REQUEST FOR PROPOSAL

RFP # 26-41

Access Control for City of Ann Arbor Dog Parks

City of Ann Arbor Community Services/ Parks and Recreation

Due Date: September 10, 2026 by 2:00 p.m. (local time)

Issued By:

Procurement Unit

301 E. Huron Street Ann Arbor, MI 48104 https://a2central.a2gov.org/City%20Image%20Gallery/City%20Seals/City_of_Ann_Arbor_color_small1.jpg

TABLE OF CONTENTS

SECTION I: GENERAL INFORMATION ..................................................................... …3

SECTION II: SCOPE OF SERVICES

SECTION III: MINIMUM INFORMATION REQUIRED

SECTION IV: ATTACHMENTS

APPENDIX A: SAMPLE PROFESSIONAL SERVICES AGREEMENT

SECTION I - GENERAL INFORMATION

A. OBJECTIVE

The City of Ann Arbor is seeking proposals from qualified vendors to implement an access control solution for three permanent dog parks located at Olsen, Broadway, and Swift-Run and one temporary/seasonal dog park located at Veteran’s Memorial Park. Securing these parks with controlled access will ensure that only dog owners who comply with city regulations are using these parks, both increasing compliance and decreasing potential risks and conflicts at the parks.

B. QUESTIONS AND CLARIFICATIONS / DESIGNATED CITY CONTACTS

All questions regarding this Request for Proposal (RFP) shall be submitted via e-mail.

Questions will be accepted and answered in accordance with the terms and conditions of this RFP.

All questions shall be submitted on or before August 14, 2026 at 10:00 a.m., and should be addressed as follows:

Scope of Work/Proposal Content questions shall be e-mailed to Greg Michailuk gmichailuk@a2gov.org

RFP Process and Compliance questions shall be e-mailed to Colin Spencer, Buyer

- CSpencer@a2gov.org

Should any prospective offeror be in doubt as to the true meaning of any portion of this RFP, or should the prospective offeror find any ambiguity, inconsistency, or omission therein, the prospective offeror shall make a written request for an official interpretation or correction by the due date for questions above.

All interpretations, corrections, or additions to this RFP will be made only as an official addendum that will be posted to a2gov.org and MITN.info and it shall be the prospective offeror’s responsibility to ensure they have received all addenda before submitting a proposal. Any addendum issued by the City shall become part of the RFP, and must be incorporated in the proposal where applicable.

C. PRE-PROPOSAL MEETING

No pre-proposal meeting will be held for this RFP. Please contact staff indicated above with general questions regarding the RFP.

D. PROPOSAL FORMAT

To be considered, each firm must submit a response to this RFP using the format provided in Section III. No other distribution of proposals is to be made by the prospective offeror. An official authorized to bind the offeror to its provisions must sign the proposal. Each proposal must remain valid for at least ninety days from the due date of this RFP.

Proposals should be prepared simply and economically providing a straightforward, concise description of the offeror’s ability to meet the requirements of the RFP. No erasures are permitted. Mistakes may be crossed out and corrected and must be initialed in ink by the person signing the proposal.

E. SELECTION CRITERIA

Responses to this RFP will be evaluated using a point system as shown in Section III.

A selection committee comprised of staff from the City will complete the evaluation.

The fee proposals will not be reviewed at the initial evaluation. After initial evaluation, the City will determine top proposals, and open only those fee proposals. The City will then determine which, if any, firms will be interviewed. During the interviews, the selected firms will be given the opportunity to discuss their proposal, qualifications, past experience, and their fee proposal in more detail. The City further reserves the right to interview the key personnel assigned by the selected offeror to this project. If the City chooses to interview any respondents, the interviews will be tentatively held the week of September 28, 2026. Offeror must be available on these dates.

All proposals submitted may be subject to clarifications and further negotiation. All agreements resulting from negotiations that differ from what is represented within the RFP or in the proposal response shall be documented and included as part of the final contract.

F. SEALED PROPOSAL SUBMISSION

All proposals are due and must be delivered to the City on or before, September 10, 2026 at 2:00 p.m. (local time). Proposals submitted late or via oral, telephonic, telegraphic, electronic mail or facsimile will not be considered or accepted.

Each respondent must submit in a sealed envelope

• one (1) original proposal

• one (1) digital copy of the proposal preferably on a USB/flash drive as one file in PDF format

Each respondent should submit in a single separate sealed envelope marked Fee Proposal

• two (2) copies of the fee proposal

The fee proposal and all costs should be separate from the rest of the proposal.

Proposals submitted should be clearly marked: “RFP# 26-41 – Access Control for City of Ann Arbor Dog Parks” and list the offeror’s name and address.

Proposals must be addressed and delivered to:

c/o Customer Service 301 East Huron Street Ann Arbor, MI 48104

All proposals received on or before the due date will be publicly opened and recorded on the due date. No immediate decisions will be rendered.

Hand delivered bids may be dropped off in the Purchasing drop box located in the Ann Street (north) vestibule/entrance of City Hall which is open to the public Monday through Friday from 8am to 5pm (except holidays). The City will not be liable to any prospective offeror for any unforeseen circumstances, delivery, or postal delays.

Postmarking on the due date will not substitute for receipt of the proposal. Offerors are responsible for submission of their proposal. Additional time will not be granted to a single prospective offeror. However, additional time may be granted to all prospective offerors at the discretion of the City.

A proposal may be disqualified if the following required forms are not included with the proposal:

• Attachment B - City of Ann Arbor Non-Discrimination Declaration of

Compliance

• Attachment C - City of Ann Arbor Living Wage Declaration of Compliance

• Attachment D - Vendor Conflict of Interest Disclosure Form of the RFP

Document

Proposals that fail to provide these forms listed above upon proposal opening may be deemed non-responsive and may not be considered for award.

Please provide the forms outlined above (Attachments B, C and D) within your narrative proposal, not within the separately sealed Fee Proposal envelope.

All proposed fees, cost or compensation for the services requested herein should be provided in the separately sealed Fee Proposal envelope only.

G. DISCLOSURES

Under the Freedom of Information Act (Public Act 442), the City is obligated to permit review of its files, if requested by others. All information in a proposal is subject to disclosure under this provision. This act also provides for a complete disclosure of contracts and attachments thereto.

H. TYPE OF CONTRACT

A sample of the Professional Services Agreement is included as Appendix A. Those who wish to submit a proposal to the City are required to review this sample agreement carefully. The City will not entertain changes to its Professional Services Agreement.

The City reserves the right to award the total proposal, to reject any or all proposals in whole or in part, and to waive any informality or technical defects if, in the City’s sole judgment, the best interests of the City will be so served.

This RFP and the selected offeror’s response thereto, shall constitute the basis of the scope of services in the contract by reference.

I. NONDISCRIMINATION

All offerors proposing to do business with the City shall satisfy the contract compliance administrative policy adopted by the City Administrator in accordance with the Section 9:158 of the Ann Arbor City Code. Breach of the obligation not to discriminate as outlined in Attachment C shall be a material breach of the contract. Contractors are required to post a copy of Ann Arbor’s Non-Discrimination Ordinance attached at all work locations where its employees provide services under a contract with the City.

J. WAGE REQUIREMENTS

The Attachments provided herein outline the requirements for payment of prevailing wages or of a “living wage” to employees providing service to the City under this contract. The successful offeror must comply with all applicable requirements and provide documentary proof of compliance when requested.

K. CONFLICT OF INTEREST DISCLOSURE

The City of Ann Arbor Purchasing Policy requires that the consultant complete a Conflict of Interest Disclosure form. A contract may not be awarded to the selected offeror unless and until the Procurement Unit and the City Administrator have reviewed the Disclosure form and determined that no conflict exists under applicable federal, state, or local law or administrative regulation. Not every relationship or situation disclosed on the Disclosure Form may be a disqualifying conflict. Depending on applicable law and regulations, some contracts may awarded on the recommendation of the City Administrator after full disclosure, where such action is allowed by law, if demonstrated competitive pricing exists and/or it is determined the award is in the best interest of the City. A copy of the Conflict of Interest Disclosure Form is attached.

L. COST LIABILITY

The City of Ann Arbor assumes no responsibility or liability for costs incurred by the offeror prior to the execution of a Professional Services Agreement. The liability of the City is limited to the terms and conditions outlined in the Agreement. By submitting a proposal, offeror agrees to bear all costs incurred or related to the preparation, submission, and selection process for the proposal.

M. DEBARMENT

Submission of a proposal in response to this RFP is certification that the Respondent is not currently debarred, suspended, proposed for debarment, and declared ineligible or voluntarily excluded from participation in this transaction by any State or Federal departments or agency. Submission is also agreement that the City will be notified of any changes in this status.

N. PROPOSAL PROTEST

All protests must be in writing and filed with the Purchasing Agent within 5 business days of any notices of intent, including, but not exclusively, divisions on pre-qualification of bidders, shortlisting of bidders, or a notice of intent to award a contract.

Only bidders who responded to the solicitation may file a bid protest. The offeror must clearly state the reasons for the protest. If an offeror contacts a City Service Area/Unit and indicates a desire to protest an award, the Service Area/Unit shall refer the offeror to the Purchasing Manager. The Purchasing Manager will provide the offeror with the appropriate instructions for filing the protest. The protest shall be reviewed by the City Administrator or designee, whose decision shall be final.

Any inquiries or requests regarding this procurement should be only submitted in writing to the Designated City Contacts provided herein. Attempts by the offeror to initiate contact with anyone other than the Designated City Contacts provided herein that the offeror believes can influence the procurement decision, e.g., Elected Officials, City Administrator, Selection Committee Members, Appointed Committee Members, etc., may lead to immediate elimination from further consideration.

O. SCHEDULE

The proposals submitted should define an appropriate schedule in accordance with the requirements of the Proposed Work Plan in Section III.

The following is the schedule for this RFP process.

Activity/Event Anticipated Date Written Question Deadline August 14, 2026, 10:00 a.m.

Addenda Published (if needed) On or before August 24, 2026 Proposal Due Date September 10, 2026, 2:00 p.m. (Local Time)

Tentative Interviews (if needed) Weeks of September 28, 2026 Selection/Negotiations October 2026 Expected City Council Authorizations November/December 2026

The above schedule is for information purposes only and is subject to change at the City’s discretion.

P. IRS FORM W-9

The selected offeror will be required to provide the City of Ann Arbor an IRS form W- 9.

Q. RESERVATION OF RIGHTS

1. The City reserves the right in its sole and absolute discretion to accept or reject any or all proposals, or alternative proposals, in whole or in part, with or without cause.

2. The City reserves the right to waive, or not waive, informalities or irregularities in of any proposal if determined by the City to be in its best interest.

3. The City reserves the right to request additional information from any or all offerors.

4. The City reserves the right to reject any proposal that it determines to be unresponsive and deficient in any of the information requested within RFP.

5. The City reserves the right to determine whether the scope of the project will be entirely as described in the RFP, a portion of the scope, or a revised scope be implemented.

6. The City reserves the right to select one or more consultants to perform services.

7. The City reserves the right to retain all proposals submitted and to use any ideas in a proposal regardless of whether that proposal is selected. Submission of a proposal indicates acceptance by the firm of the conditions contained in this RFP, unless clearly and specifically noted in the proposal submitted.

8. The City reserves the right to disqualify proposals that fail to respond to any requirements outlined in the RFP, or failure to enclose copies of the required documents outlined within RFP.

R. ENVIRONMENTAL COMMITMENT

The City of Ann Arbor recognizes its responsibility to minimize negative impacts on human health and the environment while supporting a vibrant community and economy. The City further recognizes that the products and services the City buys have inherent environmental and economic impacts and that the City should make procurement decisions that embody, promote and encourage the City’s commitment to the environment.

The City strongly encourages potential vendors to bring forward tested, emerging, innovative, and environmentally preferable products and services that are best suited to the City’s environmental principles. This includes products and services such as those with lower greenhouse gas emissions, high recycled content, without toxic substances, those with high reusability or recyclability, those that reduce the consumption of virgin materials, and those with low energy intensity.

As part of its environmental commitment, the City reserves the right to award a contract to the most responsive and responsible bidder, which includes bids that bring forward products or services that help advance the City’s environmental commitment.

In addition, the City reserves the right to request that all vendors report their annual greenhouse gas emissions, energy consumption, miles traveled, or other relevant criteria in order to help the City more fully understand the environmental impact of its procurement decisions.

SECTION II - SCOPE OF SERVICES

1. Background

The City of Ann Arbor is seeking proposals from qualified vendors to implement an access control solution for three permanent dog parks (located at Olson, Broadway, and Swift-Run parks) and one temporary/seasonal dog park (located at Veteran’s Memorial Park). Securing these parks with controlled access will ensure that only licensed dog owners are using these parks, both increasing compliance and decreasing potential risks and conflicts at the parks.

There are seven (7) total openings/gates, broken down as follows:

• Swift Run = 1 park with 1 gate

• Broadway = 2 parks, each with one gate (2 gates total)

• Olson = 1 park with 2 gates

• Vets = 1 park with 2 gates

All of the gates listed above will require access control.

The ideal solution will include both software and hardware components, be robust enough to function outdoors and offline, and provide scalable management tools for city staff. Is it also important that the solution can adapt to an expanding program that may add additional parks in future years.

In 2025 we had 332 Dog Park licenses, broken down as:

• 215 All City Designated Off-Leash Dog Areas

• 8 All City Service Dog

• 40 Broadway & Olson

• 69 Swift Run

• Anecdotally, the Swift Run park is our busiest site, many of our “All City” license holders use their license primarily for the Swift Run park.

• We average 29 new licenses issued per month, with spikes in January, July, and December

While we do not have current site plans for each location, the best way to view the aerial perspective of the dog parks would be using Google maps or https://a2gov.org/mapAnnArbor. Park archives can also be found online at https://www.a2gov.org/parks-and-recreation/administrative/park-archives/ which may include some but not all park plans.

Note that we cannot arrange for a staff member to meet vendors at the sites prior to proposal submission as that would be preferential treatment during the RFP process.

However, all sites are open to the public and vendors are welcome to visit them:

https://a2gov.org/mapAnnArbor https://www.a2gov.org/parks-and-recreation/administrative/park-archives/

• Swift Run Dog Park: 4000 Plat Road, Ann Arbor MI 48108

• Olson Park Dog Park: 1505 Dhu Varren Road, Ann Arbor MI 48105

• Broadway Dog Park: 800 Broadway Street, Ann Arbor MI 48104

• Veterans Memorial Park Pop-Up Dog Park (open Nov 21 – March): 2150

Jackson Ave, Ann Arbor

The current gates are chain-link fences with lift-up latches. We understand that we may need to install something different for these entryways as part of this project.

Images of gates are provided below.

Veterans Memorial Park, entry 2

Veterans Memorial Park, opposite from entry 2, locked/unused gate

Olson Park, entry 1

Swift Run, only entry

Swift Run, Only entry from another angle

Broadway, both parks and gates visible in this image

Broadway, closeup of one of the gates

2. Objective

The goal is to enhance the safety, compliance, and operational oversight of these parks by ensuring that only dog owners who meet city licensing and regulatory requirements can gain entry.

This initiative supports the City's efforts to:

• Increase compliance with pet licensing and park usage regulations;

• Minimize conflicts between users;

• Improve operational oversight and reporting;

• Protect the integrity and safety of public assets.

This system should allow the City to enforce usage policies effectively, reduce conflicts among park users, and maintain accurate records of park access. The solution must include both hardware and software components that function reliably in a variety of outdoor and offline conditions.

3. Requirements

The selected vendor will be responsible for delivering a turnkey access control system, including all necessary equipment, installation, configuration, training, and support. The proposed solution must meet or exceed the following requirements:

Core Functional Requirements

1. Base Functionality Requirements

a. Passes must be configurable per location; some users may have access to only one park, while others may have access to multiple or all.

b. Once the user has access to the park, there is no need to further control access to additional sub-areas (i.e. large vs small dog areas).

c. We will not be requiring scan-out permissions, users can freely exit.

2. Online Functionality using Cellular Connection

a. In lieu of continuous internet connection (which is not present at our parks), the solution must operate and control access in real-time via a cellular connection. Connectivity to solution and ability manage real-time access control, monitoring and reporting is critical.

3. Admin Portal/Dashboard for Staff

a. Simple interface with as few clicks as possible needed for staff to issue, edit, or revoke a pass.

b. Unlimited or ample user licenses for both Clerks Office and Parks and Rec staff who will be using this software.

4. Remote Data Retrieval

a. Ability for authorized staff to securely retrieve usage logs and access data remotely.

5. Power

a. The contractor doing the installation shall arrange for the necessary power, either by getting a power feed from DTE or utilizing solar panels and storage batteries attached to the access points. This shall be coordinated by the selected vendor/contractor.

b. The system must include a backup power solution (battery, solar, etc.) to ensure continuous operation during outages.

6. Automated Reporting via Email

a. Configurable, scheduled reporting features that send usage reports automatically to designated email addresses.

7. Licensing Integration/Bulk Data Import

a. Ability to synchronize license status automatically with external database (Tyler EPL Enterprise Permitting and Licensing) either via an API, regular data imports, webhooks, etc.

b. At a minimum: bulk import functionality to upload large sets of license holder data via CSV, Excel, or other standard formats.

8. Outdoor Durability

a. Hardware must be fully weatherproof and operational year-round, withstanding rain, snow, humidity, and temperature extremes typical of Southeast Michigan.

9. Real-Time Access Revisions for Already-Issued Passes/Fobs

a. Ability to edit access permissions for individual users/passes/fobs in real-time without the fob present. For example, editing which parks the fob has access to, changing expiration date, or revoking access entirely.

10. Pass Expiration Control

a. Ability to assign individual expiration dates to user passes based on their licensing term.

11. Credential Management

a. Automatic as well as Real-time manual credential deactivation for revoked or expired licenses

b. Self-service credential recovery options for users (in the event of mobile app or pin)

12. Support for multiple Access Credential Options such as:

a. QR codes

b. RFID cards/fobs

c. Mobile app credentials

d. A physical pass option must be available for users unable to use a digital option, at a low/accessible cost.

13. Family/Household shared access

a. Ability for members of the same household to share access permissions, whether via multiple users receiving app invite or ability to issue multiple fobs or cards to the same license.

14. Installation, Training, & Support

a. Hardware mounting and system configuration included in implementation.

b. On-site or virtual training for city personnel

c. Comprehensive documentation and user guides

d. Maintenance and support plan

e. Regularly scheduled account check-in meetings

f. Training materials provided by the vendor for public users which can be shared by City of Ann Arbor.

15. Scalability

a. The City of Ann Arbor currently has three permanent and one temporary/seasonal dog park locations, but it is critical that the vendor selected can work with us to add additional parks to our configuration in future years should our dog park program expand.

16. Vendor Compliance and Insurance

a. Vendors must maintain a minimum of $1M per occurrence and $2M aggregate general liability.

b. Vendors must maintain a minimum of $1M Cyber Liability.

c. The selected vendor must provide all contracts and terms & conditions in a word document format for legal department review prior to signing. The selected vendor must agree to sign contracts within the City of Ann Arbor Docusign.

d. City of Ann Arbor uses myCOI to upload insurance requirements for vendors. A point of contact must be provided by the selected vendor who will be the responsible party for annual MyCOI alerts and updates.

e. Selected vendor will be asked to provide a W-9 prior to payment processing.

f. Vendors are asked to provide a sample certificate of insurance showing compliance with the insurance requirements per this section and provided in the sample agreement attached to this RFP. If unable to provide a certificate of insurance, a letter of attestation may be submitted ensuring ability to comply with listed insurance requirements.

Optional Features (Preferred, Not Required):

Vendors are encouraged to describe any additional features or capabilities that would enhance system performance or provide added value to the City. These may include:

1. Security Features

a. Tamper detection and alert notifications to city staff

b. Secure audit logs with detailed timestamped access attempts (granted or denied)

c. Encrypted data storage and transmission

2. Operational Enhancements

a. Remote locking/unlocking capability.

b. Seasonal scheduling of access windows (e.g., only open during daylight hours).

c. Configurable capacity limits or alerts based on usage trends.

3. Mobile-friendly dashboard of admin portal

a. For staff to view reports and control access on the go.

4. Multi-user or family account support for pass holders

a. Ability for license holders to authorize additional members of their household to access parks either temporarily or permanently.

5. Mail Delivery of physical key fobs or access cards when new user/pass is created

a. Will City of Ann Arbor need to pre-order bulk fobs/cards to program and mail whenever a new license is issued or will these be auto-shipped from the vendor as new cards/fobs are programmed in the admin portal?

b. City of Ann Arbor would like to provide physical fobs/cards at a low cost or free to the customer so price to purchase must be as low as possible.

SECTION III - MINIMUM INFORMATION REQUIRED

PROPOSAL FORMAT

Offerors should organize Proposals into the following Sections:

A. Professional Qualifications B. Past Involvement with Similar Projects C. Proposed Work Plan D. Outline of Requirements E. Fee Proposal (include in a separate sealed envelope clearly marked “Fee

Proposal”) F. Authorized Negotiator G. Attachments

The following describes the elements that should be included in each of the proposal sections and the weighted point system that will be used for evaluation of the proposals.

A. Professional Qualifications – 10 points

1. State the full name and address of your organization and, if applicable, the branch office or other subsidiary element that will perform, or assist in performing, the work hereunder. Indicate whether it operates as an individual, partnership, or corporation. If as a corporation, include whether it is licensed to operate in the State of Michigan.

2. Include the name of executive and professional personnel by skill and qualification that will be employed in the work. Show where these personnel will be physically located during the time they are engaged in the work. Indicate which of these individuals you consider key to the successful completion of the project. Identify only individuals who will do the work on this project by name and title. Resumes and qualifications are required for all proposed project personnel, including all subcontractors. Qualifications and capabilities of any subcontractors must also be included.

3. State history of the firm, in terms of length of existence, types of services provided, etc. Identify the technical details that make the firm uniquely qualified for this work. Not applicable for individual contractors.

B. Past involvement with Similar Projects – 20 points

The written proposal must include a list of specific experience in the project area that indicates proven ability similar projects. A complete list of client references must be provided for similar projects recently completed. The list shall include the firm/agency name, address, telephone number, project title, and contact person.

C. Proposed Work Plan – 30 points

Provide a detailed and comprehensive description of how the offeror intends to provide the services requested in this RFP. This description shall include, but not be limited to: how the project(s) will be managed and scheduled, how and when data and materials will be delivered to the City, communication and coordination, the working relationship between the offeror and City staff, and the company’s general philosophy in regards to providing the requested services.

Offerors shall be evaluated on the clarity, thoroughness, and content of their responses to the above items.

D. Outline of Requirements – 20 points

Provide an outline of all requirements listed in sect II.3 and how the offeror intends to meet or exceed each requirement. Any requirements that cannot be met must have a detailed explanation and justification.

E. Fee Proposal - 20 points

Fee schedules should be submitted in a separate, sealed, envelope as part of the proposal. Fee quotations are to include the names, title, hourly rates, overhead factors, and any other relevant details. The proposal should highlight key staff and positions that would likely be involved with projects. Offerors shall be capable of justifying the details of the fee proposal relative to personnel costs, overhead, how the overhead rate is derived, material and time.

Fee schedules for consulting work may be formatted as a flat rate for a certain duration of time or number of hours, or an hourly rate. Regardless, the project team would like to be aware of number of hours per week the consultant will be able to devote to this project, during what time of day the hours will be spent (i.e. during business hours or outside of regular business hours, and what time zone that is based on), and whether there is a maximum end date by which the project must be concluded.

F. Authorized Negotiator

Include the name, phone number, and e-mail address of persons(s) in your organization authorized to negotiate the agreement with the City

G. Attachments

Legal Status of Offeror, Conflict of Interest Form, Living Wage Compliance Form, and the Non-Discrimination Form should be returned with the proposal. These elements should be included as attachments to the proposal submission.

PROPOSAL EVALUATION

1. The selection committee will evaluate each proposal by the above-described criteria and point system (A through D) to select a short-list of firms for further consideration.

The City reserves the right to reject any proposal that it determines to be unresponsive and deficient in any of the information requested for evaluation. A proposal with all the requested information does not guarantee the proposing firm to be a candidate for an interview. The committee may contact references to verify material submitted by the offerors.

2. The committee then will schedule interviews with the selected firms if necessary. The selected firms will be given the opportunity to discuss in more detail their qualifications, past experience, proposed work plan and fee proposal.

3. The interview must include the project team members expected to complete a majority of work on the project, but no more than six members total. The interview shall consist of a presentation of up to thirty minutes (or the length provided by the committee) by the offeror, including the person who will be the project manager on this contract, followed by approximately thirty minutes of questions and answers. Audiovisual aids may be used during the oral interviews. The committee may record the oral interviews.

4. The firms interviewed will then be re-evaluated by the above criteria (A through D), and adjustments to scoring will be made as appropriate. After evaluation of the proposals, further negotiation with the selected firm may be pursued leading to the award of a contract by City Council, if suitable proposals are received.

The City reserves the right to waive the interview process and evaluate the offerors based on their proposals and fee schedules alone and open fee schedules before or prior to interviews.

The City will determine whether the final scope of the project to be negotiated will be entirely as described in this RFP, a portion of the scope, or a revised scope.

Work to be done under this contract is generally described through the detailed specifications and must be completed fully in accordance with the contract documents.

Any proposal that does not conform fully to these instructions may be rejected.

PREPARATION OF PROPOSALS

Proposals should have no plastic bindings but will not be rejected as non-responsive for being bound. Staples or binder clips are acceptable. Proposals should be printed double sided on recycled paper. Proposals should not be more than 30 sheets (60 sides), not including required attachments and resumes.

Each person signing the proposal certifies that they are a person in the offeror’s firm/organization responsible for the decisions regarding the fees being offered in the Proposal and has not and will not participate in any action contrary to the terms of this provision.

ADDENDA

If it becomes necessary to revise any part of the RFP, notice of the addendum will be posted to Michigan Inter-governmental Trade Network (MITN) www.mitn.info and/or the City of Ann Arbor web site www.A2gov.org for all parties to download.

Each offeror must acknowledge in its proposal all addenda it has received. The failure of an offeror to receive or acknowledge receipt of any addenda shall not relieve the offeror of the responsibility for complying with the terms thereof. The City will not be bound by oral responses to inquiries or written responses other than official written addenda.

SECTION IV - ATTACHMENTS

Attachment A - Legal Status of Offeror

Attachment B – Non-Discrimination Ordinance Declaration of Compliance Form

Attachment C – Living Wage Declaration of Compliance Form

Attachment D – Vendor Conflict of Interest Disclosure Form

Attachment E – Non-Discrimination Ordinance Poster

Attachment F – Living Wage Ordinance Poster

ATTACHMENT A

LEGAL STATUS OF OFFEROR

(The Respondent shall fill out the provision and strike out the remaining ones.)

The Respondent is:

• A corporation organized and doing business under the laws of the state of _____________, for whom bearing the office title of ____________, whose signature is affixed to this proposal, is authorized to execute contracts on behalf of respondent.*

*If not incorporated in Michigan, please attach the corporation’s Certificate of Authority

• A limited liability company doing business under the laws of the State of ____________, whom _____________________ bearing the title of ________________________ whose signature is affixed to this proposal, is authorized to execute contract on behalf of the LLC.

• A partnership organized under the laws of the State of and filed with the County of , whose members are (attach list including street and mailing address for each.)

• An individual, whose signature with address, is affixed to this RFP.

Respondent has examined the basic requirements of this RFP and its scope of services, including all Addendum (if applicable) and hereby agrees to offer the services as specified in the

RFP.

Date: , Signature

(Print) Name _______________________________ Title ____________________________

Firm: ______________________________________________________________________

Address: ___________________________________________________________________

Contact Phone ____________________ Fax _____________________

Email ___________________________

ATTACHMENT B

CITY OF ANN ARBOR DECLARATION OF COMPLIANCE

Non-Discrimination Ordinance

The “non discrimination by city contractors” provision of the City of Ann Arbor Non-Discrimination Ordinance (Ann Arbor City Code Chapter 112, Section 9:158) requires all contractors proposing to do business with the City to treat employees in a manner which provides equal employment opportunity and does not discriminate against any of their employees, any City employee working with them, or any applicant for employment on the basis of actual or perceived age, arrest record, color, disability, educational association, familial status, family responsibilities, gender expression, gender identity, genetic information, height, HIV status, marital status, national origin, political beliefs, race, religion, sex, sexual orientation, source of income, veteran status, victim of domestic violence or stalking, or weight. It also requires that the contractors include a similar provision in all subcontracts that they execute for City work or programs.

In addition the City Non-Discrimination Ordinance requires that all contractors proposing to do business with the City of Ann Arbor must satisfy the contract compliance administrative policy adopted by the City Administrator. A copy of that policy may be obtained from the Purchasing Manager

The Contractor agrees:

(a) To comply with the terms of the City of Ann Arbor’s Non-Discrimination Ordinance and contract compliance administrative policy.

(b) To post the City of Ann Arbor’s Non-Discrimination Ordinance Notice in every work place or other location in which employees or other persons are contracted to provide services under a contract with the City.

(c) To provide documentation within the specified time frame in connection with any workforce verification, compliance review or complaint investigation.

(d) To permit access to employees and work sites to City representatives for the purposes of monitoring compliance, or investigating complaints of non-compliance.

The undersigned states that he/she has the requisite authority to act on behalf of his/her employer in these matters and has offered to provide the services in accordance with the terms of the Ann Arbor Non-Discrimination Ordinance. The undersigned certifies that he/she has read and is familiar with the terms of the Non-Discrimination Ordinance, obligates the Contractor to those terms and acknowledges that if his/her employer is found to be in violation of Ordinance it may be subject to civil penalties and termination of the awarded contract.

Company Name

Signature of Authorized Representative Date

Print Name and Title

Address, City, State, Zip

Phone/Email address

Questions about the Notice or the City Administrative Policy, Please contact:

Procurement Office of the City of Ann Arbor

(734) 794-6500 Revised 3/31/15 Rev. 0 NDO-2

ATTACHMENT C

CITY OF ANN ARBOR

LIVING WAGE ORDINANCE DECLARATION OF COMPLIANCE

The Ann Arbor Living Wage Ordinance (Section 1:811-1:821 of Chapter 23 of Title I of the Code) requires that an employer who is (a) a contractor providing services to or for the City for a value greater than $10,000 for any twelve-month contract term, or (b) a recipient of federal, state, or local grant funding administered by the City for a value greater than $10,000, or (c) a recipient of financial assistance awarded by the City for a value greater than $10,000, shall pay its employees a prescribed minimum level of compensation (i.e., Living Wage) for the time those employees perform work on the contract or in connection with the grant or financial assistance. The Living Wage must be paid to these employees for the length of the contract/program.

Companies employing fewer than 5 persons and non-profits employing fewer than 10 persons are exempt from compliance with the Living Wage Ordinance. If this exemption applies to your company/non-profit agency please check here [___] No. of employees__

The Contractor or Grantee agrees:

(a) To pay each of its employees whose wage level is not required to comply with federal, state or local prevailing wage law, for work covered or funded by a contract with or grant from the City, no less than the Living Wage. The current Living Wage is defined as $17.42/hour for those employers that provide employee health care (as defined in the Ordinance at Section 1:815 Sec. 1 (a)), or no less than $19.42/hour for those employers that do not provide health care. The Contractor or Grantor understands that the Living Wage is adjusted and established annually on April 30 in accordance with the Ordinance and covered employers shall be required to pay the adjusted amount thereafter to be in compliance with Section 1:815(3).

Check the applicable box below which applies to your workforce

[___] Employees who are assigned to any covered City contract/grant will be paid at or above the applicable living wage without health benefits

[___] Employees who are assigned to any covered City contract/grant will be paid at or above the applicable living wage with health benefits

(b) To post a notice approved by the City regarding the applicability of the Living Wage Ordinance in every work place or other location in which employees or other persons contracting for employment are working.

(c) To provide to the City payroll records or other documentation within ten (10) business days from the receipt of a request by the City.

(d) To permit access to work sites to City representatives for the purposes of monitoring compliance, and investigating complaints or non-compliance.

(e) To take no action that would reduce the compensation, wages, fringe benefits, or leave available to any employee covered by the Living Wage Ordinance or any person contracted for employment and covered by the Living Wage Ordinance in order to pay the living wage required by the Living Wage Ordinance.

The undersigned states that he/she has the requisite authority to act on behalf of his/her employer in these matters and has offered to provide the services or agrees to accept financial assistance in accordance with the terms of the Living Wage Ordinance. The undersigned certifies that he/she has read and is familiar with the terms of the Living Wage Ordinance, obligates the Employer/Grantee to those terms and acknowledges that if his/her employer is found to be in violation of Ordinance it may be subject to civil penalties and termination of the awarded contract or grant of financial assistance.

Company Name Street Address

Signature of Authorized Representative Date City, State, Zip

Print Name and Title Phone/Email address

City of Ann Arbor Procurement Office, 734/794-6500, procurement@a2gov.org 26-27

ATTACHMENT D

VENDOR CONFLICT OF INTEREST DISCLOSURE FORM

All vendors interested in conducting business with the City of Ann Arbor must complete and return the Vendor Conflict of Interest Disclosure Form in order to be eligible to be awarded a contract.

Please note that all vendors are subject to comply with the City of Ann Arbor’s conflict of interest policies as stated within the certification section below.

If a vendor has a relationship with a City of Ann Arbor official or employee, an immediate family member of a City of Ann Arbor official or employee, the vendor shall disclose the information required below.

1. No City official or employee or City employee’s immediate family member has an ownership interest in vendor’s company or is deriving personal financial gain from this contract.

2. No retired or separated City official or employee who has been retired or separated from the City for less than one (1) year has an ownership interest in vendor’s Company.

3. No City employee is contemporaneously employed or prospectively to be employed with the vendor.

4. Vendor hereby declares it has not and will not provide gifts or hospitality of any dollar value or any other gratuities to any City employee or elected official to obtain or maintain a contract.

5. Please note any exceptions below:

Conflict of Interest Disclosure*

Name of City of Ann Arbor employees, elected officials or immediate family members with whom there may be a potential conflict of interest.

( ) Relationship to employee ( ) Interest in vendor’s company ( ) Other (please describe in box below)

*Disclosing a potential conflict of interest does not disqualify vendors. In the event vendors do not disclose potential conflicts of interest and they are detected by the City, vendor will be exempt from doing business with the City.

I certify that this Conflict of Interest Disclosure has been examined by me and that its contents are true and correct to my knowledge and belief and I have the authority to so certify on behalf of the Vendor by my signature below:

Vendor Name Vendor Phone Number

Signature of Vendor Authorized Representative Date Printed Name of Vendor Authorized

Representative

Questions about this form? Contact Procurement Office City of Ann Arbor Phone: 734/794-6500, procurement@a2gov.org

ATTACHMENT E

CITY OF ANN ARBOR NON-DISCRIMINATION ORDINANCE

Relevant provisions of Chapter 112, Nondiscrimination, of the Ann Arbor City Code are included below.

You can review the entire ordinance at www.a2gov.org/humanrights.

Intent: It is the intent of the city that no individual be denied equal protection of the laws; nor shall any individual be denied the enjoyment of his or her civil or political rights or be discriminated against because of actual or perceived age, arrest record, color, disability, educational association, familial status, family responsibilities, gender expression, gender identity, genetic information, height, HIV status, marital status, national origin, political beliefs, race, religion, sex, sexual orientation, source of income, veteran status, victim of domestic violence or stalking, or weight.

Discriminatory Employment Practices: No person shall discriminate in the hire, employment, compensation, work classifications, conditions or terms, promotion or demotion, or termination of employment of any individual. No person shall discriminate in limiting membership, conditions of membership or termination of membership in any labor union or apprenticeship program.

Discriminatory Effects: No person shall adopt, enforce or employ any policy or requirement which has the effect of creating unequal opportunities according to actual or perceived age, arrest record, color, disability, educational association, familial status, family responsibilities, gender expression, gender identity, genetic information, height, HIV status, marital status, national origin, political beliefs, race, religion, sex, sexual orientation, source of income, veteran status, victim of domestic violence or stalking, or weight for an individual to obtain housing, employment or public accommodation, except for a bona fide business necessity. Such a necessity does not arise due to a mere inconvenience or because of suspected objection to such a person by neighbors, customers or other persons.

Nondiscrimination by City Contractors: All contractors proposing to do business with the City of Ann Arbor shall satisfy the contract compliance administrative policy adopted by the City Administrator in accordance with the guidelines of this section. All city contractors shall ensure that applicants are employed and that employees are treated during employment in a manner which provides equal employment opportunity and tends to eliminate inequality based upon any classification protected by this chapter. All contractors shall agree not to discriminate against an employee or applicant for employment with respect to hire, tenure, terms, conditions, or privileges of employment, or a matter directly or indirectly related to employment, because of any applicable protected classification. All contractors shall be required to post a copy of Ann Arbor's Non- Discrimination Ordinance at all work locations where its employees provide services under a contract with the city.

Complaint Procedure: If any individual believes there has been a violation of this chapter, he/she may file a complaint with the City’s Human Rights Commission. The complaint must be filed within 180 calendar days from the date of the individual's knowledge of the allegedly discriminatory action or 180 calendar days from the date when the individual should have known of the allegedly discriminatory action. A complaint that is not filed within this timeframe cannot be considered by the Human Rights Commission. To file a complaint, first complete the complaint form, which is available at www.a2gov.org/humanrights. Then submit it to the Human Rights Commission by e-mail (hrc@a2gov.org), by mail (Ann Arbor Human Rights Commission, PO Box 8647, Ann Arbor, Ml 48107), or in person (City Clerk’s Office). For further information, please call the commission at 734-794-6141 or e-mail the commission at hrc@a2gov.org.

Private Actions For Damages or Injunctive Relief: To the extent allowed by law, an individual who is the victim of discriminatory action in violation of this chapter may bring a civil action for appropriate injunctive relief or damages or both against the person(s) who acted in violation of this chapter.

THIS IS AN OFFICIAL GOVERNMENT NOTICE AND

MUST BE DISPLAYED WHERE EMPLOYEES CAN READILY SEE IT.

ATTACHMENT F

CITY OF ANN ARBOR LIVING WAGE ORDINANCE

RATE EFFECTIVE APRIL 30, 2026 - ENDING APRIL 29, 2027

$17.42 per hour $19.42 per hour If the employer provides health If the employer does NOT care benefits* provide health care benefits*

Employers providing services to or for the City of Ann Arbor or recipients of grants or financial assistance from the City of Ann Arbor for a value of more than $10,000 in a twelve-month period of time must pay those employees performing work on a City of Ann Arbor contract or grant, the above living wage.

ENFORCEMENT

The City of Ann Arbor may recover back wages either administratively or through court action for the employees that have been underpaid in violation of the law. Persons denied payment of the living wage have the right to bring a civil action for damages in addition to any action taken by the City.

Violation of this Ordinance is punishable by fines of not more than $500/violation plus costs, with each day being considered a separate violation. Additionally, the City of Ann Arbor has the right to modify, terminate, cancel or suspend a contract in the event of a violation of the Ordinance.

* Health Care benefits include those paid for by the employer or making an employer contribution toward the purchase of health care. The employee contribution must not exceed $.50 an hour for an average work week; and the employer cost or contribution must equal no less than $1/hr for the average work week.

The Law Requires Employers to Display This Poster Where Employees Can Readily See It.

For Additional Information or to File a Complaint contact Colin Spencer at 734/794-6500 or cspencer@a2gov.org

GSA/PSA/WSA 4-20-23 1

2. DURATION

A. The obligations of this Agreement shall apply beginning on the Effective Date and this Agreement shall remain in effect until satisfactory…