District 4 Neighborhood Project

The City of Pontiac, Michigan, invites qualified organizations to submit responses for the District 4 Neighborhood Project, Solicitation Number 2026-RFQ/RFP-0163.  

The City is seeking quotations from qualified and experienced contractors to provide professional rock engraving services at three subdivision entrances located within the City.

Each entrance currently has a large landscape rock installed at the designated site. The selected contractor will be responsible for engraving each existing rock in accordance with the City-provided designs, specifications, and text. The designs to be engraved will be provided as part of the solicitation documents or through a subsequent addendum.

The work shall include all labor, materials, equipment, tools, site preparation, layout, engraving, cleanup, and related services necessary to complete the project. Contractors are responsible for inspecting the existing rocks and site conditions, verifying dimensions and engraving locations, and ensuring the completed work is accurate, legible, durable, and consistent with the approved designs.

The rocks are currently in place and are not expected to be removed or relocated. Contractors must perform the engraving work on-site while protecting the surrounding landscaping, pavement, utilities, signage, and other nearby property.

The selected contractor shall coordinate the work with the City and complete all three locations within the agreed-upon project schedule.

Background

Project Details

• Reference ID: 2026-RFQ/RFP-0163
• Department: City Council
• Department Head: Michael McGuinness (Council President)

Important Dates

• Questions Due: 2026-08-12T18:00:00.000Z
• Answers Posted By: 2026-08-14T18:00:00.000Z
• Pre-Proposal Meeting: 2026-08-07T18:00:00.000Z — Microsoft Teams meeting Join: https://teams.microsoft.com/meet/236461696237270?p=jDA5NFp11GV2KwuJsl Meeting ID: 236 461 696 237 270 Passcode: bK27Lc9S

Evaluation Criteria

• Scope Of Service —

  The City is seeking a qualified contractor to engrave three existing rocks located at designated subdivision entrances. The rocks have already been selected and installed and must remain in place throughout the project. Accordingly, all engraving work shall be completed on-site, and the rocks shall not be removed, relocated, transported, or otherwise disturbed.

  The City has finalized the design for each rock and will provide the selected contractor with the approved artwork, wording, dimensions, and placement requirements. The contractor shall furnish all labor, materials, equipment, tools, supervision, transportation, and related services necessary to complete the work.

  The scope of services shall include, but is not limited to, the following:

  1. Site Inspection

  1. Before beginning work, the contractor shall inspect each rock and surrounding site conditions to verify:
     1. Access to the work area.
     2. Rock dimensions and surface conditions.
     3. The appropriate engraving method and equipment.
     4. The placement and orientation of the City-provided design.
     5. Any conditions that may affect completion of the work.
  2. The contractor shall notify the City of any concerns before engraving begins.

  2. On-Site Engraving

  1. The contractor shall engrave each rock on-site in accordance with the final designs provided by the City.
  2. The completed engraving shall:
     1. Accurately reproduce the City-provided design.
     2. Be properly positioned and aligned on each rock.
     3. Be clearly legible and professionally finished.
     4. Maintain consistent engraving depth, lettering, spacing, and appearance.
     5. Be durable and suitable for long-term outdoor exposure.
     6. Include all lettering, logos, borders, symbols, and other design elements shown in the approved artwork.
  3. The contractor shall not alter the approved design, wording, dimensions, or placement without prior written authorization from the City.

  3. Engraving Finish

  1. The contractor shall apply any paint, pigment, stain, sealant, or other finish identified in the City-provided design or specifications.
  2. All finishes shall:
     1. Be suitable for exterior use.
     2. Be compatible with the rock surface.
     3. Resist fading, peeling, cracking, and weather-related deterioration.
     4. Provide a clean and uniform appearance.
     5. Match the colors specified by the City.

  4. Protection of Existing Property

  1. The contractor shall protect the rocks and surrounding property during the work, including landscaping, irrigation systems, pavement, sidewalks, curbs, signs, utilities, and subdivision entrance features.
  2. The contractor shall use work methods that do not move, damage, destabilize, or otherwise disturb the rocks.
  3. Any property damaged by the contractor shall be repaired or replaced at the contractor’s expense and to the satisfaction of the City.

  5. Site Safety and Traffic Control

  1. The contractor shall maintain a safe work area and comply with all applicable federal, state, and local safety requirements.
  2. When work is performed near roadways, sidewalks, driveways, or pedestrian areas, the contractor shall provide all necessary cones, barricades, warning signs, traffic-control devices, and other protective measures.

  6. Cleanup and Site Restoration

  1. Upon completion of the work at each location, the contractor shall:
     1. Remove all dust, debris, waste, equipment, and unused materials.
     2. Clean the engraved rock and surrounding work area.
     3. Restore any disturbed landscaping or property.
     4. Leave the site in a clean, safe, and presentable condition.

  7. Inspection and Correction of Work

  1. The City will inspect the completed engraving at each location.
  2. The contractor shall correct, at no additional cost to the City, any work that:
     1. Does not match the City-provided design.
     2. Is improperly positioned or aligned.
     3. Contains misspellings or contractor-caused errors.
     4. Has inconsistent engraving depth, spacing, color, or finish.
     5. Is incomplete, damaged, or otherwise unacceptable.
  3. The project will not be considered complete until all three engraved rocks have been inspected and accepted by the City.

  8. Workmanship Warranty 

  1. The contractor shall warrant the completed engraving and applied finishes against defects in workmanship and failure to conform to the City-approved artwork, wording, dimensions, placement, colors, and specifications.
  2. The warranty shall include, but not be limited to, misspellings, incorrect wording, improper placement or alignment, inconsistent engraving depth, defective finishes, fading, peeling, cracking, and other contractor-caused defects.
  3. The contractor shall correct all covered defects at no additional cost to the City within a reasonable timeframe established by the City.
  4. The contractor shall state the proposed warranty period in its response. The warranty period shall begin upon the City’s final acceptance of all completed work.

  9. Project Schedule and Coordination

  1. The contractor shall coordinate the work with the City’s designated representative and provide a proposed schedule identifying the anticipated engraving date and duration of work at each location.
  2. The contractor shall promptly notify the City of any condition that may delay or affect completion of the project.

  

• TERM OF CONTRACT —

  The contract term will be for the completion of the project. 
  
  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.

• Evaluation Process —

  Quotations received in response to this RFQ will be evaluated comprehensively, fairly, and impartially. The City reserves the right to make an award based on the evaluation criteria and other requirements identified in this solicitation.

  The City will first review each quotation for responsiveness and bidder responsibility. Only responsive quotations submitted by responsible bidders will proceed to evaluation and scoring by a committee composed of City of Pontiac personnel.

  Quotations receiving a total score of 80 points or more will be considered passing and eligible for award. A bidder determined to be non-responsible will not be considered for award, regardless of its evaluation score.

  The evaluation committee will review and score each quotation using the criteria and point values identified below.

• Rock Engraving Project Evaluation Criteria (100 Points) —

  1. Firm Experience & Qualifications (10 Points)

  1. Excellent (9–10 pts): Extensive experience successfully completing engraving, carving, sandblasting, etching, monument, or similar specialty work on natural stone or installed rocks. Demonstrates exceptional technical qualifications, appropriate equipment, and a proven record of producing durable, professional-quality exterior work.
  2. Good (7–8 pts): Strong experience with comparable stone engraving or specialty construction projects. Qualifications exceed minimum requirements with only minor weaknesses.
  3. Adequate (5–6 pts): Meets minimum qualifications and demonstrates some relevant engraving, stonework, monument, or exterior signage experience.
  4. Poor (1–4 pts): Limited relevant experience or qualifications. Concerns exist regarding the firm’s ability to successfully perform the work.
  5. Unacceptable (0 pts): Does not demonstrate relevant experience or fails to provide sufficient qualification information.

  2. Relevant Project Experience & Work Samples (15 Points)

  1. Excellent (13–15 pts): Provides multiple highly comparable projects involving on-site engraving of natural stone, installed rocks, monuments, subdivision entrance features, or similar exterior surfaces. Work samples demonstrate exceptional craftsmanship, accurate reproduction of designs, clear lettering, consistent depth, proper alignment, and durable finishes.
  2. Good (10–12 pts): Provides several comparable projects and strong work samples with only minor differences in scope, materials, or site conditions.
  3. Adequate (7–9 pts): Provides projects with some similarities but limited directly comparable on-site rock engraving experience.
  4. Poor (1–6 pts): Provides minimal comparable experience, limited work samples, or examples that raise concerns regarding workmanship or durability.
  5. Unacceptable (0 pts): Does not provide relevant project examples or work samples.

  3. Proposed Engraving Method & Technical Approach (20 Points)

  1. Excellent (18–20 pts): Provides a comprehensive and technically sound approach for completing the engraving on-site. Clearly identifies the proposed engraving method, equipment, tools, templates, design-transfer process, engraving depth, alignment controls, and procedures for addressing irregular or uneven rock surfaces. Demonstrates a thorough understanding that the rocks must remain in place and may not be moved or disturbed.
  2. Good (14–17 pts): Provides a well-developed and appropriate engraving method with only minor omissions or areas requiring clarification.
  3. Adequate (10–13 pts): Provides a basic workable approach that meets minimum requirements but lacks detail regarding equipment, surface conditions, design transfer, or consistency controls.
  4. Poor (1–9 pts): Proposed method is incomplete, unclear, unsuitable for the rock surfaces, or raises concerns regarding accuracy, durability, or successful completion.
  5. Unacceptable (0 pts): Does not provide an engraving method or proposes moving, removing, or transporting the rocks.

  4. Project Approach & Quality Control (15 Points)

  1. Excellent (13–15 pts): Provides a comprehensive project approach from site inspection through final acceptance. Clearly explains procedures for verifying artwork, wording, dimensions, placement, spelling, alignment, engraving depth, color, and finish before permanent work begins. Includes strong quality-control measures designed to prevent contractor-caused errors and ensure consistency across all three rocks.
  2. Good (10–12 pts): Provides a well-developed project and quality-control approach with only minor deficiencies.
  3. Adequate (7–9 pts): Provides a basic approach meeting minimum expectations but includes limited quality-control detail.
  4. Poor (1–6 pts): Approach is incomplete or raises concerns regarding design accuracy, consistency, inspection, or correction of deficient work.
  5. Unacceptable (0 pts): Does not provide a project approach or quality-control process.

  5. Exterior Finish, Materials & Durability (10 Points)

  1. Excellent (9–10 pts): Clearly identifies all proposed paint, pigment, stain, sealant, or other finish materials. Demonstrates that proposed products are compatible with natural stone, suitable for exterior use, and resistant to fading, peeling, cracking, moisture, ultraviolet exposure, freeze-thaw cycles, and seasonal weather conditions. Provides strong supporting product information and warranty details.
  2. Good (7–8 pts): Proposed finishes are appropriate for exterior stone applications and adequately supported, with only minor omissions.
  3. Adequate (5–6 pts): Meets minimum durability requirements but provides limited product information, maintenance information, or supporting documentation.
  4. Poor (1–4 pts): Proposed materials or finishes raise concerns regarding compatibility, appearance, durability, or long-term performance.
  5. Unacceptable (0 pts): Does not identify proposed finish materials or proposes materials unsuitable for exterior stone applications.

  6. Site Protection, Safety & Traffic Control (10 Points)

  1. Excellent (9–10 pts): Provides a comprehensive plan to protect the rocks, landscaping, irrigation systems, pavement, sidewalks, curbs, signs, utilities, subdivision entrance features, motorists, pedestrians, and surrounding property. Clearly identifies dust-control, debris-control, barricade, warning-sign, traffic-control, and pedestrian-protection measures. Demonstrates a strong safety record and understanding of work near roadways and public areas.
  2. Good (7–8 pts): Provides an appropriate site protection and safety plan with only minor omissions.
  3. Adequate (5–6 pts): Meets minimum safety and protection requirements but provides limited detail.
  4. Poor (1–4 pts): Safety, traffic-control, or property-protection procedures are incomplete or raise concerns.
  5. Unacceptable (0 pts): Does not provide required safety or site-protection information.

  7. Project Team, Staffing & Coordination (5 Points)

  1. Excellent (5 pts): Identifies a highly qualified project lead and engraving personnel with extensive relevant experience. Roles and responsibilities are clearly defined, staffing is appropriate, and the quotation demonstrates strong coordination and communication procedures.
  2. Good (4 pts): Provides a qualified project team with appropriate experience and clearly defined responsibilities.
  3. Adequate (3 pts): Meets minimum staffing requirements but provides limited detail regarding qualifications, responsibilities, or coordination.
  4. Poor (1–2 pts): Staffing information is incomplete or raises concerns regarding experience, supervision, or availability.
  5. Unacceptable (0 pts): Does not identify the proposed project team or engraving personnel.

  8. Project Schedule & Availability (5 Points)

  1. Excellent (5 pts): Provides a clear, realistic, and detailed schedule identifying site inspection, anticipated work dates, duration at each location, overall completion, and coordination with the City. Demonstrates immediate or strong availability and identifies reasonable contingencies for weather or site conditions.
  2. Good (4 pts): Provides a reasonable and achievable schedule with only minor omissions.
  3. Adequate (3 pts): Provides a basic schedule that appears achievable but lacks detail.
  4. Poor (1–2 pts): Schedule is incomplete, unclear, unrealistic, or raises concerns regarding timely completion.
  5. Unacceptable (0 pts): Does not provide a proposed schedule or availability information.

  9. References, Warranty & Past Performance (5 Points)

  1. Excellent (5 pts): References consistently demonstrate high-quality workmanship, accurate design reproduction, timely completion, effective communication, and successful correction of project issues. Provides a strong workmanship and finish warranty.
  2. Good (4 pts): References indicate above-average performance with only minor concerns. Provides an acceptable warranty.
  3. Adequate (3 pts): References demonstrate satisfactory performance. Warranty is limited but acceptable.
  4. Poor (1–2 pts): References identify concerns regarding quality, durability, schedule, communication, or correction of deficient work, or the warranty is inadequate.
  5. Unacceptable (0 pts): Does not provide references or warranty information, or references indicate unacceptable performance.

  10. Pricing (5 Points)

  1. Excellent (5 pts): Pricing is competitive, complete, transparent, and demonstrates a thorough understanding of the project requirements. Pricing clearly includes all labor, materials, equipment, tools, transportation, mobilization, finishes, traffic control, cleanup, restoration, warranty, overhead, and related services. The quatation contains no material exclusions or irregularities.
  2. Good (4 pts): Pricing is reasonable and substantially complete, with only minor omissions, assumptions, or irregularities.
  3. Adequate (3 pts): Pricing is acceptable but lacks sufficient detail or contains minor concerns requiring clarification.
  4. Poor (1-2 pts): Pricing appears excessive, incomplete, unbalanced, or raises concerns regarding the contractor’s understanding of the project.
  5. Unacceptable (0 pts): Proposal is non-responsive, materially deficient, or pricing cannot be reasonably evaluated.
• Laws and Municipal Ordinances —

  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 times, 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.

• Non-Discrimination —

  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.

• Indemnification —

  The service provider 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.

• Jurisdictional Authority —

  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.

• Severability —

  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 of the invalidity of any one or more of the provisions of the Contract shall not invalidate the remaining provisions of this Contract.

• Income and Sales Taxes —

  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.

• Payments —

  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 delivery of all invoices to the City. Invoices must meet the following conditions for payment:

  1. Price on the invoice must correspond to the pricing listed on the purchase order and/or contract.
  2. All invoices must be original.
  3. Invoices will prominently display the purchase order number, if applicable.
  4. Invoices will be submitted on a monthly basis. Invoices may be submitted as early as the next business day for short-term (less than 30 days) services.

  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.

• Clarifications and Protests —

  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 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 to 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 addenda 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.

• Submittal Instructions —
  1. Deadline for Submission
     Quotations or qualifications must be received no later than the deadline specified in the solicitation. Late submissions will not be considered.
  2. Submission Format
     Respondents must follow the submission instructions provided in the solicitation. Incomplete or nonconforming submissions may be deemed non-responsive.
  3. Withdrawal of Quotations
     Responses may be withdrawn prior to the submission deadline by written notice to the City. No withdrawals are permitted after the deadline.
  4. FOIA Notice
     Submissions may be subject to disclosure under the Michigan Freedom of Information Act (FOIA), MCL 15.231 et seq. Respondents must clearly identify proprietary or confidential information, although the City reserves the right to make the final determination of disclosure obligations.
• Disclaimer Regarding Bid Submission and Award —

  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.

• Evaluation and Award —
  1. Evaluation Criteria
     Bidders will be evaluated based on the criteria identified in Section 4.1, including qualifications, relevant experience, technical approach, staffing, schedule, past performance, and pricing. 
  2. Award Contingency – Council Authorization Required
     No public notice or execution of a contract shall occur until the City Council has formally passed a resolution authorizing the award and contract execution. Respondents will not be entitled to rely on any notification or recommendation until official action is taken by the Council.
  3. Negotiation of Final Scope and Fees
     The City reserves the right to clarify the final scope of services and associated fees with the selected bidder before executing an agreement, provided such clarification does not materially alter the solicitation or undermine fair competition. 
• Contract Execution —
  1. Contract Execution
     No binding agreement shall exist until a contract has been approved by City Council and executed by authorized representatives of both parties.
  2. Term and Termination
     The contract term will be defined in the agreement. The City reserves the right to terminate the contract for convenience or cause, with notice as defined in the contract.
  3. Independent Contractor Status
     The selected professional shall operate as an independent contractor and not as an employee or agent of the City.
  4. Compliance with Laws
     All services provided must comply with applicable federal, state, and local laws, including licensing, civil rights laws, and nondiscrimination provisions.
  5. Standard of Care
     The selected contractor shall perform the services with the degree of care, skill, and diligence ordinarily exercised by qualified contractors performing similar work under comparable circumstances. 
• Ownership and Confidentiality —
  1. Ownership of Deliverables
     All reports, data, plans, drawings, or other deliverables produced under the contract shall become the property of the City unless otherwise stated in the agreement.
  2. Confidentiality
     The contractor shall treat all information and data provided by the City as confidential and shall not disclose such information to any third party without prior written consent.
• Federal and Grant-Funded Projects (if applicable) —
  1. Uniform Guidance Compliance
     For projects involving federal funding, vendors must comply with 2 CFR Part 200 (Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards).
  2. Debarment and Suspension
     Respondents must certify they are not debarred, suspended, or excluded from participation in federal assistance programs and must register with SAM.gov when required.
  3. Lobbying Certification
     If federal funds are involved, the contractor must comply with the Byrd Anti-Lobbying Amendment and submit the required certification.
  4. Domestic Preferences
     Compliance with the Build America, Buy America Act and other federal procurement requirements is mandatory where applicable.
• Additional Terms —
  1. Addenda
     All clarifications, changes, or modifications to the solicitation will be issued as written addenda. Respondents are responsible for ensuring they have reviewed and acknowledged all addenda.
  2. Costs Incurred
     The City is not liable for any costs incurred by respondents in preparing or submitting proposals, attending interviews, or negotiating contracts.
  3. Subcontracting
     Subcontractors may only be used with prior written approval of the City. The primary contractor is responsible for the conduct and performance of any subcontractor.
  4. Conflict of Interest
     Respondents shall disclose any actual or potential conflicts of interest. The City reserves the right to reject any submission that presents a conflict.
  5. Equal Employment Opportunity
     Vendors must comply with applicable nondiscrimination and affirmative action laws, including the Elliott-Larsen Civil Rights Act, MCL 37.2101 et seq., and the Michigan Persons with Disabilities Civil Rights Act.
  6. Force Majeure
     Neither party shall be held liable for failure to perform due to events beyond its reasonable control, such as natural disasters, labor strikes, or governmental restrictions.
• Proof of Insurance —

  Before contract execution, the successful bidder shall provide the City of Pontiac with a Certificate of Insurance and all 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

   

  2. Commercial Automobile Liability

  Minimum Limit: $1,000,000 Combined Single Limit

  Covers all owned, non-owned, and hired vehicles used in connection with the performance of the work.

   

  3. Workers’ Compensation Insurance

  Required by law if the contractor 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

  Minium $4,000,000 per occurrence.

   

  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.

  The Certificate of Insurance must be submitted and approved before work begins.

   

  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.

• Subcontracting —

  The City of Pontiac will NOT be allowing subcontracting for this agreement.

• Subcontracting —

  1. The Contractor shall not subcontract any portion of the construction work or professional services without the City'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.

  2. Approval of a subcontractor does not create any contractual relationship between the City 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 City.

  3. 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.

  4. 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.

  5. 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.

  6. The Contractor shall ensure each subcontractor maintains insurance coverages appropriate to its trade and not less than the limits required in the Contract Documents.

  7. The Contractor shall not add, remove, or replace any major or listed subcontractor without the City'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 City as soon as practicable for written approval.

  8. The Contractor is solely responsible for paying subcontractors; the City 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).

  9. 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.

• Collusion and Price Fixing Prohibited —

  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 quaotation, certifies that:

  1. The prices in the quotation have been independently determined without consultation, communication, or agreement with any other bidder or potential bidder, and are not intended to restrict competition.

  2. The bidder has not knowingly disclosed proposal prices, terms, or conditions to any competitor before the official proposal opening.

  3. 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 quotation 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.

• Non-Assignment or Transfer —

  The service provider shall not assign or transfer the contract without the prior written approval of the Mayor or the Mayor’s designee.

• City Rules —

  The successful bidder’s employees shall comply with all instructions issued by representatives of the City of Pontiac.

• Progress Payments/Retainage —

  This contract is not subject to progress payments or retainage.

Submission Requirements

• Confirm that you have read and understand all of the project requirements (Scope of Services). (required)
• Provide the firm’s legal name, business address, primary telephone number, and email address. Identify the individual authorized to sign documents on behalf of the organization. (required)
• Firm Experience & Qualifications (required) —

  Describe the firm’s history, years in business, relevant engraving or stonework experience, licenses, certifications, specialized training, equipment, staffing, and overall capacity to successfully complete the project.

• Relevant Project Experience & Work Samples (required) —

  Describe at least three comparable projects completed within the past five years and provide photographs or work samples demonstrating experience with on-site engraving of installed rocks, monuments, entrance features, or similar exterior stone surfaces.

• Proposed Engraving Method & Technical Approach (required) —

  Describe the proposed on-site engraving method, equipment, tools, design-transfer process, alignment controls, engraving-depth standards, and approach for addressing curved, uneven, textured, cracked, or irregular rock surfaces while ensuring the rocks remain in place and undisturbed.

• Project Approach & Quality Control (required) —

  Describe the firm’s approach from initial site inspection through final acceptance, including how the approved artwork, wording, spelling, dimensions, placement, colors, and finishes will be verified and how errors, damage, or nonconforming work will be prevented and corrected.

• Exterior Finish, Materials & Durability (required) —

  Identify the proposed paints, pigments, stains, sealants, coatings, or other finishes and explain their compatibility with natural stone, expected exterior durability, curing requirements, maintenance needs, service life, and applicable warranties.

• Site Protection, Safety & Traffic Control (required) —

  Describe how the firm will protect the rocks, surrounding property, landscaping, utilities, pavement, sidewalks, motorists, and pedestrians, including its proposed dust control, debris control, barricades, warning signs, traffic-control measures, and safety procedures.

• Project Team, Staffing & Coordination (required) —

  Identify the Project Manager, engraving personnel, other key staff, and any subcontractors assigned to the project, and describe their roles, qualifications, experience, staffing levels, supervision, and coordination with the City.

• Project Schedule & Availability (required) —

  Provide the firm’s availability and proposed schedule for site inspection, artwork review, engraving, finish application, curing, cleanup, inspection, and final completion, including anticipated work duration and any weather or site conditions that may affect the schedule.

• References, Warranty & Past Performance (required) —

  Provide at least three references for comparable work, describe the warranty offered, and disclose any terminations for cause, defective work claims, major corrective work, formal disputes, litigation, schedule failures, debarments, or suspensions within the past five years.

• Pricing (required) —

  Complete the Cost Proposal by providing a lump-sum price for each location and a total lump-sum project price, including all labor, materials, equipment, mobilization, finishes, traffic control, site protection, cleanup, restoration, warranty, assumptions, exclusions, additional fees, and proposed invoicing terms.

• Do you have any certifications or licenses applicable to this type of work? If so, upload the supporting documentation here. (required)
• Terms and Conditions Acknowledgement (required) —

  Please acknowledge that you have read and agree with the terms and conditions attached in this solicitation.  

• List Exceptions —

  Identify all exceptions to the solicitation terms and conditions. Upload supporting documentation or attach a redlined version of the Word document, if applicable.

• Does this Solicitation include the use of ARPA funds? (required)
• Will you be Scoring proposals? (required) —

  If Yes, suggested Evaluation Criteria will be included for review.

  If No, Evaluation Criteria will be included.