Dated: February 2, 2021. The City of Rochester Hills is accepting proposals for furnishing, delivering and installating of an Automated Media Storage and Retrieval System in the Clerk’s Department located in City Hall, 1000 Rochester Hills Drive, Rochester Hills, Michigan 48309.
Due to the COVID-19 pandemic, some City processes have been affected and as such, are requiring adjustment to the normal processes. It is important that you read all the information to ensure you submit your proposal response to the City in the correct manner. Please ensure all documents are signed. If you are interested in providing a proposal, please read the document in its entirety and submit the requested information and proper forms and upload to the MITN website. Electronic submission ONLY will be accepted. Hardcopy, emailed, faxed and late submittals will not be accepted.
Sealed proposals for the Automated Media Storage and Retrieval System will be received by the City of Rochester Hills Purchasing Division, 1000 Rochester Hills Drive, Rochester Hills, MI 48309 via electronic submission ONLY through the MITN (www.mitn.info) website until exactly 3:00 P.M. Local Time, Wednesday, March 3, 2021. The City will subsequently at 3:30 P.M. read the names and addresses received publicly via a Zoom Teleconference.
Proposal Opening Via Zoom Teleconference.
Proposers wanting to view the opening are invited to do so utilizing the following meeting information listed below. We are requesting that you not attend in person to limit capacity within City building during this time and it is possible that City buildings may not be open to the public at the time of the opening.
When: Mar 3, 2021 03:30 PM Eastern Time (US and Canada)
Topic: RFP-RH-21-017 Automated Media Storage and Retrieval System
Please click the link below to join the webinar: https://us02web.zoom.us/j/85968422295
Or iPhone one-tap: +13017158592,,85968422295# or +13126266799,,85968422295#
Or Telephone: +1 301 715 8592 or +1 312 626 6799 or +1 929 205 6099 or +1 253 215 8782
Webinar ID: 859 6842 2295
All correspondence or inquiries from interested firms regarding this proposal shall be directed to the attention of Keri J. Bright, CPPB, Procurement Analyst, City of Rochester Hills, telephone 248.841.2538, email: brightk@rochesterhills.org. All inquiries shall be made in writing by Friday, February 12, 2021 at 11:30 a.m., in order that a written response in the form of an addendum can be processed before the proposals are opened, if such information would be of significance to uninformed proposers. Inquiries received after the date and time above will not be considered.
Only those persons designated above are authorized to seek additional information from prospective firms regarding their proposals. Correspondence or inquiries made directly to firms regarding their proposals from all other persons are to be directed to those City employees designated above for appropriate review and response.
The City of Rochester Hills officially distributes proposal documents from the Purchasing Division or through the Michigan Intergovernmental Trade Network (MITN). Copies of proposal documents obtained from any other source are not considered official copies. Only those vendors who obtain proposal documents from either the Purchasing Division or the MITN System are guaranteed access to receive addendum information, if such information is issued.
The first step to do business with the City is to become a registered vendor by visiting www.mitn.info to link to the MITN website. Once an award is made, a notice will be posted on the MITN website. Any deviation from the specifications must be noted on the proposal.
As this Request for Proposals is being made available by electronic means, the proposer accepts full responsibility to ensure that no changes are made to the Request for Proposals documents. In the event of conflict between a version of the Request for Proposals submitted by proposer and the version maintained by the City of Rochester Hills Purchasing Division, the version maintained by the City of Rochester Hills Purchasing Division shall govern.
Please note if you are submitting proposal through the MITN website, the City of Rochester Hills is capable of accepting documents in .docx, .pdf, .jpg, .tif or rtf formats. Due to security risks associated with some file formats, the following file types are not able to be opened by the City: DOC, DOCM, DOT, XLS, XLSM, XLSB, XLT, PPT, PPTM, RTF. All of these formats can contain malicious code. The City is also not able to open ZIP files at this time. Alternatively, you could convert these files to PDF.
The City’s acceptance of a proposal/bid and approval of the award of a contract shall not constitute a formed contract, and the acceptance of a proposal/bid and award of a contract shall be contingent and conditioned upon the parties’ entry into and execution of a written agreement acceptable to the City.
