RFP-RH-25-043 ADA Compliant Auto Door Openers.pdf

City of Rochester Hills

Request for Proposal

Installation of Two (2) ADA Compliant Automatic Door Openers

RFP-RH-25-043

6/16/2025 1

June 16, 2025. The City of Rochester Hills is soliciting proposals from qualified companies to provide and install

Two (2) ADA Compliant Automatic Door Openers for City Hall Restroom Doors on the lower level (first floor) of City

Hall located at 1000 Rochester Hills Drive, Rochester Hills, MI 48309.

A Voluntary Pre-Proposal Site Visit has been scheduled for Thursday, June 26, 2025 at 10:00 am at the City of

Rochester Hills City Hall located at 1000 Rochester Hills Drive, Rochester Hills Drive, Rochester Hills, Michigan

48309. While the meeting is not mandatory, it is the only available opportunity to have access to the site.

Proposers will meet at the Purchasing counter located on the lower level.

All correspondence or inquiries from interested firms regarding this proposal shall be directed to the attention of

Amber Beauchamp, Procurement Analyst, City of Rochester Hills, Procurement Division, 1000 Rochester Hills

Drive, Rochester Hills, Michigan 48309 or email: beauchampa@rochesterhills.org. All inquiries shall be made in writing by Monday, June 30, 2025 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.

Sealed proposals for RFP-RH-25-043 to provide and install two (2) ADA Compliant Automatic Door Openers for

City Hall Restroom Doors as specified in this solicitation will be received by the City of Rochester Hills

Procurement 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, July 8, 2025. The City will subsequently at 3:30 P.M. read the names and addresses received publicly via a Zoom Teleconference.

The City of Rochester Hills officially distributes proposal documents from the Procurement 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

Procurement 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.

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.

Proposal Opening Via Zoom Teleconference

When: Tuesday, July 8, 2025 3:30 pm

Topic: RFP-RH-25-043 Installation of Two (2) ADA Compliant Door Openers

Link: https://us02web.zoom.us/j/88093958289

Webinar ID: 880 9395 8289

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 Procurement Division, the version maintained by the City of Rochester Hills

Procurement Division shall govern.

mailto:beauchampa@rochesterhills.org http://www.mitn.info/

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Please note proposals must be submitted through the MITN website, the City of Rochester Hills is capable of accepting documents in .docx, .pdf, .jpg, .tif or rtf formats. Due to security risks associated with some file formats, the following file types are not able to be opened by the City: DOC, DOCM, DOT, XLS, XLSM, XLSB, XLT, PPT, PPTM, RTF. All of these formats can contain malicious code. The City is also not able to open ZIP files at this time. Alternatively, you could convert these files to PDF.

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

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

Overview:

The City of Rochester Hills (hereinafter referred to as the “City”) is requesting proposals from qualified companies to provide and install two (2) ADA Compliant Automatic Door Openers for City Hall Restroom Doors on the lower level located at City Hall. These systems must be fully complaint with the Americans with Disabilities Act (ADA) standards for accessible design. The goal of this project is to enhance accessibility to public restrooms within

City Hall for individuals with disabilities.

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.

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, Proposer, Contractor or Bidder shall refer to the company providing a bid, proposal or quote for the work outlined in the specifications.

Scope of Work:

The City of Rochester Hills is accepting proposals to provide and install two (2) ADA Compliant Automatic Door

Openers for City Hall Restroom Doors on the lower level located at City Hall. The project includes, but not limited to products, equipment, and installation for the door openers at City Hall. Specifications are listed on the proposal page.

The public restrooms located on the lower level of City Hall are used frequently and currently do not have an automatic door opener to accommodate visitors with disabilities. The selected vendor shall be responsible for providing a complete turnkey solution, including but not limited to:

• Supply of Equipment: Providing two (2) new ADA-compliant automatic door opener systems.

• Installation: Complete installation of the door opener systems on the designated restroom doors. This includes all necessary permits, wiring, conduit, circuit breakers, mounting hardware, accessories, and connections.

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• Testing and Calibration: Thorough testing and calibration of each installed system to ensure proper and reliable operation in compliance with ADA standards.

• Training: Providing on-site training to designated City staff on the proper operation and basic maintenance of the installed system.

• Warranty: Providing a comprehensive warranty for all equipment and workmanship.

Technical Specifications:

The proposed automatic door opener systems must meet or exceed the following specifications:

• Type of Operation: Low energy power operator.

• Activation: Shall include at least two (2) wall-mounted push plates per door (one inside and one outside) with appropriate ADA signage.

• Safety Features: Must include safety features to prevent injury during door operation (e.g., obstruction detection).

• Power Supply: Must be compatible with existing electrical system at Rochester Hills City Hall. The vendor is responsible for all necessary electrical connections as needed to supply power to the devices.

• Durability and Reliability: Equipment must be of high quality, durable, and designed for commercial use in a high-traffic public building.

• Aesthetics: The proposed equipment should be aesthetically compatible with the existing door hardware and overall interior design of City Hall. Vendors should provide product specifications and images where available.

• Existing Doors: The vendor will need to assess the existing restroom doors to ensure compatibility with the proposed door opener systems. Any necessary modifications to the existing doors to ensure proper and safe operation must be clearly outlined in the proposal and included in the pricing.

Compliance:

• Each door opener system must fully comply with all applicable local building codes and accessibility standards in Rochester Hills, Michigan and must be fully compliant with the latest ADA Standards for Accessible Design, including but not limited to:

• Clear door opening width.

• Maneuvering clearances.

• Operating force.

• Closing speed and time delay.

The City of Rochester Hills seeks the services of a qualified contractor(s) experienced in the project components to perform the services needed to complete this project in a professional, cost effective and timely manner. The contractor will be responsible for the hiring of all sub-trade contractors, the coordination of their work and the outcome of the project.

The City intends to award to one vendor, but reserves the right to split the award if advantageous to the City.

Outlined within this information are the requirements governing the performance and qualifications of the contractor. The contractor should use this information as a guide to understanding the outcome of the project and the quality of work the City seeks.

Supplemental information may be attached.

The Proposer shall:

1. Provide all labor, materials and equipment to successfully complete the work outlined in the Scope of

Work and specifications.

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2. All equipment and materials used in the installation and system commissioning are to be new. No used equipment or materials will be allowed.

3. The Proposer is responsible for all fees related to the execution of the Contract including but not limited to building and engineering permits, disposal permits, soil erosion permits, insurance, payment bonds, performance bonds, etc. as applicable to this project. Proposer will be required to apply for all permits required. Building Permit fees for the City of Rochester Hills will be waived. At time of permit application

Vendor will need to indicate that the permits are required for a City project.

4. All equipment and materials shall be installed in conformance with manufacturer’s recommendations and instructions.

5. Penetrations through walls, ceilings, or floors shall be accomplished neatly. Where visible, penetrations shall be provided with appropriate trim.

6. Penetrations shall not impair the integrity of the wall, floor, ceiling, e.g. dust-tight walls, soundproof walls, fire-rated walls, etc.

7. Throughout the duration of project, normal facility activities will continue in the buildings.

8. All Work shall be done in compliance with all applicable local, State and Federal laws, rules, regulations, zoning ordinances and building codes, as well as M.I.O.S.H.A. guidelines and Americans With Disabilities

Act in effect at the time of the project. Proposer shall provide all barricades and other safety equipment, as necessary.

9. Proposer shall keep street and/or parking lot pavement clear of mud and debris.

10. Cutting and patching is the responsibility of the Proposer.

11. No Saturday or Sunday work without prior written approval by the City of Rochester Hills.

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

13. 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.

Instruction to Proposers:

A. Proper insurance and W-9 form are required prior to the City signing the contract from the awarded contractor.

B. Proposals shall be in accordance with the Procurement Ordinance and the requirements of this notice in order to be deemed “responsive.”

C. Proposal Form and Vendor Questionnaire must be completed entirely and submitted with Proposal.

Proposal shall be in conformance with and subject to the Request for Proposals.

D. All licenses required by the State of Michigan, and/or the City of Rochester Hills, which are necessary to perform this Contract, must be obtained prior to the award of contract.

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E. 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.

F. In the case of any discrepancies, the subject shall be referred to the City for decisions and the City’s decision shall be binding; and without such decision, adjustment shall not be made by the Proposer save at his own risk.

G. 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 Proposer to correct the deficiencies within the time period agreed upon, shall constitute cause for termination of the services and/or withholding of payment.

H. The City may modify the Request for Proposals prior to the deadline for submission by issuance of addendum. It shall be proposer’s 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 proposers shall be bound by such changes or addenda. Addendums will be posted on the MITN system.

I. All proposal prices shall remain in effect for at least ninety (90) days from the due date of proposals to allow for the award. Awarded proposer’s prices shall remain firm through the term of the contract.

J. Proposers to whom award of a contract is under consideration shall submit to the City of Rochester

Hills, a list of proposed sub-contractors and suppliers, upon request.

K. The City reserves the right to waive any informalities or immaterial omissions or defects not involving price, time or changes in the work. Any deviation from the specifications must be noted in the proposal.

L. The City of Rochester Hills reserves the right to split or abstract any or all proposals and award one or multiple contracts from the same proposal, based on price, availability and service, qualifications and experience of contractor, comparable projects and references, when in its judgment it best serves the City.

M. All correspondence or inquiries from interested contractors regarding this Request for Proposals shall be directed in writing to the attention of Amber Beauchamp, Procurement Analyst, 1000

Rochester Hills Drive, Rochester Hills, Michigan 48309, 248-841-2539, beauchampa@rochesterhills.org.

N. Only the person(s) designated above are authorized to seek additional information from prospective vendors regarding their proposal. Correspondence or inquiries made directly to contractors regarding their proposal from all other persons are to be directed to those City employees designated above for appropriate review and response.

Proposer Qualifications:

A. Proposer is required to provide financial statements, if requested by the City.

B. Provide a history of your firm, list corporate officers, general experience and capabilities.

C. Provide description of current and the last five (5) completed projects your firm has performed that are similar in scope to this project, including costs.

D. Provide report of current workload and status.

mailto:beauchampa@rochesterhills.org

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E. Provide previous experience in working with regulatory/government agencies.

F. Provide list of anticipated sub-contractors to be assigned to the project.

Securing Documents:

Copies of the Request for Proposals documents may be obtained from the Michigan Intergovernmental Trade

Network (www.mitn.info) or from the Procurement Division, City of Rochester Hills, 1000 Rochester Hills Drive

(Lower Level), Rochester Hills, Michigan 48309. The authorized version of the Request for Proposals document shall be that Request for Proposals document appearing on the MITN website with amendments.

Proposal Form:

In order to receive consideration, make proposals in strict accordance with the following:

A. No proposal will be considered unless it is made in accordance with the specifications, drawings, addenda, instructions to proposers, general conditions and other documents, as provided.

B. Proposals must be submitted on the forms provided, properly signed and with all items filled out. Do not change the wording of the proposal form, and do not add words to the proposal form.

Unauthorized conditions, limitations, or provisions attached to the proposal will be cause for rejection of the proposal. If alterations by erasure or interlineations are made for any reason, explain over such erasure or interlineations with a signed statement from the proposer.

C. No faxed or hard copy proposals will be considered for this solicitation.

D. No late proposals will be accepted.

E. The City of Rochester Hills reserves the right to postpone a due date for its own convenience.

F. Proposals that are not in total compliance with the specifications and other documents included in the Request for Proposals shall be marked “alternate” or the City will presume the proposal meets the specifications herein.

Withdrawal of Proposal:

No proposer may withdraw his proposal for a period of ninety (90) calendar days after the due date.

City of Rochester Hills (Owner’s) Right:

A. The City of Rochester Hills reserves the right to reject any or all proposals submitted and to waive any informality and irregularity in the proposals and in the proposing.

B. The City of Rochester Hills reserves the right to award the contract in its best interests.

C. The City of Rochester Hills reserves the right to accept Alternates in any order or combination on the basis of the sum of the base proposal and the Alternates accepted.

D.

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Taxes:

Municipalities are exempt from Michigan State Sales and Federal Excise taxes. A tax exemption certificate will be provided if requested.

Transportation Costs:

All proposals must include the cost of transportation, prepaid and allowed, FOB Rochester Hills, Michigan.

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 procurement division at the following email address: purchasing@rochesterhills.org.

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

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.”

mailto:purchasingdept@rochesterhills.org

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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, the Proposer 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 on 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.

Payment Terms:

The awarded Contractor shall be required to submit authentic, accurate and itemized invoice for all work completed within 30 days after the City accepts the completed work pursuant to this contract. Appropriate documentation shall be submitted with invoices to provide sufficient information should a discrepancy be discovered. Payment for work performed and approved by the City of Rochester Hills will be paid in the payment method selected by the Contractor.

Advanced payments will not be authorized.

Project Time:

The awarded Contractor shall submit total number of days required to complete the job. Time is of the essence to the completion of this contract. At any time prior to the Contractor’s completion of the services pursuant to this contract, the City may terminate this contract without penalty or damages, and upon such termination shall only owe Contractor for the costs of materials and services actually provided pursuant to this contract prior to such termination, in an amount not to exceed the amount of the contract.

No Damage for Delay:

A delay in completion of this Project for any cause shall not entitle Contractor to additional payment from the City.

Should the Contractor be delayed in the completion of any work by any act or neglect of the City, by other contractors employed by the City, by changes in the work, by materials or labor shortages, or by unavoidable causes, then the Contractor may present a written request to the City for an extension of time for completing the work. If the basis for the amount of the extension are determined by the City to be justified, then the City shall issue a written extension to the Contractor. Contractor’s sole remedy for any hindrance or delay shall be an extension of time for competition for the work.

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

6/16/2025 9 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. The City of Rochester Hills reserves the right to accept or reject any or all proposals, in part or whole and to waive informalities and minor irregularities in proposals received.

The City reserves the right to reject any and all proposals, to waive any informality in the proposals received, and to accept any proposal (or part thereof) which it will deems to be most favorable to the interest of the City or to award to multiple proposals.

The City reserves the right to modify the scope of services during the course of the contract. Such modification may include adding or deleting any tasks this project will encompass and/or any other modifications deemed necessary. Any changes in pricing or payment terms proposed by the contractor resulting from the requested changes are subject to acceptance by the City. Changes may be increases or decreases.

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.

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.

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.

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 Procurement Division, the version maintained by the City of Rochester Hills Procurement

Division shall govern.

Contractor shall provide all labor, equipment, goods, materials and services necessary to complete the specified work scope in a safe and legally correct manner. 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.

The City of Rochester Hills shall reserve the right to terminate the contract without penalty upon 30 days written notice due to poor performance or for any reason 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. His/her decision will be deemed in the City of Rochester Hills’ best interest and will be final. The City of Rochester Hills

6/16/2025 10 reserves the right to re-award the contract to the second most qualified proposal, re-bid the contract, or do whatever is deemed to be in its best interest.

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.

All workmanship shall conform to the best current practice at the respective trades; and all equipment, materials and articles incorporated in the work under this agreement shall be new and of the best grade of their kind for their purpose. The Contractor shall, if required, furnish evidence as to the kind and quality of the materials, equipment and/or articles used.

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 proposers shall be bound by such changes or addenda.

Addendums will be posted on the MITN system.

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.

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

No contract may be assigned, sublet or transferred without the written consent of the City of Rochester Hills. Any subcontractor, so approved, shall be bound by the terms and conditions of the contract. The contractor shall be fully liable for all acts and omissions of its subcontractor(s) and shall indemnify and insure the City of Rochester

Hills for such acts or omissions.

Contractor shall take all necessary measures to prevent damage to other areas adjacent to his work. Should damage occur as a result of the Contractor’s work, the Contractor is responsible for the repair and/or replacement of the damaged area. Otherwise, the City shall repair and/or replace the damaged area and charge the Contractor or deduct the amount from the Contractor’s invoice.

All work shall meet with the approval of the Director of Building Department or his authorized representative, as conforming to the provisions and requirements of this contract.

Contracts for work under this Request for Proposals will obligate the firm to not discriminate on the grounds of race, color, creed, religion or national origin in their employment practices. The successful bidder must furnish documentation complying with State of Michigan and Federal laws relating to discrimination under Equal

Employment Opportunity (EEO).

The City’s acceptance of a Proposal and approval of the award of a contract shall not constitute a formal 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.

Any significant explanation desired by a Proposer, regarding the meaning or interpretation of the Request for

Proposals must be requested in writing with sufficient time allowed for a reply to reach all prospective proposers before the submission of their proposals.

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Any information given to a prospective proposer concerning the Request for Proposals will be furnished to all prospective proposers as an amendment or an addendum to the Request for Proposals, 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 Request for Proposals must be made in writing prior to Monday, June 30, 2025 by 11:30 a.m. (local time), at which time a response will be prepared and posted on the MITN website.

Contractors are advised that the Request for Proposals is considered to be under evaluation until contract award.

The Procurement 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.

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.

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 proposal.

Qualifications and Minimum Evaluation Factors:

It is the intention of the City of Rochester Hills to award a contract to a Contractor who furnishes satisfactory evidence of requisite experience and ability and sufficient capital and facilities to complete the work successfully and promptly within the timeline established between the parties.

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 firm selected for the award will be chosen on the basis of the apparent greatest benefit to the City, including but not limited to:

1. Qualifications and Experience (20%)

The contractor shall have on staff personnel who have experience with similar projects as described herein. Provide a profile of your firm; clearly identify supervisors and foremen, who may be assigned to the City’s project. Identify brief overview of his/her qualifications; experience and training (include experience with public sector clients).

2. Comparable Projects (20%)

Provide a list of current and last five (5) comparable projects that have been successfully completed by your firm. Include municipal related work as well as private sector references. Provide type of project, contact name, company name, address, phone number and email address.

3. Capacity (20%)

Identify location, size and nature of facilities, as well as staffing capacity. If subcontractors will be utilized, please provide names and description of the scope of services to be provided.

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4. Work Plan (20%)

Provide a work plan that expressly addresses the objectives identified in the Request for Proposals including the equipment proposed. The selection committee will determine how well that work program meets the objectives of the City. Include a timeline to complete the work.

5. Cost Proposal (20%) – Per Proposal Form

General Requirements:

A. Use of Premises

The Contractor expressly undertakes at its own expense:

1. To stage materials, equipment and employee vehicles to ensure ingress/egress to the property, the

City’s occupancy and use of the premises by the public.

2. To take every precaution against injuries to persons or damages to property.

3. To comply with the regulations governing the use of premises which are occupied and to perform the Contract in such a manner as not to interrupt or interfere with the operations of the facility.

4. To store apparatus, materials, supplies and equipment in such orderly fashion as will not unduly interfere with City occupancy, use of premises by the public, the progress of Contractor’s Work or the Work of any subcontractors.

5. The City and the general public may utilize the facilities during the entire period of construction. It is essential that buildings and services be maintained throughout the construction period, with minimum disturbance and disruption to the City’s operations, emergency vehicles, staff and the public.

6. Welfare of facility’s occupants and the general public shall be considered at all times, including safety, disturbance and environment. Contractor, subcontractors and all workmen shall be aware of these requirements and objectives.

7. The nature of this project is such that close coordination will be required of the Contractor with the

City to assure that work on the site, access to and from the site and the general conduct of operations is maintained in a safe and efficient manner.

8. Contractor shall arrange with City to sequence construction and to make connections to utilities at such times that shall not interrupt utility services or unsatisfactory operations of the building.

B. Contractor's Superintendent

1. The Contractor shall provide the services of a competent superintendent from the beginning of the

Work to the date of final completion of the Contract.

2. The Superintendent shall be at all times in charge of the Work, shall be provided with such assistance as is necessary to properly carry on the individual branches of the Work, and shall at all times maintain competent supervision of the Contractor’s own Work and that of its subcontractors to ensure compliance with the Contract requirements.

3. The Contractor shall provide a staff adequate to coordinate and expedite the Work properly.

4. The Contractor shall be solely responsible for all construction means, methods, techniques, sequence and procedures and for coordinating all portions of the Work under the Contract.

5. The Contractor shall be solely responsible for initiating, maintaining and supervising all safety precautions and programs connected with the Work.

C. Cutting and Patching

1. The Contractor shall do all cutting, fitting or patching that may be required to make several parts of the Work come together properly.

2. Any cost caused by defective or ill-timed work shall be borne by the Contractor.

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3. The Contractor shall not endanger any work by cutting or otherwise, and shall not cut or alter the work of another contractor, except with the written consent of the City.

D. Cleaning

1. The Contractor shall at all times keep the City's premises and the adjoining premises, driveways and streets clean of rubbish caused by the Contractor's operations and at the completion of the work shall remove all the rubbish, tools, equipment, temporary work and surplus materials, from and about the premises, and shall leave the Work clean and ready for use. If the Contractor does not attend to such cleaning immediately upon request, the City may cause such cleaning to be done by others and charge the cost of same to the Contractor. Proposer shall remove all rubbish and debris from City property and legally dispose of it.

2. At the completion of the work, the Proposer shall remove all equipment, surplus material, rubbish and debris, etc., from the premises. All surfaces involved in the Work shall be cleaned and made ready for use. Proposer shall remove all rubbish and debris from City property and legally dispose of it.

3. The Contractor shall clean up all rubbish from employee’s lunches and breaks, including food wrappers, drink containers, bags, cups and other debris, immediately at the end of the lunch period or break. At no time shall such debris be left strewn about the site.

4. The Contractor will be responsible for all damage from fire, which originates in, or is propagated by, accumulations of rubbish or debris resulting from the Work.

5. In addition to all the above requirements, upon completion of the Work or of an individual section thereof, the Contractor, immediately prior to turning over the Work or completed portion thereof to the City, shall arrange for the proper and complete performance of the following:

a. Removal of paint, adhesive, primer or bitumen spillage or overspray, smeared caulking or sealing compounds and similar defects, from all finish surfaces including mechanical and electrical devices and equipment.

b. Removal and replacement of caulking or sealant beads not properly adhering to substrate.

c. Removal of temporary coverings in applied floor finish areas and final, thorough broom or vacuum cleaning of all finished floors. If final broom cleaning does not, in the opinion of the City’s Representative, provide a floor surface which is suitable for moving in of the

City's equipment, scrub and polish or otherwise refinish areas as directed until acceptable to the City's Representative.

d. Restoration of previously finished surfaces damaged due to failure or removal of protective measures.

e. Cleaning by washing all soiled concrete walks where exposed.

6. The Contractor’s employees shall at no time wear dirty work boots, gloves or clothing into the building, except as required in the case of an emergency. Contractor shall clean all stains resulting from dirty boots or clothing from the interior and exterior of the building.

7. All employees working at the job site will be required to wear appropriate clothing at all times and no music will be allowed to be played.

E. Water for Construction

Water for construction or demolition will be available on the site.

F. Drinking Water and Sanitary Facilities

The Contractor shall work with City Staff to arrange for use of drinking water and the City’s sanitary facilities. Temporary sanitary facilities shall not be used on site without the approval of the City prior to site delivery.

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G. Contractor’s Measurements

1. Before ordering material, preparing Shop Drawings, or doing any work, each Contractor shall perform field measurements to verify all dimensions, which may affect the Work. Test cores and/or sampling shall be restored to match the original conditions.

2. The Contractor shall also verify in-place materials to ensure new materials are adequate to meet

Project requirements. Any discrepancies shall be brought to the attention of the City’s Consultant for clarification before bids are submitted.

3. The Contractor assumes full responsibility for the accuracy of the field measurement figures, and for installation of appropriate materials. No allowance for additional compensation will be considered for discrepancies between dimensions on the Drawings and actual field dimensions, or due to the Contractor’s failure to verify in-place materials.

H. Progress Meetings

When directed by the City's Representative, meetings shall be held for the purpose of coordinating, expediting and reviewing the Work. The Contractor and subcontractors will be required to have qualified representatives at these meetings, empowered to make decisions concerning the Project.

I. Work Schedule

Before the signing of the Contract, a definite time schedule shall be agreed upon in general by all parties concerned, and within a reasonable time after the Contractor has been notified by the City of being awarded the Contract, they shall submit to the City a schedule of operations giving the dates that each part or branch of the Work will be started and completed.

J. Laying Out the Work

The Contractor shall lay out all work in accordance with existing ordinances, clearances and conditions and establish all equipment locations.

K. Glass Protection

The Contractor will be held responsible for all breakage or other damage to glass up to the time the Work is completed.

L. Fire Prevention

Take all precautions to eliminate possible fire hazards at the site, including but not limited to enforcing the following requirements:

• All combustible debris shall be removed from the building and storage areas on a daily basis, including empty paint, adhesive and primer containers, oily rags, bitumen mops, etc.

• No bitumen heating kettles shall be allowed in the building, or within 50 feet of building exterior walls, except upon special arrangement with the City's Representative and with written authorization from City's Representative designating the exact location.

• All tarpaulin or other covers for stored materials, openings in walls, etc. shall be flameproof.

• Paints, thinners, adhesives, primers or other highly flammable materials shall be stored only in well-ventilated areas at ground level, unless otherwise approved by the City’s Representative, and all mixing and preparation shall be restricted to such areas. All such materials shall be handled in accordance with safe practice and the requirements of authorities having jurisdiction, and in no case shall empty containers, or oily or paint-soaked rags be left in the building at end of a shift.

• No open fires on the site.

• Insofar as possible, avoid storage of large quantities of flammable materials at the site.

• Gasoline may not be stored in any building at any stage of construction.

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M. Smoking

There shall be no smoking in any area where flammable materials are being stored or used. The

Contractor shall be responsible for the conduct of the Contractor’s employees relative to this smoking restriction.

N. Use of System

The placing of work or any part thereof into use, even with the City's consent, shall not be construed as acceptance of the work by the City, nor shall it be construed to obligate the City in any way to accept improper work or defective materials.

O. Standard Specifications

1. Code Listing: Any reference to standards of any society, institute, association, or governmental agency, which is part of the Building Code in effect for this project shall comply with the edition date published in the referenced edition of the Building Code.

2. Non-code Listings: Any reference to standards of any society, institute, association, or governmental agency which is not part of the Building Code for this project shall be the edition in effect at the time of the due date of the proposal, except as otherwise specifically stated in this

Project Manual.

P. Inspection, Tests, Cleaning, Adjustment

1. The City reserves the right to inspect the contractor’s work at any time to assure compliance with all the terms and conditions of this Agreement. All work will be inspected pursuant to applicable codes

All deficiencies noted by the City will be submitted to the contractor for corrections. Within thirty

(30) calendar days after submission of deficiencies to the contractor, an inspection of the system may be conducted to ensure corrective action was taken. Should the deficiencies not be corrected, the contractor shall be liable for any cost incurred by the City to ensure the correction to include, but not limited to, additional inspections, repairs and meetings.

2. Contractor will provide a knowledgeable representative to demonstrate all systems to the Facilities

Department. This demonstration shall be set a minimum three (3) days in advance and shall be at a time agreed to by the Facilities Supervisor.

3. After installation is complete, all work shall be thoroughly cleaned of dirt, dust, oil, grease, etc.; air filter shall be clean at the acceptance of the project.

4. After systems have been cleaned and tested, they shall be operated for a minimum prior of one week and all necessary adjustments made to assure that systems are properly operating when turned over to Facilities.

5. All piping shall be thoroughly tested for leaks in accordance with regulations of…