RFB - 530688 Community Outreach and Canvassing Services.docx

Detroit Water & Detroit Water & Sewerage Department

Request for Bids - SERVICES

RFB# 530688

Sewerage Department

Request for Bid

DATE OR PROJECT NAME

REQUEST FOR BIDS FOR

Community Outreach and Canvassing Services

This document refers to Water and Sewerage Department (“DWSD”) (collectively, "DWSD"), a City of Detroit municipal corporation.

Request for Bid (RFB) - Schedule of Events

4/8/25

RFB published on www.bidnet.com (MITN)

N/A

Pre-Bid Conference and/or Site Tour [Location address and/or Phone number]

4/22/25

Date DWSD will issue Addendum with answers to Bidder Questions by (if any) Reference RFB #530688

Bids must be submitted via www.bidnet.com

LATE BIDS WILL NOT BE ACCEPTED.

9/1/2025

Anticipated Contract Start Date

Procurement Specialist 2 sherry.jones@detroitmi.gov

Although every effort will be made to follow this schedule, the DWSD reserves the right to modify the dates as necessary and to accommodate special circumstances. Any such revision will be formalized by the issuance of an addendum to the RFB and will be published on the MITN BidNet system (www.bidnet.info). All bids are due by the time specified. Any bid received after the time and date specified for receipt shall be considered late and non-responsive.

Table of Contents

1.0 INFORMATION AND INSTRUCTIONS

1.1 General Information

The Detroit Water and Sewerage Department is one of the largest water and sewer utilities in the United States serving more than 200,000 Detroit residential and commercial accounts including a city population of nearly 680,000. DWSD’s water network consists of more than 2,700 miles of transmission and distribution mains and nearly 3,000 miles of sewer collection piping.

The Detroit Water and Sewerage Department (herein called "DWSD") is seeking businesses to submit bids to furnish:

Community Outreach and Canvassing Services for a term of 3 years with an anticipated start date of September 1, 2025

1.2 Definitions

A. Agreement – a contract between the Contractor and DWSD.

B. Authorized Delegate - the individual assigned procurement authority whom allows the procurement of goods and services to be undertaken at the most appropriate level in the organization, striking a balance between freedom of action of the “requestor” and the need to retain adequate control over the procurement process, the need for which will be dependent upon the nature of the requirement and the anticipated total value of the purchase.

C. Contractor – a person or entity responding to this RFB.

D. DBA – “doing business as.”

E. Default - the failure of the Contractor to fulfill the obligations of their Formal Bid shall be construed as a material breach of this Contract.

F. Detroit Based Business – a business which pays city income taxes on the business’s net profits and pays city property taxes on a plant or office and equipment which are ordinarily required for the furnishing of the goods or the performance of the services required by a contract and referred to in an application for certification as a Detroit Based Business, or other real or personal property in the City equivalent in value to such plant or office and equipment for not less than one (1) taxable year immediately prior to the date of the application for certification as a Detroit based Business.

G. Detroit Resident Business - any business that employs a minimum of four (4) employees at least fifty-one (51) percent that are City residents.

H. Discussions- for the purposes of this RFB, a formal, structured means of conducting written or oral communications/presentations with responsible Contractors who submit bids in response to this RFB.

I. DWSD – Detroit Water and Sewerage Department.

J. Equalization - the application of a uniform percentage increase or decrease to assessed values of various areas or classes of property in order to bring assessment levels, on average, to the same percentage of market value.

K. Joint Venture - a contractual association of business entities, one of which is a DRB / DBB (or both), which association has been created to perform a specific contract, and is evidenced by a written agreement which provides at a minimum that the Detroit Based Business or Detroit Resident Business:

a. Is substantially included in all phases of the contract, including, but limited to, quoting and staffing; and

b. Provides at least fifty-one (51) percent of the total performance, responsibility, and project management of a specific job; and

c. Receives at least fifty-one (51) percent of the total remuneration from a specific contract; and

d. Shares in profits and losses.

L. Mentor Venture - a joint venture of separate firms, one of which is a Detroit Based Business or Detroit Resident Business, which has been created to perform a specific contract and is evidenced by a written agreement which provides at a minimum that the Detroit Based Business or Detroit Resident Business:

a. Is substantially included in all phases of the contract including, but not limited to quoting and staffing; and

b. Provides at least thirty (30) percent of the total performance, responsibility and project management of a specific job; and

c. Receives at least thirty (30) percent of the total remuneration from a specific contract; and Shares in profits and losses.

M. Optional-use Contract – DWSD may enter into a contract for services that may be needed at some point in the future, with no guarantee that services will be performed. These contracts are referred to as ‘optional-use’/‘as needed’.

N. RFB – Request for Bid; a solicitation method through which a contract is awarded to the lowest responsive and responsible contractor.

O. Responsible – a term that indicates the respondent meets the specified minimum qualifications, as specified within the RFB document. Responsibility is further demonstrated through the submission of forms, including insurance forms, after notice of a Contract Award Notice.

P. Responsive – a term that indicates the respondent has responded in full to all elements of the RFB.

Q. Shall/Should/Must – these terms denote mandatory requirements.

1.3 About this Solicitation

Please refer to Attachment C for the full description of Scope of Work..

DWSD reserves the right to award by lowest price per line or by lowest lump sum price at its sole discretion. In addition, DWSD also reserves the right to award one or multiple contracts resulting from this RFB.

1.4 Addendums, Questions and Inquiries

It is the responsibility of the contractor to check for any addendum and/or notices posted on MITN website and to make inquiry as to the changes or notices issued. Only written notices or addendum duly issued by DWSD shall constitute revisions to this solicitation. Contractors are advised that no oral interpretation, information or instruction by any officer or employee of the DWSD shall be binding upon DWSD.

Each interpretation or correction, as well as any additional provision that DWSD may decide to include in this solicitation, will be made only as an addendum, which will be available on MITN.

Should contractors be in doubt as to the true meaning of any portion of this solicitation, find any ambiguity, inconsistency, or omission herein, or intend to take exception to any requirement of the solicitation, the contractor must make a written request directly to the Procurement Specialist listed on page 2 for an official interpretation or correction by the questions and inquiries date established in this solicitation. The sole point of contact for this RFB is the DWSD Procurement Specialist listed on page 2. Should the specified point of contact be out of the office and unavailable to respond, the DWSD Procurement Manager maybe contacted for a substitute. Contacting any other DWSD personnel, agent, consultant, or representative about this RFB until awarded, is prohibited and may result in contractor disqualification.

Any addendum(s) issued by DWSD shall become part of this solicitation and shall be taken into account by each Contractor in preparation of its response to this solicitation. Contractors shall submit the latest revision of any form(s) or attachment(s) issued by an addendum.

It is the responsibility of the Contactor to review the DWSD Terms and Conditions attached to this RFB and comply with all requirements therein.

The Contractor is obligated to supply the services that DWSD requires for its operations.

Contractors must follow these bid instructions and provide a complete response to the items indicated on the RFB submittal checklist. References and links to websites or external sources may not be used in lieu of providing the information requested in the RFB within the bid. Failure to respond to each of the requirements in the RFB may be the basis for rejecting a bid.

Section 5.0 of this document provides detail on the required components of this bid and a submittal checklist is provided as Attachment A.

Please refer to the Schedule of Events for deadlines and key target dates.

Contractors MUST submit their bid via MITN. Additionally, duplicate copies of all descriptive literature and/or samples must be provided upon request by the DWSD Procurement Specialist mentioned on the title page/the DWSD Procurement Specialist.

Include the contractor’s company name in the header of all documents submitted with your bid.

Contract award will be per DWSD’s Procurement Policy and procedures.

2.2 RFB Completion Disclaimer

It shall be the responsibility of the Contractor to thoroughly review the provisions of this RFB. After executing the contract, no consideration will be given to any claim of misunderstanding. Unless otherwise noted in Attachment D, the Contractor’s response to this RFB shall be deemed as its acceptance of the terms of this RFB. Any exceptions will be factored in to the evaluation decision. After executing the contract, no consideration will be given to any claim of misunderstanding.

Contractors interested in doing business with DWSD must:

1. Register with The City of Detroit to do business with DWSD and create a supplier portal account. Instructions can be found below.

Instructions: To register with The City of Detroit: Visit www.detroitmi.gov/supplier to watch the video titled: “Oracle Supplier Portal Cloud New Supplier Registration Video Instructions.” Then, click on the homepage link titled: “New Supplier Registration” to begin the Oracle Supplier Portal Registration.

You'll need the following to successfully complete your registration:

· Tax Payer ID; attach a current W-9

· Valid Email Address (Remittance Email address)

· Business Classification (MBE, WBE) Certification

· Administrative Contact w/ Valid Email Address; list of everyone who will be involved in the Bid (i.e. Sales, Customer Service, Accounts Receivables and Finance)

· Bank Name, Routing number, Account number

Should you have concerns or receive any "Error Messages" during this process, reach out to the Procurement Specialist contact listed on the Cover Page.

2. Submit valid & approved City of Detroit Clearances with bid response. Note: Clearance applications must be approved prior to submission of this RFB. Please allow sufficient time for this when preparing your response.

Instructions: Clearance application must be completed and submitted online via:

http://bit.ly/detroitclearances

If awarded a contract, approved Clearances must be maintained throughout the entire contract term, including any extensions or renewal options. It is the Contractor’s responsibility to ensure their clearances are updated on an annual basis.

3. Complete & Submit the following additional Required Documents with your bid:

a. Attachment D – Exceptions to Contract Scope and/or Terms Form

b. Attachment E – Price Form

c. Attachment F – Signature Form

d. Attachment G – Bidder Performance History & Reference Form

e. Attachment H – Human Rights Affidavit Form

f. Attachment I – Non-Collusion Affidavit Form

g. Attachment J – Resolution of Corporate Authority Form

h. Attachment K – City of Detroit Affidavit Forms

i. Attachment L – Employing Detroit Residents Questions

4. If applicable, please submit any valid equalization certificates issued by the Office of Civil Rights, Inclusion & Opportunity (CRIO) with this solicitation response. Review section 4.6 of this solicitation document and visit the Detroit Business Opportunity Program website for applicable forms and registration instructions.

2.4 Detroit At Work

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.

Bidders must meet the following minimum criteria to be considered responsive at the time of bid close. Bidders must:

· Provide accurate and complete responses to all requested sections of this RFB

· Submit valid & approved City of Detroit Income Tax & Revenue Clearances with all their bid responses

· Not be suspended or debarred through the Federal System for Award Management, and is not on DWSD’s list of debarred vendors

· Must complete & submit Attachment G showing your firm has the required experience & qualifications.

3.2 Contract Award and Execution

DWSD Procurement, acting on delegated authority of the Director of DWSD, reserves the right to not award a contract / PO and may reject any or all bids if none is considered to be in the best interest of DWSD.

For purchases under $25,000, award shall be made to the lowest equalized, responsible and responsive Contractor, who’s Bid meets the minimum requirements of this RFB and will be the most advantageous to DWSD, with other factors considered. Awards may be made on a per line item basis or upon the total Bid amount. Prices for items awarded on a per line item basis will be publically disclosed.

Contract award will be per DWSD’s Procurement Policy and procedures. DWSD’s Procurement Policy is available on the DWSD Procurement webpage or via this link. Results of the bid tabulation will be provided by the DWSD Procurement Specialist to the DWSD Procurement Manager, who will make the recommendation to the required approving authorities, per DWSD’s current Procurement Policy.

DWSD reserves the right to enter into a contract based on the initial offers received and without further discussion of the bid submitted.

This RFB, including any addenda, and the bid of the selected Contractor will become part of any contract initiated by DWSD. Unless otherwise noted in Attachment E, the successful Contractor’s submission in response to this RFB shall be deemed it’s acceptance of the terms & conditions of this RFB. Please note: any deviations may be considered non-responsive.

The successful Contractor shall be notified of the execution of a contract by DWSD upon issuance of a "Contract Award Notice" or a Standard Purchase Order. Upon award, the successful Contractor has two (2) business days from issue of the standard purchase order to advise of any issues or concerns with accepting DWSD’s purchase order and the Terms & Conditions. The "Contract Award Notice" / Standard Purchase order shall contain the date the contract award was approved. The signed, accepted bid of the successful Contractor will be the contract between the Contractor and DWSD, containing the full description of all contractual terms and conditions. A copy of your signed bid will not be mailed to you. Each Contractor shall keep a copy of his/her signed bid form for future reference. DWSD reserves the right to award by service(s) unless otherwise stipulated; to waive any irregularity in any bid or to reject any and all bids when, in the judgment of DWSD and the best interest of DWSD will be served. Should an emergency arise for the contractor in which case services cannot be rendered, DWSD reserves the right to secure sufficient services from other contractors to meet its immediate needs without prejudice of the proposed contract. The Contractor agrees that when rendering is not made within the contracted due date, one percent (1%) per day shall be deducted from the Contractor’s invoice for each day the Contractor fails to meet the contracted service date. If, in the sole opinion of DWSD, the Contractor fails to render reasonably prompt service, DWSD may terminate the contract forthwith and no damages to DWSD will accrue.

All awards will be made in accordance with DWSD’s Procurement Policy. DWSD reserves the right to request complete, certified copies of all required insurance policies within ten (10) business days of the Contractor being identified as the “Contractor under consideration for Award”. If the selected Contractor fails to prove responsibility within 10 business days of email request, DWSD may elect to cancel that award and move ahead with awarding the contract to the second lowest Contractor.

Notice of executed award(s) will be posted to MITN after award is executed. DWSD reserves the right to award contracts to multiple Contractors.

4.0 GENERAL PROVISIONS

Procurement for DWSD shall be carried out in a manner that provides a fair opportunity to all eligible Contractors to participate, this bid shall be made without collusion with any other person, firm or corporation making any bid or bid, or who otherwise make a bid or bid.

4.1 Compliance with Procurement Policy

DWSD’s Procurement Policy is available on the Procurement webpage or via this link. The extent and character of the services to be performed by the Contractor shall be subject to the approval per the DWSD Procurement Policy approval criteria or authorized representative(s). The Contractor shall not comply with requests and/or orders issued by an individual other than the Director of DWSD/ authorized delegate or Procurement Specialist. The Legal & Procurement Department and the Contractor must approve any change to the Contract in writing.

The Contractor covenants that they will comply with DWSD’s Procurement Policy, which outlines DWSD’s objectives to:

· Promote a transparent, fair and independent procurement process that ensures that DWSD receives the best value for its necessary expenditures.

· Assure contractors that impartial and equal treatment will be afforded to all who wish to do business with the DWSD.

· Establish guidelines and internal controls to ensure an effective process for managing DWSD’s procurement of goods and services.

4.2 Compliance with the Ethics Policy

Contractors are required to comply with DWSD’s Ethics Policy, which includes provisions on conflicts of interest.

4.3 Responses to Remain Open

Responses must remain open for the period specified within DWSD’s Terms and Conditions.

4.4 Responsibilities

The Contractor is obligated to supply the services and related quantities that DWSD requires for its operations.

4.5 Detroit Water and Sewerage Department Reserves the Right to:

If contract execution is not successful with the lowest responsive & responsible Contractor, DWSD reserves the right to issue the contract to the next lowest responsive & responsible Contractor and so on.

The DWSD’s subsequent receipt and evaluation of your bid does not commit the DWSD to award a contract to you or anyone, even if all the requirements in the RFB are met:

DWSD may:

a. Consider another responsive bidder.

b. Disqualify a bid based on:

a. Failure to meet any of the minimum qualifications and any guarantees submitted by the Contractor in response to this RFB.

b. The Contractor’s failure to complete submission on MITN.

c. If it is determined that a Contractor purposely or willfully submitted false or misleading information in response to the RFB.

c. Contact organizations with which the Contractor has worked in the past, including but not limited to those identified by the Contractor.

d. Refuse to award a contract to any Contractor that has failed to pay Detroit taxes or has outstanding debt with the Detroit.

e. Reject any bids received in response to this request.

f. Award multiple, optional-use contracts, or award by contract activity.

4.6 Equalization Factor

Price Equalization Credits shall be applied to reduce the relative cost of the price component of any bids provided by contractors in the evaluation of all Requests for Bids unless prohibited by law. The relative reduction in price shall be in accordance with the percentages outlined below in Section 4.6.1. A potential contractor is entitled to use multiple credits in their bid in accordance with the chart contained in 4.6.3 below provided that a potential contractor cannot claim both a Joint Venture and a Mentor Venture.

Contractors who wish to receive Equalization credit for bids submitted, must certify with the City via the Detroit Business Opportunity Program. The certificate and supporting documentation must be attached to / included with each bid response submitted by the Contractor. Failure to provide proof of certification along with required documentation, at the time of bid close may result in equalization credit not being applied to the bid.

The Detroit Business Opportunity Program website can be accessed here.

4.6.1 Price Equalization Credits shall be awarded to the following categories of potential contractors:

a) Detroit Headquartered Business

b) Detroit Based Business

c) Detroit Resident Business

d) Detroit Small Business

e) Detroit Micro Business

f) Joint Venture

g) Mentor Venture

Price Equalization Credits:

Detroit Headquartered Business (DHB)

4.7 Taxes

DWSD is exempt from state and local sales and use taxes. DWSD will provide a tax-exempt ID upon request.

4.8 Errors and Omissions, Withdrawals and Change of Specification DWSD will not be liable for any error in the bid response submitted by the Contractor. Contractor will not be allowed to alter bid documents after the deadline for bid submission. DWSD, at its option, has the right to request clarification or additional information from the Contractor and alter the schedule of events or issue Addenda to the RFB at any time. No changes, enhancements, or amendments to any contract resulting from this RFB shall be made without the prior approval of DWSD. If the Contractor needs to request changes, such shall be submitted in writing, signed by an authorized representative of the Contractor, cross-referenced clearly to the relevant bid section, prior to the bid opening, and should be submitted electronically. Such shall meet all requirements for the bid.

Specifications, which refer to brand names, are given for reference. Contractors may submit bids on equivalent items, if brand name and catalog number(s) and any deviations are noted on the bid form and complete descriptive literature is furnished. Exceptions will state "Do Not Substitute." The decision of DWSD to disallow substitutes shall be final.

Specifications, which refer to brand names, are given for reference. Contractors may bid on equivalent articles, provided that brand name and catalog number(s) and any deviations are noted on the bid form and complete descriptive literature is furnished. Exceptions will state "Do Not Substitute." The decision of DWSD to disallow substitutes shall be final.

Contractors are not permitted to take advantage of any errors or omissions in specifications since full instructions will be given should they be discovered before the bid submission date.

4.9 Ownership of Bid

All materials submitted in response to this request become the property of DWSD. Selection or rejection of a response does not affect this right. All bids submitted will be retained by DWSD and not returned to Contractors. Any copyrighted materials in the response are not transferred to DWSD.

4.10 Cost of Offer Preparation

DWSD is not liable for any costs incurred by prospective Contractors. Costs associated with developing the bid, preparing for oral presentations, and any other expenses incurred by the Contractor in responding to the RFB, including travel costs, are entirely the responsibility of the Contractor, and shall not be reimbursed in any manner by DWSD.

4.11 Confidentiality of Submissions

Once submissions have been publicly recorded they are subject disclosure as per the requirements of the Michigan Freedom of Information Act.

4.12 News Release

News releases pertaining to these bid specifications or the provisions to which they relate shall not be made without prior written approval of DWSD and then only in coordination with DWSD’s PR and Procurement Departments.

4.13 Demonstration

DWSD reserves the right, at its own discretion, to request a Demonstration regarding submissions in response to the RFB. Failure to make a demonstration, if requested, will be grounds for rejection of the bid.

4.14 Delivery

N/A

4.15 Warranty

N/A

4.16 Inspection

N/A

4.17 Bid Protests and Appeals

A prospective Bidder who has submitted a complete and timely response to a competitive solicitation and is not recommended for award of a contract may protest the award of the contract by filing a written notice of protest with the Board within seven (7) days of the issuance of a notice of intent to award. The written notice shall reference the solicitation number, and the basis for the bid protest. A bid protest must be accompanied by all information or evidence relevant to the grounds for the bid protest.

The bid protest shall be reviewed by Board staff in an expeditious manner. The Board shall vote to either accept or reject the bid protest at its next regularly scheduled meeting, but in no event later than fourteen (14) business days from the date upon which the protest was filed. If the Board upholds the bid protest, the Director shall act in accordance with the Board findings. If the Board rejects the bid protest, the Director shall notify the protestor of that decision. The determination of the Board shall be final.

Bids shall provide a straightforward, concise description of the Contractor's capability to satisfy all of the requirements of the RFB. Each bid shall provide all pertinent information. All bids and other communications shall be submitted via the Michigan Inter-governmental Trade Network (MITN) also referred to as the MITN Purchasing Group hosted by BidNet Direct.

MITN Registration

Each Contractor shall submit one (1) signed electronic copy in PDF format of the bid via MITN. Bids received after the specified date and time may be considered non-responsive and will not be considered for evaluation.

Submission of a bid shall indicate that the Contractor intends to be legally bound to the bid and to the Terms and Conditions, unless otherwise specified.

5.2 Required Elements of Bids

Bids should be prepared as simply as possible and provide a straightforward, concise description of the proposed services to satisfy the requirements of the RFB. Attention should be given to accuracy, completeness, and clarity of content. All parts, pages, figures, and tables should be numbered and clearly labeled. Each bid shall be in the form specified in this RFB.

By submitting a bid response, the Contractor confirms that all minimum qualifications, special conditions are met & all other terms and conditions are accepted.

Bids deviating from the bid format and organization may be removed from further consideration.

The bid shall be organized into the major sections described above. The following offers additional detail as to what is required within each section:

a. Background Material The Title Page shall show the bid name, bid due date, name of the Bidder and Bidder’s address, telephone number, and email address. A Table of Contents must also be included.

b. Company Background and Personnel This section of the bid should provide a general overview of the company responding to the RFB, including any subcontractors and/or third parties.

c. Scope of Services This section of the Bid should include a general discussion of the Bidder’s overall understanding of the goods requested. Specifications may reference any catalog, brand name or manufacturers’ model numbers. It is the intent of DWSD to be DESCRIPTIVE – NOT RESTRICTIVE and to establish a desired quality level of merchandise or to meet a pre-established standard of quality. Bidders may offer items of equal quality and the burden of proof of such quality rests with them. Bidders should refer to Attachment B for additional information.

d. Minor Deviations / Exceptions to Contract Scope and/or Terms Specifications referred to herein are used to indicate desired type, and/or construction, and/or operation. Other products may be offered if deviations from specifications are minor and if all deviations are properly outlined and stated in the price bid. Failure to outline all deviations may be grounds for rejection of your bid. The decision of DWSD, acting through the Procurement Specialist, shall be final as to what constitutes acceptable deviations from specifications.

e. Pricing DWSD Procurement reserves the right to contact Bidders to ask clarifying questions regarding the bid at any time throughout the selection process after bid closed. Bidders will not be allowed to change any part of their original bid submission as a result of these clarifying questions. Bidders are not permitted to discuss / ask questions nor engage any other DWSD employee or contractor regarding this solicitation once the bid has been posted until contract is executed & PO issued.

It is important that Bidders use the format presented in this RFB. Attachment C shall include total price for all goods.

Do NOT use “To Be Determined” or similar annotations in the cells for cost estimates. Incomplete bid responses will be deemed non-responsive and removed from consideration. DWSD requires fully completed forms. Any assumptions should be stated. Bidders may submit additional pricing sheets as an addendum to the cost template; however, the cost template MUST be completed.

f. Minimum Qualifications See Section 3.2 for list of minimum qualifications. Provide backup documentation with your bid showing your firm meets these qualifications.

g. Signature Page All bids must be signed in the space marked “authorized signature” on the Signature Page, Attachment F.

h. Forms Complete & submit the forms under Attachments E – L.

i. Approved Detroit Tax Clearances Submit a copy of your firm’s approve tax clearances for the current year.

Any additional applicable attachments should be included in the bid response following the sections noted above.

Attachment A – RFB Submittal Checklist This checklist is to assist you with ensuring all elements of your bid are included within your submittal.

Background Material: Include a Title Page showing the bid name, bid due date, name of the Bidder and Bidder’s address, telephone number, and email address. A Table of Contents must also be included.

Company Background: Provide a general overview of the company responding to the RFB, including any subcontractors and/or third parties

Minimum Qualifications & Supporting Documentation Submit supporting document that shows how your firm meets the minimum qualifications listed under item 3.2 of this RFB.

Attachment D – Exceptions to Contract Scope and/or Terms Form

Attachment E – Pricing Form

Attachment F – Signature Page

Attachment G –Bidder Experience & Reference Form

Attachment H – Human Rights Affidavit Covenant of Equal Opportunity

Attachment I – Non-Collusion Affidavit

Attachment J – Resolution of Corporate Authority

Attachment K – City of Detroit Consolidated Affidavits Form

Attachment L – Employing Detroit Residents Questionnaire

Attachment M – Non-Iran Linked Businesses

Approved Detroit Tax Clearances Email

Attachment B – DWSD Standard Terms & Conditions

See Separate document for Attachment B

Attachment C – Community Outreach and Canvassing Services Goal: The Detroit Water and Sewerage Department (hereinafter “DWSD”) requests written bids from interested and qualified professional canvassing companies with the appropriate experience expertise, and any required licensing to provide canvassing services for a three (3) year contract with one (1) year renewal option at the sole discretion of DWSD.

Scope of Work DWSD conducts robust community outreach and engagement that focuses on increasing awareness and educating customers on DWSD programs and projects, most significantly capital improvement projects. To successfully ensure customers are receiving the proper notices, door-to-door canvassing is used to deliver materials. At times, door knocking is needed to survey and educate customers based on the specific goals of the project. This may include canvassing for affordability programs, community meeting notices, input from customers on locations of a project intervention, post-construction surveying, and more.

DWSD is seeking a canvassing vendor qualified to conduct door notice projects all year round, and potentially some door knocking surveying intermittently. Projects typically include neighborhood assignments ranging from 100 to 50,000. Projects may be assigned by providing a list of addresses or a map. If a map is provided, it is the responsibility of the vendor to ensure all homes and businesses within the project are canvassed. Some projects will include properties throughout the city, not just one neighborhood. The vendor needs to have the organizational capacity to be able to add staff temporarily for the larger canvassing projects and have the ability to respond to short notice canvassing requests by DWSD due to a crisis communication or immediate project roll-out required by a local need.

DWSD will attempt to assign projects at least one week in advance of the start date; however, there may be rare instances for door notifications due to an emergency. This bid opportunity is separate from the canvassing requirement for the DWSD Billing & Collections Group that handles water service interruption notices.

Contract Deliverables In addition to items noted in the scope of work, every assigned project must be documented with photo evidence or other tracking methods approved by DWSD to verify every property within the project area has been completed, and the vendor needs to possess the capacity to store that data. DWSD also requires project status updates and closure reports which must include the length of the project by dates, any issues encountered, and total number of properties canvased. Check-in meetings (virtual and/or in-person) are required, as needed. DWSD reserves the right to audit canvassing locations by driving through areas assigned, though it will not take place on every assignment.

Attachment D – Exceptions to Contract Scope and/or Terms Form Contractor must submit this completed, signed sheet in bid process.

Contractor name:

Date:

Authorized Representative Signature: If there are no exceptions to the contract terms provided, complete the Contractor name, date and signature sections and check the box below. If the box is not checked and no exceptions are submitted, DWSD will consider your firm to not have any exceptions to the contract terms.

No Exceptions to Scope and/or Contract Terms

Exceptions to Contract Terms:

NOTE: Please add additional rows to the table if necessary.

Attachment E – Price Form

(Separate Excel Document Provided for Completion)

· Attachment E must be completed in its entirety and submitted with your bid. Do not leave anything Bank.

· Pricing must be ALL INCLUSIVE, requiring all shipping, delivery, materials, transportation, equipment, etc.

· Evaluation & Award will be based on the lowest lump sum OR lowest price per line item. DWSD reservices the right to award one or multiple contracts resulting from this RFB.

· In the event of a calculation error(s), the Unit Price amount listed will prevail and the calculation(s) will be corrected.

Attachment F – Signature Page

Date: ________________________

By submitting a solicitation response and signing this document, the Contractor attests to have read all associated documents related to this solicitation and agrees to the terms and conditions outlined throughout this RFB. The undersigned hereby offers to furnish and deliver the goods as specified at the prices and terms there stated herein and in strict accordance with the RFB and conditions of bidding, all of which are made a part of this offer. After RFB closing date, this offer is not subject to withdrawal without written consent of DWSD’S Authorized Delegate.

Attachment G - Bidder Performance History & Client Reference Form References shall be included subject to DWSD’s preferences cited in Section 5.0 of the RFB.

It is mandatory for Contractors to complete one (1) table for each required project example. For this project, please provide three (3) project examples. Please copy the table for each project.

Project Example(s)

Project Information

Project Name

Project Dates (Start - Finish)

Project Location

Project Subject Matter & Services Provided

Key Personnel

Was the project completed on time and on budget? If not, provide a description.

Provide any lessons learned

Contact Information

Organization Name

Organization Size/Description (indicate if public or private)

Contact Name

Title

Address

Phone

Email

Please also remember to respond to the following:

a. Identify any projects in which the Contractor’s contract was terminated for any reason.

b. Identify any claims or lawsuits that have been brought against your organization as a result of any services provided within the last five (5) years.

c.

Attachment H – Human Rights Affidavit Covenant of Equal Opportunity

REVISED 7-12-2012

(Application for Clearance – Terms Enforced After Contract is Awarded

I, being a duly authorized representative of ______________________, (hereinafter “Bidder”), am hereby authorized to enter into a Covenant of Equal Opportunity, (hereinafter “Covenant”) with the City of Detroit, (“hereinafter” City); obligating the Bidder and all sub-Bidders, not to discriminate against any employee or application for employment, training, education, or apprenticeship connected directly or indirectly with the performance of the contract, with respect to his/her hire, promotion, job, assignment, tenure, terms, conditions, or privileges of employment because of race, color, religious beliefs, public benefit status, national origin, age, marital status, disability, sex, sexual orientation, or gender identity or expression; except as otherwise exempted under City Code, Ordinance No. 27-2-12.

Bidder will ensure that the City of Detroit Human Rights Department shall receive notification of all potential sub-Bidders and a copy of their Covenant prior to the commencement of work on any City of Detroit contract. Bidder further agrees that the City of Detroit reserves the right to require additional information prior to, during, and at any time until after the Covenant is fully executed.

Furthermore, Bidder agrees that this Covenant is valid for the life of the contract and/or for a specified period of time as indicated below and that a breach of this Covenant shall be deemed a material breach of contract and be subject to damages pursuant to City Code, Ordinance No. 27-3-2, Section (e).

RFB/P No.: (if applicable) __________________________________________________________________

Duration of Covenant ____________________________________ to _________________________________

Printed Name of Bidder/Organization ___________________________________________________________ (Type or Print Legibly) Bidder Address___________________________, ________________________________, ________________ (City) (State) (Zip) Bidder Phone/E-mail_______________________________/_________________________________________ (Phone) (E-mail) Printed Name & Title of Authorized Representative ___________________________________________________

Signature of Authorized Representative: ____________________________________________________________ Date:________________________

**This Document MUST be Notarized**

Signature of Notary: __________________________________

Printed Name of Seal of Notary: ________________________________

My Commission Expires: ______________________________________

FOR CONTRACTING DEPARTMENT USE ONLY:

Date Rec’d ____/____/____ Received By: _______________________ Title: _________________________

Please fax a COPY of the notarized Covenant and Award Letter to the Human Rights Department (313) 224-3434

Attachment I – Non-Collusion Affidavit

Owner: Contract No: Contract Name:

(1) Affiant is (enter contract title) ________________________________________________________ of _____________________________________________, "the Contractor." Affiant has personal knowledge of the matters set forth in this Affidavit and is competent to testify about them.

(2) The Contractor has submitted to the City of Detroit, Michigan ("DWSD"), a "Bid" to enter into the above referenced Contract, also referred to in this Affidavit as "the Work."

(3) This Non-collusion Affidavit is executed by Affiant for inclusion with the submission to the DWSD of the Bid and may be relied upon by the DWSD in considering the Bid.

(4) Affiant is fully informed about the preparation and contents of the Bid and of all pertinent circumstances surrounding the Bid, has not entered into any contract, combination, conspiracy or other act prohibited by federal, State or any other local Law. The Bid is genuine and is not a collusive or sham Bid.

(5) Neither the Contractor nor any of the Contractor 's DWSDs, officers, partners, directors, agents, representatives, employees or parties in interest, including this Affiant, have in any way entered or proposed to enter into any combination to prevent the making of any Bid, or to fix any prices (including overhead, profit or other costs) for the Bid; or have made any agreement, or given or promised any consideration to induce any other person not to Bid for the Work, or to Bid at a specified price; or have secured, proposed or intended to secure through any agreement an unlawful advantage against the DWSD or any other person interested in the Work.

(6) No officer or employee of the City of Detroit is personally or financially interested, directly or indirectly, in the Bid, or any Contract which may be under it, or in the purchase or sale of any materials or supplies for the Work to which it relates, or any portion of any expected profits thereto.

(7) The Bid is not intended to secure an unfair advantage or benefit from the DWSD or in favor of any person interested in the proposed Contract.

(8) The prices bid are fair and proper and are not tainted by any collusion, conspiracy, connivance, or unlawful agreement on the part of the Contractor or any other of the Contractor 's DWSDs, officers, partners, directors, agents, representatives, employees or parties in interest, including this Affiant; and neither the Contractor nor any of its DWSDs, officers, partners, directors, agents, representatives, employees or parties in interest, including this Affiant, have divulged any information regarding the Bid or any data about the Bid to any other person.

Signature Date

VERIFICATION

STATE OF MICHIGAN, COUNTY OF ______________

Before me, a Notary Public commissioned, qualified and acting, personally appeared (enter name of the person signing this Affidavit) _____________________________ to me well known to be the person described in and who signed this Affidavit, who being by me first duly sworn upon oath, says that he/she is the attorney-in-fact for (enter Contractor 's name)______________________________ _______________________, that he/she has been authorized by (enter name of individual, partnership name, or the authorized governing body of the Contractor) ______________________________________ to execute this Affidavit on behalf of the named Contractor in favor of the CITY OF DETROIT, MICHIGAN, for the uses and purposes mentioned.

Subscribed and sworn to before me this _____ day of _________________, 20___.

Notary Public My Commission expires:

Attachment J – Resolution of Corporate Authority

I, ______________________________________ Corporate Officer of (Print or Type) ________________________________ a, ______________________________________ Corporation (the "Company") DO HEREBY CERTIFY that the following is a true and correct excerpt from the minutes of the meeting of the Board of Directors duly called and held on and that the same is now in full force and effect:

"RESOLVED, that the Chairman, the President, each Vice President, the Treasurer and the Secretary and each of them, hereby is authorized to execute and deliver, in the name and on behalf of the Company and under its corporate seal or otherwise, any agreement or other instrument or document in connection with any matter or transaction that shall have been duly approved; the execution and delivery of any agreement; document, or other instrument, or document in connection with any matter or transaction that shall have been duly approved; the execution and delivery of any agreement, document, or other instrument by any of such officers to be conclusive evidence of such approval."

I FURTHER CERTIFY that ___________________________________ is Chairman of the Board, and is

___________________________________ President, ___________________________________ is

Treasurer, ___________________________________is Secretary.

I FURTHER CERTIFY that any of the aforementioned officers of the Company are authorized to execute or guarantee and commit the Company to the conditions, obligations, stipulations and undertakings contained in __________________________ and that all necessary corporate approvals have been obtained in relationship thereto.

IN WITNESS THEREOF, I have set my hand this ________ day of __________________, 20______.

CORPORATE SEAL

Corporate Officer's Signature Title

Attachment K – City of Detroit Affidavit Forms

OFFICE OF CONTRACTING AND PROCUREMENT

CONSOLIDATED AFFIDAVITS

The following attestations must be provided to the City of Detroit as part of the contract approval process. Please fill out required information, attach required supplemental documents, and have this document notarized before uploading.

I, _______________________ being a duly authorized representative of _____________________, (hereinafter “Contractor”), am authorized to enter into each of the following affidavits and disclosures on behalf of Contractor and bind Contractor to the obligations stated herein.

I. HIRING POLICY COMPLIANCE

I have reviewed the hiring policies of Contractor and I affirm that these policies are in compliance with the requirements of Chapter 17, Article V, Division 6 of the 2019 Detroit City Code, being Sections 17-5-261 through 17-5-266 thereof. I further affirm that Contractor will not inquire or consider the criminal convictions of applicants for employment needed to fulfill the terms of any City contract that may result from the competitive procedure in connection with which this affidavit is submitted, until such times as the Contractor interviews the applicant or determines that the applicant is qualified.

In support of this affidavit, I HAVE ATTACHED A COPY OF THE JOB APPLICATION that Contractor will use to hire employees needed to fulfill the terms of any City contract that may result from the competitive procedure in connection with which this affidavit is submitted.

II. SLAVERY ERA RECORDS AND INSURANCE, AND PRISON INDUSTRY AND IMMIGRATION DETENTION SYSTEM RECORDS AND INTERESTS DISCLOSURE

1. Name of Contractor:…