9-aRFP 541209 Section 108 Loan Program Underwriter CDBG Funded Template EUNA(1).pdf

City of Detroit Office of Contracting and Procurement (OCP)

Request for Proposals 541209

Section 108 Loan Program Underwriter – CDBG Funded

CITY OF DETROIT

OFFICE OF CONTRACTING AND PROCUREMENT

REQUEST FOR PROPOSALS

RFP NO. 541209

SECTION 108 LOAN PROGRAM UNDERWRITER - CDBG FUNDED

Buyer: Elizabeth Ayana Johnson

EVENT / ACTIVITY DUE DATE / TIME

ADVERTISEMENT DATE February 5, 2026

VIRTUAL PRE-PROPOSAL

CONFERENCE

Wednesday, February 18, 2026 at 3:00 p.m. Eastern

Location: Virtual Microsoft Teams

Meeting

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Join: https://teams.microsoft.com/meet/25947716766429?p=fDwUMjDKNaRFWtHcOl

Meeting ID: 259 477 167 664 29 Passcode: CK3fh2hm

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QUESTIONS DUE February 13, 2026 on or before 3:00 p.m.

Eastern

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

3.3 of this RFP.

ANSWERS DISTRIBUTED Thursday, February 19, 2026 on or before

3:00 p.m. Via the RFP Online Messages

PROPOSAL DUE DATE * Thursday, March 5, 2026 before or by

3:00 p.m. Eastern

*In the Bonfire Supplier Portal as specified in Section 4.5 of this RFP.

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VIRTUAL REQUIRED PUBLIC RECORDING Friday, March 6, 2026 at 9:15 a.m. Eastern

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* Respondents must register in EUNA Bonfire to download bid documents and submit bids. The

City cannot guarantee the accuracy of any bid documents obtained from outside of EUNA, and bids submitted outside of EUNA Bonfire will not be accepted. Detailed resources about registering and bidding, including video tutorials and live, virtual office hours, are available at www.detroitmi.gov/suppliersupport.

Questions about the specifics of this RFP must be asked within the EUNA Bonfire Messages interface for the bid on or before the date and time indicated above. Questions asked via phone, email, and/or other means will not be answered.

Proposals must be uploaded in EUNA Bonfire on or prior to the date and time indicated above.

Late and/or emailed proposals will not be accepted.

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TABLE OF CONTENTS

Section 1. Project Summary and Background

1.1. PROJECT REQUEST

1.2. BACKGROUND/DESCRIPTION OF ENVIRONMENT

1.3. AWARD CLAUSE INCLUDING RENEWAL OPTIONS

Section 2. Statement of Work

2.1. SERVICES TO BE PERFORMED

2.2. OPERATIONAL INFORMATION

Section 3. Proposal Evaluation and Selection Process

3.1. MINIMUM QUALIFICATIONS

3.2. ADHERENCE TO TERMS OF PROPOSALS

3.3. QUESTION DEADLINE

3.4. EVALUATION CRITERIA

3.5. EVALUATION PROCEDURE

3.6. ORAL PRESENTATION/DEMONSTRATION

3.7. REJECTIONS, MODIFICATIONS, CANCELLATIONS

3.8. PROTESTS

Section 4. Required Proposal Content and Submission Process

4.1. ACCURACY AND COMPLETENESS OF INFORMATION

4.2. REQUIRED PROPOSAL CONTENT AND FORMAT

4.3. REQUIRED COST PROPOSAL

4.4. ECONOMY OF PREPARATION

4.5. SUBMITTAL INSTRUCTIONS

Section 5. General Conditions and Requirements for RFP

5.1. CONTRACT APPROVAL

5.2. PAYMENT

5.3. INVOICES

5.4. ASSIGNMENT

5.5. MODIFICATION OF SERVICES AFTER CONTRACT APPROVAL

5.6. NEWS RELEASE

5.7. MISCELLANEOUS

5.8. OFFICE OF INSPECTOR GENERAL

RFP Attachments, Exhibits List

Section 1. Project Summary and Background

1.1. PROJECT REQUEST

The City of Detroit Office of Contracting and Procurement (OCP) on behalf of x department requests proposals from qualified Respondents to render certain technical or professional services

("Services") as set forth in this RFP to financial underwriting services to assist the Housing and Revitalization Department with the evaluation of projects applying to the Section 108

Loan Program. The City seeks to identify a third party underwriting firm to review applications using predetermined underwriting standards for a period of one year. This is a CDBG grant funded project..

1.2. BACKGROUND/DESCRIPTION OF ENVIRONMENT

The City of Detroit has established a Section 108 Loan Pool of seventy-five ($75) million to advance the City’s goals of affordable housing production and the creation and stabilization of healthy mixed-income communities with a rich array of amenities and strong local economies. The

Loan Pool will provide a ready source of low-cost financing for development projects including affordable, mixed-income and mixed-use development and will support acquisition, eligible soft costs, rehabilitation, and new construction costs for qualified projects.

The Loan Pool will include four different loan products to meet the needs of a variety of development stages, financial circumstances, and project types. Anticipated products include Short

Term Acquisition loans, Acquisition Mini-Perm Loans, Senior Construction-to-permanent Loans, and Equity Bridge Loans. The firm selected will complete a thorough review of project applications to evaluate the financial viability of the projects and the ability of the projects to meet the debt service obligations of the Section 108 loan with a focus on reducing risk to HUD and the City.

Underwriting standards will generally align to HUD’s Section 108 Loan Underwriting Guidelines for Income Producing Properties.

1.3. AWARD CLAUSE INCLUDING RENEWAL OPTIONS

If a contract is awarded as a result of this RFP, it will be a City of Detroit Professional Services

Contract (Attachment E). The term of the contract will be for one year with an option for 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 RFP.

Section 2. Statement of Work

2.1. SERVICES TO BE PERFORMED

The firm selected will complete a thorough review of project applications that have passed a threshold review completed by HRD to evaluate the financial viability of the projects and the ability of the projects to meet the debt service obligations of the Section 108 loan with a focus on reducing risk to HUD and the City. Underwriting standards will generally align to HUD’s Section 108 Underwriting Guidelines for Income Producing Properties that are included with this RFP (See Exhibit A).

The firm selected will evaluate the creditworthiness or risk of providing financing to a specific borrower for a specific project. The underwriting process must include an evaluation of both the financial feasibility and the risks of making a loan to a third party.

The objectives of the underwriting process is to ensure:

1. Borrower has the experience and capacity to undertake the project starting with the financing phase and continuing through to development and then to project operations.

2. Borrower has a successful accomplishment record of developing and operating similar projects.

3. Market conditions support the revenue, expense, and occupancy projections.

4. Project development costs are accurately projected.

5. Cash flow will be adequate to cover the debt service on the loan with a reasonable cushion.

6. Collateral value is sufficient to cover loan loss in the case of non-payment.

The underwriting function typically requires someone with direct underwriting experience.

The duties of the loan underwriter typically include, but are not limited to:

Evaluation of borrower, market & neighborhood, and other key context:

7. Assess creditworthiness of prospective borrowers by completing review of company and personal financial statements (i.e., credit reports, credit scores, verification of employment, past bankruptcies);

8. Evaluate historical trends, financial statements, management performance, market and industry conditions, and collateral analysis, and capital needs assessment (as applicable);

9. Analyze reports (credit, environmental, appraisal, and property evaluations);

The firm selected will evaluate the economic feasibility of the project by:

10. Reviewing all project development pro-forma financial feasibility documents such as development budget, rent roll, sources and uses of funds, operating budget, cash flow projection and loan amortization schedule to make sure that the Borrower has the resources to fund the cost of the Development and to cover the debt service requirements.

11. Identifying and verifying the proposed collateral structure and sources of loan repayment should financial objectives not come to fruition against City and HUD standards.

The firm selected shall issue a Credit Memo and recommendation for the City Loan Review

Committee to review as part of their loan approval process. The Credit Memo shall include:

12. Summary of key credit issues and underwriting considerations, and risks and proposed mitigating measures

13. Project Development Pro Forma

14. Summary of Credit and Financial Status of Borrower and Guarantors

15. Recommendations, which shall include:

a. If Affirmative, proposed terms for HUD Loan approval or

b. If Subject to Issue Resolution, list issues to resolve for loan application re-submission or

c. If Denial, list reasons for denial of loan request

d. Provide a draft of the credit memo to the Grantee prior to providing it to the Loan

Review Committee

The City of Detroit will consider the recommendation from firm but the City will be responsible for making a final determination regarding any loans.

Underwriting process

The service provider shall be responsible for performing underwriting activities for projects assigned and will comply with Appendix A of CFR Part 570 “Guidelines and Objectives for Evaluating Project Costs and Financial Requirements.” These activities include but are not limited to the following:

Eligibility Review

Review and confirm the following items to evaluate project eligibility:

• Project’s alignment with CDBG national objectives, eligible activities, and public benefit standard if applicable

• Allowability of loan amount requested based on loan product type and loan amount range

• Priority for locations outside of the Greater Downtown Area and/or within a

Neighborhood Revitalization Strategy Area (NRSA)

Project Feasibility & Readiness

Review and confirm the following items to evaluate project feasibility & readiness:

• Project and site readiness, based on zoning designation and any land use regulations; whether or not the proposed project will require hearings or approvals

• Presence of site control by the borrower in the form of either recorded ownership information, sales or purchase agreement and lease or ground lease

• Summary of findings from Phase I Environmental Site Assessment, including whether Phase II is required

• A Property Condition Assessment (for acquisition short-term and acquisition mini-perm loan products)

• Confirmation of Trade Payment Breakdown prepared by licensed general contractor and alignment with proposed scope of work

• Assess market readiness to determine the likely demand for the unit type being offered, expected occupancy rates, cost burdens, which may include consideration for the use of other local incentives

• Commission a property appraisal and evaluate the as-is and/or as-completed market value of the property

• Coordinate signed completion of environmental review with HRD Environmental

Review team and Authority to Use Grant Funds

• Confirm a professional ALTA/ASCM survey including legal description of the property

• Confirm title insurance policy is in place meeting the Minimum Standard Detail

Requirements for American Land Title Association (ALTA) or the American

Congress on Survey and Mapping (ASCM). Note that additional requirements apply to projects where the property is pledged as collateral.

Borrower Experience and Management Capacity

Review and confirm the following items to evaluate borrower experience and management capacity:

• Overview of the history and management capacity of the borrower, demonstrating experience with at least one like-project of similar

• The organization structure of the borrower (must be one of the ownership structures considered by HUD to be acceptable for 108-funded projects) and confirmation that key principal(s) are legally authorized to do business in the

United States

• Review of Debarment, Suspension, Ineligibility and Voluntary Exclusion

Certification and search for eligible status of the members of the development team in the federal System for Award Management (SAM).

• Prepares a signed and dated certification that a SAM.gov search was conducted and borrower and key principal team member(s) were cleared.

Borrower Financial Capacity and Creditworthiness

Review and confirm the following items to evaluate borrower financial capacity and creditworthiness:

• Initial review of financial capacity of the borrower and/or its key principals, demonstrated through financial statements, schedules of holdings, tax returns, bank statements, and/or other documentation

• Initial assessment of borrower creditworthiness based on project financials; may be supported by credit reports, credit scores, verification of employment and past bankruptcies, if any, for the key principal(s).

• Complete detailed review of financial capacity of the borrower and/or its key principals, demonstrated through financial statements, schedules of holdings, tax returns, bank statements, and/or other documentation

• Complete detailed assessment of borrower creditworthiness based on project financials and may be supported by credit reports, credit scores, verification of employment and past bankruptcies, if any, for the key principal(s) and provide recommendation

• Note: The individual minimum credit score accepted for the borrow and key principals is 700, exceptions may be considered on a case-by-case basis and may result in adjustment to loan terms to account for added risk. Credit enhancement in the form of personal guarantees and third-party guarantees may be considered.

• Provide determination of whether or not a borrow is a “good credit risk”. Projects that do not satisfy this designation will not continue.

Project Financial Analysis

Perform a detailed review and analysis of all project financials in standardized pro forma format acceptable to the City and its contractors. Review and confirm the following items to complete the project’s financial analysis:

• Analysis of project development pro forma, including:

o Sources and uses o Rent roll (current and/or projected) o Project capital development budget o Operating income and expense budget with 20-year NOI projection o Replacement reserves at $300 per unit per year o Cash flow analysis, including NOI to debt-service o Actual Income and Expense statements for previous two years, if existing development o Loan sizing analysis:

▪ Short-term acquisition loan: LTV ratio of 80% (exceptions may be granted with provision of additional collateral and based on seniority of loan, and other relevant terms)

▪ Acquisition mini-perm loan and senior permanent construction loan: lesser of debt coverage ratio of 1.20 or LTV of 80%

▪ Equity bridge loan: Maximum loan size of 90% of credit equity

(may later be adjusted downward due to tax credit adjusters in partnership agreement) o Construction loan draw schedule (for senior construction loan and equity bridge loan) and confirmation of sufficient construction loan interest reserve o Loan amortization schedule consistent with the City’s established loan terms:

▪ Senior construction loans: up to 20-year term, up to 40-year amortization, up to 24-month interest-only period

▪ Acquisition mini-perm loans: up to 7-year term, up to 15-year amortization

▪ Short-term acquisition and equity bridge loan: Wil require Interest reserve will be used to cover the interest payments over projected term o Equity contribution – up to 10% equity contribution may be required for acquisition short-term loans if the loan amount exceeds 80% Loan to value ratio

• Letters of Intent committed by other lenders/investors into the project

• Initial review of cost reasonableness by HRD Construction Team

• Confirm inclusion of Section 108 financing fees

• Firm proof of all funds committed by other lenders/investors into the project, in the form of term sheets and legal documents

Collateral and Loan Repayment Guarantees

Review and confirm the following items to evaluate collateral and loan repayment guarantees:

• Sufficient collateral proposed to secure the loan, including but not limited to real estate, cash, equity, letters of credit, and personal guarantees

• Borrower’s willingness to fulfill all current and previous obligations and review of any past performance requiring legal action

Table 1: Preferred Collateral and Guarantees by Loan Type

Loan Type Collateral Guarantees required Type?

Short term acquisition Loan

1st position mortgage, Repayment Guarantees

Repayment, interest reserve

Recourse

Acquisition mini-perm loan

1st position, Pari-Passu or Subordinate mortgage, Repayment Guarantees, Assignment of Leases and Rents

Repayment, completion, replacement reserve

Recourse

Senior construction-to-permanent loan

1st Position mortgage, Assignment of Leases and Rents

Completion, replacement reserve, conditional repayment

Non-Recourse

Equity bridge loan 1st position or subordinate mortgage, Assignment of Leases and Rents, Assignment of Tax benefits

(Add-on to senior financing)

Non-Recourse

• Confirm collateral is in place to secure the loan, including but not limited to real estate, cash, equity, letters of credit, and personal guarantees

• Confirm performance bond or completion guarantee

• Confirm engagement of qualified general contractor

• Review inter-creditor agreements, if applicable in any loans which are not senior loans

2.2. 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.

Section 3. Proposal Evaluation and Selection Process

3.1. MINIMUM QUALIFICATIONS

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

3.2. ADHERENCE TO TERMS OF PROPOSALS

A proposal once accepted by the City of Detroit, may become a binding contractual obligation of the Respondent. The failure of a successful Respondent to accept this obligation and to adhere to the terms of the Respondent’s proposal may result in rejection of the proposal and the cancellation of any provisional award to the respondent. Respondents are not permitted to take advantage of any errors or omissions in specifications since full instructions will be given should they be discovered before bid submission date.

3.3. QUESTION DEADLINE

All questions regarding the RFP shall be submitted through the Supplier Portal no later than the time and date specified in the solicitation. In the interest of transparency, only written questions will be accepted. Answers to questions will be posted within the Supplier Portal. The

City of Detroit does not guarantee a response to questions submitted after the question deadline.

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

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

Respondents requesting changes to the RFPs terms and conditions, specifications, quantities, etc.;

or if clarifications are needed, must make the request in writing by the stated bid submission deadline.

3.4. EVALUATION CRITERIA

Technical Proposals will be evaluated before Cost Proposals are reviewed.

Proposal Evaluation Criteria Possible

Points

1. [Criteria 1] Relevant Experience, quality of experience, examples of value engineering, unique advantages

2. [Criteria 2] Capacity (Key staff, resumes, org chart) 20

3. [Criteria 3] Strength of Proposal/Work Plan/Schedule 20

4. [Criteria 4] Past Performance 20

5. Cost Proposal and Fee Schedule 20

Total Points Possible 100 http://www.michigan.gov/SIGMAVSS

Detroit Equalization Credits according to the following table may be applied after the technical and price evaluation. (Please see Equalization Credit Statement for more information)

Detroit Equalization Credits – Prime Contractor Possible

Points

Detroit Headquartered Business 5

Detroit Based Business 2

Detroit Resident Business 5

Detroit Small Business 1

Detroit Micro Business Concern 2

Joint Venture 2

Mentor Venture 1

Business can only be either a Detroit Small Business or Detroit Micro Business Concern but not both. Business can only be a Joint Venture or a Mentor Venture but not both.

Detroit Equalization Credits – SubContractor Possible Points

Detroit Headquartered Business 5 x % of work

Detroit Based Business 2 x % of work

Detroit Resident Business 5 x % of work

Detroit Small Business 1 x % of work

Detroit Micro Business Concern 2 x % of work

Maximum Points Possible 10

3.5. EVALUATION PROCEDURE

Following the receipt of proposals, a City designated Evaluation Committee will evaluate each response. All PROPOSALS, which meet the required format of this RFP, will be evaluated. Any proposals determined to be non-responsive to the specifications or other requirements of the RFP, including instructions governing submission and format, will be disqualified unless the City determines, in its sole discretion, that non-compliance is not substantial or that an alternative proposed by the Respondent is acceptable.

The City may also at its discretion, request oral presentations, make site visits at Respondent’s facility and may request a demonstration of Respondent’s operations. If scheduled, a final determination will be made after the oral presentations and/or demonstrations are complete.

The City may also at its sole discretion, elect to rank order the qualified proposals, and negotiate with some limited number of the highest scored qualified respondents. A final determination would include the cumulative inputs of this evaluation procedure. All decisions reached by the Evaluation

Committee will be by consensus.

Any of the additional data specs and standards described in Section 2.3, that are met will be factored positively into the overall score.

3.6. ORAL PRESENTATION/DEMONSTRATION

The City reserves the right, at its own discretion, to request oral presentations regarding proposals submitted in response to the RFP. Failure to make an oral presentation will be grounds for rejection of your proposal. Respondents will be notified by the Office of Contracting and Procurement of the date, time and location for oral presentations.

3.7. REJECTIONS, MODIFICATIONS, CANCELLATIONS

The City of Detroit expressly reserves the right to:

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

2) waive any non-conformity;

3) re-advertise for proposals;

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

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

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

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

3.8. PROTESTS

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

City of Detroit Chief Procurement Officer

2 Woodward Avenue, Suite 1008

Detroit, MI 48226

“Procurement Protest”

At a minimum, such protests shall include:

1) name of protestor.

2) solicitation/contract number and description; and

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

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

A protest by a prospective bidder which challenges the terms of the solicitation itself must be received by the City no later than 4:00 p.m. EST of the business day prior to the date scheduled for the bid closure. Failure to meet this deadline shall result in a protester waiving its ability to challenge the terms of the solicitation.

A protest by a bidder which challenges a contract award must be received no later than 4:00 p.m.

EST five (5) business days after the award of a City procurement. Failure to meet this deadline shall result in a protester waiving its ability to challenge the contract award.

All protests must be submitted in writing and received by the required timeframe.

The Chief Procurement Officer (CPO) or as delegated, the Deputy CPO, has the sole authority to respond to, decide and act upon supplier protests.

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

Section 4. Required Proposal Content and Submission Process

4.1. ACCURACY AND COMPLETENESS OF INFORMATION

All information pertaining to the prospective respondent’s approach in meeting the requirements of the RFP shall be organized and presented in the prospective respondent’s proposal. The instructions contained in this RFP must be strictly followed.

Accuracy and completeness are essential. Omissions and ambiguous or equivocal statements will be viewed unfavorably and may be considered in the evaluation. Since all or a portion of the successful proposal may be incorporated into any ensuing contract, all prospective respondents are further cautioned not to make any claims or statements that cannot be subsequently included in a legally binding agreement.

4.2. REQUIRED PROPOSAL CONTENT AND FORMAT

To be considered responsive, each proposal must, at a minimum, respond to the following RFP sections in their entirety, responses must be uploaded in the Supplier Portal along with the Affidavit of Disclosure Interests Form and Non- Collusion Affidavit found under requirements section of the of RFP#541209:

Required Response Item

1. Attachment A – Respondent Questionnaire

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

Attachment A.

2. Attachment B – Proposal Introduction and Solution / Approach

Respondent shall provide their Proposal Introduction and Solution / Approach and

Capacity/Staffing, per the requirements provided in Attachment B.

3. Attachment C –Cost Proposal and Fee Schedule

Respondent shall provide their Pricing proposal, per the requirements provided in

Attachment C.

4. Attachment D1 – Forms, Affidavits and Documents – Bid Requirements

Respondent shall provide their completed Certificate of Authority, Non-Collusion

Affidavit, and Affidavit of Disclosure of Interests, in Attachment D1.

5. Attachment D2 – Conditions of Award - Award Winners Only

Respondent will be required to provide their completed Forms, Affidavits, Insurance and

Documents, if they are selected as the award winner provided in Attachment D.

6. Attachment E – Model Professional Services Contract

Respondent shall provide their agreement to the Model Professional Services Contract or note any exceptions provided in Attachment E.

7. Exhibit C – Cross Cutting Federal Regulations

Respondent shall submit signed document with proposal response.

4.3. REQUIRED COST PROPOSAL

Respondents are requested to make a firm cost proposal to the City of Detroit, through the completion of Attachment C. If a contract is entered into as a result of this RFP, it will be a contract for fees as related to providing all requested services, with a price not to exceed the total price quoted in the proposal. The City of Detroit reserves the right to select proposals from the most responsible Respondents with the most reasonable costs. The City reserves the right to select one or more firms to perform all or separate parts of this function.

4.4. ECONOMY OF PREPARATION

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

4.5. SUBMITTAL INSTRUCTIONS

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

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

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

Support Channels for Technical Difficulties and Questions

Visit https://detroitmi.gov/suppliersupport for:

- Guides on how to register in EUNA

- Guides on how to submit a response to the solicitation

- FAQs

Contact Bonfire’s technical support in the portal for:

- Technical issues with the e-bidding portal

- Registration problems

- Help submitting responses through the system

Contact the City (eprocurement@detroitmi.gov) for:

- General procurement process questions

- City-specific requirements and policies

For Solicitation/Project-Specific Questions:

- Submit all solicitation-related questions through the Public Q&A tab in the Bonfire/EUNA

Procurement portal. This ensures all vendors receive the same information and maintains transparency in the bidding process. Emails and calls regarding solicitation-specific questions will not receive a response.

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

Section 5. General Conditions and Requirements for RFP

5.1. CONTRACT APPROVAL

Upon contract award, the City and the successful Respondent shall execute a professional services contract, which shall contain all contractual terms and conditions in a form provided by the City.

No contract shall become effective until the contract has been approved by the required City

Departments and Detroit City Council and signed by the City of Detroit Chief Procurement Officer.

Prior to the completion of this approval process, the successful Respondent shall have no authority to begin work under the contract. The Chief Financial Officer shall not authorize any payments to the successful Respondent prior to such approvals; nor shall the City incur any liability to reimburse the successful Respondent regarding any expenditure for the purchase of materials or the payment of services.

5.2. PAYMENT

All properly executed invoices submitted by the successful Respondent will be paid in accordance with the City of Detroit Prompt Payment Ordinance.

5.3. INVOICES

Vendors must be registered in City of Detroit Vendor Portal and be a registered vendor with the

City of Detroit to submit invoices and receive payments. Go to http://www.detroitmi.gov/Supplier to register.

AUTHORIZATION TO COMMENCE WORK OR SHIP GOODS – READ

CAREFULLY!!!

Contractors may begin work or ship goods upon receipt of the required authorization, which is the

CPA (Contract Purchase Agreement), in addition to SPO (Standard Purchase Order), from

Procurement.

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

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

Payment! **

Required vendor steps to invoice:

1) Vendors should submit their invoices via City of Detroit Oracle Vendor Portal.

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

• Date of service/delivery

• Contract number

• Purchase order number

• Total Invoice amount

• The wording “ Goods/Services” (must be noted on every invoice)

Other invoice requirements:

• Invoice must be billed based on Purchase Order rates

• Total invoice amount must tie to the total supporting documents

• Supporting documentation must be attached to the invoice in the portal

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

If you need payment assistance, please contact the Office of Departmental Financial Services

(ODFS) 313-410-7804.

For technical assistance, please visit https://www.detroitmi.gov/suppliersupport

5.4. ASSIGNMENT

The services to be performed by the successful Respondent shall not be assigned, sublet, or transferred, nor shall the successful Respondent assign any monies due or to become due to him under any contract entered into with the City pursuant to these specifications, without prior written approval of the City.

5.5. MODIFICATION OF SERVICES AFTER CONTRACT APPROVAL

The City reserves the right to modify the services provided by the successful Respondent awarded a contract. Any modification and resulting changes in pricing shall be made by amendment to the contract by the successful Respondent and the City.

5.6. NEWS RELEASE

News releases pertaining to these proposal specifications or the provisions to which they relate shall not be made without prior approval of the City and then only in coordination with the City.

5.7. MISCELLANEOUS

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

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

Contractors are encouraged to contract with small and minority businesses, women's business enterprises, labor surplus area firms and Detroit businesses. The City strongly encourages the hiring of Detroit residents whenever possible by contacting Detroit At https://www.detroitmi.gov/suppliersupport

Work for your hiring needs. Visit the Detroit At Work website for specific contact information regarding these opportunities.

Contractors are encouraged to employ innovative approaches, including ethically and responsibly leveraging artificial intelligence and advanced technologies, to enhance goods delivery, services, and operational performance. Vendors using AI solutions will be asked to provide information on how the AI solution functions.

5.8. OFFICE OF INSPECTOR GENERAL

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

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

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

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

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

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

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

Servant, contractor, subcontractor, and licensee of the City, and every applicant for certification of eligibility for a City contract or program, to cooperate with the Inspector

General in any investigation pursuant to Article 7.5, Chapter 3 of the City Charter.

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

5.8.7. As set forth in Section 7.5-308 of the City Charter, the Inspector General has a duty to report illegal acts. If the Inspector General has probable cause to believe that any Public Servant or any person doing or seeking to do business with the City has committed or is committing an illegal act, then the Inspector General shall promptly refer the matter to the appropriate prosecuting authorities.

For purposes of this Article: “Public Servant” means the Mayor, members of City Council, City Clerk, appointive officers, any member of a board, commission or other voting body established by either branch of City government or the City Charter, and any appointee, employee or individual who provides services to the City within or outside of its offices or facilities pursuant to a personal services contract.

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RFP Attachments, Exhibits List

The following Attachments are available to download on the Supplier Portal.

Attachment A - Respondent Questionnaire

Attachment B - Proposal Introduction and Solution / Approach

Attachment C – Cost Proposal and Fee Schedule

Attachment D - Forms, Affidavits and Documents-(Award winner only)

Attachment E - Model Professional Services Contract

The following Exhibits shall be read and if appropriate completed and submitted with the proposal response.

Exhibit A – HUD Section 108 Underwriting Guidelines

Exhibit B – Federal Regulations

Exhibit C – Cross Cutting Federal Regulations (signed response required with proposal submission)