Preventative Maintenance Services for Steam Room.pdf

ITB-W-1955 INVITATION TO BID SEPTEMBER 2, 2026

ELECTRONIC BIDS FOR FURNISHING BASIC PREVENTATIVE MAINTENANCE SERVICES FOR THE CITY OF

WARREN PARKS AND RECREATION DEPARTMENT’S STEAM ROOM ARE BEING ACCEPTED.

ELECTRONIC BIDS MUST BE ENTERED INTO THE BIDNET (MITN) PROCUREMENT SYSTEM ON, OR BEFORE, 12:30 PM, WEDNESDAY, SEPTEMBER 16, 2026

PLEASE SEE SPECIAL INSTRUCTIONS ON PAGE TWO (2) OF THE BID FORM

A PUBLIC BID OPENING WILL TAKE PLACE AT 1:00 PM EST ON WEDNESDAY, SEPTEMBER 16, 2026 VIA

THE “ZOOM APP” WHICH WILL BE HOSTED BY THE CITY COUNCIL OFFICE. PLEASE JOIN THE ZOOM

MEETING BETWEEN 12:50 AND 1:00 PM EST, ON THE DAY OF THE BID OPENING IN ORDER TO VIEW OR

LISTEN TO THE BID OPENING VIA THE ZOOM APP.

LINK TO ZOOM MEETING:

https://cityofwarren.zoom.us/j/82085812392?pwd=iCwt5taJw78vK0OlIW7XXLnLOhQcgA.1

ZOOM CALL-IN #: 1 301 715 8592

ZOOM MEETING ID: 820 8581 2392

ZOOM MEETING PASSCODE: 616071

Addenda, clarifications and changes to the bid documents must be obtained on line within the

MITN system at: www.BidNetDirect.com/MITN

PLEASE USE THE FOLLOWING NIGP CODES:

03194 – Unit Heaters, Steam

03163 – Heaters, Space, Steam

81500 – Steam and Hot Water Fittings, Accessories, And Supplies

82000 – Steam and Hot Water Boilers and Steam Heating Equipment

To schedule an on-site visit to inspect the steam room equipment, please contact Adriana Wilk, Aquatic Supervisor, AT 586-258-2050 or awilk@cityofwarren.org. On-Site visits must be completed no later than Thursday, September 10, 2026 at 2:00pm EST.

Additional information regarding this bid or any questions can be answered by contacting the

Purchasing Agent, Craig Treppa of the City of Warren Purchasing Division preferably by e-mail, ctreppa@cityofwarren.org, subject: ITB-W-1955.

Sincerely, Craig Treppa

Purchasing Agent

Lori M. Stone, Mayor

Purchasing Division Office of the Controller One City Square, 4th Floor, Suite 425 Warren, MI 48093-5289

Phone (586) 574-4639

FAX (586) 574-4614

https://cityofwarren.zoom.us/j/82085812392?pwd=iCwt5taJw78vK0OlIW7XXLnLOhQcgA.1 http://www.bidnetdirect.com/MITN mailto:awilk@cityofwarren.org

ITB-W-1955 CITY OF WARREN Page 2 of 17

COMPANY NAME: _________________________________________________

SPECIAL INSTRUCTIONS FOR ELECTRONIC BID SUBMISSION:

The City will require the vendor to perform the following, via the BidNet (MITN) system, within the bid solicitation, in order to have the bid considered for award:

1. Vendor shall complete, sign, and electronically upload the completed bid form onto the MITN system under ITB-W-1955 (pages 1-17).

2. If the Vendor has any questions regarding the steps needed to complete the electronic bid submission, they shall contact the BidNet (MITN) help desk at 1-800-835-4603. Select Option 2 when prompted.

3. Electronic bids must be entered no later than the bid due date and time. The BidNet (MITN) system will prohibit vendors from entering bid information after the scheduled due date/time.

4. The City of Warren shall not have access to bid results until after the scheduled due date and time.

5. The bid opening shall be made available to the public via a ”Zoom Meeting”. See Zoom Meeting information on the first page of this document.

6. Interested parties will need to access the Zoom app and enter the Meeting ID # and the Password in order to obtain access to the public bid opening. Interested members of the public may view or listen to the results at that time.

7. The Zoom Meeting Call-in #, ID# and password for this bid opening can be found on the first page of this document.

8. The public shall have the ability to join the Zoom Meeting any time after 12:50 pm EST on the bid due date.

9. The public bid opening via “Zoom” shall occur at 1:00 pm EST on the bid due date.

PRICE CLAUSE:

The bidder shall base the bid amount on all labor, materials, transportation, equipment, services, permits, warranties, and insurance necessary to perform the work in conformity with the bid documents, and all addenda to them, as well as compliance with all applicable codes and ordinances. The bid amount must include all incidental items required as part of the work, even if they are not specified or indicated.

The City of Warren requests that prices be held firm for 60 days or bid award, whichever comes first, except for the successful bidder whose proposal prices will remain firm for the entire contract period, which shall remain firm for a three (3) year period from the official date of City-Issued purchase order.

The Percentage markup is a factor in the overall award. The markup shall not exceed 15%.

Prices quoted for parts shall be for new products in current production unless otherwise specified.

Prices quoted shall be exclusive of any rebates due the City of Warren. Any rebates the City may be entitled to should be shown as a separate line item and include expiration date.

Unit prices prevail.

All prices will be proposed F.O.B. DESTINATION, INCLUDE ALL DELIVERY AND ANY ADDITIONAL

CHARGES, and remain in effect as specified in the proposal.

ITB-W-1955 CITY OF WARREN Page 3 of 17

BID PROPOSAL FORM:

The undersigned proposes to FURNISH BASIC PREVENTATIVE MAINTENANCE SERVICES FOR THE CITY

OF WARREN’S PARKS AND RECREATION DEPARTMENT’S STEAM ROOM in accordance with the attached specification, which is to be considered an integral part of this bid, at the following prices:

ENTER 3-YEAR TOTALS FROM PAGE FIVE (5) OF THE BID FORM FOR ITEMS 1-3

ITEM 1: PREVENTATIVE MAINTENANCE $

ITEM 2: LABOR COST $

ITEM 3: MARKUP $

TOTAL 3-YEAR COST: $

IT IS MANDATORY OF ALL BIDDERS TO RETURN THIS SHEET FULLY COMPLETED AND

SIGNED BY AN AUTHORIZED REPRESENTATIVE WITH THEIR ELECTRONIC BID. FAILURE TO PROPERLY

SIGN IN THE AREA PROVIDED BELOW WILL RESULT IN YOUR BID NOT BEING ACCEPTED.

The undersigned has carefully checked the bid figures and understands that he shall be responsible for any error of omission in this bid offer and is in receipt of all addenda as issued.

Signature of _____________________________________________________ DATE: _____________________

Authorized Company Representative

___________________________________________ COMPANY NAME: _____________________________

(Print name of Signature)

ADDRESS CITY STATE ZIP CODE

TELEPHONE NUMBER FAX NUMBER E-MAIL ADDRESS

WARRANTY (If applicable)

YEARS IN BUSINESS COMPANY CONTACT PERSON WITH TELEPHONE NUMBER

ACKNOWLEDGMENT OF ADDENDA:

In the event that any addenda are posted on the MITN system, acknowledge receipt of the addenda by indicating the addenda number below and sign in the space provided. A copy of each addenda posted should be included in your proposal:

Addenda #1: ____ Signed: _____________________

Addenda #2: ____ Signed: _____________________

EXCEPTIONS: Where an exception to any specification is taken, such exception shall be clearly indicated below and along with the specifications attached hereto, shall be considered an integral part of this bid.

ITB-W-1955 CITY OF WARREN Page 4 of 17

LIVING WAGE ORDINANCE:

Living Wage Requirements for service contracts.

Bids are to be received with the use of the City’s living wage ordinance. The current rate of pay without benefits is $20.63 per hour and the current rate of pay when benefits are provided is $16.50 per hour. If employer pays rate with benefits, they must provide benefits immediately upon hire and or transfer of employee to work at City of Warren facilities.

In order for the City to monitor the living wage ordinance, the successful contractor shall submit the following information upon request. Copies of monthly payroll journals indicating those employees working on this contract, how many hours worked, and the rate of pay; or copies of employee checks to verify that the contractor is in compliance with the ordinance. Contractor shall also open his books to the City designated representative to monitor compliance on an as needed basis.

Authorized Signature for ____________________________________________________ Living Wage Ordinance Compliance Clause

ESTIMATED QUANTITIES CLAUSE:

Quantities indicated are estimates for bid award purposes. The City has provided the best estimate of quantities and actual usage may increase or decrease. Vendor shall supply items as per bid and hold the City harmless for increases or decreases in quantities.

INSTRUCTION FOR COMPLETING PRICING TABLES ON PAGE FIVE (5):

ITEM 1: PREVENTATIVE MAINTENANCE

Indicate the annual price to perform preventative maintenance services of the steam generator and cleaning the steam generator every two months (six (6) times per year).

ITEM 2: LABOR COST

Indicate the labor costs that will be charged to the City for providing corrective repairs to the steam generator and its components. These rates will be used only if the awarded vendor is approved to perform repairs. The labor costs for providing preventative maintenance services shall be included in the costs detailed in Item 1 and not in Item 2 costs.

ITEM 3: MATERIAL COST

Indicate the % markup that the vendor will charge for materials needed to perform corrective repairs that have been approved by the City. The markup shall be based on material costs and shall not exceed 15%. The City has the right to request backup information detailing the costs for a particular item(s).

Incidental supplies such as, shop towels, shall not be charged to the City.

WORKING HOURS:

The Contractor shall work between the hours of 7:00 AM and 3:00 PM, Monday through Friday.

COMPLETION SCHEDULE:

The contractor shall schedule preventative maintenance services a minimum of one (1) month in advance of the scheduled service.

WARRANTY:

The awarded vendor shall provide one year labor and workmanship warranty along with the manufacturer’s warranty on all products.

ITB-W-1955 CITY OF WARREN Page 5 of 17

PROPOSAL DETAIL:

The undersigned proposals to FURNISH BASIC PREVENTATIVE MAINTENANCE SERVICES FOR THE CITY

OF WARREN’S STEAM ROOM in accordance with the attached specification requirements to be considered an integral part of this proposal.

ITEM 1: PERFORMING BASIC PREVENTATIVE MAINTENANCE SERVICES

ITEM LOCATION

YEAR

ONE COST

YEAR

TWO COST

YEAR

THREE COST

TOTAL

THREE YEAR COST

(Enter on Page 3)

1 STEAM ROOM $ $ $ $

DETAIL COST FOR ITEM 2 – ESTIMATED ANNUAL LABOR COST FOR STEAM ROOM REPAIRS

DESCRIPTION HOURLY RATE

ESTIMATED

HOURS

TOTAL EST. LABOR

COST

(RATE x HRS)

Regular Business Hours

(8:30 am – 5:00 pm Monday - Friday) $ 8 $

Evening Hours

(after 5:00 pm – 8:30 am Monday - Friday) $ 4 $

Weekend Hours

(after 5:00 pm Friday – 8:30 am Monday) $ 4 $

Holiday Hours $ 2 $

TOTAL ANNUAL COST: $

TOTAL 3-YEAR COST – TOTAL ANNUAL COST x 3: $

ITEM 3 - ESTIMATED ANNUAL MATERIAL COST FOR STEAM ROOM REPAIRS

DESCRIPTION

ESTIMATED

MATERIAL COST

MARKUP/

DISCOUNT

TOTAL ESTIMATED

MATERIALS COST

Please enter the markup/discount percentage from the current manufacturer’s list price for parts/supplies needed for Steam Room Repairs. Also, please include the catalog title, year, etc.

$10,000.00

Circle One:

Markup

Discount

TOTAL ANNUAL COST:

TOTAL 3–YEAR COST – TOTAL ANNUAL COST x 3:

ITB-W-1955 CITY OF WARREN Page 6 of 17

REFERENCES:

Please list a minimum of three (3) municipalities/companies for which your company has provided similar services in the past two (2) years.

1. Agency: ________________________________________________ Year: __________________

Address: ____________________________________________________________________________

Contact Name: _______________________________________ Phone: ______________________

Work Performed: ____________________________________________________________________

2. Agency: ________________________________________________ Year: __________________

3. Agency: ________________________________________________ Year: __________________

ITB-W-1955 CITY OF WARREN Page 7 of 17

INSURANCE REQUIREMENTS:

INSURANCE CERTIFICATE MUST BE SUBMITTED BY THE INSURANCE AGENCY, NOT THE PROPOSER.

The awarded vendor shall be required to provide the City with certificates of insurance naming the

City of Warren, City of Warren Municipal Building Authority, Downtown Development Authority, Tax

Increment Finance Authority, the 37th District Court, all elected appointed officials, employees, and volunteers as individuals acting within the scope of their authority, AS AN ADDITIONAL INSURED.

It is understood and agreed by naming the City of Warren as additional insured, coverage afforded is considered to be primary, and any other insurance the City of Warren may have in effect shall be considered secondary and/or excess.

Additionally, the awarded vendor shall provide language, within the “Description of Operations” section, that “AGREES TO WAIVE THEIR INSURER’S RIGHT OF SUBROGATION UNDER ITS POLICIES”.

The awarded vendor shall provide the following coverage and limits (Sub-contractors utilized by the awarded bidder shall be subject to these same conditions).

COMMERCIAL GENERAL LIABILITY:

The following coverage is part of the General Liability policy:

Policy should be on an OCCURRENCE BASIS WITH COMBINED SINGLE LIMITS.

General Aggregate $2,000,000

Products/Completed Operations Aggregate $1,000,000

Personal & Advertising Injury $1,000,000

Each Occurrence $1,000,000

Fire Damage-Any one fire $ 50,000

Medical Expense-Any one person $ 5,000

Per project aggregate limit, Independent contractor’s coverage, Broad form property damage

Blanket contractual liability coverage

AUTOMOBILE LIABILITY:

Automobile liability insurance coverage shall be $1,000,000 combined single limit for any auto and include hired autos and non-owned autos.

WORKERS’COMPENSATION INSURANCE:

Workers’ compensation insurance shall be statutory under the State of Michigan Workers’

Compensation Act.

UMBRELLA LIABILITY POLICY:

UMBRELLA LIABILITY SHALL BE $2,000,000 AND BE “FOLLOWING FORM”

The umbrella policy shall be written on an occurrence basis and at a minimum provide excess to the Bidder’s General Liability, Automobile Liability and Employer’s Liability policies.

Coverage shall be provided by a carrier(s) rated A- or better by A.M. Bests.

Insurance certificates shall contain a provision to the effect that the insurance company SHALL

NOTIFY the City at least thirty (30) days prior to CANCELLATION OR MATERIAL CHANGE of the insurance.

( ) Can meet insurance as indicated.

( ) Cannot meet but offer the following; ____________________________________________________

Authorized signature for ____________________________________________________________________

Insurance Clause

ITB-W-1955 CITY OF WARREN Page 8 of 17

GENERAL CONDITIONS (Effective March 28, 2025)

SIGNATURE

Bids and all information requested of the vendor shall be entered in the appropriate space on the bid form and Signature Page. Failure to do so may disqualify your offer.

An authorized officer or employee of the vendor shall sign all bids.

ELECTRONIC BID SUBMISSION

Electronic bids shall be submitted by the date specified and at or prior to the time specified to be considered. Late bids, e-mail, sealed, telegraphic, or telephone bids will NOT be accepted.

The bidder is required to submit their bid electronically via the BidNet (MITN) system in order to be considered for award.

Bids received after 12:30 pm of the date they are due will not be accepted.

RELATIONSHIP DISCLOSURE

It is required that any relationship (business or personal) to a City employee or official be disclosed.

This includes employment or other professional engagements.

ALTERATION OF BID DOCUMENTS

Vendor changes or alterations to the bid documents, including the specification, may result in the bid being considered non-responsive and/or the Bidder being debarred. The only authorized vendor changes to the bid documents will be in the areas provided for the Bidder’s response including the “Exceptions” section of the bid and on separate attached sheets submitted by the vendor. Vendor shall clearly identify product offered and deviations from the specification. If a change or alteration to the bid document is undetected, and the bid is awarded the contract, the original terms, conditions, and specification in the authorized version of the bid document will be applicable during the terms of the contract. Bidders are responsible for ensuring they have obtained all relevant documents including amendments, clarifications, changes, drawings, etc. as made available by the City.

PRICES

Prices quoted shall be for new products in current production unless otherwise specified. Where refurbished or discontinued items are offered they shall be clearly identified as such.

Prices quoted shall be exclusive of any rebates due the City. Any rebates the City may be entitled to should be shown as a separate line item and include expiration date.

Corrections and/or modifications received after the bid closing time specified will not be accepted.

Unit prices prevail.

All information shall be entered in ink or typewritten. Mistakes may be crossed out and corrections inserted before submission of your bid. The person signing the bid shall initial corrections in ink.

All prices will be proposed F.O.B. DESTINATION, INCLUDE ALL DELIVERY AND ANY ADDITIONAL

CHARGES and remain in effect as specified in the bid.

ITB-W-1955 CITY OF WARREN Page 9 of 17

AWARD

Unless otherwise stated in the bid documents, the City cannot guarantee exclusivity of the contract for the proposed products or services.

Award of the bids shall be based upon a combination of factors, including but not limited to, adherence to bid requirements, references and any other factors that may be in the City’s best interest.

The City reserves the right to reject any and all bids, and to waive any defect or irregularity in bids.

The City reserves the right to accept and separate items in the bid and to accept the bid that, in the opinion of the City, is to the best advantage and interest of the public we serve. The City also has the right to re-solicit bids if it is deemed to be in the best interest of the City.

The City reserves the right to reject low bids which have major deviations from our specifications; to accept a higher bid which has only minor deviations. By signing the bid, Bidders agree to accept a split award unless the Bidder clearly indicates that it takes Exception. The bid will be awarded to that responsible, responsive firm whose bid, conforms to this solicitation and will be most advantageous to the City, with regard not only to price but also to availability of product, location and quality of product considered.

The City reserves the right to award all line items, to make no award or to award on an individual line item basis, whichever is deemed to be in the best interest of the City.

Time of delivery may be a consideration in the award.

The City reserves the right to consider as unqualified to perform the contract any bidder who does not habitually perform with its own forces seventy-five (75%) of the work involved.

TERMINATION

1. Failure to Perform. The City may terminate a bid award for the failure to perform a term of the bid specifications to the satisfaction of the City. The City shall provide ten (10) days advance written notice to the Awarded Vendor for the failure to perform services or for the violation of any other term of the bid specifications. Unless futile or the violation is recurring, the City shall provide notice and the opportunity to cure the violation prior to termination. Such notice to cure shall be given in writing by first-class mail. In the event of a dispute, or in order to avoid interruption of service, the

City may engage another to perform the work and the Awarded Vendor shall be responsible for any costs the City incurs as a result of the Awarded Vendor’s violation. The City may withhold payment to offset any damages the City incurs as a result of the Awarded Vendor’s violation.

2. At Will. A bid award may be terminated at will by the City upon a minimum of thirty (30) days prior written notice to the Awarded Vendor. In the event of termination as provided in this subsection, the Awarded Vendor will be compensated for all services performed and approvable reimbursable expenses from the inception date to the termination date provided the services performed and the expenses were provided in accordance with the bid specifications. Payment shall be made upon the Awarded Vendor delivering to the City all information and materials retained by the Awarded Vendor, affiliates, or subcontractors in performing the services described in the bid specifications, whether completed or in progress.

3. MISREPRESENTATION. In addition, the City may reject this Bid, or cancel a contract with an

Awarded Vendor, if there is evidence of any misleading or intentionally fraudulent information or documents provided in connection with this Bid.

ITB-W-1955 CITY OF WARREN Page 10 of 17

SPECIFICATION

Brand names and numbers, when used, are for reference to indicate the character or quality desired, unless specifically stated “No Substitutes”.

Alternate items of the same quality will be considered, provided your offer clearly describes the article. Offers for alternate items shall state the brand and number, or level or quality. When the bidder does not state brand, or level of quality, it is understood the offer is exactly as specified.

All products and services shall be in accordance with all applicable federal, state and local statutes, rules, ordinances, etc.

All personnel shall have the appropriate licenses with endorsements for the work performed.

In addition, any personnel driving a vehicle on City property shall have the appropriate valid driver’s license and have or exceed minimum statutory insurance requirements.

E-VERIFY

Any bidder, attesting to his bid by signature, is affirming that the Bidder has registered with, participates in and utilizes the E-Verify Program (or any successor program implemented by federal

Department of Homeland Security and Social Security Administration) to verify the work status of all newly hired employees employed by the Bidder.

NON-IRAN LINKED BUSINESSES

By signing below, Bidder certifies and agrees on behalf of Bidder and the company submitting this bid the following: (1) that the Bidder is duly authorized to legally bind the company submitting this bid; (2) that the company submitting this bid is not an “Iran linked business,” as defined in Section

2(e) of the Iran Economic Sanctions Act, being Michigan Public Act No. 517 of 2012; and (3) that

Bidder and the company submitting this bid will immediately comply with any further certifications or information submissions requested by the City in this regard.

ASSIGNMENT OF AGREEMENT – OTHER CONTRACTORS.

The Awarded Vendor shall not assign the contract or any part thereof without the written consent of the City.

PERIOD AGREEMENTS

No Exclusive Contract/Additional Services. The Awarded Vendor agrees and understands that the contract shall not be construed as an exclusive agreement and that the City may, at any time, secure similar or identical services at its sole option.

Any contract executed pursuant to this Bid, which is for a specific term shall include for an extension of the contract term, at the option of the City, as follows:

The City shall have the sole option to extend the contract herein for a period of two months by written notice to the Awarded Vendor exercising the option served at least ten days prior to the expiration date of the contract. In the event such option is exercised by City, all of the provisions of the contract shall remain in full force and effect other than the date of expiration of the contract.

The quantities have been estimated for bid award purposes and may be estimated based on past usage. The quantities may increase or decrease and the City makes no representation as to guarantee of usage. The quantities are estimated on an annual basis.

PAYMENT TERMS

The City’s normal payment terms are 45 days in connection with cash discounts specified with this bid. Time will be computed from the date of complete delivery of services, supplies, or equipment, as specified, or from the date correct invoices are received in the Office of the City Controller, if the latter is later than the date of delivery. Prices will be considered as net if no cash discount is shown.

ITB-W-1955 CITY OF WARREN Page 11 of 17

Progress payments will be made on the basis of hours of work completed during the course of the engagement in accordance with the firm's fee bid. Interim billings shall cover a period of not less than a calendar month.

MICHIGAN FREEDOM OF INFORMATION ACT (FOIA)

All costs incurred in the preparation and presentation of this bid, in any way whatsoever, shall be wholly absorbed by the Bidder. All supporting documentation shall become the property of the

City 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, confidentially of information submitted in response to this RFP is not assured.

EQUAL OPPORTUNITY CLAUSE

This contract requires adherence to the equal opportunity clause, 41 CFR § 60-1.4.

EXCEPTIONS TO THE BID SOLICITATION

Each individual/group shall provide a list of Exceptions taken to this bid. Any Exceptions taken shall be identified and explained in writing. An Exception is defined as the individual/group’s inability to meet a mandatory requirement or exceed a requirement in the manner specified in the bid solicitation. If the Bidder provides an alternative solution when taking an Exception to a requirement, the benefits of this alternative solution shall be explained. The City reserves the right to accept or reject any Exception whichever is deemed to be in the best interest of the City.

WITHDRAWAL OF BID

Bidders may withdraw their bids by submitting a written request over the signature of an authorized individual to the Purchasing Department any time prior to the submission deadline. Bidders may thereafter submit a new bid prior to the deadline. Modification or withdrawal of the bid in any manner, oral or written, will not be considered if submitted after the deadline.

DEFAULT TO CITY

It is understood that any Bidder who is in default to the City at the time of opening its bid shall have its bid declared null and void.

BIDDER DISCLOSURE

The Bidder declares that it has not, nor will it, provide gifts, gift certificates, entertainment, favors, or other gratuities to a City official, employee, agent, or volunteer, or to their families.

The Bidder acknowledges that if it violates this policy then the City may terminate the contract with the Bidder.

INDEMNITY CLAUSE

To the extent permitted by law, the Contractor shall indemnify the City, its officers, employees, agents, and boards and commissions from and against any claim of liability; penalties; damages;

attorney fees; professional advisors’ fees; settlements; or other fees or expenses arising from or in connection with goods provided and services performed under this Invitation to Bid. The

Contractor shall provide the Warren City Attorney’s Office with all documents filed in any proceeding related to this Invitation to Bid in which any of the above-listed people or entities are named.

ITB-W-1955 CITY OF WARREN Page 12 of 17

MICHIGAN LAW TO CONTROL

The Parties intend for this Agreement to be construed in accordance with Michigan law as it exists at the time of this Agreement. Disputes arising out of this Agreement shall be litigated in the State court having jurisdiction over Macomb County, Michigan. If a dispute arises that requires resolution in Federal court, it shall be litigated in the United States District Court for the Eastern District of

Michigan.

AMERICAN WITH DISABILITIES ACT

Whenever applicable, the Contractor shall perform work in accordance with the American with

Disabilities Act, 42 USC § 12101 et seq, (including corresponding rules, regulations, and design standards), the Persons with Disabilities Civil Rights Act, MCL 37.1101 et seq. and City ordinances relating to accessibility.

APPENDIX A OF TITLE VI PLAN

During the performance of this contract, the contractor, for itself, its assignees, and successors, in interest (hereinafter referred to as the “contractor”) agrees, as follows:

1. COMPLIANCE WITH REGULATIONS. The contractor shall comply with Regulations relative to nondiscrimination in Federally-assisted programs of the Department of Transportation, Title 49, Code of Federal Regulations, Part 21, as they may be amended from time to time (hereinafter referred to as the Regulations), which are herein incorporated by reference and made a part of this contract.

2. NONDISCRIMINATION. The contractor, with regard to the work performed by it during the contract, shall not discriminate on the grounds of race, color, sex, or national origin in the selection, retention, and treatment of subcontractors, including procurements of materials in the discrimination prohibited by Section 21.5 of the Regulation, including employment practices when the contractor covers a program set for in Appendix B of the Regulations.

3. SOLICITATION FOR SUBCONTRACTS, INCLUDING PROCUREMENTS OF MATERIALS AND EQUIPMENT.

In all solicitations either by competitive bidding or negotiation made by the contractor for work to be performed under a subcontract, including procurements of materials or leases of equipment, each potential subcontractor or supplier shall be notified by the contractor of the contractor’s obligations under the contract and the Regulations relative to nondiscrimination on the grounds of race, color, sex, or national origin.

4. INFORMATION AND REPORTS. The contractor shall provide all information and reports required by the Regulations, or directives issues pursuant thereto, and shall permit access to its books, records, accounts, other sources of information, and its facilities as may be determined by the State

Highway Department or the Federal Highway Administration to be pertinent to ascertain compliance with such Regulations or directives. Where any information required of a contractor is in the exclusive possession of another who fails or refuses to furnish this information, the contractor shall so certify to the State Highway Department or the Federal Highway Administration, as appropriate, and shall set forth what efforts it has made to obtain the information.

5. SANCTIONS FOR NONCOMPLIANCE. In the event the contractor’s noncompliance with the nondiscrimination provisions of this contract, the State Highway Department shall impose such contract sanctions as it or the Federal Highway Administration may determine to be appropriate, including, but not limited to:

a. Withholding payments to the contractor under the contract until the contractor complies and/or

b. Cancellation, termination or suspension of the contract, in whole or in part.

ITB-W-1955 CITY OF WARREN Page 13 of 17

6. INCORPORATION OF PROVISIONS. The contractor shall include provisions of paragraphs (1) through (6) in every subcontract, including procurement of material and leases of equipment, unless exempt by the Regulations, or directives issued pursuant thereto. The contractor shall take such action with respect to any subcontract or procurement as the State Highway Department or the Federal Highway Administration may direct as a means of enforcing such provisions including sanctions for noncompliance: provided, however, that, in the event a contractor becomes involved in, or is threatened with, litigation with a subcontractor or supplier as a result of such direction, the contractor may request the State Highway Department to enter into such litigation to protect the interests of the State, and, in addition, the contractor may request the United States to enter into such litigation to protect the interests of the United States.

SAFETY DATA SHEETS

IMPORTANT: All City purchases require SAFETY DATA SHEETS where applicable, in compliance with the Occupational Safety and Health Administration (OSHA) Hazard Communication Standard.

THE ABOVE GENERAL CONDITIONS ARE CONSIDERED IN FORCE UNLESS SPECIFICALLY ADDRESSED IN

ANOTHER SECTION OF THE BID DOCUMENT

We have read and acknowledge the above GENERAL CONDITIONS

(Signature)

ITB-W-1955 CITY OF WARREN Page 14 of 17

SCOPE OF SERVICES – BASIC PREVENTATIVE MAINTENANCE SERVICES:

The City of Warren is soliciting electronic bids from qualified contractors to furnish Basic

Preventative Maintenance Services for the City’s Steam Room located in the Warren Community

Center (WCC). The agreement shall cover a three (3) year term.

The purpose of this contract is to establish a period agreement(s) between a licensed contractor and the City of Warren. The successful contractor shall perform periodic inspections, steam generator cleaning, and preventative maintenance services as specified at a fixed rate per service, and perform corrective and emergency as required at the hourly rates and material prices pre-established in the bid document. This specification covers the minimum requirements for inspection, preventive maintenance, or corrective maintenance as requested for the steam room located in the WCC.

The Service Company shall be responsible for maintaining ORIGINAL DESIGN PERFORMANCE

(ODP) condition for all equipment and systems covered under this specification. Under the Basic

Coverage approach, the vendor will be responsible for assuring equipment is kept in original design performance operating parameters.

EQUIPMENT:

Steam Unit

SN:COM1293139

Model: CX1250

Item: GCX1250AB3

NC Actuator

P/N: CX81500

TIMING:

• The tasks listed below shall be performed on a bi-monthly basis (every other month/six (6) times per year).

• Preventative maintenance services shall be performed between the hours of 7:00am EST and 3:00pm EST, Monday – Friday.

• The awarded vendor shall schedule each preventative maintenance service a minimum of a month in advance of the service.

PREVENTATIVE MAINTENANCE TASKS:

The following tasks shall be performed during each preventative maintenance service:

Mechanical

Inspect generator enclosure.

Inspect steam outlet piping.

Inspect water piping connections.

Inspect drain piping.

Inspect valves and fittings.

Inspect supports and hangers.

Inspect accessible insulation.

Check for corrosion.

Check for mineral deposits and scale.

Check for water or steam leaks.

Inspect accessible seals and gaskets.

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Water System

Verify fill operation.

Inspect automatic fill valve.

Inspect water-level probes.

Verify water-level control.

Inspect drain/blowdown system.

Controls

Check operating controls.

Check temperature sensors.

Check control-panel indicators.

Review fault/alarm history.

Verify normal start/stop sequence.

Electrical

Inspect accessible wiring.

Inspect conduit.

Inspect electrical connections.

Check for overheating/discoloration.

Inspect disconnect.

Visually inspect grounding/bonding.

Heating System

Inspect heating elements.

Inspect for scale buildup.

Inspect for corrosion.

Inspect heating-element terminals where applicable.

Clean heating elements and reservoir of scale. (Descaling chemicals shall be compatible with the manufacturer's requirements.)

Safety Controls

Test, where applicable:

Water-level sensing.

Low-water protection.

Automatic fill.

Drain/blowdown.

Temperature control.

High-temperature protection.

Steam control valve.

Alarms and interlocks.

Report

The Contractor must submit a signed service report to the Aquatic Supervisor, or its designee at the service location after each call, detailing the work performed and parts replaced.

A written report shall be generated by the awarded vendor, detailing the visit, services provided, and findings. This report shall be submitted to the Aquatic Supervisor, or its designee.

Contractor must submit a signed service report to the Department Head, or Maintenance

Foreman at the serviced location after each call, detailing the work performed and parts replaced.

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SERVICES:

The work to be performed under this invitation for bid shall consist of furnishing all supplies, materials, labor, supervision, tools, equipment, insurance and permits, necessary to service and maintain all the steam room equipment.

During preventative maintenance services, contractor shall recommend replacement of worn, failed or doubtful components and parts. Replacements will be of like or current design to minimize system depreciation and obsolescence. Standard preventative maintenance parts are included in the bid price for inspections and/or preventative maintenance. Replacement of major components (heat element, etc.) shall be accomplished with the approval of the Aquatic

Supervisor, or its designee, and performed at the labor and material rates quoted herein.

The work area shall be cleaned at the end of each workday. All materials, tools, equipment, etc., shall be removed or safely stored. The City is not responsible for theft or damage to the

Contractor's property. All possible safety hazards to workers or the public shall be corrected immediately and left in a safe condition at the end of each workday. If there is a question in this area, the Aquatic Supervisor, or its designee, will be consulted. The contractor, at the contractor’s expense, shall dispose of all surplus material, rubbish, and debris.

All inspections and preventative maintenance is to be performed in accordance with manufacturer’s recommendations. In instances where inspections or preventative maintenance contained herein differ from the manufacturer’s recommended schedule or level of service or shall be manufacturer’s recommended service or the recommended service, whichever is more stringent: The contractor shall bring such difference to the attention of the City in writing prior to performance of the scheduled work.

The Aquatic Supervisor, or its designee, prior to commencement of work, must approve any individual repairs in excess of $500.00 that are not covered under preventative maintenance services, (e. g. vandalism) after the problem has been identified.

For non-emergency needs and repairs that are over the City’s minimum bid threshold for bidding, the City has the right to have the awarded vendor complete the repairs or to seek competitive price bids through the solicitation process.

RESPONSIBILITY FOR DAMAGE:

The contractor guarantees the reimbursement, repair or replacement of any areas or equipment damaged by the Contractor.

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CHECK LIST FOR BIDDERS

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

_____ Is your electronic bid PROPERLY SIGNED on the AUTHORIZED REPRESENTATIVE portion of the BID FORM, AND ALL CLAUSES AS INCLUDED IN THE BID DOCUMENT?

_____ If required, have you entered a unit price for each bid item? (Unit Price governs)

_____ Have you uploaded the complete document via the BidNet (MITN) system with your electronic submission?

_____ Late bids will NOT be considered. Bids must be received by the Purchasing

Division before 12:30 P.M., Wednesday, on the date specified.