9-RFQ 543832- Tree Giveaway - Housing-Revitalization -BN DIV..pdf

Revised 12/2/2025

CITY OF DETROIT

OFFICE OF CONTRACTING AND PROCUREMENT

REQUEST FOR QUOTE

RFQ NO. 543832

TREE GIVEAWAY PROGRAM

Buyer: Tamiko Williams

EVENT / ACTIVITY DUE DATE / TIME

ADVERTISEMENT DATE Monday, February 9, 2026

QUESTIONS DUE Friday, February 20, 2026, on or before 4:00 p.m.

All questions must be submitted online in the Supplier Portal

ANSWERS DISTRIBUTED Within 48-72 Hours

QUOTES DUE DATE * Friday, February 27, 2026 @ 3:00 p.m 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.

1. PROJECT REQUEST

The City of Detroit Office of Contracting and Procurement (OCP) on behalf of Housing and Revitalization Department Bridging Neighborhoods Division is seeking qualified Respondents to render to procure and deliver trees for a resident tree giveaway in the Delray neighborhood to take place in Spring 2026 (targeted for late April). Trees will be delivered to a central location on the day of pickup day where qualified residents may receive up to 3 free trees to be planted at their property in Delray. Details on this project are outlined in this RFP. This contract will be for a one

(1) year period with no renewal options.

https://detroit.bonfirehub.com/ https://detroit.bonfirehub.com/ http://www.detroitmi.gov/suppliersupport http://www.detroitmi.gov/suppliersupport

2. BACKGROUND/DESCRIPTION OF ENVIRONMENT

It is the responsibility of the Bidder to review General Conditions. In your quotation a distinction between dollars and cents must be made. Also, illegible bids may be grounds for rejection of your bid. All changes made to the bid form altering, price, terms, quote and/or conditions. MUST be crossed out and initialed. Failure to initial any changes will be grounds for rejection of your bid.

3. AWARD CLAUSE INCLUDING RENEWAL OPTIONS

If a contract is awarded as a result of this RFQ, it will be a City of Detroit Professional Services Contract (Attachment E). The term of the contract will be for a one (1) year period. 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

The Housing and Revitalization Department is seeking qualified vendors to provide tree procurement and delivery of up to 200 3 and/or 5-gallon trees to a central site to be identified in 48209. The vendor will provide a minimum of 1 staff person to be present and to assist City staff and/or volunteers in providing trees to residents during the public giveaway period for an estimated 3 hours, in addition to time for preparation and close out.

The tentative date, time and location (subject to change) are: Tuesday, April 21st from 4pm to 7pm at the Delray Neighborhood House parking lot at 420 S. Leigh Street, Detroit, Michigan 48209. An alternative rain date will be determined.

The City of Detroit will confirm the varieties and final number of trees to be purchased 30 days prior to the giveaway or in a mutually agreed upon timeframe. Not all varieties listed on the bid sheet will be selected. The vendor may need to transport any trees remaining at the end of the event to a site in 48209, as directed by the City of Detroit.

a. All plants are to be procured in accordance with American Association of Nurserymen (AAN) Landscape Standards.

b. No container grown stock will be accepted if it is root bound.

c. All plant materials shall conform to plant schedules. Sizes shall be the minimum stated on the plant list or larger. All measurements shall be in accordance with the latest additions of the AAN Standards for Nursery Stock.

d. Any substitutions for a plant variety due to availability requested on the bid sheet must be reviewed and approved by the City.

e. Emphasis on tree species and cultivars native to Michigan and the Midwest suitable for residential plantings.

f. All plant materials shall be inspected upon arrival. Any plants not acceptable to the City Representative will be rejected and vendor is responsible for procuring new plant material.

g. Mobilization cost should be embedded in tree cost. Price paid shall be payment for all labor, material, and equipment necessary for all preparatory work and operations, including, but not limited to, those necessary for the movement of personnel, equipment, supplies, tools and any other incidentals that are required to tree giveaway site; and any other facilities necessary to undertake the work on the project; and for other work and operations, which must be performed, or for expenses incurred, prior to beginning work on the various contract items at the project sites. This item shall also include pre-delivery costs, exclusive of bidding costs, which are necessary direct costs to the project and are of a general nature rather than directly attributable to other pay items under the contract.

h. Bonds and Insurance cost should be embedded in tree cost. The price paid for the project contract bonds for the award amount and insurance policies throughout the life of the contract for the project work until completed.

i. Miscellaneous & Close-Out Work cost should be embedded in tree cost. Price paid shall be payment for all material, layout and equipment necessary for the completion to the full satisfaction of the City of the work required by this Project.

j. Any additional services necessary to complete the goals of this project but not anticipated in the RFP shall be presented to the City Representative in a proposal to be approved by the city.

5. OPERATIONAL INFORMATION

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

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

6. MINIMUM QUALIFICATIONS

• Bidders must have a minimum of five (5) years of experience with tree planting in the landscape industry

• Must have employee with a degree in forestry, horticulture, landscape, Architecture or a minimum of five (5) years’ experience with tree planting in the landscape industry

• References of prior work experience

7. OPERATIONAL INFORMATION

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

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

8. QUESTION DEADLINE

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

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

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

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

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

9. REJECTIONS, MODIFICATIONS, CANCELLATIONS

The City of Detroit expressly reserves the right to:

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

2) waive any non-conformity;

3) re-advertise for quotes;

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

5) cancel and/or postpone the request for quotes, in part or in its entirety, and/or, 6) take any other appropriate action that is in the best interest of the City.

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

10. PROTESTS

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

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.

http://www.michigan.gov/SIGMAVSS

2) solicitation/contract number and description; and

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

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

11. PRICING/BID SHEET

Pricing is requested for both 3-gallon and 5-gallon trees. It is understood that availability of the size of trees may depend upon timing of the giveaway. The quantity, variety, and size of each tree will be confirmed after the award. Not all varieties will be selected.

12. 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 http://www.detroitmi.gov/Supplier http://www.detroitmi.gov/Supplier

• Total Invoice amount

Other invoice requirements:

• Invoice must be billed based on Purchase Order rates

• Total invoice amount must tie to the total supporting documents

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

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

If you need assistance, please contact the Office of Departmental Financial Services (ODFS) 313410-7804.

13. PREVIOUS EXPERIENCE

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

14. 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.

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 http://www.detroitatwork.com/ http://www.detroitatwork.com/ altering, price, terms, quote and/or conditions. MUST be crossed out and initialed. Failure to initial any changes will be grounds for rejection of your bid.

CORRECTION FLUID IS NOT ACCEPTABLE.

2. LOCAL PREFERENCE CONDITIONS

It is the responsibility of the Bidder to review the Local Preference Conditions attached to this bid and comply with all requirements therein.

3. MINOR DEVIATIONS

Specifications referred to herein are used to indicate desired type, and/or construction, and/or operation. Other products and/or services may be may be offered if deviations from specifications are minor and if all deviations are properly outlined and stated in the bid document. Failure to outline all deviations will be grounds for rejection of your bid.

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

4. RENEWAL

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

5. AWARD

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

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

The City of Detroit reserves the right to delete any individual item(s) or groups of items. All awards are subject to Ordinance No. 15-00.

6. TERMINATION OF CONTRACT

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

7. SPECIFICATION CHECK

We have read the specifications thoroughly and we:

( ) Are able to meet specifications without deviation.

( ) All deviations are properly outlined on an attached sheet marked ________________ for identification.

SIGNED: __________________________________________

TITLE: ___________________________________________

8. LITERATURE

Descriptive literature showing the unit’s dimensions and features must be included.

If the size, capacity, or features of the unit, or any of its components are not clearly defined in the printed literature submitted with the Bid, the Bidder shall furnish supportive data in sufficient detail so that the unit may be checked for conformity to the specifications.

If any of the features or dimensions of the unit the Bidder proposes to furnish do not meet the specified requirements, the Bidder shall indicate such deviations in the space provided on the Bid Form. Failure to provide this information may result in rejection of your bid.

9. SHIPMENT

The Contractor will be expected to make reasonably prompt deliveries consistent with quantities ordered. Should an emergency arise for items, which are not available, The City of Detroit reserves the right to secure sufficient quantities from others to meet its immediate needs without prejudice of the proposed contract. If, however, in the sole opinion of the Finance Department, Office of Contracting and Procurement, the contractor fails to render reasonably prompt delivery service, the City of Detroit may terminate the contract forthwith and no damages will accrue.

The City of Detroit wherein referred to shall mean the City of Detroit, acting through the Chief Procurement Officer.

It is understood that these supplies will be required in various shipments from time to time. Shipments will be made within _________ days from each notice to ship. The City of Detroit reserves the right to reject low bids offering unsatisfactory shipment terms.

10. ORDER QUANTITIES

Actual quantities ordered will be contingent on funds available at time of purchase. The City of Detroit reserves the right to reduce quantities if price quoted exceeds budgetary limitations or to increase quantities if funds are available.

11. TERMS OF PAYMENT

A discount of _____% will be allowed for payment of invoice within forty-five

(45) days of delivery and acceptance of the above items and vendor's invoice.

Other terms less than forty-five (45) days, E,O,M., Proximo, etc., shall not be considered. Payment terms will not be considered in determining the award of the contract(s), except in the case of tie bids. However, discounts may be offered to facilitate prompt payment.

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

This paragraph supersedes paragraph 4 of the General Conditions.

12. F.O.B.

Goods are to be F.O.B. delivered to location(s) within the City of Detroit and other specified locations as indicated.

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

14. INSURANCE

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

14.01.1 Worker’s Compensation insurance with Michigan statutory limits and Employer’s Liability insurance with limits of $500,000.00 each accident, $500,000.00 each disease, $500,000.00 each disease/each employee. For Federal and State Funded Training Programs and etc., is required to secure insurance for worker’s compensation for all of its participants and The City of Detroit should also be listed as an additional insured.

14.01.2 Commercial General Liability insurance with a combined single limits of $1,000,000.00 per occurrence subject to a minimum aggregate limit of $2,000,000.00

14.01.3 Automobile Liability insurance covering all owned, hired and nonowned vehicles with personal protection insurance and property protection insurance to comply with the provisions of the Michigan No-Fault Insurance Act, including residual liability insurance with a minimum combined single limit of $1,000,000.00.

Include MCS90 endorsement (if hazardous waste will be transported by vendor’s auto) with minimum property damage limits of $1,000,000.00 each occurrence.

14.02 If during the term of this contract, changed conditions or other pertinent factors, should in the reasonable judgment of the City, render inadequate the insurance limits, the Contractor will furnish on demand such additional coverage as may reasonably be required under the circumstances. All such insurance shall be affected at the contractor's expense, under valid and enforceable policies.

14.03 All policies shall name the Contractor as the insured and shall be accompanied by a commitment from the insurer that such policies shall not be canceled or reduced without at least thirty (30) days' prior notice to the City. The Commercial General Liability insurance policy shall name the City as an additional insured.

Certificates of insurance evidencing such coverage shall be submitted to the Finance Department, Office of Contracting and Procurement, prior to the commencement of performance under this contract and at least fifteen (15) days prior to the expiration dates of expiring policies.

15. BID WITHDRAWAL

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

This paragraph supersedes paragraph 14 of General Conditions.

16. EQUALIZATION FACTOR

Per Section 17-5-12 (c)(1) of the Detroit City Municipal Code, “The bidder that makes the lowest bid, as evaluated or scored, shall be deemed the lowest equalized bidder. If the lowest equalized bid is evaluated or scored below the lowest responsible bid submitted, the lowest equalized bidder shall be awarded the contract, provided that, the contract awarded to such bidder shall not exceed, more than 12 percent above the lowest responsible bid submitted, or $100,000.00, whichever is less.”

The firm making the lowest responsive, responsible bid evaluated according to the Equalization Allowance Table* shall be deemed the lowest bidder. (see Equalization Credit Statement).

Vendors who wish to receive Equalization credit for bids submitted must submit their CRIO-issued Detroit Based Business certificate with their bid document to substantiate eligibility. The CRIO certificate must be submitted with each and every bid response submitted by the vendor. Failure to submit the CRIO certificate will result in equalization credit not being applied to your bid.

17. CLEANLINESS OF WORK AND STREETS

The work itself, and all property used therewith, shall be kept in a neat and orderly condition at all times. Excess waste and rejected materials, rubbish and debris shall not be allowed to accumulate. Construction equipment and excess materials shall be promptly removed from site when no longer needed for the progress of the work. Upon completion of the work, the contractor shall restore the site to original condition.

RFP Attachments 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 - Pricing Attachment D-1 - Forms, Affidavits and Documents Attachment D-2-Conditions of Award Attachment E - Model Professional Services Contract Attachment F – Appendix A Agreement from MDOT