?Pump Maintenance and Repair Services

Agency:	City of Ann Arbor
State:	Michigan
Type of Government:	State & Local
NAICS Category:	238220 - Plumbing, Heating, and Air-Conditioning Contractors 811219 - Other Electronic and Precision Equipment Repair and Maintenance 811310 - Commercial and Industrial Machinery and Equipment (except Automotive and Electronic) Repair and Maintenance
Posted Date:	Apr 1, 2024
Due Date:	Apr 24, 2024
Solicitation No:	RFP 24-24
Bid Source:	Please Login to View Page
Contact information:	Please Login to View Page
Bid Documents:	Please Login to View Page

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REQUEST FOR PROPOSAL

RFP # 24-24

Pump Maintenance and Repair Services

City of Ann Arbor

Water Treatment Services Unit

Due Date: April 24, 2024 by 11:00 a.m. (local time)

Issued By:

City of Ann Arbor

Procurement Unit

301 E. Huron Street

Ann Arbor, MI 48104

TABLE OF CONTENTS

SECTION I: GENERAL INFORMATION .....................................................................…3

SECTION II: SCOPE OF SERVICES ........................................................................... 10

SECTION III: MINIMUM INFORMATION REQUIRED ................................................. 13

SECTION IV: ATTACHMENTS .................................................................................... 16

APPENDIX A: SAMPLE GENERAL SERVICES AGREEMENT

SECTION I - GENERAL INFORMATION

A. OBJECTIVE

The City of Ann Arbor is hereby soliciting sealed proposals for selecting a qualified

Contractor to provide preventative, routine, corrective, and emergency maintenance

services to the pumps for the City of Ann Arbor Water Treatment Services Unit

(WTSU) on an as-needed basis. The Contractor must be able to respond to

emergency repairs within 24 hours and within 48 hours for non-emergency repairs.

The work includes, but is not limited to, all labor and equipment to repair, replace,

adjust, and maintain pumps and related mechanical systems; inspection; testing; and

emergency response. The selected contractor must also be able to supply all parts

that are associated with proper pump operation and performance to include actuators,

valves and pump motors.

B. QUESTIONS AND CLARIFICATIONS / DESIGNATED CITY CONTACTS

All questions regarding this Request for Proposal (RFP) shall be submitted via e-mail.

Questions will be accepted and answered in accordance with the terms and conditions

of this RFP.

All questions shall be submitted on or before April 8, 2024 at 4:00 p.m., and

should be addressed as follows:

Scope of Work/Proposal Content questions shall be e-mailed to Nicholas Baran

Water Treatment Services Unit Inventory Control Technician Nbaran@a2gov.org

RFP Process and Compliance questions shall be e-mailed to Colin Spencer, Buyer

- CSpencer@a2gov.org

Should any prospective offeror be in doubt as to the true meaning of any portion of

this RFP, or should the prospective offeror find any ambiguity, inconsistency, or

omission therein, the prospective offeror shall make a written request for an official

interpretation or correction by the due date for questions above.

All interpretations, corrections, or additions to this RFP will be made only as an official

addendum that will be posted to a2gov.org and MITN.info and it shall be the

prospective offeror’s responsibility to ensure they have received all addenda before

submitting a proposal. Any addendum issued by the City shall become part of the

RFP, and must be incorporated in the proposal where applicable.

C. PRE-PROPOSAL MEETING

A pre-proposal meeting will not be held for this RFP. Any questions pertaining to this

RFP can be directed to Nicholas Baran Via email nbaran@a2gov.org.

D. PROPOSAL FORMAT

To be considered, each firm must submit a response to this RFP using the format

provided in Section III. No other distribution of proposals is to be made by the

prospective offeror. An official authorized to bind the offeror to its provisions must

sign the proposal. Each proposal must remain valid for at least ninety days from the

due date of this RFP.

Proposals should be prepared simply and economically providing a straightforward,

concise description of the offeror’s ability to meet the requirements of the RFP. No

erasures are permitted. Mistakes may be crossed out and corrected and must be

initialed in ink by the person signing the proposal.

E. SELECTION CRITERIA

Responses to this RFP will be evaluated using a point system as shown in Section III.

A selection committee comprised of staff from the City will complete the evaluation.

The fee proposals will not be reviewed at the initial evaluation. After initial evaluation,

the City will determine top proposals, and open only those fee proposals. The City

will then determine which, if any, firms will be interviewed. During the interviews, the

selected firms will be given the opportunity to discuss their proposal, qualifications,

past experience, and their fee proposal in more detail. The City further reserves the

right to interview the key personnel assigned by the selected offeror to this project. If

the City chooses to interview any respondents, the interviews will be tentatively held

the week of May 13, 2024. Offeror must be available on these dates.

All proposals submitted may be subject to clarifications and further negotiation. All

agreements resulting from negotiations that differ from what is represented within the

RFP or in the proposal response shall be documented and included as part of the final

contract.

F. SEALED PROPOSAL SUBMISSION

All proposals are due and must be delivered to the City on or before, April 24,

2024 at 11:00 a.m. (local time). Proposals submitted late or via oral, telephonic,

telegraphic, electronic mail or facsimile will not be considered or accepted.

Each respondent must submit in a sealed envelope

• one (1) original proposal

• three (3) additional proposal copies

• one (1) digital copy of the proposal preferably on a USB/flash drive

as one file in PDF format

Each respondent should submit in a single separate sealed envelope marked

Fee Proposal

• two (2) copies of the fee proposal

The fee proposal and all costs should be separate from the rest of the

proposal.

Proposals submitted should be clearly marked: “RFP No.24-24 – Pump Maintenance

and Repair Services” and list the offeror’s name and address.

Proposals must be addressed and delivered to:

City of Ann Arbor

c/o Customer Service

301 East Huron Street

Ann Arbor, MI 48104

All proposals received on or before the due date will be publicly opened and recorded

on the due date. No immediate decisions will be rendered.

Hand delivered bids may be dropped off in the Purchasing drop box located in the Ann

Street (north) vestibule/entrance of City Hall which is open to the public Monday

through Friday from 8am to 5pm (except holidays). The City will not be liable to any

prospective offeror for any unforeseen circumstances, delivery, or postal delays.

Postmarking on the due date will not substitute for receipt of the proposal. Offerors

are responsible for submission of their proposal. Additional time will not be granted

to a single prospective offeror. However, additional time may be granted to all

prospective offerors at the discretion of the City.

A proposal may be disqualified if the following required forms are not included

with the proposal:

• Attachment B - City of Ann Arbor Non-Discrimination Declaration of

Compliance

• Attachment C - City of Ann Arbor Living Wage Declaration of Compliance

• Attachment D - Vendor Conflict of Interest Disclosure Form of the RFP

Document

Proposals that fail to provide these forms listed above upon proposal opening

may be deemed non-responsive and may not be considered for award.

Please provide the forms outlined above (Attachments B, C and D) within your

narrative proposal, not within the separately sealed Fee Proposal envelope.

All proposed fees, cost or compensation for the services requested herein

should be provided in the separately sealed Fee Proposal envelope only.

due date & time	bid description	bid #	primary contact	status
April 24, 2024 11:00AM	Pump Maintenance and Repair Services	RFP 24-24	Nicholas Baran	Open

?Pump Maintenance and Repair Services

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