Active SLED Opportunity · MICHIGAN · CITY OF PONTIAC MI
AI Summary
The City of Pontiac, MI, requests proposals from qualified painting contractors for as-needed interior and exterior painting services on City facilities. The contract is for three years with renewal options. Services include surface preparation, painting, cleanup, and compliance with safety and environmental standards. Proposals evaluated on price, experience, and value. Pre-proposal meeting and submission deadlines apply.
The City of Pontiac is seeking proposals from qualified, experienced, and properly insured painting contractors to provide interior and exterior painting services on an as-needed or project-specific basis for City-owned facilities. Work may include surface preparation, patching, priming, painting, coating, cleanup, protection of occupied spaces, and related incidental work necessary to deliver a complete and professional finished product.
The purpose of this Request for Proposals is to establish unit pricing and contract terms that allow the City to obtain competitive pricing for painting services while maintaining flexibility for varying locations, quantities, site conditions, and project schedules. The City may award work by individual project, task order, purchase order, or other method permitted by City procurement procedures.
The contract term will be for three (3) years with two (2) one-year options to renew.
The City’s acceptance of a bid and approval of the award of a contract shall not constitute a formed contract, and the acceptance of a bid and award of a contract shall be contingent and conditioned upon the parties’ entry into and execution of a written agreement acceptable to the City and approved by the City of Pontiac’s City Council.
The selected contractor shall furnish all labor, supervision, materials, equipment, tools, lifts, ladders, supplies, transportation, safety controls, temporary protection, cleanup, disposal, and incidentals required to complete painting services as assigned by the City.
Interior Painting Services:
Exterior Painting Services:
Surface Preparation Standards:
Surface preparation shall be completed in accordance with manufacturer recommendations and accepted industry practices. Surfaces shall be clean, dry, sound, and free of dust, grease, mildew, loose paint, rust, efflorescence, and other contaminants prior to coating application. Contractor shall notify the City in writing of any substrate conditions that may affect adhesion, appearance, durability, or warranty before proceeding.
Paint and Coating Materials:
Paints, primers, sealers, stains, and specialty coatings shall be commercial-grade products suitable for the intended surface and environment. Unless otherwise approved by the City, materials shall be from a nationally recognized manufacturer and applied according to manufacturer specifications. Colors and finishes shall be selected or approved by the City prior to application.
Unit Pricing Schedule:
Bidders shall provide firm unit prices for the items below. Unit prices shall include all labor, material, equipment, supervision, mobilization, overhead, profit, cleanup, disposal, insurance, and incidental costs necessary to complete the work unless otherwise stated. Estimated quantities, if provided by the City, are for evaluation purposes only and do not guarantee actual work volume.
Work Order Processes:
The City may request pricing for individual locations or tasks using the awarded unit prices. Prior to beginning work, the contractor shall provide a written work order proposal identifying the location, scope, measured quantities, unit prices, total cost, schedule, exclusions, and any assumptions. No work shall begin until authorized in writing by the City.
Contractor Responsibilities:
Safety and Public Access:
The contractor shall conduct operations in a manner that protects City employees, residents, visitors, pedestrians, vehicles, and adjacent property. Required controls may include signage, barriers, cones, caution tape, ventilation, dust control, odor control, pedestrian rerouting, fall protection, and secure storage of materials and equipment. Work in occupied facilities shall be coordinated to maintain essential City operations whenever practical.
Lead-based Paint and Hazardous Materials:
If existing coatings or materials are suspected to contain lead, asbestos, mold, or other hazardous substances, the contractor shall stop work in the affected area and notify the City immediately. The contractor shall not disturb suspected hazardous materials unless specifically authorized and properly licensed or certified to perform such work. Any hazardous material abatement, testing, or disposal requirements shall be addressed by written authorization before work proceeds.
Quality Control and Acceptance:
Finished surfaces shall be uniform in color, sheen, texture, and coverage, free from runs, lap marks, drips, sags, holidays, excessive brush marks, overspray, and visible defects. The contractor shall correct deficient work identified by the City at no additional cost. Final acceptance shall occur after City inspection and completion of all punch list items.
Warranty:
The contractor shall warrant workmanship for a minimum period of one year from final acceptance unless a longer period is proposed by the bidder or required by the City. The warranty shall cover peeling, blistering, flaking, delamination, excessive fading, or other failures resulting from defective workmanship, improper preparation, or improper application. Manufacturer warranties for materials shall be passed through to the City.
Bidder Qualifications:
Evaluation Criteria:
The City may evaluate proposals based on price, responsiveness, qualifications, relevant experience, capacity, references, proposed approach, ability to meet schedule requirements, safety record, and overall value to the City. The City reserves the right to request clarification, reject any or all proposals, waive informalities, negotiate final terms, or award in the best interest of the City.
Evaluation of bids received in response to this RFP will be conducted comprehensively, fairly, and impartially. The City reserves the right to award based on a combination of factors stated in this solicitation.
The City shall first review bids for responsiveness. Only those bids deemed responsive will proceed to scoring by an evaluation committee selected from City of Pontiac personnel. Bids that receive evaluation scores of 80 points or greater will be considered passing and eligible for award. Additionally, if it is determined that a vendor is not responsible, they will not be considered for award regardless of their score.
The evaluation committee will review and evaluate responses based on the criteria below:
| No. | RFP Evaluation Criteria | Points Possible |
| 1. | Price - (Section 3.2) | 30 |
| 2. | Responsiveness & Qualifications - (Section 3.1 Question #13) | 20 |
| 3. | Relevant Experience - (Section 3.1 Question #7) | 20 |
| 4. | Capacity & References - (Section 3.1 Questions #5, 6,8 & 9) | 10 |
| 5. | Ability to meet requirements & safety record - (Section 3.1 Questions 10, 11, & 12) | 10 |
| 6. | Overall value to the City of Pontiac - (Based on each firm's overall proposal) | 10 |
| Total Possible Points | 100 |
For RFP Evaluation Criteria listed as 30 points possible:
For RFP Evaluation Criteria listed as 20 points possible:
For RFP Evaluation Criteria listed as 10 points possible:
The bidder must be fully informed of all laws and municipal ordinances and regulations affecting those engaged or employed in the work, or equipment used in the City. The bidder shall, at all items, observe and comply with all such existing laws, codes, ordinances, regulations, orders, and decrees. All work shall comply with the laws of the State of Michigan, City ordinances, and all other bodies having jurisdictional authority.
The bidder agrees to comply with the Federal Civil Rights Act of 1964 as amended; the Federal Civil Rights Act of 1991 as amended; the Americans with Disabilities Act of 1990 as amended; the Elliott-Larsen Civil Rights Act, Article 2, Act no. 453, Public Act of 1976 as amended; the Michigan Handicapper’s Civil Rights Act, Article 2, Act no. 220, Public Act of 1976, as amended and all other applicable federal, state and local laws and regulations. Specifically, Bidders and subcontractors are required not to discriminate against any employee or applicant for employment with respect to such person’s hire, tenure, terms, conditions, or privileges of employment, or any matter directly or indirectly related to employment because of such person’s height, weight, race, color, religion, national origin, ancestry, age, marital status, sex, or disability, as defined by law. A breach of this covenant may be regarded as a material breach of the contract.
The Service providers shall indemnify, save, and hold harmless, protect, and exonerate the City, its commissioners, board members, officers, employees, agents, representatives, and the State of Michigan to the extent no greater than their relative degree of fault.
The contract(s) awarded to the successful bidder(s) shall be governed by and construed according to the laws of the State of Michigan and the successful bidder consents to the jurisdiction and venue of the courts in Oakland County, Michigan and of the United States District Court for the Eastern District, Southern Division.
The successful bidder(s) will agree that the Contract is the completed and exclusive statement of the Contract between the parties. A judicial or administrative declaration on the invalidity of any one or more of the provisions of the Contract shall not invalidate the remaining provisions of this agreement.
The successful bidder agrees to contact the City of Pontiac Income Tax Division, Audit and Compliance Section, 47450 Woodward, Pontiac, Michigan, 48342, telephone (248) 758-3092, to establish reporting and withholding obligations under the City of Pontiac income tax ordinance. The successful bidder will require the same of all subcontractors employing labor under this contract. The successful bidder is required to withhold City of Pontiac income tax from wages paid to:
Pontiac resident employees regardless of where they work for the employer; and
Nonresident employees for work performed in the City.
The successful bidder is also required to file Pontiac income tax returns and to report and pay income tax on the net profits earned by the service provider in the City of Pontiac. Bidders are not eligible for the award if they have not filed or paid corporate and employee income tax to the City of Pontiac.
Web page URL: http://www.pontiac.mi.us/departments/income_tax/index.php
Tax forms URL: http://www.pontiac.mi.us/departments/income_tax/tax_forms.php
By statute, the city is exempt from the State Sales and Use Tax and the Federal Excise Tax; therefore, all fees do not include tax.
All invoices submitted against the contract must identify the work performed in detail. Items not properly invoiced will not be paid. The supplier is responsible for ensuring invoice(s) delivery to the City. Invoices must meet the following conditions for payment:
The original invoice must be emailed to the requesting department's email address, addressed to the department that requested the service. The requesting department's email will be provided once a contract is awarded. The City’s standard payment terms are Net 30.
Any Bidder requiring clarification of the provisions of this solicitation must submit specific questions to the City. Bidders must upload all questions and protests of specifications to OpenGov by the deadline indicated on the cover page of the solicitation. All protests must identify the requirement, provision or feature of this solicitation that is unclear or that requires explanation. The protest must also address attachments including, but not limited to, the contract that the potential Bidder believes is ambiguous, unclear, unfair, contrary to law or likely to limit competition. The purpose of this deadline is to allow the City time to correct any term or condition in this solicitation and/or contract that may be unlawful, improvident, unduly restrictive of competition, or otherwise inappropriate. By allowing corrections before opening Proposals, the City intends to avoid or minimize much of the waste inherent in protests and in the possible rejection of all Proposals. Failure of a Bidder to protest in accordance with this section will be deemed in acceptance of the terms of this solicitation and contract and serve as a waiver of Bidder’s rights to later contend that either the solicitation or contract is ambiguous, unclear, unfair, contrary to law or likely to limit competition.
The deadline for submitting questions or protests is 4:00 P.M. ET prior t the bid submission deadline indicated in the solicitation's timeline. If the City of Pontiac’s Purchasing Division determines that additional information or clarification is necessary, such information or clarification will be supplied in the form of an addendum, which the City Purchasing Division’s personnel will upload to OpenGov. All such addendum will have the same binding effect as though contained in the main body of the solicitation. Oral instructions or oral information concerning the specifications from City managers, employees, or agents to prospective Bidders shall not bind the City of Pontiac.
Submission of a bid, proposal, or quotation to the City of Pontiac does not guarantee the award of a contract. All solicitations are subject to review, evaluation, and approval in accordance with applicable City procurement policies and procedures.
In accordance with State of Michigan procurement standards and best practices, including guidance from the Michigan Department of Technology, Management and Budget (DTMB) and Public Act 317 of 1968, as amended, the City reserves the right to:
Reject any or all bids or proposals, in whole or in part;
Waive irregularities or informalities in the solicitation process;
Award a contract to the most responsible and responsive bidder whose offer is determined to be in the best interest of the City;
Cancel a solicitation without awarding a contract;
Require additional documentation or clarification from vendors prior to making an award.
No contract shall be formed between the City and any vendor until a formal agreement is executed and approved by the appropriate City authority, including City Council where required.
Vendors are solely responsible for all costs incurred in the preparation and submission of a bid.
The Bidder shall provide the City of Pontiac, at the time the contracts are returned by him/her for execution, a Certificate of Insurance as well as the required endorsements. In lieu of required endorsements, if applicable, a copy of the policy sections where coverage is provided for additional insured and cancellation notice would be acceptable. Copies or certified copies of all policies mentioned above shall be furnished if so requested.
1. Commercial General Liability Insurance
Minimum Limit: $1,000,000 per occurrence
Aggregate Limit: $2,000,000
Must include:
Bodily Injury and Property Damage
Products and Completed Operations
Personal and Advertising Injury
Fireworks-specific coverage (not just general event insurance)
2. Commercial Automobile Liability
Minimum Limit: $1,000,000 Combined Single Limit
Covers all owned, non-owned, and hired vehicles used during transport, setup, or teardown.
3. Workers’ Compensation Insurance
Required by law if the provider has employees.
Must comply with Michigan statutory requirements.
Employers Liability Minimums:
$100,000 Each Accident
$500,000 Disease Policy Limit
$100,000 Disease Each Employee
4. Umbrella / Excess Liability Insurance
Additional $4,000,000 depending on the size of the show and city risk policy.
5. Certificate of Insurance (COI) Requirements
Must name the City of Pontiac as Additional Insured for both ongoing and completed operations. Must provide 30-day notice of cancellation or non-renewal.
COI must be submitted and approved prior to the event.
If any of the above coverages expire during the term of this contract, the Bidder shall deliver renewal certificates and/or policies to the City of Pontiac at least ten (10) days prior to the expiration date.
If any of the above coverages expire during the term of this contract, the successful bidder shall deliver renewal certificates and/or policies to the City of Pontiac at least ten (10) days prior to the expiration date.
The City of Pontiac will be allowing subcontracting for this agreement.
The Contractor shall not subcontract any portion of the construction work or professional services without the Owner’s prior written approval, and shall submit the subcontractor’s name, trade/scope, contract amount, and proof of required Michigan licenses (as applicable), registrations, and experience.
Approval of a subcontractor does not create any contractual relationship between the Owner and the subcontractor and does not relieve the Contractor of any obligation under this Contract; the Contractor remains fully responsible for all services and is the sole point of contact with the Owner.
The Contractor shall perform at least the minimum portion of the work with its own forces as required by applicable Michigan specifications or funding conditions, and remains fully responsible for all work, including that performed by subcontractors and suppliers.
The acts and omissions of subcontractors and their employees are deemed the acts and omissions of the Contractor, and the Contractor is the sole contractual point of contact with the Owner.
The Contractor shall require each subcontract to incorporate all applicable terms and conditions of this Contract and the Contract Documents, require compliance with all applicable federal, state, and local laws (including the Michigan Building Code, safety laws, and funding‑source requirements), and impose insurance, indemnity, safety, EEO/DBE, warranty, and audit/inspection obligations consistent with those imposed on the Contractor.
The Contractor shall use only competent, properly licensed, responsible, and eligible subcontractors, shall not subcontract with any firm that is suspended, debarred, or otherwise ineligible for public construction or professional services contracts, and shall meet and document any applicable DBE/MBE/WBE or similar participation requirements.
The Contractor shall ensure each subcontractor maintains insurance coverages appropriate to its trade and not less than the limits required in the Contract Documents, and that the Contractor’s performance and payment bonds cover subcontract work to the extent required by Michigan law and the Contract Documents.
The Contractor shall not add, remove, or replace any major or listed subcontractor without the Owner’s prior written consent, except in an emergency affecting life, safety, or property, in which case the Contractor shall act as needed and notify the Owner as soon as practicable for written approval.
The Contractor is solely responsible for paying subcontractors; the Owner has no duty to pay or resolve subcontractor or supplier claims, and the Contractor shall comply with Michigan public‑project prompt‑payment and retainage requirements (including those under Public Act 279 of 1984 and any applicable special provisions).
Repeated failure to pay subcontractors as required, or other material violations of this section, may be treated as a material breach of the Contract and may trigger the remedies provided in the Contract Documents and applicable Michigan law
Bidders are strictly prohibited from engaging in any form of collusion, price fixing, bid rigging, or other anti-competitive practices in connection with this solicitation. Each bidder, by submitting a proposal, certifies that:
The prices in the proposal have been independently determined without consultation, communication, or agreement with any other bidder or potential bidder, and are not intended to restrict competition.
The bidder has not knowingly disclosed proposal prices, terms, or conditions to any competitor before the official proposal opening; and
No attempt has been made or will be made by the bidder to induce any other person or firm to submit or refrain from submitting a proposal for the purpose of limiting competition.
If the City determines that collusion, price fixing, or any related prohibited conduct has occurred, the bidder(s) involved will be disqualified from further consideration, and any contract awarded may be terminated immediately. The City reserves the right to refer such matters to appropriate legal authorities for investigation and potential prosecution.
The service provided shall not transfer the contract, without prior written approval of the Mayor or Mayor’s designee, which shall be communicated in writing.
The successful bidder’s employees shall comply with all instructions issued by representatives of the City of Pontiac.
This contract is not subject to progress payments or retainage.
Please acknowledge that you have read and agree with the terms and conditions attached in this solicitation.
If Yes, suggested Evaluation Criteria will be included for review.
If No, Evaluation Criteria will be included.
SLED stands for State, Local, and Education. These are solicitations issued by state governments, counties, cities, school districts, utilities, and higher education institutions — as opposed to federal agencies.
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