Veterans Memorial Ice Arena Compressors Replacement

PUBLIC IMPROVEMENT REQUEST FOR PROPOSAL
RFP# 26-27
Veterans Memorial Ice Arena Compressors Replacement
City of Ann Arbor
Parks and Recreation
Due Date: May 1, 2026 by 2:00 p.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 WORK .................................................................................. 11
SECTION III: MINIMUM INFORMATION REQUIRED ................................................. 13
SECTION IV: ATTACHMENTS .................................................................................... 19
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SECTION I - GENERAL INFORMATION
A. OBJECTIVE
The purpose of this Request for Proposal (RFP) is to select a firm to provide the
replacement of the two compressors and motors at the City of Ann Arbor's Veterans
Memorial Ice Arena and to integrate them with the existing glycol/chiller plant.
B. BID SECURITY
Each bid must be accompanied by a certified check or Bid Bond by a surety licensed
and authorized to do business within the State of Michigan, in the amount of 5% of the
total of the bid price.
Proposals that fail to provide a bid security upon proposal opening will be
deemed non-responsive and will not be considered for award.
C. 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 17, 2026 at 3:00 p.m. (local
time), and should be addressed as follows:
Scope of Work/Proposal Content questions shall be e-mailed to Ann Arbor Parks
and Recreation Deputy Manager, Scott Spooner, sspooner@a2gov.org
RFP Process and Compliance questions shall be e-mailed to Colin Spencer, Buyer
- CSpencer@a2gov.org
Should any prospective bidder be in doubt as to the true meaning of any portion of
this RFP, or should the prospective bidder find any ambiguity, inconsistency, or
omission therein, the prospective bidder 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 bidder'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.
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D. PRE-PROPOSAL MEETING
A pre-proposal meeting for this project will be held on April 16, 2026 at 1:00 P.M.
(local time) at Veteran's Memorial Ice Arena, 2150 Jackson Rd., Ann Arbor MI
48108.
Attendance at this conference is highly recommended. Administrative and technical
questions regarding this project will be answered at this time. The pre-proposal
conference is for information only. Any answers furnished will not be official until
verified in writing by the Financial Service Area, Procurement Unit. Answers that
change or substantially clarify the proposal will be affirmed in an addendum.
E. 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 bidder. An official authorized to bind the bidder to its provisions must sign
the proposal. Each proposal must remain valid for at least one hundred and twenty
(120) days from the due date of this RFP.
Proposals should be prepared simply and economically providing a straightforward,
concise description of the bidder'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.
F. SELECTION CRITERIA
Responses to this RFP will be evaluated using a point system as shown in Section III.
A selection committee comprised primarily of staff from the City will complete the
evaluation.
If interviews are desired by the City, 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 bidder to this project.
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.
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G. SEALED PROPOSAL SUBMISSION
All proposals are due and must be delivered to the City on or before May 1, 2026
by 2:00 p.m. (local time). Proposals submitted late or via oral, telephonic,
telegraphic, electronic mail or facsimile will not be considered or accepted.
Each respondent should submit in a sealed envelope
* one (1) original proposal
* one (1) additional proposal copy
* one (1) digital copy of the proposal preferably on a USB/flash drive
as one file in PDF format
Proposals submitted should be clearly marked: "RFP# 26-27 - Veterans Memorial
Ice Arena Compressors Replacement" and list the bidder'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 48107
All proposals received on or before the due date and time will be publicly opened and
recorded on the due date. No immediate decisions will be rendered.
Hand delivered proposals 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 bidder for any unforeseen circumstances, delivery, or postal
delays. Postmarking on the due date will not substitute for receipt of the proposal.
Bidders are responsible for submission of their proposal. Additional time will not be
granted to a single prospective bidder. However, additional time may be granted to
all prospective bidders at the discretion of the City.
A proposal may be disqualified if the following required forms are not included
with the proposal:
* Attachment B - General Declarations
* Attachment D - Prevailing Wage Declaration of Compliance
* Attachment E - Living Wage Declaration of Compliance
* Attachment G - Vendor Conflict of Interest Disclosure Form
* Attachment H - Non-Discrimination Declaration of Compliance
Proposals that fail to provide these forms listed above upon proposal opening
may be deemed non-responsive and may not be considered for award.
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H. DISCLOSURES
Under the Freedom of Information Act (Public Act 442), the City is obligated to permit
review of its files, if requested by others. All information in a proposal is subject to
disclosure under this provision. This act also provides for a complete disclosure of
contracts and attachments thereto.
I. TYPE OF CONTRACT
A sample of the Construction Agreement is included as Attachment A. Those who
wish to submit a proposal to the City are required to review this sample agreement
carefully. The City will not entertain changes to its Construction Agreement.
For all construction work, the respondent must further adhere to the City of Ann Arbor
General Conditions. The General Conditions are included herein. Retainage will be
held as necessary based on individual tasks and not on the total contract value. The
Contractor shall provide the required bonds included in the Contract Documents for
the duration of the Contract.
The City reserves the right to award the total proposal, to reject any or all proposals
in whole or in part, and to waive any informality or technical defects if, in the City's
sole judgment, the best interests of the City will be so served.
This RFP and the selected bidder's response thereto, shall constitute the basis of the
scope of services in the contract by reference.
J. NONDISCRIMINATION
All bidders proposing to do business with the City shall satisfy the contract compliance
administrative policy adopted by the City Administrator in accordance with the Section
9:158 of the Ann Arbor City Code. Breach of the obligation not to discriminate as
outlined in Attachment G shall be a material breach of the contract. Contractors are
required to post a copy of Ann Arbor's Non-Discrimination Ordinance attached at all
work locations where its employees provide services under a contract with the City.
K. WAGE REQUIREMENTS
The Attachments provided herein outline the requirements for payment of prevailing
wages or of a "living wage" to employees providing service to the City under this
contract. The successful bidder must comply with all applicable requirements and
provide documentary proof of compliance when requested.
Pursuant to Resolution R-16-469 all public improvement contractors are subject to
prevailing wage and will be required to provide to the City payroll records sufficient to
demonstrate compliance with the prevailing wage requirements. Use of Michigan
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Department of Transportation Prevailing Wage Forms (sample attached hereto) or a
City-approved equivalent will be required along with wage rate interviews.
For laborers whose wage level are subject to federal, state and/or local prevailing
wage law the appropriate Davis-Bacon wage rate classification is identified based
upon the work including within this contract. The wage determination(s) current on
the date 10 days before proposals are due shall apply to this contract. The U.S.
Department of Labor (DOL) has provided explanations to assist with classification in
the following resource link: www.sam.gov.
For the purposes of this RFP the Construction Type of Building will apply.
L. CONFLICT OF INTEREST DISCLOSURE
The City of Ann Arbor Purchasing Policy requires that the consultant complete a
Conflict of Interest Disclosure form. A contract may not be awarded to the selected
bidder unless and until the Procurement Unit and the City Administrator have reviewed
the Disclosure form and determined that no conflict exists under applicable federal,
state, or local law or administrative regulation. Not every relationship or situation
disclosed on the Disclosure Form may be a disqualifying conflict. Depending on
applicable law and regulations, some contracts may awarded on the recommendation
of the City Administrator after full disclosure, where such action is allowed by law, if
demonstrated competitive pricing exists and/or it is determined the award is in the best
interest of the City. A copy of the Conflict of Interest Disclosure Form is attached.
M. COST LIABILITY
The City of Ann Arbor assumes no responsibility or liability for costs incurred by the
bidder prior to the execution of an Agreement. The liability of the City is limited to the
terms and conditions outlined in the Agreement. By submitting a proposal, bidder
agrees to bear all costs incurred or related to the preparation, submission, and
selection process for the proposal.
N. DEBARMENT
Submission of a proposal in response to this RFP is certification that the Respondent
is not currently debarred, suspended, proposed for debarment, and declared ineligible
or voluntarily excluded from participation in this transaction by any State or Federal
departments or agency. Submission is also agreement that the City will be notified of
any changes in this status.
O. PROPOSAL PROTEST
All proposal protests must be in writing and filed with the Purchasing Manager within
five (5) business days of any notices of intent, including, but not exclusively, divisions
on prequalification of bidders, shortlisting of bidders, or a notice of intent to award.
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Only bidders who responded to the solicitation may file a bid protest. The bidder must
clearly state the reasons for the protest. If any bidder contacts a City Service Area/Unit
and indicates a desire to protest an award, the Service Area/Unit shall refer the bidder
to the Purchasing Manager. The Purchasing Manager will provide the bidder with the
appropriate instructions for filing the protest. The protest shall be reviewed by the City
Administrator or designee, whose decision shall be final.
Any inquiries or requests regarding this procurement should be only submitted in
writing to the Designated City Contacts provided herein. Attempts by the bidder to
initiate contact with anyone other than the Designated City Contacts provided herein
that the bidder believes can influence the procurement decision, e.g., Elected Officials,
City Administrator, Selection Committee Members, Appointed Committee Members,
etc., may lead to immediate elimination from further consideration.
P. SCHEDULE
The following is the schedule for this RFP process.
Activity/Event Anticipated Date
Pre-Proposal Conference April 16, 2026, 1:00 p.m. (Local Time)
Written Question Deadline April 17, 2026, 3:00 p.m. (Local Time)
Addenda Published (if needed) Week of April 20, 2026
Proposal Due Date May 1, 2026, 2:00 p.m. (Local Time)
Selection/Negotiations May 2026
Expected City Council Authorizations June 2026
The above schedule is for information purposes only and is subject to change at the
City's discretion.
Q. IRS FORM W-9
The selected bidder will be required to provide the City of Ann Arbor an IRS form W-
9.
R. RESERVATION OF RIGHTS
1. The City reserves the right in its sole and absolute discretion to accept or reject
any or all proposals, or alternative proposals, in whole or in part, with or without
cause.
2. The City reserves the right to waive, or not waive, informalities or irregularities in
terms or conditions of any proposal if determined by the City to be in its best
interest.
3. The City reserves the right to request additional information from any or all bidders.
4. The City reserves the right to reject any proposal that it determines to be
unresponsive and deficient in any of the information requested within RFP.
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5. The City reserves the right to determine whether the scope of the project will be
entirely as described in the RFP, a portion of the scope, or a revised scope be
implemented.
6. The City reserves the right to select one or more contractors or service providers
to perform services.
7. The City reserves the right to retain all proposals submitted and to use any ideas
in a proposal regardless of whether that proposal is selected. Submission of a
proposal indicates acceptance by the firm of the conditions contained in this RFP,
unless clearly and specifically noted in the proposal submitted.
8. The City reserves the right to disqualify proposals that fail to respond to any
requirements outlined in the RFP, or failure to enclose copies of the required
documents outlined within the RFP.
S. IDLEFREE ORDINANCE
The City of Ann Arbor adopted an idling reduction Ordinance that went into effect July
1, 2017. The full text of the ordinance (including exemptions) can be found at:
www.a2gov.org/idlefree.
Under the ordinance, No Operator of a Commercial Vehicle shall cause or permit the
Commercial Vehicle to Idle:
(a) For any period of time while the Commercial Vehicle is unoccupied; or
(b) For more than 5 minutes in any 60-minute period while the Commercial Vehicle
is occupied.
In addition, generators and other internal combustion engines are covered
(1) Excluding Motor Vehicle engines, no internal combustion engine shall be
operated except when it is providing power or electrical energy to equipment or a tool
that is actively in use.
T. ENVIRONMENTAL COMMITMENT
The City of Ann Arbor recognizes its responsibility to minimize negative impacts on
human health and the environment while supporting a vibrant community and
economy. The City further recognizes that the products and services the City buys
have inherent environmental and economic impacts and that the City should make
procurement decisions that embody, promote and encourage the City's commitment
to the environment.
The City strongly encourages potential vendors to bring forward tested, emerging,
innovative, and environmentally preferable products and services that are best suited
to the City's environmental principles. This includes products and services such as
those with lower greenhouse gas emissions, high recycled content, without toxic
substances, those with high reusability or recyclability, those that reduce the
consumption of virgin materials, and those with low energy intensity.
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As part of its environmental commitment, the City reserves the right to award a
contract to the most responsive and responsible bidder, which includes bids that bring
forward products or services that help advance the City's environmental commitment.
In addition, the City reserves the right to request that all vendors report their annual
greenhouse gas emissions, energy consumption, miles traveled, or other relevant
criteria in order to help the City more fully understand the environmental impact of its
procurement decisions.
U. MAJOR SUBCONTRACTORS
The Bidder shall identify each major subcontractor it expects to engage for this
Contract if the work to be subcontracted is 15% or more of the bid sum or over
$50,000, whichever is less. The Bidder also shall identify the work to be subcontracted
to each major subcontractor. The Bidder shall not change or replace a subcontractor
without approval by the City.
V. LIQUIDATED DAMAGES
A liquidated damages clause, as given on page C-2, Article III of the Contract, provides
that the Contractor shall pay the City as liquidated damages, and not as a penalty, a
sum certain per day for each and every day that the Contractor may be in default of
completion of the specified work, within the time(s) stated in the Contract, or written
extensions.
Liquidated damages clauses, as given in the General Conditions, provide further that
the City shall be entitled to impose and recover liquidated damages for breach of the
obligations under Chapter 112 of the City Code.
The liquidated damages are for the non-quantifiable aspects of any of the previously
identified events and do not cover actual damages that can be shown or quantified
nor are they intended to preclude recovery of actual damages in addition to the
recovery of liquidated damages.
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