City Housing Mechanical Inspections Maintenance Repair.pdf

RESPONDENT (COMPANY) NAME: ____________________

C I T Y O F D E A R B O R N

Abdullah H. Hammoud, MAYOR

REQUEST FOR PROPOSAL

FOR

Mechanical Systems Inspections, Maintenance, and Repairs for O’Reilly and Sareini Manor

RFP R002030

Issue Date: September 2nd, 2026

Site Visit: September 10th, 2026, at 9:00AM O’Reilly Manor

22077 Beech, Dearborn MI 48124.

Visit will continue to Sareini Manor

Pre-bid Question Deadline: September 15th, 2026, Noon Local Time

Bid Deadline: September 22nd, 2026 at 3pm Local Time Uploaded to www.mitn.info

Purchasing Contact: Jason Pich, Buyer

Email: jpich@dearborn.gov

DESCRIPTION: Through this Request for Proposal (RFP), the City of Dearborn hereby invites businesses that meet the qualifications set forth hereinto submit for mechanical system inspection, maintenance, and repair at John B. O’Reilly Jr. Manor and Suzanne Sareini Manor.

This solicitation, along with all attachments may be downloaded from the Michigan Intergovernmental Trade Network (MITN) website at www.mitn.info. Any and all Addenda issued by the City of Dearborn must be viewed or downloaded from the above listed website. Award results shall also be posted on the MITN website.

Bids must be uploaded to the MITN website by the due date and time specified above. Be sure to allow adequate time for the uploading process as late bids will not be accepted by the system. Bids will be opened promptly after the bid deadline at the Dearborn Administrative Center.

NO HARD COPIES ARE TO BE SUBMITTED

Contractors are prohibited from using the official Seal of the City of Dearborn in this bid or in any other manner http://www.mitn.info/

CITY OF DEARBORN

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TABLE OF CONTENTS

TABLE OF CONTENTS

RFP INSTRUCTIONS

SCOPE OF SERVICES AND SPECIFICATIONS:

EVALUATION CRITERIA AND SUBMITTAL REQUIREMENTS

SPECIAL CONTRACT TERMS AND CONDITIONS

STANDARD TERMS AND CONDITIONS OF AGREEMENT

REQUIRED FORMS

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RFP INSTRUCTIONS

1) PRE-PROPOSAL INFORMATION AND QUESTIONS: Each proposal that is received by the deadline will be evaluated on its merit and completeness of all requested information. In preparing proposals, Respondents are advised to rely only upon the contents of this RFP and accompanying documents and any written clarifications or addenda issued by the City of Dearborn. If a Respondent finds a discrepancy, error, or omission in the RFP package, or requires any written addendum thereto, the Respondent is requested to notify the Purchasing contact noted on the cover of this RFP, so that written clarification may be sent to all prospective Respondents. THE CITY IS NOT RESPONSIBLE FOR ANY ORAL INSTRUCTIONS. All questions must be submitted in writing to the Purchasing contact before the Pre-Proposal Question Deadline indicated on the front of this document. No contact regarding this document with other City employees is permitted.

All answers will be issued in the form of an addendum.

a) All questions must be submitted in writing to the Purchasing contact before the pre-proposal

Question Deadline indicated on the front of this document.

b) No communication is permitted between Proposers and other City Departments/Divisions prior to the award of the proposal unless sanctioned by the Purchasing Division.

2) PRE-PROPOSAL MEETING: A pre-proposal meeting concerning this RFP may be held. If so, the date, time and location will be indicated on the cover of this RFP. Staff will be available at this meeting to answer questions about this RFP. Attendance at the meeting is strongly encouraged.

3) RFP MODIFICATIONS/ADDENDA: Clarifications, modifications, or amendments may be made to this RFP at the discretion of the City of Dearborn. Any and all Addenda issued by the City will be posted as noted on the Cover Page of this document. It is the responsibility of the Respondent to obtain the available Addenda and acknowledge Addenda on the Proposal Form of this RFP. Failure to acknowledge Addenda may result in your proposal being deemed non-responsive and rejected without any further evaluation. If any changes are made to this RFP document by any party other than the City, the original RFP document and associated Addenda in the City of Dearborn’s Purchasing Department’s files shall take precedence.

4) PROPOSAL SUBMISSION: The Respondent must include the following items or the proposal may be deemed non-responsive:

i) All forms contained in this RFP, fully completed

ii) Evidence that the Qualifications listed in the Specifications/Scope of Work are met.

a) Proposals must be electronically uploaded to the MITN (www.mitn.info) website by the due date and time. Allow sufficient time to go through the uploading process. Submit a single file, in PDF, with a size limitation of 20MB. If the file size exceeds 20 MB, please upload in 20 MB increments.

For assistance on how to upload, contact MITN directly at (800) 677-1997. The MITN system will not allow for late submittals and a submittal must be completed before the due date and time. This responsibility rests entirely with the Respondent, regardless of delays resulting from the uploading process.

b) Submission of a proposal establishes a conclusive presumption that the Respondent is thoroughly familiar with the Request for Proposal (RFP), and that the Respondent understands and agrees to abide by each and all of the stipulations and requirements contained therein.

Businesses that have done work for the City are not exempt from submitting required documents or meeting other requirements listed in this RFP.

c) All prices and notations must be filled in. If not offering on a line item, you must write in “N/A” or “No Offer.” Mistakes may be crossed out and corrections must be initialed by the person(s) signing the bid.

d) All costs incurred in the preparation and presentation of the proposal is the Respondent’s sole responsibility; no pre-proposal costs will be reimbursed to any Respondent. All documentation submitted with the proposal will become the property of the City of Dearborn.

http://www.mitn.info/

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e) Proposals must be held firm for a minimum of 90 days.

5) WITHDRAWAL: Proposals may only be withdrawn by written notice prior to the date and time set for the opening of proposals. No Proposal may be withdrawn after the deadline for submission.

6) PRICING: In cases where discrepancies are found on the price page when computing the total amount on the price sheet, the unit price shall prevail.

7) REJECTION: The City reserves the right to reject any or all proposals, or to accept or reject any proposal in part, and to waive any minor informality or irregularity in proposals received if it is determined by the Purchasing Agent that the best interest of the City will be served by doing so. If all Proposals are rejected by the City, notice will be posted on the City’s websites as noted on the Cover Page of this document. No Proposal will be considered from any person, firm or corporation in arrears or in default to the City on any contract, debt, or other obligation, or if the Respondent is debarred by the City from consideration for a contract award, or if Respondent has committed a violation of the City’s Charter and/or Code of Ordinances which resulted in a termination of a contract or other material sanction within the five (5) years immediately preceding the date of issuance of this document.

8) PROCUREMENT POLICY: Procurement for the City will be handled in a manner providing fair opportunity to all businesses. This will be accomplished without abrogation or sacrifice of quality and as determined to be in the best interest of the City. The Purchasing Agent has the vested authority to execute a contract, subject to City approval where required.

9) PROPOSAL SIGNATURES: Proposals must be signed by an authorized official of the Respondent.

Each signature represents binding commitment upon the Respondent to provide the goods and/or services offered to the City if the Respondent is determined to be the most responsive and responsible Respondent. The resulting contract is not binding until fully executed by both parties should the contract require Council approval.

10) CONTRACT AWARD: The City reserves the right to award by item, group of items, or total proposal. The Respondent to whom the award is made will be notified at the earliest possible date.

Tentative acceptance of the proposal, intent to recommend award of a contract and actual award of the contract will be provided by written notice sent to the Respondent at the address designated in the proposal. After a final award of the Agreement by the City, the Contractor must execute and perform said Agreement upon full execution by both parties. The date on which the Agreement is signed by the City marks the beginning of the Agreement and shall be binding.

11) NO RFP RESPONSE: For those Businesses who receive this RFP but who do not submit a response, it would help the City if you would please return a notice of why you have chosen not to respond.

12) FOIA REQUIREMENTS: Proposals are subject to public disclosure after the deadline for submission in accordance with state law.

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SCOPE OF SERVICES AND SPECIFICATIONS:

INTRODUCTION Through this Request for Proposal (RFP), the City of Dearborn hereby invites businesses that meet the qualifications set forth hereinto submit for mechanical system inspection, maintenance, and repair at John B. O’Reilly Jr. Manor and Suzanne Sareini Manor.

Contractor shall provide all labor, tools, instruments, transportation and engineering supervision to complete all items as specified in the Scope of Work.

Upon Award of the Contract, the Contractor shall commence inspection service, the preventative maintenance program, provide 24 hour emergency repair service and assist in the development and writing of Specifications to correct and/or improve mechanical systems problems that may occur during the term of the Contract at John B. O’Reilly Jr. Manor and Suzanne Sareini Manor.

JOB SPECIFICATION: HVAC PREVENTIVE MAINTENANCE & SERVICE AGREEMENT

Owner/Management: City of Dearborn Housing Department Document Type: Scope of Work (SOW) & Technical Specifications Primary Contract Contacts: Facility Coordinator & Capital Funds Coordinator Contract Portfolio: Municipal City Facilities & Apartment Complexes | Central Chilled & Hot Water Plants

PROPERTY PORTFOLIO SUMMARY

Designated Portfolio Properties:

• O'Reilly Manor (West) – 22077 Beech Street, Dearborn, MI 48124 o Scope & System: 214 Apartments across 12 floors| Central Chilled & Hot Water Plants, In-Unit Fan Coil Units o Construction Completed: April 1976 o HVAC Distribution Note: Main floor common areas are served by individual Packaged Terminal Air Conditioners (PTACs), community rooms by Rooftop Units (RTUs), and residential apartments by in-unit 2-pipe/4-pipe Fan Coil Units (FCUs) providing both heating and cooling.

• Suzanne Sareini Manor (East) – 5500 Calhoun Street, Dearborn, MI 48126 o Scope & System: 137 Apartments across 10 floors | Central Chilled & Hot Water Plants, In-Unit Fan Coil Units o Construction Completed: August 1977 o HVAC Distribution Note: Main floor common areas are served by individual Packaged Terminal Air Conditioners (PTACs), community rooms by Rooftop Units (RTUs), and residential apartments by in-unit 2-pipe/4-pipe Fan Coil Units (FCUs) providing both heating and cooling.

MINIMUM QUALIFICATIONS: Respondents (specifically, the business that will be contractually bound under the contract with the City of Dearborn) will be deemed nonresponsive and rejected without any further evaluation if they, as a business, do not meet the following qualifications:

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A) The Respondent must have five years’ experience five (5) years of continuous operational experience as a licensed HVAC service contractor performing commercial or multi-family residential maintenance, repair, and boiler service.

B) The Respondent must have performed under at least three (3) similar contracts of similar size, scope, and complexity (e.g., commercial boiler plants, hydronic heating systems, multi-story residential properties) within the last five (5) years.

C) Respondents must submit a completed Reference Form detailing at least three (3) professional references from similar past projects.

I. SCOPE OF WORK OVERVIEW

The scope of work encompasses complete, professional preventive maintenance, routine system walkthroughs, 24/7 emergency response, seasonal start-up/shut-down, and annual in-unit residential fan coil unit inspections across municipal facilities for the City of Dearborn Housing Department. All administrative coordination, work order approvals, invoice auditing, and technical submissions shall be directed to the Facility Coordinator.

Mandatory On-Site Check-In & Departure Protocol For all scheduled inspections, routine walkthroughs, planned preventive maintenance, scheduled repairs, and 24/7 emergency call-outs across all properties, Contractor technicians must verbally notify and check in with the Facility Coordinator upon arriving on-site, and check out with the Facility Coordinator prior to departing the property. Official contact phone numbers and email details for the Facility Coordinator will be formally provided to the Contractor immediately following contract award.

Services are categorized into five primary components:

1. Routine Mechanical Inspections & Walkthroughs: Bi-weekly physical inspections, air filter fit/seal/cleanliness audits, central loop water treatment/chemical additions, Direct Digital Control (DDC) alarm monitoring, and immediate minor defect triage.

2. 24/7/365 Emergency Call-Out & Response Service: Dedicated, year-round emergency dispatch guaranteeing on-site technician arrival within two (2) hours for critical system failures, active fluid/refrigerant leaks, heating/cooling loss during climate extremes, or safety alarms.

3. Monthly Site-Wide Planned Preventative Maintenance (PPM): Comprehensive scheduled monthly preventive maintenance routines across central equipment—chillers, boilers, make-up air units, community room RTUs, main floor common area PTACs, exhaust fans, pumps, motors, and mechanical lubrication of all Zerk grease fittings (where equipped).

4. Annual In-Unit Residential Fan Coil Unit (FCU) Inspections: Hands-on maintenance in every apartment across all 351 municipal units, including cabinet access, filter replacements, coil vacuuming, condensate pan sanitation, 1-gallon flow-tested verification that main condensate drain lines are clear and unobstructed, anti-sludge chemical tablet insertion, actuator valve testing, immediate leak repairs, inspection and repair of exposed or frayed wiring, submission of a formal campaign summary report, and itemized quotations for major non-contractual repairs.

5. Seasonal Start-Up, Shut-Down & Commissioning: Spring chiller plant commissioning, autumn boiler plant start-up, winterization of outdoor MAU heating coils, boiler waterside/fireside cleanouts, and State of Michigan ASME CSD-1 safety testing.

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II. SCHEDULE OF SERVICES & DELIVERABLES

• Bi-Weekly Walkthroughs (Every 14 Days Year-Round across O'Reilly Manor & Suzanne Sareini Manor) o Mandatory Deliverable: Arrival/Departure Log Confirmation + Endorsed Building Inspection Log + Timestamped Photo Log + Leak & Abnormality Repair Triage Report

• Chemical Water Treatment (Bi-Weekly / 2x Weekly during Startup) o Mandatory Deliverable: Closed-Loop & Open-Loop Chemical Test & Addition (CTA) Log Form

• 24/7/365 Emergency Response (On-Demand Dispatch) o Mandatory Deliverable: Immediate Arrival/Departure Notification to Facility Coordinator + Signed Emergency Field Work Order, Incident Root-Cause Report & Alarm Log Entry

• Monthly Site-Wide Planned Maintenance (PPM - All Facilities Monthly) o Mandatory Deliverable: Preventative Maintenance Work Form (Including Bearing Lubrication Log & MAU/RTU/PTAC/Exhaust Filter Service)

• In-Unit Fan Coil Inspections (Annual Campaign across Portfolio Units) o Mandatory Deliverable: In-Unit FCU Service Log, 1-Gallon Condensate Flow Test Verification, Timestamped Photo Logs, Anti-Sludge Tablet Installation Verification, Immediate Leak Repair Log, Exposed Wiring Repair Log, Post-Campaign Report & Itemized Repair Proposals

• Seasonal Transitions (Spring Chiller Start-Up & Autumn Boiler/Heating Commissioning) o Mandatory Deliverable: Comprehensive Seasonal Transition Report, Chiller Log Sheets, & CSD-1 Logs

III. DETAILED SPECIFICATIONS: ROUTINE WALKTHROUGHS & WATER TREATMENT

1. Bi-Weekly Walkthrough & Inspection Protocol Every two weeks year-round, the Contractor shall provide a qualified Licensed Mechanical Journey Technician (Journeyman) to perform physical inspections of central chillers, boilers, make-up air units, community room RTUs, main floor common area PTACs, exhaust fans, pumping, controls, filter assemblies, and drainage systems at O'Reilly Manor and Suzanne Sareini Manor.

• Check-In Standard, Building Inspection Logs & Mandatory Repair Action: Upon arrival at any property, the technician must immediately contact the Facility Coordinator to confirm arrival prior to commencing work. Upon completion of the walkthrough, the technician must contact the Facility Coordinator to report findings and confirm departure.

During each walkthrough, an itemized Building Inspection Form must be completed and endorsed by both the Contractor’s mechanic and on-site City of Dearborn Housing Department personnel. Every submission must include timestamped photographic evidence of gauge/sensor readings, overall equipment condition, filter status, and flagged defects submitted directly to the Facility Coordinator.

• Filter Integrity & Airflow Inspection: Inspect all accessible air filters across Make-Up Air Units (MAUs), Air Handling Units (AHUs), Dedicated Outdoor Air Systems (DOAS), community room

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RTUs, main floor common area PTACs, and common area filtration racks for proper sizing, tight frame seating, seal integrity (no bypass gaps), loading levels, differential pressure drops, and correct MERV rating compliance. Replace or realign unseated or excessively loaded filters as needed.

• Cooling Season Checks: Chilled water supply/return temperatures, evaporator and condenser approach temperatures, compressor oil pressures/levels, refrigerant charge sight glasses, condenser fan operation, chilled water circulator pumps, expansion tank pressures, cooling tower water quality, and operational checks on community room RTUs and common area PTACs.

• Heating Season Checks: Hot water boiler pressure/temperature, stack temperatures, burner flame characteristics, low-water cut-off tests, feed pump operation, condensate receivers, safety valve testing, domestic hot water supply temperatures, and pneumatic/Direct Digital Control (DDC) system performance.

• Year-Round Air, Controls & Drainage Checks: Roof-Top Make-Up Air Unit (MAU) blower operation, roof-top exhaust fans, belt tension, supply air temperatures, Direct Digital Control (DDC) sensor accuracy/alarm logs, cold water booster pumps, domestic hot water circulating pumps, and building pressurization.

• Deficiency Reporting & Action Protocol: Technicians must immediately report any detected fluid/refrigerant leaks, unusual vibration, pressure drop, electrical fault, filter failure, or system abnormality to management. Minor abnormalities shall be repaired immediately on-site. For major defects, active leaks, or repairs requiring specialized materials, the Contractor shall issue an emergency work order and schedule repairs within the contractually mandated timeframe.

2. Central Loop Water Treatment & Chemical Test Addition (CTA) The Contractor shall furnish all diagnostic testing equipment, chemicals, cleaning agents, biocide additives, oxygen scavengers, scale inhibitors, and water treatment formulas within the base line-item contract pricing.

• Testing Frequency: Daily water treatment testing during the first two weeks of seasonal plant start-up shall apply strictly to central water-cooled chiller plants and primary boiler facilities;

secondary closed-loop systems shall require bi-weekly testing during startup. Twice-weekly routine testing shall be conducted thereafter across all central systems to stabilize closed-loop and open-loop chemistry.

• Required Chemical Tests & Adjustments: Test and maintain proper levels for Alkalinity, Chlorides(Cl), Sulfites (SO3 ) and (pH), azole corrosion inhibitors, and glycol/nitrate concentrations per industry standard chiller and hot water treatment guidelines.

IV. 24/7/365 EMERGENCY CALL-OUT & SERVICE SPECIFICATIONS

1. Emergency Dispatch & Response Time Mandate The Contractor shall maintain a live, continuous 24-hour emergency telephone dispatch line staffed 365 days a year.

• Mandatory On-Site SLA: The Contractor shall have a qualified Licensed Mechanical Journey Technician (Journeyman) physically present on-site at the affected facility within two (2) hours of initial call notification by the Facility Coordinator, Capital Funds Coordinator, or designated emergency staff.

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• Arrival & Departure Notification: The responding technician must call or text the Facility Coordinator immediately upon arriving on-site at the emergency location, and must notify the Facility Coordinator prior to departing the property after containing or resolving the emergency.

• Emergency Events: Uncontrolled fluid or refrigerant leaks, total plant shut-downs (loss of heating during freezing weather or loss of cooling during heat advisories), failure of community room RTUs or common area PTAC units during extreme weather, boiler/chiller lockout alarms, or Make-Up Air Unit flame failures.

2. Immediate Incident Containment & Reporting Upon arrival, the primary directive of the technician is to perform diagnostic evaluation, contain immediate hazards, prevent water/property damage, restore system operations, or safely isolate failing components.

• Emergency Field Log: Before departing the property, the technician must execute a digital Emergency Field Work Order detailing arrival time, departure time, diagnostic findings, immediate actions taken, replaced components, and temporary or permanent resolution status.

• Follow-Up Action Plan: If permanent remediation requires non-contractual parts or specialized labor outside the base contract fee, an itemized quote must be submitted to the Facility Coordinator within twenty-four (24) hours of the emergency event.

V. ANNUAL IN-UNIT RESIDENTIAL FAN COIL UNIT (FCU) INSPECTIONS

The Contractor shall execute annual inspections for all individual residential apartment fan coil units across the portfolio. Resident notices and access schedules will be coordinated with the Facility Coordinator at least seven (7) days prior to entry.

Detailed In-Unit Fan Coil Unit (FCU) Inspection Scope:

• Cabinet Access & Technician Check-In: On each day of in-unit campaign inspections, technicians must check in with the Facility Coordinator prior to entering residential floors and check out upon completing the day's schedule.

• Cabinet Access, Filter Service & Coil Hygiene:

o Remove access panels or cabinet covers in every designated apartment unit.

o Remove and discard old air filters; install new, correctly sized replacement air filters ensuring a tight frame fit and seal.

o Thoroughly clean and vacuum heating/cooling coil fins using non-foaming coil cleaner where necessary, removing dust, lint, animal hair, and debris accumulation that impedes airflow.

o Comb out crushed or bent aluminum coil fins to restore proper airflow velocity.

• Condensate Tray Sanitation, Line Clearance & Post-Inspection Warranty:

o Scrape, clean, and flush internal condensate drain pans, removing sludge, biological algae growth, and standing water residue.

o Main Condensate Line Clearance: Flush, clear, and test main condensate drain lines from every unit to ensure they are clean, unobstructed, and actively allowing water to flow freely down through vertical risers and completely out of the building.

o Mandatory Flow Test Standard: The Contractor shall perform a physical flow test on every unit by pouring a minimum of one (1) gallon of clean water directly into the

Request for Proposal R002030 Page 10 of 36 condensate pan. Proper clearance requires immediate, unrestricted drainage leaving zero standing water in the pan. Any detected clogs, slow drainage, or back-ups must be cleared immediately.

o Verification Deliverables: Each unit service log must include timestamped photo documentation showing the clean drain pan, installed anti-sludge tablet, and an explicit pass/fail flow test sign-off.

o 90-Day Warranty & Liability: If a condensate drain line clog or backup occurs in an inspected unit or downstream main riser within ninety (90) days following the completed inspection campaign, the Contractor shall re-clear and flush the affected lines immediately at no additional cost to the Owner, and shall be responsible for direct property damage remediation costs resulting from unperformed or improper line clearance, capped at the Contractor's Commercial General Liability Policy Limit.

o Mandatory Anti-Sludge Treatment: Place an approved slow-dissolving anti-microbial / anti-sludge HVAC condensate tablet directly into the condensate tray in every unit to prevent algae buildup, drain blockages, and pan overflows between annual visits.

• Actuator Valves, Piping & Immediate Leak Repairs:

o Systematically inspect all visible 2-way / 3-way motorized actuator valves, supply/return copper connections, flex hoses, strainers, and shut-off valves for active fluid leaks, condensation weeping, or mineral buildup.

o Test 2-position or modulating actuator valves for smooth opening/closing upon thermostat or Direct Digital Control (DDC) call.

o Mandatory Immediate Repair: Technicians are required to report and repair any detected leak immediately on-site during the unit inspection (e.g., repacking valve stems, replacing weeping air vents, tightening packing nuts, or replacing failing actuator assemblies).

• Blower Motor & Fan Assembly: Inspect blower motor assemblies, squirrel-cage fan wheels, and multi-speed selector switches. Clean fan blades and apply lubricant to bearings where applicable.

• Electrical Safety & Exposed Wiring Inspection:

o Inspect all internal high- and low-voltage wiring, terminal connections, junction boxes, and wire nuts leading to fan motors, transformers, and wall thermostats/sensors inside or adjacent to the FCU cabinet.

o Mandatory Immediate Repair: Inspect for and immediately repair, re-insulate, wire-nut, replace, or securely fasten any bare, frayed, pinched, loose, ungrounded, or exposed electrical wiring found inside or adjacent to the FCU cabinet to ensure complete electrical safety.

• Thermostat Calibration & Operational Verification: Cycle wall thermostats/Direct Digital Control (DDC) sensors to verify proper fan speed engagement, actuator valve response, and supply air temperature differential in both heating and cooling modes. Reassemble access panels securely.

Mandatory Post-Inspection Campaign Deliverable & Report:

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Within five (5) business days following the completion of the annual in-unit inspection campaign across the portfolio, the Contractor shall compile and submit a comprehensive digital PDF In-Unit Inspection & Action Summary Report to the Facility Coordinator. This report must include:

1. Portfolio Completion Audit: Total residential units inspected, completion percentage rate per building, and an itemized listing of refused or locked-out units requiring access rescheduling.

2. Completed Work Summary Log: Unit-by-unit verification of tasks completed, including filter replacement sizes, coil vacuuming status, condensate tray sanitation, 1-gallon flow test pass/fail results, anti-sludge tablet placement confirmation, and main condensate line drainage verification.

3. On-Site Immediate Repair Log: Detailed documentation of all immediate, on-the-spot repairs executed during inspections (e.g., corrected leaks, replaced air bleed valves, repacked stems, and repaired/secured exposed wiring).

4. Deficiency & Capital Replacement Summary: A categorized summary flagging units with stuck actuator valves, noisy blower bearings, damaged cabinet covers, degraded insulation, exposed or fraying wiring, or electrical defects prioritized into Critical (Immediate Follow-Up Work Orders Required), Recommended (1–3 Months), and Capital Planning (Multi-Year Replacement) actions.

Itemized Repair Proposals & Quotations:

For any major defects, component failures, or necessary repairs identified during the in-unit inspection campaign that fall outside the base contract preventive maintenance scope (e.g., coil replacements, motor changeouts, or major valve replacements), the Contractor shall submit an itemized written price quote to the Facility Coordinator within five (5) business days of discovery. All quotes must be calculated strictly using the contract’s agreed-upon hourly labor rate and material markup percentage.

No non-contractual repair work shall proceed without prior written authorization and an issued Purchase Order / Work Order Number from the City of Dearborn Housing Department.

VI. MONTHLY SITE-WIDE PLANNED PREVENTATIVE MAINTENANCE (PPM)

Planned maintenance activities shall be conducted on a Monthly Site-Wide Schedule, where the Contractor performs full mechanical servicing across central chillers, boilers, make-up air units, Dedicated Outdoor Air Systems, community room RTUs, main floor common area PTACs, exhaust fans, controls, and pumping systems at every property on a monthly basis.

Mechanical Lubrication & Grease Fitting (Zerk) Protocol For all rotating mechanical equipment across all properties (pumps, chiller motors, air handler blowers, MAU fan shafts, RTU/exhaust fan bearings), the Contractor shall execute the following mandatory lubrication standard during monthly servicing:

• Grease Fitting Service & Cleanout: Inspect and service all grease fittings (Zerk fittings) on pump frame bearings and motor housings where equipped. Wipe clean all Zerk fittings prior to applying grease to prevent dirt and grit contamination from entering bearing races.

• High-Grade Mechanical Grease Application: Purge old or hardened grease using a manual grease gun with high-temperature NLGI Grade 2 lithium-complex grease (or OEM-specified lubricant) until clean grease appears at relief ports. Do not over-grease or damage bearing seals.

For permanently sealed bearings, visually inspect for seal integrity, excess play, or abnormal noise.

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• Fittings Maintenance & Replacement: Inspect all grease fittings for clogging, thread damage, or missing caps. Replace inoperable Zerk fittings immediately as part of base contract maintenance.

Dedicated Make-Up Air Unit (MAU), DOAS, RTU, PTAC & Exhaust Fans Maintenance Scope For all rooftop and mechanical room Make-Up Air Units, Dedicated Outdoor Air Systems, community room RTUs, main floor common area PTACs, and Exhaust Fans providing fresh air, cooling, exhaust ventilation, and hallway pressurization across O'Reilly Manor and Suzanne Sareini Manor, monthly servicing shall include:

• Filter & Intake Hygiene: Inspect, clean, or replace pre-filters and final filters (MERV 8/13 two-stage or flexible rating standard) on MAUs, DOAS, community room RTUs, and common area PTACs, ensuring tight fit, no bypass air leaks, and clean outdoor air intake louvers, hoods, and moisture eliminator screens.

• Energy Recovery Core / Wheel Maintenance: Inspect and clean heat recovery wheels or static cores where equipped. Inspect drive belts, pulleys, wheel motors, and perimeter seals for wear or bypass gaps.

• Drive, Belt & Refrigeration Maintenance: Inspect drive belts for alignment, wear, and proper tension; adjust motor bases and replace worn V-belts. Lubricate fan shaft and exhaust fan bearings via Zerk fittings. For community room RTUs, main floor common area PTACs, and central chilling equipment, check refrigerant pressures, compressor operations, condenser coil cleanliness, and condensate drain lines.

• Burner, Coil & Dehumidification Operations: Inspect gas burner assemblies, ignition controls, heat exchangers, and hydronic/DX heating and cooling coils for leaks, face freezing, or corrosion. Clean drain pans, clear trap lines, and inspect modulating valves/actuators.

VII. SEASONAL START-UP, SHUT-DOWN & CSD-1 SAFETY TESTING

1. Spring Start-Up & Chiller Plant Commissioning (May Cooling Changeover)

• Central Chiller & Common Area Cooling Commissioning: Inspect, clean, tune, lubricate all chiller pump Zerk fittings (where equipped), and test fire/commission all central water-cooled or air-cooled chillers, condenser pumps, chilled water circulators, community room RTUs, main floor common area PTACs, and Direct Digital Control (DDC) / Building Automation System (BAS) controls.

• Cooling Towers & Hydronic Flushing: Flush cooling tower basins, clean strainers, fill system loops, add chemical water treatment inhibitors, and verify flow switches and freeze protection controls.

• MAU & DOAS Cooling Alignment: Switch Make-Up Air Units and Dedicated Outdoor Air Systems to summer cooling/dehumidification mode, inspect DX/chilled water-cooling coils, verify air filter seals, and check condensate drain pan trap seals.

2. Autumn Start-Up & Heating Plant Commissioning (October Heating Changeover)

• Boiler Preparation & Inspection: Inspect all boilers for State of Michigan inspection compliance. Open boilers due for inspection, coat refractory, punch/vacuum tubes, and clean watersides. Re-seal, test fire, and recommission boilers post-inspection.

• ASME CSD-1 Safety Testing: Execute assembly, maintenance, and safety control testing strictly complying with the current edition of ASME CSD-1 (annual testing for high/low-pressure steam boilers and hot water boilers over 400,000 BTU/hr; triennial testing for boilers 400,000

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BTU/hr or under). Post completed CSD-1 checklists directly in the boiler room and submit copies to the Facility Coordinator, Capital Funds Coordinator, and the State Boiler Inspector within fourteen (14) days.

• MAU & DOAS Freeze Protection: Inspect gas trains, indirect/direct fired burners, steam/hot water heating coils, and test freeze-stat safety controls on all Make-Up Air Units and Dedicated Outdoor Air Systems prior to freezing weather.

3. Seasonal Changeover Schedule & Off-Season Storage Protocols

• Traditional Seasonal Changeover Schedule: Seasonal changeover activities shall strictly align with the standard facility operating calendar:

o May Changeover: Chiller / central cooling / RTU / PTAC startup and central heating boiler shutdown and off-season storage and protection.

o October Changeover: Central heating boiler startup/commissioning and chiller / central cooling shutdown.

• Boiler Spring Shutdown & Off-Season Storage: Upon the end of the heating season in May, properly shut down, isolate, and perform spring off-season storage and protection of central heating boilers. For steam boilers, perform waterside flushing and fireside brushing/vacuuming as required for seasonal shutdown.

• Autumn Chiller Shutdown & Winterization: Upon the end of the cooling season in October, execute controlled shutdown, draining, winterization, and off-season storage of chillers, condenser water coils, cooling tower basins, and exposed outdoor piping. Apply Lockout/Tagout protocols to seasonal cooling equipment.

VIII. REPAIRS, EMERGENCY RESPONSE, & BILLING

1. Mandatory On-Site Arrival & Departure Check-In Rules

• Technician Arrival Notification: Prior to starting any scheduled repair, maintenance walkthrough, or emergency call-out, the technician must contact the Facility Coordinator (via call or text) to report their physical arrival on-site at the designated building.

• Technician Departure Notification: Before leaving the property, the technician must contact the Facility Coordinator to provide an immediate verbal summary of work completed, unresolved issues, and departure time.

• Contact Information: Specific phone numbers and email addresses for the Facility Coordinator will be formally issued to the awarded Contractor during the post-award orientation.

2. Service Response Times

• Emergency Repairs (24/7/365): The Contractor shall respond on-site within two (2) hours of initial contact for all emergency, after-hours, and weekend/holiday calls per Section IV. Formal work orders will follow on the next business day.

• Routine Repairs: The Contractor shall schedule and respond on-site within twenty-four (24) hours of receiving a written work order from the Facility Coordinator or Capital Funds Coordinator.

3. Contractual vs. Non-Contractual Equipment Repairs

• Contractual Equipment (Base Contract): All labor for routine service and repair of central equipment listed in Section VI (chillers, boilers, make-up air units, DOAS, community room RTUs, Request for Proposal R002030 Page 14 of 36 main floor common area PTACs, exhaust fans, pumps, motors, piping leaks, inoperable valves, grease fittings) is fully covered under the base Monthly Maintenance Fee.

• Non-Contractual Equipment (Hourly Labor Rate): Maintenance or repairs performed inside individual residential units (outside the annual FCU inspection campaign scope) shall be billed at the contractually agreed-upon hourly labor rate using City-issued work order numbers authorized by the Capital Funds Coordinator.

4. Parts & Materials Reimbursement

• Material Cost Plus Capped Markup: Reimbursement for parts, materials, and specialized equipment shall be based on actual wholesale supplier/distributor invoice cost, plus the Contractor’s proposed percentage markup.

• Contractual Markup Standard: The contractor’s markup percentage shall strictly comply with the contractually agreed-upon amount.

• Audit & Invoicing Rule: Every invoice requesting material reimbursement must attach a legible copy of the original wholesale supplier invoice showing net cost paid. Markup applies strictly to net material costs prior to sales tax.

IX. PROGRAM MANAGEMENT & REPORTING DELIVERABLES

1. Supervision & Licensing All work under this contract must be performed strictly by a Licensed Mechanical Journey Technician (Journeyman). Technicians servicing refrigerant systems (on chillers, MAU/DOAS equipment, community room RTUs, or common area PTACs) must hold active EPA Universal Section 608 Certification. Unlicensed apprentices may assist on-site only while actively registered with LARA and under the direct, physical supervision of a licensed Journeyman.

Boiler servicing, fire tube cleanouts, and ASME CSD-1 testing must be executed by technicians holding a valid Class I Boiler Repairer License issued by the State of Michigan Boiler Division under Article 9 of PA 407. Structural boiler pressure vessel repairs require a Class II Boiler Repairer License and a National Board "R" Stamp Certificate.

2. Summary Report Deliverables Within five (5) business days following each bi-weekly inspection period, seasonal transition, or annual in-unit campaign, the Contractor must submit a formal digital PDF report directly to the Facility Coordinator and Capital Funds Coordinator containing:

• Executive Summary & Operational Readiness Rating

• Building Inspection Logs, Chiller Logs, & ASME CSD-1 Safety Logs

• Chemical Test & Addition (CTA) Logs

• Side-by-Side Photo Documentation (Pre/Post Service & Identified Risks)

• In-Unit FCU Service Record Table (Completion %, Filter Replacements, Airflow Inspections, 1- Gallon Condensate Drain Flow Clearances, Anti-Sludge Tablet Installation Verification, Immediate Leak Repairs Completed, Actuator Test Results)

• Electrical Repairs Log (Itemized list of fixed/secured exposed wiring)

• Priority Action Table:

o Critical: Immediate Action / Safety Risks / Active Leaks

Request for Proposal R002030 Page 15 of 36 o Recommended: 1–3 Month Timeline o Capital Planning: End-of-Life / Budgetary Forecasts

X. IN-UNIT CONDITION & DEFICIENCY REPORTING PROTOCOL

Upon completion of annual apartment fan coil unit inspections across the portfolio, the Contractor must submit a formal, unit-by-unit reporting package detailing overall property conditions, necessary repairs, and long-term concerns directly to the Facility Coordinator and Capital Funds Coordinator structured as follows:

• Executive Summary & Access Audit: Total units inspected, completion rate percentage, and an itemized listing of refused or locked-out units requiring access rescheduling.

• On-the-Spot Maintenance Log: Summary of routine tasks completed (cabinet access, filter replacements, filter fit/seal verification, coil vacuuming, main condensate line flushing and 1-gallon flow test verification, anti-sludge tablet drops, immediate leak repairs completed, and bare/frayed electrical wiring secured).

• Categorized Deficiency List:

o Category A (Critical / Immediate Action): Active fluid weeping, blocked condensate risers, stuck actuator control valves, or safety hazards requiring immediate work orders.

o Category B (Recommended Repairs): Noisy blower motor bearings, bent cabinet covers, or minor insulation degradation to be addressed within 1–3 months.

o Category C (Capital Planning): Aging component trends (e.g., heat discoloration on vintage transformers or obsolete 2-way valves) flagged for multi-year capital replacement planning.

• Master Unit Spreadsheet Export: Digital unit-by-unit audit log detailing date serviced, technician initials, filter replacement size, 1-gallon condensate line flow clearance confirmation, anti-sludge tablet placement confirmation, immediate leak repair log, actuator test results, wiring fixes completed, and overall pass/fail status.

ASBESTOS TESTING, REMOVAL & ENCAPSULATION PROTOCOL

Asbestos testing and removal will be at the cost of the owner. The use of encapsulation may be an option but must be approved by the Dearborn Housing Department.

Request for Proposal R002030 Page 16 of 36

EVALUATION CRITERIA AND SUBMITTAL REQUIREMENTS

1) EVALUATION: All proposals received will be evaluated by an Evaluation Team that consists of City representatives. An evaluation committee will review and rank each proposal using the evaluation factor and point system shown. The award of points for each listed factor will be based upon the documentation that the offeror submits with the proposal. The following factors will be considered in making the selection:

a) Experience (25 Points)

b) Qualifications (25 Points)

c) Capacity to Provide Full Scope (25 Points)

d) Cost (Fixed Fee/Rates/Etc.) (25 Points)

Each proposal submitted in response to this RFP shall focus on these criteria. In addition, the Evaluation Team also may consider the past performance of the Respondent on other contracts with the City or other entities. The City reserves the right to make such additional investigations as it deems necessary and may require the submission of additional information.

2) GENERAL SUBMITTAL REQUIREMENTS:

a) NUMBER OF COPIES: The entire response must be uploaded to the MITN website only. Do not submit a hardcopy. Allow sufficient time to upload to the website. It is preferred that one file, in PDF, be submitted with a single file size limitation of 20MB. The City is not responsible for failure to have the submittal uploaded in a timely manner.

b) PROPOSAL FORMAT: Each proposal should be prepared simply and economically. Responses shall be in the same order as the requirements are listed below to ensure the Evaluation Team is able to easily locate the information that is requested in this solicitation.

c) PROPOSAL CONTENT: The Respondent must include the following items or the proposal will be deemed non-responsive and rejected without any further evaluation.

i) All general forms contained in this RFP, fully completed1:

ii) A complete response to each of the Submittal Requirements in the next section, which are specific to the evaluation criteria.

d) SUBMITTAL REQUIREMENTS: Submit a complete response to each of the following items which are specific to the evaluation criteria:

a) Experience

i) Describe the experience providing similar services

ii) Describe the experience and qualifications of lead personnel. Include detailed resumes.

b) Qualifications

i) Describe how you meet or exceed the Minimum Qualifications in this document.

ii) Provide at least three (3) references for similar projects/contracts, including name of establishment, full address, dates of service, contact name and contact telephone number for reference checks.

iii) Provide copies of certifications/licenses specified in the Minimum Qualifications section in this document.

Request for Proposal R002030 Page 17 of 36

c) Capacity to provide full scope

i) Please list the equipment/assets your company owns or will rent which you intend to use to complete this work.

d) Cost (fixed fees, rates, etc.)

i) Complete the Cost Proposal Form included herein.

ii) Provide a detailed breakdown of how you arrived at the costs on the Cost Proposal Form.

3) SHORTLISTING: The City may shortlist the Respondents based upon responses to the above items. If necessary, the City will conduct interviews/demonstrations. The City will notify each Respondent on the shortlist, if such presentation is required. These presentations will provide an opportunity for the Respondents to respond to questions posed by the Evaluation Team and to clarify their proposals through exhibition and discussion. The City will not reimburse oral presentation costs of any Respondent. The City reserves the right to modify scoring based on its findings from interviews/demonstrations

Request for Proposal R002030 Page 18 of 36

SPECIAL CONTRACT TERMS AND CONDITIONS

1) CONTRACT TERM: The fully executed contract is for a term of two (2) years, with up to two 2-year renewal options at the same terms, conditions, and pricing. After a final award and full execution of the contract has occurred, the Contractor must complete said Contract.

2) NEGOTIATION: Quantities, services, and prices listed in the Scope of Work and in the Respondent’s response to this RFP may be subject to negotiation. Any agreements resulting from negotiation that differ from what is presented in this RFP or in the Respondent’s response shall be documented and included as a part of the final contract.

3) INSURANCE SUBMISSION REQUIREMENTS: The successful Proposer (Contractor) must submit proof to the Purchasing Office that they meet all City of Dearborn insurance requirements prior to receiving an executed contract and/or purchase order. Proof of insurance as stated below will be required no later than five (5) business days of request. An “Intent to Award” letter will serve as the request and will be faxed and/or emailed to the intended Contractor. To expedite the process, a copy of your current coverage may be submitted with your bid/proposal/quote. Prior to expiration dates of any required insurance, Contractor shall be responsible for providing proof of continuing coverage.

Contractor’s name as it appears in the bid documents must be listed as the named insured on the insurance certificate that is submitted.

4) INSURANCE REQUIREMENTS: The Contractor, at its own expense and in its own name, must provide and keep in force during the term of this Agreement the following types of insurance in not less than the amounts indicated below:

a. Commercial General Liability Coverage: Commercial General Liability Coverage including products/completed operations, contractual liability, and personal injury. This insurance shall be on a commercial insurance, occurrence form. The limit amount for this insurance shall be not less than $1,000,000 per occurrence and $2,000,000 aggregate.

b. Endorsement - Additional Insured: The certificate must contain, as an endorsement, the following language pertaining to the general liability coverage: “The City of Dearborn, Michigan, its elected officials, officers, employees, boards, commissions, authorities, voluntary associations, and any other units operating under the jurisdiction of the City and within appointment of its operating budget including the City of Dearborn are named as additional insured and said coverage shall be considered to be the primary coverage rather than any policies and insurance or self-insurance retention owned or maintained by the City of Dearborn”.

c. Workers Compensation Coverage: At a minimum, Workers Compensation Insurance as required by State of Michigan law, Michigan statutory coverage, or evidence of an exemption for sole proprietors or a State issued exemption for corporations, partnerships or LLCs who have three or less employees. Employer’s Liability limits of $500,000 each accident, $500,000 disease policy limit and $500,000 disease each employee.

d. Endorsement - Other: For the above General Liability and Workers Compensation insurance, the policy shall be endorsed to include a waiver of subrogation by the affording carrier in favor of the City of Dearborn.

e. Automobile Liability Coverage: If performance of this Contract requires use of motor vehicles licensed for highway use, Automobile Liability Coverage is required that shall cover all owned, non-owned, and hired automobiles with a limit of not less than $1,000,000 combined single limit each accident.

f. Cancellation Clause: Cancellation clause shall state not less than thirty (30) days.

It is incumbent upon the Contractor to affect all changes (additional insured, Primary/ noncontributory, and waiver of subrogation) indicated above to its insurance policy.

Request for Proposal R002030 Page 19 of 36

Insurance must be with an insurance company or companies licensed to conduct business in the State of Michigan that has an A.M. Best Company rating of A-, VII or better and is satisfactory to the City.

The demanded coverage that is to be afforded by the Contractor shall…