The City of Rochester Hills is soliciting proposals for a preventive maintenance agreement for eight (8) City buildings from professional heating and cooling service companies employed in the field of sales, maintenance and repair of heating, ventilation and air conditioning (HVAC) equipment similar to that equipment used by the City. The agreement will for a period of two (2) years; the City reserves the right to exercise an option to renew for one additional 1-year period. The agreement is NOT a full service maintenance agreement.
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 HVAC Preventative 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/BidNet (www.mitn.info) website until exactly 3:00 P.M. Local Time, October 24, 2023. 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: Oct 24, 2023 03:00 PM Eastern Time (US and Canada)
Topic: RFP-RH-23-051 HVAC Preventative Maintenance & Repair (City Hall, DPS, FSs, OCSO)
Please click the link below to join the webinar: https://us02web.zoom.us/j/88198801495
Or One tap mobile: +19292056099,,88198801495# US; +13017158592,,88198801495# US
Or Telephone: +1 929 205 6099 US; +1 301 715 8592 US; +1 305 224 1968 US; +1 309 205 3325 US; +1 312 626 6799 US; +1 646 931 3860 US; +1 689 278 1000 US; +1 719 359 4580 US; +1 253 205 0468 US; +1 386 347 5053 US; +1 507 473 4847 US; +1 564 217 2000 US; +1 669 444 9171 US ; +1 669 900 6833 US
Webinar ID: 881 9880 1495
Pre-Proposal Site Visit.
There is a Pre-Proposal walk-thru schedule to begin at 10:00 am on Wednesday, October 11, 2023 beginning at the City Hall Purchasing Counter (lower level to the right) in order to become familiar with the equipment and premises specified, provide a forum for questions/answers and the work to be performed according to the contract and specifications. The deadline for questions must be submitted by 11:30 a.m. on Thursday, October 12, 2023. Inquiries received after the date and time above will not be considered. Attendance at the walk-through is not mandatory in order to submit a proposal; but this will be the only time potential vendors will be able to view the equipment.
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.
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