City of farmington hills phone 248 871 2430

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  • Non-Residential Building Application - Auburn Hills, Michigan
  • As of: AUGUST 28, 2019
  • CHERRY HILL DEARBORN, MICHIGAN 48124 - Cedroni

CHERRY HILL DEARBORN, MICHIGAN 48124 - Cedroni

CITY OF FARMINGTON HILLS PHONE 248-871-2430
DEPARTMENT OF CENTRAL SERVICES FAX 248-871-2431
PURCHASING DIVISION
31555 ELEVEN MILE ROAD Pg 1 of 20
FARMINGTON HILLS, MI 48336-1165

Request for Proposals
RFP: #RFP-FH-08-09-1430
ITEM: Technical Energy Analysis (TEA) & Performance Contracting
DEADLINE: Friday, December 5, 2008 10:00 a.m., local time
PREBID MEETING: N/A
1. SUBMISSION AND RECEIPT OF REQUEST FOR PROPOSALS(RFP)
RFP's to receive consideration shall be received prior to the specified time of opening as designated
herein. NO LATE PROPOSALS WILL BE ACCEPTED. The City reserves the right to postpone the
RFP opening for its own convenience. Vendors shall use the RFP documents furnished as none other
may be accepted. RFP's are considered received when in the possession of the City Clerk. All proposals
shall be labeled with the RFP # and RFP Item as well as the aforementioned bid opening date/time on the
outside of the envelope. Proposals shall be sealed when submitted. Separate RFP's shall be submitted on
each RFP number and RFP's shall be typewritten or written in ink and legibly prepared. Proposals
having any erasures or corrections thereon may be rejected unless explained or initialed by the vendor. If
you are submitting a "No Response", do not follow the above directions but send an e-mail or letter
to the Purchasing Division indicating your desire to be kept on the bid list. Bids shall be mailed or
delivered to City of Farmington Hills, City Clerk's Office, 31555 Eleven Mile Road, Farmington Hills,
MI 48336-1165 before the stated deadline. No faxed or electronic responses will be accepted.
2. RESPONSIVE PROPOSALS
All pages and the information requested herein shall be furnished completely in compliance with
instructions. The manner and format of submission is essential to permit prompt evaluation of all RFP's
on a fair and uniform basis. Unless otherwise specified, the City reserves the right to accept any item in
the proposal. Vendors may submit proposals on any item or group of items, provided however, that the
unit prices are shown as required. Accordingly, the City reserves the right to declare as non-responsive,
and reject any incomplete RFP if material information requested is not furnished, or where indirect or
incomplete answers or information is provided. Alterations to the written requirements will negate any
response.
3. OFFICIAL DOCUMENTS
The City of Farmington Hills shall accept NO CHANGES to the bid document made by the Vendor
unless those changes are set out in the "Exceptions" provision of the Authorized Version of the bid
document. It is Vendor's responsibility to acquire knowledge of any change, modifications or additions to
the Authorized Version of the bid document. Any Vendor who submits a bid and later claims it had no
knowledge of any change, modifications or additions made by the City of Farmington Hills to the
Authorized Version of the bid document, shall be bound by the bid, including any changes, modifications
or additions to the Authorized Version. If a bid is awarded to a Vendor who claims that it had no
knowledge of changes, modifications or additions made by the City of Farmington Hills to the Authorized
Version of the bid, and that Vendor fails to accept the bid award, the City of Farmington Hills may pursue
costs and expenses to re-bid the item from that Vendor. The Authorized Version of the bid document shall
be that bid document appearing on the MITN with amendments and updates.
The City of Farmington Hills officially distributes bid documents from the Purchasing Division or through the
CITY OF FARMINGTON HILLS PHONE 248-871-2430
DEPARTMENT OF CENTRAL SERVICES FAX 248-871-2431
PURCHASING DIVISION
31555 ELEVEN MILE ROAD Pg 2 of 20
FARMINGTON HILLS, MI 48336-1165

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. If you obtained this document from a source other than the sources indicated, it is
recommended that you register on the MITN site, and obtain an official copy.
4. INTERPRETATION OF BID AND/OR CONTRACT DOCUMENTS
Any interpretation to a bidder regarding the Bid and/or Contract Documents or any part thereof is valid
only if given by the City's Purchasing Division staff. Any information given by departmental contacts is
unofficial. Interpretations may or may not be given orally (may be written) dependent upon the nature of
the inquiry. Interpretations that could affect other bidders will be in writing and issued by the Purchasing
Division. All inquiries shall be made within reasonable time prior to the stated deadline in order that a
written response in the form of an addendum, if required, can be processed before bids are opened.
Inquires received that are not made in a timely fashion may or may not be considered.
5. CHANGES AND ADDENDA TO BID DOCUMENTS
Each change or addendum issued in relation to this bid will be on file in the Purchasing Division and
issued on the MITN system. It shall be the bidder's responsibility to make inquiry as to the changes or
addenda issued by monitoring the MITN system. All such changes or addenda shall become part of the
contract and all bidders shall be bound by such changes or addenda.
6. SPECIFICATIONS
Unless otherwise stated by bidder, the bids will be considered as being in strict accordance with the City's
applicable standard specifications, and any special specifications outlined in the bid document. Reference
to a particular trade name, manufacturer's catalogue, or model number are made for descriptive purposes
to guide the bidder in interpreting the requirements of the City, and should not be construed as excluding
bids on other types or materials, equipment and supplies unless otherwise stated. However, the bidder, if
awarded the contract, will be required to furnish the particular item referred to in the specifications or
description unless departure or substitution is clearly noted and described in the bid. The City reserves
the right to determine if equipment/product or service being bid is equal to the specified
equipment/product or service requested.
7. ALTERNATE BIDS
Vendors are cautioned that any alternate proposal, unless requested by Purchasing, or any changes,
insertions, or omissions to the terms and conditions, specifications, or any other requirements or this
proposal, may be considered non-responsive, and at the opinion of the City, may result in rejection of the
proposal.
8. PRICING
Prices shall be stated in units of quantity specified in the RFP Document. In case of a discrepancy in
computing the amount of the proposal, the unit price bid will govern.
9. QUANTITIES
All quantities stated, unless indicated otherwise are estimates and the City reserves the right to increase or
decrease the quantity at the unit price bid as best fits its needs.
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CITY OF FARMINGTON HILLS PHONE 248-871-2430
DEPARTMENT OF CENTRAL SERVICES FAX 248-871-2431
PURCHASING DIVISION
31555 ELEVEN MILE ROAD Pg 3 of 20
FARMINGTON HILLS, MI 48336-1165

10. DELIVERY
Proposals shall include all charges for delivery, packing, crating, etc., unless otherwise stated in the RFP
document. All deliveries will be FOB: Delivered. General delivery hours are 8:30 a.m. to 3 p.m.
Monday-Friday.
11. TAXES, TERMS AND CONDITIONS
The City of Farmington Hills is exempt from Federal Excise and State Sales Tax. Please review The State
of Michigan's REVENUE ADMINISTRATIVE BULLETIN 1999 - 2 for clarification
The City's tax number is 38-6006902.
Payment terms are Net 30 days upon receipt and acceptance. Other members will provide their tax-
exempt status if required by the awarded vendor
12. AWARD
The proposal will be awarded to that responsible, responsive bidder whose response conforming to this
solicitation will be most advantageous to the City, price and other factors considered. The City reserves
the right to accept or reject any or all proposals, in part or whole and to waive informalities and minor
irregularities in proposals received. Unless otherwise specified in the RFP document the City reserves the
right to accept any item in the RFP on an individual basis. Bidders may submit proposals on any item or
groups of items provided unit prices are clearly shown and a notation is made on the RFP document
clearly indicating proposer's intent.
13. WITHDRAWL OF BIDS
Proposals may be withdrawn in person by a vendor, or authorized representative, provided their identity is
made known and a receipt is signed for the proposal, but only if the withdrawal is made prior to the stated
deadline. No proposal may be withdrawn for at least 90 days after RFP opening except the successful
company whose prices shall remain firm for the entire contract period. In case of error by the vendor in
making up a proposal, the Purchasing Division staff may, by discretion, reject such a proposal upon
presentation of a letter by the vendor which sets forth the error, the cause thereof, and sufficient evidence
to substantiate the claim.
14. DEFAULT CONDITIONS
In case of default by the vendor, the City of Farmington Hills may procure the articles or services from
other sources and hold the vendor responsible for any excess cost occasioned thereby. In case of error by
the vendor relating to a Contract, the Purchasing Division may, by discretion, upon presentation of a
written explanation by the vendor substantiating the error, reject the Contract and award to the next
qualified vendor; such error may be subject to default conditions.
15. INFRINGEMENTS AND INDEMNIFICATIONS
The vendor, if awarded a contract, agrees to protect, defend, and save the City and the cooperative
members listed herein, its officials, employees, departments and agents harmless against; any demand for
payment for the use of any patented material, process, or device that may enter into the manufacture,
construction, or from a part of the work covered by either order or contract; and from suits or a charge of
every nature and description brought against if for, or on account of, any injuries or damages received or
sustained by the parties by or from any of the facts of the contractor, the contractor's employees, or
agents; from all liability claims, demands, judgments and expenses to persons or property occasioned,
wholly, or in part, by the acts or omissions of the bidder, contractor, agents or employee.
3
CITY OF FARMINGTON HILLS PHONE 248-871-2430
DEPARTMENT OF CENTRAL SERVICES FAX 248-871-2431
PURCHASING DIVISION
31555 ELEVEN MILE ROAD Pg 4 of 20
FARMINGTON HILLS, MI 48336-1165

16. INSURANCE (REQUIRED FOR WORK ON OR WITHIN CITY
PROPERTY/FACILITIES)
The awarded Consultant furnishing labor in/on City/public premises agrees to hold the City of
Farmington Hills and cooperative members harmless from liability loss and will maintain minimum
coverage outline below. An Acord form outlining coverage will be returned with the proposal documents.
15.1. General Liability $1,000,000.00
15.2. Automobile Liability - Any Auto $1,000,000.00
15.3. Excess Liability $1,000,000.00
15.4. Workers' Compensation and Employers Liability per State statute.
Thirty days written notice of cancellation/reduction or material change will be provided. All documents
will be forwarded to the City of Farmington Hills, Purchasing Division, 31555 Eleven Mile Road,
Farmington Hills, MI 48336-1165.
17. PROJECT SCOPE
The City of Farmington Hills, a participant in the Michigan Rebuild Michigan Program, is accepting
proposals from Energy Service Companies (ESCOs) for a Technical Energy Analysis (TEA) and
Performance Contracting. The TEA will be performed in accordance with the Rebuild Michigan
Technical Energy Analysis (TEA) Guidelines, as required by the State of Michigan Energy Office,
Department of Labor and Economic Growth (hereafter referred to as State Energy Office).
A description of the buildings to be included in the TEA is provided on the following pages (where
applicable) and the type of TEA required (Comprehensive or Limited Component) has been indicated.
The Summary of Energy Conservation Opportunities and individual Energy Consumption Profiles from
our Rebuild Michigan Introductory Energy Evaluation (IEE) are attached. Nicholas Evans of the State
Energy Office performed the IEE and can be contacted at (517) 241-6228 if you have any questions
regarding his assessment.
The successful bidder shall correct any deficiencies in the TEA as identified by the review conducted by
the State Energy Office. The City of Farmington Hills reserves the right to hold payment for services until
the TEA is reviewed and approved by the State Energy Office. ESCOs must demonstrate the ability to
staff the project with personnel possessing expertise in the field of energy management, energy efficient
design, project/construction management and other applicable fields.
Your proposal must include, but is not limited to, the following:
1) Your company's qualifications and services offered(standard AIA Form acceptable);
2) The project team and their professional qualifications, resumes and work experience.
3) Project references from five similar clients (prefer municipal). Include company name,
contact person and phone number and date of project completion and project type (ie. HVAC,
roofing, windows, lighting, etc.)
4) One lump sum price for the TEA project -all time, materials, labor, travel, etc. included;
5) Itemized price for each building listed -all time, materials, labor, travel, etc. included;
6) Itemized price list for all fees associated with a performance contract--all time, materials,
labor, travel, project management, finance charges (most current at time of bid submittal),
etc. included;
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CITY OF FARMINGTON HILLS PHONE 248-871-2430
DEPARTMENT OF CENTRAL SERVICES FAX 248-871-2431
PURCHASING DIVISION
31555 ELEVEN MILE ROAD Pg 5 of 20
FARMINGTON HILLS, MI 48336-1165

7) Time frame - date you can begin work, date the TEA will be completed, and date
performance contract could (base on a start date of January 3, 2008);
8) Certificates of insurance -Professional Liability and Workers' Disability Compensation as
outlined in Section 15.
9) Provide name of company used for financing project and explain how rates are determined.
10) Provide a detailed explanation on how price quotes or bids are obtained for
recommendations.
Your proposal must include an additional, separate cost for engineering design services, development of
bidding and construction documents, construction oversight for implementation of the project and finance
fees. All applicable construction codes, energy code and fire safety requirements shall be followed.
The type of TEA to be performed on the individual building(s) listed below has been indicated by in
the third column. If a CTEA is indicated, the ECOs in the Summary of Recommendations and any other
cost-effective measures determined by your staff on site need to be evaluated for that building. In addition
to Rebuild Michigan's allowable paybacks of up to 8 years, the City of Farmington Hills is interested in
identifying additional projects with "reasonable" project specific paybacks.
Building Area TEA Type Limit of ECOs to be evaluated
Name / Location of Building (square feet) (denoted by ) by an LCTEA (only if indicated)
Police HQ 35,000 CTEA
31655 Eleven Mile Road LCTEA
Fire HQ 16,488 CTEA
31455 Eleven Mile Road LCTEA
Fire Station #1 6,220 CTEA
35725 Nine Mile Road LCTEA
Fire Station #2 7,670 CTEA
28225 Middlebelt Road LCTEA
Fire Station #4 15,100 CTEA
28711 Drake Road LCTEA
Costick Activities Center 68,000 CTEA
28600 Eleven Mile Road LCTEA
Department of Public Works 68,772 CTEA
27245 Halsted Road LCTEA
Ice Arena 64,014 CTEA
35500 Eight Mile Road LCTEA
Longacre House (1869) 5,600 CTEA
24705 Farmington Road LCTEA
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CITY OF FARMINGTON HILLS PHONE 248-871-2430
DEPARTMENT OF CENTRAL SERVICES FAX 248-871-2431
PURCHASING DIVISION
31555 ELEVEN MILE ROAD Pg 6 of 20
FARMINGTON HILLS, MI 48336-1165

Heritage Park Visitors Center (1926) 2,673 CTEA
24915 Farmington Road LCTEA
Nature Center Day Camp at Heritage 6,925 CTEA
Park 24915 Farmington Road LCTEA
Stables at Heritage Park 2,993 CTEA
24915 Farmington Road LCTEA
Parks & Golf Maintenance 10,527 CTEA
38111 Interchange Drive LCTEA
Golf Clubhouse 46,300 CTEA
37777 Eleven Mile Court LCTEA
47th District Court 46,300 CTEA
31605 Eleven Mile Road LCTEA
Buildings in italics not included in IEE
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