5-Debris Removal and Hauling Services.pdf

11-13-23

CITY OF DETROIT

OFFICE OF CONTRACTING AND PROCUREMENT

REQUEST FOR QUOTE

RFQ NO. 541847

DPW DEBRIS REMOVAL AND HAULING

Buyer: Chris Jones

EVENT / ACTIVITY DUE DATE / TIME

OPEN DATE March 13, 2026

QUESTIONS DUE March 20, 2026, at 12:00PM EST All questions must be submitted online in the Bonfire/EUNA Supplier Portal

ANSWERS DISTRIBUTED 48hrs

QUOTES DUE DATE * March 27, 2026 @ 4:00PM EST In the Bonfire/EUNA Supplier Portal as specified in this RFQ.

* 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.

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

1. PROJECT REQUEST

The City of Detroit Office of Contracting and Procurement (OCP), on behalf of the Public Works Department, is seeking a qualified vendor to render certain services ("Services") as set forth in this RFQ to provide debris removal and hauling for a period of two (2) years.

2. 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. The term of the contract will be for two (2) years. The city anticipates one award as a result of the RFQ.

3. OPERATIONAL INFORMATION

The awarded vendor will work closely with City agency staff. The bidder is expected to provide service in accordance with the terms of the contract executed under the rules, regulations, and supervision of the City.

4. MINIMUM QUALIFICATIONS

To be eligible for the award, vendors must meet the following minimum qualifications:

• Minimum five (5) years of experience in debris removal services on a comparable scale.

5. QUESTION DEADLINE

All questions regarding the RFQ shall be submitted through the Bonfire/EUNA 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.

6. 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.

http://www.michigan.gov/SIGMAVSS

7. 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.

8. INVOICES

Vendors must be registered in City of Detroit Oracle 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!!!

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 Oracle Supplier Portal. Portal invoice amount and creation date must match the date on attached invoice. Please follow the invoice requirements below:

Invoice MUST contain or have as attachment:

• Vendor Name and address on Invoice

• Contact Info on Invoice (Accounts Receivable contact by 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 http://www.detroitmi.gov/Supplier

• 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

Terms are standard NET 30 Days, unless otherwise negotiated, and start from the invoice receipt date, provided that the invoice is submitted in a timely manner 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.

9. PREVIOUS EXPERIENCE

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

10. 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.

11. GENERAL CONDITIONS:

It is the responsibility of the Bidder to review General Conditions located on the City of Detroit’s website. 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 make any initial changes will be grounds for rejection of your bid.

CORRECTION FLUID IS NOT ACCEPTABLE.

12. 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.

13. MINOR DEVIATIONS

Specifications referred to herein are used to indicate desired type, and/or construction, and/or operation. Other products and/or services may be offered if deviations from specifications are minor and if all deviations are properly outlined and stated in the bid document. Failure to outline all deviations will be grounds for rejection of your bid.

http://www.detroitatwork.com/

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

14. AWARD

One award will be given on a low total net bid basis. Bidders shall quote on all items, leave no blanks and state "No Charge" where applicable. Blank spaces are considered to be 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.

15. PRICE

The discount on the price list is FIRM. Price list is subject to adjustment to superseding published price list(s) and/or supplement(s). Such changes must be requested and must be substantiated by the 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.

The City of Detroit must be notified in advance before any price increase becomes effective.

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

16. 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 sufficient quantities 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 24hours from each notice to ship. The City of Detroit reserves the right to reject low bids offering unsatisfactory shipment terms.

17. OPTIONAL ITEMS

The following items are to be offered as optional items, not to be included in the total bid price. The City of Detroit shall have the option of adding the desired quantities of these items to the purchase order. The bidder shall list the model number and price for each listed item.

In the event a single device is capable of satisfying two (2) or more features required, the bidder shall state, giving details.

18. ORDER QUANTITIES

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

19. ITEMS FOR EVALUATION

For bids based on a discount from Published Price List, quantities listed on the attached sheet entitled “ITEMS FOR EVALUATION” will be used for determining award of contract only and are not guaranteed. These items are not to be considered as the only items to be purchased. An evaluation will be made in the Office of Contracting and Procurement by multiplying the quantity indicated in this bid form for each item by the Catalog Price less Discount. Enter the gross price of the items for evaluation. City of Detroit will compute net price. DO NOT QUOTE PRICES FOR ITEMS NOT LISTED OR REQUESTED IN BID.

20. 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.

21. INSURANCE

a. The Contractor shall maintain at its expense during the term of this contract, the following insurance:

TYPE AMOUNT NOT LESS THAN:

Automobile Liability Insurance (covering all owned, hired and non-owned vehicles with personal and property protection insurance, including residual liability insurance under Michigan no fault insurance law)

$1,000,000.00 combined single limit for bodily injury and property damage

Workers' Compensation Michigan Statutory minimum

b. 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.

c. 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.

22. 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.

This paragraph supersedes paragraph 14 of General Conditions.