1-549662 - RFQ 2.docx

CITY OF DETROIT

OFFICE OF CONTRACTING AND PROCUREMENT

REQUEST FOR QUOTE

RFQ NO.: 549662

DoE – ELECTION EQUIPMENT TRANSPORT

Buyer: Ashante Booker

All questions must be submitted online in the Supplier Portal

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In the Supplier Portal as specified in this RFQ.

* Respondents must register in Bonfire (EUNA Procurement) to download bid documents and submit bids. The City cannot guarantee the accuracy of any bid documents obtained from outside of Bonfire, and bids submitted outside of Bonfire will not be accepted. Detailed resources about registering and bidding, including video tutorials and live, virtual office hours, are available at www.detroitmi.gov/suppliersupport.

Questions about the specifics of this RFQ must be asked within the Bonfire Messages interface for the bid on or before the date and time indicated above. Questions asked via phone, email, and/or other means will not be answered.

Quotes must be uploaded in Bonfire on or prior to the date and time indicated above. Late and/or emailed quotes will not be accepted.

1. PROJECT REQUEST

The City of Detroit Office of Contracting and Procurement (OCP) requests quotes from qualified Vendors to render certain professional services ("Services") as set forth in this RFQ to provide Election Equipment Transportation Services.

When considering bidding for this contract, Vendors should understand that there are six (6) items to be delivered and separate trucking operations may be needed. Services to be provided shall include:

1. Contractors shall transport approximately 450 Ballot Boxes/ tabulators with supply boxes from the City of Detroit Department of Elections 2000 W. Lafayette facility to designated polling locations. The ballot boxes also, need to be returned after the election as instructed and in accordance with details of Statement of Work specifications ‘A’ below.

2. Contractor shall transport up to 200 large traffic cones, 200 metal election "Vote Here Signs", 40 portable ADA accessible ramps, 1200 chairs, and 300 tables from 2000 W. Lafayette to various poling locations. The equipment will be returned from the polling locations after the election as instructed and in accordance with details of Statement of Work specifications ‘B’ below.

3. Contractor shall transport approximately 5000 voting booths, 250 tabulators (computerized voting machines), with tables and 450 transfer cases from 2000 W. Lafayette to designated polling locations throughout the City of Detroit, and return after the Election in accordance with details of the Statement of Work specifications ‘C’ below.

Ballot boxes/tabulators with supply boxes, ramps, and signs, must be delivered to designated polling locations and returned to 2000 W. Lafayette, as and when directed. It will be necessary to place approximately 450 ballot boxes/tabulators with supply boxes, up to 40 ADA accessible ramps, and approximately 450 signs and frames, no later than three days prior to each election and removed within two weeks after each election.

For the purpose of bidding, a grand total not to exceed moving 450 Ballot Boxes/tabulators with supply boxes, to and from locations, is being projected for one (1) scheduled election.

In addition, in those instances where a special election is being held independently to regular- scheduled elections, compensation shall be consistent with that of regular- scheduled elections.

The successful bidder must include itemized cost for each individual move for the ramps, election signs, ballot boxes/tabulator with supply boxes, voting booths, VAT with tables, and transfer cases. For each type of furniture/fixture/equipment aforementioned the rate quoted must be fully burden and inclusive of labor.

Vendor should also provide specific pricing for ancillary costs not listed above. For example, this may include, but is not limited to, twine rentals and dollies.

Vendors must bid on ENTIRE CONTRACT. Bids on partial moves will not be considered.

2. BACKGROUND/DESCRIPTION OF ENVIRONMENT

It is the responsibility of the Bidder to review General Conditions. In your quotation a distinction between dollars and cents must be made. Also, illegible bids may be grounds for rejection of your bid. All changes made to the bid form altering, price, terms, quote and/or conditions. MUST be crossed out and initialed. Failure to initial any changes will be grounds for rejection of your bid.

3. AWARD CLAUSE INCLUDING RENEWAL OPTIONS

If a contract is awarded as a result of this RFQ, it will be a City of Detroit Professional Services Contract (Attachment E). The term of the contract will be for 1 (one) year(s). Any renewal option exercised under this contract is effective only after the approval of the Detroit City Council and signed by the Chief Procurement Officer. The City anticipates one or multiple awards as a result of the RFQ.

4. STATEMENT OF WORK

A. Specification for trucking ballot boxes with booth:

· Ballot Boxes with booths and supply boxes are 24" wide and 44 " in height 34 in length and weigh up to 80 lbs. each, constructed of plastic.

· Supply boxes will be inserted into each ballot box. (Contractor must provide straps)

· The ballot boxes/tabulators with supply boxes are stored at a storage facility or at the Department of Elections. Items must be loaded from the garage in a manner as described in “Contractor Responsibilities”.

· Ballot Boxes/Tabulators with supply boxes must be positioned in designated places when delivered to polling locations as instructed.

· While most of the ballot boxes/tabulators with supply boxes to be delivered to the precinct areas will be placed at grade level within the buildings, some of them will not. In such cases, the use of stairways might be necessary to ensure proper placement in assigned locations.

· Ballot boxes/tabulators with supply boxes must not be tipped on side, end, or top as by so doing, it is possible that damage could occur. While in transit, ballot boxes/tabulators with supply boxes must be secured in such a manner to prevent any possibility of tipping or shifting from the upright position.

· Miscellaneous ballot boxes with supply boxes cartage:

· While no equipment moves are anticipated from one precinct location to another precinct location, in the event any such moves are required, they shall be paid for on the same basis as a move from a designated storage location to a precinct location.

· The precinct locations will include public/private schools, churches, union halls, libraries, recreation centers, police and fire stations. A complete list will be provided by the Department of Elections.

B. Specifications for trucking election signs-frames, panels & ramps:

1. FRAMES: Election Sign Frames are 24" wide and 48" in height when closed. They are constructed in I" x I -1/8" steel angle iron.

2. PANELS: Election Sign Panels are 24" wide and 36" in length and are made of 20-gauge steel which are assembled to the frame by two (2) "S" hooks.

3. The Election Signs must be positioned in designated places when delivered to polling location as instructed.

4. The Election Signs must be handled in such a manner that will prevent panels from being disconnected from the frames.

5. RAMPS: (1) 2 PC. Light - weight aluminum, 8" wide x 88" length, and weigh 40 Lbs.

6. TABLES & CHAIRS: 300 6-foot plastic/wooden tables & 1200 foldable metal chairs.

C. Specifications for voting booths, tabulators, tables, and transfer cases:

Voting booths with transfer cases and ICX's with tables strapped to a four-wheeled dolly, the unit is approximately 3ft. wide x 3ft long. And weighs approximately 100 lbs. These units are delivered in conjunction with the ballot boxes, which are labeled with specified locations.

D. Contractor's responsibilities:

1. Pick-up and delivery

· All equipment to be delivered will be picked up from the Department of Elections no earlier than seventeen (l 7) days prior to each election.

· Delivery must be completed no later than three (3) days prior to each election.

· All equipment must be returned to our 2000 W. Lafayette facility within two weeks after each election.

· The contractor will be penalized $100 per day for each machine that is not picked up by the stipulated deadline date.

· The penalty will be waived in the event documented justification is presented by the contractor to the satisfaction of the Director of Elections.

2. Subcontractors The bidder shall name the persons or firms he proposes to use as a subcontractor for such parts of the work specifically listed in the bid form and specifications. All persons or firms so named shall be acceptable to the City of Detroit, and if any are not acceptable, the bidder will be required to name other people or firms which are acceptable. Any such required substitutions will in no way otherwise change or modify the bidder's proposal. After the award of the contract, no substitutions will be allowed except for reasons deemed justified by and in the best interest of the City.

3. Equipment All equipment required in performance of this work will be furnished by the successful bidder and must include:

a. Closed Van Type Trucks and Trailers with lift gate must be used in delivery of ballot boxes/ tabulators with supply boxes, voting booths, ramps, and signs, to and from locations.

b. Square type four-wheel "Dollies" will be needed to move Ballot Boxes/ tabulators with supply boxes to and from assigned location. Dollies shall be padded at all points of contact with the Ballot Boxes/tabulators with supply boxes, to avoid possible damage to Ballot Boxes/tabulators with supply boxes.

c. Sufficient padding to prevent scratching of decals and painted surfaces on Ballot Boxes/tabulators with supply boxes and voting signs and frames.

d. Skids and ropes where needed to move Ballot Boxes/tabulators with supply boxes from one level to another if required.

All equipment proposed for use, must be made available for inspection and approval by the Director of Elections or assignee before bid is awarded if requested.

4. Representative

It is to be expressly understood that the contractor will have a qualified representative stationed at either the storage facility or at 2978 W. Grand Blvd. on each and every full day or part thereof in which Ballot Boxes/tabulators with supply boxes, ramps and signs are being sent from or returned to either the storage facility or 2978 W. Grand Blvd. It will be the duty of such Contractor's representative to take proper action to maintain the agreed-upon schedules. The City of Detroit will likewise have one accredited representative of the facility at these times. Each party hereby agrees to have these representatives carry identifying credentials and it is further understood that instructions given by others will have no bearing on the contract.

In addition, the contractor shall employ only competent, efficient workers in the performance of this contract and must maintain good order among his employees. Whenever the Department of Elections can document in writing that in its opinion an employee is unfit, unskilled, or is disruptive to the orderly progress of this work, such employee shall be immediately removed and shall not be reassigned to this task.

5. Insurance

Property damage insurance for Ballot boxes/ tabulators with supply boxes, signs, ramps and real property, public liability insurance and employee's compensation insurance in the amount stipulated by the Office of contracting and procurement must be provided.

In handling these Ballot boxes/ tabulators with supply boxes, Ramps and Signs, every safeguard and precautionary measure must be provided to ensure the safety of those persons assigned to this task.

6. Damages All damages, either to Ballot boxes/tabulators with supply boxes, signs and ramps or real property, must be immediately reported to the Department of Elections representative in charge. The extent and nature of damages and name of person contacted at location regarding damages must be furnished in writing with a copy to the Director of Elections or assignee.

7. Work schedule

· It shall be understood that the timetable for delivery of Ballot Boxes/tabulators with supply boxes, ramps, signs, and frames to voting precincts and the pickup of the same is of prime importance in the performance of this contract. It is, therefore, agreed that:

· The Contractor will, not later than 30 (thirty) calendar days preceding an Election Day, work out a proposed, written work schedule meeting the approval of the Director of Elections or assignee. This schedule will stipulate the quantity and types of trucks to be used and describe the number of Ballot Boxes with supply boxes that will constitute a safe and practical load for each truck.

· The schedule shall stipulate the specific stops to be handled in each truckload. The contractor will be required to furnish proof to the Director of Elections or assignee as to the total number of Ballot Boxes/ tabulators with supply boxes that can be handled in a normal working day on the scheduled routings.

· The schedule shall stipulate specific days on which the work will be done. In establishing such a mutually acceptable schedule, ample allowance must be made for all exigencies, which would prevent carrying out a tight schedule.

· The Contractor shall on a daily basis, submit a manifest of deliveries and/or pickups made the previous day. In the event a scheduled delivery cannot be completed, and the Ballot Boxes/ tabulators with supply boxes must be returned to the Department of Elections, the contractor will notify the Department of Elections representative of the reason for the occurrence and submit an alternate delivery date. In most instances, it will be necessary for the contractor to contact building custodians to arrange for the acceptance of such Ballot Boxes/ tabulators with supply boxes.

· In the event a schedule cannot be mutually agreed upon between the contractor and the Director of Elections or assignee, the Office of contracting and procurement will review the matter in the presence of both parties. If a revised schedule cannot be mutually agreed upon, it is understood that the City of Detroit will contract with others and charge any excess cost to the Contractor in the form of “Liquidated Damages”.

· Failure on the part of the contractor to supply vehicles of the kind and in the amount as presented in the schedule will likewise empower the City of Detroit to hire the services elsewhere and shall charge to the account of the Contractor in the form of “Liquidated Damages”.

· Once the work schedule is approved, the contractor shall be responsible for work performance in accordance with that schedule. The approval of schedule does not relieve the contractor of any of the responsibilities otherwise designated under this contract.

· It is further agreed, in order to avoid any misunderstanding and to expedite this service in a satisfactory manner, that in addition to confirmation cards mentioned below, all possible directions will be issued in written form, and where verbal instructions must be issued, they will be confirmed in writing.

8. Review and detailed scheduling procedures It is imperative that the Contractor fully understands the procedures involved in working out a work schedule and the importance of strict adherence to them. Therefore, to assist the Contractor in achieving that objective the procedures are herein outlined below step by step.

Not later than 30 days prior to Election:

· Contractor submits proposed written work schedule to Director of Elections or assignee for approval.

· Schedule to include:

· Quantity and types of trucks to be used

· Number constituting safe and practical load for each truck

· Specific stops for each truck load

· Specific days work will be done

· Specific hours of work

· If schedule is approved contractor shall:

· Contact building custodians to arrange for moves

· Obtain approval for deviations

· Re-confirm arrangements with building custodians prior to delivery

· Submit a manifest of moves made the previous day, on a daily basis

· Notify Director or assignee of any moves not completed and reasons

· Submit alternate date for above moves

9. Delivery confirmation card

The Department of Elections will issue a confirmation card for each Ballot Box/tabulators with supply boxes, ramp and election signs, voting booths, tables, and chairs delivered and/or picked up. This card will contain the identifying number of the Ballot Boxes/tabulators with supply boxes, their exact location, and destination. It will also provide for filling in the date and hour that delivery is completed as well as the signature of the person receiving the equipment.

The card will be returned to the Department of Elections and will serve as the basis of payment. In cases where acceptance of a Ballot box /tabulators with supply boxes, ramp and/or Election Sign is refused or the building is closed at destination, and a return trip is necessitated through no fault of the contractor, it will constitute delivery for purposes of payment. Should this occur, the vendor must notify the Department of Elections prior to making next stop.

10. Election day service

The vendor shall be available on Election Day to make the necessary adjustments due to delivery errors.

11. Method of Payment

Prior to payment being authorized, an invoice must be submitted to the Department of Elections detailing all moves associated with transporting ballot boxes with supply boxes, ramps and election signs, to and from locations. Should the invoice fail to correspond with the records of the Department of Elections representative, the invoice will be adjusted accordingly.

The Department of Elections reserves the right to audit employee payrolls to verify labor charges upon 72-hour notice.

12. Inspection of material and working conditions

The material to be transported under the terms of this contract and the working condition under which the service is to be performed may be inspected by the Contractor at the Department of Elections building during business hours. Appointments may be made by contacting George Hagood at 313-876-4799. Failure of the contractor to make such inspection shall not relieve him of fulfilling all the requirements of this contract whether stated or implied. No claims of compensation shall be honored for any service performed, which the contractor was not aware of, prior to submitting bid.

13. Performance bond

Prior to issuance of the purchase order, the bidder to whom the purchase order is awarded shall furnish the City of Detroit with a performance bond, which shall be 33% of the contract price to guarantee compliance and conformance to specifications as detailed in accepted bid. Bidders are hereby informed that should they fail to adhere to the provision of this contract in any respect, the performance guarantee will be forfeited to the City of Detroit and the name of the bidder will be removed from future solicitations.

14. Special Note:

The importance of adhering to the approved delivery and pick-up schedules cannot be over emphasized. While the task may seem easy to an experienced vendor; there is more to it than is realized. Therefore, bidders must have at least 3 years experience in a large municipality (population of over a 100,000) to be considered. It is also important that prior to bidding, bidders will familiarize themselves with the magnitude of the job and details involved in a meeting to be arranged with the Director of Elections or assignee at which time such matters will be discussed. In addition, bidders will be asked at that meeting to provide the Director or assignee with the number of personnel and equipment that will be committed in order to complete the job. The numbers must be stated on the bid. No bidder will be considered who fails to meet the above conditions.

15. OPERATIONAL INFORMATION

Awarded Contractor(s) will work closely with City agency staff.

The Respondent is expected to provide service in accordance with the terms of the executed contract and under the rules, regulations, and supervision of the City.

16. MINIMUM QUALIFICATIONS

a. Bidders must have a minimum of 5 (five) years of experience providing same, or similar, scope as described herein at paragraph 4 “Scope of Work”.

b. Equipment List of all equipment required and at a minimum must include:

· Closed Van Type Trucks and Trailers with lift gate must be used in delivery of ballot boxes/ tabulators with supply boxes, voting booths, ramps, and signs, to and from locations.

· Square type four-wheel "Dollies" will be needed to move Ballot Boxes/ tabulators with supply boxes to and from assigned location. Dollies shall be padded at all points of contact with the Ballot Boxes/tabulators with supply boxes, to avoid possible damage to Ballot Boxes/tabulators with supply boxes.

· Sufficient padding to prevent scratching of decals and painted surfaces on Ballot Boxes/tabulators with supply boxes and voting signs and frames.

· Skids and ropes where needed to move Ballot Boxes/tabulators with supply boxes from one level to another if required.

c. Performance Bond Capacity Letter: A letter from a Bonding Agent signed on letterhead as to the upper limit of the Contractor’s bonding capacity/capability.

17. OPERATIONAL INFORMATION

Awarded Contractor(s) will work closely with City agency staff.

The Respondent is expected to provide service in accordance with the terms of the executed contract and under the rules, regulations, and supervision of the City.

18. TECHNICAL INFORMATION

The City of Detroit is committed to centralizing and warehousing data for the purpose of improving service delivery and enabling cross departmental analytics. For this reason, we expect Contractors, contractual relationships, and resulting software platforms to enable data access, data interoperability, warehousing of resulting data, and adherence to City data standards.

Specifically, the City minimally requires:

· Access to any data via APIs in a machine-readable format.

· Full documentation of APIs (including field names and objects) and the database schema used by the application.

· Ability for City to push data as needed to these software systems to update base datasets.

· Any location-based data or platform utilizes the City’s Base Units geocoder, Base Units Database, and/or address data standards as applicable. For more information see: https://base-units-detroitmi.hub.arcgis.com/pages/about-base-units

· The ability for the City to use and govern this data as it deems necessary-- centralizing it, porting it into other systems, and using it for additional and future organizational needs.

The City prefers:

· System or platform has the capacity to store field-level metadata and display it in the user interface when appropriate

· API is able to provide data in a JSON format.

· Data system or data exports integrate easily with ESRI products including feature services.

· Systems or platforms that support data exchanges (pushes and pulls) that can happen dynamically.

Specifications, Change of Specification, and Errors or Omission. Specifications which refer to brand names are given for reference. Respondents may quote on equivalent articles, provided that brand name and catalog number(s) and any deviations are noted on the bid form and complete descriptive literature is furnished. Exceptions will state “Do Not Substitute.” The decision of the City shall be final.

19. QUESTION DEADLINE

All questions regarding the RFQ shall be submitted through the Supplier Portal no later than the time and date specified on the Cover Page. In the interest of transparency, only written questions will be accepted. Answers to questions will be posted within the Supplier Portal. The City of Detroit does not guarantee a response to questions not submitted after the question deadline.

Should a Respondent be in doubt as to the true meaning of any portion of this RFQ or find any patent ambiguity, inconsistency, or omission herein, the Respondent must make a written request for an official interpretation or correction in accordance with the instructions for submitting questions as specified in this RFQ.

Respondents are advised that no oral interpretation, information or instruction by an officer or employee of the City of Detroit shall be binding upon the City of Detroit.

Respondents requesting changes to the RFQs terms and conditions, specifications, quantities, etc.; or if clarifications are needed, must make the request in writing by the stated bid submission deadline.

20. REJECTIONS, MODIFICATIONS, CANCELLATIONS

The City of Detroit expressly reserves the right to:

1) accept or reject, in whole or in part, any and all quotes received;

2) waive any non-conformity;

3) re-advertise for quotes;

4) withhold the award for any reason the City determines;

5) cancel and/or postpone the request for quotes, in part or in its entirety, and/or,

6) take any other appropriate action that is in the best interest of the City.

This RFQ does not commit the City of Detroit to award a contract, to pay any cost incurred in the preparation of a quotes under this request, or to procure or contract for services.

21. PROTESTS

Protests can be filed with the Office of Procurement. Interested parties aggrieved by a solicitation or the award of any resulting contract, may file written notice of protest to the following:

City of Detroit Chief Procurement Officer 2 Woodward Avenue, Suite 1008 Detroit, MI 48226 “Procurement Protest”

At a minimum, such protests shall include:

1) name of protestor.

2) solicitation/contract number and description; and

3) statement of grounds for protest (reference specific text in the solicitation, bid or contract document that is at issue).

The decision of the Chief Procurement Officer and/or the Department Director are final and is not subject to appeal.

22. BID BOND, PAYMENT & PERFORMANCE BOND (Services)

The successful respondent(s) must furnish a payment and performance bond in the amount of 100% of the contract value specified in the contract guaranteeing the contract will be accepted if tendered an award. See Attached Bond Form(s) for requirements.

23. INVOICES

Vendors must be registered in City of Detroit Vendor Portal and be a registered vendor with the City of Detroit to submit invoices and receive payments. Go to http://www.detroitmi.gov/Supplier to register.

Authorization to commence work or ship goods – read carefully.

Contractors may begin work or ship goods upon receipt of the required authorization, which is the CPA (Contract Purchase Agreement), in addition to SPO (Standard Purchase Order), from Procurement.

The CPA (City Council Approved and Awarded Contract Purchase Agreement) alone is NOT authorization to begin work! NO letter of Intent, or Letter to Commence Work will be issued. **Work commencing without issuance of the SPO is subject to Payment Delays and/or Non-Payment! **

Required vendor steps to invoice:

1) Invoices should NOT be uploaded until the Contractor receives confirmation of review and approval from the City of Detroit.

2) Vendors should submit their invoices via City of Detroit Vendor Portal. Portal invoice amount and creation date must match the date on attached invoice. Please follow the below invoice requirements:

Invoice MUST contain or have as attachment:

· Vendor Name and address on Invoice

· Contact Info on Invoice (Accounts Receivable contact with phone and email)

· Remittance information (MUST be included, or the invoice is subject to rejection

· City of Detroit contact (person who authorized work to commence)

· Invoice Date

· Date of service/delivery

· Contract number

· Purchase order number

· Total Invoice amount Other invoice requirements:

· Invoice must be billed based on Purchase Order rates

· Total invoice amount must tie to the total supporting documents

· Supporting documentation must be attached to the invoice in the portal Terms are standard NET 30 Days, unless otherwise negotiated, and start from the invoice receipt date, provided that the invoice is submitted timely to our AP department with the necessary supporting documentation.

If you need assistance, please contact the Office of Departmental Financial Services (ODFS) 313-410-7804.

24. PREVIOUS EXPERIENCE

The City’s experience with the bidder on previous contracts will be considered in determining the award.

25. MISCELLANEOUS

It shall be the responsibility of the Respondent to thoroughly familiarize themselves with the provisions of these specifications. After executing the contract, no consideration will be given to any claim of misunderstanding.

The Respondent agrees to abide by the rules and regulations as prescribed herein by the City as the same now exists or may hereafter from time to time be changed in writing.

Contractors are encouraged to contract with small and minority businesses, women's business enterprises, labor surplus area firms and Detroit businesses. The City strongly encourages the hiring of Detroit residents whenever possible by contacting Detroit At Work for your hiring needs. Visit the Detroit At Work website at www.detroitatwork.com for specific contact information regarding these opportunities.

26. GENERAL CONDITIONS:

It is the responsibility of the Bidder to review General Conditions located on the City of Detroit’s website.

A. GENERAL CONDITIONS

It is the responsibility of the Bidder to review General Conditions. In your quotation a distinction between dollars and cents must be made. Also, illegible bids may be grounds for rejection of your bid. All changes made to the bid form altering, price, terms, quote and/or conditions. MUST be crossed out and initialed. Failure to initial any changes will be grounds for rejection of your bid. CORRECTION FLUID IS NOT ACCEPTABLE.

B. LOCAL PREFERENCE CONDITIONS

It is the responsibility of the Bidder to review the Local Preference Conditions attached to this bid and comply with all requirements therein.

C. MINOR DEVIATIONS

Specifications referred to herein are used to indicate desired type, and/or construction, and/or operation. Other products and/or services may be may be offered if deviations from specifications are minor and if all deviations are properly outlined and stated in the bid document. Failure to outline all deviations will be grounds for rejection of your bid.

The decision of the City of Detroit, acting through the Chief Procurement Officer, shall be final as to what constitutes acceptable deviations from specifications.

D. RENEWAL

The proposed agreement may be renewed per contract terms. Both parties must agree to an extension under the same terms and conditions as exist in the then current contract.

E. AWARD

One award will be made on a low total net bid basis. Bidders shall quote on all items, leave no blanks and state "No Charge" where applicable. Blank spaces are considered to be no offer. The City of Detroit reserves the right to delete any item(s) from the award.

All awards are subject to Ordinance No. 15-00.

F. STANDBY AWARD

The City of Detroit reserves the right to make an award to the second low bidder, on a standby basis. This vendor will be used in the event the successful bidder cannot furnish the quantities and /or services needed in accordance with the delivery requirements of the City of Detroit.

All awards are subject to Ordinance No. 15-00.

G. TERMINATION OF CONTRACT

At any time during the contract the City may terminate the agreement for reason of poor or deficient work performance, inability of the Contractor to reason of poor or deficient work performance, inability of the Contractor to supply trained competent technicians, or lack of service as described in this agreement by giving a 10-calendar day notice in writing. EITHER party may terminate the agreement by giving a 30-calendar day written notice to terminate.

H. TERMINATION OF CONTRACT

The City reserves the absolute right to terminate this contract in whole or in part, for the convenience of the City at its sole discretion on thirty (30) days written notice to the Vendor.

I. SPECIFICATION COMPLIANCE CHECK LIST

The Specification Compliance Check List must be completed and returned with bid form.

J. WORK SCHEDULE (if applicable) Work will begin within _____ calendar days after receipt of Purchase Order and be completed within _____ calendar days thereafter.

[If work schedule varies by item number, indicate breakdown below]

K. PRICE

(If you do not check one of the following, your bid will be considered FIRM).

subject to adjustment with a maximum increase of _____% for the balance of the one-year contract. Clause C applies to Item(s) No. ________________________

Percentage figure must be shown to obtain consideration under Paragraph C above. For evaluation purposes, the percentage shown will be added to your price for the corresponding period of the one year contract.

The City of Detroit reserves the right to cancel the balance of any contract if any proposed increase (in writing) is considered unacceptable.

L. OPTIONAL ITEMS

The following items are to be offered as optional items, not to be included in the total bid price. The City of Detroit shall have the option of adding desired quantities of these items to the purchase order. The bidder shall list the model number and price for each listed item. In the event a single device is capable of satisfying two (2) or more features required, the bidder shall so state, giving details.

M. ORDER QUANTITIES

Actual quantities ordered will be contingent on funds available at time of purchase. The City of Detroit reserves the right to reduce quantities if price quoted exceeds budgetary limitations or to increase quantities if funds are available.

N. TERMS OF PAYMENT

A discount of _____% will be allowed for payment of invoice within forty-five (45) days of delivery and acceptance of the above items and vendor's invoice. Other terms less than forty-five (45) days, E,O,M., Proximo, etc., shall not be considered. Payment terms will not be considered in determining the award of the contract(s), except in the case of tie bids. However, discounts may be offered to facilitate prompt payment.

The City of Detroit reserves the unqualified right to reject any bid, which includes a provision for a service charge levied by a vendor when payment by the City is not made within a specified time period.

This paragraph supersedes paragraph 4 of the General Conditions.

O. ITEMS FOR EVALUATION

For bids based on a discount from Published Price List, quantities listed on the attached sheet entitled “ITEMS FOR EVALUATION” will be used for determining award of contract only and are not guaranteed. These items are not to be considered as the only items to be purchased. Evaluation will be made in the Office of Contracting and Procurement by multiplying the quantity indicated in this bid form for each item by the Catalog Price less Discount. Enter the gross price of the items for evaluation. City of Detroit will compute net price. DO NOT QUOTE PRICES FOR ITEMS NOT LISTED OR REQUESTED IN BID.

P. CONTRACT ACCEPTANCE

The successful bidder shall be notified of the execution of a contract by the City of Detroit upon issuance of a "Contract Award Notice" or a Purchase Order. The "Contract Award Notice" shall contain the date the contract award was approved.

The signed, accepted bid of the successful bidder will be the contract between the bidder and the City of Detroit, containing the full description of all contractual terms and conditions. A copy of your signed bid will not be mailed to you. Each bidder shall keep a copy of his/her signed bid form for future reference.

Q. INSURANCE

Q.01 The Contractor shall maintain at its expense during the term of this contract, the following insurance:

Q.01.1 Worker’s Compensation insurance with Michigan statutory limits and Employer’s Liability insurance with limits of $500,000.00 each accident, $500,000.00 each disease, $500,000.00 each disease/each employee. For Federal and State Funded Training Programs and etc., is required to secure insurance for worker’s compensation for all of its participants and The City of Detroit should also be listed as an additional insured.

Q.01.2 Commercial General Liability insurance with a combined single limits of $1,000,000.00 per occurrence subject to a minimum aggregate limit of $2,000,000.00

Q.01.3 Automobile Liability insurance covering all owned, hired and non-owned vehicles with personal protection insurance and property protection insurance to comply with the provisions of the Michigan No-Fault Insurance Act, including residual liability insurance with a minimum combined single limit of $1,000,000.00. Include MCS90 endorsement (if hazardous waste will be transported by vendor’s auto) with minimum property damage limits of $1,000,000.00 each occurrence.

Q.02 If during the term of this contract, changed conditions or other pertinent factors, should in the reasonable judgment of the City, render inadequate the insurance limits, the Contractor will furnish on demand such additional coverage as may reasonably be required under the circumstances. All such insurance shall be effected at the contractor's expense, under valid and enforceable policies.

Q.03 All policies shall name the Contractor as the insured and shall be accompanied by a commitment from the insurer that such policies shall not be canceled or reduced without at least thirty (30) days' prior notice to the City. The Commercial General Liability insurance policy shall name the City as an additional insured. Certificates of insurance evidencing such coverage shall be submitted to the Finance Department, Office of Contracting and Procurement, prior to the commencement of performance under this contract and at least fifteen (15) days prior to the expiration dates of expiring policies.

R. BID WITHDRAWAL

No bid shall be withdrawn for 90 days from submission deadline. Bidders may reduce this period if stated on bid, but such bids may be rejected on the basis of the reduced time period.

This paragraph supersedes paragraph 14 of the General Conditions.

S. EQUALIZATION FACTOR

Per Section 17-5-12 (c)(1) of the Detroit City Municipal Code, “The bidder that makes the lowest bid, as evaluated or scored, shall be deemed the lowest equalized bidder. If the lowest equalized bid is evaluated or scored below the lowest responsible bid submitted, the lowest equalized bidder shall be awarded the contract, provided that, the contract awarded to such bidder shall not exceed, more than 12 percent above the lowest responsible bid submitted, or $100,000.00, whichever is less.”

The firm making the lowest responsive, responsible bid evaluated according to the Equalization Allowance Table* shall be deemed the lowest bidder. (see Equalization Credit Statement).

Respondents who wish to receive Equalization credit for bids submitted must submit their CRIO-issued Detroit Based Business certificate with their bid document to substantiate eligibility. The CRIO certificate must be submitted with each and every bid response submitted by the vendor. Failure to submit the CRIO certificate will result in equalization credit not being applied to your bid.

T. CLEANLINESS OF THE WORK AND STREETS

The work itself, and all property used therewith, shall be kept in a neat and orderly condition at all times. Excess waste and rejected materials, rubbish and debris shall not be allowed to accumulate. Construction equipment, and excess materials shall be promptly removed from site when no longer needed for the progress of the work. Upon completion of the work, the contractor shall restore the site to original condition.

U. EXPERIENCE AND REFERENCES

Past performance and experience may be factors in making the award requested information shall be submitted using the Respondent Questionnaire attached.

V. DETROIT EQUALIZATION FACTOR

DOES NOT APPLY in accordance with Federal Transit Administration regulation (FTA C4220.1d ) prohibiting the use of statutorily or administratively imposed in state or local geographical preferences in the evaluation of bids or proposals, except in those cases where applicable Federal statutes expressly mandate or encourage preference. This does not pre-empt State of Michigan licensing laws.

W. PATENTS. The Contractor shall protect and indemnify the City against expense of any nature, shall bear the cost of any law suits which may arise and shall pay damages which may be awarded against the City for the use, under this specification, of any patented device, process, apparatus, material or invention.

Revised 12/2/2025