RFP-RH-24-037 Full Treatment Pest Control Svs.pdf

CITY OF ROCHESTER HILLS

REQUEST FOR PROPOSALS

FULL TREATMENT PEST CONTROL SERVICES

RFP-RH-24-037

Dated: July 30, 2024. The City of Rochester Hills is soliciting proposals from qualified companies to establish a contract for Full Treatment Pest Control Services at various City owned buildings for a one (1) year period. The City reserves the right to exercise an option to renew for two additional one (1) year periods.

The Contractor shall provide all necessary equipment, materials, supplies, necessary insurance, supervision and competent, suitable and qualified personnel to inspect, identify and treat for the elimination of infestations and presence of various pests, insects, and vermin, which includes but are not limited to the following: ants, bees, centipedes, flies, food infecting insects, gnats, sow bugs, pill bugs, fleas, mice, rats, roaches, silverfish, spiders, box elder bugs, sting insects and insect species common to the region. The Contractor shall provide full treatment pest control services for all areas and buildings, both interior and exterior, as specified herein, including all rooms, offices, closets, lounges, toilets, kitchens, locker rooms, hallways, stairwells, basements, attics, plus any other building portion or part not specifically described herein on a monthly basis.

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 Pest Control Services as specified in this solicitation 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 (www.mitn.info) website until exactly 3:00 P.M.

Local Time, Tuesday, August 20, 2024. 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: Aug 20, 2024 03:30 PM Eastern Time (US and Canada)

Topic: RFP-RH-24-037 Pest Control Services

Please click the link below to join the webinar: https://us02web.zoom.us/j/87835165065

Or One tap mobile : +13126266799,,87835165065# US; +16469313860,,87835165065# US

Or Telephone: +1 312 626 6799 US; +1 646 931 3860 US; +1 929 205 6099 US; +1 301 715

8592 US;

+1 305 224 1968 US; +1 309 205 3325 US; +1 253 215 8782 US; +1 346 248 7799 US

Webinar ID: 878 3516 5065 http://www.mitn.info/

Site Visit.

There will be a voluntary site visit to be held on August 6, 2024 beginning at 9:30am at Purchasing

Counter (lower level to the right), City Hall, 1000 Rochester Hills Drive, Rochester Hills, Michigan and continuing to other sites in order to provide contractors the opportunity to become familiar with the premises specified, provide a forum for questions/answers and the work to be performed according to the contract and specifications. 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 sites.

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

Division, 1000 Rochester Hills Drive, Rochester Hills, MI 48309, email: brightk@rochesterhills.org, telephone: 248.841.2538. All inquiries shall be made in writing by August 7, 2024 at 11:30 a.m., in order that a written response in the form of an addendum can be processed before the proposals are opened, if such information would be of significance to uninformed proposers.

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.

mailto:brightk@rochesterhills.org

All information requested herein must be submitted with the proposal prior to the due date; failure to do so may result in rejection of the proposal as non-responsive and/or incomplete. The City reserves the right to postpone the due date for its own convenience. Proposals are considered received when in the possession of the Purchasing Division at the due date and time.

No faxed proposals will be accepted. All information requested herein must be submitted with the proposal prior to the due date; failure to do so may result in rejection of the proposal as non-responsive and/or incomplete. The City reserves the right to postpone the due date for its own convenience. Proposals are considered received when in the possession of the Purchasing Division at the due date and time.

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.

Overview.

The City of Rochester Hills (hereinafter referred to as the “City”) is requesting proposals from qualified companies to perform Full Treatment Pest Control Services at various City owned buildings.

The purpose of this document is to ultimately enter into a contract with a company qualified to provide the necessary services and meet City demands. 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. With a view to obtaining the most acceptable services, these specifications cover the general requirements.

Definitions.

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

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

Proposer Qualifications.

As a prerequisite to any award, the Contractor shall provide the following information, as a minimum standard, to be considered a qualified service provided under this specification. The information shall be included on the Proposal Form as indicated.

• The Contractor shall have a minimum period of five (5) years’ experience in the performance as a pest control company.

• The Contractor shall be currently registered with the State of Michigan, Department of

Agriculture as a Pesticide Application Business licensed to do business in Michigan.

• The Contractor shall have attended a Michigan Department of Agriculture approved IPM

Training Program which is required before making a pesticide application in public buildings.

• The Contractor shall provide a copy of emergency procedures for accidental discharge of chemicals.

• The Vendor shall have adequate equipment and personnel to perform the services as indicated in the specifications.

Locations.

1. City Hall, 1000 Rochester Hills Drive, Rochester Hills, MI 48309

2. Department of Public Services (DPS), 511 E. Auburn, Rochester Hills, MI 48307

3. Fire Station #1, 1111 Horizon Court, Rochester Hills, MI 48309

4. Fire Station #2, 1251 E. Auburn Road, Rochester Hills, MI 48307

5. Fire Station #3, 2137 W. Auburn Road, Rochester Hills, MI 48309

6. Fire Station #4, 2723 Walton Blvd., Rochester Hills, MI48309

7. Fire Station #5, 251 E. Tienken Road, Rochester Hills, MI 48306

8. Oakland County Sheriff’s Office (OCSO), 750 Barclay Circle, Rochester Hills, MI 48307

9. Bloomer Park Stone Shelter, 345 John R, Rochester Hills, MI 48307

10. Bloomer Park Hilltop Shelter, 315 John R, Rochester Hills, MI 48307

11. Bloomer Park Pinegrove Shelter, 305 John R, Rochester Hills, MI 48307

12. Spencer Park Beach House, 3701 John R, Rochester Hills, MI 48307

13. Spencer Park Boat House, 3701 John R, Rochester Hills, MI 48307

14. Rochester Hills Museum Dairy Barn, 1005 Van Hoosen Road, Rochester Hills, MI 48306

15. Rochester Hills Museum Calf Barn, 1005 Van Hoosen Road, Rochester Hills, MI 48306

16. Rochester Hills Museum Bull Barn, 1005 Van Hoosen Road, Rochester Hills, MI 48306

17. Rochester Hills Museum Milk House, 1005 Van Hoosen Road, Rochester Hills, MI 48306

18. Rochester Hills Museum Equipment Barn, 1005 Van Hoosen Road, Rochester Hills, MI 48306

19. Rochester Hills Museum Van Hoosen Farm House, 950 Romeo, Rochester Hills, MI 48306

20. Rochester Hills Museum Red House, 1009 Van Hoosen Road, Rochester Hills, MI 48306

21. Rochester Hills Museum Stoney Creek Schoolhouse, 1051 Washington Road, MI 48306

22. Clinton River Water Shed Council, 1115 W. Avon Road, Rochester Hills, MI 48309

Scope of Work.

The City of Rochester Hills is soliciting proposals from qualified companies to establish a contract for full treatment pest control services at various buildings owned by the City for a period of one (1) year; the City reserves the right to exercise an option to renew for two additional 1-year periods. The purpose of this document is to ultimately enter into a contract with one or more qualified firms in order to provide the necessary services and meet City demands.

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.

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 (including badges) and policies of the contract.

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

1. The Contractor shall provide full treatment pest control services for all areas and buildings, both interior and exterior, as specified herein, including all rooms, offices, closets, lounges, toilets, kitchens, locker rooms, hallways, stairwells, basements, attics, plus any other building portion or part not specifically described herein on a monthly basis.

2. The Contractor shall furnish all supervision, insurance, materials, tools, supplies, chemicals, rodenticides, insecticides, equipment and competent, suitable and qualified personnel to inspect, identify and treat for the elimination of infestations and presence of various pests, insects, and vermin, which includes but are not limited to the following: ants, bees, centipedes, flies, food infecting insects, gnats, sow bugs, pill bugs, fleas, mice, rats, roaches, silverfish, spiders, box elder bugs, sting insects and insect species common to the region.

3. The Contractor shall establish and maintain an IPM Log Book for each individual site and provide the required recordkeeping information. Information shall be provided in duplicate by faxing an additional copy to the Facilities Division within 24-hours of application.

4. Vendor is to possess appropriate licensure.

5. Contractor shall supply and ensure that each service technician assigned to these facilities maintains the necessary and required equipment for the safe use and application of pesticides. Protective clothing, equipment and devices shall comply with Federal Insecticide, Fungicide and Rodenticide Act (FIFRA) and the specific pesticide labels.

6. No pesticide shall be used in the performance of the agreement unless it will be used in strict conformance with the manufacturer’s instructions as they appear on the label and as approved by the Environmental Protection Agency (EPA). Except when in the hands of the

Contractor, or his employees, no pesticide shall be left unattended or not under lock and key and no pesticide will be stored on the premises of any City locations where work is being performed. The awarded Contractor shall furnish formulas and antidotes covering chemicals and pesticides to be used under this contract. Safety Data Sheets (SDS) shall be supplied to the City’s Authorized Representative, or his designee, for all chemicals applied under these specifications. All chemicals and pesticides used must comply with requirements of all

Federal, State and Local ordinances and laws.

7. Prior to commencement of work, the Contractor shall furnish SDS sheets for all chemicals to be used in the performance of the scope of work to the City’s Authorized Representative, or his designee, for approval.

8. The awarded vendor shall provide, for each chemical product offered, the following documents and/or information, which will be incorporated as part of any subsequent term contract.

a. Safety Data Sheet (SDS)

b. Product data sheet/product technical specifications

c. When not included in the above, where applicable, the City requires product application information, concentration and dilution data, user instructions, special properties data, and product storage and shelf-life information.

9. Contractor shall minimize the use of pesticides whenever possible.

10. If presence or infestations of various pests, insects or vermin is discovered between monthly services, the Contractor is to provide service call to treat specified location within twenty-four (24) hours of being notified by the City of Rochester Hills at no additional charge.

Notifications will be by a method mutually agreed upon (email, fax, phone, etc.).

11. All dead or dying rodents shall be removed and disposed of by the Contractor within twenty-four (24) hours after notification. Rodents trapped shall be collected and precautions taken during disposal.

12. Contractor shall ensure his/her capacity to perform work under this contract when necessary, even though there may be other contractual responsibilities elsewhere.

13. Contractor shall be capable of commencing work within the timeframe required herein.

14. The Contractor shall provide a continuous operation once they commence work as identified in the Frequency Schedule on the Proposal Form; and, if not done, Contractor will be considered in default.

15. If the Contractor fails to commence work at the mutually agreed upon time, after two no-shows will be considered in default.

16. Initial treatment shall include placement and installation of a sufficient number of exterior and interior tamper-resistant Rodent Bait Stations deemed necessary for rodent control;

stations shall be inspected upon each visit, signed, and dated. Current box locations can be found in Attachment A at the end of the solicitation.

17. General pest control applications shall be performed throughout the entire facility.

18. The pest control service as outlined is for the monthly maintenance; including, but not limited to every crevasse, crack, hole, closet, door entrances/exits, offices, all rooms, hallways, foyers, and machine rooms. External services shall include crawl spaces, around dumpsters, garage areas and exit doors. The treatments will address all possible living creepy-crawly, bug, ants, roaches, insect or pest and rodents.

19. Applications shall be customized to different characteristics and requirements of individual locations.

20. All reasonable measures shall be taken to control offensive odors and/or mist vapors during

Pest Control Services.

21. Notification by Contractor

a. The Contractor shall notify City’s Authorized Representative, or his designee, of any evidence of infestation of wood destroying pests (i.e. termites, etc.) immediately upon discovery.

b. Corrective treatment shall be secured separately from the resulting contract.

22. Contractor shall clearly identify those pests identified to be exterminated by each pesticide or chemical.

23. Contractor guarantees these will be no additional charge to the City for pest and insect retreatment until an infestation is eradicated.

24. Migrating insects will be eradicated as needed.

25. The agreement does NOT include treatment of trees, lawns, or shrubs.

26. Special attention shall be given to kitchen areas.

a. City Hall has employee lounge

b. DPS has an indoor kitchen area

c. All Fire Stations have indoor kitchen/cooking areas; some have outdoor barbecue facilities.

d. The Oakland County Sheriff’s Office (OCSO) contains a small kitchen area.

e. The Spencer Park Beach House contains an area where concessions are sold (i.e., hot dogs, ice cream, pop, etc.); there are also changing rooms and restrooms.

f. The Dairy Barn at the Rochester Hills Museum has a small kitchen area.

g. No pest control materials shall be allowed to contact any food, utensils, or air-conditioning inlets so as to contaminate food, water or render an area untenable.

h. Any chemicals used in food service areas must be approved for use in food operations.

27. Because most locations are secure facilities, Contractors are required to report in at City

Hall for badges prior to providing services to any of the locations.

a. Access to secured areas will be controlled by City personnel who will accompany

Contractor’s personnel.

28. City Hall Auditorium has a raised platform floor under council’s seating.

29. The Rochester Hills Museum at Van Hoosen Farm contains historic buildings.

30. Fire Station #1 Communication Area at 1111 Horizon Court contains a raised floor.

31. Contractor shall be required to perform and complete the proposed work in a thorough and workmanlike manner and to furnish all supervision, necessary labor, insurance, tools, equipment, materials, and supplies, except as may otherwise be specified as “furnished by the City.”

32. Contractor shall be required to execute a contract on the basis of the proposal within ten

(10) days after being notified to proceed to work.

33. Contractor to provide a copy of emergency procedures for accidental discharge of chemicals.

34. Contractor must use chemicals compatible with human safety and be applied in such a manner to minimize risks to humans.

35. Contractor shall not use anything in the chemical formulation that will be injurious to human beings and animals that will endanger health or life, damage electric wiring or any property, or equipment with which the formulation may come in contact.

36. Contractor shall be responsible for any damage incurred by chemical used.

37. No contract is automatically renewed at the end of any contract term.

38. Contractors shall provide his/her emergency business phone number.

39. Additional costs, such as mileage and fuel charges will not be allowed for the term of this contract.

40. Scheduling of Work

a. Contractor must, prior to any pest control services, contact Facilities in advance at

248.656.4658, or by fax 248.656.4670; failure to contact Facilities may result in the unavailability of access to certain City properties.

b. Contractors must present themselves to the City’s representative each day that work is performed and indicate where the work is to be performed.

c. City staff will accompany the technician during each visit.

d. The City reserves the right to revise its Pest Control Services schedule.

e. Pest Control Services will usually be performed during normal business hours, Monday through Friday, between the hours of 8:00 a.m. and 3:30 p.m., or as arranged with building occupants at no additional expense (excluding holidays).

The buildings will normally be occupied while work is being accomplished.

f. The City reserves the right to arrange for pest applications when it is required that a building be unoccupied in order to minimize offensive odors and/or mist vapors, such as on Saturdays or prior to 8:00 a.m., at no additional expense.

g. It will be the Contractor’s responsibility to perform work so as not to interfere with the normal operation of City business.

h. Buildings and/or services may be added to or deleted from the list during the contract term at the discretion of the City; and the City reserves the right to issue separate quotations for a new facility.

41. The Contractor must establish and maintain an IPM Log Book for each individual site and provide the required recordkeeping information. Information must be provided in duplicate by emailing facilities@rochesterhills.org or by faxing an additional copy to the Facilities

Division at 248.656.4623 within 24-hours.

i. Site Address

ii. Date of Service

iii. Target pest or pests

iv. Number of pests found

v. Conditions conductive to infestation

vi. Pest Management recommendations

vii. Structural of habitat modifications

viii. Name of pesticide or pesticides used

ix. Quantity of pesticide or pesticides used

x. Location(s) where pesticide applied

xi. Name of pest control company used, including emergency telephone number

42. Contractor is responsible for cleaning-up after its crew.

43. Workers shall not disturb the normal operations of those buildings under these specifications.

44. The Contractor shall confine his/her work to the area assigned in this project. The

Contractor will be responsible for repairing any damage to any area not considered as part of the work. The City will not be liable for damage to property due to the Contractor’s negligence.

45. It shall be the responsibility of the Contractor to determine quantities of any special materials required and incorporate any such items in his/her cost.

46. No additional work shall be performed without prior written approval of City’s Authorized

Representative or his designee.

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

Selection Process.

This document is a Request for Proposals (RFP); it differs from a Request for Bid/Quotation in that the City is seeking a solution as described herein, not a bid meeting firm specifications for the lowest price. As such, with an RFP, 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 services and price may not be the determinative factor in the issuance of a contract or award. The City will review all proposals received and will utilize its best judgment in awarding a contract/purchase order to a qualified proposer. The City of Rochester Hills 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 Rochester Hills reserves the right to interview any number of qualifying firms as part of the evaluation process. The decision of which firm(s) to contact, if any, will be based on the mailto:facilities@rochesterhills.org evaluation criteria set forth herein, as determined in the evaluation process. Meetings with shortlisted proposers will provide additional information and criteria upon which the City will base its selection decision.

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

Proposals will be evaluated and ranked. The City of Rochester Hills reserves the right to reject any and all proposals, to make an award based directly on the proposals or to negotiate further with one or more firms. 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:

• Experience/Qualifications (20%)

Proposing on this contract shall be limited to individuals, partnerships and corporations actively engaged in the field of pest control services. Proposers shall demonstrate competence, experience, and financial capability to carry out the terms of the contract.

• Capacity (20%)

The Service Company should clearly identify all available resources within the company and equipment available. Proposers should clearly identify all available resources within the company and those that will be subcontracted to others. Provide the number of full-time and part-time employees.

• Service. (20%)

Proposers shall demonstrate their ability to service the City within the appropriate time necessary to insure services are completed on a timely basis. Provide the company’s method of approach or work plan summary to meet the City’s needs for the scope of work specified.

• References (20%)

Provide a list of comparable projects that have been successfully completed. Include municipal related work as well as private sector references.

• Cost (20%)

Cost proposals per Proposal Form. Fee schedule shall include pricing for all services that may be incurred.

Proposers should note that the Request for Proposals (RFP) is considered to be under evaluation from the Opening Date until contract award. The contracting officer is restricted from giving any information relative to the “progress” of the evaluation during this time, except as described in other areas of this RFP and as required to administer the evaluation process. Proposers will be notified when an award is made via award notice posted on the MITN website.

General Conditions.

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.

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

Appropriate insurance coverage shall be maintained during the length of the contract. The successful proposer shall hold the City harmless and provide a signed Hold Harmless agreement, acceptable to the City, prior to the award of the contract.

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

The response must follow the format outlined in this proposal. The proposal is to be completed in legible form, preferably typewritten. The City prefers documents scanned and submitted online via the MITN website be in Adobe pdf format.

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

The City reserves the right to split or abstract any or all proposals and award multiple contracts for the same proposal, based on price, availability, and service when it best serves the City of Rochester

Hills.

The apparent silence of these specifications as to any detail or to the apparent omission from it of a detailed description concerning any point, shall be regarded as meaning that only the best commercial practices are to prevail. All interpretations of these specifications shall be made on the basis of this statement.

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

City.

Supplemental information may be attached.

Late submittals will not be accepted. No faxed proposals will be accepted.

Invoices and Payment Terms:

Payment methods:

• Check – minimally 60-days from receipt of invoice

• ACH – 45-days from receipt of invoice

• Credit Card – 20-days from receipt of invoice.

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 to accountspayable@rocheterhills.org or by mail to Accounts Payable, 1000 Rochester Hills

Drive, Rochester Hills, Michigan, 48309. Payments will be processed as noted above upon 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.”

Taxes.

The City of Rochester Hills is exempt from all sales, excise, and transportation taxes; do not include such taxes in the proposal figures. Any unit prices in the proposal shall be exclusive of all such taxes, and will be so construed. The City will furnish the successful vendor with a tax exemption certificate when requested.

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.

mailto:accountspayable@rocheterhills.org

Michigan Freedom of Information Act (FOIA).

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 FOIA requires the disclosure, upon request, of all public records that are not exempt from disclosure under Section 13 of the Act, which are subject to disclosure under the Act. Therefore, confidentially of information submitted in response to this Proposal is not assured.

Safety Data Sheets.

Vendor must provide Safety Data Sheets (SDS) for each chemical applied under these specifications.

Workmanship.

The awarded vendor will ensure a timely completion of assignments. Each job assignment will be completed in a satisfactory condition. All work shall meet with the approval of the City’s authorized representative, as conforming to the provisions and requirements of this contract. The Vendor will provide all necessary equipment; and competent, suitable, and qualified personnel to perform the work required.

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.

For problems or deficiencies of significant importance or of a continual nature, a time period of compliance shall be established after discussion and mutual agreement. Failure of the Contractor to correct the deficiencies within the time period agreed upon shall constitute cause for termination of the services and/or withholding of payment.

In the case of any discrepancies, the subject shall be referred to the City for decision and the City’s decision shall be binding; and without such decision, adjustment shall not be made by the

Contractor save at his own risk.

Safety.

The Contractor shall assure that its employees have received safety training.

All work shall be done in compliance with all applicable local, State and Federal laws, rules, regulations, zoning ordinance, as well as OSHA and MIOSHA guidelines in effect at the time of the award of the contract. All licenses required by the State of Michigan, and/or the City of Rochester

Hills, which are necessary to perform this work, must be obtained prior to the award of a contract.

Damages.

The Contractor shall take all necessary measures to prevent damage to City buildings and grounds. The Contractor shall be responsible for damage to the City’s premises that may be caused by his/her 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. Otherwise, the City shall repair and/or replace the damaged area and charge the Contractor or deduct the amount from the Contractor’s payment.

Termination.

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.

A designated representative of the City of Rochester Hills will be solely responsible for determining acceptable performance levels. The City of Rochester Hills reserves the right to re-award the contract to the second most qualified proposal, re-solicit the contract or do whatever is deemed to be in its best interest.

No Exclusive Contract/Additional Service.

The Contractor agrees and understands that the contract shall not be construct as an exclusive agreement and further agrees that the City may, at any time, secure similar or identical services at its sole option.

No Commitment by the City of Rochester Hills.

This solicitation does not commit the City of Rochester Hills to award any costs or pay any costs, or to award any contract, or to pay any costs associated with or incurred in the preparation of a response to this request, or to procure or contract for services or supplies.

Assignment.

This agreement shall be binding on the parties and their heirs, successors, and assigns. Neither party may assign, transfer, or subcontract its interests, in whole or in part, without first obtaining the written prior approval of the City of Rochester Hills before any consent is given, the successful vendor and its assignee shall bring current all monies 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.

Scheduling of Work.

Vendor must, prior to any services, contact Facilities in advance at 248.656.4658; failure to contact

Facilities may result in the unavailability of access to certain City properties.

It will be the Contractor’s responsibility to perform work so as not to interfere with the normal operation of City business.

Contractors must present themselves to the City’s representative each day that work is performed and indicate where the work is to be performed.

Buildings or services may be added to or deleted from the list during the contract term. If the City requires changes, the City will negotiate the cost of such changes with the Contractor. If such negotiations fail, the City may delete the subject facility from the contract and issue a separate bid for the facility.

Use of City Premises.

The Contractor shall confine his equipment, apparatus, the storage of materials and operation of his/her employees to the limit indicated by law, ordinances, permits or directions of the City and shall not unnecessarily encumber the premises with 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.

Contractors must note that ONLY rainwater is permitted to be discharged into storm sewers.

Normally, City properties will remain operative during the work but, in the event of an emergency or special event, the contractor may have to cease all work until directed by a representative of the

City to continue with the work.

Contractor shall take into account the sensitive location of certain sites and conduct the work in such a manner as to ensure the least obstruction to visitors and staff. The Contractor shall confine his/her work to the area assigned in this project and shall not roam the building. Contractor’s personnel shall respect and adhere to all orders from the City’s authorized representative.

Because the City of Rochester Hills Fire Stations and the Sheriff’s Department are secure facilities, contractors are required to report in and provide identification when entering these buildings.

Examination of Work Sites.

Before submitting a proposal, each Vendor shall read the specifications and all other documents, if any. Vendors are encouraged to attend the Voluntary Walk-Through to visit the sites. Each Vendor shall fully inform himself/herself prior to submitting a proposal as to existing conditions and limitations under which the work is to be performed, and shall include in his/her proposal sums to cover the cost of items necessary to perform the work as set forth in the documents. No allowance will be made to a Vendor because of lack of examination or knowledge. The submission of a proposal will be considered as conclusive evidence that the Vendor has made such examination.

It is the Vendor’s responsibility to obtain building dimensions and to fully acquaint himself/herself with the conditions of each job site and the nature of the service required. Failure to fully acquaint oneself with these conditions shall not relieve the vendor from the requirement for making a complete workmanlike job in full compliance with all specifications.

Ineligibility of Iran Linked Business.

Under 2012 PA517, an Iran linked business, as defined therein, is not eligible to contract with the

City and shall not submit a bid.

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.

Prior Award.

Information related to the prior award can be located at www.mitn.info and refer to RFP-RH-21-045 with a closing date of July 27, 2021; and is not identical in all respects to this solicitation.

Points Not Addressed.

Vendors are encouraged to list any points not addressed in these specifications that they feel will improve or enhance this proposal.

Force Majeure.

Neither party to this contract shall be held responsible for delay or default caused by fire, riot, plague, epidemic, pandemic, outbreaks of infectious disease or any other public health crisis, including quarantine or other employee restrictions, acts of God and/or war, national emergency making performance temporarily impossible or illegal, strikes and labor disputes, or the combined actions of workers in no way chargeable to the Contractor’s control, fires, floods, freight embargoes or adverse weather conditions of unusual severity and excessive duration for the time of year, which is beyond that party’s reasonable control. The City of Rochester Hills may terminate this contract after determining such a delay or default will reasonably prevent successful performance of the contract.

COVID-19 Management Adherence.

As a result of the COVID-19 pandemic, in the event of the issuance of any order by federal, state or local health authorities, which requires the suspension of any, or all activities for any time period, all Vendors are hereby on notice that in the event that certain types of events or projects, including but not limited to the Project set forth in this Request for Proposals, are at any time determined by the City or other governmental authorities, to be required to be suspended, for the safety, health and welfare of the public, or to be in accordance with any applicable order, this event/project may be delayed, terminated, or cancelled, as set forth under the FORCE MAJEURE CLAUSE of this

Agreement. The City shall not be responsible for additional costs, or any costs related to the delay, termination, or cancellation of the project.

Insurance Requirements.

The vendor shall not commence work until he has obtained and delivered to the City of Rochester

Hills the certificate of insurance required under this paragraph. All insurance carriers must be acceptable to the City and licensed and admitted to do business in the State of Michigan. Certificate of Insurance and required endorsements shall be sent electronically to the City of Rochester Hills to the attention of the purchasing division at the following email address:

purchasingdept@rochesterhills.org.

A new certificate of insurance shall be provided to the City each year at the time of policy renewal.

New certificates shall be delivered to the City in the same format as outlined in the SAMPLE certificate attached. Failure of the Vendor to maintain the required insurance shall be grounds for contract cancellation.

1. Commercial General Liability Insurance: The Vendor shall procure and maintain during the life of the blanket purchase order/contract, Commercial General Liability Insurance on an

“Occurrence Basis” with limits of liability not less than $1,000,000 per occurrence and/or aggregate combined single limit, Personal Injury, Bodily Injury, Bodily Injury and Property

Damage. Coverage shall include the following extensions: (A) Contractual Liability; (B)

Products and Completed Operations; (C) Independent Contractors Coverage; (D) Broad Form

General Liability Extensions or equivalent; (E) Deletion of all Explosion, Collapse and

Underground (XCU) Exclusions, if applicable.

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

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

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

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

mailto:purchasingdept@rochesterhills.org

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

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

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

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

Hold Harmless.

To the fullest extent permitted by law, Vendor agrees to defend, pay in behalf of, indemnify and hold harmless the City of Rochester Hills, its elected and appointed officials, employees and volunteers and others working in behalf of the City of Rochester Hills against any and all claims, demands, suits, or loss, including all costs and attorney fees connected therewith, and for any damages which may be asserted, claimed or recovered against or from the City of Rochester Hills, its elected and appointed officials, employees, volunteers or others working in behalf of the City of

Rochester Hills by reason of personal injury, including bodily injury and death and/or property damage, including loss of use thereof, which arises out of or is in any way connected or associated with the contract.

Instructions to Proposers

• The following pages include a proposal form and vendor questionnaire to be completed and submitted with your proposal. Each item must be completed with a response. Vendors not responding to any of the specifications or questions may be classified as unresponsive. The response must follow the format outlined in this proposal. Supplemental information may be attached.

• Any significant explanation desired by a proposer, regarding the meaning or interpretation of the Request for Proposals must be requested with sufficient time allowed for a reply to reach all prospective proposers before the submission of their proposals. Any information given to a prospective proposer concerning the RFP will be furnished to all prospective proposers as an addendum to the RFP, if such information would be of significance to uninformed proposers. The City shall make the sole determination as to the significance to uninformed proposers. Questions regarding the proposal must be made in writing prior to

August 7, 2024, at 11:30 a.m., at which time a response will be prepared and forwarded to all vendors.

PROPOSAL FORM

Item

Building Name Address

Special

Needs

Frequency

Schedule

Fixed Cost Per

Visit

1 City Hall 1000 Rochester

Hills Drive…