The City of Rochester Hills is soliciting proposals from professional contracting companies to perform on-call HVAC/heating/air conditioning maintenance services, including annual boiler inspections at various City buildings and sites for a two (2) year term, with an option to renew for an additional one (1) year period. The heating and air conditioning services required by the City of Rochester Hills are for facilities located throughout the City that are not covered under the City’s Contract for HVAC Preventative Maintenance (City Hall, Department of Public Services, Oakland County Sheriff Office (OCSO), and the five fire stations). This solicitation does cover locations including, but are not limited to, park sites, museum facilities and precinct buildings. The heating and air conditioning equipment are residential type units with the majority being Comfortmaker or Lenox.
Note: Locations that are not covered under this solicitation include Rochester Hills City Hall, Department of Public Services Garage, OCSO and the five Fire Stations. These locations are covered by the City’s HVAC Preventative Maintenance Agreement and are not included in this contract.
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 On-Call HVAC/Heating/Air Conditioning Maintenance 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, Tuesday, November 24, 2020. 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: Nov 24, 2020 03:30 PM Eastern Time (US and Canada)
Topic: RFP-RH-20-059 On-Call HVAC (Other Sites) Names as Read
Please click the link below to join the webinar: https://us02web.zoom.us/j/88940735959
Or iPhone one-tap : US: +19292056099,,88940735959# or +13017158592,,88940735959#
Or Telephone: US: +1 929 205 6099 or +1 301 715 8592 or +1 312 626 6799 or +1 669 900 6833
Webinar ID: 889 4073 5959
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, Purchasing Division, 1000 Rochester Hills Drive, Rochester Hills, MI 48309, email: brightk@rochesterhils.org, and telephone 248.841.2538. All inquiries shall be made in writing by November 12, 2020 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.
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.
THE CITY OF ROCHESTER HILLS RESERVES THE RIGHT TO REJECT ANY AND ALL PROPOSALS.
All information requested herein must be submitted with the proposal prior to the due date; failure to do so may result in rejection of the proposal as non-responsive and/or incomplete. The City reserves the right to postpone the due date for its own convenience. Proposals are considered received when in the possession of the Purchasing Division at the due date and time.
The submission of a proposal hereunder shall be considered evidence that the proposer is satisfied with respect to the conditions to be encountered, and the character, quantity and quality of the work to be performed.
