Summary of Specifications:
The City of Rochester Hills is soliciting proposals for a preventive maintenance agreement for four (4) 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. Sealed proposals will be received by the City of Rochester Hills, at the Purchasing Division, 1000 Rochester Hills Drive, Rochester Hills, Michigan 48309, or submitted online through the MITN website until 3:00 p.m. local time on Tuesday, April 18, 2017, at which time and place proposers names will be publicly read aloud. Proposals received after 3:00 p.m. are considered late and will not be accepted. Faxed proposals will not be accepted. The City prefers documents scanned and submitted online via the MITN website to be in Adobe pdf format. 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. A Pre-Proposal Walk-Through will be held on Tuesday, April 4, 2017 beginning at 9:30 a.m. (arrive at Rochester Hills City Hall, Purchasing Division (lower level)) 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 will be at the conclusion of the Walk-Through. 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. Proposers will be notified by mail when an award is made and a notice 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.
