SFQ-RH-25-039.pdf

City of Rochester Hills

Solicitation for Quotation

Ice Cream Products

SFQ-RH-25-039

10/16/2025 1

The City of Rochester Hills wishes to establish a two-year blanket purchase order with a vendor to provide various ice cream products for sale at the City’s Spencer Park location.

Unit prices are requested, FOB City of Rochester Hills, Thelma G. Spencer Park, 3701 John R Road, Rochester

Hills, MI 48309.

If you are interested in providing a quotation, please fill in the following information and email or upload to the

MITN website by: Wednesday, November 4, 2025 at 3:00 PM EST. All questions should be directed to the attention of: Andrea Quinn Procurement Analyst, by email quinna@rochesterhills.org.

Only those persons(s) designated above are authorized to seek additional information from prospective vendors regarding their quote proposals. Correspondence or inquiries made directly to vendors regarding their quote proposals from all other persons are to be directed to those City employee(s) designated above for appropriate review and response. All inquiries shall be made in writing on or before Friday, October 24, 2025 at 11:00 AM

EST, in order that a written response in the form of an addendum can be processed before the quotes are due.

Inquires received after that date will not be considered.

As this quotation is being made available by electronic means, the vendor accepts full responsibility to ensure that no changes are made to the quotation documents. In the event of conflict between a version of the quotation submitted by vendor 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.

Specifications

The City wishes to establish a blanket purchase order for various ice cream products to be sold at the City’s

Spencer Park location. Ice cream vendors are to provide a wide selection of products and delivery services to the Park location.

Orders and Deliveries

The City’s ice cream concessions are open each year from Memorial Weekend through Labor Day. On average, orders are placed twice a week. Vendors must have the ability to make deliveries twice per week. The City prefers deliveries on Monday and Friday.

Price increases

For price increases to be considered, the Purchasing Division shall be notified, in writing, by letter as well as a letter from the manufacturer 30 days prior to the increase taking effect.

Product change

For product changes, or discontinuation of products, the Purchasing Division shall be notified, in writing, by letter 30 days prior to the product change taking effect.

Estimated annual usage

Quantity figures, when given below, are provided as an estimate of annual purchase volume based upon previous history and projected future use. This information is to be used only as a guide in the quote process and should not be considered a guarantee to purchase minimum quantities or restrict the purchase of materials in quantities that exceed the approximated maximum estimates.

mailto:quinna@rochesterhills.org

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Products:

Red, White, Blue Popsicles 1200 units a season

6 oz. Vanilla Ice Cream Sandwich 800 units a season

Strawberry Shortcake 1200 units a season

Old Fashioned Vanilla Cone 1200 units a season

Economical, Single-Serve Pre-Wrapped Ice Cream Treat Between 400-800 units a season

Economical, Single-Serve Pre-Wrapped Ice Cream Treat Between 400-800 units a season

General Conditions

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 vendor with tax exemption certificates upon request.

The City of Rochester Hills reserves the right to terminate the contract without penalty upon thirty (30) days written notice due to poor performance or for reasons deemed to be in its best interest. A designated representative of the City of Rochester Hills will be solely responsible for determining acceptable performance levels. The City of Rochester Hills reserves the right to re-award the contract to the second most qualified quote, re-quote the contract or do whatever is deemed to be in its best interest.

The City may modify the QUOTE prior to the deadline for submission of proposals by issuance of an addendum to all parties who have been furnished the Quote for proposal purposes. The City of Rochester Hills officially distributes quote documents from the Purchasing Division or through the Michigan Intergovernmental Trade

Network (MITN). Copies of quote documents obtained from any other source are not considered official copies.

Only those vendors who obtain quote documents from either the Purchasing Division or the MITN System are guaranteed access to receive addendum information, if such information is issued. The first step to do business with the City is to become a registered vendor by visiting the City website at www.rochesterhills.org, click on City

Government, Departments, Purchasing, Bid Opportunities and link to MITN website. Final quote results will be posted on the MITN website after award.

No vendor may withdraw a quote after the actual date of the opening thereof except in a case where the vendor demonstrates to the City’s reasonable satisfaction that a material and substantial mistake was made in preparing the quotation, in which event the vendor shall have 24 hours after the opening of the quote to deliver to the City a notice, in writing, that the vendor desires to withdraw the quotation and state the reasons therefore.

Once a quotation is withdrawn, it may not be re-quoted.

The City of Rochester Hills reserves the right to split or abstract any or all quote proposals and award multiple contracts from the same quotation based on price, availability and service when in its judgment it best serves the City of Rochester Hills. All quote prices shall remain in effect for at least ninety (90) days from the due date and time of the quote or the award, whichever comes first, except for the successful proposer whose prices are to remain firm for the term of the blanket purchase order. In case of error in the extension of prices in the quote, the unit price will govern.

No Quote will be accepted from, or contract awarded to any person, firm, or corporation that is in arrears or is in default to the City of Rochester Hills upon any debt or contract, or that is in default as surety or otherwise, or failed to perform faithfully any previous contract with the City of Rochester Hills.

http://www.rochesterhills.org/

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

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

Non-Discrimination

Contracts for work under this proposal will obligate the firm or firms to not discriminate against any employee or applicant for employment with respect to hire, tenure, terms, conditions or privileges of employment on a matter directly or indirectly related to employment, because of race, color, religion, national origin, age, sex, height, weight or marital status pursuant to the Elliot Larsen Civil Rights Act, 1976, P.A. 453. The contractor and the City shall also comply with the provisions of the Michigan Handicappers Civil Rights Act, 1976, P.A. 220 and the Federal Rehabilitation Act of 1973, P.A. 93 112, 87 Stat. 394, which require that no employee or client or otherwise qualified firm participation in, be denied the benefits of or be subjected to discrimination under any program or activity receiving Federal Assistance. No person shall, on the grounds of race, creed, color, sex, age, national origin, height, weight, handicap or marital status be excluded from participation in, be denied the proceeds of or be subject to discrimination in the performance of this contract. The contractor shall comply with all applicable regulations promulgated pursuant to the Civil Rights Act of 1964, as amended.

Changes and Addenda

Each change or addendum issued in relation to this quote will be on file in the Purchasing Division and posted on the MITN system. It shall be the vendor’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 vendors shall be bound by such changes or addenda. Addendums will be posted on the MITN system.

Submission of Quotations:

Each vendor must use the attached quote form and specifications to submit their quote. Quotes shall be in conformance with and subject to the instructions in the quote documents. The Quote Form must be completed entirely and submitted with the Proposal.

Award of Purchase Order

The City reserves the right to visit the proposer’s facility prior to an award. The City reserves the right to reject any and all quotations, and to waive any defect or irregularity in quotes. The City reserves the right to accept and separate item in the quote; and to accept the quote that in the opinion of the City is to the best advantage and interest of the public we serve.

The quote will be awarded to that responsible, responsive vendor whose quote, conforming to this solicitation, will be most advantageous to the City with not only price but also availability of product, location of vendor business, and quality of product considered.

Force Majeure

Neither party to this contract shall be held responsible for delay or default caused by fire, riot, plague, epidemic, pandemic, outbreaks of infectious disease or any other public health crisis, including quarantine or other employee restrictions, acts of God and/or war, national emergency making performance temporarily impossible or illegal, strikes and labor disputes, or the combined actions of workers in no way chargeable to the Contractor’s control, fires, floods, freight embargoes or adverse weather conditions of unusual severity and excessive

10/16/2025 4 duration for the time of year, which is beyond that party’s reasonable control. The City of Rochester Hills may terminate this contract after determining such a delay or default will reasonably prevent successful performance of the contract.

COVID-19 Management Adherence

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

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

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 attorney fees and costs 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.

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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

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

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

NOTE: If delivery is done by company and not independent carrier insurance may be required.

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QUOTE FORM

Description Price Each Case Size Case Price Brand

Size of

Serving

(ounces)

Fruit layers of blue raspberry, lemon and cherry $ /ea $ /cs /oz

Economical Single-Serve

Pre-Wrapped Novelty Ice

Cream Treat

$ /ea $ /cs /oz

Strawberry center, surrounded with vanilla ice cream and a crunchy cake coating on a stick

$ /ea $ /cs /oz

Layer of vanilla ice cream sandwiched between two chocolate wafers – 6 oz

$ /ea $ /cs /oz

Sugar cone topped with vanilla ice cream covered in chocolate and sprinkled with chopped peanuts

$ /ea $ /cs /oz

Economical, Single-Serve

Pre-Wrapped Frozen Dessert $ /ea $ /cs /oz

The City is interested in new products or “hot items” as additional options or as a “feature of the week” product for concession sales. Please provide suggested product(s) available that potentially could expand the variety of ice cream sold at the Park’s concession.

$ /ea $ /cs /oz

$ /ea $ /cs /oz

$ /ea $ /cs /oz

$ /ea $ /cs /oz

What is your company’s procedure for notifying Spencer Park if a product on order is out of stock and not currently available for delivery?

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Please state lead time required (Days to deliver from receipt of order): _______________

Please state which days you will provide delivery: __________________________________________________

Initial to acknowledge that delivery is to be FOB – no additional delivery charges: ________

Please state any minimum order requirements: ____________________________________________________

Material/Services Prices Guaranteed Per Stated Above: _________Yes _________No

If NO, 30-day notice of increase is required.

Does your company accept MasterCard for payment? _________Yes _________No

If yes, please state any applicable discounts, fees, etc. for this payment method: _________________________

Payment

Method:

Please select company’s desired payment method:

____ Check – payment minimally 60 days from receipt of invoice

____ ACH – payment 45 days from receipt of invoice

____ Credit Card – payment 20 days from receipt of invoice

COMPANY INFORMATION

COMPANY NAME: _____________________________________________________________________________

ADDRESS: ___________________________________________________________________________________

CITY: ______________________________________ STATE: __________________ ZIP: _____________________

AUTHORIZED REPRESENTATIVE’S NAME: __________________________________________________________

SIGNATURE: ______________________________________ TITLE: ______________________________________

DATE: ___________________________________ EMAIL: _____________________________________________

PHONE: _________________________________ FAX: ________________________________________________