7-(BN) Board-up and Trash Out Services Euna RFP.pdf

CITY OF DETROIT

OFFICE OF CONTRACTING AND PROCUREMENT

REQUEST FOR PROPOSALS

RFP NO. 551237

(BN) Assessment, Board-up and Trash Out Services

Buyer: Elisha Wright

EVENT / ACTIVITY DUE DATE / TIME

ADVERTISEMENT DATE 9/18/26

PRE-PROPOSAL

CONFERENCE

N/A

Location:

QUESTIONS DUE

Please click intent to bid in Euna to receive correspondence.

10/6/26 on or before 3:00 pm

All questions must be submitted online in the Supplier Portal as indicated in Section

3.3 of this RFP.

ANSWERS DISTRIBUTED 10/13/26

PROPOSAL DUE DATE * 10/16/26 @ 2:00 pm EST

In the Supplier Portal as specified in

Section 4.5 of this RFP.

* Respondents must register in EUNA Bonfire to download bid documents and submit bids. The City cannot guarantee the accuracy of any bid documents obtained from outside of EUNA, and bids submitted outside of EUNA 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 RFP must be asked within the EUNA 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.

Proposals must be uploaded in EUNA Bonfire on or prior to the date and time indicated above. Late and/or emailed proposals will not be accepted.

https://detroit.bonfirehub.com/ http://www.detroitmi.gov/suppliersupport

TABLE OF CONTENTS

Section 1. Project Summary and Background

1.1. PROJECT REQUEST

1.2. BACKGROUND/DESCRIPTION OF ENVIRONMENT

1.3. AWARD CLAUSE INCLUDING RENEWAL OPTIONS

Section 2. Statement of Work

2.1. SERVICES TO BE PERFORMED

2. Board-up:

Completed Work Documentation Photograph Instructions and Requirements for BNP Properties

2.2. OPERATIONAL INFORMATION

2.3. TECHNICAL INFORMATION

2.4. PAYMENT & PERFORMANCE BOND (Construction)- N/A

Section 3. Proposal Evaluation and Selection Process

3.1. MINIMUM QUALIFICATIONS

3.2. ADHERENCE TO TERMS OF PROPOSALS

3.3. QUESTION DEADLINE

3.4. EVALUATION CRITERIA

3.5. EVALUATION PROCEDURE

3.6. ORAL PRESENTATION/DEMONSTRATION

3.7. REJECTIONS, MODIFICATIONS, CANCELLATIONS

3.8. PROTESTS

Section 4. Required Proposal Content and Submission Process

4.1. ACCURACY AND COMPLETENESS OF INFORMATION

4.2. REQUIRED PROPOSAL CONTENT AND FORMAT

4.3. REQUIRED COST PROPOSAL

4.4. ECONOMY OF PREPARATION

4.5. SUBMITTAL INSTRUCTIONS

Section 5. General Conditions and Requirements for RFP

5.1. CONTRACT APPROVAL

5.2. PAYMENT

5.3. INVOICES

5.4. ASSIGNMENT

5.5. MODIFICATION OF SERVICES AFTER CONTRACT APPROVAL

5.6. NEWS RELEASE

5.7. MISCELLANEOUS

5.8. OFFICE OF INSPECTOR GENERAL

RFP Attachments List

Section 1. Project Summary and Background

1.1. PROJECT REQUEST

The City of Detroit Office of Contracting and Procurement (OCP) on behalf of Bridging Neighborhood Department requests proposals from qualified Respondents to render certain technical or professional services Board-up and Trash-out as set forth in this RFP to provide property assessment, clean-out, junk removal and board-up services at multiple locations for a period of two years.

1.2. BACKGROUND/DESCRIPTION OF ENVIRONMENT

The City of Detroit’s Office of Contracting and Procurement seeks Property Maintenance and Preservation Professional

Suppliers/ Contractors interested in providing services for Bridging Neighborhoods (BN). BN renovates vacant, blighted residential properties across the City of Detroit for the purpose of providing optional home swaps for Detroit homeowners.

1.3. AWARD CLAUSE INCLUDING RENEWAL OPTIONS

If a contract is awarded as a result of this RFP it will be a City of Detroit Professional Services Contract (sample attached). The term of the contract will be for two-years. Any renewal options exercised under this contract is effective only after the approval of the Detroit City Council. The City anticipates one or multiple awards as a result of the RFP.

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

Section 2. Statement of Work

2.1. SERVICES TO BE PERFORMED

SCOPE OF WORK

All work must include before and after photographs to support the documentation provided to BN. All photos should adhere to the BN standards indicated in this document. BN reserves the right to require vendors to upload photographs and/or information on completed work either through Smartsheet, box.com, or via email. Vendor(s) will have a strong track record of providing quality work, performing services in a fiscally responsible manner, deliver timely/accurate results, and provide high standards of business ethics. All applicable laws and codes must be followed. Services to be provided may include but are not limited to the following on an as-needed basis.

1. Property Inspections: Assessment of the interior and exterior of the property, including but not limited to: assessment of the property’s occupancy, overall interior and exterior condition, condition of the roof, foundation, internal support structure, porch, windows, doors, impact of any water or fire damage, discoloration of walls (suspected mold), number of bedrooms and bathrooms, overall condition rating (good/fair/poor) for the property, and any notes related to specific issues at the property. Assessment must include all structures located on the property parcel (e.g. including any accessory structures, such as garages etc.)

as well as all units within the structure (e.g. duplex).

Assessment must also include quotes for trash-out and board-up of property. Request will specify if board-up quote will be for plywood or clear boarding. All inspections must include photographs to support the documentation provided to BN.

2. Board-up:

a. Plywood- Standard Opening- Board up property with plywood material primarily related to window opening(s). Contractor must remove any debris created during board-up from the property.

b. Plywood- Entry Door- Boardup property with plywood material primarily related to door opening(s). Contractor must remove any debris created during board-up from the property.

c. Plywood- Build Entry Door- Build door made of plywood material to allow access to the property including a hasp/eye bolt with a heavy duty “protected neck” combination lock, coded as requested by BN. Contractor must remove any debris created during board-up from the property.

d. Clear Boarding- Standard Opening: Board-up property with clear polycarbonate boarding system (e.g., SecureView), primarily related to window opening(s) to the clear boarding product installation standards to secure the home. Contractor must remove any debris created during board-up from the property. Provide name of installation system with bid.

e. Clear Boarding - Entry Door: Build door made of polycarbonate material (e.g., SecureView) to allow access to the property including hinges, hasps and padlock(s) to the clear boarding product installation standards. Contractor must remove any debris created during board-up from the property. Provide name of installation system with bid.

3. Board Removal: removal of door boarding to create access area.

4. Install Hasp/Eye Bolt & Padlock: Installation of a hasp/eye bolt with a heavy duty

“protected neck” combination lock, coded as requested by BN.

5. Debris Removal & Proper Disposal: Removal and proper disposal of non-essential materials from the interior of the home.

6. Debris Relocation Onsite: Relocation of non-essential material from the interior and/or exterior of the home to another site within the structure or on near the property (such as to the berm for pick-up) as specified by BN. Such material includes but is not limited to the following items: Household material, hazardous material, construction material, garbage, trees, outdoor material.

7. Janitorial Services: Service fee provided in the instance of cleaning up an environmental hazard where additional protection is required.

8. Deep Cleaning: Services may include cleaning of walls, windows, surfaces, hardwood/vinyl floors, carpet cleaning/vacuuming, and minimal trash/debris removal.

Specific needs are to be detailed in work order.

9. Roof Tarp-Standard: Standard roof tarp size is 500 sq Ft, Tarp to cover multiple weak spots or open holes on the roof of the property. Additional roof tarp to be used once holes/weak spots exceed 500 sq. ft. (standard roof tarp is to be used for multiple holes/weak spots when possible)

10. Tire removal: Removal and proper disposal of tires. Disposal receipts may be needed to be compensated for work related to tire removal.

11. Vehicle Removal: Removal of vehicles listed but not limited to a car, truck, boat, RV, other.

12. Dead Animal Removal/Disposal: Removal and proper disposal of dead animal remains

(e.g. cat, dog, squirrels, raccoons, mice, other)

13. Pump-out Basement (Residential): Pump-out property up to 9ft.

14. General Maintenance/Hourly Rate: Completion of any other requested service to be billed at an hourly rate up to 6 hours.

Project Schedule

All work orders submitted must be completed within the permitted timeframes. The vendor is to respond to a bid/work order request within 24 hours to indicate if the vendor is accepting the work. If additional time is needed, or if the vendor is not able to complete the request, Bridging Neighborhoods asks for that response in the 24-hour time period as well. When bids for work have been approved by BN, the servicer has 5 business days to complete work and submit completion documents. Expedited work is to be completed within 3 business days: including submittal of completion documents. Emergency requests are to be completed within

24 hours; including submittal of completion documents.

City of Detroit Office of Contracting and Procurement (OCP)

Request for Proposal – (BN) Board-up and Trash Out Services

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Completed Work Documentation All work completed must submit the following documentation to BNP upon completing the work order:

• Before and after, date stamped photos,

• Work-order survey

Within 30 days of work completion, service providers are to submit to BN an invoice for all services completed in full. BN may reject payment of charges if completed work documentation is not received.

Photograph Instructions and Requirements for BNP Properties

• All photos must be date stamped

• Photos must be in color

• Before and after photos should be taken from the same perspective and angle to show progression of work. Before and after photos should clearly show all interior and exterior services completed as defined by the associated work order request.

• Limit duplicate photos

• Exterior front, rear, and side views should be taken from a distance far enough away that the entire view of the property can be seen.

• Do not submit photos sideways or upside down.

• Clear photo of hasp/padlock with padlock code must be included if installed

• Photos of interior rooms, including basement rooms, should encompass as much of the room as possible (ceiling/walls/floors).

• Avoid taking pictures into the sun.

• Make sure photo is straight

• Minimize negative space.

2.2. OPERATIONAL INFORMATION

Awarded Contractor(s) will work closely with City agency staff.

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

2.3. TECHNICAL INFORMATION

Present a brief description of procedures to be followed, presented in a form which will best assist the City is evaluating your firm’s ability to identify, evaluate and communicate while providing the requested services, e.g. fees.

City Data Standards

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The City is committed to centralizing and warehousing Data for the purpose of improving service delivery and enabling cross departmental analytics. The System must enable Data access, Data interoperability, warehousing of resulting Data, and adherence to City data standards which the

City has provided to the Contractor for review.

Specifically, the System requires:

• We require access to all System data for automated data warehousing purposes, provided through at least one of the following machine-readable methods:

o Preferred: Direct database access, or access to a reporting database (ODBC-compatible) o Alternative: API access providing data in one or more of the following formats:

JSON, CSV, or XML

• Full documentation of APIs (including field names and objects) and the database schema used by the application.

• Ability for City to programmatically update data within the System as needed via API

• Any location-based data or platform utilizes the City’s base units geocoder, Base Units

Database, and/or address Data standards as applicable.

• The ability for the City to use and govern Data as it deems necessary-- centralizing it, porting it into other systems, and using it for additional and future organizational needs.

• Data collected, transferred and stored meet minimum standards to ensure confidentiality, integrity and availability.

• Data to meet compliance rules / regulations in order to ensure the sensitive digital assets are guarded against loss, theft and misuse. These rules come in a number of forms including applicable industry compliance / standards (i.e. HIPAA, PII, PCI-DSS, NIST, ISO), state or federal-level laws or even supra-national regulations.

• The System must have the capacity to store field-level metadata and display it in the user interface when appropriate

• API is able to provide Data in a JSON format.

Specifications, Change of Specification, and Errors or Omission. Specifications which refer to brand names are given for reference. Respondents may quote on equivalent articles, provided that brand name and catalog number(s) and any deviations are noted on the bid form and complete descriptive literature is furnished. Exceptions will state “Do Not Substitute.”

The decision of the City shall be final.

2.4. PAYMENT & PERFORMANCE BOND (Construction)- N/A

The successful respondent(s) must furnish a payment and performance bond in the amount of

100% of the contract value specified in the contract guaranteeing the contract will be accepted if tendered an award. See Attached Bond Form(s) for requirements.

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Section 3. Proposal Evaluation and Selection Process

3.1. MINIMUM QUALIFICATIONS

Proposals will only be accepted from those firms demonstrating a minimum of three (3) years of experience providing the services requested in the RFP for projects of similar scope and size.

• Complete staff roster (Full name, job title, city of residence)

• Include photos of before and after work from previous jobs

3.2. ADHERENCE TO TERMS OF PROPOSALS

A proposal once accepted by the City of Detroit, may become a binding contractual obligation of the Respondent. The failure of a successful Respondent to accept this obligation and to adhere to the terms of the Respondent’s proposal may result in rejection of the proposal and the cancellation of any provisional award to the respondent. Respondents are not permitted to take advantage of any errors or omissions in specifications since full instructions will be given should they be discovered before bid submission date.

3.3. QUESTION DEADLINE

All questions regarding the RFP shall be submitted through the Supplier Portal no later than the time and date specified in the solicitation. 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 submitted after the question deadline.

Should a Respondent be in doubt as to the true meaning of any portion of this RFP 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 RFP.

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 RFPs terms and conditions, specifications, quantities, etc.;

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

3.4. EVALUATION CRITERIA

Technical Proposals will be evaluated before Cost Proposals are reviewed.

Proposal Evaluation Criteria Possible

Points

1. Relevant Experience 20

2. Capacity/Work Plan (Key staff, resumes, org chart, equipment) 20

3. Strength of Proposal 20

4. Past Performance 20

5. Pricing 20

Total Points Possible 100 http://www.michigan.gov/SIGMAVSS

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Detroit Equalization Credits according to the following table shall be applied after the technical and price evaluation. (Please see Equalization Credit Statement for more information.) Valid CRIO certificate(s) for the Prime and/or Sub Contractor must be submitted with the bid response in order to be eligible for equalization credits)

Detroit Equalization Credits – Prime Contractor Possible

Points

Detroit Headquartered Business 5

Detroit Based Business 2

Detroit Resident Business 5

Construction Workforce Investment Business (Construction over $1M) 3

Construction Workforce Development Business 3

Detroit Small Business 1

Detroit Micro Business Concern 2

Joint Venture 2

Mentor Venture 1

Construction Workforce Development and Construction Workforce Investment credits are applicable to High Impact Construction Projects (over $1M).

Business can only be either a Detroit Small Business or Detroit Micro Business Concern but not both. Business can only be a Joint Venture or a Mentor Venture but not both.

The percentage of work will be determined by the budget allocated to the named CRIO certified contractor as a fraction of the overall project budget.

Detroit Equalization Credits – SubContractor Possible Points

Detroit Headquartered Business 5 x % of work

Detroit Based Business 2 x % of work

Detroit Resident Business 5 x % of work

Construction Workforce Investment Business* 3 x % of work

Construction Workforce Development Business* 3 x % of work

Detroit Small Business 1 x % of work

Detroit Micro Business Concern 2 x % of work

Maximum Points Possible 10

*Applicable to High Impact Construction Projects over $1 million.

3.5. EVALUATION PROCEDURE

Following the receipt of proposals, a City designated Evaluation Committee will evaluate each response. All PROPOSALS, which meet the required format of this RFP, will be evaluated. Any proposals determined to be non-responsive to the specifications or other requirements of the RFP, including instructions governing submission and format, will be disqualified unless the City determines, in its sole discretion, that non-compliance is not substantial or that an alternative proposed by the Respondent is acceptable.

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The City may also at its discretion, request oral presentations, make site visits at Respondent’s facility and may request a demonstration of Respondent’s operations. If scheduled, a final determination will be made after the oral presentations and/or demonstrations are complete.

The City may also at its sole discretion, elect to rank order the qualified proposals, and negotiate with some limited number of the highest scored qualified respondents. A final determination would include the cumulative inputs of this evaluation procedure. All decisions reached by the Evaluation

Committee will be by consensus.

Any of the additional data specs and standards described in Section 2.3, that are met will be factored positively into the overall score.

3.6. ORAL PRESENTATION/DEMONSTRATION

The City reserves the right, at its own discretion, to request oral presentations regarding proposals submitted in response to the RFP. Failure to make an oral presentation will be grounds for rejection of your proposal. Respondents will be notified by the Office of Contracting and Procurement of the date, time and location for oral presentations.

3.7. 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 received;

2) waive any non-conformity;

3) re-advertise for proposals;

4) withhold the award for any reason the City determines;

5) cancel and/or postpone the request for proposals, 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 does not commit the City of Detroit to award a contract, to pay any cost incurred in the preparation of a proposal under this request, or to procure or contract for services.

3.8. PROTESTS

An actual or prospective bidder whose direct economic interest would be affected by the award of a contract, or by the failure to award a contract, has the right to protest any aspect of the solicitation, evaluation, or selection process of this City of Detroit procurement. All protests must be submitted in writing and received by the applicable deadline stated below.

Filing Deadlines

Protest of solicitation terms. A protest challenging the terms of this solicitation must be received by the City no later than 4:00 p.m. EST on the business day prior to the scheduled solicitation closing date. Failure to meet this deadline waives the protester’s ability to challenge the terms of the solicitation.

Protest of contract award. Where this solicitation results in a contract award, a protest challenging the award must be received by the City no later than 4:00 p.m. EST on the fifth (5th) business day after the award. Failure to meet this deadline waives the protester’s ability to challenge the contract award.

How to Submit

All protests must be submitted in writing through the designated procurement portal in which this solicitation was posted. Protests submitted by any other method will not be accepted. The City is

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Revised 08/21/2026 Page 11 of 17 not required to consider any material filed after the applicable protest deadline unless the Chief

Procurement Officer specifically requests it.

Required Content of a Protest

A protest must be in writing and must contain all of the following:

1. The protester’s contact information (name, business name, address, phone, and email).

2. The solicitation reference number.

3. A concise statement of whether the protester is contesting the terms of the solicitation or the award of the contract, including a description of the specific law, procurement policy, or guiding provision the City is alleged to have violated.

4. A detailed statement of the relevant facts underlying the protest, with supporting documents attached as necessary. This statement must indicate whether the protester is an actual or prospective bidder and must describe facts demonstrating the protester’s direct economic interest in the outcome.

5. Identification of any proposed action the protester recommends be taken, and the protester’s rationale for that action.

6. If submitted by an organization, the signature of an officer of that organization; otherwise, the signature of the individual bidder/protester.

7. The signature described above must appear immediately after the following declaration:

“I declare, under penalty of perjury and pursuant to MCL Section 750.423(s), that this protest is being submitted to protest the solicitation or contract award identified above, and for no other reason, and further, that I have reviewed the facts and circumstances contained within this protest, and they are true and accurate to the best of my information, knowledge and belief.”

Review and Decision

The Chief Procurement Officer (CPO), or as delegated the Deputy CPO, has sole authority to respond to, decide, and act upon supplier protests. The City will render a written response to the protester within ten (10) business days of receipt. This period may be extended upon written notice by the CPO, in the CPO’s sole discretion, and the CPO may require the protester or other bidders to provide additional documentation or statements. The decision of the CPO is the final decision of the City.

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Section 4. Required Proposal Content and Submission Process

4.1. ACCURACY AND COMPLETENESS OF INFORMATION

All information pertaining to the prospective respondent’s approach in meeting the requirements of the RFP shall be organized and presented in the prospective respondent’s proposal. The instructions contained in this RFP must be strictly followed.

Accuracy and completeness are essential. Omissions and ambiguous or equivocal statements will be viewed unfavorably and may be considered in the evaluation. Since all or a portion of the successful proposal may be incorporated into any ensuing contract, all prospective respondents are further cautioned not to make any claims or statements that cannot be subsequently included in a legally binding agreement.

4.2. REQUIRED PROPOSAL CONTENT AND FORMAT

To be considered responsive, each proposal must, at a minimum, respond to the following RFP sections in their entirety, responses must be uploaded in the Supplier Portal along with the Affidavit of Disclosure Interests Form and Non- Collusion Affidavit found under requirements section of the of RFP 551237:

Required Response Item

1. Attachment A – Respondent Questionnaire

Respondent shall provide their Organization Experience and Capacity/Staffing, per the requirements provided in Attachment A.

2. Attachment B – Proposal Introduction and Solution / Approach

Respondent shall provide their Proposal Introduction and Solution / Approach per the requirements provided in Attachment B.

3. Attachment C – Pricing

Respondent shall provide their Pricing proposal, per the requirements provided in

Attachment C.

4. Attachment D1 – Forms, Affidavits and Documents – Bid Requirements

Respondent shall provide their completed Certificate of Authority, Non-Collusion

Affidavit, and Affidavit of Disclosure of Interests, in Attachment D1.

5. Attachment D2 – Conditions of Award - Award Winners Only

Respondent will be required to provide their completed Forms, Affidavits, Insurance and

Documents, if they are selected as the award winner provided in Attachment D.

6. Attachment E – Model Professional Services Contract

Respondent shall provide their agreement to the Model Professional Services Contract or note any exceptions provided in Attachment E.

4.3. REQUIRED COST PROPOSAL

Respondents are requested to make a firm cost proposal to the City of Detroit, through the completion of Attachment C. If a contract is entered into as a result of this RFP, it will be a contract for fees as related to providing all requested services, with a price not to exceed the total price quoted in the proposal. The City of Detroit reserves the right to select proposals from the most responsible Respondents with the most reasonable costs. The City reserves the right to select one or more firms to perform all or separate parts of this function.

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4.4. ECONOMY OF PREPARATION

Proposals should be prepared simply and economically providing a straightforward, concise description of the Respondent’s ability to meet the requirements of the RFP. Emphasis should be on the completeness and clarity of content.

4.5. SUBMITTAL INSTRUCTIONS

All proposals must be submitted through the Bonfire/EUNA Procurement Supplier Portal at detroit.bonfirehub.com. Each Respondent is responsible for ensuring that its proposal is received by the City on a timely basis. Faxed or mailed proposals will not be accepted.

Firms shall not distribute their proposals to any other City office or City employee. Proposals received become the property of the City. The City is not responsible for any costs associated with preparation or submission of proposals. All proposals submitted by the due date will be recorded in the Supplier Portal. Responses received will not be available for review. Proposals received will be subject to disclosure under the state of Michigan’s Freedom of Information Act. An officer of the company authorized to bind the company to a contractual obligation with the City must sign the proposals in the Supplier Portal. The successful respondent will receive an award letter.

Respondents who are not awarded will receive a notification that the award decision has been made.

Support Channels for Technical Difficulties and Questions Visit https://detroitmi.gov/suppliersupport for:

- Guides on how to register in EUNA

- Guides on how to submit a response to the solicitation

- FAQs

Contact Bonfire’s technical support in the portal for:

- Technical issues with the e-bidding portal

- Registration problems

- Help submitting responses through the system

Contact the City (eprocurement@detroitmi.gov) for:

- General procurement process questions

- City-specific requirements and policies

For Solicitation/Project-Specific Questions:

- Submit all solicitation-related questions through the Public Q&A tab in the Bonfire/EUNA

Procurement portal. This ensures all vendors receive the same information and maintains transparency in the bidding process. Emails and calls regarding solicitation-specific questions will not receive a response.

https://detroitmi.gov/suppliersupport https://detroit.bonfirehub.com/portal/support mailto:eprocurement@detroitmi.gov

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Section 5. General Conditions and Requirements for RFP

5.1. CONTRACT APPROVAL

Upon contract award, the City and the successful Respondent shall execute a professional services contract, which shall contain all contractual terms and conditions in a form provided by the City.

No contract shall become effective until the contract has been approved by the required City

Departments and Detroit City Council and signed by the City of Detroit Chief Procurement Officer.

Prior to the completion of this approval process, the successful Respondent shall have no authority to begin work under the contract. The Chief Financial Officer shall not authorize any payments to the successful Respondent prior to such approvals; nor shall the City incur any liability to reimburse the successful Respondent regarding any expenditure for the purchase of materials or the payment of services.

5.2. PAYMENT

All properly executed invoices submitted by the successful Respondent will be paid in accordance with the City of Detroit Prompt Payment Ordinance.

5.3. 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.

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

Required vendor steps to invoice:

1) Vendors should submit their invoices via City of Detroit Oracle 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 http://www.detroitmi.gov/Supplier https://ebkk.login.us8.oraclecloud.com/oam/server/obrareq.cgi?ECID-Context=1.006GbR8nJ1j0zkVay1Na6G001bnV0000sM%3BkXjE

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• Contract number

• Purchase order number

• Total Invoice amount

• The wording “Goods/Services” (must be noted on every invoice)

Other invoice requirements:

• Invoice must be billed based on Purchase Order/Contract 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 the City's AP department with the necessary supporting documentation.

If you need payment assistance, please contact the Office of Departmental Financial Services

(ODFS) 313-410-7804.

For technical assistance, please visit detroitmi.gov/suppliersupport.

5.4. ASSIGNMENT

The services to be performed by the successful Respondent shall not be assigned, sublet, or transferred, nor shall the successful Respondent assign any monies due or to become due to him under any contract entered into with the City pursuant to these specifications, without prior written approval of the City.

5.5. MODIFICATION OF SERVICES AFTER CONTRACT APPROVAL

The City reserves the right to modify the services provided by the successful Respondent awarded a contract. Any modification and resulting changes in pricing shall be made by amendment to the contract by the successful Respondent and the City.

5.6. NEWS RELEASE

News releases pertaining to these proposal specifications or the provisions to which they relate shall not be made without prior approval of the City and then only in coordination with the City.

5.7. 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 for specific contact information regarding these opportunities.

https://urldefense.com/v3/__https:/descmiworks.org/business-services/__;!!NcXZSU8rfchoEksI!efgwb7Az7YQ1WNYz08X3skt7ah9Lt0tZnoFrliM4GlUH9iYP4Dtz_l03Xya-8iVDi2esZRdC59m0O9Xl8DlelS4a5w$

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Contractors are encouraged to employ innovative approaches, including ethically and responsibly leveraging artificial intelligence and advanced technologies, to enhance goods delivery, services, and operational performance. Vendors using AI solutions will be asked to provide information on how the AI solution functions.

5.8. OFFICE OF INSPECTOR GENERAL

5.8.1. In accordance with Section 2-106.6 of the City Charter, this Contract shall be voidable or rescindable at the discretion of the Mayor or Inspector General at any time if a Public Servant who is a party to the Contract has an interest in the Contract and fails to disclose such interest.

5.8.2. This Contract shall also be voidable or rescindable if a lobbyist or employee of the contracting party offers a prohibited gift, gratuity, honoraria or payment to a Public Servant in relation to the Contract.

5.8.3. A fine shall be assessed to the Contractor in the event of a violation of Section 2-106.6 of the

City Charter. If applicable, the actions of the Contractor, and its representative lobbyist or employee, shall be referred to the appropriate prosecuting authorities.

5.8.4. Pursuant to Section 7.5-306 of the City Charter, the Inspector General shall investigate any

Public Servant, City agency, program or official act, contractor and subcontractor providing goods and services to the City, business entity seeking contracts or certification of eligibility for City contracts and person seeking certification of eligibility for participation in any City program, either in response to a complaint or on the Inspector General’s own initiative in order to detect and prevent waste, abuse, fraud and corruption.

5.8.5. In accordance with Section 7.5-310 of the City Charter, it shall be the duty of every Public

Servant, contractor, subcontractor, and licensee of the City, and every applicant for certification of eligibility for a City contract or program, to cooperate with the Inspector

General in any investigation pursuant to Article 7.5, Chapter 3 of the City Charter.

5.8.6. Any Public Servant who willfully and without justification or excuse obstructs an investigation of the Inspector General by withholding documents or testimony, is subject to forfeiture of office, discipline, debarment or any other applicable penalty.

5.8.7. As set forth in Section 7.5-308 of the City Charter, the Inspector General has a duty to report illegal acts. If the Inspector General has probable cause to believe that any Public Servant or any person doing or seeking to do business with the City has committed or is committing an illegal act, then the Inspector General shall promptly refer the matter to the appropriate prosecuting authorities.

For purposes of this Article: “Public Servant” means the Mayor, members of City Council, City Clerk, appointive officers, any member of a board, commission or other voting body established by either branch of City government or the City Charter, and any appointee, employee or individual who provides services to the City within or outside of its offices or facilities pursuant to a personal services contract.

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RFP Attachments List

The following Attachments are available to download on the Supplier Portal.

Attachment A - Respondent Questionnaire

Attachment B - Proposal Introduction and Solution / Approach

Attachment C - Pricing

Attachment D - Forms, Affidavits and Documents-(Award winner only)

Attachment E - Model Professional Services Contract