The City of Rochester Hills is soliciting proposals from qualified and experienced contractors for Irrigation System Maintenance and Repair Services for three (3) years and reserves the right to exercise an option to renew for two (2) additional one (1) one-year terms.
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 providing Irrigation Systems Maintenance and Repair Services 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 2, 2022. The City will subsequently at 3:30 P.M. read the names and addresses received publicly via a Zoom Teleconference.
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. Final proposal results will be posted on the MITN website after award.
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 2, 2022 03:30 PM Eastern Time (US and Canada)
Topic: RFP-RH-22-007 Irrigation Systems Maintenance & Repair Services
Please click the link below to join the webinar: https://us02web.zoom.us/j/87427837082
Or One tap mobile: US: +13126266799,,87427837082# or +19292056099,,87427837082#
Or Telephone: +1 312 626 6799 or +1 929 205 6099 or +1 301 715 8592 or +1 346 248 7799
Webinar ID: 874 2783 7082
Questions are to be directed to Keri Bright, CPPB, Procurement Analyst. All questions are to be submitted in writing and emailed to brightk@rochesterhills.org. All questions regarding the proposal must be in writing prior to by Wednesday, February 16, 2022 by 11:30 a.m., at which time a response will be prepared and posted as an addendum to the quotation on the MITN website, if such information would be of significance to uninformed vendors. Questions received after the date and time above will not be considered. Vendors are specifically directed to not contact other City staff; unauthorized contact of any City Department employee may result in rejection of submittal.
THE CITY OF ROCHESTER HILLS RESERVES THE RIGHT TO REJECT ANY AND ALL PROPOSALS.
Overview.
The City of Rochester Hills (hereinafter referred to as the “City”) is requesting proposals from qualified and experienced contractors to perform preventive and corrective maintenance; and repair service of irrigation systems located at various City owned sites for a three (3) year term. The City reserves the right to exercise an option to renew for two (2) additional one (1) one-year terms. The City of Rochester Hills has provided specifications and requirements, which will assist in the procurement of the highest quality services possible to meet the requirements and needs of the City.
It is the intent of these specifications to cover Irrigation Systems Maintenance and Repair Services for various City locations on an as needed basis. With a view to obtaining the most acceptable services, these specifications cover the general requirements. Recommendations by proposers are encouraged and will be reviewed and evaluated based on the best interest of the City.
This document is a Request for Proposal. It differs from a Request for 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 price proposed 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 received. The City will also utilize its best judgment when determining whether to schedule meetings with shortlisted proposers, after receipt of all proposals. A purchase order/contract will be awarded to a qualified vendor submitting the best proposal. The City of Rochester Hills reserves the right to select and subsequently recommend for award the proposed service which best meets its required needs, quality levels and budget constraints.
Proposers should note that a RFP is considered to be under evaluation from the Opening Date until contract award. The contracting officer is restricted from giving any information relative to the “progress” of the evaluation during this time, except as described in other areas of this RFP and as required to administer the evaluation process. Proposers will be notified by mail when an award is made and a notice posted on the MITN website.
