City of Detroit Office of Contracting and Procurement (OCP)

Request for Proposal # 549815 – CDD

Northwest Activities Center (NWAC) RTU Replacement

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CITY OF DETROIT

OFFICE OF CONTRACTING AND PROCUREMENT

REQUEST FOR PROPOSALS

RFP NO. 549815

CDD – Northwest Activities Center (NWAC) RTU Replacement

Buyer: Jamillah Watkins

EVENT / ACTIVITY DUE DATE / TIME

ADVERTISEMENT DATE Thursday, September 3rd, 2026

PRE-PROPOSAL CONFERENCE /

IN-PERSON BID WALK

Wednesday, September 9th, 2026 @

9:00am EST

Location: Northwest Activities Center, 18100 Meyers Rd., Detroit, MI 48235

2nd PRE-PROPOSAL CONFERENCE /

IN-PERSON BID WALK

Wednesday, September 30th, 2026 @

9:00am EST

Location: Northwest Activities Center, 18100 Meyers Rd., Detroit, MI 48235

QUESTIONS DUE Tuesday, October 6th, 2026, by 2:00pm

EST

All questions must be submitted online in the Supplier Portal as indicated in Section

3.3 of this RFP.

PROPOSAL DUE DATE * Tuesday, October 27th, 2026 @ 3:00pm

EST

In the Supplier Portal as specified in

Section 4.5 of this RFP.

* Respondents must register in EUNA Bonfire to download bid documents and submit bids. The

City cannot guarantee the accuracy of any bid documents obtained from outside of EUNA, and bids submitted outside of EUNA Bonfire will not be accepted. Detailed resources about registering and bidding, including video tutorials and live, virtual office hours, are available at www.detroitmi.gov/suppliersupport.

Questions about the specifics of this RFP must be asked within the EUNA Bonfire Messages interface for the bid on or before the date and time indicated above. Questions asked via phone, email, and/or other means will not be answered.

Proposals must be uploaded in EUNA Bonfire on or prior to the date and time indicated above.

Late and/or emailed proposals will not be accepted.

https://detroit.bonfirehub.com/ http://www.detroitmi.gov/suppliersupport

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TABLE OF CONTENTS

Section 1. Project Summary and Background

1.1. PROJECT REQUEST

1.2. BACKGROUND/DESCRIPTION OF ENVIRONMENT

1.3. AWARD CLAUSE INCLUDING RENEWAL OPTIONS

Section 2. Statement of Work

2.1. SERVICES TO BE PERFORMED

2.2. OPERATIONAL INFORMATION

2.3. TECHNICAL INFORMATION

2.4. PAYMENT & PERFORMANCE BOND (Construction)

Section 3. Proposal Evaluation and Selection Process

3.1. MINIMUM QUALIFICATIONS

3.2. ADHERENCE TO TERMS OF PROPOSALS

3.3. QUESTION DEADLINE

3.4. EVALUATION CRITERIA

3.5. EVALUATION PROCEDURE

3.6. ORAL PRESENTATION/DEMONSTRATION

3.7. REJECTIONS, MODIFICATIONS, CANCELLATIONS

3.8. PROTESTS

Section 4. Required Proposal Content and Submission Process

4.1. ACCURACY AND COMPLETENESS OF INFORMATION

4.2. REQUIRED PROPOSAL CONTENT AND FORMAT

4.3. REQUIRED COST PROPOSAL

4.4. ECONOMY OF PREPARATION

4.5. SUBMITTAL INSTRUCTIONS

Section 5. General Conditions and Requirements for RFP

5.1. CONTRACT APPROVAL

5.2. PAYMENT

5.3. INVOICES

5.4. ASSIGNMENT

5.5. MODIFICATION OF SERVICES AFTER CONTRACT APPROVAL

5.6. NEWS RELEASE

5.7. MISCELLANEOUS

5.8. OFFICE OF INSPECTOR GENERAL

RFP Attachments List

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Section 1. Project Summary and Background

1.1. PROJECT REQUEST

The City of Detroit Office of Contracting and Procurement (OCP) on behalf of the Construction and Demolition Department (CDD) requests proposals from qualified Respondents to render certain technical or professional services ("Services") as set forth in this RFP to provide design-build services for HVAC upgrades at Northwest Activities Center located at 18100 Meyers Road, Detroit.

1.2. BACKGROUND/DESCRIPTION OF ENVIRONMENT

The City of Detroit manages and operates recreation facilities across the City of Detroit. As part of the continuing effort to bring facilities to a state of good repair. The City of Detroit recently made some improvements including the 2nd floor renovation of a new afterschool facility, constructing a new smoothie bar, redesigning the entrance ramp, repairing the steam room, and providing other state of good repairs as needed.

Northwest Activities Center (NWAC) is the biggest multi-purpose recreational facility operated by the City of Detroit General Services Department, Parks and Recreation Division. It is located at 18100 Meyers at the corner of Meyers and Curtis. The facility was built in 1959 as a Jewish

Community Center, and the city purchased the center in 1975. The center is approximately

150,000 square feet and it serves various programs as the center includes a ballroom, theater, gymnasium, pool, dance studios, activity rooms, pickle ball courts, Detroit Employment Solution

Corporation’s office, after school program (Goal Line), and many more. The building has been well maintained and renovated throughout the years. The building components consist of brick and aluminum-framed windows.

The goal is to upgrade the HVAC equipment and provide sufficient heating and cooling throughout the facility. The work will consist of but limited to demo, abatement, mechanical, electrical, and plumbing, etc. of the Roof Top units only.

1.3. AWARD CLAUSE INCLUDING RENEWAL OPTIONS

If a contract is awarded as a result of this RFP, it will be a City of Detroit Professional Services

Contract (Attachment E). The term of the contract will be for two (2) years. Any renewal option exercised under this contract is effective only after the approval of the Detroit City Council and signed by the Chief Procurement Officer. The City anticipates one or multiple awards as a result of the RFP.

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Section 2. Statement of Work

2.1. SERVICES TO BE PERFORMED

Scope of Work

The scope will require the selected awardee (Contractor) to be responsible for all aspects of this project as defined in this Scope of Work. This includes all labor, materials, equipment, and subcontractors to complete the project according to industry standards and practices. This project is intended to be a turn-key system.

Coordination and phasing with city staff will be required throughout the process as the facility will be fully operated during construction. All sequencing and schedule of work must be approved in advance by the City of Detroit. A master Gantt schedule, approved by CDD will be required. The master schedule will require weekly updates to be issued using required throughout the project, all updates will show the start date of a task, percentage complete and the estimated completion date of each task.

Tasks for this project will be divided into two phases (I) Design and Preconstruction Phase; and

(II) Construction phase.

Phase 1 - Design and Preconstruction Phase

Assessment

• The Contractor to complete a visual inspection and a walk-thru to assess the site and both buildings and prepare complete report for the status of the existing premises and services.

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

• Conduct field investigation and review existing mechanical infrastructure as needed.

• Review and validate existing drawings and designs, incorporating them into the development of complete Construction Documents.

Design

The selected contractor will be responsible for providing designs to meet or exceed code and contract compliance. The contractor will be asked to find ways to minimize energy consumption, expenses, and maintenance where it’s best fit and within budget.

• Based on approved directions, prepare a complete set of construction documents that are required to obtain permits and to develop a Package for construction.

Permit Services

Trade permits and all City permit requirements are the responsibility of the contractor/subcontractors.

Phase 2 - Construction Phase

During the Construction Phase, the selected contractor will be responsible for renovating and constructing the approved scope to meet or exceed code and contract compliance. The contractor will implement the approved designs, providing all labor, equipment, materials, supervision, and other services that are necessary to complete the scope of work. The major improvement tasks for this project includes by not limited to:

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• HVAC Niagara controls

• Remove and replace existing rooftop units (RTUs)

• Remove and reconnect electrical services to support the HVAC equipment, as needed

• Remove and reconnect plumbing and gas lines to support the HVAC equipment, as needed

• Remove and reconnect fire alarm systems (if sensors are located in rooftop units)

• Abatement, as needed

• Roof repairs resulting from RTU installation, including but not limited to curb adapters and roof curb installation

• Equipment removal and disposal

• Temporary covers and safety measures

HVAC Upgrades:

• HVAC upgrades will be performed on a design-build basis. Scope may vary pending

CDD's review and approval.

• Provide a complete assessment of the existing RTUs, VAVs, and control system. Report to CDD the findings and recommendations.

• Once recommendations are reviewed and approved by owner, implement approved scope for RTUs, VAVs, and control system.

• If approved, provide a complete DDC system for rooftop units, integrated with the city's front-end Niagara Tridium control system.

• New RTUs to be Carrier or York or equivalent.

• Repair of any pavement, concrete, siding, landscaping caused by demolition, removal, and construction activities.

• Perform complete duct cleaning throughout

• Perform complete air balance throughout

• Conduct certified commissioning of all equipment. Confirm gas pressure is within specification, verify voltage and phase rotation are correct, and check that airflow meets required levels. Run functional tests on all controls to confirm they operate as intended.

Please refer to Exhibit A for the list of RTUs within Northwest Activities Center. It is the vendor’s responsibility to verify this list.

GENERAL CONDITIONS:

• The Awardee will be responsible for constructing the approved design to meet code and contract compliance.

• The Awardee and the City of Detroit will establish weekly meetings to discuss and coordinate project progress.

• The Awardee will submit bi-weekly progress reports to the City of Detroit project team, documenting weekly progress and identifying additional requests of the city.

• The Awardee will participate as a team member with the city and design team and provide support and guidance to the city throughout the entire project.

• The Awardee shall host construction project progress meetings and take meeting minutes.

• The Awardee will produce and maintain a bi-weekly updated comprehensive work schedule that outlines key dates of stakeholders’ discussions, critical decision-making dates, and anticipated submission of preconstruction and construction completion.

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• The Awardee must provide onsite superintendent for the purposes of daily construction observation, project review and general project oversight.

• During construction, the awardee must keep a lot of a daily sign in sheet.

• The Awardee shall provide weekly progress reports with photos, dated, and labeled. These will be sent by email to the CDD project manager and filed in a shared drive and/or saved in construction management software.

• The Awardee shall certify that all self-performed and subcontractor work is performed and completed per the project’s construction documents.

• The Awardee shall provide any supporting documentation such as subcontractors’ quotes/proposals that are being performed per the approved scope of work.

• The Awardee shall provide additional subcontractors’ bids/proposals when requested by

CDD.

• The Awardee shall provide all shop drawings and specifications for the approved scope tasks. Submittals and all work need to be approved before construction. CDD, and the

Architect will review work plans and develop an adequate approach with the Contractor.

• Review and approve all requests for information (RFI), shop drawings, project data, and samples for compliance with contract documents. Consult with the CDD as needed.

• The Awardee shall notify the Architect through written RFI of any conflicts identified or questions as related to scope or drawing.

• The Awardee shall provide Scope Management, Constructability Reviews and Cost

Control services throughout the entire project.

• The Awardee shall furnish detailed construction estimate showing the values of all components of the project in the schedule as noted in the tasks above.

• The Awardee shall provide value engineering services to monitor the project budget throughout the entire project.

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

Owner acceptance of the project.

• At completion of the project, the Awardee must coordinate and conduct all operation training for any systems installed.

• The Awardee shall prepare a punch list and submit a certificate of substantial completion.

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

• The Awardee shall provide all spare/extra materials.

CLOSE OUTS:

• Provide, at minimum, a full one (1) year warranty on all materials and workmanship upon final acceptance by the City of Detroit. All extended manufacturer warranties shall be transferred to the City of Detroit.

• Provide (3) printed copies and (1) digital copy of as-build drawings and closeout documents.

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

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

Walkthrough of Close-Out Documentation

• Warranties (labor, materials, and equipment)

• O&M manuals

• As-built drawings

• Final inspection documentation

Formal Turnover Date

• Confirmation of the date Facilities assume operational responsibility

Warranty Period Confirmation

• Warranty start date

• Warranty end date(s)

• Equipment-specific warranty terms

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

• Warranty start date

• Warranty end date

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

• The warranty period shall commence upon Final Acceptance as documented by the City of Detroit and shall remain effective throughout the defined warranty period. The Contractor shall be responsible for all warranty-related labor, materials, and repairs at no additional cost to the Owner. The Contractor shall be required to but not limited to:

• Attend required turnover meetings with Facilities.

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

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

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2.2. OPERATIONAL INFORMATION

Awarded Contractor(s) will work closely with City agency staff.

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

2.3. TECHNICAL INFORMATION

City Data Standards

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

Specifically, the System requires:

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

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

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

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

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

API

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

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

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

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

• Data to meet compliance rules / regulations in order to ensure the sensitive digital assets are guarded against loss, theft and misuse. These rules come in a number of forms including applicable industry compliance / standards (i.e. HIPAA, PII, PCI-

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

• The System must have the capacity to store field-level metadata and display it in the user interface when appropriate

• API is able to provide Data in a JSON format.

Specifications, Change of Specification, and Errors or Omission. Specifications which refer to brand names are given for reference. Respondents may quote on equivalent articles, provided that brand name and catalog number(s) and any deviations are noted on the bid form and complete descriptive literature is furnished. Exceptions will state “Do Not Substitute.”

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The decision of the City shall be final.

2.4. PAYMENT & PERFORMANCE BOND

The successful respondent(s) must furnish a payment and performance bond in the amount of

100% of the contract value specified in the contract guaranteeing the contract will be accepted if tendered an award. See Attached Bond Form(s) for requirements.

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Section 3. Proposal Evaluation and Selection Process

3.1. MINIMUM QUALIFICATIONS

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

• A minimum of ten (10) years of experience performing HVAC installations and upgrades for municipalities and/or large commercial facilities.

• Commercial Liability Insurance

• The ability to obtain payment and performance bonds for 100% of the contract’s value

3.2. ADHERENCE TO TERMS OF PROPOSALS

A proposal, once accepted by the City of Detroit, may become a binding contractual obligation of the Respondent. The failure of a successful Respondent to accept this obligation and to adhere to the terms of the Respondent’s proposal may result in rejection of the proposal and the cancellation of any provisional award to the respondent. Respondents are not permitted to take advantage of any errors or omissions in specifications since full instructions will be given should they be discovered before bid submission date.

3.3. QUESTION DEADLINE

All questions regarding the RFP shall be submitted through the Supplier Portal no later than the time and date specified in the solicitation. In the interest of transparency, only written questions will be accepted. Answers to questions will be posted within the Supplier Portal. The

City of Detroit does not guarantee a response to questions submitted after the question deadline.

Should a Respondent be in doubt as to the true meaning of any portion of this RFP or find any patent ambiguity, inconsistency, or omission herein, the Respondent must make a written request for an official interpretation or correction in accordance with the instructions for submitting questions as specified in this RFP.

Respondents are advised that no oral interpretation, information or instruction by an officer or employee of the City of Detroit shall be binding upon the City of Detroit.

Respondents requesting changes to the RFPs terms and conditions, specifications, quantities, etc.;

or if clarifications are needed, must make the request in writing by the stated bid submission deadline.

3.4. EVALUATION CRITERIA

Technical Proposals will be evaluated before Cost Proposals are reviewed.

Proposal Evaluation Criteria Possible

Points

1. Work Plan/Schedule 35

2. Capacity 15

3. Experience 30

4. Cost Proposal 20 http://www.michigan.gov/SIGMAVSS

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Total Points Possible 100

1. Work Plan/Schedule

The selection committee will evaluate the Contractor’s understanding of the purpose and goals as presented in the work items of this RFP. Evaluation will be based on the information presented in the Contractor’s proposal and schedule. The Project can benefit from a clear project approach that addresses these challenges.

• Based on your recommendation provide specs on how to approach the scope of work.

• Schedule monitoring and management; provide a construction schedule with sufficient detail to illustrate your firm’s approach to renovating the project. Provide recommendations of your approach to and timing of this process and highlight critical path items and any areas of concern.

• This submission should include a schedule with proposed timeframes, milestones, and other factors which may benefit the project, broken down by phase that would follow a fast-track design built to commission new system to turn over as soon as possible.

2. Capacity

The Selection Committee will also evaluate the ability of the prospective Contractor to meet the terms of this RFP relative to capacity to support schedule. The selection committee will evaluate the Vendor’s ability to complete relevant work commitments successfully and within time and budgetary constraints.

• The Awardee shall clearly identify the project staffing they intend to utilize for the project; including all key project staff, their roles and responsibilities and at what phases of the project they will be utilized. Identify the day-to-day contacts for each phase of the project. Provide a detailed organizational chart and resumes.

• During the design process, the Awardee shall provide, at a minimum, one dedicated professional project manager and/or higher-level professional staff to attend all design meetings. During the construction phase, the Awardee shall provide an onsite superintendent to coordinate the job in the field and provide for sufficient and appropriately skilled staff to implement a quality control program.

• Include a description of the experience of each person assigned to this project as well as the level of effort, as a percentage of time, to be committed and for which phases of the project (preconstruction, construction). Qualifications and references must demonstrate that the construction team has had successful experience with projects of similar size, scope, and conditions.

• Provide a list of ongoing and/or potential projects that your assigned project manager and superintendent are assigned to during the duration of this project. Design the projects and identify the timeline.

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• If selected, the Awardee agrees that it will provide, for the duration of the project, full complement of staff, including the specific persons identified in this RFP, unless otherwise approved by the Owner.

3. Experience with Similar Projects

Describe your firm’s experience with HVAC design-build services related to the requirements of the project. Provide a minimum of 3 projects.

• Detail your experience working on major renovation for similar commercial facilities. Include information on how you worked with on-site management personnel, patrons and ownership to ensure that the construction work and patron safety/satisfaction were seamless.

• Identify any other unique challenges/approaches that you have experienced that will assist the Owner with a successful project.

Detroit Equalization Credits according to the following table shall be applied after the technical and price evaluation. (Please see Equalization Credit Statement for more information.) Valid CRIO certificate(s) for the Prime and/or Subcontractor must be submitted with the bid response in order to be eligible for equalization credits)

Detroit Equalization Credits – Prime Contractor Possible

Points

Detroit Headquartered Business 5

Detroit Based Business 2

Detroit Resident Business 5

Construction Workforce Investment Business (Construction over $1M) 3

Construction Workforce Development Business 3

Detroit Small Business 1

Detroit Micro Business Concern 2

Joint Venture 2

Mentor Venture 1

Construction Workforce Development and Construction Workforce Investment credits are applicable to High Impact Construction Projects (over $1M).

Business can only be either a Detroit Small Business or Detroit Micro Business Concern but not both. Business can only be a Joint Venture or a Mentor Venture but not both.

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

Detroit Equalization Credits – SubContractor Possible Points

Detroit Headquartered Business 5 x % of work

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Detroit Based Business 2 x % of work

Detroit Resident Business 5 x % of work

Construction Workforce Investment Business* 3 x % of work

Construction Workforce Development Business* 3 x % of work

Detroit Small Business 1 x % of work

Detroit Micro Business Concern 2 x % of work

Maximum Points Possible 10

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

3.5. EVALUATION PROCEDURE

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

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

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.

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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

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Section 4. Required Proposal Content and Submission Process

4.1. ACCURACY AND COMPLETENESS OF INFORMATION

All information pertaining to the prospective respondent’s approach in meeting the requirements of the RFP shall be organized and presented in the prospective respondent’s proposal. The instructions contained in this RFP must be strictly followed.

Accuracy and completeness are essential. Omissions and ambiguous or equivocal statements will be viewed unfavorably and may be considered in the evaluation. Since all or a portion of the successful proposal may be incorporated into any ensuing contract, all prospective respondents are further cautioned not to make any claims or statements that cannot be subsequently included in a legally binding agreement.

4.2. REQUIRED PROPOSAL CONTENT AND FORMAT

To be considered responsive, each proposal must, at a minimum, respond to the following RFP sections in their entirety, responses must be uploaded in the Supplier Portal along with the Affidavit of Disclosure Interests Form and Non- Collusion Affidavit found under requirements section of the of RFP#549815:

Required Response Item

1. Attachment A – Respondent Questionnaire

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

Attachment A.

2. Attachment A2 – Staff Roster

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

3. Attachment B – Proposal Introduction and Solution / Approach

Respondent shall provide their Proposal Introduction and Solution / Approach and

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

4. Attachment B2 – Committed Work Capacity

Respondent shall complete this spreadsheet according to the instructions provided.

5. Attachment C – Pricing

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

Attachment C.

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

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

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

7. Attachment E – Model Professional Services Contract

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

8. Attachment F1 – Payment Bond Form

Attachment F2 – Performance Bond Form

Respondent must agree to furnish a payment and performance bond in the amount of

100% of the contract value specified in the contract guaranteeing the contract will be accepted if tendered an award (see Section 2.4 Payment & Performance Bond and

Attachment F – Performance Bond Form for requirements).

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4.3. REQUIRED COST PROPOSAL

Respondents are requested to make a firm cost proposal to the City of Detroit, through the completion of Attachment C. If a contract is entered into as a result of this RFP, it will be a contract for fees as related to providing all requested services, with a price not to exceed the total price quoted in the proposal. The City of Detroit reserves the right to select proposals from the most responsible Respondents with the most reasonable costs. The City reserves the right to select one or more firms to perform all or separate parts of this function.

4.4. ECONOMY OF PREPARATION

Proposals should be prepared simply and economically providing a straightforward, concise description of the Respondent’s ability to meet the requirements of the RFP. Emphasis should be on the completeness and clarity of content.

4.5. SUBMITTAL INSTRUCTIONS

All proposals must be submitted through the Bonfire/EUNA Procurement Supplier Portal at detroit.bonfirehub.com. Each Respondent is responsible for ensuring that its proposal is received by the City on a timely basis. Faxed or mailed proposals will not be accepted.

Firms shall not distribute their proposals to any other City office or City employee. Proposals received become the property of the City. The City is not responsible for any costs associated with preparation or submission of proposals. All proposals submitted by the due date will be recorded in the Supplier Portal. Responses received will not be available for review. Proposals received will be subject to disclosure under the state of Michigan’s Freedom of Information Act. An officer of the company authorized to bind the company to a contractual obligation with the City must sign the proposals in the Supplier Portal. The successful respondent will receive an award letter.

Respondents who are not awarded will receive a notification that the award decision has been made.

Support Channels for Technical Difficulties and Questions Visit https://detroitmi.gov/suppliersupport for:

- Guides on how to register in EUNA

- Guides on how to submit a response to the solicitation

- FAQs

Contact Bonfire’s technical support in the portal for:

- Technical issues with the e-bidding portal

- Registration problems

- Help submitting responses through the system

Contact the City (eprocurement@detroitmi.gov) for:

- General procurement process questions

- City-specific requirements and policies

For Solicitation/Project-Specific Questions:

- Submit all solicitation-related questions through the Public Q&A tab in the Bonfire/EUNA

Procurement portal. This ensures all vendors receive the same information and maintains transparency in the bidding process. Emails and calls regarding solicitation-specific questions will not receive a response.

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

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Section 5. General Conditions and Requirements for RFP

5.1. CONTRACT APPROVAL

Upon contract award, the City and the successful Respondent shall execute a professional services contract, which shall contain all contractual terms and conditions in a form provided by the City.

No contract shall become effective until the contract has been approved by the required City

Departments and Detroit City Council and signed by the City of Detroit Chief Procurement Officer.

Prior to the completion of this approval process, the successful Respondent shall have no authority to begin work under the contract. The Chief Financial Officer shall not authorize any payments to the successful Respondent prior to such approvals; nor shall the City incur any liability to reimburse the successful Respondent regarding any expenditure for the purchase of materials or the payment of services.

5.2. PAYMENT

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

5.3. INVOICES

Vendors must be registered in City of Detroit Vendor Portal and be a registered vendor with the

City of Detroit to submit invoices and receive payments. Go to http://www.detroitmi.gov/Supplier to register.

AUTHORIZATION TO COMMENCE WORK OR SHIP GOODS –

READ CAREFULLY

Contractors may begin work or ship goods upon receipt of the required authorization, which is the

CPA (Contract Purchase Agreement), in addition to SPO (Standard Purchase Order), from

Procurement.

The CPA (City Council Approved and Awarded Contract Purchase Agreement) alone is not authorization to begin work.

**Work commencing without issuance of the Purchase Order is subject to Payment Delays and/or Non-Payment **

Required vendor steps to invoice:

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

Invoice MUST contain or have as attachment:

• Vendor Name and address on Invoice

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

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

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

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

Revised 08/21/2026 Page 19 of 21

• 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/Contract rates

• Total invoice amount must tie to the total supporting documents

• Supporting documentation must be attached to the invoice in the portal

Terms are standard NET 30 Days, unless otherwise negotiated, and start from the invoice receipt date, provided that the invoice is submitted timely to the City's AP department with the necessary supporting documentation.

If you need payment assistance, please contact the Office of Departmental Financial Services

(ODFS) 313-410-7804.

For technical assistance, please visit detroitmi.gov/suppliersupport.

5.4. ASSIGNMENT

The services to be performed by the successful Respondent shall not be assigned, sublet, or transferred, nor shall the successful Respondent assign any monies due or to become due to him under any contract entered into with the City pursuant to these specifications, without prior written approval of the City.

5.5. MODIFICATION OF SERVICES AFTER CONTRACT APPROVAL

The City reserves the right to modify the services provided by the successful Respondent awarded a contract. Any modification and resulting changes in pricing shall be made by amendment to the contract by the successful Respondent and the City.

5.6. NEWS RELEASE

News releases pertaining to these proposal specifications or the provisions to which they relate shall not be made without prior approval of the City and then only in coordination with the City.

5.7. MISCELLANEOUS

It shall be the responsibility of the Respondent to thoroughly familiarize themselves with the provisions of these specifications. After executing the contract, no consideration will be given to any claim of misunderstanding.

The Respondent agrees to abide by the rules and regulations as prescribed herein by the City as the same now exists or may hereafter from time to time be changed in writing.

Contractors are encouraged to contract with small and minority businesses, women's business enterprises, labor surplus area firms and Detroit businesses. The City strongly encourages the hiring of Detroit residents whenever possible by contacting Detroit At

Work for your hiring needs. Visit the Detroit At Work website for specific contact information regarding these opportunities.

https://urldefense.com/v3/__https:/descmiworks.org/business-services/__;!!NcXZSU8rfchoEksI!efgwb7Az7YQ1WNYz08X3skt7ah9Lt0tZnoFrliM4GlUH9iYP4Dtz_l03Xya-8iVDi2esZRdC59m0O9Xl8DlelS4a5w$

Revised 08/21/2026 Page 20 of 21

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.

Revised 08/21/2026 Page 21 of 21

RFP Attachments List

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

➢ Attachment A - Respondent Questionnaire

➢ Attachment A2 – Staff Roster

➢ Attachment B - Proposal Introduction and Solution / Approach

➢ Attachment B2 – Committed Work Capacity Spreadsheet

➢ Attachment C – Pricing

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

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

➢ Attachment F1 – Payment Bond Form

➢ Attachment F2 – Performance Bond Form

➢ Attachment E - Model Professional Services Contract

➢ Exhibit A – NWAC RTU List