7-RFQ Template 12.2.25 EUNA (1) 544654r3.pdf

Revised 12/2/2025

CITY OF DETROIT

OFFICE OF CONTRACTING AND PROCUREMENT

REQUEST FOR QUOTE

RFQ NO. 544654

Bus Fare Cards

Buyer: Lola Clark

EVENT / ACTIVITY DUE DATE / TIME

ADVERTISEMENT DATE 3/10/2026

QUESTIONS DUE 3/17/2026 on or before 4:00 PM EST

All questions must be submitted online in the Supplier Portal

ANSWERS DISTRIBUTED ASAP

QUOTES DUE DATE * 3/26/2026 @ 4:00 PM EST

In the Supplier Portal as specified in this RFQ.

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

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

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

1. PROJECT REQUEST

The City of Detroit Office of Contracting and Procurement (OCP) requests for quotes from qualified Respondents to render certain technical or professional services ("Services") as set forth in this RFQ to provide the necessary materials and services to create and deliver fare cards, as requested.

2. 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.

The mission of the Detroit Department of Transportation is to provide public transit services that are equity-driven, customer-focused, and meet expectations for all residents and visitors in Metropolitan Detroit, while ensuring efficient and effective use of public resources that ensure our customers are safe and secure.

One of the Department’s core goals is to deliver coordinated public mobility that ensures equitable access to social and economic opportunities throughout Detroit and the surrounding region. Fare cards are essential to achieving this goal. They are available in multiple formats, including, but not limited to, 4-hour, 24-hour, 7-day, and 31-day passes; regional and citywide options; as well as reduced-fare and student-specific cards. DDOT allocates significant resources to stock and distribute these fare cards to riders and partner organizations across the city and region to ensure transit access remains equitable.

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 three (3) 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

RFQ.

4. STATEMENT OF WORK

TECHNICAL INFORMATION

1. Non-encoded direct Thermal 10-Mil poly ticket, 0.0076" thick, credit card sized, die cut individual, 45° Diagonal Cut Comer, discrete UV varnish coat on front of card, 0.375" magnetic stripe, 1 color. Please see Exhibit A, Specification Figure I o Farebox Transfer Card - estimated annual quantity 8,000,000

2. Pre-encoded Polyester (PET) ticket, 0.0 10" thick, credit card sized, signature panel on front of card, die cut individual, 45' Diagonal Cut Comer, 0.375" magnetic stripe, 4 color with discrete UV varnish coat on front of card, I color with discrete UV varnish coat on back of card, sequential numbering printed on back of card. Please see Exhibit A, Specification Figure 2 o Student ID Card - estimated annual quantity 5,000

3. Pre-encoded Polyester (PET) ticket, 0.010" thick, credit card sized, die cut individual, 45' Diagonal Cut Comer, 0.375" magnetic stripe, 2 colors with discrete UV varnish coat on both sides of card, sequential numbers printed on back of card. Please see Exhibit A, Specification Figure 3 o 4 Hour Regional Pass - estimated annual quantity 500,000 o 24 Hour Regional Pass - estimated annual quantity 25,000 o 7 Day Regional Pass - estimated annual quantity 15,000

4. Pre-encoded Polyester (PET) ticket, 0.010" thick, credit card sized, die cut individual, 45'

Diagonal Cut Corner, 0.375" magnetic stripe, 3 colors with discrete UV varnish coat on both sides of card, sequential numbers printed on back of card. Please see Exhibit A, Specification Figure 4 o 4 Hour Regional Reduced Pass - estimated annual quantity 60,000 o 24 Hour Regional Reduced Pass - estimated annual quantity 5,000 o 7 Day Regional Reduced - estimated annual quantity 1,000

5. Pre-encoded Poly LUCC Proximity Card, 0.030" thick, credit card size with MIFARE ultralight chip, die cut individual, printable surface, 2 Color, sequential numbers printed on back of card.

Please see Exhibit B, Specification Figure 5 o 31 Day Regional Pass - estimated annual quantity 20,000 o 31 Day DDOT Only Pass - estimated annual quantity 30,000 o 7 Day DDOT Only Pass - estimated annual quantity 30,000

6. Pre-encoded Poly LUCC Proximity Card, 0.030" thick, credit card size with MIFARE ultralight chip, die cut individual, printable surface, 4 Color, sequential numbers printed on back of card.

Please see Exhibit B, Specification Figure 6 o 31 Day Regional Reduced Pass - estimated annual quantity 2,000 o 31 Day DDOT Only Reduced Pass - estimated annual quantity 50,000 o 7 Day DDOT Only Reduced Pass - estimated annual quantity 1,000

7. Optional: The supplier of the passes shall print serial numbers through barcoding on the bus passes to be used for tracking and inventory purposes.

SUPPLIER RESPONSIBILTIES

• Supplier will provide quotes for pass orders upon request.

• Supplier will provide proof of artwork and specifications of each order prior to printing.

• Proofs to be delivered digitally to DDOT electronics and finance teams for approval.

• Supplier will ship via ground method and provide tracking information upon request.

• Reprinting, or re-encoding of any passes found to be deficient

7. 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.

8. MINIMUM QUALIFICATIONS

Bidders must have a minimum of five (5) years of experience providing the same, or similar, scope as described here within the attached document titled Scope of Work.

The qualified candidate will provide three (3) current client references and three (3) former client references for which the same, or similar services have been provided

9. 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.

10. TECHNICAL INFORMATION

The City of Detroit is committed to centralizing and warehousing data for the purpose of improving service delivery and enabling cross departmental analytics. For this reason, we expect Contractors, contractual relationships, and resulting software platforms to enable data access, data interoperability, warehousing of resulting data, and adherence to City data standards.

Specifically, the City minimally requires:

• Access to any data via APIs in a machine-readable format.

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

• Ability for City to push data as needed to these software systems to update base datasets.

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

Database, and/or address data standards as applicable. For more information see: https://base-units-detroitmi.hub.arcgis.com/pages/about-base-units

• The ability for the City to use and govern this data as it deems necessary-

- centralizing it, porting it into other systems, and using it for additional and future organizational needs.

The City prefers:

https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fbase-units-detroitmi.hub.arcgis.com%2Fpages%2Fabout-base-units&data=04%7C01%7CSteve.Motz%40detroitmi.gov%7Ca9e347e5722d45e2ae4608d9d5eac148%7Ce154a7601d2d4ef68fd3ebc8b4ef31fd%7C0%7C0%7C637776026508682453%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000&sdata=0pftv3x0FzYBOcb2Ej7bpv8I8ultjXZ0%2FaQYBam8fTc%3D&reserved=0

• System or platform has 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.

• Data system or data exports integrate easily with ESRI products including feature services.

• Systems or platforms that support data exchanges (pushes and pulls) that can happen dynamically.

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.

11. 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.

12. 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.

13. 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 http://www.michigan.gov/SIGMAVSS

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.

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

• 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.

15. PREVIOUS EXPERIENCE

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

16. 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.

17. 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

http://www.detroitatwork.com/

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. AWARD

One award of contract will be made on a low total net bid based on the estimated quantities shown. Bidders shall quote on all items, leave no blanks and state "No Charge" where applicable. Blank spaces are no offer. The City of Detroit reserves the right to delete any item(s) from the award. All awards are subject to Ordinance No. 15-00.

6. TERMINATION OF CONTRACT

At any time during the contract the City may terminate the agreement for reason of poor or deficient work performance, inability of the Contractor to reason of poor or deficient work performance, inability of the Contractor to supply trained competent technicians, or lack of service as described in this agreement by giving a 10-calendar day notice in writing. EITHER party may terminate the agreement by giving a 30-calendar day written notice to terminate.

7. 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.

8. SPECIFICATION CHECK

We have read the specifications thoroughly and we:

( ) Are able to meet specifications without deviation.

( ) All deviations are properly outlined on an attached sheet marked ________________ for identification.

SIGNED: __________________________________________

TITLE: ___________________________________________

9. PRICE

(If you do not check one of the following, your bid will be considered FIRM).

( ) A. Contract prices are not subject to increase, but will be subject to reduction.

(This will be considered only in cases of identical prices offered).

Clause A applies to Item(s) No. ______________________

( ) B. Contract prices are FIRM for the entire contract period.

Clause B applies to Item(s) No. _______________________

( ) C. Contract prices are firm for _____ months after _________ and are then subject to adjustment with a maximum increase of _____% for the balance of the one-year contract. Clause C applies to Item(s) No.

Percentage figure must be shown to obtain consideration under Paragraph C above. For evaluation purposes, the percentage shown will be added to your price for the corresponding period of the one year contract.

The City of Detroit reserves the right to cancel the balance of any contract if any proposed increase (in writing) is considered unacceptable.

10. OPTIONAL ITEMS

The following items are to be offered as optional items, not to be included in the total bid price. The City of Detroit shall have the option of adding desired quantities of these items to the purchase order. The bidder shall list the model number and price for each listed item. In the event a single device is capable of satisfying two (2) or more features required, the bidder shall so state, giving details.

11. ORDER QUANTITIES

Actual quantities ordered will be contingent on funds available at time of purchase. The City of Detroit reserves the right to reduce quantities if price quoted exceeds budgetary limitations or to increase quantities if funds are available.

12. TERMS OF PAYMENT

A discount of _____% will be allowed for payment of invoice within forty-five

(45) days of delivery and acceptance of the above items and vendor's invoice.

Other terms less than forty-five (45) days, E,O,M., Proximo, etc., shall not be considered. Payment terms will not be considered in determining the award of the contract(s), except in the case of tie bids. However, discounts may be offered to facilitate prompt payment.

The City of Detroit reserves the unqualified right to reject any bid, which includes a provision for a service charge levied by a vendor when payment by the City is not made within a specified time period.

This paragraph supersedes paragraph 4 of the General Conditions.

13. F.O.B.

Goods are to be F.O.B. delivered to location(s) within the City of Detroit and other specified locations as indicated.

14. DELIVERY

Is desired within _____ days from receipt of Purchase Order or Stores Release.

( ) We can meet the above delivery ( ) We cannot meet the above delivery schedule but offer the following:

The City of Detroit reserves the right to reject low bids offering unsatisfactory delivery. For all deliveries to agencies within the City-County Building, it shall be the vendor's or contractor's responsibility to transport the items from the dock area up to the individual locations.

15. ITEMS FOR EVALUATION

For bids based on a discount from Published Price List, quantities listed on the attached sheet 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 Contracting and Procurement by multiplying the quantity indicated in this bid form for each item by the Catalog Price less Discount. Enter the gross price of the items for evaluation. City of Detroit will compute net price. DO

NOT QUOTE PRICES FOR ITEMS NOT LISTED OR REQUESTED IN BID.

16. 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.

17. INSURANCE

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

17.01.1 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.

17.01.2 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.

17.02 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.

17.03 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. 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.

18. BID WITHDRAWAL

No bid shall be withdrawn for 120 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.

19. EQUALIZATION FACTOR

Per Section 17-5-12 (c)(1) of the Detroit City Municipal Code, “The bidder that makes the lowest bid, as evaluated or scored, shall be deemed the lowest equalized bidder. If the lowest equalized bid is evaluated or scored below the lowest responsible bid submitted, the lowest equalized bidder shall be awarded the contract, provided that, the contract awarded to such bidder shall not exceed, more than 12 percent above the lowest responsible bid submitted, or $100,000.00, whichever is less.”

The firm making the lowest responsive, responsible bid evaluated according to the Equalization Allowance Table* shall be deemed the lowest bidder. (see Equalization Credit Statement).

Vendors who wish to receive Equalization credit for bids submitted must submit their CRIO-issued Detroit Based Business certificate with their bid document to substantiate eligibility. The CRIO certificate must be submitted with each and every bid response submitted by the vendor. Failure to submit the CRIO certificate will result in equalization credit not being applied to your bid.

20. EXPERIENCE AND REFERENCES

Past performance and experience may be factors in making the award.

21. ALTERNATE BID

Additional bids submitted on brands other than the brands referenced in the specification shall clearly be labeled (ALTERNATE). Alternate bids submitted will be at no cost to the city of Detroit. The decision of the City of Detroit, acting through the Chief Procurement Officer, shall be final as to what constitutes an acceptable alternate from specifications.

22. PATENTS. The Contractor shall protect and indemnify the City against expense of any nature, shall bear the cost of any law suits which may arise and shall pay damages which may be awarded against the City for the use, under this specification, of any patented device, process, apparatus, material or invention.

23. DELIVERY TERMS/TIME. F.O.B. delivered prices are preferred. F.O.B.

delivered means delivered to the dock of the institution of department noted on the bid, and will include all charges for packing, draying, etc. Bidder may, at their option, quote F.O.B. shipping point. Prices bases on F.O.B. Shipping Point will be considered after adding transportation charges and insurance costs.

Bidders must show shipping weight and point of shipments on all shipping point bids. Delivery time is a part of the consideration and must be adhered to. If time varies on different items, the bidder shall so state.