7-RFQ 546598- Fire Engine Maintenance and Repair.pdf

Revised 8/28/2024

CITY OF DETROIT

OFFICE OF CONTRACTING AND PROCUREMENT

REQUEST FOR QUOTE

RFQ NO. 546598

FIRE APPARATUS – REPAIR SERVICES, LABOR AND/OR

PARTS, ENGINE AND COMPONENTS

Buyer: Hilrie Edwards

EVENT / ACTIVITY DUE DATE / TIME

ADVERTISEMENT DATE

August 5, 2026

QUESTIONS DUE

On or before August 12, 2026 @1:00pm

All questions must be submitted online in the

Supplier Portal

ANSWERS DISTRIBUTED

August 14, 2026

RFQ CLOSE DATE

August 25, 2026 @ 1:00pm EST In the Supplier Portal as specified in this RFQ.

* 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.

https://ebkk.fa.us8.oraclecloud.com/fscmUI/redwood/supplier-registration/register-supplier/register-supplier-verification?id=uCR%2BX%2BFzofjO0QrSWI5cuXNXOiMO%2BM%2B46JgQ4p5w%2BGThJaUyxZ6vvjst%2BQ%3D%3D http://www.detroitmi.gov/suppliersupport https://ebkk.login.us8.oraclecloud.com/oam/server/obrareq.cgi?encquery%3DF3M%2F4z3b6pbNlGSFg7qTOYr%2BnETWoH08RR5H3P86sHcLTLRRu5jNjXVltT3nHM9MYTfx3SA75%2BHIzybCdIwP39HtHRuHmvnNejkcHTNB6N9J8yvoTWpzbyIVAeXdPJ5OfxSuXFD1Cz4paD1lg3GgduLbmY9Hiyj4f4roRpPa5L9Ucx%2BOpZl2727k2N76Ga79vXdS2foag93kl8pw2GJ5RmCAtqtmNEWjrx4B1T%2FGojGxeG52Yr17yzHietqqhZf210yHeWQNDUmhCQECcXfKEp4FrDpF5mjwS51IMejNIZcCNRdouCK6Qg%2BbgEg30Wx1P%2BPwjqnAD0RPX06RmSjJVOpK%2Bka5gzvbpkEUwBB1TQWXJ0lKl6wJ%2BXf511J9z%2Bd7xXvnBnfTonjr7LxZ%2FUFe089BxeqeGx%2B%2Bay74efp5zOvucN78acv98ezacXUetanVn0hXBiO2gcrTUrP4D37E%2FBQAcxAP%2BwFWefk619WE7mhMN53yVAqf1eqfL%2BsANrjAAsUFSddgKFFI3OLb8O17qmg4WF%2FKGBw54fl0D4p39caOZJAbrapz1vwxU%2B%2Bzw0P9IHB19SuzU4UOsm1BQD%2FkaE3hZUQSL2fwQT4DnVVugd%2BIKdfFhfjQOBoj1CjvqUilp3ZX6p%2BrD9WDqzR8J8xgVDl1K1DiILZGoe%2FIqS67qarL99X%2BbvraDUSQbfqNUWd6T%2BXAyPNxTmECKLvj%2FSDEyQwSf%2F2cljqlnAohcFLWnUWKAF7cFTfzeUKr5NeMBlFq4eYlhWELQxPmZmQIxFxJwsRgfB5nt15QTT%2FJtWeq%2FZCbNgjOTkw7AhjgkgFPtPzbsu4MF%2BCy433xsaQhKXia1agpsLPj0csoz%2FF8EqwJAR7j5lZZWsjcN8rpBom%2F5x1DRrNKtYCHCVqAdiQ8OPGlcRsxFTNzoSuN%2FQMF7ALz9yofyCmGzLnVSFowlemPDNVYRY0SyKPh5KYnTnpdeqRXowFvryE6D4ErDSaA9oki33GOf0%2FKzdfeCw7ApeqLKj%2BQoTpPQONRvvlDfHQK%2FwcMCS%2Fxn7eCKj7wr862zMbxqZJwPw8YXt2aKoovUNuaoScw9yNxDgYKGuSDY3EJXQuRQ%2B55Ay07lcJ7TxhbX3u2nl5QwmiG%2Bi86nXk30fdpZkRhDSmoTW%2Bls8y1%2Fr6aluxpm6GObMCkflKailasSrjXd6SegTHVVSbCzW0p3wAXXcoCGpnJG76IUpZVY%2BpHZUmiPKosBF8n1XjEyg5IpCopXz9gfwk7uvD55%2BjKPj9Uqf%2FmVd70HqKND1Dym6lxPW5dm8wn%2Fq3BG1TXznMtJl%2BjAvEgkwGO5msgLVwxoR72tK86ggkV%2Fgtu6JdnUS194FjHoqGPFJWemQmvzKpY0Gd9DySRuWCWoKv6ofFpIPDD%2Bt%2BSkNOUSPK2Y%2BZ4unG6O06WkAMSQ9Q%2FHOJM3TKTx6JhpytT2n0CGMq1xtWg%2Fmnq1DN%2FYB%2BixFCqyVCdTNG3cjLgWNw9MCNpOHubSckaFSyxDHOpPBIX9rFmhlkD1bujjSCdP3x4ArDtMEA3TcjwBbq6memUq%2BAzy9fjRLQn8t8po2WRjqSb9FbcfKjIv65fgGqBS9axiecq0Qg26nIkWn7OZ%2BPWQo1t4VP%2BDeaOXRNsHdfn48GTRRPMdFrpYZLnPLRAUeyS6XcdLhozw466aanKUg%3D%3D%20agentid%3DOraFusionApp_11AG%20ver%3D1%20crmethod%3D2%26cksum%3De55e8eaa59984208e4b9c12ff853539f6dadd08f&ECID-Context=1.0063DsRZDhK3z0Q5ubg8yX0004D90000pY%3BkXhgv0 https://ebkk.login.us8.oraclecloud.com/oam/server/obrareq.cgi?encquery%3DF3M%2F4z3b6pbNlGSFg7qTOYr%2BnETWoH08RR5H3P86sHcLTLRRu5jNjXVltT3nHM9MYTfx3SA75%2BHIzybCdIwP39HtHRuHmvnNejkcHTNB6N9J8yvoTWpzbyIVAeXdPJ5OfxSuXFD1Cz4paD1lg3GgduLbmY9Hiyj4f4roRpPa5L9Ucx%2BOpZl2727k2N76Ga79vXdS2foag93kl8pw2GJ5RmCAtqtmNEWjrx4B1T%2FGojGxeG52Yr17yzHietqqhZf210yHeWQNDUmhCQECcXfKEp4FrDpF5mjwS51IMejNIZcCNRdouCK6Qg%2BbgEg30Wx1P%2BPwjqnAD0RPX06RmSjJVOpK%2Bka5gzvbpkEUwBB1TQWXJ0lKl6wJ%2BXf511J9z%2Bd7xXvnBnfTonjr7LxZ%2FUFe089BxeqeGx%2B%2Bay74efp5zOvucN78acv98ezacXUetanVn0hXBiO2gcrTUrP4D37E%2FBQAcxAP%2BwFWefk619WE7mhMN53yVAqf1eqfL%2BsANrjAAsUFSddgKFFI3OLb8O17qmg4WF%2FKGBw54fl0D4p39caOZJAbrapz1vwxU%2B%2Bzw0P9IHB19SuzU4UOsm1BQD%2FkaE3hZUQSL2fwQT4DnVVugd%2BIKdfFhfjQOBoj1CjvqUilp3ZX6p%2BrD9WDqzR8J8xgVDl1K1DiILZGoe%2FIqS67qarL99X%2BbvraDUSQbfqNUWd6T%2BXAyPNxTmECKLvj%2FSDEyQwSf%2F2cljqlnAohcFLWnUWKAF7cFTfzeUKr5NeMBlFq4eYlhWELQxPmZmQIxFxJwsRgfB5nt15QTT%2FJtWeq%2FZCbNgjOTkw7AhjgkgFPtPzbsu4MF%2BCy433xsaQhKXia1agpsLPj0csoz%2FF8EqwJAR7j5lZZWsjcN8rpBom%2F5x1DRrNKtYCHCVqAdiQ8OPGlcRsxFTNzoSuN%2FQMF7ALz9yofyCmGzLnVSFowlemPDNVYRY0SyKPh5KYnTnpdeqRXowFvryE6D4ErDSaA9oki33GOf0%2FKzdfeCw7ApeqLKj%2BQoTpPQONRvvlDfHQK%2FwcMCS%2Fxn7eCKj7wr862zMbxqZJwPw8YXt2aKoovUNuaoScw9yNxDgYKGuSDY3EJXQuRQ%2B55Ay07lcJ7TxhbX3u2nl5QwmiG%2Bi86nXk30fdpZkRhDSmoTW%2Bls8y1%2Fr6aluxpm6GObMCkflKailasSrjXd6SegTHVVSbCzW0p3wAXXcoCGpnJG76IUpZVY%2BpHZUmiPKosBF8n1XjEyg5IpCopXz9gfwk7uvD55%2BjKPj9Uqf%2FmVd70HqKND1Dym6lxPW5dm8wn%2Fq3BG1TXznMtJl%2BjAvEgkwGO5msgLVwxoR72tK86ggkV%2Fgtu6JdnUS194FjHoqGPFJWemQmvzKpY0Gd9DySRuWCWoKv6ofFpIPDD%2Bt%2BSkNOUSPK2Y%2BZ4unG6O06WkAMSQ9Q%2FHOJM3TKTx6JhpytT2n0CGMq1xtWg%2Fmnq1DN%2FYB%2BixFCqyVCdTNG3cjLgWNw9MCNpOHubSckaFSyxDHOpPBIX9rFmhlkD1bujjSCdP3x4ArDtMEA3TcjwBbq6memUq%2BAzy9fjRLQn8t8po2WRjqSb9FbcfKjIv65fgGqBS9axiecq0Qg26nIkWn7OZ%2BPWQo1t4VP%2BDeaOXRNsHdfn48GTRRPMdFrpYZLnPLRAUeyS6XcdLhozw466aanKUg%3D%3D%20agentid%3DOraFusionApp_11AG%20ver%3D1%20crmethod%3D2%26cksum%3De55e8eaa59984208e4b9c12ff853539f6dadd08f&ECID-Context=1.0063DsRZDhK3z0Q5ubg8yX0004D90000pY%3BkXhgv0

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 repair services, labor and/or parts for City of Detroit Fire Apparatus

Vehicle equipment, engines, and components.

MINIMUM QUALIFICATIONS

Vendor must have a minimum of five (5) years providing Fire Apparatus Services. Past performance and experience providing services of similar scope may be factors in making the award.

We have completed work of a similar nature to the specified at the following locations: (Five references are required). Complete in entirety:

COMPANY ADDDRESS PHONE NO. CONTACT

1.

2.

3.

4.

5.

We have been engaged in repairs of comparable work for a period of ___________ years

BACKGROUND/DESCRIPTION OF ENVIRONMENT

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.

DESCRIPTION OF SERVICES

• Provide authorized repairs to satellite components under license.

• Supply upon request, OEM parts for City of Detroit vehicles.

• Must be capable of furnishing labor, equipment and/or OEM parts to repair equipment.

• Utilize manufacturer’s warranty, emission control, or other warranties before billing to the City of Detroit for repairs.

• Perform warranty repairs.

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

• Provide a listing of authorized repair services for other brands of drivetrain components that the bidding vendor may provide under license.

FACILITY INSPECTION

The General Services Department reserves the right to inspect all repair facilities and must be in operation prior to contract being awarded. The City of Detroit reserves the right to reject bids based upon information gathered during inspection. The size of facility, adequacy of personnel, and equipment will be considered in determining award.

MINIMUM QUALIFICATIONS

• Located within 50 miles radius of the City of Detroit.

• Required to own and operate a facility to perform warranty repairs.

• Be a reputable vendor regularly engaged in the Repair and Servicing of Fire

Equipment.

• Be an authorized licensed agent and shall be authorized to perform warranty work, on Fire Equipment.

• Have a minimum of two (2) certified mechanics and provide proof in writing with bid package.

DESCRIPTION OF REPAIR SERVICES (included but not limited to the following)

Indicate repair capabilities "Yes” or “No"

REPAIR PUMPING ENGINES YES NO

Engine repair, Non-warranty, Cummins, Detroit Diesel and Caterpillar

Allison transmission service and repair

Brake service and repair

Steering service and repair

Suspension service and repair

Body support system service and repair

Fire pump service and repair, Waterous, Hale certification required

Transfer case service and repair, Waterous, Hale certification required

Roll up door service and repair

Monitor, fittings, adapters and nozzles service and repair

Plumbing service and repair

Water valve service and repair

Heating and Air Conditioning service and repair

Electrical system and lighting service and repair

Fuel system service and repair

Front axle service and repair

Rear differential service and repair

Frame and cross member service and repair

Glass service and repair

Foam system service and repair

SERVICE/REPAIR AERIAL AND PLATFORM APPARATUS YES NO

Engine repair, Non-warranty, Cummins, Detroit Diesel and Caterpillar

Allison transmission service and repair

Brake service and repair

Steering service and repair

Suspension service and repair

Body support system service and repair

Fire pump service and repair, Waterous, Hale certification required

Transfer case service and repair, Waterous, Hale certification required

Roll up door service and repair

Monitor, fittings, adapters and nozzles service and repair

Plumbing service and repair

Water valve service and repair

Heating and Air Conditioning service and repair

Electrical system and lighting service and repair

Fuel system service and repair

Front axle service and repair

Rear differential service and repair

Frame and cross member service and repair

Glass service and repair

Foam system service and repair

Aerial structure service and repair

Hydraulic system service and repair

Waterway service and repair

Aerial cable service and repair, wire strand and electrical

Stabilizer service and repair

Torque box service and repair

SERVICE/REPAIR SQUAD YES NO

Generator service and repair

PTO service and repair

120/240 volt system service and repair

Engine repair, Non-warranty, Cummins, Detroit Diesel and Caterpillar

Allison transmission service and repair

Brake service and repair

Steering service and repair

Suspension service and repair

Body support system service and repair

Fire pump service and repair, Waterous, Hale certification required

Transfer case service and repair, Waterous, Hale certification required

Roll up door service and repair

Monitor, fittings, adapters and nozzles service and repair

Plumbing service and repair

Water valve service and repair

Heating and Air Conditioning service and repair

Electrical system and lighting service and repair

Fuel system service and repair

Front axle service and repair

Rear differential service and repair

Frame and cross member service and repair

Glass service and repair

Foam system service and repair

SERVICE/REPAIR SUPPORT VEHICLES YES NO

Engine repair, Non-warranty, Cummins, Detroit Diesel and Caterpillar

Allison transmission service and repair

Brake service and repair

Steering service and repair

Suspension service and repair

Body support system service and repair

Fire pump service and repair, Waterous, Hale certification required

Transfer case service and repair, Waterous, Hale certification required

QUALITY OF MATERIALS

The vendor shall assume full responsibility for all materials and accessories specified. All materials furnished under this Specification shall be of the best commercial quality both as to stock and finish and shall be in full accordance with the most modern engineering and manufacturing processes.

All materials of whatever kind or character, covered by this specification, shall be subject to the inspection, test, and approval of the General Services Department. Failure of any of the material/parts will be cause for rejection of the material/parts furnished under this specification. In such case, return from point of delivery will be the vendor’s responsibility to pay transportation charges both ways. Materials/parts which fail within two (2) years after acceptance, by reason of inherent defects, shall be made good, immediately upon demand to and at the expense of the vendor.

SUSTAINABILITY

In accordance with City Code §17-5-14, the City of Detroit encourages the use of environmentally preferable services for fleet repair contracts. All proposals should describe how vendor practices will 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.

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 (3) three 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 or multiple awards as a result of the RFQ.

Roll up door service and repair

Monitor, fittings, adapters and nozzles service and repair

Plumbing service and repair

Water valve service and repair

Heating and Air Conditioning service and repair

Electrical system and lighting service and repair

Fuel system service and repair

Front axle service and repair

Rear differential service and repair

Frame and cross member service and repair

Glass service and repair

Foam system service and repair

Hydraulic system service and repair

Lift Gate service and repair

REPAIR 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.

• Bidder must have parts in stock and provide dollar amount of inventory with bid.

Parts, Certified Genuine or approved equal, warrantable at ___________________ % discount from dealer parts and accessories or ___________________ Price schedule

No._______________, dealer price column or _________________ column dated________________, and supplements dated _______________.

Vendor’s experience in repairing and servicing of equipment type covered herein will be considered in determining award.

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 perform**

QUALITY OF MATERIALS

The vendor shall assume full responsibility for all materials and accessories specified. All materials furnished under this specification shall be of the best commercial quality both as to stock and finish. Materials shall be in full accordance with the most modern engineering and manufacturing processes.

All materials covered by this specification, shall be subject to the inspection, test, and approval of the General Services Department. Failure of any material/parts will be cause for rejection of the material/parts furnished under this specification. In such case, return from point of delivery will be the vendor’s responsibility to pay transportation charges both ways. Material/parts which fail within two (2) years after acceptance, by reason of inherent defects shall be made good immediately upon demand at the expense of the vendor.

REPAIR SCHEDULE

All repairs are required to be completed within (3) three to (5) five business days after the

Vendor has received the “O.K.” to perform repairs on the submitted quote to the General

Services Department, Fleet Management Division.

( ) We can meet the above repair schedule

( ) We cannot meet the above repair schedule, but offer the following:

The City of Detroit reserves the right to reject low bids offering an unsatisfactory repair schedule.

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 on 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.

• Original invoice must be submitted to the appropriate City of Detroit Supplier

Portal.

• Copy of invoice must be submitted to the department personnel identified on the purchase order as being responsible for processing payment.

• 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.

WARRANTY PERIOD

Vendor must warranty repair work for a period of 12 months or 12,000 miles, whichever comes first, upon completion of repairs and delivery of equipment to Fleet Management

Division. When the delivery date is later than the completion date warranty shall start with the delivery date. Warranty repairs must cover parts, labor and towing of the vehicle.

ITEMS FOR EVALUATION

For bids based on a discount from Published Price List, quantities listed on the attached sheets entitled “ITEMS FOR EVALUATION” will be used for determining award of contract only and are not guaranteed. These items are not to be considered as the only items to be purchased.

Evaluation will be made in the Office of Contracts and Procurements by multiplying the quantity indicated in this bid form for each item by the Catalog Price, less Discount. Enter gross price in items for evaluation. City of Detroit will compute net price. DO NOT QUOTE PRICES FOR

ITEMS NOT LISTED OR REQUESTED IN BID. Include a quote for all items, leave no blanks and state “No Charge” where applicable. Blank spaces are “No Offer.” The Office of Contracts and Procurements reserve the right to delete any item(s) from the award.

Part No Description Quantity Price before Adjustment

CUM5579359 Particulate Filter 10

68-000-076 Proair Blower Motor Assembly 20

LIT960Y101 Turn Signal Switch 15

HDX955205X Air Dryer 10

MERKSMA26014515PC Brakes 15

CUM4387657RX Doser pump 10

CUM6382091RX Turbocharger 10

WEB66661B Brake Drum 10

CUMFS1098 Water Separator 10

CUM4326872D Sensor Nitrogen Oxide 10

INVENTORY

Availability of parts etc. may be a factor in the award. Consideration will be given to the amount of inventory carried. Past performance may be a factor in the award.

We carry a minimum parts inventory of $_____________________

Stock will be available at __________________________________________

SHIPMENT

Vendor will be expected to make reasonably prompt, within 3-5 working days 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 Office of Contracts and Procurement, the vendor 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 reserves the right to reject low bids offering unsatisfactory shipment terms.

SPECIFICATION CHECK

We have read the specifications thoroughly and:

Able to meet specification without deviation

All deviations are properly outlined on an attached sheet marked for identification

TOWING AND ROAD SERVICE

SERVICES ($) HOUR/STRAIGHT TIME

ROAD SERVICE REPAIR

TOW/HAULING (3 HR MAX)

LABOR RATES

Labor rates for repairs must indicate rate for installation at vendor’s location during normal working hours and rates for installation at job site:

WORK SCHEDULE HOURLY RATES IN DOLLARS ($)

M-F 7 AM - 4 PM

M-F 4 PM - 10 PM

M-F 10 PM - 7 AM

SAT 7 AM - 6 PM

SAT AFTER 6 PM

SUNDAY/ HOLIDAYS

LABOR RATES ARE FIRM FOR CONTRACT PERIOD

1. 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. 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.

3. 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.

http://www.michigan.gov/SIGMAVSS

4. 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.

5. 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 http://www.detroitmi.gov/Supplier

• 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.

6. PREVIOUS EXPERIENCE

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

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

8. 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.

http://www.detroitatwork.com/

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. 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.

5. INSURANCE

TYPE AMOUNT NOT LESS THAN:

Automobile Liability Insurance (covering all owned, hired and non-owned vehicles with personal and property protection insurance, including residual liability insurance under Michigan no fault insurance law)

$1,000,000.00 combined single limit for bodily injury and property damage

Commercial General Liability Insurance

(Broad Form Comprehensive)

$1,000,000.00 each occurrence

$2,000,000.00 in the aggregate

Workers' Compensation Michigan Statutory minimum

Employers' Liability $1,000,000.00 minimum each disease

$1,000,000.00 minimum each person

$1,000,000.00 minimum each accident

Umbrella/Excess $10,000,000.00 each occurrence

Professional Liability $5,000,000.00 each occurrence

6. CONTRACT ACCEPTANCE

The successful bidder shall be notified of the execution of a contract by the City of Detroit upon issuance of a "Contract Award Notice" or a Purchase Order. The

"Contract Award Notice" shall contain the date the contract award was approved.

The signed, accepted bid of the successful bidder will be the contract between the bidder and the City of Detroit, containing the full description of all contractual terms and conditions. A copy of your signed bid will not be mailed to you. Each bidder shall keep a copy of his/her signed bid form for future reference.

7. 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.