- PROJECT REQUEST / BACKGROUND —
This project consists of the complete removal and replacement of the existing roofing system at Fire Station #9. Work will include a full tear‑off down to the existing metal roof deck, assessment of deck conditions, installation of a new fully‑adhered EPDM roofing system, new tapered insulation, new flashings and edge metals, and all related accessories required to provide a watertight 20‑year warranted system.
The fire station will remain operational throughout construction, requiring strict coordination with the City’s project representative and Fire Department personnel.
Project Location: 787 W. Huron Street, Pontiac, MI
NO VALUE
- MANDATORY MINIMUM REQUIREMENTS —
At the time of bid submission. Only bids meeting the mandatory minimum requirement(s) will be considered for evaluation and award.
- REALISTIC BIDS —
It is the expectation of the City that bidders can fully satisfy the obligations of the bid in the manner and timeframe defined within the bid. Bids must be realistic and must represent the best estimate of time, materials and other costs including the impact of inflation and any economic or other factors that are reasonably predictable.
City of Pontiac shall bear no responsibility or increased obligation for a Bidder’s failure to accurately estimate the costs or resources required to meet the obligations defined in the bid.
- Department Scope of Work Details —
1) Project Overview & Objectives
Provide a complete tear‑off and replacement roofing system over existing metal roof deck, including new tapered polyisocyanurate insulation, fully‑adhered 60‑mil EPDM membrane, flashings, sheet‑metal edging, and related accessories. Include an air barrier over the Apparatus Bay deck to control membrane billowing when bay doors are open. Deliver a watertight system that meets warranty and code requirements.
2) Contract Documents
Contract, General & Supplementary Conditions, Bonds, and all Division 1, Division 6, and Division 7 sections listed in the Index, plus Appendix (Environmental report). Where Drawings are referenced, coordinate final details with HRC.
3) Permits, Access & Constraints
Permit: Obtain City of Pontiac building permit for reroofing prior to start.
Active Fire Station Operations: Keep all drives/entrances clear for emergency response; coordinate daily with Fire Department. Provide 48‑hour notice for activities affecting operations. Protect vehicles and interior spaces as required.
Staging: Use only City‑designated area; secure materials and site. Restore any lawn/landscape, sidewalks, or irrigation damaged by construction.
Work Hours: As permitted by the City.
4) Existing Conditions & Selective Demolition
Full Tear‑off: Remove existing roofing system(s) down to metal roof deck, including spray‑applied insulation, rigid insulation, all flashings, edge metals, copings, fasteners, and abandoned vents where indicated. Keep drains functional throughout; restore any that become clogged during work. Remove only as much roof as can be made watertight the same day.
Daily Watertightness: Provide temporary seals, clamping rings with waterblock, and night tie‑offs so all areas worked are fully sealed each day—contractor assumes responsibility for any resulting water damage.
Metal Deck Assessment & Repairs: After tear‑off, visually evaluate metal deck.
- Refurbish: Power‑tool clean and apply rust‑inhibiting paint (e.g., Tnemec Omnithane 530 or approved equal) where directed.
5) New Roofing System (Basis of Design)
5.1 Performance & Codes
- Comply with NRCA practices and Michigan Building Code fire classification for roof assembly: UL 790 Class A and FM 4470 Class 1, wind uplift FM 1‑90 (Construction Bulletin 1‑28).
- 5.2 Membrane & System
- Membrane: EPDM, 60‑mil, non‑reinforced, black, fully adhered. Approved manufacturers: Holcim Elevate (RubberGard) – Basis of Design; Johns Manville 60NR; Carlisle SureSeal (no substitutions beyond these). Use maximum roll widths to minimize seams.
Air Barrier (Apparatus Bay only): Install continuous air barrier over metal deck per roofing manufacturer’s recommendations.
- Insulation:
Attachment: Mechanically fasten insulation to deck to achieve FM 1‑90; stagger joints between layers ≥6". Adhere EPDM membrane with manufacturer’s adhesive; lap, seam, and flash per manufacturer. Extend membrane ≥8" up verticals.
Flashings & Accessories:
- Flexible EPDM flashings; boots/collars for penetrations; termination bars (SS or aluminum) with beveled edges at max 12" o.c.; cut at corners (no wrap‑around). Support and flash all piping, gas lines, conduits, rails, and penetrations per warranty requirements. Fabricate new expansion joints to replace existing.
Drainage: Install new drain inserts as shown in Drawings during roofing operations. Keep drains operating at all times.
6) Sheet Metal Flashing & Trim
Scope: New fascia/edge metal, counterflashings, and related formed flashings. Fabricate to longest practical lengths; hemmed edges; welded or standing‑seam watertight mitered corners (sealant alone not acceptable). Provide drips on vertical faces.
Materials:
- Visible edges: Pre‑coated aluminum or galvanized steel with PVDF (Kynar/Hylar) 70% finish; Owner to select color.
- Gauges: Generally 22 ga for most items; 24 ga for continuous cleats and counterflashings; formed fascias up to 5" high may be 24 ga (over 5" use 22 ga). Aluminum fascia 0.050"; misc. aluminum 0.032". Stainless steel (Type 304, 0.018") permitted where not visible from grade. Back‑paint concealed surfaces for dissimilar metal protection
Accessories: Fasteners of like metal with neoprene washers; polyurethane sealant (ASTM C920, single‑component), color‑matched; bedding compounds as appropriate.
7) Wood Blocking & Curbs
Materials: Pressure‑treated (ACQ) wood meeting AWPA UC3B (0.25 pcf retention), No. 2 SYP or No. 2 DF, 19% max moisture. Fasteners/anchors hot‑dip galvanized or 304 SS and compatible with ACQ.
Installation:
8) Submittals & Meetings
Pre‑Installation Meeting: One (1) week prior to start of roofing.
Submittals:
- Product data for membrane, insulation (LTTR), adhesives, flashings, fasteners, sheet metal, air barrier.
- Shop drawings: insulation layout (incl. tapered), details at edges/terminations, interfaces, sump locations.
- Installer credentials: Minimum 10 years; manufacturer certification within last 3 years (e.g., Elevate Master Contractor; Carlisle Perfection/ESP; JM Summit Club). Provide with bid.
- Manufacturer’s field representative reports per Quality Control.
9) Quality Assurance & Inspections
Follow manufacturer instructions and NRCA standards; comply with specified tolerances. Manufacturer to perform final inspection prior to issuance of warranty; provide 48‑hour notice to Engineer for attendance. Correct any deficiencies identified.
10) Safety Protocol
Contractor responsible for full MIOSHA/OSHA compliance, methods, and means; protect the public and provide safe access for Owner/Engineer. Maintain at least two fire extinguishers on site. Protect interior with dust/water barriers; coordinate any HVAC/fire alarm shut‑downs; evacuate below work area if deck impairment is suspected. Limit rooftop loads; do not stockpile beyond one day’s materials; no overnight trash stockpiles. Provide temporary plywood/insulation paths where traffic crosses existing roof.
11) Environmental / Hazardous Materials
Review Limited Asbestos NESHAP Survey Report (Feb 19, 2026) in Appendix; follow findings and legal requirements. (Contractor remains responsible for compliance with all applicable environmental regs; notify Owner if suspect materials are encountered.)
12) Bonds, Insurance & Indemnity
Bonds: Provide 100% Performance Bond and 100% Labor & Material Bond; also furnish Maintenance & Guarantee Bond for one (1) year from final estimate approval. Sureties must meet Circular 570 and state licensing.
Insurance (minimums):
- GL: $1M per occurrence / $2M per‑job aggregate / $2M completed ops; Auto: $1M CSL; Workers’ Comp (statutory) & Employer’s Liability $1M; Owner’s Protective $1M/$1M; Umbrella/Excess $2M; Builder’s Risk Installation Floater on “All Risk” basis through completion. Additional insured, primary/non‑contributory, and waiver of subrogation in favor of Owner and Engineer required; notice of cancellation provisions per spec. Insurers must be A‑, XI (A.M. Best) or better unless Owner approves.
Indemnification: Broad form in favor of Owner and Engineer, except for their sole negligence.
13) Schedule & Weather Limitations
Start material procurement and mobilization within 30 days of Contract. Do not apply membrane in inclement weather or when ambient is <32°F or >95°F, or on damp/frozen substrates. Plan work so areas opened in a day are made watertight the same day.
14) Closeout
Substantial Completion: Achieved when the roofing system is installed and the building is watertight. Provide punchlist and complete items promptly.
Record Documents: Maintain redlines and submit as‑builts (PDF), including shop drawings and product data. Provide waivers, bonds, consent of surety, and all approvals from authorities having jurisdiction prior to final payment.
Cleaning & Restoration: Final clean, remove debris, restore disturbed areas; reseed lawn (unless otherwise noted); restore paving to original condition; touch up paint as needed.
15) Warranties
Manufacturer: 20‑year, non‑prorated total system warranty covering membrane, flashings, and insulation; manufacturer rep must inspect and approve installation prior to warranty commencement.
Contractor: 2‑year workmanship warranty covering leaks due to defective work/materials, inclusive of sheet metal installation (list flashing locations and lengths).
16) Exclusions / Clarifications (Project Specific)
Utility upgrades, structural modifications unrelated to roofing, unforeseen deck replacement beyond agreed field quantities, abatement beyond the Appendix findings (if any), code upgrades not triggered by the reroofing scope, and interior finish repairs except those caused by Contractor’s failure to keep the building watertight. (Coordinate with Owner if concealed conditions are found per Public Act 57 provisions on differing site conditions.)
- BID INSTRUCTIONS AND CONTENT —
Bids must be computer generated, single-spaced, space-and-a-half or double-spaced. All pages should be numbered. Margins should be at least ½ inch on all sides. Font size can be no smaller than 11 pt. Bids using smaller font sizes or smaller margins may be rejected.
- AWARD RECOMMENDATION —
The City will post a Notice of Intent to Award on OpenGov.
The contract will be awarded to the lowest responsive and responsible bidder.
Lowest responsible bidder means that bidder who submits the lowest bid, conforming to specifications, as evaluated, and who is qualified by meeting the following standards as they relate to the particular contract under consideration.
- Adequate financial resources for performance, or the ability to obtain such resources as required during performance, as determined by the purchasing agent, after consultation with the department that will be utilizing the goods or services procured, and the necessary experience, organization, technical qualifications, skills and facilities, or has the ability to obtain them (including probable subcontractor arrangements);
- Ability to comply with the proposed or required time of delivery or performance schedule;
- A satisfactory record of integrity, judgment and performance (contractors who are delinquent in current contract performance, considering the number of contracts and the extent of delinquencies of each, shall, in the absence of evidence to the contrary or compelling circumstances, be presumed to be unable to fulfill this requirement);
- Qualifications and eligibility to receive an award under applicable laws, ordinances and regulations; and the ability to comply with applicable bonding and insurance requirements;
- That the bidder is not disqualified for being in default or indebted to the City, of this division.
Responsive and responsible are defined as follows:
- RESPONSIVE - A Contractor, business entity or individual who has submitted a quote/bid/proposal that fully conforms in all material respects to the solicitation and all of its requirements; including all form and substance.
- RESPONSIBLE - A Contractor, business entity or individual who is fully capable to meet all of the requirements of the solicitation and subsequent contract. Must possess the full capability, including financial and technical, to perform as contractually required. Must be able to fully document the ability to provide good faith performance.
- SOLICITATION CLARIFICATION QUESTIONS AND ADDENDUMS —
Any Bidder requiring clarification of the provisions of this Solicitation must submit specific questions to the City. Bidders must submit all questions through OpenGov by the Deadline to Submit Questions indicated on the cover page of this IFB.
The City will issue any addendum responding to questions in accordance with the Procurement Timetable on the cover page of this IFB.
Bidders with concerns or requiring clarification on any aspect of this solicitation must submit their questions or concerns through OpenGov prior to the clarification deadline indicated on the solicitation cover page. Bidder shall specify the particular solicitation provision or contract feature in question, explaining any perceived ambiguity, unfairness, or legal issue, or how it might restrict competition. This process ensures that potential issues can be addressed promptly by the City, thereby minimizing disruptions and facilitating a fair and competitive bidding process. Failure to raise concerns by this deadline will be considered as acceptance of all terms and conditions and will waive any future claims regarding the solicitation’s or contract’s clarity, fairness, or compliance with the law.
- CONTRACT TERM —
The term of the resultant Contract shall be for a period of one (1) year. from the date of executing the contract for services that will be rendered, with approval by the City Council.
This Contract includes the option to renew for two (2) years or until completion of the project. , which may be exercised at the discretion of the City.
- BID CONTENT AND REQUIRED SUBMITTALS —
Bidders must respond to all the questions listed in the IFB. For each item, restate the question, use the same numbering, and letter sequence as found in the IFB and then provide your response. Responses must be on the forms provided for by City of Pontiac where applicable. Bidders shall prioritize clarity and conciseness in their submissions, ensuring that all responses are straightforward and directly address the specified requirements, without unnecessary elaboration or extraneous pages.
- RESERVATIONS —
City of Pontiac reserves all rights regarding this solicitation, including but not limited to the right to:
- Disqualify a Bidder for failure to follow these instructions.
- Discontinue the IFB process at any time for any or no reason. The issuance of an IFB, your preparation and submission of a bid, and the City’s subsequent receipt and review of your bid does not commit the City to award a contract to you or anyone, even if all the requirements in the IFB are met. In no event will the City of Pontiac have any liability for the cancellation of this solicitation.
- Consider late bids if: (i) no other bids are received; (ii) no complete bids are received; (iii) the City received complete bids, but the bids did not meet mandatory minimum requirements or responsive/responsible criteria; or (iv) the award process fails to result in an award.
- Consider an otherwise disqualified bid if no other bids are received.
- Disqualify a bid based on: (i) information provided by the bidder in response to this solicitation; or (ii) if it is determined that a bidder purposely or willfully submitted false or misleading information in response to the solicitation.
- Consider prior performance with the City in making its award decision.
- Consider total-cost-of-ownership factors (e.g., transition and training costs) when evaluating bid pricing and in the final award recommendation.
- Refuse to award a contract to any Bidder that has failed to pay City taxes or has outstanding debt with the City.
- Award multiple, optional-use contracts, award in part, or award by Contract Activity.
- Waive technical defects, minor irregularities, and omissions if, in its judgment, the best interests of the City will be served.
- Request additional information or clarifications, waive technical defects, minor irregularities, or allow correction of errors or omissions during the evaluation process where it may serve the City’s best interest.
- Retain all bids submitted and use any ideas in any bid, regardless of whether that Bidder is selected.
- Request any additional information at any stage of the solicitation process, and the City is not bound to accept the lowest cost bid.
- BID SUBMISSION —
Bidders must upload one (1) electronic PDF file of bids to OpenGov, as instructed on the IFB cover page, no later than 9:30 am on Monday, April 20, 2026. OpenGov will not allow Bidders to upload bids after the Due Date. LATE BIDS WILL NOT BE CONSIDERED.
- COST OF PREPARATION OF RESPONSE —
Costs incurred by any Bidder in preparation of a response to this Solicitation is the responsibility of the Bidder.
- CONTRACT AWARD —
Through this solicitation process, the City seeks to award one contract. The City will award a contract to the lowest responsive and responsible bidders based on the evaluation process described in this IFB.
- CONFIDENTIALITY —
Confidential/Proprietary Information. The City is a public entity whose records are subject to Michigan's Freedom of Information Act (FOIA), MCL 15.231 et seq,. Once the City awards a contract, then all bids, whether successful or not, will become public records subject to inspection to public inspection in accordance with FOIA. For this reason, the City requests that respondents DO NOT submit in their bids information that they consider trade secrets, or otherwise confidential or sensitive commercial, financial, personal or security-related (“Confidential Information”) except as absolutely necessary to respond to the IFB. Bidders who decide that they need to submit Confidential Information in order to effectively respond to the IFB will follow this process:
Package the Confidential Information that is necessary to the IFB response in a file that is separate from the remainder of the IFB response.
Mark the file with “Confidential Information” or similar words.
Review the remainder of the bid and ensure that it contains no Confidential Information.
Include a statement in the bid that (1) identifies the separately packed information marked “Confidential Information,” and (2) describes the basis on which the bidder wishes to exempt the content of the package from public inspection under FOIA.
Following this process may protect some Confidential Information from public disclosure to the extent allowed by FOIA and other applicable law. The City does not guarantee that following this process will in fact protect Confidential Information from FOIA disclosure.
After award, the contract executed by the City and the successful Bidder will be a public document subject to disclosure.
- PROTESTS OF INTENT TO AWARD —
The following procedure applies to Bidders who wish to protest a disqualification of bid or award of contract:
- All protests of Intent to Award must be in writing, addressed to the City’s Purchasing Manager, postmarked and delivered no later than 4:00 P.M. on the fifth (5th) working day after the postmarked Notice of Intent to Award, non-award, or disqualification.
Address protests to:
PROTEST OF AWARD OR DISQUALIFICATION TO IFB NO. 2026-ITB-0127
ATTN: Purchasing Manager
City of Pontiac Purchasing Division
47450 Woodward Ave., Room 206
Pontiac, MI 48342
- Bidders may protest only deviations from laws, rules, regulations, or procedures. Protests must specify the grounds for the protest, including the specific citation of law, rule, regulation, or procedure upon which the protest is based. The judgment used in determining responsible bids is not grounds for protest. Disagreement with the judgment used in determining responsible bids may not be protested.
Protests not filed within the time specified in paragraph 1, above, or which fail to cite the specific law, rule, regulation, or procedure upon which the protest is based shall be dismissed.
- CONTRACT AWARD —
Through this solicitation process, the City seeks to award multiple optional use contracts. The City will award contracts to the lowest responsive and responsible bidders based on the evaluation process described in this IFB.
- REFERENCES —
The City reserves the right to investigate references including customers other than those listed in the Bidder’s submission. Investigation may include past performance of any Bidder with respect to its successful performance of similar projects, compliance with specifications and contractual obligations, its completion or delivery of a project on schedule, and its lawful payment to employees and workers or any other criteria as determined by City of Pontiac.
- REQUIRED MEETINGS —
- Schedule periodic progress meetings to review service delivery, invoices, and changes; to discuss specific operations that may affect the quality, time or cost of work; or to provide notice of work that may impact the contract.
- PUBLICITY —
Any publicity giving reference to this project, whether in the form of press releases, brochures, photographic coverage, or verbal announcement, may be done only after prior written approval of City of Pontiac’s Purchasing Manager and Communications Director.
- BILLING AND INVOICES —
It is required that the Supplier provide monthly invoices to the City in electronic form.
All invoices must be prepared in clear and concise format approved by the City. All invoices must include the following information:
- Supplier's name and address and a phone number and email for questions about the invoice.
- Supplier’s invoice number.
- Invoice date and period.
- City of Pontiac contract number and purchase order number.
- An itemized list of goods and/or services provided and hours provided.
- Any additional information required in the finalized contract as an Exhibit.
The City will pay invoices within 30 calendar days. The thirty calendar days begins on the date the invoice is received by the City’s Accounts Payable Manager, unless otherwise provided in the finalized contract. All invoices must be emailed to AccountsPayable@pontiac.mi.us.
- COMPENSATION AND METHOD OF PAYMENT —
Firm Fixed Price: The City will pay the Contractor a fixed amount as agreed in the contract for the delivery of all services outlined. This amount will not change regardless of the actual costs incurred by the Contractor in the fulfillment of the required services.
- DISPUTES —
In case of any doubt or differences of opinions regarding the items or service to be furnished hereunder, or the interpretation of the provisions of the IFB, the decision of City of Pontiac will be final and binding upon all parties.
- COMPENSATION AND METHOD OF PAYMENT —
Time and Materials: Payment to the Contractor will be based on the actual hours worked at pre-negotiated rates, plus the cost of materials used. The City reserves the right to review detailed records of hours and materials spent.
- COLLUSION —
A Bidder, submitting a bid hereby certifies that no officer, agent, or employee of City of Pontiac has a financial interest in this bid; that the bid is made in good faith without fraud, collusion, or connection of any kind with any other Bidder and that the Bidder is competing solely on its own behalf without connection or obligation to any undisclosed person or firm.
- CERTIFICATION REGARDING CONFLICT OF INTEREST —
Bidders are required to certify (in the Bidder Representations and Certifications Attachment) whether the Bidder is or is not aware of any potential organizational conflict of interest (COI). If the Bidder is aware of a conflict, then Bidder is required to provide a disclosure statement in its bid describing all relevant information concerning any past, present, or planned interests bearing on whether it (including its chief executives and any directors, or any proposed consultant or subcontractors) may have a potential organizational conflict of interest. Bidders responding to this solicitation are required to disclose any such business or financial relationships. The disclosure statement must identify and address any actual or potential organizational COI within the Bidder’s entire organization, including parent company, sister companies, affiliates, and subsidiaries. In addition to identifying potential organizational COI, the disclosure statement must describe how any such conflict can be avoided, neutralized, or mitigated. Also, all Suppliers must disclose any actual or potential COI. The City’s Law Director will determine a bidder’s eligibility for an award based on the information provided in the disclosure statement.
- COMPENSATION AND METHOD OF PAYMENT —
Cost Plus Contract: Payment to the Contractor will be based on the actual costs incurred by the Contractor plus a fixed fee percentage agreed upon in the contract. This payment structure ensures that the Contractor is reimbursed for all direct and indirect costs incurred during the project while earning a guaranteed fee on top of these costs.
- PRICING STRUCTURE AND ADJUSTMENT PROVISIONS —
The compensation agreed upon under this Firm Fixed Price contract shall remain unchanged for the duration of the agreement. No price adjustments or escalations will be allowed or accepted unless mutually agreed upon by both parties in response to changes in the project scope documented via formal amendments.
- LOCAL PURCHASING PREFERENCE —
City of Pontiac desires to employ local businesses in the purchase or lease of any personal property, public improvements, or services to support the local economy in the State of Michigan and the City of Pontiac so that residents benefit from local employment opportunities that are generated. Therefore, the City of Pontiac prefers goods or services that have been manufactured or produced by a Michigan business if price, fitness, availability, and quality is otherwise identical.
- PRICING STRUCTURE AND ADJUSTMENT PROVISIONS —
The contract price will be subject to an annual adjustment based on [specific index, e.g., Consumer Price Index (CPI)] not to exceed a predetermined percentage. Any adjustments will be made on the anniversary of the Contract start date and must include detailed documentation supporting any request for adjustment. Any adjustments must be agreed upon by both parties in writing in accordance with Contract.
- EEO CERTIFICATION REQUIREMENT —
Contracts in excess of $10,000 (“Major Purchases”) that originate from this IFB are subject to the City’s Equal Employment Opportunity (EEO) requirements, as outlined in the City of Pontiac’s Municipal Code, Article IV – Executive Branch, 4.304 Centralized Purchasing; Competitive Bidding and the sample City of Pontiac contract attached to this IFB.
- PRICING STRUCTURE AND ADJUSTMENT PROVISIONS —
The Contract includes an escalation clause where the price may be adjusted according to variations in [specific cost drivers such as material costs or labor rates]. Detailed documentation supporting any request for adjustment will be required, and adjustments must be agreed upon by both parties in writing in accordance with Contract.
- FUNDING REQUIREMENTS —
Funding of the work described in this solicitation is not guaranteed. Fluctuations in funding year to year should be expected. The City cannot assure that any particular level of work will be assigned, and the contract will permit the City to add or remove work as necessary depending on availability of funding.
- FUNDING REQUIREMENTS —
Funding of the work described in this solicitation is not guaranteed. Fluctuations in funding year to year should be expected. The City cannot assure that any particular level of work will be assigned, and the contract will permit the City to add or remove work as necessary depending on availability of funding.
EXHIBIT REFERENCE FOR ARPA AND OTHER GRANT TYPES
In accordance with the American Rescue Plan Act (ARPA), Funding must be obligated by the end of calendar year 2024 and expended by the end of calendar year 2026. Contractor costs funded by ARPA Funds must be incurred or purchased by the Contractor during the Contract Term. Contractor must complete all work and Services under Contract no later than the contract expiration date.
Contractors must be registered with SAM.gov. Per Federal Procurement Requirements, the City of Pontiac cannot award the Project to an entity that is on the Federal System for Award Management (SAM.gov) (“SAM”) excluded party list (“EPL”). https://sam.gov/content/exclusions. The Contractor(s) who will receive the bid award will be required to provide their SAM.gov Unique Entity Identifier.
- INSURANCE REQUIREMENTS —
The Bidder awarded a Contract as a result of this solicitation will be required to provide a copy of the insurance policy. Additional insurance coverage may be required depending on the key features of service delivery chosen by the Supplier. Final insurance requirements will be subject to negotiation between, and mutual agreement of, the parties prior to contract execution.
- BIDDER INFORMATION, CERTIFICATIONS, AND COMPLIANCE ASSURANCES
- Principal Place of Business Address (If different than vendor profile)
- Contact Information for this Solicitation (required) —
Please provide the following contact information for this Solicitation:
- Contact Name
- Telephone Number
- E-mail Address
- Business Designation (required) —
Select the option that best suits your business.
- If "Other" was selected for Business Designation, please specify here
- Is the Bidder a certified Michigan Business Enterprise? (required)
- Specify the type(s) of certification held by checking all the boxes that apply and provide Certification Number for all checked boxes. (required)
- If "Other" was selected for Michigan Business Enterprise, please specify here.
- Michigan Enterprise Certification Number and Date (required) —
List the Certification Number and Date for each type of certification selected.
- Attach Certificates (required)
- Are there any pending applications for additional certifications? (required)
- Specify the type(s) and expected date of approval for each. (required)
- Do you intend to use subcontractors? (required) —
Subcontractors (or their assignments), as it pertains to the specifications/scope of work may not be changed without prior written approval by the City. The Contract will not be assignable to any other business entity without The City’s approval.
- Attach subcontractor information (required) —
For each subcontractor, provide a document with this information:
- Legal Business Name of Subcontractor
- Mailing Address
- Description of Goods/Services provided by Subcontractor and person(s) identified
- If the subcontractor is a certified Michigan Business Enterprise; if "yes", specify the type(s) of certification held and provide the Certification Number for all. Attach certificates with proposal.
- List any pending applications for additional certifications and expected date of approval
- Mandatory Minimum Requirements (required) —
To avoid disqualification, the Bidder must provide documentation to support the following:
- The Contractor must provide documentation that proves they have relevant business experience such as certifications, licenses, and/or association memberships within their field of work.
Only bids meeting the mandatory minimum requirements will be considered for evaluation and award. References to other sections of bidder’s response is permissible, provided they clearly demonstrate compliance with all stated mandatory minimum requirements.
- Scope and Requirements (required) —
Bidder understands and agrees to the requirements provided in Part 1 of the IFB and has listed all exceptions below. (Any exceptions to the Scope and Requirements will be evaluated and determined whether they are in the best interest of the City.)
- Bidder shall list all exceptions to the Scope and Requirements and other requirements provided in Part 1 of the IFB below. If none or not applicable, indicate “None” or “Not Applicable” below. (required)
- Pricing Requirements and Bid Pricing (required) —
Bidder understands and agrees to the “Compensation and Method of Payment” subsection and has listed all exceptions below. (Any exceptions to the Pricing Requirements will be reviewed and determined whether they are in the best interest of the City.)
- Bidder shall list all exceptions to Compensation and Method of Payment below. If none or not applicable, indicate “None” or “Not Applicable” below.
- Insurance Requirements (required) —
Bidder has thoroughly reviewed the “Insurance Requirements” (Exhibit X) and certifies that if awarded the contract the coverage requirements can be met, and the proper insurance documents will be provided prior to final contract execution.
- List any exceptions to the Insurance Minimum Coverage in Exhibit X. If none or not applicable, indicate “None” or “Not Applicable” below.
- Procedural Information (required) —
By clicking "Please Confirm" the Bidder affirms that they have reviewed, understand, and acknowledge PART 2: PROCEDURAL INFORMATION section of this IFB.
- Disclosure of Legal Action (required) —
Bidder shall identify any pending public or private legal action (including without limit mediation, arbitration, litigation, mechanics’ liens, and bond claims) directly or indirectly, and your firm’s role in the action. If none, indicate “None” below.
- Disclosure of Contract Termination (required) —
Bidder shall identify if they or any of its related business entities defaulted on a contract or had a contract terminated for cause. If yes, provide the date, contracting entity, type of contract, and details about the termination or default. If none, indicate “None” below.
- Assurances (required) —
The Bidder attests that:
- The person signing this offer has the authority to submit an offer and to represent Bidder in all phases of this procurement process.
- The information provided herein is true and accurate.
- Any false statement may disqualify this offer from further consideration or because of contract termination; and
- The Bidder will notify the City of Pontiac’s Purchasing Manager within 30 days of any change in the information provided on this form.
The bidder must review and confirm their understanding and compliance with the assurances outlined above. Please mark 'Yes' if you certify compliance and 'No' if you cannot certify compliance for each statement. A 'No' response may disqualify you from the bidding process, and you may be required to provide further explanation or documentation.
- Certification Regarding Debarment, Suspension and Other Responsibility Matters (required) —
The Bidder certifies to the best of its knowledge and belief that neither it nor any of its principals:
- Are presently debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded from submitting bids or proposals by any federal, state or local entity, department or agency.
- Have within a five-year period preceding the date of this certification been convicted of fraud or any other criminal offense in connection with obtaining, attempting to obtain, or performing a public (federal, state, or local) contract, embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property.
- Are presently indicted for or otherwise criminally charged with commission of any of the offenses enumerated in paragraph 2 of this certification.
- Have, within a five-year period preceding the date of this certification had a judgment entered against the supplier or its principals arising out of the performance of a public or private contract.
- Have pending in any state or federal court any litigation in which there is a claim against the supplier or any of its principals arising out of the performance of a public or private contract; and
- Have within a five-year period preceding the date of this certification had one or more public contracts (federal, state, or local) terminated for any reason related to contract performance.
- Compliance with Tax Law. The supplier must pay all taxes owed to a public Supplier and will continue to comply with the tax laws of this state or a political subdivision of this state during the term of this contract. Failure to comply with this contract term is a default for which City may terminate the contract and seek damages and other relief available.
The bidder must review and confirm their understanding and compliance with the certifications outlined above. Please mark 'Yes' if you certify compliance and 'No' if you cannot certify compliance for each statement.
- Certification Regarding Conflict of Interest (required) —
“Organizational conflict of interest” means that, because of other activities or relationships with other persons or firms, a Supplier or Consultant (including its principal participants, directors, proposed consultants, or subcontractors) would be unable or potentially unable to render impartial, technically sound assistance or advice to City of Pontiac; or the Supplier’s or Consultant’s objectivity in performing the Work would or might be otherwise impaired. The Bidder certifies to the best of its knowledge and believe that neither it nor any of its principal participants and agents:
- Has any relationships with any firms or individuals that are or appear to be an organizational conflict of interest.
- Has or has had the following relationships with the specific firm(s)/individual(s), identified below, which may be determined to be an organizational conflict of interest. I understand that based on the information provided by Bidder, City of Pontiac may exclude the Bidder from further consideration and may withdraw its selection if the real or apparent organizational conflict of interest cannot be avoided or mitigated. Bidder further certifies that the degree and extent of the relationship of the Bidder with these named firm(s)/individual(s) have been fully disclosed below.
The bidder certifies that neither the organization nor any of its principal participants, directors, proposed consultants, or subcontractors has any relationships that are or appear to be an organizational conflict of interest.
- If you checked 'No,' please explain below and list any firms or individuals with whom you have relationships that might be seen as a conflict of interest, and describe the nature and extent of these relationships. (required) —
If you checked 'No,' please explain below and list any firms or individuals with whom you have relationships that might be seen as a conflict of interest, and describe the nature and extent of these relationships.
- PRICING
- Bid Pricing (required) —
Bidder shall provide their pricing by completing the Attachment 4 – Bid Pricing. This must be completed and submitted using the provided format.
- Pricing (required) —
- Choose Option 1 when you have set line items, for example:
- This is a quote for goods or commodities.
- This is a public works bid, with a pricing table that can be uploaded into OpenGov Procurement from an Excel spreadsheet.
- Seeking services for hourly rate schedules.
- Choose Option 2 when you need vendors to provide you with the line items.
- Are Mandatory Minimum Requirements included in this Solicitation? (required)
- Contract Term (required) —
Fill in the blank:
"The term of the resultant Contract shall be for a period of ________ from the date of executing the contract for services that will be rendered"
Example Answer & Format: three (3) years
- Contract Renewal (required) —
Fill in the blank:
"This Contract includes the option to renew for _____, which may be exercised at the discretion of the City."
Example Answer and Format: two (2) years
- Contract Award (required) —
Choose the option that best describes the award for this project.
- Compensation and Method of Payment (required) —
Select the option that best describes this section for the IFB.
- Firm Fixed Price: Use this for most services, where firm fixed pricing is sought.
- Time and Materials: Use only if Time and Materials services are sought.
- Cost Plus Contract: Use this when cost certainty is low, and the scope of work may change, requiring flexibility in budgeting.
- Pricing Structure and Adjustment Provisions (required) —
Select Option 1 if:
- This requires pricing to be held firm for duration of agreement and is recommended for most service types with predicable pricing.
Select Option 2 if:
- This pricing option includes an annual adjustment mechanism based on a specific index, such as the Consumer Price Index (CPI). It is suited for long-term agreements where costs might fluctuate due to economic factors. This mechanism provides a predictable, manageable method of adjusting prices to reflect changes in the economy, recommended for contracts where steady inflation or deflation is anticipated.
Select Option 3 if:
- This option incorporates an escalation clause tailored for projects susceptible to significant fluctuations in specific cost drivers, such as material costs or labor rates. This clause is particularly useful in industries where resource prices are volatile, ensuring that the contract remains fair and viable for both parties throughout its term. This approach is recommended for contracts in sectors like construction or manufacturing, where material and labor costs can vary dramatically.
- Do you have ARPA funding requirements for this project? (required)