000944 RFP.pdf

Electrical Feeder Engineering Services

Request for Proposal (RFP) Event #000944

Distributed by:

Oakland County Procurement Division 2100 Pontiac Lake Road, Bldg. 41W

Waterford, MI 48328

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E v e n t # 0 0 0 9 4 4

Table of Contents

Table of Contents Section 1.0: Scope of Work

1.1 Introduction

1.2 Solicitation Timeline

1.3 Scope of Services

Project Overview

1.4 Qualifications

Section 2.0: Bidder Information and Acceptance

2.1 Bidder Profile

2.2 References

2.3 Certificate of Compliance with Public Act of 517 of 2012

2.4 Technical Proposal

Section 3.0: Bidding, Evaluation, Selection, & Award Process

3.1 Oakland County Responsibility

3.2 Truth and Accuracy of Representations

3.3 Bidders Questions

3.4 Preparation of the Proposal

3.5 Adherence to Mandatory Requirements (Pass/Fail)

3.6 Evaluation Process

3.7 Evaluation Criteria and Award

3.8 Optional Tools to Enhance Evaluation Process

3.9 Oakland County Option to Reject Proposals

3.10 Freedom of Information Act

3.11 Contacts with Oakland County Personnel

3.12 Final Agreement Award Determination

3.13 Changes and Addenda to Proposal Documents

3.14 Reservation of Rights

3.15 Withdrawal of Proposal

3.16 Cancellation

Section 4.0: General Terms & Conditions

4.1 Gifts/Gratuities

4.2 Interests of Bidder and County

4.3 Indemnification and Hold Harmless

4.4 Taxes & Payment Terms

4.5 Equal Employment Opportunity

4.6 Nondiscrimination

4.7 Governing Law and Venue

4.8 Compliance with Laws and Regulations

4.9 Advertising

Attachment A – Pricing Sheet Attachment B – Professional Services Terms and Conditions Template Attachment C – Electrical Feeder Map

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Section 1.0: Scope of Work

1.1 Introduction

The Oakland County Procurement Division, on behalf of the Facilities Management/Capital Planning & Design Division, is requesting proposals to provide engineering design services for the replacement of the Oakland County campus electrical feeder system. The purpose of this competitive Request for Proposal (RFP) is to promote and ensure the fairest, most efficient means to obtain the best value to Oakland County shall be assessed in accordance with the established evaluation criteria outlined in this RFP.

Oakland County, Michigan is in southeast Michigan, immediately north of the City of Detroit. The County covers 910 square miles and encompasses 62 cities, villages and townships (CVTs).

Located astride the Interstate 75 corridor and at the heart of “Automation Alley”, Oakland County is a world technology center. Oakland County’s population is approximately 1.2 million, encompasses 545,000 parcels of property, and features one of the lowest operating tax rates in the state of Michigan. Oakland County is one of the few counties in the nation with a AAA bond rating.

Additional information can be found on Oakland County’s website.

Capital Planning & Design is a division of the Facilities Management Department. The Facilities Management Department plans, designs, constructs, renovates, operates, maintains, repairs, and provides security for the facilities and grounds owned and maintained by the Oakland County General Fund.

This RFP is not a contractual offer or commitment to purchase services. Proposals must conform to the procedures, format, and content requirements outlined in this document. Significant deviations or failure to submit required information may be grounds for disqualification. Oakland County reserves the right to waive, at its discretion, any irregularity or informality that Oakland County deems correctable or otherwise not warranting rejection of the RFP.

1.2 Solicitation Timeline

Activity Date

Request for Proposal Released 6/11/2025

Optional Pre-Bid Meeting 6/23/2025 at 10:00 AM EST

Requests for Clarification Due 6/25/2025 at 5:00 PM EST

Proposals Due 7/10/2025 at 2:00 PM EST

All documentation for this event is available on the Michigan Inter-governmental Trade Network (MITN). Bidders are to register as a Supplier on the MITN website. If help is needed, call the MITN help line 800-835-4603.

The primary contact for this RFP is Andy Krumwiede. All questions should be submitted in MITN and will be answered in the form of an addendum to the RFP.

The Pre-Bid Meeting is (NON-)MANDATORY.

http://www.oakgov.com/ https://www.bidnetdirect.com/mitn/oakland-county https://www.bidnetdirect.com/mitn/oakland-county

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It is the responsibility of the Bidder to check the MITN website for addendums.

1.3 Scope of Services

The Scope of Services for this Proposal is to solely represent the interests of the County.

A. The Bidder(s) will be responsible for services including, but not limited to:

Project Overview

The Capital Planning & Design Division (CPD) is embarking on a project that will encompass a comprehensive full replacement and upgrade of the existing electrical distribution infrastructure on the Oakland County campus. The primary objective is to enhance the reliability, capacity, and efficiency of the electrical system, providing a 10-year look ahead. This will be achieved through the replacement of aging or inadequate electrical feeders and associated equipment throughout the campus distribution network.

As a part of our master plan, CPD is currently working with an infrastructure consulting firm to complete a comprehensive energy assessment on the executive campus. The purpose of this assessment is to complete an existing condition report to determine current load capacity, remaining useful life, identify operational deficiencies, and to develop recommendations for upgrade of the existing system for future load growth.

Project Information

Basic Design Criteria: The proposed project is expected to consist of the following components:

• Replacement of Electrical Feeders: Removal and replacement of existing electrical feeders with new dual, double-ended feeders with an automatic tiebreaker switch, appropriately sized conductors and insulation materials.

• Upgrading Distribution Equipment: Replacement or refurbishment of associated equipment such as the primary switch, transformers, switchgear, panelboards, circuit breakers, protective relays, and associated enclosures. Some of the existing primary switches are currently located inside buildings. This may be a good opportunity to move them to the exterior of the building.

• Installation of Monitoring and Control Systems: Integrating new monitoring and control systems to provide real-time data on system performance, allowing for proactive maintenance and improved response to outages. (This is an assumed addition based on common upgrades)

• Industrialized Substation: Design in coordination with DTE; to be owned and maintained by

Oakland County.

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Work Locations and Scheduling

The specific areas within the campus where work will be performed will be designated and communicated by the County. Most of the work will be conducted during normal business hours to minimize disruption to campus operations. However, feeder switchover activities, which involve transferring electrical loads from old to new feeders, will be strategically scheduled during nights and weekends to minimize the impact on electrical outages and service interruptions for campus users. Detailed outage schedules will be coordinated and communicated in advance.

Hazardous Materials Assessment

Prior to the commencement of any demolition or construction activities, a thorough investigation of hazardous materials is required. This includes, but is not limited to, asbestos, lead-based paint, and Cadmium that may be present in existing equipment or building materials. If hazardous materials are identified, a remediation plan will be developed and implemented in accordance with all applicable federal, state, and local regulations.

Energy Grant/Rebate Opportunities

The selected engineering firm is responsible for identifying potential opportunities to leverage DTE or other energy grant/rebate programs that may be applicable to this project. The engineering firm will conduct a thorough assessment of the project scope to determine if any components, such as energy-efficient transformers or advanced metering infrastructure, qualify for financial incentives.

If the project is deemed eligible, the engineering firm will be responsible for preparing and submitting a complete and accurate grant application, including all required documentation, to the relevant funding agency. The engineering firm will also actively manage the application process and provide any necessary follow-up information.

Cost Estimation and Budget Management

The engineering firm is responsible for developing accurate and realistic cost estimates for all aspects of the project. These estimates must be aligned with current market conditions, considering factors such as material costs, labor rates, and equipment availability. To avoid project bids that exceed the available funding, the engineering firm must continuously monitor market trends and adjust cost estimates accordingly. Cost estimates should be updated and verified at each stage of the project, including the preliminary design, design development, and bid preparation phases. The engineering firm shall provide a detailed breakdown of all cost components, including materials, labor, equipment, and overhead, to ensure transparency and accountability.

Project Schedule: Project scheduling assumes professional services contract awarded in May 2025, pre-project and design through March 2026, ED&I, Finance, and Board approval in December 2026, followed by construction administration from July 2026 through June 2029.

Bid Packages: All construction elements will be competitively bid, it has not been determined if the implementation will be phased. Bid packages will be further defined after selection of the A/E and

CM.

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Project Services

Predesign, Schematic Design (SD) and Design Development (DD)

1. Work with representatives from the County’s Department of Facilities Management, County

Executives and Administration, Owners Representative and Construction Manager as part of the development and execution of this project.

2. Complete ID Card and Building Access process, which includes background clearances, fingerprinting and identification badging. This step to be completed prior to the start of services.

3. Lead a preliminary planning meeting with County representative(s).

4. Meet with County representative(s) to determine goals and the underlying guiding principles to adhere to during the project process.

5. Prepare preliminary project schedule and scope-of-work document to discuss with County representatives.

6. Finalize project schedule and project budget goals, discuss with County representatives for final approval.

7. Lead project kick-off meetings for, planning, SD and DD.

8. Field verify the area of work. Develop detailed field dimensioned CAD/BIM backgrounds.

9. Lead and document design meetings. Develop and issue meeting reports.

10. Lead and coordinate efforts with DTE representatives.

11. Responsible for identifying potential opportunities to leverage DTE or other energy grant/rebate programs that may be applicable to this project.

12. Prepare recommendation of interior finishes and present to County representative(s).

13. Develop design documents and design specifications for County review/approval and cost estimate purposes.

14. Provide page-turn of drawings and specifications for confirmation of alignment of scope.

15. Verify the estimated cost with County representative(s).

16. Realignment of scope and estimate realignment.

17. Receive design approval from County representative(s) to move on to Construction Document phase.

Construction Documents (CD)

1. Lead document development meetings. Develop and issue meeting reports.

2. Lead and coordinate efforts with DTE representatives.

3. Develop construction documents and specifications to issue for procurement.

4. Establish if any work will be performed by County, and clearly note intent on CDs and estimates.

5. Refinement of documents based on scope and budget alignment requests.

6. Page-turn of drawings and specifications for confirmation of alignment of scope and budget.

7. Obtain drawing sign-off from all County representative(s) and parties prior to bidding phase/estimates.

8. Work with CM, County representative(s) and OC purchasing department to align CDs with

County purchasing policy.

9. Coordinate with CM, County Representative(s) to develop front end bid documents.

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10. Submit construction documents to the required governing agencies for code review and permitting.

Bidding

1. Work with CM, County representative(s) and County purchasing department to align bidding documents with County purchasing policy.

2. Facilitate the bidding process with CM, County representatives(s) and County purchasing

Department.

3. Respond to request for information (RFIs).

4. Create and issue design addendums or revisions to provide interpretation in scope or correction in scope.

5. Receive and evaluate bids/quotes with CM, County representatives(s) and County purchasing

Department.

6. Provide budget verification with bids received with CM.

7. Generate a recommendation for the approval process with CM, provide to County representative(s) based on the bids/quotes received.

Approval Process

1. The project approvals process will vary depending on the complexity of the topic and will most often be situational based. The approval process will be facilitated by the County. A/E and CM involvement is not anticipated, however, developing and providing organized data could be required from the A/E and CM companies. There may be occasions where the A/E and/or CM may be required to present recommendations for approval(s) during the project process.

2. Approvals to be secured during project process:

a. Administrative

b. Executive

c. ED&I

d. Finance

e. Board of Commissioners

3. After approvals have been secured, contracts and contract change order(s) can be issued.

Construction Administration (CA)

1. Attend kick-off meeting with CM and County representative(s).

2. Lead and coordinate efforts with DTE representatives.

3. Monitor construction schedule with CM, County representative(s).

4. Attend contractor meetings.

5. Monitor project budget and provide budget updates with CM.

6. Coordinate construction and installation with CM and County representative(s).

7. Respond to request for information (RFIs).

8. Facilitate shop submittal process with CM.

9. Provide on-site observation of construction activities and provide field observation reports.

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10. Create and issue design bulletins or revisions to provide interpretation in scope or correction in scope.

11. Create punch list and facilitate punch list completion with CM.

12. Establish project close-out criteria with CM and County representatives, implement.

13. Facilitate development of as-built documents and final close-out documents. Deliver final documents to CM and County. Provide pdf version of all documents, provide AutoCAD of floor plan background(s).

1.4 Qualifications

Minimum Qualifications

Proposals will only be accepted by the County from Bidders that possess:

A. Can you demonstrate extensive experience in designing and implementing electrical feeder systems, including experience with relevant standards and codes?

B. Can you provide examples of specific experience with feeder replacement projects, including experience with coordination and communication with utilities, contractors, and end-users?

C. Can you provide evidence of experience in conducting short-circuit analysis, load flow studies, and other system analysis techniques?

D. Do you have experience in managing complex projects, including planning, budgeting, scheduling, and managing project risks?

E. Can you provide references from previous clients for similar projects, demonstrating a successful track record?

Preferred Qualifications

The Bidder(s) may be evaluated higher for the Experience and/or Qualification evaluation factor if they meet the minimum qualifications listed above and have the preferred qualifications listed below:

A. Can you provide examples of similar projects where the firm has successfully delivered on time and budget?

B. Do you have a contingency plan for unforeseen circumstances?

C. Does your firm have any experience with sustainable or renewable energy practices relevant to the project?

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Section 2.0: Bidder Information and Acceptance

1. The undersigned declares that the Bid Documents, including, without limitation, any RFP Addenda, and Exhibits have been read.

2. The undersigned is authorized, offers, and agrees to furnish the articles and/or services specified in accordance with the Specifications, Terms & Conditions of the Bid Documents.

3. The undersigned has reviewed the Bid Documents and fully understands the requirements in this Bid and that each Bidder who is awarded a contract shall be, in fact, a Prime Contractor, not a subcontractor, and agrees that its Proposal, if accepted by Oakland County, will be the basis for the Bidder to enter into a contract with the County in accordance with the intent of the Bid Documents.

4. The undersigned acknowledges receipt and acceptance of all addenda.

5. The undersigned agrees to the terms, conditions, certifications, and requirements listed in Section 2.

6. The undersigned acknowledges that Bidder will be in good standing in the State of Michigan, with all the necessary licenses, permits, certifications, approvals, and authorizations necessary to perform all obligations in connection with this RFP and associated Bid Documents.

7. It is the responsibility of each Bidder to be familiar with all of the specifications, terms and conditions of this RFP and, if applicable, the site condition. By the submission of a Proposal, the Bidder certifies that if awarded a contract they will make no claim against Oakland County based upon ignorance of conditions or misunderstanding of the specifications.

8. Insurance certificates are not required at the time of the proposal submission.

However, if awarded, the Bidder acknowledges and agrees to provide the minimum insurance requirements identified in the terms and conditions of the attached sample Professional Services Contract (Attachment B).

9. This is an electronic solicitation. Only responses uploaded into MITN/Bidnet will be considered. Emailed documents will not be accepted or reviewed.

10. Your response must include all requirements listed in sections 2.1-2.4 listed below, and the pricing attachment. Failure to include any of these documents may result in your response being deemed unresponsive. Upload one single combined document that must be labeled as “000944 Respondent Name” for sections 2.1-2.4. For pricing upload the document labeled as “000944 ATT A Respondents Name”.

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2.1 Bidder Profile

Official Name of Bidder: Type of Entity/Organization (check one):

☐ Corporation

☐ Joint Venture

☐ Limited Liability Partnership

☐ Partnership

☐ Limited Liability Corporation

☐ Non-Profit / Church

☐ Other:

Street Address:

City:

State: Zip Code:

Website:

Primary Contact Name:

Primary Contact Phone Number

Primary Contact Email Address:

Federal Tax ID Number: Dun & Bradstreet (D&B) Number (if applicable):

Has your company ever been debarred by the Federal Government? ☐ Yes ☐ No

If yes, when? Has it been lifted and if so, when?

Has your company ever been debarred by any State or local ☐ Yes ☐ No

Governments?

If yes, has it been lifted and if so, when?

Is your company a minority owned, woman owned, LGBTQ owned or veteran owned business?

Is your company a certified diverse business?

The individual below is authorized to sign on behalf of the company submitting this proposal.

Proposals must be signed by an official authorized to bind the provider to its provisions for a period of at least 90 days.

Signature:

Name and Title of Signer:

Date:

*Please include a current W-9

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2.2 References

1. Provide the names and telephone numbers and e-mail addresses of at least three (3) persons representing Bidder for whom the Bidder has performed work similar to that proposed, and who may be contacted as references. Preferably, these references should include Municipalities or Utilities similar to the County and should include the types of recent projects cited above.

2. Provide a List of any contracts which have been terminated, including the circumstances surrounding the termination. Provide the name and telephone number of your client's representatives of any such contracts.

3. List all legal proceedings, lawsuits, or claims which have been filed against any of

Bidder’s past or present employees within the last five (5) years. Indicate circumstance where you paid all or part of the claim.

References shall be submitted in the following format:

Reference Name

Reference Contact Person

City, State

Email

Phone #

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2.3 Certificate of Compliance with Public Act of 517 of 2012

I certify that neither (Bidder), nor any of its successors, parent companies, subsidiaries, or companies under common control, are an “Iran Linked Business” engaged in investment activities of $20,000,000.00 or more with the energy sector of Iran, within the meaning of Michigan Public Act 517 of 2012. In the event it is awarded Contract as a result of this Invitation to Proposal, Bidder will not become an “Iran linked business” during the course of performing the work under the Contract.

NOTE: IF A PERSON OR ENTITY FALSELY CERTIFIES THAT IT IS NOT AN IRAN LINKED

BUSINESS AS DEFINED BY PUBLIC ACT 517 OF 2012, IT WILL BE RESPONSIBLE FOR

CIVIL PENALTIES OF NOT MORE THAN $250,000.00 OR TWO TIMES THE AMOUNT OF

THE CONTRACT FOR WHICH THE FALSE CERTIFICATION WAS MADE, WHICHEVER IS

GREATER, PLUS COSTS AND REASONABLE ATTORNEY FEES INCURRED, AS MORE

FULLY SET FORTH IN SECTION 5 OF ACT NO. 517, PUBLIC ACTS OF 2012.

Name of Company:

By:

Title:

Date:

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2.4 Technical Proposal

On Firms letterhead submit a response in the following in numbered/lettered order.

1. The proposals must include on the firm’s letterhead their Equal Employment Opportunity (EEO) Affirmative Action policy, a description of their Diversity, Equity, and Inclusion efforts, and the organizations’ s pro bono activities.

2. Bidder must submit a Certificate of Good Standing from the State in which its business is domiciled or certify that it is not required to obtain such a certificate or otherwise register with that State. If the Bidder is domiciled outside of Michigan, Bidder will also be required to submit a Certificate of Good Standing from the State of Michigan or certify on its Business Information Questionnaire that it is not required to obtain such a certificate or otherwise register with the State of Michigan.

Information regarding how to obtain a Certificate of Good Standing from the State of Michigan may be found here.

3. The proposal must include a description of the Bidder’s demonstrated efforts in sustainability, including but not limited to greenhouse gas reduction goals, decarbonization, environmental social and governance (ESG) goals, corporate social responsibility (CSR) goals, or similar sustainable accounting frameworks, and other sustainable purchasing and procurement practices and attach as an Appendix if a formal policy is in effect.

4. On Firms letterhead bidders shall submit confirmation that they meet each of the minimum qualifications listed in section 1.4.

ENTER THE LIST OF MINIMUM QUALIFICATIONS FROM SECTION 1.4

SPECIFIC TO THIS SOLICITATION.

5. On Firms Letterhead bidders shall submit a summary that they meet each of the preferred qualifications listed in section 1.4 and if not an alternative explanation.

ENTER THE LIST OF PREFERRED QUALIFICATIONS FROM SECTION 1.4

SPECIFIC TO THIS SOLICITATION.

6. On Firms Letterhead bidders shall submit a technical proposal specific to the

Scope of Work listed in section 1.3

Bidder Background and Business Organization:

A. General Information and Company Qualifications:

a. General Information:

• Bidders name, telephone and fax numbers.

• Address of Bidders office designated to provide the requested services.

• Company ownership structure and principals of the company.

https://www.michigan.gov/difs/industry/licensing-ins/tpa/licensed/certificate-of-good-standing-duplicate-certificate-of-authority

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• Authorized negotiators.

• Brief description of company history, size, and growth including number of years company has been in operation and number of years company has been in operation under its current ownership.

• Number of permanent full-time employees.

• Number of employees with government and office facility experience specific to owner representative experience.

b. Qualifications and features distinguishing your company.

c. List of consultant services and sub-consultant services, with consultant/sub-consultant company information.

B. Location of services provided and project staff at this location.

C. Project experience and similar work examples:

• Specify your specific responsibilities on each project.

• Project name and address.

• Year completed.

• Type of project

• Renovation cost and square footage.

• Current client reference (name, position, and title).

Professional Staff:

A. Qualifications of project staff: Identify your proposed management staff for the project. Provide an organizational chart identifying all your key staff members, consultant key staff members. Show how key staff members interact with other staff members assigned to this project. Also show how staff would interact with the County and potential County’s consultants.

B. For each key staff member, please include a detailed resume, which at a minimum summarizes the following:

• Education, including name of institution, field of study, degree(s) earned, and year(s) received.

• Professional registrations and/or professional society membership(s).

• Number of years with the company.

• Renovation project experience including size (cost/area), duration, and description of project (type, complexity, new, renovation, addition, etc.)

Our selection of the company may be based in part on specific members of the proposed staff. The County would, therefore, encourage that any substitutions be limited to those beyond the control of the company and not out of convenience.

C. Alignment of professional team to the County’s vision, mission and strategic goals.

Scope of Services and Project Schedule:

A. Detailed delineation of scope of services that is responsive to the County’s

P a g e 15 | 22 goals B. Response to general building project descriptions, with comments about project approach and techniques C. Response to timeframe, with comments about project approach and techniques

Work Plan: Include a brief narrative description of your plan for accomplishing the work of this project. Indicate the various tasks, labor hours allocated for various tasks, major benchmarks, and decision points in your work plan.

A. Overall comprehension of scope and service B. Ability to provide services for County schedule and work plan C. Completeness, quality, professionalism D. Facilitate meetings, budgeting, documentation, reporting, recommendations, strategy, methodology

Energy Rebate - Provide information on energy rebate opportunities and application facilitation and submission. If possible, identify and detail potential energy/grant rebate programs.

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Section 3.0: Bidding, Evaluation, Selection, & Award Process

3.1 Oakland County Responsibility

Oakland County is not responsible for representations made by any of its officers or employees prior to the execution of the Professional Services Agreement unless such understanding or representation is included in the Professional Services Agreement.

3.2 Truth and Accuracy of Representations

False, misleading, incomplete, or deceptively unresponsive statements in connection with a proposal shall be sufficient cause for rejection of the proposal. The evaluation and determination in this area shall be at the Oakland County Chief Procurement Officer’s sole judgment and their judgment shall be final.

3.3 Bidders Questions

Bidders may submit written questions regarding this RFP in MITN. All questions must be received by the date and time specified in the timeline above in 1.2. All questions, without identifying the bidder, will be compiled with the appropriate answers and issued as an addendum to the RFP.

When submitting questions please specify the RFP section and paragraph number and quote the language that prompted the question. This will ensure that the question can be quickly found in the RFP. The County reserves the right to group similar questions when providing answers.

Oakland County may modify the RFP at any time during the bid process. All changes to the RFP will be posted as an addendum under the Bid number, each posting officially revises the

RFP.

3.4 Preparation of the Proposal

Each Bidder must submit a complete proposal in response to this RFP. The proposal must remain valid for at least 120 days from the closing date for responses to this RFP.

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3.5 Adherence to Mandatory Requirements (Pass/Fail)

Oakland County Chief Procurement Officer or their designee shall review the Proposal and determine if the Bidder meets the minimum requirements as outlined in this RFP.

Failure of the Bidder to comply with the minimum mandatory requirements may eliminate its proposal from any further consideration. Oakland County may elect to waive any informality in a proposal if the sum and substance of the proposal are present.

3.6 Evaluation Process

All proposals will be reviewed for compliance with the mandatory requirements stated within this RFP. Proposals not meeting the mandatory requirements will be deemed non-responsive and eliminated from further consideration. Oakland County reserves the right to withdraw the RFP to award one respondent, or to any combination of Respondents, by item, group of items, or total response. Oakland County may elect to waive any informality in a proposal if the sum and substance of the proposal are present. Oakland County may contact the Bidder for clarification of the Bidder’s Proposal. Oakland County may use other sources of information to perform the evaluation. Oakland County may require the Bidder to submit additional and/or supporting materials.

Responsive proposals will be evaluated on the factors identified in this RFP. The Bidder(s) whose proposal is most advantageous to the Oakland County, taking into consideration the evaluation factors, will be recommended for award approval.

After prospective Bidder(s) have been selected, Oakland County and the prospective Bidder(s) will negotiate an Agreement. If a satisfactory Agreement cannot be negotiated, Oakland County may, at its sole discretion, begin negotiations with the next qualified bidder who submitted a proposal.

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3.7 Evaluation Criteria and Award

An evaluation committee at the County will evaluate each Bidder’s proposal to determine if the Bidder meets the qualification criteria and if the technical specifications in the proposal are acceptable. The evaluation committee, at its discretion, will recommend Bidder(s) for award of an Agreement. The agreement(s) will be awarded to the qualified Bidder(s) whose proposal is most advantageous to the County, based upon the following evaluation criteria:

EVALUATION CRITERIA MAXIMUM POINTS

Proposal (Section 2.4.6) 50

Bidder Profile (Section 2.1) 5

References (Section 2.2) 15

Price Proposal (Attachment A) 30

TOTAL 100

The final award, when made, will be awarded to the Bidder determined by Oakland County, at its discretion, to have submitted the best proposal, taking into consideration the Bidder’s qualifications, proposed program of services and the cost thereof.

The successful Bidder shall commence work only after the transmittal of a fully executed contract and after receiving written notification to proceed from Oakland County. Failure of the successful Bidder to accept these obligations may result in cancellation of the award.

3.8 Optional Tools to Enhance Evaluation Process

Oakland County during the evaluation of proposals may find it necessary to utilize one or multiple tools, as listed below, to facilitate their understanding of the proposal(s) in order to select the best offering to Oakland County:

• Clarifications

• Deficiency Report

• Oral Presentation

• Site Visit

• Best and Final Offer (BAFO)

• Negotiations

3.9 Oakland County Option to Reject Proposals

Oakland County may, in its sole and absolute discretion, reject any or all proposals submitted in response to this RFP. The County shall not be liable for any costs incurred by the Bidder in connection with the preparation and submission of any proposal. Oakland County reserves the right to waive inconsequential disparities in a submitted proposal.

3.10 Freedom of Information Act

All information submitted to Oakland County by the Bidder is subject to the Michigan Freedom of Information Act (FOIA), 1976 PA 442, MCL 15.231, et seq.

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3.11 Contacts with Oakland County Personnel

All contact with Oakland County regarding this RFP or any matter relating thereto must be in e-mail to the primary Procurement contact listed above in 1.2.Error! Reference source not found.If it is discovered that a Bidder contacted and received information regarding this RFP from any Oakland County personnel other than the Procurement Contact, Oakland County, in its sole discretion, may disqualify its proposal from further consideration. Only those communications made by Oakland County Procurement in writing will be binding with respect to this RFP.

3.12 Final Agreement Award Determination

Oakland County reserves the right to make one total award, multiple awards, or a combination of awards, and to exercise its judgment concerning the selection of one or more proposals, the terms of any resultant agreement, and the determination of which, if any, proposal best serves the interests of Oakland County.

3.13 Changes and Addenda to Proposal Documents

Each change or addendum issued in relation to this RFP will be online and on file in the Procurement Office. It is the Bidder’s responsibility to acquire knowledge of any changes, modifications or additions to the authorized version of the RFP. No award will be made to any Bidder who fails to submit the Addendum Signature Page(s), if applicable.

3.14 Reservation of Rights

Oakland County reserves the right to reject any and all proposals, to negotiate the terms and conditions of all and any part of the proposals, to waive irregularities and/or formalities, and in general to make award in the manner as determined to be in the County’s best interest and its sole discretion.

Oakland County reserves the right to modify this RFP at any time prior to the due date, or to extend the due date, or to cancel this RFP at any time. Oakland County further reserves the right to reject any and all proposals in whole or in part for good cause when in the best interests of the County. Oakland County shall not be liable for any costs incurred by the Bidder in connection with the preparation and submission of any proposal.

3.15 Withdrawal of Proposal

Proposals may be withdrawn in person by a Bidder, or authorized representative, provided their identity is made known and a receipt is signed for the RFP but only if the withdrawal is made prior to the stated Proposal deadline. No proposal may be withdrawn for at least 90 days after the submission deadline except the successful Bidder whose prices shall remain firm for the entire contract period. In case of error by the Bidder in making up a proposal, the Chief

Procurement Officer may, in their sole discretion, reject such a proposal upon presentation of a letter by the Bidder which sets forth the error, the cause thereof, and sufficient evidence to

P a g e 20 | 22 substantiate the claim.

3.16 Cancellation

The RFP may be cancelled or any or all proposals may be rejected in whole or in part as may be specified in the RFP, when it is in the best interest of the County.

P a g e 21 | 22

Section 4.0: General Terms & Conditions

4.1 Gifts/Gratuities

Consistent with State law and the County adopted Standards of Conduct, Elected Officials, Department Heads, and/or County Employees will not be offered or entitled to earn or receive personal gifts, gratuities, credits or other benefits of economic value by reason of their official business.

4.2 Interests of Bidder and County

The bidder assures that they have no interests which would conflict with the performance of services required by the Contract, if awarded. The Bidder also assures that, in the performance of a Contract, no officer, agents, employee of the County, or member of its governing bodies, may participate in any decision relating to the Contract which affects his/her personal interest or the interest of any corporation, partnership or association in which he/she is directly or indirectly interested or has any personal or pecuniary interest. However, this paragraph does not apply where specifically exempt under Michigan Law.

4.3 Indemnification and Hold Harmless

The bidder shall, at its own expense, protect, defend, indemnify and hold harmless Oakland County, its elected and appointed officers, employees and agents from all claims, damages (including but not limited to direct, indirect, incidental, consequential, special and punitive damages), costs, lawsuits and expenses including, but not limited to, all costs from administrative proceedings, court costs, and attorney fees, that they may incur as a result of any acts, omissions or negligence of the selected firm, its employees or agents or its subcontractors of sub-subcontractors, or any of their officers, employees or agents which may arise out of the contract.

The bidder’s indemnification responsibilities shall include the sum of damages, costs and expenses which are in excess of the sum paid out on behalf of or reimbursed to Oakland County or its elected and appointed officers, employees, or agents by the insurance coverage obtained and/or maintained by the selected firm pursuant to the requirements of this RFP and the contract entered into.

4.4 Taxes & Payment Terms

Oakland County is exempt from Federal Excise and State Sales Tax. Bidder is required to pay all applicable taxes lawfully assessed in connection with its performance of the awarded Contract.

4.5 Equal Employment Opportunity

The bidder and its subcontractors, as required by law, shall not discriminate against the employee or applicant for employment with the respect to hire, tenure, terms, conditions or privileges of employment, or a matter directly relates to employment, because of race, color, religion, national origin, age, sex, disability that is unrelated to the individual’s ability to perform the duties of a particular job or position. Breach of this covenant may be regarded as a material breach of the awarded Contract.

The Bidder agrees to post notices containing this policy against discrimination in conspicuous places

P a g e 22 | 22 available to applicants for employment and employees. All solicitations or advertisements for employees, placed by or on the behalf of a Contract, if awarded, will state that all qualified applicants will receive consideration for employment without regard to race, color, sex, national origin, disability, age, height, weight, marital status and religion.

4.6 Nondiscrimination

The Bidder, its contractors and subcontractors, as required by law, shall not discriminate against an employee or applicant for employment with respect to hire, tenure, terms, conditions or privileges of employment, or a matter directly or indirectly related to employment because of race, color, religion, national origin, age, sex, disability that is unrelated to the individual’s ability to perform the duties of a particular job or position, height, weight, or marital status. Breach of this Section shall be regarded as a material breach of the contract.

4.7 Governing Law and Venue

The Bidder shall be governed by the laws of the State of Michigan. In the event any actions arising under a Contract, resulting from this solicitation, are brought by or against the County of Oakland, the venue for such actions shall be established in accordance with the statutes of the State of Michigan and/or Michigan Court Rules. In the event that any action is brought under the Contract in Federal Court, the venue for such action shall be the Federal Judicial District of Michigan, Eastern District, Southern Division.

4.8 Compliance with Laws and Regulations

The Bidder shall render the services required by this RFP in complete compliance with all applicable Federal, State and local laws, ordinances, rules and regulations.

4.9 Advertising

The Bidder shall not advertise, issue a press release or otherwise publish information concerning this solicitation or contract without prior written consent of the County. The County shall not unreasonably withhold permission.