5-RFQ 551801- Light Duty Undercover Vehicles - Maintenance and Repair Services.pdf

City of Detroit Office of Contracting and Procurement (OCP)

Request for Quote– #551801

CITY OF DETROIT

OFFICE OF CONTRACTING AND PROCUREMENT

REQUEST FOR QUOTE

RFQ NO. 551801

LIGHT DUTY UNDERCOVER VEHICLES - MAINTENANCE

AND REPAIR SERVICES

Buyer: Hilrie Edwards

EVENT / ACTIVITY DUE DATE / TIME

ADVERTISEMENT DATE September 22, 2026

BID DUE DATE * October 9, 2026 @ 1:00PM EST

* Quotes must be uploaded into the Supplier Portal on, or prior to the exact date and time indicated above. Late or emailed proposals 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.

Request for Quote– #551801

1. BACKGROUND / SCOPE OF WORK

INTRODUCTION

The City of Detroit Police Department is seeking a vendor who is licensed and an authorized OEM parts distributor. This contract will be for a term of two (2) years. The vendor’s repair facility must be located within a 12-mile radius of the City of Detroit.

MINIMUM QUALIFICATIONS

Proposals will only be accepted from those firms demonstrating a minimum of five years of experience providing the services requested in RFQ for projects of a similar scope and size.

Vendor’s repair facility must be located within 12-mile radius of the City of Detroit

Past performance and experience may be factors in making the award. Work has been completed work of a similar scope and size to the specified at the following locations:

(Complete in entirety – 3 references)

Company Address Phone No. Contact

We have been engaged in repairs of comparable work for a period of ______years.

BIDS

The Detroit Police Department, with cooccurrence of the Office of Contracting and Procurement reserves the right to reject any and all bids made under this specification.

AWARDS

Multiple contracts may be awarded as a result of this specification.

SCOPE OF WORK

It is the intent of this specification to describe repair and maintenance services, labor, and parts for the City of Detroit's undercover police vehicles. These services shall include all repairs and maintenance for the City of Detroit's police vehicles, as needed. The vehicles to be serviced under this proposed contract(s) may be foreign and or domestic, and consist of compact cars, station wagons, vans, small trucks, sport utility vehicles, and or general service passenger cars.

VENDOR RESPONSIBILITY

It shall be the vendor's responsibility to assure all the following:

• Vendor shall provide authorized repairs to satellite components under license.

• The Vendor is to use Mitchell time guide for all repair invoicing.

• Vendor shall supply OEM or an approved equal for vehicles parts upon request.

• Vendor shall utilize manufacturer’s warranty, emission control or other warranties before billing to the Detroit Police Department for repairs.

• Vendor shall warranty repairs (parts and labor) performed for a minimum of sixty (30) days.

• Vendor shall provide a written estimate of repairs and have all repairs pre- approved by the division head (or their designee) of the Detroit Police Department.

• Vendor shall have access to and provide a towing service that is available 24 hours a day, seven days a week and in the event this service is utilized, the Detroit Police Department will be billed by invoice only.

Finally, any claim that an item bid exceeds the stated specification must be demonstrated in a performance demonstration prior to an award or the bid will be deemed unresponsive for failure to substantiate the claim.

A. Assure that all required components are compatible and recommended for use in combination by the manufacturer.

B. Assure that all components operate in accordance with the manufacturer's recommendation with regard to safe operating speeds, loads, etc.

C. Defective parts and workmanship to be replaced by vendor without cost to the City of

Detroit Police Department in accordance with the manufacturer's warranty.

SPECIFICATION CHECK:

We have read the specifications thoroughly and we:

( ) Are able to meet specifications without deviation

( ) All deviations are properly outlined on an attached sheet marked for identification.

Signed:

Title:

WARRANTY REQUIREMENTS

Warranty

All the warranty documents must be provided to the City of Detroit Police Department upon completing repairs. Vendor shall provide a limited warranty covering the work performed under the terms of this repair contract. This warranty shall last for one (1) calendar year from the completion of authorized repairs. During the warranty period, the vendor will, at its sole cost and expense, correct any defects in workmanship related to the repairs performed in relation to this contract. This warranty covers labor only and does not extend to any parts used for repairs.

SERVICE REQUIREMENTS

The Detroit Police Department (DPD) requests proposals from qualified automotive repair facilities in order to provide repair and maintenance services to the department's undercover vehicles. Automotive repairs and maintenance shall consist of diagnosing any vehicle malfunctions. To properly diagnosis the vehicle, diagnostic tools may be necessary.

Automotive repairs shall consist of, but is not limited to; diagnosing and repairing various engine and/or transmission related issues, oil and/or other fluid leaks, vehicle loss of power, engine noise, engine overheating, servicing the vehicles electrical components (headlights, taillights, fuse box, dashboard, etc.), repairing the vehicles radiator, alternator, etc.

Automotive maintenance shall consist of but is not limited to; changing the engine and/or transmission oil, replacing the air filter, replacing wiper blades, rotating and/or replacing tires, replacing shocks, belts, spark plugs, replacing brakes (pads/rotors), brake lines, replacing the battery, and checking fluids.

Vendor shall advise if a mobile service is available.

The successful bidder shall meet the following criteria:

1. Must be located within a 12-mile radius of the City of Detroit.

--and--

2. Shall have a minimum of two certified mechanics and provide proof in writing with bid package.

Past performance shall be a consideration for awarding this contract.

3. Shall be established at their current location continually for more than two years.

REPAIR SCHEDULE

All repairs are desired within (3) three to (5) five business days after the Supplier/Vendors have received the ok to perform repairs, based on the quote the supplier/vendors have submitted to the

Detroit Police Department. Major repairs are desired within one to two weeks.

TECHNICAL INFORMATION

Parts / Repair

Parts shall be of the best quality, genuine, new, OEM-grade materials. All generic parts must meet or exceed OEM specifications. Price list for remanufactured parts must show OEM interchange numbers and description. Vendor must have parts in stock and provide dollar amount of inventory with bid. Also, each must be an authorized parts supplier. The vendor must be authorized to perform warranty repairs on the unit and shall be required to own and operate a facility to perform warranty repairs.

PART REJECTION

Failure of any of the materials/parts will be cause for rejection of the materials /parts. Materials/parts which fail within two (2) years after acceptance, by reason of inherent defects, shall be made good, immediately upon demand to and at the expense of the vendor.

FACILITY

The Detroit Police Department reserves the right to inspect all repair facilities and must be in operation prior to the contract being awarded. The Detroit Police Department reserves the right to reject bids based upon information gathered during inspection. Size of facility and adequacy of personnel and equipment will be considered in determining the award.

LABOR HOURS

Item# 1 1000 hours, labor regular time from 8am to 5pm. Monday thru Friday at $ /hour

The Vendor is to use Mitchell time guide for all repair invoicing.

LABOR HOURS ARE ESTIMATED BUT NOT GUARANTEED.

PRICE: ****LABOR RATE IS FIRM FOR CONTRACT PERIOD****

Item# 2 Parts, Genuine or approved equal, warrantable at % from dealer parts and accessories or ______________price. Schedule No. _____________, dealer price column or________________column dated______________, and supplements dated_________________.

ESTIMATED USAGE ON PARTS IS $30,000, BUT NOT GUARANTEED

TRANSPORATION / TOWING ROAD SERVICE:

Road Service Repair: ________________per hour / straight time

Towing / Hauling Service: ____________per hour / straight time (maximum 3-hour charge)

***The City Detroit reserves the right to reject low bids offering an unsatisfactory repair schedule***

ITEMS FOR EVALUATION

The following fields are for Bidders to add the unit cost for the equipment, materials, and services described. Pricing must distinguish markups for any materials included in the installations.

For bids based on a discount from Published Price List, quantities listed on the attached sheets 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. Evaluation will be made in the Purchasing Division by multiplying the quantity indicated in this bid form for each item by the Catalog Price less Discount.

Enter gross price in items for evaluation. The City of Detroit will compute net prices. DO NOT QUOTE

PRICES FOR ITEMS NOT LISTED OR REQUESTED IN BID.

The following are examples of vehicles:

INVENTORY

Availability of parts etc. may be a factor in the award. Consideration will be given to the amount of inventory carried. Past performance may be a factor in the award.

We carry a minimum parts inventory of $_____________________________

Stock will be available at __________________________________________

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/quotes received; 2) waive any non-conformity; 3) re-advertise for proposals/quotes; 4) withhold the award for any reason the City determines; 5) cancel and/or postpone the request for proposals/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 RFP/RFQ does not commit the City of Detroit to award a contract, to pay any cost incurred in the preparation of a proposal/quote under this request, or to procure or contract services.

AWARD:

One, or more, awards of contract shall be made on a low total net bid based on the estimated quantities shown; as well as the vendor(s) ability to provide a given item based on the vendor providing pricing information. If no pricing is provided for any given item, the City shall assume that the item cannot be provided. It is preferred that Bidders quote on all items (if possible), leave no blanks and state "No Charge" where applicable. The City of Detroit reserves the right to delete any item(s) from the award.

All awards are subject to Ordinance No. 15-0.x

PREVIOUS EXPERIENCE:

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

BID WITHDRAWAL:

No bid shall be withdrawn for ninety (90) days from submission deadline unless otherwise stated in this bid form. Bidders may suggest reducing this period by clearly stating on bid; however, the

City of Detroit reserves the right to reject such bids on the basis on the reduced time.

PRICE: Contract prices are FIRM for the entire contract period.

TERMS OF PAYMENT:

A discount of 0 % will be allowed for payment of invoice within forty-five days of delivery and acceptance of the above items and vendor's invoice. Other terms less than thirty (30) 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.

The City of Detroit reserves the unqualified right to reject any bid which includes a provision for a service charge levied by a vendor when payment by the City is not made within a specified time period.

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

Commercial General Liability Insurance

(Broad Form Comprehensive)

$1,000,000.00 each occurrence

$2,000,000.00 aggregate

Workers' Compensation Michigan Statutory minimum

Employers' Liability $1,000,000.00 minimum each disease

$1,000,000.00 minimum each person

$1,000,000.00 minimum each accident

Umbrella/Excess $10,000,000.00 each occurrence

Professional Liability (dealer) $5,000,000.00 each occurrence

INVOICING

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! ** http://www.detroitmi.gov/Supplier

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:

• 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.

PAYMENT:

All properly executed Invoices submitted by the Bidder shall be paid in accordance with the

City of Detroit Prompt Payment Ordinance.

TERMINATION OF CONTRACT:

The City of Detroit reserves the right to terminate this contract, for cause as determined by the purchasing director without any liability whatsoever upon ten (10) days’ notice. 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.

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. CORRECTION FLUID IS NOT ACCEPTABLE.

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.

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.

MISCELLANEOUS:

It shall be the responsibility of the Bidder 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 Bidder 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, Bidders 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.