RFP-RH-25-063_Ice Rink Lease.pdf

City of Rochester Hills RFP-RH-25-063

Lease of Outdoor Ice Rink

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PROJECT TITLE: Request for Proposals – Lease of Outdoor Ice Rink

RFP-RH-25-063

Submission Closing Date and Time:

TUESDAY, NOVEMBER 18, 2025 at 3:00:00 P.M. (Local Time)

A site visit for the purpose of reviewing the RFP, viewing the proposed installation area and answering questions regarding the project will be held on Tuesday, November 11, 2025 at 10:00 a.m. (local time) at the City of Rochester Hills Borden Park, Beginning at the Park Office, 1400 East Hamlin Road, Rochester Hills, Michigan 48309.

The City of Rochester Hills officially distributes bid/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 contractors who obtain proposal documents from either the Purchasing Division or the MITN System are guaranteed access to receive addendum information, if such information is issued. The first step to do business with the City is to become a registered contractor by visiting the City website at www.rochesterhills.org, select Government Services, Departments, Purchasing and Quick Link to link to the MITN website. Final proposal results will be posted on the MITN website after award.

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

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

For all Questions regarding this solicitation, contact:

Lisa Cummins, NIGP-CPP, CPPB

Procurement Manager Phone: (248)841-2537

Email: cumminsl@rochesterhills.org.

www.mitn.info

Ice Rink Lease

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NOTICE OF INTENT TO ACCEPT PROPOSALS

Dated Monday, October 27, 2025: The City of Rochester Hills is accepting proposals from responsible, qualified vendors to lease a temporary, seasonal-use, refrigerated ice rink for public use at its Borden Park location. The City of Rochester Hills will be responsible for the daily operation and maintenance of the ice surface. Sealed Proposals will be received by the City of Rochester Hills Purchasing Division, 1000 Rochester Hills Drive, Rochester Hills, Michigan 48309 via Electronic Submission ONLY through the MITN website until EXACTLY 3:00 P.M. Local time, TUESDAY, NOVEMBER 18, 2025 at 3:00:00 P.M. (Local Time) at which time and place said proposer’s names and addresses ONLY will be read via Zoom Teleconference.

Please submit proposal through the MITN website on or before the date and time given above to:

Lisa Cummins, NIGP-CPP, CPPB Procurement Manager City of Rochester Hills

1000 Rochester Hills Drive Rochester Hills, Michigan 48309

All proposals must be submitted electronically via the MITN website. Hardcopy responses will not be accepted. The City of Rochester Hills is capable of accepting documents in docx, xlsx, pdf, jpg, tif or rtf formats. It is requested that you upload one complete document, versus that of several individual sheets. Please name your files accordingly if more than one file is uploaded to the site.

INTRODUCTION AND INSTRUCTIONS

Please carefully review this document. It provides specific information necessary to aid Contractors in formulation of a thorough response. A formal comprehensive review period will be conducted to ensure that the City selects the best possible services available at the best value to the City.

The submission of a proposal hereunder shall be considered evidence that the contractor is satisfied with respect to the conditions to be encountered and the character, quantity and quality of work to be performed. Proposals shall be in conformance with the documents. Any deviation from the specifications must be noted in the Proposal. 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 interests of the City.

To respond to this RFP, interested Contractors must include a response to all criteria that are listed in this proposal. Failure to include a response to all evaluation criteria may be cause for rejection.

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This document is a Request for Proposals. It differs from a Request for Bid/Quotation in that the City is seeking a solution as described herein, not a bid/quotation meeting firm specifications for the lowest price. Proposers are to provide their proposed solution based on their professional knowledge and developed around the Scope of Work and General Requirements defined within this proposal. As such, the lowest price proposed will not guarantee an award recommendation. Competitive sealed proposals will be evaluated based upon criteria formulated around the most important features of a product or service, of which quality, testing, references, or capability, may be overriding factors, and price may not be determinative in the issuance of a contract or award. The proposal evaluation criteria should be viewed as standards, which measure how well a proposer’s approach meets the desired requirements and needs of the City. The criteria that will be used and considered in evaluation for the award are set forth in this document.

The City will utilize its best judgment when determining whether to schedule meetings with shortlisted contractors, after receipt of all proposals. Meetings with shortlisted proposers may provide additional information and criteria upon which the City may base their selection decision. The City reserves the right to select and subsequently recommend for award the proposed services, which best meets its needs and budget constraints.

It is the City’s intent to contract with a vendor that best meets the qualifications as defined within the Request for Proposals offering the overall best value to the City. General information regarding the City of Rochester Hills is available at www.rochesterhills.org.

PROPOSAL OPENING VIA ZOOM TELECONFERENCE

Proposers wanting to view the proposal 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 Hall during this time and it is possible that City buildings may not be open to the public at the time of the opening.

When: Nov 18, 2025 at 3:00 p.m. EST Topic: RFP-RH-25-063 Borden Park Ice Rink Lease

Please click the link below to join the webinar:

https://us02web.zoom.us/j/82254083370

Webinar ID: 822 5408 3370

INTRODUCTION

As part of its public recreation activities provided to residents, the City of Rochester Hills is exploring the lease, installation, and associated services for a seasonal outdoor ice rink at its Borden Park location (1400 E Hamlin Rd, Rochester Hills, MI 48307). The City has never operated a mechanical ice rink and is seeking proposals and recommendations from experienced vendors to launch this new recreational activity as part of its winter parks offerings. While the City currently provides limited skating opportunities at Spencer Park and

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Innovation Hills when natural lake and pond ice is frozen, this does not offer a consistent opportunity. Therefore, the primary objective of this Request for Proposals (RFP) is to secure a turn-key, refrigerated ice rink system that provides reliable public skating throughout the winter season, regardless of daily weather fluctuations above the freezing point. Further details about the City are available at www.rochesterhills.org.

SCOPE OF SERVICES

The City of Rochester Hills is accepting proposals from qualified vendors to lease a temporary, seasonal, refrigerated ice rink for public use at Borden Park located at Borden Park, 1400 E Hamlin Road, Rochester Hills, MI 48307. The awarded vendor will be responsible for the installation, maintenance, mechanical/equipment failures, and removal of the rink. The City of Rochester Hills will be responsible for the daily operation and maintenance of the ice surface. Lease Agreement would be for three (3) years with an option to renew for two (2) additional years.

The City is considering two possible locations to stage the rink and will be determine final placement based on vendor recommendations from proposal responses received. The two proposed locations are either withing one of the existing roller hocky rinks (Site A) or the parking lot across from the park office (Site B).

The awarded vendor will be responsible for the installation and removal of a 40’ x 60’ (or comparable size) refrigerated ice rink, mechanical failures, and service calls for all ice rink equipment.

The City shall provide the space required for the installation of a 40’ x 60’ ready for assembly of the ice making equipment and rink (chiller, cooling mat, piping, and dasher boards, etc.)

During the operation of the rink, the City, through its own personnel and part-time City employees, will operate the rink and monitor the equipment’s operation.

Historical temperatures as published by the National Weather Service for the area are:

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Date Average Min/Max January 1st – 31st 25° to 27° F 19°/33°F February 1st – 28th 27° to 28° F 21°/35°F March 1st – 30th 36° to 37° F 29°/45°F

1. The Lease Agreement will be for a period of three (3) years with the option to renew for two (2) additional years through mutual agreement between the City and the Vendor provided all terms and conditions remain unchanged.

2. The vendor shall complete installation of the equipment required no later than seven

(7) days prior to the public opening of the rink. This requirement is to allow sufficient time for the creation of the ice surface prior to the opening.

3. Inspection: The vendor and the City will jointly inspect all of the leased equipment and surrounding site conditions upon arrival at the installation site and shall document the condition of said equipment and site. It is recommended this be done through written or photographic documentation with both parties agreeing to said condition of equipment and site. The purpose is to ensure that all leased equipment and supplies as well as site conditions are in good working order. The City has the right to reject damaged or non-functional equipment and supplies, and the vendor shall provide replacement equipment and supplies for any deemed unacceptable to the City. The Vendor shall bear such replacement cost.

4. Maintenance/Repair: Other than very minor repairs, the vendor shall have someone available within a reasonable timeframe (weather dependent) to make any repairs to the equipment so as to minimize any interruption of rink services. A repair kit shall be provided as part of the service for City staff to make minor repairs caused by skaters (See items h.7 below). Major repairs shall be performed by the vendor or vendor representative at no additional costs to the City, assuming the City and its representatives take proper precautions to safeguard the equipment.

5. Installation of Equipment and Supplies: The vendor shall communicate and give guidance to the City for the installation and preparation of anything that is needed in order for the vendor to install the chiller, cooling mats, dasher boards, etc. The vendor will be responsible for the complete installation (turn-key) of the ice-skating rink freezing equipment and successful operation.

6. Vendor will need to provide any required base layer that is needed for installation of the rink and to protect the surface (parking lot or roller hockey rink). The base layer must be easily removed and not damage the material underneath. The City would prefer not to utilize sand based on the difficulty it creates with cleanup and potential run off into storm sewer drains.

7. Vendor is responsible for the full restoration of the park ground to its pre-installation condition if damage is incurred due to the equipment or its associated installation/removal.

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8. Equipment rental: The rental period of the equipment covered by the resulting agreement is anticipated to begin in early January and end in late March of each operating season. The items to be leased to the City are as follows:

a. Piping gride in a size suitable to freeze a rink measuring 40’ x 60’ (or comparable size). Grid shall be in suitable condition to last the entire lease period without any breakages caused by equipment failure.

b. Air-cooled chiller/pump/tank/lines: The Vendor is required to supply, install, and maintain all necessary power generation equipment (generator, cables, distribution) to ensure the successful, continuous operation of the refrigeration system for the duration of the lease period. The City will fuel the generator as needed to maintain its continuous operation.

1. It shall be the vendor’s responsibility to size the chiller in order to freeze and main the ice during the period that the rink Is in operation. Should the proposer feel it appropriate, multiple chiller capacities may be offered with a narrative of each chillers’ capacities, pros, and cons, along with pricing.

2. Generator: Vendor will be responsible for applying for an electrical permit and scheduling the inspection for the generator to ensure grounding and all hookups are checked. All City of Rochester Hills Permit Fees will be waived.

3. All generators need to have GFCI protection built in or can have an approved pig-tail type cord that plugs into the generator that has GFCI protection.

c. Panels should be no less than 3’ 6’ high and not more than 8’ long and must meet industry standards for height, color, material and safety standards.

d. No wood-framing supports around the perimeter of the rink will be accepted.

Aluminum-framed modular railing system is preferred.

e. It is desired that the proposed rink has two entrance points onto the rink and one equipment access gate/

f. All fasteners and hinges shall be of a type appropriate for wet/outdoor environments.

g. Non-hazardous material coolant is required. Vendor will be required to maintain and replace as needed during the operating season any coolant that is required.

1. Should a leak occur, it is recommended that the vendor provide the City with a complete set of repair tools and supplies needed in case of required repair for emergency leaks.

If vendor selects not to provide, the City is not responsible for any loss, damage, etc. that occurs from either repair of the leak, or the damages the leak itself cause.

h. All costs to provide the rink to the City for lease as specified must be included in proposed pricing and include, but are not limited to:

1. All transportation and freight, as required;

2. All labor, tools, materials, etc. as required;

3. Professional installation laborers and supervisors

4. Professional refrigeration technician for system start up;

5. Local refrigeration technician on-call 24 hours per day, seven days per week for the duration of the event;

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6. Disposal of runoff and melt water to a sanitary sewer location on site as required;

7. Repair Kits: Ice maintenance tools/minor repair kit; coolant leak repair kit; complete set of repair tools and supplies for the City’s repair of emergency leaks within the ice rink;

9. The proposed rink must be operated by a refrigerated chiller.

10. The refrigeration system must be sized and maintained to produce and sustain a safe, operable, consistent ice surface for public recreation skating whenever ambient air temperatures are 50° Fahrenheit or lower. Proposals must detail the proposed chiller tonnage and its expected performance curve relative to ambient temperatures and sun exposure.

11. Vendor is responsible for the installation and removal of the refrigerated ice rink.

12. The vendor shall complete installation of the equipment required no later than seven

(7) days prior to the public opening of the rink. This requirement is to allow sufficient time for the creation of the ice surface prior to the season opening.

Optional Proposal/Pricing Request

1. Rental Skates: The City is currently intending to purchase and operate its own fleet of rental skates. However, as an optional pricing consideration, vendors may provide a proposal to lease a full skate fleet to the City for the duration of the ice rink operation season (January 5, 2026-March 31, 2026).

a. Vendors submitting a response to this option proposal must include:

i. A detailed inventory showing the quantity of skates by size (e.g. skate size vs. shoe size chart) necessary to support a 40’ x 60’ public rink with an estimated daily peak usage. The inventory should include both hockey and figure skates, with a distribution appropriate for public recreation skating.

All skates shall be in good functional condition and delivered to the City no later than ten (10) days prior to the event open date.

All skates should be delivered sharpened and ready for use.

Skates that do not pass inspection at the beginning of each season shall be replaced within five (5) days of City’s request.

ii. Inclusion of all necessary supporting equipment (e.g. skate racks, benches, sharpening equipment, safety signage, etc.)

iii. Plan for the delivery of the complete fleet prior to the rink opening and the removal of the fleet immediately after the rink closes.

City Responsibilities:

1. The City will operate the rink and conduct the daily maintenance of the ice surface (e.g.

scraping, flooding, general upkeep).

2. The City will provide access to a non-potable water source at the Borden Park Office.

The Vendor must ensure their installation plan accounts for the transport of water from this source to the rink location.

3. The City will provide all necessary staff for the day-to-day operations and public use of the rink. The City does not require the vendor to provide any personnel onsite for operations.

4. The space between the two roller rinks will serve as the designated changing area, and the City will supply all necessary benches for seating.

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5. The City will supply and install an outdoor carpet or similar non-slip protective flooring in all non-skating/transition areas.

6. The City is interested in potentially purchasing a fleet of skates (unless the optional lease component is accepted), but will run its own point-of-sale system for rentals.

7. The City retains full operational control over the ice surface, skate change areas, and surrounding park facilities during the Rink Operation Period.

ANTICIPATED SCHEDULE

The desired durations for the various phases of this project are shown in the table below, the vendor is fully responsible for preparing its most efficient and effective project approach, work plan, schedule and cost schedule based on its experience in executing this type of project and shall not use City’s desired durations to limit its responsibility under the contract. The vendor may deviate from this schedule if it determines that the durations would differ under the vendor’s most efficient and effective project approach.

Activity Target Date(s) Rink Operation Period (Open to Close) January 5, 2026 – March 31, 2026 Rink Installation End of December 2025 or Early January

Rink Deconstruction/Removal April 1, 2026

SUBMITTAL GUIDELINES

1. Submit one (1) complete electronic copy through the MITN website;

2. It is the Proposer’s responsibility to clearly identify and describe the products and services being offered in response to this solicitation;

3. The solicitation forms must be completed legibly and in their entirety;

4. All required information must be furnished and presented in an organized, comprehensive, and easy to follow manner;

5. Unnecessarily elaborate brochures of other presentations beyond that sufficient to present a complete and effective proposal are not desired; and

6. Elaborate artwork; expensive paper, bindings, visuals, and other presentation aids are not required.

ADDENDA TO REQUEST FOR PROPOSALS

No interpretation or clarification of the meaning of any part of this RFP will be made orally to any contractor. Contractors must request such interpretations or clarifications from the person identified below. Requests for information or clarification of this RFP must be made in writing and addressed to Lisa Cummins, CPPB at the address, fax, or email address listed below, with email being the preferred method of communication. Questions should reference the RFP page, Exhibit, and/or Section Number.

Lisa Cummins, NIGP-CPP, CPPB

Procurement Manager City of Rochester Hills

1000 Rochester Hills Drive Rochester Hills, MI 48309

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Email: cumminsl@rochesterhills.org Phone: (248) 841-2537

Questions relative to this solicitation must be submitted in writing prior to Wednesday, November 12, 2025 at 12:00 p.m. No negotiations, decision or actions shall be initiated by any firm as a result of any verbal discussion with any individual City employee prior to the due date or during the evaluation process. All communications shall be conducted through the City of Rochester Hills Purchasing Division, unless specific written documentation is provided to the contractor.

The City reserves the right to change or amend the RFP documents, prior to the proposal due date by the issuance of Addendums posted on the MITN website. It shall be the contractor’s responsibility to make inquiry as to the changes or addenda issued. All such changes or addend shall be that document appearing on the MITN with amendments, addendums, and updates. The authorized version of this Request for Proposal document shall be that document appearing on MITN with amendments, addendums, and updates.

The City reserves the right to disqualify any proposer who contacts any City employee, representatives, or agent concerning this RFP other than in accordance with this section.

Nothing in this section prohibits the City from conducting discussions with proposers after the proposal due date.

PROPOSAL FORMAT

To facilitate the analysis of responses to this RFP, the Contractor is required to prepare their response in accordance with the instructions outlined in this section. Proposals shall be prepared as simply as possible and provide a straightforward, concise description of the Contractor’s product and capabilities. EMPHASIS SHOULD BE CONCENTRATED ON ACCURACY, COMPLETENESS, AND CLARITY OF CONTENT. All parts, pages, figures, and tables should be numbered and labeled clearly.

Submittal Format Requirements Information should not include generalized promotion material, resumes, statement of experience, qualifications or capabilities, or other material that is not applicable to the proposed agreement. In order for the City to evaluate proposals fairly and completely, the response should be organized as follows:

Section Proposal Content Requirements

1 Cover Letter 2 Proposal Acknowledgement (Attachment A) 3 Contract Exceptions (Attachment B) 4 Evaluation Criteria #1 – Proposed Ice Making/Rink Design and Project

Schedule

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5 Evaluation Criteria #2 – Qualifications and Experience of Vendor and Project Supervisor

6 Evaluation Criteria #3 - Value/Cost Efforts (Attachment C)

Section 1 – Cover Letter Include a cover letter introducing your company, structure size, and capability to perform the specified Scope of Services. Summarize your qualifications and services to be provided, detailing the principal contact person for this RFP, including address, telephone number, email and website address.

Section 2 – Proposal Acknowledgement This required form is included as Attachment A.

Section 3 – Contract Exceptions Any exceptions to this RFP, no matter how slight, must be detailed and provided as indicated in Attachment B. Significant exceptions may make your proposal nonresponsive. If variations are not stated in your proposal, it shall be construed that the proposal fully complies with the specifications, terms, and conditions. Solicitation documents, and attached Sample Contract.

Notwithstanding the above, it is agreed and understood that the City reserves the right to reject these exceptions if they do not meet its requirements.

Section 4 – Evaluation Criteria #1 – Proposed Ice Making/Rink Design and Project Schedule

Submission must include schematic drawings of the proposed rink, along with detailed description of the equipment, materials, and labor that will go into its installation and dismantlement.

Submission must include a schedule for the installation (based upon number of days following the issuance of the City’s Notice to Proceed/Executed Contract) and dismantlement (based upon number of days following last day of rink operation).

Section 5 – Evaluation Criteria #2 – Qualifications and Experience Describe the proposing entity’s experience and qualifications with regard to designing, installing, and dismantling ice making equipment during the last w years for events/projects of similar size and scope to that described within this RFP/Proposals must provide the names, titles and current contact information for no fewer than three

(3) references.

Clearly identify the supervisor-in-charge of installing/dismantling the ice making equipment and include descriptions of that person’s experience in supervising the setup and teardown of ice making equipment of ice making equipment of similar scope and size that were successfully completed.

Section 6 – Evaluation Criteria #3 – Value/Cost Efforts Submit a completed Attachment C. Proposers shall use the provided Attachment C to submit a detailed cost proposal to provide the services for Phase One listed in the Scope of Services.

Proposer should also submit a frame work of costs for Phase Two in this same section. Cost

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EVALUATION CRITERIA

A committee will evaluate proposals submitted in response to this RFP in accordance with the criteria described in the Proposal Format Section, and as listed below. The City may not request interviews, presentations and/or demonstration, and therefore, complete information should be included with your proposal. If the City requests presentations by short-listed proposers, committee members may update individual scores for the interviewed firms based on clarifications received, in the context of identified evaluation criteria.

In preparing responses, proposers should describe in detail how they propose to meet the specifications as detailed in the previous sections. The evaluation committee will apply specific factors to proposal information to assist the City in selecting the most qualified proposer for this contract. Evaluation criteria, in order of relative importance, are as follows:

Item Evaluation Criteria Points Possible

1. Proposed Ice Making/Rink Design and Project Schedule 30

2. Qualifications and Experience 30

3. Value/Cost Efforts 40

Total Points 100

The following items will be taken into consideration by the City in each Evaluation Criteria:

Project Plan and Approach Submission must include schematic drawings of the proposed rink, along with detailed description of the equipment, materials, and labor that will go into its installation and dismantlement. Submissions must include a schedule for the installation (based upon number of days following last day of rink operation).

Qualifications and Experience Submission must include a description of the proposing entity’s experience and qualifications with regard to designing, installing, and dismantling ice making equipment during the last 2 years for events/projects of similar size and scope to that described within the RFP. Proposals must provide the names, titles and current contact information, including email for no fewer than three (3) references. Clearly identify the supervisor in charge of installing/dismantling the ice making equipment and include descriptions of that person’s experience in supervising the setup and teardown of ice making equipment of similar scope and size that were successfully completed.

Value/Cost Efforts Score Calculation Proposals deemed non-responsive will not be considered for price scoring. In determining the competitive range, the Base Price Score” shall be calculated using the following formula:

Base Price Score = Lowest Proposed Base Price X 40 points Proposed Base Price

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GENERAL TERMS/CONDITIONS/CONTRACT INFORMATION

The contract shall consist of (1) the RFP; (2) the proposal submitted by the contractor to this RFP; and (3) the contract. In the event of a discrepancy between the contract, the RFP and the submitted proposal, the terms that provide the greater benefit to the City and/or impose the greater obligation to the contractor will prevail.

The relationship of contractor to the City will be that of independent contractor. The contractor will be solely and entirely responsible for its acts and for the acts of its agents, employees, servants and subcontractors done during the performance of the contract. All services performed by the contractor shall be provided in an independent contractor capacity and not in the capacity of officers, agents, or employees of the City.

All correspondence from interested firms regarding this Request for Proposals must be directed to the attention of Lisa Cummins, CPPB, Procurement Manager, 1000 Rochester Hills Drive, Rochester Hills, MI 48309, 248-841-2537, cumminsl@rochesterhills.org. All inquiries will be made in writing in order that a written response in the form of an addendum can be processed before proposals are due.

Additional information to this Request for Proposals from prospective firms shall be requested by the Purchasing Division of the City of Rochester Hills

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.

No proposals may be withdrawn after it has been deposited with the City of Rochester Hills, except as provided by law.

All costs incurred in the preparation, submission, and presentation of this proposals, in any way whatsoever, will be wholly absorbed by the prospective firm. All supporting documentation will become the property of the City of Rochester Hills unless requested otherwise at the time of submission. Michigan FOIA requires the disclosure, upon request, of all public records that are not exempt from disclosure under section 13 of the Act, which are subject to disclosure under the Act. Therefore, confidentiality of information submitted in response to this Request for Proposals is not assured.

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 deem to be most favorable to the interests of the City or to award to multiple proposers.

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.

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The City reserves the right to terminate the contract without penalty upon 30 days written notice due to poor performance or for reasons deemed to be in its best interest. A designated representative of the City will be solely responsible for determining acceptable performance levels. His/her decision will be deemed in the City's best interest and will be final. The City reserves the right to re-award the contract to the second most qualified proposer, re-issue the contract or do whatever is deemed to be in its best interest.

The successful proposer must furnish documentation complying with State of Michigan and Federal laws relating to discrimination under Equal Employment Opportunity (EEO). The City of Rochester Hills is exempt from all sales, excise, and transportation taxes.

The selected firm must maintain for the life of the agreement insurance coverage meeting the minimum limits of liabilities as outlined herein.

All information requested herein must be submitted with the proposal; failure to do so may result in rejection of the proposal as non-responsive and/or incomplete.

All proposals must be in accordance with the Purchasing Ordinances of the City of Rochester Hills and the requirements of this notice to be deemed responsive. Any deviation from the specifications must be noted in the proposal.

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.

The contractor will provide competent, suitable and qualified personnel to perform the work as required by the specifications. The contractor will designate a representative who will be present at site and will have the authority to act on behalf of the contractor. The contractor's representative will not be replaced without prior written notice to the City. All communications given the contractor's representative will be as binding as if given to the contractor.

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

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All work shall meet with the approval of the Director of Parks and Natural Resources, or their authorized representative, as conforming to the provisions and requirements of this contract.

Advanced payments will not be authorized. 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.

Payment will be remitted net 30 days following receipt and authorization of payment based on the following terms defining the payment schedule based on the completed milestones.

The Total Lump Sum Least is comprised of all fees defined in Attachment C.

Payment Stage Percentage of

Total Lease Cost Payment Trigger and Acceptance Criteria

Payment 1: Initial Mobilization/Equipment Delivery

25% Upon delivery of all major equipment (chiller, piping, dasher boards) to the Borden Park site.

Payment 2: Rink Operational Certification

50% Upon the City's acceptance of the completed and operational ice surface, ready for public use (certifying that ice is stable and machine is functioning).

Payment 3: Final Payment

25% Upon completion of the full contract term, successful deconstruction, and restoration of the site (if necessary) as certified by the City.

The City of Rochester Hills reserves the rights to waive any informalities, or immaterial omissions or defects not involving price, time or changes in the work and to reject any or all proposals, if to do so is deemed in the best interest of the City. 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 awarding of the contract shall be voidable at the discretion of the Mayor or the City of Rochester Hills.

Proposers are advised that the Request for Proposals 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 these 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.

It shall be the 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 contractors shall be bound by such changes or addenda.

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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 Solicitation documents.

In the event of conflict between a version of the Request for Proposals submitted by proposer and the version maintained by the City of Rochester Hills Purchasing Division, the version maintained by the City of Rochester Hills Purchasing Division shall govern.

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.

Under 2012 PA 517, an Iran Linked Business, as defined therein, is not eligible to contract with the City and shall not submit a bid.

INSURANCE REQUIREMENTS

The Contractor shall not commence work under this contract until they have obtained the insurance required under this paragraph. All coverages shall be with insurance companies licensed and admitted to do business in the State of Michigan. All coverages shall be with insurance carriers acceptable to the City. The City of Rochester Hills shall be named as certificate holder.

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.

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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.”

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 Contractor agrees to defend, pay on 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 including 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 on behalf of the City of Rochester Hills, by reason of personal injury, including bodily injury or 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.

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ATTACHMENT A

PROPOSAL ACKNOWLEDGEMENT

1. Proposer hereby acknowledges receipt of addendum numbers ___ through ___. N/A

The undersigned hereby declares that he/she has carefully examined the general conditions and specifications and will provide an Ice Rink, as described herein for the price set forth in this proposal.

Any changes to the specifications and its impact on the final cost will be discussed and mutually agreed upon before the delivery of the services.

It is understood that all prices proposed shall remain in effect for at least one hundred twenty (120) days from the proposal due date to allow for the award and that, if chosen the successful contractor, the prices will remain firm through invoice. The proposer affirms that he/she is duly authorized to execute this proposal, that this company, corporation, firm, partnership or individual has not prepared this proposal in collusion with any other proposer and that the contents of this proposal as to prices, terms or conditions have not been communicated by the undersigned, nor by any employee or agent, to any competitor, and will not be, prior to the award and the proposer has full authority to execute any resulting contract awarded as the result of, or on the basis of the proposal.

By submission of a proposal, the Proposer agrees that at the time of submittal, he/she: (1) has no interest (including financial benefit, commission, finder’s fee, or any other remuneration) and shall not acquire any interest, either direct or indirect, that would conflict in any manner or degree with the performance of proposer’s services, or (2) benefit from an award resulting in a “Conflict of Interest.”

A “Conflict of Interest” shall include holding or retaining membership, or employment, on a board, elected office, department, division or bureau, or committee sanctioned by and/or governed by the City of Rochester Hills. Proposers shall identify any interests, and the individuals involved, on separate paper with the response and shall understand that the City, at its discretion may reject their proposal.

The undersigned certifies on behalf of the Proposer that the Proposer is not an “Iran Linked Business,” as defined in the Iran Economic Sanctions Act of the State of Michigan, 2012 PA 517.

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

Firm Name:

Address:

City: State: Zip:

Authorized Representative:

Title

Signature Date

Telephone Number:

E-Mail Address:

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ATTACHMENT B

CONTRACT EXCEPTIONS

Check One:

There are no exceptions taken to any of the terms, conditions, specifications, solicitation documents, or the contract.

There are exceptions taken to the terms, conditions, specifications, solicitation documents or contract which are clearly detailed and attached to this Attachment.

NOTE: All potential proposers are advised that exceptions taken may be considered during the evaluation phase which may affect the final scoring of proposals. Proposers stipulating that the City must use their contract or agreement may be determined non-responsive and their proposal determined unacceptable.

The following contract terms are considered non-negotiable by the City:

Limitation of Liability for death, bodily injury, or damage to tangible property (including data)

Indemnification to the City of Rochester Hills Binding Arbitration Governing Law other than the State of Michigan

Original Signature by Authorized Officer/Agent

Type or Print Name of Person Signing

Company Name

Title

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ATTACHMENT C

EVALUATION CRITERIA #4

VALUE/COST EFFORTS

The City’s Cost Proposal Form must be completed and submitted with the Vendor’s Proposal Response. All costs must be inclusive and reflect a turn-key price for the services described in the RFP to provide for a complete ice rink for use by the public for recreational purposes.

Section 1: Base Lease Costs (Required Pricing) This section covers the mandatory core components required for the ice rink lease, installation, operation, and removal for the defined period (January 5, 2026-March 31, 2026) and similarly for subsequent years per the contract term.

Lump Sum Cost

Refrigeration System Lease (Chiller, Heat Exchanger, Pumps, etc.) $ Ice Mat/Piping System Lease (40’ x 60’ or comparable) $ Dasher Boards and Safety Fencing Lease $ Mobilization/Installation Fee (Including ground preparation, base, permitting, setup)

Emergency Service Maintenance Fee (for mechanical/equipment failure) $

Deconstruction/Removal Fee (including site cleanup/restoration, if required)

Transportation/Freight Costs (Inbound/Outbound) $ Base Lease Cost $

Generator Lease: This cost covers the lease of a suitable generator and all required electrical connections, grounding, and necessary permits/inspections for the three-month operating period.

Generator Lease (Lump Sum 3-Month Rental) $ Generator Setup, Permitting, Inspection (Lump Sum) (City to provide fuel as needed for operation) *City will waive permit fees.

Generator Lease Total $

Section 2: Optional/Alternate Items

This section allows the City to select specific services or equipment outside of the core lease.

The City reserves the right to accept or reject any or all of optional items independently.

Skate Fleet Lease: This cost covers the lease of a complete fleet of recreational ice skates and ancillary equipment for the three-month operating period, as detailed in the RFP.

Complete Skate Fleet Lease (Lump Sum for 3-Month Rental) $ Delivery, Inventory, and Removal of Skate Fleet (Fixed Fee) $

Skate Fleet Lease Total $

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APPENDICES

Appendix A Sample Professional Services Agreement

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APPENDIX A

CITY OF ROCHESTER HILLS, MICHIGAN

EQUIPMENT LEASE AND SERVICES AGREEMENT

SEASONAL OUTDOOR ICE RINK LEASE

This agreement is made this _________ day of ____________________, 2025, by and between the City of Rochester Hills, 1000 Rochester Hills Drive, Rochester Hills, Michigan 48309, hereinafter called the “City” and (INSERT CONTRACTOR), hereinafter called the “Contractor.”

WHEREAS, the City desires to lease a seasonal outdoor ice rink, including its installation, maintenance (mechanical), and removal (the “Lease and Associated Services”), as outlined in Contractor’s Proposal and Contractor has agreed to provide the Lease and Associated Services outlined in its Proposal, on the terms and conditions stated in this agreement. This agreement is a Contract, representing the entire agreement between the parties and supersedes any prior negotiations, written or oral representations and agreements. The Agreement incorporates the following Contract Documents. In resolving inconsistencies between two or more of the Contract Documents, they shall take precedence in the order enumerated, with the first listed Contract Document having highest precedence.

The Contract Documents, except for Modifications issued after execution of this Agreement, are:

1. Change Orders;

2. This Agreement;

3. The following Addenda, if any:

Number Date Pages

4. The following Special Conditions of the Contract, if any: N/A Document Title Pages

5. Notice of Intent to Award

6. Request for Proposals, RFP-RH-25-063, dated ______

7. Contractor’s Proposal Response, dated (Insert Date)

8. Insurance Certificates

Scope of Services/Compensation The Contractor agrees to provide, furnish, and lease at its own cost and expense all materials, equipment (including the chiller, piping, dasher boards), labor, expertise and means of work, insurance and other accessories and services necessary to provide Rink Lease and Associated Services in strict accordance with the conditions and prices stated in the Contract Documents., in accordance with the City’s Request for Proposals dated October 27, 2025, and Contractor’s proposal dated (Insert Date), hereby incorporated by reference.

The…