2-RFQ 547916 - Anchor Bolts, Post Base Plates Drive Caps.docx

CITY OF DETROIT

OFFICE OF CONTRACTING AND PROCUREMENT

REQUEST FOR QUOTE

RFQ NO. 547916

Anchor Bolts, Drive Caps and Post Base Plates

Buyer: Kathleen Weldon

All questions must be submitted online in the Supplier Portal

* Respondents must register in Bonfire (EUNA Procurement) to download bid documents and submit bids. The City cannot guarantee the accuracy of any bid documents obtained from outside of Bonfire, and bids submitted outside of 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 RFQ must be asked within the 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.

Quotes must be uploaded in Bonfire on or prior to the date and time indicated above. Late and/or emailed quotes will not be accepted.

1. PROJECT REQUEST

The City of Detroit Office of Contracting and Procurement (OCP) and the Department of Public Works (DPW) Traffic Engineering Division request quotes qualified Respondents to render certain technical or professional services ("Services") as set forth in this RFQ to provide Anchor Bolts, Drive Caps, and Post Base Plates for DPW Sign Shop, located at 2425 Fenkell St. Detroit, MI 48238.

2. BACKGROUND/DESCRIPTION OF ENVIRONMENT

The Department of Public Works (DPW) Sign Shop plays a key role in keeping Detroit’s streets safe, navigable, and compliant with traffic regulations. The DPW Sign Shop designs and manufactures most of the city’s streets and traffic signs. DPW’s Traffic Engineering Division install and maintain signs across Detroit’s 2,000+ miles of streets.

3. AWARD CLAUSE INCLUDING RENEWAL OPTIONS

If a contract is awarded as a result of this RFQ, it will be a City of Detroit Professional Services Contract (Attachment E). The term of the contract will be for three (3) years with no renewal options.

4. STATEMENT OF WORK

The purpose of this specification is to describe the physical properties of the anchor bolts, post base plates, and drive caps utilized by the City of Detroit DPW Sign Shop. Perspective bidders/vendors must be able to supply materials as set forth in this specification. Failure to abide by the conditions outlined may be grounds for rejection of the bid.

Bidders must read the specifications carefully. The specifications may include special requirements not commonly offered by the manufacturer. Specifications are for a standard unit configuration. Options may change some specific items.

SPECIFICATIONS

Components, Materials, Dimensions for Anchor Bolts, Post Base Plates and Drive Caps

This specification is to describe the requirements for various size anchor bolts, post base plates and drive caps to be used in the installation of traffic control signs for the City of Detroit.

Anchor Bolts:

½ " x 3 -¾ " Long thread expansion anchor with Hex nut fastener head style, grade 2 zinc (Z) see attachment #4.

Post Base Plates:

Material:

Fittings, unless noted, are made from hot-rolled, pickled and oiled steel plates, strip or coil, and conform to ASTM specifications A575, A576, A635, or A36. The fitting steel also meets the physical requirements of ASTM A 101 1 SS GR 33. The pickling of the steel produces a smooth surface free from scale.

Standard Dimensions:

Base shall be 10 inches square thickness 1/4" telescoping portion of base, welded in the center of base (see attachment #1), 2" x 2" 12-gauge square tubing 6" in height, holes shall be 9/16" in diameter on one-inch centers on all four sides for the entire length and on centerline of each side in true alignment and opposite to each other directly and diagonally. No knockouts. The finish shall be straight, and all holes and ends shall be free from burrs and ends cut square. Permissible variation in wall thickness is plus .01 1" minus Standard outside radii shall be 5/32" 1/64. (See attachment 1) Drive Caps:

Material:

Machined from forged tool steel, Rockwell hardened steel. Drive Caps and shanks dimensions shall fit anchor sizes as shown in attached drawings labeled attachment #2 and #3.

Manufacturer’s Recommendation

All tools, materials and/or products must be manufactured in accordance with the manufacturer's recommendations as it relates to performance, safety, and workmanship.

All materials shall be new and ready for immediate use. The vendor shall be established, reliable, and in successful operation. Any experimental or unproved design is not acceptable.

Attachment #3 U Channel Drive Cap

Top View

OPERATIONAL INFORMATION

Awarded Contractor(s) will work closely with City department 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.

Vendor shall supply the specified material to the City of Detroit within the prescribed time schedule as defined within each release order for the duration of the contract .

Work stoppage due to lack of finished products will be considered as breach of contract and will be grounds for termination.

The City reserves the right to increase, decrease, add to, delete, or otherwise modify the quantities of work required to be completed.

5. MINIMUM QUALIFICATIONS

Bids will only be considered from vendors who offer materials from skilled and experienced manufactures. No trial materials shall be used.

The past performance of the bidder and/or the material offered, along with price will be considered major factors in determining the successful bidder.

Any bidder submitting multiple bids in lieu of a single bid must provide, at the time of bid submittal, a detailed price breakdown showing the cost of all sublet work included in each bid.

6. QUESTION DEADLINE

All questions regarding the RFQ shall be submitted through the Supplier Portal no later than the time and date specified on the Cover Page. 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 not submitted after the question deadline.

Should a Respondent be in doubt as to the true meaning of any portion of this RFQ 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 RFQ.

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 RFQs terms and conditions, specifications, quantities, etc.; or if clarifications are needed, must make the request in writing by the stated bid submission deadline.

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 quotes received;

2) waive any non-conformity;

3) re-advertise for quotes;

4) withhold the award for any reason the City determines;

5) cancel and/or postpone the request for quotes, in part or in its entirety, and/or,

6) take any other appropriate action that is in the best interest of the City.

This RFQ does not commit the City of Detroit to award a contract, to pay any cost incurred in the preparation of quotes under this request, or to procure or contract for services.

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).

The decision of the Chief Procurement Officer and/or the Department Director are final and is not subject to appeal.

9. 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) Invoices should NOT be uploaded until the Contractor receives confirmation of review and approval from the City of Detroit.

2) Vendors should submit their invoices via City of Detroit 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 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

· Vendors will be paid as orders are placed and received 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 assistance, please contact the Office of Departmental Financial Services (ODFS) 313-410-7804.

10. PREVIOUS EXPERIENCE

The City’s experience with the bidder on previous contracts will be considered in determining the award.

11. 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 at www.detroitatwork.com for specific contact information regarding these opportunities.

12. GENERAL CONDITIONS:

It is the responsibility of the Bidder to review General Conditions located on the City of Detroit’s website.

1. GENERAL CONDITIONS

It is the responsibility of the Bidder to review General Conditions. In your quotation a distinction between dollars and cents must be made. Also, illegible bids may be grounds for rejection of your bid. All changes made to the bid form altering, price, terms, quote and/or conditions. MUST be crossed out and initialed. Failure to initial any changes will be grounds for rejection of your bid. CORRECTION FLUID IS NOT ACCEPTABLE.

2. LOCAL PREFERENCE CONDITIONS

It is the responsibility of the Bidder to review the Local Preference Conditions attached to this bid and comply with all requirements therein.

3. MINOR DEVIATIONS

Specifications referred to herein are used to indicate desired type, and/or construction, and/or operation. Any deviation from these specifications shall be submitted with the bid in writing with full detail of each variation with reference made to each paragraph to which the variation applies. If these variations are not submitted with the bid, the entire bid will be non-responsive.

The decision of the City of Detroit, acting through the Chief Procurement Officer, shall be final as to what constitutes acceptable deviations from specifications.

4. RENEWAL

The proposed agreement may be renewed per contract terms. Both parties must agree to an extension under the same terms and conditions as exist in the then current contract.

5. AWARD

One award of contract will be made on a low total net bid based on the estimated quantities shown. Bidders shall quote on all items, leave no blanks and state "No Charge" where applicable. Blank spaces are no offer. The City of Detroit reserves the right to delete any item(s) from the award. All awards are subject to Ordinance No. 15-00.

5.1 STANDBY AWARD

The City of Detroit reserves the right to make an award to the second low bidder, on a standby basis. This vendor will be used in the event the successful bidder cannot furnish the quantities and /or services needed in accordance with the delivery requirements of the City of Detroit.

All awards are subject to Ordinance No. 15-00.

6. VENDOR RESPONSIBILITIES

The awarded Vendor shall be responsible for the quality of all materials furnished. Any components that are deemed unacceptable due to defective workmanship, materials, or process shall be returned to the vendor at "no cost" to the City.

All bidders, whether a manufacturer or designated dealer whom can provide materials contained in this specification along with the features of listed options to meet the specifications outlined herein, and willfully fails to do so, because of price or to gain a pricing advantage in a competitive bid situation, will be deemed nonresponsive.

Any further consideration of their bid submission will not be made.

Should their current literature or price lists for materials, features, or options indicate their ability to provide same to meet these specifications, and they fail to do so, they will be deemed non-responsive and declared ineligible to receive the award for the unit specified. Finally, any claims that an item bid exceeds the stated specifications must be demonstrated in a performance demonstration prior to an award or the bid will be declared unresponsive for failure to substantiate the claim.

7. TERMINATION OF CONTRACT

The City reserves the absolute right to terminate this contract in whole or in part, for the convenience of the City at its sole discretion on thirty (30) days written notice to the Vendor.

8. SPECIFICATION CHECK

We have read the specifications thoroughly and we:

SIGNED: __________________________________________

TITLE: ___________________________________________

9. Price Price is FIRM

10. STOCKING FACILITY

The successful bidder will be required to have a stocking facility within the Detroit Metropolitan area or a toll-free telephone number to expedite deliveries to using departments.

11. SAMPLES

Bidders offering other than the referenced brand(s) must submit, with their bid, and at no cost to the City of Detroit, three samples of the item(s) quoted. Failure to submit samples with bid may be grounds for rejection. Samples shall be properly marked with vendor's name and item numbers. Submitted samples WILL become the property of the City of Detroit and will not be returned unless otherwise specified.

12. SHIPMENT

The Contractor will be expected to make reasonably prompt deliveries consistent with quantities ordered. Should an emergency arise for items which are not available, The City of Detroit reserves the right to secure enough from others to meet its immediate needs without prejudice of the proposed contract. If, however, in the sole opinion of the Finance Department, Office of Contracting and Procurement, the contractor fails to render reasonably prompt delivery service, the City of Detroit may terminate the contract and no damages will accrue.

The City of Detroit wherein referred to shall mean the City of Detroit, acting through the Chief Procurement Officer.

It is understood that these supplies will be required in various shipments from time to time. Shipments will be made within thirty (30) days from each notice to ship. The City of Detroit reserves the right to reject low bids offering unsatisfactory shipment terms.

13. ORDER QUANTITIES

Actual quantities ordered will be contingent on funds available at time of purchase. The City of Detroit reserves the right to reduce quantities if price quoted exceeds budgetary limitations or to increase quantities if funds are available.

14. TERMS OF PAYMENT

A discount of _____% will be allowed for payment of invoice within forty-five (45) days of delivery and acceptance of the above items and vendor's invoice. Other terms less than forty-five (45) days, E,O,M., Proximo, etc., shall not be considered. Payment terms will not be considered in determining the award of the contract(s), except in the case of tie bids. However, discounts may be offered to facilitate prompt payment.

The City of Detroit reserves the unqualified right to reject any bid, which includes a provision for a service charge levied by a vendor when payment by the City is not made within a specified time period.

15. DELIVERY

Is desired within thirty (30) days from receipt of Purchase Order.

Goods are to be F.O.B. delivered to:

City of Detroit Department of Public Works Traffic Engineering Division Sign Shop 2425 Fenkell Detroit, Michigan 48238

(313) 628-2950

16. DELIVERY TERMS/TIME. F.O.B. delivered prices are preferred. F.O.B. delivered means delivered to the dock of the institution of department noted on the bid and will include all charges for packing. Bidder may, at their option, quote F.O.B. shipping point. Prices bases on F.O.B. Shipping Point will be considered after adding transportation charges and insurance costs. Bidders must show shipping weight and point of shipments on all shipping point bids. Delivery time is a part of the consideration and must be adhered to. If time varies on different items, the bidder shall so state.

17. ADDITIONAL PURCHASES

( ) We agree to accept additional purchase orders from the City of Detroit ( ) We DO NOT agree to accept additional purchase orders from the City of Detroit for additional units at the same prices and under the same terms and conditions, for a period of one year after date of bid opening.

18. BIDDERS QUALIFICATION CRITERIA

Any bidder who furnishes bids in lieu of a single bid must provide a detailed price breakdown of the bid(s) showing price(s) for the sublet work at the time of bid(s) submittal. Any bidder who furnishes bids in lieu of a single bid must provide a detailed price breakdown of the bid(s) showing price(s) for the sublet work, at the time of bid (s) submittal.

19. CONTRACT ACCEPTANCE

The successful bidder shall be notified of the execution of a contract by the City of Detroit upon issuance of a "Contract Award Notice" or a Purchase Order. The "Contract Award Notice" shall contain the date the contract award was approved.

The signed, accepted bid of the successful bidder will be the contract between the bidder and the City of Detroit, containing the full description of all contractual terms and conditions. A copy of your signed bid will not be mailed to you. Each bidder shall keep a copy of his/her signed bid form for future reference.

20. INSURANCE

20.1 If during the term of this contract, changed conditions or other pertinent factors, should in the reasonable judgment of the City, render inadequate the insurance limits, the Contractor will furnish on demand such additional coverage as may reasonably be required under the circumstances. All such insurance shall be affected at the contractor's expense, under valid and enforceable policies.

20.2 All policies shall name the Contractor as the insured and shall be accompanied by a commitment from the insurer that such policies shall not be canceled or reduced without at least thirty (30) days' prior notice to the City. The Commercial General Liability insurance policy shall name the City as an additional insured. Certificates of insurance evidencing such coverage shall be submitted to the Finance Department, Office of Contracting and Procurement, prior to the commencement of performance under this contract and at least fifteen (15) days prior to the expiration dates of expiring policies.

21. BID WITHDRAWAL

No bid shall be withdrawn for 120 days from submission deadline. Bidders may reduce this period if stated on bid, but such bids may be rejected on the basis of the reduced time period.

22. EXECUTIVE ORDER #2016-2:

Per Executive Order No. 2016-2, worker hours on any construction project funded in whole or in part by City, State, or Federal funds shall be performed by not less than 50% bona fide Detroit residents, not less than 25% minorities and at least 5% women. Where possible, these percentages shall be applied on a craft by craft basis. For purposes of Executive Order No. 2016-2, worker hours shall include work performed by persons filling apprenticeship and on-the-job training positions.

The contractor shall include Executive Order No. 2016-2 by reference in all subcontracts at all levels.

For each project and portion thereof, documentation of compliance shall include: (1) a list of all proposed employees indicating address, telephone number, social security number, trade, sex and race or minority status, and projected worker hours for each; and (2) projected total worker hours. Documentation shall be submitted prior to contract award. After contract award, proposed changes in the workforce shall be submitted for approval.

Where, for reasons due to the nature of the contractor or trade, or for other reasons acceptable to the City, a list of intended employees is not submitted, a detailed plan will be submitted by the contractor which sets forth the entire proposed composition of the workforce, the manner in which such workforce is to be obtained, and any other details required by the City to assure sufficient specificity, intent to comply and ultimate compliance with Executive Order No. 2016-2.

Failure to comply with the provisions of Executive Order No. 2016-2 shall constitute a material breach of the contract, and the City may exercise those rights provided to it under the contract and by law. Sanctions may include, but are not limited to, termination of all or part of the contract, withholding of payment, and/or liquidated damages. Additionally, performance by the contractor in regard to Executive Order No. 2016-2 may be considered in determining the contractor's award ability for future City contracts.

Any person who knowingly submits false information, makes misrepresentations, or commits fraud or any other willful violation under Executive Order No. 2016-2 shall be subject to the maximum civil liabilities and criminal penalties allowable under the law.

23. PRICE

DISCOUNTS FROM PRICE LIST ARE FIRM. Prices are SUBJECT TO ADJUSTMENT in accordance with manufacturer's superseding published price lists and supplements. Such changes must be requested and must be substantiated by manufacturer's printed price list, received in the Office of Contracting and Procurement no later than ten (10) days after the effective date of the price change. If the request and superseding price lists are received beyond 10 days of the effective date shown on the price list, such change shall be effective 10 days prior to change and receipt of superseding lists.

If during the period of this contract, the parties cannot mutually agree on the extent of any change in the price lists, the City of Detroit reserves the right to terminate the contract without prejudice.

24. EXECUTIVE ORDER #2016-2 COMPLIANCE (Contracts over $3M General funded) Executive Order No. 2016-2 requirements are explained in paragraph 4 of the Special Conditions Section. A Construction-Demolition Work Site Roster and Employee Affidavit must be completed by the successful bidder upon request.

25. EQUALIZATION FACTOR

Per Section 17-5-12 (c)(1) of the Detroit City Municipal Code, “The bidder that makes the lowest bid, as evaluated or scored, shall be deemed the lowest equalized bidder. If the lowest equalized bid is evaluated or scored below the lowest responsible bid submitted, the lowest equalized bidder shall be awarded the contract, provided that, the contract awarded to such bidder shall not exceed, more than 12 percent above the lowest responsible bid submitted, or $100,000.00, whichever is less.”

The firm making the lowest responsive, responsible bid evaluated according to the Equalization Allowance Table* shall be deemed the lowest bidder. (see Equalization Credit Statement).

Vendors who wish to receive Equalization credit for bids submitted must submit their CRIO-issued Detroit Based Business certificate with their bid document to substantiate eligibility. The CRIO certificate must be submitted with each and every bid response submitted by the vendor. Failure to submit the CRIO certificate will result in equalization credit not being applied to your bid.

26. EXPERIENCE AND REFERENCES

Past performance and experience may be factors in making the award. Completion of Attachment A is required.

27. CERTIFIED DETROIT BASED BUSINESS SOLICITATION

This solicitation is restricted to competition between Detroit Based Businesses that have been certified by the City of Detroit Human Rights Department prior to bid due date.

A Bidder responding to this solicitation must submit with the bid response, a copy of the Detroit Based Business Certification issued by the City of Detroit, Human Rights Department. Failure to submit proof of certification with each bid response may result in rejection of your bid.

28. DETROIT EQUALIZATION FACTOR

DOES NOT APPLY in accordance with Federal Transit Administration regulation (FTA C4220.1d ) prohibiting the use of statutorily or administratively imposed in state or local geographical preferences in the evaluation of bids or proposals, except in those cases where applicable Federal statutes expressly mandate or encourage preference. This does not pre-empt State of Michigan licensing laws.

29. ALTERNATE BID

Additional bids submitted on brands other than the brands referenced in the specification shall clearly be labeled (ALTERNATE). Alternate bids submitted will be at no cost to the city of Detroit. The decision of the City of Detroit, acting through the Chief Procurement Officer, shall be final as to what constitutes an acceptable alternate from specifications.

30. DELIVERY TERMS/TIME. F.O.B. delivered prices are preferred. F.O.B. delivered means delivered to the dock of the institution of department noted on the bid and will include all charges for packing. Bidder may, at their option, quote F.O.B. shipping point. Prices bases on F.O.B. Shipping Point will be considered after adding transportation charges and insurance costs. Bidders must show shipping weight and point of shipments on all shipping point bids. Delivery time is a part of the consideration and must be adhered to. If time varies on different items, the bidder shall so state.

RFQ ATTACHMENTS LIST

Revised 12/2/2025 image1.png image2.emf image3.jpeg image4.png image5.emf image6.emf