Specifications.pdf

CITY OF MADISON HEIGHTS

PURCHASING DEPARTMENT

300 WEST 13 MILE ROAD

MADISON HEIGHTS, MICHIGAN, 48071

(248) 583-0828

REQUEST FOR PROPOSAL #MH-1083

ITEM: Ballfield Light Renovation Project

DEADLINE: Friday, October 10 before 11:00 am

Proposals will be accepted by the City Clerk’s Office at 300 West 13 Mile Road, Madison Heights, Michigan, 48071 until, Friday, October 10 at 11:00 a.m. (EST). Proposals will be opened at 11:05 am

(EST).

The City of Madison Heights is a Participating Agency in the Michigan Inter-Governmental Trade

Network (MITN). Interested vendors are encouraged to register with MITN at www.MITN.info to view specifications for this and all of our open bids.

Tracee Miller

HR Director/Purchasing Coordinator

City of Madison Heights

(248) 583-0828

City of Madison Heights

300 West 13 Mile Road

Madison Heights, Michigan, 48071

RFP #MH-1083 – Ballfield Light Renovation Project

Minimum Specifications

General:

The City of Madison Heights is seeking a qualified vendor to perform a comprehensive removal and turnkey replacement of its ballfield lighting systems at Huffman, Rosie’s, and Silverleaf Parks. This will be a design-build project incorporating industry best practices and all relevant codes. As this project is partially funded through a federal HUD Community Project

Funding Grant; the prospective vendor shall be required to comply with all applicable conditions and requirements of same, including the Build America Buy America Act (BABA).

Existing Conditions:

Huffman Park: The original lighting system consisted of eight poles approximately 75 feet in height, Existing power is a

277 volt system. One pole has been removed due to a failed inspection. The poles and lights are believed to have been installed in 1972. The lights serve a youth football field, a smaller practice football field, and an adult softball field.

Rosie’s Park: The original lighting system consisted of 12 poles, ranging from approximately 55 feet to approximately 85 feet in height; six for the hardball field, six for the softball field. Existing power is a 480 volt system. Three poles have been removed due to failed inspections. The poles and lights are believed to have been installed in 1974. The lights serve an adult hardball and softball field respectively.

Silverleaf Park: The original lighting system consisted of four poles. Existing power is a 480 volt system. All poles have been removed due to failed inspections. The poles and lights were believed to have been installed in 1994. The lights serve a youth hardball field.

Scope of Work:

The proposal shall provide for all labor, materials, tools and equipment as required providing the following:

(1) Equipment:

a. Complete removal and disposal of existing lighting systems including wooden poles, pole foundations

(where applicable), metal frames, electrical components, and all other appurtenances.

b. Furnish and install a complete turnkey ballfield lighting system for each field. This system shall meet industry-standard requirements and all applicable codes and best practices for luminosity and candle-power for youth and adult play as noted under Existing Conditions. LED lighting is required for energy efficiency, and steel or fiberglass poles are preferred.

(2) Project Oversight:

a. Project Manager: The contractor will provide one (1) person on site as the Project Manager and primary point-of-contact. This project manager will handle all project coordination with the City’s point of contact, as well as any issues which may arise during the project. Further, the Project Manager will complete the final site visit and inspection with City personnel.

(3) Construction Process:

a. The Contractor shall be responsible for all signage, barricades, or other devices to provide for a safe and visible construction zone while work is being performed. At no time shall an open hole or trench be left unattended.

b. Any ruts or settlement created by construction equipment shall be filled to the surrounding grade with top soil, with grass seed raked in to restore the turf.

(4) Project Completion:

a. Project is expected to be complete within ninety (90) days of Notice to Proceed.

City Responsibilities:

(1) Project Coordination:

a. The City shall provide a single point of contact for any necessary project coordination.

Warranty:

The Contractor shall provide the City a copy of any warranty supplied by the lighting manufacturer. Contractor shall guarantee all workmanship for a period of at least five years after final acceptance.

Representatives of the City of Madison Heights shall perform inspection during and upon completion of the work. The

Contractor shall correct any discrepancies noted during the final inspection.

I. INSTRUCTIONS TO VENDORS RFP #MH-1083:

1. PREPARATION OF PROPOSAL

A. Interested contractors are expected to examine specifications and all instructions. Failure to do so will be at the contractor’s risk.

B. Each contractor shall furnish all information required on proposal forms. Erasures or other changes must be initialed by the person signing the form.

C. If there is any doubt as to the meaning of any part of the specifications or other conditions within this request for proposal, please call (248) 583-0828 for clarification.

2. SUBMISSION OF PROPOSALS

A. One original and three (3) copies of the proposal shall be submitted in sealed envelopes and shall include the following information on the face of the envelope:

Contractor’s Name

Address

RFP Number and Item

Failure to do so may result in a premature opening of, or failure to open, such proposal. All bids must be hand-delivered or mailed to:

Madison Heights City Clerk's Office

300 West 13 Mile Road

Madison Heights, Michigan, 48071

B. Bidders are responsible for submitting proposals before stated closing time. Delays in the mail will not be considered.

Any proposal received after the stated deadline will be rejected.

C. In the event no bid is to be submitted, do not return the invitation. Please send a letter or postcard to the Purchasing

Agent to advise whether future invitations are desired for the type of items or services covered by this invitation.

D. Any bid may be withdrawn by giving written notice to the Purchasing Agent before stated closing time. After stated closing time, no bid may be withdrawn or canceled for a period of ninety (90) days after said closing time.

E. The bidder shall specify a unit price for each item listed. Unit price will prevail on all items.

F. TERMS

All bids to be tax exempt, State of Michigan #B386025685.

All pricing to be FOB destination Madison Heights, Michigan, 48071

Please direct any questions to the Purchasing Department at

(248) 583-0828, Monday through Friday, from 8:00 AM to 4:30 PM (EST)

Please note that we are closed for lunch between 11:30 and 12:30

II. CONSIDERATION OF PROPOSALS RFP #MH-1083:

A. Proposals submitted on bid form are understood to be according to specified data.

In cases where an item is requested by a manufacturer's name, trade name, catalog number, or reference, it is understood that the bidder proposes to furnish the item so identified or an item of equal quality and value.

Reference to any of the above is intended to be descriptive but not restrictive and only indicates articles that will not be satisfactory. Bids of "equal" quality and value will be considered, provided that the bidder states in his/her proposal exactly what he/she proposes to furnish, including illustration or other descriptive matter which will clearly indicate the character of the article covered by such proposal.

B. The Purchasing Agent hereby reserves the right to approve as an equal, or reject as not being an equal, any article proposed which contains major or minor variations from specification requirements but which may comply substantially therewith.

C. The City of Madison Heights reserves the right, in its sole discretion, to reject any/or all bids, to waive any irregularities and technical defects contained therein, to award the bid in its entirety, in part or not at all and/or to determine which bid is the lowest and/or best to enter into a Contract, as it may deem to be in the best interest of the City.

D. NON-IRAN LINKED BUSINESS.

Under Michigan Public Act No. 517 of 2012, as amended, an Iran linked business as defined therein is not eligible to contract with the City of Madison Heights and shall not submit a bid. By signing the bid documents it is hereby certified and agreed on behalf of the signatory and the company submitting this proposal the following: (1) that the signatory is duly authorized to legally bind the company submitting this proposal; and (2) that the company submitting this proposal is not an “Iran linked business,” as that term is defined in Section 2(e) of the Iran Economic

Sanctions Act, being Michigan Public Act No. 517 of 2012; and (3) that the signatory and the company submitting this proposal will immediately comply with any further certifications or information submissions requested by the

City in this regard.

E. NON-DISCRIMINATION CLAUSE

In the performance of a contract or purchase order, the contractor agrees not to discriminate against any employee or applicant for employment, with respect to their hire, tenure, terms conditions or privileges of employment, or any matter directly or indirectly related to employment, because of race, color, religion, national origin, ancestry, age, sex, height, weight, marital status, physical or mental handicap or disability. The contractor further agrees that every subcontract entered into for the performance of any contract or purchase order resulting herefrom will contain a provision requiring non-discrimination in employment, as herein specified, binding upon each subcontractor. This covenant is required pursuant to Title VI of the Civil Rights Act of 1964 42 U.S.C., as well as the Elliot Larsen

Civil Rights Act, 1976 Public Act 453, as amended, MCL 37.2201, et seq, and the Michigan Handicapper’s Civil

Rights Act, 1976 Public Act 220, as amended, MCL 37.1101, et seq, and any breach thereof may be regarded as a material breach of the contract or purchase order.

F. The Contractor / Company acknowledges and agrees that the City, with the written approval of the Contractor /

Company, may extend this Contract for new projects or additional work of a similar nature at the same unit prices as set out by Contractor / Company for this Contract, by execution of a change order. Any work to be performed under a change order of this contract is subject to all the requirements contained herein. The Contractor / Company shall provide all insurance certificates and performance bonds for the required coverage for the new work to be performed for any change order extending this contract. A change order extending this Contact, as set out herein, shall be in compliance with Section 2-249 (c)(1) of the City’s purchasing ordinance.

III. INSURANCE REQUIREMENTS RFP #MH-1083:

The contractor, or any of their subcontractors, shall not commence work under this contract until they have obtained the insurance required under this paragraph, and shall keep such insurance in force during the entire life of this contract. All coverage shall be with insurance companies licensed and admitted to do business in the State of Michigan and acceptable to the City of Madison Heights. The requirements below should not be interpreted to limit the liability of the Contractor.

All deductibles and Self Insured Retentions are the responsibility of the Contractor.

• Worker’s Compensation Insurance including Employers’ Liability Coverage, in accordance with all applicable statutes of the State of Michigan.

• Commercial General Liability Insurance on an “Occurrence Basis” with limits of liability not less than $1,000,000 per occurrence and aggregate. 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, if not already included. A per project/contract aggregate shall be endorsed onto this policy.

• Automobile Liability including Michigan No-Fault Coverages, with limits of liability not less than $1,000,000 per occurrence, combined single limit for Bodily Injury, and Property Damage. Coverage shall include all owned vehicles, all non-owned vehicles, and all hired vehicles.

• Owners’ and Contractors’ Protective Liability: The Contractor shall procure and maintain during the life of this contract, a separate Owners’ and Contractors’ Protective Liability Policy with limits of liability not less than

$1,000,000 per occurrence and aggregate. .

• Additional Insured: Commercial General Liability and Motor Vehicle Liability, as described above, shall include an endorsement stating the following shall be Additional Insureds: The City of Madison Heights, all elected and appointed officials, all employees and volunteers, all boards, commissions, and/or authorities and board members, including employees and volunteers thereof. It is understood and agreed by naming the City of Madison Heights as additional insured, coverage afforded is considered to be primary and any other insurance the City of Madison

Heights may have in effect shall be considered secondary and/or excess.

• Cancellation Notice: All policies, as described above, shall include an endorsement stating that is it understood and agreed Thirty (30) days, Ten (10) days for non-payment of premium, Advance Written Notice of Cancellation, Non-

Renewal, Reduction, and/or Material Change shall be sent to: City of Madison Heights, c/o Purchasing Department, 300 West 13 Mile, Madison Heights, MI 48071.

• Proof of Insurance Coverage: The Contractor shall provide the City of Madison Heights, 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 Madison Heights as least ten (10) days prior to the expiration date.

IV. SUPPLEMENTAL SPECIFICATIONS RFP #MH-1083:

GENERAL

The City is interested in a cost-effective, energy-efficient, long lasting, low-maintenance solution to provide effective lighting on our athletic fields. LED lights are required, and steel or fiberglass poles are preferred. Base bid is to include

LED lights and steel poles, with alternates accepted for fiberglass poles, wood poles, or any alternative technologies or materials the vendor chooses to provide which meet the City’s overall requirements.

The Contractor shall furnish all materials, equipment, labor and supervision and shall provide all other means that may be necessary to complete all the work in conformity in all respects to the requirements as set forth in these specifications.

The Contractor shall interfere as little as possible with the convenience of the public during the progress of the work.

MANDATORY PRE-BID MEETING AND ADDENDUM INFORMATION

A mandatory pre-bid site visit will be held at Huffman Park, 400 West Cowan Avenue, Madison Heights, Michigan, 48071, 9/19/25, at 10:00 AM. Bidders will then go to Rosie’s Park (1111 East Farnum), and finally

Silverleaf Park (29500 Edward). Bidders must be present at all three locations in order to bid.

Any questions or concerns regarding this RFP must be submitted in writing via email to seanballantine@madison-heights.org before 12:00 noon September 26. An addendum addressing any vendor questions or concerns will be posted at www.mitn.info no later than the close of business October 1.

CONTRACTOR’S SUPERVISION AND ORGANIZATION

The work under this contract shall be under the direct charge and direction of the Contractor. The Contractor shall give efficient superintendence to the work, using his best skill and attention. The Contractor shall at all times keep on the site of the work, during its progress, a competent superintendent and any and all necessary foremen and assistants.

SUB CONTRACTS

The Contractor shall not sublet, assign, or transfer this contract or any portion thereof or any payment due him there under, without the written consent of the Owner. Assignment or subletting the whole or any portion of this contract shall not operate to release the Contractor or his bondsman hereunder from any of the contract obligations. If the Contractor shall cause any part of the work under this Contract to be performed by a subcontractor, the subcontractor’s officers and employees in all respects are considered employees of the Contractor, and the Contractor shall not be in any manner thereby relieved from his obligations and liability; and the work and materials furnished by the subcontractor shall be subject to the same provisions as if furnished by the Contractor.

SPECIFIC HOURS OF WORK

All work shall be performed Monday thru Saturday 7:00 a.m. to 7:00 p.m. No work shall be performed on City observed holidays.

http://www.mitn.info/

V. PRICING PAGE:

City of Madison Heights RFP #MH 1083:

Pricing and Warranty Page – Pricing is to be all-inclusive, and shall include all materials, installation and necessary labor.

Warranty Period – Materials______________________ Warranty Period – Labor_________________

ALL WORK IS TO BE COMPLETED NO LATER THAN 90 DAYS AFTER COMMENCEMENT OF PROJECT

(WEATHER PERMITTING)

PRICING OPTIONS (Please use this space to clearly define your proposal and pricing, Use additional sheets if necessary):

1. Base Bid: Huffman Park: __________

2. Base Bid: Rosie’s Park: __________

3. Base Bid: Silverleaf Park:__________

ADDITIONAL INFORMATION:

1. In addition to your detailed proposal, please provide any available brochures, spec sheets, or other information related to the proposed products.

COMPANY INFORMATION:

Company Name

Printed Name/Title of Person Signing Bid

Signature

Address

Phone: Fax:

Email Address:_________________________________Date:

**SUBMIT ORIGINAL PROPOSAL ALONG WITH THREE COPIES IN A SEALED ENVELOPE

MARKED ACCORDING TO SUBMITTAL GUIDELINES ALONG WITH QUALIFICATIONS

QUESTIONNAIRE AND NON-COLLUSION AFFIDAVIT TO THE CITY OF MADISON HEIGHTS

CLERK’S OFFICE BEFORE THE DEADLINE 11:00 A.M. ON OCTOBER 10. ALL OTHER ITEMS –

CONTRACT, LABOR & MATERIALS BOND (IF NECESSARY) – WILL BE SUBMITTED AFTER

APPROVAL OF THE CONTRACT.**

VI. Additional Extension Option - MITN:

The City of Madison Heights is a member of the Michigan Intergovernmental Trade Network (MITN) Purchasing

Cooperative. If your company is awarded an item or a completed contract, the cooperative entities may wish to use this contract and will use a purchase order or contract for any or all of the item(s) awarded following minimum order/contract requirements set forth in the bid documents. Each entity will provide its own purchase order or contract and must be invoiced separately to the address on the purchase order/contract.

Currently, there are more than 100 agencies participating in the MITN Cooperative.

( ) If an award is made to ___________________________________________

(Company Name) it is agreed that the contract will be extended to members of MITN Purchasing Cooperative under the same prices, terms, and conditions.

Signature of Company Representative

~OR~

( ) Our company _________________________is NOT interested in extending this contract.

(Company Name)

Signature of Company Representative

(For more information on the MITN cooperative, including a list of participating agencies, please go to www.MITN.info.)

VII. CITY OF MADISON HEIGHTS

QUALIFICATION QUESTIONNAIRE

Failure to completely fill out this form or failure to supply adequate information could result in disqualification of bidder.

Name of Bidder: ___________________________________________________________________________

Address of Bidder: _________________________________________________________________________

Type of Business Entity: ____________________________________________________________________

(Example: Corporation, Partnership, etc.)

How Long Established: _____________________________________________________________________

Names and Addresses of

All Principals of Bidder:_____________________________________________________________________

1. List all other Corporations, Partnerships, Assumed Names, and/or Businesses in which the above listed principals have an interest in any way, including but not limited to, ownership stockholder, employment, principal, officer or other business relationship.

2. List 3 current references from municipalities or public agencies familiar with the work performed by the Bidder and list the name, addresses and telephone number of a contact person.

3. List 3 current references from private or non-public sources familiar with the work performed by the Bidder and list the name, address and telephone number of a contact person.

4. List the names and address of all subcontractors the Bidder proposes to use on the project.

The undersigned verifies that the information contained herein is truthful and accurate and acknowledge that they are owners or agents of the Bidder.

Bidder’s or Authorized

Representative’s Signature

Title of Signatory

Bidder’s Printed Name

Dated: ____________________________

Subscribed and sworn to before me on

This ________ day of __________, 2025.

_______________________Notary Public

___________________ County, Michigan

NON-COLLUSION AFFIDAVIT

Return this completed form with your sealed bid.

______________________________________being duly sworn deposes and says:

That he/she is_____________________________________________________

(state official capacity in firm)

The party making the foregoing proposal or bid, that such bid is genuine and not collusion or sham; that said bidder has not colluded, conspired, connived, or agreed, directly or indirectly, with any bidder or person, to put in a sham bid or to refrain from bidding and has not in any manner, directly or indirectly, sought by agreement or collusion, or communication or conference, with any person, to fix the bid price of affiant or any other bidder, or to fix any overhead, profit, or cost element of said bid price or that of any other bidder, or to secure the advantage against the

City of Madison Heights or any person interested in the proposed contract; and that all statements contained in said proposal or bid are true.

(Signature of person submitting bid)

Subscribed and sworn this ______________day of_____________, 20___ before me, a Notary Public in and for said County.

Notary Public

My Commission Expires: