5-RFQ 542299 - DHD IT Equipment.pdf

Revised 12/2/2025

CITY OF DETROIT

OFFICE OF CONTRACTING AND PROCUREMENT

REQUEST FOR QUOTE

RFQ NO. 542299

Detroit Health Department IT Equipment

Buyer: Jamillah Watkins

EVENT / ACTIVITY DUE DATE / TIME

ADVERTISEMENT DATE Tuesday, February 3rd, 2026

QUESTIONS DUE Monday, February 16th, 2026, by 2:00pm EST

All questions must be submitted online in the

Supplier Portal

QUOTES DUE DATE * Tuesday, March 3rd, 2026 @ 3:00pm EST

In the 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 Detroit Health

Department (DHD) requests quotes from qualified Respondents to render certain technical or professional services ("Services") as set forth in this RFQ to provide IT Equipment and accessories.

2. BACKGROUND/DESCRIPTION OF ENVIRONMENT

Michigan faces significant maternal health disparities, with Black and Indigenous birthing individuals experiencing disproportionately high maternal and infant mortality rates. The state’s maternal mortality rate stands at 23.5 deaths per 100,000 births, while Black infants have a mortality rate 2.1 times higher than the state average. Additionally, Michigan’s preterm birth rate

(10.4%) exceeds the national average, with Black birthing individuals 1.6 times more likely to experience preterm labor. These disparities stem from systemic inequities, limited access to culturally competent care, and workforce shortages. The Health Resources and Services

Administration (HRSA) projects continued shortages of OBGYNs and family medicine physicians, with 6.1% of women residing in counties without maternal healthcare providers.

Michigan's Department of Health and Human Services (MDHHS) emphasizes the need to expand the birthing care team by increasing workforce capacity and ensuring equitable access to services. BFWI directly addresses these challenges by training and certifying maternal and paternal health professionals, strengthening community-based care models, and improving workforce diversity to ensure better outcomes for vulnerable populations.

The Birthing Futures Workforce Institute (BFWI) is a workforce training and employment initiative designed to enhance maternal and child health outcomes in Detroit by developing a skilled workforce in community health, doula services, and first responder training. The program provides grant-funded employment and training services to 30 participants (adults, youth ages 18 to 24, and dislocated adults), supporting economic mobility and workforce development through certification, employment services, and wraparound support. The purpose of this quotation request is to obtain pricing for the technological equipment and accessories needed for this program’s participants.

100% of BFWI program costs will be financed with federal money. The City of Detroit has been awarded $900,000.00 for the BFWI program (This RFQ represents only a fraction of the total award). No BFWI program costs will be financed by non-governmental sources.

3. AWARD CLAUSE INCLUDING RENEWAL OPTIONS

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

Contract and/or Purchase Order. The City anticipates one or multiple awards as a result of the RFQ.

4. STATEMENT OF WORK

Scope of Work

A. Thirty laptops and thirty sets of headphones are essential for supporting in-person and hybrid workforce training and certification activities for program participants. These devices will enable participants to engage with online training resources, complete assignments, and develop key skills needed for their certifications. The laptops and headphones are vital for the successful completion of the program, ensuring participants have the necessary technology to fully participate in all aspects of their learning and development.

B. Thirty laptop sleeves will be necessary for program participants to store and transport the laptops safely.

C. A laptop cart for 30 devices and 30 headphone sets will be purchased to secure, charge, and store laptops when not in use. The cart will provide safe, organized storage for the laptops, ensuring they remain functional and accessible for participants. The headphones will enhance the participant’s experience by ensuring clear audio during training sessions, vital for effective learning. These purchases are crucial to maintaining an efficient and productive training environment

5. OPERATIONAL INFORMATION

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

6. MINIMUM QUALIFICATIONS

Bidders must have a minimum of three (3) years of experience providing IT equipment to businesses or governmental agencies.

Specifications, Change of Specifications, 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.” The decision of the City shall be final.

7. QUESTION DEADLINE

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

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

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

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

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

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

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 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.

http://www.michigan.gov/SIGMAVSS

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

9. 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.

10. INVOICES

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

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

AUTHORIZATION TO COMMENCE WORK OR SHIP GOODS – READ

CAREFULLY!!!

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

Procurement.

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

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

Payment! **

Required vendor steps to invoice:

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

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

Invoice MUST contain or have as attachment:

http://www.detroitmi.gov/Supplier

• Vendor Name and address on Invoice

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

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

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

• Invoice Date

• Date of service/delivery

• Contract number

• Purchase order number

• Total Invoice amount

Other invoice requirements:

• Invoice must be billed based on Purchase Order rates

• Total invoice amount must tie to the total supporting documents

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

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

If you need assistance, please contact the Office of Departmental Financial Services (ODFS) 313-

410-7804.

11. PREVIOUS EXPERIENCE

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

12. 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.

13. GENERAL CONDITIONS:

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

1. GENERAL CONDITIONS

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

2. LOCAL PREFERENCE CONDITIONS

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

3. MINOR DEVIATIONS

Specifications referred to herein are used to indicate desired type, and/or construction, and/or operation. 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.

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

4. AWARD

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

4.01 STANDBY AWARD

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

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

5. TERMINATION OF CONTRACT

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

Vendor.

6. 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 forthwith and no damages will accrue.

The City 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 ten – fourteen (10-14) days from each notice to ship. The City of Detroit reserves the right to reject low bids offering unsatisfactory shipment terms.

7. ORDER QUANTITIES

Actual quantities ordered will be contingent on funds available at time of purchase. The

City of Detroit reserves the right to reduce quantities if price quoted exceeds budgetary limitations or to increase quantities if funds are available.

8. F.O.B.

Goods are to be F.O.B. delivered to location(s) within the City of Detroit and other specified locations as indicated.

9. DELIVERY

Is desired within ten-fourteen (10-14) days from receipt of Purchase Order.

( ) We can meet the above delivery

( ) We cannot meet the above delivery schedule but offer the following:

The City of Detroit reserves the right to reject low bids offering unsatisfactory delivery.

For all deliveries to agencies within the City-County Building, it shall be the vendor's or contractor's responsibility to transport the items from the dock area up to the individual locations.

10. ADDITIONAL PURCHASES

( ) We agree

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

11. INSURANCE

The successful bidder must furnish Property Damage Insurance in the sum of

$100,000.00, Commercial General Liability (Bodily Injury) insurance in the sum of

$300,000.00 minimum, or contractor's standard policy, if equal or exceeding limits, and

Workmen's Compensation; City of Detroit shall be named as additionally insured on

Commercial General Liability Insurance Policies.

12. 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.

13. INSURANCE

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

13.01.1 Worker’s Compensation insurance with Michigan statutory limits and

Employer’s Liability insurance with limits of $500,000.00 each accident, $500,000.00 each disease, $500,000.00 each disease/each employee. For

Federal and State Funded Training Programs and etc., is required to secure insurance for worker’s compensation for all of its participants and

The City of Detroit should also be listed as an additional insured.

13.01.2 Commercial General Liability insurance with combined single limits of

$1,000,000.00 per occurrence subject to a minimum aggregate limit of

$2,000,000.00

13.01.3 Errors and Omissions insurance with a limit of $1,000,000.000

13.01.4 Cyber Liability insurance with a limit of $1,000,000.00

13.02 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 effected at the contractor's expense, under valid and enforceable policies.

13.03 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.

14. BID WITHDRAWAL

No bid shall be withdrawn for 90 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.

15. EQUALIZATION FACTOR

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

The firm making the lowest responsive, responsible bid evaluated according to the

Equalization Allowance Table* shall be deemed the lowest bidder. (see Equalization

Credit Statement).

Vendors who wish to receive Equalization credit for bids submitted must submit their

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

16. ALTERNATE BID

Additional bids submitted on brands other than the brands referenced in the specification shall clearly be labeled (ALTERNATE). Alternate bids submitted will be at no cost to the city of Detroit. The decision of the City of Detroit, acting through the Chief

Procurement Officer, shall be final as to what constitutes an acceptable alternate from specifications.

17. CONTAINER. Packing, reels, etc., if chargeable, must be shown as separate items.

Return freight must be paid by bidder.