7-RFQ 539437.pdf

Revised 8/28/2024

CITY OF DETROIT

OFFICE OF CONTRACTING AND PROCUREMENT

REQUEST FOR QUOTE

RFQ NO. 539437

Supply and Inventory Management Services for New Flyer XD40 Bus

Nuts and Bolts

Buyer: Ashley Franklin

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

Quotes must be uploaded in Oracle on or prior to the date and time indicated above. Late and/or emailed quotes will not be accepted.

EVENT /

ACTIVITY

DUE DATE / TIME

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DATE

Friday January 30, 2026

PRE-BID

CONFERENCE

Monday February 9, 2026 @ 1:00PM EST Via Microsoft Teams

Microsoft Teams meeting Join: https://teams.microsoft.com/meet/26690061572220?p=wEQeex1zINPbTAkqwT Meeting ID: 266 900 615 722 20 Passcode: DB72eq9X

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QUESTIONS DUE Monday February 10, 2026, 3:00PM EST

All questions must be submitted online in the Supplier Portal

QUOTES DUE

DATE *

Monday February 16, 2026 @ 3:00 PM EST In the Supplier Portal as specified in this RFQ.

1. PROJECT REQUEST

The City of Detroit Office of Contracting and Procurement (OCP) requests quotes from qualified Respondents to render certain technical or professional services ("Services") as set forth in this RFQ to provide ongoing supply, replenishment, and organization of nuts, bolts, and associated fasteners required for the maintenance of the New Flyer XD40 bus fleet.

The selected vendor will be responsible for providing bins, stocking the appropriate OEM-compliant nuts and bolts, ensuring all items are clearly labeled, and maintaining inventory levels to prevent shortages. The aim is to improve maintenance efficiency and reduce downtime by ensuring that required fasteners are always readily available.

2. BACKGROUND/DESCRIPTION OF ENVIRONMENT

Detroit Department of Transportation operates a fleet of New Flyer XD40 transit buses. These buses require a consistent supply of OEM-compliant nuts, bolts, and fasteners for ongoing preventive maintenance and repair. Current supply methods have led to inconsistent availability and lack of standardization across satellite garages. This RFQ seeks to secure a single vendor who can provide a structured, compliant, and reliable solution.

It is the responsibility of the Bidder to review General Conditions. In your quotation a distinction between dollars and cents must be made. Also, illegible bids may be grounds for rejection of your bid. All changes made to the bid form altering, price, terms, quote and/or conditions. MUST be crossed out and initialed. Failure to initial any changes will be grounds for rejection of your bid.

CORRECTION FLUID IS NOT ACCEPTABLE.

3. AWARD CLAUSE INCLUDING RENEWAL OPTIONS

If a contract is awarded as a result of this RFQ, it will be a City of Detroit Professional Services Contract (Attachment E). The term of the contract will be for a period of three (3) years with a single one (1) year renewal option. 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 or multiple awards as a result of the RFQ.

4. STATEMENT OF WORK

The selected vendor shall:

4.1 Supply Requirements:

Provide a comprehensive inventory of nuts, bolts, and related fasteners for New Flyer XD40 buses.

Ensure all supplied fasteners meet or exceed OEM specifications for the New Flyer XD40 model.

Ensure all items comply with FTA Buy America requirements and/or applicable ISO/SAE standards for public fleet purchases.

Supply fasteners that meet required strength grades for their intended applications described in Table 1 (e.g., Grade 5, Grade 8, stainless steel equivalents).

Maintain consistent stock levels to prevent service delays.

4.2 Technical Specifications

Each supplied fastener must meet the following specifications:

Diameter: Inches or millimeters, per OEM requirements.

Length: Under head to end of the fastener.

Thread Type: UNC (coarse), UNF (fine), metric coarse, or metric fine, as required.

Thread Pitch: Threads per inch (TPI) or millimeter pitch.

Material: Steel, stainless steel, brass, or other approved materials.

Coatings: Protective coatings (e.g., zinc plating, galvanization) per OEM corrosion-resistance standards.

Compliance: Must meet or exceed OEM, FTA Buy America, and ISO/SAE standards.

Table 1- Fastener and Electrical Connector Wall Chart

Fasteners

Electrical

4.3 Inventory Management & Labeling

Vendor should provide durable, organized storage bins for each satellite garage location.

All bins must be clearly always labeled, with labels including part number, description, size, and thread type.

Vendor shall perform regular refills based on agreed replenishment schedules or inventory threshold triggers.

Vendor shall maintain a digital or physical log of inventory levels, usage, and restocking dates.

4.4 Delivery & Service Locations

Vendor shall provide service to the following satellite garage facilities:

Gilbert Terminal – 5600 Wabash St, Detroit, MI 48208

Shoemaker Terminal – 5149 St. Jean, Detroit, MI 48213

Central Terminal – 1301 E. Warren Avenue, Detroit, MI

Coolidge Terminal – 14044 Schaefer Hwy, Detroit, MI 48227

Delivery schedules shall be mutually agreed upon, with emergency replenishment available within 24 hours of request.

4.5 Quality Assurance

• Vendor shall provide documentation of OEM compliance certification for all supplied fasteners.

• Vendor shall replace any non-compliant or defective fasteners at no cost to the City of Detroit/DDOT.

• Vendor shall participate in periodic performance reviews to ensure continued service quality.

4.6 Monthly Usage Reporting

• Vendor should provide a monthly usage report for all nuts and bolts supplied and refilled.

X The report must include:

By location: Gilbert Terminal, Shoemaker Terminal, Central

Terminal, Coolidge Terminal By type: All nuts and bolts, including specifications (diameter, length, thread type, material, etc.)

Quantity used and remaining inventory per item

• Reports shall be delivered in electronic format (e.g., Excel or PDF) by the end of each month.

• Reports must support inventory planning, restocking, and audit requirements.

5. 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.

6. MINIMUM QUALIFICATIONS

Bidders must have a minimum of three (3) years of experience supply and inventory management services at the same, or similar, scope as described here within Section 4 titled Statement of Work.

7. ITEMS FOR EVALUATION

In addition to completing the excel sheet titled “Items for Evaluation”, each vendor must provide the following….

An example of an “Monthly Usage Reporting Plan” illustrating how the vendor will track and report monthly usage by location and type of fastener.

An “Inventory Management Plan” this plan should include description of bins, labeling system, restocking process, and technology used.

8. 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.

9. QUESTION DEADLINE

All questions regarding the RFQ shall be submitted through the Supplier Portal no later than the time and date specified on the Cover Page. 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 not submitted after the question deadline.

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

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

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

10. REJECTIONS, MODIFICATIONS, CANCELLATIONS

The City of Detroit expressly reserves the right to:

1) accept or reject, in whole or in part, any and all quotes received;

2) waive any non-conformity;

3) re-advertise for quotes;

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

5) cancel and/or postpone the request for quotes, in part or in its entirety, and/or,

6) take any other appropriate action that is in the best interest of the City.

This RFQ does not commit the City of Detroit to award a contract, to pay any cost incurred in the preparation of a quotes under this request, or to procure or contract for services.

11. 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).

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

12. 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) Invoices should NOT be uploaded until the Contractor receives confirmation of review and approval from the City of Detroit.

2) Vendors should submit their invoices via City of Detroit 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

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.

If you need assistance, please contact the Office of Departmental Financial Services (ODFS) 313- 410-7804.

13. PREVIOUS EXPERIENCE

The City’s experience with the bidder on previous contracts will be considered in determining the award.

14. 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 at www.detroitatwork.com for specific contact information regarding these opportunities.

15. GENERAL CONDITIONS:

It is the responsibility of the Bidder to review General Conditions located on the City of Detroit’s website.

1. GENERAL CONDITIONS

It is the responsibility of the Bidder to review General Conditions. In your quotation a distinction between dollars and cents must be made. Also, illegible bids may be grounds for rejection of your bid. All changes made to the bid form altering, price, terms, quote and/or conditions. MUST be crossed out and initialed. Failure to initial any changes will be grounds for rejection of your bid.

CORRECTION FLUID IS NOT ACCEPTABLE.

2. LOCAL PREFERENCE CONDITIONS

It is the responsibility of the Bidder to review the Local Preference Conditions attached to this bid and comply with all requirements therein.

3. MINOR DEVIATIONS

Specifications referred to herein are used to indicate desired type, and/or construction, and/or operation. Other products and/or services may be may be offered if deviations from specifications are minor and if all deviations are properly outlined and stated in the bid document. Failure to outline all deviations will be grounds for rejection of your bid.

The decision of the City of Detroit, acting through the Chief Procurement Officer, shall be final as to what constitutes acceptable deviations from specifications.

4. RENEWAL

The proposed agreement may be renewed per contract terms. Both parties must agree to an extension under the same terms and conditions as exist in the then current contract.

5. TERMINATION OF CONTRACT

The City reserves the absolute right to terminate this contract in whole or in part, for the convenience of the City at its sole discretion on thirty (30) days written notice to the Vendor.

6. SHIPMENT

The Contractor will be expected to make reasonably prompt deliveries consistent with quantities ordered. Should an emergency arise for items, which are not available, The City of Detroit reserves the right to secure sufficient quantities from others to meet its immediate needs without prejudice of the proposed contract. If, however, in the sole opinion of the Finance Department, Office of Contracting and Procurement, the contractor fails to render reasonably prompt delivery service, the City of Detroit may terminate the contract forthwith and no damages will accrue.

The City of Detroit wherein referred to shall mean the City of Detroit, acting through the Chief Procurement Officer.

up to the individual locations.

7. INSURANCE

7.01 The Contractor shall maintain at its expense during the term of this contract, the following insurance:

7.01.1 Worker’s Compensation insurance with Michigan statutory limits and Employer’s Liability insurance with limits of $500,000.00 each accident, $500,000.00 each disease, $500,000.00 each disease/each employee. For Federal and State Funded Training Programs and etc., is required to secure insurance for worker’s compensation for all of its participants and The City of Detroit should also be listed as an additional insured.

7.01.2 Commercial General Liability insurance with a combined single limits of $1,000,000.00 per occurrence subject to a minimum aggregate limit of $2,000,000.00

7.01.3 Automobile Liability insurance covering all owned, hired and non-owned vehicles with personal protection insurance and property protection insurance to comply with the provisions of the Michigan No-Fault Insurance Act, including residual liability insurance with a minimum combined single limit of $1,000,000.00. Include

MCS90 endorsement (if hazardous waste will be transported by vendor’s auto) with minimum property damage limits of $1,000,000.00 each occurrence.

7.02 If during the term of this contract, changed conditions or other pertinent factors, should in the reasonable judgment of the City, render inadequate the insurance limits, the Contractor will furnish on demand such additional coverage as may reasonably be required under the circumstances. All such insurance shall be effected at the contractor's expense, under valid and enforceable policies.

7.03 All policies shall name the Contractor as the insured and shall be accompanied by a commitment from the insurer that such policies shall not be canceled or reduced without at least thirty (30) days' prior notice to the City. The Commercial General Liability insurance policy shall name the City as an additional insured.

Certificates of insurance evidencing such coverage shall be submitted to the Finance Department, Office of Contracting and Procurement, prior to the commencement of performance under this contract and at least fifteen (15) days prior to the expiration dates of expiring policies.

8. BID WITHDRAWAL

No bid shall be withdrawn for 90 days from submission deadline. Bidders may reduce this period if stated on bid, but such bids may be rejected on the basis of the reduced time period.

This paragraph supersedes paragraph 14 of the General Conditions.

9. PRICE

The awarded vendor will enter into a Long-Term Agreement (LTA) with the City of Detroit, where the vendor will be expected to implement cost reductions, by reducing the cost of parts by no less than 2% year two and three of the contract.

10. EQUALIZATION FACTOR

In accordance with Ordinance No. 15-00, any Detroit based firm shall be deemed a better bid than the bid of any competing firm which is not Detroit-based, whenever the bid of such competing firm shall be equal to or higher than the bid of the Detroit-based firm after the appropriate equalization percentage credit from the Equalization Allowance Table has been applied to the bid of the Detroit-based firm.

The firm making the lowest bid thus evaluated shall be deemed the lowest bidder.

Vendors who wish to receive Equalization credit for bids submitted must fill out the attached Equalization Eligibility Form and return it with their bid document along with any supporting documentation required to substantiate eligibility. The Equalization Eligibility Form and supporting documentation must be submitted with each and every bid response submitted by the vendor. Failure to return the Equalization Eligibility Form and/or Affidavit along with required documentation will result in equalization credit not being applied to your bid.

11. CLEANLINESS OF WORK AND STORAGE ENVIORNMENTS

The work itself, and all property used therewith, shall be kept in a neat and orderly condition at all times. Excess waste and rejected materials, rubbish and debris shall not be allowed to accumulate. Recyclable items including cardboard boxes, plastic containers, paper etc. should be discarded in the proper manner.