to the State of Michigan account. This individual must be familiar with the requirements of the contract and respond to State inquiries related to the Contract Activities within 48hrs of the State’s inquiry. The Contractor Representative must be available for calls during the hours of 8am to 5pm EST. The Contractor must notify the Contract Administrator at least 15 calendar days before removing the Contractor Representative or assigning a new one.

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

Bidder must check the box below:

Bidder shall provide the name & toll-free number of the designated Contract Representative below.

8.2. Staffing Resources Requirements

The Contractor must have staff to adequately perform the Contract Activities. The Contractor’s staff must be trained on the proper use of all equipment staff will operate.

Bidder must check the box below:

Bidder shall list below the number of staff dedicated to the Contract

8.3. Disclosure of Subcontractors

Please disclose all your subcontractors below.

Bidder shall describe how they comply with the above requirement.

Bidder Response:

9. Security The Contractor will be subject to the following security procedures:

A. The Contractor must explain if it has put any of the below security measures in place to ensure the security of State facilities:

(a) specify whether it uses uniforms, ID badges, background checks, etc.

(b) explain how it intends to ensure the security of State facilities.

(c) identify the company that they use to perform background checks.

(d) detail the scope of the background checks.

Bidder shall describe how they comply with the above requirement.

Bidder Response:

10. Pricing

10.1. 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.

Bidder must check a box below:

10.2. Price Changes

Adjustments will be based on changes in actual Contractor costs. All price adjustment requests 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 upon 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 and services required before the mutual execution of a Change Notice indicating the start date of the new Pricing Period.

Bidder must check a box below:

11. Ordering

11.1 Authorizing Document

The appropriate authorizing document for the Contract will be an annual “Delivery Order” (DO) issued by the DMVA, State Operations, Purchasing and Contracts.

Bidder must check a box below:

12. Acceptance, Inspection and Testing All work must be signed off on by the Program Manager upon completion. The State will use the service slip and invoice to determine acceptance of the Contract Activities. Non-acceptable performance conditions will be addressed as they are identified by the State. A Non-acceptable performance condition is defined as any Contract Activity that does not meet the expectations of the State as defined under this RFP or any contract resulting from it.

Should an inspection by the DMVA reveal that the Contractor’s work results in any non-acceptable performance condition: