8-RFQ 549649.pdf

Revised 12/2/2025

CITY OF DETROIT

OFFICE OF CONTRACTING AND PROCUREMENT

REQUEST FOR QUOTE

RFQ NO. 549649

Large Sweeper Vacuum

Buyer: Ashley Franklin

EVENT / ACTIVITY DUE DATE / TIME

ADVERTISEMENT DATE Wednesday September 16, 2026

QUESTIONS DUE Monday October 5, 2026, by 3:00PM EST

All questions must be submitted online in the Supplier Portal

QUOTES DUE DATE * Monday October 12,2026 by 3:00PM 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.

1. PROJECT REQUEST

The City of Detroit Office of Contracting and Procurement (OCP) requests quotes from qualified Respondents to render certain technical or professional services ("Services") as set forth in this RFQ to provide the furnishing and delivering of a completely built and assembled large vacuum sweeper.

In accordance with City Code §17-5-14 and the Detroit Climate Strategy, the City is committed to advancing a cleaner municipal fleet. Proposals should prioritize procurement of zero-emission, hybrid, or low-emission vehicles; equipment meeting advanced emissions and fuel-efficiency standards; incorporation of recycled/remanufactured components; support for energy-efficient fleet management technology and EV infrastructure; and lifecycle practices that minimize greenhouse gas emissions.

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.

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 one (1) year. Any renewal option exercised under this contract is effective only after the approval of the Detroit City Council and signed by the Chief Procurement Officer. The City anticipates one or multiple awards as a result of the RFQ.

4. STATEMENT OF WORK

The City of Detroit’s General Services Department is requesting responsive bids from qualified dealers to provide a large vacuum sweeper that meet the following criteria…

The Large vacuum sweeper shall be delivered washed and prepped for service with all stickers removed from windows. All stickers, tags, and plates with part numbers, and manufacturers name, model, or, identifying information shall have all paint, or other material removed so that information may be recorded.

The equipment shall be new and the manufacturer’s latest model.

Equipment shall be established, reliable, and in successful operation. Experimental or unproved designs are not acceptable.

5. OPERATIONAL INFORMATION

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

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

6. MINIMUM QUALIFICATIONS

Proposals will be considered only from vendors who offer equipment that is manufactured by companies that are known to be skilled and have been regularly engaged in the manufacture of equipment of the type, class and size specified herein for a period of not less than five (5) years.

To avoid experimental equipment, the vendor shall include in the bid package a list of at least ten (10) users of the equipment type offered in the package located in Midwest (Attachment F).

Vendor must be a manufacturer and/or an authorized sales and service facility.

Vendor must certify that the proposed equipment meets or exceeds minimum specifications and includes all required items. Complete Attachment G.

7. VENDOR RESPONSIBILITY

It shall be the vendor’s responsibility to assure all the following:

All vendors, whether a manufacturer or designated dealer, who can provide materials, features or options to meet the specifications outlined herein and willfully fails to do so because of price or to gain a pricing advantage in a competitive bid situation, will be deemed non-responsive. Any further consideration of their bid submission will not be made. Should their current literature or price list for materials, features, or options indicate their ability to meet these specifications, and they fail to do so, they will be deemed non-responsive and declared ineligible to receive the award for the unit specified.

Finally, any claims that an item bid exceeds the stated specification must be demonstrated in a performance demonstration prior to an award or the bid will be deemed unresponsive for failure to substantiate the claim.

A. Vendors are cautioned to read the specifications carefully. The specifications may include special requirements not commonly offered by the manufacturer;

specifications are for a standard unit configuration. Options may change some specific items.

B. Assure that the basic unit and all required components are compatible and recommend for use in combination by the Manufacturer.

C. Assure that all components operate in accordance with the manufacturer’s recommendation with regard to safe operating speeds, loads, etc.

D. Notify the Fleet Management Division of the General Services Department, (GSD) if, in the opinion of the vendor, the installation of any specified component violates good engineering and/or commercial practice.

E. Price shall be F.O.B. Detroit, Michigan.

F. That the complete unit shall meet United States Department of Transportation Safety and Exhaust Emission requirements at the time of delivery. That the entire unit meets all Federal, State, and Local safety and lighting requirements at the time of delivery.

G. Defective parts and workmanship to be replaced by vendor without cost to the

City of Detroit in accordance with the manufacturer’s warranty.

H. To provide complete sets of operating instructions, parts list and service manuals for the entire unit shall be delivered with the unit at no cost to the City of Detroit.

These manuals shall be in book and electronic form.

I. The vendor shall provide, at NO COST to the City of Detroit, mechanics training upon request. The training shall be minimum of eight (8) hours of training for the mechanical portion of the unit to acquaint the mechanics and/or operators with all areas of service and maintenance of the unit. The mechanics program shall thoroughly detail maintenance procedures of the entire unit, and include all electronic equipment, and include all required specialty tools needed to maintain, adjust, service and/or read the computer control on the unit...

*Training times will be arranged after the delivery and acceptance of the unit delivered by the Maintenance Supervisor.

J. Provide two (2) sets of applicable equipment line sheets upon delivery to the City of Detroit.

K. Arrangements to be made for representatives of the General Service Department to factory inspect equipment prior to delivery to ensure that all specified features are furnished with equipment supplies. Do not ship units prior to this inspection.

L. Vendor must include full warranty coverage and provide warranty details

M. Vendor must include a full maintenance package and provide package details

WARRANTY AND MAINTENANCE REQUIREMENTS

All parts and workmanship of the large vacuum sweeper shall be fully guaranteed against defects in performance or construction.

A minimum 1-year warranty on the large vacuum sweeper must be provided. Warranty details must be submitted with bid.

All proposals must include full maintenance repair coverage; details of coverage must be submitted with bid.

ALL WARRANTIES SHALL PROVIDE REPAIRS AT NO COST TO THE CITY

OF DETROIT.

8. 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.

9. 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.

10. PROTESTS

An actual or prospective bidder whose direct economic interest would be affected by the award of a contract, or by the failure to award a contract, has the right to protest any aspect of the solicitation, evaluation, or selection process of this City of Detroit procurement. All protests must be submitted in writing and received by the applicable deadline stated below.

Filing Deadlines Protest of solicitation terms. A protest challenging the terms of this solicitation must be received by the City no later than 4:00 p.m. EST on the business day prior to the scheduled solicitation closing date. Failure to meet this deadline waives the protester’s ability to challenge the terms of the solicitation.

Protest of contract award. Where this solicitation results in a contract award, a protest challenging the award must be received by the City no later than 4:00 p.m. EST on the fifth (5th) business day after the award. Failure to meet this deadline waives the protester’s ability to challenge the contract award.

How to Submit All protests must be submitted in writing through the designated procurement portal in which this solicitation was posted. Protests submitted by any other method will not be accepted. The City is not required to consider any material filed after the applicable protest deadline unless the Chief Procurement Officer specifically requests it.

Required Content of a Protest A protest must be in writing and must contain all of the following:

1. The protester’s contact information (name, business name, address, phone, and email).

2. The solicitation reference number.

3. A concise statement of whether the protester is contesting the terms of the solicitation or the award of the contract, including a description of the specific law, procurement policy, or guiding provision the City is alleged to have violated.

4. A detailed statement of the relevant facts underlying the protest, with supporting documents attached as necessary. This statement must indicate whether the protester is an actual or prospective bidder and must describe facts demonstrating the protester’s direct economic interest in the outcome.

5. Identification of any proposed action the protester recommends be taken, and the protester’s rationale for that action.

6. If submitted by an organization, the signature of an officer of that organization; otherwise, the signature of the individual bidder/protester.

7. The signature described above must appear immediately after the following declaration:

“I declare, under penalty of perjury and pursuant to MCL Section 750.423(s), that this protest is being submitted to protest the solicitation or contract award identified above, and for no other reason, and further, that I have reviewed the facts and circumstances contained within this protest, and they are true and accurate to the best of my information, knowledge and belief.”

Review and Decision The Chief Procurement Officer (CPO), or as delegated the Deputy CPO, has sole authority to respond to, decide, and act upon supplier protests. The City will render a written response to the protester within ten (10) business days of receipt. This period may be extended upon written notice by the CPO, in the CPO’s sole discretion, and the CPO may require the protester or other bidders to provide additional documentation or statements. The decision of the CPO is the final decision of the City.

11. BID BOND, PAYMENT & PERFORMANCE BOND (Construction) The successful respondent(s) must furnish a bid bond of 5% of the bid amount and payment and performance bond in the amount of 25% or 100% of the contract value specified in the contract guaranteeing the contract will be accepted if tendered an award. See Attached Bond Form(s) for requirements.

12. INVOICES

Vendors must be registered in City of Detroit Vendor Portal and be a registered vendor with the City of Detroit to submit invoices and receive payments. Go to http://www.detroitmi.gov/Supplier to register.

AUTHORIZATION TO COMMENCE WORK OR SHIP GOODS – READ

CAREFULLY!!!

Contractors may begin work or ship goods upon receipt of the required authorization, which is the CPA (Contract Purchase Agreement), in addition to SPO (Standard Purchase Order), from Procurement.

The CPA (City Council Approved and Awarded Contract Purchase Agreement) alone is NOT authorization to begin work! NO letter of Intent, or Letter to Commence Work will be issued.

**Work commencing without issuance of the SPO is subject to Payment Delays and/or Non- Payment! **

Required vendor steps to invoice:

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

2) Vendors should submit their invoices via City of Detroit Vendor Portal. Portal invoice amount and creation date must match the date on attached invoice. Please follow the below invoice requirements:

Invoice MUST contain or have as attachment:

Vendor Name and address on Invoice Contact Info on Invoice (Accounts Receivable contact with phone and email) Remittance information (MUST be included, or the invoice is subject to rejection City of Detroit contact (person who authorized work to commence) Invoice Date Date of service/delivery Contract number Purchase order number Total Invoice amount

Other invoice requirements:

Invoice must be billed based on Purchase Order rates Total invoice amount must tie to the total supporting documents Supporting documentation must be attached to the invoice in the portal

Terms are standard NET 30 Days, unless otherwise negotiated, and start from the invoice receipt date, provided that the invoice is submitted timely to our AP department with the necessary supporting documentation.

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

13. PREVIOUS EXPERIENCE

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

14. MISCELLANEOUS

It shall be the responsibility of the Respondent to thoroughly familiarize themselves with the provisions of these specifications. After executing the contract, no consideration will be given to any claim of misunderstanding.

The Respondent agrees to abide by the rules and regulations as prescribed herein by the City as the same now exists or may hereafter from time to time be changed in writing.

Contractors are encouraged to contract with small and minority businesses, women's business enterprises, labor surplus area firms and Detroit businesses. The City strongly encourages the hiring of Detroit residents whenever possible by contacting Detroit At Work for your hiring needs. Visit the Detroit At Work website at www.detroitatwork.com for specific contact information regarding these opportunities.

15. GENERAL CONDITIONS:

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

1. GENERAL CONDITIONS

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

CORRECTION FLUID IS NOT ACCEPTABLE.

2. LOCAL PREFERENCE CONDITIONS

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

3. MINOR DEVIATIONS

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

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

4. 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. 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.

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. INSURANCE

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

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

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

7.01.3 Automobile Liability insurance covering all owned, hired and non-owned vehicles with personal protection insurance and property protection insurance to comply with the provisions of the Michigan No-Fault Insurance Act, including residual liability insurance with a minimum combined single limit of $1,000,000.00. Include MCS90 endorsement (if hazardous waste will be transported by vendor’s auto) with minimum property damage limits of $1,000,000.00 each occurrence.

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

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

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

8. BID WITHDRAWAL

No bid shall be withdrawn for 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.

9. 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.

10. CLEANLINESS OF THE WORK AND STREETS

The work itself, and all property used therewith, shall be kept in a neat and orderly condition at all times. Excess waste and rejected materials, rubbish and debris shall not be allowed to accumulate. Construction equipment, and excess materials shall be promptly removed from site when no longer needed for the progress of the work. Upon completion of the work, the contractor shall restore the site to original condition.

11. REMANUFACTURED/REFURBISHED EQUIPMENT

It is the responsibility of the bidder to indicate if the unit supplied is remanufactured or refurbished. Failure to provide this information may result in rejection of your bid.

MODEL __________________________________________________________

Manufactured by

And described in the attached literature marked _______________ for identification.

_____NEW UNIT

_____REMANUFACTURED/REFURBISHED

The decision of the City of Detroit, acting through the Chief Procurement Officer, shall be final as to what constitutes an acceptable remanufactured/refurbished unit.