8-RFP 547791.pdf

City of Detroit Office of Contracting and Procurement (OCP)

Request for Proposal – 547791 Inspection and Materials Testing Services for the Housing and Revitalization Department (HRD)

Revised 12/2/2025 Page 1 of 16

CITY OF DETROIT

OFFICE OF CONTRACTING AND PROCUREMENT

REQUEST FOR PROPOSALS

RFP NO. 547791

Inspection and Materials Testing Services for the Housing and

Revitalization Department (HRD)

Buyer: Aroya Rush

EVENT / ACTIVITY DUE DATE / TIME

ADVERTISEMENT DATE Monday, July 6, 2026

PRE-PROPOSAL

CONFERENCE

Monday July 20, 2026 @ 1:00pm EST Location: Microsoft Teams (Virtual) Link: https://tinyurl.com/y26zz7h7

Meeting ID: 252 295 436 735 163 Passcode: 5wK78Hc2

Dial in by phone +1 469-998-6602,,975855306# United Phone conference ID: 975 855 306#

QUESTIONS DUE Wednesday, July 22, 2026 by 2:00pm EST

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

3.3 of this RFP.

ANSWERS DISTRIBUTED Friday, July 24, 2026 by 3:00pm EST

PROPOSAL DUE DATE * Wednesday, August 5, 2026 by 3:00pm 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://tinyurl.com/y26zz7h7 https://detroit.bonfirehub.com/ http://www.detroitmi.gov/suppliersupport

Revised 12/2/2025 Page 2 of 16

TABLE OF CONTENTS

Section 1. Project Summary and Background

1.1. PROJECT REQUEST

1.2. BACKGROUND/DESCRIPTION OF ENVIRONMENT

1.3. AWARD CLAUSE INCLUDING RENEWAL OPTIONS

Section 2. Statement of Work

2.1. SERVICES TO BE PERFORMED

2.2. OPERATIONAL INFORMATION

2.3. TECHNICAL INFORMATION

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

Support Channels for Technical Difficulties and Questions 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 16

Section 1. Project Summary and Background

1.1. PROJECT REQUEST

The City of Detroit Office of Contracting and Procurement (OCP) on behalf of the Housing and Revitalization Department (HRD) in conjunction with the Detroit Water and Sewerage Department (DWSD) requests proposals from qualified Respondents to render certain technical or professional services ("Services") as set forth in this RFP to provide inspection and materials testing services for DWSD construction projects under Alley Sewer Repair Program.

1.2. BACKGROUND/DESCRIPTION OF ENVIRONMENT

The U.S. Department of Housing and Urban Development (HUD) has allocated the City of Detroit, through its Housing and Revitalization Department (HRD), in Community Development Block Grant – Disaster Recovery (CDBG-DR) funding to support long-term recovery efforts following storm events from the 2023 Presidential Major Disaster Declaration (federal disaster declaration FEMA #4757 - Michigan Severe Storms, Flooding and Tornadoes) no matching requirements.

These funds were allocated through the publication of the Federal Register, Vol. 90, No. 5, January 8, 2025, and updated March 19, 2025. The allocation was made available through the Disaster Relief Supplemental Appropriations Act, Public Law 118-158. The CDBGDR program funds necessary expenses related to disaster relief, long-term recovery, and restoration of infrastructure, housing, economic revitalization, and mitigation.

The Alley Sewer Repair Program (ASRP) will utilize Community Development Block Grant- Disaster Recovery (CDBG-DR) funding to improve public water and sewer lines within the City of Detroit damaged as a result of catastrophic flooding.

The City of Detroit Housing and Revitalization Department (HRD) in conjunction with the Detroit Water and Sewer Department (DWSD) is soliciting for Inspection and Materials Testing services for DWSD Construction Projects under the Alley Sewer Repair Program. Under this solicitation, DWSD anticipates awarding task order type contracts. ASRP operations will proceed over a timeline of 4 years. The program will be administered jointly by the Detroit Housing and Revitalization Department (HRD) and the Detroit Water and Sewer Department (DWSD). Solicited contracts will be jointly reviewed and ratified by HRD and DWSD prior to award.

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 four (4) 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 multiple awards as a result of the RFP.

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Section 2. Statement of Work

2.1. SERVICES TO BE PERFORMED

Contractor shall provide the services described in each of the professional service categories for Inspector, Inspection Team Lead, Project Engineer that will be needed on this project. The firms will be providing inspection and materials testing services: Construction Phase of Alley Sewer Repair Program.

General Description of Work The selected professional services contractor(s) shall furnish all equipment and labor necessary for performing inspection and material testing services of the construction performed by the contractor in a safe and effective manner. As such the inspector shall have their own items including but not limited to a cell phone, computers/laptop/tablet, Personal Protective Equipment (PPE), vehicle and flashlight, etc. The following is a detailed list of each task to be performed, including, but not limited to, under individual categories:

Construction Inspection Services

1. Attend preconstruction conference with the contractor and weekly progress meetings to bring field observation and concerns regarding construction progress.

2. Review and interpret plans, blueprints, sketches and specifications, and report detailed information of factors or issues that may affect projects to DWSD.

3. Evaluate work sites and reports on potential hazards to utilities and green infrastructure to ensure that work sites are properly barricaded for the safety of workers and the public.

4. Perform routine traffic control and detour inspections.

5. Conduct full-time inspection for construction projects or components of major construction projects such as lateral sewer, excavation, restoration, street cuts, sidewalk construction, concrete/bituminous/asphalt street paving, building structures, bridges, tunnels, water distribution mains, heavy equipment and other permit construction work including but not limited to soil erosion sedimentation control inspection.

6. Maintain and write a daily inspection report (DIR) using project management software approved by DWSD (e-Builder, Cityworks, Collector Apps, etc.), log activities, labor, equipment and record completed quantities. Training on the use of project management software shall be provided by DWSD as needed.

7. Notify the contractor that open excavation shall be protected, supported, or removed as necessary to safeguard public.

8. Field verify construction materials for compliance to project specifications and plans.

9. Inspect, verify and report to DWSD regarding conditions that may require changes to contract specifications, construction work procedures or schedules.

10. Inspector shall read construction schedules and accurately report daily field progress to ensure it aligns with the contractor’s approved project schedule.

11. Conduct field tests to determine the quality of materials and accuracy of finished work as described in Task 2.

12. Inspector must have MDOT certification/credential for construction materials testing

(concrete, density) and ensure compliance with the plans and specifications and regulatory requirement.

Revised 12/2/2025 Page 5 of 16

13. Check location, dimensions, alignment, and grade of component structures.

14. Monitor work schedules to determine progress and prepare estimates for contract payments.

15. Work as field liaison with suppliers, contractors, and other governmental/oversight agencies.

16. Perform erosion control inspections.

17. Monitor contractor activities during concrete placement, field testing of soils, compaction and backfill operations.

18. Take digital photographs of construction activities daily for subsequent uploads into

DWSD approved project management software (e-Builder, collector apps, etc.,) and serving as an inspector of record, creating redline for work being inspected.

19. Coordinate special testing and inspection as required with other utility companies.

20. Assist in preparation of response to contractor’s Request for Information (RFI).

21. Assist and/or respond to inquiries or complaints related to the subject construction contract.

22. Participate in substantial and final completed inspection of work and submittal of the close-out documents to the files. The construction inspection shall follow current standards and specifications published by all applicable laws and regulations.

Construction Materials Testing:

Perform construction materials testing services. The Contractor Tester shall furnish the required equipment for each project in sufficient quantity and in good working order (with current and/or updated calibration) to ensure accurate performance of all work required in a timely manner. All construction materials testing services will be completed within the City of Detroit, Wayne County and MDOT Right of Way (ROW), which shall comply with specifications and requirements of DWSD, and the City of Detroit.

a. Performance of field density tests, per lift, for all trenches using NUCLEAR DENSITY METHOD (ASTM D 2922). Laboratory Proctors will be provided as needed, to obtain the maximum achievable density of the backfill material. Additionally, at DWSD’s request, consultant will perform the Backfill Compaction Testing services, irrespective of which supplier provides the backfill material or it is received from a different certified pit.

b. Review the proposed materials and mix design for compliance with the project specifications.

c. Perform slump (ASTM C 143), air content (ASTM C183 or C231) temperature tests, unit weight, and yield (ASTM C138) tests of concrete placed on the job site, as defined by project plans.

d. Cast one set of four (4) compressive strength cylinders (ASTM C 31), to confirm design compressive strength results and perform the following laboratory tests:

e. Compile test results/information for compressive strength tests performed at the following intervals: One (1) test performed at seven (7) days, two (2) tests performed at twenty-eight

(28) days, and one (1) test performed at a later date, if required.

a. Review the proposed asphalt materials and mix design for compliance with the project specifications.

Revised 12/2/2025 Page 6 of 16

b. Standard Test Method for Density of Bituminous Concrete in Place by Nuclear Methods (ASTM D 2950); Compaction Tests by MDOT Density Testing and Inspection Manual.

c. Asphalt Paving Thickness via Core Sampling (ASTM D 3549).

Inspection Field Supervision & Coordination

1. Supervision: Provide direct supervision, guidance, and scheduling for the field inspection team to ensure all active project sites are adequately staffed and monitored.

2. Quality Assurance: Review and approve Daily Inspection Reports (DIRs) in DWSD-approved software (e-Builder, Cityworks, etc.) to ensure technical accuracy, complete quantity reporting, and professional documentation.

3. Schedule Coordination: Review the contractor’s weekly look-ahead schedules to ensure inspection staff are effectively deployed across multiple sites and that all active work zones have required coverage.

4. Field Conflict Resolution: Serve as the primary point of contact for field-level issues, utility conflicts, and contractor disputes, providing immediate resolution or escalation to the Project Engineer.

5. Safety Compliance: Monitor and enforce site safety protocols across multiple project locations, ensuring uniform adherence to barricading, traffic control, and PPE requirements.

6. Reporting: Consolidate field observations and progress data into weekly executive summaries for DWSD management, highlighting potential risks to the project schedule.

7. Training: Ensure all field inspectors are proficient in the required project software and understand the specific technical requirements of alley sewer repair, open-cut methods, and restoration.

8. Other as-needed assignment assigned by DWSD.

Project Engineering

1. Provide expert engineering guidance for complex field conditions, including deep excavations, soil stabilization, and potential utility conflicts. Ensure all repairs, particularly service lateral connections and open-cut methods, adhere to DWSD engineering standards and specifications.

2. Assist DWSD in management of the overall execution of the contract, ensuring the contractor’s performance aligns with the scope, schedule, and DWSD engineering standards.

3. Assist DWSD management in the administrative workflow for the construction contract.

This includes the technical review and recommendation for Requests for Information (RFI), Change Orders (CO), and Work Orders to ensure they are technically sound and cost-effective.

4. Engineer must be proficient in reviewing construction schedules and be capable of reviewing construction schedules submitted in Primavera P6 or its latest updated version and perform reviews of the contractor’s schedule and monthly schedule updates and provide professional recommendations to DWSD.

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5. Contract Administration: Review and provide professional technical recommendations for Requests for Information (RFIs), Change Orders, and Work Orders.

6. Supervise the Inspection Team Lead and the inspection group, ensuring the team is meeting all program-wide objectives. Review materials testing results (nuclear density, concrete, and asphalt) to ensure compliance with City of Detroit and MDOT standards before final acceptance.

7. Review and validate construction schedules submitted, identifying critical path impacts and verifying that field progress supports contractor pay applications.

8. Oversee the final inspection process, verify "as-built" redlines, and ensure all close-out documentation is complete and uploaded to the project file.

9. Other as-needed assignment assigned by DWSD

2.2. OPERATIONAL INFORMATION

Please see Section 2.1: Construction Inspection Services, Construction Materials Testing, Inspection Field Supervision & Coordination, and Project Engineering.

Awarded Contractor(s) will work closely with City agency staff.

The Respondent is expected to provide service in accordance with the terms of the executed contract and under the rules, regulations, and supervision of the City.

2.3. TECHNICAL INFORMATION

Please see Section 2.1

Revised 12/2/2025 Page 8 of 16

Section 3. Proposal Evaluation and Selection Process

3.1. MINIMUM QUALIFICATIONS

Proposals will only be accepted from vendors demonstrating the following:

a. Responding vendor should have construction inspection expertise in the rehabilitation/replacement of watermain, sewer gravity pipe, and wastewater pumping stations projects with a minimum of five (5) projects in the past ten (10) years.

b. Responding vendor has an average experience modification rate (EMR) of 1.04 or below for the last three (3) years: 2023, 2024, and 2025 – Section C-451 Article 2.

c. Responding vendor must have a Licensed Professional Engineer (P.E.) on staff with the ability to specify soils based on the American Association of State Highway Transportation Officials (AASHTO) soil classification system using ASTM International. The Professional Engineer’s (P.E.) license must be active.

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.

http://www.michigan.gov/SIGMAVSS

Revised 12/2/2025 Page 9 of 16

3.4. EVALUATION CRITERIA

Technical Proposals will be evaluated before Cost Proposals are reviewed.

Proposal Evaluation Criteria Possible Points

1. Prior Project Experience 30

2. Work Plan and Organization 25

3. Staff Experience 25

4. Pricing 20

Total Points Possible 100

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.

Revised 12/2/2025 Page 10 of 16

3.7. REJECTIONS, MODIFICATIONS, CANCELLATIONS

The City of Detroit expressly reserves the right to:

1. accept or reject, in whole or in part, any and all proposals received;

2. waive any non-conformity;

3. re-advertise for proposals;

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

5. cancel and/or postpone the request for proposals, in part or in its entirety, and/or,

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

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

3.8. PROTESTS

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

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

Detroit, MI 48226 “Procurement Protest”

At a minimum, such protests shall include:

1) name of protestor.

2) solicitation/contract number and description; and

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

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

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.

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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.

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 # 547791:

Required Response Item

1. Attachment A – Respondent Questionnaire

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

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

3. Attachment C – Pricing 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.

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4.4. ECONOMY OF PREPARATION

Proposals should be prepared simply and economically providing a straightforward, concise description of the Respondent’s ability to meet the requirements of the RFP. Emphasis should be on the completeness and clarity of content.

4.5. SUBMITTAL INSTRUCTIONS

All proposals must be submitted through the Bonfire/EUNA Procurement Supplier Portal at detroit.bonfirehub.com. Each Respondent is responsible for ensuring that its proposal is received by the City on a timely basis. Faxed or mailed proposals will not be accepted.

Firms shall not distribute their proposals to any other City office or City employee. Proposals received become the property of the City. The City is not responsible for any costs associated with preparation or submission of proposals. All proposals submitted by the due date will be recorded in the Supplier Portal. Responses received will not be available for review. Proposals received will be subject to disclosure under the state of Michigan’s Freedom of Information Act. An officer of the company authorized to bind the company to a contractual obligation with the City must sign the proposals in the Supplier Portal. The successful respondent will receive an award letter.

Respondents who are not awarded will receive a notification that the award decision has been made.

Support Channels for Technical Difficulties and Questions Visit https://detroitmi.gov/suppliersupport for:

- Guides on how to register in EUNA

- Guides on how to submit a response to the solicitation

- FAQs

Contact Bonfire’s technical support in the portal for:

- Technical issues with the e-bidding portal

- Registration problems

- 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.

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

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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.

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

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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 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.

https://urldefense.com/v3/__https:/descmiworks.org/business-services/__;!!NcXZSU8rfchoEksI!efgwb7Az7YQ1WNYz08X3skt7ah9Lt0tZnoFrliM4GlUH9iYP4Dtz_l03Xya-8iVDi2esZRdC59m0O9Xl8DlelS4a5w$

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5.8. OFFICE OF INSPECTOR GENERAL

5.8.1. In accordance with Section 2-106.6 of the City Charter, this Contract shall be voidable or rescindable at the discretion of the Mayor or Inspector General at any time if a Public Servant who is a party to the Contract has an interest in the Contract and fails to disclose such interest.

5.8.2. This Contract shall also be voidable or rescindable if a lobbyist or employee of the contracting party offers a prohibited gift, gratuity, honoraria or payment to a Public Servant in relation to the Contract.

5.8.3. A fine shall be assessed to the Contractor in the event of a violation of Section 2-106.6 of the

City Charter. If applicable, the actions of the Contractor, and its representative lobbyist or employee, shall be referred to the appropriate prosecuting authorities.

5.8.4. Pursuant to Section 7.5-306 of the City Charter, the Inspector General shall investigate any

Public Servant, City agency, program or official act, contractor and subcontractor providing goods and services to the City, business entity seeking contracts or certification of eligibility for City contracts and person seeking certification of eligibility for participation in any City program, either in response to a complaint or on the Inspector General’s own initiative in order to detect and prevent waste, abuse, fraud and corruption.

5.8.5. In accordance with Section 7.5-310 of the City Charter, it shall be the duty of every Public

Servant, contractor, subcontractor, and licensee of the City, and every applicant for certification of eligibility for a City contract or program, to cooperate with the Inspector General in any investigation pursuant to Article 7.5, Chapter 3 of the City Charter.

5.8.6. Any Public Servant who willfully and without justification or excuse obstructs an investigation of the Inspector General by withholding documents or testimony, is subject to forfeiture of office, discipline, debarment or any other applicable penalty.

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.

Revised 12/2/2025 Page 16 of 16

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 Attachment F – Cross Cutting Federal Regulations

RFP Attachments List