RFP-RH-25-047 Energy Managment System at the Rocheter Hills Museum at Van Hoosen Farm.pdf

City Of Rochester Hills

Request For Proposals

Energy Management System at Rochester Hills Museum at Van Hoosen Farm

RFP-RH-25-047

Dated: September 4, 2025. The City of Rochester Hills is soliciting proposals from qualified contractors to provide a turnkey solution for a web-based non-proprietary Energy Management

System including all equipment, labor, wiring, hardware, software, documents, diagrams and annual maintenance and support for the City's Museum Buildings that will integrate the heating, ventilation, air conditioning (HVAC), lighting and generators to allow the City to closely monitor daily operations and equipment scheduling from City Hall.

Sealed proposals for Energy Management System 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, Wednesday, September 24, 2025. The City will read the names and addresses received publicly at 3:30pm via a Zoom Teleconference.

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

Proposal Opening Via Zoom Teleconference.

Proposers wanting to view the opening are invited to do so utilizing the following meeting information listed below. We are requesting that you not attend in person to limit capacity within City building during this time and it is possible that City buildings may not be open to the public at the time of the opening.

When: Sep 24, 2025 03:00 PM Eastern Time (US and Canada)

Topic: RFP-RH-25-047 Energy Management System @ Museum

Join from PC, Mac, iPad, or Android: https://us02web.zoom.us/j/85268400944

Webinar ID: 852 6840 0944

Voluntary Site Visit.

The City of Rochester Hills will conduct a voluntary pre-proposal meeting at 10:00 a.m. Friday, September 12, 2025, beginning at the City of Rochester Hills Van Hoosen Museum Dairy Barn, 1005 Van Hoosen Road, Rochester, Michigan 48306 to become familiar with the premises specified, provide a forum for questions and answers. This is the only time for vendors to have access to the buildings covered in the solicitation.

http://www.mitn.info/

Energy Management System

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

248.841.2539, email: beauchampa@rochesterhills.org.

All inquiries shall be made in writing by Monday, September 15, 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. Inquiries received after the date and time above will not be considered.

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

City of Rochester Hills' website at www.rochesterhills.org for information on Construction

Projects and allow adequate time when delivering items to the City.

It shall be the proposers' responsibility to make inquiry as to the changes or addenda issued.

Addenda will be posted on the MITN website. All such changes or addenda shall become a part of the contract and all proposers shall be bound by such changes or addenda. Proposers are advised that the RFP is considered to be under evaluation 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 RFP and as required to administer the evaluation process. An award notice posted on the MITN website.

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

Any deviation from the specifications must be noted on the proposal.

BACKGROUND INFORMATION

The City of Rochester Hills is a residential community in Oakland County, Michigan, and covers

36 square miles of suburban community. Rochester Hills is located 30 miles north of Detroit.

The City's population exceeds 70,000. General information regarding the City of Rochester

Hills is available at www.rochesterhills.org. The City of Rochester Hills comprises approximately 32.2 square miles and is located east of the I-75 corridor in the eastern portion of Oakland County, Michigan. The City is bordered to the south by the City of Troy; to the east by Shelby Township in Macomb County; to the north by Oakland Township; and, to the west by the City of Auburn Hills. Rochester Hills surrounds the City of Rochester on its northern, western, and southern boundaries.

mailto:beauchampa@rochesterhills.org

Energy Management System

PROJECT FUNDING AND REQUIREMENTS:

This project is funded in part by the Michigan Department of Environment, Great Lakes, and

Energy (EGLE) Community Energy Management Grant Agreement (Project #: MEO-24-020).

This project is subject to the following specific requirements and acts:

• Build America, Buy America Act (BABA) Requirements: All iron and steel, manufactured products, and construction materials used in the project must be produced in the

United States, adhering to the domestic content procurement preference. This applies to items consumed in, incorporated into, or affixed to the infrastructure project.

• Davis-Bacon Act: Prevailing wages and fringe benefits must be paid to contractors and subcontractors performing on federally funded projects over $2,000 for construction, alteration, or repair (including painting and decorating) of public buildings or works.

• National Historic Preservation Act (NHPA): The project must comply with Section 106 of the NHPA, consistent with DOE's 2009 letter of delegation of authority. As the buildings are considered historic, the recipient must contact the State Historic

Preservation Officer (SHPO), and, if applicable, the Tribal Historic Preservation Officer

(THPO), to coordinate the Section 106 review outlined in 36 CFR Part 800. Actions resulting in an adverse effect to historic properties pending Section 106 compliance must be avoided.

• National Environmental Policy Act (NEPA) Requirements: The Michigan Energy Office

(MEO) must comply with NEPA prior to authorizing the use of federal funds. This project falls under categorically excluded activities, requiring no further NEPA review unless extraordinary circumstances, cumulative impacts, or connected actions that may lead to significant impacts on the environment, or any inconsistency with "integral elements".

• Anti-Lobbying: Grant funds awarded in this Agreement shall not be used for lobbying as defined in Michigan's lobbying statute (MCL 4.415(2)), nor for litigation against the

State. This assurance must be included in all subawards.

• Debarment and Suspension: By signing the Agreement, the Grantee certifies that it has checked www.SAM.gov to verify that its agents and its subcontractors are not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from covered transactions by any federal department or the state.

• Iran Sanctions Act: By signing the Agreement, the Grantee certifies that it is not an Iran-linked business, and that its contractors are not Iran-linked businesses, as defined in

MCL 129.312.

(Remainder of Page Intentionally Left Blank)

Energy Management System

SCOPE OF WORK

The City of Rochester Hills is requesting proposals for the purchase of an Energy Management

System including all equipment, wiring, hardware, installation, labor, software, construction documents, engineering calculations and diagrams and annual maintenance and support at the following Museum Buildings:

1. Dairy Barn: 1005 Van Hoosen Rd, Rochester, MI 48306

2. Calf Barn: 1005 Van Hoosen Rd. Rochester, MI 48306

Monitoring systems for temperature and humidity will also be installed at three additional

Museum locations:

3. Equipment Barn: 1005 Van Hoosen Rd. Rochester, MI 48306

4. Red House: 1005 Van Hoosen Rd. Rochester Hills, MI 48306

5. School House: 1051 Washington Rd, Rochester Hills, MI 48309

6. Farmhouse: 1005 Van Hoosen Rd. Rochester Hills, MI 48306

The City of Rochester Hills is requesting proposals from qualified contractors to provide a turnkey solution providing all necessary equipment, labor, wiring, hardware, software, on-site implementation, training and technical support, annual maintenance contract, system design, construction documents, engineering calculations and diagrams for the installation of a fully functioning Energy Management System at Rochester Hills Museum at Van Hoosen Farm. The purchase will include system design and software implementation, training and annual support. Note that the system will be controlled and monitored from City Hall located at 1000

Rochester Hills Drive, Rochester Hills, MI 48309.

The project specifically involves the installation of an Energy Management System (EMS) to optimize the energy efficiency of building HVAC usage, lighting, and other facility operations through a system of electrical tools and sensors. An estimated 30,000 kWh in annual energy savings is expected with the installation of this system at the Dairy Barn.

Specific Equipment Integration:

• Calf Barn Equipment:

AAON RTU & Lighting Upgrades (Remove existing Orion controls, provide necessary upgrade to BACnet controls) provide equipment scheduling, alarming and trending, develop Graphical interface.

• Dairy Barn Equipment:

AAON Unit (BACnet integrate existing AAON controls), (3) Furnaces (Provide BACnet controls or BACnet network thermostats, include discharge air sensor, supply fan status), Dri-Steam Humidifier (Provide BACnet integration into existing Dri-Steam

Humidifier, provide equipment scheduling, alarming and trending, develop Graphical interface), Acuity Lighting Controls (Install new controller to integrate existing lighting panel).

Energy Management System

The control system shall consist of a high-speed, peer-to-peer network of DOC controllers that connect directly to a secure, cloud-based platform. This platform will serve as the central repository for all data and provide a web-based operator interface accessible from any conventional web browser.

The solution must be a fully managed cloud service, eliminating the need for on-premise servers. All system data, graphics, and software will be hosted and maintained by the vendor in the cloud. Operators shall be able to perform all normal functions, including real-time monitoring and control, through this secure web browser interface. The system must also include point-and-click graphical depictions of each mechanical system and building floor plan.

Permits: All buildings are owned by the City of Rochester Hills but are physically located in the cities of Rochester and Rochester Hills. The installation contractor will need to include in their cost proposal all necessary permits from the City of Rochester for the Dairy Barn, Calf Barn and Equipment Barn as well as necessary permits from Rochester Hills for the Farmhouse, Red House and School House. The Grantee is responsible for all local, state, and federal permits, if required. Note that the permit fees will be waived for any permits needed from those buildings located in the City of Rochester Hills.

Control Panels and Cabling: Indoor control panels shall be fully enclosed NEMA 1 construction with hinged door key-lock latch and removable sub-panels. A common key shall open each control panel and sub-panel. Prewire internal and face-mounted device connections with color-coded stranded conductors tie-wrapped or neatly installed in plastic troughs. Field connection terminals shall be UL listed for 600 V service, individually identified per control and interlock drawings, with adequate clearance for field wiring. Each local panel shall have a control power source power switch (on-off) with overcurrent protection. Provide copper wiring, plenum cable, raceways and Optical cables. All equipment shall be UL listed and installed per manufacturer’s recommendations, field installation for code compliance and workmanship quality.

Training: Provide training for a designated staff of Owner's representatives. Provide a total of six (6) hours of training over two or three sessions. Provide eight (8) total hours of one-on-one custom programming time that is to include setting up trends, custom graphics and operations. Conduct the training over a period of twelve (12) months at the City's convenience.

The solution shall include a web-based, software and annual support and maintenance. The system shall meet the operating requirements of the City departments and the network requirements of Rochester Hills Management Information Systems (MIS) Department. It is preferred that the system be hosted by the vendor or a third party service.

A 3-year maintenance agreement shall be included in base proposal costs.

Energy Management System

With a view to obtaining the most acceptable products and 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 of Rochester Hills reserves the right to purchase all required hardware and portable devices from the State of Michigan or other governmental contracts. All modules/options are for evaluation purposes and will assist in deciding the flexibility of the vendor and product being offered. The City of Rochester Hills will determine at time of award, the modules, if any, that will be selected, and the actual number of hours for installation and set-up, implementation, customization, conversions, and training that will be contracted. Any modules/options offered but not selected will remain as part of this Request for Proposals and available for future selection at a later date.

This document is a Request for Proposals. 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 product(s)/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 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 of Rochester Hills reserves the right to select, and subsequently recommend for award, the proposed products/services which best meets its required needs, quality levels and budget constraints.

SELECTION CRITERIA

The City of Rochester Hills intends to enter into a relationship with a well-established contractor whose products, features, design philosophy, and support policies comes closest to meeting the City's needs. The selected contractor must be a financially stable firm committed to providing solutions for City government. The selected contractor will have a proven track record of support from design and installation planning through implementation and on-going use, particularly with clients located outside the vendor's home area and particularly with local government clients. There must be a good fit between contractor staff and City staff to ensure a good working relationship. The following criteria will be used to evaluate vendor responses to this Request for Proposals (RFP).

Based on the results of the evaluation, it is anticipated that a select list of vendors may be short listed. Product demonstrations and meetings may be requested. The criteria that will be used to evaluate the RFP responses as follows:

Energy Management System

Qualifications and Minimum Evaluation Factors

The following represents the principal selection criteria, which will be considered during the evaluation process.

1. Experience and Qualifications (20 pts)

Consultants, engineers, installation contractor, manufacturer and other designated personnel for this project, who have experience with similar projects as described herein, as well as experience in working with municipal government. Provide information on technical training and education of staff to be assigned to this project.

2. Product Design, Flexibility, Operability (20 pts)

Provide a detailed description of the proposed product(s). Include all available product literature and brochure. Describe how the proposed product/equipment/software will operate. Provide guarantee/warranty/support and maintenance contracts information.

3. Comparable Projects (20 pts)

Provide a list of comparable projects that have been successfully completed by your firm. Include name, location and brief description of project, date of project, dollar value, name of company, contact name, address, and telephone number. List should include public sector (governmental) clients.

4. Methodology (20 pts)

Provide the method of approach or work plan summary to meet the City's needs for the entire project. Include a proposed project schedule.

5. Cost Proposal (20 pts)

Submit a description of how your firm proposes to charge the City for its products/services. Provide a fixed-price not-to-exceed cost proposal, including all equipment, materials, software, an hourly fee schedule for all personnel, number of hours proposed. Submit the same information for all subcontracted firms affiliated with the project.

DELIVERABLES (include but may not be limited to):

• All necessary Energy Management System Equipment, Materials and Software to be installed by the Contractor

• All required hardware/software and implementation for a fully operational system(s)

• Software Hosting, if applicable

• Training

• Any reports or report information required under the grant

• Owner Operator Manuals

• As-Builts

• Support and Maintenance Contract for Software

• Extended Service Contract for Energy Management System Equipment

• Meetings, as required

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MANDATORY

These guidelines are provided to assist participating firms in formulating a thorough response. The successful firm shall ensure/understand that:

1. The contractor will work closely with City staff during all phases of the work. The successful firm will be considered a key part of the project team. A strong, positive working relationship must be maintained.

2. All licenses required for a discipline by the State of Michigan shall be maintained during the course of the contract.

3. Contractor shall be responsible for any required permits both in the City of Rochester

Hills and the City of Rochester. Permit fees for the City of Rochester Hills will be waived but the Contractor is still responsible for applying for the permit for the City of

Rochester Hills locations. Fees for permits in the City of Rochester are the responsibility of the Contractor.

4. The contractor will provide a single point of contact for the duration of the contract.

5. The firm must implement and complete the work in an efficient, orderly and cost-effective manner. The City encourages innovation in streamlining the project.

6. The contractor will comply with administrative procedures related to the project such as change orders, shop drawings, contract pay requests, etc.

7. The contractor will utilize construction contract documents that have been approved by the City.

8. The contractor will meet with applicable City staff to review project status, project budget and project planning, as required.

9. The contractor must have the organizational capacity to conduct the work; the City will not pay for travel, lodging or per-diem unless specifically mandated in the requirements.

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 (with no additional fees)

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

Energy Management System o Repair o Any combination of the above

Invoices shall be submitted to the City of Rochester Hills Accounts Payable Division preferably at email: accountspayable@rochesterhills.org, or mailed to 1000 Rochester Hills Drive, Rochester Hills, MI 48309. Payments will be processed as noted above upon the receipt and acceptance of 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 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”.

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

PART 1-SAFETY

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

City Safety and Occupational Health Standards and any other applicable rules and regulations. Also, all contractors and subcontractors will be held responsible for the safety of their employees and any unsafe acts or conditions that may cause injury or damage to any persons or property within and around the work site area under this contract. Proposer shall provide all barricades, traffic control devices and other safety equipment, as necessary.

B. 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. Contractor shall also be responsible for all costs related to the relocation of, damage to, repair of, any existing utility runs and/or improvements which are damaged as a result of contractor or subcontractor in or around the premises.

mailto:accountspayable@rochesterhills.org

Energy Management System

C. All contractors shall, at the end of each workday, clean area of work and secure all equipment in a safe condition. Contractor shall store materials, supplies and equipment in a neat and orderly manner so as not to unduly interfere with the progress of work, the work of other contractors or the operation of City business. Contractor shall not unload, move, hoist and/or store material or equipment so as to interfere with normal use of facilities, roads, driveways, sidewalks or building entrances, except with prior written authorization by the City of Rochester Hills.

D. Contractor is responsible for the storage and security of equipment and materials and that of their subcontractors. Location of materials and equipment storage, vehicle parking and staging areas shall be established, only after approval by the City of

Rochester Hills.

E. Contractor shall perform cleanup of work area on a daily basis to remove debris from that day's work. At the completion of the work, the contractor 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. Contractor shall remove all rubbish and debris from City property and legally dispose of it.

F. The Contractor shall coordinate his operations with other contractors that may be performing work within or adjacent to the Construction Influence Area (CIA). The CIA shall include the entire construction limits as shown on the map and subsequent design drawings.

PART 2-MATERIALS AND DESIGN

A. Equipment and materials provided shall be new, standard product of a manufacturer, regularly engaged in the manufacture of the product that have been performing satisfactorily.

The equipment shall be supported by an authorized service organization or factory employee

(of the manufacturer/supplier) that is reasonably convenient to the jobsite. Discontinued models are not acceptable. No work shall be started before all materials are in the possession of the Contractor.

PART 3-INSTALLATION

A. Contractor shall confine his operations to the areas to be improved and to the areas allotted him by the City for material and equipment storage.

B. Contractor shall be responsible for the removal and legal disposal of debris or any other materials from the construction site, consistent with the City's waste stream applications as directed by the Facilities Manager or his authorized representative.

C. It shall be understood and agreed upon by the Contractor that the work herein described shall be completed in every detail, even though every item involved is not particularly mentioned. The Contractor shall be held to provide all labor and materials for the completion of work intended and described.

Energy Management System

PART 4-QUALITY ASSURANCE

A. The Contractor shall maintain continuously a competent superintendent, satisfactory to the

City, with authority to act for him in all matters pertaining to the work.

B. The Contractor shall confine his operations to the areas to be improved and to the areas allotted him by the City's representative for material and equipment storage.

C. Manufacturer's 1-year warranty from the date of final acceptance of the complete job, against original defects of material and workmanship or excessive wear or deterioration and defects to be made good at the Contractor's expense with no cost or obligation to the City.

PART 5-DELIVERY, STORAGE, AND HANDLING

A. Store and handle materials to prevent damage and deterioration. Materials damaged or defective as determined by the Facilities Manager or his authorized representative shall be replaced or repaired at no additional cost to the City.

B. Storage of materials and equipment in conjunction with this contract is the responsibility of the Contractor. Stored materials and equipment on site shall be stored in a location as directed by the Facilities Manager or his authorized representative.

PART 6-PROJECT CONDITIONS

A. The proposer acknowledges that he has examined the site and the submission of a proposal shall be considered evidence that examination has been made. The proposer has carefully estimated the difficulties with the existing conditions as they relate to the total and entire satisfactory completion of the work.

B. All work shall be completed in accordance with the specifications and standard trade practices.

C. The contractor shall field verify all quantities, measurements, dimensions, and existing conditions. The contractor shall review the contents of the specifications and verify discrepancies (if any) prior to submitting this proposal document. There will be no change orders based on mistaken quantity, count, measurements or dimensions.

PART 7-CODES AND STANDARDS

A. The Contractor shall perform all work in accordance with applicable local, State and Federal laws, rules, regulations, zoning and building codes, as well as M.I.O.S.H.A. guidelines in effect at the time of the project and holds the City harmless against any claims arising from the violation thereof.

Energy Management System

B. Any permits for the installation or construction of the work included under this contract which are required by any of the legally constituted authorities having jurisdiction, shall be obtained and paid for by the Contractor, each at the proper time. 70 Contractor shall also arrange for and pay all costs in connection with any inspections and examinations required by these authorities.

C. In all cases where inspection of the work is required and/or where portions of the work are specified to be performed under the direction and/or inspection of the Facilities Manager or his authorized representative, the Contractor shall notify the Facilities Manager or his authorized representative at least twenty four (24) hours in advance of the time and such inspection and/or direction is required.

B. The Contractor shall provide for the protection of the public, City employees and the

Contractor's own workers from work related hazards. Contractor shall also provide notification to the City representative and personnel directly affected by the work of any potentially dangerous situations. In the event of an emergency affecting the safety of persons or property, the Contractor shall act immediately to prevent threatened loss or damage. The

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

C. Quantities, when used, are estimates only and are given for the purpose of comparing proposals on a uniform basis. Quantities shall be proposed on a more or less basis. Payment will be made only for quantities actually ordered, delivered and accepted, whether greater or less than the stated amounts.

D. The Contractor warrants the items to be furnished do not infringe any patent, registered trademark or copy right and agrees to hold the City harmless in the event of any infringement or claim thereof.

PART 8-PROPOSERS RESPONSIBILITY

A. It shall be the responsibility of the proposer to become familiar with the premises specified and the work to be performed according to the specifications.

B. By submitting a proposal, the proposer acknowledges that he/she has investigated and satisfied himself/herself as to the conditions affecting the work, including, but not restricted to, those bearing upon transportation, disposal, handling and storage of materials, availability of labor, gas, water and electric power. Any failure of the proposer to acquaint himself/herself with the available information will not relieve him/her for responsibility for properly estimating the cost of successfully performing the work. The City of Rochester Hills shall not be responsible for any conclusions or interpretations made by the contractor of information made available by the City of Rochester Hills.

Energy Management System

C. Successful contractor is responsible for locating all telephone, cable TV, fiber optics, gas, water, sewer and electrical lines before any digging. If required, contractor shall contact MISS

DIG at 1-800-482-7171 at least three (3) full days before digging or working. Contractor shall be held responsible and liable for any damages incurred resulting from his/her negligence.

The contractor shall protect existing systems and utility services and be responsible for their replacement if damaged

PART 9-FINAL CLEANUP AND RESTORATION

A. The work shall not be considered as completed, nor will final payment be made until the area has been restored to a neat, orderly appearance acceptable to the Facilities Manager or his authorized representative. Equipment, excess material, rubbish, etc., resulting from the

Contractor's operation must be removed from the site.

B. Repair of all areas disturbed by the Contractor's operations shall be in accordance with the best modern practices, the City's standards and/or as specified at the time of requested service. Contractor shall go over the entire project and remove all construction debris and any other deleterious materials.

PART 10-TRAINING

A. City of Rochester Hills' personnel shall be trained on operating functions of the equipment and software.

B. Written operating and maintenance instructions shall be provided, as well as instruction sheets and parts list for all operating equipment and software.

PART 11- PERFORMANCE AND PAYMENT BONDS (Required if Project exceeds $50,000)

Performance Bond

Performance bond is required for proposals over $50,000. The Contractor shall furnish a surety bond in a form acceptable to the City of Rochester Hills in an amount not less than one-hundred (100%) percent of the contract amount for bids over $50,000 as security for faithful performance of this contract. The City of Rochester Hills shall be Obligee under said bond. The bond shall guarantee the faithful performance and shall indemnify and hold harmless the

Obligee from all costs and damages by reason of the Principals failure to perform in accordance with the contract provisions. The contract, by reference, shall be an integral part of the bond. Said bond shall be with a surety licensed and admitted to do business in the

State of Michigan. The Surety Company executing the bond must be acceptable to the City.

Energy Management System

Payment Bond

Payment bond is required for proposals over $50,000. The Contractor, as Principal, shall furnish a surety bond in a form acceptable to the City of Rochester Hills in an amount not less than one-hundred (100%) percent of the contract amount as security for the prompt payment to all persons supplying labor and material in the performance of all work under said contract, and any and all authorized modifications under this contract. The contract, by reference, shall be an integral part of this bond. Said bond shall be with a Surety licensed and admitted to do business in the State of Michigan. The Surety Company executing the bond must be acceptable to the City.

GENERAL CONDITIONS

All proposals will be evaluated and scored. The City of Rochester Hills reserves the right to reject any and all proposals or to make an award based directly on the proposals. The City of

Rochester Hills reserves the right to negotiate separately with any proposer when such action is considered in its best interest. Subsequent negotiations may be conducted, but such negotiations will not constitute acceptance, rejection or a counter-offer on the part of the City.

The firm selected for the award will be chosen on the basis of the apparent greatest benefit to the City of Rochester Hills best meeting the City's required needs, quality levels and budget constraints. 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 products and services. All proposals shall be in accordance with the Purchasing Ordinance and the requirements of this notice in order to be deemed "responsive."

No proposal will be accepted from any person, firm or corporation who is in arrears upon any obligation to the City or who otherwise may be deemed irresponsible or unreliable by the City.

By submission of a proposal, contractors and subcontractors assert and self-certify that all

Federal, State and local tax obligations have been or will be satisfied prior to receiving recovery funds. No proposal will be allowed to be withdrawn after it has been deposited with the City of Rochester Hills, except as provided by law. All proposers are held to prices proposed for 120 days or award, whichever comes first, except the successful proposer whose prices shall remain firm through contract expiration. Any deviation from the scope of work must be noted in the proposal. The Request for Proposal document together with its addenda, amendments, attachments and modifications, when executed, becomes the contract or part of the contract between the parties. Any proposal submitted which requires a down payment or prepayment of any kind prior to work completion and full acceptance as being in conformance with specifications will not be considered for award.

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. 119 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.

Energy Management System

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. Any deviation from the specifications must be noted in the proposal.

Municipalities are exempt from Michigan State Sales and Federal Excise Taxes. Prices quoted shall not include Federal or State taxes. The City will furnish the successful bidder with tax exemption certificates when requested. Contracts for work under this proposal will obligate the firm to not discriminate on the grounds of race, color, creed, religion or national origin in their employment practices.

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 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, ten (10) 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.

No contract may be assigned, sublet or transferred without the written consent of the City of

Rochester Hills. ny subcontractor, so approved, shall be bound by the terms and conditions of this contract. The consultant shall be fully liable for all acts and omissions of its subcontractor(s) and shall indemnify the City of Rochester Hills for such acts or omissions.

The proposer will be required to perform and complete the proposed work in a thorough and workmanlike manner and to furnish all necessary labor, except as may otherwise be specified as "furnished by the City." All work shall meet with the approval of the Facilities Manager or his authorized representative, as conforming to the provisions and requirements of this contract. The proposer will provide staff supervision and ensure the work is completed efficiently with due care, skill and attendance. The proposer will be responsible to ensure that the finished work complies accurately with the specifications.

Ownership of all data, materials and documentation originated and prepared for the City of

Rochester Hills pursuant to the Request for Proposals and the subsequent contract shall belong exclusively to the City of Rochester Hills. In the event bankruptcy proceedings are commenced by or against proposer 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. 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 proposer responsible for damages.

Energy Management System

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: 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

Energy Management System

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 this contract.

INSTRUCTIONS TO PROPOSERS

All attached forms shall be completed. Each item must be completed with a response.

Proposers not responding to any of the specifications or questions may be classified as unresponsive. Supplemental information may be attached to your proposal.

These general requirements as well as all attachments shall be incorporated in the entire agreement between the City of Rochester Hills and the Contractor and in any subcontractor award. The contract shall be binding upon the parties hereto and their respective successors and assigns.

To facilitate the analysis of responses to this RFP, the Vendor is required to prepare their response in accordance with the instructions outlined in this document. Proposals shall be prepared as simply as possible and provide a straightforward, concise description of the

Vendor's capabilities.

Energy Management System

PROPOSAL PRICING

Proposed Energy Management System Solution

The Vendor is required to provide a detailed description of the proposed equipment and hardware/software applications and overall technical solution including the following:

• Energy Management System o Equipment and materials o Hardware/Software

Proposed Energy Management System:

Energy Management System

Installation of the Energy Management System (EMS) at all six buildings as specified in the solicitation, including all material, labor, equipment needed for a fully functioning system, training and annual maintenance & support; including the following:

Lump Sum $

Hardware Costs

Sensors (temperature, humidity, light, occupancy)

Gateways / Date Loggers - 1 per building

Control Devises - Smart Thermostats, lighting controls, etc..

Networking Equipment

Software Licensing: Licenses for the EMS platform (3 years)

Labor (Installation & Configuration)

On-site survey & planning

Wiring / Mounting- physical installation of sensors, gateways, modems.

System Integration - connecting sensors to the EMS platform

Commissioning & Testing - ensuring all components communicate and function correctly

Training - as specified

Project Management

Oversite and coordination of the entire installation

Initial Support & Warranty (Years 1 - 3)

Comprehensive support and warranty for the first 3 years to ensure system stability. Covers bug fixes, minor updates and hardware replacement if needed.

Annual Support & Maintenance (after year 3) includes at minimum the following:

Annual Cost (after base three years expires)

Software Subscription - ongoing access to the EMS platform, data storage, cloud services and software updates.

Technical Support - Help desk access, remote troubleshooting

Regular System Health Checks - Proactive monitoring to ensure optimal performance

Preventative Maintenance - Software patches, firmware updates

Reporting & Analytics - Ongoing generation of energy performance reports

Labor Rate for Out-of-Scope Work, not included above. Out of scope work must be pre-approved in writing before work can begin.

Hourly $

Energy Management System

VENDOR QUESTIONNAIRE

Firm Name: _________________________________________________________________

Address: ____________________________________________________________________

City/State/Zip Code:___________________________________________________________

Telephone Number: ________________________ E-mail Address: _____________________

Firm Established: Years in Business: _______

Type of Organization: (Circle One)

a. Individual

b. Partnership

c. Corporation

d. Joint Venture

e. Other

How many employees does your company employ?

Full-time employees: Part-time employees:________________

1. Please state the year the Contractor started in the business of installing Energy

Management Systems?

Year Started Installing Energy Management Systems

2. Where is the Contractor’s closest support facility/sales office?

Support Facility Location

3. Where is the Vendor’s company headquarters?

Company Headquarters Location

Energy Management System

4. Please list the number of NEW energy management system installations in the previous three years:

Year Number of New EMS installed

5. How long has the current energy management system been in production?

Duration

6. Are all items quoted F.O.B. delivered, freight prepaid and allowed?

Yes No

7. As part of the hosted system, all periodic enhancements/system upgrades to the software will be provided at no additional charge.

8. What is the average response time (hours) for a telephone response to a service call?

Average Response Time

9. How often does are product upgrades or enhancements released?

Upgrade / Enhancement Frequency

Energy Management System

10.…