7-RFP 551406 Fuel Site Inspection Repair Services.pdf

City of Detroit Office of Contracting and Procurement (OCP)

Request for Proposal 551406– Fuel Site Inspection & Repair Services

Revised 12/2/2025 Page 1 of 17

CITY OF DETROIT

OFFICE OF CONTRACTING AND PROCUREMENT

REQUEST FOR PROPOSALS

RFP NO. 551406

FUEL SITE MAINTENANCE & REPAIR SERVICES

Buyer: Angie Sanders

EVENT / ACTIVITY DUE DATE / TIME

ADVERTISEMENT DATE October 30, 2026

PRE-PROPOSAL

CONFERENCE

November 5, 2026 @ 3PM EST

Location: TEAMS

RFP# 551406 Pre-Bid Meeting - Fuel Pump Maintenance & Repair Bid | Meeting-Join |

Microsoft Teams

QUESTIONS DUE November 20, 2026 @ 4PM

(On or before)

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

3.3 of this RFP.

ANSWERS DISTRIBUTED November 23, 2026

PROPOSAL DUE DATE * December 4, 2026 @ 3PM 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/l/meetup-join/19%3ameeting_NjQ5ZWM4OWMtZmQyMy00M2IzLWJiMTAtMWIwODY2ZjEyYjVm%40thread.v2/0?context=%7b%22Tid%22%3a%22e154a760-1d2d-4ef6-8fd3-ebc8b4ef31fd%22%2c%22Oid%22%3a%22ca46192b-49a0-4a41-bc2e-f8102ea8b9e5%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_NjQ5ZWM4OWMtZmQyMy00M2IzLWJiMTAtMWIwODY2ZjEyYjVm%40thread.v2/0?context=%7b%22Tid%22%3a%22e154a760-1d2d-4ef6-8fd3-ebc8b4ef31fd%22%2c%22Oid%22%3a%22ca46192b-49a0-4a41-bc2e-f8102ea8b9e5%22%7d https://detroit.bonfirehub.com/ http://www.detroitmi.gov/suppliersupport

Request for Proposal 551406– Fuel Site Inspection & Repair Services

Revised 12/2/2025 Page 2 of 17

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

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 3 of 17

Section 1. Project Summary and Background

1.1. PROJECT REQUEST

The City of Detroit Office of Contracting and Procurement (OCP) on behalf of the General Services

Department requests proposals from qualified Respondents for Fuel Site Maintenance & Repair for

Fleet Operations. ("Services") as set forth in this RFP to provide repair services, labor, and parts for active fuel sites; which also includes upgrades, improvements, or official closure for inactive fuel sites and underground storage locations.

1.2. BACKGROUND/DESCRIPTION OF ENVIRONMENT

The City of Detroit desires to maximize the safety, efficiency and cost effectiveness of the fueling services provided to the City’s fleet. Key objectives:

• Controlled and accountable delivery

• High availability

• Ease of use

• Security from damage and theft

• Safe and environmentally responsible operation

• Cost effectiveness

The City currently has eight operating fuel sites, which are used by multiple City agencies. These fuel sites are managed by the City’s General Services Department (GSD). Most sites provide both unleaded and diesel fuel. The fuel delivery system is integrated with AssetWorks FuelFocus. Most of these sites are open and used 24x7.

The contractor shall also be required to provide fuel tank parts and repairs including fill basins and tank covers.

Sustainable Practice In accordance with City Code §17-5-14, the City of Detroit encourages the use of environmentally preferable services for fleet repair contracts. Vendors shall provide all the ways they minimize environmental impacts, including use of recycled, remanufactured, or durable parts; energy-efficient maintenance methods; responsible disposal and recycling of fluids, tires, batteries, and vehicle components; and systems for tracking and minimizing fleet-related waste.

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 (Attachment E). The term of the contract will be for (2) Two Years. Any renewal option exercised under this contract is effective only after the approval of the Detroit City Council and signed by the Chief Procurement Officer. The City anticipates one award as a result of the RFP.

Section 2. Statement of Work

2.1. SERVICES TO BE PERFORMED

The Vendor Shall:

• Perform ongoing maintenance and repair services for all designated fuel sites listed in

Table A.

• Supply OEM parts, upon request.

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• Supply the City of Detroit a listing and provide authorized repair service of other brands of components that the bidding vendor may provide under license.

• Provide “warranty repairs” to be completed at no cost to the City of Detroit.

• Provide fuel tank parts/repairs including “Fill Basins” and “Tank Covers.”

• Provide a written estimate of repairs and have all repairs pre-approved by City of Detroit

• Have all repairs and costs authorized by contacting the department before repairs are carried out.

• Have verifiable experience installing and maintaining AssetWorks Equipment for at least

5 years.

Repair and Parts

Parts shall be of the best quality, genuine, new, O.E.M. grade materials. All generic parts must meet or exceed O.E.M. specifications. Price list for remanufactured parts must show

O.E.M. interchange numbers and description. Vendor must have parts in stock and provide a dollar amount of inventory with bid.

Additional Expenses not covered in the above paragraph will be invoiced and verified as follows:

Our price from suppliers plus _________%

**However, these expenses must be approved prior to work being performed**

Fuel System Components Maintenance and Repair

Vendor will provide repair service, labor and/or parts for gasoline pump and diesel dispensing units, to include but not limited to the following models:

• Franklin Fueling System

• TS-550 EVO

• Bennett Pumps model 3000

• AssetWorks Equipment FuelFocus RF Controller

Active Fuel Sites and Service Locations (Most sites are open and used 24 hours, 7 days a week)

Current active fuel sites are in the following Table A:

Fuel Site Location Fuel Tanks Tank sizes (US gal)

Chandler Park 5660 Conner Ave. Diesel 3,000

Unleaded 4,000

Detroit Detention center 17601 Mound Road Diesel 4,000

Davison (Vehicle Control Center)

8221 Davison Ave. Diesel 12,000

Unleaded 12,000

Premium 1,000

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The vendor is expected to provide reasonably prompt service within two (2) to five (5) hours during regular business hours (consistent with request of service). In any event, response time for repairs is not to exceed 24 hours without approval from the City’s Fleet Management and General Services

Department. Should an emergency arise for service that is not available, the City of Detroit reserves the right to secure sufficient service from others to meet its immediate needs without prejudice of the proposed contract.

If, however, in the sole opinion of the Office of Contract and Procurement, the vendor fails to render reasonably prompt service, the City of Detroit may terminate the contract forthwith and no damages will accrue.

Active Fuel Site Upgrades

Fuel sites may need upgrades or improvements to meet regulatory or performance requirements.

Pricing for these services will be determined on a case-by-case basis.

Active Fuel Site Cleanup

If fuel sites have fuel spills or other environmental issues due to fuel storage or delivery activities, Vendor will manage the cleanup effort and ensure that cleanup is performed according to all city, state, and federal regulations. Pricing for these services will be determined on a case-by-case basis.

Harbor Master Belle Isle at foot of MacArthur Bridge

Midgrade 2,000

Mich/19 - Street Maintenance

2633 Michigan Ave. Diesel 5,000

Diesel 5,000 Unleaded 5,000

Rouge Park 22000 Joy Rd. Unleaded 2,000 Diesel 2,000

Russell Ferry Yard 5800 Russell St. Diesel 30,000 Diesel 30,000 Diesel 30,000 Unleaded 30,000 Unleaded 30,000 Unleaded 30,000

Southfield Yard (DPW Solid Waste)

12225 Southfield Rd. Diesel 15,000

Unleaded 10,000

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Managing Fuel Sites Requirements

Managing and maintaining fuel sites are highly regulated. The awarded Vendor is expected to be an expert in local, state, and federal regulations and best practices for safety and compliance.

Proposals will only be accepted from vendors demonstrating the experience and qualifications listed below:

• Vendors must be Licensed Michigan LARA Class A Operator certified to perform quarterly inspections and trainings, per State regulations. The vendor will serve as the City’s Class A

Operator.

• The onsite inspector must be a Michigan Licensed Class B inspector. The inspector must have a minimum of 2 years’ inspection experience with municipal and fleet fuel systems. The inspector must have completed a minimum of 200 municipal inspections. The inspector must have OSHA 40 Hour Health and Safety training and be current with annual refresher courses.

• Vendors providing Class C training must have prepared at least 2,000 training sessions.

• Vendors must have trained and certified repair persons for Bennett Pumps and Franklin Fueling

System components. Copies of training certificates must be included with the bid.

• Vendors must have performed at least $3 million of municipal underground storage tank work including installations and maintenance of systems.

• The City may request evidence of experience and qualifications listed below

Class A Operator Services

Services of a Licensed Michigan Class A Operator are required for this contract. The designated

Class A operator must have a minimum of 15 years designing, installing, inspecting, and servicing fuel systems in Michigan. The designated Class A person must have verifiable experience performing Class A services for Municipal Government having a population of at least 500,000 persons.

Class B Operator Services

The onsite Inspector for this project must be a Michigan Licensed Class B inspector. The inspector must have a minimum of 2 years’ inspection experience with municipal and fleet fuel systems. The inspector must have completed a minimum of 200 municipal inspections. The inspector must have

OSHA 40 Hour Health and Safety training and be current with annual refresher courses.

1. Reports must be performed in an electronic format approved by LARA (proof of LARA approval must be included in response)

2. Reports must be available via any web enabled device immediately after the inspection is completed on a 24 hour per day basis via password protected environment

3. Reports must include photos of each item inspected

4. Reports must be downloadable and printable in .pdf format

5. Fuel System Compliance documents including recent reports must be kept at each site in a tabulated 3 ring binder. The binder must comply with current LARA requirements.

Class C User Training

As the City’s Class A license holder, the Vendor will be responsible for delivering and administering Class C original and renewal training to approximately 1600 City employees to ensure safe operation and compliance with State regulations. The training must meet LARA Class

C Specifications and have site specific information. The training must have a knowledge test with at least 15 questions. The questions must vary so subsequent students do not have the same questions. Training must allow for all applicable employees to be trained within a 30-day period.

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Class C training must be available both online and in a classroom setting. For classroom training, the training site(s) must be in the City of Detroit, and the Vendor is responsible for selecting the location.

The Vendor must have prepared at least 2,000 training sessions.

Fuel Site Inspections

The City will perform weekly site inspections under the guidance of the Vendor to ensure compliance with applicable regulations. The Vendor will perform more detailed inspections per applicable regulations and must provide information on how they can implement these services in a cost-effective manner for the City.

If requested, Vendor will perform more detailed onsite facility inspections including, but are not limited to, review facility operating records, address facility violations (if any) and interface with

LARA storage tank inspectors to ensure City maintains full compliance with all applicable LARA laws and regulations that govern storage tank systems. Facility inspections may also include performing Tank and Line Tightness Tests to determine leaks.

Tank and Line Tightness Tests

A “tank tightness test” may not be performed by the awarded Vendor. To minimize the potential for inaccurate results, the awarded Vendor must employ the services of a dedicated tank testing company; respondents must identify the proposed testing subcontractor.

Fuel Filtration and Treatment

The City may require Tank Cleaning and/or Fuel Filtration services. Respondents must provide methods for filtering and treating the City’s fuel systems.

Fuel Site Cleanup and Closure

UST removal/closure activities must include cleaning, degassing, removal and proper offsite disposal of inactive UST systems. Pump out and properly dispose of all remaining oil or fuel products from UST systems including double compartment USTs. Following UST removal, site backfilling and grading must be conducted using clean, imported fill material from a source approved by the City. The awarded Vendor will manage the cleanup efforts and ensure that cleanup is performed according to all applicable City, State and Federal laws and regulations.

Additional Responsibilities:

• Keep all relevant certifications current for the duration of the contract

• Provide detailed estimates with part and labor hour costs

• Provide detailed cost estimates, including unit prices, for UST removal/ closure and site restoration

• Manage all subcontractors (i.e., UST removal/ remediation contractors, environmental consultants, analytical laboratories, etc.)

• All reporting including, but not limited to, UST registration/ deregistration, UST site closure documentation, release reporting, etc. must be prepared using and submitted electronically in format approved by LARA-STD.

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Pricing – Attachment C

LABOR RATES ARE FIRM FOR CONTRACT PERIOD

Estimate and Invoicing

• Vendor must submit a detailed estimate of total repair cost on each job to the Fleet

Management Division for evaluation before it’s released for repair.

• Vendor will be held to estimates, unless additional work is discovered and authorized by the using Department.

• Vendor’s final invoice must itemize number of hours of labor required for each job and shall clearly detail parts and material furnished indicating part number, make, and price.

• Price on invoices must correspond to the pricing listed on purchase order and/or contract

• All invoices submitted against the contract must include part or item numbers and item description, list price, and applicable discount.

• Items not properly invoiced will not be paid.

• It is the vendor’s responsibility to ensure delivery of invoice(s) to the proper City

Dept.

• Copy of the invoice must be submitted to Fleet Management for approval unless otherwise specified.

• Invoice must be approved by department personnel responsible, before payment can be processed.

• Once invoice is approved, the original invoice must be submitted to the appropriate

City of Detroit Supplier Portal.

• If a department contact person is not listed on the purchase order the vendor shall request in writing from the Office of Contracts and Procurement the name and phone number of the contact person responsible for processing payment.

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.

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.

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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 ten (10) years of experience providing the services requested in the RFP for projects of similar scope and size.

1. Be located within 50 miles radius of the City of Detroit.

2. Be a reputable firm, regularly engaged in the repair and service of “Fuel Sites.”

3. Be authorized to inspect and perform work at Fuel Sites.

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. Attachment A – Respondent Questionnaire & Experience 40

2. Attachment B – Proposal 25

3. Attachment C – Pricing 35

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

Revised 12/2/2025 Page 10 of 17

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

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.

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, Revised 12/2/2025 Page 11 of 17

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.

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

4.1. 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.

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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# 551406:

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.

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.

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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.

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.

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

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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:

1) Vendors should submit their invoices via City of Detroit Oracle Vendor Portal.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 our AP department with the necessary supporting documentation.

http://www.detroitmi.gov/Supplier https://ebkk.login.us8.oraclecloud.com/oam/server/obrareq.cgi?ECID-Context=1.006GbR8nJ1j0zkVay1Na6G001bnV0000sM%3BkXjE

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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.

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.

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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

RFP Attachments List