8-RFQ551321 Fire Suppression Foam.docx

RFQ No. 551321 – Fire Suppression Foam

CITY OF DETROIT

OFFICE OF CONTRACTING AND PROCUREMENT

REQUEST FOR QUOTE

RFQ NO. 551321

FIRE SUPPRESSION FOAM

Buyer: Elizabeth Ayana Johnson

All questions must be submitted online in the Bonfire RFQ Q&A.

Location: Join Microsoft Teams https://tinyurl.com/Pre-Bid-RFQ-551321-Fire-Foam

In the Bonfire RFQ 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 Q&A 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 for quotes from qualified Respondents to render certain technical or professional services ("Services") as set forth in this RFQ to provide firefighting multipurpose 3x3 fluorine-free foam concentrate and military specification Solberg AS100 3x3 foam for a period of two (2) years with two one-year renewal options.

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 two years with two one-year renewal options. Any renewal option exercised under this contract is effective only after the approval of the Detroit City Council and signed by the Chief Procurement Officer. The City anticipates one award as a result of the RFQ.

4. STATEMENT OF WORK

To provide to the Detroit Fire Department fire suppression foam, such as firefighting multipurpose 3x3 fluorine-free foam concentrate and military specification Solberg AS100 3x3 foam.

Quotes will only be accepted from those firms demonstrating a minimum of five (5) years of experience providing the services requested in the RFQ for projects of similar scope and size.

Project Schedule to receive goods will begin 6/1/2027 through the Detroit City Council approved contract period.

Project Location will be as designated by the Detroit Fire Department.

Project Deliverables will be as designated by the Detroit Fire Department.

Vendor should provide warranty information for each product supplied to the Detroit Fire Department.

PRICE SHEET – COMPLETE FOR BID CONSIDERATION

Five (5) gallon container, foam concentrate that shall be next-generation, 3x3 fluorine-free, alcohol resistant (AR) concentrate. Must be Green Screen certified product, ULL-162 listed and must meet the requirements of NFPA Standard #11 and EN Standard #13565-2.

Two hundred-sixty-five

(265) gallon tote, foam concentrate that shall be next-generation, 3x3 fluorine-free, alcohol resistant (AR) concentrate. Must be Green Screen certified product, ULL-162 listed and must meet the requirements of NFPA Standard #11 and EN Standard #13565-2.

Five (5) gallon container. Soelberg Versagard AS100 foam concentrate shall be MISPEC fluorine-free foam (F3) for aircraft firefighting per Federal Aviation Administration (FAA).

Empty 5 (5) gallon container)

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

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

7. QUESTION DEADLINE

All questions regarding the RFQ shall be submitted through the Bonfire RFQ Q&A 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 Bonfire RFQ Q&A. 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.

8. 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.

9. 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).

The decision of the Chief Procurement Officer and/or the Department Director are final and is not subject to appeal.

10. 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.

11. PREVIOUS EXPERIENCE

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

12. 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.

13. 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 award will be made on a low total net bid basis. Bidders shall quote on all items, leave no blanks and state "No Charge" where applicable. Blank spaces are considered to be no offer. The City of Detroit reserves the right to delete any item(s) from the award.

All awards are subject to Ordinance No. 15-00.

6. TERMINATION OF CONTRACT

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

7. TERMINATION OF CONTRACT

The City reserves the absolute right to terminate this contract in whole or in part, for the convenience of the City at its sole discretion on thirty (30) days written notice to the Vendor.

8. SPECIFICATION CHECK

________________ for identification.

9. SPECIFICATION CHECK

We have read the specifications thoroughly and we:

SIGNED: __________________________________________

TITLE: ___________________________________________

10. SPECIFICATION COMPLIANCE CHECK LIST

The Specification Compliance Check List must be completed and returned with bid form.

11. STOCKING FACILITY

The successful bidder will be required to have a stocking facility within the Detroit Metropolitan area or a toll-free telephone number to expedite deliveries to using departments.

12. PRICE

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

subject to adjustment with a maximum increase of _____% for the balance of the one-year contract. Clause C applies to Item(s) No. ________________________

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

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

NOTE: ITEMS INDICATED WITH * MUST BE COMPLETED FOR AWARD CONSIDERATION.

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

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.

14. PRICE

Discount from price list is FIRM. Price list is subject to adjustment to superseding published price list(s) and/or supplement(s). The City of Detroit must be notified in advance before any price increase becomes effective.

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

15. QUOTING ON

15.01 Quoting On

We are quoting on MODEL _______________________________

15.02 Quoting On

We are quoting on MODEL _______________________________

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.

EXCEPTIONS TO SPECIFICATIONS ARE: _____________________

16. ADDITIONAL DISCOUNT

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

17. 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.

18. SAMPLES

Bidders offering other than the referenced brand(s) must submit, with their bid, and at no cost to the City of Detroit, three samples of the item(s) quoted. Failure to submit samples with bid may be grounds for rejection. Samples shall be properly marked with vendor's name and item numbers. Submitted samples WILL become the property of the City of Detroit, and will not be returned unless otherwise specified.

19. SHIPMENT

The Contractor will be expected to make reasonably prompt deliveries consistent with quantities ordered. Should an emergency arise for items, that 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 Office of the Chief Financial Officer, 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.

20. 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.

21. 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.

22. TERMS OF PAYMENT

A discount of _____% will be allowed for payment of invoice within forty-five (45) days of delivery and acceptance of the above items and vendor's invoice. Other terms less than forty-five (45) days, E,O,M., Proximo, etc., shall not be considered. Payment terms will not be considered in determining the award of the contract(s), except in the case of tie bids. However, discounts may be offered to facilitate prompt payment.

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

This paragraph supersedes paragraph 4 of the General Conditions.

23. INSPECTION

Bidder will be held to have visited the premises and examined the site(s), to familiarize himself/herself with the conditions under which he/she will conduct his/her work. No extras will be allowed due to his/her failure to examine the site(s) before completing his/her bid, or neglect to include all material and labor to complete the work.

24. 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.

25. DELIVERY

Delivery will be made after receipt of Purchase Order as follows:

Item 1 Within _____days Item 2 Within _____days

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

26. 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.

27. CONTAINER CHARGE

It is understood that drums, reels, and container charges and conditions governing their return are factors affecting the City's net cost.

A. ( ) DRUMS, ( ) REELS, ( ) CONTAINERS

will be charged extra (as a separate invoice item) at $_____each and are returnable for credit at $______ each, via freight collect or vendor's pick-up.

are at no extra charge and are returnable for a credit allowance of $_____each, via freight collect or vendor's pick-up.

D. ( ) DRUMS, ( ) REELS, ( ) CONTAINERS

charges are included in the cost of the commodity and are at no extra charge, and DRUMS-REELS-CONTAINERS are non-returnable.

28. ADDITIONAL PURCHASES

for additional units at the same prices and under the same terms and conditions, for a period of one year after date of bid opening.

29. INSURANCE (use the insurance matrix related to your commodity) The successful bidder must furnish Property Damage Insurance in the sum of $100,000.00, Commercial General Liability (Bodily Injury) insurance in the sum of $300,000.00 minimum, or contractor's standard policy, if equal or exceeding limits, and Workmen's Compensation; City of Detroit shall be named as additionally insured on Commercial General Liability Insurance Policies.

30. BIDDERS QUALIFICATION CRITERIA

Bidders offering proposals on equipment and/or supplies must be on an authorized Original Equipment Manufacturer's Agency List, authorized and capable, under explicit contractual agreement, to enforce the manufacturer's warranty, as well as repair (should it become necessary) without the necessity of outsourcing for unauthorized repair.

We are in compliance with the Bidders Qualification Criteria as stated above:

Prior to award, verification of the above may be required in the form of a letter from the manufacturer stating confirmation of your compliance with the Bidders Qualification Criteria. Failure to provide written confirmation from the manufacturer may result in the rejection of your bid.

31. BIDDERS QUALIFICATIONS

Bidder must be regularly engaged in manufacturing printed material which is the same or similar to material outlined in the bid document and/or specifications contained herein. Bidder shall have adequate financial resources, organization, and equipment to satisfactorily perform the work to completion within the specified time. Satisfactory evidence of the bidders ability to perform including experience and/or resources must be furnished to the City of Detroit upon request.

REFERENCES: We have manufactured and furnished ______________to the following:

(Insert goods or services being purchased)

32. 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.

33. INSURANCE

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

33.01.1 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.

33.01.2 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

33.01.3 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.

33.02 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.

33.03 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.

34. 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.

35. 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.

36. 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.

37. EXPERIENCE AND REFERENCES

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

We have furnished goods and/ or services of a similar nature, as follows (Complete in entirety):

38. 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.

39. 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.

40. 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.

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