HVAC_ Geothermal and Building Automation System Install_ Maintenance _ Repair.pdf

CITY OF FARMINGTON HILLS

DEPARTMENT OF CENTRAL SERVICES

PURCHASING DIVISION

31555 W. ELEVEN MILE ROAD

FARMINGTON HILLS, MI 48336-1165

www.fhgov.com

PHONE 248-871-2435

Pg. 1 of 34

INVITATION TO BID

ITB: #itb-fh- 26-27-2600

ITEM: HVAC, GEOTHERMAL & BUILDING AUTOMATION SYSTEMS INSTALLATION,

MAINTENANCE & REPAIR

DEADLINE: Wednesday, October 14, 2026, 10:00 a.m. E.D.T.

SITE VISITS: Available as listed on page Nine (9)

QUESTIONS: Accepted in writing via email to Senior Buyer, Art Walker, awalker@fhgov.com until

Thursday, October 8, 2026.

1. SUBMISSION AND RECEIPT OF BID

Bids to receive consideration shall be received prior to the specified time of opening as designated on the bid form. NO

LATE BIDS WILL BE ACCEPTED. The City of Farmington Hills reserves the right to postpone the opening for its own convenience. Bidders shall use the bid documents furnished as none other may be accepted. Bids are considered received when in the possession of the Farmington Hills City Clerk. All bids shall be labeled with the ITB number, item, as well as the aforementioned deadline date/time and the vendor’s name and address on the outside of the envelope.

Bids shall be sealed when submitted. Separate bids shall be submitted on each bid number and shall be typewritten or written in ink and legibly prepared. Bids having any erasures or corrections thereon may be rejected unless explained or initialed by the bidder. If you are submitting a “No Bid”, do not follow the above directions but send a letter to the Purchasing Division indicating a “No Bid”. Bids shall be mailed or delivered to City of Farmington Hills, City

Clerk’s Office, 31555 Eleven Mile Road, Farmington Hills, MI 48336-1165 before the stated deadline. No faxed or emailed bids will be accepted. Bids may be submitted electronically via MITN.info by the deadline date and time as well.

2. RESPONSIVE BIDS

All pages and the information requested herein shall be furnished completely in compliance with instructions. The manner and format of submission is essential to permit prompt evaluation of all bids on a fair and uniform basis. Unless otherwise specified, the City of Farmington Hills reserves the right to accept any item in the bid. Bidders may submit bids on any item or group of items, provided however, that the unit prices are shown as required. Accordingly, the City of Farmington Hills reserves the right to declare as non-responsive and reject any incomplete bid if material information requested is not furnished, or where indirect or incomplete answers or information is provided. Alterations to the written requirements will negate any response. The City of Farmington Hills promotes “green” technologies and the reduction of waste. When possible, your response should be double sided to reduce paper usage. Other factors including source of supply may be used in award recommendations.

3. OFFICIAL DOCUMENTS

The City of Farmington Hills shall accept NO CHANGES to the bid document made by the Vendor unless those changes are set out in the “Exceptions” provision of the Authorized Version of the bid document. It is Vendor’s responsibility to acquire knowledge of any change, modifications or additions to the Authorized Version of the bid document. Any Vendor who submits a bid and later claims it had no knowledge of any change, modifications or additions made by the City of

Farmington Hills to the Authorized Version of the bid document, shall be bound by the bid, including any changes, modifications or additions to the Authorized Version. If a bid is awarded to a Vendor who claims that it had no knowledge of changes, modifications or additions made by the City of Farmington Hills to the Authorized Version of the bid, and that Vendor fails to accept the award, the City of Farmington Hills may pursue costs and expenses to re-bid the item mailto:awalker@fhgov.com

PURCHASING DIVISION

31555 W. ELEVEN MILE ROAD

FARMINGTON HILLS, MI 48336-1165

Pg. 2 of 34 from that Vendor. The Authorized Version of the bid document shall be that document appearing on the MITN with amendments and updates.

The City of Farmington Hills officially distributes bid documents from the Purchasing Division or through the

Michigan Intergovernmental Trade Network (MITN). Copies of documents obtained from any other source are not considered official copies. Only those vendors who obtain documents from either the Purchasing

Division or the MITN system is guaranteed access to receive addendum information, if such information is issued.

If you obtained this document from a source other than MITN, it is recommended that you register on the MITN site, www.mitn.info and obtain an official copy and any addenda.

4. INTERPRETATION OF BID AND/OR CONTRACT DOCUMENTS

Any interpretation to a bidder regarding the Bid and/or Contract Documents or any part thereof is valid only if given by the City’s Purchasing Division staff. Any information given by departmental contacts is unofficial. Interpretations may or may not be given orally (may be written) dependent upon the nature of the inquiry. Interpretations that could affect other bidders will be in writing and issued by the Purchasing Division. All inquiries shall be made within reasonable time prior to the stated deadline in order that a written response in the form of an addendum, if required, can be processed before bids are opened. Inquires received that are not made in a timely fashion may or may not be considered.

5. CHANGES AND ADDENDA TO BID DOCUMENTS

Each change or addendum issued in relation to this bid will be on file in the Purchasing Division. It shall be the bidder’s responsibility to make inquiry as to the changes or addenda issued. All such changes or addenda shall become part of the contract and all bidders shall be bound by such changes or addenda.

6. SPECIFICATIONS

Unless otherwise stated by bidder, the bid will be considered as being in strict accordance with the City’s applicable standard specifications, and any special specifications outlined in the document. Reference to a particular trade name, manufacturer’s catalogue, or model number are made for descriptive purposes to guide the bidder in interpreting the requirements of the City and should not be construed as excluding bids on other types or materials, equipment and supplies unless otherwise stated. However, the bidder, if awarded the contract, will be required to furnish the particular item referred to in the specifications or description unless departure or substitution is clearly noted and described in the bid. The City reserves the right to determine if equipment/product or service being bid is equal to the specified equipment/product or service requested.

7. ALTERNATES

Bidders are cautioned that any alternate bid, unless requested by Purchasing, or any changes, insertions, or omissions to the terms and conditions, specifications, or any other requirements or this bid, may be considered non-responsive, and at the opinion of the City, may result in rejection of the bid.

8. PRICING

Prices shall be stated in units of quantity specified in the Document. In case of a discrepancy in computing the amount of the bid, the unit price will govern.

9. TAXES, TERMS AND CONDITIONS

The City of Farmington Hills & all agencies listed in this request are exempt from Federal Excise and State Sales Tax.

Please review The State of Michigan’s REVENUE ADMINISTRATIVE BULLETIN 1999 – 2 for clarification http://www.treas.state.mi.us/lawrules/rabs/1999/rab9902.htm The City’s tax number is 38-6006902. General payment terms are Net 30 days upon receipt of goods (unless otherwise stated below). Cooperative members will provide their tax-exempt status as required by the awarded vendor http://www.govbids.com/ http://www.treas.state.mi.us/lawrules/rabs/1999/rab9902.htm

PURCHASING DIVISION

31555 W. ELEVEN MILE ROAD

Pg. 3 of 34

10. QUANTITIES

All quantities stated, unless indicated otherwise are estimates and the City reserves the right to increase or decrease the quantity at the unit price bid as best fits its needs.

11. DELIVERY

Bids shall include all charges for delivery, packing, crating, etc., unless otherwise stated in the bid document. All deliveries will be FOB: Delivered. General delivery hours are 8:30 a.m. to 3 p.m. Monday-Friday.

12. AWARD

A. To be considered your company must specialize in and have provided the services listed herein as indicated in the specification section. Submit one (PAGES 14-20) of the bid in one sealed envelope or box. Bids may be submitted electronically via MITN.info by the deadline date and time as well.

B. The bid will be awarded to that responsible, responsive bidder whose bid, conforming to this solicitation, will be most advantageous to the City, price and other factors considered.

C. If within the past ten (10) years, the vendor or any of its proposed subcontractors has sued the City of Farmington

Hills, or has been sued by the City of Farmington Hills, with respect to project related claim or issue, the vendor shall not be eligible for consideration.

D. Unless otherwise specified in the document the City reserves the right to accept any item in the bid on an individual basis. Bidders may submit bids on any item or groups of items provided unit prices are clearly shown and a notation is made on the document clearly indicating Bidder's intent.

E. The City of Farmington Hills reserves the right, in their sole and exclusive discretion, to reject any or all bids for any or no reason at all, to not award this contract to any of the bidders for any or no reason, to waive irregularities and/or informalities, and to make the award that in the opinion of the City Council is in the best interest and to the best advantage of the City of Farmington Hills.

13. WITHDRAWL OF BID

Bids may be withdrawn in person by a bidder, or authorized representative, provided their identity is made known and a receipt is signed for the bid, but only if the withdrawal is made prior to the stated bid deadline. No bid may be withdrawn for at least 90 days after bid opening except the successful company whose prices shall remain firm for the entire contract period. In case of error by the bidder in making up a bid, the Purchasing Division staff may, by discretion, reject such a bid upon presentation of a letter by the Bidder which sets forth the error, the cause thereof, and sufficient evidence to substantiate the claim.

14. DEFAULT CONDITIONS

In case of default by the contractor, the City of Farmington Hills may procure the articles or services from other sources and hold the bidder responsible for any excess cost occasioned thereby. In case of error by the bidder relating to a

Contract, the Purchasing Division may, by discretion, upon presentation of a written explanation by the bidder substantiating the error, reject the Contract and award to the next qualified bidder; such error may be subject to default conditions.

15. INFRINGEMENTS AND INDEMNIFICATIONS

The bidder, if awarded a contract, agrees to protect, defend, and save the City and the cooperative members listed herein, its officials, employees, departments and agents harmless against; any demand for payment for the use of any patented

PURCHASING DIVISION

31555 W. ELEVEN MILE ROAD

Pg. 4 of 34 material, process, or device that may enter into the manufacture, construction, or from a part of the work covered by either order or contract; and from suits or a charge of every nature and description brought against if for, or on account of, any injuries or damages received or sustained by the parties by or from any of the facts of the contractor, the contractor’s employees, or agents; from all liability claims, demands, judgments and expenses to persons or property occasioned, wholly, or in part, by the acts or omissions of the bidder, contractor, agents or employee.

16. SAMPLES

Generally, when required, samples will be specifically requested in the Request for Bids. Samples, when required, are to be furnished free of charge. Except for those samples destroyed or mutilated in testing, samples will be returned at an offeror request, transportation collect.

17. PATENTS, COPYRIGHTS, ETC.

The Contractor shall release, indemnify and hold the Buyer, its officers, agents and employees harmless from liability of any kind or nature, including the Contractor’s use of any copyrighted or un-copyrighted composition, secret process, patented or unpatented invention, article or appliance furnished or used in the performance of this contract.

18. NON-COLLUSION

By signing the bid the offeror certifies that the bid submitted, has been arrived at independently and has been submitted without collusion with, and without any agreement, understanding or planned common course of action with, any other vendor of materials, supplies, equipment or services described in the Invitation to Bid, designed to limit independent bidding or competition.

19. CANCELLATION

Unless otherwise stated within this Invitation to Bid, any Contract entered into in response to this Invitation to Bid, including any extension or amendment of a Contract, may be terminated at any time, with or without cause, with 30 days written notice by the City. The City shall not be responsible to make any further payments for work performed after the effective date of such termination, and shall be responsible only for such work as has been completed and is eligible for payment under the terms of this Contract through the date of such termination. Termination shall not relieve Contractor of its obligation to provide City with all of the plans and product generated under this Contract through the effective date of termination. Prior to the effective date of any termination or prior to the completion of the work (including any extension of the timing for completion), whichever is the first to occur, Contractor shall deliver to the City all reports, opinions, compilations, research work, studies, data, materials, artifacts, samples, documents, plans, drawings, specifications, correspondence, ledgers, permits, applications, manuals, contracts, accountings, schedules, maps, Jogs, invoices, billings, photographs, videotapes and other materials in its possession or control that is gathered or generated in the course of performing the work or that relates to the work in any way; provided that

Contractor may retain a copy of such materials for its files.

20. DEFAULT AND REMEDIES

Any of the following events shall constitute cause for the City of Farmington Hills to declare Contractor in default of the contract: A. Nonperformance of contractual requirements or B. A material breach of any term or condition of this contract. Please note, The City of Farmington Hills shall issue a written notice of default providing a period in which

Contractor shall have an opportunity to cure. Time allowed for cure shall not diminish or eliminate Contractor’s liability for liquidated or other damages. If the default remains, after Contractor has been provided the opportunity to cure, the

City of Farmington Hills may do one or more of the following: A. Exercise any remedy provided by law; B. Terminate this contract and any related contracts or portions thereof; 4. Impose liquidated damages; or D. Suspend contractor from receiving future bid solicitations.

21. LAWS AND REGULATIONS

PURCHASING DIVISION

31555 W. ELEVEN MILE ROAD

Pg. 5 of 34

Any and all supplies, services and equipment offered and furnished shall comply fully with all applicable Federal and

State laws and regulations.

22. GOVERNING LAW

This procurement and the resulting agreement shall be governed by and construed in accordance with the laws of the

State of Michigan. The construction and effect of any Participating Addendum or order against the contract(s) shall be governed by and construed in accordance with the laws of the participating entity’s State. Venue for any claim, dispute or action concerning an order placed against the contract(s) or the effect of a Participating Addendum shall be in the participating entity’s State.

23. ASSIGNMENT/SUBCONTRACT

Contractor shall not assign, sell, transfer, subcontract or sublet rights, or delegate responsibilities under this contract, in whole or in part, without the prior written approval of the City of Farmington Hills.

24. NONDISCRIMINATION

The offeror agrees to abide by the provisions of Title VI and Title VII of the Civil Rights Act of 1964 (42 USC 2000e), which prohibit discrimination against any employee or applicant for employment, or any applicant or recipient of services, on the basis of race, religion, color, or national origin; and further agrees to abide by Executive Order No.

11246, as amended, which prohibits discrimination on basis of sex; 45 CFR 90 which prohibits discrimination on the basis of age, and Section 504 of the Rehabilitation Act of 1973, or the Americans with Disabilities Act of 1990 which prohibits discrimination on the basis of disabilities. The offeror further agrees to furnish information and reports to requesting agencies, upon request, for the purpose of determining compliance with these statutes. Offeror agrees to comply with each individual agency’s certification requirements, if any, as stated in the additional terms and conditions listed in the solicitation. This contract may be canceled if the offeror fails to comply with the provisions of these laws and regulations. The offeror must include this provision in every subcontract relating to purchases by the agencies to ensure that subcontractors and vendors are bound by this provision.

25. SEVERABILITY

If any provision of this contract is declared by a court to be illegal or in conflict with any law, the validity of the remaining terms and provisions shall not be affected; and the rights and obligations of the parties shall be construed and enforced as if the contract did not contain the particular provision held to be invalid.

26. FORCE MAJEURE

Neither party to this contract shall be held responsible for delay or default caused by fire, riot, acts of God and/or war which is beyond that party’s reasonable control. The City of Farmington Hills may terminate this contract after determining such delay or default will reasonably prevent successful performance of the contract.

27. BID PREPARATION COSTS

The City of Farmington Hills is not liable for any costs incurred by the offeror in bid preparation.

28. CONFLICT OF INTEREST

The City of Farmington Hills Code of Ethics prohibits City officials and employees from using their official position to unreasonably secure, request, or grant any privileges, exemptions, advantages, contracts or preferential treatment for themselves or others, and further, requires the reporting of certain financial or other interests held by themselves or their family members in any organization that does business with the City. Consistent with the principles of the City of

Farmington Hills Code of Ethics, and in accordance with applicable federal regulations, no employee, officer or agent of the City shall be permitted to participate in the selection, the award, or the administration of a contract if the employee, PURCHASING DIVISION

31555 W. ELEVEN MILE ROAD

Pg. 6 of 34 officer or agent of the City, or his or her immediate family member or members, or his or her business partner or partners, works for, or has any financial or other interest in any company bidding for the contract.

In order to determine whether your company presents any potential conflict of interest with respect to the award of the subject contract, on a separate piece of paper, please disclose any familial or business relationships you have with any current or former employee, agent, consultant, officer or elected or appointed official of the City of Farmington Hills, or others who are or have been within the past year, in a decision making position with the City of Farmington Hills, and who may be able to grant favorable treatment with respect to being awarded this contract. Please disclose the full nature and extent of your relationship.

The City will review the relationship for conflict of interest. If a determination is made that the relationship is contrary to Federal Regulations 24 CFR 570.611 your company will be removed from the bid process. Requests for exceptions will be reviewed by the HUD Detroit Field Office in accordance with the standards set forth in 24 CFR 570.611(d).

Violation of the City’s Code of Ethics as the result of non-disclosure will be reviewed in accordance with Section 5 of the City of Farmington Hills Code of Ethics and may result in disciplinary action, and/or termination of the subject contract.

29. INDEPENDENT CONTRACTOR

The contractor shall be an independent contractor, and as such shall have no authorization, express or implied to bind the City of Farmington Hills or the respective agencies to any agreements, settlements, liability or understanding whatsoever, and agrees not to perform any acts as agent for the City of Farmington Hills or participating agencies, except as expressly set forth herein.

30. THIRD PARTY BENEFICIARIES

There are no third party beneficiaries to this Agreement, and nothing expressed or referred to in this Agreement will be construed to give any person or entity other than the parties to this Agreement any legal or equitable right, remedy, or claim under or with respect to this Agreement or any provision of this Agreement. This Agreement and all of its provisions and conditions are for the sole and exclusive benefit of the parties named.

31. CITY POLICY ON SMOKING

The bidder, if awarded a contract, agrees to follow the City of Farmington Hills Smoking Policy which states: “The

City of Farmington Hills is dedicated to providing a healthy, smoke free workplace for employees, residents and visitors.” To that end, smoking is prohibited in all municipal buildings, in all municipal owned, leased or rented vehicles and within twenty five (25) feet from any municipal building entrance, outdoor air intakes and operable windows. Smoking is permitted in outside designated smoking areas or in personal vehicles. Smokers are responsible for properly disposing of all smoking related litter, which includes cigarette and cigar butts, tobacco, etc. Disposal of any smoking litter is not permitted on City property except in the provided receptacles.

32. NON-IRAN LINKED BUSINESSES

By signing below, I certify and agree on behalf of myself and the company submitting this bid the following: (1) that I am duly authorized to legally bind the company submitting this bid; and (2) that the company submitting this bid is not an “Iran linked business,” as that term is defined in Section 2(e) of the Iran Economic Sanctions Act, being Michigan

Public Act No. 517 of 2012; and (3) That I and the company submitting this bid will immediately comply with any further certifications or information submissions requested by the City in this regard.

33. COVID-19 MANAGMENT ADHERANCE

PURCHASING DIVISION

31555 W. ELEVEN MILE ROAD

Pg. 7 of 34

As a result of the Covid-19 pandemic, in the event of the issuance of any order by federal, state or local health authorities, which requires the suspension of any or all activities for any time period, all Vendors are hereby on notice that in the event that certain types of public works projects, including but not limited to the Project set forth in this Invitation to

Bid, are at any time determined by the City or other governmental authorities, to be required to be suspended, in accordance with the applicable order, this project may be delayed or terminated, as set forth in Section 26 of this

Invitation to Bid, and/or Article II of this Agreement. The City shall not be responsible for additional costs relating to delay of the Project, and the Project schedule may be revised to reflect requirements of the order.

34. INSURANCE (REQUIRED FOR WORK ON OR WITHIN CITY PROPERTY/FACILITIES)

The contractor, or any of their subcontractors, shall not commence work under this contract until they have obtained the insurance required under this paragraph, and shall keep such insurance in force during the entire life of this contract.

All coverage shall be with insurance companies licensed and admitted to do business in the State of Michigan and acceptable to The City of Farmington Hills. The requirements below should not be interpreted to limit the liability of the Contractor. All deductibles and SIR’s are the responsibility of the Contractor.

The Contractor shall procure and maintain the following insurance coverage:

A. Worker’s Compensation Insurance including Employers’ Liability Coverage, in accordance with all applicable statutes of the State of Michigan.

B. Commercial General Liability Insurance on an “Occurrence Basis” with limits of liability not less than

$1,000,000.00 per occurrence and aggregate. Coverage shall include, but not limited to, the following: (A)

Contractual Liability; (B) Products and Completed Operations; (C) Independent Contractors Coverage; (D) Broad

Form General Liability Extensions or equivalent; (E) Explosion, Collapse, and Underground, if applicable.

C. Automobile Liability including Michigan No-Fault Coverages, with limits of liability not less than $1,000,000. per occurrence combined single limit for Bodily Injury, and Property Damage. Coverage shall include all owned vehicles, all non-owned vehicles, and all hired vehicles.

D. Additional Insured: Policy(ies) and coverages as described above, excluding Workers’ Compensation Insurance, shall include an endorsement stating the following shall be Additional Insureds: The City of Farmington Hills, all elected and appointed officials, all employees and volunteers, agents, all boards, commissions, and/or authorities and board members, including employees and volunteers thereof. It is understood and agreed by naming the City of Farmington Hills as additional insured, coverage afforded is considered to be primary and any other insurance the City of Farmington Hills may have in effect shall be considered secondary and/or excess.

E. Cancellation Notice: Policy(ies), as described above, shall be endorsed to state the following: It is understood and agreed Thirty (30) days, Ten (10) days for non-payment of premium, Advance Written Notice of Cancellation, Non-

Renewal, Reduction, and/or Material Change shall be sent to: City of Farmington Hills, Attention: Mr. Thomas

Skrobola, 31555 West Eleven Mile Road, Farmington Hills, Michigan 48336.

F. Proof of Insurance Coverage: The Contractor shall provide the City of Farmington Hills at the time the contracts are returned by him/her for execution a Certificate of Insurance as well as the required endorsements. In lieu of required endorsements, a copy of the policy sections, where coverage is provided for additional insured and cancellation notice, may be acceptable. Copies of all policies mentioned above shall be furnished, if so requested.

PURCHASING DIVISION

31555 W. ELEVEN MILE ROAD

Pg. 8 of 34

G. Required liability limits may be obtained by using an Excess/Umbrella Liability policy in addition to the primary liability policy(ies). If coverage limits are satisfied by an Excess and/or Umbrella policy, coverage must follow form of the primary liability policy(ies).

H. If any of the above coverages expire during the term of this contract, the Contractor shall deliver renewal certificates, endorsements, and/or policies to City of Farmington Hills at least ten (10) days prior to the expiration date.

PURCHASING DIVISION

31555 W. ELEVEN MILE ROAD

Pg. 9 of 34

COMMERCIAL HEATING & AIR CONDITIONING

MAINTENANCE CONTRACT FOR MUNICIPAL BUILDINGS

35. INSTRUCTIONS TO BIDDERS

Complete the following questionnaire in full. All qualified bidders must fill in all blank spaces

36. SITE VISITS

The City of Farmington Hills buildings will be available for optional on-site visits for 2 days, October 5th and October 6th. These site visits are not mandatory but encouraged as they will be the only times available to view the sites prior to the bid deadline. Please schedule an on-site visit with the appropriate people found below:

Locations Address Contact

City Hall 31555 W. 11 Mile Road, Farmington

Hills, MI 48336

Paul Wonfor 248-871-2537 or pwonfor@fhgov.com

Police 31655 W. 11 Mile Road, Farmington

Hills, MI 48336

Paul Wonfor 248-871-2537 or pwonfor@fhgov.com

Fire #5 31455 11 Mile Road, Farmington Hills, MI 48336

Paul Wonfor 248-871-2537 or pwonfor@fhgov.com

Ice Arena 35500 W. Eight Mile Road, Farmington

Hills, MI 48334

Haakon Borstad

248-794-5157

Fire #1 35725 Nine Mile Road, Farmington

Hills, MI 48336

Paul Wonfor 248-871-2537 or pwonfor@fhgov.com

Parks & Golf Maintenance 38111 Interchange Drive, Farmington

Hills, MI 48336

Dan Monacelli

248-938-7192

Farmington Hills Golf Club 37777 11 Mile Court, Farmington Hills, MI 48335

Dan Monacelli

248-938-7192

Department of Public Works 27245 Halsted Road, Farmington Hills, MI 48335

Mike Hoffmeyer 248-871-2874 or mhoffmeyer@fhgov.com

Fire #4 28711 Drake Road, , Farmington Hills, MI 48331

Paul Wonfor 248-871-2537 or pwonfor@fhgov.com

Nature Center – Heritage Park 24915 Farmington Road, Farmington

Hills, MI 48336

Dan Monacelli

248-938-7192

Visitors Center – Heritage Park 24915 Farmington Road, Farmington

Hills, MI 48336

Dan Monacelli

248-938-7192

Longacre House 24705 Farmington Road, Farmington

Hills, MI 48336

Dan Monacelli

248-938-7192

Farmington Hills Community

Center (HAWK)

29995 12 Mile Road, Farmington Hills, MI 48334

Jerzy Schrott

248-468-5599

Fire #2 28225 Middle Belt Road, Farmington

Hills, MI 48334

Paul Wonfor 248-871-2537 or pwonfor@fhgov.com

Costick Activities Center 28600 W. 11 Mile Road, Farmington

Hills, MI 48336

Dan Monacelli

248-938-7192

Fire #3 29260 Grand River, Farmington Hills, MI 48336

Paul Wonfor 248-871-2537 or pwonfor@fhgov.com

37. MINIMUM SPECIFICATIONS

A. Heating and Air Conditioning Planned Maintenance - Each City location will include the following breakdown:

PURCHASING DIVISION

31555 W. ELEVEN MILE ROAD

Pg. 10 of 34

• Preventative Maintenance Schedule for TWO (2) semi-annual visits. One (1) in Spring (May/June) and One

(1) in Fall (September/October)

• Spring (May/June) and Fall (September/October) "Start-Up\Shut-Down" included in base program.

B. Mechanical Equipment

Inspect, clean, adjust, lubricate and calibrating of all mechanical equipment on a semi-annual basis. The awarded vendor will provide an electronic log sheet to be maintained on each unit. The log will be completely filled in for each maintenance inspection and emailed to the respective City site contact noted on page 9 when work is complete. The logs and reports will provide the basis for preventative maintenance invoice payment.

Vendor must provide the City with sample of the form for approval prior to contract award.

C. Emergency Service

Provide 24-hour emergency service. Response time will be less than two (2) hours to have a qualified service technician on site.

D. Reports

An Inspection Report will be furnished after each inspection. A service report will be rendered noting any unfavorable conditions observed recommended improvements or necessary repairs to maintain the system in operating condition. An itemized estimate of parts, material costs and approximate labor costs will be submitted;

and no repairs or improvements will be undertaken without specific authorization.

Semi-annual inspections, field reports and work orders will be provided for each location on each individual unit.

A copy of each will be maintained in the appropriate log book as work is performed/completed.

E. Services Performed

At the time of regular preventative maintenance visits, the contractor will perform the following services as necessary and where applicable to keep the system operating properly.

1) Check condition of insulation on the equipment and refrigerant piping.

2) Check interconnecting refrigerant condenser water, chilled water and hot water piping.

3) Check & clean condensate traps and manual service valves at the equipment.

4) Check, clean and adjust unit heaters, duct heaters and infrared heaters.

5) Check for refrigerant leaks.

6) Check condition of all bearings and add grease.

7) Check condition of belts and replace if necessary, using the time & materials rates below.

8) Check motors and lubricate if necessary

9) Check operation and condition of all electrical components.

10) Check and clean or adjust where necessary all capacity, temperature and safety devices which protect the equipment.

PURCHASING DIVISION

31555 W. ELEVEN MILE ROAD

Pg. 11 of 34

11) Flush drains and fill evaporative condensers, and air washers at "start up." During cooling season, check strainers and overflow. Check float valves. Drain water and clean basins, strainers and drains at time of

Winter "shut down" inspection.

12) Clean spray nozzles, strainers, condensate drains, etc.

13) Inspect & Clean air dampers, damper motors and linkages.

14) Take necessary readings and make appropriate tests to assure the system is operating at peak efficiency.

15) Lubricate all moving parts on air compressors and add oil as needed.

16) On blower sections inspect shafts, bearings, motors, drives, fans, dampers, economizers and timers, humidifiers, and air cleaners.

17) Check and replace all air filters (including the ones in the heat pumps at City Hall; with City provided filters.)

18) For condensing sections, check and clean coils using non-acid coil cleaner.

19) Check heat exchangers, crank case heater, compressors, refrigerant and lubricants, suction and discharge pressures, strainers and dryers, motors, drives, fans, heat pump, reversing valves, shafts and bearings, controls, connections and wiring for proper working conditions.

20) On evaporators check & clean coils using a non-acid coil cleaner, condensate drains and pumps, metering devices and air movement.

21) On furnaces and boilers, check manifold pressures, pilot and ignition controls and sequencing, combustion air supply, burners, flame quality, flues, over temperature protection, pilot sensing controls, pumps and safety devices

22) Perform annual State required CSD1 on the boiler systems

23) On electrical furnaces check heating elements, insulator connections, contactors, wiring, control and sequencing and safety devices.

24) Lubricate motors and pumps.

25) For geothermal heat pumps (City Hall) check water temperature and pressure readings.

26) No preventative maintenance is required for the Building Automation System.

F. Requested Repairs & Capital Improvement Services

1) All work beyond the Preventative Maintenance Program will be performed on a time and material basis only after specific authorization.

2) Parts will be warranted per the manufacturer’s warranty period. Labor will be warranted for a minimum of thirty (30) days.

3) All necessary parts will be billed at cost plus a fixed bid factor. A copy of your supplier’s invoice for parts may be requested with the invoice. Failure of the awarded contractor to select and utilize quality parts/supplies will not be tolerated. All work will be done once without the need for return repairs.

PURCHASING DIVISION

31555 W. ELEVEN MILE ROAD

Pg. 12 of 34

4) Any subcontractor charges will be billed at invoice plus a fixed bid factor. A copy of their bill may be requested to support the City’s invoice.

5) All State and Federal guidelines must be complied with EPA Regulations including Freon recovery.

6) The City of Farmington Hills reserves the right to clean or repair any or all equipment in house or use outside contractors for additional repairs beyond the Preventative Maintenance Program.

7) Where City of Farmington Hills permits are required (for work on City Facilities) all fees will be waived.

38. CONTRACTORS SPECIFICATIONS

A. Provide emergency service, when/if required, 24 hours per day, including weekends and holidays. Response time:

2 hours or less.

B. Contractor shall possess the following licenses:

1. Michigan Department of Labor: Boiler Installers License (Class C or Higher), High Efficiency Boiler (Aerco) knowledge preferred.

2. Michigan Department of Labor: Boiler Repairers License

3. Michigan Department of Labor: Mechanical Contractor License including the following classifications:

• -Hydronic heating and cooling and process piping.

• -HVAC equipment.

• -Refrigeration.

• -Unlimited heating service.

• -Unlimited refrigeration and air conditioning service.

C. Contractors must be Tridium trained & certified.

D. Contractors must be able to service JACE controllers including maintaining & upgrading the software

E. Contractor must have experience with Tridium Building Automation Systems.

F. Contractor must use OEM parts or manufacturer approved equivalent.

G. Contractor must have demonstrated prior experience with geothermal systems.

H. Contractor must have demonstrated prior experience with Climatemaster water-to-air & water-to-water heat pumps.

I. Contractor shall provide qualified, trained service and installation technicians, of whom all shall possess an unlimited refrigeration journeyman license. In an attempt to provide consistency, every attempt shall be made to utilize the same technicians for service.

J. Due to the magnitude of our locations, all licensed contractors shall have no less than five (5) full-time licensed contractors throughout the duration of this Agreement.

K. All subcontractors must be experienced & qualified to complete the work and approved in writing by the City of

Farmington Hills.

PURCHASING DIVISION

31555 W. ELEVEN MILE ROAD

Pg. 13 of 34

L. Successful contractor must comply with the Federal laws regarding refrigerant removal and transportation required under this Program. City of Farmington Hills requires all documents pertaining to this concern to be left on site throughout the duration of this Agreement.

M. Successful contractor must provide their own U.L. certified approved recovery/recycling apparatus.

N. All work under this Agreement shall be performed during the hours of 7:00 a.m. - 3:00 p.m. Monday through

Friday unless otherwise specified.

O. Successful contractor shall be responsible for generating his/her own complete mechanical equipment list during their on-site walk through of each location. Special consideration will be given to those vendors who can document services call electronically.

P. SECURITY - BACKGROUND CHECK & MOBILE PHONE USE - All employees which will be at the Police

Department project site, are required to sign Level 1 CJIS security awareness. In order to be eligible to work, those employees will need to agree to be fingerprinted and background checked (full FBI prints). Any convictions will be reviewed on an individual basis and a determination will be made on whether or not they will be allowed to perform work. No photos or video recordings are allowed to be taken in the Police

Department Building.

PURCHASING DIVISION

31555 W. ELEVEN MILE ROAD

Pg. 14 of 34

BIDDER'S GENERAL QUESTIONNAIRE

Please give the following information regarding your proposal for this bid:

1. Number of years’ experience in this work: ___________________________

2. List below or attach a list of the number and types of equipment to be used if awarded this bid:

3. List the municipalities that you have contracted with for this type of work during the past three (3) years.

4. Name of your bank and other financial references:

5. Comments:

SIGNED: _________________________________________________________________

TITLE: __________________________________________________________________

NAME AND ADDRESS OF FIRM: (Print or Type)

__________________________________________________Zip:__________________

Phone No._________________________________________Date:__________________

PURCHASING DIVISION

31555 W. ELEVEN MILE ROAD

Pg. 15 of 34

LEGAL STATUS BIDDER

Fill out the appropriate section below for your company and strike out the other three. Provide additional sheets if more space is needed for your responses.

Corporation:

State and County in which incorporated: ______________________________________________________________

Official title of person signing proposal: ______________________________________________________________

Address of signer: ________________________________________________________________________________

Full names, addresses and titles of all the corporation’s directors and officers:

Partnership:

State and County in which established:

Official title of person signing proposal:

Address of signer:

Full names, addresses and titles of all partners:

Limited Liability Company (LLC):

State and County in which established: _______________________________________________________________

Official title of person signing proposal: ______________________________________________________________

Address of signer: ________________________________________________________________________________

Full names, addresses and titles of all members and managers of the LLC:

PURCHASING DIVISION

31555 W. ELEVEN MILE ROAD

Pg. 16 of 34

NON-IRAN LINKED BUSINESS CERTIFICATION

Pursuant to Michigan law before accepting any bid or proposal or entering into any contract for goods & services with any prospective firm, the firm must certify that it is not an “Iran Linked Business”.

By signing below, I certify and agree on behalf of myself and the firm submitting this proposal the following: (1) that I am duly authorized to legally bind the firm submitting this proposal; and (2) that the firm submitting this proposal is not an “Iran Linked Business,” and that term is defined in section 2€ of the Iran Economic Sanctions Act, being

Michigan Public Act No.517 of 2012; and (3) That I and the firm submitting this proposal will immediately comply with any further certifications or information submissions requested by the City in this regard.

Company Name: _______________________________________________________________________________

Authorized Representative Signature: _______________________________________________________________

Printed: _______________________________________________________________________________________

Date: _______________________

PURCHASING DIVISION

31555 W. ELEVEN MILE ROAD

Pg. 17 of 34

SUBCONTRACTORS

The contractor shall not sublet, assign or transfer the contract or any portion of any payment due the contractor hereunder, without the written consent of the City. If it is the intention of the bidder to use subcontractor(s) for any of the work called for herein, the bidder shall provide the information required for each subcontractor, below.

If subcontractors will not be used, please strike out this page.

Name of Firm: ________________________________________________________________________________

Contact Person: __________________________________________Title: ________________________________

Address: _____________________________________________________________________________________

Phone: ________________________________________

Work to be performed for general contractor: ________________________________________________________

Work to be performed for general contractor: ________________________________________________________

Work to be performed for general contractor: ________________________________________________________

39. PRICING

PURCHASING DIVISION

31555 ELEVEN MILE ROAD

Pg. 18 of 34

Please note pricing should include all charges (NO ADDITIONAL CHARGES FOR FUEL, TRUCKS OR

TRAVEL TIME WILL BE ACCEPTED).

A. PREVENTATIVE MAINTENANCE

BUILDING LOCATION

TOTAL COST PER

YEAR FOR SEMI-

ANNUAL

PREVENTATIVE

MAINTENANCE

City Hall 31555 W. 11 Mile Road, Farmington Hills, MI

48336

Police Department 31655 W. 11 Mile Road, Farmington Hills, MI

48336

Fire Station #5 31455 W, 11 Mile Road, Farmington Hills, MI

48336

Fire Station #4 28711 Drake Road, Farmington hills, MI 48331 $

Fire Station #3 29260 Grand River, Farmington Hills, MI

48336

Fire Station #2 28225 Middlebelt Road, Farmington Hills, MI

48334

Fire Station #1 35725 Nine Mile Road, Farmington Hills, MI

48336

Park & Golf Maintenance Bldg. 38111 Interchange Drive, Farmington Hills, MI

48336

Farmington Hills Golf Club 3777 W. 11 Mile Road, Farmington Hills, MI

48335

Nature Center –Heritage Park 24915 Farmington Road, Farmington Hills, MI

48336

Visitor Center-Heritage Park 24915 Farmington Road, Farmington Hills, MI

48336

DPW 27245 Halsted Road, Farmington Hills, MI

48335

Longacre 24705 Farmington Road, Farmington Hills, MI

48336

William Costick Center 28600 W. 11 Mile Road, Farmington Hills, MI

48336

Farmington Community Center

(HAWK)

29995 12 Mile Road, Farmington Hills, MI

48334

Ice Arena 35500 W 8 Mile Road, Farmington Hills, MI

48335

TOTAL

B. REQUESTED REPAIR SERVICE

Performed after receipt of City purchase order.

Hourly rate for general labor $ hour

Hourly rate for labor related to the BAS system $_____________hour

Parts will be billed at cost + __________%. (Note: The successful bidder may be required to substantiate the list price of parts/materials that exceed $1,000.00. This may include an itemized invoice, a copy of supplier invoices, or other documentation that verifies the contactor’s cost.)

PURCHASING DIVISION

31555 ELEVEN MILE ROAD

Pg. 19 of 34

C. EMERGENCY SERVICE -AS REQUESTED WILL BE RESPONDED TO WITHIN TWO (2) HOURS

ON-SITE.

Hourly rate for labor 7 a.m. to 4:30 p.m. weekdays $ hour & Hourly Rate for BAS system

$_____________hour

Hourly rate for labor 4:30 p.m. to 7 a.m. weekdays $ hour & Hourly Rate for BAS system

$_____________hour

Hourly rate for labor on weekends and holidays $ hour & Hourly Rate for BAS system $_____________hour

D. CAPITAL IMPROVEMENT (PROVISION & INSTALLATION OF NEW EQUIPMENT

Performed after receipt of City purchase order.

Hourly rate for labor Contractor employees $ hour

Parts will be billed at cost + __________%. (Note: The successful bidder may be required to substantiate the list price of parts/materials that exceed $1,000.00. This may include an itemized invoice, a copy of supplier invoices, or other documentation that verifies the contactor’s cost.)

Subcontractor charges will be billed at invoice + __________% (Note: The successful bidder may be required to substantiate the subcontractor charges. This may include an itemized invoice or other documentation that verifies the subcontractor charges.)

FIRM PRICE GUARANTEE

All Prices will remain firm for ninety (90) days or bid award, whichever comes first, except for the successful bidder whose prices are to remain firm for two (2) years from date of award. The City of Farmington Hills reserves the right to renew this contract as stated herein, with the awarded bidder, through mutual consent and under the same terms and conditions for a period of three (3) years after the contract completion date.

Please indicate below your percentage of increase per year over the prices listed herein for the three (3) year extension of this contract.

Prices listed herein in will increase _______% each year beginning at the third year extension of award.

PURCHASING DIVISION

31555 ELEVEN MILE ROAD

Pg. 20 of 34

CONTRACT TERMINATION

The City of Farmington Hills reserves the right, upon thirty days written notice, to terminate this contract for failure of vendor to comply with terms and conditions set forth herein. Nonperformance on the part of the vendor shall constitute breach of contract and shall nullify any and all contractual obligations between the seller and the purchaser.

ACKNOWLEDGEMENT OF OFFICIAL DOCUMENTS

I_______________________________________, certify that I have read section 3 (Official Documents) of the invitation to bid and that the bid proposal documents contained herein were obtained directly from the City of

Farmington Hills Purchasing Office or MITN website, www.mitn.info and is an official copy of the authorized version.

SIGNATURE OF AUTHORIZED COMPANY REPRESENTATIVE_____________________________

AUTHORIZATION/ACCEPTANCE OF SPECIFICATIONS

Signed___________________________________________ Company ________________________________

Printed _____________________________ Address _______________________________________________

Title ____________________City/State/Zip______________________________________________________

Date____________ Phone_______________________ Fax_______________________ email______________

Contact Person _______________________or __________________________website____________________ http://www.govbids.com/

PURCHASING DIVISION

31555 ELEVEN MILE ROAD

Pg. 21 of 34

FARMINGTON HILLS EQUIPMENT LOCATION LIST

UNIT NO. MAKE MODEL SERIAL DESCRIPTION QTY.

CR/CM

CITY HALL-31555 W. 11 MILE ROAD

# 1 Climate

Master

TSH012AGN20TLBS 12

# 2 Climate

Master

TSHO18BGN20TLPS 8

# 3 Climate

Master

TSH024AHN20TLPS 5

# 4 Climate

Master

TTH026AGP20ELPS 1

# 5 Climate

Master

TSH030AHN20ERPS 3

# 11 Climate

Master

TSH036AHN20TRPS 2

# 12 Climate

Master

TSH042AHN20TRPS 2

# 13 Climate

Master

TSH048AHN20LPS 2

# 14 Climate

Master

TTH049AHP20ELPS 3

#15 Climate

Master

TSH060AHP20ERPS 1

# 16 Climate

Master

TSH008AGN20TRBS 3

# 17 Climate

Master

TRC09ONAMSERS 1

# 18 Climate

Master

TMW120BHL20COCS 2

# 19 AAON RN-011-8-0-E709-000 200912-ANC02217 1

#20 Greenheck ERV-522S-15-B-ES 11960672 Main Roof 1

#21 Greenheck ERV521S-15-B-ES 11960671 Second Roof 1 3-

16X25X

POLICE DEPT.-31655 W. 11 MILE ROAD

ASU 1 Trane CSAA012UALOO K15J76981 Basement 6-20x20x2 ASU 2 Carrier 39EH36 8613T39537 Basement-Range

Boiler 1 Aerco -

Boiler AS-482160 G-10-0665 Basement

Boiler 2 Aerco

M/BMK1500 3/G-

24=1063

# 1 York

V34AC02M6KAVB1000

1A N1E0933793 Roof-Main 4-16x25x2

6-25x20x2

# 2 Carrier 3/3215C72395

M/48KCFA05A2A3A

0A0A0 Roof-Cell 2-16x25x2

# 3 York J052FC00P2TAA1A N1E0925188 Roof-Dispatch 1-14x25x2

2-15x25x2

Trane A/C-

ASU 1 RAUJC20ECC13ABDOOOO20 C15J06124 Roof-Basement

PURCHASING DIVISION

31555 ELEVEN MILE ROAD

Pg. 22 of 34

#4 Trane /

1/12/14

YSCO72F3EHA02AR00

A 13491183OL Roof- Roll Call 4-16x25x2 1-AX-32 #5 Mitsubishi MUZ-A24NA 7004063 Mini-Split #6 Panasonic CU-S12NKUA 6853002522 Mini-Split

EF 6 2-AP-78

9-

24X24X

EF 7 1-A-42

4-

24X24X

FIRE HQ STATION #5-31455 W. 11 MILE ROAD

# 1 Trane

RTU1YSC102F3RHA1V

C0C0A 161510564L Roof 4-

20X25X2

# 2 Trane

YHK240A3SBL024PC0

A2A 252610352D Roof 6-

20X24X2 A-54

# 3 Trane

YSC060G3RHA01DOCO

A 161612834L Roof 2-20x35x2

#4 Mitsubishi PUY-A18NKA7 08U167380 Mini-Split

# 5 EVO - Boiler HWH00199 11557025 Boiler Room

# 1

Re-Verber -

Ray Bay

# 2 Re-Verber -

Ray Bay

# 3 Re-Verber -

Ray Bay

# 4

Re-Verber -

Ray Bay

Re-Verber -

Ray LS15-40N 03021NTL48071 0013 Generator Room

FIRE STATION #4-38711 DRAKE ROAD

#1 Carrier 58STA135---13122 3307A17526 1st. Floor

# 2 Carrier…