Understanding the complexities of contract amendments within the State of Michigan's procurement ecosystem necessitates familiarity with specific forms and their implications, notably the No. DTMB-3521 form, updated in April 2012. This form plays a critical role under the authorization of Act 431 of 1984, mandating its completion for the successful execution of contract changes. Its significance is underscored by the stipulated penalty for non-compliance: without duly completed and filed DTMB-3521 forms, planned contract modifications are not implemented. The form facilitates various adjustments, including but not limited to the extension of contract terms, revisions of contract value, and amendments to delivery schedules or payment terms. For instance, detailed in the form's recent usage records are notable adjustments to contracts for Dynamic Message Signs facilitated between the State of Michigan and vendors such as Ledstar, Inc., highlighting extensions, value adjustments, and the enforcement of options for additional contract years. These examples serve to illustrate the form's utility in maintaining the flexibility necessary for adapting to changing project needs or extending fruitful contracts beyond their original scope, all while ensuring compliance with state procurement regulations and safeguarding the interests of both the state and its contractual partners.
| Question | Answer |
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| Form Name | Form No Dtmb 3521 |
| Form Length | 103 pages |
| Fillable? | No |
| Fillable fields | 0 |
| Avg. time to fill out | 25 min 45 sec |
| Other names | NEMA, NTCIP, addendum to west michigan regional purchase agreement, MDOT |
Form No.
AUTHORITY: Act 431 of 1984
COMPLETION: Required
PENALTY: Contract change will not be executed unless form is filed
STATE OF MICHIGAN
DEPARTMENT OF TECHNOLOGY, MANAGEMENT AND BUDGET
PROCUREMENTMay 19, 2014 P.O. BOX 30026, LANSING, MI 48909
OR
525 W. ALLEGAN, LANSING, MI 48933
CHANGE NOTICE NO. 4
to
CONTRACT NO. 071B9200263
between
THE STATE OF MICHIGAN
and
NAME & ADDRESS OF CONTRACTOR: |
PRIMARY CONTACT |
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Ledstar, Inc. |
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Milan Patel |
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milan@ledstar.com |
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131 Westcreek Drive |
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TELEPHONE |
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CONTRACTOR #, MAIL CODE |
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Woodbridge, Ontario, L4L 9N6 |
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(905) |
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STATE CONTACTS |
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AGENCY |
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CONTRACT COMPLIANCE |
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MDOT |
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Michele Mueller |
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mmuellerm2@michigan.gov |
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INSPECTOR |
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BUYER |
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DTMB |
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Sue Cieciwa |
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(517) |
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cieciwas@michigan.gov |
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CONTRACT SUMMARY: |
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DESCRIPTION: Dynamic Message Signs – Michigan Department of Transportation |
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INITIAL EFFECTIVE DATE |
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INITIAL EXPIRATION |
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INITIAL AVAILABLE |
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EXPIRATION DATE BEFORE CHANGE(S) |
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DATE |
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OPTIONS |
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NOTED BELOW |
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July 21, 2009 |
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July 20, 2012 |
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2, one year |
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July 20, 2014 |
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PAYMENT TERMS |
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F.O.B |
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SHIPPED |
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SHIPPED FROM |
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Net 45 Days ARO |
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Delivered |
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Canada |
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ALTERNATE PAYMENT OPTIONS: |
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AVAILABLE TO MiDEAL PARTICIPANTS |
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Direct Voucher (DV) |
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Other |
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Yes |
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No |
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MINIMUM DELIVERY REQUIREMENTS: |
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1 Unit |
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DESCRIPTION OF CHANGE NOTICE:
EXTEND CONTRACT |
EXERCISE CONTRACT |
EXTENSION BEYOND |
LENGTH OF |
EXPIRATION DATE |
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EXPIRATION DATE |
OPTION YEAR(S) |
CONTRACT OPTION YEARS |
OPTION/EXTENSION |
AFTER CHANGE |
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No |
Yes |
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Six Months |
January 20, 2015 |
VALUE/COST OF CHANGE NOTICE: |
ESTIMATED REVISED AGGREGATE CONTRACT VALUE: |
$360,000.00 |
$4,612,808.00 |
Effective June 10, 2014, this Contract is EXTENDED six months, therefore the Contract expiration date is hereby CHANGED to January 20, 2015. In addition, this Contract is hereby INCREASED by $360,000.00
All other terms, conditions, specifications, and pricing remain unchanged.
Per agency request dated May 2, 2014, DTMB, Procurement request dated May 13, 2014, vendor agreement by email dated May 13, 2014.
Form No.
AUTHORITY: Act 431 of 1984
COMPLETION: Required
PENALTY: Contract change will not be executed unless form is filed
STATE OF MICHIGAN
DEPARTMENT OF TECHNOLOGY, MANAGEMENT AND BUDGET
PROCUREMENT
P.O. BOX 30026, LANSING, MI 48909
OR
530 W. ALLEGAN, LANSING, MI 48933
CHANGE NOTICE NO. 3
to
CONTRACT NO. 071B9200263
between
THE STATE OF MICHIGAN
and
NAME & ADDRESS OF CONTRACTOR: |
PRIMARY CONTACT |
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Ledstar, Inc. |
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Milan Patel |
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milan@ledstar.com |
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131 Westcreek Drive |
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TELEPHONE |
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CONTRACTOR #, MAIL CODE |
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Woodbridge, Ontario, L4L 9N6 |
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(905) |
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STATE CONTACTS |
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AGENCY |
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NAME |
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PHONE |
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CONTRACT COMPLIANCE |
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MDOT |
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Michele Mueller |
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muellerm2@michigan.gov |
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INSPECTOR |
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BUYER |
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DTMB |
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Jim Wilson |
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Wilsonj4@michigan.gov |
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CONTRACT SUMMARY: |
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DESCRIPTION: Dynamic Message Signs - MDOT |
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INITIAL EFFECTIVE DATE |
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INITIAL EXPIRATION |
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INITIAL AVAILABLE |
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EXPIRATION DATE BEFORE CHANGE(S) |
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DATE |
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OPTIONS |
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NOTED BELOW |
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July 21, 2009 |
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July 20, 2012 |
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2, one year |
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July 20, 2013 |
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PAYMENT TERMS |
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F.O.B |
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SHIPPED |
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SHIPPED FROM |
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Net 45 ARO |
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Delivered |
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Canada |
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ALTERNATE PAYMENT OPTIONS: |
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AVAILABLE TO MiDEAL PARTICIPANTS |
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Direct Voucher (DV) |
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Other |
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Yes |
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No |
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MINIMUM DELIVERY REQUIREMENTS: |
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1 Unit
DESCRIPTION OF CHANGE NOTICE:
EXTEND CONTRACT |
EXERCISE CONTRACT |
EXTENSION BEYOND |
LENGTH OF |
EXPIRATION DATE |
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EXPIRATION DATE |
OPTION YEAR(S) |
CONTRACT OPTION YEARS |
OPTION/EXTENSION |
AFTER CHANGE |
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No |
Yes |
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1 year |
July 20, 2014 |
VALUE/COST OF CHANGE NOTICE: |
ESTIMATED REVISED AGGREGATE CONTRACT VALUE: |
$0.00 |
$4,252,808.00 |
Effective June 12, 2013, the contract exercises an option year. New contract end date is July 20, 2014
Form No.
AUTHORITY: Act 431 of 1984
COMPLETION: Required
PENALTY: Contract change will not be executed unless form is filed
STATE OF MICHIGAN
DEPARTMENT OF TECHNOLOGY, MANAGEMENT AND BUDGET June 28, 2012
PROCUREMENT
P.O. BOX 30026, LANSING, MI 48909
OR
530 W. ALLEGAN, LANSING, MI 48933
CHANGE NOTICE NO. 2
to
CONTRACT NO. 071B9200263
between
THE STATE OF MICHIGAN
and
NAME & ADDRESS OF CONTRACTOR: |
PRIMARY CONTACT |
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Ledstar, Inc. |
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Milan Patel |
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milan@ledstar.com |
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131 Westcreek Drive |
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TELEPHONE |
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CONTRACTOR #, MAIL CODE |
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Woodbridge Ontario, L4L 9N6 |
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(905) |
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STATE CONTACTS |
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AGENCY |
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NAME |
PHONE |
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CONTRACT COMPLIANCE |
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MDOT |
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Michele Mueller |
(248) |
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muellerm2@michigan.gov |
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INSPECTOR: |
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Don |
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BUYER: |
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DTMB |
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Mandernach |
(517) |
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mandernachd@michigan.gov |
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CONTRACT SUMMARY:
DESCRIPTION: Dynamic Message Signs - MDOT
INITIAL EFFECTIVE |
INITIAL |
AVAILABLE |
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DATE |
EXPIRATION DATE |
OPTIONS |
CURRENT EXPIRATION DATE |
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7/21/2009 |
7/20/2012 |
2, 1 Yr. Options |
7/20/2012 |
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PAYMENT TERMS |
F.O.B |
SHIPPED |
SHIPPED FROM |
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Net 45 ARO |
Delivered |
90 - 120 Days ARO |
Canada |
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ALTERNATE PAYMENT OPTIONS: |
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AVAILABLE TO MiDEAL PARTICIPANTS |
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Direct Voucher (DV) |
Other |
YES |
NO |
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MINIMUM DELIVERY REQUIREMENTS:
1 Unit
DESCRIPTION OF CHANGE NOTICE:
OPTION EXERCISED:
NO |
YES |
IF YES,EFFECTIVE DATE OF CHANGE:
7/21/2012
NEW EXPIRATION DATE:
7/20/2013
Effective immediately, the first of the two available option years will be utilized.
All other terms, condition, specifications, and pricing remain the same.
Per agency (ITRAC request
VALUE/COST OF CHANGE NOTICE: |
$0.00 |
ESTIMATED REVISED AGGREGATE CONTRACT VALUE: |
$4,252,808.00 |
Form No. DMB 234 (Rev. 1/96)
AUTHORITY: Act 431 of 1984
COMPLETION: Required
PENALTY: Contract will not be executed unless form is filed
STATE OF MICHIGAN
DEPARTMENT OF MANAGEMENT AND BUDGET November 8, 2011
PROCUREMENT
P.O. BOX 30026, LANSING, MI 48909
OR
530 W. ALLEGAN, LANSING, MI 48933
CHANGE NOTICE NO. 1
OF
CONTRACT NO. 071B9200263 between
THE STATE OF MICHIGAN
and
NAME & ADDRESS OF CONTRACTOR
Ledstar, Inc.
131 Westcreek Drive
Woodbridge Ontario, L4L 9N6
Email: Milan@ledstar.com
TELEPHONE Milan Patel
(905)
CONTRACTOR NUMBER/MAIL CODE
BUYER/CA (517)
Klatra Pickett
Contract Compliance Inspector: Michelle R. Mueller: muellerm2@michigan.gov
Dynamic Message Signs – MDOT
CONTRACT PERIOD: 3 yrs. + 2 |
From: July 21, 2009 |
To: July 20, 2012 |
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TERMS |
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SHIPMENT |
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Net 45 ARO |
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90 to 120 Days ARO |
F.O.B. |
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SHIPPED FROM |
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Delivered |
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Canada |
MINIMUM DELIVERY REQUIREMENTS
1 Unit
MISCELLANEOUS INFORMATION:
NATURE OF CHANGE(S):
For maintenance access, currently the large dynamic message signs are not set up for rear door entry. On October 21, 2011, the Michigan Department of Transportation (MDOT) received additional federal funding for eight (8) custom rear door access (parts and labor) and design, engineering and drawings. This contract will be INCREASED by $14,658.00. This is allowed under current contract language.
All other terms, conditions, specifications, and pricing remain unchanged.
AUTHORITY/REASON(S):
Per Purchase Request (PRF) from MDOT, dated 10/12/2011.
INCREASE: $14,658.00
TOTAL REVISED ESTIMATED CONTRACT VALUE: $4,252,808.00
Form No. DMB 234 (Rev. 1/96)
AUTHORITY: Act 431 of 1984
COMPLETION: Required
PENALTY: Contract will not be executed unless form is filed
STATE OF MICHIGAN
DEPARTMENT OF MANAGEMENT AND BUDGET
PURCHASING OPERATIONS
P.O. BOX 30026, LANSING, MI 48909
OR
530 W. ALLEGAN, LANSING, MI 48933
CONTRACT NO. |
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071B9200263 |
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between |
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THE STATE OF MICHIGAN |
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NAME & ADDRESS OF CONTRACTOR |
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TELEPHONE Milan Patel |
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(905) |
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Ledstar, Inc. |
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CONTRACTOR NUMBER/MAIL CODE |
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131 Westcreek Drive |
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Woodbridge Ontario, L4L 9N6 |
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BUYER/CA (517) |
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Email: Milan@ledstar.com |
Seleana Samuel |
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Contract Compliance Inspector: Michelle R. Mueller: muellerm2@michigan.gov
Dynamic Message Signs – MDOT
CONTRACT PERIOD: 3 yrs. + 2 |
From: July 21, 2009 |
To: July 20, 2012 |
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TERMS |
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SHIPMENT |
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Net 45 ARO |
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90 to 120 Days ARO |
F.O.B. |
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SHIPPED FROM |
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Delivered |
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Canada |
MINIMUM DELIVERY REQUIREMENTS
1 Unit
MISCELLANEOUS INFORMATION:
The terms and conditions of this Contract are those of ITB #071I9200147, this Contract Agreement and the vendor's quote dated April 4, 2009. In the event of any conflicts between the specifications, and terms and conditions, indicated by the State and those indicated by the vendor, those of the State take precedence.
Estimated Contract Value: $4,238,150.00
THIS IS NOT AN ORDER: This Contract Agreement is awarded on the basis of our inquiry bearing the ITB No. 071I9200147. Orders for delivery will be issued directly by the Department of Transportation through the issuance of a Purchase Order Form.
All terms and conditions of the invitation to bid are made a part hereof.
FOR THE CONTRACTOR:
Ledstar, Inc.
Firm Name
Authorized Agent Signature
Authorized Agent (Print or Type)
Date
FOR THE STATE:
Signature
Anthony DesChenes, Director
Name/Title
Commodities Division, Purchasing
Operations
Division
Date
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Table of Contents |
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DEFINITIONS |
1 |
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Article 1 – Statement of Work (SOW) |
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1.010 |
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Project Identification |
3 |
1.011 |
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Project Request |
3 |
1.012 |
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Background |
3 |
1.020 |
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Scope of Work and Deliverables |
3 |
1.021 |
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In Scope |
3 |
1.022 |
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Work and Deliverable |
3 |
1.030 |
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Roles and Responsibilities |
3 |
1.031 |
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Contractor Staff, Roles, and Responsibilities |
3 |
1.040 |
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Project Plan |
4 |
1.041 |
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Project Plan Management |
4 |
1.042 |
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Reports |
4 |
1.050 |
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Acceptance |
4 |
1.051 |
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Criteria |
4 |
1.052 |
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Final Acceptance |
5 |
1.060 |
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Proposal Pricing |
5 |
1.061 |
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Proposal Pricing |
5 |
1.062 |
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Price Term |
5 |
1.063 |
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Tax Excluded from Price |
5 |
1.064 |
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Holdback – Deleted Not Applicable |
5 |
1.070 |
Commodity Requirements and Terms |
5 |
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Product Quality |
5 |
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1.0701 |
Specifications |
6 |
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1.0702 |
Alternate Bids – Deleted Not Applicable |
6 |
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1.0703 |
Research and Development |
6 |
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1.0704 |
Quality Assurance Program |
6 |
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1.0705 |
Warranty for Products or Services |
6 |
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1.0706 |
Training |
7 |
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1.0707 |
Special Programs (Deleted Not Applicable) |
7 |
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1.0708 |
Security |
7 |
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Delivery Capabilities |
8 |
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1.0709 |
Time Frames |
8 |
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1.0710 |
Minimum Order |
8 |
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1.0711 |
Packaging |
8 |
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1.0712 |
Palletizing – Deleted Not Applicable |
8 |
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1.0713 |
Delivery Term |
8 |
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1.0714 |
Contract Performance (Deleted Not Applicable) |
8 |
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1.0715 |
Place of Performance |
8 |
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1.0716 |
Environmental Requirements (Deleted Not Applicable) |
9 |
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1.0717 |
Subcontractors |
9 |
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1.0718 |
Reports and Meetings – Deleted Not Applicable |
9 |
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1.0719 |
Samples/Models – Deleted Not Applicable |
9 |
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1.080 |
Additional Requirements |
9 |
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1.081 |
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Additional Terms and Conditions specific to this Contract |
9 |
Article 2, Terms and Conditions |
10 |
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2.000 |
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Contract Structure and Term |
10 |
2.001 |
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Contract Term |
10 |
2.002 |
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Options to Renew |
10 |
2.003 |
Legal Effect |
10 |
2.004 |
Attachments & Exhibits |
10 |
2.005 |
Ordering |
10 |
2.006 |
Order of Precedence |
10 |
2.007 |
Headings |
11 |
2.008 |
Form, Function & Utility |
11 |
2.009 |
Reformation and Severability |
11 |
2.010 |
Consents and Approvals |
11 |
2.011 |
No Waiver of Default |
11 |
2.012 |
Survival |
11 |
2.020 |
Contract Administration |
11 |
2.021 |
Issuing Office |
11 |
2.022 |
Contract Compliance Inspector (CCI) |
11 |
2.023 |
Project Manager |
12 |
2.024 |
Change Requests |
12 |
2.025 |
Notices |
13 |
2.026 |
Binding Commitments |
13 |
2.027 |
Relationship of the Parties |
13 |
2.028 |
Covenant of Good Faith |
13 |
2.029 |
Assignments |
13 |
2.030 |
General Provisions |
14 |
2.031 |
Media Releases |
14 |
2.032 |
Contract Distribution |
14 |
2.033 |
Permits |
14 |
2.034 |
Website Incorporation |
14 |
2.035 |
Future Bidding Preclusion |
14 |
2.036 |
Freedom of Information |
14 |
2.037 |
Disaster Recovery |
14 |
2.040 |
Financial Provisions |
14 |
2.041 |
Fixed Prices for Services/Deliverables |
14 |
2.042 |
Adjustments for Reductions in Scope of Services/Deliverables |
15 |
2.043 |
Services/Deliverables Covered |
15 |
2.044 |
Invoicing and Payment – In General |
15 |
2.045 |
15 |
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2.046 |
Antitrust Assignment |
15 |
2.047 |
Final Payment |
15 |
2.048 |
Electronic Payment Requirement |
16 |
2.050 |
Taxes |
16 |
2.051 |
Employment Taxes |
16 |
2.052 |
Sales and Use Taxes |
16 |
2.060 |
Contract Management |
16 |
2.061 |
Contractor Personnel Qualifications |
16 |
2.062 |
Contractor Key Personnel |
16 |
2.063 |
17 |
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2.064 |
Contractor Personnel Location |
17 |
2.065 |
Contractor Identification |
17 |
2.066 |
Cooperation with Third Parties |
17 |
2.067 |
Contract Management Responsibilities |
17 |
2.068 |
Contractor Return of State Equipment/Resources |
18 |
2.070 |
Subcontracting by Contractor |
18 |
2.071 |
Contractor full Responsibility |
18 |
2.072 |
State Consent to delegation |
18 |
2.073 |
Subcontractor bound to Contract |
18 |
2.074 |
Flow Down |
18 |
2.075 |
Competitive Selection |
19 |
2.080 |
State Responsibilities |
19 |
2.081 |
Equipment |
19 |
2.082 |
Facilities |
19 |
2.090 |
Security |
19 |
2.091 |
Background Checks |
19 |
2.092 |
Security Breach Notification |
19 |
2.093 |
PCI Data Security Requirements – Delete Not Applicable |
19 |
2.100 |
Confidentiality |
20 |
2.101 |
Confidentiality |
20 |
2.102 |
Protection and Destruction of Confidential Information |
20 |
2.103 |
Exclusions |
20 |
2.104 |
No Implied Rights |
21 |
2.105 |
Respective Obligations |
21 |
2.110 |
Records and Inspections |
21 |
2.111 |
Inspection of Work Performed |
21 |
2.112 |
Examination of Records |
21 |
2.113 |
Retention of Records |
21 |
2.114 |
Audit Resolution |
21 |
2.115 |
Errors |
21 |
2.120 |
Warranties |
22 |
2.121 |
Warranties and Representations |
22 |
2.122 |
Warranty of Merchantability |
23 |
2.123 |
Warranty of Fitness for a Particular Purpose |
23 |
2.124 |
Warranty of Title |
23 |
2.125 |
Equipment Warranty- (Reserved) |
23 |
2.126 |
Equipment to be New |
24 |
2.127 |
Prohibited Products |
24 |
2.128 |
Consequences For Breach |
24 |
2.130 |
Insurance |
24 |
2.131 |
Liability Insurance |
24 |
2.132 |
Subcontractor Insurance Coverage |
26 |
2.133 |
Certificates of Insurance and Other Requirements |
26 |
2.140 |
Indemnification |
26 |
2.141 |
General Indemnification |
26 |
2.142 |
Code Indemnification |
27 |
2.143 |
Employee Indemnification |
27 |
2.144 |
Patent/Copyright Infringement Indemnification |
27 |
2.145 |
Continuation of Indemnification Obligations |
27 |
2.146 |
Indemnification Procedures |
27 |
2.150 |
Termination/Cancellation |
28 |
2.151 |
Notice and Right to Cure |
28 |
2.152 |
Termination for Cause |
28 |
2.153 |
Termination for Convenience |
29 |
2.154 |
Termination for |
29 |
2.155 |
Termination for Criminal Conviction |
30 |
2.156 |
Termination for Approvals Rescinded |
30 |
2.157 |
Rights and Obligations upon Termination |
30 |
2.158 |
Reservation of Rights |
30 |
2.160 |
Termination by Contractor |
30 |
2.161 |
Termination by Contractor |
30 |
2.170 |
Transition Responsibilities |
31 |
2.171 |
Contractor Transition Responsibilities |
31 |
2.172 |
Contractor Personnel Transition |
31 |
2.173 |
Contractor Information Transition |
31 |
2.174 |
Contractor Software Transition |
31 |
2.175 |
Transition Payments |
31 |
2.176 |
State Transition Responsibilities |
32 |
2.180 |
Stop Work |
32 |
2.181 |
Stop Work Orders |
32 |
2.182 |
Cancellation or Expiration of Stop Work Order |
32 |
2.183 |
Allowance of Contractor Costs |
32 |
2.190 |
Dispute Resolution |
33 |
2.191 |
In General |
33 |
2.192 |
Informal Dispute Resolution |
33 |
2.193 |
Injunctive Relief |
33 |
2.194 |
Continued Performance |
33 |
2.200 |
Federal and State Contract Requirements |
34 |
2.201 |
Nondiscrimination |
34 |
2.202 |
Unfair Labor Practices |
34 |
2.203 |
Workplace Safety and Discriminatory Harassment |
34 |
2.204 |
Prevailing Wage |
34 |
2.210 |
Governing Law |
35 |
2.211 |
Governing Law |
35 |
2.212 |
Compliance with Laws |
35 |
2.213 |
Jurisdiction |
35 |
2.220 |
Limitation of Liability |
35 |
2.221 |
Limitation of Liability |
35 |
2.230 |
Disclosure Responsibilities |
35 |
2.231 |
Disclosure of Litigation |
35 |
2.232 |
Call Center Disclosure – Delete Not Applicable |
36 |
2.233 |
Bankruptcy |
36 |
2.240 |
Performance |
36 |
2.241 |
Time of Performance |
36 |
2.242 |
Service Level Agreements (SLAs)- (Reserved) |
37 |
2.243 |
Liquidated Damages – (Reserved) |
37 |
2.244 |
Excusable Failure |
37 |
2.250 |
Approval of Deliverables |
37 |
2.251 |
Delivery Responsibilities |
37 |
2.252 |
Delivery of Deliverables |
38 |
2.253 |
Testing |
38 |
2.254 |
Approval of Deliverables, In General |
38 |
2.255 |
Process For Approval of Written Deliverables |
39 |
2.256 |
Process for Approval of Services |
39 |
2.257 |
Process for Approval of Physical Deliverables |
40 |
2.258 |
Final Acceptance |
40 |
2.260 |
Ownership |
40 |
2.261 |
Ownership of Work Product by State |
40 |
2.262 |
Vesting of Rights |
40 |
2.263 |
Rights in Data |
40 |
2.264 |
Ownership of Materials |
41 |
2.270 |
State Standards |
41 |
2.271 |
Existing Technology Standards |
41 |
2.272 |
Acceptable Use Policy |
41 |
2.273 |
Systems Changes |
41 |
2.280 |
Extended Purchasing – Deleted Not Applicable |
41 |
2.281 |
MiDEAL – Deleted Not Applicable |
41 |
2.282 |
State Employee Purchases – Deleted Not Applicable |
41 |
2.290 |
Environmental Provision |
41 |
2.291 |
Environmental Provision |
41 |
2.300 |
Other Provisions |
43 |
|
2.311 Forced Labor, Convict Labor, Forced or Indentured Child Labor, or Indentured Servitude |
|
|
Made Materials |
43 |
Attachment A, Specifications for Dynamic Message Sign, Large
Attachment B, Specifications for Dynamic Message Sign, Small
Attachment C, Price Proposal
Attachment D, Criteria for Dynamic Message Sign, Large
Attachment E, Criteria for Dynamic Message Sign, Small