ITB-SH24-027 Fire Turnout Gear Washer Extractors.pdf

Official bid specifications are available only at www.mitn.info.

INVITATION TO BID

ITB-SH24-027

The City of Sterling Heights, Michigan is accepting sealed bids for FIRE TURNOUT

GEAR WASHER EXTRACTORS until TUESDAY, SEPTEMBER 24, 2024 AT 2:30 P.M.

Please refer to the attached for instructions, specifications, and bid submission procedures.

Erik Skurda Purchasing Manager

Office of Purchasing 586-446-2740 http://www.mitn.info/

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INVITATION TO BID

FIRE TURNOUT GEAR WASHER EXTRACTORS

CITY OF STERLING HEIGHTS

40555 UTICA ROAD

STERLING HEIGHTS, MI 48313

CONTACT PERSON: ERIK SKURDA, PURCHASING MANAGER

PHONE: 586-446-2741, FAX: 586-276-4062, E-MAIL: shpurchasing@sterlingheights.gov

INDEX

I. GENERAL CONDITIONS

II. CHECK LIST FOR BIDDERS

III. BID SUBMISSION INSTRUCTIONS

IV. SPECIFICATIONS

V. BID FORM

VI. COOPERATIVE AGREEMENT

VII. HOLD HARMLESS AND INDEMNITY

VIII. NON-IRAN LINKED BUSINESS CERTIFICATION

IX. BID SUBMISSIOM LABEL

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I. GENERAL CONDITIONS

All information requested of the vendor shall be entered in the appropriate space on the form. Failure to do so may result in your bid being deemed non-responsive.

All information shall be entered in ink or typewritten. Mistakes may be crossed out and corrections inserted before submission of your bid. Corrections shall be initialed in ink by the person signing the bid. Corrections and/or modifications received after the closing time specified will not be accepted.

Time of delivery/installation shall be stated as the number of calendar days following receipt of the purchase order by the vendor to receipt of the goods or services by the City. Time of delivery/installation may be a consideration in the award.

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

All prices will be bid F.O.B. Destination and remain in effect for at least 90 days to allow for approval by City Council. The successful bidder's prices will remain firm through the length of the contract as designated within these bid specifications.

Bids shall include all charges for delivery, packing, crating, etc. to 7200 18 Mile Road, Sterling Heights MI 48313, unless otherwise stated in the bid document. General delivery hours are 7:00 a.m. to 3:00 p.m. Monday – Friday. The City is not to be held responsible for, and will not pay, any fuel surcharges during the term of the contract. Unit prices bid shall include delivery.

Prices will be considered net if no cash discount is shown.

All bids shall be signed by an authorized officer or employee of the bidder.

Bid Submission Options: Please refer to Section III Bid Submission Instructions for directions on submitting a bid electronically. Hard paper copy, email or fax submission of bids / proposals is not an option.

To be considered, your bid must be submitted to the City as instructed prior to the Date and Time specified. No late bids will be accepted. Bids may be withdrawn by a bidder, or authorized representative, provided their identity is made known and an email, phone call or fax is made to the City and the City can verify via return email or phone call the identity of the bidder and the intention to withdraw the bid, and if withdrawal is made prior to the stated bid deadline. On the mitn.info portal, electronic bids may be withdrawn by placing the bid into “storage” through the Edit option prior to the stated bid deadline.

The City of Sterling Heights reserves the right to postpone the bid opening for its own convenience.

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Municipalities are exempt from Michigan State Sales and Federal Excise taxes. Do not include such taxes in your bid price. The City will furnish the successful contractor with tax exemption certificates when requested. The following exception shall apply to installation projects. When sales tax is charged to the successful contractor for materials to be installed during the project, that cost shall be included in the bid cost and not charged as a separate item. The City is not tax exempt in this case and cannot issue an exemption certificate. If you are unfamiliar with your sales and use tax obligations, please contact the Michigan Department of Treasury for directions, including any applicable Revenue Administrative Bulletins (i.e. 1999-2 and any subsequent replacements / updates).

The City's normal payment terms are 30 days in connection with any cash discounts specified on this bid. Time will be computed from the date of complete delivery of supplies or equipment as specified, or from the date correct invoices are received in the City's Finance Department, if the latter date is later than the date of delivery.

The City reserves the right: (1) To award bids received on the basis of individual items, or groups of items, or on the entire list of items, (2) To reject any or all bids, or any part thereof,

(3) To waive any irregularity in the bids, (4) To accept the bid that is in the best interest of the City, (5) To reduce or eliminate this purchase without prior notice, (6) To split the award to realize the greatest cost savings, (7) To issue Post-Bid Addendums to clarify or request additional information, including pricing, (8) To require one or more selected bidders to perform the requested service on a trial basis, at the unit prices bid, as evidence of a bidders ability to satisfactorily perform the requested service, prior to a formal recommendation and approval by City Administration / City Council.

This invitation to bid and the acceptance of a bid by the City is not a contract for the purchase of services or products. The City will issue a Purchase Order, which will define, make reference to, and incorporate the bid specifications and the pricing bid as accepted by the City. Winning bidder is not to commence with any service or product order without receiving a Purchase Order signed by the Purchasing Manager. Unless otherwise stated, all contracts for services are subject to additions, reductions and/or termination at the sole discretion of the City and without prior notice by the City. Please forward any questions you may have regarding this solicitation to the Purchasing Manager via email at shpurchasing@sterlingheights.gov.

Bid prices submitted by the successful bidder should remain firm for the length of the contract from date of award by City Council.

ALL BIDS MUST INCLUDE MATERIAL SAFETY DATA SHEETS FOR MATERIALS AS

REQUIRED BY M.I.O.S.H.A.

The City of Sterling Heights is now part of an organization called the Michigan Inter-governmental Trade Network (MITN), a group of agencies that joined forces to create a Regional Bid Notification System to notify companies of new bid opportunities. All bids, quotations and proposals are now being posted online. All vendors are encouraged to visit http://www.mitn.info in order to register their company and gain access to new bids and proposals. If you do not have internet access, please call 1-800-835-4603 to speak to a representative at BidNet®, the technical support group that handles the MITN system.

http://www.mitn.info/ mailto:shpurchasing@sterlingheights.gov

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II. CHECK LIST FOR BIDDERS

All information required by the terms of the bid documents must be furnished.

MISTAKES OR OMISSIONS CAN RESULT IN THE REJECTION OF YOUR BID.

Important items for you to check are included in, but not limited to, those listed below. This checklist is furnished only to assist you in submitting a proper bid.

_____ Is your bid properly signed? (refer to bid documents)

_____ If required, have you entered a unit price or lump sum for each bid item?

_____ Are decimals in unit price in the proper places? Are your figures legible?

_____ Are any bid bonds or bid deposits, if required, included in your bid package?

Include a copy of any bid bond or a copy of a certified check to show compliance with this requirement

_____ Did you complete and include the Qualification Questionnaire, Hold

Harmless and Non-Iran Linked Business Certification.

_____ Bid Submission – Bids are to be submitted via the mitn.info bid submittal system. Bids submitted by email, fax, hard copy drop off, US Mail and delivery service are not options at this time. Please use the bid submission label provided (See section IX) as the cover page of your submittal via mitn.info. Include in your bid submittal package all required forms / documents, but please do not include the specifications and instructions.

Return only the forms requiring completion.

_____ Will your bid arrive on time? Late bids will not be considered. Bids must be received by the City via mitn.info no later than 2:30 p.m. by the date specified.

_____ Did you submit your original bid form (no additional copies are required)?

PLEASE DO NOT RETURN COPIES OF OUR

SPECIFICATIONS/INSTRUCTIONS. RETURN ONLY THE FORMS

REQUIRING YOUR COMPLETION (Pages 7-13). Failure to include all pages may result in your bid being deemed non-responsive.

_____ Did you check the MITN website (or email the Purchasing Department) for any addendums which may have been posted? Addendums may be posted at any time and must be submitted to the MITN website no later than 2:30 p.m.

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III. BID SUBMISSION INSTRUCTIONS

Please read these instructions carefully. Your bid / proposal may be deemed non-responsive if it is not submitted as detailed below. Bids / proposals are considered received when downloaded into the mitn.info system before the submission deadline date and time, late bids / proposals will not be considered.

Bid / Proposal Submission Deadline: Tuesday September 24, 2024 before 2:30 P.M.

Electronic Bid Submission via the MITN system as described below is the only bid submittal option.

Call the Purchasing Office at 586-446-2740 if you have any questions and we will assist.

Electronic Bid Submission Only The vendor / Contractor will need to complete, scan and upload your entire bid package through the MITN system. All electronic bids / proposals will be submitted directly into a secured MITN “vault” that cannot be opened until the bid / proposal submission deadline date and time.

Vendor / Contractor Submittal Procedure:

Login to the MITN website using your previously registered credentials at http://www.mitn.info.

Locate and enter the Sterling Heights Solicitation you have prepared a bid for.

Click on the “Place Bid” button on the upper right side of the page.

In the “Place a Bid” window, select “Place a new Bid” or “Place a No Bid”

(Depending on your response). Select the “Continue” button .

On the next page, in the “Documents” tab, select “Add File” or “Import

Zip file” (Depending on your file type). Complete all required actions and click the “Next” button.

This will bring you to the “Pricing” tab. There you will see a reminder to “Don’t forget to attach your pricing in the ‘Documents’ section”. Select the “Next” button.

On the following screen, in the “Exceptions” section, select “No” or “Yes”

(depending on your response). In the “Bidder Compliance & Authentication” section, you will enter your full name and password where prompted. Click the

“Submit Bid” button.

In the “Bid Submission Confirmation” window, select “No” or “Yes” (depending on your response).

Finally, the next screen will confirm your bid submission. Here you will receive a confirmation number and will be able to download a PDF version of the confirmation for your records.

Important: The mitn.info system locks at 2:30 pm (Sterling Heights, Michigan Time) on the due date, and no bids / proposals can be downloaded after that time. No exceptions.

Bids / proposals must be downloaded and accepted by the mitn.info downloading portal before 2:30 pm. Do not wait until the last minute to submit your bid / proposal, internet

Official bid specifications are available only at www.mitn.info. Page 6 of 13 connections, computer systems failures on the submitter’s part could cause a bid / proposal to be denied from downloading into mitn.info system. The system locks at 2:30 p.m. Late bids / proposals will not be considered.

If you have questions with the electronic bid submission procedures, please contact the MITN Vendor Support Department at (800) 835-4603, option #2 or email:

e-procurementsupport@bidnet.com

The City of Sterling Heights officially distributes bid and RFP documents through the Michigan Inter-governmental Trade Network (MITN). Copies of bid and RFP documents obtained from any other source are not considered official copies. Bids or notification of bids issued by members of MITN are to be posted, in whole or in part, ONLY on the MITN system. Any other use is prohibited. Only those vendors who obtain bid documents from the MITN system are guaranteed access to receive addendum information, if such information is issued. The City of Sterling Heights cannot guarantee the accuracy of any information not obtained from the MITN website and is not responsible for any errors contained by information received from alternate sources.

The City reserves the right, at its sole discretion, to allow a bidder to resubmit a copy of a bid that was otherwise submitted via the mitn.info system before the bid due date and time, when the bid document submitted via the mitn.info system is corrupt or otherwise not readable / downloadable by the City, and when in the opinion of the City, the fault was not that of the bidder.

If you received this document from a source other than the sources indicated, please notify us. It is recommended that all vendors register on the MITN website at www.mitn.info to obtain an official copy. All future bids, proposals, quotes and any addenda and tabulations will be posted on the MITN website.

BID BOND SUBMITTAL: Please refer to the specifications and forms for bid bond requirements and additional information. When bid bonds are required, all bidders must submit a photocopy of the Bid Bond (surety, cashier check, certified check) as part of the electronic bid submission. The photocopy must be of sufficient resolution to show a valid stamp, seal, signatures, names, dates, etc. The original Bid Bond must be provided upon request of the City. Failure to submit the original Bid Bond, upon request by the City, may result in the bid being deemed unresponsive and the bid rejected without further evaluation.

PUBLIC BID OPENING: A public bid opening will be conducted via conference call, 30 minutes after the above posted due date and time, all interested participants must call 586-446-2663, (enter Conference ID Code 4462740 when prompted) 30 minutes after the date / time of the bid / proposal due date / deadline listed. A Purchasing Department representative will read the bids / name of firms submitting proposals as they are downloaded and made available. Please be patient as the process may take a few minutes before a representative is on the line to moderate the bid / proposal opening.

mailto:e-procurementsupport@bidnet.com

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IV. SPECIFICATIONS

The City is requesting bids for FIRE TURNOUT GEAR WASHER EXTRACTORS for the Sterling Heights Fire Department Stations.

Each bid shall include the supply and delivery of products to each of the following locations:

Fire Station 1, 38911 Van Dyke Ave, Sterling Heights, MI 48313

Fire Station 2, 12825 19 Mile Road, Sterling Heights, MI 48313

Fire Station 3, 5250 15 Mile Road, Sterling Heights, MI 48310

Fire Station 4, 12850 15 Mile Road, Sterling Heights, MI 48312

Fire Station 5, 41625 Ryan Road, Sterling Heights, MI 48314

Bid pricing shall be provided for a 60LB Washer/ Extractor. Washer/ Extractor must be engineered to bond and remove oil, soot, grease, and other hydrocarbons contaminants.

Washer/ Extractor must be NFPA 1851 complaint. Extractors bid shall meet the following minimum requirements:

1. Multiple water temperature settings

2. Automatic settings for chemical dispensing

3. Cylinder spin speeds that can reach 650 rpm.

4. Stainless- Steel top and front panels of machine

5. Must have the ability to be secured to concrete floor

Please attach product descriptions or product brochures to this bid submission.

Utilities: All electrical and plumbing will be available at installation location within each fire station prior to delivery and set-up of the unit. The awarded bidder will coordinate with the Office of Facilities Maintenance to ensure the proper electrical and all other utilities are installed on site.

Delivery Date: The timeline for delivery shall be included in the enclosed bid form. Delivery timelines should be based on date of award by City Council, which is estimated to be October 15, 2024.

Service and Warranty: Bidder shall provide in writing the closest authorized parts and service provider for the proposed machine within their bid. Bidder shall disclose in writing as an attachment to the Bid Form, the complete details of the machine proposed and any manufacturer warranty, installation warranty, and if available, bidder extended warranty. The source and terms of obtaining service including the closest service provider and typical timeline of maintenance repairs after reciept of request. Failure to identify this information within your bid submittal will deem your bid as non-responsive.

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V. BID FORM

The undersigned hereby declares that the bidder has carefully examined the instructions and specifications and will furnish FIRE TURNOUT GEAR WASHER EXTRACTORS, including delivery, set-up, installation, training and warranty, for the price set forth in this bid.

It is understood and agreed that all bids are F.O.B. DESTINATION that all bid prices shall remain in effect for at least ninety (90) days from the date of the bid opening to allow for the award of the bid and that, if chosen the successful vendor.

The undersigned bidder further agrees and understands that the City of Sterling Heights is reserving the right to reject any and all bids and the right to waive irregularities in bidding if it determines such action to be in the best interest of the City to do so. It will be the responsibility of the bidder to conform to these requirements unless deviations have been cited in the bid and our acceptance made on that basis.

Specified Brand:

MANUFACTURER MODEL # UNIT PRICE

BID GRAND TOTAL – (UNIT PRICE x 5) $_____________________

Please indicate in days, delivery and set up after receipt of PO: __________________

Did you include written information on warranty and service? ____________________

List any exceptions to the specifications here: ________________________________

List any payment terms and early payment discounts here: ______________________

Company

V. BID FORM (CONT’D)

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I hereby state that I have read, understand and agree to be bound by all the terms of this bid document. The undersigned certifies that he has downloaded all documents/addendums associated with this bid from the MITN website.

Company

Address

City/State/Zip

Representative/Title

Telephone/Fax

Terms

E-Mail Address/Website

Signature/Date

This form must be completed and returned with your bid.

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VI. COOPERATIVE AGREEMENT

EXTENSION OF AWARD TO MITN PURCHASING COOPERATIVE

The City of Sterling Heights is a member of the MITN Purchasing Cooperative consisting of many cities, townships, counties and other governmental agencies throughout Michigan. If your company is awarded item(s) referenced in the bid, the cooperative governmental entities may wish to use this contract and will use a purchase order for the item(s) awarded in this bid following minimum order requirements set forth in the bid document. Each entity will provide their own purchase order and delivery location(s) and must be invoiced separately to the address indicated on the purchase order.

( ) If an award is made to __________________________________, it is agreed that (Company) the contract will be extended to the MITN Purchasing Cooperative under the same prices, terms, and conditions.

Signature of Company Representative ______________________________________

( ) Our company is NOT interested in extending the contract.

Company

Address

City/State/Zip

Representative/Title

Telephone/Fax

E-Mail Address/Website

Signature

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VII. HOLD HARMLESS AND INDEMNITY

To the fullest extent permitted by law, the contractor expressly agrees to indemnify and hold the City of Sterling Heights (City), its elected and appointed officials, employees and volunteer and others working on behalf of the City, harmless from and against all loss, cost, expense, damage, liability or claims, whether groundless or not, arising out of the bodily injury, sickness or disease (including death resulting at any time therefrom) which may be sustained or claimed by any person or persons, or the damage or destruction of any property, including the loss of use thereof, based on any act or omission, negligent or otherwise, of contractor or anyone acting in its behalf in connection with or incident to this contract or the work to be performed hereunder, except that the contractor shall not be responsible to the City on indemnity for damages caused by or resulting from the City's sole negligence; and the Contractor shall, at its own cost and expense, defend any such claim and any suit, action, or proceeding which may be commenced hereunder, and the Contractor shall pay any and all judgments which may be recovered in any such suit, action or proceeding, and any and all expense, including, but not limited to, costs, attorneys' fees and settlement expenses which may be incurred therein.

PLEASE PRINT:

Company Name

Authorized Representative

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VIII. NON-IRAN LINKED BUSINESS CERTIFICATION

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

By signing below, I certify and agree on behalf of myself and the company submitting this proposal the following: (1) that I am duly authorized to legally bind the company submitting this proposal; and (2) that the company submitting this proposal 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 proposal will immediately comply with any further certifications or information submissions requested by the City in this regard."

PLEASE PRINT:

Company Name

Authorized Representative

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IX. BID SUBMITTION LABEL

Please complete and affix scanned copy as cover page to Bid submission

Bid Documents Cover Page From:

Company Name: ______________________________________________ Contact Person: ______________________________________________ Phone Number: ______________________________________________

Solicitation Title:

FIRE TURNOUT GEAR WASHER

EXTRACTORS

Solicitation Number:

ITB-SH24-027

Due Date: SEPTEMBER 24, 2024 Time: 2:30 p.m.

Submit to:

City of Sterling Heights Office of Purchasing

Via the following submittal method:

Electronic: mitn.info