RFB 532167.pdf

Detroit Water & Sewerage Department

Request for Bid

DATE OR PROJECT NAME

Detroit Water &

Sewerage Department

Request for Bid - GOODS

RFB# 532167

Advanced EV Advent HD FXR Utility Carts

RFB #532167 Advanced EV Advent HD FXR Utility Carts

REQUEST FOR BIDS (RFB) FOR GOODS

Advanced EV Advent HD FXR Utility Carts

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

Request for Bid (RFB) - Schedule of Events

Time Event

4/21/25 RFB published on www.bidnet.com (MITN)

4/25/25 12:00:00 PM EST

Question Deadline: Bidder questions must be submitted via www.bidnet.com

4/30/25 Date DWSD will issue Addendum with answers to Bidder

Questions by (if any)

5/12/25 3:00:00 PM EST

DUE DATE FOR BIDS

Bids must be submitted via www.bidnet.com

LATE BIDS WILL NOT BE ACCEPTED.

May/June Anticipated Contract Start Date

Purchasing Contact:

Frezetta Brown

Procurement Specialist

Frezetta.Brown@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 MITN. 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.

http://www.bidnet.com/ http://www.bidnet.com/ http://www.bidnet.com/

Table of Contents

1.0 INFORMATION AND INSTRUCTIONS

1.1 General Information

1.2 Definitions

1.3 About this Solicitation

1.4 Addendums, Questions and Inquiries

2.0 PREPARING AND SUBMITTING A BID

2.1 General Instructions

2.2 RFB Completion Disclaimer

2.3 Bidder Registration and Required Forms

2.4 Detroit At Work

3.0 BID SELECTION AND AWARD PROCESS

3.1 Minimum Qualifications

3.2 Required Delivery

3.3 Contract Award and Execution

4.0 GENERAL PROVISIONS

4.1 Compliance with Procurement Policy

4.2 Compliance with the Ethics Policy

4.3 Responses to Remain Open

4.4 Responsibilities

4.5 Detroit Water and Sewerage Department Reserves the Right to:

4.6 Equalization Factor

4.7 Taxes

4.8 Errors and Omissions, Withdrawals and Change of Specification

4.9 Ownership of Bid

4.10 Cost of Offer Preparation

4.11 Confidentiality of Submissions

4.13 Demonstration

4.14 Delivery

4.15 Inspection

4.16 Bid Protests and Appeals

5.0 SUBMITTAL REQUIREMENTS

5.1 Submission of Bids

5.2 Required Elements of Bids

Attachment A – RFB Submittal Checklist Attachment B – DWSD Standard Terms & Conditions Attachment C – Scope of Services Attachment D – Exceptions to Contract Scope and/or Terms Form Attachment E – Pricing Form Attachment F – Signature Page Attachment G - Bidder Performance History & 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 Affidavit Forms Attachment L – Employing Detroit Residents Questionnaire

Attachment M - Non Iran Linked Business…………………………………………………………………………………. 35

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:

Three new Advanced EV Advent HD FXR Utility Carts

For its Fleet Operations Division.

Items will be required to be delivered to the following locations:

Address

DWSD Central Services Facility (CSF)

6425 Huber Street

Detroit, MI 48211

1.2 Definitions

A. Agreement – a contract between the Bidder 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. Bidder – a person or entity responding to this RFB.

D. DBA – “doing business as.”

E. Default – the failure of the Bidder to fulfill the obligations of the Contract shall be construed as a material breach.

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 which employs a minimum of four (4) employees at least fifty-one (51) percent which are City residents.

H. Discussions – or the purposes of this RFB, a formal, structured means of conducting written or oral communications/presentations with responsible Bidders 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. Responsible – a term that indicates the bidder meets all the 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.

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

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

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

1.3 About this Solicitation

Please refer to Attachment C for the full description of Specifications for Goods to be Delivered.

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 vendor 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. Bidders 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 vendors 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 vendor 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 bidder disqualification.

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

2.0 PREPARING AND SUBMITTING A BID

2.1 General Instructions

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

The Bidder is obligated to supply the quantities and/or services that DWSD requires for its operations.

DWSD is not obligated to purchase the estimated contract quantity. These numbers are strictly a projection.

Bidders 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 4.0 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.

Bidders 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 Manager.

Include the bidder’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 Bidder to thoroughly review the provisions of this RFB.

Bidders are encouraged to review the entire RFB, including, but not limited to the Compliance with Laws, Termination, Insurance and / Warranty requirements, Subcontracting, Indemnity, Payment and Waivers, General and Special Conditions, and Equalization Ordinance.

Unless otherwise noted in Attachment D, the Bidder’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.

2.3 Bidder Registration and Required Forms

Bidders interested in doing business with DWSD must:

1. Register with The City of Detroit by creating a supplier portal account.

Instructions: To register with The City of Detroit: Visit this link 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 DWSD 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 vendor’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 https://detroitmi.gov/departments/office-chief-financial-officer/ocfo-divisions/office-contracting-and-procurement/supplier-portal-information-and-instructions http://bit.ly/detroitclearances

i. Attachment L – Employing Detroit Residents Questions

j. Attachment M – Non-Iran Linked Business

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.

https://detroitmi.gov/departments/civil-rights-inclusion-opportunity-department/detroit-business-opportunity-program http://www.detroitatwork.com/

3.0 BID SELECTION AND AWARD PROCESS

3.1 Minimum Qualifications

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

Bidders must:

a) Bidder must be authorized to perform warranty repair and must provide a letter from OEM.

b) Bidders must allow DWSD representative to inspect the equipment prior to delivery.

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

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

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

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

3.2 Required Delivery

Delivery time must be submitted in writing, in calendar days after receipt of order. The bidder with the lowest amount of delivery days (working days) may be given preference by DWSD.

3.3 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. 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.

For purchases under $25,000, award shall be made to the lowest equalized, responsible and responsive bidder, 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 publicly 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 Bidder will become part of any contract initiated by DWSD. Unless otherwise noted in Attachment E, the successful Bidder’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 Bidder 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 Bidder 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 Bidder will be the contract between the Bidder 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 Bidder shall keep a copy of his/her signed bid form for future reference. DWSD reserves the right to award by service(s) unless otherwise https://detroitmi.gov/document/dwsd-procurement-policy 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 bidder in which case goods cannot be delivered, DWSD reserves the right to secure sufficient deliveries from other bidders to meet its immediate needs without prejudice of the proposed contract.

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 bidder being identified as the “Bidder under consideration for Award”. If the selected bidder 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 bidder.

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

4.0 GENERAL PROVISIONS

Procurement for DWSD shall be carried out in a manner which provides a fair opportunity to all eligible

Bidders to participate, this bid shall be made without collusion with any other person, firm or corporation making a 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 goods to be delivered by the Bidder shall be subject to the approval per the DWSD

Procurement Policy approval criteria or authorized representative(s). The Bidder shall not comply with requests and/or orders issued by any individual other than the Director of DWSD/ authorized delegate or

Procurement Specialist. The Legal & Procurement Department and the Bidder must approve any change to the Contract in writing.

The Bidder 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 bidders 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

Bidders 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 Bidder is obligated to supply the quantities and/or services that the DWSD requires for its operations.

DWSD is not obligated to purchase the estimated contract quantity. These numbers are strictly a projection.

https://detroitmi.gov/document/dwsd-procurement-policy

4.5 Detroit Water and Sewerage Department Reserves the Right to:

If contract execution is not successful with the lowest responsive & responsible bidder, DWSD reserves the right to issue the contract to the next lowest responsive & responsible bidder 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 other responsive bidders

b. Disqualify a bid based on:

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

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

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

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

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

e. Reject any and all 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 Bidders 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 Bidder is entitled to use multiple credits in their bid in accordance with the chart contained in 4.6.1 below provided that a potential Bidder cannot claim both a Joint Venture and a Mentor Venture.

Bidders 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 Bidder. 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.

https://detroitmi.gov/departments/civil-rights-inclusion-opportunity-department/detroit-business-opportunity-program

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

Price Equalization Credits:

Bids/Proposals >$25,000, <$1 million

Bids/Proposals ≥$1 million

Detroit Headquartered Business (DHB) 2% 1%

Detroit Based Business (DBB) 1% 0.5%

Detroit Based Small Business (DBSB) 2% 1%

Detroit Based Micro Business (DBMB) 2% 1%

Detroit Resident Business (DRB) 3% 2%

Joint Venture 9% 6%

Mentor Venture 8% 5%

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 Bidder. Bidder 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 Bidder 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.

Specifications, which refer to brand names, are given for reference. Bidders may submit bids on equivalent items, 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.

Bidders 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 Bidders.

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

4.11 Confidentiality of Submissions

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

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

The Bidder shall clearly state the delivery time for this procurement. Delivery time must be specific and such phrases as, “as required”, “as soon as possible”, or “prompt” have no meaning and may result in a non-responsive bid.

The Bidder agrees that when delivery is not made within the contracted due date, one percent (1%) per day shall be deducted from the Bidder’s invoice for each day the Bidder fails to meet the contracted delivery date.

Warranty

The bidder shall provide warranties specified in the attached specification. A copy of such warranties shall be furnished to the agency upon delivery of the equipment or product. The successful bidder will not be liable under the above warranty for any defects or damages resulting from unforeseeable causes beyond the control and without the fault or negligence of the bidder, such as misuse or neglect by the State, acts of God, fires, floods and hurricanes.

4.15 Inspection

All supplies, equipment and services shall be subject to inspection or tests by the DWSD prior to acceptance.

In the event supplies, equipment or services are defective in material or workmanship or otherwise not in conformity with specified requirements, DWSD shall have the right to reject the items or services or require acceptable correction at the Bidder’s expense.

4.16 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.

5.0 SUBMITTAL REQUIREMENTS

5.1 Submission of Bids

Bids shall provide a straightforward, concise description of the Bidder'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 Bidder 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 Bidder 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 goods to be furnished 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 bidder 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 below.

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. Goods to be Delivered & Specific Requirements

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.

https://www.bidnetdirect.com/mitn

It is important that Bidders use the format presented in this RFB. Attachment E 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 3.1 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 A-M

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.

All the items listed below must be submitted in your bid package including this checklist.

Task

Check Box if the document is included with Bid

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 a supporting document that shows how your firm meets the minimum qualifications listed under item 3.1 of this RFB.

Attachment A – RFB Submittal Checklist (this Attachment)

Attachment B – Standard Terms & Conditions (return all pages of the terms & conditions)

Attachment C – Goods to be Delivered & Specific Requirements (return all pages of the specification)

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

Attachment E – Pricing Form

Attachment F – Signature Page (this page must be signed by corporate authority personnel listed on Attachment J)

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

Unexpired Detroit Tax Clearance

Proof of CRIO Equalization Certification Credits (if applicable)

Acknowledgement of Addendums - Include a copy of addendum(s) with your bid package (if applicable)

Letter from OEM that authorizes your company to repair and service units

Attachment B – DWSD Standard Terms & Conditions

See Separate Document for Attachment B

Attachment C – Scope of Services

Furnish and deliver (3) three Advanced EV Advent HD FXR Electric Utility Carts, White in color, with 2-seat capacity, grey seats. Units will have Flatbed with Drop Rails.

Also, See Separate Document Attachment-C for additional specifications.

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

Bidder must submit this completed, signed sheet in bid process.

Bidder name:

Date:

Authorized Representative Signature:

Exceptions to Contract Scope and/or Terms:

Topic Section Page Comments/Suggested Language

NOTE: Please add additional sheets to the submission (in the same format) if necessary.

If there are no exceptions to the contract terms provided, complete the Bidder 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

Attachment E – Pricing Form

(Separate Document Provided for Completion)

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

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

• DWSD reserves 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 Bidder 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.

In addition, by signing the proposal/bid, I certify and agree on behalf of myself and the company submitting the proposal the following: (1) that I am duly authorized to legally bind the company submitting this bid; and (2) that the company submitting this bid is not an “Iran-linked business,” as that term is defined in Section 2(e) of the Iran Economic Sanctions Act, Michigan Public Act No. 517 of 2012; and (3) that I and the company submitting this bid will immediately comply with any further certifications or information submissions requested by DWSD in this regard.

This page must be signed by corporate authority personnel listed on Attachment J

Signature Printed Name

Title DBA

Telephone Number Address

Contact Person for questions related to this Bid:

Name: Email:

Title: Phone:

Attachment G - Bidder Performance History & 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.

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.: 532167

Duration of Covenant : beginning to end of contract, Or_____________________________________________

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 Bidder." Affiant has personal knowledge of the matters set forth in this Affidavit and is competent to testify about them.

(1) The Bidder 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."

(2) 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.

(3) 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.

(4) Neither the Bidder nor any of the Bidder'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.

(5) 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.

(6) 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.

(7) The prices bid are fair and proper and are not tainted by any collusion, conspiracy, connivance, or unlawful agreement on the part of the Bidder or any other of the Bidder's DWSDs, officers, partners, directors, agents, representatives, employees or parties in interest, including this Affiant; and neither the Bidder 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 Bidder's name)_____________________________________________________, that he/she has been authorized by (enter name of individual, partnership name, or the authorized governing body of the Bidder)

______________________________________ to execute this Affidavit on behalf of the named Bidder 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

1. ______________________________________ 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

_____________532167_____________ 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 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: ________________________________________________________________________

2. Address of Contractor: ________________________________________________________________________

3. Name of Predecessor Entities (if any)__________________________________________________________________

Attachment K (continued) – City of Detroit Forms & Affidavit

4. Prior Affidavit Submission? _____ No ____ Yes, on: ____________________________

(Date of prior submission)

5. _______ Contractor was established in (year) and did not exist during the slavery era in the United States, is not a successor in interest to any entity that existed during such time, and therefore has no relevant records to search, or any pertinent information to disclose.

OR

_______ Contractor has searched its records and those of any predecessor entity, and has found no record that Contractor or any predecessor(s) made any investments in, or derived profits from, the slave industry or…