11-RFP 546753.docx

CITY OF DETROIT

OFFICE OF CONTRACTING AND PROCUREMENT

REQUEST FOR PROPOSALS

RFP NO. 546753

Video Wall Replacement Maintenance and Support Buyer: Latrece Yelder

PRE-PROPOSAL

SITE WALK

7/9/2026 @ 1:00 pm EST Location #1 : Real-Time Crime Center Detroit Public Safety Headquarters 1301 Third Street, Detroit, MI 48226

Location #2: Crime Intelligence Unit 13331 Lyndon St., Detroit, MI 48227

All questions must be submitted online in the Supplier Portal as indicated in Section 3.3 of this RFP.

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.

TABLE OF CONTENTS

Section 1. Project Summary and Background

PROJECT REQUEST

The City of Detroit Office of Contracting and Procurement (OCP) on behalf of Detroit Police Department (DPD) requests proposals from qualified Respondents to render certain technical or professional services ("Services") as set forth in this RFP to provide two (2) Planar LED video wall systems, at separate locations, including the design, procurement, backend hardware, software, installation, configuration, testing, training, system warranty, and maintenance services to ensure long-term performance, reliability, and alignment with operational needs

BACKGROUND/DESCRIPTION OF ENVIRONMENT

The DPD’s Crime Intelligence Unit (CIU) provides investigative support by accelerating the identification of crime patterns, habitual and first-time offenders, and providing patrol officers with immediate aid in real time criminal activity. To ensure public safety and aid in the activation of the City’s emergency management protocol, the Crime Intelligence Unit utilizes video walls with the purpose of assisting DPD in gathering threat-related information, identifying criminal activity as it is occurring, prevention and deterrence of criminal activity, and the capture of video evidence to support prosecution in cases of criminal activity. The CIU is housed at the Real-Time Crime Center (RTCC), which is operational 24 hours a day, 365 day a year.

The RTCC has been a critical tool for the DPD since it’s opening in 2016. As crime fighting efforts expanded, the Emergency Operations Center (EOC) was updated to serve as a backup center for the RTCC and to support the City during emergency activations.

Existing Video Wall Information:

RTCC Video Wall

· 64 Barco 55” displays (16x4), mounted on a curved wall

· 15 workstations connected to video wall

· 5 separate Barco wall mounted displays

· Wall mounted room control panel

· Room audio

EOC Video Wall

· 18 Barco 55” displays (6x3), mounted on a flat wall

· 2 workstations connected to video wall

· 4 separate Barco wall mounted displays

· Room Audio

AWARD CLAUSE INCLUDING RENEWAL OPTIONS

If a contract is awarded as a result of this RFP, it will be a City of Detroit IT Contract (Attachment E). The term of the contract will be for Three (3) 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 award as a result of the RFP.

Section 2. Statement of Work

1.

2.

1.

SERVICES TO BE PERFORMED

Provide two (2) LED video wall systems, including the design, procurement, hardware, software installation, configuration, testing, training, system warranty, and maintenance services to ensure long-term performance, reliability, and alignment with operational needs. The project shall result in the following deliverables:

1. Full list of equipment (including any shipping or delivery charges) Comment by Amy Sovereign: Should we start including the labeling somewhere here? I know proper labeling is critical but I’m not sure how to word it. Terry may have an idea of how to best word this. Comment by JENNA HOUGHTON: @Amy Sovereign shipping labels? Or are you referring to the DoIT Standards document that covers hardware and cable labeling? Comment by Amy Sovereign: @JENNA HOUGHTON Sorry I was not clear. Right now I’m covering for Justin on the DDOT Coolidge project and the network team is going back and forth with the vendor about properly labeling the network stuff. That’s what I was thinking of. Comment by JENNA HOUGHTON: @Amy Sovereign Sorry to hear about the labeling issues on Justin's project! I think we are covered because I have mentioned adherence to City standards is required as outlined in the DoIT Standards for Infrastructure and Equipment. You will see if referenced under project requirements, technical information, and installation requirements. It is also listed as attachment F in the RFP.

2. Planar LED video wall system design, including backend hardware and software for displaying on video wall

3. News ticker system design

4. Installation plan

5. System installation, configuration, programming, and testing of hardware and software

6. Detailed project timeline, including downtime for each video wall, product lead times, milestones, and completion dates

7. Training for approximately 30 staff members

8. Project management

9. System documentation

10. Warranties

11. Break-fix maintenance, and support

12. Price for resale of existing Barco systems

Before starting the project, the vendor shall perform an onsite assessment to identify any potential issues or risks including structural, stonework, millwork, pathways, roof, building penetrations, electrical service, heating and cooling, environmental or any other issues that may need to be addressed. The City of Detroit must be informed of these issues and any requirements before project kickoff and ordering processes. Comment by Robert Millender: I like to say the vendor will make an attempt to identify these items and include cost for correcting them within their bid. Comment by JENNA HOUGHTON: Building structural and HVAC work are outside the scope for AV vendors.

The proposed design shall include all facets of Planar LED video wall construction and installation including all equipment cut-sheets, technical details, device interfaces, design drawings, and control software specifications. Designs for both video walls will be considered separate deliverables. The final designs will be subject to City review and approval.

The installed system must seamlessly integrate with the existing City of Detroit network and Genetec system version 5.12 and future Genetec versions.

A dedicated Vendor Project Manager shall facilitate services including collection of information, kick-off meetings, development of a communication plan, issue escalation process, and regular meetings with all stakeholders.

All required software and hardware licensing shall be included in the proposal, as well as all costs associated with the City of Detroit Buildings Safety Engineering and Environmental Department (“BSEED”) licensing and permitting process.

Project Requirements:

Video Wall Hardware

· LED screen equivalent size to current video walls

· Pixel Pitch equal to 1.5mm or 1.2mm

· Ability to display 10-15 inputs on video wall

· Ability to connect inputs to video wall

· RTCC: 26 workstations, 6 cable TV stations, 1 ClickShare, 1 conference room

· EOC: 20 workstations, 4 cable TV stations, 1 ClickShare, 1 conference room Comment by JENNA HOUGHTON: @SONIA RUSSELL 195 @ERICA FREDERICK 741 - How many workstations need to connect to the EOC video wall? Currently only 2 Comment by ERICA FREDERICK 741: (2) same as RTCC Comment by JENNA HOUGHTON: @ERICA FREDERICK 741 In my notes I show 15 workstations that are connected to the video wall in the RTCC. This allows the supervisor to display videos from the 15 connected workstations. If we limit to 2 workstations (supervisor workstations only) the supervisor will need to pull up all videos on their desktop in order to display them on the wall. In the RFP I have requested 27 workstations in the RTCC have a connection to the wall.

Video Wall Software

· Ability to integrate with Genetec Security Center 5.12 and updated versions. Comment by Robert Millender: Is this what really want? I know Genetec is VMS but does the wall need integrate with Genetec or does the wall need Integrate with inputs and outputs. The wall also needs to work with other VMS. Comment by JENNA HOUGHTON: @Jack Fennessey Can you provide clarification? Comment by Jack Fennessey: That's fine

· Ability to display data from a wide variety of visual inputs including cable TV and local workstations

· Provide a complete all digital solution for routing, displaying, and managing visual information on the video wall

· Ability to utilize web conferencing applications including sound Comment by Robert Millender: are these mandatory or nice to have features. The must important feature is displaying video feeds. This is not going to be used as conference room system. Comment by JENNA HOUGHTON: @SONIA RUSSELL 195 @ERICA FREDERICK 741 Can you clarify if these items are required or desired? Comment by ERICA FREDERICK 741: Hi Jenna, the (3) highlighted bullets are required

· Ability to utilize presentation applications

· Ability to connect display wirelessly to a laptop

· Provide and install ClickShare or equivalent system, that allows multiple PCs to connect to the wall simultaneously

· Connect all workstations to the wall

· RTCC: 26 workstations

· EOC: 20 workstations Comment by JENNA HOUGHTON: Check with Homeland to determine how they are using the space and how may workstations need to connect to the wall Comment by Jack Fennessey: We can go with the same amount that we have a DPSH or less. Smaller wall size means fewer inputs.

· Provide costs for inputs, including workstations, cable TV, etc.

Video Wall Control Panel

· Minimally, two supervisor workstations need to have control panel software

· Ability to display content from multiple sources on video wall simultaneously

· Ability to display content from the conference room on the video wall

· Easy integration and layout of sources onto display

· Control panel must be able to run multiple instances separately of the control tool

· Ability to create, customize, adjust, and save wall layouts in control panel

· Ability to label source to identify TV stations

· Ability to remotely change cable TV stations

Video Wall and Room Audio

· Ability to connect audio system to desktops to play existing application alerts

Video Wall News Ticker

· Provide and install a news ticker system with the ability to show breaking news

· Ability to choose news ticker RSS feed

Video Wall Display

· Ability for control panel to manage what is displayed on wall

· Ability to connect to display wirelessly

Room Wall Displays

· Provide and install 5 wall displays in the RTCC and 4 wall displays at the EOC facility.

· Ability for control panel to manage what is displayed

· Ability to connect to displays wirelessly Comment by JENNA HOUGHTON: @SONIA RUSSELL 195 @ERICA FREDERICK 741 Is this needed? Comment by ERICA FREDERICK 741: Jenna, The supervisors need the ability to manage the control panel from their work stations. To connect wirelessly is not needed. Does this answer the question? Comment by JENNA HOUGHTON: @ERICA FREDERICK 741 I have wireless connectivity required for the video wall and TVs on wall in RTCC - are you saying this is not needed for either? Just want to clarify before I remove them from the RFP. Thanks! Comment by Robert Millender: @ERICA FREDERICK 741 is there any reason you why you would not want it. We don't have to make a requirement but I nice to have. Comment by ERICA FREDERICK 741: @Robert Millender No, if we could have it then yes lets ask.

· Ability to display data from a wide variety of visual inputs including cable TV and local workstations

UPS

· Provide and install one UPS unit to support operations in the RTCC. Comment by JENNA HOUGHTON: @Robert Millender @Jack Fennessey Please provide minimum specs for UPS units. Comment by Robert Millender: Ask Mark for Lyndon is there a specific UPS he wants. I will ask Marty about DPSH Comment by Robert Millender: @JENNA HOUGHTON Comment by JENNA HOUGHTON: @Robert Millender The UPS at Lyndon is in good working order and the batteries were just replaced over the summer. No need to add a new UPS for the EOC to this RFP. Comment by JENNA HOUGHTON: @Robert Millender Who should I talk with to get specs for UPS unit for the RTCC?

· The Vendor shall adhere to the UPS specifications detailed in Attachment H.

· RTCC electrical plans and drawings have been provided in Attachment I.

Timeline Provide a detailed project timeline, including downtime for each video wall, milestones, and completion dates.

Technical and Power Requirements In addition to meeting current AV industry standards, the following criteria must be met:

· The processor and software must be rated for 24/7/365 operations

· The Vendor shall have an active solution for image persistence and/or image staining.

· All required network/video/audio cabling shall be installed by the Vendor.

· All cabling must be Plenum rated.

· The Vendor shall be responsible for coordinating all electrical work related to the installation of the LED video wall system. All required power and cabling shall be completed by a licensed electrician.

· The vendor will be responsible for working with building engineers for all electrical work related to the video wall systems and conference rooms.

Support & Maintenance Provide detailed information related to the availability of technical support, Service Level Agreements (SLAs), break-fix maintenance, availability of recurring preventative maintenance, description of equipment warranties, maintenance, and support. Support and Maintenance for a minimum of three (3) years with 24/7/365 coverage, including holidays, is required. Comment by Robert Millender: I need the cost for 3-year of support 24-hours 7 days a week including holidays.

Training Training shall cover system operation, troubleshooting, and routine maintenance. A training plan for 30 end users and description of training materials should be included in vendor proposals.

Notes:

1. Vendor supplies cabling and all equipment to support the video walls systems installation in their entirety.

2. Vendor must verify shipping location and work with DoIT representative to coordinate shipment to both locations. Detailed shipping labels including project name, project contact, and equipment description will be affixed to all items. Comment by Robert Millender: There should be a requirement that bidders must bid on both systems.

Bidders must include down within their implementations plans the amount of downtime for each system.

3. If the Vendor is unable to perform the electrical and low voltage work necessary to complete the project, the Vendor shall use a subcontractor.

4. The successful bidder shall provide a plan for break-fix, maintenance, support, and warranty of equipment and software.

5. Vendor shall work with DOIT Network Team for all network requirements.

6. Vendor shall provide a solution for each video wall separately in their bid proposal.

Project Walkthrough A project walkthrough is scheduled for July 8th at 1:00 pm EST at which time interested Vendors may survey the two (2) video walls. Questions posed during the project walkthrough will be answered during the tour, unless additional research is required to ascertain information requested by Vendors in response to questions. The purpose of the project walkthrough is to provide Vendors with an opportunity to view the locations firsthand and take detailed notes that will enhance the vendor’s ability to provide a tailored proposal.

OPERATIONAL INFORMATION

All Contractor staff must be cleared for CJIS access by the City of Detroit, following FBI and Michigan State Police standards.

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.

TECHNICAL INFORMATION

Refer to the attached DoIT Standards for Infrastructure and Equipment document, Attachment F.

Installation Requirements In addition to meeting current industry standards, the following criteria must be met:

1. All cabling must be Plenum rated.

2. All cabling connections on the work side floor will be labeled.

3. All cabling must have enough cable slack for pullout and serviceability.

4. All cabling in the rack will be labeled in reference to Input/Output diagram locations or devices.

5. All LCD/LFD locations will need a recessed outlet.

6. All cabling to be run within walls or ceiling.

7. Adherence to the City’s standards is required. Further information is provided in this RFP’s Attachment F.

System Documentation:

· As-builts provided at end of project shall include: hardware cut sheets, warranty information, inventory, installed locations, documented cable paths, IP addresses, usernames, passwords and switch port information, and cable qualification reports for all devices.

· Documentation shall include a spreadsheet with all device names, location, jack ID, label ID, make, model, and serial number, and credentials.

Section 3. Proposal Evaluation and Selection Process

2.

MINIMUM QUALIFICATIONS

Proposals will only be accepted from those firms demonstrating a minimum of five (5) years of experience providing the services requested in the RFP for projects of similar scope and size.

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.

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. .

EVALUATION CRITERIA

Phase One Criteria not to exceed 100 points, Technical Proposals will be evaluated before Cost Proposals are reviewed.

1. Quality of Proposed Solution

· Description of video wall system, including news ticker and room wall mounted displays.

· Proposed project timeline including downtime and schedule for installation

4. Support/Maintenance Plan and Warranty

· Description of break-fix, support/maintenance plan and equipment warranty information.

5. Pricing

· Pricing information must be submitted in the format in Attachment C, cost should be separate for each location. No lump sum bids will be accepted.

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)

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.

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.

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.

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.

Section 4. Required Proposal Content and Submission Process 3.

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.

REQUIRED PROPOSAL CONTENT AND FORMAT

To be considered responsive, each proposal must, at a minimum, respond to the following RFP sections in their entirety, responses must be uploaded in the Supplier Portal along with the Affidavit of Disclosure Interests Form and Non- Collusion Affidavit found under requirements section of the of RFP#546753:

Required Response Item

Respondent shall provide their Organization Experience, per the requirements provided in Attachment A.

Respondent shall provide their Proposal Introduction and Solution / Approach and Capacity/Staffing, per the requirements provided in Attachment B.

Respondent shall provide their Pricing proposal, per the requirements provided in Attachment C.

Respondent shall provide their completed Certificate of Authority, Non-Collusion Affidavit, and Affidavit of Disclosure of Interests, along with your organization’s financial statements (Balance Sheets, Income Statements and Statement of Cash Flows) for the previous three (3) years. Please do not submit your tax returns.

Respondent will be required to provide their completed Forms, Affidavits, Insurance and Documents, if they are selected as the award winner provided in Attachment D.

Respondent shall provide their agreement to the Model Professional Services Contract or note any exceptions provided in Attachment E.

Respondent is required to adhere to the standards outlined in attachment F.

Workstation floor plan of the RTCC video wall location.

Respondent is required to adhere to the Specifications outlined in Attachment H.

Electrical plans and drawings for DPD RTCC UPS Replacement.

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.

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.

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.

Section 5. General Conditions and Requirements for RFP

4.

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.

PAYMENT

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

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

· 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.

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.

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.

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.

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.

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.

OFFICE OF INSPECTOR GENERAL

0. 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.

0. 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.

0. 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.

0. 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.

0. 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.

0. 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.

0. 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.

City of Detroit Office of Contracting and Procurement (OCP) ARPA Request for Proposal

City of Detroit Office of Contracting and Procurement (OCP) Request for Proposal 546753 – Video Wall Replacement Maintenance and Support

Revised 1/XX/2022 Page 1 of 9

Revised 12/2/2025 Page 1 of 24

RFP Attachments List

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

RFP - 546753

Attachment A - Respondent Questionnaire Attachment B - Proposal Introduction and Solution / Approach Attachment C - Pricing Attachment D - Forms, Affidavits and Documents Attachment E - IT Contract Attachment F - DoIT Standards for Infrastructure and Equipment Attachment G - RTCC Workstation Floor Plan Attachment H - DPD Real-Time Crime Center UPS Replacement Specifications Attachment I - DPD Real-Time Crime Center UPS Replacement Drawings image1.png