City of Auburn Hills, Michigan
1827 North Squirrel Road Auburn Hills, Michigan 48326
NOTICE OF INVITATION TO BID
“Thermal Imaging Cameras”
The City of Auburn Hills, Michigan is accepting sealed bids for “Thermal Imaging Cameras”
Sealed proposals will be received until Thursday, February 22, 2018 at 3:00 pm local time at the office of the City Clerk, at which time they will be opened publicly and read aloud. The City of Auburn Hills Clerk is located at 1827 N. Squirrel Rd, Auburn Hills, MI 48326.
The envelope of each proposal submitted shall be
Sealed and
Clearly Marked: Thermal Imaging Cameras. No late proposals will be accepted and will be returned unopened. Proposals shall not be withdrawn for a period of ninety (90) days from the date and time of bid opening.
It is the intent of the City of Auburn Hills to purchase three Thermal Imaging Cameras. The bid shall also include any delivery costs.
The City of Auburn Hills has the right to accept or reject any and/or all proposals, and to select the proposal considered most favorable to the City.
Any questions regarding this RFP shall be directed to Assistant Chief Antonio Macias. He can be reached at (248) 364-6752 or via email at: amacias@auburnhills.org.
COMPLETION SCHEDULE
Proposals will be accepted until the date listed above. The City of Auburn Hills will then choose the appropriate vendor based on a variety of aspects listed later in this document.
PURCHASE ORDER
Upon approval of successful bidders by the City of Auburn Hills, a purchase order will be issued from the City of Auburn Hills to the winning vendor and will be considered as a contract between all parties. The successful vendor shall commit to perform the contract for the completed bid in accordance with the specifications agreed upon.
WARRANTY
See “Warranty” listed later in this document for details.
RECEIPT OF PROPOSALS
It is solely the responsibility of the bidder to assure the timely receipt of its proposal at the location indicated in this invitation to bid. Late proposals will not be accepted and will be returned unopened.
TAX EXEMPTION
The City of Auburn Hills is a Michigan Municipal Corporation and, as such, it is exempt from Federal Excise Tax and Michigan Sales Tax.
COSTS INCURRED
The Proposer is responsible for all costs associated with the preparation and submission of this invitation to bid.
Proposer’s Representations: Each Proposer, by submitting a proposal, represents that they have read and understood the bid proposal documents and has submitted their proposal in accordance, therewith, that the proposal has been submitted by a duly authorized owner, partner, or corporate officer, and that the proposal submitted has been prepared independently without collusion, agreement, understanding, or planned common course of action with any other supplier of the goods or services described in this invitation to bid, designed to limit independent offers or competition.
CANCELLATION
This bid proposal request may be canceled by the City of Auburn Hills at any time for any reason. Any proposal received may be rejected in whole, or in part, when in the best interest of the City of Auburn Hills.
INDEMNIFICATION
The successful Proposer shall indemnify and hold harmless the City of Auburn Hills and its officers and employees from and against all claims, losses, damages, and expenses including, but not limited to, attorney’s fees arising out of or resulting from the performance of the contract.
APPLICABLE LAW
Any contract resulting from this bid proposal shall be governed by the State of Michigan. The vender shall give all notices and comply with all laws, ordinances, rules, regulations and lawful orders of any public authority bearing on the performance of the contract.
All bid prices shall be on an F.O.B. Destination, with all transportation charges of any nature to be paid by the bidder. F.O.B. delivered means delivered to the receiving point:
City of Auburn Hills Fire Department
1899 North Squirrel Road
Auburn Hills, Michigan 48326
VALUE ADDED OPTIONS
The
City of Auburn Hills seeks to derive the greatest benefit from the purchases that it makes in order to deliver the highest level of services in a most cost effective method to its residential and corporate citizens. In determining the lowest qualified bidder, the City will evaluate any additional value added items that a vendor may offer, either at low or no additional cost to the City. Examples of these items include but are not limited to:
- training
- extended warranty
- early payment discounts
- quantity discounts
- holding the bid price for an extended period of time
Please be certain to clearly identify these items when submitting your quotes and/or bids to the City. Value added items will not be accepted after the final date and time for the opening of quotes and/or bids has occurred.
Thank you.
CITY OF AUBURN HILLS
HOLD HARMLESS AGREEMENT
As required for approval of the __________________ ______________,
(Activity)
________________________________________ herein after referred to as ________________________,
(Name of Company) (Abbreviated Name Form)
agrees to indemnify, defend, and hold harmless the City of Auburn Hills, its officers, agents and
employees from any liability, damages, expenses, attorney’s fees, causes of action, suits, claims or
judgments arising from injury to persons, including death or injury to property which arises out of the
act, omission and/or negligence of ________________________ its agents, or employees in connection
(Abbreviated Name Form)
with or arising out of the _______________________ provided that nothing herein shall require
(Activity)
____________________________ to indemnify the City against and/or hold the City harmless
(Abbreviated Name Form)
from claims, demands, or suits based solely upon the negligent conduct of the City, its agents, officers,
and employees.
In the case of the aforementioned actions, omissions, and/or negligence by ___________________,
(Abbreviated Name Form)
__________________________shall appear and defend, and (retain attorneys) pay all charges of (Abbreviated Name Form)
attorneys and shall be responsible for all expenses arising from or incurred in connection therewith, and
if any judgment shall be rendered against the City, its officers, agents or employees, or against
_______________________, the ______________________________________shall at its own expense satisfy
(Abbreviated Name Form) (Abbreviated Name Form)
and discharge same.
In addition, ________________________________ agrees to furnish a certificate of insurance showing
(Abbreviated Name Form)
proof of insurance as required by the City of Auburn Hills.
Name of Organization Witnesses
__________________________________ ____________________________________
By _______________________________ ___________________________________
Dated _________________________________
INSURANCE REQUIREMENTS FOR LIMITED EXPOSURE EVENTS/PROJECTS
CITY OF AUBURN HILLS, MICHIGAN
and/or
CITY OF AUBURN HILLS T.I.F.A., B.R.A., BUILDING AUTHORITY
1. Liability Insurance
An ACORD certificate of insurance, or its equivalent, shall be furnished to the City of Auburn Hills at 1827 North Squirrel Road, Auburn Hills, Michigan 48326 evidencing insurance in force for the duration of and applicable to this contract with an insurance company acceptable to the City of Auburn Hills with a minimum A.M. BEST rating of “A-”, and the following minimum requirements:
a. General Liability (affording coverage not less than ISO Commercial General Liability coverage form):
I. Check mark indicating occurrence as opposed to claims made form
II. Limits of Liability:
$1,000,000 each occurrence
$2,000,000 general and products-completed operations aggregates
III. Personal Injury
$1,000,000 aggregate
b. Automobile Liability:
I. Check mark indicating coverage as to any automobile
II. Certificate must reflect Michigan “No Fault” PIP and PPI statutory coverages are also afforded
III. Limits of Liability: $1,000,000 combined single limit
c. Acceptable alternate limits are combinations of primary and excess or umbrella limits to equal not less than those shown in (a) and (b) above.
d. Description section of ACORD form is to read:
It is understood and agreed that the following shall be additional insured: The City of Auburn Hills, including all elected and appointed officials, all employees and volunteers, all boards, commissions, and/or authorities, including but not limited to the Tax Increment Finance Authority, Brownfield Redevelopment Authority and the Building Authority, and their employees, representatives and volunteers. The coverage shall be primary to the additional insured and not contributing with any other insurance or similar protection available to the additional insured. This shall not apply to the contractor’s required worker’s compensation/employer’s liability.
e. The Description of Operation section of the Certificate shall also name or describe the project
and/or event for which coverage is provided.
2. Workers Compensation
The Contractor shall procure and maintain during the life of the contract, statutory Michigan Workers Compensation and Employers Liability Insurance for all employees employed at or in the vicinity of the Contractor’s property, or any property used in connection with the Contractor’s operation or in carrying out any work related to this contract.
Michigan Workers Compensation and Employers Liability Insurance shall be procured and
maintained with the following limits of liability:
- $100,000 E.L. each accident
- $100,000 E.L. each disease – each employee
- $500,000 E.L. Disease – Policy Limit
This insurance shall comply with all applicable rules and regulations of the State of Michigan, and shall be in an insurance company acceptable to the City of Auburn Hills.
3. Certificate of Insurance
The Contractor agrees that he/she will file all required Certificates of Insurance satisfactory to the City of Auburn Hills with the City of Auburn Hills simultaneously with or prior to the execution of this contract indicating that the insurance required herein has been issued and is in full force and effect.
Further, the Contractor will provide updated certificates annually prior to the policies expiration dates, to indicate that the policies and conditions required hereunder are in full force
and effect during the life of this contract.
It is understood and agreed that thirty (30) days advance written notice of cancellation, non-renewal, reduction and/or material change in coverage shall be mailed to:
City Clerk’s Office
City of Auburn Hills
1827 North Squirrel Road
Auburn Hills, MI 48326
4. Sub-Contractors Insurance Requirements
If approval is granted by the City of Auburn Hills for Contractor to subcontract any or all of this contract to others, then prior to commencing the subcontract, the Contractor shall furnish certificates evidencing the same insurance for the City of Auburn Hills as required in Sections 1 through 4 of the requirements.
5. Requirement as Part of Contract
These insurance requirements shall be expressly contained in and/or incorporated by reference into the contract executed between the contractor and the City.
6. Hold Harmless Agreement
It is further required that all contractors providing services or performing duties for the City of Auburn Hills shall enter into a Hold Harmless Agreement with the City and all other entities as set forth in Section 1 (d), which agreement shall hold the City harmless from any and all claims incurred while the contractor is performing work, jobs, duties, etc. on the City’s behalf.
H:\WORKFILE\Insurance Requirements Limited Exposure 10-9-03.DOC
SIGNATURE PAGE
PRICES
Prices quoted shall remain firm for 90 days or bid award, whichever comes first except the successful bidder(s) whose prices shall remain firm through equipment delivery and acceptance.
CURRENCY
All prices quoted are to be in U. S. Currency.
WARRANTY:
As specified – See Specifications
NOTE:
The undersigned has carefully checked the bid figures and understands that he/she shall be responsible for any error or omission in this bid offer.
Thermal Imaging Cameras
VENDOR:___________________________________________________________
ADDRESS_________________________________________
CITY____________________STATE______ZIP___________
TELEPHONE # (_______) ____________________
FAX # (______) _____________________________
REPRESENTATIVE NAME_________________________________________________________
(Print)
Signature of Authorized Company Representative:
_______________________________________________________
ACKNOWLEDGEMENT:
I, ___________________________, certify that I have read the
Instructions to Bidders and that the bid proposal documents contained herein were obtained directly from the MITN site or the City of Auburn Hills Fire Department.
Signature of Authorized Company Representative:
_______________________________________________________
IMPORTANT: All City of Auburn Hills purchases require a MATERIAL SAFETY DATA SHEET, where applicable, in compliance with the MIOSHA “Right to Know” Law. Please include a copy of any relevant MSDS at the time of quote submission.
Background.
The City of Auburn Hills is a commercial/residential community in Oakland County, Michigan, and covers 17 square miles of suburban community. Auburn Hills is located 30 miles north of Detroit. The City’s population exceeds 23, 000. General information regarding the City of Auburn Hills is available at www.auburnhills.org.
Scope of Work.
The City of Auburn Hills is requesting proposals from qualified companies to provide thermal imaging cameras. An estimate for the number of cameras to be purchased at this time is three.
THERMAL IMAGING CAMERA SPECIFICATIONS
Intent of Specifications:
This specification covers a commercially produced Thermal Imaging Camera and its associated hardware and software. Materials used in construction of the Thermal Imaging Camera system shall be new, unused, and not less than the quality conforming to modem engineering and manufacturing practices. Materials shall be free of defects and suitable for the service intended.
Specific Line Item Requirements:
Bidders must indicate compliance with these specifications on a line item basis by placing a check mark in the (comply/exception) line corresponding to each line item. Bidders must furnish descriptive literature and complete manufacturer specifications with the submission of this documentation. ·
Quality Assurance:
The company manufacturing the Thermal Imaging Camera in response to this bid must furnish
proof of current certification to the IS09001-2008 quality standard.
_______COMPLY _______EXCEPTION
Warranty:
The camera shall be warranted by the manufacturer to be free of defects for a period of two years from the date of delivery.
_______COMPLY ________EXCEPTION
The manufacturer shall provide 48-hour tum-around time on warranty service work to the equipment in such a manner to return the Camera to the purchasing entity, in normal usable condition, within 72 hours, or to provide for the use of comparable equipment on loan until such time that the Camera is returned to the purchasing entity.
________COMPLY _______EXCEPTION
