8-RFQ NO. 553068 Veterinary Grade Animal Food Supplies.pdf

Revised 12/2/2025

CITY OF DETROIT

OFFICE OF CONTRACTING AND PROCUREMENT

REQUEST FOR QUOTE

RFQ NO. 553068

Veterinary Grade Animal Food Supplies

Buyer: Tiffany McKenney

EVENT / ACTIVITY DUE DATE / TIME

ADVERTISEMENT DATE November 6, 2026

QUESTIONS DUE November 17, 2026 on or before

All questions must be submitted online in the Supplier Portal

ANSWERS DISTRIBUTED November 24, 2026

QUOTES DUE DATE * Monday December 7, 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 quotes from qualified Respondents to render certain technical or professional services ("Services") as set forth in this RFQ to provide specialized, high-nutrition therapeutic food diet supplies to help shelter animals recover from illness, malnutrition, and stress. Vendors are encouraged to offer shelter discounts and donation programs. The supplies furnished under any contract resulting from this solicitation shall be new, unused and of the latest product in production to commercial trade and shall be of the highest quality as to materials used and workmanship.

2. BACKGROUND/DESCRIPTION OF ENVIRONMENT

The City of Detroit seeks responses from qualified vendors to provide Animal Care Supplies for the City of Detroit Animal Care Shelter. The mission of Detroit Animal Care & Control (DACC) is to promote and protect the health, safety, and welfare of the residents and visitors of the City of Detroit from animal bites, zoonotic disease, or traffic hazards; to maintain the highest standards of humane animal sheltering; to promote the placement of animals into homes; and to encourage responsible pet ownership through education, enforcement, and community partnership. All services are available daily including lost dog identification, licensing, adoptions and more.

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 with an one (1) year renewal option. 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

Vendor(s) will service the Detroit Animal Care & Control Shelter currently located at 5700 Russell St., Detroit, MI 48211. Established vendor or authorized distributor is expected to provide the following:

• Veterinary Grade-Food compliant with The Association of American Feed Control

Officials (AAFCO) guidelines.

• Dry food with a minimum shelf life of eight (8) months from the date of delivery.

Canned/wet food with a minimum remaining shelf life of twelve (12) months.

• Vendor to provide brands and units of measure in bid price list. Indicating bulk order options or bulk quantity pricing where applicable.

• Orders to be delivered within 5-7 business days of Purchase Order issue.

• Vendor must have the capacity to process emergency orders for delivery within 24 to 48 hours when requested.

• Bidders shall provide a percentage discount off manufacturer list price/catalog for non-bid sheet items.

• Bidders should detail any participating shelter partner programs, free bag programs, or manufacturer donation matches available to DACC.

• Deliveries containing torn bags, dented cans, unsealed packages, or pest damaged goods will be rejected at the vendor’s expense.

• Deliveries must include lift gate service if required. Driver must offload goods to DACC’s designated loading/storage area. All orders must include an itemized packing slip.

PRICE SHEET

Failure to complete the attached price 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 Price Sheet. These items are not to be considered as the only items to be purchased and DACC requests access to vendors’ entire catalogs. The price bid shall be all-inclusive, which means that all related expenses including shipping shall be factored into the unit prices. Travel, and any other related expenses, are the vendors’ responsibility and will not be reimbursed or paid for by the City of Detroit. An Item Description shall be included if an alternative is provided and different from that specified in the Bid Sheet.

The price bid shall be all-inclusive, which means that all related expenses including shipping shall be factored into the unit prices. Travel, and any other related expenses are the vendors’ responsibility and will not be reimbursed or paid for by the City of Detroit. An Item Description shall be included if an alternative is provided and different from that specified in the Bid Sheet.

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 only be accepted by those firms demonstrating a minimum of three

(3) years of experience providing services at the same, or similar, scope

(Attachment A) as described here within the attached document titled Statement of Work. Must provide proof of this experience with three (3) references.

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. 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

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:

http://www.michigan.gov/SIGMAVSS

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.

11. 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) Invoices must be submitted into the pre-approval form to the DACC Supervisor before uploading the invoice into Oracle. Department contact person is listed on the purchase order, but if not, the vendor shall request in writing the name and phone number of the contact person responsible for processing payment.

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

http://www.detroitmi.gov/Supplier

4) 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.

12. PREVIOUS EXPERIENCE

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

13. 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.

14. 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. 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 or Multiple Awards will be made on a low bid basis, as determined by the City of Detroit based on contractor’s ability and equipment as described in the specification. 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.

6. TERMINATION OF CONTRACT

http://www.detroitatwork.com/

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. 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 case of identical prices offered.)

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

( ) C. Contract prices are firm for ONE YEAR and are then subject to adjustment with a maximum increase of _____ % for each subsequent year of the contract.

Percentage figure must be shown to obtain consideration under Paragraph C above. For evaluation purposes, the percentage figure shown will be added to your price for the corresponding period(s) in the contract.

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

8. 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 10 days from each notice to ship.

The City of Detroit reserves the right to reject low bids offering unsatisfactory shipment terms.

9. 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.

10. 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.

11. 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.

12. 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.

13. 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.

14. INSURANCE

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

14.01.1 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.

14.01.2 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.

14.02 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.

14.03 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.

TYPE AMOUNT NOT LESS THAN:

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

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

Workers' Compensation

Michigan Statutory minimum

15. BID WITHDRAWAL

No bid shall be withdrawn for 90 days from submission deadline. Bidders may reduce this period if stated on bid, but such bids may be rejected on the basis of the reduced time period.

This paragraph supersedes paragraph 14 of the General Conditions.

16. 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.

17. 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.

18. CERTIFIED DETROIT BASED BUSINESS SOLICITATION

This solicitation is restricted to competition between Detroit Based Businesses that have been certified by the City of Detroit Human Rights Department prior to bid due date.

A Bidder responding to this solicitation must submit with the bid response, a copy of the Detroit Based Business Certification issued by the City of Detroit, Human Rights Department. Failure to submit proof of certification with each bid response may result in rejection of your bid.

19. DETROIT EQUALIZATION FACTOR

DOES NOT APPLY in accordance with Federal Transit Administration regulation (FTA C4220.1d ) prohibiting the use of statutorily or administratively imposed in state or local geographical preferences in the evaluation of bids or proposals, except in those cases where applicable Federal statutes expressly mandate or encourage preference. This does not pre-empt State of Michigan licensing laws.

20. 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.

21. 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.

22. CONTAINER

Packing, reels, etc., if chargeable, must be shown as separate items. Return freight must be paid by bidder.