PHA-Wide Snow Removal Services.pdf

DETROIT HOUSING COMMISSION

REQUEST FOR PROPOSALS (RFP)

FOR

PHA-Wide Snow Removal Services

#2026-100-013

Activity Due Date

Issue Date Tuesday, August 04, 2026 Pre-Proposal Conference Date Tuesday, August 18, 2026, 11:00 a.m.

Site Visit Friday, August 21, 2026, 9:00 a.m.

Question Submission Deadline Monday, August 24, 2026, 1:00 p.m.

Due Date Thursday, September 03, 2026, 1:00 p.m.

PLEASE NOTE:

THE DETROIT HOUSING COMMISSION

PROCUREMENT DIVISION

1301 E. JEFFERSON

DETROIT, MICHIGAN 48207

PHONE: 313-877-8643

FAX: 313-877-8087

In order to ensure that all interested bidders/proposers receive all documentation, including riders and addendums, relevant to this bid/RFP/RFQ, the bidder/proposer must obtain a copy of the bid/proposal documents directly from the MITN Purchasing Group (Bidnet Direct) website at https://www.bidnetdirect.com/mitn/detroithousingcommission. DHC will not be responsible for any erroneous or incomplete documentation received from a third party. DHC reserves the right to reject bids/proposals that are submitted based upon incomplete or erroneous bid/proposal documents.

https://www.bidnetdirect.com/mitn/detroithousingcommission

TABLE OF CONTENTS

SECTION I - BACKGROUND

1.01 The Detroit Housing Commission

1.02 Intent of the Request for Proposals

SECTION II - SCOPE OF SERVICES

2.01 Statement of Work

SECTION III - PROPOSAL REQUIREMENTS

3.01 Detailed Proposal

3.02 Experience of the Firm

3.03 Capacity of the Staff

3.04 Cost/Fees

3.05 SBE/MBE/WBE/DBE

3.06 Section 3 Compliance

3.07 Confidential Material

3.08 Freedom of Information Act Requests

3.09 Health and Safety

SECTION IV - EVALUATION

4.01 Evaluation Criteria

4.02 Process for Award

SECTION V - PROCUREMENT PROCESS

5.01 Submission Location

5.02 Submission Method, Date & Time

5.03 Pre-Proposal Conference & Site Visit

5.04 Questions and Interpretations

5.05 Withdrawal of Proposals

5.06 Price and Scope of Work Changes

5.07 Mistakes in Proposals

5.08 Execution of Proposals

SECTION VI – CONTRACT PROVISIONS

6.01 Conflict of Interest

6.02 Cost of Proposal

6.03 Proposal Notification

6.04 Form of Purchase

6.05 Government Restrictions

6.06 Nonconformance to Conditions/Specifications/Scope of Services

6.07 Assignment or Transfer

6.08 Availability of Records

6.09 Patents - Licenses & Royalties

6.10 Permits and Licenses

6.11 Taxes

6.12 Advertising

6.13 Insurance

6.14 Proof of Insurance

6.15 Standards of Conduct

6.16 Removal of Employees

6.17 Supervision

6.18 Performance Evaluation Meeting

6.19 Disputes

6.20 Federal, State & Local Compliance

6.21 Nondiscrimination

6.22 Section 3 Clause

6.23 Project Personnel

6.24 Payment

6.25 Notices

6.26 Cancellation

6.27 Laws

6.28 Contract Documents

6.29 Travel

6.30 Holidays

6.31 Contract Award

6.32 Non-Discrimination

Scope of Services ........................................................................ Attachment Cost/Fee Proposal Form ............................................................. Attachment HUD Form 5369-B ........................................................................ Attachment HUD Form 5370-C ........................................................................ Attachment Section 3 Documents .................................................................. Attachment Insurance Requirements ............................................................ Attachment

REQUEST FOR PROPOSALS (RFP)

PHA-WIDE SNOW REMOVAL

SERVICES Spec No. 2026-100-013

SECTION I – BACKGROUND

1.01 Detroit Housing Commission

The Detroit Housing Commission (DHC) is a Michigan public body corporate organized as a housing agency and operating under the Michigan Housing Facilities Act, MCL 125.653 et seq. Prior to August 2004, DHC was a department of the City of Detroit.

Its mission is to provide quality, affordable housing for low- to moderate-income families, and to make public housing in Detroit a “housing of choice.” DHC is currently comprised of approximately 3800 units of public housing, 144 units of Modernization Rehabilitation over 5 sites, and approximately 6,000 Housing Choice Vouchers under the Housing Choice Voucher (HCV) program.

A five-person Board of Commissioners, authorized by State law, is responsible for the development of housing policy and the authorization of expenditures. Operations and recommendations regarding planning strategies made to the Board of Commissioners and the mayor are the responsibility of the Executive Director of DHC.

DHC currently employs approximately 125 employees, most of whom are unionized. These employees provide clerical, facilities management, maintenance, inspection, design, and support services for approximately 10,000 residents and participants of our public housing and Housing Choice Voucher program.

All questions regarding this Request for Proposal should be directed to:

Khalim Muhammad Procurement Director Detroit Housing Commission 1301 E. Jefferson Detroit, MI 48207 Phone #: 313-877-8089 Email: muhammadk@dhcmi.org mailto:muhammadk@dhcmi.org

1.02 Intent of the Request for Proposals

DHC intends to award a contract to a qualified firm to perform PHA-Wide Snow Removal Services. The contract will be for a term of 1 year, with 4 additional one-year extension options to renew for subject to the necessary approvals. The initial term is anticipated to commence from the date of the Notice to Proceed Letter. The successful Firm will be granted the right to perform the Services described in Section II (Scope of Services) for the specified contract period.

SECTION II - SCOPE OF SERVICES

2.01 Statement of Work

See attachment

SECTION III - PROPOSAL REQUIREMENTS

3.01 Detailed Proposal

A detailed proposal must be submitted together with all the required forms. Firms are urged to keep all proposals focused and as brief as possible while providing enough detail to enable an informed review of the products and services offered. All identified elements must be included for the proposal to be considered complete.

Among required forms are the Vendor Authorization Form, HUD Form 5369-B, and HUD Form 5370-C.

3.02 Experience of the Firm

All proposers shall provide proof of experience of the firm for tasks as described in the Scope of Services/Statement of Work that addresses the following:

Proposers shall demonstrate successful experience and capability in providing the services described in this Request for Proposals. Proposer must submit written evidence of this demonstrated successful experience and ability in providing the resources necessary (equipment, office facilities, and others) for the timely and efficient implementation of the DHC’s goals and objectives as described in this solicitation.

Proposer must possess years of previous experience in performing services similar to those requested herein and must describe the organizations where the services took place.

3.03 Capacity of the Staff

All Proposers shall provide the capacity of the staff that addresses the following:

The Proposer(s) must demonstrate successful experience and capability of the staff and sub-consultants proposed for this engagement in providing the services described in this Request for Proposals. Proposers shall provide written evidence that the services will be provided by experienced and qualified personnel, capable of performing the functions and responsibilities outlined in the Scope of Services.

Proposer’s staff must have years of previous experience in performing services similar to those requested herein.

The Proposer(s) shall submit an organizational chart showing the management/staff/administration of their office and a flow chart of key personnel (professional and technical staff) performing the services specified in the RFP.

Provide the individuals and titles of the people who will fulfill the roles as identified in the Cost/Fees Proposal Form. Indicate the individual who will be the primary point of contact with the DHC. It is required that any Team Member(s) identified in the submittal are firmly committed to the project.

3.04 Cost/Fees

Proposals must include a fee schedule for the services to be rendered. The schedule should indicate the cost of services and specify that all costs shall be held firm and fixed by the firm for a period of at least Three Hundred Sixty-Five (365) days following submission of the proposal.

Firms must clearly and unambiguously specify the cost of the services in their proposals. Any reimbursable fees should be identified separately.

Any other taxes, fees, or commissions applicable to the proposed contract are the responsibility and liability of the proposer, who must include these costs in the price of the goods and services.

3.05 Small/Minority/Women/Disadvantaged Business

It is the policy of DHC to encourage its contractors to understand the agency’s policies to expand access to business opportunities for small business enterprises (SBE), women-owned business enterprises (WBE), minority owned business enterprises (MBE), and/or disadvantaged business enterprises (DBE). Each Proposer must provide a brief policy statement on these matters, including any plans to create equal access to opportunities on its own team and project expenditures. This should include a specific list of intended and/or potential consultants and/or sub-consultants for each category referenced above, and the percentage of work that will be performed by each consultant and/or sub-consultant. If the respondent firm identifies as one of the above categories, the submission should also include documentation or other certification verifying the category indicated.

3.06 Section 3 Compliance

Demonstrated experience and/or commitment of the Proposer to assisting the DHC in meeting its requirements and goals related to the Section 3 Clause. The Proposer shall demonstrate the ability to comply with HUD’s requirement for Economic Opportunities for Recipients of HUD Assistance.

3.07 Confidential Materials

Any material submitted by the Proposer that is to be considered confidential must be clearly marked as such.

3.08 Freedom of Information Act Requests

Proposers who request a copy of the proposals of others before DHC makes an award will be ineligible for further consideration for the award of this RFP.

3.09 Health and Safety Requirements [Only during COVID-19 Protocol Periods]

The Contractor, while performing Services on DHC property, agrees to comply with applicable OSHA requirements and all applicable state and local health and safety requirements applicable to the Services to be provided under this Contract. This obligation includes, but is not limited to, measures to mitigate the spread of the coronavirus.

Specifically, the Contractor shall develop procedures to screen its employees for COVID- 19 symptoms and to ensure its employees engage in social distancing, wear face coverings, and stay home when sick. To the extent DHC’s health and safety procedures are more stringent than the Contractor’s, the Contractor shall comply with DHC’s procedures. The Contractor is responsible for providing its employees, at its expense, with any required personal protective equipment (“PPE”).

Contractor is to report to the front desk/security booth of the assigned property before any work is initiated. A health screen is required before entering the property.

SECTION IV - EVALUATION

4.01 Evaluation Criteria

Proposals will be evaluated by DHC against the following criteria.

1. Experience of the Firm in Sec. 3.02 0-35 points

2. Capacity of the Staff as addressed in Sec. 3.03 0-30 points

3. Cost/Fees in Sec. 3.04 0-20 points

4. Small/Minority/Women/Disadvantaged Business in Sec. 3.05 0-10 points

5. Section 3 Compliance in Section 3.06 0-5 points

TOTAL 100

points

Proposals will be scored on a one-hundred-point (100) scale by an evaluation committee scoring the technical criteria in accordance with the evaluation criteria set forth above. Each Respondent must indicate its fees in accordance with section 3.04.

Fees must be reasonable and justifiable and must reflect the proposed approach/work plan. DHC will award the responsive and responsible Respondent(s) whose proposal conforms to this RFP and whose combined scores under this section provide the best value. Notwithstanding anything contained herein, DHC reserves the right to make an award based on any other relevant considerations and in the best interest of DHC.

For this RFP, DHC will use the ration method for scoring proposed fees. Under this method, the lowest prices receive the maximum points allowed. All other proposals will receive a percentage of points available based on their proposed prices’ relationship to the lowest, using the following formula: [Ration method is not the only method to score price. Contracting Officer may use alternative quantifiable scoring methods.]

(A/B) x C = D

A = Lowest proposed price B = Other respondents’ proposed price C = Maximum number of price points available D = Score

(Lowest proposed price, divided by other respondents’ price, times the maximum points allowed equals score.)

Example: The lowest proposed price is $100,000. The next lowest proposed price is $125,000. The maximum total points available for price is 10. The lowest proposed price of $100,000 will receive the maximum of 10 points. The next lowest proposed price of $125,000 will receive 8 points ($100,000/$125,000 = .080) x 10 = 8.

DHC reserves the right to make an award decision based solely on the electronically submitted proposals without any request for presentations, formal interviews, negotiations, or further discussions.

Following the submissions, the evaluation committee will evaluate and summarize their findings for each firm that participates (in a competitive range) and will submit scores to the Procurement Officer. DHC will award the responsive and responsible Respondent(s) whose proposal conforms to this RFP and whose combined total score for price, compliance, technical factors, and oral presentations (if applicable) provides the best value to DHC. Notwithstanding anything contained herein, DHC reserves the right to make an award based on any other relevant considerations and in the best interest of

DHC.

The DHC reserves the right to reject any and all proposals and may secure services solicited by this RFP by means of non-competitive proposals in accordance with 2 CFR

200.320 (f)(4), or to resolicit competitive proposals.

4.02 Process for Award

Without limitation and at its sole option, DHC reserves the right to accept or reject any or all proposals, to take exception to these RFP specifications, to negotiate with finalists, or to waive any informality. Firms may be excluded from further consideration for failure to fully comply with the specifications of this RFP. DHC may decide to reject all proposals and/or to reissue this RFP with modifications.

DHC will not award contracts to proposers that are debarred, suspended, or otherwise determined ineligible by HUD or other government agencies, nor to proposers that DHC has determined to be non-responsible.

DHC reserves the right to make an award based solely on the original proposals received or to negotiate further with proposers. The proposer selected for the award will be chosen on the basis of an assessment of the greatest benefit to DHC, not necessarily on the basis of the lowest price. DHC also reserves the right to negotiate and award any element of this RFP, make multiple awards, reject any or all proposals, or waive any minor irregularities or technicalities in proposals received as the best interest of DHC may require.

SECTION V - PROCUREMENT PROCESS

5.01 Submission Location

Proposals shall be obtained from and submitted online via MITN BidNet Direct.

Due to the current pandemic, we will not be accepting hard copies of responses.

All responses must be submitted at:

5.02 Submission Method, Date, and Time

One (1) copy of the proposal shall be submitted. All responses must be submitted online via MITN BidNet Direct. Proposals must be received by Thursday, September 03, 2026, at 1:00 pm EST. Proposals will not be opened publicly. It is the firm’s responsibility to ensure that its proposal is delivered at the proper time and place.

5.03 Pre-Proposal Conference & Site Visit

A pre-proposal conference will be held with interested firms to provide additional information and answer questions. All interested firms are encouraged to attend. The conference will be held via ZOOM. Please contact the Procurement Compliance Officer, Amanda Corley, at corleya@dhcmi.org to confirm attendance.

Topic: 2026-100-013 PHA-Wide Snow Removal Services Pre-Proposal Conference Time: Aug 18, 2026, 11:00 AM Eastern Time (US and Canada) https://dhcmi-org.zoom.us/j/84165155589?pwd=t6ebHdEMImwL9lS0ZaNsqPUDRYXDR6.1

Meeting ID: 841 6515 5589 Passcode: 225675

A guided site visit will be held with interested firms to provide additional information and answer questions. All interested firms are encouraged to attend. The site visit will be on Friday, August 21, 2026. Please contact the Procurement Compliance Officer, Amanda Corley, at corleya@dhcmi.org to confirm your RSVP. DHC is limiting attendance to no more than 2 representatives per respondent’s team.

RSVP notices should be provided to Amanda Corley via email by Wednesday, August 19, 2026, 4:00 pm EST. Once an RSVP request has been validated, site locations and orders will be provided.

For fairness, respondents cannot have conversations with property management staff, residents, or stakeholder groups outside of structured DHC-organized events throughout the duration of this RFP.

5.04 Questions and Interpretations

All inquiries to this RFP must be submitted via MITN/BidNet by the date indicated on the first page of this document. Inquiries should refer to specific chapter numbers of this RFP and, where appropriate, paragraph numbers. DHC may, at its option, elect to respond in writing to inquiries. Copies of any such written communication shall be made mailto:corleya@dhcmi.org https://dhcmi-org.zoom.us/j/84165155589?pwd=t6ebHdEMImwL9lS0ZaNsqPUDRYXDR6.1 mailto:corleya@dhcmi.org available to all prospective bidders. No interpretation shall be considered binding unless provided in writing by DHC.

5.05 Withdrawal of Proposals

Proposals may be withdrawn by written, certified mail to DHC at the above-listed address prior to the proposal deadline date. Negligence on the part of the vendor in preparing the proposal confers no right of withdrawal or modification of the proposal after the proposal deadline has elapsed.

5.06 Price and Scope of Work Changes

All proposals should be firm and not subject to change by the vendor for a period of ninety days (90) from the proposal deadline date. Note, however, that DHC reserves the option to negotiate prices downward and to negotiate additional scope of work and cost changes based on final negotiations with the selected vendor.

5.07 Mistakes in Proposals

If a mistake in a proposal is suspected or alleged, the proposal may be corrected or withdrawn during any negotiations that are held. If negotiations are not held, or if best and final offers have been received, the Firm may be permitted to correct a mistake in its proposal, and the intended correct offer may be considered based on the conditions that follow:

The mistake and the intended correct offer are clearly evident on the face of the proposal.

The Firm submits written evidence which clearly and convincingly demonstrates both the existing offer, and such a correction would not be contrary to the fair and equal treatment of other Firms.

Mistakes discovered after award shall not be corrected unless DHC Counsel makes a written determination that it would be disadvantageous to DHC not to allow the mistake to be corrected. The approval or disapproval of requests of this nature shall be in writing by DHC’s Legal Counsel.

5.08 Execution of Proposals

The original proposal must contain a manual signature of an authorized representative of the Firm. The proposal must be typed or printed in ink. Use of erasable ink is not permitted. All corrections made on the proposal sheets must be initialed by the authorized representative. The company name must appear on each sheet. The proposal must include all documents, materials, and information required herein.

SECTION VI - CONTRACT PROVISIONS

6.01 Conflict of Interest

a. The Firm warrants that to the best of its knowledge and belief and except as otherwise disclosed, it does not have any organizational conflict of interest. Conflict of interest is defined as a situation in which the nature of work under this contract and the Firm's organizational, financial, contractual, or other interests are such that:

1. Award of the contract may result in an unfair competitive advantage; or

2. The Firm’s objective in performing the contract work may be impaired. In the event the Firm has an organizational conflict of interest as defined herein, the Firm shall disclose such conflict of interest fully in the proposal submission.

b. The Firm agrees that if, after award, he or she discovers an organizational conflict of interest with respect to this contract, he or she shall make an immediate and full disclosure in writing to the General Manager-Purchasing, which shall include a description of the action which the Firm has taken or intends to take to eliminate or neutralize the conflict. DHC may, however, terminate the contract if it is in its best interest.

c. In the event the Firm was aware of an organizational conflict of interest before the award of this contract and intentionally did not disclose the conflict to the General Manager-Purchasing, DHC may terminate the contract for default.

d. The provisions of this clause shall be included in all subcontracts and consulting agreements wherein the work to be performed is like the service provided by the Firm. The Firm shall include in such subcontracts and consulting agreements any necessary provisions to eliminate or neutralize conflicts of interest.

e. No member of or delegate to the U.S. Congress or Resident Commissioner shall be allowed to any share or part of this contract or to any benefit to arise. This provision shall be construed to extend to this contract if made with a corporation for its general benefit.

f. No member, officer, or employee of DHC, no member of the governing body of the locality in which the project is situated, no member of the governing body in which DHC was activated, and no other public official of such locality or localities who exercises any functions or responsibilities with respect to the project, shall, during his or her tenure, or for one year thereafter, have any interest, direct or indirect, in this contract or the proceeds thereof.

g. No member, officer, or employee of the firm selected to perform the services described above shall, during the term of their contract, or for one year thereafter, have any interest, direct or indirect, in any contract that they are responsible for procuring, managing, or overseeing in the proceeds of any such contract.

h. DHC reserves total discretion to determine the proper treatment of any conflict of interest disclosed under this provision.

6.02 Cost of Proposal

Vendors are responsible for all their costs associated with the preparation of proposals, the demonstration and interview process, and the contract negotiation process. All costs incurred, directly or indirectly, associated with the preparation of proposals shall be the sole responsibility of and shall be borne by the respondents.

6.03 Proposal Notification

After the award is made, a list of Firms submitting proposals will be posted for review by interested parties on the first floor of DHC’s Administrative Office (1301 E. Jefferson, Detroit, MI 48207) and will remain posted for a period of ten (10) days. The list will be furnished upon written request only and will not be provided by telephone. A self-addressed, stamped envelope must be included with the written request. Each unsuccessful vendor will be notified in writing promptly upon award. The notice shall identify the successful Firm.

6.04 Form of Purchase

The acceptance of the proposed Firm’s offer for the services specified herein will be made by issuance of a duly authorized contract or purchase order prepared by DHC. Vendors are cautioned to make no assumptions or accept any representations by any employee, member, officer, or representative of DHC concerning the award until a contract agreement is executed.

6.05 Government Restrictions

In the event any governmental restrictions may be imposed which would necessitate alteration of the material, quality, workmanship, or performance of the goods or services offered, it shall be the responsibility of the successful Firm to immediately notify DHC in writing specifying the regulation which requires alteration. DHC reserves the right to accept any such alteration, including any reasonable price adjustments occasioned thereby, or to cancel the contract at no expense to DHC.

6.06 Nonconformance to Conditions/Specifications/Scope of Services

Services will be inspected for compliance with specifications. Services not conforming to specifications may not be accepted at the Firm’s expense. Services not provided in accordance with the Scope of Services may result in the Firm being found in default. In the event of default, all procurement costs may be charged against the Firm. Any violations of these stipulations may result in the Firm’s name being removed from DHC’s proposal mailing list.

6.07 Assignment or Transfer

The successful Firm shall not assign or transfer any interest in the contract, in whole or in part, without the written approval of DHC. Claims for sums of money due, or to become due from DHC pursuant to the contract, may be assigned to a bank, trust company or other financial institution. DHC is hereby expressly relieved and absolved of all liability in the event a purported assignment or subcontracting of the contract is attempted in the absence of the Firm obtaining DHC's prior written consent.

6.08 Availability of Records

The Comptroller General of the United States, the Department of Housing and Urban Development (HUD), DHC and any duly authorized representative of each, shall have full and free access to, and the right to audit and to make excerpts and transcripts from, any and all pertinent books, records, documents, invoices papers and the like, of the vendor, or in the possession of the Firm, which shall relate to, or concern the performance of the contract.

6.09 Patents - Licenses and Royalties

The successful Firm shall indemnify and save harmless DHC and its employees from liability of any kind, including cost and expenses for or on account of any copyrighted, patented, or non-patented invention, process, or article manufactured or used in the performance of the contract, including its use by DHC. If the vendor uses any design, device, or material covered by letters, patents, or copyrights, it is mutually agreed and understood that the proposal prices shall include all royalties or costs arising from the use of such design, device, or materials involved in the work. Further, all residual rights to Patents, Licenses, and Royalties (e.g., software and license to use same purchased) shall revert to DHC at the end of the Agreement.

6.10 Permits and Licenses

The successful Firm shall obtain all permits and licenses that are required for performing its work. The Firm shall pay all related fees and costs in connection with required permits and licenses. Proof of ownership shall be made on all software used in the execution of the contract. The Firm will hold DHC harmless for any violation of software licensing resulting from breaches by employees, owners, and agents of the Firm.

6.11 Taxes

The successful Firm is responsible for all state and federal payroll and/or social security taxes. The Firm shall hold DHC harmless in every respect against tax liability.

6.12 Advertising

In submitting a proposal, the Firm and its consultants agree not to use the results as a part of any commercial advertising.

6.13 Insurance

a. Insurance. The selected Firm shall maintain at its expense during the term of the Contract the following insurance.

b. Waiver. The selected Firm shall not hold DHC liable for any personal injury incurred by its employee, agent, consultant, contractor, or subcontractor while working on this project. The Firm agrees to hold the city harmless from any such claim by its employees, agents, consultants, contractors, or subcontractors, unless a Court having jurisdiction finds there is gross negligence of an employee of DHC while acting within the scope of their employment.

c. The insurance company covering the Firm must be licensed to do business in the State of Michigan and have a Best’s Guide rating of A+ or higher.

6.14 Proof of Insurance

The successful Firm shall furnish to DHC a certified copy of the policy or policies covering the work required in the specifications as evidence that the insurance required will be maintained in force for the entire duration of the contract with DHC. DHC must be listed as an additional insured.

6.15 Standards of Conduct

The successful Firm shall be responsible for maintaining satisfactory standards of its employees’ competence, conduct, courtesy, appearance, honesty, and integrity. It shall be responsible for taking such disciplinary action with respect to any of its employees as may be necessary.

6.16 Removal of Employees

DHC may request the successful Firm to immediately remove from assignment to DHC and/or dismiss any employee found unfit to perform duties due to one or more of the following reasons:

1. Neglect of Duty.

2. Disorderly conduct, use of abusive or offensive language, quarreling, intimidation by words or actions, or fighting.

3. Theft, vandalism, immoral conduct, or any other criminal action.

4. Selling, consuming, possessing, or being under the influence of intoxicants, including alcohol, or illegal substances while on assignment at DHC.

6.17 Supervision

The successful Firm shall always provide adequate competent supervision during the performance of the contract. To that effect, a qualified consultant and one or more alternates shall be designated in writing to DHC prior to contract start. The Firm or his designated representative shall be readily available to meet with DHC personnel. The successful Firm shall provide the telephone numbers where its representative(s) can be reached.

6.18 Performance Evaluation Meeting

The selected Firm shall be readily available to meet with representatives of DHC weekly during the first month of the contract and as often as necessary thereafter. A mutual effort will be made to resolve all performance problems identified at these meetings.

6.19 Disputes

a. Issues Causing Protest. Any Firm that disputes the reasonableness, necessity, or competitiveness of the terms and conditions of this Solicitation or that has been adversely affected by a decision concerning a notice of intended or actual purchase award may file a written notice of protest with the contact person listed in the solicitation.

b. Filing the Protest. The Firm must first advise the contact person listed in the solicitation in writing within 48 hours after receipt of the bid solicitation or intended or actual notice of award of its intent to file a formal written notice with the contact person listed in the solicitation.

c. Content of Formal Written Notice. The formal written notice should be printed, typewritten, or otherwise duplicated in legible form and submitted online at https://www.dhcmi.org/freedom-of-information-act. The formal written notice of protest should contain the information that follows:

(1) The name and address of the Firm filing the protest and an explanation of how its substantial interests have been affected by the bid solicitation or by DHC’s notice of intended or actual award.

(2) A statement of how and when the Firm filing the protest received notice of the bid solicitation or notice of intended or actual award.

https://www.dhcmi.org/freedom-of-information-act

(3) A statement of all issues of disputed material fact. If there are none, the protest must indicate.

(4) A concise statement of the ultimate facts alleged, as well as DHC’s policies, which entitle the Firm filing the protest to relief.

(5) A demand for relief that the Firm deems itself entitled.

(6) Any other information which the Firm contends is material.

d. Response to Protest. Upon receipt of a timely filed Notice of Protest and meeting the above requirements, the solicitation process or award process will be stopped until the protest is resolved. The Executive Director, with the Division Director’s recommendation, if it is deemed necessary, may set forth in writing particular facts and circumstances that require continuance of the solicitation process on an emergency basis without the above-mentioned delay to avoid immediate or serious danger to health, safety, or welfare. This written determination will specifically detail the facts underlying the Executive Director’s decision and will constitute final agency action.

e. Informal Resolution. Upon receipt of the formal written notice of protest or with intent to protest, the Review Team must attempt to resolve the protest on an informal basis. The Review Team will have seven (7) days after receiving the formal written protest to resolve it through mutual agreement. If the protest is not resolved by mutual agreement within the required time, the formal written protest will be referred to the Executive Director.

f. Resolution. The Executive Director may request such information pertaining to the matter as he/she deems appropriate. Within seven (7) days of the date that the formal written protest is referred to him/her, the Executive Director will notify the Firm making the protest of his/her decision.

6.20 Federal, State & Local Reporting Compliance

The Firm shall provide such financial and programmatic information as required by DHC to comply with all Federal, State, and local law reporting requirements.

6.21 Nondiscrimination

The Firm agrees that it will abide by City Ordinances and State Laws incorporated by reference herein (Please Refer to 6.32).

6.22 Section 3 Clause (N/A)

Every applicant, recipient, contracting party, contractor, and subcontractor shall incorporate or cause to be incorporated a “Section 3 Clause” in all contracts for work in connection with a Section 3 covered development. The Section 3 Clause is in Attachment I of this RFP.

All proposals must also include a Compliance Plan for Section 3 requirements. The Compliance Plan for Section 3 requirements is in Attachment I.

6.23 Project Personnel

Except as formally approved by DHC, the key personnel identified in the accepted proposal shall be the individuals who will complete the work, at the proposed levels of effort. Changes in staffing must be proposed in writing to DHC and approved.

6.24 Payment

Pursuant to the schedule of deliverables or negotiations under each task order, DHC shall make periodic payments for services provided.

Firm awarded a contract will provide a monthly invoice that contains a summary of activities with actual man-hours of work performed by title, including any reimbursable expenses. The invoice is to be sent or emailed to:

Detroit Housing Commission Accounts Payable 1301 E. Jefferson Detroit, Michigan 48207 ap@dhcmi.org

The DHC will process payment within thirty (30) calendar days after receipt of acceptable invoices completed in accordance with the terms specified herein, and all supporting documentation necessary for the DHC to verify the services invoiced under this Contract.

6.25 Notices

All written notices required to be given by either party under the terms of the contract(s) resulting from the contract award shall be addressed to the Firm at their legal business residence as given in the contract. Written notices to DHC shall be addressed as provided in the contract.

6.26 Cancellation

Irrespective of any default hereunder, DHC may also, at any time at its discretion, cancel the contract in whole or in part. In the event of cancellation, the Firm shall be entitled to receive equitable compensation for all work completed and accepted prior to such termination or cancellation as shall be indicated in the contract.

mailto:ap@dhcmi.org

6.27 Laws

The contract shall be governed by the laws of the State of Michigan.

6.28 Contract Documents

Written contract documents will be prepared by DHC. A copy of the standard Professional Services Contract document may be obtained by contacting the Purchasing Division at procurement@dhcmi.org. Modifications may be adopted based on final negotiations and specific requirements of the contract under this RFP.

6.29 Travel

All travel and miscellaneous expenses will be borne by the Firm unless otherwise provided in the contract for services.

6.30 Holidays

DHC observes the following Holidays. No service will be performed on these dates unless specifically approved by DHC in writing.

New Year’s Day M.L. King’s Birthday Good Friday Memorial Day Juneteenth Independence Day Labor Day Veterans Day Thanksgiving Day Day after Thanksgiving Christmas Eve Christmas Day New Year’s Eve

6.31 Contract Award

The Contract for services as requested in this RFP document may be subject to the approval of DHC’s Board of Commissioners and the Department of Housing and Urban Development.

6.32 Non-Discrimination

In accordance with the U.S. Constitution and all federal legislation and regulations governing fair employment practices and equal employment opportunity including, but not mailto:procurement@dhcmi.org limited to Title VI (42 USC 2000d, et seq.) and Title VII )42 USC 2000e, et seq.) of the Civil Rights Act of 1964 (P.L. 88-352, 78 Stat. 241) and the U.S. Department of Justice regulations (28 CFR Part 42, et seq.) and the U.S. Department of Labor regulations (29 CFR Part 1601, et seq.) issued pursuant to those Titles, Executive Order 11246 (September 24, 1965) as amended, the Michigan Constitution and all state laws and regulations governing fair employment practices and equal employment opportunity, including but not limited to the Michigan Civil Rights Act (P.A. 1976 No. 453) and the Michigan Handicappers Civil Rights Act (P.A. 1976 No. 220), the Contractor agrees that it shall not discriminate against any employee or applicant for employment with respect to hire, tenure, terms, conditions or privileges of employment because of religion, race, color, national origin, age, sex, sexual orientation, height, weight, marital status or handicap that is unrelated to the individual’s ability to perform the duties of a particular assignment or position. The Contractor hereby recognizes the right of the United States and the State of Michigan to seek judicial enforcement of the foregoing covenant against discrimination, against itself or its subcontractors connected directly or indirectly with the performance of this Contract.

In addition, the Contractor shall take affirmative action to ensure that applicants are employed and that employees are treated during employment without regard to their race, color, religion, sex, sexual orientation, or national origin. Such actions shall include, but not be limited to, employment, upgrading, demotion, transfer, recruitment, layoff or termination, rates of pay or other forms of compensation, and selection for training, including apprenticeship. To the extent this contract involves construction and/or the oversight and administration of construction contracts, Contractor shall take all steps reasonably necessary to ensure that construction contractors comply with the City of Detroit Mayor’s Executive Order No. 22 (August 29, 1983).

-END-