9-RFP 541473.pdf

City of Detroit Office of Contracting and Procurement (OCP)

Request for Proposal – Design and Build Services

Revised 12/2/2025 Page 1 of 21

CITY OF DETROIT

OFFICE OF CONTRACTING AND PROCUREMENT

REQUEST FOR PROPOSALS

RFP NO. 541473

Design and Build Services

Buyer: Ashley Franklin

EVENT / ACTIVITY DUE DATE / TIME

ADVERTISEMENT DATE Monday February 10, 2026

IN PERSON PRE-PROPOSAL

CONFERENCE

Tuesday February 17, 2026 at 2:00PM EST

2 Woodward Suite 908 (CAYMAC) Detroit MI 48226

QUESTIONS DUE Wednesday February 26, 2026, by 3:00PM EST on or before

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

3.3 of this RFP.

PROPOSAL DUE DATE * Monday March 16,2026 by 3:00PM EST In the Supplier Portal as specified in Section 4.5 of this RFP.

* 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. GENERAL CONDITIONS

2.4. PAYMENT & PERFORMANCE BOND (Construction)

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 List

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Section 1. Project Summary and Background

1.1. PROJECT REQUEST

The City of Detroit Office of Contracting and Procurement (OCP) requests proposals from qualified Respondents to render certain technical or professional services ("Services") set forth in this RFP to provide design-build services for an office renovation at the City of Detroit Department of Housing and Redevelopment (HRD) located at 2 Woodward Suite 908, Detroit, MI. 48226

1.2. BACKGROUND/DESCRIPTION OF ENVIRONMENT

The City of Detroit’s Construction and Demolition Department (CDD) is seeking proposals from qualified design-build vendors to provide renovation services for the Department of Housing and Revitalization (HRD) office located at 2 Woodward Avenue, Suite 908, Detroit, MI 48226 (Coleman A. Young Municipal Center).

Building Overview The Coleman A. Young Municipal Center (CAYMC), constructed in the 1950s, is jointly occupied by the City of Detroit and Wayne County and managed by the Wayne-Detroit Joint Building Authority. The facility includes:

19 floors on the west tower and 14 floors on the east tower loading dock and freight elevator available for use (to be coordinated through building management) All deliveries, disposals, and building access must be coordinated with CDD’s Project Manager and CAYMC Building Management. The selected awardee will also be responsible for securing and covering their own parking throughout the project.

Existing Conditions The HRD suite is currently in good repair; however, several finishes, systems, and components have reached or exceeded their expected service life and require replacement or modernization.

HRD’s suite is approximately 17,500 square feet located on the 9th floor.

Project Objectives HRD has identified the need for several key improvements to enhance security, space efficiency, and workplace comfort:

1) Front Desk Security Enhancements

2) Space Planning and Office Reconfiguration to accommodate 150 employees

3) Modernize interior finishes throughout the suite, including MEPs.

Project Goal The overall goal is to upgrade the HRD suite to meet current operational, safety, and design standards, creating a more secure, efficient, and welcoming work environment for staff and visitors.

HRD SUITE OVERVIEW:

FRONT LOBBY SECUREMENT

The Housing and Revitalization (HRD) department receives numerous guests into our suite located on the 9th floor of Coleman A. Young Municipality Center (CAYMC). There have been several instances where HRD staff have felt unsafe and required security assistance. As a result, the department needs the installation of a glass partition enclosing the front desk to provide adequate security and reduce the spread of germs for our front desk staff. Additionally, the

Revised 12/2/2025 Page 4 of 21 department would like to implement badge swipe access to the suite’s front doors allowing employees the ability to access the suite without keys and when front desk staff are not present and finally, allow for remote entrance functionality that allows HRD front desk staff to grant guests access into the suite.

FLOOR PLAN

As HRD continues to expand, we have a need for a space assessment to be conducted that includes a revised floor plan to ensure we identify the best way to utilize the space allocated to HRD on the 9th floor to safely and comfortably sit 150 resources through a re-design of the available space taking into consideration space constraints and other OSHA requirements. This will increase the office capacity by 25%.

ELECTRICAL

Previous occupants of Suite 908 had a lighting infrastructure installed against the property owners’ wishes. Over the years, the lighting structure has continued to decline resulting in various sections throughout the suite to be without lighting as the property manager has declined to maintain and/or repair the declining equipment. HRD requires the old lighting structure be removed and a new one installed with new LED lighting fixtures and automatic lighting controls with manual override switches.

HVAC

Suite 908 has experienced several challenges with maintaining adequate climate control throughout the suite noting specific issues with condensation leaks in several offices caused by heating systems being activated, lower than desired heating, several areas with nonfunctional heat, decreased air flow in areas including a small conference room, etc. We are looking for an assessment of the HVAC and exhaust systems to identify any underlying issues and the implementation of a remedy ahead of the seasonal changes experienced in the City, especially as close to the water as the building is.

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 a term of eighteen (18) months.

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 RFP.

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Section 2. Statement of Work

2.1. SERVICES TO BE PERFORMED

The scope will require the selected awardee (Contractor) to be responsible for all aspects of this project as defined in this Scope of Work. This includes all labor, materials, equipment, and subcontractors to complete the project according to industry standards and practices. This project is intended to be a turn-key system.

Coordination and phasing with city staff will be required throughout the process as the facility may be partially occupied during construction. All sequencing and schedule of work must be approved in advance by the City of Detroit. A master Gantt schedule, approved by CDD will be required. The master schedule will require weekly updates to be issued using required throughout the project, all updates will show the start date of a task, percentage complete and the estimated completion date of each task.

Tasks for this project will be divided into two phases (I) Design and Preconstruction Phase; and (II) Construction Phase.

Phase 1 - Design and Preconstruction Phase During the Design and Preconstruction phase, the selected contractor will be responsible for providing designs to meet or exceed code and contract compliance. They will also provide a complete assessment of the existing systems and report to CDD the findings and recommendations. The contractor will be asked to find ways to minimize energy consumption, expenses, and maintenance where it’s best fit and within budget.

Schematic Design:

Based on approved space program, prepare a schematic layout, highlighting major circulation and uses.

Ensure that schematic layout is compliant with code.

Prepare schematic layout for special uses or multipurpose areas and identify potential expansion areas.

Identify and propose options for furniture, built-ins, special equipment, fixtures, and finishes.

Prepare one (1) round of schematic package for review and comment. Package should include a preliminary construction budget and construction schedule. If necessary, prepare phasing recommendations for consideration and assist in value engineering as required.

Construction Documents:

Based on approved directions, prepare a complete set of construction documents that are required to obtain permits and to develop a Package for construction. To include Fire Alarm System/MEP CD as needed for permitting, Room finishes schedules, basic floor plan for current space layout.

Revise construction documents per bid pricing to ensure project meets budget requirements.

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Revise construction documents per City’s plan review comments as required to obtain permit.

Permit Services Trade permits and all City permit requirements are the responsibility of the contractor/subcontractors. Finishes are not required to be permitted.

Phase 2 - Construction Phase During the Construction Phase, the selected contractor will be responsible for renovating and constructing the approved designs to meet or exceed code and contract compliance. The contractor will implement the approved designs, providing all labor, equipment, materials, supervision, and other services that are necessary to complete the scope of work. The major improvements tasks for this project consist of, but are not limited to:

1) Demo

a. Removal of equipment deemed trash

b. Disassemble and remove all existing workstations, partitions, and built-in furniture.

c. Demo existing flooring, walls, doors, millwork, plumbing fixture, lighting fixture as per approved design.

2) Carpentry

a. Provide and install a new front reception desk and solid surface countertops.

Coordinate with electrical and low voltage contractors. Provide ADA accessible area to meet building code.

b. Provide and install new kitchenette with solid surface countertop and coordinate with plumbing and electrical

c. Provide and install new base cabinets and wall cabinets with backsplash per approved drawing.

3) Painting

a. Repair, patch and prep all walls and vertical surfaces for a smooth finish specified to be painted as needed.

4) Flooring

a. Remove, prepare, provide, and install new Commercial grade carpet square flooring in all open-plan office areas and meeting rooms.

b. Remove, prepare, provide, and install new Commercial LVT (Luxury

Vinyl Tile) in reception, kitchen, JC closets, and high-traffic hallways.

c. Provide and install 4” vinyl base and transitions throughout as needed

5) Ceiling

a. Rework of Ceiling pads and grid only as it pertains to lighting

6) Storefront

a. Remove and replace front entry glass door and replace with commercial grade aluminum entry system. Entry doors must coordinate with camera and security

Revised 12/2/2025 Page 7 of 21 systems and have button for door release located at reception desk and manager office. Entry doors must meet building code and work with building systems

7) Doors, Frames and Hardware

a. Provide and install interior doors, frames, and hardware as needed. Most doors are not in need of replacement

b. Provide Sargent lockset, standard for CAYMC as needed

8) Furniture

a. Provide and install new ergonomic workstations, including desks, chairs, and privacy panels per approved drawing.

b. Provide and install conference room, break room, and reception area furniture per approved drawing.

9) Mechanical

a. Mechanical Upgrades are based on Design and Build basis. Work must be completed to meet current codes and to provide proper ventilation.

b. Replace or upgrade of the existing HVAC system as needed.

c. Provide for any additional mechanical ducts, supply/return vents and equipment as required per approved drawing.

d. Complete duct cleaning throughout

e. Complete air balance throughout

10) Plumbing

a. Remove and replace kitchenette sink and faucet

b. Verify hot water source and provide new electric hot water heater if required

11) Electrical

a. Electrical Upgrades are based on Design and Build basis. Work must be completed to meet current electrical code

b. Replace and install new LED Fixtures throughout

c. Provide additional outlets and circuits as needed per the approved drawing.

d. Check all existing circuits and verify all circuits are operating properly.

e. Repair or replace circuit as needed.

f. All wiring devices shall be commercial grade 20-Amp, 120-Volt or 15-Amp, 120-Volt, depending on where they are installed per code

g. All cover plates are to be stainless steel square corner cover plates

h. Provide new control panel as required per approved drawing.

12) IT Communication and Data

a. IT Communication are based on Design and Build basis. Work must be completed to meet current code and follow the city’s DoIT Standards

b. Supply cad5 voice over phone data drops into new open office space to support the approved drawing.

c. Supply adequate data drops for printers and copiers to support the approved drawing.

d. Relocate data system racks as required, verify location with owner.

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e. Remove all existing unused data wiring in the under-floor duct system throughout the

f. suite.

g. Provide battery backup power to data line system as required.

h. Provide and install audiovisual (AV) equipment for each conference room with an approved drawing.

i. Provide and install new Genetec card swipe and intercom at the front entrance.

13) Fire Safety

a. Provide fire alarms, emergency lights, and exit signs as required.

14) Final Clean

a. Removal of any debris must be done off site and not within the building.

A construction clean up must be done at the contractor’s expense and owner’s approval

2.2. GENERAL CONDITIONS:

The Awardee will be responsible for constructing the approved design to meet code and contract compliance.

The Awardee and the City of Detroit will establish weekly meetings to discuss and coordinate project progress.

The Awardee will submit weekly progress reports to the City of Detroit project team, documenting weekly progress and identifying additional requests of the city.

The Awardee will participate as a team member with the city and design team and provide support and guidance to the city throughout the entire project.

The Awardee shall host construction project progress meetings and take meeting minutes.

The Awardee will produce and maintain a weekly updated comprehensive work schedule that outlines key dates of stakeholders’ discussions, critical decision-making dates, and anticipated submission of preconstruction and construction completion.

The Awardee must provide onsite superintendent for the purposes of daily construction observation, project review and general project oversight.

During construction, the awardee must keep a lot of a daily sign in sheet.

The Awardee shall take weekly progress reports with photos, dated, and labeled.

These will be sent by email to the CDD project manager and filed in a shared drive and/or saved in construction management software.

The Awardee shall certify that all self-performed and subcontractor work is performed and completed per the project construction documents.

The Awardee shall provide any supporting documentation such as subcontractors quotes/proposals that are being performed per the approved scope of work.

The Awardee shall provide additional subcontractors bids/proposals when requested by CDD.

The Awardee shall provide all shop drawings and specifications for the approved scope task. Submittals and all work need to be approved before construction.

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CDD, and the Architect will review work plans and develop an adequate approach with the Contractor.

Review and approve all requests for information (RFI), shop drawings, project data, and samples for compliance with contract documents. Consult with the CDD as needed.

The Awardee shall notify the Architect through written RFI of any conflicts identified or questions as related to scope or drawing.

The Awardee shall provide Scope Management, Constructability Reviews and Cost Control services throughout the entire project.

The Awardee shall furnish detailed construction estimate showing the values of all components of the project in the schedule as noted in the tasks above.

The Awardee shall provide value engineering services to monitor the project budget throughout the entire project.

At the completion of construction, perform all final project walk-throughs with the CDD project manager, facilities maintenance staff, and building occupant representative for final Owner acceptance of the project.

At completion of the project, the Awardee must coordinate and conduct all operation training for any major systems installed to CDD’s facilities unit.

The Awardee shall prepare a punch list and submit a certificate of substantial completion.

The Awardee shall provide all spare/extra materials.

Provide, at minimum, a full one (1) year warranty on all materials and workmanship upon final acceptance by the City. All extended manufacturer warranties shall be transferred to the City of Detroit.

Provide (3) printed copies and (1) digital copy of as-build drawings and closeout documents.

Provide the original and digital copy of the certificate of occupancy and/or certificate of completion.

WARRANTY

The Contractor shall participate in a formal project turnover meeting with the owner. At a minimum, the turnover meeting shall include:

Walkthrough of Close-Out Documentation

Warranties (labor, materials, and equipment) O&M manuals As-built drawings Final inspection documentation

Formal Turnover Date Confirmation of the date Facilities assumes operational responsibility

Warranty Period Confirmation Warranty start date

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Warranty end date(s) Equipment-specific warranty terms

The Contractor shall provide complete warranty documentation in an organized and electronic format acceptable to the Owner. Required data includes, at a minimum:

Warranty start date Warranty end date Contractor information o Major equipment warranties, including Manufacturer, Model Number, and Serial Number

The warranty period shall commence upon Substantial Completion/Final Acceptance as documented by the Owner and shall remain effective throughout the defined warranty period. The Contractor shall be responsible for all warranty-related labor, materials, and repairs at no additional cost to the Owner. The Contractor shall be required to but not limited to:

Attend required turnover meetings with Facilities.

Participate in scheduled 6-month and 11-month warranty walkthroughs post the warranty date with the Owner and Facilities.

Respond promptly to warranty claims and correct deficiencies within a mutually agreed timeframe

2.3. PAYMENT & PERFORMANCE BOND (Construction)

The awarded contractor must furnish a payment, performance, and warranty bond(s) in the amount of 100% of the contract value specified in the contract guaranteeing the contract will be accepted if tendered an award. See Attached Bond Form(s) for requirements.

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Section 3. Proposal Evaluation and Selection Process

3.1. MINIMUM QUALIFICATIONS

Proposals will only be accepted from those firms demonstrating the following..

Have a minimum of 5 years design and building experience.

Provide proof of a current State of Michigan Residential Builders License Provide proof of a current City of Detroit contractor’s license issued by BSEED Provide proof of a 5% bid bond issued by a authorized surety company with not less than an A rating.

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.

Revised 12/2/2025 Page 12 of 21

3.4. EVALUATION CRITERIA

Technical Proposals will be evaluated before Cost Proposals are reviewed.

Proposal Evaluation Criteria Possible Points

1. Work Plan/Schedule 30

2. Capacity (Key staff, resumes, org chart, equipment) 20

3. Experience 30

4. Pricing 20

Total Points Possible 100

Detroit Equalization Credits according to the following table shall 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 Construction Workforce Investment Business (Construction over $1M) 3 Construction Workforce Development Business 3 Detroit Small Business 1 Detroit Micro Business Concern 2 Joint Venture 2 Mentor Venture 1

1. Work Plan/Schedule

The selection committee will evaluate the Contractor’s understanding of the purpose and goals as presented in the work items of this RFP. Evaluation will be based on the information presented in the Contractor’s proposal and schedule. The Project can benefit from a clear project approach that addresses these challenges.

Based on your recommendation provide specs on how to approach the scope of work.

Schedule monitoring and management; provide a construction schedule with sufficient detail to illustrate your firms approach to renovating the project.

Provide recommendations of your approach to and timing of this process and highlight critical path items and any areas of concern.

This submission should include a schedule with proposed timeframes, milestones, and other factors which may benefit the project, broken down by phase that would follow a fast-track design build to commission new system to turn over as soon as possible.

Revised 12/2/2025 Page 13 of 21

2.Capacity The Selection Committee will also evaluate the ability of the prospective Contractor to meet the terms of this RFP relative to capacity to support schedule. The selection committee will evaluate the Vendor’s ability to complete relevant work commitments successfully and within time and budgetary constraints.

The Awardee shall clearly identify the project staffing they intend to utilize for the project; including all key project staff, their roles and responsibilities and at what phases of the project they will be utilized. Identify the day-to-day contacts for each phase of the project. Provide a detailed organizational chart and resumes.

During the design process, the Awardee shall provide, at a minimum, one dedicated professional project manager and/or higher-level professional staff to attend all design meetings. During the construction phase, the Awardee shall provide an onsite superintendent to coordinate the job in the field and provide for sufficient and appropriately skilled staff to implement a quality control program.

Include a description of the experience of each person assigned to this project as well as the level of effort, as a percentage of time, to be committed and for which phases of the project (preconstruction, construction). Qualifications and references must demonstrate that the construction team has had successful experience with projects of similar size, scope, and conditions.

Provide a list of ongoing and/or potential projects that your assigned project manager and superintendent are assigned to during the duration of this project. Design the projects and identify the timeline.

If selected, the Awardee agrees that it will provide, for the duration of the project, full complement of staff, including the specific persons identified in this RFP, unless otherwise approved by the Owner.

3.Experience with Similar Projects

Describe your firm’s past experience with design-build services related to the requirements of the project. Provide a minimum of 3 projects.

Detail your experience working on major renovation for similar commercial facilities. Include information on how you worked with on-site management personnel, patrons and ownership to ensure that the construction work and patron safety/satisfaction were seamless.

Identify any other unique challenges/approaches that you have experienced that will assist the Owner with a successful project.

The Awardee shall have a minimum of 5 years of experience.

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.

Revised 12/2/2025 Page 14 of 21

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.

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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.

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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#541473

Required Response Item

1. Attachment A – Respondent Questionnaire

Respondent shall provide their Organization Experience and Capacity/Staffing, per the requirements provided in Attachment A.

2. Attachment B – Proposal Introduction and Solution / Approach Respondent shall provide their Proposal Introduction and Solution / Approach per the requirements provided in Attachment B.

3. Attachment C – Pricing 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. Attachment F – Payment Bond Form Attachment F – Performance Bond Form

Respondent must agree to furnish a payment and performance bond in the amount of 100% of the contract value specified in the contract guaranteeing the contract will be accepted if tendered an award (see Section 2.4 Payment & Performance Bond and Attachment F – Performance Bond Form for requirements).

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

Revised 12/2/2025 Page 17 of 21 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.

Revised 12/2/2025 Page 18 of 21

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.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 Date of service/delivery Contract number

Revised 12/2/2025 Page 19 of 21

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

Revised 12/2/2025 Page 20 of 21

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.

Revised 12/2/2025 Page 21 of 21

RFP Attachments List

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

Attachment A - Respondent Questionnaire A1- Organizational Chart A2-Resumes or CVs of Leadership Team A3- Staff Roster Attachment B - Proposal Introduction and Solution / Approach Attachment C - Pricing Attachment D - Forms, Affidavits and Documents-(Award winner only) Attachment E - Model Professional Services Contract Attachment F - Payment Bond Form Attachment F - Performance Bond Form Attachment F- Warranty Bond Form

Exhibit 1- Floor Plan