6-Attachment F- Program Supplies-Scope of Work.docx

MARY SHEFFIELD, MAYOR

Program Supplies for Recreation Centers for

GENERAL SERVICES DEPARTMENT

RECREATION DIVISION

August 2026

INTRODUCTION

The City of Detroit is seeking qualified vendors to provide recreation program supplies (arts, crafts, afterschool, decor materials, etc.) for all recreation centers in the City. Through this contract, the Recreation Division is looking to activate numerous programs and events for all age groups. Respondents to this solicitation will need to provide quotes for items listed in the attached price sheet that meet or exceed the quality standards listed therein.

Respondents are NOT required to bid on all items listed. Prices quoted on this market basket of goods will inform the contract amount, but Recreation also requests access to any vendor’s entire catalog of goods.

BACKGROUND INFORMATION

The City of Detroit Recreation Division provides a variety of programming at each of their Recreation Center locations to more than 5,000 individuals monthly. The City of Detroit is committed to providing opportunities that improve the quality of life and public health of residents through enrichment and leisure programs and special events. Recreation Centers are open up to six (6) days per week and up to twelve (12) hours per day. Many programs offered rely on a steady supply of high-quality Arts & Crafts items, Décor materials, STEM materials, etc.

This solicitation will be used to outfit these activities with necessary materials.

QUALIFICATIONS

Vendors are required to have:

· Supply orders completed and delivered to the specified location within a maximum of thirty (30) days from the day an order is placed (see attached Delivery Locations).

· Supplies labeled, separated, and delivered to multiple service locations with an inventory sheet in each box.

· A stocked supply of common operational supplies to service:

· Afterschool activities

· Senior Arts & Crafts

· STEM Education

· Holiday Celebrations Qualified vendors must be capable of providing supplies, on an as-needed basis, with the ability to deliver to our main office and our recreation center facilities (see attached list of locations).

Qualified vendors must be an established program supplies distributor. Qualified bidders must have direct knowledge and availability of a variety of supplies necessary for program operation at a Recreation Center space. Needs at a Recreation Center are similar to programming needs of community centers, schools, churches, etc.

EXPERIENCE AND REFERENCES

· Must have a minimum of five (5) years of experience in business.

· Must have a minimum of five (5) years of experience providing program supplies for large municipalities, recreation authorities, or school districts including arts, crafts, holiday décor and supplies, etc.

· Past experience may be factors in making the award.

· Please provide three (3) municipal or school district references below.

Complete in entirety:

COMPANY ADDDRESS PHONE NO. CONTACT

1. _______________________________________________________________________

2. _______________________________________________________________________

3. _______________________________________________________________________

AGREEMENT

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

Recreation is requesting a contract term of two (2) years. The Department requests the ability to purchase from any awarded vendor’s entire catalog of goods.

INVOICING

· Vendors must enroll in the City’s online procurement system, Oracle, to ensure inclusion into our database and for invoicing purposes. All payments will be made via ACH deposit. Instructions may be found on the City of Detroit Website www.detroitmi.gov/supplier, which includes tutorials on how to enroll, update your supplier profile, and submit an invoice. If you have any questions, please send an email to eprocurement@detroitmi.gov or call (313) 224-1500.

· All invoices submitted must include company name/logo, invoice number and date, purchase order number, service address, unit quantities, unit price, unit description, discount (if applicable), and total. The City is also tax exempt.

· Invoices must be submitted into the pre-approval form to the Recreation Supervisor before uploading them into Oracle. If a Department contact person is not listed on the purchase order, the Vendor shall request in writing from the Purchasing Division the name and phone number of the contact person responsible for processing payment.

· Once an invoice has been pre-approved, you will receive an email notification and must then submit the invoice into Oracle to process the payment. This pre-approval process ensures that invoices are submitted with correct information and payments to Vendors are not delayed.

SCOPE OF WORK – DELIVERABLES

Vendor is expected to:

· Provide Program Operational Supplies for all Recreation Centers. Types to include but not limited to:

· Arts Supplies (Paint, Brushes, Crayons, Canvases, etc.)

· Crafts Supplies (Scissors, Craft Kits, Glue Sticks, etc.)

· STEM and Afterschool Supplies (Table Games, Modeling Kits, etc.)

· General and Holiday Decorations (Door Decorations, Easter eggs, Halloween décor, etc.)

· Event Supplies (Table skirts, Balloons, Bulk Candy)

BID SHEET

Failure to complete the attached Bid Sheet and submit it with your bid shall result in your bid being deemed non-responsive and rejected without any further evaluation. You can bid on all, or a portion of the items listed in the Bid Sheet. These items are not to be considered as the only items to be purchased.

The price bid shall be all-inclusive, which means that all related expenses including shipping shall be factored into the unit prices. Travel, including airfare, hotel, meals, and any other related expenses are the Vendors’ responsibility and will not be reimbursed or paid for by the City of Detroit. Vendors should provide unit pricing for items they are bidding on. An Item Description shall be included if an alternative is provided and different from that specified in the Bid Sheet.

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