Award Recommendation & Evaluation Synopsis RFP 26-2272.pdf

Michigan.gov/MiProcurement

AWARD RECOMMENDATION

Notice of Intent to Award Number: 260000000789

Notice of Intent to Award Date: 09/16/26

The Michigan Department of Transportation (MDOT), Purchasing Unit, has completed the evaluation of Request for Proposal (RFP) 260000002272 Heating, Ventilation and Air

Conditioning (HVAC) Preventative Maintenance for Grand Region and has recommended award to Advantage Mechanical-Refrigeration Inc in the amount of $21,204.00.

Bidders who were not recommended for the award are encouraged to schedule a debriefing session with the Solicitation Manager. The debriefing session will provide the bidder with the

State’s rationale on why the bidder was not recommended for the award. The Solicitation

Manager may be contacted as follows:

Anna Swanson, Solicitation Manager

Swansona1@michigan.gov

517-230-2063

Background Information:

The purpose of the RFP was to solicit responses for the selection of a Contractor for annual, quarterly and semiannual preventative maintenance to include roof top units, air heaters, CSD-1 inspections for boilers and coil cleaning, as specified. The Contractor will provide all personnel, management, supervision, training and equipment required to satisfactorily preform all HVAC maintenance service required.

Contractor Key Personnel must have and retain one or more of the following licenses and certifications:

Michigan Mechanical Contractor License - with classifications 1, 2, 5, 7 Boiler Installer License - classification 1B

Bidders:

The RFP was posted on SIGMA VSS on June 25, 2026, for 15 days. The following bidders submitted proposals by the published due date of July 10, 2026.

Bidder Address, City, State, Zip Code SDVOB* GDBE**

Advantage Mechanical- Refrigeration Inc

3836 Russell St NE Cedar Springs, MI 49319

No No

Hust Inc dba Hurst Mechanical-Control Resource

5800 Safety Dr Belmont, MI 49306

No No

*SDVOB: Service-Disabled Veteran Owned Business **GDBE: Geographically Disadvantaged Business Enterprise

EVALUATION SYNOPSIS

I. Evaluation Process

A Responsible Vendor is a vendor that demonstrates it has the ability to successfully perform the duties identified by the solicitation. A Responsive proposal is one that is submitted in accordance with the solicitation instructions and meets all mandatory requirements identified in the solicitation.

Proposal Instructions: Evaluation Process

The State will evaluate each proposal based on the following factors:

Technical Evaluation Criteria Weight

1. Quality of sample PM Checklist as requested under Schedule A, Section 1.1. 20

2. Key Personnel Schedule A, Section 3.2. 30

3. Vendor Questions Worksheet Section 5, Experience 45

4.

All required documents are completed, and responses are acceptable (Confidential Treatment Form, Vendor Questions Worksheet, Schedule A, Schedule B and Schedule C)

Total 100

Proposals receiving 80 or more technical evaluation points will have pricing evaluated and considered for award.

II. Evaluation Method

Responses to this solicitation were reviewed by a Joint Evaluation Committee which consisted of the following Evaluation Team members:

Voting

Thomas Tellier, Associate Region Engineer in Operations MDOT Grand Region

Glen Baese, Maintenance Mechanic Crew Leader MDOT Bureau of Field Services, Transportation Systems Maintenance and Operations Division, Facilities Administration

Brad Hills, Refrigeration Mechanic MDOT Bureau of Field Services, Transportation Systems Maintenance and Operations Division, Facilities Administration

Anna Swanson, Buyer MDOT Contract Services Division, Purchasing Unit

III. Evaluation Results Advantage Mechanical-Refrigeration Inc and Hurst Inc dba Hurst Mechanical-Control Resource both provided copies of the required Michigan Mechanical Contractor and Boiler Installer licenses and State Project Registration Confirmation Letter.

A. Advantage Mechanical-Refrigeration Inc

The Evaluation Team determined that advantage Mechanical-Refrigeration Inc, based on a score of 84, did meet the requirements of this RFP. This determination was accomplished by evaluating their responses to the Technical Evaluation Criteria.

1. Quality of sample PM Checklist as requested under Schedule A, Section 1. 1.

The Evaluation Team noted the following deficiencies:

a. Bidder’s proposal did not include a boiler checklist.

Score: 15/20

2. Key Personnel Schedule A, Section 3. 2.

The Evaluation Team determined the responses were satisfactory with no deficiencies noted.

Score: 30/30

3. Vendor Questions Worksheet Section 5, Experience.

The Evaluation Team noted the following deficiencies:

a. Bidder did not have recent work experience with the State of Michigan.

Score: 35/45

4. All required documents are completed, and responses are acceptable (Confidential Treatment Form, Vendor Questions Worksheet, Schedule A, Schedule B and Schedule C).

The Evaluation Team noted the following deficiencies:

a. Bidder did not respond to all questions on the Vendor Questions Worksheet.

Score: 4/5

Total Score: 84/100

B. Hurst Inc dba Hurst Mechanical-Control Resource

The Evaluation Team determined that Hurst Inc dba Hurst Mechanical-Control Resource, based on a score of 79, did not meet the requirements of this RFP. This determination was accomplished by evaluating their responses to the Technical Evaluation Criteria.

1. Quality of sample PM Checklist as requested under Schedule A, Section 1. 1.

The Evaluation Team noted the following deficiencies:

a. Bidder’s proposal did not include the requested checklists for controls, electric unit heaters and exhaust fans.

Score: 14/20

2. Key Personnel Schedule A, Section 3.2.

The Evaluation Team noted the following deficiencies:

a. Although required licenses – Michigan Mechanical Contractor and Boiler Installer

– were submitted, the licensees were not the Bidder’s named Key Personnel as specified by the RFP.

Score: 20/30

3. Vendor Questions Worksheet Section 5, Experience.

The Evaluation Team noted the following deficiencies:

a. Bidder did not provide a list of contracts for prior work experience with the State of Michigan.

Score: 42/45

4. All required documents are completed, and responses are acceptable (Confidential Treatment Form, Vendor Questions Worksheet, Schedule A, Schedule B and Schedule C).

The Evaluation Team noted the following deficiency:

a. Bidder did not respond to all questions on the Vendor Questions Worksheet.

b. Bidder did not respond to all bidder response boxes in Schedule A.

Score: 3/5

Total Score: 79/100

IV. Technical Evaluation Summary

Technical Evaluation Criteria

Advantage

Mechanical-

Refrigeration Inc

Hurst Inc dba Hurst

Mechanical-

Control Resource

1 Quality of sample PM Checklist as requested under Schedule A, Section 1.1.

2 Key Personnel Schedule A, Section 3.2. 30 20

3 Vendor Questions Worksheet Section 5, Experience

35 42

All required documents are completed, and responses are acceptable (Confidential Treatment Form, Vendor Questions Worksheet, Schedule A, Schedule B and Schedule C).

V. Pricing Summary Pricing was evaluated for the bidders who received 80 or more technical evaluation points.

Deliverable Advantage Mechanical- Refrigeration Inc

1 Boiler (1) - Annually $2,022.00

2 Controls - 6 Months $319.00

3 Electric Unit Heaters (2) – Annually $181.00

4 Mini Spilt (5) – 6 Months $850.00

5 Mini Split Condensing Unit (5) – 6 Months $850.00

6 Roof Top Units (5) – 6 Months $2,640.00

7 Exhaust Fans (2) - Annually $206.00

Total One Year Price $7,068.00

Total Three-Year Price $21,204.00

VI. Award Recommendation:

Award recommendation is made to the responsive and responsible Bidder who offers the best value to the State of Michigan. Best value is based on the proposal meeting the minimum point threshold and offering the best combination of the factors stated in the Proposal Instructions Evaluation Process section, and price.

As part of the best value determination, overall economic impact to the State of Michigan was considered and is not a determinative factor in making this award.

Advantage Mechanical-Refrigeration Inc, provided the best value to the State. Best value factors for Award Recommendation include key personnel who met the license requirements, checklists that included readings, specs, notes and photos of deficiencies during each preventative maintenance visit, and overall pricing.

Award Recommendation is made to Advantage Mechanical-Refrigeration Inc, award is in the amount of $$21,204.00.