11-RFP 550670 - CDD Huber St. Roof Replacement.pdf

City of Detroit Office of Contracting and Procurement (OCP)

Request for Proposal # 550670

CDD Huber St. Roof Replacement

Revised 12/2/2025 Page 1 of 18

CITY OF DETROIT

OFFICE OF CONTRACTING AND PROCUREMENT

REQUEST FOR PROPOSALS

RFP NO. 550670

Buyer: Jamillah Watkins

EVENT / ACTIVITY DUE DATE / TIME

ADVERTISEMENT DATE Monday, October 5th, 2026

IN-PERSON PRE-PROPOSAL

BID WALK

Monday, October 12th, 2026, 10:00am EST

Location:

CDD Huber St. Facility, 6333 Huber St., Detroit, MI 48211

QUESTIONS DUE Monday, October 19th, 2026, by 2:00pm EST

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

PROPOSAL DUE DATE * Friday, October 30th, 2026, by 3:00pm 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://detroit.bonfirehub.com/ http://www.detroitmi.gov/suppliersupport

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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

2.4. PAYMENT & PERFORMANCE BOND (Construction)

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

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 Construction and Demolition Department (CDD) requests proposals from qualified roofing contractors interested in installing a Duro-Last Roof System. The City of Detroit intends to establish a roof contract for an authorized Duro-Last installer to provide roof installation services at CDD’s

Huber St. facility located at 6333 Huber St, Detroit, MI 48211.

1.2. BACKGROUND/DESCRIPTION OF ENVIRONMENT

Estimated to have been constructed in 1939, the Huber St. facility houses the Facilities

Maintenance division of the Construction and Demolition Department. Due to the age of the facility and the original design, the roof has significant water infiltration and failures. The intent of this project is to provide additional usable space for the divisions inside of the existing footprint of the facility and provide a weather-tight building envelope.

The Huber St. roof has been in disrepair for many years and continues to leak throughout the facility. The ongoing water leaks are causing damage to the roof’s structural integrity, as well as to staff equipment and office spaces. This roof replacement will cover only one-third of the facility (approx. 40,000 SF), where CDD stores generators, tools, trucks, wood, machinery, offices, and computer equipment. Completing this work would significantly improve the health and safety of staff.

Improvements will include the following but are not limited to:

• Ballast removal

• Application of new roof

• Flashing

• Drains

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 (2) 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.

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Section 2. Statement of Work

2.1 SERVICES TO BE PERFORMED

The scope will require a roofing contractor to complete the necessary replacement needed for indicated building roofs. The selected roofing contractor (Awardee) will be responsible for all aspects of this project as defined in the Scope of Work. The selected awardee will be required to manage the existing roof assessment, engineering, and execution of required works to achieve project goals. Close coordination with CDD staff will be required throughout the process.

The Awardee will be 100% responsible for completing all project phases, assessments, permits, and execution of the roofing work for the entire roofing system.

The project surface area consists of roof installation for approximately 40,000 SF. The new roofing installation should be of Duro-Last Roof System. Scope of work includes but not limited to:

• Clear the rooftop of all debris and dispose of it appropriately.

• Provide and install Geo-Tech cover sheet over the existing roof.

• Provide and install any new support under conduit lines as required.

• Provide and install 40 mil, White, Duro-Last Roof System, to cover all roof fields, curbs, parapets, and walls in accordance with the Manufacturer’s specifications. Approximately

40,000 SF (quantity to be validated on site by the selected vendor).

• All parapet walls should be encapsulated with Duro-Last field membrane.

• Provide and install Duro-Last stack flashing throughout all stacks

• Provide and install Duro-Last walkway pads to all HVAC units. Verify liner feet on site.

• Provide and install Duro-Last walkway pads at roof top access points.

• Provide and install additional membrane beneath all conduit supports.

• Provide and install Duro-Last flashing membrane for all projections.

• Finish units and wall flashing by providing and installing Duro-Last termination bar throughout

• Provide and install Duro-Last 1¾” standard fascia bar and covers as required.

• Provide and install pitch pans to all applicable thru-roof conduit lines.

• Flash into existing drains with Duro-Last drain boots.

• Provide and install new dome strainers to all existing drain locations.

Installation should include a Manufacturer’s Labor Warranty of 15 years and a Manufacturer’s

Materials Warranty of 15 years, and the warranty coverage should include the Duro-Last Bullet

Proof Warranty.

Add Alternate #1

Remove all roofing material to existing insulation deck and apply new roofing to single layer of new insulation.

General Conditions

Awardee will be responsible and accountable for the below throughout the duration of the contract.

Assessment

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• Complete a visual inspection and a walk-thru to assess the site buildings and prepare complete report for the status of the existing roof and associated services.

• Provide a written technical report supported with photos along with risk assessment to the existing conditions and recommendation on the priority of tasks that need to be completed to support achieving the project goals.

Permits

• Provide any required permits and any necessary documents to obtain permits. The awardee is responsible for all permits, and the cost should be included in the pricing.

Submittals

• Provide all shop drawings and specifications for the approved scope task. Submittals and all work shall be approved by CDD before construction.

Execution

• Provide Scope Management, Constructability Reviews and Cost Control services throughout the entire project.

• Monitor the project budget throughout the life of the contract.

• Provide a schedule of construction and is responsible for monitoring the progress through project completion.

• Provide the necessary project management and supervisory services as defined by the

Contract Documents and in accordance with the final construction schedule.

• Provide onsite project site supervision for the purposes of daily construction observation, project review and general project oversight.

• Hire any/all subcontractors required including all required trades services/subcontractors to complete the scope of work.

• Provide all necessary staffing and equipment necessary to fully execute the completion of this project.

• Provide construction safety and secure materials throughout the project.

• Provide all necessary dumpsters and tools necessary to maintain the project site and any supporting areas impacted by the work. Keep the site clean and free of any trash or construction debris throughout construction daily. Provide a final clean throughout the entire work site, this includes cleaning out all roof gutters.

• Contractor will be responsible for ensuring that the project site is free of screws/fasteners that could cause injury or property damage.

• Provide any necessary cover to protect the interior from dust and/or water during the installation.

• Coordinate access with DPD and CDD for the duration of the project.

Progress Updates

• Conduct regular meetings with the City of Detroit to discuss and coordinate progress.

• Host construction project progress meetings and takes meeting minutes.

• Provide support and guidance to the City of Detroit throughout the entire project.

• Provide monthly report including but not limited to: Percentage of completed work packages, detailed cost estimate for work packages as per agreed on scope of work.

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• Take daily progress photos, dated, and labeled. These will be sent by email to the CCD project manager and filed in a shared drive and/or saved in construction management software.

• Prepare payment and invoice requests, verify accuracy and forward for review and approval and payment.

• A 10% retainage shall be withheld from all items, including but not limited to fees, general conditions, and any services, until the project reaches Substantial Completion, as determined by CDD. Upon Substantial Completion, 5% retainage may be released. The remaining retainage will be released only after receipt of all closeout documents, the required Certificate of Completion, and warranty information.

• Invite and conduct site visits at major milestones, including but not limited to pre assessment walk, rough-in of new equipment, above ceiling rough-ins, during finishes installation, punch list walk.

Close Out

• At the completion of construction, perform all final project walk-throughs with the CDD project manager, facilities maintenance staff, and building occupant representative for final

Owner acceptance of the project.

• Provide the original and digital copy of the certificate of occupancy and/or certificate of completion.

• The Contractor shall participate in a formal project turnover meeting with the owner. At a minimum, the turnover meeting shall include:

Walkthrough of Close-Out Documentation

• Warranties (labor, materials, and equipment)

• O&M manuals

• As-built drawings

• Final inspection documentation

Formal Turnover Date

• Confirmation of the date Facilities assume operational responsibility

Warranty Period Confirmation

• Warranty start date

• Warranty end date(s)

• Equipment-specific warranty terms with their start date and end date

• The Contractor shall provide complete warranty documentation in an organized and electronic format acceptable to the Owner. Required data includes, at a minimum:

• Warranty start date

• Warranty end date

• Contractor information o Major equipment warranties, including Manufacturer, Model Number, and Serial Number

• The warranty period shall commence upon Substantial Completion/Final Acceptance as documented by the Owner and shall remain effective throughout the defined warranty period. The Contractor shall be responsible for all warranty-related labor, materials, and

Revised 12/2/2025 Page 7 of 18 repairs at no additional cost to the Owner. The Contractor shall be required to but not limited to:

• Attend required turnover meetings with Facilities.

• Participate in scheduled 6-month and 11-month warranty walkthroughs post the warranty date with the Owner and Facilities.

• Respond promptly to warranty claims and correct deficiencies within a mutually agreed timeframe

• Installation should include a Manufacturer’s Labor Warranty of 15 years and a

Manufacturer’s Materials Warranty of 15 years and the warranty coverage should include the Duro-Last Bullet Proof Warranty.

• Provide all spare/extra materials to CDD facility maintenance.

2.2 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.

2.3 TECHNICAL INFORMATION

City Data Standards

The City is committed to centralizing and warehousing Data for the purpose of improving service delivery and enabling cross departmental analytics. The System must enable Data access, Data interoperability, warehousing of resulting Data, and adherence to City data standards which the City has provided to the Contractor for review.

Specifically, the System requires:

• We require access to all System data for automated data warehousing purposes, provided through at least one of the following machine-readable methods:

o Preferred: Direct database access, or access to a reporting database

(ODBC-compatible) o Alternative: API access providing data in one or more of the following formats: JSON, CSV, or XML

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

• Ability for City to programmatically update data within the System as needed via

API

• Any location-based data or platform utilizes the City’s base units geocoder, Base

Units Database, and/or address Data standards as applicable.

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

• Data collected, transferred and stored meet minimum standards to ensure confidentiality, integrity and availability.

• Data to meet compliance rules / regulations in order to ensure the sensitive digital assets are guarded against loss, theft and misuse. These rules come in a number of

Revised 12/2/2025 Page 8 of 18 forms including applicable industry compliance / standards (i.e. HIPAA, PII, PCI-

DSS, NIST, ISO), state or federal-level laws or even supra-national regulations.

• The System must have 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.

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.

2.4 PAYMENT & PERFORMANCE BOND (Construction)

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.

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Section 3. Proposal Evaluation and Selection Process

3.1 MINIMUM QUALIFICATIONS

Proposals will only be accepted from those firms with the following qualifications:

• A minimum of ten (10) years of experience providing roof replacement and construction services for municipalities comparable to the City of Detroit or other governmental facilities, and

• Authorized Duro-Last® Contractor

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. Work Plan/Schedule 25

2. Capacity 25

3. Experience 30

4. Cost Proposal 20

Total Points Possible 100 http://www.michigan.gov/SIGMAVSS

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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

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.

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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.

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

Revised 12/2/2025 Page 12 of 18 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.

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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 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#550670:

Required Response Item

1. Attachment A – Respondent Questionnaire

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

Attachment A.

2. Attachment A2 – Staff Roster

Respondent shall provide a roster of staff per the instructions found on the spreadsheet

3. Attachment B – Proposal Introduction and Solution / Approach

Respondent shall provide their Proposal Introduction and Solution / Approach and

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

4. Attachment B2 – Committed Work Capacity

Respondent shall complete this spreadsheet according to the instructions provided.

5. Attachment C – Pricing

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

Attachment C.

6. Attachment D1 – Forms, Affidavits and Documents – Bid Requirements

Respondent shall provide their completed Certificate of Authority, Non-Collusion

Affidavit, and Affidavit of Disclosure of Interests, in Attachment D1.

7. Attachment E – Model Professional Services Contract

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

8. Attachment F1 – Payment Bond Form

Attachment F2 – Performance Bond Form

Respondent must agree to 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 Section 2.4 Payment & Performance Bond and

Attachment F – Performance Bond Form for requirements).

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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.

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

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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. Portal invoice amount and creation date must match the date on attached invoice. Please follow the invoice requirements below:

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 http://www.detroitmi.gov/Supplier https://ebkk.fa.us8.oraclecloud.com/fscmUI/faces/FuseWelcome?_adf.ctrl-state=advwakq7y_1&_adf.no-new-window-redirect=true&_afrLoop=5402939153954404&_afrWindowMode=2&_afrWindowId=gveeo70id&_afrFS=16&_afrMT=screen&_afrMFW=1536&_afrMFH=722&_afrMFDW=1536&_afrMFDH=864&_afrMFC=8&_afrMFCI=0&_afrMFM=0&_afrMFR=120&_afrMFG=0&_afrMFS=0&_afrMFO=0

Revised 12/2/2025 Page 16 of 18

• 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 the City's 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

1.3.1. 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.

1.3.2. 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.

1.3.3. 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.

1.3.4. 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.

1.3.5. 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.

1.3.6. 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.

1.3.7. 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 A2 – Staff Roster

➢ Attachment B - Proposal Introduction and Solution / Approach

➢ Attachment B2 – Committed Work Capacity Spreadsheet

➢ Attachment C – Pricing

➢ Attachment D1 – Forms, Affidavits and Documents (Required)

➢ Attachment D2 - Forms, Affidavits and Documents - (Award winner only)

➢ Attachment F1 – Payment Bond Form

➢ Attachment F2 – Performance Bond Form

➢ Attachment E - Model Professional Services Contract

RFP Attachments List