5-545307 RFP.pdf

City of Detroit Office of Contracting and Procurement (OCP)

RFP # 545307 Operation of Engagement Centers

CITY OF DETROIT

OFFICE OF CONTRACTING AND PROCUREMENT

REQUEST FOR PROPOSALS: RFP #545307

Operation of Engagement Centers for the Care and

Stabilization of Individuals Experiencing High Levels of Intoxication

EVENT / ACTIVITY DUE DATE / TIME

ADVERTISEMENT DATE Friday March 20, 2026

PRE-PROPOSAL CONFERENCE Date: Tuesday March 31, 2026 Microsoft Teams Link Below

QUESTIONS DUE on or before Monday April 6, 2026 by

3:00PM EST

via the supplier portal PROPOSAL DUE DATE * Monday April 20, 2026, by 3:00PM EST

Via the supplier portal

* Proposals must be uploaded into the Supplier Portal on, or prior to the exact date and time indicated above. Late or emailed applications will not be accepted.

Respondents must enroll in the Supplier Portal to download the bid documents and to ensure inclusion in our database www.detroitmi.gov/supplier. Instructions may be found on the City of Detroit website which includes tutorials on how to register. If you have any questions, please send an email to procurementinthecloud@detroitmi.gov or call (313) 224-4600.

TABLE OF CONTENTS

Section 1. Project Summary and Background

1.1. PROJECT REQUEST

1.2. BACKGROUND/DESCRIPTION OF ENVIRONMENT

Section 2. Statement of Work

2.1. ELIGIBLE ACTIVITIES

2.2. OPERATIONAL INFORMATION

2.3. TECHNICAL INFORMATION

3.1. MINIMUM QUALIFICATIONS

3.2. PROPOSAL REQUIREMENTS

3.3. ADHERENCE TO TERMS OF PROPOSAL

3.4. QUESTION DEADLINE

3.5. EVALUATION CRITERIA

3.6. EVALUATION PROCEDURE

3.7. ORAL PRESENTATION/DEMONSTRATION

3.8. REJECTIONS, MODIFICATIONS, CANCELLATIONS

3.9. PROTESTS

Section 4. Required Proposal Content and Submission Process

4.1. ACCURACY AND COMPLETENESS OF INFORMATION

4.3. REQUIRED COST PROPOSAL

4.4. ECONOMY OF PREPARATION

4.5. SUBMITTAL INSTRUCTIONS

Section 5. General Conditions and Requirements for RFP

5.1. AGREEMENT APPROVAL

5.2. PAYMENT

5.3. INVOICES

5.4. ASSIGNMENT

5.5. MODIFICATION OF SERVICES AFTER AGREEMENT APPROVAL

5.6. NEWS RELEASE

5.7. MISCELLANEOUS

ACCESS TO RECORDS AND REPORTS

GEOGRAPHIC RESTRICTIONS

5.8. OFFICE OF INSPECTOR GENERAL

RFP Attachments List………………………………………………………………………………………… 19

Section 1. Project Summary and Background

1.1. PROJECT REQUEST

The City of Detroit Office of Contracting and Procurement (OCP) on behalf of the Housing and Revitalization Department (HRD), is releasing this Request for Proposals for interested and qualified organizations (hereinafter referred to as “Implementation Partner(s)”) to support the operation of one or more engagement centers (historically referred to as sobering centers) that provide a short-term, safe, supervised environment for individuals who are very intoxicated or impaired due to substance or polysubstance use, including those found publicly intoxicated and at risk of harm to themselves or others.

The City is seeking implementation partners to operate a welcoming and low-barrier space in Detroit for individuals actively experiencing intoxication or impairment because of substance use. The goal is to establish an engagement center that diverts publicly intoxicated individuals from emergency departments and jails, providing a safe environment and connections to recovery organizations, peer support, medical referrals and other recovery pathways.

Furthermore, this program will also support the homelessness system in encounters with individuals attempting to utilize emergency shelter services, but who are intoxicated or impaired due to substance or polysubstance use to the point that it prohibits them from safely staying in the program for that night.

The service model is intended to provide a supervised, safe, supportive alternative to emergency rooms and law enforcement custody for individuals experiencing intoxication in unsafe environments who do not require hospital-level care. The initiative should serve as a low-barrier, non-judgmental access point for care and support for individuals who use substances.

The engagement center should prioritize person-centered care, incorporate harm reduction principles, foster relationship building, and facilitate connections to appropriate services including facilitating connections to emergency shelter.

Respondents are invited to submit proposals for operational support that would increase their facility’s capacity to:

1) Offer low-barrier access in a welcoming, non-judgmental, safe, supervised space where individuals experiencing high levels of intoxication can receive immediate, compassionate support for stabilization and recovery (without any requirement for sobriety).

2) Promote overdose prevention and awareness education, facilitate access to harm reduction tools and supplies, and connect individuals to treatment, housing, and supportive services through peer recovery coaches.

3) Reduce the role of emergency room and law enforcement as the primary response pathway for intoxicated or impaired individuals by providing an alternative destination with public health services and a more appropriate level of care.

4) Relieve the pressure on emergency shelters by offering dedicated respite for intoxicated individuals, ensuring the homelessness system can better serve all clients.

The overarching goal is to reduce the negative impacts of public intoxication by offering a compassionate, non-judgmental entry point into the continuum of care, promoting harm reduction, facilitating access to treatment, housing, and other essential services, and ensuring individuals receive appropriate care while helping to reduce strain on emergency departments, first responders, and the homelessness system.

1.2. BACKGROUND/DESCRIPTION OF ENVIRONMENT

The opioid overdose epidemic is an urgent public health crisis that disproportionately affects the City of Detroit. In the late 1990s and early 2000s, Detroit saw between 75 – 100 drug overdose deaths per year. As the overdose crisis accelerated nationwide, driven by the availability of prescription opioid medications and heroin, deaths rose to 100 – 150 per year from the mid-2000s through 2014.

However, as fentanyl and other synthetic opioids became more prevalent in the drug supply, deaths rose sharply, nearly tripling from 132 in 2014 to 359 in 2018. Finally, just as overdose deaths had begun to level off in 2019, the pandemic struck, bringing widespread bereavement, job loss, isolation, and disruption of daily life, and interruption of essential substance use disorder (SUD) treatment and recovery support services. With this sudden increase in risk factors associated with substance use and drug poisoning, deaths tragically rose yet again.

In response to this crisis, the City – alongside its partners in the community and at the federal, state, and county levels – has worked to expand overdose prevention and community education;

harm reduction services like naloxone distribution, naloxone training, and syringe service programs; and access to high-quality SUD treatment. However, gaps in services remain, and many Detroit residents who use substances have inadequate access to prevention, treatment, recovery, and holistic wraparound services. Individuals experiencing unsheltered homelessness who are also using substances have even more obstacles to accessing and utilizing SUD services.

Sometimes this challenge reflects a lack of visibility of resources, awareness of services, and coordination of care. In other instances, residents have difficulty navigating the process to access treatment or other supportive health and social services, which can be multi-step, complex, and paperwork intensive.

Recognizing the need for responsive, person-centered care for people who use substances, the City is expanding and diversifying its support strategies. This includes focused efforts to better serve individuals experiencing high levels of intoxication that may place themselves or others at risk of harm - those who may not require emergency medical care but still need safe, compassionate, and timely support. Local healthcare, treatment, and criminal justice systems are increasingly strained, with a significant share of resources consumed by frequent use of crisis services. This ongoing demand highlights the need for community-based alternatives, such as engagement centers, that can meet individuals where they are, reduce pressure on emergency systems, and provide connection to services to support long-term stability and well-being.

Engagement centers play a critical role in closing service gaps and improving care coordination.

Many individuals, especially individuals experiencing homelessness, face barriers to accessing support due to fragmented systems, complex entry points, and limited navigation or peer assistance. Engagement centers provide short-term, supervised care in a safe, community-based setting where individuals can stabilize and connect with ongoing support.

This RFP seeks operational support to establish engagement centers designed to serve people who may not otherwise engage with services. Funded centers will be expected to:

Provide low-barrier, person-centered services for individuals who use substances and are experiencing intoxication or impairment that may place them, or others, at risk of harm.

Offer safe, welcoming environments grounded in harm reduction and trauma-informed care where individuals can remain for a fixed period of time while recovering from intoxication.

Employ peer recovery coaches or support specialists to build trust, facilitate access to treatment and wrap around services, and coordinate with local providers for continuity of care.

Support individuals’ basic needs (such as food, hygiene, and stabilization) while offering a community-based alternative to emergency departments and law enforcement as the primary response pathway.

As part of a broader continuum of care, engagement centers have the potential to reduce preventable overdoses and contribute to improved long-term health and stability across the community.

1.3. AWARD CLAUSE INCLUDING RENEWAL OPTIONS

Contracts awarded under this RFP will be City of Detroit Professional Services Agreements. The term of the agreement will be two (2) years, with the option of three (3) one-year renewals.

Any renewal option exercised under this contract is effective only after the approval of the Department and the Detroit City Council.

The city anticipates one (1) or more awards as a result of this RFP.

Section 2. Statement of Work

2.1. ELIGIBLE ACTIVITIES

The purpose of this RFP is to expand access to safe, supervised, low-barrier, community-based services for individuals in the City of Detroit who are very intoxicated or impaired due to substance use, but do not require a higher level of care. Providers will operate welcoming, non-judgmental spaces that offer immediate support, including basic health services, harm reduction, and care navigation. Programs should prioritize building trust and connection while facilitating timely access to treatment, harm reduction, housing, and other supportive services.

This program will have a particular focus on serving individuals experiencing unsheltered homelessness, including people with SUD and co-occurring conditions. The Engagement Center is designed to support individuals presenting with high levels of intoxication or impairment, offering immediate safety and stabilization services. In addition to offering basic stabilization services and supportive monitoring, the program will actively facilitate connections to ongoing treatment and recovery resources. All services will be delivered in a low-barrier, person-centered, and non-judgmental setting that upholds dignity, ensures safety, and encourages engagement in care.

Compared to the status quo, projects are expected to increase one or more of the following:

The number of clients accessing short-term, walk-in, low-threshold services for heightened intoxication, particularly those experiencing unsheltered homelessness or significant socioeconomic barriers, through community-based, non-judgmental settings.

Diversion from emergency departments, hospitals, and the criminal justice system by providing appropriate stabilization alternatives, while strengthening coordination across harm reduction and wrap around services to support long-term recovery and stability.

The availability and integration of peer recovery or support services to build trust, promote engagement, and support individuals in accessing treatment, harm reduction, housing, and other supportive services.

Respondents can propose a broad range of engagement center models that would achieve these goals. The City of Detroit welcomes innovative approaches that identify and address key strategies and tactics that will have the greatest impact on clients.

As examples only, respondents may propose a range of engagement center models and service components, including but not limited to:

Offering short-term facilities where intoxicated individuals can safely remain while recovering (e.g., beds, recliners, cubicles, lounges, etc.)

Accepting referrals from a range of sources, including walk-in clients or drop-offs from emergency medical services, law enforcement, outreach teams, homeless shelters, or other responders.

Establishing partnerships with local hospitals and emergency departments to receive individuals who have been medically stabilized following an overdose or related crisis, allowing for warm handoffs to the engagement center for continued support and connection to ongoing care.

Hiring credentialed staff (e.g., certified nursing assistants) to monitor vital signs and ensure the safety and well-being of clients during their stay.

Hiring case managers to reduce barriers to evidence-based treatment and support by connecting individuals to appropriate local services, facilitating follow-up, and ensuring continuity of care.

Staffing peer recovery coaches to provide mentorship, support, and a uniquely informed approach to engagement.

Embedding care coordination within the center to support referrals and warm handoffs to behavioral health services, substance use disorder treatment, housing, health care, and social supports.

Operating on a consistent schedule that aligns with peak times when individuals experiencing high levels of intoxication typically access crisis services.

As much as possible, applicants should aim to provide quantitative estimates for how the project will increase the scale, accessibility, or impact of services for individuals experiencing acute intoxication or impairment due to substance use. For example:

Number of individuals experiencing intoxication or impairment accessing safe, stabilizing care through the engagement center’s services.

Percentage of clients successfully connected to follow-up care or treatment (e.g., behavioral health services, substance use disorder treatment, housing services).

Number of warm handoffs facilitated by law enforcement, hospitals, emergency departments, homeless shelters, or outreach teams to the engagement center.

Number of unsheltered individuals connected to ongoing care through the engagement center.

Coordination with Other Sources of Funding

All proposals are expected to use City of Detroit funding to supplement, not supplant, existing sources of funding and existing services, including those reimbursed by insurance. If an applicant receives reimbursement from an insurance company and/or public grants, the applicant should outline specifically in their proposal how City of Detroit funding would expand on the existing funded services (i.e., supplement, not supplant).

Funding will be awarded based on the quality and quantity of applications received and the needs of the substance use disorder ecosystem in the City; the City may consider funding awards from other jurisdictions (e.g., state, county, federal) in making decisions about prioritization and award of City funds.

Policy Priorities and/or Requirements for All Proposals

This section outlines requirements and policy priorities that apply to all proposals:

Facilities must strive to be low barrier and accept referrals with few preconditions, including referrals from law enforcement agencies, emergency medical services, hospitals, and/or homeless shelters.

The City will prioritize applicants that offer services 7 days a week.

Facilities must be able to serve a minimum of 5 people of all genders safely.

The City will prioritize proposals from non-profit organizations.

The City will prioritize proposals from organizations with a strong history of serving individuals with substance use disorders, including those who also experience homelessness, and who actively engage this population in care.

To the greatest extent possible within the facility’s capabilities, clients should not be excluded based on physical or mental health conditions, disability, family composition, or gender identity.

Facilities accommodate client choice when connecting individuals to services, allowing clients to choose which treatment provider, housing services provider, etc.

To ensure accountability and fiscal responsibility, the funded project will provide the City with data reports on a regular basis, as determined by the City, on key performance indicators. Indicators include but are not limited to metrics listed in the chart below. Ongoing funding will be contingent on the achievement of target outcomes and impact on community diversion goals.

Engagement Center Performance Data

The Engagement Center will administer standardized client satisfaction surveys, providing the City with regular data reports to facilitate quality assurance and collaborative problem-solving

Category Details / Specific Sub-Categories

Demographics Age, Race, Gender, Sexual Orientation, Disability, Marital Status Co-occurring Psychiatric/Physical disorders, Stage of Change City/State of residence; Current Legal Status (Probation/Parole/etc.)

Domestic Violence report; recently a victim; reported to law enforcement

Housing Status Own home, street, shelter, jail, car, abandoned building, hospital, etc.

If coming from jail/hospital: Is there a confirmed place to live?

Service Volume Date/Time of admission; Referral Source (Law Enforcement, EMS, Hospital, Walk-in, etc.)

Primary substance (Opioids, Alcohol, Crack Cocaine, etc.)

If brought by police: Specific reason for police involvement

Operations Number of beds filled per night; Individuals turned away (Reason:

Full vs. Clinical)

If turned away due to capacity, where were they sent?

Total number of harm reduction supplies distributed

Discharge Date/Time of discharge; Total hours stayed

Stayed full 23h? If left early: Sober vs. not sober; Reason for extended stay

Destination upon discharge

Detox/Treatment Enrollment (warm hand-offs)

Referrals Accepted Total referrals accepted for: Medical, Mental Health, Treatment, MOUD, CAM, or Drop-in Centers

Peer support, group therapy, SA counseling, residential treatment, detox

Utilization Trends Single-use users vs. Repeat (2-5x) vs. High-Frequency (6+) Number of individuals returning within 48 hours of release

Outcomes & Follow-up

Did the participant attend the referred service?

If no engagement: Transport, ID/Documents, Insurance, Stigma, or Readiness

Value Metrics ER Diversion Rate, Jail Diversion Rate, and Community Cost Savings

2.2. OPERATIONAL INFORMATION

Respondent performs in accordance with the terms, conditions, and specifications in their contract. HRD has the following prerogative regarding proposals submitted:

To award all or part of the project at its discretion.

To request additional information for the purposes of clarification.

To change the deadline for submitting applications upon appropriate notification to all

Implementation Partners receiving the RFP.

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

Funding Sources and Related Requirements

The City anticipates funding awards under this RFP using funding from legal settlements with manufacturers and distributors of opioid medications. These funds do not have specific grant or compliance requirements beyond standard City of Detroit contracting, financial management, reporting, and oversight practices.

Respondents should be aware that the City of Detroit typically provides funding on a reimbursement basis.

2.3. TECHNICAL INFORMATION

The City of Detroit is committed to centralizing and warehousing data for the purpose of improving service delivery and enabling cross departmental analytics. For this reason, we expect applicants, contractual relationships, and resulting software platforms to enable data access, data interoperability, warehousing of resulting data, and adherence to City data standards.

Section 3. Respondent Evaluation and Selection Process

3.1. MINIMUM QUALIFICATIONS

Respondents will only be accepted from those organizations:

Demonstrating a minimum of three (3) years of experience providing similar services to those requested in the RFP for projects of similar scope. This can include providing services to individuals who use substances, and/or experience unsheltered homelessness, including crisis stabilization, peer engagement, treatment, harm reduction, and healthcare navigation to under-resourced and marginalized populations in Detroit (or a city with comparable demographic features).

With sufficient organizational capacity to develop and provide the services they have proposed and on the scale that they have proposed in their application.

3.2. PROPOSAL REQUIREMENTS

Accepted proposals must adhere to the following:

Meet threshold criteria, and

Include all applicable forms and attachments.

3.3. ADHERENCE TO TERMS OF PROPOSAL

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 application may result in rejection of the application and the cancellation of any provisional award to the applicant. 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.

3.4. QUESTION DEADLINE

All questions regarding the RFP 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 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.

3.5. EVALUATION CRITERIA

Technical Proposals will be evaluated before Price Proposals are reviewed.

Proposal Evaluation Criteria Possible Points

Respondent Statement of Qualifications (Attachment A Part 3) 30 Proposal Introduction and Solution / Approach (Attachment B) 30 Respondent Capacity (Attachment A – Part 3) 25 Attachment C: Pricing and Budget 15

Total Points Possible 100

Maximum points for phase one not to exceed one hundred (100) points.

PHASE TWO CRITERIA – PRIME CONTRACTOR ECONOMIC DEVELOPMENT

1. Detroit headquartered business 10

2. Detroit based business 5

Total Points Possible 15

Maximum points for phase two not to exceed fifteen (15) points.

PHASE THREE CRITERIA ECONOMIC DEVELOPMENT & CONTRACT PERFORMANCE OF

PRIME AND SUBCONTRACTOR(S)

1. Detroit headquartered business 15

2. Detroit based business 5

Total Points Possible 20

Maximum points for phase three not to exceed twenty (20) points.

3.6. EVALUATION PROCEDURE

Following the receipt of proposals, a City-designated Evaluation Committee will evaluate each response. All Respondents that meet the required format of this RFP will be evaluated. Any proposal 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 Applicant 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 scoring 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.

3.7. 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. Respondent will be notified by the Office of Contracting and Procurement of the date, time, and location for oral presentations.

3.8. 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 applications.

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 an agreement, to pay any cost incurred in the preparation of a proposal under this request, or to procure or contract for services.

3.9. PROTESTS

Protests can be filed with the Housing and Revitalization Department. Interested parties aggrieved by a RFP or the award of any resulting agreements, may file written notice of protest to the following:

City of Detroit Housing and Revitalization Director 2 Woodward Avenue, Suite 908

Detroit, MI 48226 “RFP Protest”

At a minimum, such protests shall include:

1) Name of protestor;

2) RFP/Respondent number and description; and

3) Statement of grounds for protest (reference specific text in the RFP, or respondent document that is at issue).

The decision of the Group Executive and/or the Department Director are final and is not subject to appeal.

Section 4. Required Proposal Content and Submission Process

4.1. ACCURACY AND COMPLETENESS OF INFORMATION

All information pertaining to the prospective Respondent’s approach to meeting the requirements of the RFP should 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 application may be incorporated into any ensuing agreement, 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 respondent must, at a minimum, respond to the following RFP sections in their entirety, and responses must be uploaded to the Supplier Portal. Portal along with the Affidavit of Disclosure Interests Form and Non- Collusion Affidavit found under the requirements section of RFP#545307

Required Response Items

1. Letter of Transmittal

The prospective Applicant’s application shall include a letter of transmittal signed by an individual or individuals authorized to bind the prospective Applicant contractually. The letter must state that the application will remain firm for a period of one hundred twenty

(120) days from its due date and thereafter until the prospective Applicant withdraws it, or a contract is executed, or the procurement is terminated by the City of Detroit, whichever occurs first. The Letter of Transmittal is a required item and failure to include it will invalidate the proposal.

2. Attachment A – Organizational Capacity Applicant shall respond to the questions on Organizational Capacity, per the requirements provided in Attachment A to this RFP.

Page limit: 10 pages single spaced

• Experience with Substance Use Disorders, Pathways to Recovery, and Homelessness

Characteristics and Policies: 15 Points

• Financial Management Capacity: 10 Points

3. Attachment B – Proposed Approach Applicant shall outline their proposed project and its expected impacts, per the requirements provided in Attachment B.

4. Attachment C – Pricing and Budget Respondent shall provide their Price Proposal, per the requirements provided in Attachment C. List items as follows:

C-1: Proposed Project Budget

5. Attachment D – Forms, Affidavits and Documents (See Note Below) Applicant shall provide their completed Forms, Affidavits and Documents, per the requirements and checklist provided in Attachment D. Include the item(s) as follows:

D-1: Organizational Chart

No points are awarded for submittal of required items; however, a point will be deducted for each attachment not submitted.

4.3. REQUIRED COST PROPOSAL

Respondents are requested to make a firm price proposal to the City of Detroit, through the completion of Attachment C. If an agreement is entered into as a result of this RFP, it will be an agreement for fees 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 respondent 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 not be prepared simply and economically providing a straightforward, concise description of the Applicant’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 Supplier Portal. Each Respondent is responsible for ensuring that its application is received by the City on a timely basis. Faxed or mailed proposals will not be accepted.

Respondents shall not distribute their applications 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.

Section 5. General Conditions and Requirements for RFP

5.1. AGREEMENT APPROVAL

Upon RFP award, the City and the successful awardee shall execute an agreement, which shall contain all contractual terms and conditions in a form provided by the City. No agreement shall become effective until it has been approved by the required City Departments and Detroit City Council. Prior to the completion of this approval process, the successful Respondent shall have no authority to begin work under the agreement. 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 regarding any expenditure for the purchase of materials or the payment of services.

5.2. PAYMENT

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

5.3. INVOICES

The awardee must be registered in City of Detroit Supplier 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!!!

Awardees 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) Awardee should submit their invoices via City of Detroit Supplier 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:

• Awardee 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

• Awardee Agreement number

• Purchase order number

• Total Invoice amount

Other invoice requirements:

• Invoice must be billed based on Purchase Order rates

• Total invoice amount must be tied to the total supporting documents

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

Terms are standard NET 15 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.

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 AGREEMENT APPROVAL

The City reserves the right to modify the services provided by the successful respondent awarded an agreement. Any modification and resulting changes in pricing shall be made by amendment to the agreement by the successful awardee and the City.

5.6. NEWS RELEASE

News releases pertaining to these application 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.

In accordance with 2 C.F.R. § 200.321, Respondents 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.

ACCESS TO RECORDS AND REPORTS

Respondents shall maintain full and complete Records reflecting all operations related to this Agreement. The Records shall be subject to inspection, review, and audit by the City and the Government-Grantor Agency. Such Records shall be maintained in accordance with generally accepted accounting and internal controls, and all federal, state, and local accounting principles and governmental accounting and financial reporting standards. All Records must be maintained for a duration no less than the later of (a) five (5) years after all Funds have been expended or returned to the City.

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

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

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

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

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

Nothing contained in this Agreement shall be construed or permitted to operate as any restriction upon the powers granted to the Auditor General by the City Charter, including but not limited to the powers to audit all accounts chargeable against the City and to settle disputed claims.

In accordance with 2 C.F.R. § 200.337 (a) “Records of non-Federal entities”, the Government- Grantor Agency, Inspectors General, the Comptroller General of the United States, and the pass-through entity (including, but not limited to the City), or any of their authorized representatives, shall have the right of access to any documents, papers, or other records of the Awardee which are pertinent to the funds, in order to make audits, examinations, excerpts, and transcripts. The foregoing right also includes timely and reasonable access to the Awardee’s personnel for the purpose of interviewing and having discussion related to such documents.

The rights of access in this Section 36 are not limited to the required retention period set forth in Section 36 but shall continue for such longer period as the Records are retained.

The Awardee shall, upon request by the City, provide to the City all data and information as necessary to allow the City to meet the City's reporting obligations to the Government-Grantor Agency, including but not limited to data and information needed by the City for closeout submissions, if any, to the Government-Grantor Agency.

GEOGRAPHIC RESTRICTIONS

The Awardee agrees to refrain from using state or local geographic preferences, except those expressly mandated or encouraged by Federal statute, and as permitted by FTA [Acquisition of Management, Architectural and Engineering Services 49 U.S.C. Section 5325 (d)].

5.8. OFFICE OF INSPECTOR GENERAL

5.8.1. In accordance with Section 2-106.6 of the City Charter, this Agreement 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 Agreement has an interest in the Agreement and fails to disclose such interest.

5.8.2. This Agreement 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 Agreement.

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

Charter. If applicable, the actions of the Awardee, 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, awardee and subcontractor providing goods and services to the City, business entity seeking agreements 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, awardee, subcontractor, and licensee of the City, and every applicant for certification of eligibility for a City agreement 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 – Organizational Capacity Attachment B – Proposal Approach

Attachment C – Pricing and Budget Attachment D - Forms, Affidavits and Documents Attachment E- Profession Services Contract Template