HVAC Equipment Replacements – Emmet County Sheriff Road Patrol Building

1 | P a g e RFP# EC-06-2023 #17 REQUEST FOR PROPOSALS HVAC Equipment Replacements - Emmet County Sheriff Road Patrol Building RFP # EC-06-2023 #17 ESTIMATED TIMELINE – RFP Released Deadline to Submit Written Questions Response to Questions June 5, 2023 June 15, 2023 @ 3:00 PM EST June 19, 2023 @ 3:00 PM EST Proposal Due Date & Public Bid Opening – Admin Conf. Room July 3, 2023 @ 3:00 PM EST Project Review and Award Date Pending BOC Approval July 10, 2023 (tentative) *BOC = Board of Commissioners MANDATORY SITE VISIT – Tuesday, June 13, 10:00 AM EST 3460 M-119 (Harbor-Petoskey Road, Harbor Springs, MII49740 RFP PROCUREMENT CONTACT – David R. Anolick, danolick@emmetcounty.org Emmet County is soliciting proposals from prospective vendors to provide the County with the replacement of the Emmet County Road Patrol building HVAC systems in accordance with the plans and specifications prepared by Bayshore Engineering, sheets M1, M2

and E1 dated June 5, 2023. A copy of this RFP and any subsequent addenda or communications may be obtained from the County’s Purchasing page as well as on the BidNet Direct website at https://www.bidnetdirect.com. Emmet County Administration Office • 200 Division Street, Suite G70 • Petoskey, Michigan 49770 www.emmetcounty.org mailto:danolick@emmetcounty.org https://www.bidnetdirect.com/ 2 | P a g e RFP# EC-06-2023 #17 A. PROJECT BACKGROUND All equipment has exceeded the forecast service life. B. SCOPE OF WORK The purpose of this request for proposal is to invite prospective vendors to submit a proposal to supply Emmet County with HVAC Equipment Replacements. The Vendor shall provide the following related to this particular RFP: A. see Mechanical Specifications M1 and M2 as provided by Bayshore Engineering B. see Electrical Specifications E1 as provided by Bayshore Engineering M1, M2 and E1 located within this RFP on the next few pages The Vendor shall also provide the following as requested for all County RFPs: A. If applicable, provide continual or annual costs such as warranties or service contracts. B. Description of its invoicing process. Invoices should itemize the date of service, reason for the service, the amount, and the vendor Tax ID number. C. An opportunity for Emmet County to complete a final inspection before acceptance of the work/ product. The Vendor will arrange for the return of all damaged or miss-shipped items. There will be no restocking fee for the return of items damaged or shipped by the vendor in error. All items returned will be credited to invoice within 14 days of receipt. D. Available financing options and terms. E. If applicable, no less than three (3) days of training to ensure adequate education of all personnel at the expense of the company providing the equipment to Emmet County. C. SUBMITTALS In responding to this RFP, the vendor accepts full responsibility to understand the RFP in its entirety, and in detail, including making any inquiries to Emmet County as necessary to gain such understanding. The County reserves the right to disqualify any vendor who demonstrates less than such understanding. Further, Emmet County reserves the right to determine, at its sole discretion, whether the vendor has demonstrated such understanding. That right extends to cancellation of award, if award has been made. Such disqualification and/or cancellation shall be at no fault, cost, or liability whatsoever to Emmet County. All information provided by Emmet County in this RFP is offered in good faith. Individual items are subject to change at any time. Emmet County makes no certification that any item is without error. Emmet County is not responsible or liable for any use of the information or for any claims asserted there from. The County intends to select a vendor in May 2023 but is not obligated to do so. 5/31/23 5/31/23 5/31/23 3 | P a g e RFP# EC-06-2023 #17 D. EVALUATION CRITERIA Submittals will be evaluated and ranked to determine the best value to the County based on the following criteria: A. Initial and Ongoing Costs for the Project B. Quality of the Work C. Conformity with Specifications and Suitability to the Requirements of the County D. Past Performance of the Vendor E. Warranty, service contracts, industry standards and references The purpose of this competitive RFP is to promote a fair, most efficient means to obtain the best value to Emmet County, i.e., the proposal offering the best value, which shall be assessed in accordance with the evaluation criteria set forth in this RFP. Proposals will be reviewed by an internal committee where quotes will be evaluated and ranked on a consensus basis. Proposing bidders may be asked to participate in an interview to further discuss qualifications and to answer questions from the committee. Emmet County reserves the right in its sole discretion to accept or reject any or all proposals, in whole or in part, without incurring any cost of liability whatsoever, and to waive informalities and minor irregularities in bids received. The County shall retain the RFP, and all related terms and conditions, exhibits and other attachments, in original form in any archival copy. Any modification of these, in the vendor’s submission, is grounds for immediate disqualification. If the selected vendor and Emmet County are not able to finalize contract terms for the intended goods or services requested in this RFP, the County reserves the right to select another vendor to provide the goods or services. E. REPRESENTATIONS AND CERTIFICATIONS Full name and address of the business with a short description of the business. Include a description of the following: A. Business organization B. Year established C. Federal ID number D. Michigan tax ID number, if applicable. E. The business’ legal formation (e.g. corporation, sole proprietor, etc.) F. State of incorporation, if applicable. G. List the location and address of the business’ office that will provide the equipment requested. F. REFERENCES RFP reviewers may solicit references from some or all client contacts provided with previous experience examples above. Please include at least three (3) references. G. COMPENSATION / FEES Identify all costs including expenses to be charged for delivering and/or installing the equipment. The County is tax exempt for state and local taxes, personal property tax, and real property taxes. Prices shall not include taxes, unless the County is not tax-exempt for a specific service or deliverable. Exemption certificates for sales tax will be furnished upon request. 4 | P a g e RFP# EC-06-2023 #17 H. CONFLICT OF INTEREST Disclose any conflicts or perceived conflicts of interest. Vendor shall to the extent practicable, disclose to the County the identity of vendor employees and relatives of vendor employees who are employed by the County as well as the identity of County employees who are employed by vendor. Identify what procedures your firm utilizes to identify and resolve conflicts of interest. I. INDEMNIFICATION The selected vendor shall be required to indemnify, defend, and hold the County harmless for all claims, incurred by or asserted against the County, its elected and appointed officials, employees, agents and volunteers, by and person or entity, which are alleged to have been caused from the acts or omissions of vendor or vendor’s employees. The County’s right to indemnification is in excess and above any insurance required by the contract. The vendor shall have no right against the County for indemnification, contribution or subrogation. J. AMERICANS WITH DISABILITIES ACT (ADA) AND SECTION 508 COMPLIANCE Vendors shall warrant that end users will be able to access the website in accordance with the accessibility requirements of the ADA and the Rehabilitation Act of 1973. The website will conform, where relevant to Web Content Accessibility Guidelines (WACG) 2.0. K. NON-DISCRIMIATION Vendor, and its subcontractors, shall not discriminate against an employee or an applicant for employment, in hiring, any terms and conditions of employment or matters of employment for any reason that is unrelated to the person’s ability to perform the duties of a particular job or position, in accordance with applicable federal and state law. L. DEBARMENT AND GRANT REQUIREMENTS If a bidder is presently debarred, suspended, proposed for debarment, declared ineligible, or otherwise excluded from doing business with any government agency, which prohibits the bidder from participating in any procurement, the bidder must provide County with that information as part of their response. Failure to provide this information may result in disqualification of the response from consideration or termination of a purchase order or contract, if awarded. To the extent that an awarded contract is funded in whole or in part by any federal or state grant, vendor will be required to comply with all applicable requirements in the grant. M. TERMINATION OF CONTRACT: When the vendor has not performed or has unsatisfactorily performed the contract or in the event, any of the provisions of the purchase order are violated, the County may serve written notice of its intention to terminate the contract and/or purchase order for default. Upon termination for default, payment will be withheld at the discretion of Emmet County. Failure on the part of a vendor to fulfill the contractual obligations shall be considered just cause for termination of the contract. The vendor will be paid for work satisfactorily performed prior to termination less any excess costs incurred by the County in procuring and completing the work. The County reserves the right to 5 | P a g e RFP# EC-06-2023 #17 require termination of the contract for its convenience in the contract terms finalized with the selected vendor. If funds are not appropriated or otherwise made available to support continuation of performance, the County may terminate the agreement. Vendor shall be paid for work satisfactorily performed prior to termination. N. RIGHTS AND REMEDIES OF COUNTY FOR DEFAULT: If any item furnished by the vendor fails to conform to specifications, or to the sample submitted by the vendor, the County may reject it. Upon rejection, the vendor must promptly reclaim and remove such item without expense to the County, and shall immediately replace all such rejected items with others conforming to such specification and samples. If the vendor fails to do so, the County has the right to purchase in the open market a corresponding quantity of any such items and to deduct from any monies due the vendor the difference between the prices named in the purchase order and the actual cost to the County. If the vendor fails to make prompt delivery of any item, the County has the right to purchase such item in the open market and to deduct from any monies due the vendor the difference between the prices named in the purchase order and the actual replacement cost to the County. The rights and remedies of the County identified above are in addition to any other rights and remedies provided by law or under the purchase order. O. INSTRUCTIONS FOR FIRMS: For your bid to qualify, you must submit three (3) hard copies in your SEALED BID no later than 3:00 PM EST on July 3, 2023 to: EMMET COUNTY ADMINISTRATION DEPARTMENT ATTN: Priscilla Meyer, Administration Office 200 DIVISION STREET, SUITE G70 PETOSKEY, MI 49770 1. Response to this RFP MUST be clearly marked RFP# EC-06-2023 #17 – HVAC Equipment Replacements – Emmet County Sheriff Road Patrol Building. 2. Questions shall be submitted in writing to David R. Anolick at danolick@emmetcounty.org no later than 3:00 PM EST on June 15, 2023: 3. This RFP, any addendums, and any potential questions and answers will be posted on the Emmet County website at https://www.emmetcounty.org/open-bids-rfps/. 4. The County reserves the right, in its sole discretion, to reject any and all proposals, or parts of any proposal, for any reason whatsoever and waive technicalities. 5. The County will only accept proposals that are responsive to the RFP and are prepared and submitted in compliance with the requirements set forth in this RFP. 6. Emmet County will not award any proposal to an individual or business having any outstanding amounts due from a prior Contract or business relationship with the County or who owes any amount(s) for delinquent Federal, State or Local taxes, fees and licenses. No late submissions will be accepted. https://www.emmetcounty.org/open-bids-rfps/ 6 | P a g e RFP# EC-06-2023 #17 IRAN LINKED BUSINESS CLAUSE The Respondent who is selected as Consultant shall certify to the County that neither it nor any of its successors, parent companies, subsidiaries, or companies under common ownership or control of the Consultant, are an “Iran Linked Business” engaged in investment activities of $20,000,000.00 or more with the energy sector of Iran, within the meaning of Michigan Public Act 517 of 2012. It is expressly understood and agreed that the Consultant shall not become an “Iran linked business” during the term of this Agreement. NOTE: IF A PERSON OR ENTITY FALSELY CERTIFIES THAT IT IS NOT AN IRAN LINKED BUSINESS AS DEFINED BY PUBLIC ACT 517 OF 2012, IT WILL BE RESPONSIBLE FOR CIVIL PENALTIES OF NOT MORE THAN $250,000.00 OR TWO TIMES THE AMOUNT OF THE CONTRACT FOR WHICH THE FALSE CERTIFICATION WAS MADE, WHICHEVER IS GREATER, PLUS COSTS OF INVESTIGATION AND REASONABLE ATTORNEY FEES INCURRED, AS MORE FULLY SET FORTH IN SECTION 5 OF ACT NO. 517, PUBLIC ACTS OF 2012. CERTIFICATION I hereby state that I have read, understand, and become thoroughly familiar with and understand the terms and scope of work contained in the RFP. I hereby state that all of the information I have provided is true, accurate and complete. I hereby state that I have authority to submit this RFP, which will become the basis for a binding contract if accepted by the Emmet County. I hereby state that this quote will remain valid for ninety (90) days from this certification date. Signature: _____________________________________________________________________________ Print Name: ___________________________________________________________________________ Title: _______________________________________________ Date: _____________________________ Company Name: _______________________________________________________________________ Address: ______________________________________________________________________________ ______________________________________________________________________________ Contact Name: _________________________________________________________________________ Phone: _____________________________________ Email: __________________________________ MINORITY VENDOR CERTIFICATIONS Please check all that apply: The vendor represents that it IS IS NOT a woman or women-owned business. The vendor represents that it IS IS NOT a minority-owned business. The vendor represents that it IS IS NOT a disadvantaged business enterprise. The contractor represents and warrants that the company meets the above and can provide supportive documentation upon request. Any lines left unchecked will be considered as if the “IS NOT” box has been checked. ____________________________________________________ ______________________ Authorized Agent Signature Date ____________________________________________________ Authorized Agent Printed Name