The City of Rochester Hills is accepting proposals from qualified and experienced contractors to perform Snow Removal Services for the City of Rochester Hills and Rochester Area Recreation Authority for the 2022-2023 Winter Season, including plowing and salting for parking lots, drive areas, sidewalks and steps; the City reserves the right to exercise renewals for two (2) additional one year Winter Season options, 2023-2024 Winter Season and the 2024-2025 Winter Season.
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 the Snow Removal 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, Wednesday, June 29, 2022. The City will subsequently at 3:30 P.M. read the names and addresses received publicly via a Zoom Teleconference.
The Contractor shall be responsible for all area measurements of the parking lots and walkways in order to determine the cost for snow/ice removal and the amount of required salt. Because one of the City of Rochester Hills locations, the Oakland County Sheriff’s Office (OCSO), is a secure facility, Contractor’s will only be allowed to view the parking lot for measurements at the pre-proposal meeting. A voluntary pre-proposal meeting will be held on Friday, June 17, 2022 beginning at 10:00 a.m. at the OCSO located at 750 Barclay Circle, Rochester Hills, MI 48307. This will be the only opportunity to view the secure parking lot and to take measurements.
Questions are to be directed to Keri Bright, CPPB, Procurement Analyst. All questions are to be submitted in writing and emailed to brightk@rochesterhills.org. All questions regarding the proposal must be in writing prior to Monday, June 20, 2022 by 11:30 a.m., at which time a response will be prepared and posted as an addendum to the quotation on the MITN website, if such information would be of significance to uninformed vendors. Questions received after the date and time above will not be considered. Vendors are specifically directed to not contact other City staff; unauthorized contact of any Agencies’ employees may result in rejection of submittal.
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 the 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: Jun 29, 2022 03:30 PM Eastern Time (US and Canada)
Topic: RFP Opening - RFP-RH-22-038 Snow Removal
Please click the link below to join the webinar: https://us02web.zoom.us/j/82240706713
Or One tap mobile: +19292056099,,82240706713# or +13017158592,,82240706713#
Or Telephone: +1 929 205 6099 or +1 301 715 8592 or +1 312 626 6799 or +1 669 900 6833
Webinar ID: 822 4070 6713
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. Final proposal results will be posted on the MITN website after award.
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.
City may enter into a contract with one or more qualified firms in order to provide the necessary services and meet City demands. The City will determine when and to what extent the Contractor’s services will be used. No specific quantity of hours or jobs is guaranteed (only on an as needed basis).
Proposers are advised that the RFP is considered to be under evaluation from the opening date until contract award. The Purchasing Division and City staff are restricted from giving any information relative to the “progress” of the evaluation during this time, except as described in this RFP and as required to administer the evaluation process. Contact with review committee members, Mayor or City Council members can result in disqualification. An award will be posted on the MITN website.
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, the version maintained by the City of Rochester Hills Purchasing Division shall govern.
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