Supply and Inventory Management Services for New Flyer XD40 Bus Nuts and Bolts

The City of Detroit Office of Contracting and Procurement (OCP) is soliciting Request for Quote (RFQ) 539437 for Supply and Inventory Management Services for New Flyer XD40 Bus Nuts and Bolts, a professional services procurement covering Wayne County and Detroit City in Michigan. The scope encompasses ongoing supply, replenishment, and inventory management of nuts, bolts, electrical connectors, terminals, battery lugs, fuse blocks, and associated fasteners required for maintenance of the New Flyer XD40 transit bus fleet across four satellite garage locations: Gilbert Terminal, Shoemaker Terminal, Central Terminal, and Coolidge Terminal. Key deliverables include providing organized storage bins with OEM-compliant fasteners, maintaining clear labeling systems, ensuring consistent inventory levels, submitting monthly usage reports by location and fastener type, developing comprehensive inventory management and labeling plans, maintaining emergency replenishment capability within 24 hours of request, and participating in periodic performance reviews. All supplied fasteners must meet OEM specifications, FTA Buy America requirements, and ISO/SAE standards. The contract runs from March 1, 2026, through December 31, 2029 (approximately 3.75 years), with an estimated annual usage of 10,000 units across multiple fastener categories and comprises an initial three-year term with a single one-year renewal option exercisable upon Detroit City Council approval. Respondents must demonstrate a minimum of three years of experience in supply and inventory management services at a similar scope and must provide pricing with mandatory cost reductions of no less than 2 percent in years two and three of the contract. The pre-bid conference is scheduled for Monday, February 9, 2026, at 1:00 PM EST via Microsoft Teams; the question submission deadline is Monday, February 10, 2026, at 3:00 PM EST; and quotes are due Monday, February 16, 2026, at 3:00 PM EST through the Supplier Portal in Oracle, with late and emailed quotes not accepted. Evaluation criteria include demonstrated experience, capacity, staffing, pricing structure, inventory management capabilities, compliance with specifications, and insurance requirements.

The City of Detroit offers equalization credits to qualified Detroit-based businesses, with eligible classifications including Detroit-Based, Detroit Resident Business, Detroit Headquartered, Detroit-Based Small Business, Detroit-Based Micro Business, Construction Workforce Investment Business, Joint Venture, and Mentor Venture designations under Section 17-5-12 of the Detroit City Municipal Code, with equalization allowance credits ranging from 1 to 5 percent depending on business classification. Respondents must complete a comprehensive Respondent Questionnaire documenting firm background, years in business, employee counts, prior experience with the City of Detroit, litigation history, three relevant project references from the last five years, subcontractor information if applicable, organizational charts, and resumes for key personnel; all forms must be notarized and submitted electronically. Award conditions require submission of a notarized City of Detroit Consolidated Affidavits form addressing hiring policy compliance, slavery era records and insurance disclosure, prison industry and immigration detention system records disclosure, Certificate of Insurance meeting specified coverage limits (Workers' Compensation at Michigan statutory minimums, Commercial General Liability of $1,000,000 per occurrence/$2,000,000 aggregate, Automobile Liability of $1,000,000 combined single limit, and Errors and Omission/Cyber Liability of $1,000,000 per claim/$5,000,000 aggregate), evidence of Treasury Clearance submission, and System of Awards Management (SAM) registration. The contract award value is not explicitly stated in the solicitation documents; however, the extensive bill of materials comprising hundreds of individual part numbers across standard and metric specifications, combined with estimated annual usage of 10,000 units over multiple fiscal years and mandatory 2 percent annual cost reductions in years two and three, suggests a significant supply contract with multi-year budget commitments. All contractors must be registered in the City of Detroit Vendor Portal to submit invoices and receive payments on NET 30 terms, and the City reserves the right to terminate the contract with 30 days' written notice.