539266 RFB CS-2003.pdf

Detroit Water & Sewerage Department

Request for Bid

DATE OR PROJECT NAME

Detroit Water & Sewerage Department

Computer Hardware and Equipment

RFB# 539266 / CS-2003

This document refers to Water and Sewerage Department (“DWSD”) (collectively, "DWSD"), a City of Detroit municipal corporation.

Request for Bid (RFB) - Schedule of Events

Date Event

10/9/25 RFB published on www.bidnet.com (MITN)

10/15/25

Pre-Bid Conference via Microsoft Teams at 10:30 a.m. EST Join the meeting now Meeting ID: 242 825 187 330 7 Passcode: YJ2hS6UQ

Dial in by phone +1 469-998-6602,,605798321# United States, Dallas Find a local number Phone conference ID: 605 798 321#

10/22/25 Question Deadline: Bidder questions must be submitted via www.bidnet.com or emailed to dwsd-contracts@detroitmi.gov Please put RFB CS-2003 in the subject line.

10/29/25 Date DWSD will issue Addendum with answers to Bidder Questions

11/10/25 DUE DATE FOR BIDS at 2 p.m. EST Bids must be submitted via www.bidnet.com

LATE BIDS WILL NOT BE ACCEPTED.

Anticipated Contract Start Date

Purchasing Contact Scott Daniel Procurement Specialist III Scott.daniel@detroitmi.gov

Although every effort will be made to follow this schedule, the DWSD reserves the right to modify the dates as necessary and to accommodate special circumstances. Any such revision will be formalized by the issuance of an addendum to the RFB and will be published on MITN. All bids are due by the time specified.

Any bid received after the time and date specified for receipt shall be considered late and non-responsive.

http://www.bidnet.com/ https://teams.microsoft.com/l/meetup-join/19%3ameeting_NmI4YzIyNWYtNGY2MC00NjQzLTgyODEtZTYzMTUyYTNjMmU0%40thread.v2/0?context=%7b%22Tid%22%3a%22e154a760-1d2d-4ef6-8fd3-ebc8b4ef31fd%22%2c%22Oid%22%3a%228fab960c-b9b5-4d5c-aa65-8ad2e804c44c%22%7d tel:+14699986602,,605798321 https://dialin.teams.microsoft.com/d8d2f7a3-2364-4c9b-ab3d-7f613057a66c?id=605798321 http://www.bidnet.com/ mailto:dwsd-contracts@detroitmi.gov http://www.bidnet.com/

Table of Contents

1.0 INFORMATION AND INSTRUCTIONS

1.1 General Information

1.2 Definitions

1.3 About this Solicitation

1.4 Addendums, Questions and Inquiries

2.0 PREPARING AND SUBMITTING A BID

2.1 General Instructions

2.2 RFB Completion Disclaimer

2.3 Bidder Registration and Required Forms

3.0 BID SELECTION AND AWARD PROCESS

3.1 Minimum Qualifications

3.2 Contract Award and Execution

4.0 GENERAL PROVISIONS

4.1 Compliance with Procurement Policy

4.2 Compliance with the Ethics Policy

4.3 Responses to Remain Open

4.4 Responsibilities

4.5 Detroit Water and Sewerage Department Reserves the Right to:

4.6 Equalization Factor

4.7 Taxes

4.8 Errors and Omissions, Withdrawals and Change of Specification

4.9 Ownership of Bid

4.10 Cost of Offer Preparation

4.11 Confidentiality of Submissions

4.13 Demonstration

4.14 Bid Protests and Appeals

5.0 SUBMITTAL REQUIREMENTS

5.1 Submission of Bids

5.2 Required Elements of Bids

Attachment A – RFB Submittal Checklist Attachment B – DWSD Standard Terms & Conditions Attachment C – Specifications and Scope of Work Attachment D – Exceptions to Contract Terms Form Attachment E – Pricing Form Attachment F – Signature Page Attachment G – Human Rights Affidavit Covenant of Equal Opportunity Attachment H – Non-Collusion Affidavit Attachment I – Resolution of Corporate Authority Attachment J – Hiring Policy Compliance Affidavit Attachment K – Political Contributions Affidavit Attachment L – Slavery Era Records and Insurance Disclosure Affidavit Attachment M – Non-Iran Linked Businesses Attachment N – Additional Information Attachment O – Vendor Performance History & Client Reference Form

1.0 INFORMATION AND INSTRUCTIONS

1.1 General Information

The Detroit Water and Sewerage Department is one of the largest water and sewer utilities in the United States serving more than 200,000 Detroit residential and commercial accounts including a city population of nearly 680,000. DWSD’s water network consists of more than 2,700 miles of transmission and distribution mains and nearly 3,000 miles of sewer collection piping.

Computer hardware is needed to support ongoing operations and future technological needs of the department. High-performance equipment is needed to enhance productivity, reliability, and security for employees and infrastructure. The Statement of Work (SOW) outlines the scope of work, deliverables, responsibilities, and timelines for the procurement of laptops, tablets and related accessories to support digital needs of DWSD, ensuring compatibility with existing systems and alignment with organizational IT standards. Support services are also requested such as technical assistance, extended manufacturer warranties, extended protection plans, and third-party repair services.

1.2 Definitions

A. Agreement – a contract between the Bidder and DWSD.

B. Authorized Delegate – the individual assigned procurement authority whom allows the procurement of goods and services to be undertaken at the most appropriate level in the organization, striking a balance between freedom of action of the “requestor” and the need to retain adequate control over the procurement process, the need for which will be dependent upon the nature of the requirement and the anticipated total value of the purchase.

C. Bidder – a person or entity responding to this RFB.

D. DBA – “doing business as.”

E. Default – the failure of the Bidder to fulfill the obligations of the Contract shall be construed as a material breach.

F. Detroit Based Business – a business which pays city income taxes on the business’s net profits and pays city property taxes on a plant or office and equipment which are ordinarily required for the furnishing of the goods or the performance of the services required by a contract and referred to in an application for certification as a Detroit Based Business, or other real or personal property in the City equivalent in value to such plant or office and equipment for not less than one (1) taxable year immediately prior to the date of the application for certification as a Detroit based Business.

G. Detroit Resident Business – any business which employs a minimum of four (4) employees at least fifty-one (51) percent which are City residents.

H. Discussions – or the purposes of this RFB, a formal, structured means of conducting written or oral communications/presentations with responsible Bidders who submit bids in response to this RFB.

I. DWSD – Detroit Water and Sewerage Department.

J. Equalization – the application of a uniform percentage increase or decrease to assessed values of various areas or classes of property in order to bring assessment levels, on average, to the same percentage of market value.

K. Joint Venture – a contractual association of business entities, one of which is a DRB / DBB (or both), which association has been created to perform a specific contract, and is evidenced by a written agreement which provides at a minimum that the Detroit Based Business or Detroit Resident Business:

a. Is substantially included in all phases of the contract, including, but limited to, quoting and staffing; and

b. Provides at least fifty-one (51) percent of the total performance, responsibility, and project management of a specific job; and

c. Receives at least fifty-one (51) percent of the total remuneration from a specific contract;

and

d. Shares in profits and losses.

L. Mentor Venture – a joint venture of separate firms, one of which is a Detroit Based Business or Detroit Resident Business, which has been created to perform a specific contract and is evidenced by a written agreement which provides at a minimum that the Detroit Based Business or Detroit Resident Business:

a. Is substantially included in all phases of the contract including, but not limited to quoting and staffing; and

b. Provides at least thirty (30) percent of the total performance, responsibility and project management of a specific job; and

c. Receives at least thirty (30) percent of the total remuneration from a specific contract; and Shares in profits and losses.

M. Optional-use Contract – DWSD may enter into a contract for services that may be needed at some point in the future, with no guarantee that services will be performed. These contracts are referred to as ‘optional-use’/as-needed’

N. Responsible – a term that indicates the bidder meets all the minimum qualifications, as specified within the RFB document. Responsibility is further demonstrated through the submission of forms, including insurance forms, after notice of a Contract Award Notice.

O. Responsive – a term that indicates the bidder has responded in full to all elements of the RFB.

P. RFB – Request for Bid; a solicitation method through which a contract is awarded to the lowest responsive and responsible bidder.

Q. Shall/Should/Must – these terms denote mandatory requirements.

1.3 About this Solicitation

Please refer to Attachment C for the full description of Specifications for Goods to be Delivered.

1.4 Addendums, Questions and Inquiries

It is the responsibility of the vendor to check for any addendum and/or notices posted on MITN website and to make inquiry as to the changes or notices issued. Only written notices or addendum duly issued by DWSD shall constitute revisions to this solicitation. Bidders are advised that no oral interpretation, information or instruction by any officer or employee of the DWSD shall be binding upon DWSD.

Each interpretation or correction, as well as any additional provision that DWSD may decide to include in this solicitation, will be made only as an addendum, which will be available on MITN. Should vendors be in doubt as to the true meaning of any portion of this solicitation, find any ambiguity, inconsistency, or omission herein, or intend to take exception to any requirement of the solicitation, the vendor must make a written request directly to the Procurement Specialist listed on page 2 for an official interpretation or correction by the questions and inquiries date established in this solicitation.

The sole point of contact for this RFB is the DWSD Procurement Specialist listed on page 2. Should the specified point of contact be out of the office and unavailable to respond, the DWSD Procurement Manager maybe contacted for a substitute. Contacting any other DWSD personnel, agent, consultant, or representative about this RFB until awarded, is prohibited and may result in bidder disqualification.

Any addendum(s) issued by DWSD shall become part of this solicitation and shall be taken into account by each vendor in preparation of its response to this solicitation. Vendors shall submit the latest revision of any form(s) or attachment(s) issued by an addendum.

2.0 PREPARING AND SUBMITTING A BID

2.1 General Instructions

It is the responsibility of the Bidder to review the DWSD Terms and Conditions attached to this RFB and comply with all requirements therein.

The Bidder is obligated to supply the quantities and/or services that DWSD requires for its operations.

DWSD is not obligated to purchase the estimated contract quantity. These numbers are strictly a projection.

Bidders must follow these bid instructions and provide a complete response to the items indicated on the RFB submittal checklist. References and links to websites or external sources may not be used in lieu of providing the information requested in the RFB within the bid. Failure to respond to each of the requirements in the RFB may be the basis for rejecting a bid.

Section 4.0 of this document provides detail on the required components of this bid and a submittal checklist is provided as Attachment A.

Please refer to the Schedule of Events for deadlines and key target dates.

Bidders MUST submit their bid via MITN. Additionally, duplicate copies of all descriptive literature and/or samples must be provided upon request by the DWSD Procurement Specialist mentioned on the title page / the DWSD Procurement Manager.

Include the bidder’s company name in the header of all documents submitted with your bid.

Contract award will be per DWSD’s Procurement Policy and procedures.

2.2 RFB Completion Disclaimer

It shall be the responsibility of the Bidder to thoroughly review the provisions of this RFB.

Bidders are encouraged to review the entire RFB, including, but not limited to the Compliance with Laws, Termination, Insurance and / Warranty requirements, Subcontracting, Indemnity, Payment and Waivers, General and Special Conditions, and Equalization Ordinance.

Unless otherwise noted in Attachment D, the Bidder’s response to this RFB shall be deemed as its acceptance of the terms of this RFB. Any exceptions will be factored in to the evaluation decision. After executing the contract, no consideration will be given to any claim of misunderstanding.

2.3 Bidder Registration and Required Forms

Bidders interested in doing business with DWSD must:

1. Register with The City of Detroit by creating a supplier portal account.

Instructions: To register with The City of Detroit: Visit this link to watch the video titled:

“Oracle Supplier Portal Cloud New Supplier Registration Video Instructions.” Then, click on the homepage link titled: “New Supplier Registration” to begin the Oracle Supplier Portal Registration.

https://detroitmi.gov/departments/office-chief-financial-officer/ocfo-divisions/office-contracting-and-procurement/supplier-portal-information-and-instructions

You'll need the following to successfully complete your registration:

• Tax Payer ID; attach a current W-9

• Valid Email Address (Remittance Email address)

• Business Classification (MBE, WBE) Certification

• Administrative Contact w/ Valid Email Address; list of everyone who will be involved in the Bid (i.e. Sales, Customer Service, Accounts Receivables and Finance)

• Bank Name, Routing number, Account number

Should you have concerns or receive any "Error Messages" during this process, reach out to the DWSD Procurement Specialist contact listed on the cover page.

2. Submit valid & approved City of Detroit Clearances with bid response. Note: Clearance applications must be approved prior to submission of this RFB. Please allow sufficient time for this when preparing your response.

Instructions: Clearance application must be completed and submitted online via:

http://bit.ly/detroitclearances

If awarded a contract, approved Clearances must be maintained throughout the entire contract term, including any extensions or renewal options. It is the vendor’s responsibility to ensure their clearances are updated on an annual basis.

3. Submit completed Human Rights Affidavit

4. Submit completed Non-Collusion Affidavit

5. Submit completed Resolution of Corporate Authority form

6. Submit Hiring Policy Compliance Affidavit

7. Submit completed Statement of Political Contributions and Expenditures Affidavit

8. Submit completed Slavery Era Records and Insurance Disclosure Affidavit

9. Submit completed Non-Iran Linked Businesses Form

10. If applicable, please submit any valid equalization certificates issued by the Office of Civil Rights, Inclusion & Opportunity (CRIO) with this solicitation response. Review section 4.6 of this solicitation document and visit the Detroit Business Opportunity Program website for applicable forms and registration instructions.

http://bit.ly/detroitclearances https://detroitmi.gov/departments/civil-rights-inclusion-opportunity-department/detroit-business-opportunity-program

3.0 BID SELECTION AND AWARD PROCESS

3.1 Minimum Qualifications

Bidders must meet the following minimum criteria to be considered responsive at the time of bid close.

Bidders must provide proof that they meet each minimum qualification.

A. Three (3) public sector customer references in the past five (5) years where similar hardware and warranty requirements were supplied. References will be contacted.

B. Statement of confirmation on the ability to meet delivery times and service commitments stated in the applicable equipment delivery tables.

C. Statement of confirmation that equipment and services are in compliance with List of Equipment and Services Covered By Section 2 of The Secure Networks Act per the Federal Communications Commission https://www.fcc.gov/supplychain/coveredlist

D. Technical Specifications Compliance: Products must adhere to specific technical specifications required by the customer or industry standards, such as those related to processor speed, RAM, storage, and operating systems.

3.2 Contract Award and Execution

DWSD Procurement, acting on delegated authority of the Director of DWSD, reserves the right to not award a contract / PO and may reject any or all bids if none is considered to be in the best interest of DWSD.

For purchases under $25,000, award shall be made to the lowest equalized, responsible and responsive bidder, whose Bid meets the minimum requirements of this RFB and will be the most advantageous to DWSD, with other factors considered. Awards may be made on a per line item basis or upon the total Bid amount.

Prices for items awarded on a per line-item basis will be publicly disclosed.

Contract award will be per DWSD’s Procurement Policy and procedures. DWSD’s Procurement Policy is available on the DWSD Procurement webpage or via this link. Results of the bid tabulation will be provided by the DWSD Procurement Specialist to the DWSD Procurement Manager, who will make the recommendation to the required approving authorities, per DWSD’s current Procurement Policy.

DWSD reserves the right to enter into a contract based on the initial offers received and without further discussion of the bid submitted.

This RFB, including any addenda, and the bid of the selected Bidder will become part of any contract initiated by DWSD. Unless otherwise noted in Attachment E, the successful Bidder’s submission in response to this RFB shall be deemed it’s acceptance of the terms & conditions of this RFB. Please note: any deviations may be considered non-responsive.

The successful Bidder shall be notified of the execution of a contract by DWSD upon issuance of a "Contract Award Notice" or a Standard Purchase Order. Upon award, the successful Bidder has two (2) business days from issue of the standard purchase order to advise of any issues or concerns with accepting DWSD’s purchase order and the Terms & Conditions. The "Contract Award Notice" / Standard Purchase order shall https://www.fcc.gov/supplychain/coveredlist https://detroitmi.gov/document/dwsd-procurement-policy contain the date the contract award was approved. The signed, accepted bid of the successful Bidder will be the contract between the Bidder and DWSD, 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. DWSD reserves the right to award by service(s) unless otherwise stipulated; to waive any irregularity in any bid or to reject any and all bids when, in the judgment of DWSD and the best interest of DWSD will be served.

Should an emergency arise for the bidder in which case goods cannot be delivered, DWSD reserves the right to secure sufficient deliveries from other bidders to meet its immediate needs without prejudice of the proposed contract.

All awards will be made in accordance with DWSD’s Procurement Policy. DWSD reserves the right to request complete, certified copies of all required insurance policies within ten (10) business days of the bidder being identified as the “Bidder under consideration for Award”. If the selected bidder fails to prove responsibility within 10 business days of email request, DWSD may elect to cancel that award and move ahead with awarding the contract to the second lowest bidder.

Notice of executed award(s) will be posted to MITN after award is executed. DWSD reserves the right to award contracts to multiple Bidders.

4.0 GENERAL PROVISIONS

Procurement for DWSD shall be carried out in a manner which provides a fair opportunity to all eligible Bidders to participate, this bid shall be made without collusion with any other person, firm or corporation making a bid.

4.1 Compliance with Procurement Policy

DWSD’s Procurement Policy is available on the Procurement webpage or via this link. The extent and character of the goods to be delivered by the Bidder shall be subject to the approval per the DWSD Procurement Policy approval criteria or authorized representative(s). The Bidder shall not comply with requests and/or orders issued by any individual other than the Director of DWSD/ authorized delegate or Procurement Specialist. The Legal & Procurement Department and the Bidder must approve any change to the Contract in writing.

The Bidder covenants that they will comply with DWSD’s Procurement Policy, which outlines DWSD’s objectives to:

• Promote a transparent, fair and independent procurement process that ensures that DWSD receives the best value for its necessary expenditures.

• Assure bidders that impartial and equal treatment will be afforded to all who wish to do business with the DWSD.

• Establish guidelines and internal controls to ensure an effective process for managing DWSD’s procurement of goods and services.

4.2 Compliance with the Ethics Policy

Bidders are required to comply with DWSD’s Ethics Policy, which includes provisions on conflicts of interest.

https://detroitmi.gov/document/dwsd-procurement-policy

4.3 Responses to Remain Open

Responses must remain open for the period specified within DWSD’s Terms and Conditions.

4.4 Responsibilities

The Bidder is obligated to supply the quantities and/or services that the DWSD requires for its operations.

DWSD is not obligated to purchase the estimated contract quantity. These numbers are strictly a projection.

4.5 Detroit Water and Sewerage Department Reserves the Right to:

If contract execution is not successful with the lowest responsive & responsible bidder, DWSD reserves the right to issue the contract to the next lowest responsive & responsible bidder and so on.

The DWSD’s subsequent receipt and evaluation of your bid does not commit the DWSD to award a contract to you or anyone, even if all the requirements in the RFB are met.

DWSD may:

a. Consider other responsive bidders

b. Disqualify a bid based on:

a. Failure to meet any of the minimum qualifications and any guarantees submitted by the bidder in response to this RFB.

b. The bidder’s failure to complete submission on MITN.

c. If it is determined that a bidder purposely or willfully submitted false or misleading information in response to the RFB.

c. Contact organizations with which the Bidder has worked in the past, including but not limited to those identified by the Bidder.

d. Refuse to award a contract to any bidder that has failed to pay Detroit taxes or has outstanding debt with Detroit.

e. Reject any and all bids received in response to this request.

f. Award multiple, optional-use contracts, or award by contract activity.

4.6 Equalization Factor

Price Equalization Credits shall be applied to reduce the relative cost of the price component of any bids provided by Bidders in the evaluation of all Requests for Bids unless prohibited by law. The relative reduction in price shall be in accordance with the percentages outlined below in Section 4.6.1. A potential Bidder is entitled to use multiple credits in their bid in accordance with the chart contained in 4.6.1 below provided that a potential Bidder cannot claim both a Joint Venture and a Mentor Venture.

Bidders who wish to receive Equalization credit for bids submitted, must certify with the City via the Detroit Business Opportunity Program. The certificate and supporting documentation must be attached to / included with each bid response submitted by the Bidder. Failure to provide proof of certification along with required documentation, at the time of bid close may result in equalization credit not being applied to the bid.

The Detroit Business Opportunity Program website can be accessed here.

4.6.1 Price Equalization Credits shall be awarded to the following categories of potential bidders:

https://detroitmi.gov/departments/civil-rights-inclusion-opportunity-department/detroit-business-opportunity-program

Bids/Proposals >$25,000, <$1 million

Bids/Proposals ≥$1 million

Detroit Headquartered Business (DHB) 2% 1%

Detroit Based Business (DBB) 1% 0.5%

Detroit Based Small Business (DBSB) 2% 1%

Detroit Based Micro Business (DBMB) 2% 1%

Detroit Resident Business (DRB) 3% 2%

Joint Venture 9% 6%

Mentor Venture 8% 5%

4.7 Taxes

DWSD is exempt from state and local sales and use taxes. DWSD will provide a tax-exempt ID upon request.

4.8 Errors and Omissions, Withdrawals and Change of Specification DWSD will not be liable for any error in the bid response submitted by the Bidder. Bidder will not be allowed to alter bid documents after the deadline for bid submission. DWSD, at its option, has the right to request clarification or additional information from the Bidder and alter the schedule of events or issue Addenda to the RFB at any time. No changes, enhancements, or amendments to any contract resulting from this RFB shall be made without the prior approval of DWSD.

Specifications, which refer to brand names, are given for reference. Bidders may submit bids on equivalent items, 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 DWSD to disallow substitutes shall be final.

Bidders are not permitted to take advantage of any errors or omissions in specifications since full instructions will be given should they be discovered before the bid submission date.

4.9 Ownership of Bid

All materials submitted in response to this request become the property of DWSD. Selection or rejection of a response does not affect this right. All bids submitted will be retained by DWSD and not returned to Bidders.

Any copyrighted materials in the response are not transferred to DWSD.

4.10 Cost of Offer Preparation

DWSD is not liable for any costs incurred by prospective Bidders. Costs associated with developing the bid, preparing for oral presentations, and any other expenses incurred by the Bidder in responding to the RFB, including travel costs, are entirely the responsibility of the Bidder, and shall not be reimbursed in any manner by DWSD.

4.11 Confidentiality of Submissions

Once submissions have been publicly recorded, they are subject to disclosure as per the requirements of the Michigan Freedom of Information Act.

4.13 Demonstration

DWSD reserves the right, at its own discretion, to request a Demonstration regarding submissions in response to the RFB. Failure to make a demonstration, if requested, will be grounds for rejection of the bid.

4.14 Bid Protests and Appeals

A prospective Bidder who has submitted a complete and timely response to a competitive solicitation and is not recommended for award of a contract may protest the award of the contract by filing a written notice of protest with the Board within seven (7) days of the issuance of a notice of intent to award. The written notice shall reference the solicitation number, and the basis for the bid protest. A bid protest must be accompanied by all information or evidence relevant to the grounds for the bid protest.

The bid protest shall be reviewed by Board staff in an expeditious manner. The Board shall vote to either accept or reject the bid protest at its next regularly scheduled meeting, but in no event later than fourteen

(14) business days from the date upon which the protest was filed. If the Board upholds the bid protest, the Director shall act in accordance with the Board findings. If the Board rejects the bid protest, the Director shall notify the protestor of that decision. The determination of the Board shall be final.

5.0 SUBMITTAL REQUIREMENTS

5.1 Submission of Bids

Bids shall provide a straightforward, concise description of the Bidder's capability to satisfy all of the requirements of the RFB. Each bid shall provide all pertinent information. All bids and other communications shall be submitted via the Michigan Inter-governmental Trade Network (MITN) also referred to as the MITN Purchasing Group hosted by BidNet Direct.

MITN Registration

Each Bidder shall submit one (1) signed electronic copy in PDF format of the bid via MITN. Bids received after the specified date and time may be considered non-responsive and will not be considered for evaluation.

Submission of a bid shall indicate that the Bidder intends to be legally bound to the bid and to the Terms and Conditions, unless otherwise specified.

5.2 Required Elements of Bids

Bids should be prepared as simply as possible and provide a straightforward, concise description of the goods to be furnished to satisfy the requirements of the RFB. Attention should be given to accuracy, completeness, and clarity of content. All parts, pages, figures, and tables should be numbered and clearly labeled. Each bid shall be in the form specified in this RFB.

By submitting a bid response, the bidder confirms that all minimum qualifications, special conditions are met & all other terms and conditions are accepted.

Bids deviating from the bid format and organization may be removed from further consideration.

https://www.bidnetdirect.com/mitn

The bid shall be organized into the major sections described below.

Background Material

The Title Page shall show the bid name, bid due date, name of the Bidder and Bidder’s address, telephone number, and email address. A Table of Contents must also be included.

Company Background and Personnel

This section of the bid should provide a general overview of the company responding to the RFB, including any subcontractors and/or third parties.

Goods to be Delivered & Specific Requirements

This section of the Bid should include a general discussion of the Bidder’s overall understanding of the goods requested. Specifications may reference any catalog, brand name or manufacturers’ model numbers. It is the intent of DWSD to be DESCRIPTIVE – NOT RESTRICTIVE and to establish a desired quality level of merchandise or to meet a pre-established standard of quality. Bidders may offer items of equal quality and the burden of proof of such quality rests with them. Bidders should refer to Attachment B for additional information.

Minor Deviations

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

Other products may be offered if deviations from specifications are minor and if all deviations are properly outlined and stated in the price bid. Failure to outline all deviations may be grounds for rejection of your bid.

The decision of DWSD, acting through the Procurement Specialist, shall be final as to what constitutes acceptable deviations from specifications.

Pricing

DWSD Procurement reserves the right to contact Bidders to ask clarifying questions regarding the bid at any time throughout the selection process after bid closed. Bidders will not be allowed to change any part of their original bid submission as a result of these clarifying questions. Bidders are not permitted to discuss / ask questions nor engage any other DWSD employee or contractor regarding this solicitation once the bid has been posted until contract is executed & PO issued.

It is important that Bidders use the format presented in this RFB. Attachment C shall include total price for all goods.

Do NOT use “To Be Determined” or similar annotations in the cells for cost estimates. Incomplete bid responses will be deemed non-responsive and removed from consideration. DWSD requires fully completed forms. Any assumptions should be stated. Bidders may submit additional pricing sheets as an addendum to the cost template; however, the cost template MUST be completed.

Signature Page

All bids must be signed in the space marked “authorized signature” on the Signature Page, Attachment F.

Any additional applicable attachments should be included in the bid response following the sections noted above.

Attachment A – RFB Submittal Checklist

Task Submitted

Background Material: Include a Title Page showing the bid name, bid due date, name of the Bidder and Bidder’s address, telephone number, and email address.

A Table of Contents must also be included.

Company Background: Provide a general overview of the company responding to the RFB, including any subcontractors and/or third parties

Minor Deviations: Outline any minor deviations from specifications and state them clearly in the price bid

Attachment A – RFB Submittal Checklist

Attachment B – Standard Terms & Conditions

Attachment C – Specifications and Scope of Work

Attachment D – Exceptions to Contract Form

Attachment E – Pricing Form

Attachment F – Signature Page

Attachment G – Human Rights Affidavit Covenant of Equal Opportunity

Attachment H – Non-Collusion Affidavit

Attachment I – Resolution of Corporate Authority

Attachment J – Hiring Policy Compliance Affidavit

Attachment K – Political Contributions Affidavit

Attachment L – Slavery Era Records and Insurance Disclosure Affidavit

Attachment M – Non-Iran Linked Businesses

Attachment N – Additional Information

Attachment O – Vendor Performance and Client History

Attachment B – DWSD Standard Terms & Conditions

Attachment B is contained in a separate document.

Attachment C – Specifications and Scope of Work

💻💻 DWSD Laptop Hardware Specifications by Division

Division Processor RAM Storage Touch screen Camera Connectivity Ports Power OS Warranty Model Examples

Engineering, GIS Intel Core i7 32GB 1TB SSD Yes Yes Bluetooth, Ethernet, Wi-Fi

USB-C, HDMI, RJ-

45W Charger WIN 11 1 Yr + 3 Yr Care

Pack

HP ProBook 440 G9/G10, Dell Latitude 7440, Surface Laptop 6

Customer Service, Billing, Public Affairs, Facilities, Fleet, Business Units

Intel Core i5 32GB 512GB SSD No Yes Bluetooth, Ethernet, Wi-Fi

USB-C, HDMI, RJ-

45W

Charger WIN 11 1 Yr + 3 Yr Care Pack

HP ProBook 460 G11, Dell Latitude 5450, Surface

Laptop Go 3

Meter Operations, Supervisors Intel Core i5 32GB 512GB

SSD Yes Yes Bluetooth, Ethernet, Wi-Fi

USB-C, HDMI, RJ-

45W Charger WIN 11 1 Yr + 3 Yr Care

Pack Panasonic Toughbook G2, Dell Latitude Rugged 5430

Finance Intel Core i5 32GB 512GB SSD Yes Yes Bluetooth, Ethernet, Wi-Fi

USB-C, HDMI, RJ-

45, NumPad 45W

Charger WIN 11 1 Yr + 3 Yr Care Pack

HP 255 G10, Dell Inspiron 15, Surface Laptop 5 (15")

IT, Human Resources Intel Core i7 32GB 512GB

SSD Yes Yes Bluetooth, Ethernet, Wi-Fi

USB-C, HDMI, RJ-

45W Charger WIN 11 1 Yr + 3 Yr Care

Pack

HPx360 Touch, Dell Latitude 7340, Surface Pro

Chargeable Allowance for Cables, Power Adapters, converters

Chargeable Allowance for Monitors

🛡🛡 Notes:

• Windows OS: Windows 11

• Numeric Keypad: Required for Finance roles — typically available on 15” or larger laptops.

• Microsoft Surface models often use USB-C dongles for HDMI/RJ-45 if not built-in. Docking Stations required. Microsoft Surface models often use USB-C dongles for HDMI/RJ-45 if not built-in

💻💻 DWSD Tablet Hardware Specifications by Division

Division Processor RAM Storage Touchscreen

/Size Camera Connectivity Ports Power Style OS Warranty Model Examples

Engineering, Maintenance & Repair , Fleet

Qualcomm 8 core 32GB 64GB yes/10.1

Rear& Front

Camera

Bluetooth, Wi- Fi, 4G, 5G, lTE USB-C USB -C rugged Baklava

SAMSUNG 3YR

EWP+AD ALL TAB

ACTIVE

Samsung Active 4G

Public Affairs -

6,GIS-5

Facilities, Security- 30,Finance 1, IT-

Qualcomm Snapdragon

4GB

LPDDR4 256GB yes/11

Rear& Front

Camera

Bluetooth, Wi- Fi, 4G, 5G, LTE USB-C USB -C Baklava

SAMSUNG 3YR

EWP+AD ALL TAB

ACTIVE

Samsung Galaxy S Series

Executive Admin, Engineering, IT

IPAD Pro M4 256 11inch 12mp wide

Bluetooth, Wi- Fi, 4G, 5G, lTE Usb-c Usb-c Standard 18.6

1yr warranty+3 year apple care with accidental damage coverage iPad Pro/A16

🛡🛡 Notes:

• Android Tablets, IPads

• Accessories: Case with Keyboards, Hand staps:

• Warranty included accidental damage, screen, drop

• Panasonic Installation for docking station

Scope of Work for Providing Computer and Tablet Hardware with Accessories

1. Introduction and Purpose Computer hardware is needed to support ongoing operations and future technological needs of the department. High-performance equipment is needed to enhance productivity, reliability, and security for employees and infrastructure. This Statement of Work (SOW) outlines the scope of work, deliverables, responsibilities, and timelines for the procurement of laptops, tablets and related accessories to support digital needs of DWSD, ensuring compatibility with existing systems and alignment with organizational IT standards. Support services are also requested such as technical assistance, extended manufacturer warranties, extended protection plans, and third-party repair services.

2. Scope of Work

2.1 Provide hardware equipment as specified in Appendix A and in accordance with the schedule listed.

Acceptable manufacturers are HP, Microsoft Surface and Dell. Equipment shall be supplied over a 5-year cycle to maximize the life cycle of the equipment deployed.

Provide a listing of all associated software and licenses installed. It is the Supplier’s responsibility to ensure compliance of the goods and/or services, and the Supplier shall confirm legality (by providing a license certificate, invoice) of each type of the installed and/or supplied software.

Certifications: Depending on the product type, specific certifications like FCC, CE, UL, RoHS, and WEEE shall be required to ensure compliance with safety, environmental, and electromagnetic compatibility standards.

Vendors submitting a bid must provide a comprehensive proposal that addresses the following:

1. Product Specifications: Detailed specifications for all proposed hardware, including processor type, RAM, storage capacity, port types, network connectivity, and other relevant technical details.

2. Warranty and Support: Information regarding the warranty offered for the hardware and details about the level of technical support provided by the vendor (e.g., telephone support, on-site support). Offering comprehensive warranties and reliable after-sales support, including technical assistance and repair services, is crucial for reliability of equipment

3. Delivery Schedule: Proposed timelines for delivery of the equipment, time line from approval for the initial order and ongoing purchases.

4. Pricing: A comprehensive price list for each hardware item, potentially including options for bulk discounts or higher-grade configurations for review and acceptance.

5. Vendor Background: Information about the vendor's company, including years in business, experience in supplying similar organizations, and whether they are the manufacturer or a distributor.

2.2 Technical Services (e.g., installation/imaging, configuration, data migration) Provide a Service Desk Analyst with a minimum of 5 years of related experience to provide technical support and assistance for imaging and inventory management of new computer hardware, software, and networks. This role acts as a primary point of contact for troubleshooting issues, and escalating complex problems as needed. Provides technical support to users, troubleshooting computer-related issues and offering solutions for hardware, software, and network problems throughout the warranty period. This role also plays a critical role in maintaining documentation, tracking issues, and contributing to the overall efficiency of the IT support system. Vendor will have access rights to configure the device only to the point of final acceptance of the project/device. Any access privileges to perform service/support activities after final acceptance of the project/device must be approved by DWSD IT department during the final acceptance of the device/project.

3. Roles and Responsibilities

• 3.1. DWSD Responsibilities:

o Provide the equipment specification of each hardware per DWSD division o Provide space at facility for resource to work in and storage areas for equipment

• 3.2. Vendor Responsibilities:

o Provide and deliver specified hardware/software in accordance with this SOW.

o Provide necessary documentation.

o Provide support and warranty as specified o Designate a primary point of contact for the warranty period.

4. Support and Service Terms This section outlines the ongoing support provided by the Vendor upon delivery of equipment.

• 4.1. Support Period:

o 48 months from the date of delivery.

o Option to extend support annually thereafter, subject to a separate agreement and pricing.

Plans to cover accidental damage (e.g., spills, drops, screen), power surges, and other issues not typically covered by the standard warranty.

• 4.2. Support Scope:

o Hardware Support (remote):

Troubleshooting and diagnosis of hardware failures.

Replacement of faulty hardware components.

On-site or remote support as determined by the Vendor.

o Software Support (remote):

Assistance with software installation and configuration issues.

Resolution of software bugs and errors.

Provision of software patches and updates.

o Exclusions from Support:

Issues arising from Client's unauthorized modifications.

Damage due to misuse, accident, or natural disaster.

• 4.3. Service Level Agreements (SLAs) for Support:

o Severity Levels:

Severity 1 (Critical): System completely down, production halted. Response Time: 1 hour. Resolution Time Target: 4 hours.

Severity 2 (High): Major functionality impaired, significant impact on operations.

Response Time: 2 hours. Resolution Time Target: 8 business hours.

Severity 3 (Medium): Minor functionality impaired, workaround available.

Response Time: 4 business hours. Resolution Time Target: 24 business hours.

Severity 4 (Low): General questions, minor cosmetic issues.

Response Time: Next business day. Resolution Time Target: As per mutual agreement.

o Support Channels: [e.g., "Phone, Email, Web Portal"] o Support Hours: 24/7 for Severity 1, 9 AM - 5 PM EST, Monday - Friday for others.

• 4.4. Reporting and Escalation:

o The vendor must provide a standard escalation matrix and contact information

• 4.5 Recovery and Recycle

Vendor to provide convenient, secure and responsible solutions to assist organization to retire IT equipment and keep products and materials in circulation longer.

Provide credit for old technology – any brand – through a Trade In offering and have an upgrade path. If the device isn't eligible for credit, recycle it for free.

5. Warranty Terms

This section details the manufacturer and/or Vendor warranties.

• 5.1. Hardware Warranty:

o Manufacturer Warranty: [e.g., "All hardware components are covered by the original equipment manufacturer (OEM) warranty."]

All devices must include a minimum of 4 years manufacturer extended warranty, covering hardware defects and replacement parts

Limited hardware warranty, parts replacement, or repair.

o Vendor Pass-Through Warranty: The Vendor will assist the Client in initiating and managing manufacturer warranty claims for hardware procured through this SOW.

o Defect on Arrival (DOA) Policy: Any hardware found to be defective on arrival (within 15 business days of delivery) will be replaced by the Vendor at no additional cost to the Client.

• 5.2. Software Warranty:

o Software Manufacturer Warranty: Software licenses are subject to the terms and conditions of the respective software vendor's End-User License Agreement (EULA).

o Vendor Assurance (if applicable): The Vendor warrants that the software, as delivered and provided by the Vendor, will perform in accordance with equipment documentation for a period of 120 days from the date of delivery. This does not cover issues arising from Client modifications or use outside the specified environment.

• 5.3. Warranty Exclusions:

o Damage caused by natural disasters o Failure to maintain the products in accordance with manufacturer guidelines.

6. Confidentiality

• Both parties agree to maintain the confidentiality of all proprietary and confidential information exchanged during this engagement, including but not limited to technical specifications, pricing, and business strategies.

7. Intellectual Property

Unless otherwise specified, all intellectual property rights related to the standard off-the-shelf hardware and software procured remain with their respective manufacturers/licensors.

Attachment D – Exceptions to Contract Terms Form

Bidder must submit this completed, signed sheet in bid process.

Bidder name:

Date:

Authorized Representative Signature:

Exceptions to Contract Terms:

Topic Section Page Comments/Suggested Language

If there are no exceptions to the contract terms provided, complete the Bidder name, date and signature sections and check the box below. If the box is not checked and no exceptions are submitted, DWSD will consider your firm to not have any exceptions to the contract terms.

No Exceptions to Contract Terms:

NOTE: Please add additional sheets to the submission (in the same format) if necessary.

Attachment E – Pricing Form (Separate Excel Document Provided for Completion)

Attachment E must be completed in its entirety and submitted with your bid.

Attachment F – Signature Page

Date: ________________________

By submitting a solicitation response and signing this document, the Bidder attests to have read all associated documents related to this solicitation and agrees to the terms and conditions outlined throughout this RFB. The undersigned hereby offers to furnish and deliver the goods as specified at the prices and terms there stated herein and in strict accordance with the RFB and conditions of bidding, all of which are made a part of this offer. After RFB closing date, this offer is not subject to withdrawal without written consent of DWSD’S Authorized Delegate.

Signature Printed Name

Title DBA

Telephone Number Address

Attachment G – Human Rights Affidavit Covenant of Equal Opportunity

REVISED 7-12-2012

(Application for Clearance – Terms Enforced After Contract is Awarded

I, being a duly authorized representative of ______________________, (hereinafter “Bidder”), am hereby authorized to enter into a Covenant of Equal Opportunity, (hereinafter “Covenant”) with the City of Detroit, (“hereinafter” City); obligating the Bidder and all sub-Bidders, not to discriminate against any employee or application for employment, training, education, or apprenticeship connected directly or indirectly with the performance of the contract, with respect to his/her hire, promotion, job, assignment, tenure, terms, conditions, or privileges of employment because of race, color, religious beliefs, public benefit status, national origin, age, marital status, disability, sex, sexual orientation, or gender identity or expression; except as otherwise exempted under City Code, Ordinance No. 27-2-12.

Bidder will ensure that the City of Detroit Human Rights Department shall receive notification of all potential sub- Bidders and a copy of their Covenant prior to the commencement of work on any City of Detroit contract. Bidder further agrees that the City of Detroit reserves the right to require additional information prior to, during, and at any time until after the Covenant is fully executed.

Furthermore, Bidder agrees that this Covenant is valid for the life of the contract and/or for a specified period of time as indicated below and that a breach of this Covenant shall be deemed a material breach of contract and be subject to damages pursuant to City Code, Ordinance No. 27-3-2, Section (e).

RFQ/PO No.: (if applicable) __________________________________________________________________

Duration of Covenant ____________________________________ to

Printed Name of Bidder/Organization ___________________________________________________________ (Type or Print Legibly) Bidder Address___________________________, ________________________________, ________________ (City) (State) (Zip) Bidder Phone/E-mail_______________________________/_________________________________________ (Phone) (E-mail) Printed Name & Title of Authorized Representative

Signature of Authorized Representative:

Date:________________________

**This Document MUST be Notarized** Signature of Notary: __________________________________

Printed Name of Seal of Notary: _________________________

My Commission Expires: __________/_________/__________

FOR CONTRACTING DEPARTMENT USE ONLY:

Date Rec’d ____/____/____ Received By: _______________________ Title:

Please fax a COPY of the notarized Covenant and Award Letter to the Human Rights Department

(313) 224-3434

Attachment H – Non-Collusion Affidavit

Owner: Contract No: Contract Name:

(1) Affiant is (enter contract title) ________________________________________________________ of _____________________________________________, "the Bidder." Affiant has personal knowledge of the matters set forth in this Affidavit and is competent to testify about them.

(2) The Bidder has submitted to the City of Detroit, Michigan ("DWSD"), a "Bid" to enter into the above referenced Contract, also referred to in this Affidavit as "the Work."

(3) This Non-collusion Affidavit is executed by Affiant for inclusion with the submission to the DWSD of the Bid and may be relied upon by the DWSD in considering the Bid.

(4) Affiant is fully informed about the preparation and contents of the Bid and of all pertinent circumstances surrounding the Bid, has not entered into any contract, combination, conspiracy or other act prohibited by federal, State or any other local Law. The Bid is genuine and is not a collusive or sham Bid.

(5) Neither the Bidder nor any of the Bidder's DWSDs, officers, partners, directors, agents, representatives, employees or parties in interest, including this Affiant, have in any way entered or proposed to enter into any combination to prevent the making of any Bid, or to fix any prices (including overhead, profit or other costs) for the Bid; or have made any agreement, or given or promised any consideration to induce any other person not to Bid for the Work, or to Bid at a specified price; or have secured, proposed or intended to secure through any agreement an unlawful advantage against the DWSD or any other person interested in the Work.

(6) No officer or employee of the City of Detroit is personally or financially interested, directly or indirectly, in the Bid, or any Contract which may be under it, or in the purchase or sale of any materials or supplies for the…