8-RFQ 551619 Program Supplies for Recreation Centers 2.docx

RFQ 551619

Program Supplies for Recreation Centers

CITY OF DETROIT

OFFICE OF CONTRACTING AND PROCUREMENT

REQUEST FOR QUOTE

RFQ NO. 551619

PROGRAM SUPPLIES FOR RECREATION CENTERS

Buyer: Kathleen Weldon

All questions must be submitted online in the Supplier Portal

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) is requesting quotes from qualified Respondents to render certain technical or professional services ("Services") as set forth in this RFQ to provide recreation program supplies (arts, crafts, decor materials, bulk candy, etc.,,.) for all recreation centers in the City of Detroit.

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. CORRECTION FLUID IS NOT ACCEPTABLE.

Respondents are NOT required to bid on all items listed. Prices quoted on this market basket of goods will inform the contract amount. The Recreation Department requests access to all vendor catalog of goods and applicable discounts on merchandise.

The Recreation Department provides a variety of programming at each of its recreation center locations to more than 5,000 individuals monthly. The City of Detroit is committed to providing opportunities that improve the quality of life and public health of its residents through enrichment and leisure programs and special events. Recreation centers are open up to six (6) days per week and up to twelve (12) hours per day. Many programs offered rely on a steady supply of high-quality Arts & Crafts items, Décor materials, STEM materials, etc.

This Request for Quotes will be used to outfit these activities with necessary materials.

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 two (2) years.

4. STATEMENT OF WORK

Vendors are expected to:

· Provide Program Operational Supplies for all Recreation Centers. Types to include but not limited to:

· Arts Supplies (Paint, Brushes, Crayons, Canvases, etc.)

· Crafts Supplies (Scissors, Craft Kits, Glue Sticks, etc.)

· STEM and Afterschool Supplies (Table Games, Modeling Kits, etc.)

· General and Holiday Decorations (Door Decorations, Easter eggs, Halloween décor, etc.)

· Event Supplies (Table skirts, Balloons, Bulk Candy)

· Have supply orders completed and delivered to the specified location within a maximum of thirty (30) days from the day an order is placed (see delivery locations in Attachment C).

· Have supplies and shipments: labeled, separated, and delivered to multiple service locations with an inventory sheet in each box.

· Have a stocked supply of common operational supplies to service:

· After-school activities

· Senior Arts & Crafts

· STEM Education

· Holiday Celebrations

5. MINIMUM QUALIFICATIONS

· Minimum of five (5) years of experience providing program supplies for large municipalities, recreation authorities, or school districts including arts, crafts, holiday décor and supplies, etc.

· Must be capable of providing supplies, on an as-needed basis, with the ability to deliver to our main office and our recreation center facilities.

· Must be an established program supplies distributor. Qualified bidders must have direct knowledge and availability of a variety of supplies necessary for program operation at a Recreation Center space. Needs at a Recreation Center are similar to programming needs of community centers, schools, churches, etc.

6. EXPERIENCE AND REFERENCES

· Must have a minimum of five (5) years of experience in business.

· Provide three (3) municipal or school district references (Attachment A).

7. BID SHEET (Attachment C)

· Failure to complete the attached Bid Sheet and submit it with your bid shall result in your bid being deemed non-responsive and rejected without any further evaluation. You can bid on all, or a portion of the items listed in the Bid Sheet. These items are not to be considered as the only items to be purchased.

· Vendors should provide unit pricing for items they are bidding on. An Item Description shall be included if an alternative is provided and different from that specified in the Bid Sheet.

· The bid price shall be all-inclusive, which means that all related expenses including shipping shall be factored into the unit prices. Travel, including airfare, hotel, meals, and any other related expenses are the Vendors’ responsibility and will not be reimbursed or paid for by the City of Detroit.

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8. OPERATIONAL INFORMATION

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

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

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.

9. QUESTION DEADLINE

All questions regarding the RFQ shall be submitted through the Supplier Portal no later than the time and date specified on the Cover Page. In the interest of transparency, only written questions will be accepted. Answers to questions will be posted within the Supplier Portal. The City of Detroit does not guarantee a response to questions not submitted after the question deadline.

Should a Respondent be in doubt as to the true meaning of any portion of this RFQ or find any patent ambiguity, inconsistency, or omission herein, the Respondent must make a written request for an official interpretation or correction in accordance with the instructions for submitting questions as specified in this RFQ.

Respondents are advised that no oral interpretation, information or instruction by an officer or employee of the City of Detroit shall be binding upon the City of Detroit.

Respondents requesting changes to the RFQs terms and conditions, specifications, quantities, etc.; or if clarifications are needed, must make the request in writing by the stated bid submission deadline.

10. REJECTIONS, MODIFICATIONS, CANCELLATIONS

The City of Detroit expressly reserves the right to:

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

2) waive any non-conformity;

3) re-advertise for quotes;

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

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

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

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

11. PROTESTS

12. 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.

13. INVOICES

Vendors must be registered in Oracle, the 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.

All payments will be made via ACH deposit. Instructions may be found on the City of Detroit Website www.detroitmi.gov/supplier, which includes tutorials on how to enroll, update your supplier profile, and submit an invoice. If you have any questions, please send an email to eprocurement@detroitmi.gov or call (313) 224-1500.

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 Oracle, the 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

· Invoice Number

· Date of service/delivery

· Contract number

· Purchase order number

· Total Invoice amount

· Service address

· Unit quantities

· Unit Price

· Unit Description

· Discount (if applicable) 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

· City of Detroit is tax exempt 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.

Invoices must be submitted into the pre-approval form to the Recreation Supervisor before uploading them into Oracle. If a Department contact person is not listed on the purchase order, the Vendor shall request in writing from the Purchasing Division the name and phone number of the contact person responsible for processing payment.

Once an invoice has been pre-approved, you will receive an email notification and must then submit the invoice to Oracle to process the payment. This pre-approval process ensures that invoices are submitted with correct information and payments to Vendors are not delayed.

14. PREVIOUS EXPERIENCE

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

15. 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.

16. 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 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. AWARD

This RFQ may be awarded to one or more vendors based on a low bid basis, and as determined by the City of Detroit based on vendor’s ability to the supply goods outlined in the scope of work. Blank spaces are considered to be no offer. The City of Detroit reserves the right to delete any item(s) from the award. The City of Detroit reserves the right to limit the amount of the award per contractor.

The City of Detroit requests the ability to purchase from any awarded vendor’ catalog.

5. 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.

6. 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.

7. SPECIFICATION CHECK

We have read the specifications thoroughly and we:

SIGNED: __________________________________________

TITLE: ___________________________________________

8. PRICE

All prices are to be FIRM.

9. ADDITIONAL DISCOUNT

If awarded Items number _____________________, we offer an additional discount of _________% from the prices quoted above.

10. LITERATURE

Descriptive literature showing the unit’s dimensions and features must be included. If the size, capacity, or features of the unit, or any of its components are not clearly defined in the printed literature submitted with the Bid, the Bidder shall furnish supportive data in sufficient detail so that the unit may be checked for conformity to the specifications.

If any of the features or dimensions of the unit the Bidder proposes to furnish do not meet the specified requirements, the Bidder shall indicate such deviations n the space provided on the Bid Form. Failure to provide this information may result in rejection of your bid.

11. SHIPMENT

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

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

It is understood that these supplies will be required in various shipments from time to time. Shipments will be made within _________ days from each notice to ship. The City of Detroit reserves the right to reject low bids offering unsatisfactory shipment terms.

12. 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.

13. 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.

14. 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.

15. DELIVERY

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

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

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

17.2

$2,000,000.00 aggregate

$500,000.00 minimum each person $500,000.00 minimum each accident

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.

17.3 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.

18. PERIOD AGREEMENT

Furnish parts from the start date of the contract through the ending, or until contract dollar amount is expended, which ever comes first.

Parts @ _________ % discount from manufacturer's Price List No. ___________________ dated ___________________.

Enclose TWO copies of price list(s) with your bid.

[ ] Price List(s) enclosed.

[ ] Price List(s) not submitted because: _____________

If price lists are not available, contractor agrees to substantiate billings upon request. Contract is subject to termination by either party upon 30 days written notice.

Parts ordered incorrectly may be returned for credit subject to the following conditions:

Discount is FIRM for the contract period. Price lists are subject to superseding manufacturer's price lists and/or supplements.

19. 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.

20. EXECUTIVE ORDER #2016-2:

Per Executive Order No. 2016-2, worker hours on any construction project funded in whole or in part by City, State, or Federal funds shall be performed by not less than 50% bona fide Detroit residents, not less than 25% minorities and at least 5% women. Where possible, these percentages shall be applied on a craft by craft basis. For purposes of Executive Order No. 2016-2, worker hours shall include work performed by persons filling apprenticeship and on-the-job training positions.

The contractor shall include Executive Order No. 2016-2 by reference in all subcontracts at all levels.

For each project and portion thereof, documentation of compliance shall include: (1) a list of all proposed employees indicating address, telephone number, social security number, trade, sex and race or minority status, and projected worker hours for each; and (2) projected total worker hours. Documentation shall be submitted prior to contract award. After contract award, proposed changes in the workforce shall be submitted for approval.

Where, for reasons due to the nature of the contractor or trade, or for other reasons acceptable to the City, a list of intended employees is not submitted, a detailed plan will be submitted by the contractor which sets forth the entire proposed composition of the workforce, the manner in which such workforce is to be obtained, and any other details required by the City to assure sufficient specificity, intent to comply and ultimate compliance with Executive Order No. 2016-2.

Failure to comply with the provisions of Executive Order No. 2016-2 shall constitute a material breach of the contract, and the City may exercise those rights provided to it under the contract and by law. Sanctions may include, but are not limited to, termination of all or part of the contract, withholding of payment, and/or liquidated damages. Additionally, performance by the contractor in regard to Executive Order No. 2016-2 may be considered in determining the contractor's award ability for future City contracts.

Any person who knowingly submits false information, makes misrepresentations, or commits fraud or any other willful violation under Executive Order No. 2016-2 shall be subject to the maximum civil liabilities and criminal penalties allowable under the law.

21. PRICE

DISCOUNTS FROM PRICE LIST ARE FIRM.

Prices are SUBJECT TO ADJUSTMENT in accordance with manufacturer's superseding published price lists and supplements. Such changes must be requested and must be substantiated by manufacturer's printed price list, received in the Office of Contracting and Procurement no later than ten (10) days after the effective date of the price change. If the request and superseding price lists are received beyond 10 days of the effective date shown on the price list, such change shall be effective 10 days prior to change and receipt of superseding lists.

If during the period of this contract, the parties cannot mutually agree on the extent of any change in the price lists, the City of Detroit reserves the right to terminate the contract without prejudice.

22. PRICE LISTS

Each bidder shall submit copies of the most recent price list (and catalog) and supplement in the form of Diskette or CD (if available) with their bid. Failure may be cause for rejecting your bid. The column used must designated; photo copies of manufacturers price lists and/or computer printouts must be clear and legible. Blurred copies and Distributor Inventory price lists are not acceptable. Also, pencil, typewritten or pen & ink changes in price lists will not be acceptable. Vendors should also submit an e-mail address, if available.

The successful bidder(s), upon receipt of award notice, must furnish additional copies of the above price lists and supplements of all superseding manufacturer's published price lists during the period of the contract to the City of Detroit, Office of Contracting and Procurement, and any other Department, upon request at no cost to the City.

23. 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.

24. EXPERIENCE AND REFERENCES

Past performance and experience may be factors in making the award. Please complete Attachment A with at least three (3) references.

25. CERTIFIED DETROIT BASED BUSINESS SOLICITATION

This solicitation includes, but is not limited to, competition among Detroit-Based Businesses duly certified by the City of Detroit Human Rights Department prior to the bid due date. Eligibility to participate shall be subject to all applicable requirements set forth in this solicitation.

Detroit Base Bidders responding to this solicitation should submit with the bid response, a copy of their Detroit Based Business Certification issued by the City of Detroit, Human Rights Department. Failure to submit valid proof of certification with the bid response will result in the bidder being deemed ineligible to receive any applicable equalization credits.

26. 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.

ATTACHMENTS

Attachment A Respondents Questionnaire

Attachment B Amendment Form

Attachment C Price Sheet

Attachment D1 Forms, Affidavits and Documents

Attachment D2 Consolidated Affidavits (Award Winner only)

Attachment E Model Professional Services Contract

Attachment F Scope of Work