9-RFQ 541543.pdf

Revised 12/2/2025

CITY OF DETROIT

OFFICE OF CONTRACTING AND PROCUREMENT

REQUEST FOR QUOTE

RFQ NO. 541543

CDBG-DR-Basement Sanitization-HVAC

Buyer: Kelly Trammel

EVENT / ACTIVITY DUE DATE / TIME

QUESTIONS DUE January 16, 2026, on or before 3:00pm EST

All questions must be submitted online in the Supplier Portal

PRE-BID CONFERENCE

Microsoft Teams Need help?

Join the meeting now Meeting ID: 271 027 038 252 70 Passcode: bz3E9FP2

Dial in by phone +1 469-998-6602,,178895860# United States, Dallas Find a local number Phone conference ID: 178 895 860# For organizers: Meeting options | Reset dial-in PIN

January 13, 2026 @ 2:00pm EST

QUOTES DUE DATE * January 23, 2026 @ 3:00pm EST In the Supplier Portal as specified in this RFQ.

* Respondents must register in Bonfire (EUNA Procurement) to download bid documents and submit bids. The City cannot guarantee the accuracy of any bid documents obtained from outside of Bonfire, and bids submitted outside of Bonfire will not be accepted. Detailed resources about registering and bidding, including video tutorials and live, virtual office hours, are available at www.detroitmi.gov/suppliersupport.

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

Quotes must be uploaded in Bonfire on or prior to the date and time indicated above. Late and/or emailed quotes will not be accepted.

https://aka.ms/JoinTeamsMeeting?omkt=en-US https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZmRjOTYzMTItNTAwMi00Y2NiLWJiZjktMjkwOWU0NjVhOGVm%40thread.v2/0?context=%7b%22Tid%22%3a%22e154a760-1d2d-4ef6-8fd3-ebc8b4ef31fd%22%2c%22Oid%22%3a%22f08945d1-25c6-406f-8f79-a610d4499a96%22%7d tel:+14699986602,,178895860 https://dialin.teams.microsoft.com/d8d2f7a3-2364-4c9b-ab3d-7f613057a66c?id=178895860 https://teams.microsoft.com/meetingOptions/?organizerId=f08945d1-25c6-406f-8f79-a610d4499a96&tenantId=e154a760-1d2d-4ef6-8fd3-ebc8b4ef31fd&threadId=19_meeting_ZmRjOTYzMTItNTAwMi00Y2NiLWJiZjktMjkwOWU0NjVhOGVm@thread.v2&messageId=0&language=en-US https://dialin.teams.microsoft.com/usp/pstnconferencing https://dialin.teams.microsoft.com/usp/pstnconferencing https://detroit.bonfirehub.com/ http://www.detroitmi.gov/suppliersupport

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 basement cleaning/sanitizing and HVAC system repair or replacement under Phase 2 of the CDBG-DR Private Sewer Repair Program (PSRP).

2. BACKGROUND/DESCRIPTION OF ENVIRONMENT

This program is funded by the U.S. Department of Housing and Urban Development (HUD) through the Community Development Block Grant – Disaster Recovery (CDBG-DR) allocation provided to the City of Detroit.

Services under this scope are intended to address health and safety conditions caused by the June 25–26, 2021 federally declared flood disaster. These services are not intended to restore properties to pre-disaster conditions or provide general home improvements.

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 one year Any renewal option exercised under this contract is effective only after the approval of the Detroit City Council and signed by the Chief Procurement Officer. The City anticipates one or multiple awards as a result of the RFQ.

4. SCOPE OF WORK

Vendors shall provide all labor, materials, equipment, supervision, and permits necessary to perform the following:

A. Basement Cleaning & Sanitizing

• Removal of flood-damaged appliances, contents, and debris to curb.

• General demolition of unsafe flooring, drywall, or paneling as necessary.

• Cleaning and sanitizing with EPA-registered antimicrobial products.

• Drying and dehumidification (fans, blowers, HEPA filtration, air scrubbers, negative air machines as required).

• Hazardous material remediation (including mold and asbestos) in compliance with all laws and regulations.

• Documentation: written estimates with photos, daily progress logs, and post-work verification.

B. HVAC Inspection, Repair & Replacement

• Inspection of furnaces, boilers, and hot water tanks by a licensed mechanical contractor.

• Safe removal of failed units and code-compliant installation of replacements (Energy Star certified where applicable).

• Scope includes venting, gas/electrical connections, thermostats/controls, and startup testing.

• Boilers: include piping repairs, leak testing, and radiator inspections.

• Hot Water Tanks: PEX plumbing connections, pressure relief valves, expansion tanks, and flushing.

• Compliance with City of Detroit Building, Safety Engineering, and

Environmental Department (BSEED) inspection requirements.

C. Electrical Panels (where authorized by HRD)

• Assessment and removal of existing unsafe panels.

• Installation of new service panel (minimum 100 AMP), grounding, breakers, and labeling.

• Full testing and inspection by a licensed electrician.

Should a CDBG DR Private Sewer Repair Program participant be eligible for the repair/replacement of a furnace, hot water tank, boiler, and/or electrical panel, this document outlines the scope of work for these items. The primary source for awarding a contract through the Scope of Work outlined below will be a fixed price process.

Respondents will agree to the same fixed pricing for all work outlined below:

Scope of Work:

Furnace Replacement:

Removal: Safe and proper removal of the existing furnace, including all associated piping, wiring, and venting.

Installation: Installation of a new high-efficiency furnace with appropriate sizing and capacity for the property.

Venting: Proper installation of all venting components, including chimneys or vents, in accordance with all applicable codes and regulations.

Electrical Connections: Safe and proper electrical connections to the furnace, including proper grounding and circuit protection.

Controls and Thermostats: Installation of a new thermostat and any necessary controls for the new furnace.

Start-up and Testing: Thorough testing and start-up of the new furnace, including verification of proper operation and safety checks.

Hot Water Tank Replacement:

Removal: Safe and proper removal of the existing hot water tank, including all associated piping and wiring.

Installation: Installation of a new high-efficiency hot water tank with appropriate sizing and capacity for the property.

Plumbing Connections: Proper installation of all plumbing connections, including water supply and drain lines.

Electrical Connections: Safe and proper electrical connections to the hot water tank, including proper grounding and circuit protection.

Testing and Flushing: Thorough testing and flushing of the new hot water tank to ensure proper operation.

Boiler Replacement:

Removal: Safe and proper removal of the existing boiler, including all associated piping, wiring, and venting.

Installation: Installation of a new high-efficiency boiler with appropriate sizing and capacity for the property.

Venting: Proper installation of all venting components, including chimneys or vents, in accordance with all applicable codes and regulations.

Electrical Connections: Safe and proper electrical connections to the boiler, including proper grounding and circuit protection.

Controls and Thermostats: Installation of a new thermostat and any necessary controls for the new boiler.

Start-up and Testing: Thorough testing and start-up of the new boiler, including verification of proper operation and safety checks.

Electrical Panel Replacement:

Assessment: Thorough assessment of the existing electrical panel to determine the appropriate size and configuration for the new panel.

Removal: Safe and proper removal of the existing electrical panel.

Installation: Installation of a new electrical panel with appropriate sizing and capacity to meet current code requirements and the electrical demands of the property.

Wiring and Connections: Proper wiring and connections of all electrical circuits to the new panel.

Grounding: Proper grounding of the new electrical panel.

Testing and Inspection: Thorough testing and inspection of the new electrical panel by a qualified electrician to ensure compliance with all applicable codes and safety standards.

Materials:

All necessary materials, including: Furnace unit and accessories Hot water tank and accessories Boiler unit and accessories Electrical panel and components Piping, wiring, and other necessary materials All permits and inspections

Safety:

All work shall be performed in accordance with all applicable safety regulations and best practices.

The contractor shall be responsible for maintaining a safe work environment and ensuring the safety of all personnel on-site.

The contractor shall comply with all applicable local, state, and federal safety regulations.

Warranty:

The contractor shall provide a warranty for all materials and labor for a period of 18 months.

Permits:

The contractor shall be responsible for obtaining all necessary permits and inspections from the appropriate authorities.

Completion:

The contractor shall complete all work in a timely and professional manner, to the satisfaction of the homeowner and the project supervisor.

Contractor Responsibilities Obtain all required permits and schedule inspections.

• Maintain safe working conditions on-site.

• Complete basement cleaning within 15 calendar days of assignment.

• Complete HVAC replacements within 5 business days if equipment is available.

• Provide all documentation, including estimates, photos, permits, inspection reports, and completion certificates.

• Comply with all applicable federal, state, and local codes and HUD requirements.

Materials & Standards

• All new equipment shall be Energy Star Certified where applicable.

• All asbestos-containing materials must be abated and disposed of according to law.

• Workmanship shall conform to HUD standards, City of Detroit codes, and

Michigan state regulations.

Federal Compliance Clauses

• Davis-Bacon Act (construction > $2,000).

• Section 3 requirements: contractors must provide employment and contracting opportunities for low-income residents where feasible.

• Equal Employment Opportunity and Non-Discrimination.

• MWBE participation goals.

• Debarment certification: contractors must not be suspended or debarred

• Equalization is applicable

Insurance

TYPE AMOUNT NOT LESS THAN:

Automobile Liability Insurance (covering all owned, hired and non-owned vehicles with personal and property protection insurance, including residual liability

$1,000,000.00 combined single limit for bodily injury and property damage insurance under Michigan no fault insurance law) Commercial General Liability Insurance (Broad Form Comprehensive)

$2,000,000.00 each occurrence $4,000,000.00 aggregate

Workers' Compensation Michigan Statutory minimum Employers' Liability $500,000.00 minimum each disease

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

Builders Risk As determined

Deliverables Completed unit price sheet for all services (labor, equipment, demolition, HVAC, plumbing, electrical, remediation).

Work completion reports with before-and-after photos.

Permit approvals and inspection sign-offs.

Final invoice package including all documentation for HRD and HUD compliance.

Completion All work must be completed in a timely, safe, and professional manner to the satisfaction of the property owner, HRD, and BSEED inspectors. Delays must be communicated promptly with justification and recovery plan.

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 provide proof of a Builders license in the State of Michigan.

Bidders must provide a bonding capacity letter no older than six months.

Bidders must provide proof mechanical, plumbing and electrical licenses including those of subcontractors. Subcontractors must be included in Attachment A.

Bidders must provide three (3) professional references of previous experience as in the scope of work performed in the last five (5) years of the RFQ publish date.

Bidders must completely fill out Attachment A and upload with bid response.

(Davis Bacon is applicable for all federally funded contracts over $2,000.00)

7. OPERATIONAL INFORMATION

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

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

8. QUESTION DEADLINE

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

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

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

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

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

9. REJECTIONS, MODIFICATIONS, CANCELLATIONS

The City of Detroit expressly reserves the right to:

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

2) waive any non-conformity;

3) re-advertise for quotes;

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

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

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

10. PROTESTS

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

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).

http://www.michigan.gov/SIGMAVSS

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

11. INVOICES

Vendors must be registered in City of Detroit Vendor Portal and be a registered vendor with the City of Detroit to submit invoices and receive payments. Go to http://www.detroitmi.gov/Supplier to register.

AUTHORIZATION TO COMMENCE WORK OR SHIP GOODS – READ

CAREFULLY!!!

Contractors may begin work or ship goods upon receipt of the required authorization, which is the CPA (Contract Purchase Agreement), in addition to SPO (Standard Purchase Order), from Procurement.

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

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

Required vendor steps to invoice:

1) Invoices should NOT be uploaded until the Contractor receives confirmation of review and approval from the City of Detroit.

2) 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.

http://www.detroitmi.gov/Supplier

If you need assistance, please contact the Office of Departmental Financial Services (ODFS) 313- 410-7804.

PREVIOUS EXPERIENCE

The City’s experience with the bidder on previous contracts will be considered in determining the award. 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. Vendors could evaluated based on past performance, references and professional qualifications.

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

No geographical preferences will be applicable in this solicitation.

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.

http://www.detroitatwork.com/

The decision of the City of Detroit, acting through the Chief Procurement Officer, shall be final as to what constitutes acceptable deviations from specifications.

4. RENEWAL

The proposed agreement may be renewed per contract terms. Both parties must agree to an extension under the same terms and conditions as exist in the then current contract.

5. AWARD

One or multiple awards of contract will be made on a low total net bid based on the estimated quantities shown. Bidders shall quote on all items, leave no blanks and state "No Charge" where applicable. Blank spaces are 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.

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.

All prices are to be FIRM. No escalation other than copper metals adjustments shall apply.

7. 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.