10-RFP 546049-HRD-HOMLESS SOLUTIONS-NIGHTTIME AND OUTREACH FOR FAMILIES Template 11.19.25 EUNA.pdf

City of Detroit Office of Contracting and Procurement (OCP)

RFP– Homeless Solutions for Nighttime and Outreach for Families

Revised 12/2/2025 Page 1 of 18

CITY OF DETROIT

OFFICE OF CONTRACTING AND PROCUREMENT

REQUEST FOR PROPOSALS

RFP NO. 546049

Homeless Solutions for Nighttime and Outreach for Families

Buyer: Shekia Sewell

EVENT / ACTIVITY DUE DATE / TIME

ADVERTISEMENT DATE April 17, 2026

PRE-PROPOSAL

CONFERENCE

April 27, 2026 at 2:00 p.m. EST Location: Microsoft Teams

Join: https://teams.microsoft.com/meet/277935241452701?p=lX6uxOXcZSULhABhUo

Meeting ID: 277 935 241 452 701

Passcode: dZ3EM6mB

Dial in by phone

+1 469-998-6602,,541472824# United States, Dallas Find a local number

Phone conference ID: 541 472 824#

QUESTIONS DUE April 29, 2026 by 3:00 p.m. EST

All questions must be submitted online in the Supplier Portal as indicated in Section

3.3 of this RFP.

ANSWERS DISTRIBUTED May 1, 2026

PROPOSAL DUE DATE * May 8, 2026 @ 3:00 EST

In the Supplier Portal as specified in Section 4.5 of this RFP.

* Respondents must register in EUNA Bonfire to download bid documents and submit bids. The

City cannot guarantee the accuracy of any bid documents obtained from outside of EUNA, and bids submitted outside of EUNA 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 RFP must be asked within the EUNA 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.

Proposals must be uploaded in EUNA Bonfire on or prior to the date and time indicated above.

Late and/or emailed proposals will not be accepted.

https://teams.microsoft.com/meet/277935241452701?p=lX6uxOXcZSULhABhUo tel:+14699986602,,541472824 https://dialin.teams.microsoft.com/d8d2f7a3-2364-4c9b-ab3d-7f613057a66c?id=541472824 https://detroit.bonfirehub.com/ http://www.detroitmi.gov/suppliersupport

Revised 12/2/2025 Page 2 of 18

TABLE OF CONTENTS

Section 1. Project Summary and Background

1.1. PROJECT REQUEST

1.2. BACKGROUND/DESCRIPTION OF ENVIRONMENT

1.3. AWARD CLAUSE INCLUDING RENEWAL OPTIONS

Section 2. Statement of Work

2.1. SERVICES TO BE PERFORMED

2.2. OPERATIONAL INFORMATION

2.3. TECHNICAL INFORMATION ...................................... Error! Bookmark not defined.

2.4. PAYMENT & PERFORMANCE BOND (Construction) Error! Bookmark not defined.

Section 3. Proposal Evaluation and Selection Process

3.1. MINIMUM QUALIFICATIONS

3.2. ADHERENCE TO TERMS OF PROPOSALS

3.3. QUESTION DEADLINE

3.4. EVALUATION CRITERIA

3.5. EVALUATION PROCEDURE

3.6. ORAL PRESENTATION/DEMONSTRATION

3.7. REJECTIONS, MODIFICATIONS, CANCELLATIONS

3.8. PROTESTS

Section 4. Required Proposal Content and Submission Process

4.1. ACCURACY AND COMPLETENESS OF INFORMATION

4.2. REQUIRED PROPOSAL CONTENT AND FORMAT .. Error! Bookmark not defined.

4.3. REQUIRED COST PROPOSAL

4.4. ECONOMY OF PREPARATION

4.5. SUBMITTAL INSTRUCTIONS

Section 5. General Conditions and Requirements for RFP

5.1. CONTRACT APPROVAL

5.2. PAYMENT

5.3. INVOICES

5.4. ASSIGNMENT

5.5. MODIFICATION OF SERVICES AFTER CONTRACT APPROVAL

5.6. NEWS RELEASE

5.7. MISCELLANEOUS

5.8. OFFICE OF INSPECTOR GENERAL

RFP Attachments List

Revised 12/2/2025 Page 3 of 18

Section 1. Project Summary and Background

1.1. PROJECT REQUEST

The City of Detroit Office of Contracting and Procurement (OCP) on behalf of the Housing and

Revitalization Department (HRD) requests proposals from qualified Respondents to render certain technical or professional services ("Services") as set forth in this RFP to provide street outreach services for Detroit residents experiencing homelessness.

Street Outreach will work with those experiencing unsheltered homelessness to provide basic needs and referrals to Drop-in centers. Services include transportation, connection to emergency shelter, Drop-in Centers, or outreach navigation, as well as access to mainstream benefits.

1.2. BACKGROUND/DESCRIPTION OF ENVIRONMENT

Detroit’s homelessness response system uses a spectrum of programming to prevent, divert, and end homelessness. Prevention and diversion programs are the least service-intensive and aim to prevent households from entering the homeless system.

The City of Detroit currently funds 8 different outreach programs that provide basic needs services to residents experiencing homelessness as well as housing navigation for those that are not willing or able to enter emergency shelter. Street Outreach teams must solely work with households, including single adults, that are living in places not meant for human habitation such as parks, but shelters, homes that are open to the elements and without utilities, etc. These teams’ main role is to assist these individuals with a safe place to live, whether that be through informal support networks such as family or friends, or through referrals to emergency shelters or Drop-In Centers.

For households that do want to go to a shelter or other indoor locations, outreach teams have staff specialized in navigation services aimed at moving the household directly from the streets into housing.

1.3. AWARD CLAUSE INCLUDING RENEWAL OPTIONS

If a contract is awarded as a result of this RFP, it will be a City of Detroit Professional Services

Contract (Attachment E). The term of the contract will be for Two Years. 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 RFP.

Revised 12/2/2025 Page 4 of 18

Section 2. Statement of Work

2.1. SERVICES TO BE PERFORMED

The City of Detroit’s Housing and Revitalization Department (the City) is committed to a comprehensive response to meet the needs of those experiencing homelessness.

Homelessness should be prevented wherever possible, or if it can’t be prevented, it is a rare, brief, and one-time experience. To meet this goal, the City works closely with the

Detroit Continuum of Care (CoC), provider organizations, supportive housing developers, and funders to provide a broad array of housing opportunities intended to prevent and end homelessness for households in need. The U.S. Department of Housing and Urban

Development (HUD), along with the City and its community partners, expect that our system of service makes steady progress toward reducing homelessness. This includes decreasing the number of people entering the homelessness system, shortening the duration of homelessness, and limiting recurrent episodes of homelessness.

This RFP is seeking applicants to 2 separate outreach programs: Component 1- Nighttime

Street Outreach during the hours of 6:00pm-2:00am, 7 days a week and Component 2-

Outreach for Families during the workday/evening hours of Monday-Friday. Organizations can apply for one or both outreach program types (Component 1 and/or Component 2).

Contracts for both components will start on 7/1/2026. Organizations must be able to begin programming on the contract start date in order to be considered for funding.

Component 1: Nighttime Street Outreach

The Nighttime Street Outreach Provider will provide basic needs services, diversion, and if needed, referrals to Drop- in Centers to those experiencing unsheltered homelessness.

Services will include case management, housing navigation, transportation, connection to drop-in centers, and access to mainstream benefits.

Shift: The Nighttime Street Outreach contractor will provide services daily (Monday through Sunday) from 6:00p-2:00a.

Holidays: Street Outreach Contractors will work their shift (above) during all holidays, including (but not limited to):

• New Year’s Day

• Dr. Martin Luther King Jr. Day

• Easter Sunday

• Memorial Day

• Juneteenth

• Fourth of July

• Labor Day

• Thanksgiving Day

• Black Friday (Day after Thanksgiving)

Revised 12/2/2025 Page 5 of 18

• Christmas Eve

• Christmas Day

• New Year’s Eve

Services: Nighttime Street Outreach providers must have the ability to provide the following services:

• Basic needs street outreach, including providing items such as:

Food

Hygiene kits

Clothing/hats/gloves

• Canvass a minimum of two Transit Centers daily

• Provide referrals and transportation to shelters and drop-in centers

• Provide trauma-informed case management and diversion

• Provide effective interagency coordination, in which agencies work together to problem solve and meet the needs of the resident

• Record all household related data and activity within 48 hours using HMIS, or a comparable database if serving survivors of domestic violence. NOTE:

Street Outreach Contractors with the ability to utilize HMIS in real time while conducting street outreach services is the preferred method of engagement

Performance Measures: Track performance using the following metrics:

• Percentage of households that exit to any positive destination*

• Percentage of leavers who exit within 90 days or less; and

• Average length of time (days) leavers are enrolled in outreach

*Positive destinations include emergency shelter, foster care/ group home, psychiatric facility, substance abuse treatment facility, long term care facility/ nursing home, hotel/motel, staying or living with family/friends, transitional housing, housing with a subsidy, and housing without a subsidy.

Component 2: Outreach for Families

The Outreach for Families Provider will work primarily with families with minors who called the HelpLine and reported unsheltered homelessness. The Outreach for Families

Provider must enter into a data sharing agreement with the Detroit Housing Resource

HelpLine vendor (currently Wayne Metro Community Action Agency) to ensure staff are properly trained on how to receive, store, and manage Personally Identifiable Information

(PII). Households who report unsheltered homelessness with their minor children will be contacted by this team to provide same-day services including basic needs, diversion, transportation, and connection to drop-in centers, if applicable. The Outreach for Families

Provider can only work with those experiencing unsheltered homelessness, meaning the household is living in a place not meant for human habitation.

Shift: The Outreach for Families Provider will work Monday through Friday. The

HelpLine closes at 6p therefore, the contractor will propose hours that allow sufficient time

Revised 12/2/2025 Page 6 of 18 to contact residents (via phone or in the field) after the HelpLine’s closure (ex: 12:30pm –

9:00pm).

Services: The Outreach for Families Provider must have the ability to provide the following services:

• Manage an ongoing list of residents who have called the HelpLine and reported unsheltered status

• Conduct callbacks for all residents same-day, prioritizing families with minor children

• Collaborate with other Outreach teams as needed to ensure all families with minor children receive same-day contact attempts

• Communicate with residents via a variety of methods, including phone, text, and/or in-person

• Conduct basic needs street outreach, including providing items such as:

o Food o Hygiene kits o Clothing/hats/gloves

• Provide referrals and transportation to shelters and drop-in centers

• Provide trauma-informed case management and diversion

• Provide effective interagency coordination, in which agencies work together to problem solve and meet the need of the resident

• Ensure minor children are moved to a safe housing situation as quickly as possible

• Respond to City requests for street outreach and record all household activity related to engagement attempts and enrollment in services within the CoD-provided database within 48 hours, although the ideal applicant will enter data in real-time

• Enter into a data sharing agreement with HelpLine (CAM) staff to obtain real-time info on households who report unsheltered status

• Require privacy trainings for all staff with access to HMIS and/or Salesforce data

• Participate in annual unsheltered counts (PIT Count)

Performance Measures: Outreach for Families Provider shall track their performance using the following metrics:

• Percentage of callers diverted

• Percentage of households that exit to any positive destination

• Percentage of households contacted same-day

• Percentage of calls that have a resolution tracked

Revised 12/2/2025 Page 7 of 18

In addition to the metrics listed above, the selected vendor will need to report out on a monthly basis a number of different outputs, including but not limited to:

• # of contact attempts

• # of transportation provided

Rideshares

Transport via agency vehicle

• Destination

Placement at drop-in center

Placement at emergency shelter

Other

• # of HHs diverted

• # of HHS outreached in community

• # of HHs referred to an outreach team

• Callers outside of Detroit CoC

2.2. OPERATIONAL INFORMATION

All non-profits organizations that wish to provide the above services may submit proposals. Programs funded through this RFP must be able provide housing-focused services that will directly impact a household’s ability to resolve their homelessness in the shortest timeframe possible. Bonus points will be awarded to applicants with at least one year experience operating a street outreach program.

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.

Section 3. Proposal Evaluation and Selection Process

3.1. MINIMUM QUALIFICATIONS

Proposals will only be accepted from those firms demonstrating a minimum of One (1) year of experience providing the services requested in the RFP for projects of similar scope and size.

1. Submit a completed proposal by 5/8/26 at 3pm EST in Bonfire/Euna. Your proposal’s timestamp will be reviewed once submitted in Bonfire/Euna to verify timely submission.

2. This is a reimbursement contract; therefore, respondents must have adequate funds available to continue programming for a minimum of three months without reimbursement. Submit D-1 as proof of adequate funds.

3. Organization has provided street outreach for a minimum of one year. Upload grant award or annual report to show proof of operations as F-1.

4. To ensure compliance with the City of Detroit and program policies and expectations, complete D-

1.

Revised 12/2/2025 Page 8 of 18

3.2. ADHERENCE TO TERMS OF PROPOSALS

A proposal once accepted by the City of Detroit, may become a binding contractual obligation of the Respondent. The failure of a successful Respondent to accept this obligation and to adhere to the terms of the Respondent’s proposal may result in rejection of the proposal and the cancellation of any provisional award to the respondent. Respondents are not permitted to take advantage of any errors or omissions in specifications since full instructions will be given should they be discovered before bid submission date.

3.3. QUESTION DEADLINE

All questions regarding the RFP shall be submitted through the Supplier Portal no later than the time and date specified in the solicitation. 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 submitted after the question deadline.

Should a Respondent be in doubt as to the true meaning of any portion of this RFP 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 RFP.

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 RFPs terms and conditions, specifications, quantities, etc.;

or if clarifications are needed, must make the request in writing by the stated bid submission deadline.

3.4. EVALUATION CRITERIA

Technical Proposals will be evaluated before Cost Proposals are reviewed.

Proposal Evaluation Criteria Possible

Points

1. Attachment A – Respondent Questionnaire 30

2. Attachment B – Proposal Introduction and Solution/Approach 50

3. Attachment C – Budget/Pricing 20

Total Points Possible 100

Detroit Equalization Credits according to the following table shall be applied after the technical and price evaluation. (Please see Equalization Credit Statement for more information)

Detroit Equalization Credits – Prime Contractor Possible

Points

Detroit Headquartered Business 5

Detroit Based Business 2

Detroit Resident Business 5

Construction Workforce Investment Business (Construction over $1M) 3

Construction Workforce Development Business 3 http://www.michigan.gov/SIGMAVSS

Revised 12/2/2025 Page 9 of 18

Detroit Small Business 1

Detroit Micro Business Concern 2

Joint Venture 2

Mentor Venture 1

Construction Workforce Development and Construction Workforce Investment credits are applicable to High Impact Construction Projects (over $1M).

Business can only be either a Detroit Small Business or Detroit Micro Business Concern but not both. Business can only be a Joint Venture or a Mentor Venture but not both.

Detroit Equalization Credits – SubContractor Possible Points

Detroit Headquartered Business 5 x % of work

Detroit Based Business 2 x % of work

Detroit Resident Business 5 x % of work

Construction Workforce Investment Business* 3 x % of work

Construction Workforce Development Business* 3 x % of work

Detroit Small Business 1 x % of work

Detroit Micro Business Concern 2 x % of work

Maximum Points Possible 10

*Applicable to High Impact Construction Projects over $1 million.

3.5. EVALUATION PROCEDURE

Following the receipt of proposals, a City designated Evaluation Committee will evaluate each response. All PROPOSALS, which meet the required format of this RFP, will be evaluated. Any proposals determined to be non-responsive to the specifications or other requirements of the RFP, including instructions governing submission and format, will be disqualified unless the City determines, in its sole discretion, that non-compliance is not substantial or that an alternative proposed by the Respondent is acceptable.

The City may also at its discretion, request oral presentations, make site visits at Respondent’s facility and may request a demonstration of Respondent’s operations. If scheduled, a final determination will be made after the oral presentations and/or demonstrations are complete.

The City may also at its sole discretion, elect to rank order the qualified proposals, and negotiate with some limited number of the highest scored qualified respondents. A final determination would include the cumulative inputs of this evaluation procedure. All decisions reached by the Evaluation Committee will be by consensus.

Any of the additional data specs and standards described in Section 2.3, that are met will be factored positively into the overall score.

3.6. ORAL PRESENTATION/DEMONSTRATION

The City reserves the right, at its own discretion, to request oral presentations regarding proposals submitted in response to the RFP. Failure to make an oral presentation will be grounds for rejection of your proposal. Respondents will be notified by the Office of Contracting and Procurement of the date, time and location for oral presentations.

Revised 12/2/2025 Page 10 of 18

3.7. REJECTIONS, MODIFICATIONS, CANCELLATIONS

The City of Detroit expressly reserves the right to:

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

2) waive any non-conformity;

3) re-advertise for proposals;

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

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

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

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

3.8. 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).

An actual or prospective bidder or offeror whose direct economic interest would be affected by the award of a contract or the failure to award a contract has the right to protest any aspect of the solicitation, evaluation, or selection process of a City of Detroit procurement.

A protest by a prospective bidder which challenges the terms of the solicitation itself must be received by the City no later than 4:00 p.m. EST of the business day prior to the date scheduled for the bid closure. Failure to meet this deadline shall result in a protester waiving its ability to challenge the terms of the solicitation.

A protest by a bidder which challenges a contract award must be received no later than 4:00 p.m.

EST five (5) business days after the award of a City procurement. Failure to meet this deadline shall result in a protester waiving its ability to challenge the contract award.

All protests must be submitted in writing and received by the required timeframe.

The Chief Procurement Officer (CPO) or as delegated, the Deputy CPO, has the sole authority to respond to, decide and act upon supplier protests.

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

Revised 12/2/2025 Page 11 of 18

Section 4. Required Proposal Content and Submission Process

4.1. ACCURACY AND COMPLETENESS OF INFORMATION

All information pertaining to the prospective respondent’s approach in meeting the requirements of the RFP shall be organized and presented in the prospective respondent’s proposal. The instructions contained in this RFP must be strictly followed.

Accuracy and completeness are essential. Omissions and ambiguous or equivocal statements will be viewed unfavorably and may be considered in the evaluation. Since all or a portion of the successful proposal may be incorporated into any ensuing contract, all prospective respondents are further cautioned not to make any claims or statements that cannot be subsequently included in a legally binding agreement.

4.2. INSTRUCTIONS TO OFFERORS

To be considered responsive, each proposal must, at a minimum, respond to the following

RFP sections in their entirety, responses must be uploaded in Bonfire.

Required Response Items

1. Letter of Transmittal

The prospective Offeror’s proposal shall include a letter of transmittal signed by an individual or individuals authorized to bind the prospective Offeror contractually. The letter must state that the application will remain firm for a period of one hundred twenty (120) days from its due date and thereafter until the prospective Offeror withdraws it, or a contract is executed, or the procurement is terminated by the City of Detroit, whichever occurs first. The

Letter of Transmittal is a required item and failure to include will invalidate the proposal.

2. Attachment A – Respondent Questionnaire

Respondent shall provide their Organization Experience and

Capacity/Staffing, per the requirements provided in Attachment A.

3. Attachment B – “Proposal Approach”

Offeror shall outline their proposed project and its expected impacts by responding to the questions using the form provided. Upload as Attachment B.

4. Attachment C – “Pricing and Budget Workbook”

a. Offeror shall provide their Proposed Project Budget, per the requirements provided in Attachment C “Budget and Pricing

Workbook”.

c. Also upload the budget workbook in Bonfire.

d. Please do not alter the file type (.xls Excel) or name (Attachment C)

Revised 12/2/2025 Page 12 of 18

e. Budgets must be completed for proposed project.

f. Equalization Credit will be applied for evaluation purposes. CRIO certifications must be submitted and uploaded in Bonfire as Attachment

C-1 to apply. For information see “Equalization Credit Statement”.

5. Attachment D – “Consolidated Forms and Affidavits”

Offeror shall provide completed Forms and Affidavits. A checklist is provided in the attachment. *Note: Some items require notary.

Upload affidavit packet as Attachment D in Bonfire. Upload Business/Tax

Clearance (or application) as Attachment D-1; Employment Application as

Attachment D-2; SAM.gov as Attachment D-3.

Attachment E – Model Professional Service Contract (Sample)

Attachment F – “Past Performance”

a. The Offeror must have provided street outreach services for a minimum of one year. Upload grant award; or annual report to show proof of operations as Attachment F-1.

6. Attachment G- “Forms and Documentation”

a. Homelessness Solutions Contracting Expectations: Offeror (use form provided): Offeror must certify that they will follow all City of Detroit

Homelessness Solutions contracting expectations by uploading

Attachment G-1.

b. Resolution of Findings: Upload documentation showing status/resolution of any City, HD and/or IRS findings as Attachment G-

2. If not applicable upload nothing and skip below.

If reports show noncompliance, Offeror must provide timeline and narrative on how they will comply within the next 30 days.

Attachment H – “Organizational & Financial Capacity”

a. Attachment H: Offeror shall respond to the questions using the form provided. Upload as Attachment H.

b. Organizational Chart: current organizational chart that includes key positions and roles. Upload as Attachment H-1.

c. IRS Form 990, use most recent. Upload as Attachment H-2 in

Bonfire.

d. Attachment H-3 “Cash on Hand Certification” (use form provided)

- This is a reimbursement contract; therefore, Offerors must have

Revised 12/2/2025 Page 13 of 18 adequate funds available for timely payments to staff, utility companies, and other third-party vendors. Upload Attachment H-3 as proof of adequate funds.

e. Single Audit or Prepared Financial Audit:

• For organizations that expend $1,000,000 or more in federal funds in one year: Attach Single Audit, previously known as the

OMB Circular A-133 audit. The single audit must be from the end of the fiscal year 2023-2024 or later. Upload Attachment H-4 in

Bonfire.

OR

For organizations that expend less than $1,000,000 in federal funds in one year: Submit CPA audited financials from no later than Fiscal year 2023-2024 Upload as Attachment H-5 in Bonfire.

• It is important to note and adhere to the naming conventions requested above, as there are a lot of documents to keep organized for both the City staff and Offerors.

• Several interested parties that will review and evaluate different portions of proposals. Please keep this in mind when preparing to submit your proposal.

• Please utilize the checklists provided for convenience. Missing information maybe requested after proposal submission or your proposal may be rejected as “Non-Responsive” .

• Please do not upload all documents into a single packet, as your proposal shall be rejected as “Non-Responsive”.

• Proposals expected to be concise; to the point; neat and organized as requested. Please be mindful of proposal narrative character limitations and proposal page counts shall be under 100 pages.

4.3. REQUIRED COST PROPOSAL

Respondents are requested to make a firm cost proposal to the City of Detroit, through the completion of Attachment C. If a contract is entered into as a result of this RFP, it will be a contract for fees as related to providing all requested services, with a price not to exceed the total price quoted in the proposal. The City of Detroit reserves the right to select proposals from the most responsible Respondents with the most reasonable costs. The City reserves the right to select one or more firms to perform all or separate parts of this function.

4.4. ECONOMY OF PREPARATION

Proposals should be prepared simply and economically providing a straightforward, concise description of the Respondent’s ability to meet the requirements of the RFP. Emphasis should be on the completeness and clarity of content.

Revised 12/2/2025 Page 14 of 18

4.5. SUBMITTAL INSTRUCTIONS

All proposals must be submitted through the Bonfire/EUNA Procurement Supplier Portal at detroit.bonfirehub.com. Each Respondent is responsible for ensuring that its proposal is received by the City on a timely basis. Faxed or mailed proposals will not be accepted.

Firms shall not distribute their proposals to any other City office or City employee. Proposals received become the property of the City. The City is not responsible for any costs associated with preparation or submission of proposals. All proposals submitted by the due date will be recorded in the Supplier Portal. Responses received will not be available for review. Proposals received will be subject to disclosure under the state of Michigan’s Freedom of Information Act. An officer of the company authorized to bind the company to a contractual obligation with the City must sign the proposals in the Supplier Portal. The successful respondent will receive an award letter.

Respondents who are not awarded will receive a notification that the award decision has been made.

Support Channels for Technical Difficulties and Questions Visit https://detroitmi.gov/suppliersupport for:

- Guides on how to register in EUNA

- Guides on how to submit a response to the solicitation

- FAQs

Contact Bonfire’s technical support in the portal for:

- Technical issues with the e-bidding portal

- Registration problems

- Help submitting responses through the system

Contact the City (eprocurement@detroitmi.gov) for:

- General procurement process questions

- City-specific requirements and policies

For Solicitation/Project-Specific Questions:

- Submit all solicitation-related questions through the Public Q&A tab in the Bonfire/EUNA

Procurement portal. This ensures all vendors receive the same information and maintains transparency in the bidding process. Emails and calls regarding solicitation-specific questions will not receive a response.

https://detroitmi.gov/suppliersupport https://detroit.bonfirehub.com/portal/support mailto:eprocurement@detroitmi.gov

Revised 12/2/2025 Page 15 of 18

Section 5. General Conditions and Requirements for RFP

5.1. CONTRACT APPROVAL

Upon contract award, the City and the successful Respondent shall execute a professional services contract, which shall contain all contractual terms and conditions in a form provided by the City.

No contract shall become effective until the contract has been approved by the required City

Departments and Detroit City Council and signed by the City of Detroit Chief Procurement Officer.

Prior to the completion of this approval process, the successful Respondent shall have no authority to begin work under the contract. The Chief Financial Officer shall not authorize any payments to the successful Respondent prior to such approvals; nor shall the City incur any liability to reimburse the successful Respondent regarding any expenditure for the purchase of materials or the payment of services.

5.2. PAYMENT

All properly executed invoices submitted by the successful Respondent will be paid in accordance with the City of Detroit Prompt Payment Ordinance.

5.3. 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) Vendors should submit their invoices via City of Detroit Oracle Vendor Portal.City of

Detroit Oracle 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 http://www.detroitmi.gov/Supplier https://ebkk.login.us8.oraclecloud.com/oam/server/obrareq.cgi?ECID-Context=1.006GbR8nJ1j0zkVay1Na6G001bnV0000sM%3BkXjE

Revised 12/2/2025 Page 16 of 18

• Purchase order number

• Total Invoice amount

• The wording “ Goods/Services” (must be noted on every invoice)

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 payment assistance, please contact the Office of Departmental Financial Services

(ODFS) 313-410-7804.

For technical assistance, please visit detroitmi.gov/suppliersupport.

5.4. ASSIGNMENT

The services to be performed by the successful Respondent shall not be assigned, sublet, or transferred, nor shall the successful Respondent assign any monies due or to become due to him under any contract entered into with the City pursuant to these specifications, without prior written approval of the City.

5.5. MODIFICATION OF SERVICES AFTER CONTRACT APPROVAL

The City reserves the right to modify the services provided by the successful Respondent awarded a contract. Any modification and resulting changes in pricing shall be made by amendment to the contract by the successful Respondent and the City.

5.6. NEWS RELEASE

News releases pertaining to these proposal specifications or the provisions to which they relate shall not be made without prior approval of the City and then only in coordination with the City.

5.7. 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 for specific contact information regarding these opportunities.

https://urldefense.com/v3/__https:/descmiworks.org/business-services/__;!!NcXZSU8rfchoEksI!efgwb7Az7YQ1WNYz08X3skt7ah9Lt0tZnoFrliM4GlUH9iYP4Dtz_l03Xya-8iVDi2esZRdC59m0O9Xl8DlelS4a5w$

Revised 12/2/2025 Page 17 of 18

Contractors are encouraged to employ innovative approaches, including ethically and responsibly leveraging artificial intelligence and advanced technologies, to enhance goods delivery, services, and operational performance. Vendors using AI solutions will be asked to provide information on how the AI solution functions.

5.8. OFFICE OF INSPECTOR GENERAL

5.8.1. In accordance with Section 2-106.6 of the City Charter, this Contract shall be voidable or rescindable at the discretion of the Mayor or Inspector General at any time if a Public Servant who is a party to the Contract has an interest in the Contract and fails to disclose such interest.

5.8.2. This Contract shall also be voidable or rescindable if a lobbyist or employee of the contracting party offers a prohibited gift, gratuity, honoraria or payment to a Public Servant in relation to the Contract.

5.8.3. A fine shall be assessed to the Contractor in the event of a violation of Section 2-106.6 of the

City Charter. If applicable, the actions of the Contractor, and its representative lobbyist or employee, shall be referred to the appropriate prosecuting authorities.

5.8.4. Pursuant to Section 7.5-306 of the City Charter, the Inspector General shall investigate any

Public Servant, City agency, program or official act, contractor and subcontractor providing goods and services to the City, business entity seeking contracts or certification of eligibility for City contracts and person seeking certification of eligibility for participation in any City program, either in response to a complaint or on the Inspector General’s own initiative in order to detect and prevent waste, abuse, fraud and corruption.

5.8.5. In accordance with Section 7.5-310 of the City Charter, it shall be the duty of every Public

Servant, contractor, subcontractor, and licensee of the City, and every applicant for certification of eligibility for a City contract or program, to cooperate with the Inspector

General in any investigation pursuant to Article 7.5, Chapter 3 of the City Charter.

5.8.6. Any Public Servant who willfully and without justification or excuse obstructs an investigation of the Inspector General by withholding documents or testimony, is subject to forfeiture of office, discipline, debarment or any other applicable penalty.

5.8.7. As set forth in Section 7.5-308 of the City Charter, the Inspector General has a duty to report illegal acts. If the Inspector General has probable cause to believe that any Public Servant or any person doing or seeking to do business with the City has committed or is committing an illegal act, then the Inspector General shall promptly refer the matter to the appropriate prosecuting authorities.

For purposes of this Article: “Public Servant” means the Mayor, members of City Council, City Clerk, appointive officers, any member of a board, commission or other voting body established by either branch of City government or the City Charter, and any appointee, employee or individual who provides services to the City within or outside of its offices or facilities pursuant to a personal services contract.

Revised 12/2/2025 Page 18 of 18

RFP Attachments List

The following Attachments are available to download on the Supplier Portal.

Attachment A - Respondent Questionnaire

Attachment B – Proposal Approach

Attachment C – Budget/Pricing

Attachment D - Forms, Affidavits and Documents-(Award winner only)

Attachment E - Model Professional Services Contract (Sample)

Attachment F – Past Performance

Attachment G – Forms and Documentation

Attachment H – Organizational & Financial Capacity