City of Detroit Office of Contracting and Procurement (OCP)

Request for Proposal No. 542775 Independent Internal Auditor Services for CDBG-DR Grants – CDBG-DR Grant Funded

Revised 12/2/2025 Page 1 of 17

CITY OF DETROIT

OFFICE OF CONTRACTING AND PROCUREMENT

REQUEST FOR PROPOSALS

RFP NO. 542775

INDEPENDENT INTERNAL AUDITOR SERVICES FOR CDBG-DR

GRANTS CDBG-DR GRANT FUNDED

Buyer: Elizabeth C. Ayana Johnson

EVENT / ACTIVITY DUE DATE / TIME

ADVERTISEMENT DATE February 17, 2026

PRE-PROPOSAL

CONFERENCE

Location: Virtual Microsoft Teams Meeting

Microsoft Teams meeting

Join:

https://teams.microsoft.com/meet/26917583403275?p=MwViyoHjvxtDWijAii Meeting ID: 269 175 834 032 75 Passcode: jg6DV2df

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+1 469-998-6602,,441448604# United States, Dallas Find a local number Phone conference ID: 441 448 604#

QUESTIONS DUE February 27, 2026 on or before 3:00 p.m.

All questions must be submitted online in the Supplier

Portal as indicated in Section 3.3 of this RFP.

ANSWERS DISTRIBUTED March 9, 2026 on or before 3:00 p.m. online in the

Supplier Portal as indicated in Section 3.3 of this RFP.

PROPOSAL DUE DATE * March 16, 2026 by or before 3:00 p.m. Eastern Time In the Supplier Portal as specified in Section 4.5 of this RFP.

VIRTUAL REQUIRED PUBLIC RECORDING Location: Virtual Microsoft Teams Meeting

Microsoft Teams meeting

Join:

https://teams.microsoft.com/meet/26208885057383?p=H8gl9gkVA3yiwftqaF

Meeting ID: 262 088 850 573 83 Passcode: JP7Ni2jW https://teams.microsoft.com/meet/26917583403275?p=MwViyoHjvxtDWijAii https://aka.ms/JoinTeamsMeeting?omkt=en-US https://teams.microsoft.com/l/meetup-join/19%3ameeting_YjhhNGNkNzctNjE1OS00ZDNiLTk3ODAtMTczOGJjNWYzNjQw%40thread.v2/0?context=%7b%22Tid%22%3a%22e154a760-1d2d-4ef6-8fd3-ebc8b4ef31fd%22%2c%22Oid%22%3a%2281bf7891-765a-435a-a419-da651da02076%22%7d tel:+14699986602,,441448604 https://dialin.teams.microsoft.com/d8d2f7a3-2364-4c9b-ab3d-7f613057a66c?id=441448604 https://teams.microsoft.com/meet/26208885057383?p=H8gl9gkVA3yiwftqaF

Revised 12/2/2025 Page 2 of 17

Need help? | System reference

Dial in by phone

+1 469-998-6602,,187724440# United States, Dallas Find a local number Phone conference ID: 187 724 440#

* 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://aka.ms/JoinTeamsMeeting?omkt=en-US https://teams.microsoft.com/l/meetup-join/19%3ameeting_Zjg5MzdhZDgtZjkwNi00MzI5LWFjOTQtODUxYmVlZDZmNGYz%40thread.v2/0?context=%7b%22Tid%22%3a%22e154a760-1d2d-4ef6-8fd3-ebc8b4ef31fd%22%2c%22Oid%22%3a%2281bf7891-765a-435a-a419-da651da02076%22%7d tel:+14699986602,,187724440 https://dialin.teams.microsoft.com/d8d2f7a3-2364-4c9b-ab3d-7f613057a66c?id=187724440 https://detroit.bonfirehub.com/ http://www.detroitmi.gov/suppliersupport

Revised 12/2/2025 Page 3 of 17

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

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

Support Channels for Technical Difficulties and Questions

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 and Exhibits Lists

Revised 12/2/2025 Page 4 of 17

Section 1. Project Summary and Background

1.1. PROJECT REQUEST

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

Development and Grants, Office of the Chief Financial Officer requests proposals from qualified

Respondents to render certain technical or professional services ("Services") as set forth in this

RFP to provide Internal auditing and program monitoring services for the Community

Development Block Grant-Disaster Recovery (CDBG-DR) Program.

It is expected that the audit services will be performed in accordance with Generally

Accepted Auditing Standards (GAAS) as set forth by the American Institute of Certified

Public Accountants (AICPA) and Generally Accepted Governmental Auditing Standards

(GAGAS) as issued by the US Government Accountability Office (GAO). The audit also must meet all requirements of any HUD or other Federal agency requirements, which are in effect as of the date of the audit onsite fieldwork.

1.2. BACKGROUND/DESCRIPTION OF ENVIRONMENT

The U.S. Department of Housing and Urban Development (HUD) has allocated the City of Detroit, through its Housing and Revitalization Department (HRD), in Community Development Block Grant – Disaster Recovery (CDBG-DR) funding to support long-term recovery efforts following storm events from the 2023 Presidential Major Disaster Declaration (federal disaster declaration FEMA #4757 - Michigan Severe Storms, Flooding and Tornadoes) no matching requirements. These funds were allocated through the publication of the Federal Register, Vol. 90, No. 5, January 8, 2025, and updated March 19, 2025. The allocation was made available through the Disaster Relief Supplemental Appropriations Act, Public Law 118-158. The CDBG-DR program funds necessary expenses related to disaster relief, long-term recovery, and restoration of infrastructure, housing, economic revitalization, and mitigation.

The City has developed an Action Plan that provides a framework for the expenditure of funds. The CDBG-DR Action Plan is available at the City of Detroit, Housing and Revitalization, Disaster Recovery website, accessible at https://detroitmi.gov/sites/detroitmi.localhost/files/2023-04/CDBG- DR%20Action%20Plan%20APPROVED%204.6.23.pdf

The City of Detroit, Department of Housing and Revitalization is responsible for the administration of the CDBG-DR funding. The City of Detroit must comply with the terms provided in the applicable Federal Register Notice. The City of Detroit must conform to all Housing and Urban Development, CDBG-DR, and Federal Register notices, and cross-cutting federal requirements in the implementation of projects funded with CDBG-DR.

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 Twelve (12 months). Any renewal option exercised under this contract is effective only after the approval of the Detroit City https://detroitmi.gov/sites/detroitmi.localhost/files/2023-04/CDBG-DR%20Action%20Plan%20APPROVED%204.6.23.pdf https://detroitmi.gov/sites/detroitmi.localhost/files/2023-04/CDBG-DR%20Action%20Plan%20APPROVED%204.6.23.pdf

Revised 12/2/2025 Page 5 of 17

Council and signed by the Chief Procurement Officer. The City anticipates one award as a result of the RFP.

Section 2. Statement of Work

2.1. SERVICES TO BE PERFORMED

Type of Audit

The audit will encompass a financial and compliance examination of the City’s Community Development Block Grant – Disaster Recovery. The City expects a successful Auditor to be able to conduct the audit in accordance with generally accepted auditing standards:

• Government Auditing Standards issued by the Comptroller General of the United States.

• Title 2 Code of Federal Regulations Part 200 Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards (Uniform Guidance) issued by the Office of Management and Budget (OMB).

• The Single Audit Act of 1996; and

• Any other applicable procedures for the audit of a government’s financial statements prepared in accordance with GAAP.

Project Schedule

The length of the contract will be from the date of award, for approximately 12 months until completion. The contractor shall provide at least two audits per year.

The approximate contract schedule is as follows:

• Contractor work period of one-year.

• Audit #1 due June XX, 2026

• Audit #2 due December XX, 2026

Deliverables

The contractor is responsible for the completion of all work set out in the contract.

The Internal Auditor will report directly to the Office of the Chief Financial Officer (OCFO) and will notify those supervisors of any active investigations. All work is subject to inspection, evaluation, and approval by the Office of Chief Financial Officer. The City of Detroit may employ all reasonable means to ensure that the work is progressing and being performed in compliance with the contract. The OCFO may

Revised 12/2/2025 Page 6 of 17 instruct the contractor to make corrections or modifications if needed to accomplish the contract’s intent. The contractor will not unreasonably withhold such changes.

The city expects that a successful proposal will state that the auditor will:

A. Producing at minimum bi-annual programmatic and financial audit report that includes:

• Documented findings

• Recommendations for improvements

B. Complete and render reports four months following the expected deadline.

C. Conduct the audit in a timely manner such that all necessary financial and compliance information (adjusting journal entries in final form for proofing and reconciliation to the City’s records) for all funds is completed and presented to the Office of the Chief Financial Officer (OCFO), to enable the City to prepare its CAFR.

Additional Deliverables:

• Monitor, analyze and assess risks and controls of the organization.

• Review information on the organization’s compliance with state and federal policies and laws and confirms that information.

• Make reports and recommendations to the grantee.

• Provide report (at least bi-annually) affirming role in detecting fraud, waste, and abuse.

• Reports must be posted on the CDBG-DR website timely.

• Provide ongoing assurance that grantee is maintaining internal controls to comply with laws, regulations, and provisions of contracts or grant agreements.

• Provides independent third-party oversight.

• Takes prompt action when instances of noncompliance are identified.

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Substantial failure of the contractor to perform the contract may cause the City of Detroit to terminate the contract. In this event, the city may require the contractor to reimburse monies paid (based on the identified portion of unacceptable work received) and may seek associated damages

2.2. OPERATIONAL INFORMATION

Awarded Contractor 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 forms including applicable industry compliance / standards (i.e. HIPAA, PII, PCI-

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

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• 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.

Section 3. Proposal Evaluation and Selection Process

3.1. MINIMUM QUALIFICATIONS

Proposals will only be accepted from those firms demonstrating a minimum of three (3) years of experience providing the services requested in the RFP for projects of similar scope and size.

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. Criteria 1 Relevant Experience 20 points

2. Criteria 2 Capacity (Key staff, resumes, org chart, equipment) 20 points

3. Criteria 3 Strength of Proposal 20 points

4. Criteria 4 Past Performance 20 points http://www.michigan.gov/SIGMAVSS

Revised 12/2/2025 Page 9 of 17

5. Criteria 5 Cost Proposal and Personnel Fee Schedule 20 points

Total Points Possible 100

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

Detroit Equalization Credits – Prime Contractor Possible

Points

Detroit Headquartered Business 5

Detroit Based Business 2

Detroit Resident Business 5

Detroit Small Business 1

Detroit Micro Business Concern 2

Joint Venture 2

Mentor Venture 1

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

Detroit Small Business 1 x % of work

Detroit Micro Business Concern 2 x % of work

Maximum Points Possible 10

3.5. EVALUATION PROCEDURE

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

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

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

Committee will be by consensus.

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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 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.

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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

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#542775.

Required Response Item

1. Attachment A – Respondent Questionnaire

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

Attachment A.

2. 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.

3. Attachment C –Cost Proposal

Respondent shall provide their Cost Proposal and Personnel Fee Schedule, per the requirements provided in Attachment C.

4. 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.

5. Attachment D2 – Conditions of Award - Award Winners Only

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.

6. Attachment E – Model Professional Services Contract

Revised 12/2/2025 Page 12 of 17

Required Response Item

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

7. Exhibit A – Cross Cutting Federal Regulations

Requires an acknowledgment and Signature. Please submit with Proposal Response

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

Revised 12/2/2025 Page 13 of 17

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

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 below invoice requirements:

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

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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 https://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.

https://detroitmi.gov/suppliersupport

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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.

5.8. OFFICE OF INSPECTOR GENERAL

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

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

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

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

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

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

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

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

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

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

5.8.7. As set forth in Section 7.5-308 of the City Charter, the Inspector General has a duty to report illegal acts. If the Inspector General has probable cause to believe that any Public Servant or any person doing or seeking to do business with the City has committed or is committing an https://urldefense.com/v3/__https:/descmiworks.org/business-services/__;!!NcXZSU8rfchoEksI!efgwb7Az7YQ1WNYz08X3skt7ah9Lt0tZnoFrliM4GlUH9iYP4Dtz_l03Xya-8iVDi2esZRdC59m0O9Xl8DlelS4a5w$

Revised 12/2/2025 Page 16 of 17 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 17 of 17

RFP Attachments and Exhibits Lists

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

Attachment A - Respondent Questionnaire

Attachment B - Proposal Introduction and Solution / Approach

Attachment C - Pricing

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

Attachment E - Model Professional Services Contract

The following Exhibits shall be read and if appropriate completed and submitted with the proposal response.

Exhibit A- Cross Cutting Federal Regulations – (signed response required with proposal submission)

Exhibit B – HUD Federal Solicitation and Compliance Regulations