Truck Scale Maintenance Calibration and Repairs 2-20-2024.docx

Oak-0000000552 - Oakland County Water Resources Commissioner’s Office Truck Scale Maintenance, Calibration, and Repairs

REQUEST FOR PROPOSAL

OVERVIEW:

The office of the Oakland County Water Resources Commissioner (WRC) is a countywide elected office currently held by Jim Nash. The office is made up of approximately 370 employees who are responsible for management of stormwater, drinking water, and wastewater services for residents throughout Oakland County. WRC performs operations and maintenance services for 22 local municipalities and numerous county and intercounty drains also including construction, asset management, environmental regulations, public education, water and sewer rate development, customer billing, and emergency services. The WRC is a regional leader on high-impact regional water service delivery projects.

OUR MISSION

We are dedicated to building trust, protecting public health, improving the environment, and delivering quality services.

REQUEST FOR PROPOSAL (RFP) ORGANIZATION

This Request for Proposal (RFP) is organized into four (4) sections:

SECTION 1: ADMINISTRATIVE - Provides information regarding administrative requirements.

SECTION 2: EVALUATION: Describes how proposals will be evaluated.

SECTION 3: PROPOSALS: Describes the required format and content for submission of a proposal.

SECTION 4: SCOPE OF SERVICES: Provide an overview of the goods and services to be provided and defines Oakland County and CONTRACTOR responsibilities.

SECTION 1: ADMINISTRATIVE

INTRODUCTION:

The Oakland County Purchasing Division, on behalf of the Oakland County Water Resources Commissioner’s Office, is seeking proposals for suppliers qualified to provide truck scale maintenance and repairs as per the scope of work detailed in Section 4: SCOPE OF SERVICES.

The purpose of this competitive RFP is to promote and ensure the fairest, most efficient means to obtain the best value to Oakland County, i.e., the proposal offering the greatest overall combination of qualifications, company capacity, experience, service, and price, which shall be assessed in accordance with the established evaluation criteria outlined in this RFP. Organizations interested in submitting a proposal in response to this RFP shall be referred to as “VENDOR” or “CONTRACTOR.”

In order for Oakland County to evaluate the vendor’s response in a timely manner, please thoroughly read this RFP and follow instructions as presented.

Oakland County posts all bids/RFPs on the Michigan Inter-Governmental Trade Network (MITN).

This includes the following:

A. RFP (this document) B. RFP Terms and Conditions document.

C. Oakland County service contract example.

D. WRC Safety Compliance Form

X

MITN website.

PLEASE NOTE: NO TIMELINE/SCHEDULE WILL BE POSTED. In general, Oakland County posts its bids/RFP with the expectation that the evaluation and subsequent award will happen in a timely fashion. However, because the due date for submitting the proposal can be altered, which changes the entire timeline, a schedule will not be included in this RFP. Most contract awards happen in less than 120 days after the RFP due date. During that time, you are welcome to contact the buyer of record for information and updates. Vendors should quote pricing based on the quote being valid for 120 days after the bid/RFP is due.

B. Vendor Questions Vendors will have the opportunity to ask questions to clarify specifications. All questions are to be emailed to the buyer listed unless another arrangement has been specified in the RFP. All information related to the question deadline date and time will be posted on the MITN Bid/RFP posting. Any changes to the date or times will be documented with an addendum and posted on MITN.

C. Required documents for the successful vendor.

Upon contract award-successful vendor may be required to provide the following:

X

Insurance document, as noted in the proposal form. (Maintenance contract)

Background Checks. The successful vendor may be required to submit:

Sheriff’s Office

SECTION 2: EVALUATION

Oakland County uses a quality-based selection process. Interested firms will present a written proposal to Purchasing by the deadline stated. A selection committee will review and score all proposals submitted.

The County may, at its option, employ a second phase of the selection process consisting of an oral presentation of the vendor’s proposal, an interview, or a combination of the two.

Proposals shall be evaluated on the following elements:

C. Pricing – 40%

SECTION 3: PROPOSAL

Vendor’s proposal shall be submitted as noted: Online

Information and instructions for submitting hard copy or online submissions as follows:

X

Online submissions – The online submission must include all documents in a PDF format unless otherwise noted. Online submissions are only to be uploaded into the MITN system. Emailed submissions or hard copy submissions will not be accepted.

To upload your proposal in the MITN system, save your completed proposal to your computer hard drive as a PDF file. For complete instructions, contact the Bid Net/MITN Help Desk.

1. PROPOSAL

In general, proposals should be prepared in a simple and economical fashion. Proposals must be organized as described below. When documents have been provided, vendors must use those documents. Failure to follow proposal format could result in the rejection of your proposal.

PROPOSAL INFORMATION AND DOCUMENTS

Your proposal must include and be organized as follows:

1.1: Provide section one in the following order,

• Page 1 cover letter or executive summary.

1.2 Provide the following information/documents.

A. Provide an overview of company.

B. Provide 3 references, including the type of scales services, company name, contact person, contact email, and phone number.

C. Provide a copy of company/employee certifications and qualifications.

D. Complete the pricing list below

SECTION 4: SCOPE OF WORK

Oakland County Water Resources Commissioner’s office is seeking bids for truck annual calibration ,as-needed preventative scale maintenance, inspections, and repairs at our Clinton River Water Resource Recovery Facility, located at 155 North Opdyke Rd, Pontiac MI 48342.

The Contractor shall provide preventative maintenance, annual calibration, inspection, and repairs to the scales listed below.

· Mettler Toledo IND9U Terminal

· Steel Deck Weighbridge The Contractor shall provide the following services:

1. Annual inspection of listed equipment for proper efficiency by factory trained technicians

2. Cleaning of listed equipment.

3. All work performed on scales in accordance with applicable weights and measures legislation.

4. Testing and calibration will be performed utilizing certified test weights in accordance with National Standards (NIST).

5. Contractors will inspect equipment to detect potential failures. If repairs are found necessary, the Contractor will notify WRC staff before repairs are done.

6. Any repair work will be billed separately with detailed receipts.

7. Contractor shall provide a report detailing any repairs, maintenance, calibration, and/or inspection after the service has been completed.

The Contractor must be certified, and work must be done in compliance with Michigan Weights and Measures Service Agency. The Contractor must submit a copy of their certification within their bid.

The scales are located at the Oakland County Water Resources Commissioner Clinton River Water Resource Recovery Facility at 155 North Opdyke Rd, Pontiac MI 48342. Additional scales may be added through a contract amendment during the duration of this contract.

Preventative Maintenance/Annual Calibration/Inspection Pricing:

Annual Preventative Maintenance on two (2) scales: $________________

Annual Calibration on two (2) scales: $_________________

Inspection on two (2) scales: $___________________

Repair Service Calls Pricing:

Labor Rate Regular Business Hours (Monday – Friday 7 am to 4 pm): $____________/hr.

Labor Rate Overtime Hours: $____________/hr.

Labor Rate (Sunday/Holidays): $____________/hr.

Travel/Milage for Service Repairs ( If applicable): $_____________

Parts for repairs with prior WRC approval: Cost Plus __________% Markup

A quote will be requested for repairs prior to WRC approval.