RFP-RH-23-051 HVAC PM.pdf

REQUEST FOR PROPOSALS FOR

HVAC PREVENTATIVE MAINTENANCE SERVICES

CITY OF ROCHESTER HILLS

RFP-RH-23-051

Dated: September 21, 2023. The City of Rochester Hills is soliciting proposals for a preventive maintenance agreement for eight (8) City buildings from professional heating and cooling service companies employed in the field of sales, maintenance and repair of heating, ventilation and air conditioning (HVAC) equipment similar to that equipment used by the City. The agreement will for a period of two (2) years; the City reserves the right to exercise an option to renew for one additional 1-year period. The agreement is NOT a full service maintenance agreement.

Due to the COVID-19 pandemic, some City processes have been affected and as such, are requiring adjustment to the normal processes. It is important that you read all the information to ensure you submit your proposal response to the City in the correct manner. Please ensure all documents are signed. If you are interested in providing a proposal, please read the document in its entirety and submit the requested information and proper forms and upload to the MITN website. Electronic submission ONLY will be accepted. Hardcopy, emailed, faxed and late submittals will not be accepted.

Sealed proposals for HVAC Preventative Maintenance services will be received by the City of

Rochester Hills Purchasing Division, 1000 Rochester Hills Drive, Rochester Hills, MI 48309 via electronic submission ONLY through the MITN/BidNet (www.mitn.info) website until exactly

3:00 P.M. Local Time, October 24, 2023. The City will subsequently at 3:30 P.M. read the names and addresses received publicly via a Zoom Teleconference.

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 building during this time and it is possible that City buildings may not be open to the public at the time of the opening.

When: Oct 24, 2023 03:00 PM Eastern Time (US and Canada)

Topic: RFP-RH-23-051 HVAC Preventative Maintenance & Repair (City Hall, DPS, FSs, OCSO)

Please click the link below to join the webinar: https://us02web.zoom.us/j/88198801495

Or One tap mobile: +19292056099,,88198801495# US; +13017158592,,88198801495# US

Or Telephone: +1 929 205 6099 US; +1 301 715 8592 US; +1 305 224 1968 US; +1 309 205

3325 US; +1 312 626 6799 US; +1 646 931 3860 US; +1 689 278 1000 US; +1 719 359 4580

US; +1 253 205 0468 US; +1 386 347 5053 US; +1 507 473 4847 US; +1 564 217 2000 US;

+1 669 444 9171 US ; +1 669 900 6833 US

Webinar ID: 881 9880 1495 http://www.mitn.info/

Pre-Proposal Site Visit.

There is a Pre-Proposal walk-thru schedule to begin at 10:00 am on Wednesday, October 11, 2023 beginning at the City Hall Purchasing Counter (lower level to the right) in order to become familiar with the equipment and premises specified, provide a forum for questions/answers and the work to be performed according to the contract and specifications. The deadline for questions must be submitted by 11:30 a.m. on Thursday, October 12, 2023. Inquiries received after the date and time above will not be considered. Attendance at the walk-through is not mandatory in order to submit a proposal; but this will be the only time potential vendors will be able to view the equipment.

The City of Rochester Hills officially distributes 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 www.mitn.info to link to the MITN website. Once an award is made, a notice will be posted on the MITN website. Any deviation from the specifications must be noted on the proposal.

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.

Please note if you are submitting proposal through the MITN website, the City of Rochester Hills is capable of accepting documents in .docx, .pdf, .jpg, .tif or rtf formats. Due to security risks associated with some file formats, the following file types are not able to be opened by the City:

DOC, DOCM, DOT, XLS, XLSM, XLSB, XLT, PPT, PPTM, RTF. All of these formats can contain malicious code. The City is also not able to open ZIP files at this time. Alternatively, you could convert these files to PDF.

The City’s acceptance of a proposal/bid and approval of the award of a contract shall not constitute a formed contract, and the acceptance of a proposal/bid 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.

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

Overview.

The City is of Rochester Hills (hereinafter referred to as the “City”) is requesting proposals from professional heating and cooling service companies employed in the field of sales, maintenance and repair of heating, ventilation and air conditioning (HVAC) equipment similar to that equipment used by the City. The agreement will for a period of two (2) years; the City reserves the right to exercise an option to renew for one additional 1-year period. The City of Rochester

Hills has provided specifications and requirements, which will assist in the procurement of the highest quality services possible to meet the requirements and needs of the City. The agreement is NOT a full service maintenance agreement.

It is the intent of these specifications to cover the furnishing and delivery to the City of Rochester

Hills the sales, maintenance and repair of heating, ventilation and air conditioning (HVAC) equipment used by the City at eight (8) City buildings. 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 evaluated based on the best interest of the City.

Background.

The City of Rochester Hills is a residential community in Oakland County, Michigan, with a population exceeding 70,000. The community includes important research, manufacturing and service employers, as well as, education and cultural institutions. It enjoys an excellent reputation in southeast Michigan for its proactive government and community planning, including ample provision for public parks and open space.

The City of Rochester Hills is organized as a strong Mayor form of government with legislative power vested in a City Council. The majority of employees are located at the Rochester Hills City

Offices, 1000 Rochester Hills Drive, Rochester Hills, Michigan. Others are located at sites throughout the City, including but not limited to, Department of Public Service Garage, Central

Fire Station, Van Hoosen Museum and various park locations. General information regarding the

City of Rochester Hills is available at www.rochesterhills.org.

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. As such, the lowest price proposed will not guarantee an award recommendation.

Competitive sealed proposals will be evaluated based upon criteria formulated around the most important features of the equipment/service, of which qualifications, experience, capacity and methodology may be overriding factors, and price may not be the determinative factor in the issuance of a contract or award. The proposal evaluation criteria should be viewed as standards that measure how well a vendor’s approach meets the desired requirements and needs of the City.

The criteria that will be used and considered in evaluation for award are set forth in this document.

The City will thoroughly review all proposals received. The City will utilize its best judgment when determining whether to schedule meetings with shortlisted proposers, after receipt of all proposals. A contract will be awarded to a qualified vendor submitting the best proposal.

http://www.rochesterhills.org/

The City of Rochester Hills reserves the right to select, and subsequently recommend for award, the proposed equipment/services which best meets its required needs, quality levels and budget constraints.

Definitions.

1. Owner or City shall refer to the City of Rochester Hills.

2. Service Company, Vendor or Bidder shall refer to the company providing a bid, proposal or quote for the work outlined in the specifications.

Scope of Work.

The City of Rochester Hills is soliciting proposals for a preventive maintenance agreement for eight (8) City buildings from professional heating and cooling service companies employed in the field of sales, maintenance and repair of heating, ventilation and air conditioning (HVAC) equipment similar to that equipment used by the City.

The agreement will for a period of two (2) years; the City reserves the right to exercise an option to renew for one additional 1-year period. The agreement is NOT a full service maintenance agreement.

The eight (8) City owned buildings that the Service Company will be responsible for are:

City Hall

1000 Rochester Hills Drive

Rochester Hills MI 48309

Department of Public Services

Garage (DPS Garage)

511 East Auburn

Rochester Hills MI 48307

Fire Station #1

1111 Horizon Court

Fire Station #2

Fire Station #3

Fire Station #4

Fire Station #5

Oakland County Sheriff’s Office

Substation (OCSO Substation)

750 Barclay Circle

Rochester Hills MI 48307

The Service Company shall be responsible for maintaining ORIGINAL DESIGN PERFORMANCE

(ODP) condition for all equipment and systems covered under this specification. The Service Company accepts all equipment and systems AS IS upon submitting this maintenance proposal.

Contract for HVAC Maintenance will be awarded to include:

Service Company shall provide a semi-annual cost and annual total for semi-annual preventive maintenance for each individual building.

Semi-annual inspection services will be conducted on all mechanical equipment to ensure proper operation, calibration, to make adjustments to keep all mechanical equipment in proper calibration and operation.

Service Company will report to City’s Authorized Representative, or his designee, problems or questions that need attention.

Service Company to provide time and material (T & M) cost estimates for repairs.

HVAC equipment testing & calibration shall be based on manufacturer’s recommended maintenance schedule.

Automatic Temperature Control Maintenance and Repair.

All HVAC equipment, appurtenant devices and systems that are related to the HVAC Systems and

Boilers are the equipment to be maintained. A current list of equipment is located at the end of the

RFP in Attachment A.

The awarded contractor will be required to turn over to the City a complete list of components, including serial numbers and to include belt sizes.

The equipment not to be maintained under this contract are such items as foundations, structural supports, domestic water lines, drains plumbing, gas lines, digital controls or components of the energy management system, unit cabinets, cooling tower structure, piping, electrical services (power) etc.

Parts and Component Replacements.

The Service Company will repair and/or replace worn parts or complete components with new parts.

Reconditioned components may be used only when delivery time of new components is extensive and it is mandatory to get a piece of equipment in operation. Replacement under this proposal shall include any device covered in the specifications. Approval by the Owner is required prior to replacement with reconditioned parts.

For those parts of the system that may be U.L. listed, the Service Company will be responsible for the replacing U.L. listed components with U.L. listed components so as 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.

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

When equipment or parts are replaced in their entirety and a newer design of this device is available and is functionally equivalent and compatible, the device of the newer design shall be used as the replacement.

The Service Company shall not be made responsible for repairs or replacements necessitated by reason of neglect or misuse of the equipment by other than the Service Company, or by reason of any other cause beyond the control of the Service Company, except ordinary wear and tear.

Equipment Included.

The preventive maintenance and the responsibility of the Service Company shall not be limited to these major pieces of equipment, but shall also include all appurtenant devices and systems related to heating, ventilation and air conditioning.

The mechanical maintenance includes all supervision, labor, equipment, parts, materials, services and expertise necessary to perform preventive maintenance and make the repairs and, in addition, the necessary replacement of any units.

a. Heating System – Boilers, burners, furnaces, pumps, heating coils, steam traps, water strainers, unit, duct heaters, heat exchangers, humidifiers, expansion tanks, etc.

b. Cooling System – Air conditioning compressors, evaporative condensers, air cooled condensers, cooling towers, cooling tower fans, pumps, water chillers, cooling coils, ice pit, related equipment, etc.

c. Air Handling System – Fans, motors, air grills, plenums, registers, dampers, induction units, mixing boxes, fan coil units, etc.

d. Temperature Control System – Thermostats, pressure controls, relays, limits, valve operators, damper motors, humidity controls, step switches, time clocks, contactors, controllers, capacity controls, safety controls, recorders, control panels, gauges, air compressors.

e. 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.

f. Maintenance services, including repair labor and parts replacement, for portions of the systems and equipment that are non-maintainable or nonmoving are not required or included as part of this specification.

g. The Service Company shall provide a report of any work that is outside the scope of this specification that is in need of attention and that may include such equipment as outlined above.

Equipment Not Included.

1. Excluded items shall be considered as: foundations, structural supports, fan ductwork, domestic water lines, energy management system digital controls, drains, hydronic and domestic piping, etc.

2. Supplies, accessories or any items defined as replaceable by the City, such as: printer ribbons, paper, lights, etc.

3. Unless otherwise specified, erosion, corrosion, acid cleaning and damage due to freezing weather shall be excluded.

Services Included.

The general services listed below shall apply to the systems and equipment used by the City. This preventative maintenance work shall be provided no less than two (2) times per year, including start-up and shutdown.

1. Service Company to provide 24-hour notice to the Owner prior to performing scheduled preventive maintenance.

2. Service Company shall be responsible for scheduling the preventive maintenance and task functions to be performed on each scheduled call per calendar periods and operating produc as pertinent to each task. Master records shall be maintained and made available to the

Owner upon request.

3. As work is scheduled under Item #1, the Service Company shall issue, to the mechanic on the job, the necessary and appropriate manufacturer’s recommended maintenance procedures and a listing of any special lubricants, tools, etc., that are required for proper maintenance of the apparatus concerned.

4. As work is performed, it shall be checked off on the service sheets and then kept on file by the Service Company and a copy shall be left with the Owner. The Owner reserves the right to have access to the Service Company’s file within forty-eight (48) hours of notification to the Service Company. These files must be kept for the life of the contract.

This and all other work is to be performed in a professional manner by properly trained personnel. All maintenance shall include parts, labor and materials. Preventive maintenance calls shall include checking the performance of all components and testing, adjusting, calibrating and cleaning of all system components.

5. The Service Company shall perform all unscheduled or emergency work as requested by the Owner’s agent to maintain the HVAC equipment in ODP. Hours paid for all unscheduled or emergency 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 are overhead and the cost will be included in the hourly rate.

The City will accept no proposal with a minimum charge stipulation. The cost for repair will be in hourly rates.

6. The Service Company shall report to the Owner when on the job.

a. After each service call, a service report shall be left with the Owner, detailing work accomplished.

b. Two of the scheduled service calls shall include the system start-up and the system shutdown for the appropriate season.

Special Inclusions.

This preventive maintenance contract shall begin once a contract is executed by both parties and continue for a period of two (2) years; the City reserves the right to exercise an option to renew for one additional 1-year period.

The City of Rochester Hills may terminate this contract at any time by giving thirty (30) days written notice. Should cancellation occur, a refund of the sum paid by the City of Rochester Hills will be prorated on the basis of unused portion of the contract period paid for, if applicable. No service charge, handling fees or other penalties for cancellation will be assessed.

Both parties must agree that this agreement is not transferable or assignable. Direct employees of the

Service Company shall perform all work. To ensure accountability, no subcontractors will be allowed without express written approval by the City.

Required Additional Services.

Boilers:

At a minimum, the boilers shall have both their fireside and waterside cleaned in the second and fourth years of contract.

Any State required boiler testing, if applicable, is to be included in the Preventive

Maintenance Agreement at any of the eight (8) City owned buildings including in this contract.

Boiler Water Treatment - Proposers shall include pricing for the boiler water treatment twice a year during the heating season to include:

o Provide all chemicals needed to properly treat the boiler water (includes any shipping costs) o After each service, provide service report including water analysis and any recommendation to assure proper treatment

Flue Gas Analysis:

Burners shall be set-up to optimum efficiency at least once annually in the beginning of the heating season. Provide a written report indicating calculated burner efficiency to include excess air and theoretical CO2.

Control Valves: Annual Inspection:

Inspect and verify operation of control valves on an annual basis. Operation is to be verified by disconnecting from pneumatic system and using squeeze bulb pressure gauge to stroke valve and verify operating spring range. Any leaking shall be repaired.

Thermostats:

Calibrate each thermostat AT LEAST once annually.

Response Time.

Contractor must, prior to any work, contact the City’s Authorized Representative, or his designee.

Failure to contact the City’s Authorized Representative, or his designee, may result in the unavailability of access to City properties. City properties will remain operative during the work, in the event of an emergency the contractor may have to cease all work until directed by the Authorized Representative, or his designee, to continue with the work.

All planned maintenance service under this agreement will be performed during the Owner’s normal business hours defined as 7:00 a.m. to 5:00 p.m. Monday through Friday.

Every activity performed under this proposal is designed to minimize the incidence of unscheduled or emergency situations; however, back-up service shall be provided as often as needed 24-hours a day, weekends and legal holidays included, minimizing downtime and inconvenience.

1. Unscheduled service work reported to the Service Company (by telephone or otherwise) shall be performed within four (4) hours of receipt of notification from the Owner.

2. Emergency service work reported to the Service Company (by telephone or otherwise), outside of the Owner’s normal business hours, shall be performed within four (4) hours of receipt of notification. The Service Company may charge the Owner that portion of overtime labor cost above the normal hourly rate.

3. Hours paid under this contract for items 1 and 2 above will be only for productive hours.

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

The City will accept no proposal with a minimum charge stipulation. The cost for repair will be in hourly rates.

If, for some unknown reason or reasons, equipment must be shut down for an extended period of time, the Owner shall be notified immediately of the delay and the measures being taken to put the equipment back in service. If, in the Owner’s opinion, the repair, replacement or maintenance of equipment will cause undue inconvenience to the occupants, or services of the building, the Service Company will perform the repair, replacement or maintenance work outside of normal business hours, or on weekends, as instructed by the Owner’s agent. The Service Company may charge the Owner that portion of overtime labor costs above the normal hourly rate.

Due to the critical nature of off-hour calls, the Service Company must provide their PROCEDURE

FOR HANDLING NIGHT AND WEEKEND CALLS with their proposal. Failure to submit with the proposal shall result in rejection of the proposal.

A minimum of one (1) or more local HVAC Mechanics employed by the Service Company shall be available to this project twenty-four (24) hours per day, 7-days per week.

The Service Company shall provide the Owner with two (2) local area phone numbers answered by a person, or persons, under direct employment of the Service Company.

Qualified and trained service personnel that are directly employed by the Service Company shall perform services that are to be provided. Under no condition shall the Service Company subcontract any work specified herein without expressed approval by the Owner.

The Service Company shall be available, at no additional charge to the Owner, for consultation regarding design changes or equipment selection based on past experiences with similar systems.

Upon completion of any work, the work areas shall be cleaned of all refuse caused by work performed under this contract. The Service Company shall not allow waste material, or rubbish, caused by their employees to accumulate in or about the premises, but shall have it promptly removed.

Reporting: The Contractor shall report to the City’s Authorized Representative, or his designee, when on the job. After each service call, a service report shall be left with the City, detailing work performed.

A service report shall generally include: 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.

Estimates.

The City’s Authorized Representative, or his designee, will authorize all non-emergency work. The successful proposer will provide written “not-to-exceed” estimates on all non-emergency work.

The estimate will include the estimated number of hours, hourly rate, number and type of employees required, estimated material cost and completion date. It will be the successful proposer’s responsibility to ensure they have all information to prepare accurate estimates. The City will not bear costs for work to develop estimates.

Work will only be performed with the City’s authorization within the time period agreed upon between the City and the selected proposer. Upon authorization, actual work will not exceed the estimate.

The City reserves the right to solicit quotes for any estimate that exceed twenty-five percent (25%) of the annual contract amount.

Unreasonable estimates will be deemed cause to terminate this contract.

Warranty.

The successful proposer will provide the City with a minimum of one (1) year parts warranty, or the manufacturer’s warranty, whichever is greater, and a minimum of one (1) year warranty on all labor.

Contractor shall warrant that all services and repair work performed under this contract shall be free from defects in workmanship and all manufactured equipment supplied hereunder shall, at the time of installation to be free from defects in material and workmanship.

Correction of Work.

The successful proposer 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. The successful proposer will bear all costs of correcting such rejected work and perform such work within the timeline as agreed between the City and the selected proposer.

Safety Data Sheets.

The City of Rochester Hills requires a Safety Data Sheet (SDS), where applicable, in compliance with the MIOSHA “Right to Know” Law. A MSDS sheet is required for each chemical used under these specifications. Please include a copy of any relevant SDS at the time of quotation submission.

Invoices and Payment Terms:

All invoices, packing lists and correspondence associated with a purchase should reference the purchase order number.

Invoices for services shall include the following:

Purchase order number

Individual site location

Date of service

Description of services performed must be identified o Inspection o Maintenance o Repair o Any combination of the above

Invoices shall be submitted to the City of Rochester Hills Accounts Payable Division preferably by email at accountspayable@rochesterhills.org or by mail to 1000 Rochester Hills Drive, Rochester Hills, MI 48309. Payments will be mailed within thirty (30) days of the receipt and acceptance of merchandise or services rendered and properly completed invoice. Partial payments are not authorized on individual written purchase orders issued for this procurement. Advanced payments will not be authorized.

Payment will be made after the merchandise and/or services have been:

Received or completed in full

Inspected and found to comply with all specifications and be free of damage or defect

Properly invoiced.

Checks will only be made payable to the company name as shown on the purchase order; the invoice must reflect this same company name as the “pay to.”

All payments will be mailed; Contractors cannot pick-up checks for services rendered.

The Contractor will charge the City time and materials for the work performed unless otherwise instructed by the City. The Contractor shall maintain their proposed hourly rates for all labor costs, for a period of not less than two (2) years.

The Contractor shall identify the material mark-up or discount percentage, which shall remain constant throughout the length of the agreement.

The Contractor shall be available, at no additional charge to the City, for consultation regarding design changes, equipment selection, site visits, meetings, estimates and/or quotes. Man hours are only for productive hours. The City will accept no quotation with a minimum charge stipulation. The cost for repair will be in hourly rates. The City does not pay for quotation preparation.

mailto:accountspayable@rochesterhills.org

Addenda.

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

Option to Renew.

The successful proposer will be awarded a one (1) year contract. This contract may be extended for an additional two one-year periods, provided all terms and conditions remain in full force and effect No contract shall be automatically renewed at the end of any contract term.

Assignment of Agreement and Other Contractors.

The proposer shall not subcontract any or all portions of the work unless the City grants prior written approval. Any subcontractor, as approved, shall be bound by the terms and conditions of this contract.

The agreement shall be binding on the parties and their heirs, successors and assigns. Neither party may assign, transfer or subcontract its interest, in whole or in part, without first obtaining the written prior approval of the City of Rochester Hills before any consent to assign is given, the successful bidder and its assignee shall bring current all moneys owing to the City. No consent shall be given by the City unless the assignee agrees to be liable for any payment outstanding on this agreement at time of assignment.

The Contractor/Vendor shall not assign the 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 Contractor shall coordinate his work with theirs. If any part of the Contractors work depends on the proper execution of any other contractor, the

Contractor shall inspect and promptly report to the City any defects in such work that renders it unsuitable for such proper execution. Failure to inspect and report shall constitute an acceptance of the other contractor’s work.

Materials.

All workmanship shall conform to the best current practice at the respective trades; and all equipment, materials and articles incorporated in the Work under the Agreement shall be new and of the best grade of their kind for their purpose. The Contractor shall, if required, furnish evidence as to the kind and quality of the materials, equipment and/or articles used. All parts removed for replacement become the property of the City and shall remain at City facilities, unless otherwise directed by the City’s

Authorized Representative, or his designee. All stocked supplies, parts or components remain the property of the successful proposer until such supplies, parts and repair components are used or installed in or on the City’s premises or equipment. The City shall have the right to order the Work wholly or partially stopped until the objectionable work, materials, equipment and/or articles are removed, or to declare the Agreement forfeited for non-performance or not being executed according to the intent or meaning of the Specifications or other documents used in conjunction with this Work.

Use of City Premises.

The Contractor shall confine his equipment, apparatus, the storage of materials, and operations of his employees to the limit indicated by law, ordinances, permits, or directions of the City and shall not unnecessarily encumber the premises with his materials or equipment. Contractor shall store his materials, supplies, and equipment in a neat and orderly manner so as not to unduly interfere with the progress of his Work, the Work of other Contractors, or the operation of City business. Contractor shall remove all rubbish and debris from City property and legally dispose of it.

Damages.

The Contractor shall take all necessary measures to prevent damage to other areas of the building, grounds, and utilities adjacent to his Work. The Contractor shall be responsible for damage to the City’s premises that may be caused by his work. Should damage occur as a result of the Contractor’s Work, the Contractor is responsible for the repair and/or replacement of the damaged area at their own expense. Otherwise, the City shall repair and/or replace the damaged area and charge the Contractor or deduct the amount from the Contractor’s payment.

Workmanship, Permits and Inspections.

All work under the resulting contract will be performed in a skillful and workmanlike manner. The

City may, in writing, require the successful proposer to remove any employee from work that is not performing to the satisfaction of the City. 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 his particular work and the locality in which the project is being done. The Contractor shall deliver to the City certificates of inspection where such are required. Any inspection by the City does not relieve the successful proposer from any responsibility regarding defects or other failures to meet the contract requirements.

Regulations and Safety Guidelines.

All contractors and subcontractors performing services for the City are required and will comply with all Occupational Safety and Health Administration (OSHA), State and City Safety and Occupational

Health Standards and any other applicable rules and regulations. Also, all contractors and subcontractors will be held responsible for the safety of their employees and any unsafe acts or conditions that may cause injury or damage to any persons or property within and around the work site area under this contract.

All Contractors and subcontractors shall perform all work in accordance with applicable local, State, and Federal laws, rules, regulations, zoning and building codes, as well as M.I.O.S.H.A. guidelines in effect at the time of the project. The Contractor shall provide for the protection of the public, City employees, and the Contractor’s own workers from work related hazards. Contractor shall also provide notification to the City’s Authorized Representative, or his designee, and personnel directly affected by the work of any potentially dangerous situations. In the event of an emergency affecting the safety of persons or property, the Contractor shall act immediately to prevent threatened loss or damage. The

Contractor shall immediately stop any activity or operation affecting safety until the situation(s) is corrected.

Contractor Performance Language.

Contractor should make customer satisfaction a priority in providing services under this Contract.

Contractor’s employees should be trained to the customer service oriented, and to positively and politely interact with citizens when performing contract services. Contractor’s employees should be clean, courteous, efficient and neat in appearance at all times and committee to offering the highest degree of service to the public. If, in the City’s determination, the Contractor is not interacting in a positive and polite manner with citizens, the Contractor shall take all remedial steps to conform to the standards set forth by this Contract and is subject to termination for breach of contract.

Non-Discrimination.

Contracts for work under this proposal will obligate the firm or firms to not discriminate against any employee or applicant for employment with respect to hire, tenure, terms, conditions or privileges of employment on a matter directly or indirectly related to employment, because of race, color, religion, national origin, age, sex, height, weight or marital status pursuant to the Elliot Larsen Civil Rights Act, 1976, P.A. 453. The contractor and the City shall also comply with the provisions of the Michigan

Handicappers Civil Rights Act, 1976, P.A. 220 and the Federal Rehabilitation Act of 1973, P.A. 93

112, 87 Stat. 394, which require that no employee or client or otherwise qualified firm participation in, be denied the benefits of or be subjected to discrimination under any program or activity receiving

Federal Assistance. No person shall, on the grounds of race, creed, color, sex, age, national origin, height, weight, handicap or marital status be excluded from participation in, be denied the proceeds of or be subject to discrimination in the performance of this contract. The contractor shall comply with all applicable regulations promulgated pursuant to the Civil Rights Act of 1964, as amended.

Fiscal Non-Appropriation Clause.

In the event sufficient budgeted funds are not available for a new fiscal period, the City shall notify the vendor of such occurrence and the contract shall terminate on the last day of the current fiscal period without penalty or expense to the City.

Bankruptcy or Insolvency.

In the event bankruptcy proceedings are commenced by or against the awarded Vendor 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 of creditors of either party, the 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 Vendor responsible for damages.

Prior Award.

Information related to the prior award can be located at www.mitn.info under solicitation number

RFP-RH-20-036 with a closing date of August 20, 2020 and is not identical in all respects.

Silence of Specifications.

The apparent silence of these specifications and any supplemental specifications as to any detail or the omission from the specifications of a detailed description concerning any point shall be regarded as meaning that only the best commercial practices are to prevail and that only materials of the highest quality and correct type, size and design are to be used. All interpretations of these specifications shall be made on the basis of this statement.

Termination of Contract.

The City of Rochester Hills reserves the right to terminate the contract without penalty upon thirty (30) days written notice due to poor performance or for reasons deemed to be in its best interest. The City’s

Authorized Representative will be solely responsible for determining acceptable performance levels.

His/her decision will be deemed in the City of Rochester Hills’ best interest and will be final. The City of Rochester Hills 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. No service charge, handling fees or other penalties for cancellation will be assessed.

General Specifications.

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

2. The Contractor selected shall be required to execute an agreement for services. The contract shall begin as soon as possible and continue for a period of two (2) years; the City reserves the right to exercise an option to renew for one additional 1-year period.

3. Both parties must agree that this agreement is not transferable or assignable. Qualified and trained service personnel that are directly employed by the Contractor shall perform all work.

To ensure accountability, no subcontractors will be allowed without prior written approval from the City.

4. It is agreed that the City’s Authorized Representative, or his designee, will provide general access to all devices, which are to be serviced. The Contractor shall arrange with and shall be directed by the City when electrical power must be shut down to effect repairs or installation of new devices. The City will take responsibility where such access is denied.

5. Contractor will be responsible for carefully examining the proposed work sites and to judge for themselves the nature of the work to be done. Proper equipment and care shall be used to prevent unnecessary damage to areas around the work to be performed.

6. The Contractor shall not allow waste material, or rubbish, caused by their employees to accumulate in or about the premises, but shall have it promptly removed, as requested by the

City. Upon completion of any work, the work areas shall be cleaned of all refuse caused by work performed under this contract.

7. Buildings or services may be added to or deleted from the list during the contract term at the discretion of the City. If the City requires additions and/or changes, the City will negotiate the cost of such changes with the Contractor. No additional work shall be done without prior written approval by the City’s Authorized Representative, or his designee. If such negotiations fail, the

City may delete the subject facility from the contract and issue a separate quotation for the facility.

8. No proposal will be allowed to be withdrawn after it has been deposited with the City of

Rochester Hills, except as provided by law. All proposers are held to prices proposed for 90 days or award, whichever comes first, except the successful proposer whose prices shall remain firm through contract expiration.

9. Awarded Contractor who is performing work of any kind on any property owned or managed by the City of Rochester Hills will be required to wear an ID Badge that identifies them as a guest contractor for the City and report to City Hall prior to any work to receive the ID badges for those employees working on City property. Badges should be visible at all times while on City property and returned to the Building Department counter or other prior arrangement after final service for the project/season.

10. Awarded contractor will also be required to attend an on-boarding meeting at the beginning of the contract to review the City’s goals, procedures and policies of the contract.

11. Awarded Contractors working at the OCSO will be subject to background checks in accordance with OCSO’s policies and procedures.

Proposer Qualifications.

The following requirements shall be considered as the minimum standards for a Service Company to be considered as qualified to provide services under this contract, and shall be a prerequisite to any award. The information shall be included on the PROPOSAL FORM as indicated.

1. The Contractor shall be properly licensed to perform the work described in these specifications, including boilers.

2. A period of five (5) years experience in the performance as a heating and air conditioning contractor shall be considered a minimum.

3. The Contractor shall maintain a local office that is within a fifty (50) mile radius of the

City facilities to be serviced under this specification. The local office shall have an adequate inventory of replacement parts and components, as well as the proper tools and test equipment to maintain all systems under contract.

4. The Contractor shall provide, with their proposal, a breakdown of their business by percentage of construction versus service work.

5. The Contractor’s preventative maintenance program shall be based on the manufacturer’s recommended maintenance procedures.

6. 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 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.

The Service Company’s service mechanics must use and provide to the Owner for approval upon completion on each service call, copies of the computer generated sheets defining the tasks performed on each piece of equipment.

7. The Contractor shall provide with their proposal, the licenses and resumes of all personnel to be associated with this contract. Minimum qualifications for these employees shall be as follows:

HVAC Mechanic:

Minimum of three (3) years as a licensed Journeyman.

License shall be for Unlimited Mechanical, with or without fire suppression.

A current copy of the license shall be submitted to the City each year of the contract.

Boilers:

Must hold a State of Michigan Mechanical Contractors Unlimited Heating Service

License.

A current copy of the license shall be submitted to the City each year of the contract.

Selection Criteria.

Proposals will be evaluated and scored. The City of Rochester Hills reserves the right to reject any and all proposals, to make an award based directly on the proposals or to negotiate further with one or more companies. The proposer selected for the award will be chosen on the basis of the apparent greatest benefit to the City, including, but not limited to the following:

1. Experience/Qualifications:

Proposing on this contract shall be limited to individuals, partnerships and corporations actively engaged in the heating/air conditioning services field. Proposers shall demonstrate competence, experience and financial capability to carry out the terms of this contract. The City will require proof of these qualifications. Proposer shall provide information to the City demonstrating the

Proposer’s ability to satisfy the requirements set forth in the specifications. The Proposer shall include any and all information pertinent to aiding the City in determining the abilities of the

Proposer.

2. Capacity:

The Service Company should clearly identify its capability to perform the work as outlined in the specifications. The Service Company should clearly identify all disciplines available within the company and those areas that would be subcontracted. The Service Company should include their areas of expertise, including their familiarity with computerized and electronic control systems. Proposers should clearly identify all available resources within the company and those that are proposed be subcontracted to others. Provide number of full-time/part-time employees and availability to provide on-call services.

3. Comparable Work:

Provide a list of comparable projects that have been successfully completed by your firm.

Include municipal related work as well as private sector references.

4. Methodology:

The Service Company should identify its approach to maintaining operating efficiency of

HVAC equipment under their control.

5. Cost:

Cost Proposals per Proposal Form to include hourly rates as well as yearly preventive maintenance lump sum cost.

General Conditions.

1. All correspondence or inquiries from interested firms regarding this proposal shall be directed in writing to the attention of Keri J. Bright, CPPB, Procurement Analyst, City of Rochester

Hills, Purchasing Division, 1000 Rochester Hills Drive, Rochester Hills, MI 48309; telephone

248.841.2538; brightk@rochesterhills.org. Only the person designed above is authorized to seek additional information from prospective firms regarding their proposal. Correspondence or inquiries made directly to firms regarding their proposals from other persons are to be directed to the employee designated above for appropriate review and response.

2. No proposal will 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 of Rochester Hills.

3. All costs incurred in the preparation and presentation of this proposal, in any way whatsoever, shall be wholly absorbed by the prospective firm. All supporting documentation shall become the property of the City of Rochester Hills unless requested otherwise at the time of submission.

Michigan Freedom of Information Act (FOIA) requires that 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.

mailto:brightk@rochesterhills.org

4. The City of Rochester Hills 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 shall deem to be most favorable to the interest of the City of Rochester Hills.

5. The City of Rochester reserves the right to hold the proposal for up to ninety (90) days before action thereon. In awarding a contract, the City has the right to consider all elements entering into the question of determining the responsibility of the proposer.

Any proposal which is incomplete, conditional, obscure or which contains additions not called for, or irregularities of any kind, may be cause for rejection of proposal.

6. Any deviation from the scope of work must be noted in the proposal.

7. The successful proposer must furnish documentation complying with State of Michigan and

Federal laws relating to discrimination under Equal Employment Opportunity (EEO).

8. The City of Rochester Hills is exempt from all sales, excise and transportation taxes. Any unit prices shall be exclusive of all such taxes and will be so construed.

9. The selected proposer shall comply with all Federal, State and local laws, ordinances, policies and regulations required for this project.

10. Faxed proposals will not…