Important Note to Vendors:
When viewing this notice online, click on the link to the specification documents to see all attachments for this RFQ.
General Requirements: Municipalities are exempt from Michigan State Sales and Federal Excise taxes. Prices quoted shall not include Federal or State taxes. The City will furnish the successful bidder with tax exemption certificates upon request.
The City of Rochester Hills reserves the right to terminate the contract without penalty upon thirty (30) days written notice due to poor performance or for reasons deemed to be in its best interest. A designated representative of the City of Rochester Hills will be solely responsible for determining acceptable performance levels. The City of Rochester Hills reserves the right to re-award the contract to the second most qualified quote, re-quote the contract or do whatever is deemed to be in its best interest.
The City may modify the QUOTE prior to the deadline for submission of proposals by issuance of an addendum to all parties who have been furnished the Bid for proposal purposes. The City of Rochester Hills officially distributes bid documents from the Purchasing Division or through the Michigan Intergovernmental Trade Network (MITN). Copies of bid documents obtained from any other source are not considered official copies. Only those vendors who obtain bid 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 the City website at www.rochesterhills.org, select City Services, Purchasing, Vendor Registration and link to MITN website. Final bid results will be posted on the MITN website after award.
All bid prices shall remain in effect for at least ninety (90) days from the date of the bid opening or the award, whichever comes first, except for the successful proposer whose prices are to remain firm for the term of the blanket purchase order.
No Quote will be accepted from, or contract awarded to any person, firm, or corporation that is in arrears or is in default to the City of Rochester Hills upon any debt or contract, or that is in default as surety or otherwise, or failed to perform faithfully any previous contract with the City of Rochester Hills.
Specifications; Brand Names or Equal Specifications are provided to identify the products/service required and to establish an acceptable quality level. Bids on products of equal quality and usability will normally be considered unless otherwise stated. The City will be the sole judge in determining “equals” in regard to quality and performance.
A brand name or equal specification means that the brand name is for the purpose of describing the standard of quality, performance and characteristics desired. Unless otherwise specified, information to address equivalent substitutes in brand name or equal descriptions must include published information, such as brochures, descriptions or other information made available in the general course of the vendor’s business, that demonstrated equivalent functionality in terms of significant (or other specified, e.g. form, fit or function) performance characteristics; similar duration and scope of warranty protections; comparable experience with the same, similar, or predecessor product line; and an adequate period (or minimum period specified in the solicitation) of customer support experience to demonstrate a comparable acceptable level and availability of customer support. The determination of whether a proposed substitute is acceptable is totally within the discretion of the City.
Bidders are cautioned that any alternate bid, unless requested by the Purchasing Division, or any changes, insertions or omissions to the terms and conditions, specifications or any other requirements of this quote, may be considered non-responsive, and at the option of the City of Rochester Hills, may result in rejection of the quote.
Examples shown are listed to indicate the type and class of equipment desired. Bidders are cautioned to read the specifications carefully, as there may be special requirements not commonly offered by the equipment manufacturer. Bidders are cautioned that any units delivered to the F.O.B. point which do not meet the specifications in every aspect, will not be accepted.
Vendors may be required to furnish samples and other information necessary to provide the City with information sufficient to evaluate the price, acceptability of product, equivalency of substitutes in brand name or equal descriptions, or other factors being considered in the evaluation of the quotes.
The City may, but is not required to contact bidding vendors to obtain additional or missing information and to clarify aspects of the bid as deemed necessary to determine the acceptability of the bid. The City may reject as unacceptable bids from vendors that do not provide sufficient information to permit the City’s evaluation, or quotes that do not meet the minimum requirements of the solicitation.
The vendor shall furnish the products and/or services in strict accordance with the specifications and at the price set forth for each item. All products quoted shall be newly manufactured and of the manufacturer’s current model, unless otherwise specified.
Award of Purchase Order: The City reserves the right to reject any and all quotations, and to waive any defect or irregularity in quotes. The City reserves the right to accept and separate item in the quote; and to accept the quote that in the opinion of the City is to the best advantage and interest of the public we serve.
The bid will be awarded to that responsible, responsive bidder whose bid, conforming to this solicitation, will be most advantageous to the City with not only price but also availability of product, location, value and quality of product considered.
