CITY OF ROCHESTER HILLS, MICHIGAN

REQUEST FOR PROPOSALS

RFP-RH-21-

PROJECT TITLE: PLANNING CONSULTANT SERVICES

RFP-RH-26-049

Submission Closing Date and Time:

TUESDAY, NOVEMBER 17, 2026 at 3:00:00 P.M. (Local Time)

For all Questions regarding this solicitation, contact:

Lisa Cummins, NIGP-CPP, CPPB

Procurement Manager Phone: (248) 841-2537

Email: cumminsl@rochesterhills.org www.mitn.info mailto:cumminsl@rochesterhills.org http://www.mitn.info/

City of Rochester Hills RFP-RH-26-049 On-Going Planning Services

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INTRODUCTION AND INSTRUCTIONS

Dated Monday, October 26, 2026: The City of Rochester Hills is accepting proposals from experienced and qualified consultants to provide on-going planning consultant services.

Sealed proposals will be received by the City of Rochester Hills at the Purchasing Division, 1000 Rochester Hills Drive, Rochester Hills, MI 48309 until EXACTLY 3:00 P.M. Local Time, on TUESDAY, NOVEMBER 17, 2026 via electronic proposal submission ONLY at which time the names and addresses ONLY of submitting proposers will be publicly read via Zoom Teleconference.

The City of Rochester Hills officially distributes bid/proposal documents from the Purchasing Division or through the Michigan Intergovernmental Trade Network (MITN). Copies of proposal documents obtained from any other source are not considered official copies. Only those vendors who obtain proposal documents from either the Purchasing Division or the MITN System are guaranteed access to receive addendum information, if such information is issued.

The first step to do business with the City is to become a registered vendor by visiting the City website at www.rochesterhills.org, select Departments, select Fiscal, Accounting & Purchasing, then Procurement Division then Vendor Registration click the link to the MITN website. Final proposal results will be posted on the MITN website after award.

THE CITY OF ROCHESTER HILLS RESERVES THE RIGHT TO REJECT ANY AND ALL PROPOSALS.

Any deviation from the specifications must be noted on the proposal.

Please submit proposal on or before the date and time given above to:

Lisa Cummins, NIGP-CPP, CPPB

Procurement Manager City of Rochester Hills

1000 Rochester Hills Drive Rochester Hills, Michigan 48309

All proposals must be submitted electronically via the MITN website. Hardcopy, Faxed or Emailed proposals will not be accepted. The City of Rochester Hills is capable of accepting documents in docx, xlsx, pdf, jpg, tif or rtf formats. It is requested that you upload one complete document, versus that of several individual sheets. Please name your files accordingly if more than one file is uploaded

The submission of a proposal hereunder shall be considered evidence that the vendor is satisfied with respect to the conditions to be encountered and the character, quantity and quality of work to be performed.

Proposals shall be in conformance with the documents. Any deviation from the specifications must be noted in the Proposal.

With a view to obtaining the most acceptable services, these specifications cover the general requirements. Recommendations from proposers are encouraged and will be reviewed and http://www.rochesterhills.org/

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This document is a Request for Proposal. Competitive sealed proposals will be evaluated based upon criteria formulated around the most important features of the service. The proposed evaluation criteria should be viewed as standards, which measure how well a consultant’s approach meets the desired requirements and needs of the City.

PROPOSAL OPENING VIA ZOOM TELECONFERENCE

Proposers wanting to view the opening are invited to do so utilizing the following meeting information listed below. We are requesting that you not attend in person to limit capacity within City Hall during this time and it is possible that City buildings may not be open to the public at the time of the opening.

You are invited to a Zoom webinar.

When: Nov 17, 2026 03:00 PM Eastern Time (US and Canada) Topic: RFP-RH-26-049 On-Going Planning Consultant Services

Please click the link below to join the webinar:

https://us02web.zoom.us/j/84983746203

Webinar ID: 849 8374 6203

PROPOSAL OVERVIEW

The City of Rochester Hills is located in eastern Oakland County and covers almost 33 square miles. It is located approximately nine miles east of Pontiac and 28 miles north of Detroit.

Surrounding communities include Oakland Township (north), City of Troy (south), City of Auburn Hills (west), and Shelby Township (east in Macomb County). The City of Rochester is located to the northeast and is largely surrounded by the City of Rochester Hills.

As of July 2025, Rochester Hills has an estimated population of 78,820 according to SEMCOG’s Community Profile for the City. The city’s population is projected to minimally increase during the next two decades, with an estimated population of 83,089 in 2050. While the City is expected to see modest growth, it also has limited available land for development and is considered primarily of being a “Built-Out” community. The challenge before the City at this time is to balance vitality and economic viability of the community while preserving the high quality of life, including high quality housing, recreation amenities and environmental preservation that the community has come to expect.

The City recently updated its Master Plan for Land Use which contained an extensive public outreach element. Traffic and congestion and the pace of development and its impacts on the natural environment have consistently been cited as the top challenges facing the City. This sentiment was reinforced by the City’s Public Opinion Survey that is conducted every other https://us02web.zoom.us/j/82725214894 http://www.rochesterhills.org/ https://data.semcog.org/community-profiles?mcd=2010&counties=125 https://www.rochesterhills.org/government/mayor/residentsurvey.php

4 | P a g e year with traffic congestion, road maintenance and growth management being three of the biggest concerns that are raised by residents.

SCOPE OF WORK

The City of Rochester Hills is pursuing planning services to assist the City on an as needed basis for various assignments including, but not limited to, review of development projects submitted for ordinance compliance review within the City’s Bluebeam review software and also including drafting compliance (staff) reports for the Planning Commission and City Council (as necessary), drafting proposed ordinance amendments, providing ordinance examples or necessary research for topics requested or based on emerging trends, assistance with master plan updates, topical research, special studies as defined by the City, and attendance at various daytime administrative meetings as well as nighttime planning commission or city council meetings. The requested professional services are to be provided by an individual firm, who will become an important resource for the Planning and Economic Development (PED) Department and help supplement the team. Based on the pace of development and the current staffing levels, the City has budgeted $25,000 annually for the selected firm, in addition to specified budgets for specific planning initiatives such as the Master Land Use Plan or other targeted studies as they may arise and budget allocations are approved.

The planning services may include, but not be limited to, the following:

1. Assist the PED Department in developing reports and supporting graphics for but not limited to the Planning Commission, City Council, and Zoning Board of Appeals.

2. Assist the PED Department in interpreting and applying the standards contained within the City’s Codes and Ordinances and providing suggested improvements.

3. Conduct research and analysis on an as needed basis as requested by the PED Department for various issues including but not limited to current trends in planning and land development standards.

4. Prepare Zoning Ordinance and Code of Ordinance text amendments as requested.

5. Review of the City’s Master Land Use Plan, currently scheduled for 2030.

6. Provide specialized planning and landscape planning services as requested (i.e. corridor studies, subarea plans, landscape plans, park plans, demographics, research, etc.). The 2026 budget included funding for Master Plan implementation and the City is currently under contract and engaged in a Community Stewardship Planning process that will result in the City’s first Stewardship Plan.

7. Meet with prospective applicant(s) and/or their consultant team, as necessary to present https://library.municode.com/mi/rochester_hills/codes/code_of_ordinances?nodeId=SPBLADERE_CH138ZO https://library.municode.com/mi/rochester_hills/codes/code_of_ordinances https://city-of-rochester-hills-master-plan-1-rochesterhills.hub.arcgis.com/

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Code requirements and discuss initial insights to viability of proposed project(s). Viability issues will include, but not be limited to, code compliance, site constraints, access, alignment with the adopted Master Land Use Plan, and overall development density/intensity.

8. Review and comment on findings of plans, elevations, and any additional material submitted for technical compliance review for site plans that may be sent to the consultant.

Review and comments shall be made within the City’s Bluebeam review software. Further, review and findings shall be based on the City’s current Codes, guidelines, and other standards as they may apply. Response time for preparation and submittal to the PED Department of summary reports will vary depending on complexity and degree of change from previous submission. Typically, response time for first submission items is 15 business days, for all other submissions, 10 business days. Upon request, the consultant shall also draft staff reports for such plans that can be sent for review and consideration by the Planning Commission and City Council.

9. Occasionally attend City Council (1st and 3rd Mondays), Planning Commission (regular meeting 3rd Tuesday, alternate date of 1st Tuesday as necessary), or Zoning Board of Appeals (2nd Wednesday) meetings on an as needed basis to present summary reports and answer questions regarding various projects and assignments requested by the PED Department.

10. Provide training sessions for the City staff, boards and commissions as requested.

11. Additional related services as mutually agreed to by the City and the selected firm.

12. Project assignments will be on an as-needed basis. The City reserves the right to perform work inhouse or to assign specific projects on a separate competitive or negotiated basis to a different selected firm or to other firms currently working on existing City projects and under contract.

CONTRACT

A contractual period will begin following execution of an agreement and will be for the duration of three years with the City’s option to renew for two subsequent years.

The consultant shall disclose all projects for private development that may be in conflict with the consultant’s ability to perform work for the City before execution of the contract. During the term of the contract the consultant shall inform the City of any projects they may engage in that may be in conflict with their duties as assigned by the Planning and Economic Development Department or any other City projects. The City will reserve the right to terminate the contract without further cost or liability should it be deemed to be in their best interest.

EVALUATION CRITERIA

The City of Rochester Hills reserves the right to interview any number of qualifying providers as part of the evaluation process. The decision as to which provider to contact (if any) will be based upon the most qualified, capable, cost effective, and experienced provider(s) determined in the evaluation process. Meetings with short-listed proposers will provide

6 | P a g e additional information and criteria upon which the City will base its selection decision. The City of Rochester Hills reserves the right to select, and subsequently recommend for award, the proposed firm(s)’ services which best meets its required needs, quality levels and budget constraints.

The proposal award will not be based solely upon cost, but will be evaluated based upon criteria formulated around the most important features of the services, of which qualifications, experience, references, knowledge of local and state codes and ordinances, staffing, scheduling, and management philosophy and approach, may be overriding factors. The proposal evaluation criteria should be viewed as standards, which measure how well a vendor’s approach meets the desired requirements and needs of the City.

Proposals will be evaluated and ranked. The City of Rochester Hills reserves the right to reject any and all proposals or to make an award based directly on the proposals, or to negotiate further with one or more firms. Subsequent negotiations may be conducted, but such negotiations will not constitute acceptance, rejection or a counter-offer on the part of the City.

The firm(s) selected for the award will be chosen on the basis of the apparent greatest benefit to the City of Rochester Hills, including but not limited to:

1. Experience and Qualifications. The firm shall have personnel who have qualifications and experience with the professional services described herein as well as experience in working with municipal government, particularly with a community of the size and general character of Rochester Hills. Provide brief resumes of ONLY THOSE THAT WILL BE DIRECTLY

ASSIGNED TO WORK WITH THE CITY.

2. Capacity. Enumeration of the firm’s capability to provide the planning services contained within the proposal with its present work force. Firms should clearly identify all disciplines available within the firm and those that will be subcontracted to others. List the subcontracted firms that will be involved in the proposal.

3. Comparable Assignments/Projects. Provide a list of comparable assignments/services that have been successfully provided by your firm(s) within the past 5 years. Provide a list of the service/assignment and a contact person (name, address, title, responsibility, and phone number).

4. Responsiveness to Mandatory Requirements. The firm is to provide a brief narrative that discusses your firm’s approach to the scope of work listed earlier in this Request for Proposals. The City would like to know what techniques and methodologies will be utilized by your firm in meeting these requirements, including any innovative or unique approaches, including the use of technology for accomplishing such. The selection committee will determine how well that work program meets the objectives of this effort.

5. Cost Proposal. Show full billing rates/hourly rates for all personnel as outlined in the Cost Proposal Form. Submit a description of how your firm proposes to charge the City for out-of-pocket expenses, administrative charges, reimbursable charges, etc. Please note that the City will not pay premium or overtime rates for work performed to meet standard workload demands or staffing deficits.

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PROFESSIONAL APPROACH

The firm will represent that all tasks will be performed in accordance with generally acceptable professional standards and further represent that the advice and consultation provided will be within its authority and capacity as a professional. The firm will comply with the regulations, laws, ordinances and requirements of all levels of government applicable to this project.

MANDATORY REQUIREMENTS

These guidelines are provided to assist firms submitting in response to this Request for Proposal in formulating a thorough response. The successful firm ensures and understands that:

1. All licenses required by the State of Michigan are to be maintained by the firm during the course of the contract.

2. All required insurances are to be maintained by the firm during the course of the contract.

3. The firm will provide a single point of contact for the duration of the contract unless otherwise approved by the City.

4. The firm will ensure completion of the project(s) in accordance with the proposed time line as mutually agreed upon by the City and the consultant.

5. The firm will comply with administrative procedures and requirements of the City.

6. The firm will meet with applicable City departments and consultants to review specific concerns or issues as requested or required by the City. Meetings shall be in person unless otherwise specifically approved by the City.

PAYMENT TERMS

Payment will be remitted net 30 days following receipt and authorization of a monthly invoice that includes the following detailed information:

• Amount of monthly payment

• Itemization of all services performed

• Number of hours spent on services

• Fees associated with these hours

GENERAL CONDITIONS/CONTRACT INFORMATION

1. All correspondence from interested firms regarding this proposal must be directed to the attention of Lisa Cummins, CPPB, Procurement Manager, 1000 Rochester Hills Drive, Rochester Hills, Michigan 48309, 248/841-2537. All inquiries will be made in writing in order that a written response in the form of an addendum can be processed before the proposals are opened. Inquiries received after Wednesday, November 4, 2026 at 12:00 (noon), will not be considered.

2. Additional information to this proposal from prospective firms shall be requested by the Purchasing Division of the City of Rochester Hills.

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3. Proposals will not be accepted from, or contract awarded to any person, firm, or corporation that is in arrears or is in default to the City of Rochester Hills upon any debt or contract, or that is in default as surety or otherwise, or failed to perform faithfully any previous contract with the City.

4. Proposals may not be withdrawn after they have been deposited with the City of

Rochester Hills, except as provided by law.

5. All costs incurred in the preparation, submission, and presentation of this proposal, in any way whatsoever, will be wholly absorbed by the prospective firm. All supporting documentation will become the property of the City of Rochester Hills unless requested otherwise at the time of submission. Michigan FOIA requires the disclosure, upon request, of all public records that are not exempt from disclosure under section 13 of the Act, which are subject to disclosure under the Act. Therefore, confidentiality of information submitted in response to this Request for Proposals is not assured.

6. The City reserves the right to reject any and all proposals, to waive any informality in the proposal received, and to accept any proposal (or part thereof) which it will deem to be most favorable to the interests of the City or to award to multiple proposers.

7. The City reserves the right to modify the scope of services during the course of the contract. Such modification may include adding or deleting any tasks this project will encompass and/or any other modifications deemed necessary. Any changes in pricing or payment terms proposed by the consultant resulting from the requested changes are subject to acceptance by the City. Changes may be increases or decreases.

8. The City reserves the right to terminate the contract without penalty upon 30 days written notice due to poor performance or for reasons deemed to be in its best interest.

A designated representative of the City will be solely responsible for determining acceptable performance levels. His/her decision will be deemed in the City’s best interest and will be final. The City reserves the right to re-award the contract to the second most qualified proposal, re-bid the contract or do whatever is deemed to be in its best interest.

9. The successful proposer must furnish documentation complying with State of Michigan and Federal laws relating to discrimination under Equal Employment Opportunity (EEO).

10. The City of Rochester Hills is exempt from all sales, excise, and transportation taxes.

11. The selected firm must maintain for the life of the agreement insurance coverage meeting the minimum limits of liabilities as outlined herein.

12. No faxed, email, or mailed proposals will be accepted. All information requested herein

9 | P a g e must be submitted with the proposal; failure to do so may result in rejection of the proposal as non-responsive and/or incomplete.

13. All proposals must be in accordance with the Purchasing Ordinances of the City of

Rochester Hills and the requirements of this solicitation to be deemed responsive. Any deviation from the specifications must be noted in the proposal.

14. Ownership of all data, materials and documentation originated and prepared for the

City of Rochester Hills pursuant to the Request for Proposals and the subsequent contract shall belong exclusively to the City of Rochester Hills. All such materials shall be compatible with the applicable City software. If the project includes the use and development of Geographic Information Systems (GIS) data, such data shall be formatted and entered in compliance with the specifications provided by the City of Rochester Hills GIS staff. Any information developed by the consultant that will be available to the public shall be developed in an ADA compliant manner.

15. The consultant will provide competent, suitable and qualified personnel to perform the work as required by the specifications. The consultant will designate a representative who will be the point of contact and will have the authority to act on behalf of the consultant. The consultant’s representative will not be replaced without prior written notice to the City. All communications given the consultant’s representative will be as binding as if given to the consultant.

16. The consultant shall not subcontract any or all portions of the work unless the City grants prior written approval. Any subcontractor, so approved, shall be bound by the terms and conditions of this contract. The consultant shall be fully liable for all acts and omissions of its subcontractor(s) and shall indemnify the City of Rochester Hills for such acts or omissions.

17. All work shall meet with the approval of the City’s representative for the project(s), as conforming to the provisions and requirements of this contract.

18. Advanced payments will not be authorized.

19. The City of Rochester Hills reserves the rights to waive any informalities, or immaterial omissions or defects not involving price, time or changes in the work and to reject any or all proposals, if to do so is deemed in the best interest of the City. In no event will an award be made until all necessary investigations are made as to the responsibility and qualifications of the consultant to whom it is proposed to make such award. Any contract awarded to a person or company who is discovered to have been in default or disqualified at the time of the awarding of the contract shall be voidable at the discretion of the Mayor or the City of Rochester Hills.

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20. Proposers are advised that the RFP is considered to be under evaluation until contract award. The Purchasing Division and City staff are restricted from giving any information relative to the proposals and the “progress” of the evaluation during this time, except as described in this RFP and as required to administer the evaluation process.

Proposers will be notified when an award is made and a notice posted on the MITN website. Proposal information will be available upon award of the contract.

21. In the event bankruptcy proceedings are commenced by or against contractor or under any provisions of the United States Bankruptcy Act or for the appointment of a receiver or trustee or a general assignment for the benefit creditors of either party. City shall be entitled to terminate without further cost or liability. The City may cancel the Agreement/Contract or affirm the Contract and hold the contractor responsible for damages.

22. As this Request for Proposals is being made available by electronic means, the proposer accepts full responsibility to ensure that no changes are made to the Request for Proposals documents. In the event of conflict between a version of the Request for Proposals submitted by proposer and the version maintained by the City of Rochester Hills Purchasing Division, the version maintained by the City of Rochester Hills Purchasing Division shall govern.

23. It shall be the proposer’s responsibility to make inquiry as to the changes or addenda issued. Addendum will be posted on the MITN system. All such changes or addenda shall become a part of the contract and all contractors shall be bound by such changes or addenda.

24. Under 2012, PA517, an Iran linked business, as defined therein, is not eligible to contract with the City and shall not submit a proposal.

INSURANCE REQUIREMENTS

The vendor shall not commence work until he has obtained and delivered to the City of Rochester Hills the certificate of insurance required under this paragraph. All insurance carriers must be acceptable to the City and licensed and admitted to do business in the State of Michigan. Certificate of Insurance and required endorsements shall be sent electronically to the City of Rochester Hills to the attention of the purchasing division at the following email address: purchasing@rochesterhills.org.

A new certificate of insurance shall be provided to the City each year at the time of policy renewal. Failure of the Vendor to maintain the required insurance shall be grounds for contract cancellation.

1. Commercial General Liability Insurance: The Vendor shall procure and maintain during the life of the blanket purchase order/contract, Commercial General Liability Insurance on an “Occurrence Basis” with limits of liability not less than $1,000,000 per mailto:purchasingdept@rochesterhills.org

11 | P a g e occurrence and/or aggregate combined single limit, Personal Injury, Bodily Injury, Bodily Injury and Property Damage. Coverage shall include the following extensions:

(A) Contractual Liability; (B) Products and Completed Operations; (C) Independent Contractors Coverage; (D) Broad Form General Liability Extensions or equivalent; (E) Deletion of all Explosion, Collapse and Underground (XCU) Exclusions, if applicable.

2. Motor Vehicle Liability: The Contractor shall procure and maintain during the life of this contract Motor Vehicle Liability Insurance, including Michigan No-Fault Coverages, with limits of liability of not less than $1,000,000 per occurrence combined single limit Bodily Injury and Property Damage. Coverage shall include all owned vehicles, all non-owned vehicles, and all hired vehicles.

3. Umbrella Liability Insurance: The Vendor shall procure and maintain during the life of this contract Umbrella Liability Insurance with limits of liability of not less than $1,000,000 per occurrence.

4. Professional Liability Insurance: Errors and Omission on a “claims Made Basis” of not less than $2,000,000.

5. Workers’ Compensation Insurance: The contractor shall procure and maintain during the life of this contract, Workers’ Compensation Insurance, including employers’ liability coverage, in accordance with all applicable statutes of the State of Michigan.

6. Additional Insured: Commercial General Liability and Motor Vehicle Liability Insurance, as described above, shall include an endorsement stating: “It is understood and agreed that the following shall be Additional Insureds: The City of Rochester Hills, all elected and appointed officials, all employees and volunteers, all boards, commissions and/or authorities and board members, including employees and volunteers thereof. This coverage shall be primary to the Additional Insureds, and not contributing with any other insurance or similar protection available to the Additional Insureds, whether other available coverage be primary, contributing or excess.”

7. Cancellation Notice: Workers’ Compensation Insurance, Commercial General Liability

Insurance and Motor Vehicle Liability Insurance, as described above, shall include an endorsement stating the following: “Should any of the above-described policies be canceled before the expiration date thereof, the issuing company will mail thirty (30) days written notice to the certificate holder named to the left.”

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

If any of the above coverages expire during the term of this contract, the Contractor shall

12 | P a g e deliver renewal certificates and endorsements to the City of Rochester Hills at least ten (10) days prior to the expiration date.

HOLD HARMLESS

To the fullest extent permitted by law, Vendor agrees to defend, pay in behalf of, indemnify and hold harmless the City of Rochester Hills, its elected and appointed officials, employees and volunteers and others working in behalf of the City of Rochester Hills against any and all claims, demands, suits, or loss, including all costs and attorney fees connected therewith, and for any damages which may be asserted, claimed or recovered against or from the City of Rochester Hills, its elected and appointed officials, employees, volunteers or others working in behalf of the City of Rochester Hills by reason of personal injury, including bodily injury and death and/or property damage, including loss of use thereof, which arises out of or is in any way connected or associated with this contract.

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PROPOSER QUESTIONAIRRE

Date:

Firm Name:

Address:

City: State: Zip:

Contact:

Telephone Number:

Fax Number:

E-Mail Address:

Firm Established:

Years in Business:

Type of Organization (Circle One):

Individual Partnership Corporation Joint Venture Other

How many years has your firm been providing the services requested in this Request for Proposals? Provide historical narrative.

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How many public sector (governmental) clients has your company represented? Please provide list.

Provide a list of current clients serviced by your company. Include name, address, phone number, contact person, and types of services being provided.

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Provide a list of clients your firm has served for the past three (3) years. Include name, address, phone number, contact person and brief description of the services performed. Do not include the list of current clients requested in previous question.

How many employees does your company employ?

Full-Time:

Part-Time:

How many planners does your company employ?

Total Planners:

AICP Certified:

List all professional certifications currently maintained by your firm and key personnel available to support the City. Please specify the total number of certified/licensed staff in each discipline (e.g., Civil/Traffic Engineering, Landscape Architecture, Architecture, Urban Planning).

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Describe any additional services your firm provides not requested in the Request for Proposals.

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COST PROPOSAL FORM

Provide hourly rates for personnel, identified by classification. Include with your proposal a staff listing with names and classification. The City is not interested in receiving rates per task with this Request for Proposal.

The successful proposer shall provide to the City cost proposal prior to the commencement of each assignment (project), based on the rates proposed. Clearly define all relative direct and indirect costs.

General Hourly Rates Per Category:

Staff Category Hourly Rates

$ per hour

$ per hour

$ per hour

$ per hour

$ per hour

$ per hour

$ per hour

$ per hour

$ per hour

$ per hour

$ per hour

$ per hour

$ per hour

$ per hour

Subcontracted Categories (Identify) Hourly Rates

$ per hour

$ per hour

$ per hour

$ per hour

$ per hour

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Other (Identify) Rates

Additional Administrative Overhead for subcontracted services: %

What is the percentage of increase for renewal option of this contract in all categories, including subcontracted services? (Pricing provided above will remain firm through 2027)

2028 (2nd Contract Year) %

2029 (3rd Contract Year) %

2030 (Renewal Year) %

2031 (Renewal Year) %

Provide list of reimbursable items and an all-inclusive list of other charges and percentage of administrative overhead.

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CONTRACT EXCEPTIONS

Check One:

There are no exceptions taken to any of the terms, conditions, specifications, solicitation documents, or the contract.

There are exceptions taken to the terms, conditions, specifications, solicitation documents or contract which are clearly detailed and attached to this Exhibit.

NOTE: All potential proposers are advised that exceptions taken may be considered during the evaluation phase which may affect the final scoring of proposals. Proposers stipulating that the City must use their contract or agreement may be determined non-responsive and their proposal determined unacceptable.

The following contract terms are considered non-negotiable by the City:

• Limitation of Liability for death, bodily injury, or damage to tangible property (including data)

• Indemnification to the City of Rochester Hills

• Binding Arbitration

• Governing Law other than the State of Michigan

Original Signature by Authorized Officer/Agent

Type or Print Name of Person Signing

Company Name

Title

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SIGNATURE PAGE

The undersigned hereby declares that he/she has carefully examined the general conditions and specifications and will provide Planning Consulting Services and all related materials and services as described herein for the prices set forth in this proposal. Any changes to the specifications and its impact on the final cost will be discussed and mutually agreed upon before the delivery of the services.

It is understood that all proposed prices shall remain in effect for at least one hundred twenty

(120) days from the date of the proposal opening to allow for the award and that, if chosen the successful vendor, the prices will remain firm through invoice.

The proposer affirms that he/she is duly authorized to execute this proposal, that this company, corporation, firm, partnership or individual has not prepared this proposal in collusion with any other proposer and that the contents of this proposal as to prices, terms or conditions have not been communicated by the undersigned, nor by any employee or agent, to any competitor, and will not be, prior to the award and the proposer has full authority to execute any resulting contract awarded as the result of, or on the basis of the proposal.

By submission of a response, the Proposer agrees that at the time of submittal, he/she: (1) has no interest (including financial benefit, commission, finder’s fee, or any other remuneration) and shall not acquire any interest, either direct or indirect, that would conflict in any manner or degree with the performance of Proposer’s services, or (2) benefit from an award resulting in a “Conflict of Interest.” A “Conflict of Interest” shall include holding or retaining membership, or employment, on a board, elected office, department, division or bureau, or committee sanctioned by and/or governed by the City of Rochester Hills. Proposers shall identify any interests, and the individuals involved, on separate paper with the response and shall understand that the City, at its discretion may reject their proposal.

The undersigned certifies on behalf of the Proposer that the Proposer is not an “Iran Linked Business,” as defined in the Iran Economic Sanctions Act of the State of Michigan, 2012 PA 517.

Representative’s Name: _______________________________

Title: ______________________________________________

Signature: __________________________________________

Dated: _____________________________________________

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SAMPLE AGREEMENT FOR PLANNING CONSULTANT SERVICES

This agreement is made this _________ day of ____________________, 2026, by and between the City of Rochester Hills, 1000 Rochester Hills Drive, Rochester Hills, Michigan 48309, hereinafter called the “City” and ______________, hereinafter called the “Consultant.”

NOW, THEREFORE, the Consultant and the City for the consideration hereinafter named, agree as follows:

The Client and Consultant enter into this Agreement for certain professional consulting and related services to be provided by Consultant in relation to the above Project (“Project''). The parties agree as follows:

Section 1 – Services/Compensation The Consultant agrees to provide planning consultant services, in accordance with the City’s Request for Proposals RFP-RH-26-XXX dated ___________ and Consultant’s proposal dated __________, hereby incorporated. Prior to proceeding, any additional services, not included in this agreement, shall be mutually agreed between the City and Consultant, and based on the fees and rates listed in Consultant proposal dated____________.

The firm will represent that all services will be performed in accordance with generally acceptable professional standards and further represent that the advice and consultation provided will be within its authority and capacity as a professional. The firm will comply with the regulations, laws, ordinances and requirements of all levels of government applicable to the services provided.

Section 2 – Consultant Services The firm shall perform professional planning consultant services for the as needed services generally summarized below and in accordance with the City’s terms and conditions as outlined in the City’s Request for Proposals RFP-RH-26-XXX. Services will include assisting the City with a variety of assignments on an as-needed basis including, but not limited to, development projects submitted for compliance review, ordinance amendments, master plan update, topical research, special studies, various meetings, surveying, engineering and other services as specified in RFP-RH-26-XXX.

The Consultant will be bound by the code of ethics applicable to its industry. The Consultant will complete all work required and referenced in the contract expeditiously and on time, or as mutually agreed by the City and Consultant.

The Consultant shall not directly or indirectly enter into any agreement, participate in any collusion or otherwise take any action in submitting an independent estimate of fees for any project assignment, except as otherwise set out herein.

During the performance of the services herein provided for, the Consultant shall be responsible for any loss or damage to the document owned by the City while they are in its possession.

Restoration of lost or damaged documents shall be at the Consultant’s expense.

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Consultant shall attend City meetings and make such trips to the offices of the City and to the site of the work to confer with representatives of the City, as may be necessary in the carrying out of the work under this Agreement.

Consultant shall follow standard accounting practices and permit representatives of the City, to audit and inspect its project books and records at any reasonable time. Such records are to be kept available for three (3) years from the date of final payment for work conducted under this Agreement.

Consultant shall permit the City to have full access thereto during the progress of the services being performed thereon.

Upon completion of a project and final approval by the City, Consultant shall deliver to the City the appropriate number of document copies as determined by the City.

Consultant shall commence services under this Agreement only upon receipt of written notice from the City.

Section 3 – Contract The contract will begin at the time of contract execution and continue for three (3) years with an option to renew for a two-year period by mutual agreement between the City and Consultant.

The City’s acceptance of a proposal and approval of the award of a contract shall not constitute a formed contract, and the acceptance of a proposal and award of a contract shall be contingent and conditioned upon the parties’ entry into and execution of a written agreement acceptable to the City.

Section 4 – Payment Terms Time and material portions of this Agreement will be invoiced and payment made in accordance with the City’s Request for Proposals RFP-RH-26-XXX and Consultant’s Schedule of Fees. Lump Sum portions will be invoiced on a percentage completion-to-date basis.

Progress invoices for all work will be submitted to the City monthly and a final bill will be submitted upon completion of the services.

For and in consideration of the faithful and professional performance and delivery of the above services as set forth, the City shall pay the Consultant for services pursuant to this Contract net thirty (30) days after acceptance of the work and receipt from the Consultant of an itemized invoice describing services performed. Consultant will invoice the City upon completion of the project.

Any change in services to be performed by the Consultant involving extra compensation must be authorized in writing by the City prior for the performance thereof by the Consultant.

In the event the Consultant deems extra compensation will be due for work or materials not clearly covered in this agreement, or not ordered by the City as a change, or due to changed conditions, the Consultant shall notify the City in writing of its intention to make claim for such extra compensation before beginning such work. Failure on the part of the Consultant to give such notification will constitute a waiver of the claim for such extra compensation. The filing

23 | P a g e of such notice by the Consultant shall not in any way be construed to establish the validity of the claim. Such extra compensation shall be provided only by Amendment to this Agreement.

No charges or claims for damages shall be made by the Consultant for delays or hindrances from any cause whatsoever during the progress of any portions of the services specified in this agreement, except as hereinafter provided.

Section 5 – Compliance with All Laws and Regulations In the provision of the services described herein, the Consultant, an approved subcontractor or anyone acting in its behalf, agrees to comply with all applicable Federal, State and local laws and applicable regulations. In addition, the Consultant shall be licensed and/or certified and professionally designated by the State of Michigan and licenses and/or certifications shall be maintained as active during the term of this agreement.

Section 6 – Independent Consultant The Consultant shall perform duties as an independent contractor and in an independent manner without supervision and control by the City. The Consultant shall not be deemed to be an employee of the City for purposes of payroll deductions, withholding tax, social security, workers’ compensation, unemployment compensation, disability benefits, vacations, fringe benefits or any other purpose. In the performance of duties, the Contractor shall supply and operate their own vehicle.

Section 7 - Conflict of Interest The Consultant hereby stipulates and agrees that, in performance of its duties as outlined in this Contract, it will not accept employment, nor will it perform services for or on behalf of any client whose interests may be averse to that of the City, or for which a conflict of interest between the City and the Consultant would be created, without prior written consent of the City

Section 8 – Ownership of Documents Ownership of all data, materials and documentation originated and prepared for the City of Rochester Hills pursuant to the Request for Proposals and the subsequent contract shall belong exclusively to the City of Rochester Hills. All such materials shall be compatible with the applicable City software. If the project includes the use and development of Geographic Information Systems (GIS) data, such data shall be formatted and entered in compliance with the specifications provided by the City of Rochester Hills GIS staff. Any information developed by the consultant that will be available to the public shall be developed in an ADA compliant manner.

Section 9 – Insurance The vendor shall not commence work until he has obtained and delivered to the City of Rochester Hills the certificate of insurance required under this paragraph. All insurance carriers must be acceptable to the City and licensed and admitted to do business in the State of Michigan. Certificate of Insurance and required endorsements shall be sent electronically to the City of Rochester Hills to the attention of the purchasing division at the following email address: purchasing@rochesterhills.org.

mailto:purchasingdept@rochesterhills.org

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A new certificate of insurance shall be provided to the City each year at the time of policy renewal. Failure of the Vendor to maintain the required insurance shall be grounds for contract cancellation.

1. Commercial General Liability Insurance: The Vendor shall procure and maintain during the life of the blanket purchase order/contract, Commercial General Liability Insurance on an “Occurrence Basis” with limits of liability not less than $1,000,000 per occurrence and/or aggregate combined single limit, Personal Injury, Bodily Injury, Bodily Injury and Property Damage. Coverage shall include the following extensions: (A) Contractual Liability; (B) Products and Completed Operations; (C) Independent Contractors Coverage; (D) Broad Form General Liability Extensions or equivalent; (E) Deletion of all Explosion, Collapse and Underground (XCU) Exclusions, if applicable.

2. Motor Vehicle Liability: The Contractor shall procure and maintain during the life of this contract Motor Vehicle Liability Insurance, including Michigan No-Fault Coverages, with limits of liability of not less than $1,000,000 per occurrence combined single limit Bodily Injury and Property Damage. Coverage shall include all owned vehicles, all non-owned vehicles, and all hired vehicles.

3. Umbrella Liability Insurance: The Vendor shall procure and maintain during the life of this contract Umbrella Liability Insurance with limits of liability of not less than $1,000,000 per occurrence.

4. Workers’ Compensation Insurance: The contractor shall procure and maintain during the life of this contract, Workers’ Compensation Insurance, including employers’ liability coverage, in accordance with all applicable statutes of the State of Michigan.

5. Professional Liability. Errors and Omissions on a “Claims Made Basis” of not less than $2,000,000.00

6. Additional Insured: Commercial General Liability and Motor Vehicle Liability Insurance, as described above, shall include an endorsement stating: “It is understood and agreed that the following shall be Additional Insureds: the City of Rochester Hills, all elected and appointed officials, all employees and volunteers, all boards, commissions and/or authorities and board members, including employees and volunteers thereof. This coverage shall be primary to the Additional Insureds, and not contributing with any other insurance or similar protection available to the Additional Insureds, whether other available coverage be primary, contributing or excess.”

7. Cancellation Notice: Workers’ Compensation Insurance, Commercial General Liability Insurance and Motor Vehicle Liability Insurance, as described above, shall include an endorsement stating the following: “Should any of the above-described policies be canceled before the expiration date thereof, the issuing company will mail thirty (30) days written notice to the certificate holder named to the left.”

8. Proof of Insurance Coverage: The Contractor shall provide the City of Rochester Hills, at the time that the contracts are returned by him/her for execution, a Certificate of Insurance as well as the required endorsements. In lieu of required endorsements, if applicable, a copy of the policy sections where coverage is provided for additional

25 | P a g e insured and cancellation notice would be acceptable. Copies or certified copies of all policies mentioned above shall be furnished, if so requested.

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

Section 10 - Indemnification To the fullest extent permitted by law, Consultant agrees to defend, pay in behalf of, indemnify and hold harmless the City of Rochester Hills, its elected and appointed officials, employees and volunteers and others working in behalf of the City of Rochester Hills against any and all claims, demands, suits, or loss, including all costs and attorney’s fees connected therewith, and for any damages which may be asserted, claimed or recovered against or from the City of Rochester Hills, its elected and appointed officials, employees, volunteers or others working in behalf of the City of Rochester Hills by reason of personal injury, including bodily injury and death and/or property damage, including loss of use thereof, which arises out of or is in any way connected or associated with this contract.

Section 11 – Subcontractors No contract may be sublet without the written consent of the City of Rochester Hills. Any subcontractor, so approved, shall be bound by the terms and conditions of this contract. The consultant shall be fully liable for all acts and omissions of its subcontractor(s) and shall indemnify the City of Rochester Hills for such acts or omissions.

Section 12 – Assignment of Agreement and Other Contractors The Contractor shall not assign this Agreement or any part thereof without the written consent of the City. The City reserves the right to let other agreements in connection with this work, even if of like character, for work under an agreement. The Consultant shall coordinate work as required by the City.