2025_Library_Solar_Installation.pdf

Finance Department 203 S Troy Street

Royal Oak, MI 48067 248.246.3034

2025 Library Solar Installation 2024-27

CITY OF ROYAL OAK, MICHIGAN

REQUEST FOR BID

1. ADVERTISEMENT

Notice to contractors:

Sealed proposals will be received by the Purchasing Agent of the City of Royal Oak, Michigan, up to 12:00 pm, local time, Friday, August 15, 2025 for the 2025 Library

Solar Installation 2024-27. Electronic proposals shall be submitted through the procurement portal at https://procurement.opengov.com/portal/romi. Bids will be automatically opened and posted online at the bid opening time. The work shall consist of furnishing all labor, materials, equipment, and incidental items for the following major items of work:

1. Installation of a roof-mounted solar photovoltaic system

2. Creation and installation of a user-friendly energy dashboard

3. Creation and installation of an on-site display board

The city will not consider bids that do not comply with Royal Oak Ordinance 2022-07, Responsible Contractor Ordinance.

The Plans and Specifications under which the work is to be done may be obtained through the procurement portal on or after Friday, August 15, 2025. Plans and specifications cannot be mailed.

Each proposal must be accompanied by a certified check or bid bond by a recognized surety company in the amount of five percent (5%) of the bid, payable to the City of Royal

Oak as security for the acceptance of the contract. No bidder may withdraw his proposal between the date set for the opening thereof and the date upon which the contract is awarded.

The City reserves the right to reject any or all proposals and the right to waive defects in proposals.

By order of the commission of the City of Royal Oak, Michigan.

Melanie Halas

City Clerk

To be advertised in full: Royal Oak Review – 08/20/25

2. SPECIAL INSTRUCTIONS TO BIDDERS

The work under this contract shall be performed in accordance with the current City of

Royal Oak Standard Specifications for Construction, except when modified by the special https://procurement.opengov.com/portal/romi

Royal Oak, MI 48067 248.246.3034

2025 Library Solar Installation 2024-27 provisions incorporated in the Project Specifications or Plans. In addition, the work shall be performed in accordance with the Special Instructions to Bidders as herein described.

2.1. Type of Work

The work under this contract consists of, but not is limited to, the following major items:

• Procure and install a robust, code-compliant solar photovoltaic system that reduces the library’s energy costs, offsets grid electricity use, and demonstrates the City’s leadership in sustainability.

• Create a meaningful educational experience for library patrons and the broader public by integrating a dynamic, user-friendly energy dashboard and an on-site display board. These tools will clearly illustrate how the solar PV system operates in real time and how it contributes to a cleaner environment.

• Showcase the system’s positive impact by tracking and publicly displaying real-time energy production, cumulative kilowatt-hours generated and avoided greenhouse gas emissions. Empower the community to understand and value renewable energy’s role in reducing environmental impact.

2.2. Award and Execution of the Contract

It is the intention of the city to award the Contract to a single lowest responsive bidder, provided his/her bid is reasonable and the best interest of the city will be served by accepting it. Because this project is estimated to be larger than $250,000, Royal Oak

Ordinance 2022-07 Responsible Contractors Ordinance will apply to all bidders.

The city shall forward to the contractor a written notice of award upon acceptance of the bid by the City Commission.

The bidder to whom the Contract is awarded will be required to execute the form of

Contract and to furnish all bonds, certificates of insurance, and an executed Hold

Harmless Agreement within ten (10) days (Sundays and legal holidays excepted) after receiving written notice of the award, or within such extended period as may be approved by the city; and in the case of his/her failure to do so, he/she may be considered by the city to have abandoned his/her interests in the Contract, and his/her proposal guaranty may be declared forfeited to the city, and the Contract may be awarded to another bidder.

2.3. Special Notes

1. Roof access:

o Roof may be accessed inside via a ladder inside the building, or outside via a contractor provided ladder/lift.

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▪ Contractors must coordinate with the Library to determine arrival times and if an access code is required for indoor entry.

▪ Roof may be accessed at any time, during allowable working hours (see

2.6), however the contractor must provide their own ladder/lift.

2. Pre-bid site visit is available only on 8/27/25 at 9:00am.

3. The contractor shall provide all safety signage and restrictions at the construction site. These items shall be considered to be part of the contract and their use shall not be considered for payment.

4. The contractor shall submit with the bid a detailed construction schedule as indicated on page SIB 5.

2.4. Measurement and Payment

All items of work on this contract will be measured and paid at the units and prices shown on the Form of Proposal. The miscellaneous items not shown on the Form of Proposal, such as mobilization, clean-up, traffic control, etc., will be included in the contract prices for the items of work.

2.5. Claims

All claims shall be referred to the City for decision in accordance with General Conditions

Article 6.05, Claims.

Written notice stating the general nature of each claim shall be delivered by the claimant to the City promptly (but in no event later than 30 calendar days) after the start of the event giving rise thereto. The responsibility to substantiate a claim shall rest with the party making the claim. Notice of the amount or extent of the claim, with supporting data shall be delivered to the City and the other party to the Contract within 60 days after the start of such event (unless City allows additional time for claimant to submit additional or more accurate data in support of such claim).

2.6. Construction Schedule

The contractor shall submit with the bid a detailed construction progress schedule for city approval. The construction progress schedule shall show a sequence of operations agreeable to all parties, and indicate completion of work within the agreed Contract time. The contractor shall provide the manpower, equipment and materials to adequately perform and complete the work within the approved schedule.

Working Days

The definition of “working days” covered under this Contract shall be Monday through

Saturday, 7:00 a.m. to 8:00 p.m. Approval shall be obtained from the Engineering

Division to work on Sundays or holidays or between the hours of 8:00 p.m. and 7:00 a.m.

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Time of Starting and Completing

The work to be done under this Contract is to begin within ten (10) days (Sundays and legal holidays excepted) after the project start date unless the city shall, in writing, authorize a further delay and the work shall be prosecuted diligently thereafter and shall be completed by November 21, 2025 (unless the time may be extended by the city under the provisions of the Contract).

Intermediate Contract Completion Schedule Dates

The start date for the project is: 10/20/2025

The date of final completion is: November 21, 2025

Final completion includes completion of all contract work and pay items.

Coordination of Work with City Events

The Contractor shall schedule his/her work so that it is coordinated so as not to interfere whatsoever with Royal Oak City events. The coordination shall be performed at no additional cost to the Contract. Tentative dates for pertinent City of Royal Oak events affecting this project are as follows:

A. 10/25/2025 Author Fair

2.7. Change in Project Quantity

The city reserves the right to increase or decrease any quantity given in the form of proposal which the city determines is in its best interest during the duration of the project. Quantity changes shall have no effect on Contract unit prices.

2.8. Storage of Equipment and Materials

Materials, tools, and equipment shall not be distributed upon or near the site of the work in such a manner as to obstruct local traffic or cause unnecessary inconvenience. The

Contractor shall be held responsible for all materials until they are finally incorporated into the work and accepted. The Contractor shall be held responsible for and make good any damage done by reason of the storage of tools, materials, and equipment.

2.9. Notification to Police and Fire Department

The contractor shall notify the Fire Department of the City of Royal Oak at (248) 246-3800 and Police Department of the City of Royal Oak at (248) 246-3500 whenever his/her construction work shall in any way interfere with the use of a street by fire vehicles. In case of doubt, the city may, in the interests of public safety, notify the Fire Department, but such notification shall in no way relieve the contractor of his responsibility.

2.10. Emergency Calls

The contractor shall provide a 24-hour emergency telephone number with the construction progress schedule. In the event the contractor is contacted by the City of

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Royal Oak Police Department or the City to respond to emergency situations, the contractor shall respond immediately, or the City of Royal Oak will proceed with the necessary emergency response and take all action the city deems necessary.

The contractor shall reimburse the City of Royal Oak for all expenses incurred for the emergency response upon receipt of billing.

2.11. Material Certification

All materials supplied by the contractor shall be certified in writing by the manufacturer showing that the materials supplied meet the specifications of the contract. Their certifications shall include the specification of the material supplied. No work may be done on the project with materials supplied by the contractor without a written material certification approved by the City.

2.12. Permits

The following permits are required for this project:

• Royal Oak Electrical Permit

• Royal Oak Building Permit

The Contractor shall secure all permits from these agencies including providing bonds, insurances, and fee deposits. The City will coordinate on the attainment of the permits.

2.13. Private Property

The Contractor shall restrict his/her operations to rights-of-way, City property, or easements within private property. The Contractor shall not trespass on private property and he shall not use nor request the use of any utility, including water, from a property owner. Where the Plans indicate work outside of an easement on private property, or when the City directs the Contractor to perform work outside of an easement, the city will secure a permit from the property owner prior to commencement of work.

Any damage to private property caused by the Contractor’s operations shall either be remedied by the Contractor or the property owner may file a damage claim with the

Contractor’s surety company. If the Contractor agrees to correct damage to private property, he/she shall commence and complete the work within the time limit stipulated on the written notice from the City.

2.14. Miss Dig Notification

It will be the responsibility of the Contractor to notify utility companies seventy-two (72) hours prior to excavating by calling MISS DIG at 800.482.7171 or 811.

It is the Contractor's responsibility to protect and maintain MISS DIG markings or stakes once placed by the utility, and comply with Public Act 53, Public Acts of 1984 (Miss Dig

Law), and any amendments to that act.

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2.15. Errors and Corrections in Drawing and Specifications

The Contractor shall examine and check all drawings and specifications furnished by the city for dimensions, quantities, and coordination with other parts of the work on this or related contracts and shall notify the City, through the procurement portal, of any and all errors, omissions or discrepancies they may discover by examining and checking of same. The Contractor shall not be allowed to take advantage of any such error, omission or discrepancy, as full instructions will be furnished by the City, and Contractor shall carry out such instructions as if originally specified. In no case shall the Contractor proceed with the work in uncertainty, and any work done by the Contractor after discovery of any error, omission or discrepancy, until authorized, will be at the Contractor’s risk and responsibility. The work is to be made complete and to the satisfaction of the City, notwithstanding any minor omissions in the specifications or plans.

2.16. Conformity to Contract and Specifications

Proposals must be made in full conformity to all the conditions as set forth in the Contract and Specifications attached hereto.

2.17. Costs to Correct Deficiencies

The Contractor shall bear the cost of repair or replacement of any surface features, structures, sewers, water mains, water services, or sewer leads damaged as a result of his operations, as well as any work performed by the contractor that is determined by the city to be defective within the time period outlined in the Performance Maintenance and

Guarantee Bond.

Damaged structures or pipes shall be repaired or replaced to the condition at the time of damage. All repairs and replacements shall be made by the Contractor in conformance with the City of Royal Oak Standard Specifications for Construction.

The City will investigate all complaints received regarding work done by the Contractor and shall also have the right to make investigations on his/her own initiative. If, in the opinion of the City, any work has not been done in accordance with the Contract, the City shall immediately notify the Contractor in writing of the nature of the defect, location, remedies desired, and the time limit within which the defect shall be remedied. Should the Contractor fail to remedy the defect within the time limit allowed, the City may do so with forces and deduct the cost thereof from the amount due the Contractor at the time of final estimate; or the City may, in the alternative, notify the Contractor to stop all other work under this Contract until the defect has been remedied. The city shall not be required to pay for any work done by the Contractor in violation of any such stop order, and the amount due for any such work shall be regarded as liquidated damages due the city as a result of such breach of this Contract.

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2.18. Labor and Equipment Costs for “Cost-Plus” Work

Costs furnished to the City by the Contractor for labor and equipment used on any extra work to be paid on a “Cost-Plus” basis shall not exceed rates specified under current local

Davis-Bacon Act labor rates and the current MDOT Equipment Rental Rates – Schedule

C. Refer to “General Conditions”, Sections 7.05 and 7.06 of the current version of the

City of Royal Oak Standard Specifications for Construction.

2.19. Bond Requirements

The successful bidder will be required to execute the bonds, on the forms included in the

Contract Documents, with surety companies that are duly licensed or authorized in the

State of Michigan to issue bonds for the limits and coverages required. One bond is to be executed to the city and to be conditioned for the faithful performance and fulfillment of the Contract work for a period of one (1) year after the date of the final Contract payment estimate. The other bond is to be executed to the People of the State of Michigan and to be conditioned for the payment of all labor and materials used in the work and the protection of the city from all liens and damages arising therefrom; each of which bonds shall be based on 125% of the total amount of the Contract as calculated at the time the bids are received.

2.20. Title VI Compliance

The City of Royal Oak in accordance with Title VI of the Civil Rights Act of 1964, 78

Stat. 252, 42 USC 2000d-d4 and Title 49, Code of Federal Regulations, Department of

Transportation, Subtitle A, Office of the Secretary, Part 21, Nondiscrimination in

Federally Assisted Programs of Department of Transportation, and all requirements issued pursuant to such Act, hereby notifies all bidders that minority business enterprises will be afforded full opportunity to submit bids in response to this invitation and will not be discriminated against on the grounds of gender, disability, race, color, sex or national origin in consideration for an award.

The Contractor shall comply with this Act as described hereafter.

A. Title VI Contract Language

During the performance of this Contract, the Contractor, for itself, its assignees, and successors in interest, (hereinafter referred to as the “Contractor”) agrees as follows:

1. Compliance with Regulations

The Contractor shall comply with the Regulations relative to nondiscrimination in federally assisted programs of the Department of Transportation (hereinafter referred to as DOT), Title 49, Code of Federal Regulations, part 21 (hereinafter referred to as the Regulations), as they may be amended from time to time, herein incorporated by reference and made a part of this Contract.

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2. Nondiscrimination

The Contractor, with regard to the work performed during the Contract, shall not discriminate on the grounds of race, color, sex, or national origin in the selection and retention of subcontractors, including procurement of materials and leases of equipment. The Contractor shall not participate either directly or indirectly in discrimination prohibited by Section 21.5 of the Regulations, including employment practices when the Contract covers a program set forth in Appendix

B of the Regulations.

3. Solicitations for Subcontracts, including Procurement of Materials and

Equipment

In all solicitations either by competitive bidding or negotiations made by the

Contractor for work to be performed under a subcontract, including procurement of material for leases of equipment, each potential subcontractor or supplier shall be notified by the Contractor of the Contractor’s obligations under this Contract and the Regulations relative to nondiscrimination on the ground of race, color, sex, or national origin.

4. Information and Reports

The Contractor shall provide all information and reports required by the

Regulation or directives issued pursuant thereto, and shall permit access to it’s books, records, accounts, other sources of information and its facilities as may be determined by the City of Royal Oak, Michigan Department of Transportation or appropriate Federal Agency to be pertinent to ascertain compliance with such

Regulations, orders and instructions. Where any information required of a

Contractor is in exclusive possession of another who fails or refuses to furnish this information, the Contractor shall so certify to the Michigan Department of

Transportation or the appropriate Federal Agency as needed, and shall set forth what efforts it has made to obtain the information.

5. Sanctions for Noncompliance

In the event of the Contractor’s noncompliance with the nondiscrimination provisions of this Contract, the City of Royal Oak shall impose such Contract sanctions as the Michigan Department of Transportation may determine to be appropriate, including, but not limited to:

A. Withholding of payments to the Contractor under Contract until the Contractor complies, and/or

B. Cancellation, termination, or suspension of the Contract, in whole or in part.

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6. Incorporations and Provisions

The Contractor shall include the provisions of paragraphs (1) through (5) in every subcontract, including procurement of materials and leases of equipment, unless exempt by Regulations or directives issued pursuant thereto. The Contractor shall take such action with respect to any subcontractor or procurement as the

City of Royal Oak, Michigan Department of Transportation, or appropriate

Federal Agency may direct as a means of enforcing such provisions, including sanctions for noncompliance.

The successful bidder will be required to execute the bonds, on the forms included in the Contract Documents, with surety companies that are duly licensed or authorized in the State of Michigan to issue bonds for the limits and coverages required. One bond is to be executed to the city and to be conditioned for the faithful performance and fulfillment of the Contract work for a period of one (1) year after the date of the final

Contract payment estimate. The other bond is to be executed to the People of the State of Michigan and to be conditioned for the payment of all labor and materials used in the work and the protection of the city from all liens and damages arising therefrom; each of which bonds shall be based on 125% of the total amount of the Contract as calculated at the time the bids are received.

2.21. Retainage

To assure proper performance of a construction contract by the contractor, the city shall retain a portion of each progress payment otherwise due as provided in this section.

1. The retainage shall be limited to the following:

a. Not more than 10% of the dollar value of all work in place until work is

50% in place.

b. After the work is 50% in place, additional retainage shall not be withheld unless the city determines that the contractor is not making satisfactory progress, or for other specific cause relating to the contractor's performance under the contract. If the city so determines, the city may retain not more than 10% of the dollar value of work more than 50% in place.

c. The retained funds shall not exceed the pro rata share of the city's matching requirement under the construction contract, if any, and shall not be commingled with other funds of the city and shall be deposited in an interest bearing account in a regulated financial institution in this state wherein all such retained funds are kept by city which shall account for

Royal Oak, MI 48067 248.246.3034

2025 Library Solar Installation 2024-27 both retainage and interest on each construction contract separately. A city is not required to deposit retained funds in an interest bearing account if the retained funds are to be provided under a state or federal grant and the retained funds have not been paid to the city.

d. Except as provided below, retainage and interest earned on retainage shall be released to a contractor together with the final progress payment.

e. At any time after 94% of work under the contract is in place and at the request of the original contractor, the city shall release the retainage plus interest to the original contractor only if the original contractor provides to the city an irrevocable letter of credit in the amount of the retainage plus interest, issued by a bank authorized to do business in this state, containing terms mutually acceptable to the contractor and the city.

2. Retention of progress payment; dispute resolution the parties agree to submit those matters described in retainage, hereinabove, to the decision of an agent at the option of the city. If a dispute regarding a matter described in RETAINAGE arises, the contractor and the city shall designate an agent who has background, training, and experience in the construction of facilities similar to that which is the subject of the contract, as follows:

a. In an agreement reached within 10 days after a dispute arises.

b. If an agreement cannot be reached within 10 days after a dispute arises, the city shall designate an agent who has background, training, and experience in the construction of facilities similar to that which is the subject of the contract and who is not an employee of the agency.

3. The city may request dispute resolution by the agent regarding the following:

a. At any time during the term of the contract, to determine whether there has been a delay for reasons that were within the control of the contractor, and the period of time that delay has been caused, continued, or aggravated by actions of the contractor.

b. At any time after 94% of work under the contract is in place, whether there has been an unacceptable delay by the contractor in performance of the remaining 6% of work under the contract. The agent shall consider the terms of the contract and the procedures normally followed in the industry and shall determine whether the delay was for failure to follow reasonable and prudent practices in the industry for completion of the project.

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4. This dispute resolution process shall be used only for the purpose of determining the rights of the parties to retain funds and interest earned on retained funds and is not intended to alter, abrogate, or limit any rights with respect to remedies that are available to enforce or compel performance of the terms of the contract by either party.

5. The agent may request and shall receive all pertinent information from the parties and shall provide an opportunity for an informal meeting to receive comments, documents, and other relevant information in order to resolve the dispute. The agent shall determine the time, place, and procedure for the informal meeting. A written decision and reasons for the decision shall be given to the parties within 14 days after the meeting.

6. The decision of the agent shall be final and binding upon all parties. Upon application of either party, the decision of the agent may be vacated by order of the circuit court only upon a finding by the court that the decision was procured by fraud, duress, or other illegal means.

7. If the dispute resolution results in a decision:

a. That there has been a delay as described in subsection (3)(a), all interest earned on retained funds during the period of delay shall become the property of the city.

b. That there has been unacceptable delay as described in subsection (3)(b), the city may contract with a subsequent contractor to complete the remaining 6% of work under the contract, and interest earned on retained funds shall become the property of the city. A subsequent contractor under this subdivision shall be paid by the city from the following sources until each source is depleted, in the order listed below:

i. The dollar value of the original contract, less the dollar value of funds already paid to the original contractor and the dollar value of work in place for which the original contractor has not received payment.

ii. Retainage from the original contractor, or funds made available under a letter of credit provided under section 3(5).

iii. Interest earned on retainage from the original contractor or funds made available under a letter of credit provided under section 3(5).

8. If the city contracts with a subsequent contractor as provided in subsection (7)(b), the final progress payment shall be payable to the original contractor within the time period specified in section 2(3). The amount of the final progress payment to the original contractor shall not include interest earned on retained funds. The city may deduct from the final progress payment all expenses of contracting with the subsequent

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2025 Library Solar Installation 2024-27 contractor. This act shall not impair the right of the city to bring an action or to otherwise enforce a performance bond to complete work under a construction contract.

3. SCOPE OF WORK

This is not a design-build project. The City has completed system design and engineering through Nova Consulting Group, Inc. See attachments for project specifications and applicable exhibits or plans. Contractors are expected to provide all labor, materials, equipment procurement, permitting, installation, testing, and commissioning services required to deliver a fully operational system in accordance with the provided design documents.

3.1. Project Specifications and Plans (see attachments)

a. Design & Engineering

• Technical specifications and stamped electrical engineering documents prepared by Nova Consulting.

• Coordinate with city facilities and library staff to preserve roof warranties.

b. Permitting & Utility Coordination

• Secure all required building, zoning, plumbing/electrical permits.

• Coordinate with the local utility for interconnection and net metering agreement.

c. Procurement & Equipment

• Solar panels, racking system (ballasted or penetrative, as shown in tech docs), inverters, disconnects, wiring, conduit, and mounting.

• Public facing energy dashboard hardware/software and physical educational display board (see e. for details)

d. Installation & Commissioning

• Provide all labor and materials for turnkey installation.

• Manage roof penetrations if applicable, coordinating with the roofing contractor to maintain roof integrity.

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2025 Library Solar Installation 2024-27 o Perform system testing, verify performance, and commission the system with library staff.

e. Dashboard, Monitoring, & Education

• Creation and installation of a public-facing energy monitoring dashboard with hardware and software to display real-time energy production, cumulative generation, and environmental impact metrics such as avoided CO₂ emissions.

(as approved by sustainability manager and consultant before purchase) o Provide 5 years of data storage and visualization capabilities.

• Creation and installation of a physical educational display board in a visible public area within the library that explains how the solar system works, its integration with the municipal electric system, and its environmental benefits. (as approved by sustainability manager before purchase)

f. Training

• Train designated library or city staff in system operation, maintenance basics, and dashboard content updates.

• Coordination with the City’s IT staff to ensure network security for any online dashboards.

• Testing, commissioning, and providing final as-built documentation, warranty certificates, and O&M manuals.

g. Warranties & Maintenance

• Provide at least 2 years of system warranty including parts and labor. If manufacturer warranties exceed 2 years, pass through full length warranties.

• Include ongoing maintenance: respond to library requests within 48 hours to correct deficiencies.

4. BID EVALUATION CRITERIA

City staff will review the submitted bid packages to determine if contractors shall be placed on the responsible contractor list using Form A and Form B. Contractors deemed as responsible shall have their proposal scored using the following criteria, based on the

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Responsible Contractor Ordinance 2022-07. Contractors shall submit documentation as identified herein.

No. Evaluation Criteria Scoring Method Weight (Points)

1. Price

Low bidder receives 30 points, other bidders receive points based on proximity to low bid

Points Based 30 (30% of Total)

2. Corporate Accountability

References-Based on references from past projects and qualifications of management and supervisory personnel

(up to 14 points)

Quality Assurance program-Evidence of a Quality Assurance program (up to 2 points)

Personnel and Work Plan-Statement of qualified personnel and plan for efficient work (up to 4 points)

Points Based 20 (20% of Total)

3. Workplace Safety

Contractor's Safety Program-Detailed evidence of contractor's safety program (up to 15 points)

Apprentices-Ratio of masters to apprentices (up to 3 points)

EMR Rating-(up to 7 points)

Points Based 25 (25% of Total)

4. Workforce Development

Company Benefits-Provides employee benefits such as health insurance, paid time off, retirement benefits (up to 10 points)

Apprenticeship Program-Has a formal apprenticeship program under US

Department of Labor (up to 2 points)

Training/Skills Assessment Program-

Has training/skills assessment program for non-apprentice workers (up to 3 points)

Points Based 15 (15% of Total)

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5. Social Equity

MDOT Small Business Program-Certified under the MDOT Small Business Program

(SBP) (up to 3 points)

Workforce-Percentage of its workforce that is drawn from Livingston, Macomb, Monroe, Oakland, St. Clair, Washtenaw, and Wayne counties (up to 3 points)

Equal Opportunity Policy-Has an equal opportunity policy for hiring (up to 2 points)

Non-Discrimination Hiring Policy-

Provides evidence of non-discrimination hiring policy (up to 2 points)

Points Based 10 (10% of Total)

5. BIDDER REQUIREMENTS

5.1. Construction Schedule*

A detailed construction schedule showing all major items of work including 24 hour emergency call out numbers.

*Response required

5.2. Provide list of contracts on which the bidder is currently engaged:* *Response required

5.3. Additional Information

Provide such additional information as will satisfy the owner that the bidder is adequately prepared, in technical experience and otherwise, to fulfill the contract.

5.4. Form of Proposal Confirmation*

On behalf of my company, I confirm that, if the submitted Proposal be accepted by the

City of Royal Oak, they will, within ten (10) days (Sundays and legal holidays excepted) after receiving notice of such acceptance, provide all bonds and insurances, and enter into the attached form of Contract to do all the work specified at the prices named in the

Proposal; and further agree that this company will commence work immediately, and prosecute it faithfully to completion by the date stipulated in the Contract.

In submitting this bid, I understand that the right is reserved by the City of Royal Oak to accept any bid, to reject any or all bids, and to waive any irregularities or informalities in bidding in the interest of the City.

Accompanying this Proposal is a (Bid Bond) (Certified Check) in the amount of five percent (5%) of the total amount of the bid submitted.

If my company fails to execute the Contract or furnish the bonds and insurances within the time limited, or fails to fulfill the agreements concerning the proposed work, it is

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2025 Library Solar Installation 2024-27 agreed that the City of Royal Oak may, at its option, determine that the undersigned has abandoned his interests in the proposed Contract and that the certified check or Bid

Bond accompanying this Proposal may be retained by the City of Royal Oak as liquidated damages and not as a penalty, but otherwise the certified check or Bid Bond shall be returned to the undersigned upon the execution of the Contract and acceptance of the bonds.

☐ Please confirm

*Response required

5.5. Upload a copy of the certified Bid Bond in the amount of at least 5% of the submitted bid.*

*Response required

5.6. Bid Evaluation Criteria

5.6.1. Qualifications & Experience *

Provide documentation for the following:

• Demonstrate experience in a procure -install solar PV installations on public/institutional rooftops.

• Provide a minimum of three similar Michigan public-sector solar projects completed in the last five years.

• Include team resumes, roles, time allocation, and references.

*Response required

5.6.2. Corporate Accountability*

• Provide documentation for the following criteria, if available:

o References: Based on references from past projects and qualifications of management and supervisory personnel o Quality Assurance Program: Evidence of a Quality Assurance program o Personnel and Work Plan: Statement of qualified personnel and plan for efficient work

*Response required

5.6.3. Workplace Safety*

• Provide documentation for the following criteria, if available:

o Safety Program: Detailed evidence of contractor's safety program o Apprentices: Ratio of masters to apprentices, if applicable o Evidence of EMR Rating

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*Response required

5.6.4. Workforce Development*

• Provide documentation for the following criteria, if available:

o Company Benefits: Documentation regarding offered employee benefits such as health insurance, paid time off, retirement benefits o Apprenticeship Program: Documentation of a formal apprenticeship program under US Department of Labor o Training/Skills Assessment Program: Documentation of training/skills assessment program for non-apprentice workers

*Response required

5.6.5. Social Equity*

• Provide documentation for the following criteria, if available:

o MDOT Small Business Program: Documentation of the MDOT Small

Business Program (SBP) certification, if applicable o Workforce: Percentage of your workforce that is drawn from Livingston, Macomb, Monroe, Oakland, St. Clair, Washtenaw, and Wayne Counties o Equal Opportunity Policy: Evidence of an equal opportunity policy for hiring, if applicable.

o Non-Discrimination Hiring Policy: Evidence of non-discrimination hiring policy, if applicable.

*Response required

5.7. Form A - Responsible Contractor

Please provide the following information related to the company making the bid. This is intended to give information related to the company.

5.7.1. Provide the following information:*

Company Name:

Name:

Phone:

Email:

Company Owner(s):

Principle Staff Names:

*Response required

Royal Oak, MI 48067 248.246.3034

2025 Library Solar Installation 2024-27

5.7.2. Please provide a list of any names this company has done business as before and explain any changes to the name.*

If not applicable, please type N/A

*Response required

5.7.3. Is your company controlled now or has been in the past five years by another company or business entity?*

☐ Yes

☐ No

*Response required

When equals "Yes"

5.7.4. Please attach a statement detailing the nature of the relationship and if the relationship could impact the contract performance.* *Response required

5.7.5. Have you ever been disbarred, found non-responsible, non-compliant by a federal, state or local government before?*

☐ Yes

☐ No

*Response required

When equals "Yes"

5.7.6. Please attach a statement detailing the situation.*

*Response required

5.7.7. Please attach a copy of a balance sheet, statement of operations, bonding capacity or other audited financial information that is current within the past 12 months that can demonstrate your financial capacity to start and follow through with the project.*

*Response required

5.7.8. Do you have relevant state and local licenses including license numbers?* Select yes if you can supply this. No, if it does not apply.

☐ Yes

☐ No

*Response required

When equals "Yes"

5.7.9. Provide a list of relevant state and local licenses including license numbers. *

Royal Oak, MI 48067 248.246.3034

2025 Library Solar Installation 2024-27

5.7.10. Do you have litigation and/or arbitration currently pending or occurred within the past five years?*

Select yes if you can supply this. No, if it does not apply.

☐ Yes

☐ No

*Response required

When equals "Yes"

5.7.11. Provide list of litigation and arbitration currently pending or occurred within the past five years. Include an explanation of legal claims, parties, court/forum, damages and the resolution. * *Response required

5.7.12. Provide proof of insurance including amount of coverage for liability, property damage, workers compensation, and any other insurance required by contract documents. *

*Response required

5.7.13. I affirm that craft employees are paid current wage rates and benefits as required under federal and state law.

☐ Please confirm

5.7.14. I confirm and acknowledge my obligation to comply with Ordinance 2022-07, Responsible Contractor Ordinance, in each contract and subcontract. *

By confirming, you acknowledge.

☐ Please confirm

*Response required

5.8. Form B - Responsible Contractor

Please provide the following information related to the company making the bid. This is intended to give information related to the company.

5.8.1. Are you pre-qualified through the City of Royal Oak Responsible Contract Process within the past two years? If you are unsure, select "no".*

☐ Yes

☐ No

*Response required

When equals "Yes"

5.8.2. When were you pre-qualified as a responsible contractor?* Example: December 1, 2024

Royal Oak, MI 48067 248.246.3034

2025 Library Solar Installation 2024-27

5.8.3. Estimate the number of employees to complete the project:* *Response required

5.8.4. Estimate the number of employees who are certified masters in their trade:* *Response required

5.8.5. Estimate the number of employees who are certified journeypersons in their trade:*

*Response required

5.8.6. Estimate the number of employees who are using work visas:* *Response required

5.8.7. Do you have licenses held by key staff members for this project?* ☐ Yes

☐ No

*Response required

When equals "Yes"

5.8.8. A list of all licenses held by key staff members for this project.

5.8.9. Do you have documentation of master or journeyperson certifications and statuses for employees who will be working on this project?* ☐ Yes

☐ No

*Response required

When equals "Yes"

5.8.10. Documentation of master or journeyperson certifications and statuses for employees who will be working on this project. Be sure to include the source for certifications.

5.8.11. Verification of compliance with federal and state laws regarding the employment of non-US citizens.*

☐ I comply with federal and state laws regarding employment of non-US citizens.

☐ I do not comply with federal and state laws regarding employment of non-US citizens.

*Response required

5.8.12. A list of projects completed (and associated client information, name and phone number) within the past five years that are comparable in size, complexity, budget, timeline to the project that is being bid on.*

Submit the requested information.

*Response required

5.8.13. Will portions of the project be completed by a subcontractor?* ☐ Yes

☐ No

Royal Oak, MI 48067 248.246.3034

2025 Library Solar Installation 2024-27

*Response required

When equals "Yes"

5.8.14. List the portions of the project that will be completed by a subcontractor.

List those subcontractor(s) and attach their Responsible Contractor Forms A and B.

Additional Form A and Form B are available at www.romi.gov/responsiblecontratorordinance. Compile all information for each subcontractor into one PDF and attach here.

5.8.15. Do you have any violations of federal, state, or local laws or regulations, including Occupational Safety Health Administrations, Michigan Occupational Safety?

Submit the following additional information or a statement that it does not exist/apply for your company.

☐ Yes

☐ No

When equals "Yes"

5.8.16. A list of any violations of federal, state, or local laws or regulations, including Occupational Safety Health Administrations, Michigan Occupational Safety.

5.8.17. Do you have any violations related to health administration, wages, workers compensation, unemployment compensation, that have been issued to or against the bidder in past five years?*

☐ Yes

☐ No

*Response required

When equals "Yes"

5.8.18. A list of violations related to health administration, wages, workers compensation, unemployment compensation, that have been issued to or against the bidder in past five years.

5.8.19. I can provide the staffing capabilities and labor sources necessary for this project. I confirm that employees are not misclassified as independent contractors.*

☐ Please confirm

*Response required

5.8.20. Do you have an existing fitness for duty program related to drug and alcohol testing for employees who would be working on the job site?*

☐ Yes

☐ No

When equals "Yes"

Royal Oak, MI 48067 248.246.3034

2025 Library Solar Installation 2024-27

5.8.21. An explanation of an existing fitness for duty program related to drug and alcohol testing for employees who would be working on the job site.

5.8.22. If awarded this project, I will comply with the warranty requirements regarding labor, equipment and materials as stipulated in the contract.

☐ Please confirm

5.8.23. Do you anticipate any change orders related to cost, quantities or schedule at this time?*

☐ Yes

☐ No

*Response required

When equals "Yes"

5.8.24. What potential change orders do you anticipate for this project?

5.8.25. I affirm that the timeline stipulated in the contract documents will be followed and the project will be completed in a timely manner.* ☐ Yes

☐ No

*Response required

When equals "No"

5.8.26. I anticipate schedule issues for this project as follows