Large Carcass removal-MDOT-Kalamazoo/Marshall and Coloma

The Michigan Department of Transportation (MDOT) issued Request for Proposal No. 20-1468 on April 24, 2020, seeking contractors to provide large carcass removal and disposal services across four service regions: Southwest Region (Coloma, Marshall, and Kalamazoo Transportation Service Centers) serving Berrien, Van Buren, Branch, Calhoun, St. Joseph, and Kalamazoo counties, and Grand Region (Allegan County). The scope of services requires one scheduled patrol per week throughout the calendar year across approximately 650 total miles of routes including interstate highways (I-196, I-94, I-69) and US routes (US-31, US-131), with optional capacity for two additional full patrols per week during May, June, October, and November. Contractors must provide emergency mobilization services with a maximum of two billable hours per request and dispose of large animal carcasses (exceeding 100 pounds, such as deer, cattle, horses, and hogs) within 10 hours of pickup at licensed Class II landfills. Required deliverables include detailed equipment lists specifying all vehicles and machinery (make, model, engine type, age, and ownership status), monthly itemized invoices with supporting documentation, mileage tracking through ArcGIS Online or approved software, and submission of disposal receipts and Class II landfill licenses. The contract runs for five years from June 1, 2020, through May 31, 2025, with two optional one-year renewal periods. All services must be performed during daylight hours unless written approval from the Program Manager is obtained. A mandatory pre-proposal meeting was held April 21, 2020, with bidder questions due by 3:00 p.m. Eastern on April 23, 2020, and answers posted by April 27, 2020; the proposal submission deadline was 3:00 p.m. Eastern on May 1, 2020. MDOT will evaluate proposals based on responsiveness, contractor responsibility, ability to meet specifications, and lowest bid, with consideration given to qualified disabled veteran or service-disabled veteran-owned business status under MCL 18.1261(8). Bidders must affirm compliance with Michigan contract terms or submit written exceptions, and the State reserves the right to conduct facility inspections, oral presentations, reference checks, and background investigations.

The State indicated a preference for awarding the contract to a single contractor serving all four regions rather than splitting awards among multiple vendors, though final determination will be based on what best serves state interests. No incumbent contractors were identified in the solicitation documents, though historical activity data shows the Coloma Business Office processed 426 carcasses in 2018 with a single-day maximum of 42, the Grand Rapids Transportation Service Center handled 524 carcasses in 2018 with a maximum of 34 in one day, and the Kalamazoo Transportation Service Center removed 420 carcasses in 2018 with a daily maximum of 27. Contractors must integrate with MDOT's ArcGIS Online system, which the State provides at no additional cost, and contractors are responsible for procuring mobile devices with cellular connectivity running Android 4.1 or later, iOS 8 or later, or Windows 10.0.586 or later. Insurance requirements include Commercial General Liability ($1,000,000 per occurrence), Automobile Liability ($1,000,000 per accident), Workers' Compensation, and Employers Liability ($500,000 per accident), with the State named as additional insured. The solicitation does not provide explicit budget ranges or award values; however, pricing must address unit costs for regular patrols, optional patrols, individual carcass removal and disposal services, emergency mobilization services, and fuel surcharges calculated according to specified tables with baseline fuel rates of $2.35 per gallon for gasoline and $2.80 per gallon for diesel. Contract administration will be managed by Klatra Pickett (Contract Administrator) in Lansing and Program Managers Lisa Marsh (Kalamazoo) and Curtis Perkins (Grand Rapids), with invoices submitted to martine2@michigan.gov for processing within 45 days of State receipt.