Hisham Elkhatib, Executive Director Abdullah H. Hammoud, Mayor

REQUEST FOR PROPOSAL FOR

MECHANICAL SYSTEMS INSPECTIONS, MAINTENANCE,

AND REPAIRS FOR FEDERAL HOUSING BUILDINGS

RFP R002029

Issue Date: September 2nd, 2026

Site Visit: September 8th, 2026 at 10:00AM Sisson Manor

1515 Mason, Dearborn MI 48124 Visits to Kennedy and Townsend to follow

Pre-bid Question Deadline: September 15th, 2026 by 12:00 p.m.

(Submitted by email only)

Bid Deadline: September 22nd, 2026 at 3:00 p.m. Local Time

Purchasing Contact: Jason Pich jpich@dearborn.gov

DESCRIPTION: Bids are being solicited for contracting for mechanical systems inspections, maintenance, and repairs as outlined in scope of work. Services will be performed at the three federally owned senior apartment buildings: Kennedy Plaza, Townsend Towers, and Sisson Manor

FEDERAL REQUIREMENTS: The Dearborn Housing Commission (DHC) intends to finance this program by utilizing funds provided by the U.S. Department of Housing & Urban Development (HUD).

Bids submitted by contractors or subcontractors who have been disbarred by any Federal Agency will be rejected.

Attention is called to the fact that not less than minimum salaries and wages as set forth in the contract documents (see wage determinations included herein) must be paid on this project and that the contractor must ensure that employees and applicants for employment are not discrimination against because of their race, color, religion, sex, or national origin.

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.

NO HARD COPIES ARE TO BE SUBMITTED

DEARBORN

HOUSING

COMMISSION

mailto:jpich@dearborn.gov http://www.mitn.info/

TABLE OF CONTENTS

RFP INSTRUCTIONS

SCOPE OF WORK

EVALUATION CRITERIA AND SUBMITTAL REQUIREMENTS

SPECIAL CONTRACT TERMS AND CONDITIONS

STANDARD TERMS AND CONDITIONS OF AGREEMENT

REQUIRED FORMS

Dearborn Housing Commission

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 Purchasing Division. 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 AND THE COMMISSION 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 Commission or 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 or the Dearborn Housing Commission 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 Purchasing Division or Dearborn Housing Commission. Any and all Addenda issued by the City of Dearborn Purchasing Division or Dearborn Housing Commission 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 of Dearborn Purchasing Division or Dearborn Housing Commission, the original RFP document and associated Addenda in the City of Dearborn Purchasing Division’s or Dearborn Housing Commission’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 Minimum Qualifications listed in the 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 of Dearborn 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) http://www.mitn.info/ 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.

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 DHC 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 DHC will be served by doing

so. If all Proposals are rejected by the DHC, 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/DHC on any contract, debt, or other obligation, or if the Respondent is debarred by the City/DHC 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) DUPLICATE BIDS: No more than one (1) bid from any Respondent, including its subsidiaries, affiliated companies and franchises will be considered by the DHC. In the event multiple bids are submitted in violation of this provision, the DHC will have the right to determine which bid will be considered, or at its sole option, reject all such multiple bids.

9) ADDITIONAL PAST PERFORMANCE & ADDITIONAL INVESTIGATIONS: The DHC reserves the right to make additional investigations into a Bidder and may consider the past performance of the Bidder on other contracts with the DHC or other entities when making an award decision.

10) REJECTION: The DHC reserves the right to reject any or all bids, or to accept or reject any bid in part, and to waive any minor informality or irregularity in bids received if it is determined by the Purchasing Agent that the best interest of the DHC will be served by doing so. If all Bids are rejected by the DHC, notice will be posted on the Michigan Intergovernmental Trade Network (MITN) website as noted on the Cover Page of this document. No Bid will be considered from any person, firm or corporation in arrears or in default to the DHC or City of Dearborn on any contract, debt, or other obligation, or if the Respondent is debarred by the DHC from consideration for a contract award, or if Respondent has committed a violation of the City of Dearborn’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.

11) PROCUREMENT POLICY: Procurement for the DHC 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 DHC. The Purchasing Agent has the vested authority to execute a contract, subject to Housing Commission approval where required.

12) 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 DHC 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.

13) 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 DHC, the Contractor must execute and perform said Agreement upon full execution by both parties. The date on which the Agreement is signed by the DHC marks the beginning of the Agreement and shall be binding.

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

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

SCOPE OF WORK

I. INTRODUCTION

Through this Request for Proposal (RFP), the Dearborn Housing Commission hereby invites businesses that meet the qualifications set forth hereinto submit for mechanical system inspection, maintenance, and repair at Townsend Towers, Kennedy Plaza, and Sisson Manor. The 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 for mechanical systems that may occur during the term of the contract at Townsend Towers, Kennedy Plaza, and Sisson Manor.

FEDERAL REQUIREMENTS: The Dearborn Housing Commission (DHC) intends to finance these services utilizing federal funds provided by the U.S. Department of Housing and Urban Development (HUD).

• Debarment & Ineligibility: Proposals submitted by contractors or subcontractors who have been debarred, suspended, or declared ineligible by any federal agency will be rejected.

• Equal Employment Opportunity: Contractors must ensure that employees and applicants for employment are treated without regard to race, color, religion, sex, or national origin.

• HUD/DOL Wage Rate Compliance: Work conducted at Townsend Towers, Kennedy Plaza, and Sisson Manor is subject to HUD-determined Maintenance Wage Rates and/or U.S. Department of Labor (DOL) Prevailing Wage Rates (Davis-Bacon Act). The Contractor must pay not less than the minimum salaries, hourly wages, and fringe benefits established for this project.

• Wage Determination Availability & Placeholder Notice: Bidders shall reference the current HUD Maintenance Wage Rate Determination provided in Attachment 1 as the minimum pricing baseline for bid submission. If updated Wage Determinations are issued by HUD/DOL prior to contract execution, the revised schedule will be incorporated via addendum and shall govern the executed contract.

All bidding contractors must review and comply with Attachments 1–4, which are fully incorporated into the contract:

Attachment 1 – HUD Maintenance Wages/State Prevailing Wage Rates Attachment 2 – Section 3 Final Rule Attachment 3 – Sam.gov Information Attachment 4 – HUD Forms

• HUD 5369-B, Instruction to Offerors Non-Construction

• HUD 5369-C, Certifications and Representations of Offerors Non-Construction Contract

(Signature Required)

• HUD 5370-C General Conditions for Non-Construction Contracts - Public Housing Program

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:

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

PROPERTY PORTFOLIO SUMMARY

Designated Federal Portfolio Properties:

• Townsend Towers – 7000 Freda Street, Dearborn, MI 48126 o Scope & System: 79 Apartment Units across 6 floors | Central Low-Pressure Steam Boiler Plant & Radiators o Construction Completed: August 1963 o Cooling Note: Main floor common areas are cooled by a separate cooling unit. Residential apartments do not contain central air conditioning.

o New Boiler Warranty & Scope Exclusion: Construction drawings detailing the new boiler equipment configuration at Townsend Towers will be provided as an attachment. Please note that the installing contractor will provide a comprehensive one-year (1-year) warranty for all new boiler equipment. Maintenance and repair obligations under this contract for the new boiler plant shall not commence until exactly one year following its installation and final acceptance.

• Kennedy Plaza – 5111 Bingham Street, Dearborn, MI 48126 o Scope & System: 119 Apartment Units across 8 floors (9-floor structural building) | Central Hydronic Hot Water Boiler Plant & Radiators o Construction Completed: January 1968 o Cooling Note: Main floor common areas are cooled by a separate cooling unit. Residential apartments do not contain central air conditioning.

• Sisson Manor – 1515 Mason Street, Dearborn, MI 48124 o Scope & System: 135 Apartment Units across 10 floors | Central Hydronic Hot Water Boiler Plant & Radiators o Construction Completed: January 1970 o Cooling Note: Main floor common areas are cooled by a separate cooling unit. Residential apartments do not contain central air conditioning.

In-Unit Heating & Cooling System Designation:

• Heating: In-unit heat is provided via central steam (Townsend Towers) or hydronic hot water

(Kennedy Plaza and Sisson Manor) distribution through perimeter radiation/convector units equipped with thermostatic or manual radiator control valves.

• Cooling: Apartments do not contain central air conditioning or fan coil units. Main floor common areas are cooled by separate cooling units. Individual resident cooling is provided via resident-installed window AC units, which are strictly excluded from the Contractor's maintenance scope.

Central Facilities & Common Area Scope:

Central Steam & Hot Water Boilers, Hydronic/Steam Distribution Loops, Main Floor Common Area Cooling Units, Condensate Return Units, Vacuum Pumps, Roof-Top Make-Up Air Units (MAUs), Dedicated Outdoor Air Systems (DOAS), Roof-Top and Structure Exhaust Fans for ventilation and hallway pressurization, Domestic Hot Water (DHW) Generators, and Building Automation / Controls Infrastructure.

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 radiator and heating inspections across federal housing facilities for the City of Dearborn Housing Department / Dearborn Housing Commission. 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 of boiler plants, common area cooling units, pump rooms, make-up air units, exhaust fans, central filtration racks, condensate receivers, basement sump pumps, and Direct Digital Control (DDC) / pneumatic monitoring.

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/steam leaks, loss of heating during freezing weather, high-water basement alarms, or safety shut-downs.

3. Monthly Site-Wide Planned Preventative Maintenance (PPM): Comprehensive scheduled monthly preventive maintenance routines across central equipment—steam/hot water boilers, common area cooling units, pumps, motors, rooftop make-up air units, exhaust ventilation fans, and mechanical lubrication of all Zerk grease fittings (where equipped).

4. Annual In-Unit Residential Radiator & Heating Inspections: Hands-on annual inspection in all 333 residential apartments across the portfolio, including radiator/convector casing inspection, manual/thermostat control valve leak checks, steam trap testing (Townsend Towers), air bleed valve purging (Kennedy Plaza & Sisson Manor), piping leak triage, and submission of a formal campaign audit report.

5. Seasonal Start-Up, Shut-Down & Commissioning: May cooling startup/heating shutdown, October heating plant start-up/cooling shutdown, winterization of outdoor MAU heating coils, boiler waterside/fireside cleanouts, and State of Michigan ASME CSD-1 safety testing.

II. SCHEDULE OF SERVICES & DELIVERABLES

• Bi-Weekly Walkthroughs (Every 14 Days Year-Round across All 3 Sites) o Mandatory Deliverable: Arrival/Departure Log Confirmation + Endorsed Building Inspection Log + Timestamped Photo Log + Leak & Abnormality Repair Triage Report

• Boiler Water Chemical Treatment (Bi-Weekly / 2x Weekly during Heating Startup) o Mandatory Deliverable: Closed-Loop & Steam Boiler 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 3 Federal Buildings Monthly) o Mandatory Deliverable: Preventative Maintenance Work Form (Including Bearing Lubrication Log & MAU/Exhaust Filter Service)

• In-Unit Radiator & Heating Inspections (Annual Campaign across 333 Units) o Mandatory Deliverable: In-Unit Radiator Inspection Log, Valve & Trap Leak Audit Table, Air Bleed Verification, Immediate Leak Repair Log, Post-Campaign Report & Itemized Repair Proposals

• Seasonal Heating Commissioning (Autumn Boiler Start-Up & ASME CSD-1 Testing) o Mandatory Deliverable: Comprehensive Heating Commissioning Report, Boiler Log Sheets, & State CSD-1 Safety Certificates

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 steam and hot water boiler plants, common area cooling equipment, make-up air units, exhaust fans, pumps, controls, filter assemblies, and drainage systems at Townsend Towers, Kennedy Plaza, and Sisson 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 Roof-Top Make-Up Air Units (MAUs), Air Handling Units (AHUs), Dedicated Outdoor Air Systems (DOAS), common area cooling units, 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 misseated or excessively loaded filters as needed.

• Heating Season Checks:

o Townsend Towers (Steam): Steam pressure, boiler water level, low-water cut-off operation, blowdown controls, condensate receiver tank levels, vacuum pump operation, steam trap operation in mechanical spaces, safety relief valve integrity, and fuel/burner firing conditions.

o Kennedy Plaza & Sisson Manor (Hot Water): Hot water boiler supply/return temperatures, system water pressure, circulation pump operation, expansion tank pressure, air separators, automatic fill valves, and burner flame safety controls.

• Year-Round Air, Controls, Cooling & Drainage Checks: Main floor common area cooling unit operation, Roof-Top Make-Up Air Unit (MAU) blower operation, roof-top exhaust fans, belt tension, supply/exhaust air temperatures, Direct Digital Control (DDC) sensor accuracy/alarm logs, basement sump pump float operation, domestic hot water circulating pumps, and hallway pressurization.

• Deficiency Reporting & Action Protocol: Technicians must immediately report any detected fluid/steam 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 & Boiler Water Treatment (CTA)

The Contractor shall furnish all diagnostic testing equipment, chemicals, cleaning agents, 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 heating plant start-up shall apply to all boiler plants; routine bi-weekly testing shall be conducted thereafter across all central systems to maintain proper water chemistry.

• Required Chemical Tests & Adjustments:

o Steam System (Townsend): Maintain proper levels for pH, Sulfites (SO3 ), Alkalinity, total dissolved solids (TDS blowdown control), and neutralizing amines for condensate pipe protection.

o Hot Water Systems (Kennedy & Sisson): Test and maintain proper levels for Nitrates/Azoles, Chlorides (Cl), and pH to prevent hydronic loop corrosion and scale accumulation.

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.

• 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 water or steam leaks, total heating plant shut-downs during freezing weather, main floor common area cooling failure during extreme heat waves, high-water basement sump alarms, boiler 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 RADIATOR & HEATING INSPECTIONS

The Contractor shall execute annual pre-heating season inspections for all individual residential apartment heating units across Townsend Towers, Kennedy Plaza, and Sisson Manor. Resident notices and access schedules will be coordinated with the Facility Coordinator at least seven (7) days prior to entry.

Detailed In-Unit Heating 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.

• Radiator Casing & Convector Cleaning:

o Remove or access radiator/convector front covers in every designated apartment unit.

o Vacuum and clean heating fins, coils, and interior enclosures, removing accumulated dust, lint, and debris that restricts convective airflow.

o Inspect metal casings for physical damage, corrosion, or mounting instability.

• Control Valve & Steam Trap Diagnostics:

o All Buildings: Inspect manual supply valves and thermostatic radiator valves (TRVs) for smooth operation, handle integrity, stem packing leaks, or calcification.

o Townsend Towers (Steam): Test in-unit steam radiator traps for proper cycling. Inspect for blow-through (causing steam in condensate lines) or cold-trap failures (causing waterlogging and banging/hammering).

o Kennedy Plaza & Sisson Manor (Hot Water): Inspect manual and automatic air vent valves. Purge trapped air from all radiator high-points to ensure full hydronic circulation and eliminate cold spots.

• Immediate Leak Repairs & Piping Safety:

o Systematically inspect all visible supply, return, valve stems, union connections, and escutcheon plates for active steam weeping, water leaks, or rust scaling.

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

• Thermostat / Sensor Verification: Inspect and verify wall thermostats or integrated valve sensors controlling space heat. Confirm mechanical linkage or electrical signal accuracy where applicable.

Mandatory Post-Inspection Campaign Deliverable & Report:

Within five (5) business days following the completion of the annual in-unit heating inspection campaign across the 333 units, the Contractor shall compile and submit a comprehensive digital PDF In-Unit Heating 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 radiator cleaning, air purging (hot water), steam trap testing (steam), and valve operational checks.

3. On-Site Immediate Repair Log: Detailed documentation of all immediate, on-the-spot repairs executed during inspections (e.g., repacked valve stems, replaced air bleed valves, and tightened piping unions).

4. Deficiency & Capital Replacement Summary: A categorized summary flagging units with stuck control valves, failed steam traps, leaking radiator bodies, or missing handwheels 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., full radiator replacement, section repairs, or main riser valve changeouts), 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 wholesale 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 / DHC.

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 boilers, main floor common area cooling units, make-up air units, Dedicated Outdoor Air Systems, exhaust fans, controls, and pumping systems at all three federal properties on a monthly basis.

Mechanical Lubrication & Grease Fitting (Zerk) Protocol For all rotating mechanical equipment across all properties (heating pumps, vacuum pumps, blower motors, MAU fan shafts, exhaust fan bearings, common area AC blower 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.

• 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, Common Area Cooling & Exhaust Fans Maintenance Scope For all rooftop and mechanical room Make-Up Air Units, Dedicated Outdoor Air Systems, Exhaust Fans, and main floor common area cooling units providing fresh air, cooling, exhaust ventilation, and hallway pressurization across Townsend Towers, Kennedy Plaza, and Sisson Manor, monthly servicing shall include:

• Filter & Intake Hygiene: Inspect, clean, or replace pre-filters and final filters (MERV 8/13 standard), ensuring tight fit, no bypass air leaks, and clean outdoor air intake louvers and hoods.

• 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 common area cooling units, check refrigerant pressures, compressor operations, condenser coil cleanliness, and condensate drain lines.

• Burner, Coil & Safety Operations: Inspect gas burner assemblies, heat exchangers, steam/hot water/cooling coils, face/bypass dampers, exhaust dampers/backdraft dampers, and condensate/drain traps for leaks, freezing risks, or corrosion.

Dedicated Sump Pump & Sewage Ejector Maintenance Scope For all properties utilizing basement sump pumps or sewage ejector systems, monthly servicing shall include:

• Pit Inspection & Sanitation: Inspect sump pit basins for sludge accumulation, debris, or foreign obstructions. Clean inlet screens and pit bottoms as needed.

• Float & Switch Diagnostics: Manually trigger primary and secondary float switches to confirm proper pump actuation, automatic shut-off, and high-water alarm alerts.

• Pump & Piping Integrity: Check pump seals, motor housings, check valves, and discharge piping for active leaks, corrosion, or backflow failure. Alternate dual-pump lead/lag operating cycles and lubricate pump bearings/fittings where equipped.

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

1. Autumn Heating Plant Start-Up & Commissioning

• Steam Plant Start-Up (Townsend Towers): Inspect boiler firesides and watersides, flush low-water cut-offs, test blowdown valves, inspect feed pump/vacuum return systems, add chemical treatment, and test fire steam boilers. Verify steam pressure limits, low-water cut-offs, and automatic water feeders.

• Hot Water Plant Start-Up (Kennedy Plaza & Sisson Manor): Fill hydronic loops, bleed trapped air from central mains, clean strainers, add chemical corrosion inhibitors, align circulating pumps, test expansion tanks, and test fire boilers. Verify supply temperature reset controls and pump lead/lag sequencing.

• 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.

2. ASME CSD-1 Safety Testing & Certification

Execute assembly, maintenance, and safety control testing strictly complying with the current edition of ASME CSD-1 across all steam and hot water heating boilers (annual testing for high/low-pressure steam boilers and hot water boilers over 400,000 BTU/hr; triennial testing for boilers 400,000 BTU/hr or under).

Post completed CSD-1 checklists directly in each boiler room and submit certified digital copies to the Facility Coordinator, Capital Funds Coordinator, and the State Boiler Inspector within fourteen (14) days of completion.

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 / common area cooling startup and central heating boiler shutdown and off-season storage and protection.

o October Changeover: Central heating boiler startup/commissioning and chiller / common area 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. Inspect, start up, and commission main floor common area cooling units for the summer cooling season.

• Chiller / Cooling Fall Shutdown: Upon the end of the cooling season in October, execute controlled shutdown, draining, and freeze protection/winterization of common area cooling units and chillers prior to firing central heating boilers.

VIII. REPAIRS, EMERGENCY RESPONSE & HUD-COMPLIANT 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 (boilers, main floor common area cooling units, make-up air units, DOAS, exhaust fans, pumps, motors, piping leaks, inoperable valves, grease fittings, sump pumps) 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 radiator 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 (HUD 2 CFR 200.324 Compliant)

• 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 MAU/DOAS equipment or main floor common area cooling units) 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, Boiler Logs, & ASME CSD-1 Safety Logs

• Chemical Test & Addition (CTA) Logs

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

• In-Unit Radiator Service Record Table (Completion %, Casing Vacuuming, Air Purging, Steam Trap Tests, Immediate Leak Repairs Completed)

• Priority Action Table:

o Critical: Immediate Action / Safety Risks / Active Leaks 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 radiator and heating inspections across Townsend Towers, Kennedy Plaza, and Sisson Manor, 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 (casing access, vacuuming radiator fins, manual/TRV valve checks, air purging on hot water units, steam trap checks, and immediate leak repairs completed).

• Categorized Deficiency List:

o Category A (Critical / Immediate Action): Active steam/water weeping, failed radiator traps, stuck main riser valves, or safety hazards requiring immediate work orders.

o Category B (Recommended Repairs): Stiff valve handles, minor surface rust on convector covers, or degraded insulation to be addressed within 1–3 months.

o Category C (Capital Planning): Aging component trends (e.g., obsolete thermostatic valve bodies or corroded convector elements) flagged for multi-year capital replacement planning.

• Master Unit Spreadsheet Export: Digital unit-by-unit audit log detailing date serviced, technician initials, heating type (steam vs. hot water), air bleed status, trap test pass/fail result, immediate leak repair log, and overall pass/fail status.

XI. 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 Dearborn or the Dearborn Housing department or Dearborn Housing Commission.

EVALUATION CRITERIA AND SUBMITTAL REQUIREMENTS

1) EVALUATION: All proposals received will be evaluated by an Evaluation Team that consists of City representatives. 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 completed*:

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.

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

SPECIAL CONTRACT TERMS AND CONDITIONS

1) CONTRACT TERM: The contract shall be in force for two years, with 2 two-year renewals. After a final award and full execution of the contract has occurred, the Contractor must complete said Contract. This contract is intended to be awarded as a whole; however, the DHC reserves the right to award by item, whichever it deems to be in its own best interest.

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.