2-RFP 550225 Strategic Advisor FINAL.docx

CITY OF DETROIT

OFFICE OF CONTRACTING AND PROCUREMENT REQUEST FOR PROPOSALS

RFP NO. 550225

Resilient Neighborhoods Strategic Advisor

Buyer: Pamela L. Crump

PRE-PROPOSAL

CONFERENCE

October 2, 2026 @ 9:30 AM EST Location: Virtual

Microsoft Teams meeting Join:

https://tinyurl.com/mudpn9ua Meeting ID: 273 719 976 483 930 Passcode: Fc6nd9Z3

All questions must be submitted online in the Supplier Porta 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.

City of Detroit Office of Contracting and Procurement (OCP) Request for Proposal 550225 - Resilient Neighborhoods Strategic Advisor

Revised 12/2/2025

TABLE OF CONTENTS

Section 1. Project Summary and Background

1.1. PROJECT REQUEST

The City of Detroit Office of Contracting and Procurement (OCP) on behalf of the Office of Sustainability requests proposals from qualified Respondents to render professional services ("Services") to support development of the Resilient Neighborhoods: Extreme Weather Mitigation Strategy. This effort will focus on reducing neighborhood-level risks associated with flooding, extreme heat, poor air quality, and other weather-related hazards.

The strategy will support development of a framework for how land-based approaches can be used to reduce future hazard impacts, strengthen neighborhood preparedness, and improve long-term recovery outcomes. Building on data collection, asset mapping, resident surveys, and community engagement already completed through the City of Detroit's resilience planning efforts, this work will identify priority areas and mitigation strategies that can guide future public and private investment.

This project is funded through the Community Development Block Grant - Disaster Recovery (CDBG-DR) funding.

1.2. BACKGROUND/DESCRIPTION OF ENVIRONMENT

Detroit continues to experience the impacts of extreme weather events, including flooding, extreme heat, poor air quality, and related hazards that affect residents, infrastructure, and neighborhood recovery. The 2021 flooding events highlighted ongoing challenges associated with aging infrastructure, vulnerable housing stock, and the need for long-term mitigation strategies that reduce future impacts and improve recovery outcomes.

To support these goals, the City of Detroit (City) is using CDBG-DR funding to develop a neighborhood-focused extreme weather mitigation strategy that identifies opportunities to reduce hazard exposure and strengthen preparedness. Detroit's significant amount of vacant and underutilized land presents a unique opportunity to support these efforts through land-based approaches that can help manage stormwater, reduce heat impacts, improve environmental conditions, and support long-term neighborhood stability.

This project, led by the City’s Office of Sustainability and Department of Innovation & Technology, will develop a map-based planning tool that integrates land, environmental, and risk data to identify priority areas where mitigation strategies may have the greatest impact. The project will also develop a framework and recommendations to help guide future investments that reduce neighborhood-level risks associated with flooding, extreme heat, poor air quality, and other weather-related hazards.

The project will build upon existing data collection, asset mapping, resident surveys, and community engagement completed through the City's resilience planning efforts, ensuring that prior work informs future mitigation and recovery planning.

CURRENT ENVIRONMENT

The City of Detroit is currently developing a map-based planning tool that integrates land, environmental, and risk data to better understand where flooding, extreme heat, poor air quality, and other neighborhood-level hazards are concentrated. This work is being led internally through a dedicated data role and is focused on bringing together key datasets related to parcels, vacancy, land use, environmental conditions, and infrastructure context using existing City platforms.

The purpose of this effort is to support more effective extreme weather mitigation planning by identifying where land-based approaches may reduce future hazard impacts and improve neighborhood recovery outcomes. While the City is advancing its ability to integrate and visualize data, there is currently a gap in translating these outputs into clear priorities, mitigation strategies, and implementation guidance that can inform decision-making, policy direction, and future investment.

The current technology environment relies on existing tools such as ArcGIS and other City-managed data systems, as well as established datasets including parcel data, land use information, and environmental indicators. Additional inputs, such as the Community Data Index and other neighborhood-level risk indicators, provide important context for understanding vulnerability and exposure to extreme weather hazards and will continue to be refined over time.

This effort is constrained by a defined budget for advisory services and a one-year timeline aligned with the data development effort. The scope is intentionally focused on mitigation planning and strategy development and does not include full platform development, comprehensive data integration, engineering design, or new climate modeling. As such, the strategic advisor role is designed to provide focused guidance and subject matter expertise that supports the City's internally led work.

Key stakeholders include the Office of Sustainability, which is leading the project; the City's data lead and supporting technical staff responsible for developing the planning tool; and other City departments, including Planning, Housing and Revitalization, Public Works, and Emergency Management, that may use the outputs to inform programs, investments, preparedness efforts, and future mitigation activities. City leadership and community stakeholders are also important audiences, as the results of this work will support more informed decision-making and clearer communication around neighborhood-level risk reduction strategies.

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. The City anticipates one (1) award as a result of the RFP.

Section 2. Statement of Work

2.1. SERVICES TO BE PERFORMED

The City of Detroit seeks professional services to support development of the Resilient Neighborhoods: Extreme Weather Mitigation Strategy. The purpose of this work is to support development of a clear framework for how land can be used to reduce neighborhood-level risks such as flooding, extreme heat, poor air quality, and related hazards, while improving preparedness, mitigation, and long-term recovery outcomes.

The selected consultant will provide strategic advisory services that help translate land, environmental, and risk data into actionable mitigation strategies, priority areas, and implementation recommendations. This work will be conducted in coordination with the Office of Sustainability, the City's data team, and existing resilience planning efforts.

The scope of work includes the following:

· Provide ongoing strategic advisory support throughout the project, including participation in regular coordination meetings with the Office of Sustainability and the City's data lead.

· Support development of a clear framework for how land can be used to reduce neighborhood-level risks associated with flooding, extreme heat, poor air quality, and other weather-related hazards.

· Advise on the selection and use of data layers, indicators, and mapping outputs to ensure they support identification of neighborhood-level hazard risks, mitigation opportunities, and recovery planning needs.

· Assist in identifying priority neighborhoods and opportunity areas where land-based mitigation strategies may have the greatest potential to reduce future hazard impacts and support recovery outcomes.

· Translate data outputs into mitigation-focused strategy recommendations, including potential intervention types, land-based approaches, and implementation opportunities that align with City priorities and disaster recovery objectives.

· Advise on how project findings and recommendations can support future mitigation planning, neighborhood preparedness efforts, and long-term recovery strategies.

· Provide guidance on how findings should be structured and communicated for internal use, leadership decision-making, and public-facing materials.

· Support the development of concise summaries, presentations, and other materials that clearly communicate project findings and recommendations. The City will lead production of final materials.

· Provide input on how existing community engagement, asset mapping, resident surveys, and resilience planning efforts can inform identification of mitigation priorities and strategy recommendations.

DELIVERABLES

The strategic advisor shall provide guidance, review, and technical input to support development of the following project deliverables. Final production and ownership of deliverables shall remain with the City of Detroit.

Project Approach and Work Plan Summary Provide guidance on the overall project approach, coordination strategy, and alignment of data development and mitigation planning activities.

Extreme Weather Mitigation Framework Advise on development of a framework describing how land-based approaches can be used to reduce neighborhood-level risks associated with flooding, extreme heat, poor air quality, and other weather-related hazards. The framework should identify opportunities to address unmet mitigation and recovery needs through targeted land-based interventions.

Priority Areas and Mitigation Strategy Recommendations Support identification of priority neighborhoods and opportunity areas and provide guidance on mitigation-focused intervention types and land-based approaches that may reduce future hazard impacts and strengthen recovery outcomes.

Strategy Summaries and Presentation Materials Provide input and guidance on development of summary materials and presentations that communicate project findings, mitigation opportunities, and strategy recommendations. The City will lead production of final materials.

Guidance on Communication and Integration Advise on how project findings can be integrated into City planning efforts, decision-making processes, and public-facing tools to support future mitigation planning and neighborhood preparedness activities.

GOALS AND OBJECTIVES

The goal of this effort is to support the City of Detroit in developing a neighborhood-focused extreme weather mitigation strategy that uses land and risk data to identify opportunities to reduce future hazard impacts, strengthen preparedness, and improve long-term recovery outcomes related to flooding, extreme heat, poor air quality, and other weather-related hazards

Objectives of the strategic advisor role include:

· Support the translation of land, environmental, and risk data into clear, actionable mitigation strategies.

· Help identify priority neighborhoods and opportunity areas where land-based approaches may reduce future hazard impacts and address unmet mitigation and recovery needs.

· Provide guidance on how land-based interventions can support preparedness, reduce risks associated with flooding, extreme heat, poor air quality, and other weather-related hazards, and improve neighborhood recovery outcomes.

· Support integration of existing data collection, asset mapping, resident surveys, and community engagement findings into mitigation planning and strategy development.

· Advise on the development of practical, implementation-oriented recommendations that align with City priorities and disaster recovery objectives.

· Ensure that data outputs are structured in a way that is useful for City staff, leadership, and future planning efforts.

· Support the development of clear, concise materials that communicate project findings, mitigation opportunities, and strategy recommendations.

· Help maintain focus on a practical and achievable scope aligned with project goals, timeline, and available resources.

Anticipated Timeline

Project Kickoff and Alignment with Office of Sustainability and Data Team Within 30 days of contract execution

Data Review and Input on Risk and Land Indicators Within 90 days of contract execution

Land and Risk Strategy Framework Development Within 180 days of contract execution

Priority Areas Identification and Strategy Recommendations Within 270 days of contract execution

Final Strategy Input and Communication Support Within 12 months of contract execution

All work performed by the strategic advisor will be reviewed by the Office of Sustainability to ensure alignment with project goals, scope, and timeline.

Acceptance of work will be based on:

· Participation in scheduled coordination meetings and ongoing engagement throughout the project period.

· Timely completion of agreed-upon deliverables and advisory inputs.

· Quality and usefulness of recommendations provided to support decision-making.

· Alignment of outputs with the overall project objectives and direction set by the City.

Final acceptance will be determined by the Office of Sustainability upon completion of the project and receipt of all agreed-upon deliverables.

The anticipated period of performance for this project is twelve (12) months from the date of Notice to Proceed.

Work will be performed on an ongoing basis throughout the project period, with key activities aligned to major project phases, including initial coordination, data review and framing, strategy development, and final output and communication support.

Specific milestones and deliverable timing will be structured relative to the contract award date, as outlined in the Milestones section.

The City reserves the right to adjust the schedule based on project needs and procurement timing.

Work will be performed primarily remotely, with participation in regular coordination meetings with the Office of Sustainability and the City's data team.

The strategic advisor may be asked to attend select in-person meetings in the City of Detroit, as needed, to support project coordination, alignment, and presentation of findings.

The Contractor shall perform all work in accordance with applicable federal, state, and local regulations. Work shall also align with relevant City of Detroit policies, data governance practices, and standard professional practices for planning, analysis, and advisory services.

'PROJECT RISKS

I

Potential risks associated with this project include:

· Misalignment between data development and strategy if coordination is not maintained.

· Evolving or incomplete datasets (including vulnerability data) that may impact analysis

· Limited scope and budget requiring careful prioritization of work

· Delays in procurement or contract execution affecting project timeline This scope of work is based on the following assumptions:

· The City will provide access to relevant data, tools, and existing analyses.

· The data development effort will progress in alignment with the project timeline.

· The advisor role will remain focused on strategic guidance and will not include full production or technical development.

· Coordination between the advisor, Office of Sustainability, and data team will occur regularly.

2.2. OPERATIONAL INFORMATION

Awarded Contractor will work closely with City agency staff.

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

The Contractor shall be responsible for:

· Providing strategic advisory services as outlined in the Scope of Work.

· Participating in regular coordination meetings with the Office of Sustainability and City staff.

· Providing timely input, feedback, and recommendations throughout the project.

· Coordinating with City staff to ensure alignment with project goals and timelines.

· Preparing and submitting invoices in accordance with City requirements.

· Delivering agreed-upon advisory inputs and materials in a timely and professional manner.

The Office of Sustainability and supporting City departments will be responsible for:

· Providing overall project direction and priorities.

· Leading coordination with internal departments and stakeholders.

· Providing access to relevant data, tools, and existing analyses.

· Leading development and production of final materials and outputs.

· Reviewing and providing feedback on vendor input and recommendations.

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:

· Preferred: Direct database access, or access to a reporting database (ODBC-compatible)

· 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.

· 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.

2.4. PAYMENT & PERFORMANCE BOND

N/A

Section 3. Proposal Evaluation and Selection Process

3.1. 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, including the following:

· Experience translating data and analysis into actionable strategies, plans, or policy recommendations.

· Familiarity with land-based approaches to addressing flooding, heat, air quality, or other environmental challenges.

· Experience working with public sector clients, preferably in urban settings.

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.

1. Relevant Experience and Past Performance Demonstrate experience working in Detroit or in similar urban environments; relevant environmental experience, including work related to flooding, heat, air quality, or land-based approaches to resilience; experience working with community-based organizations or incorporating neighborhood-level priorities into planning and strategy; demonstrated ability to translate data, mapping, or analysis into actionable strategies

3.5. EVALUATION PROCEDURE

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

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

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

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

3.6. ORAL PRESENTATION/DEMONSTRATION

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

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

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:

1. The protester’s contact information (name, business name, address, phone, and email).

2. The solicitation reference number.

3. A concise statement of whether the protester is contesting the terms of the solicitation or the award of the contract, including a description of the specific law, procurement policy, or guiding provision the City is alleged to have violated.

4. A detailed statement of the relevant facts underlying the protest, with supporting documents attached as necessary. This statement must indicate whether the protester is an actual or prospective bidder and must describe facts demonstrating the protester’s direct economic interest in the outcome.

5. Identification of any proposed action the protester recommends be taken, and the protester’s rationale for that action.

6. If submitted by an organization, the signature of an officer of that organization; otherwise, the signature of the individual bidder/protester.

7. The signature described above must appear immediately after the following declaration: “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

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#550225:

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.

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. Pricing shall be provided as a not-to-exceed total contract amount, inclusive of all labor, materials, and expenses required to complete the scope of work.

Proposers shall include:

· A total not-to-exceed cost for the full scope of services.

· A brief description of how costs are allocated across the project (e.g., by phase or task).

· Hourly rates for key personnel, if applicable.

All costs associated with travel, meetings, and materials shall be included in the total proposed cost unless otherwise specified.

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.

Section 5. General Conditions and Requirements for RFP

5.1. CONTRACT APPROVAL

Upon contract award, the City and the successful Respondent shall execute a professional services contract, which shall contain all contractual terms and conditions in a form provided by the City. No contract shall become effective until the contract has been approved by the required City Departments and Detroit City Council and signed by the City of Detroit Chief Procurement Officer. Prior to the completion of this approval process, the successful Respondent shall have no authority to begin work under the contract. The Chief Financial Officer shall not authorize any payments to the successful Respondent prior to such approvals; nor shall the City incur any liability to reimburse the successful Respondent regarding any expenditure for the purchase of materials or the payment of services.

5.2. PAYMENT

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

5.3. INVOICES

Vendors must be registered in City of Detroit Vendor Portal and be a registered vendor with the City of Detroit to submit invoices and receive payments. Go to http://www.detroitmi.gov/Supplier to register.

AUTHORIZATION TO COMMENCE WORK OR SHIP GOODS – READ CAREFULLY!!!

Contractors may begin work or ship goods upon receipt of the required authorization, which is the CPA (Contract Purchase Agreement), in addition to SPO (Standard Purchase Order), from Procurement.

The CPA (City Council Approved and Awarded Contract Purchase Agreement) alone is NOT authorization to begin work! NO letter of Intent, or Letter to Commence Work will be issued.

**Work commencing without issuance of the SPO is subject to Payment Delays and/or Non-Payment! ** Required vendor steps to invoice:

1) Vendors should submit their invoices via City of Detroit Oracle Vendor Portal.City of Detroit Oracle Vendor Portal. Portal invoice amount and creation date must match the date on attached invoice. Please follow the below invoice requirements:

Invoice MUST contain or have as attachment:

· Vendor Name and address on Invoice

· Contact Info on Invoice (Accounts Receivable contact with phone and email)

· Remittance information (MUST be included, or the invoice is subject to rejection

· City of Detroit contact (person who authorized work to commence)

· Invoice Date

· Date of service/delivery

· Contract number

· 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.

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.

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

5.8. OFFICE OF INSPECTOR GENERAL

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

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

5.8.3. A fine shall be assessed to the Contractor in the event of a violation of Section 2-106.6 of the City Charter. If applicable, the actions of the Contractor, and its representative lobbyist or employee, shall be referred to the appropriate prosecuting authorities.

5.8.4. Pursuant to Section 7.5-306 of the City Charter, the Inspector General shall investigate any Public Servant, City agency, program or official act, contractor and subcontractor providing goods and services to the City, business entity seeking contracts or certification of eligibility for City contracts and person seeking certification of eligibility for participation in any City program, either in response to a complaint or on the Inspector General’s own initiative in order to detect and prevent waste, abuse, fraud and corruption.

5.8.5. In accordance with Section 7.5-310 of the City Charter, it shall be the duty of every Public Servant, contractor, subcontractor, and licensee of the City, and every applicant for certification of eligibility for a City contract or program, to cooperate with the Inspector General in any investigation pursuant to Article 7.5, Chapter 3 of the City Charter.

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

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

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

RFP Attachments List 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 D1 - Forms, Affidavits and Documents - Bid Requirements Attachment D2 - Conditions of Award - Award Winner Only Attachment E - Model Professional Services Contract image2.png image3.png image4.png image5.png image6.png image7.png image8.png image9.png image10.png image11.png image12.png image13.png image14.png image15.png image16.png image17.png image18.png image19.png image20.png image21.png image22.png image23.png image24.png image25.png image26.png image27.png image28.png image29.png image30.png image31.png image32.png image33.png image34.png image35.png image36.png image37.png image38.png image39.png image40.png image41.png image42.png image43.png image44.png image45.png image46.png image47.png image48.png image49.png image50.png image51.png image52.png image53.png image54.png image55.png image56.png image57.png image58.png image59.png image60.png image61.png image62.png image63.png image64.png image65.png image66.png image67.png image68.png image69.png image70.png image71.png image72.png image73.png image74.png image75.png image76.png image77.png image78.png image79.png image80.png image81.png image82.png image83.png image84.png image85.png image86.png image87.png image88.png image89.png image1.png