The City of Rochester Hills is soliciting proposals 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 City is seeking for preventive maintenance agreement for eight (8) City buildings AND
on-call services for all other locations. 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, February 13, 2024. 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: Feb 13, 2024 03:30 PM Eastern Time (US and Canada)
Topic: RFP-RH-24-007 HVAC Preventative Maintenance & On-Call Services
Please click the link below to join the webinar:
https://us02web.zoom.us/j/84876650617
Or One tap mobile :
+19292056099,,84876650617# US (New York)
+13017158592,,84876650617# US (Washington DC)
Or Telephone:
Dial(for higher quality, dial a number based on your current location):
+1 929 205 6099 US (New York)
+1 301 715 8592 US (Washington DC)
+1 305 224 1968 US
+1 309 205 3325 US
+1 312 626 6799 US (Chicago)
+1 646 931 3860 US
+1 253 205 0468 US
+1 253 215 8782 US (Tacoma)
+1 346 248 7799 US (Houston)
+1 360 209 5623 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 (San Jose)
+1 689 278 1000 US
+1 719 359 4580 US
Webinar ID: 848 7665 0617
Pre-Proposal Site Visit.
There is a Pre-Proposal walk-thru schedule to begin at 10:00 am on Wednesday, January 24,
2024 beginning at the City Hall Purchasing Counter (lower level to the right) in order to become
familiar with the preventable maintenance equipment and premises specified, provide a forum for
questions/answers and the work to be performed according to the contract and specifications. The
meeting will proceed to visit Fire Station #1, Oakland County Sheriff’s Office Substation and
Department of Public Services buildings. The deadline for questions must be submitted by 11:30
a.m. on Thursday, January 25, 2024. 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.
Statewide