Request for Proposal # M020811
To Provide
Small Motor Repair and Replacement
The University of Michigan
Strategic Supplier Program
University of Michigan Request for Proposal # M020811
Date February 8, 2011
TABLE OF CONTENTS
2
SECTION 1: INTRODUCTION
3
SECTION 2: SCHEDULE OF EVENTS
3
SECTION 3: PROPOSAL INFORMATION AND PROCESSES
4
SECTION 4: SUPPLIER INFORMATION
8
SECTION 5: SPECIFICATIONS/QUALIFICATIONS
11
SECTION 6: PRICING INFORMATION
12
SECTION 7: MISCELLANEOUS TERMS & CONDITIONS
12
SECTION 8: SELECTION CRITERIA
12
SECTION 9: SIGNATURE PAGE
13
ATTACHMENT A: AGREEMENT
19
ATTACHMENT B: INTENT TO RESPOND
35
ATTACHMENT C: M-MARKETSITE PUNCHOUT SUPPLIER SOW__
_______
36
ATTACHMENT D: M-MARKETSITE HOSTED SUPPLIER STATEMENT OF WORK_____ 36
ATTACHMENT E: STATEMENT OF WORK FOR E-SETTLEMENTS___________________36
ATTACHMENT F: SUPPLIER EIPP QUESTIONNAIRE
36
ATTACHMENT G: E-SETTLLEMENTS ITEM LOADER______
ATTACHMENT H: E-SETTLEMENTS ITEM MASTER PROCESS
_______
______
36
36
ATTACHMENT I: SUPPLIER INTEGRATION SPECIFICATION
______36
ATTACHMENT J: E-SETTLEMENTS FLAT FILE LOADER ________
36
ATTACHMENT K: E-SETTLEMENTS FLAT FILE LAYOUT ________
36
ATTACHMENT L: ITEM LOADER MAINTENANCE AND CHANGES
ATTACHMENT M: MSUPPLIER PORTAL PASSWORD POLICY
________
________
36
36
ATTACHMENT N: E-SETTLEMENT XML INVOICE INTEGRATION SPECIFICATION___36
ATTACHMENT O: M020811 MOTORS PRICING SHEETS
RFP M020811 Motor Repair
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University of Michigan Request for Proposal # M020811
Date February 8, 2011
Section 1: INTRODUCTION
This Introduction section is intended as an explanatory overview only and not intended as
detailed specifications. Additional details and specifications are included in the sections that
follow (see specifically Sections 5, 6, and 7) and in the Agreement, (Attachment A)
1.0
Purpose of this Request for Proposal (RFP). The University of Michigan intends to
establish a Strategic Supplier Agreement(s) for small motor repair and replacement with a
motor supply company, acting as an independent contractor. The University’s intention
is to award one Agreement for motor repair and replacement but retains the right to
award multiple Agreements. The University anticipates that the successful supplier will
act directly with University departments in providing motor repair and replacement
services as well as providing customer support and advice when required. The University
reserves the right to request separate Proposals for special projects as they occur. The
successful supplier(s) shall not consider the award of this contact as an automatic award
of these specials projects.
1.1
Background Information.
Current Situation.
Strategic Supplier Program. The goal of the Strategic Supplier Program is to develop
contracts that provide for current and future needs of The University of Michigan and to
ensure that the goods and services purchased represent the best value for our end users.
These contracts are negotiated to be available to the entire University and to make use of
e-commerce technologies and consolidated billing procedures.
The University of Michigan Procurement Services Department has a number of Strategic
Supplier contracts with various market segments (view the Procurement Services web
site http://www.procurement.umich.edu/universitycontracts.html for details).
Benefits of the Strategic Supplier Partnership. History shows that partnering with
suppliers allows the University and its Strategic Suppliers to grow business, streamline
procedures, utilize e-commerce, and consolidate critical management tasks. History also
shows that awarding Strategic Supplier contracts saves money, time, and resources.
1.2
Service Area. The primary service areas include the three University of Michigan
campuses located at Ann Arbor, Dearborn, and Flint. It also includes the University of
Michigan Hospital and Health Center Departments.
1.3
Term of Agreement. The initial term of the Agreement will be for three (3) years with
the option to extend for an additional two-year period. For additional term provisions,
please refer to the Agreement, included as Attachment A.
1.4
Completeness and Compliance. In the initial phase of the evaluation, proposals will be
reviewed for completeness and compliance with all requests and requirements, including
proposal instructions, specifications, and terms and conditions of the Agreement.
RFP M020811 Motor Repair
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University of Michigan Request for Proposal # M020811
Date February 8, 2011
Proposals that fail to comply with the essential requests and requirements of the RFP may
be rejected as non-responsive and eliminated from further consideration. Suppliers
should understand that Agreement terms, conditions and technical specifications do
not fully identify nor completely define the University’s service requirements and
satisfaction. The successful Supplier shall be expected to work closely with the
University’s designated representative(s) to administer an effective and efficient
program resulting in high overall customer satisfaction.
Section 2: SCHEDULE OF EVENTS
The approximate timelines for awarding this Agreement are provided below.
Activity
Request for Proposal issued
Mandatory Pre-Bid Conference –Wolverine Tower 3003 S. State
St. Ann Arbor, MI 48109 Room 7063
Submission of Intent to Respond form – Fax or PDF are acceptable
Deadline for submission of Supplier written questions. Supplier to
submit questions by a MS Word document to burgens@umich.edu.
Responses to questions will be forwarded to supplier recipients
via the website address: :
http://finance.umich.edu/procurement/bidboard/M020811_Motor_Repair_RFP
Deadline for Submission of Proposals – Hardcopy required.
Due Date
February 16, 2011
February 25, 2011 @ 10: 00 – 11:30
AM
March 1, 2011
March 4, 2011
March 9, 2011
March 11, 2011 3:00 p.m., EST
Section 3: PROPOSAL INFORMATION AND PROCESSES
The section includes instructions on the format Suppliers must follow in preparing and
submitting their proposals. This section further identifies how questions can be raised and will
be addressed. Finally, this section identifies the specific rights reserved by the University and
other restrictions imposed on the RFP Process.
3.0
Compliance with Specifications. Suppliers are required to respond to all requests
identified in this RFP and indicate their acceptance or objection to the terms of the
Agreement, included as Attachment A. The Supplier must minimally indicate its ability
to comply with each requirement, by indicating, “complies” in the space provided. For
consideration, Supplier must meet all specifications indicated.
3.1
Intent to Respond. The “Intent to Respond” Form, Attachment B, must be completed
and received by Procurement Services at the address specified in Section 3.4.1 on the
date set forth in the Schedule of Events. Receipt of the Intent to Respond form will
ensure that the Supplier will receive copies of any additional information or addenda.
Suppliers may revoke their Intent to Respond form at any time prior to due date of
proposals (see Schedule).
3.2
Decline to Offer. Any firm which received a copy of the Request for Proposal, but
which declines to make an offer is requested to send a formal “Decline to Offer” to the
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University of Michigan Request for Proposal # M020811
Date February 8, 2011
issuing office by using the Intent to Respond form. Failure to respond as requested may
result in the Supplier’s removal from consideration on future requirements.
3.3
Required Proposal Format. While there is no intent to limit the contents of a proposal,
the proposal should conform to the format outlined below to ensure that all pertinent
information necessary for evaluation is included and in the same format to facilitate
review.
It is the University’s preference that you download an electronic copy of this RFP and
insert your responses into it under each requirement. If that is not possible you must first
list the University's request or requirement and then list your response below it, or each
item under Sections 4, 5, & 6, Responses must be in the same numerical format and
order as the requirement you are responding to.
Tab 1 Table of Contents/Page Identification. Include a Table of Contents and number
pages in the proposal consecutively. Attachments should be numbered and
labeled separately.
Tab 2 Introduction. This should consist of a concise non-technical summary providing a
management overview of the proposal that outlines the Supplier's approach to
meeting the University's requirements.
Tab 3 Supplier Information. Suppliers are to answer each request in Section 4: Supplier
Information. If desired, Suppliers can also include any additional information
regarding this program, additional benefits or incentives not included in other
sections. Suppliers must include any request for modifications to the
requirements in Section 4.
Tab 4 Specifications/Qualifications. Suppliers are to respond to each
specification/requirement in Section 5: Specifications/Qualifications. Suppliers
must include any request for modifications to the requirements in Section 5.
Tab 5 Pricing Information. Suppliers are to address each assumption or requirement in
Section 6: Pricing Information. Suppliers must include any request for
modifications to the requirements in Section 6.
Tab 6 Agreement. Suppliers are to address each term and condition in Attachment A:
Agreement, including any required Supplemental Terms and Conditions.
Suppliers must include in this section any objections or request for modifications
to the Agreement. Include all information and documents request in Section 7, if
not already provided elsewhere.
Tab 7 Alternative Proposal. Supplier must submit any alternative proposals to this
request under Tab 7 and not in any of the above Tabs.
Tab 8 Signature Page. Supplier must complete Section 9: Signature Page.
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University of Michigan Request for Proposal # M020811
3.4
Date February 8, 2011
Requirements for Return of Proposal Responses. Supplier must submit the following:
 one (1) signed printed original
 Three (3) printed copies
 one (1) electronic copy submitted on a diskette or CD
Each of the required copies must include all the elements specified in this RFP
and comply with the format specified above in 3.3.
3.4.1
Proposals must be received (1) by the time specified in the Schedule of Events
and (2) at the office indicated below. Carefully review the Schedule of Events in
Section 2 for due dates for submittal of important documents and for the
University’s response dates. Each Supplier is solely responsible for the timely
delivery of its proposal. Failure to meet the proposed due date and time shall be
grounds for rejection. Receipt of the Proposal by the University mail system
does not constitute receipt of a proposal by the University of Michigan
Procurement Services.
(1)
A Supplier’s proposal is due no later than 3:00 p.m. local time on March
11, 2011 and must be returned to:
(2)
Thysadenia Burgens
Sr. Procurement Agent
The University of Michigan
Facilities Procurement Team
1201 Kipke Dr.
Room 1040
Ann Arbor, Michigan 48109-1002
Ph: 734-647-0032
E-mail: burgens@umich.edu
3.5
3.4.2
A Supplier may withdraw a proposal prior to the closing time. After the due
date, submitted proposals constitute an offer by the Supplier and shall remain
irrevocable for a period of 120 days.
3.4.3
Faxed, e-mailed or late responses will not be accepted.
3.4.4
A legally authorized representative of the Supplier must sign the proposal.
3.4.5
The ability of the University to “open” all electronic information submitted must
be verified by the University of Michigan Procurement Services prior to being
accepted.
Questions and Clarification. Any questions regarding this request must be directed, in
writing, to Thysadenia Burgens. All questions must be submitted by March 4, 2011.
Questions submitted after this deadline, do not require a response by the University.
3.5.1
A Supplier is expected to raise any questions, exceptions, or additions they have
concerning the RFP document. If Supplier discovers any significant ambiguity,
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University of Michigan Request for Proposal # M020811
Date February 8, 2011
error, conflict, discrepancy, omission, or other deficiency in this RFP, Supplier
should immediately notify the above named individual of the deficiency and
request modification or clarification of the RFP document.
3.6
3.5.2
Questions and answers will be posted on a University website.
3.5.3
In the event that it becomes necessary to provide additional clarifying information
or to revise any part of this RFP after March 9, 2011, revisions/amendments
and/or supplements will be provided to only those suppliers that have submitted
the Intent to Respond, Attachment B.
Supplier Presentations.
Selected suppliers may be required to make oral presentations to the selected
committee. Suppliers making oral presentations may also be required to participate
in an on-site product demonstration and/or oral presentation to a focus group of
University employees. Supplier shall be prepared to demonstrate their products and
equipment to the University. Failure of a supplier to conduct a presentation on the
date scheduled may result in rejection of the supplier’s proposal. In addition, the
University may decide to make site visits to the selected suppliers’ sites.
3.7
Rights Reserved by the University and Restrictions on RFP Process.
3.7.1
The University reserves the right to reject any or all proposals, including by way
of example only and without limitation, any proposal that does not contain all the
requested information.
3.7.2
The University reserves the right to negotiate with any Supplier considered
qualified or to make an award without further discussions. The University highly
recommends that a Supplier’s initial proposal reflect Supplier’s terms most
favorable to the University.
3.7.3
The University reserves the right to waive any irregularity in any proposal
received.
3.7.4
The University reserves the right to negotiate with any Supplier(s) and to arrive at
its final decision and/or to request additional information or clarification on any
matter included in the proposal,
3.7.5
The University reserves the right to select the most responsive Supplier(s) without
further discussion, negotiation, or prior notice.
3.7.6
The University may presume that any proposal is a best-and-final offer.
3.7.7
The University reserves the rights to award in part, in whole, or not at all.
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University of Michigan Request for Proposal # M020811
Date February 8, 2011
3.7.8
Suppliers who offer prices on all items may be given preference; however,
the University reserves the right to delete specific line items in order to
provide a basis for an evaluation of the prices quoted by all Suppliers.
3.7.9
The University will not pay for any information requested nor is it liable for costs
incurred by the Supplier in responding to this request. Elaborate proposals (e.g.
expensive artwork) beyond that sufficient to present a complete and effective
proposal are not necessary or desired.
3.7.10 Any discussions with University personnel, other than as listed above, regarding
this RFP while the RFP is in progress (from the time Supplier receives this RFP
until final award is made) are strictly prohibited. Such contact and discussion
may result in disqualification of Supplier’s proposal.
3.7.11 The University is the sole owner of all data and information contained within the
Request for Proposal document and accompanying attachments. Supplier shall
use this information exclusively to prepare a proposal. Supplier should not
disclose this information to any other firm or use it for any other purpose unless
required by law or legal process.
3.7.12 Supplier proposals will be opened and reviewed at the convenience of the
University; there is no public opening.
3.7.13 All proposals submitted become the property of the University; they will not be
returned and may be subject to disclosure under the STATE OF MICHIGAN
FREEDOM OF INFORMATION ACT (“FOIA”) or other legal process. As such,
proposal may be released to third parties, without prior notice to Supplier, as
required to comply with legal requirements.
3.8
Supplier Gift and Gratuity Policy. University employees are prohibited from accepting
any gifts, services or gratuities from suppliers or potential suppliers. Respondent and
supplier conformance to this standard is expected.
Section 4: SUPPLIER INFORMATION
Suppliers are required to address all the requests below and to provide samples when
appropriate. If providing an attachment, Supplier must clearly identify the request number for
each response.
4.0
General Corporate and Contact Information.
4.0.1
Provide (1) the legal name of Supplier’s firm, (2) the state or county where
organized, and (3) the address of Supplier’s principle place of business.
4.0.2
Provide the contact information for the person responsible for this proposal
including (1) name (2) title (3) address (4) telephone number (5) fax and (6) email
address.
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University of Michigan Request for Proposal # M020811
4.1
Date February 8, 2011
4.0.3
If different from the contact information provided above, provide the contact
information for the individual duly authorized to enter into an Agreement on
behalf of Supplier.
4.0.4
Provide the last two (2) years of audited financial statements.
Supplier Experience in Service Area.
4.1.1
Indicate how long Supplier has been performing these services?
4.1.2
Provide a corporate history/management summary showing that Supplier and/or
its officers have been engaged for a minimum of three (3) years in providing
similar services as requested in this RFP.
4.1.3
Provide a description of Supplier’s qualifications to meet Specifications and
provide the Services requested in this RFP, including a history of your prior
experience in this area.
4.1.4 Describe any specific growth in this service/product area over the past three (3)
years.
4.1.5
Describe any restructuring, mergers, and/or downsizing that has occurred over
the past three (3) years or is anticipated in the next three (3) years.
4.1.6
Provide information relating to Supplier bankruptcies or reorganizations due to
financial hardship.
4.2
Quality Assurance Plan. Supplier shall detail a Quality Assurance Plan that shall
detail the methods by which the Supplier shall guarantee ordering, delivery, and
general supply of equipment, supplies, and/or services to the University in a correct
and timely manner.
4.3
Supplier Relationships or Potential Conflicts with the University.
4.4
4.3.1
Describe any business relations that Supplier currently has or has had with the
University; include relationships any parent, subsidiary, or other affiliate
company may have with the University.
4.3.2
Please indicate if any employees, officers, directors, members, agents or
consultants of Supplier are also an employee of the University. Please refer to
the University’s Conflict of Interest Policy available on the Internet at the
following address:
http://www.procurement.umich.edu/files/conflict_of_interest_policy.pdf
Code of Conduct for University of Michigan Vendors.
The University of Michigan has a longstanding commitment to sound, ethical and
socially responsible practices. To ensure that such practices are codified for the
University's vendors, the President’s Task Force on Purchasing Ethics and Policies has
RFP M020811 Motor Repair
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University of Michigan Request for Proposal # M020811
Date February 8, 2011
developed a Code of Conduct for University of Michigan Vendors. The Code of Conduct
can be found at: http://www.procurement.umich.edu/files/code_of_conduct.pdf
To promote socially responsible purchasing, UM and vendors will aspire to follow the
Code of Conduct. The Code of Conduct is not a contractual document but preference
may be given to suppliers, when all other criteria are equal, who demonstrate
compliance with the Code.
4.5
4.6
4.7
Supplier Client List/References.
4.5.1
Provide at least three (3) references, not including the University, identifying
clients with requirements similar to those of the University. At a minimum, please
provide the name of the client, contact person, and a telephone number for such
references. The University reserves the right to contact additional references not
provided by the Supplier. Preference may be given for those references that are
most similar in profile and type requested.
4.5.2
Please list any clients that have terminated the same or similar Services in the past
24 months. Include the contact name, title, phone number, size of account, date
client became a customer and date(s) of termination. Explain why client(s)
terminated.
The University of Michigan encourages bidders to become involved in our Supplier
Diversity Program. Supplier Diversity includes businesses that qualify as Small
Disadvantaged Business (SDB), Women-Owned Business Enterprises (WBE),
HubZone, or Veteran Owned Business Enterprises, ADA (American Disability Act). To
qualify as one of the above business classifications your company must be more than
50% owner, controlled and actively managed by a person meeting those requirements.
4.6.1
State your company’s status: (______Small Business) (______ Large Business)
(______ SDB) (______ WBE) (______ HubZone) (_____ Historically Black
College/University) (_____ Veteran Owned) (______ Service Disabled Veteran
Owned) (______ADA)
4.6.2
Does Supplier’s business currently have a Supplier Diversity Program in place?
Yes _______ No _______
4.6.3
If Supplier answered “yes”, please provide the name and telephone number of
Supplier’s Program Coordinator ____________________________________.
The University of Michigan promotes supplier participation that is reflective of the
diverse business community, and of the University's desire to purchase environmentally
friendly products; while remaining focused on socially responsible purchasing
methodologies. Describe your company’s efforts and/or policies and programs that
promote these business ethics. Provide the name and telephone number of your program
coordinator with your bid response.
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University of Michigan Request for Proposal # M020811
Date February 8, 2011
4.8
Value Added Services. Describe, in detail, other value-added services available to
the University but not necessarily addressed. Supplier may offer additional
products or services. The University shall determine which value-added service
options shall be most beneficial from both a cost and service standpoint, and may
further negotiate these options to include or omit dependent on the needs of the
University.
4.9
Relevant Supporting Documentation. Provide complete manufacturer’s descriptive
literature and/or brochures for each proposed products or equipment. Literature shall be
sufficient in detail in order to allow for full and fair evaluation and comparison.
4.10
4.9.1
Suppliers who provide a Proposal response, as a manufacturer’s
representative, shall include a letter from manufacturer that shall include the
following:
4.9.2
Certifying that the Supplier is a bona fide dealer for the specific equipment
offered, that the Supplier shall be duly authorized to offer equipment, and
guarantee, that shall the Supplier fail to satisfactorily fulfill any obligations
established, the manufacturer, upon assignment by the University of
Michigan, shall either assume and discharge such obligations or provide for
their competent assumption by one or more bona fide, local dealers, accepted
by the University, for the balance of the resulting Agreement term.
4.9.3
The manufacturer’s support letter shall be included in the Proposal
response. The person empowered by the manufacturer to make such
guarantees for and on its behalf shall sign the letter of support.
Manufacturer shall guarantee the availability of all components and parts.
Manufacturer shall guarantee a continuance of maintenance of the resulting
Agreement at the same pricing and terms and conditions if the Supplier
defaults. Manufacturer shall guarantee a continuance of maintenance or
authorized representative in the event that a chosen distributor of product is
deemed incapable of providing the same. No subcontracting shall be allowed.
In the event that service shall be no longer available for a product, Supplier
shall provide a comparable substitute for the remainder of the resulting
Agreement term at no cost to the University of Michigan.
Relevant Litigation/Investigations. Describe any current lawsuits, legal actions or
governmental investigations against your company including, but not limited to, parties
of dispute, any equipment affected, cause of action, jurisdiction and date of legal
complaint. Include in this section any problems that your firm or its personnel have
experienced pertaining to training, licensing or certification in the past five (5) years.
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University of Michigan Request for Proposal # M020811
Date February 8, 2011
Section 5: SPECIFICATIONS/QUALIFICATIONS
Suppliers are required to meet the Specifications and Qualifications below and to provide
samples when appropriate. If providing an attachment, Supplier must identify the specification
number for each response. The Supplier must minimally indicate Supplier’s ability to comply
with each specification by indicating, “COMPLIES” in the space below each requirement. Any
objections must be clearly noted.
1.
Vendor is to provide pick-up and delivery of motors at various locations, on the Ann Arbor
campus, to be identified at the time service is required.
2.
The University expects same day pick up and expedited turnaround of all emergency or
priority situations. In the attachment, identify whether your company can meet this requirement
and how it would be accomplished.
3.
The University will request next business day pick up and will agree upon a reasonable
turnaround (in writing) of non-priority repairs. In the attachment, identify what your company
sees as non-priority repairs and what your company defines as a reasonable guaranteed
turnaround.
4.
Vendor must have the ability to disassemble, steam clean and oven dry all components, when
required. Identify the equipment you have available to accomplish this.
5.
Vendor must have the ability to submerge dip & bake AC stator, identify your company’s
ability to do this.
6.
Vendor to furnish & install new bearings, as needed (vendor will be required to quote the
replacement cost to owner for approval prior to installing). Identify, in the attachment how you
would work with the University in a situation like this.
7.
Rebuild and sleeve end bell.
8.
Dynamically balance rotor.
9.
Assemble, final test at rated voltage, paint.
10.
11.
Perform inspection and test procedures in accordance with Section 7.15 of the NETA MTS2001 standard.
Perform insulation –resistance test in accordance with ANSI/IEEE standard 43.
12.
Verify that all protective devices are in accordance with Section 7.16 (Motor Control, Motor
Starters, Low Voltage) of the NETA MTS-2001 standard.
13.
Test surge protective devices in accordance with section 7.19 of the NETA MTS-2001
standard.
14.
Submit all failure analysis reports on all equipment delivered. These are to be submitted to
the individual requesting service of the motor.
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University of Michigan Request for Proposal # M020811
Date February 8, 2011
SPECIFICATIONS FOR SERVICE
15.
Submit all testing results in accordance with Section 5.4 (Test report) of the NETA MST –
2001 standard. Again, results are to be submitted to the individual requesting service on the
motor.
16.
Provide a complete list of the motors that your company is an authorized service center for or
for which your company has a factory trained technician available to service the motors.
17.
Provide a complete list of the motors that your company is authorized to sell as replacement
units.
18.
Identify the circumstances under which your company would typically recommend
replacement of a motor as opposed to repair.
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University of Michigan Request for Proposal # M020811
Date February 8, 2011
Section 6: PRICING INFORMATION
Supplier must identify all costs, fees or charges for which the University may be billed. Costs
not indicated in your proposal will not be paid.
6.0
Provide with your proposal all rates and fees associated with providing motor repair
and replacement for The University of Michigan under the terms of this Request for
Proposal. The pricing is to be provided in the Excel spreadsheet titled “RFP# M020811
Pricing”. The spreadsheet includes an itemization of motor repair/replacement etc.
commonly associated with these services.
6.1
Suppliers electing to bid additional products or equipment must submit additional
items on a separate list. The list must be labeled as “Additional Items” in an
“Alternative Proposal” included in Tab 7. The University retains the right to
accept or reject additional items in part or in whole.
6.2
Terms of Payment are indicated in the Exhibit B of the Agreement, included as
Attachment A to this request.
6.3
Price/Fee Increases. The University reserves the right to accept or reject all or any parts
of Supplier’s subsequent proposal to increase a price. At a minimum, any proposed
increases in prices will:





6.4
Be limited to one time annually
Be effective only upon at least thirty (30) days prior written notice [and written
acceptance by the University
Be capped by the annual increase in the local or national consumer price index,
whichever is lower.
Be limited to Supplier’s pass through of increased [third party] costs
Be supported by documentation of increased costs. Such documentation may
include but is not limited to: manufacturer increases, raw materials increases, and
transportation increases. The supplier is required to provide proof that their margin of
profit remains unchanged as presented in the original proposal.
The University of Michigan reserves the right to accept or reject all or any part of a
supplier’s subsequent proposal to increase a price, delete items, or use alternate suppliers.
The University of Michigan reserves the right to cancel any resulting contract in the event
that awarded supplier cannot meet delivery schedules, provide satisfactory materials, or
are no longer price competitive without penalty to the University.
Section 7: AGREEMENT/MISCELLANEOUS TERMS AND CONDITIONS
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University of Michigan Request for Proposal # M020811
7.0
Date February 8, 2011
In addition to the Specifications of Section 5 and the Pricing Terms of Section 6, any
exceptions to the remaining RFP Terms and Conditions or the Agreement included as
Attachment A must be clearly and completely indicated. Exceptions included may
negatively impact a Supplier’s proposal. In the absence of an objection, the term and
condition will be deemed acceptable to the Supplier and not open to further negotiation.
The University intends to use the Agreement (Attachment A) for any Agreement
resulting from this RFP.
It is the University’s position that the procurement of the Products and/or Services
contemplated by this RFP does NOT qualify Supplier as a “Business Associate” of the
University as defined in regulations promulgated under the Health Insurance Portability
and Accountability Act of 1996, (“HIPAA”). In the event the scope of Supplier’s services
changes or HIPAA changes (including governmental guidance offered on HIPAA) such that
the University concludes further documents must be executed to ensure the University’s
compliance with HIPAA, the parties agree to promptly take all actions necessary to ensure
University compliance with HIPAA.
7.2
Prices quoted will be firm for a minimum of one (1) year, preferably two (2) years. The
supplier is to indicate any additional price protection offered to the University.
7.3
A minimum 2% prompt payment discount for Strategic Supplier contracts is required.
Bidders are welcome to offer a larger prompt payment discount. In connection with the
prompt payment discount, time will be computed from receipt of a valid electronic billing
file. For the purpose of computing the discount earned, payment is considered made on
the date that appears on the payment check.
7.4
Supplier agrees to use the University’s on-line invoicing application to deliver electronic
invoices as detailed in the requirements which can be found at
http://www.procurement.umich.edu/msupplier_enablement.html. Supplier agrees to
collaborate with the University to update their processes to meet requirements as
technology and applications change. Submission of Supplier’s proposal indicates
Supplier’s ability to comply.
Items sold under this agreement will be loaded and maintained in the University’s
ERP system. Supplier must successfully submit all agreed upon items to
Procurement Services on the Item Loader found at
http://www.procurement.umich.edu/msupplier_enablement.html prior to selling
products/services to the University.
7.5
University reserves the right to negotiate with any supplier or suppliers to arrive at its
final decision and/or to request additional information or clarification on any matter
included in the proposal, it also reserves the right to select the most responsive supplier or
suppliers without further discussion, negotiation, or prior notice. The University may
presume that any proposal is a best-and-final offer. The University reserves the rights to
award in part, in whole, or not at all.
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University of Michigan Request for Proposal # M020811
Date February 8, 2011
7.6
All quantities stated are annual estimates based on the most current twelve (12) months
usage, and in no way constitute a commitment on the part of the University.
7.7
It is the University’s expectation that there will be no minimum order requirements on
any resultant contract. Any minimum order quantities, which the supplier requires, must
be clearly stated in the bid proposal. If not stated in the bid proposal, it will be assumed
that there is no minimum order quantity for any services proposed.
7.8
The University desires to purchase “Energy Star” compliant equipment; this shall be
taken into consideration as part of the award decision. Supplier shall describe the
availability of “Energy Star” compliant equipment and include manufacturer
specifications as part of the Supplier’s response. For more information on Energy Star,
please reference the following website: www.energystar.gov
7.9
Products and services are to be quoted F.O.B.: The University of Michigan, various
locations as applicable, with freight paid. Any variance in F.O.B. point is subject to
negotiation.
Section 8. SELECTION CRITERIA
Proposals will be evaluated on the basis of the most competitive offer considering quality of
products and services offered, cost, responsiveness to the RFP requirements, and the most
responsiveness in meeting those requirements.
The major criteria that will be used to evaluate proposals will include, but not be limited to, the
following:













Supplier’s ability to meet the functional requirements of this RFP.
Supplier’s financial stability.
Supplier’s willingness to comply with the proposed agreement with no objections
Supplier’s commitment and experience in successfully performing similar
agreements.
Supplier’s adherence to industry standards.
Supplier’s cost for performing the requirements of this RFP.
Supplier’s compliance to the schedule of events including participation in pre-bid
conference, RFP review meeting and walk through if applicable.
Acceptability of product/services to the internal customer.
Overall product quality including the results of product testing.
Cost data (price, price protection and total cost of ownership).
Lead times and delivery schedules.
Ability to supply complete product line.
Value added proposals.
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University of Michigan Request for Proposal # M020811

Date February 8, 2011
Energy Star compliant, if appropriate.
Section 9. SIGNATURE PAGE
By virtue of submittal of a proposal, Supplier acknowledges:







That all of the requirements of this RFP have been read and understood.
That the Agreement has been read and understood.
That compliance with the Specifications/Qualifications and Agreement and any
applicable Supplemental Terms and Conditions will be assumed by the University if
not otherwise noted in the submittal.
That Supplier is not delinquent on the repayment of any Federal debt.
That Supplier is presently not debarred, suspended, proposed for debarment, declared
ineligible, nor voluntarily excluded from covered transactions by any Federal
department or agency.
Any responses, materials, correspondence, or documents provided to the University
are subject to the State of Michigan Freedom of Information Act and may be released
to third parties in compliance with that Act.
The individual signing below has authority to enter into this on behalf of Supplier.
CORPORATE NAME
________________________________________________
AUTHORIZED SIGNATURE: _____________________________________________
PRINT NAME:
________________________________________________
TITLE:
________________________________________________
DATE:
________________________________________________
ADDRESS:
________________________________________________
CITY:
________________________STATE: ____________________________
ZIP CODE: __________
PHONE #: __________________________
TOLL FREE #: _______________________FAX #: ____________________________
EMAIL ADDRESS: ______________________________________________________
The Internal Revenue Code requires recipients of payments which must be reported on Form 1099 to
provide their taxpayer identification number (TIN).
T.I.N. (Taxpayer Identification Number or Federal Identification Number, Social Security Number)
T.I.N. Number________________________ Social Security Number_____________________
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University of Michigan Request for Proposal # M020811
Date February 8, 2011
NOTE: If the address to submit purchase orders, remit payment or send additional request for proposals is different
from the above address, please indicate those addresses on a separate sheet and include with your response.
RFP M020811 Motor Repair
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University of Michigan Request for Proposal # M020811
Date February 8, 2011
ATTACHMENT A
STRATEGIC SUPPLIER AGREEMENT FOR GENERAL SERVICES
BETWEEN
THE REGENTS OF THE UNIVERSITY OF MICHIGAN
AND
XX
This AGREEMENT FOR XX SERVICES is made between THE REGENTS OF THE UNIVERSITY
OF MICHIGAN (“University”), a Michigan Constitutional Corporation, Ann Arbor, Michigan, and
XX (“Supplier”).
The following terms and conditions shall be observed. Any Supplier terms and conditions included with
Supplier’s invoice or any other document provided by Supplier shall be of no effect.
1.0
Description of Services. Supplier hereby agrees to provide XX Services, “Services” defined in
Exhibit A and to comply with all “Specifications”, which may be included in the Services
description at Exhibit A. The University shall use reasonable efforts to direct applicable request
of such Services to Supplier under this Agreement. Unless otherwise expressly stated herein, this
Agreement does not confer on Supplier the right to be the exclusive provider of the Services to
the University.
2.0
Term. The initial term of this Agreement will begin on XX and end on XX or until satisfactory
completion of services, whichever occurs first. At the end of the initial term, this Agreement
will be evaluated. If the parties agree that it is a mutually beneficial relationship, the Agreement
may be extended in writing for up to XX additional years. Time is of the essence in this
Agreement.
The University reserves the right to extend any resultant contract for a period of 90 days beyond
the normal expiration date. For any extension beyond that initial 90-day period the contract may
be extended, provided the terms, conditions and pricing are mutually acceptable and agreed to in
writing.
3.0
Performance Standard. Supplier agrees to perform the Services described in this Agreement to
the satisfaction of the University and with the standard of care and skill of an expert regularly
rendering Services of the type required by this Agreement, and in conformance with all
applicable federal, state, local and University law, regulation, ordinance and license.
4.0
Warranties and Representations of Supplier. Supplier acknowledges that the University is relying
on these representations and warranties as essential elements to this Agreement, representing as
they do, material inducements, without which the University would not have entered into this
Agreement.
4.1
General Services Warranty. Supplier warrants that all Services provided shall conform to
the level of quality performed by experts regularly rendering this type of Service.
Supplier warrants for ninety (90) days after accepted completion of a requested Service
that its Services are fully satisfactory to the University and will repair, replace or redo at
no additional cost to the University any unsatisfactory Services.
4.2
Qualifications. Supplier warrants that it, as well as its employees, agents and
subcontractors engaged to provide items or Services under this Agreement (collectively
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University of Michigan Request for Proposal # M020811
Date February 8, 2011
“Supplier Personnel”), has and will maintain all the skills, experience, and qualifications
necessary to provide the Services contemplated by this Agreement, including any
required training, registration, certification or licensure.
The required qualifications, by way of example only and without limitation, shall
expressly include (a) all qualifications identified in Exhibit A.
4.3
Conflict of Interest. Supplier warrants that to the best of Supplier’s knowledge, there
exists no actual or potential conflict between Supplier and the University, and its Services
under this Agreement, and in the event of change in either Supplier’s private interests or
Services under this Agreement, Supplier will inform the University regarding possible
conflict of interest which may arise as a result of the change. Supplier also affirms that,
to the best of Supplier’s knowledge, there exists no actual or potential conflict between a
University employee and Supplier.
4.4
Nondiscrimination. Supplier warrants that Supplier is an equal opportunity employer and
that, during the performance of this Agreement, it will comply with Federal Executive
Order 11246, as amended, The Rehabilitation Act of 1973, as amended, and the
respective regulations thereunder, and the Michigan Civil Rights Act of 1976.
4.5
Good Standing. Supplier warrants that Supplier is a legally organized entity in good
standing under the laws of the state of its organization and, where required, in good
standing under the laws of the State of Michigan.
4.6
Noninfringement. Supplier warrants that the Supplier’s Services and/or the University’s
use of products, processes, techniques and methodologies provided by Supplier or
developed by Supplier shall not infringe upon the copyright, patent or other proprietary
rights of others.
4.7
Not Excluded. Supplier warrants that neither Supplier, nor, to the best of Supplier’s
knowledge, Supplier Personnel, is excluded from participating in the Medicare or
Medicaid program nor currently debarred or suspended or listed on the General Services
Administration’s (“GSA”) List of Parties Excluded from Federal Procurement or
Nonprocurement Programs in accordance with Executive Orders 12549 and 12689,
“Debarment and Suspension”. Supplier shall immediately notify the University if it
becomes debarred or suspended during the term of this Agreement.
Supplier further represents that no adverse action by the federal government that will or
may result in exclusions from a federal health care program has occurred or is pending or
threatened against Supplier or its affiliates, or to the best of its knowledge, against any
Supplier Personnel. Supplier agrees that it shall not perform any act that shall cause
Supplier to be excluded from a federal health care program or debarred, suspended or
listed in the GSA’s List of Parties Excluded from Federal Procurement or
Nonprocurement Programs during the term of this Agreement.
4.8
Bonded. Supplier warrants that it is bonded as may be required by law for the Services.
5.0
Financial Arrangement. The detailed financial arrangement is in Exhibit B.
6.0
Termination.
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University of Michigan Request for Proposal # M020811
6.1
Termination for Breach. Either party may terminate this Agreement upon breach by the
other party of any material provision of this Agreement, provided the breach continues
for thirty (30) calendar days (“Cure Period”) after receipt by the breaching party of
written notice of the breach from the non-breaching party. Cure of the breach within the
Cure Period shall continue the Agreement in full force and effect, provided however three
(3) breaches of a material provision are an independent material breach not subject to
cure.
6.2
Immediate Termination. The University shall have the right to terminate this Agreement
immediately upon notice to Supplier should any of the following situations occur:
6.2.1
6.2.2
6.2.3
6.2.4
6.2.5
6.2.6
6.2.7
7.0
Date February 8, 2011
Supplier or Supplier Personnel do anything to harm the business reputation of the
University;
Supplier or any Supplier Personnel is excluded from a federal health care
program;
If any warranty or representation of the Supplier in this Agreement is or becomes
false or untrue;
A person’s health or safety is or may be in imminent and serious danger due to
the actions or inaction of Supplier or Supplier Personnel;
There may be imminent and serious harm to the environment or the University
property from Supplier’s acts or inactions or those of Supplier Personnel; or
The University reasonably determines Supplier has violated a law in providing
the Services.
Supplier cannot meet schedules or satisfy the requirements of the University.
6.3
Effect of Termination. Upon notice of termination for any reason, Supplier shall cease all
activity. Supplier has sixty (60) days from the date of termination to submit final
invoices under this Agreement. University will have no obligation to assist in billing
issues or issue payment under the terms of this agreement for invoices submitted after the
sixty (60) day period.
6.4
Without Cause Termination. It is expressly understood and agreed that either party may
terminate this Agreement, with or without cause, by providing at least ninety (90)
calendar days advance written notice of the termination date to the other party.
6.5
Change in Law. If, subsequent to the execution of this Agreement, it is determined by
either party’s legal counsel that this Agreement or any of its provisions may violate or
does violate any law, rule, or regulation, the parties agree to renegotiate the provision(s)
so that it (they), as well as this entire Agreement, complies with the law, rule or
regulation. If the parties are unable to come to an agreement within thirty (30) calendar
days, either party may, without further notice, immediately terminate this Agreement.
Compliance with Laws, Policies & Procedures. Supplier is advised that the University has
established a compliance program to assure compliance with applicable laws and University
policies designed to prevent and detect fraud, waste, and abuse. To the extent applicable to the
Services, Supplier shall fully comply with all federal, state, local, and University laws, rules,
regulations, ordinances, policies and licenses, including applicable building policies and
procedures,
the
University’s
Ordinances
(reference
website
http://www.umich.edu/~regents/ordinance.html) and any standards of the Centers for Medicare
and Medicaid Services (“CMS”), Michigan Department of Community Health (“MDCH”) and
The Joint Commission, all as may be amended from time to time. Supplier acknowledges that
Information about (1) the UMHS Compliance Program, (2) UMHS policies and procedures, (3)
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University of Michigan Request for Proposal # M020811
Date February 8, 2011
federal and state false claims and false statements laws, as well as (4) information about
whistleblower
protection
under
these
laws,
is
available
at
http://www.procurement.umich.edu/information_for_vendors.html .
Supplier agrees to further
disseminate information about applicable University policies, as necessary, to ensure that all
Supplier Personnel and subcontractors, as applicable, involved in performing the Services are
aware of the existence and location of applicable University policies as well as how and where to
make reports to the University regarding any compliance concerns. To the extent that University
policies provide for reviews or audits of claims or services arising from this Agreement, Supplier
agrees to participate in such audit insofar as it is relevant and applicable to Supplier and Supplier
Personnel’s interaction with University. If Supplier identifies potential non-compliance with any
applicable laws, regulations or policies in connection with the provision of the Services, Supplier
shall promptly contact the University of Michigan Compliance Hotline at 866-990-0111 and
provide details concerning the suspected wrongdoing sufficient to facilitate an investigation by
University.
Supplier shall be solely responsible for insuring that any recommendations made in connection
with the Services comply with all applicable federal, state, local and University laws, rules,
regulations, policies and procedures. Unless otherwise expressly provided for in this Agreement,
Supplier shall obtain and comply with all permits, licenses and similar authorizations that are
necessary to provide the Services. By executing this Agreement, Supplier warrants and
represents that it has all legally required licenses and permits needed to perform the Services.
8.0
Patents, Copyright, Data and Documents.
8.1
Whenever any invention or discovery is made or conceived by Supplier in the course of
or in connection with this Agreement, Supplier shall furnish to the University, within
thirty (30) days of the creation or conception, the complete information with respect to
such invention or discovery and the University shall have the sole power to determine
whether and where a patent application shall be filed and to determine the disposition of
title to and all rights under any application or patent that may result. Supplier shall, at the
University’s expense, execute (or cause to be executed) all documents and do (or cause to
be done) all things necessary or proper with respect to such patent application, including
causing Supplier Personnel to do the same.
8.2
All materials conceived or prepared by Supplier under this Agreement including but not
limited to any and all notes, designs, drawings, memoranda, reports, computer programs
and code (including supporting data), and the technical data, if any, furnished by Supplier
pursuant to this Agreement or developed by the Supplier in connection with the
performance of Services (“Work Product”) shall be the property of the University. All
Work Product shall be delivered to the University upon demand, and the University shall
have the right to use Work Product for any purpose that it may deem desirable without
the necessity of further compensating Supplier or any other person or persons for their
use.
Supplier hereby grants to the University all rights, title and interest in and to all Work
Product, and Supplier agrees that Work Product shall be considered “works made for
hire” made exclusively for the University under U.S. copyright laws. Supplier shall
execute all documents and do all things necessary or proper to give full effect to the
provisions of this section. In the event any Work Product shall not be a work for hire
under the U.S. copyright laws, Supplier and Supplier Personnel hereby assign to the
University all rights, title and interest in the work and agree to execute whatever
assignment of copyright and ancillary and confirmatory documents as may be required or
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University of Michigan Request for Proposal # M020811
Date February 8, 2011
appropriate to transfer exclusive title in the Work Product and any copyright in it to the
University.
8.3
9.0
Insurance.
9.1
10.0
If this Agreement is funded under a Government Prime Contract or Grant, which
provides a different disposition for 8.1 and 8.2 above, the latter will govern.
Insurance Coverages and Levels. Unless more specific insurance provisions are attached,
Supplier shall, at Supplier’s expense, obtain and maintain the following coverages:

Commercial general liability insurance, including contractual products and
completed operations insurance ($1 million per occurrence/$3 million annual
aggregate).

Professional Liability/Errors and Omissions Insurance with limits not less than
$1 million per occurrence and $2 million annual aggregate if the activity is
deemed professional in nature or performed by someone with a professional
designation and is excluded from the Commercial General Liability Insurance.

Worker’s Compensation at statutory limits in accordance with the
appropriate State of jurisdiction including Employer’s liability (with minimum
$500,000).

Automobile liability for owned, non-owned and hired vehicles minimum limit
($1 million each accident).

Supplier agrees to have the Regents of the University of Michigan added as
additional insured with respect to Commercial General Liability Insurance for
purposes of contract performance and incidents arising out of Agreement.

Supplier agrees to provide the University with thirty (30) days prior written
notice of any reduction in limits or cancellation of any of the above insurance.

If any of the required insurance is on a “claims made” basis and is cancelled
during the term of this agreement, Supplier agrees to purchase tail coverage or
prior acts coverage so that such insurance is in effect from the date the
Agreement is executed to three (3) years after its termination.

Supplier shall provide the University with a certificate of the above insurance
coverages and amounts. Compliance with the foregoing requirements as to
carrying insurance and furnishing evidence of it will not relieve the Supplier of
its liabilities and obligations under this Agreement.
Indemnity. Each party shall defend, indemnify and hold harmless the other party, its board
members, officers, employees, agents and students (if the University) from and against any costs,
losses, damages, liabilities, expenses, demands and judgments, including court costs and attorney
fees, which may arise out of the other party’s acts or omissions under this Agreement for which
the indemnifying party would be liable in law or equity.
The indemnifying party shall keep the other reasonably apprised of the continuing status of the
claim, including any proceedings resulting from it, and shall permit the other party, at its expense,
to participate in the defense or settlement of the claim. When a claim is resolved by the
indemnifying party’s payment of money, it shall have final authority regarding defense and
settlement. When a claim resolution requires equitable relief against the non-indemnifying party
or the indemnifying party has not or will not pay the money required for resolution, the parties
shall cooperate regarding defense and settlement.
11.0
Audit. The Supplier is responsible for keeping accurate and reasonable records related to its
performance and obligations under this Agreement. In particular, records will be kept
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University of Michigan Request for Proposal # M020811
Date February 8, 2011
documenting any price, cost or budget computations required under the Agreement. The Supplier
agrees that the University or its duly authorized representative has the right to audit any directly
pertinent books, documents, papers and records related to transactions and/or performance of the
terms and conditions of the Agreement. The Supplier shall make available to the University or its
agents all such records and documents for audit on the Supplier’s premises during regular and
reasonable working hours within ten (10) business days of a written request for availability.
Supplier agrees to either (a) allow the University to make and retain copies of those documents
useful for documenting the audit activity and results or (b) sequester the original or copies of
those documents the University identifies for later access by the University. The Supplier further
agrees to disclose within ninety (90) days of receipt any independent auditors’ reports, which bear
directly on the performance or administration of this Agreement.
The right to audit shall include periodic examinations of records throughout the term of the
Agreement and for a period of three (3) years after its termination. The right to audit shall also
apply to agents and subcontractors hired by the Supplier for the purpose of fulfilling the
Agreement.
In the event that audits discover substantive findings related to fraud,
misrepresentation or non-performance, the University may recoup the costs of the audit work
from the Supplier.
12.0
Confidentiality. Supplier shall keep confidential and not disclose to third parties any information
developed or created under this Agreement or provided by the University or by private
individuals, organizations or public agencies pursuant to this Agreement, including protected
financial information under Gramm-Leach-Bliley Act, unless Supplier has received the prior
written consent of the University to make the disclosure or unless required by law or legal
process. Only Supplier Personnel with a need to know may have access to or use University
information.
This obligation of confidentiality does not extend to information that is or shall become through
no fault of Supplier available to the general public. This provision shall survive expiration and
termination of this Agreement.
13.0
Removal of Supplier Personnel. If any Supplier Personnel repeatedly fails, in the University’s
sole discretion, to perform in a competent manner, and the University notifies Supplier in writing
that the Supplier Personnel is no longer acceptable to the University, citing the grounds and
specific supporting facts, then, after written notification from the University, Supplier shall no
longer schedule the Supplier Personnel to provide or support Services for the University under
this Agreement or any other Agreement with the University. The University, in its sole
discretion, may modify this prohibition upon presentation in writing by Supplier of adequate
reasons and facts for modifying the prohibition.
14.0
Operational Matters.
14.1
On-site Supplier Personnel shall follow and adhere to the University policies and
procedures applicable to the provision of the Services including, by way of example only
and without limitation (a) sign-in procedures, (b) identification badges, (c) executing
confidentiality statements, (d) participation in any required training, parking regulations.
Supplier acknowledges receipt of The University of Michigan Health System Policy
01-04-008 “Vendor Visitation and Interaction” and agrees to abide by the applicable
terms and conditions of the policy.
For policy see website link
http://www.procurement.umich.edu/files/vendor_policy.pdf
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University of Michigan Request for Proposal # M020811
Date February 8, 2011
14.2
Except as otherwise expressly provided in this Agreement, Supplier shall be responsible
for payment of all business expenses incurred while providing the Services.
14.3
Supplier agrees to timely cooperate and assist with any applicable performance
improvement and quality assurance activities of the University as they may relate to the
Services.
14.4
Supplier Cooperation. Supplier shall cooperate and make adjustments as necessary in the
methods and timing for provision of Services under this Agreement so that other
Suppliers and University personnel can perform their independent obligations to the
University.
14.5
Limitation on Supplier Personnel. Supplier agrees that unless otherwise approved by the
University in writing in advance, no Supplier Personnel shall provide services if any of
the following have occurred: (a) any applicable registration, certification, licensure
(including where applicable, Medicare/Medicaid provider status) of Supplier Personnel,
in any state, is or has been threatened with limitation, suspension, revocation or
exclusion; (b) any applicable registering, certifying, or licensing board reprimands,
sanctions or otherwise disciplines Supplier Personnel; or (c) a negligence or malpractice
claim related to the provision of the Services or similar services has been asserted against
Supplier Personnel.
14.6
Access to Books and Records. The parties agree that if this Agreement is subject to the
Medicare statutes and regulations governing access to books and records of
subcontractors (Section 952 of the Medicare and Medicaid provisions of the Omnibus
Reconciliation Act of 1980, which amends section 1861(V) (1) of the Social Security
Act), Supplier shall retain and, for four (4) years after Services are furnished by Supplier,
shall allow the authorized representatives of the Comptroller General, the University, and
the Department of Health and Human Services access to this Agreement and to the
books, records, and other documents of Supplier that are necessary to verify the nature
and extent of the costs of the Services. In the event Supplier receives a request for
access, Supplier agrees to notify the University immediately and to consult with the
University regarding what response will be made to the request. This Agreement to
provide access shall continue for four (4) years after the Services are terminated.
If Supplier carries out any responsibilities under this Agreement through the use of a
subcontractor, including any organization related by ownership or control with Supplier,
when the subcontract is worth or costs $10,000 or more over a twelve (12) month period,
Supplier shall obtain and forward to the University the subcontractor’s written promise to
be bound as Supplier is under this same access Agreement.
15.0
Duties of the University. Except as otherwise expressly provided in this Agreement, the
University will furnish Supplier with the space, facilities and accommodations, the University
deems reasonably necessary to support Supplier in the provision of the Services contemplated by
this Agreement.
16.0
Miscellaneous.
16.1
Use of the University Name and Marks. The University acknowledges Supplier’s right to
make, without the consent of the University, public statements regarding the existence of
the contract, its terms and conditions and an accurate description of the product or
Services being supplied. However, except as permitted by the previous sentence,
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University of Michigan Request for Proposal # M020811
Date February 8, 2011
Supplier may never make any public statement (for example a press release or any form
of advertisement) describing the University’s relationship with Supplier or implying or
stating the University’s endorsement of Supplier or Supplier’s product without the prior
written consent of the University’s Office of Communications. The University may
withhold its consent in its absolute discretion. Supplier acknowledges that the University
will require ten (10) business days to consider any request for consent. Supplier may not
under any circumstances use any University Trademark.
16.2
Use of Premises or the University Property. Supplier shall neither use nor allow Supplier
Personnel to use any part of the University premises or property for any purpose other
than the performance of the Services under this Agreement. Without limiting the
generality of the statement above, Supplier shall not use the University in any manner
that might jeopardize the Medicare provider status of the University or the tax
exemptions or casualty insurance of the University.
16.3
Independent Contractor Status of Parties. It is expressly understood that Supplier is an
independent contractor and not the agent, partner, or employee of the University.
Supplier and Supplier Personnel are not employees of the University and are not entitled
to tax withholding, Worker’s Compensation, unemployment compensation, or any
employee benefits, statutory or otherwise. Supplier shall not have any authority to enter
into any contract or agreement to bind the University and shall not represent to anyone
that Supplier has such authority.
16.4
Assignment. Supplier may not subcontract, assign or transfer this Agreement or any
interest or claim under this Agreement without prior written approval of the University.
Notwithstanding any consent by the University to any assignment, Supplier shall at all
times remain bound to all warranties, certifications, indemnifications, promises and
performances, however described, as are required of it under the Agreement unless
specifically released from the requirements, in writing, by the University. The Supplier
shall retain the right to pledge payment(s) due and payable under this Agreement to third
parties.
16.5
Notices. Any notice to either party must be in writing, signed by the party giving it, and
served to the addresses indicated on the Signature page (or to such other addressee as
may be later designated by written notice) by personal delivery, recognized overnight
courier service, or by the United States mail, first-class, certified or registered, postage
prepaid, return receipt requested. All such notices shall be effective when received, but
in no event later than three (3) days after mailing.
16.6
Entire Agreement, Amendment. This Agreement and its Exhibits constitute the entire
understanding between the parties with respect to the subject matter and may not be
amended except by an agreement signed by Supplier and an authorized representative of
the University. Any handwritten changes on the face of this document shall be ignored
and have no legal effect unless initialed by both parties.
16.7
Severability. The terms of this Agreement are severable. If any term or provision is
declared by a court of competent jurisdiction to be illegal, void, or unenforceable, the
remainder of the provisions shall continue to be valid and enforceable.
16.8
Governing Law, Construction and Venue. This Agreement shall be governed by and
construed under the laws of the State of Michigan without regard for principles of choice
of law. Any claims, demands, or actions asserted against The Regents of the University
RFP M020811 Motor Repair
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University of Michigan Request for Proposal # M020811
Date February 8, 2011
of Michigan shall be brought in the Michigan Court of Claims. Supplier, its successors
and assigns, consent to the jurisdiction of the Washtenaw County Circuit Court for the
State of Michigan with respect to any claims arising under this Agreement.
16.9
Headings. The paragraph headings in this Agreement are inserted for convenience only
and shall not be construed to limit or modify the scope of any provision of this
Agreement.
16.10
Waiver. No delay or omission by either party to exercise any right or remedy under this
Agreement shall be construed to be either acquiescence or the waiver of the ability to
exercise any right or remedy in the future.
16.11
Survivability. Provisions surviving termination or expiration of this Agreement are those
which on their face affect rights and obligations after termination or expiration and also
include provisions concerning indemnification, confidentiality, warranty and choice of
law and venue.
16.12
Execution. This Agreement may be executed in duplicate, each of which when executed
and delivered shall be an original. The parties acknowledge and agree that this
Agreement has been mutually discussed, negotiated, and drafted by the parties.
16.13
No Third Party Rights. Nothing in this Agreement shall be construed as creating or
giving rise to any rights in third parties or persons other than the named parties to this
Agreement.
16.14
Force Majeure. Neither Supplier nor the University shall be liable for failure to perform
its respective obligations under the Agreement when failure is caused by fire, explosion,
water, act of God, civil disorder or disturbances, strikes, vandalism, war, riot, sabotage,
weather and energy related closings, or like causes beyond the reasonable control of the
party (“Force Majeure Event”). In the event that either party ceases to perform its
obligations under this Agreement due to the occurrence of a Force Majeure Event, the
party shall: (a) as soon as practicable notify the other party in writing of the Force
Majeure Event and its expected duration; (b) take all reasonable steps to recommence
performance of its obligations under this Agreement as soon as possible, including, as
applicable, abiding by the disaster plan in place for the University. In the event that any
Force Majeure Event delays a party’s performance for more than thirty (30) calendar
days following notice by the delaying party pursuant to this Agreement, the other party
may terminate this Agreement immediately upon written notice.
16.15
Tax Exempt Status. Supplier acknowledges that the University is a tax-exempt
institution, granted such status by authorized taxing units of State of Michigan, and is
exempt from Federal Excise Tax and Michigan General Sales Tax (see Michigan Public
Act 167 of 1933.Section 4 as amended).
16.16
Dispute Resolution. Supplier and the University will attempt to settle any claim or
controversy arising from this Agreement through consultation and negotiation in good
faith and a spirit of mutual cooperation. The dispute will be escalated to appropriate
higher-level managers of the parties, if necessary.
16.17
Freedom of Information Act. Nothing in this Agreement shall in any way limit the ability
of the University to comply with any laws or legal process concerning disclosures by
public bodies. The parties acknowledge that any responses, materials, correspondence or
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University of Michigan Request for Proposal # M020811
Date February 8, 2011
documents provided to the University are subject to the State of Michigan Freedom of
Information Act (“Act”) and may be released to third parties in compliance with that Act
or any other law will not constitute a breach or threatened breach of this Agreement.
17.0
16.18
Supplier Damage to the University Property. Without regard to any other section of the
Agreement, Supplier shall be responsible for the costs to return to “as was” condition
from any damage caused to the building, grounds, or other equipment and furnishings
caused in whole or part by Supplier Personnel while performing activities arising under
this Agreement. Supplier shall immediately report in writing the occurrence of any
damage to the Building/Project Manager.
16.19
Supplier Clean-up. Supplier will remove all packing materials, rubbish and dirt from the
University premises associated with Supplier’s provision of Services under this
Agreement.
Confidentiality of Health Information.
The parties agree that Supplier’s provision of the Services under this Agreement does not
qualify Supplier as a “Business Associate” of the University as defined in regulations
promulgated under the Health Insurance Portability and Accountability Act of 1996,
(which act and regulations as amended, restated and superseded from time to time are
collectively referred to as “HIPAA”). Supplier will take all necessary steps to ensure
Supplier Personnel do not seek or obtain access to protected health information created,
maintain or received by the University. In the event the scope of Supplier’s Services
changes or HIPAA changes (including governmental guidance offered on HIPAA) such that
the University concludes the Agreement must be amended or further documents executed to
ensure the University’s compliance with HIPAA, the parties agree to promptly take all
actions necessary to ensure the University compliance with HIPAA.
17.1
18.0
In the event the scope of Supplier’s Services changes or HIPAA changes (including
governmental guidance offered on HIPAA) such that the University concludes the
Agreement must be amended or further documents executed to ensure the
University’s compliance with HIPAA, the parties agree to promptly take all actions
necessary to ensure the University compliance with HIPAA.
MIOSHA Record Keeping Compliance. If any Supplier Personnel (a) receives direct “dayto-day supervision” from a University employee and (b) becomes injured in the course and
scope of his/her work assignment, then the incident must be reported to the University’s
Work~Connections Program. For particular injuries, an Illness/Injury Report Form
(download from: http://www.umich.edu/~connect/forms.htm) must be completed and faxed
to the University’s Work~Connections office at (734) 936-1913, with seven (7) calendar days
of the Supplier Personnel reporting his/her injury or illness.
For purposes of this section, “day-to-day supervision” means the University supervises not
only the output, product, or result to be accomplished by Supplier Personnel, but also the
details, means, methods, and processes by which the work objective is accomplished.
Supplier agrees to timely cooperate with the University in completing any required
MIOSHA reporting. By way of example only and without limitation, Suppliers who meet
the above criteria (by providing Supplier Personnel who receive direct day-to-day
supervision from a University employee and become injured in the course and scope of
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University of Michigan Request for Proposal # M020811
Date February 8, 2011
his/her work assignment), agree to provide to the University information as follows: (a) the
total number of Supplier Personnel placed at the University during the calendar year, and
(b) the total hours worked by such Supplier Personnel during the calendar year. This
information needs to be faxed to Work~Connections by January 15 for the preceding
calendar year.
This Agreement becomes binding when signed by both parties.
SUPPLIER:
FOR
THE
REGENTS
OF
UNIVERSITY OF MICHIGAN:
By: _____________________________________
By: ___________________________________
Printed Name: ____________________________
Printed Name: ___________________________
Title: ___________________________________
Title: __________________________________
Date of Signature: _________________________
Address (for notices):
Date of Signature: ________________________
Address (for notices):
________________________________________
_______________________________________
________________________________________
_______________________________________
________________________________________
_______________________________________
________________________________________
_______________________________________
Federal Tax ID: ___________________________
Federal Tax ID: __________________________
RFP M020811 Motor Repair
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THE
University of Michigan Request for Proposal # M020811
Date February 8, 2011
EXHIBIT A
SCOPE OF SERVICES
General Services
1.0
Scope of Services to be Provided.
Motor Repair/Replacement
2.0
Changes, Alterations and Modifications to Services. The University may at any time by a written
order change the extent of the Services covered by this Agreement, the drawing, specifications or
other description, or the time of completion. Promptly upon receipt of the details of any change,
Supplier shall either advise the University that the change will not affect its costs, or furnish: (a)
a breakdown of estimated cost and changes to the Financial Arrangement of Exhibit B resulting
from the requested change, and (b) a statement of any necessary changes in the time of
completion. Supplier’s failure to advise the University within ten (10) days of the effect of any
change in cost or completion time shall constitute Supplier’s consent to conform to the change
without change to the Financial Arrangement, or without change in other terms and conditions of
this Agreement. If the change causes a material increase or decrease in costs, then an equitable
adjustment of the Financial Arrangement to be paid to Supplier shall promptly be negotiated by
the University and Supplier and incorporated as an amendment to this Contract.
3.0
Forms of order.
3.1
The University shall place orders with Supplier by the agreed upon means of
communications: M-MarketSite, Supplier’s Internet site, Telephone, Fax, and Sales
Representative(s). Upon receipt of an order, the Supplier will provide an “Order
Acknowledgement”(fax or email) to the person placing the order. Any associated
shipping fees and/or backordered items will be listed on the Order Acknowledgement.
3.2
Internet Ordering. Upon receipt of an Internet order, the Suppler will provide an email
“Order Acknowledgement” to the person placing the order. Any associated shipping fees
will be listed on the Order Acknowledgement.
3.3
M-marketsite Hosted Supplier. Supplier will participate in and receive orders from the
University’s online ordering system, M-marketsite. Supplier will provide and maintain
catalog information to be hosted on the site as defined in Schedule XX.
Or
M-marketsite Punch-out Supplier. Supplier will participate in and receive orders from the
University’s online ordering system, M-marketsite. Supplier will provide and maintain a
University specific online catalog to be accessed through a punch-out from M-marketsite as
defined in Schedule XX.
Or
Supplier hosted Internet ordering site. Supplier will develop and maintain an Internet
ordering site for the University. This site will contain only those items approved by the
University under this agreement and must be listed at the contract price. The Supplier will
update the items and pricing on this site only as approved by the university.
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University of Michigan Request for Proposal # M020811
4.0
5.0
Date February 8, 2011
Reporting
4.1
The Supplier must provide the following quarterly reports to the Procurement Services
Contract Administrator. This list is not all inclusive:
 Cost Savings Report
 Affirmative Action Purchasing Report
 Summary of all placed equipment with actual usage
 Service request and response time
 Backorder report
 Product error report
 Customer Service issues and actions taken to resolve problems
 Made in Michigan stats
 Environmentally friendly products and product specifications, including PDF
documents (examples, recycled content, compostable materials, or percentage of
post-consumer content)
 Actions Manufacturer and Supplier are taking to be a company practicing
sustainable manufacturing
4.2
The Supplier must provide an annual contract report that summarizes the information
provided in the quarterly reports that also includes future product and service goals and
improvements. Annual reports will also include the year’s summary of achievements and
any goals projected for the next year. This list is not all inclusive of what may be
requested. The University’s Strategic Contract Administrator will provide the correct
format and requested information.
4.3
The Supplier may be required to provide the following sales history information:
 Individual Orders: date, name of person placing the order, telephone number,
delivery address, department, item purchased, description, quantity purchased,
unit cost, design fees if applicable, shipping fees, and any other charges.
 Contract Statistics: date range of stats, number of orders, fill rates, on-time
delivery rates, error rates (product and service), new products, design fees if
applicable, shipping fees, other fees, percentage of sales of recycled/sustainable
products, and 2nd tier diversity spend.
4.4
Supplier is required to provide ad hoc reports upon request. Typically these reports are
specific in nature and requested for a specific University need.
Requirements.
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University of Michigan Request for Proposal # M020811
Date February 8, 2011
EXHIBIT B
FINANCIAL ARRANGEMENT
General Services
The University will pay fees to Supplier for Services performed under this Agreement as follows:
1.0
2.0
Pricing on Services.
1.1
Pricing. Supplier agrees to provide the Services listed in Schedule XX at the pricing in
Exhibit XX, which will be held firm for one year. The University and Supplier agree that
the pricing can be reviewed, at the University’s written request, for improved discounts.
1.2
Internet Pricing . The services and pricing offered in the Supplier’s Internet catalog will
be those services approved by the University at the University’s contract pricing. Internet
pricing changes and service updates will coincide with Agreement pricing changes and
updates. An M-MarketSite Hosted Supplier is responsible to provide initial catalog to
Higher Markets/SciQuest in the required format and to provide periodic service and
pricing updates per this Agreement. Supplier to use Higher Markets Content
Management Tool (CMT) to create and manage catalog. Details of the CMT are at:
http://www.sciquest.com/cmt. See Exhibit XX for Statement of Work detailing scope of
participating as an M-MarketSite Supplier.
1.3
Promotion purchases. Supplier agrees to provide to the University as a PROMOTION
PURCHASE any services offered to the general public at a price less than any net price
available in this Agreement at that price charged during the promotion period.
1.4
Price Negotiations. Price negotiations will begin at least ninety (90) days before a price
increase is requested to take effect. The University prior to the pricing increase being put
into effect must agree to such pricing increases.
Expenses.
2.1
Travel Expenses. Travel expenses must be itemized separately; actual and reasonable
expenses according to University policy as indicated in the Standard Practice Guide
relating to travel expenses will be reimbursed with Supplier's invoice. See website
http://spg.umich.edu/pdf/501.04-1.pdf
Travel costs are estimated to be
___________. Expenses in excess of this
estimate require [prior] [written] approval from the University.
2.2
Other Expenses.
All reimbursable expenses, such as photocopies, supplies,
photography, communication expenses and reproduction shall be billed at cost.
2.3
University Expenses. The University will be responsible for the following expenses:
[Insert if any]
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University of Michigan Request for Proposal # M020811
3.0
Date February 8, 2011
Invoicing.
3.1
Supplier shall deliver to the University a monthly summary invoice and a valid electronic
Supplier agrees to use the University’s on-line invoicing application to deliver electronic
invoices as detailed in the requirements which can be found at
http://www.procurement.umich.edu/msupplier_enablement.html.
Supplier agrees to
collaborate with the University to update their processes to meet requirements as
technology and applications change.
Or
3.1
Supplier agrees to use the University’s on-line invoicing application to deliver electronic
invoices as detailed in the requirements which can be found at
http://www.procurement.umich.edu/msupplier_enablement.html unless instructed by
Procurement Services to deliver a paper invoice for a specific purchase order. Supplier
agrees to collaborate with the University to update their processes to meet requirements
as technology and applications change.
3.2
The University’s preferred method of procurement under this Agreement is through Mmarketsite or by use of a Shortcode for phone or fax orders. Invoices will be submitted
according to the electronic billing procedures that can be found on the University’s
website at http://www.procurement.umich.edu/msupplier_enablement.html. If Supplier
accepts any other means of payment for an order from the University then all such orders
are to be under the terms and conditions of this Agreement. Supplier shall submit to the
University a check for XX% of those purchases not billed on the electronic invoice once
per month along with the submission of the invoice.
3.3
Special Invoicing Requirements. Supplier will provide direct invoicing to specified
University Departments when requested. Discount structures will be credited to Strategic
Supplier Program and not the individual department.
4.0
Payment Terms. Payment will be made within ten (10) business days after the University’s
receipt of a valid electronic invoice from Supplier if payment is made with check and is mailed;
or within thirteen (13) business days if payment is made by ACH. A 2% prompt payment
discount will be applied to all invoices OR 2% will be received by check from Supplier monthly
and no later than fifteen (15) days after payment is received. For the purpose of computing the
discount earned, payment is considered made on the date that appears on the payment check. The
University may withhold payment in whole or in part for products or services found by the
University to be defective, untimely, unsatisfactory, or otherwise not conforming to the products
description, or not in accordance with all applicable federal, state, and local laws, ordinances,
rules and regulations. The University may also withhold payment in whole or in part if the
invoice pricing submitted for payment is higher than the contract price or an invalid Purchase
Order or Shortcode is provided.
5.0
Taxes. The fees, expenses and costs payable under this Agreement include all applicable taxes
and shall not be changed as the result of the Supplier’s failure to include any applicable tax, or as
a result of any change in the Supplier’s tax liabilities.
6.0
Withhold Payment. The University, at its discretion, may withhold the whole or part of any
payments to Supplier to the extent appropriate to set off University losses or costs to protect the
University from loss, due to, but not limited to the following causes:
RFP M020811 Motor Repair
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University of Michigan Request for Proposal # M020811


7.0
Date February 8, 2011
Defective work not corrected.
Damage to personnel or property of University or third party caused by act, omission or
negligence of Supplier, or its agents or employees.
Discount/Rebate Information. Supplier agrees to (i) fully and accurately report discounts and
rebates to the Buyer on the invoice, coupon or statement submitted to Buyer; (ii) provide, upon
the Buyer's request, the documentation or assistance necessary to allow Buyer to meet its
reporting obligations to the government; and (iii) refrain from doing anything that would impede
Buyer from meeting its reporting obligations.
RFP M020811 Motor Repair
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University of Michigan Request for Proposal # M020811
Date February 8, 2011
ATTACHMENT B
INTENT TO RESPOND
MEMORANDUM TO BE COMPLETED AND RETURNED BY February 28, 2011.
TO:
Thysadenia Burgens
Sr. Procurement Agent
The University of Michigan
Procurement Services
1201 Kipke Dr. Ann Arbor, MI 48109
734-647-0032
FAX #:
734-763-1584
RE:
RFP M020811
DATE:
_____________
PAGES:
_____________
As requested, please accept this fax as evidence of our intention of responding to this request for
proposal. We have checked all items that apply:

We have all of the information that we need in order to prepare our proposal. We will be
submitting a RFP response.

We will attend the Pre-Bid Conference on February 25, 2011

We have questions that need to be addressed before we can prepare our proposal. Our
requests for additional information will be e-mailed to burgens@umich.edu as an
attachment in a word document.

We will not be responding to the aforementioned RFP; however, we would like to be
considered on future requirements.
COMPANY NAME:
_______________________________________________
AUTHORIZED SIGNATURE: ____________________________________________
TITLE:
_______________________________________________
PRINT NAME:
_______________________________________________
PHONE #:
_______________________________________________
TOLL FREE #: _______________________FAX #: ___________________________
RFP M020811 Motor Repair
Page 35 of 36
University of Michigan Request for Proposal # M020811
Date February 8, 2011
ATTACHMENT C: M-Marketsite Punchout Supplier Statement of Work
(SEE WEB-LINK http://www.procurement.umich.edu/MKS_Punch-out_SOW.pdf)
ATTACHMENT D: M-Marketsite Hosted Supplier Statement of Work
(SEE WEB-LINK http://www.finance.umich.edu/system/files/MKS_Hosted_SOW.pdf)
ATTACHMENT E: Statement of Work for eSettlements
(SEE WEB-LINK http://www.finance.umich.edu/system/files/eSettlements_SOW.pdf )
ATTACHMENT F: Supplier Functional Specification Questionnaire
(SEE WEB-LINK
http://www.finance.umich.edu/system/files/eSettlements_Functional_Specification_Questionnaire.doc )
ATTACHMENT G: eSettlements Item Loader
(SEE WEB-LINK http://www.finance.umich.edu/system/files/Item_loader+initial+creation.xlsm)
ATTACHMENT H: eSettlements Item Master Data Processes
(SEE WEB-LINK
http://www.finance.umich.edu/system/files/Final+Draft+Item+Maintenace+Processes+July+2009.pdf)
ATTACHMENT I: Supplier Integration Specification, eSettlements Flat File Invoice Integrations
(SEE WEB-LINK http://www.finance.umich.edu/system/files/Supplier_Integration_SpecFlat_File_Invoices.pdf)
ATTACHMENT J: eSettlements Flat File Loader
(SEE WEB-LINK http://www.finance.umich.edu/system/files/Flatfile_Loader.xlsm)
ATTACHMENT K: eSettlements Flat File Layout
(SEE WEB-LINK http://www.finance.umich.edu/system/files/eSettelments_Flat_File_Layout.xlsx )
ATTACHMENT L: ITEM LOADER MAINTENANCE CHANGE
(SEE WEB-LINK http://www.finance.umich.edu/system/files/Item_loader+maintenace+changes.xlsm )
ATTACHMENT M: MSUPPLIER PORTAL PASSWORD POLICY
(SEE WEB-LINK http://www.finance.umich.edu/system/files/MSupplier_Portal_Password_Policy.pdf)
ATTACHMENT N: eSettlement XML Invoice Integration Specification
(SEE WEB-LINK http://www.finance.umich.edu/system/files/Supplier_Integration_Spec-cXML_Invoces.pdf )
ATTACHMENT O: M020811 MOTORS PRICING SHEET
(SEE WEB-LINK http://finance.umich.edu/procurement/bid-board/M020811_Motor_Repair_RFP)
RFP M020811 Motor Repair
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