12-RFP 553078 Safer Gratiot Pilot (FINAL).docx

CITY OF DETROIT

OFFICE OF CONTRACTING AND PROCUREMENT

REQUEST FOR PROPOSALS

RFP NO. 553078

ARCHITECTURAL AND ENGINEERING SERVICES FOR

SAFER GRATIOT PILOT

Buyer: Pamela L. Crump

PRE-PROPOSAL

CONFERENCE

November 18, 2026 @ 11:00 AM EST Microsoft Teams https://tinyurl.com/bdd9ncd6 Meeting ID: 286 756 044 555 210 Passcode: Fy26Jm9y

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 the Department of Public Works requests proposals from qualified Respondents to render certain technical or professional services ("Services") associated with the Safer Gratiot Pilot (SGP) program, as set forth in this RFP. Services include, but are not limited to, planning, engineering, design, environmental review, community engagement, project management, data analysis, surveying, and construction oversight.

As applicable, the Contractor shall use adopted City of Detroit, US Department of Transportation, and Michigan Department of Transportation (MDOT) standards and other design best practices, such as those published by the National Association of City Transportation Officials (NACTO).

BACKGROUND/DESCRIPTION OF ENVIRONMENT

Traffic safety is an increasing area of concern around the U.S. and within the City of Detroit (City). In 2017, the City’s traffic fatality rate per 100,000 people was 15.3, the third highest nationally among major cities. In 2020, the traffic fatality rate increased 88% to 28.71, far exceeding the national average. Detroit’s history as the Motor City and center of automotive manufacturing influenced its historical prioritization of auto-oriented infrastructure, but after a period of population loss, the City now possesses an overbuilt road network, comprised of wide and many-laned roads that encourage speeding and reckless driving. Detroit has also struggled with sustained disinvestment, with 57% of people living in areas designated as Historically Disadvantaged Communities (HDCs) and 35% living below the poverty level, the largest share in any major US city. However, the City’s emergence from bankruptcy has coincided with strong investments from the private and public sectors, as well as an increased interest in addressing the traffic safety crisis and designing streets not just for cars, but for all road users. Complete Streets interventions are particularly important in a Detroit context, where 35% of residents do not have access to a car, and where residents have historically faced additional socioeconomic and racial barriers to equitable transportation access.

The City responded to its concerning traffic safety trends in 2022 by creating its Streets for People (SFP) plan and Comprehensive Safety Action Plan (CSAP), which collectively outline a path to reach the City’s safety goals. The City then sought funding from the Federal Safe Streets and Roads for All (SS4A) discretionary program, established by the Bipartisan Infrastructure Law, and was awarded grants in 2022, 2023 and 2024. The 2022 (Safe Streets for Detroit) and 2023 award (Detroit Safe Access to Transit) are already underway. The 2024 award, Safer Gratiot Pilot will build off SFP, CSAP and MDOT’s M-3 PEL Study (2024) by piloting safety interventions along 8.83 miles of Gratiot Avenue. Other previous studies this project will build upon include, but are not limited to, The Regional Transit Authority’s Gratiot Avenue Transit Study (2016), MDOT’s Gratiot Avenue Road Safety Audit (2019), and the City of Detroit’s Gratiot/7-Mile (G7) Framework Plan (2021).

Through a collaboration between the City of Detroit, the Michigan Department of Transportation (MDOT), and the Southeast Michigan Council of Governments (SEMCOG), the Safer Gratiot Pilot presents an opportunity to improve the safety of Gratiot Ave (M-3) for all users, especially the most vulnerable road users on Gratiot: pedestrians, bicyclists, and public transit riders. Gratiot is one of the most dangerous roadways in Michigan, with its entire length on the City’s High Injury Network. In Detroit, 34% of all crashes resulting in death or serious injury occurred on just 3% of streets between 2017 and 2021, and Gratiot is the main contributor to that percentage. Demonstration limits along Gratiot, which extend from Randolph St to 8 Mile Rd, had 132 serious injuries and 36 fatalities from 2017 to 2021 across 8.85 miles. The SGP will allow Detroit to pilot the effectiveness of safety infrastructure treatments to meet safety goals and eliminate or reduce severe and fatal crashes on Gratiot. The Safer Gratiot Pilot will implement and evaluate a range of various FHWA Proven Safety Countermeasures to improve safety for all users to guide future capital safety improvements. A full breakdown of the grant award can be found in Table 1 below.

Demonstration funds requested through SGP may include, but are not limited to, intersection safety improvements, temporary bus stop enhancements, and traffic control and mobilization efforts. Specific interventions may include, but are not limited to, centerline hardening, high visibility crosswalks, signal modernization, leading pedestrian intervals, rectangular rapid flashing beacons, and vertical elements such as bollards and lighting improvements. Specific improvements and locations will be collaboratively identified and developed by Detroit and MDOT throughout the initial planning and design phase. The partners will build upon extensive collaboration and known crash hotspots.

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 five (5) years. The City anticipates one award as a result of the RFP.

Section 2. Statement of Work

1.

SERVICES TO BE PERFORMED

Details on the planned project categories can be found in Table 1 below.

Table 1

CE&I

Capital Maintenance

Maintain new and existing infrastructure within the performance period

SGP will be broken down into three (3) phases to be completed over a period of five years (5), as follows (See Attachment H: SS4A Terms and Conditions):

Base Phase: Preliminary Engineering: NEPA documentation, initial community engagement, existing conditions analysis, crash analysis, and engineering design (30% and 60% design milestones). This phase will include alternatives analysis and preliminary engineering for the interventions.

Phase 1: Final Design: 90% design and final contract documents for the design elements identified during preliminary engineering, continued community engagement, and continued evaluation that will extend through the Phase 2 timeline. This phase will include final design and evaluation.

Phase 2: Construction: Implementation of design solutions identified in Base Phase and Phase 1, capital maintenance activities to monitor, replace and repair interventions deployed during the project period of performance, and construction engineering & inspection activities. This phase will be performed by others, but the duration will overlap with evaluation responsibilities included in Phase 1.

The Scope of Work to be completed by the Contractor shall be broken down into the tasks:

1. Project Management The Contractor shall organize and hold a project kickoff meeting to review the contract Scope of Services, communicate the project understanding and goals, define roles and responsibilities, confirm the project schedule, and discuss the decision-making structure. Additionally, the Contractor should anticipate regularly occurring meetings with the City’s project team and key stakeholders to coordinate project activities, review completed and upcoming work, track progress, and make project decisions. This task shall also include coordinating and developing materials for meetings with various project stakeholders including, but not limited to, the Mayor, City Council, other City departments, MDOT, SEMCOG, SMART, RTA and other regulatory agencies. The Contractor shall also anticipate coordination with MDOT and SMART in conjunction with the Gratiot SMART Spaces Implementation project. The task will also involve providing high-quality project management, including:

· Project development, investigative work, project scoping, prioritization.

· Status updates and check-in meetings.

· GANTT charts detailing project timelines.

· Technical oversight and quality control.

· Budget management and cost estimates.

· Compliance reporting and responses to requests for information.

· Change order design updates.

· Support in acquiring permitting and approvals. This work is assumed to be completed under a CPS permit. Most permitting and reviews are expected to occur through ProjectWise and ProjectDox.

· Participating in value engineering processes.

· Support in delivering on expectations of Federal funding requirements.

· Attending project meetings with internal and external stakeholders through project closeout, including preparation of meeting materials, presentations, and status updates.

Anticipated Deliverables:

· Kick-off meeting agenda & notes

· Bi-weekly meeting agenda & notes

· Data request memo(s)

· Project Schedule

2. Community Engagement The Contractor shall coordinate with DPW to create meaningful resident and neighborhood engagement, as needed, during preliminary engineering and design phases, including:

· Developing a community engagement plan that identifies stakeholders and communities, includes a targeted and comprehensive strategy for engaging a diverse range of stakeholders, outlines a clear timeline of activities, and communicates key design decisions and outcomes that are accessible to the public.

· Meeting and exceeding the requirements of the City of Detroit Community Outreach Ordinance, as applicable.

· Developing presentation documents, maps, design drawings, specifications, fliers, surveys, posters, and other documents for both internal use and community engagement activities.

· Developing easy-to-understand materials, visualizations, and renderings to communicate the proposed project elements to stakeholders and residents.

· Using a variety of engagement methods, platforms, and tools to ensure robust and meaningful feedback including, but not limited to online engagement, in-person meetings, focus groups, flyers, canvassing, social media, paid media, and surveys.

· Preparing for and attending community meetings in each project area, which may include, but not be limited to developing outreach strategies, meeting space reservations, advertising, other direct expenses, presenting, and facilitating discussion.

· Creating summary reports documenting and analyzing community feedback received.

· Creating a strategy to share evaluation results with the community.

· Create and facilitate community education on the proper use of newly installed interventions.

Anticipated Deliverables:

· Community Engagement Plan

· Community/stakeholder meeting materials and documentation

· Materials for other engagement activities

· Community engagement summary memo

3. Data Collection & Analysis Data collection activities in this RFP will be used to assess existing conditions prior to construction. Data collection activities will include, but not be limited to, traffic volume and speed counts, traffic crash database access, field survey to collect topographic data (as needed), geotechnical investigation (as needed), and utility identification (as needed).

Additional analysis activities will include, but are not limited to:

· Traffic Safety Analyses (e.g., Road Safety Audits)

· Geospatial analysis and GIS mapping support.

· Existing conditions analysis

· Traffic data collection and analyses, including turn movement counts, vehicle classification counts, crash analysis, bicycle and pedestrian counts, on-street parking surveys, pavement-marking inventory and layout surveys, traffic control signing inventories, street geometry and traffic signal equipment inventory and layout services, traffic studies, and traffic signal and signage design services.

Anticipated Deliverables:

· Existing conditions report

· Traffic analysis report

· Field survey and topographic data files (as needed)

· Geotechnical investigation report (as needed)

· Utility base plans / utility conflict memo (as needed)

4. Planning & Environmental Review The Contractor shall conduct planning and environmental review(s) that satisfy the requirements of the National Environmental Policy Act (NEPA), Section 106 of the National Historic Preservation Act (NHPA), and any other applicable environmental laws and regulations required per the terms of the federal grant. It is anticipated that the project will seek clearance as a Categorical Exclusion and NEPA activities should include developing a purpose and need statement, developing and evaluating alternatives, identifying preferred alternatives, assessing potential impacts, and providing any mitigation measures and/or environmental commitments. Planning shall also include developing conceptual designs and identifying proven safety countermeasures to address crash types and safety issues identified in the existing conditions analysis. The environmental review shall include, but not be limited to, the following resources:

· National Wild and Scenic Rivers and State Designation Natural Rivers

· Commercially Navigable River or Stream

· Coastal Zones

· Wetlands

· 100 Year Floodplain

· Water Quality

· Soil Disturbance

· Threatened and Endangered Species

· Historic Properties and Districts

· Cultural Resources including Section 106 review

· Section 4(f) Public Parks, Recreation, Refuge

· Section 6(f) Grant Funded Public Park, Recreation, and Refuge

· Agricultural Properties

· Contamination Sites

· Traffic Impacts

· Noise Impacts

· Air Quality

· Environmental Justice

· Cumulative & Indirect Effects

Anticipated Deliverables:

· Draft and final environmental clearance documents (Categorical Exclusion anticipated)

· Draft and final Section 106 reviews (as needed)

· Alternatives analysis matrix

· Alternatives analysis report

5. Preliminary Engineering & Final Design The Contractor shall provide 30%, 60%, 90% and 100% construction documents (CDs) for all elements of the project, including civil design of street improvements, any ancillary utility improvements, street and pedestrian lighting, traffic signals and traffic control elements, and other services, as needed, in support of the delivery of full design documents and other bid package deliverables. Assume that City staff will provide comments for each milestone and that the Contractor will prepare a disposition of comments for each occurrence. As directed, the design will need to incorporate design standards and best practices of DPW, the Detroit Water and Sewer Department (DWSD), the Michigan Department of Transportation (MDOT), the National Association of City Transportation Officials (NACTO), and the Federal Highway Administration (FHWA), among others.

The final (100%) CDs may contain, but not be limited to, the following pending the final project scope:

· Specifications & Special Provisions

· Front End Sheets (Cover, Index, Summary of QTY)

· Construction Schedule (Milestones) and Construction Coordination Plan

· Demolition Plans

· Soil Erosion and Sediment Control Plans

· Typical sections

· Plan and Profile Drawings

· Pavement Marking and Signage Plans

· Driveway/Curb Cut Plans

· Maintenance of Traffic/Traffic Control Plan

· Traffic Signal Adjustment

· Drainage Plans

· Drainage Profiles

· Sidewalk Plan with ADA details

· Sidewalk Materials Plans

· Sidewalk Grading Plans Design Documentation (Sidewalks, Paving, plaza Etc.)

· Soils Plans

· Utility Plans (if adjusted from existing or new)

· Lighting Plans

· Traffic Signal Plans and Details (if applicable)

· Staging and Detour Plans Deliverables (Documentation)

· Summary of review comments and response

· Final Cost Estimate

Other milestone submittals include preliminary versions of the aforementioned documents as determined by the contracted scope of services.

Anticipated Deliverables:

· 30% CDs

· 60% CDs

· 90% CDs

· 100% CDs

· QA/QC documentation

· All CAD & Micro Station Files (or approved alternate)

· Digital PDF Record Set of 30%, 60%, 90%, and 100%Schematic Drawings Package

· Dispositions of comments

6. Construction Administration Support activities during the Construction Phase will include, but not be limited to:

· Attending pre-bid meeting, if scheduled, and responding to design related inquiries

· Generating pre-bid addenda, if necessary

· Attending scheduled pre-construction meeting and presenting design

· Attending progress meetings and addressing design issues

· Performing site visits, to address design issues as needed

· Reviewing shop drawings

· Receiving and processing Requests for Information (RFIs) applicable to project design

Anticipated Timeline

PROPOSAL SUBMISSION

The City seeks a combination of a well-organized project management lead who can ensure efficient project delivery over multiple years, while also ensuring a high level of design excellence and QA/QC. The consultant shall be supported by project managers with strong Complete Streets experience. The project managers should be supported by a diverse, multi-disciplinary team of experts that can deliver the full Scope of Work described herein. The consultant should be available to respond to requests for information, as needed.

The successful proposer will have demonstrated experience in transportation planning, civil engineering design and construction support services for streets, streetscapes, drainage, green infrastructure, traffic calming, bicycle infrastructure, street and pedestrian level lighting, urban and landscape design, community branding and identity, community engagement, and water and sewer infrastructure improvements. The successful proposer shall have extensive experience incorporating Complete Streets best practices into projects in a manner that acknowledges community context and that are culturally inclusive. Complete Streets is a way of thinking about all the ways our streets build community and benefit people of all ages and abilities. Complete Streets includes everyone, whether they walk, roll, drive, or ride transit. A strong proposal will demonstrate an ability to confidently seek and incorporate community feedback into a variety of project types and during all project phases.

The successful proposer will also demonstrate a knowledge of project delivery strategies including alternative project delivery methods; knowledge of project delivery requirements for projects with federal funding sources; development, implementation, maintenance, and monitoring for green infrastructure; and knowledge of local, state, and federal regulatory requirements that impact infrastructure improvements particularly as they relate to achievement of compliance. The successful proposer will demonstrate an ability to coordinate internal and external resources to plan, develop and implement various types of transportation projects, plans, and activities.

To achieve these goals, it is imperative that proposals include a strong, multidisciplinary team with demonstrable experience doing complete streets projects in urban areas. The team shall be able to articulate how they will work together as a team to provide integrative services, while clearly spelling out how this will be achieved while ensuring a high level of Quality Assurance and Quality Control (QA/QC).

The successful proposer will provide an approach that economizes project delivery while delivering the required scope of services for several anticipated transformational projects. It is extremely important to stress the significance of the selected firm(s) designing street projects with an emphasis on traffic safety (e.g., Safe System) and Complete Streets best practices. As such, relevant capabilities and experience of design team members will be an important component of selected firm. Key staff with technical expertise should be readily available to support the City. The consultant must be able to coordinate effectively with multiple City departments, external agencies, stakeholder groups, and the public. The level of engagement will vary based on the needs of the program and the implementation support required by the City.

OPERATIONAL INFORMATION

The Contractor will work closely with City agency staff.

The Contractor shall provide service in accordance with the terms of the executed contract and under the rules, regulations, and supervision of the City.

The Contractor shall adhere to the requirements outlined in the Grant Agreement Exhibit H: USDOT – Grant Agreement between the City of Detroit and USDOT including the General Terms and Conditions under the FY 2024 Safe Streets and Roads for All (SS4A) Grant Program. All services must include work necessary to ensure that the project will meet federal, state and City regulations as applicable.

All deliverables, documents and data furnished by the Contractor to the City shall be prepared under the guidance of a Professional Engineer and shall bear the seal of a Professional Engineer licensed by the State of Michigan, employed by the Contractor.

The Contractor shall be able to respond quickly to requests under the Contracts and handle multiple tasks concurrently. The Contractors may be required to accomplish work on an accelerated schedule.

The Contractor shall furnish all services and labor necessary to conduct and complete the Services described herein. The Contractor shall also furnish all materials, equipment, supplies, and incidentals necessary to carry out this work. The price provided for each task shall include the cost of all equipment required to perform the task. The Contractor shall agree to demonstrate knowledge of, and performance in compliance with, the standard design, construction and materials testing practices of the Michigan Department of Transportation (MDOT) and the City of Detroit.

TECHNICAL INFORMATION

N/A

PAYMENT & PERFORMANCE BOND

N/A

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.

The selected firm shall hold MDOT prequalification, as this is an MDOT trunkline project. All design work must be performed by an MDOT‑prequalified consultant.

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

Technical Proposals will be evaluated before Cost Proposals are reviewed.

1. Project Understanding & Approach Demonstrate a clear vision for achieving objectives, tasks, and deliverables outlined in the Scope of Work. Clearly identify strategies and outline approach for achieving project success. Proposal will be evaluated on how well the Offeror demonstrates a thorough understanding and coherence with the project’s purpose, goals, and components.

2. Qualifications & Competence of Team Consultant team exhibits appropriate levels of experience and educational background. Outlines previous work examples with relevant planning, engineering, design, community engagement, and project management experience. Demonstrates experience and familiarity with federal, state, and local programming, design, right-of-way, bidding, contracting and construction standards and practices. Experienced sub-consultants with proven project leaders working within urban areas. Experience working amongst multiple community stakeholders, including residents, small businesses, and large corporations. Organizational chart and project personnel roles clearly defined.

4. Work Plan/Capacity Offerors shall provide their solution and approach to meeting the requirements outlined in Section 2. Statement of Work. Exhibit capacity and bandwidth to effectively meet all deliverables. Demonstrate a practical ability to meet project deadlines. Illustrate the ability to work as a team member. Describe effective methods and frequency of communicating to establish productive relationships with City staff and external agencies (local, state, and federal).

6. Planning, Design & Engineering Excellence Present a brief description of procedures to be followed, presented in a form which will best assist the City is evaluating your firm’s ability to integrate modern urban design principles, utilizing data analysis and safety-oriented infrastructure policies in deliverables. Concepts and designs are based on innovative, sustainable, and equitable principles. Shows recognition and awards from professional associations. Demonstrates practices that promote time and cost savings but do not sacrifice the quality of the work.

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) Valid CRIO certificate(s) for the Prime and/or Subcontractor must be submitted with the bid response in order to be eligible for equalization credits)

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.

The percentage of work will be determined by the budget allocated to the named CRIO certified contractor as a fraction of the overall project budget.

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

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

An actual or prospective bidder whose direct economic interest would be affected by the award of a contract, or by the failure to award a contract, has the right to protest any aspect of the solicitation, evaluation, or selection process of this City of Detroit procurement. All protests must be submitted in writing and received by the applicable deadline stated below.

Filing Deadlines Protest of solicitation terms. A protest challenging the terms of this solicitation must be received by the City no later than 4:00 p.m. EST on the business day prior to the scheduled solicitation closing date. Failure to meet this deadline waives the protester’s ability to challenge the terms of the solicitation.

Protest of contract award. Where this solicitation results in a contract award, a protest challenging the award must be received by the City no later than 4:00 p.m. EST on the fifth (5th) business day after the award. Failure to meet this deadline waives the protester’s ability to challenge the contract award.

How to Submit All protests must be submitted in writing through the designated procurement portal in which this solicitation was posted. Protests submitted by any other method will not be accepted. The City is not required to consider any material filed after the applicable protest deadline unless the Chief Procurement Officer specifically requests it.

Required Content of a Protest A protest must be in writing and must contain all of the following:

“I declare, under penalty of perjury and pursuant to MCL Section 750.423(s), that this protest is being submitted to protest the solicitation or contract award identified above, and for no other reason, and further, that I have reviewed the facts and circumstances contained within this protest, and they are true and accurate to the best of my information, knowledge and belief.”

Review and Decision The Chief Procurement Officer (CPO), or as delegated the Deputy CPO, has sole authority to respond to, decide, and act upon supplier protests. The City will render a written response to the protester within ten (10) business days of receipt. This period may be extended upon written notice by the CPO, in the CPO’s sole discretion, and the CPO may require the protester or other bidders to provide additional documentation or statements. The decision of the CPO is the final decision of the City.

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#553078:

Required Response Item

Respondent shall provide its Organization Experience and Capacity/Staffing, per the requirements provided in Attachment A.

Respondent shall provide its Proposal Introduction and Solution / Approach per the requirements provided in Attachment B.

Respondent shall provide its Pricing proposal, including all cost elements, per requirements and scope of work. The firm fixed price total for the entire contract shall be provided in Attachment C.

Respondent shall provide their completed Certificate of Authority, Non-Collusion Affidavit, and Affidavit of Disclosure of Interests, in Attachment D1.

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.

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. 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 the City’s Accounts Payable 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.

CHANGES TO FEDERAL REQUIREMENTS

The Contractor shall at all times comply with all applicable SS4A Federal regulations, policies, procedures and directives, including without limitation those listed directly or by reference in the Exhibit H: USDOT - Grant Agreement Terms and Conditions, as they may be amended or promulgated from time to time during the term of this contract. The Contractor's failure to so comply shall constitute a material breach of this Contract.

ACCESS TO RECORDS AND REPORTS (All contracts) Contractor shall maintain full and complete Records reflecting all operations related to this Contract. The Records shall be subject to inspection, review, and audit by the City and the Government-Grantor Agency. Such Records shall be maintained in accordance with generally accepted accounting and internal controls, and all federal, state, and local accounting principles and governmental accounting and financial reporting standards, as required under 2 C.F.R. 200, Subpart D. All Records must be maintained for a duration no less than five (5) years after all Funds have been expended or returned to the City and/or the Government-Grantor Agency, as the same may be extended by the Treasury.

The City and any Government-Grantor Agency providing funding under this Contract shall have the right at any time without notice to examine and audit all Records and other supporting data of the Contractor as the City or any Government-Grantor Agency deems necessary.

The Contractor shall make all Records available for examination during normal business hours at its Detroit offices, if any, or alternatively at its facility nearest Detroit. The Contractor shall provide copies of all Records to the City or to any such Government-Grantor Agency upon request.

If in the course of such inspection the representative of the City or of another Government-Grantor Agency should note any deficiencies in the performance of the Contractor's agreed upon performance or record-keeping practices, such deficiencies will be reported to the Contractor in writing. The Contractor agrees to promptly remedy and correct any such reported deficiencies within ten (10) days of notification.

Any costs disallowed as a result of an audit of the Records shall be repaid to the City by the Contractor within thirty (30) days of notification or may be set off by the City against any funds due and owing the Contractor, provided, however, that the Contractor shall remain liable for any disallowed costs exceeding the amount of the setoff.

Each party shall pay its own audit costs. However, if the dollar amount of the total disallowed costs, if any, exceeds three percent (3%) of the dollar amount expended by the City pursuant to this Contract through the date of such audit, the Contractor shall pay the City's audit costs.

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