RFP.20250804.HVAC.Final.pdf

D EP AR TME NT O F

PUB L IC WO RKS

REQUEST FOR PROPOSALS

HVAC Preventative Maintenance and Repair Services

RFP 25-104

Issued: August 4, 2025

Issuing Department: City of Ferndale, MI

Department of Public Works 521 E. Cambourne St.

Ferndale, MI 48220

Contact Info. James Jameson

Director of Public Works 734-383-3328 jjameson@ferndalemi.gov

PROPOSAL DUE: August 29, 2025, 4 P.M. (EST)

HVAC Preventative Maintenance and Repair Services

TABLE OF CONTENTS

REQUEST FOR PROPOSALS

HVAC Preventative Maintenance and Repair Services

SECTION I: REQUEST FOR PROPOSALS PURPOSE AND SCHEDULE

SECTION II: INSTRUCTIONS TO CONTRACTORS

SECTION III: GENERAL CONTRACTUAL TERMS & CONDITIONS

SECTION IV: SPECIAL CONTRACTUAL TERMS & CONDITIONS

SECTION V: SPECIFICATIONS

SECTION VI: EVALUATION CRITERIA & REQUIREMENTS

SECTION VII: FEE PROPOSAL

SECTION VIII: CONTRACTOR QUESTIONNAIre

SECTION IX: CERTIFICATION

EXHIBIT A

SECTION I: REQUEST FOR PROPOSALS PURPOSE AND SCHEDULE

1. Issuing Office.

This Request for Proposals (RFP) is issued by the City of Ferndale Department of Public Works (DPW). All inquiries should be submitted to the City's Director of Public Works:

James Jameson Department of Public Works City of Ferndale 521 E. Cambourne St.

Ferndale, MI 48220 734-383-3328 jjameson@ferndalemi.gov

2. Purpose.

The City of Ferndale requests proposals from qualified contractors to provide Heating, Ventilation, and Air Conditioning (HVAC) Preventative Maintenance and Repair Services at nine (9) City facilities.

3. Background Information.

Founded in 1927, today, the city of Ferndale is a vibrant inner-ring suburb of Detroit.

Positioned between Eight Mile Road, I-75, and I-696, Ferndale is conveniently located within the metropolitan Detroit region and has easy access to numerous regional destinations. This resilient city has continued to be a desirable community to live and visit. Its success in part can be attributed to its traditional downtown, established neighborhoods, and cultural diversity.

The City of Ferndale is soliciting proposals from qualified companies to establish a contract for HVAC Preventative Maintenance and Repair Services at various buildings owned by the City for three (3) years; the City reserves the right to exercise an option to renew for one additional 1-year period. The purpose of this document is to ultimately enter into a contract with one or more qualified firms to provide the necessary services and meet City demands.

4. Request for Proposal Schedule.

Proposal Opens August 4, 2025, at 4:00 P.M.

Virtual Pre-Proposal Meeting August 11, 2025, at 10:00 A.M.

Deadline to submit clarifying questions August 25, 2025, by 4:00 P.M.

Question responses posted to MITN August 27, 2025, by 4:00 P.M.

mailto:jjameson@ferndalemi.gov

Proposal due date August 29, 2025, by 4:00 P.M.

Tentative interviews September 3 – September 12, 2025 Council approval September 25, 2025 Contract start date October 1, 2025

5. Selection Process.

This document is a Request for Proposals. It differs from a Request for Bid/Quotation in that the City is seeking a solution as described herein, not a bid/quotation meeting firm specifications for the lowest price. Competitive proposals will be evaluated based upon criteria formulated around the most critical features of the service. Qualifications, experience, capacity, and methodology may be overriding factors, and pricing may not be the determinative factor in issuing a contract or award. The proposal evaluation criteria should be viewed as standards that measure how well a vendor's approach meets the City's desired requirements and needs.

SECTION II: INSTRUCTIONS TO CONTRACTORS

The City of Ferndale Department of Public Works, located at 521 E. Cambourne, Ferndale, MI 48220, is accepting proposals for RFP 25-104 HVAC Preventative Maintenance and Repair Services in accordance with the attached specifications.

1. Proposal Due Date.

All proposals must be submitted in a sealed envelope marked "RFP 25-104 – HVAC Preventative Maintenance and Repair Services," or ELECTRONICALLY, on the Michigan Inter-governmental Trade Network (MITN) Website. Proposals must contain one (1) original fee proposal and be submitted no later than August 29, 2025, by 4:00 P.M., local time. It is the contractor's sole responsibility to ensure their proposal reaches the City of Ferndale DPW on or before the closing date and time as indicated. Late proposals will not be accepted.

2. Fee Proposal.

Pricing shall only be provided in the specific format requested. The contractor shall utilize fee proposal forms as supplied in the RFP document. The fee proposal and pricing shall not be placed within your written proposal.

3. Late Proposals.

Late proposals will not be accepted. Proposals postdated will be considered late.

4. Addenda.

All clarification questions about this RFP shall be submitted in writing via email to jjameson@ferndalemi.gov by the date specified within the RFP schedule. Upon submission, include RFP 25-104 / HVAC Service Provider's Name in the subject line.

Questions and answers will be posted as addenda to MITN at www.bidnetdirect.com/mitn. Proposals who do not comply may be disqualified.

It is the contractor's responsibility to check for any changes, posted questions and answers, and addenda to this solicitation before submitting their proposal. The City of Ferndale will not be bound by oral responses to inquiries or written responses other than written addenda.

Contractors are required to acknowledge all addenda in their proposal, which they have received. The failure to receive or acknowledge receipt of any addenda may result in the rejection of your proposal as non-responsive.

5. Responsibility.

It is the proposer's responsibility to check for any changes, posted questions and answers, and addenda to this solicitation. Proposals are responsible for checking the www.bidnetdirect.com/mitn website before proposal submission. Proposers who do not acknowledge addenda within their proposal response may be disqualified from the RFP process.

6. Verbal Representation.

Proposals shall contain in writing all the terms and conditions of the offer being made.

Verbal representations made before or after proposals are submitted will not be considered unless they are made in answer to questions asked by the City or its representatives and are followed up in writing.

7. Exceptions.

Proposals shall meet or exceed all specifications herein. All deviations from specifications shall be detailed in the exception to proposal specification form;

otherwise, it will be considered that items offered are in strict compliance with the specifications, and the successful proposal will be held responsible thereof.

8. Proposal Forms.

The contractor shall utilize and complete the proposal forms fully as supplied in the RFP.

If proposal forms are altered, the contractor could be disqualified. If a price discrepancy exists between the numerical and written amount, the written amount will prevail.

9. Contractor Questionnaire Form.

Each proposal is required to respond to the questions where specified. If you would like to attach documentation to support your other answers, please do so. Responses shall be concise and stand on their own. The quality of the RFP response will be viewed as an example of the contractor's capabilities.

10. Communication with Ferndale Staff.

All communication shall go through the contact listed in RFP. If a proposer works with Ferndale staff on other projects and shall communicate with an individual involved with this RFP, the proposer must contact the Director of Public Works for approval. Failure to comply with this may be grounds for disqualification.

11. Irrevocability of Proposals.

All proposals submitted shall not be withdrawn and shall be irrevocable for a minimum period of ninety (90) calendar days following the due date for receipt of proposals set forth above. A proposer may withdraw their proposal at any time before the proposal due date and time.

12. Proprietary Confidential Information.

Any proprietary or confidential material (financial statements, etc.) that was submitted by a proposal and is clearly marked as such will be returned upon request. Marking the entire proposal as confidential will not be accepted or honored. The remaining non-confidential material in the proposal, including proposed costs and compensation, will be maintained for the official files and subject to the Freedom of Information Act, MCL 15.231, et. Seq.

13. Proposal Costs.

The City of Ferndale shall not be responsible for any cost or expense the contractor incurs during this proposal's preparation or award.

14. Misrepresentations.

If a proposal contains false, misleading, or otherwise inaccurate information, the proposal will immediately be disqualified if discovered prior to an award. If it is discovered after a contract has been executed that the contractor had provided false, misleading, or otherwise inaccurate information, the contract may be terminated.

15. Proposal Interviews and Demonstrations.

The City may, at its option, elect to conduct interviews and demonstrations with selected contractors or request to visit the contractor's site for proposals that are under active consideration. The City is not required to hold such presentations and is not obligated to provide all contractors with such an opportunity.

16. Sole Proposal.

If only one (1) proposal is received in response to the RFP, the City reserves the right to extend the due date or require a detailed cost analysis from the contractor. A cost/price analysis and evaluation shall be performed to determine if the price is fair and reasonable.

17. Official Documents.

The authorized version of the proposal document and addenda shall be that document appearing on Michigan Intergovernmental Trade Network (MITN) at www.bidnetdirect.com/mitn. The City of Ferndale officially distributes proposal documents through the MITN. Copies of documents obtained from any other source are not considered official copies. Only those contractors who obtain documents from the MITN system are guaranteed access to receive addendum information if such information is issued. If you obtained this document from a source other than MITN, it is required that you register on the MITN site and obtain an official copy and any addenda.

18. Notification of Award.

Upon approval by Ferndale City Council, the City will make available the information regarding the award. This information may be downloaded via www.bidnetdirect.com/mitn.

19. Proposal Acceptance/Rejection.

The City of Ferndale reserves the right to accept or reject any or all proposals or alternative proposals, in whole or in part, with or without cause; to waive any informalities therein; or for reasons of establishing uniformity, to award the contract to other than the lowest contractor.

20. Gifts, Gratuities, or Kickbacks.

Acceptance and offering gifts, gratuities, or kickbacks from contractors to City employees and their family members or City Council members are strictly prohibited.

21. Open Procurement.

The City of Ferndale reserves the right to accept any item or group of items proposed in any response. The City reserves the right to purchase more or less of each item or service at the unit price offered in the contractor's response and will discuss such decisions with all parties involved.

22. Best and Final Offer (BAFO).

The City of Ferndale reserves the right to negotiate with contractors, which may be in the City's best interest. The objective of negotiations is to maximize the ability to obtain the best value for the city. The discussions shall be based on the RFP requirements and evaluation factors, which may include cost, price, technical approach, performance, experience, and other terms and conditions. BAFO shall be evaluated in the same manner as the initial offer, using the RFP evaluation criteria.

23. Model/Item Replacement.

If the contractor markets materials, products, and services that are newer, less expensive, or better suited to the needs of the city of Ferndale after the date of the contract pursuant to this proposal document, the City shall have the right to cancel any portion of the service under that contract and be granted credit towards the purchase price of any such newer materials, products, and services, as herein specified. The contractor shall provide the City with timely notice of the availability of such newer materials, products, and services.

24. Contractor Debriefing.

The contractor can request a debriefing conference within ten (10) business days after the award date. The debriefing shall be held within fourteen (14) business days of the request and scheduled for a maximum of one-half hour. Discussion at the debriefing conference will be limited to the following:

a. Evaluation and scoring of the contractor's proposal.

b. Critique of the contractor's proposal.

SECTION III: GENERAL CONTRACTUAL TERMS & CONDITIONS.

1. Contractor Status.

The City of Ferndale retains the contractor only for the purposes and the extent outlined in this contract. The contractor's relation to the City of Ferndale shall only be that of an independent contractor. Both parties understand and agree that this contract is not intended and shall not be construed to create an employment relationship between the City and contractor, its officers, employees, or agents.

Contractor shall at no time represent itself to be an employee or agent of the City of Ferndale and shall not be considered as having employee status or being entitled to participate in any plans, arrangements, or distributions of the City pertaining to or in connection with any fringe, pension, workers' compensation, unemployment or similar benefits.

The contractor shall retain sole and absolute discretion in the methods and means of carrying out the contractor's activities and responsibilities under this contract, except to the extent specified in this contract.

2. Taxes.

The city of Ferndale is exempt from paying sales tax. Exemption certificates will be provided upon request.

3. Termination Rights.

The City of Ferndale may terminate this contract with or without cause upon thirty (30) days prior written notice to the contractor. For purposes of this contract, the term "cause" shall mean the failure by the contractor to comply with any of the material terms of this contract after being given written notice of such failure by the City of Ferndale and the failure to cure such condition and provide a written response to the City detailing how it was cured and what steps are being taken to prevent the failure from occurring again, within fourteen (14) days after receipt of such notice. The contractor will be paid only that amount that has been incurred for work completed up to the date of termination. The contractor will not be eligible for any anticipatory profits or fees for future work beyond this contract's termination date.

4. City of Ferndale Contractor Payment Policy and Procedures.

All payments are conditioned upon adequately documented proof of performance on an original invoice submitted by the contractor to the city of Ferndale, itemizing all amounts invoiced for goods and services. Payment will be made no later than thirty (30) days after receipt of said invoice to the accounts payable department. Invoices shall be submitted to the City of Ferndale Department of Public Works, Facilities Department, 521 E. Cambourne, Ferndale, MI 48220. Invoices shall include the following information:

purchase order number, contractor name and DBA, contractor address, number of hours worked, dates of work, rate, unit and total price, and detailed description of service/materials provided. The contractor shall maintain all records and documentation regarding payment for at least three (3) years following the date of final payment from the city of Ferndale under the contract.

All amounts paid to the contractor under this contract will be reported to the Internal Revenue Service as required by law, and the city of Ferndale will timely issue a Form 1099 to the contractor. Except as otherwise explicitly provided herein, each of the parties hereto shall pay its respective counsel fees, accounting fees, and other costs and expenses incurred in connection with the performance of this contract.

5. Expenses.

Under no circumstances will the contractor be paid, or reimbursed, for any expenses for entertainment, alcohol, or other similar personal expenses, or any other expenses which are illegal.

6. Confidentiality.

The information in the request for proposal is intended solely for the contractor's internal use in its proposal preparation. All information contained herein is proprietary and shall not be distributed to any third party, except as required by law. Further, any information obtained by the contractor or any reports prepared or supplied (including information contained therein) to the city of Ferndale under the performance of the services shall not be directly or indirectly disclosed by the contractor without the express written permission of the City.

Contractor(s) will at no time make any news or advertising releases pertaining to the proposal document for any purpose without the prior written approval of, and in coordination with, the city of Ferndale.

7. Freedom of Information Act.

The proposals and supporting materials become the property of the city of Ferndale and are subject to public access according to the Michigan Freedom of Information Act, MCL

15.231 et. Seq.

8. Execution of Contract.

The contract entered by the parties shall consist of all parts of this request for the proposal, including specifications, drawings, addenda, contractor's submitted proposal, purchase order, which all shall be referred to collectively as the contract documents.

9. Submittals.

The contractor shall submit all product and service warranties and any maintenance or license agreements for all proposed equipment and services.

10. Immunities.

This agreement shall not be construed to create any right or benefit for any person who is not a party to this Agreement. The relationship between the City and the contractor is that of independent contracting parties. It is not intended to create a legal agency, partnership, joint venture, or employment relationship. The contractor shall always maintain its independent status, and both parties acknowledge that neither is an agent, partner, joint venture, or employee of the other for any purpose.

Contractor shall be responsible for paying all applicable taxes and fees including but not limited to excise tax, federal and state and local income taxes, payroll and withholding taxes, unemployment taxes, and workers' compensation payments for its employees and shall indemnify and hold the City harmless for all claims arising under such taxes and fees.

11. Nondiscrimination.

Contractor hereby agrees to comply with all applicable federal, state, municipal, and local, equal opportunity and nondiscrimination guidelines, regulations and executive orders, and covenants that neither the contractor nor any of the contractor's subcontractors will discriminate against an employee or applicant for employment with respect to hiring, tenure terms, conditions or privileges of employment, or in a manner directly or indirectly related to employment, because of sex, race, color, national origin, religion, height, weight, marital status, sexual orientation, age, or disability in its programs, services, activities or employment. Failure on the part of the contractor to comply with said guidelines and regulations shall, upon reasonable notice, constitute grounds for the City of Ferndale to revoke and otherwise terminate the contract and all obligations of the City thereunder.

12. Guarantees by the Contractor.

Contractor guarantees: That all delivered material, equipment, and service shall be as proposed. No substitutions will be accepted unless prior to delivery material/equipment has been inspected, found to be equal to the item(s) specified, and approved in writing by the city of Ferndale representative; that all materials, products, and service offered are standard, new, latest, model of regular stock product or as required by the specifications type of equipment or furniture offered; also that no products/materials have been submitted or applied contrary to manufacturer's recommendations and standard practice.

13. Insurance Requirements to be met by the Successful Contractor(s).

The contractor agrees to purchase at its sole cost and expense prior to the commencement of services and maintain the following insurance coverages in the minimum amounts indicated for the contract's entire duration. All coverage shall be with insurance carriers licensed and admitted to do business in Michigan and acceptable to Ferndale.

a. Workers Compensation Insurance: Contractor shall procure workers compensation insurance in accordance with all applicable statutes of the State of Michigan.

b. Commercial General Liability Insurance: Contractor shall procure for the life of this Agreement commercial general liability insurance on an "occurrence basis" with limits of liability of not less than $1,000,000 per occurrence.

c. Additional Insured: Commercial general liability insurance shall name City as an additional insured, including all elected officials and employees.

d. Cancellation Notice: All insurance policies listed above shall include an endorsement stating the following: "It is understood and agreed that thirty (30) days advance written notice of cancellation, non-renewal, reduction or material change shall be sent to City Clerk, City of Ferndale, 300 East Nine Mile Road, Ferndale, Michigan 48220."

e. Proof of Insurance Coverage: Contractor shall provide to City Certificates of Insurance for all policies listed above, or at the request of City, certified copies of all policies. If any of the above coverages expire during the term of this Agreement, Contractor shall deliver renewal Certificates of Insurance and/or policies to City at least ten (10) days prior to the expiration date.

14. Compliance.

Contractor agrees to comply with all federal, state, and local laws, rules, regulations, executive orders, and ordinances that may apply to the contractor's performance of its obligations under this contract.

15. City of Ferndale Right to Complete.

If the contractor fails, neglects, or refuses to perform any services under this contract, the city of Ferndale may perform or hire another contractor for such duties under the contract and charge the contractor or deduct the difference in cost from subsequent payments.

16. Assignment and Subcontracting.

Contractor does not have the right to assign or subcontract all or any portion of this contract without the written approval of the purchasing department.

17. General Indemnification and Hold Harmless.

Contractor agrees to indemnify, defend and hold harmless the city of Ferndale, in their official and individual capacities, employees, agents, contractors, successors, and assignees, from and against any costs, expenses, damages, and liabilities, including reasonable attorney's fees, arising out of the: (i) negligent act or willful misconduct of the contractor, its officers, directors, employees, successors, assignees, contractors, and agents; (ii) any breach of the terms of this contract by the contractor; or (iii) any breach of any representation or warranty by contractor, its officers, directors, employees, agents, successors or assigns under this contract.

18. Michigan's Right to Know/Hazardous Material Law.

It is the contractor's responsibility to comply with the Michigan Right to Know/Hazardous Material Law and all applicable environmental laws. The contractor is to provide the city of Ferndale with the following information upon the use of such materials:

a. Material Safety Data Sheets (MSDS) on all chemicals your company provides/uses in a City of Ferndale building.

b. An inventory of the types of chemicals used, their purpose, and their location in the building.

19. Product Acceptance.

The City of Ferndale reserves the right to require a final acceptance test by its agents or consultants to ensure that each product provided functions as specified in the proposal document. The awarded vendor will promptly correct all work rejected by the City as faulty, defective, or failing to conform to this specification, whether observed before or after substantial completion of the work and whether or not fabricated, installed, or completed. All equipment will remain the property and responsibility of the contractor(s) until acceptance. Only at that time will Ferndale assume responsibility for the possession of the equipment or any part thereof. The warranty period shall start upon product acceptance.

20. Warranty.

The awarded vendor will provide the City of Ferndale with a warranty for parts and equipment for a one (1) year period, or the length of the manufacturer's warranty, whichever is greater. The awarded vendor is also required to provide a one (1) year warranty for all labor. The awarded vendor shall provide the City with a copy of the Manufacturer's warranty. The awarded vendor will bear all costs of correcting work under warranty and shall perform such work within the timeline as agreed between the City and the selected vendor.

21. Governing Law.

This contract has been executed in the State of Michigan and shall be governed by and construed under the laws of the state of Michigan. In the event of any legal action to enforce or interpret this contract, the sole and exclusive venue shall be a court of the competent jurisdiction in Oakland County, Michigan.

22. Iran Economic Sanction Act.

Public Act 517 of 2012 is commonly known as the "Iran Economic Sanctions Act" (the "Act"). The Act provides that beginning April 1, 2013, an "Iran Linked Business" is not eligible to submit a Proposal on a request for proposal with a "public entity" (Ferndale).

The Act also requires that a person that submits a proposal in response to a City of Ferndale request for proposal shall certify to the public entity that it is not an Iran Linked Business. This requirement applies to all requests for proposals issued by the City and not just to construction projects.

23. Notices.

All notices under this contract shall be deemed adequate and sufficient notice if given in writing and delivered via a) registered or certified mail or b) a nationally recognized overnight air courier. All notices shall be sent to the City of Ferndale DPW, Facilities Department, 521 E. Cambourne, Ferndale, MI 48220.

24. Severability.

If any provision of the contract is held to be invalid or unenforceable for any reason, the remaining provision will continue in full force without being impaired or invalidated in any way.

25. Entire Agreement.

This contract represents the entire understanding between the city of Ferndale and the contractor, and it supersedes all prior representations or agreements, whether written or oral. Neither party has relied on any prior representations in entering this contract.

26. Non-waiver.

No waiver by a party of any default or nonperformance will be deemed a waiver of any subsequent default or nonperformance.

27. Reporting/Documentation.

The contractor shall provide all reasonably necessary reporting and documentation to permit the City to comply with applicable laws.

SECTION IV: SPECIAL CONTRACTUAL TERMS & CONDITIONS

1. Contract Term.

The City of Ferndale is soliciting proposals from qualified companies to establish a contract for HVAC Preventative Maintenance and Repair Services at nine (9) City-owned buildings for period of three (3) years through August 31st, 2028. The City reserves the right to exercise an option to renew for one additional 1-year period through August 31st, 2029. Pricing proposed as part of the solicitation process would remain fixed and in effect for the duration of the agreement. No contract shall be automatically renewed at the end of the contract term.

2. Site Visit.

Contractors are urged and expected to inspect the site where services are to be performed and to satisfy themselves regarding all general and local conditions that may affect the cost of contract performance to the extent that the information is reasonably obtainable. Site visits should be scheduled through the Director of Public Works. In no event, shall failure to inspect the site constitute grounds for a claim after contract award.

3. Availability of Funds.

Contractor acknowledges that the award for services and products under this solicitation is contingent upon the availability of funds. The city of Ferndale may, in its sole discretion, unilaterally rescind, terminate, or modify a resulting contract at any time due to the non-availability of the funds. The City shall provide the contractor with notice of a change in anticipated funding within a reasonable time after Ferndale receives such notice.

4. Expenses.

Contractor's billing rates (hourly and daily rates) shall also include all additional expenses required to perform the services described in this request for proposal document (i.e., travel expenses, meals). Under no circumstances will the contractor be paid, or reimbursed, for any expenses for entertainment, alcohol, or other similar personal expenses, or any other expenses which are illegal.

5. Protection of City of Ferndale Buildings, Equipment, and Vegetation.

The contractor shall use reasonable care to avoid damaging existing buildings, equipment, and vegetation on city of Ferndale property. If the contractor's failure to use reasonable care causes damage to any of this property, the contractor shall replace or repair the damage at no expense to the City. If the contractor fails or refuses to make such repair or replacement, the contractor shall be liable for the cost, which may be deducted from the contract price.

6. Storm Water Permits.

While performing work involving grounds maintenance and the construction/maintenance of any infrastructure, including roads, water mains, sanitary sewers, storm drains, and stormwater best management practices (BMPs), contractors shall minimize pollution from stormwater runoff that can affect water quality related to work activities. Pollutants that could impair water quality may include fuel, grease and oil, nutrients, bacteria and pathogens, litter and debris, and soil erosion and sedimentation. Applicable BMPs shall be implemented by the contractor to the maximum extent practicable to protect water quality and wildlife habitat.

7. Necessary Permits.

The Contractor shall obtain all necessary permits required by laws and regulations, give all required notes, and pay all lawful fees in accordance with requirements for the work.

The Contractor shall deliver to the City certificates of inspection where such are required. Any inspection by the City does not relieve the successful vendor from any responsibility regarding defects or other failures to meet the contract requirements. In most cases, the City will waive fees for inspections performed by City inspectors.

SECTION V: SPECIFICATIONS

1. Overview.

The City of Ferndale is seeking proposals from State-licensed heating and cooling service companies for HVAC Preventative Maintenance and Repair Services at nine (9) City facilities. The HVAC Contractor will provide preventative maintenance and repair services and administer the duties and responsibilities set forth in this Request for Proposals ("RFP") in compliance with all applicable laws, regulations, policies, and procedures. Firms submitting bids must be prepared to immediately enter into a contract for the services and duties set forth in this RFP.

The HVAC contractor shall be employed in the installation, sales, and repair of HVAC equipment similar to the equipment used by the City. Services to be performed include furnishing all labor, materials, tools, equipment, supplies, services, tasks, and incidental and customary work necessary to competently perform HVAC preventative maintenance and repair work at various City facilities.

The work will include the provision of a preventative maintenance and repair program consisting of a variety of tasks including, but not limited to, repair of new installation work, associated with heating systems (boilers, burners, furnaces, pumps, heating coils, steam traps, water strainers, unit, duct heaters, heat exchangers, humidifiers, expansion tanks), cooling systems (air conditioning compressors, evaporative condensers, air cooled condensers, fans, pumps, chillers, cooling coils, related equipment), air handling systems (fans, motors, air grills, plenums, registers, dampers, induction units, mixing boxes, fan coil units, etc.), temperature control systems (thermostats, pressure controls, relays, limits, valve operators, damper motors, humidity controls, contactors, controllers, capacity controls, safety controls, control panels, gauges) and miscellaneous equipment (exhaust fans, manual valves, float valves, direct expansion valves, thermometers, gauges, magnetic starters, manual motor starters, pump and fan motor starter to their respective motor, check-valves, refrigerant piping and piping insulation, refrigerant).

2. Locations.

A current list of City-owned properties, location, and other general information is attached as Exhibit A.

3. Equipment List.

The following equipment list does not specifically identify equipment connected to the primary devices. Still, it is expected that devices necessary to supply heating, cooling, and hot water will be serviced according to manufacturer specifications and shall be included in the maintenance proposal.

a. City Hall & Police Department: 300 E. Nine Mile (Connected Facility)

(1) Lochinvar hot-water boiler (note: all boilers include annual CSD-1)

(3) AHUs.

(3) rooftop condensers.

(4) split units (inside).

(4) split units (outside).

(1) domestic hot-water heater.

(1) ERV unit.

b. Department of Public Works: 521 E. Cambourne

(13) Re-Verber-Ray radiant tube heaters.

(2) furnaces.

(1) combined heating and cooling RTU.

(1) condenser (on ground).

(1) Lochinvar hot-water boiler.

(6) unit heaters (boiler fed).

(1) Reznor gas unit heater.

(2) domestic hot-water heaters.

(5) exhaust fans.

c. The dot Parking Structure: 221 W. Troy St.

(1) Carrier RTU.

(1) Furnace (Goodman).

(1) Condenser (Goodman).

(2) Sanyo split indoor unit.

(2) Sanyo split outdoor unit.

(1) Aaon split indoor unit.

(1) Aaon split outdoor unit.

(1) Carrier furnace.

(3) Supply fans.

(8) Exhaust fans.

(8) Markel electric unit heaters.

d. Fire Station No. 1: 1635 Livernois St.

(1) Lochinvar hot-water boiler.

(2) Bryant furnaces (A/C only).

(2) Reznor gas unit heaters.

(2) Condensers (on roof).

(1) Exhaust fan.

(1) Plymovent system.

e. Fire Station No. 2:

(1) Lochinvar hot-water boiler.

(1) Bryant furnace (A/C only).

(1) condenser (on ground).

(1) Reznor gas unit heater.

(1) Plymovent system.

f. Hilton Rd. Pump Station:

(2) Gas Unit Heaters.

(1) Bard Wall-Pack AC unit.

(2) Exhaust Fans.

g. Historical Museum:

(1) Vintage hot-water boiler.

h. Southwest Storage Yard:

(1) Reznor gas unit heater.

4. Scope of Services.

The Contractor shall maintain Original Design Performance (ODP) condition for all equipment and systems within City facilities as outlined in this document. The Contractor accepts all equipment and systems as-is upon submitting this maintenance proposal.

a. Preventative Maintenance: The Contractor is to provide labor, equipment, material, and supplies to perform HVAC preventative maintenance within City facilities and structures.

At a minimum, preventative maintenance plans should include seasonal start-ups and inspections for heating and cooling systems and two additional mid-season service and inspections (quarterly) depending on the manufacturer's recommendations, unless noted otherwise (see “Frequency” noted in Section VII). Plans must also include, but are not limited to, the following:

i. Testing – for excessive vibration, motor winding resistance, refrigerant charge, water condition, safety controls, combustion and draft, crankcase heaters, control systems, etc.

ii. Inspecting – for worn, failed or doubtful parts, mountings, drive couplings, oil level, rotation, soot, flame composition, pilot and igniter, steam, water, refrigerant leaks, etc.

iii. Cleaning – fan blades, electrical contacts, burners, passages, pilot and igniter, baffles, heat exchanger, etc.

iv. Aligning – belt drives, couplings, air fins, etc.

v. Calibrating – safety controls, temperature, and pressure controls.

vi. Tightening – electrical connections, mounting bolts, clamps, refrigerant fittings, damper sections, etc.

vii. Lubricating – motors, fan and damper bearings, valve stems, damper linkages, etc.

viii. Adjusting – belt tension, fan RPM, water and chemical feed rates, gas pressure, fuel/air ratios, damper, etc.

ix. Condenser coils should be cleaned once annually, and filters should be changed quarterly.

x. HVAC equipment testing and calibration shall be based on the manufacturer's recommended maintenance schedule.

xi. Contractor must provide all readings to the City at each seasonal change on all equipment and provide a log to the Department of Public Works.

xii. Any State required boiler testing (CSD-1) shall be included in pricing.

xiii. Boilers shall have both their fireside and waterside cleaned every other year.

xiv. Flue Gas Analysis – Burners shall be set up to optimum efficiency at least once annually at the beginning of the heating season. A written report of calculated burner efficiency shall be provided to the Department of Public Works.

xv. Thermostats – Calibrate each thermostat AT LEAST once annually.

xvi. The awarded Contractor will be required to turn over a complete list of components, including serial numbers, and belt sizes, to the Facilities Department.

xvii. Contractor shall promptly notify the Building Maintenance Superintendent of any operating condition which is considered unsafe or which may cause damage to the system and/or equipment.

b. Repair Services: The Contractor is also occasionally required to provide labor, equipment, material, and supplies to perform HVAC repair services within the City facilities outlined in this RFP.

i. A 24-hour, 7-day on-call contact number is to be provided to the City for emergencies.

ii. Emergency service reported to the Contractor (by telephone or otherwise) shall be performed within four (4) hours of receipt of notification from the City.

iii. Major breakdowns or shutdowns shall be corrected as soon as possible. A plan for repairing needs to be developed the day the cause of the problem is determined. Every effort shall be made to expedite all major repairs following input received by the City.

iv. All parts, components, or devices for the mechanical systems that are worn or are not in proper operational condition shall be repaired or replaced with new parts, components, or devices of the same manufacture.

v. For those parts of the system that may be U.L. listed, the Service Company will be responsible for replacing U.L. listed components with U.L. listed components to maintain the entire system's U.L. listing. The Service Company shall not make any modifications to an existing system that will violate the U.L. listing as a system.

vi. Contractor shall provide competent consultation, at no additional charge to the City, regarding design changes, equipment selection, site visits, meetings, estimates, and quotes.

vii. The successful proposer will provide labor, supervision, materials, equipment, transportation, service, and the shop facilities necessary to perform high-quality work. Contractor will also be responsible for discarding all used materials.

viii. Contractor shall retain professional personnel who have successfully and competently provided municipal facility HVAC preventative maintenance and repair services on the similar scope and complexity projects.

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

x. All maintenance and repairs shall be provided according to the industry's highest standards, skill, craft, trade practices, and conformance to all applicable laws, codes, and regulations.

xi. The Contractor shall leave work areas free of all dirt, litter, lubricants, or other materials to perform HVAC maintenance.

xii. It is the proposer's responsibility to provide an appropriate level of staffing and provide tools and vehicles necessary to support all facility HVAC maintenance and repair functions for routine and emergency services.

xiii. Proposer shall maintain the appropriate licensure and comply with all other licenses, insurance, and permit requirements of the City, State, and Federal governments and all other legal requirements.

xiv. Hours paid for work under this contract will be only for productive hours.

Time spent for transportation of workers, material acquisition, handling, and delivery, is not chargeable directly but is overhead, and the cost will be included in the hourly rate.

5. Proposer Qualifications.

As a prerequisite to any award and to be considered a qualified service provider under this specification, the Contractor shall meet the following standards:

a. The Contractor shall be appropriately licensed to perform the work described throughout this RFP, including boilers.

b. Proof of a minimum of five (5) years’ experience performing HVAC maintenance and repair services on a comparable scope. The information shall be included on the Contractor Questionnaire, as indicated.

c. The Contractor shall have at least five (5) service accounts similar to this specification with documented continuous service for at least two (2) years.

d. The Contractor shall maintain a local office within a fifty (50) mile radius of the City facilities to be serviced.

e. The local office shall have an adequate inventory of replacement parts and components and the proper tools and test equipment to maintain all systems under contract.

f. The Contractor shall provide a breakdown of their business by the percentage of construction versus service work.

g. The Contractor's preventative maintenance program shall adhere to the manufacturer's recommended maintenance procedures.

h. The Service Company shall have a uniform and detailed method by which preventative maintenance tasks are defined, scheduled, recorded, updated, and processed. The Service Company's preventative maintenance program shall be computer-generated, based on the manufacturer's recommended maintenance procedures and a historical data bank of similar equipment.

Simple computer-based, run time only, or hand-scheduled programs are not acceptable.

6. Scheduling and Access.

Contractor must check in with the Facilities Department before providing services, and all work is to be done during regular business hours except where the City has approved overtime work. After each service call, a service report shall be left with the Facilities Department.

a. Regular Business Hours: Monday through Friday, between the hours of 8:00

A.M. and 5:00 P.M.

b. Evening Hours: Monday through Thursday, after 5:00 P.M. until 8:00 A.M.

c. Weekend Hours: Friday after 5:00 P.M. until 8:00 A.M. Monday.

d. Holiday Hours: New Year's Day, Martin Luther King Jr. Day, Presidents' Day, Memorial Day, Independence Day, Labor Day, Veteran's Day, Thanksgiving Day, Day after Thanksgiving, Christmas Eve, Christmas Day, and New Year's Eve. No other days shall be considered a holiday for compensation purposes.

e. The City must approve overtime work in advance of the work being performed.

f. All work under this contract shall be coordinated with the City Director of Public Works or his/her designated representative. Failure to contact the Department of Public Works may result in the unavailability of access to specific City properties.

g. When performing services at:

i. Police Station: Contractor must check-in with Police Dispatch for access to the interior of the building.

ii. Fire Station No. 1 and No. 2: Contractor must check in with Fire Dispatch at

Fire Station 1 to access both buildings' interior.

iii. Development on Troy: Contractor must check-in at the Reef Parking Office to access the building's interior.

h. When unable to contact any of these administrators, the contractor should contact the Public Works front desk at 248-546-2519 to access the specific areas listed above.

i. City staff will accompany the technician during each visit when possible.

j. It will be the Contractor's responsibility to perform work to not interfere with the regular operation of City business.

k. The City reserves the right to revise its HVAC maintenance and repair services schedule.

i. Note Regarding Future Facility Addition: The City anticipates constructing a 1,200 SF restroom and concession building in Spring 2026. While no equipment specifications are available at this time, the City intends to include the new facility in the scope of this annual skilled trades service contract once the building is complete.

However, the City reserves the right to contract the maintenance and servicing of this facility separately, based on pricing and overall value.

7. Estimates and Pricing.

The Director of Public works, or their designee, must authorize all work.

a. The successful Contractor will provide written "not-to-exceed" estimates on ALL

NON-EMERGENCY WORK OVER $2,500.

b. Estimates will include the estimated number of hours, hourly rate, number, type of employees required, estimated material cost, and completion date. It will be the successful Contractor's responsibility to ensure it has all information to prepare accurate estimates.

c. The City will not bear costs for work to develop estimates.

d. The mark-up on parts and materials may not exceed 10% of the Contractor's cost.

e. Upon authorization, actual work will not exceed the successful Contractor's estimate. Unreasonable estimates will be deemed cause to terminate the contract.

f. Travel time to and from the City for service work, meetings, or any other purpose, shall not be chargeable items by the Contractor; nor shall fuel surcharges or equivalents.

g. The City does not pay for estimate/quotation preparation.

8. Reporting.

The Contractor shall report to the City's representative when on the job:

a. A signed service report shall be submitted to the Department of Public Works after each service call detailing work performed. A service report shall generally include the type of repair (routine, urgent, emergency, or after hours), nature of the problem, parts required and cost, labor, number of hours, hourly rate, and summary of work done. Notifications will be by a method mutually agreed upon (i.e., email, fax, phone).

b. All work must be performed according to all applicable Federal, State, and City statutes, rules, ordinances, zoning, and building codes.

c. All personnel must have the appropriate licenses with endorsements for the work performed. In addition, any personnel driving a vehicle on City property must have a valid driver's license and be covered by insurance required elsewhere in this RFP.

d. The Contractor shall notify the City's Director of Public Works of any deficiencies observed during scheduled work and provide corrective treatment options for addressing them.

e. No additional work shall be performed without the prior written approval of the Director of Public works or his/her designated representative.

9. Conditions and Exclusions.

a. Locations and services may be added to or deleted from the list during the contract term at the City's discretion.

b. All chemicals must be used in strict conformance with the manufacturer's instructions as they appear on the label and are approved by the Environmental Protection Agency (EPA). No chemicals shall be left unattended, and none shall be stored on the premises of any City locations where work is being performed.

Materials Safety Data Sheets (MSDS) shall be supplied to the City's Department of Public Works for all chemicals used under these specifications. All chemicals must comply with the requirements of all Federal, State, and Local ordinances and laws.

SECTION VI: EVALUATION CRITERIA & REQUIREMENTS

1. Evaluation Criteria.

This document is a Request for Proposals; it differs from a Request for Bid/Quotation in that the City is seeking a solution as described herein. As such, with an RFP, the lowest price proposed will not guarantee an award recommendation. Proposals will be evaluated based upon criteria formulated around the services' essential features, and price may not be the determinative factor in issuing a contract or award. The City will review all proposals received and utilize its best judgment to award a contract/purchase order to a qualified proposer. The City of Ferndale reserves the right to select and subsequently recommend for award the proposed services which best meets its required needs, quality levels, and budget constraints.

The City of Ferndale is not required to accept the lowest proposal in all or part. The proposal award will be evaluated based upon criteria formulated around the most important features of the services. Qualifications, experience, comparable projects, methodology, turnaround time or capacity, may be overriding factors. The proposal evaluation criteria should be viewed as standards that measure how well a Contractor's approach meets the City's desired requirements and needs.

The City of Ferndale may award a proposal(s) to the most responsive and responsible Contractor(s) that best meets the following criteria:

a. Compliance to RFP: Proposals shall comply with proposal submission instructions (e.g., proper forms submitted, number of copies) and compliance with instructions set forth within this RFP (followed formats, provided all info).

b. Experience/Qualifications: Proposals shall be limited to individuals, partnerships, and corporations actively engaged in the field of HVAC. Proposers shall demonstrate competence, experience, and financial capability to carry out the terms of the contract.

c. Capacity: Proposals shall identify all available resources within the company and equipment available. Proposers should identify all available resources within the company and provide the number of full-time and part-time employees.

d. Service:…