Official proposal specifications are available only at www.mitn.info.

REQUEST FOR PROPOSALS

RFP-SH26-012

The City of Sterling Heights, Michigan is accepting sealed proposals for UPS

UPGRADE AND MAINTENANCE until TUESDAY, NOVEMBER 10, 2026 AT 2:30 P.M.

Please refer to the attached for instructions, specifications, and proposal submission procedures.

Erik Skurda Purchasing Manager

Office of Purchasing 586-446-2740 http://www.mitn.info/

Official scope of work is available only at www.mitn.info. Page 1 of 28

REQUEST FOR PROPOSALS

UPS UPGRADE AND MAINTENANCE

CITY OF STERLING HEIGHTS

40555 UTICA ROAD, STERLING HEIGHTS, MI 48313

CONTACT PERSON: ERIK SKURDA, PURCHASING MANAGER

PHONE: 586-446-2741, FAX: 586-276-4062, E-MAIL: shpurchasing@sterlingheights.gov

INDEX

I. GENERAL INSTRUCTIONS

II. PROPOSAL CHECK LIST

III. PROPOSAL SUBMISSION INSTRUCTIONS

IV. INSURANCE REQUIREMENTS

V. SCOPE OF WORK

VI. PROPOSAL SUBMITTAL FORM

VII. SELECTION PROCESS

VIII. CONFIDENTIAL PRICING FORM

IX. QUALIFICATION QUESTIONNAIRE

X. HOLD HARMLESS AND INDEMNITY

XI. NON-IRAN LINKED BUSINESS CERTIFICATION

XII. REFERENCES

XIII. PROPOSAL SUBMITTAL LABEL

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I. GENERAL INSTRUCTIONS

Please read these instructions carefully. All information requested shall be entered in the appropriate space on the forms or provided in writing elsewhere where indicated. Your proposal may be disqualified if it is not submitted as detailed below.

All information shall be entered in ink or typewritten. Mistakes may be crossed out and corrections inserted before submission of your Proposal. Corrections shall be initialed in ink by the person signing the Proposal.

One (1) electronic copy of your response to this RFP shall be submitted by 2:30 p.m. on Tuesday, November 10, 2026.

DO NOT make any reference to proposal costs anywhere in your proposal except on the Confidential Cost Proposal Form.

Competitive proposals will be evaluated based upon criteria formulated around the most important features of the service, of which qualifications, experience, capacity and methodology, may be overriding factors. Interested contractors should address these criteria throughout their written narrative proposal. Price may not be the determinative factor in the issuance of a contract or award.

The City of Sterling Heights reserves the right to postpone the proposal opening for its own convenience, reject all proposals, waive any informality in the proposals received, negotiate fees and services, and to accept any proposal, which it shall deem to be in the most favorable interest of the City of Sterling Heights.

Proposals may be withdrawn or modified in person by an authorized representative of the proposer, provided their identity is made known and a receipt is signed for the proposal, but only if the withdrawal is made prior to the stated proposal deadline.

The City shall not be liable for any expenses incurred by the respondent in preparing the

RFP response or making a presentation in its regard.

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II. PROPOSAL CHECK LIST

All information required by the terms of the proposal documents must be furnished.

MISTAKES OR OMISSIONS CAN RESULT IN THE REJECTION OF YOUR

PROPOSAL.

Important items for you to check are included in, but not limited to, those listed below. This checklist is furnished only to assist you in submitting a proper proposal.

_____ Is your proposal properly signed? (refer to proposal documents)

_____ Is the Confidential Cost Proposal separate from the main proposal and included as a separate attachment in the submittal?

_____ If required, have you entered a unit price or lump sum for each proposed item?

_____ Are decimals in unit price in the proper places? Are your figures legible?

_____ Will your proposal arrive on time? Late proposals will not be considered.

Proposals must be downloaded at mitn.info before 2:30 p.m. Do not wait until the last minute to download your proposal.

_____ In addition to your proposal deliverables, did you return the forms requiring your completion? PLEASE DO NOT RETURN COPIES OF OUR

SPECIFICATIONS/INSTRUCTIONS. RETURN ONLY THE FORMS

REQUIRING YOUR COMPLETION, PROPOSAL DELIVERABLES AS

WELL AS EXHIBITS A and B (Insurance & Bond Requirements) Failure to include all pages may result in your proposal being deemed non-responsive.

_____ Did you check the MITN website for any addendums which may have been posted? Addendums may be posted at any time.

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III. PROPOSAL SUBMISSION INSTRUCTIONS

Please read these instructions carefully. Your proposal may be deemed non-responsive if it is not submitted as detailed below. Proposals are considered received when downloaded into the mitn.info system before the submission deadline date and time, late proposals will not be considered.

Proposal Submission Deadline: TUESDAY, November 10, 2026, before 2:30 PM.

Proposal Submission Options: Hard paper copy, fax or email bid / proposal submission is not an option at this time.

For this RFP, Electronic Proposal Submission via the MITN system as described below is the only proposal submittal option.

Call the Purchasing Office at 586-446-2740 if you have any questions and we will assist.

Electronic Proposal Submission Only The vendor will need to complete, scan and upload your entire proposal package through the MITN system. All electronic bids and proposals will be submitted directly into a secured MITN “vault” that cannot be opened until the bid opening / proposal submission deadline date and time.

Vendor Response Submittal Procedure:

Login to the MITN website using your previously registered credentials at http://www.mitn.info.

Locate and enter the Sterling Heights Solicitation you have prepared a bid for.

Click on the “Place Bid” button on the upper right side of the page.

In the “Place a Bid” window, select “Place a new Bid” or “Place a No Bid”

(Depending on your response). Select the “Continue” button .

On the next page, in the “Documents” tab, select “Add File” or “Import

Zip file” (Depending on your file type). Complete all required actions and click the “Next” button.

This will bring you to the “Pricing” tab. There you will see a reminder to “Don’t forget to attach your pricing in the ‘Documents’ section”. Select the “Next” button.

On the following screen, in the “Exceptions” section, select “No” or “Yes” (depending on your response). In the “Bidder Compliance & Authentication” section, you will enter your full name and password where prompted. Click the “Submit Bid” button.

In the “Bid Submission Confirmation” window, select “No” or “Yes” (depending on your response).

Finally, the next screen will confirm your bid submission. Here you will receive a confirmation number and will be able to download a PDF version of the confirmation for your records.

For RFP’s with requiring a confidential cost proposal, please include in your submittal a separate document with the title “Confidential Cost Proposal”.

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Important: The mitn.info system locks at 2:30 pm (Sterling Heights, Michigan Time) on the due date, and no proposals can be downloaded after that time. No exceptions.

Proposals must be downloaded and accepted by the mitn.info downloading portal before 2:30 pm. Do not wait until the last minute to submit your proposal, internet connections, computer systems failures on the submitter’s part could cause a proposal to be denied from downloading into mitn.info system. The system locks at 2:30 pm. Late bids / proposals will not be considered.

If you have questions with the electronic bid submission procedures, please contact the MITN Vendor Support Department at (800) 835-4603, option #2 or email:

• e-procurementsupport@bidnet.com

The City of Sterling Heights officially distributes bid and RFP documents through the Michigan Inter-governmental Trade Network (MITN). Copies of bid and RFP documents obtained from any other source are not considered official copies. Bids or notification of bids issued by members of MITN are to be posted, in whole or in part, ONLY on the MITN system. Any other use is prohibited. Only those vendors who obtain bid documents from the MITN system are guaranteed access to receive addendum information, if such information is issued. The City of Sterling Heights cannot guarantee the accuracy of any information not obtained from the MITN website and is not responsible for any errors contained by information received from alternate sources.

The City reserves the right, at its sole discretion, to allow a bidder to resubmit a copy of a bid that was otherwise submitted via the mitn.info system before the bid due date and time, when the bid document submitted via the mitn.info system is corrupt or otherwise not readable / downloadable by the City, and when in the opinion of the City, the fault was not that of the bidder.

If you received this document from a source other than the sources indicated, please notify us. It is recommended that all vendors register on the MITN website at www.mitn.info to obtain an official copy. All future bids, proposals, quotes and any addenda and tabulations will be posted on the MITN website.

PUBLIC BID OPENING: A public bid opening will be accessible 30 minutes after the posted due date and time via three simultaneous formats:

4. Microsoft Teams live stream - Join the meeting here

5. Conference call, participants must call 586-446-2663, (enter Conference ID Code

4462740 when prompted).

6. In person at the City of Sterling Heights City Council Chambers located at: 40555

Utica Road, Sterling Heights MI, 48313.

A Purchasing Department representative will read the bids / name of firms submitting proposals as they are downloaded and made available.

mailto:e-procurementsupport@bidnet.com https://teams.microsoft.com/l/meetup-join/19%3ameeting_ODVkMDYwZjAtZjIyOS00MDE3LTk3OTYtZWVjOGJkNjU5ZjI1%40thread.v2/0?context=%7b%22Tid%22%3a%22b4d6f201-96e3-4465-b7a5-0a89b7d16abb%22%2c%22Oid%22%3a%22c409637a-761b-428b-b134-24fd1a9caff3%22%7d

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IV. INSURANCE REQUIREMENTS

The Contractor, and any and all of their subcontractors, shall not commence work under this contract until required insurance within this contract has been obtained and shall keep such insurance in force during the entire life of this contract. All insurance coverages shall be with insurance carriers licensed and admitted to do business in the State of Michigan and acceptable to the City of Sterling Heights. The requirements below should not be interpreted to limit the liability of the Contractor. If any insurance is written with a deductible or self-insured retention, the Contractor shall be solely responsible for said deductible or self-insured retention. The purchase of insurance and the furnishing of a certificate of insurance shall not be a satisfaction of the Contractor's indemnification to the City of Sterling Heights.

The Contractor is responsible to meet all MIOSHA requirements for on-the-job safety.

The Contractor shall procure and maintain during the life of this contract the following coverages:

Workers 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 $1,000,000.00 per occurrence and aggregate, Personal Injury, Bodily Injury and Property Damage. Coverage shall include the following extensions:

(1) Contractual Liability Coverage

(2) Products and Completed Operations Coverage.

(3) Independent Contractors Coverage.

(4) Broad Form General Liability Extensions.

(5) Explosion, Collapse, and Underground, if applicable.

Automobile Liability including Michigan No-Fault Coverages, with limits of liability of not less than $1,000,000.00 per occurrence combined single limit Bodily Injury and Property Damage. Coverage shall include all owned vehicles, all non-owned vehicles and all hired vehicles.

Commercial General Liability and Automobile Liability limits may be obtained by using an Excess/Umbrella Liability policy in addition to the primary liability policy(ies). If coverage limits are satisfied by an Excess and/or Umbrella policy, coverage must follow form of the primary liability policy(ies), including but not limited to additional insured and primary/non-contributory coverage.

Additional Insured: Following the official award of bid by City Council, the Commercial General Liability Insurance as described above shall include an Additional Insured endorsement as follows:

"The City of Sterling Heights, including all elected and appointed officials, all employees and volunteers, all boards, commissions and/or authorities and board

Official scope of work is available only at www.mitn.info. Page 7 of 28 members, including employees and volunteers thereof. It is understood and agreed by naming the City of Sterling Heights as additional insured, coverage afforded is considered to be primary and any other insurance the City of Sterling Heights may have in effect shall be considered secondary and/or excess."

Cancellation Notice: Policies as described above, shall include an endorsement stating the following: It is understood and agreed thirty (30) days, ten (10) days for non-payment of premium, Advance Written Notice of Cancellation or Non-Renewal shall be sent to the Certificate Holder:

City of Sterling Heights Reference: RFP-SH26-012 Purchasing Manager

40555 Utica Road Sterling Heights, MI 48313

Proof of Insurance Coverage: The contractor shall provide the City of Sterling Heights at the time 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, endorsements and/or policies to the City of Sterling Heights at least ten (10) days prior to the expiration date.

If the required insurance (with the exception of the Additional Insured endorsement) is already in place, please include a copy of the Certificate of Liability Insurance with your bid. However, if required insurance is not already in place when submitting bid, contractors shall include a letter from their insurance agent indicating that they will be able to secure a Certificate of Liability Insurance upon award of the contract.

Please label that letter Exhibit A.

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V. SCOPE OF WORK

Uninterruptible Power System (UPS) Battery Refresh, Equipment Replacement, Installation, and Preventive Maintenance Services

Purpose The City seeks proposals from qualified firms to furnish all labor, supervision, materials, equipment, transportation, testing, commissioning, documentation, removal, recycling, and related services necessary to refresh selected UPS battery systems, replace designated UPS units, and provide a City-wide preventive maintenance program.

The project identifies three work phases: battery replacements, six UPS replacements, and annual preventive maintenance across City facilities. These specifications establish minimum, competitively neutral requirements. Brand names and model numbers, if referenced, are descriptive of the required level of quality, capacity, functionality, and compatibility only; equivalent products will be considered.

1. Scope of Services The awarded contractor shall provide the following:

Phase 1 – Battery Replacement. Furnish and install replacement batteries for seven existing UPS systems at City facilities. Remove existing batteries, return the UPS to normal operation, verify charging and battery status, clean the work area, and recycle removed batteries.

Phase 2 – UPS Equipment Replacement. Furnish, deliver, install, configure, test, and commission six replacement UPS systems. Remove and lawfully recycle/dispose of replaced UPS equipment and associated batteries. Provide all required rack-mounting or tower-installation hardware, input/output cords or adapters, communication cards, and accessories necessary for a complete operational installation.

Phase 3 – Preventive Maintenance. Provide annual preventive maintenance for the City’s listed UPS systems. Provide a separate annual price for preventive maintenance, with renewal options as requested by the City.

Optional/Separate Price Items. Include startup and commissioning service for each new UPS; network monitoring-card installation and configuration; emergency or corrective repair labor rates; remote monitoring, if offered; and extended warranty and full-service coverage options.

2. Contractor Qualifications The contractor shall:

a. Have at least three years of demonstrated experience installing and maintaining commercial-grade UPS systems of comparable capacity and criticality.

b. Be an authorized service provider, reseller, or installer for each proposed UPS manufacturer, or provide equivalent manufacturer-approved credentials.

c. Employ technicians trained and qualified to perform UPS and battery-system service safely.

d. Comply with all applicable federal, State of Michigan, and local safety, electrical, transportation, and recycling requirements.

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e. Provide at least three references for comparable UPS replacement and/or preventive-maintenance projects performed within the past five years, preferably for municipal, public-safety, governmental, or similarly critical facilities.

f. Coordinate all work with the City’s designated representative and perform work in a manner that minimizes interruption to City operations.

3. General Requirements

3.1 Site Verification and Field Assessment

Before ordering equipment or batteries, the contractor shall verify at each affected location:

a. Existing UPS make, model, serial number, input voltage, output voltage, plug/receptacle configuration, rack/tower orientation, available rack space, load, and battery configuration.

b. Compatibility of the proposed replacement unit with connected loads and existing electrical infrastructure.

c. Required runtime, based on existing configuration and critical-load requirements as confirmed by the City.

d. Physical access, installation constraints, ventilation, environmental conditions, and any need for electrical modifications.

e. The contractor shall notify the City in writing of any discrepancy between field conditions and the solicitation inventory before proceeding. No substitutions, equipment downsizing, voltage changes, or changes to plug/receptacle configuration may be made without written City approval.

3.2 Work Scheduling

Routine replacement and preventive-maintenance work shall be performed during normal

City business hours, generally Monday through Friday, 8:00 a.m. to 5:00 p.m., unless otherwise approved.

a. The contractor shall coordinate work at the District Court, fire stations, Election Center, Public Works, Library, Community Center, Senior Activity Center, Nature Center, and other operational locations to avoid disruption of critical operations.

b. Any planned outage, transfer to bypass, shutdown, or work affecting connected equipment requires advance written coordination and approval from the City.

c. The contractor shall furnish a proposed project schedule identifying equipment lead times, site sequencing, installation dates, testing, and closeout.

3.3 Safety and Protection of Operations

Work shall be performed in accordance with applicable OSHA requirements, manufacturer instructions, and electrical-safety practices. The contractor shall maintain continuous protection of connected critical loads where technically feasible. The contractor shall not disconnect or de-energize City equipment without City authorization.

The contractor shall immediately notify the City of any UPS alarm, failed battery, unsafe condition, damaged equipment, or condition that could affect continuity of City operations.

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4. Phase 1 – Battery Replacement Requirements

4.1 Battery-Replacement Locations

Facility Address Existing Serial Number Qty.

41-A District Court 40111 Dodge Park, Sterling Heights, MI 48313 AS2016160598 1

Community Center 40250 Dodge Park, Sterling Heights, MI 48313 AS1943251831 1

Community Center 40250 Dodge Park, Sterling Heights, MI 48313 AS1943251811 1

Community Center 40250 Dodge Park, Sterling Heights, MI 48313 AS1947143319 1

Fire Station No. 5 41625 Ryan Road, Sterling Heights, MI 48314 G205J46274 1

Fire Station No. 5 41625 Ryan Road, Sterling Heights, MI 48314 P205J38HG9 1

Senior Activity Center 40200 Utica Road, Sterling Heights, MI 48313 3S1929X17180 1

4.2 Battery Requirements

a. Provide new, manufacturer-approved batteries or fully compatible, new equivalent batteries for the installed UPS system.

b. Furnish batteries that are the correct type, quantity, voltage, amp-hour rating, terminal configuration, physical dimensions, and connector arrangement for each verified UPS.

c. Provide batteries with manufacturing dates not more than six months before installation, unless the City approves otherwise in writing.

d. Ensure that replacement batteries are compatible with the existing charger, battery management system, runtime requirements, and UPS firmware.

e. Replace all batteries in a battery string or cartridge as required by the UPS manufacturer’s recommended practice; mixing old and new batteries within a string is not permitted.

f. Furnish all battery trays, cartridges, cables, connectors, fuses, links, hardware, and labels required for complete installation.

g. Hot-swap batteries only where the existing UPS is designed and approved by the manufacturer for hot-swap replacement. If hot-swap replacement is not appropriate, the contractor shall coordinate a planned outage or bypass procedure with the City.

4.3 Battery Installation, Testing, and Closeout

a. Inspect the UPS and battery compartment before installation.

b. Remove existing batteries and install the new batteries in accordance with manufacturer requirements.

c. Confirm proper polarity, connection integrity, charger operation, battery voltage, and alarm status.

d. Return each unit to normal operation.

e. Perform and document the UPS battery self-test and any available diagnostic test.

f. Record pre- and post-installation battery readings, battery manufacturing dates, UPS model and serial number, and test results.

g. Affix or update a service label showing installation date, contractor name, and recommended next replacement date.

h. Remove all packaging and work debris from each site.

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4.4 Battery Disposal and Recycling

a. Remove all replaced batteries from City premises on the date of service unless the City authorizes temporary staging.

b. Recycle all batteries through a lawful recycling channel in compliance with applicable environmental requirements.

c. Provide a certificate, manifest, or other documentation confirming proper recycling/disposition of removed batteries.

5. Phase 2 – UPS Replacement Requirements

5.1 Replacement Locations and Minimum Capacity

Site / Tag Qty. Minimum Capacity Electrical Requirement Battery Technology

Library 1 3,000 VA / 2,700 W 208 VAC input and output; compatible with existing connected equipment

VRLA or equivalent approved technology

Election Center 1 500 VA 120 VAC input and output VRLA or equivalent approved technology

Public Works #1 1 3,000 VA / 2,700 W 208 VAC input and output; compatible with existing connected equipment

VRLA or equivalent approved technology

Public Works #2 1 500 VA 120 VAC input and output VRLA or equivalent approved technology

Public Works #3 1 1,000 VA minimum 120 VAC input and output Lithium-ion preferred

Public Works #4 1 1,000 VA minimum 120 VAC input and output Lithium-ion preferred

*City Hall 1 20,000 VA / 16,000 W

208/120 VAC, 3-phase input and output;

compatible with existing connected equipment

VRLA or equivalent approved technology

*move existing batteries to unit at Police Department

The listed capacities are minimum requirements. The contractor shall verify actual connected load, startup/inrush characteristics, required runtime, and receptacle configuration. The City may reject a proposed unit that does not maintain compatibility with existing loads or does not provide adequate capacity and runtime.

5.2 Required UPS Design and Performance

a. Each proposed UPS shall, at a minimum:

b. Be a new, current-production commercial-grade unit.

c. Use true online, double-conversion topology with pure sine-wave output.

d. Provide automatic voltage regulation and continuous conditioned power.

e. Provide output-voltage regulation of approximately ±1 percent or better under normal operating conditions.

f. Include input power-factor correction and a wide input voltage/frequency acceptance range.

g. Provide automatic restart following restoration of utility power after an extended outage.

h. Include internal battery charging, battery management, battery protection, and automatic and manual battery-test capability.

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i. Include overload, short-circuit, surge, and alarm protections appropriate to the proposed system.

j. Include emergency fail-safe bypass or an equivalent bypass capability for mission-critical availability.

k. Be configurable for rack-mount or tower installation, as required by site conditions.

l. Include a front-panel display or equivalent local interface that displays system status, input/output readings, battery status, alarms, load level, and configuration information.

m. Include audible and visual alarms, with user-configurable alarm settings where available.

n. Be designed for continuous operation in the anticipated City facility environment.

5.3 Electrical Compatibility

For the two 3,000 VA units at the Library and Public Works #1:

a. The UPS shall support 208 VAC input and output.

b. The proposed unit shall be compatible with the City’s existing 208 VAC load and connector/receptacle configuration.

c. The contractor shall identify the proposed input plug, output receptacles, and all adapters, receptacles, power distribution components, or electrical work required for complete installation.

d. Any electrical modifications must be specifically identified and separately priced.

For the 500 VA and 1,000 VA units:

a. The UPS shall support the existing 120 VAC applications.

b. The contractor shall verify that the output receptacles accommodate the connected equipment without unsafe adapters or unsupported configurations.

5.4 Battery Technology and Runtime

a. VRLA batteries are acceptable where required for voltage, capacity, or compatibility.

b. Lithium-ion batteries are preferred for the Public Works #3 and #4 units, provided they meet all capacity, safety, voltage, physical-fit, and runtime requirements.

c. Proposers shall clearly state the battery chemistry; expected service life;

manufacturer warranty; estimated runtime at the City’s verified connected load;

runtime at 25%, 50%, 75%, and 100% load where manufacturer data is available;

recommended environmental operating range; and any special safety, maintenance, or end-of-life requirements.

5.5 Communications and Monitoring

a. USB communications and contact-closure capability, or equivalent.

b. A network-capable communications slot.

c. A network management card or remote-device-management capability where identified by the City or included in the proposer’s base offering.

d. Compatibility with commonly used network monitoring and shutdown-management tools.

e. Configuration of basic monitoring functions, including UPS health, utility status, load, battery status, alarms, and event notifications, when network management is included.

f. Delivery of all required licenses, documentation, default credentials, and administrative access to the City.

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5.6 Included Accessories

a. Rack-mount rail kit or four-post rack-mount kit.

b. Tower stands for tower installations.

c. Required power cords and input/output connection hardware.

d. USB communications cable.

e. Manufacturer software or configuration utility.

f. User documentation, safety documentation, and quick-installation materials.

g. Any required external battery modules, network cards, remote display units, or accessories identified in the proposal.

5.7 Installation and Commissioning

a. Remove the existing UPS, batteries, and related accessories.

b. Install the replacement UPS in the existing rack, cabinet, or tower location, unless otherwise directed by the City.

c. Connect and verify all input and output power connections.

d. Configure nominal voltage, frequency, alarm settings, communications, and battery parameters appropriate to the site.

e. Coordinate any necessary shutdown or bypass procedure with the City.

f. Perform startup, commissioning, and operational testing.

g. Confirm that all connected loads are restored to normal operation.

h. Demonstrate normal operation, alarm response, battery status, bypass operation, and monitoring functions to City staff.

i. Provide the City with final model and serial numbers, configuration settings, warranty registration information, and test documentation

6. Warranties and Service Coverage

6.1 Minimum Warranty

UPS Category Minimum Warranty

3,000 VA VRLA UPS Three years

500 VA VRLA UPS Three years

1,000 VA lithium-ion UPS Five years

Replacement batteries One year, minimum

The City prefers warranties that include parts, labor, travel, and onsite service. Proposers shall clearly distinguish the manufacturer equipment warranty; battery warranty;

contractor installation warranty; onsite labor coverage; travel coverage; parts coverage;

exclusions; response-time commitments; and any requirement for a separate service package to obtain full coverage.

6.2 Installation Warranty

The contractor shall warrant installation workmanship for not less than one year after acceptance by the City. The contractor shall correct defective installation work, configuration errors, or damage caused by its work at no additional cost.

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7. Phase 3 – Preventive Maintenance Program

7.1 Covered Equipment Inventory

The preventive-maintenance proposal shall include, at a minimum, the following inventory, subject to final City verification:

Facility Address Existing Serial Number(s) Backup

Generator Qty.

41-A District Court 40111 Dodge Park, Sterling Heights, MI

48313

AS2016160598 Y 1

Community Center 40250 Dodge Park, Sterling Heights, MI

48313

AS1943251831; AS1943251811;

AS1947143319

Y 3

Library 40255 Dodge Park Road, Sterling

Heights, MI 48313

AS1650161821 Y 1

Fire Station No. 1 38911 Van Dyke, Sterling Heights, MI

48313

AS1907253917 Y 1

Fire Station No. 2 12825 19 Mile Road, Sterling Heights, MI 48313

3S2247X12899 Y 1

Fire Station No. 3 5250 15 Mile Road, Sterling Heights, MI

48310 3S2252X15626 Y 1

Fire Station No. 4 12850 15 Mile Road, Sterling Heights, MI 48312

3S2248X14965 Y 1

Fire Station No. 5 41625 Ryan Road, Sterling Heights, MI

48314

G205J46274; P205J38HG9 Y 2

Senior Activity

Center 40200 Utica Road, Sterling Heights, MI

48313 3S1929X17180 N 1

Nature Center 42700 Utica Road, Sterling Heights, MI

48313 3S2248X14969 N 1

Election Center 12260 Clinton River Road, Sterling

Heights, MI 48313 N/A N 1

Public Works 7200 18 Mile Road, Sterling Heights, MI

48310

AS1623163468; AS1329148673;

AS1535242367

Y 3

Athletic Hub 35630 Van Dyke Ave., Sterling Heights, MI 48312

N/A, N/A Y 2

City Hall 40555 Utica Rd M14M7I00004 Y 1

PD 40333 Utica Rd M14J7I0053 Y 1

7.2 Preventive-Maintenance Frequency

a. Provide one comprehensive preventive-maintenance visit per covered UPS per contract year, at a minimum.

b. Proposers may offer additional visits, remote monitoring, quarterly battery checks, Official scope of work is available only at www.mitn.info. Page 15 of 28 or enhanced coverage as separately priced options.

c. The City may add, delete, or replace equipment during the contract term.

Proposers shall provide a unit-price schedule for additions or deletions by UPS size/type.

7.3 Minimum Preventive-Maintenance Tasks

For each covered UPS, the contractor shall perform and document at least the following:

1) Visual and mechanical inspection.

a. Inspect the exterior and accessible interior for wear, heat damage, corrosion, contamination, loose connections, discoloration, component fatigue, and other visible deficiencies.

b. Inspect cooling fans, vents, filters, and airflow paths.

c. Verify adequate clearances, ventilation, and general equipment condition.

2) Electrical and component inspection.

a. Measure and record input voltage, output voltage, current, load percentage, frequency, and other available operational values.

b. Verify rectifier, inverter, charger, and DC bus operation as applicable to the equipment.

c. Inspect and torque-check accessible electrical connections when permitted by the manufacturer and appropriate for the equipment.

d. Review alarm history, event logs, and fault conditions.

3) Battery-system inspection.

a. Measure and record float voltage and available battery-health indicators.

b. Review battery status, battery alarms, charger operation, temperature compensation, and voltage balance where applicable.

c. Perform and record a UPS self-test or manufacturer-approved battery test.

d. Identify batteries approaching recommended replacement age or displaying failed or marginal test results.

4) Functional and monitoring inspection.

a. Verify local display, alarm functions, communication ports, network management cards, and monitoring/alarm-reporting functions that are installed.

b. Identify firmware versions and report manufacturer-recommended upgrades;

no firmware upgrade may be performed without City authorization.

5) Cleaning.

a. Remove light dust from accessible intake and exhaust areas.

b. Vacuum around the base and accessible compartments where safe and permitted.

c. Clean battery cabinet exteriors, if applicable.

7.4 Preventive-Maintenance Report

Within ten business days after each preventive-maintenance visit, the contractor shall provide an electronic report for each serviced UPS. Each report shall include:

a. Facility, equipment location, manufacturer, model, and serial number.

b. Date and time of service.

c. Technician name.

d. Input/output voltage, current, frequency, load, battery values, and other measured readings.

e. Battery test and UPS self-test results.

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f. Alarm and event-log findings.

g. Environmental observations.

h. Identified deficiencies and risk level.

i. Recommended corrective actions.

j. Recommended battery-replacement timing.

k. Photographs of significant deficiencies, where applicable.

l. A summary table showing all covered assets, condition, findings, corrective-action priority, and estimated cost, if requested.

7.5 Exclusions and Corrective Work

The preventive-maintenance base price shall clearly state all exclusions. At minimum, the

City expects that corrective repairs, replacement batteries, fans, capacitors, internal components, firmware upgrades, electrical modifications, and emergency service not expressly included in the maintenance plan will be separately authorized and priced.

The contractor shall not perform billable corrective work without prior City approval, except where immediate action is necessary to address an imminent safety hazard and the City has authorized emergency work procedures.

8. Proposal Pricing Requirements Proposers shall submit a detailed, itemized price schedule. Lump-sum pricing without supporting detail may be deemed nonresponsive.

8.1 Required Pricing Schedule

Item Unit of Measure Required Pricing

Battery replacement – District Court Per UPS Equipment, labor, travel, disposal/recycling, testing

Battery replacement – Community

Center Per UPS Equipment, labor, travel, disposal/recycling, testing

Battery replacement – Fire Station No.

Per UPS Equipment, labor, travel, disposal/recycling, testing

Battery replacement – Senior

Activity Center Per UPS Equipment, labor, travel, disposal/recycling, testing

Library 3,000 VA UPS replacement Each Equipment, accessories, installation, startup, disposal

Public Works #1 3,000 VA UPS replacement Each

Equipment, accessories, installation, startup, disposal

Election Center 500 VA UPS replacement Each

Equipment, accessories, installation, startup, disposal

Public Works #2 500 VA UPS replacement Each

Equipment, accessories, installation, startup, disposal

Public Works #3 1,000 VA lithium-ion UPS replacement Each

Equipment, accessories, installation, startup, disposal

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Public Works #4 1,000 VA lithium-ion UPS replacement Each

Equipment, accessories, installation, startup, disposal

Annual preventive maintenance Per unit and annual total Include scheduled PM labor, travel, documentation

Optional full-service coverage Per unit/year State parts, labor, travel, response time, exclusions

Corrective service labor Hourly rate Regular hours, after-hours, weekends, holidays

Trip charge Per occurrence If applicable

Emergency response Per occurrence or hourly If applicable

Additional battery replacement Per battery set /

UPS

Unit prices by relevant UPS capacity/type

8.2 Price Assumptions

a. Prices shall include freight, delivery, labor, supervision, tools, equipment, consumables, travel, removal, recycling/disposal, startup, testing, commissioning, reporting, and all other costs necessary for complete performance, except Michigan sales/use tax if separately stated.

b. Proposers shall identify all assumptions, exclusions, and potential additional costs.

c. The City reserves the right to award all phases to one contractor, award phases separately, omit optional work, or make no award.

9. Required Proposal Submittals

a. Executive summary and statement of understanding.

b. Detailed description of proposed equipment by manufacturer, model number, capacity, battery technology, voltage, configuration, runtime, warranty, and included accessories.

c. Product data sheets and manufacturer specifications.

d. Proposed work plan and project schedule.

e. Completed price schedule under separate cover.

f. Preventive-maintenance plan and sample PM report.

g. Warranty and service-coverage details.

h. Contractor qualifications, certifications, and references.

i. Identification of subcontractors, if any.

j. Exceptions, deviations, or clarifications to the City’s specifications.

k. Confirmation of battery and UPS recycling/disposal process.

l. Proof of insurance, if required by the City’s standard procurement terms.

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10. City Review Considerations Evaluation Factor Considerations

Technical compliance Ability to meet all stated UPS, battery, voltage, monitoring, installation, and maintenance requirements

Total cost Complete lifecycle cost, including equipment, installation, warranties, preventive maintenance, and exclusions

Equipment quality and suitability

Reliability, compatibility, runtime, serviceability, battery technology, and manufacturer support

Implementation approach Site verification, outage mitigation, scheduling, safety, testing, and project management

Maintenance and support PM scope, reporting quality, warranty coverage, response commitments, availability of local support

Contractor experience Relevant UPS installation and public-sector/critical-facility experience

References Quality and relevance of comparable completed work

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VI. PROPOSAL SUBMITTAL FORM

The undersigned hereby declares that they have carefully examined the instructions and specifications and will furnish the services for UNINTERRUPTIBLE POWER SYSTEM

(UPS) BATTERY REFRESH, EQUIPMENT REPLACEMENT, INSTALLATION, AND

PREVENTIVE MAINTENANCE SERVICES

Submit proposals to: www.mitn.info

Deadline to submit proposals: Tuesday, November 10, 2026 before 2:30 PM

Place a check next to each item below, verifying the company submitting a proposal has included the document with your response.

________ Cover Letter on company letterhead that includes:

Description of Company Proposed Account Representative qualifications and experience Written narrative of your proposal and the process to fulfill minimally the terms and conditions of this RFP.

________ Hold Harmless / Indemnity Agreement – Completed and signed

________ Non- Iran Linked Business Form – Completed and signed

________ References Form – Completed in full

Company submitting proposal:

Address

City/State/Zip

Contact Representative/Title

Telephone/Fax

Terms

E-Mail Address/Website

Signature/Date

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VII. SELECTION PROCESS

A. Proposal Criteria: This document is a Request for Proposal. It differs from an Invitation to Bid/Quotation in that the City is seeking a solution as described herein, not a bid/quotation meeting firm specifications for the lowest price. As such, the lowest proposed cost will not guarantee an award recommendation.

Competitive sealed proposals will be evaluated based upon criteria formulated around the most important features of the service, of which qualifications, experience, capacity and methodology, 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 vendor's approach meets the desired requirements and needs of the City. Those criteria that will be used and considered in evaluation for award are set forth in this document. The City will thoroughly review all proposals to identify those selected for interviews. A purchase order will be issued to a qualified vendor submitting the best proposal following City Council approval. The City reserves the right to select, and subsequently recommend for acceptance, the proposal which best meets its required needs, quality levels and budget constraints.

Do not assume the City has any knowledge about your organization and the services you have to offer, nor should you assume the City will conduct any preliminary research into your organization. It is the proposer’s responsibility to completely and thoroughly document their proposal.

B. Award of Proposal: All proposals will be thoroughly reviewed. However, this is a competitive process, and only a select few proposals will receive further consideration. The City reserves the right to cancel this RFP without prior notice, reject any and all proposals, to make an award based directly on the proposals, to interview a few select proposals, or to negotiate further with one or more companies submitting proposals.

Proposers are advised that the RFP is considered to be under evaluation until award or cancellation. Vendors submitting proposals that did not receive further consideration will not receive preliminary notification of their status. The Office of Purchasing and City staff is restricted from giving any information relative to the proposals or “progress” of the evaluation during this time, except as described in this RFP and as required to administer the evaluation process. An award will be posted on the MITN site.

C. Oral Interviews: Based on the results of the preliminary evaluation, it is anticipated that a limited number of vendors will be invited to oral interviews conducted by the City for the purposes of clarifying proposal contents and to respond to questions. The City's Office of Purchasing will notify vendors of oral interview dates and times. If the Office of Purchasing did not contact you, then your proposal was not selected for further consideration. Only after the completion of all interviews and award of a contract, if any, vendors submitting a proposal will be notified that their proposal was not accepted.

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D. Selection Criteria: For proposals that receive further consideration, the successful vendor will be chosen on the basis of the apparent greatest benefit to the City, including but not limited to the following:

1. Experience/Qualifications: Proposing on this contract shall be limited to individuals, partnerships, and corporations actively engaged in providing this service. Vendors shall demonstrate competence, experience, and financial capability to carry out the terms of this contract. The City will require proof of these qualifications. Vendors shall provide information to the City demonstrating their ability to satisfy the requirements set forth in the specifications. The Vendor shall include any and all information pertinent to aiding the City in determining the abilities of the Vendor.

2. Capacity: Vendors should clearly identify all available resources within the company. Provide number of full-time/part-time employees.

3. Methodology: Provide the company's method of approach or work plan summary to meet the City's needs for the scope of work specified.

4. References and Past Performance: References will be checked before a final determination is made. Past performance will be a factor in the final selection of a proposal, including an investigation of references.

5. Cost / Fees for Services Rendered: Please see the Confidential Sealed Pricing Form.

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VIII. CONFIDENTIAL PROPOSAL PRICING FORM

This Confidential Pricing Form must be completed in its entirety and returned with your proposal separately marked confidential within the electronic submission portal.

The undersigned hereby declares that the instructions and specifications have been carefully examined and that UPS UPGRADE AND MAINTENANCE will be furnished for the prices set forth in this proposal. It is understood and agreed that all proposals are F.O.B.

DESTINATION, that all proposal pricing shall remain in effect for at least ninety (90) days from the date of receipt of proposals to allow for the review and negotiation of proposal terms conditions and pricing, and that, if chosen the successful vendor, the prices negotiated / accepted will remain valid through May 1, 2028 or any such term negotiated and accepted, with the possibility that the term may be extended for multiple years thereafter.

It is the intent of the City to purchase the services in the quantity and frequency as listed in this bid / proposal document, however, the City reserves the right to reduce or eliminate this purchase without prior notice. The City reserves the right to negotiate with one or more proposers to obtain the proposal that best fits the needs of the City.

I hereby state that I have read, understand and agree to be bound by all the terms of this RFP document, and when applicable, as negotiated and approved. The undersigned certifies that he has downloaded all documents/addendums associated with this bid / proposal document from the MITN website.

Company

Address

City/State/Zip

Representative/Title

Telephone/Fax

E-Mail Address/Website

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IX. QUALIFICATION QUESTIONNAIRE

All proposals must include the following Qualification Questionnaire. This information may be presented on another page if needed.

1. Name of firm submitting proposal.

2. Authorized representative name/title.

3. Office address.

4. Contact information:

24-Hour/7-day emergency telephone number

E-mail address

Website

5. Organization structure (corporation, partnership, etc.)

6. Name of Owner, President, Managing Partner or CEO:

7. How long have you been in business?

8. How may full time employees? Part time?

9. Provide name, qualification and experience of employee assigned responsibility for this account and their direct supervisor?

10. Provide distance in miles from warehouse / yard to 12260 Clinton River Road, Sterling Heights, MI 48313.

11. Do you offer to pick up material with verifiable weight tickets from Sterling Heights’ facility?

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12. Describe the scales you use and how the accuracy of the scales is verifiable or certified, and frequency.

13. Do you have the ability to provide a box or container for filling and transport of the metal to your facility. If yes, please describe.

14. List any professional licenses/certifications that you have obtained that would be applicable to this contract.

15. Provide information relative to the experience and financial capability of your company to carry out the terms of this contract.

16. Has your company had a similar contract for services terminated for cause within the last three years? If yes, please explain.

17. Provide any additional information you would like to include which may not already be included within this questionnaire.

Questionnaire completed by:

Company Name

Authorized Representative

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X. HOLD HARMLESS AND INDEMNITY

To the fullest extent permitted by law, the contractor expressly agrees to indemnify and hold the City of Sterling Heights (City), its elected and appointed officials, employees and volunteer and others working on behalf of the City, harmless from and against all loss, cost, expense, damage, liability or claims, whether groundless or not, arising out of the bodily injury, sickness or disease (including death resulting at any time therefrom) which may be sustained or claimed by any person or persons, or the damage or destruction of any property, including the loss of use thereof, based on any act or omission, negligent or otherwise, of contractor or anyone acting in its behalf in connection with or incident to this contract or the work to be performed…