5-RFQ-549251 Security Services for Samaritan Wellness Center.pdf

Revised 12/2/2025

CITY OF DETROIT

OFFICE OF CONTRACTING AND PROCUREMENT

REQUEST FOR QUOTE

RFQ NO. 549251

Security Guard Services for Samaritan Wellness Center

Buyer: Kelly Trammel

EVENT / ACTIVITY DUE DATE / TIME

QUESTIONS DUE August 7 2026, on or before 3:00pm EST

All questions must be submitted online in the Supplier Portal

QUOTES DUE DATE * August 14, 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 requests proposals from qualified Respondents to render certain technical or professional services ("Services") as set forth in this RFQ to provide security services.

BACKGROUND/DESCRIPTION OF ENVIRONMENT

The City of Detroit Health Department is seeking a qualified vendor to provide security services outlined in this Scope of Work. These services are designed to ensure the safety and security of WIC staff, clients, and the facility at Samaritan Wellness Center. The security personnel will perform assigned duties to maintain a safe environment for all visitors and staff members.

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 (Attachment E). The term of the contract will be for one (1) year. 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 RFQ.

SCOPE OF WORK:

The City of Detroit Office of Contracting and Procurement (OCP) on behalf of the Health Department is seeking qualified firms to provide unarmed security guard services for WIC staff, clients, and the facility at Samaritan Wellness Center. Security services will be for the following schedule starting October 1, 2026, until September 30, 2027:

Monday, Tuesday, Thursday and Friday – 7:30AM to 5:00PM Wednesday – 8:30AM – 5:00PM

46.5 Hours per wk, for 52 wks:

Location: 5555 Conner Street, Detroit, MI 48213

Facility: Samaritan Wellness Center

Building Perimeter Checks

• Before Staff Arrival:

o Upon arrival, the security guard must walk the inside perimeter of the building to ensure safety.

o The security guard must check the public bathroom and gym room to verify that all areas are secure and free from safety hazards.

Monitoring the Front Desk

• The security guard will remain stationed at the front desk during their scheduled shift, except when conducting periodic checks around the building.

Safety Walkthroughs

• The security guard will periodically walk through the building, including hallways and key public areas, to ensure the safety of the WIC staff and facility.

Assisting WIC Staff and Clients

• The security guard will assist WIC clients who are seeking the WIC suite. This may include:

o Giving directions or escorting clients to the correct location within the building.

Bathroom Oversight

• The security guard will direct anyone entering the building to the bathroom and ensure they exit the building when finished using the facilities.

Escorting Unruly Participants

• The security guard will assist the WIC staff by escorting any unruly or disruptive participants from the premises, ensuring the safety of the WIC staff and other clients.

Emergency Response

• In the event of an emergency or situation requiring immediate action (such as a safety or security breach), the security guard must respond promptly and take appropriate action per established protocols.

Reporting Requirements

• The security guard must document and report any incidents or concerns regarding the safety or security of the facility to the WIC staff or management.

Additional Requirements

• Appearance: Security personnel are expected to be in uniform at all times while on duty.

• Communication: Security personnel should carry a phone or radio to maintain communication with WIC staff in case of emergency or when assistance is required.

• Training: Security personnel must be adequately trained in conflict resolution and emergency protocols.

Terms and Conditions

• The security services shall commence on the date mutually agreed upon by the WIC program and the security service provider.

• The security company is responsible for providing all necessary equipment, including uniforms and any other items required to perform duties.

• The scope of work may be amended by mutual agreement if additional duties or changes in scheduling are needed.

3. MINIMUM QUALIFICATIONS

• Respondents must have a minimum of five-years of experience providing security services at the same, or similar, scope as described here within this document titled Scope of Work.

• Respondent must provide proof a current State of Michigan Security License;

private detective agency, private investigator or security alarm installer licenses/certificates will not be accepted.

• Respondents shall submit written statements demonstrating knowledge, skills, and ability to provide services in accordance with the specifications; including information regarding significant training and requisite licensing. Statement must demonstrate Vendor’s ability to employ a reliable qualified pool of trained personnel that will cover all shifts and special events similar to those outlined in the scope of work.

4. 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.

http://www.michigan.gov/SIGMAVSS

5. 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 a quotes under this request, or to procure or contract for services. Vendors maybe evaluated based on past performance, references and professional qualifications.

6. 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.

7. 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:

http://www.detroitmi.gov/Supplier

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

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

Invoice MUST contain or have as attachment:

• Vendor Name and address on Invoice

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

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

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

• Invoice Date

• Date of service/delivery

• Contract number

• Purchase order number

• Total Invoice amount

Other invoice requirements:

• Invoice must be billed based on Purchase Order rates

• Total invoice amount must tie to the total supporting documents

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

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.

8. PREVIOUS EXPERIENCE

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

9. 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.

10. GENERAL CONDITIONS:

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

1. GENERAL CONDITIONS

It is the responsibility of the Bidder to review General Conditions. In your quotation a distinction between dollars and cents must be made. Also, illegible bids may be grounds for rejection of your bid. All changes made to the bid form altering, price, terms, quote and/or conditions. MUST be crossed out and initialed. Failure to initial any changes will be grounds for rejection of your bid.

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 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. RENEWAL

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

5. AWARD

One or multiple Awards will be made on a low bid basis, as determined by the City of Detroit based on contractor’s ability and equipment as described in the specification. Blank spaces are considered to be no offer. The City of Detroit reserves the right to delete any item(s) from the award. The City of Detroit reserves the right to limit the amount of the award per contractor.

5.01 STANDBY AWARD

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

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

6. TERMINATION OF CONTRACT

At any time during the contract the City may terminate the agreement for reason of poor or deficient work performance, inability of the Contractor to reason of poor or deficient work performance, inability of the Contractor to supply trained competent technicians, or lack of service as described in this agreement by giving a 10-calendar day notice in writing. EITHER party may terminate the agreement by giving a 30-calendar day written notice to terminate.

7. TERMS OF PAYMENT

A discount of 0_% will be allowed for payment of invoice within forty-five (45) days of delivery and acceptance of the above items and vendor's invoice. Other terms less than forty-five (45) days, E,O,M., Proximo, etc., shall not be considered. Payment terms will not be considered in determining the award of the contract(s), except in the case of tie bids. However, discounts may be offered to facilitate prompt payment.

8. 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.

9. INSURANCE

TYPE AMOUNT NOT LESS THAN:

Workers' Compensation Michigan Statutory minimum Employers' Liability $500,000.00 minimum each disease

$500,000.00 minimum each person $500,000.00 minimum each accident

Commercial General Liability Insurance (Broad Form Comprehensive)

$1,000,000.00 each occurrence $2,000,000.00 aggregate

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

10. 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.

This paragraph supersedes paragraph 14 of the General Conditions.

11. EXECUTIVE ORDER #2016-2: (if applicable) Per Executive Order No. 2016-2, worker hours on any construction project funded in whole or in part by City, State, or Federal funds shall be performed by not less than 50% bona fide Detroit residents, not less than 25% minorities and at least 5% women. Where possible, these percentages shall be applied on a craft by craft basis.

For purposes of Executive Order No. 2016-2, worker hours shall include work performed by persons filling apprenticeship and on-the-job training positions.

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

For each project and portion thereof, documentation of compliance shall include:

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

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

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

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

12. CLEANLINESS OF THE WORK AND STREETS

The work itself, and all property used therewith, shall be kept in a neat and orderly condition at all times. Excess waste and rejected materials, rubbish and debris shall not be allowed to accumulate. Construction equipment, and excess materials shall be promptly removed from site when no longer needed for the progress of the work.

Upon completion of the work, the contractor shall restore the site to original condition.

13. EXPERIENCE AND REFERENCES

Past performance and experience may be factors in making the award.