7-RFP 551200 Bunker Gear Cleaning and Maintenance.pdf

City of Detroit Office of Contracting and Procurement (OCP)

Request for Proposal – 551200 Cleaning and Maintenance

Revised 12/2/2025 Page 1 of 22

CITY OF DETROIT

OFFICE OF CONTRACTING AND PROCUREMENT

REQUEST FOR PROPOSALS

RFP NO. 551200

Bunker Gear Cleaning and Maintenance

Buyer: Eric Cooper

EVENT / ACTIVITY DUE DATE / TIME

ADVERTISEMENT DATE 10/15/2026

PRE-PROPOSAL

CONFERENCE

10/22/2026 2PM EST

Location: Microsoft Teams

Microsoft Teams meeting Join: https://teams.microsoft.com/meet/252697902972144?p=8XCeZnHmm2gbKXKuUo

Meeting ID: 252 697 902 972 144 Passcode: 7YN7eu9M

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QUESTIONS DUE 10/30/2026 on or before

All questions must be submitted online in the Supplier Portal as indicated in Section 3.3 of this RFP.

PROPOSAL DUE DATE * 11/6/2026 @ 4PM 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://teams.microsoft.com/meet/252697902972144?p=8XCeZnHmm2gbKXKuUo https://aka.ms/JoinTeamsMeeting?omkt=en-US https://teams.microsoft.com/l/meetup-join/19%3ameeting_NjE2OWIyYTctYjY4OS00MzdjLWE3MjEtMzVlZDc0OWQ1Yzhi%40thread.v2/0?context=%7b%22Tid%22%3a%22e154a760-1d2d-4ef6-8fd3-ebc8b4ef31fd%22%2c%22Oid%22%3a%2290574fc0-50a2-4e9a-a90f-f9b6f305b092%22%7d tel:+14699986602,,143899509 https://dialin.teams.cloud.microsoft/d8d2f7a3-2364-4c9b-ab3d-7f613057a66c?id=143899509 https://teams.microsoft.com/meetingOptions/?organizerId=90574fc0-50a2-4e9a-a90f-f9b6f305b092&tenantId=e154a760-1d2d-4ef6-8fd3-ebc8b4ef31fd&threadId=19_meeting_NjE2OWIyYTctYjY4OS00MzdjLWE3MjEtMzVlZDc0OWQ1Yzhi@thread.v2&messageId=0&language=en-US https://dialin.teams.cloud.microsoft/usp/pstnconferencing https://detroit.bonfirehub.com/ http://www.detroitmi.gov/suppliersupport

Revised 12/2/2025 Page 2 of 22

Revised 12/2/2025 Page 3 of 22

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

2.2. OPERATIONAL INFORMATION

2.3. TECHNICAL INFORMATION

2.4. PAYMENT & PERFORMANCE BOND (Construction) . Error! Bookmark not defined.

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

Revised 12/2/2025 Page 4 of 22

Section 1. Project Summary and Background

1.1. PROJECT REQUEST

The City of Detroit Office of Contracting and Procurement (OCP) on behalf of the Detroit Fire department requests proposals from qualified Respondents to render certain technical or professional services ("Services") as set forth in this RFP to provide comprehensive inspection, cleaning, sanitization, repair, maintenance, and tracking services for departmental protective clothing and ensembles.

1.2. BACKGROUND/DESCRIPTION OF ENVIRONMENT

The successful contractor shall operate and maintain a Verified Independent Service Provider (ISP) capable of performing all required services in accordance with the current editions of applicable National Fire Protection Association (NFPA) standards, including NFPA 1850 and NFPA 1857, and any successor or applicable standards governing the selection, care, inspection, cleaning, repair, and maintenance of protective ensembles.

Services shall include, at a minimum, advanced inspections, advanced cleaning, specialty cleaning, sanitization, garment repairs, and inventory or service-history tracking. Contractors must provide current certificates of verification with their bid and maintain all required certifications and verifications throughout the term of the contract. All services shall be performed directly by the awarded contractor, without the use of third-party service providers, and in accordance with the General Conditions, Special Conditions, and technical requirements established within this solicitation.

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 three (3) years with option for two (2) one-year renewal options. Any renewal option exercised under this contract is effective only after the approval of the Detroit City Council. The City anticipates one award as a result of the RFP.

Revised 12/2/2025 Page 5 of 22

Section 2. Statement of Work 2.

2.1. SERVICES TO BE PERFORMED

The contractor must maintain and manage a Verified Independent Service Provider staffed to provide maintenance services for the DFD protective clothing conforming to the current edition of NPFA 1851, Standard on Selection, Care and Maintenance of Protective Ensembles for Structural Fire Fighting and Proximity Fire Fighting NFPA 1850 Standard on Selection, Care, and Maintenance of Protective Ensembles for Structural and Proximity Firefighting and Open- Circuit Self-Contained Breathing Apparatus (SCBA).

Additionally, the contractor must maintain a current certification and conform to the current edition of NFPA 1855, Standard on Selection, Care and Maintenance or Protective Clothing for Technical Rescue Incidents/ NFPA 1857, Standard on Selection, Care, and Maintenance of Protective Ensembles for Technical Rescue Incidents and Wildland Firefighting.

The contractor must provide these certificates of verification at the time of bid and maintain their verification in order to service any of the DFD’s protective garments. The contractor shall provide services in accordance with General Conditions and Special Conditions as described in the specifications and must not utilize third parties for the required services.

Successful vendors shall be required to supply the Fire Department with Specialty Cleaning, Advanced Inspection, Advanced Cleanings, Sanitization, Tracking systems and Repair Services for Protective Clothing in accordance with NFPA Standard 1851/1850, 2025 or latest edition. All Advanced Inspections, Advanced Cleaning, Specialty Cleaning, and Sanitization will meet NFPA 1851/1850, 2025 or latest edition specifications.

GENERAL SERVICES

Detroit Fire Department will appoint two employees as “Department Liaisons” who will be the DFD contact with respect to the agreement.

The contractor shall also provide the following services in conformance with the terms of the agreement.

Emergency hotline staffed 24/7 Advanced Cleaning, Advanced Inspection (including complete liner inspection), and

NFPA Compliant Repair Services Quartermaster Services Pick-up and delivery services across all stations NFPA Compliant data tracking and reporting system CO2 Cleaning Services Warranty Repair Services Repairs and alterations to manufacturer standards using certified materials Decontamination after exposure to hazardous contaminants Loaner gear upon request during repair/cleaning Service calls as requested Backup Facilities Training, education, and industry updated services

STANDARDS AND COMPLIANCE

Revised 12/2/2025 Page 6 of 22 o All services must comply with NPFA 1851, Standard on Selection, Care and Maintenance of Protective Ensembles for Structural Fire Fighting and Proximity Fire Fighting/NFPA 1850 Standard on Selection, Care, and Maintenance of Protective Ensembles for Structural and Proximity Firefighting and Open-Circuit Self-Contained Breathing Apparatus (SCBA).

o The contractor must maintain a current verification and conform to the current edition of NFPA 1855, Standard on Selection, Care and Maintenance or Protective Clothing for Technical Rescue Incidents/ NFPA 1857, Standard on Selection, Care, and Maintenance of Protective Ensembles for Technical Rescue Incidents and Wildland Firefighting.

o The contractor must be a Verified ISP through a recognized third party (e.g., UL or Intertek).

o The contractor must maintain verification to service any of the department’s Personal Protective Clothing.

o Technicians must be trained to comply with verified organization policies and procedures in turnout gear maintenance and repairs.

EMERGENCY HOTLINE

Contractor must provide an emergency hotline number. This number must be answered 24/7 by a resolute operator. The operator must be capable of connecting the representative and the on-duty contractor representative immediately. If there is a problem connecting to the contractor’s first person on-call a second must be contacted and connected to the representative. In no case will the emergency hotline operator take the information and disconnect from the representative before contact with the contractor is completed.

ADVANCED CLEANING, ADVANCED INSPECTION, REPAIR & TRACKING OF

STRUCTURAL TURNOUT GEAR

The awarded contractor shall be required to supply the City of Detroit’s Fire Department (DFD), with Advanced Cleaning, Advanced Inspection, Specialty Cleaning, Repairs, and Tracking Systems Services for Protective Clothing. The services will meet the latest editions of NFPA 1851/1850 and NFPA 1855/1857. Contractor must provide current verification from the third party testing lab (e.g., UL or Intertek) confirming their verified status to the standards.

These specifications are intended to identify the several types of repairs that may be required for structural fighting protective clothing worn by members of the fire department. All cleaning and repairs will be performed according to the manufacturer’s specifications so as not to invalidate the warranty. In addition, all cleaning and repairs will meet department and NFPA specifications. All Advanced Inspection of protective clothing shall be performed in accordance with NFPA 1850, 2025 or latest edition and NFPA 1857, 2026 or latest edition guidelines.

ADVANCED CLEANING SPECIFICATIONS

Contractor shall use OZONE as part of the cleaning process. This must be the infusion system and not the bubble method. OZONE will fully sanitize every load and negate the requirement for soaking any biologically contaminated PPE. Only manufacturer approved cleaning agents shall be used for the laundering process and any damage done to the garment as a result of the laundering process will be the responsibility of the contractor.

To prevent damage to the Moisture Barrier/Thermal Liner system the outer shell will be washed and dried separately. This process shall not damage, shrink or discolor any protective clothing.

Revised 12/2/2025 Page 7 of 22

Must include routine and advanced cleaning using approved PPE-safe detergents or methods.

Solvent free CO2 capabilities are preferred for post-incident and chemical exposure decontamination. Ozone Cleaning capabilities are preferred for biological decontamination.

Proper separation of inner liners, outer shells, and accessories during washing/drying The process must ensure no shrinkage, discoloration, or degradation of materials

SPECIALIZED CLEANING SERVICE SPECIFICATIONS

Contractors shall provide CO2 cleaning services for heavily contaminated PPE, including helmets, hoods, coats, pants, gloves, and boots unless PPC material requires hand washing. CO2 cleaning is a fully closed system. There are no effluents or contaminants released to the sanitary sewer system. CO2 has been proven to remove 98% of poly-aromatic hydrocarbons (PAHS) and semi-volatile organic compounds (SVOCS) from PPE. This compares 55% removals with water washes.

Does not use solvents, it is less degrading to PPE materials and items are cleaned and dried in 90 minutes. The contractor must prove knowledge of CO2 operations and provide 24/7 access to the CO2 cleaning process. The awarded vendor must have CO2 onsite and provide ISP Verification identifying CO2 as an approved cleaning process.

Utilizing third parties is not acceptable. Contractor must have access to SuperCritical CO2 cleaning capabilities within one year of contract execution.

Vendor Requirements for CO2 Cleaning The drum shall rotate at a much slower rate than a washer/extractor, specifically the rotation, causing less degradation to PPE gear. The machine shall be used without rotation to clean helmets, boots, and other hard goods.

CO2 shall be pressurized to minimum 750 psi during the process, which raises the CO2 to ambient temperature, turning the carbon dioxide gas into a liquid and in this state, it is effective at dissolving and removing contaminants that typical water cannot remove.

The CO2 process must use several cycles with continuous filtration of liquid CO2, with each individual cycle injects clean CO2.

CO2 cleaning shall be capable of removing the following:

Lithium-Ion contamination Diesel fuel contamination Ethanol Asphalt Sewage Bed Bugs CBD Oils

Advanced Inspections Inspections shall include

Testing of the moisture barrier by a hydrostatic tester.

Visual and tactile inspections for damage, wear, and contamination.

Documentation of findings and recommendations for repair, replacement, or retirement

Repair Requirements

The VISP must:

Be capable of completing warranty repairs at no cost to DFD and non-warranty repairs.

Use NFPA-compliant and manufacturer-approved materials

Revised 12/2/2025 Page 8 of 22

Have capabilities to repair or replace: Thermal liners, moisture barriers, reflective trim, closures, Velcro, snaps, etc.

Maintain documentation for each repair performed Restore gear to full functionality without compromising safety

REPAIR SERVICES

The contractor must provide fully compliant repair services. Including but not limited to repairing holes, tears, trim replacement, Velcro replacement, Moisture barrier repairs and sealing and thermal barrier repairs. Contractors must be capable and authorized to provide warranty repairs to LION garments including moisture barriers. Authorization documentation must be provided at the time of bid.

Contractors must provide a third-party testing certificate indicating that they are tested to all Moisture barrier materials including but not limited to material produced by W.L.

Gore and Stedfast. This certificate must specify verification for the following materials:

Gore – RT7100, 3D Gore – Crosstech 3-Layer, 4A Gore – Crosstech Black, 2F Gore – Crosstech Endure Gore – Parallon, B2 Stedfast – Stedair 3000 Stedfast – Stedair 4000 Stedfast – Stedair Gold

REPAIR MATERIALS

All repairs must be made with the same NFPA compliant materials that were used in the garment’s original construction. All moisture barrier material used for repairs must have undergone third party verification by the company bidding. “Test Verification of Conformity” report is required from a Third-Party Verification agency.

The Successful Bidder should be prepared to work on composite materials primarily consisting of the following but not limited to:

Black and Tan 7.0 oz PBI Max outershell Black and Tan 7.25 oz PBI Matrix outershell Gore Crosstech 3-layer Moisture Barrier Stedfast Stedair 4000 Moisture Barrier

3.5 oz Glide Ice Face cloth

1.4 oz Apertured E89 Thermal liner

3.0 oz Nomex Chambray face cloth 3M Triple Trim reflective trim Orafol Yellow Oralite reflective trim Black Polymer Coated Aramid reinforcements

PICK-UP AND DELIVERY

The vendor will be responsible to make arrangements for the pick-up and delivery of the protective clothing to the appropriate fire station. This will be coordinated through personnel assigned by the fire department. The turnout gear will be returned to the fire station within five (5) business days from the day it was picked up. Turnout Gear will

Revised 12/2/2025 Page 9 of 22 receive Advanced Cleaning, Specialty Cleaning (if needed), Advanced Inspections, Repairs, Report, and Delivery back to DFD.

Routine scheduled pickups (minimum bi-weekly) at all locations.

The vendor shall be responsible for all the actions of their employees who will have access to the Fire Department facilities.

On occasion it may be necessary for the successful vendors to deliver cleaned and/or repaired garments in an expeditious manner. Such requests will be made by the Safety Office and will require the return of invoiced gear within 48 hours for cleaning and repairing and 24 hours for repairing only garments.

EMERGENCY PICK-UP OF CONTAMINATED CLOTHING

On occasion it may be necessary for the vendor to pick up protective clothing at the location of an emergency incident. This service will be during business hours, 5 Days per week. This service will only be requested when the clothing is suspected of being contaminated, and after an initial decontamination procedure was conducted on the clothing at the scene. The determination to have the protective clothing picked up at the scene will be made by the on-duty Incident Safety Officer if he/she feels the clothing should not be taken to the fire station.

The vendor will provide the department with a telephone number for Emergency Pick-up notification. This phone service must be available 24 hours a day, 7 days a week.

QUARTERMASTER SERVICES

The VISP shall provide an On-Site Resource to provide Quartermaster responsibilities serving all Divisions of the City of Detroit Fire Department including the Fire Department, Arson, Fire Marshal & Training including:

Create & Manage Head to Toe Inventory & Gear assignments in VISP supplied Customer Portal

Document required Alterations and communicate requirements to the VISP Facility Ship Post-Incident Gear for CO2 Cleaning if required Maintain documentation to ensure NFPA 1851/1850 Compliance Provide reports to DFD Personnel noting compliance % and details for out of compliance

PPE

DATA TRACKING AND REPORTING

The successful vendor shall assign a permanent identification device (barcode) to all protective clothing and provide a database capable of tracking all protective clothing items issued to all members of the department referenced by the members identification number. The following data shall be maintained:

Member to whom the item is issued Date and condition when issued Manufacturer and model name Manufacturer’s identification number Month and year of manufacture Date and findings of Advanced Inspection Date of Advance Cleaning or decontamination Reason for Advanced Cleaning or decontamination Date of repairs, type of repairs and who performed the repair

Revised 12/2/2025 Page 10 of 22

Date of retirement and reason for retirement Date and method of disposal

There shall be several options for which to manage gear/member data within the customer portal. Any changes made to the portal shall be live and immediately flow over to the vendors’ internal database. Capabilities should include the options below:

Create Gear: Enter gear that is not already in the system. Duplicates should not be allowed.

Retire Gear: Mark existing gear as retired.

Reassign Gear: Change the assignment status of an item from one member to another.

Create Firefighter: Create new members that are not already in the system. Duplicates should not be allowed.

Deactivate Firefighter - Mark existing members as retired/deactivated.

Create Shelf Label – Labels created for use on stock gear.

The Vendor shall include the PPE Module of the PSTrax Inventory Management System. This tracking database shall be in full compliance with NFPA 1850, 2025 or latest edition, and the Fire Department shall have 24/7 online access via secured and protected website to the above database. A monthly report for all cleaning and repairs performed will be forwarded to the department Safety Office by the 15th of each month.

The PPE Module shall:

Track the full history for each piece of PPC from purchase to retirement.

Manage gear assignments and document any type of event, including:

Routine inspections, Advanced inspections, Advanced Cleanings including cleanings for soiling, Repairs, Contaminant exposures

View expiration dates and maintenance costs for better forecasting and justification for replacement as needed.

Track all PPE inventories - including multiple sets and unassigned gear.

LOANER STOCK

The successful vendor must stock loaner PPC. If the department experiences a significant incident that requires a large quantity of PPC, DFD may not have the quantities needed to put their firefighters back into service. The vendor will be expected to fill those quantities needed. This includes helmets, hoods, coats, gloves, pants, and boots. All stock must be NFPA 1851/1850 compliant and have documented paperwork to indicate that compliance. Pricing for Loaner PPC must be included in the bid as separate line items for each PPC Component. This amount shall not be included in the annual price for PPE Maintenance.

BACK-UP VERIFIED ISP FACILITY

The vendor must own or have documented access to an additional fully Verified ISP location in case of emergency. If for any reason the primary ISP service location cannot function, the backup facility will provide services until the existing facility comes back online. The backup facility must be fully verified to the same levels as the existing location. This includes the verification by a recognized third party (e.g., UL or Intertek) and all the repair materials listed in the Repair Materials section listed above. The facility shall demonstrate upon request that it can manage

Revised 12/2/2025 Page 11 of 22 the additional quantity of garments that DFD expects to be serviced on a continuous basis.

TRAINING, EDUCATION, AND INDUSTRY UPDATED LEARNING

The vendor shall, upon request, provide continuing education to DFD. This includes NFPA 1850, 2025 edition training and training on proper procedures for advanced cleaning PPC and routine inspection of that gear. Training shall be available online 24/7 and completion of the training shall be documented and CEUs provided to the individual, if requested. The Vendor shall also provide in-person on-site education.

PRICING

All pricing pertaining to these specifications shall remain fixed for the first 3

Years (36) months (“Initial Term”).

For all invoices submitted, the repair facility must agree that all pricing can be verified in the price lists submitted as part of this contract.

After the Initial Term, the awarded vendor may submit an updated price list.

If an invoice contains a stated repair that does not appear on the price list submitted as part of this contract, the City reserves the right to exclude payment for that repair.

If an invoice contains a listed repair with an incorrect price, the City will be responsible only for the price listed as part of this contract.

FLAT RATE PRICING

The vendor shall provide a fixed price option for the Fire Department. This option will be based on a total number of sets Advanced Cleaned, Specialized Cleaned, Advanced Inspected and Repaired over a specific period. DFD will determine if the flat rate is to cover the total head to toe ensemble, just coats and pants or a combination. FD will determine the number of times the PPE will be serviced on an annual basis. Once those parameters are set a fixed price will be determined for a specific period.

DFD will be invoiced once per month for the agreed amount. There will be no need for repair authorizations or itemized approvals. All PPE will be serviced under the flat rate invoiced amount regardless of cleaning and repair needs.

PENALTY CHARGES

A penalty will be imposed on all deliveries received after the fifth (5) calendar day the item was picked up. Additional time may be permitted for specific repairs, but that time must be pre-approved by the Safety Officer. For deliveries received after the fifth (5) calendar day, but before the tenth (10) calendar day, 2 percent (2%) shall be deducted from the invoice. An additional one percent (1%) per day will be deducted from the invoice thereafter until the gear is received at the fire station.

WARRANTY

Vendors will utilize “state of the art” techniques in the repair of the protective garments listed. The full protective characteristic of the garment MUST be maintained and guaranteed after it is repaired. Repairs must be completed as

Revised 12/2/2025 Page 12 of 22 requested and guaranteed to be free from defects for the life of the garment. The delivered product must equal or exceed the manufacturers and DFD specifications and NFPA Standards listed previously.

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

City Data Standards 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

Revised 12/2/2025 Page 13 of 22 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.

Section 3. Proposal Evaluation and Selection Process 3.

3.1. MINIMUM QUALIFICATIONSfive

Proposals will only be accepted from those firms demonstrating a minimum of (5) years of experience providing the services requested in the RFP for projects of similar scope and size.

1. Must provide copies of Third-Party ISP Verification certificate that is no more than two years old.

2. NFPA 1855 / NFPA 1857 Compliance Verification.

3. Must provide at a mimimum 2 verifiable references from projects of similar scope requested in the RFP.

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 http://www.michigan.gov/SIGMAVSS

Revised 12/2/2025 Page 14 of 22

1. Relevant Experience of Similar Scope and Scale to RFP 30

2. Capacity (Turnaround Time and Operational Capacity, Key Personnel) 20

3. Strength of Proposal (Advanced Inspection and Testing Capabilities, Cleaning and Decontamination Efficacy, Repairs and Alterations) 20

4. Record Keeping, Tracking and Accountability Practices 20

5. Pricing 10

Total Points Possible 100

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)

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.

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.

Revised 12/2/2025 Page 15 of 22

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

Protests can be filed with the Office of Procurement. Interested parties aggrieved by a solicitation or the award of any resulting contract, may file written notice of protest to the following:

City of Detroit Chief Procurement Officer 2 Woodward Avenue, Suite 1008

Detroit, MI 48226 “Procurement Protest”

At a minimum, such protests shall include:

1) name of protestor.

2) solicitation/contract number and description; and

3) statement of grounds for protest (reference specific text in the solicitation, bid or contract document that is at issue).

An actual or prospective bidder or offeror whose direct economic interest would be affected by the award of a contract or the failure to award a contract has the right to protest any aspect of the solicitation, evaluation, or selection process of a City of Detroit procurement.

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A protest by a prospective bidder which challenges the terms of the solicitation itself must be received by the City no later than 4:00 p.m. EST of the business day prior to the date scheduled for the bid closure. Failure to meet this deadline shall result in a protester waiving its ability to challenge the terms of the solicitation.

A protest by a bidder which challenges a contract award must be received no later than 4:00 p.m.

EST five (5) business days after the award of a City procurement. Failure to meet this deadline shall result in a protester waiving its ability to challenge the contract award.

All protests must be submitted in writing and received by the required timeframe.

The Chief Procurement Officer (CPO) or as delegated, the Deputy CPO, has the sole authority to respond to, decide and act upon supplier protests.

The decision of the Chief Procurement Officer and/or the Department Director are final and is not subject to appeal.

Section 4. Required Proposal Content and Submission Process 4.

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#551200:

Required Response Item

1. Attachment A – Respondent Questionnaire

Respondent shall provide their Organization Experience, per the requirements provided in Attachment A.

2. Attachment B – Proposal Introduction and Solution / Approach Respondent shall provide their Proposal Introduction and Solution / Approach and Capacity/Staffing, per the requirements provided in Attachment B.

3. Attachment C – Pricing

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Required Response Item 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.

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

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- 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.

Section 5. General Conditions and Requirements for RFP 5.

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! NO letter of Intent, or Letter to Commence Work will be issued.

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

Required vendor steps to invoice:

mailto:eprocurement@detroitmi.gov http://www.detroitmi.gov/Supplier

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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

• 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 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.

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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.

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.

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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…