RFP-RH-25-039 Fire Extinguisher Service.pdf

CITY OF ROCHESTER HILLS

REQUEST FOR PROPOSALS

FIRE EXTINGUISHER TESTING, SERVICING, RECHARGING & REPLACEMENT

RFP-RH-25-039

Dated: May 9, 2025. The City of Rochester Hills is accepting proposals from qualified contractors to perform Fire Extinguisher Testing, Servicing, Recharging & Replacement services for various types of fire extinguishers within City owned buildings, City Parks, City Cemetery, City fleet and emergency vehicles for a period of three years.

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 the Fire Extinguisher Testing, Servicing, Recharging & Replacement 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 (www.mitn.info) website until exactly

3:00 P.M. Local Time, Thursday, May 29, 2025. The City will subsequently at 3:30 P.M. read the names and addresses received publicly via a Zoom Teleconference.

Questions are to be directed to Amber Beauchamp, Procurement Analyst. All questions are to be submitted in writing and emailed to beauchampa@rochesterhills.org. All questions regarding the proposal must be in writing prior to Friday, May 20, 2025 by 11:30 a.m., at which time a response will be prepared and posted as an addendum to the quotation on the MITN website, if such information would be of significance to uninformed vendors. Questions received after the date and time above will not be considered. Vendors are specifically directed to not contact other City staff; unauthorized contact of any Agencies’ employees may result in rejection of submittal.

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 the 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: May 29, 2025 03:30 PM Eastern Time (US and Canada)

Topic: RFP-RH-25-039 Fire Extinguisher Testing, Servicing, Recharging and Replacement

Please click the link below to join the webinar: https://us02web.zoom.us/j/81853451033

Webinar ID: 818 5345 1033 http://www.mitn.info/ mailto:beauchampa@rochesterhills.org

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. Final proposal results will be posted on the MITN website after award.

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.

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.

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 Fire Extinguisher Testing, Servicing, Recharging & Replacement for various types of fire extinguishers within City owned buildings, City Parks, City Cemetery and City fleet & emergency vehicles for a period of three (3) years.

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. Recommendations from proposers are encouraged and will be reviewed and evaluated based on the best interest of the City.

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 purchase order/contract will be awarded to a qualified vendor submitting the best proposal. 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, 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 this type of service and have a proven track record of success.

• The Contractor shall maintain all licenses required by the Department of Transportation (DOT), State of Michigan and the City of Rochester Hills, which are necessary to perform this work. All licenses must be obtained prior to the award of the contract.

• The Vendor shall provide all materials, labor, necessary insurance, equipment and expertise to perform the require fire extinguisher services as indicated in the specifications.

Scope of Work.

The City of Rochester Hills is soliciting proposals from companies to establish a contract for Fire

Extinguisher Testing, Servicing, Recharging & Replacement for various types of fire extinguishers within

City owned buildings, City Parks, City Cemetery and City fleet & emergency vehicles for a period of three

(3) years.

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.

Awarded Contractor will perform required inspections, testing, servicing, recharging and replacement of various fire extinguishers located within City owned buildings, City Parks, City Cemetery, City vehicles and Fire Department vehicles along with kitchen hood suppression system inspections and provide rental extinguishers for Human Resource Fire Extinguisher Training.

Maintain all licenses required by the Department of Transportation (DOT), National Fire Protection

Association (NFPA), State of Michigan and the City of Rochester Hills, which is necessary to perform this work. All licensure must be obtained prior to the award of contract.

Perform retesting and update tags as required.

Show expertise in areas of responsibility by providing a minimum of three (3) references from previous work accomplished, with the company name, phone number and name of person who can provide information of the work performed at those sites.

Provide the City with local area phone numbers, including emergency service phone number. Due to the critical nature of off-hour calls, the vendor to provide their procedure for handling night and weekend calls with their submittal; failure to submit with proposal could result in rejection of the proposal.

A general inventory of estimated quantities of existing extinguishers will be provided. Currently, required inspections occur on various dates at several locations requiring multiple contractor visits.

Further, as extinguishers are utilized, urgent/emergency visits for refills and service are required on an as-needed basis.

Service: Service is an important aspect of this solicitation. The contract consists of four service types: 1)

Building, Cemetery & Park Fire Extinguishers; 2) Fleet and Emergency Vehicle Extinguishers; 3)

Kitchen Hood Suppression System Inspections; and 4) Fire Extinguisher Rental for Human Resources

Fire Extinguisher Training.

The City buildings, City parks, City Cemetery, City fleet vehicles and City emergency vehicles require properly working fire extinguishers. The City requires necessary equipment in proper working order to provide for the health and safety of its residents, businesses, visitors and staff. Failure to provide timely service shall be just cause for termination.

Routine Inspection: All planned service under this agreement will be performed during the City’s normal business hours defined as 8:00 a.m. to 3:30 p.m. Monday through Friday.

City prefers awarded vendor to maintain all inspection reports and contact the City’s Authorized

Representative and schedule inspections 5 days prior to required service dates.

Urgent/Emergency: The Contractor shall respond to the City within twenty-four (24) hours of receipt, verbal or otherwise, of the need for urgent/emergency refill and/or replacement services. The work shall be performed in a timely manner, except in the case when special materials are required, and then work shall begin within twenty-four (24) hours after receipt of the special materials.

Emergency: Activities performed under this contract are designed to minimize the incidence of unscheduled or emergency situations; however, backup service shall be provided as often as needed, 24-hours a day, weekends and legal holidays included, minimizing downtime and inconvenience.

Emergency service reported to the Contractor (by telephone or otherwise) shall be performed within twenty-four (24) hours of receipt of notification from the City.

Reporting: The Contractor shall report to the City’s representative when on the job. After each inspection and service call, a service report shall be left with the City, detailing work performed. A service report shall generally include: type of visit, testing, 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, etc.

Tagging: Following completion of required annual inspections and/or refill/replacement, appropriate tags must be installed on the extinguisher(s). In the event appropriate tags have not been installed as required following an inspection or refill/replacement, the City shall contact the vendor to return to the

City for completion of tagging at no additional expense to the City.

On-Site Refilling: The Contractor is required to provide onsite refill of dry chemical and water extinguishers. Identify those types of extinguishers that can be refilled onsite and those than cannot be filled onsite. Describe your procedure when extinguisher must be serviced or exchanged. Detail whether or not you provide the City loaner extinguishers while its extinguishers are removed from service and if the City’s exact same extinguisher will be returned.

Site 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, various buildings and locations on site

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, 345 John R, Rochester Hills, MI 48307, various buildings and locations on site

10. Borden Park, 1100 E. Hamlin Road, Rochester Hills, MI 48307, various buildings and locations on site

11. Innovation Hills Ranger Station, 2840 W. Hamlin Road, Rochester Hills, MI 48309 and

Restroom, 2780 W. Hamlin Road, Rochester Hills, MI 48309

12. Spencer Park Beach House, 3701 John R, Rochester Hills, MI 48307, various buildings and locations on site

13. Van Hoosen Jones Cemetery, 570 E. Tienken, Rochester Hills, MI 48306 (Office, Barn & Chapel)

14. Rochester Hills Museum Dairy & Calf Barn, 1005 Van Hoosen Road, Rochester Hills, MI 48306, and various locations on site

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

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

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

18. Brooklands Plaza, 1585 E. Auburn, Rochester Hills, MI 48307

Please see attachment A Fire Extinguisher Location and Type List for more details.

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 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.

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

Proposing on this contract shall be limited to individuals, partnerships and corporations actively engaged in the field of fire extinguisher testing, servicing, recharging and replacement. Proposers shall demonstrate competence, experience and financial capability to carry out the terms of the contract.

• Capacity

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.

Proposers shall demonstrate their ability to service the City within the appropriate time necessary to ensure 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

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

• Cost

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 Purchasing Division and City staff are restricted from giving any information relative to the proposals or progress of the evaluation during this time, except as described in this Request for Proposals and as required to administer the evaluation process. Contact with review committee members, Mayor or City Council members can result in disqualification. An award will be posted on the MITN website.

General Conditions.

The City 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, references, work plan or capacity, may be overriding factors. Award will be made based on the proposal that is most advantageous to the City of Rochester Hills.

All pages and the information requested herein shall be furnished completely in compliance with instructions. The City of Rochester Hills reserves the right to declare as non-responsive, and reject any incomplete proposal, if material information requested is not furnished, or where indirect or incomplete answers or information is provided.

The City reserves the right 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 interests of the City of Rochester Hills. In no event will an award be made until all necessary investigations are made as to the responsibility and qualifications of the contractor to whom it is proposed to make such award. Any contract awarded to a person or company who is discovered to have been in default or disqualified at the time of the award of the contract shall be voidable at the discretion of the Mayor of the City of Rochester Hills.

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.

All work shall be performed in a thoroughly workmanlike manner in accordance with the highest standards of quality for such work.

The Contractor is an independent contractor and as such will be responsible for paying his/her own Federal income tax and self-employment tax, or any other taxes applicable to the compensation paid under this agreement.

If the awarded Contractor should neglect to perform the work properly or fail to perform any provision of this contract, the City of Rochester Hills, three (3) days after providing written notice to the Contractor may without prejudice to any other remedy, make good such deficiencies and may deduct the cost thereof from the payment due to the Contractor plus twenty (20%) percent for failure to perform.

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

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.

Terms and conditions on City’s solicitation documents, contracts and/or purchase orders shall prevail and take precedence. Unless expressly accepted by the City, the City will not consider additional terms and conditions submitted by the contractor. Any and all such additional terms and conditions shall have no force and effect and are inapplicable to the City’s purchase of goods and services if submitted either purposely through intent or design, or inadvertently appearing separately in transmittal letters, specifications, literature, price lists or warranties. Contractors shall agree that the general and/or any special conditions in the City documents are applicable to purchases made by the City and that the City will not accept exceptions to its terms and conditions.

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

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 City of Rochester Hills Accounts Payable Division, 1000 Rochester Hills Drive, Rochester Hills, MI 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.”

mailto:accountspayable@rocheterhills.org

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.

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. The confidentiality or disclosure of any information submitted is governed by the Michigan FOIA. The City cannot promise, warrant or guarantee confidentiality nor that the information presented will be exempt from disclosure under the FOIA. The City may honor requests for confidentiality only to the extent that FOIA permits.

Material Safety Data Sheets.

Vendor must provide Material Safety Data Sheets (MSDS) 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 the City in advance; failure to contact the City 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.

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.

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.

Prior Award.

The prior award was an extendable contract from the City of Farmington Hills’ solicitation and award.

Information related to the prior award can be located at www.mitn.info and refer to RFP-RH-22-051 with a closing date of July 13, 2022 and is not identical in any respects.

Points Not Addressed.

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

Insurance Requirements.

The vendor shall not commence work until he has obtained and delivered to the City of Rochester Hills the certificate of insurance required under this paragraph. All insurance carriers must be acceptable to the City and licensed and admitted to do business in the State of Michigan. Certificate of Insurance and required endorsements shall be sent electronically to the City of Rochester Hills to the attention of the purchasing division at the following email address: 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 mailto:purchasingdept@rochesterhills.org contributing with any other insurance or similar protection available to the Additional Insureds, whether other available coverage be primary, contributing or excess.”

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.

PROPOSAL FORM

If not applicable, enter “n/a;” if no cost, enter “no charge”

Extinguishers may include, but not be limited to, the following equipment:

Extinguisher Type

Hydrostatic

Testing

(ea)

Recharge

(ea)

Service/Yearly

Annual

Inspection

(ea)

6-Year

Service

Teardown

(ea)

Replacement

Cost

(ea)

Replacement

Cost with hangers or brackets

(ea)

Class K Wet

Chemical Fire

Extinguisher

2.5 Gal Pressure

Water Extinguisher

10 lb Carbon

Dioxide Extinguisher

15 lb Carbon

Dioxide Extinguisher

2.5 lb Dry

Chemical ABC

5 lb Dry w/hanger

5 lb Dry w/vehicle bracket

10 lb Dry

20 lb Dry

4.75 lb

Clean Agent BC

10 lb FE 36

20 lb High Flow

30 lb Class

Dry Powder

Additional Services:

ANSUL 3 Gallon Fire

System

Fire Station Kitchen Hood

Suppression Systems semi-annual inspections and replacement of

ANSUL 360-degree fusible link

Fire Stations 1, 2, 3 and 5

Qty Semi-Annual Inspection 360-degree Fusible Link

Replacement

Unit Cost Extended

Cost Unit Cost

Extended

Cost

Amerex Model KP-275

Fire Station Kitchen Hood

Suppression Systems semi-annual inspections and replacement of 360-degree fusible link

Fire Station 4

Qty Semi-Annual Inspection 360-degree Fusible Link

Replacement

Unit Cost Extended

Cost Unit Cost

HR Fire Extinguisher

Training

HR performs training once a year and would require the use of ten (10) 5 lb

ABC Fire Extinguishers

Qty Delivery Pick Up Recharge

Unit Cost Extended

Cost Unit Cost

Extended

Cost Unit Cost

Do you require a “minimum billing” amount? Yes_____ or No _____

If yes, provide cost and explain: __________________________________________________

Do you have additional charges for service calls, truck charges, or other charges? Yes_____ or No _____

If yes, provide cost and explain: __________________________________________________

Are your technicians certified to meet NFPA 10 requirements? Yes___ or No___

Acknowledge that all work shall be compliant with NFPA requirements: _____ (initial)

Department of Transportation (DOT) Identification Number: ____________________________

Certified Retester for Industrial (high pressure cylinders) (i.e., carbon dioxide cylinders)?

Yes_____ or No _____

Certified Retester for Industrial (low pressure cylinders) (i.e., dry chemical and water cylinders)?

Provide three (3) references. include a list of at least three (3) current references for which comparable work has been performed. This list to include company name, person to contact, address and telephone number. (Include municipal references).

Will subcontractors be used? Yes_____ or No-----

If yes, list subcontractors and include additional charges, work to be done, etc.

Tagging:

Following completion of required annual inspections, refill or service, appropriate tags must be installed on the extinguisher(s). In the event appropriate tags have not been installed as required following an inspection, refill or service, vendor shall be contacted to return to the City for completion of tagging at no expense to the City.

Acknowledge _______________(initial)

Routine Inspection: Acknowledge that you will maintain all service records and contact the City’s

Authorized Representative at forty-five (45) days prior to required service dates.

Urgent/Emergency Service: Acknowledge that you shall respond within twenty-four (24) hours of notification from the City for Urgent/Emergency Services.

Can you arrive sooner than 24-hours if necessary? Yes_____ or No _____

If yes, indicate hours:____________

The City requires onsite refill of dry chemical and water extinguishers. Identify those types of extinguishers that can be refilled onsite and those that cannot be filled onsite.

Extinguishers that can be refilled onsite:

Extinguishers that cannot be refilled onsite:

Describe your procedure when extinguisher must be serviced or exchanged. Do you provide the City will a loaner extinguisher while its extinguishers are removed from service?

How many miles is your facility located from the City of Rochester Hills? _____ miles

Acknowledge no contract will be automatically renewed at the end of any contract term.

Acknowledge that prices shall remain in effect for at least ninety (90) days from the date of the proposal opening to allow for the award and that, if chosen the successful vendor prices will remain firm through the entire term of the contract.

VENDOR QUESTIONNAIRE

Firm Name:________________________________________________________________________________

Address: __________________________________________________________________________________

City: ________________________________________________State: ______________Zip:_______________

Telephone Number: ________________________________ Fax Number: ____________________________

Email Address: ____________________________________________________________________________

Firm Established: Years in Business:________________

Type of Organization: (Circle One)

a. Individual

b. Partnership

c. Corporation

d. Joint Venture

e. Other

How many years has your company been providing fire extinguisher testing, servicing, recharging and replacement services?

How many employees does your company employ?

Full-time employees: ___________ Part-time employees: ___________

Provide information relative to the experience and financial capability of your company to carry out the terms of this contract.

How many clients does your company currently serve with the type of services described?

Provide a list.

Contractor/Vendor certification. Provide the certification details:

Provide emergency procedures for accidental discharge of chemicals.

Provide emergency business telephone number: ______________________________________________

Explain details regarding your warranty.

Payment method (please select one).

_____ Check – minimally 60-days from receipt of invoice

_____ ACH – 45-days from receipt of invoice

_____ Credit Card with no additional fees – 20-days from receipt of invoice.

State any exceptions, substitutions or deviations from the City specifications along with reason for same below:

Will you be utilizing any subcontractors? Yes_______ No_______

If yes, list subcontractors and service provided, define rates and additional costs:

Have you included a completed W-9? Yes_______ No_______

Can you meet the City’s Insurance requirements? Yes_______ No_______

Have you provided copies of Material Safety Data Sheets (MSDS) for each chemical used under these specifications?

Yes_______ No_______

If No, acknowledge they will be submitted if awarded: Yes_______ No_______

Additional comments not addressed above:

It is understood that all proposed prices shall remain in effect for at least ninety (90) days from the date of the proposal opening to allow for the award and that, if chosen, the successful vendor prices will remain firm for a period of not less than one (1) year.

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

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.

AUTHORIZED REPRESENTATIVE’S NAME: _________________________________________________

SIGNATURE: ____________________________________________________________________________

TITLE: _________________________________________________________________________________

EMAIL: ________________________________________ DATE:__________________________________

ATTACHMENT A

Attachment A - Fire Extinguisher Location & Type List

Location Building Extinguisher Type

City Hall City Hall

RHCH-1 ABC Dry Chemical

RHCH-2 ABC Dry Chemical

RHCH-3 ABC Dry Chemical

RHCH-4 ABC Dry Chemical

RHCH-5 ABC Dry Chemical

RHCH-6 ABC Dry Chemical

RHCH-7 BC Clean Agent

RHCH-8 BC Clean Agent

RHCH-9 ABC Dry Chemical

RHCH-10 ABC Dry Chemical

RHCH-11 ABC Dry Chemical

RHCH-12 ABC Dry Chemical

RHCH-13 ABC Dry Chemical

RHCH-14 ABC Dry Chemical

RHCH-15 ABC Dry Chemical

RHCH-16 ABC Dry Chemical

RHCH-17 ABC Dry Chemical

RHCH-18 ABC Dry Chemical

RHCH-19

Fire Stations

Fire 1

RHFS1-1 ABC Dry Chemical

RHFS1-2 ABC Dry Chemical

RHFS1-3 BC Clean Agent

RHFS1-4 ABC Dry Chemical

RHFS1-5 ABC Dry Chemical

RHFS1-6 ABC Dry Chemical

RHFS1-7 K Class 2-A:K

RHFS1-8 ABC Dry Chemical

RHFS1-9 ABC Dry Chemical

RHFS1-10 ABC Dry Chemical

RHFS1-11 ABC Dry Chemical

Fire 2

RHFS2-1 K Class 1-A:K

RHFS2-2 ABC Dry Chemical

RHFS2-3 ABC Dry Chemical

Fire 3 RHFS3-1 K Class 1-A:K

RHFS3-2 ABC Dry Chemical

RHFS3-3 ABC Dry Chemical

Fire 4

RHFS4-1 ABC Dry Chemical

RHFS4-2 ABC Dry Chemical

RHFS4-3 ABC Dry Chemical

Fire 5

RHFS5-1 K Class 1-A:K

RHFS5-2 ABC Dry Chemical

RHFS5-3 ABC Dry Chemical

Museum

Dairy Barn VHDB-1 ABC…