1-26IFB074 - SMALL ENGINE MAINTENANCE REPAIRS AND SUPPLIES.pdf

Last Update: 02/12/2025 COS IFB Template

ISSUING AGENCY – CITY OF SCOTTSDALE

FORMAL INVITATION FOR BID

SMALL ENGINE MAINTENANCE, REPAIRS AND SUPPLIES

26IFB074

CRITICAL DATES

QUESTIONS DUE: 2:00 P.M. LOCAL TIME, MAY 31, 2026

PROPOSAL SUBMITTAL DUE: 2:00 P.M. LOCAL TIME, JUNE 8, 2026

SUBMITTAL RECEIPT AND OPENING

The City of Scottsdale is utilizing Bonfire Interactive to provide a procurement portal that allows access to business opportunities and to submit bids and proposals electronically. If you are not registered as a City of Scottsdale Bonfire vendor visit the Bonfire portal at City of Scottsdale, AZ (bonfirehub.com) then follow the link to the Bonfire vendor registration page to register your company. Registration is easy and free. If you have any challenges with the registration process, please contact Bonfire Interactive Support at support@gobonfire.com.

SEALED SOLICITATION SUBMITTALS WILL BE ELECTRONICALLY RECEIVED until the time and date stated in the portal and in the CRITICAL DATES section of the solicitation document. It shall be the responsibility of the proposer to confirm that proposals contain all required documents and are submitted electronically through the City of Scottsdale procurement portal at: City of Scottsdale, AZ (bonfirehub.com).

LATE SUBMITTALS WILL NOT BE ACCEPTED The Purchasing office will conduct a remote/online Microsoft Teams Live Event meeting for the public opening of the solicitation. To virtually attend this meeting, visit us online by clicking the following link. 26IFB074

It is strongly recommended you begin your submission upload process at least one (1) day prior to the deadline. Any technical or internet-related issues that may arise during your submission are not grounds to extend the deadline.

INFORMATION REQUESTS

Requests for any information relating to this solicitation should be directed to the purchasing staff listed below:

Eveline Vanda Purchasing Manager evanda@scottsdaleaz.gov 480-312-5719

Bidders shall not contact any City of Scottsdale employee, officer, or director other than purchasing regarding this solicitation until after the award of a contract. Any such unauthorized contact may result in bidder being disqualified from further consideration.

https://scottsdaleaz.bonfirehub.com/portal/?tab=login mailto:support@gobonfire.com https://scottsdaleaz.bonfirehub.com/portal/?tab=login https://teams.microsoft.com/meet/261648970798639?p=4fNbq6HEWmNi1wWjAt

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INSTRUCTIONS TO BIDDERS AND

GENERAL TERMS AND CONDITIONS

The Instructions to Bidders and General Terms and Conditions for formal solicitations, are listed as attachments A and B as outlined below and shall be downloaded by prospective Bidders as part of the solicitation.

Attachment A - Formal Solicitation Instructions to Bidders (current version at time of posting).

Applies to all formal Invitation for Bids (IFB) and Request for Proposals (IFB).

Attachment B - Formal Solicitation General Terms and Conditions (current version at time of posting). Applies to all formal Invitation for Bids (IFB) and Request for Proposals (IFB).

TABLE OF CONTENTS

SECTION 1 - INTRODUCTION

A. Intent

SECTION 2 – STATEMENT OF NEED

A. Specifications

a. List of Services

b. Service Schedule

c. Inventory

d. Frequency

B. Contractor’s Qualifications C. Contractor’s Responsibilities D. City’s Responsibilities

SECTION 3 – SPECIAL TERMS AND CONDITIONS

SECTION 4 – REQUIRED FORMS

A. Offer and Acceptance Form or Signature Page B. Pricing Proposal Form C. Parts Catalog Discount Form D. Bidder General Disclosure Form E. Bidder Litigation Disclosure Form F. References G. Subcontractor List H. Bidder Questionnaire-Parts/Service Information I. Bidder Questionnaire-Company Information

SECTION 5 – ATTACHMENTS

A. Instructions to Bidders B. General Terms and Conditions

SECTION 1 - INTRODUCTION

A. INTENT

The City of Scottsdale invites sealed bids to provide preventative maintenance, service repair and purchase of supplies for small engine equipment used by various departments located throughout the City of Scottsdale.

SECTION 2 – STATEMENT OF NEED

A. SPECIFICATIONS

The services and inventory items listed below are indicative of some of the types of services currently used and a variety of components currently utilized by the City of Scottsdale. The list is not to be construed as all inclusive. The list as stated below is furnished merely to aid the Bidder in internal planning and as a basis of award. This contract shall establish a relationship with a Contractor with the understanding that prices will be set for basic maintenance, repairs and supplies. Any unusual issues will be dealt with on a case-by-case basis.

As the needs of the city of Scottsdale change, it may be necessary to return parts, which were purchased under the scope of this contract and are regularly stocked items by the Contractor.

The City of Scottsdale will not authorize payment for any restocking charges or allow time limitation restraints for parts returned for credit during the term of this contract, providing said parts were purchased during the contract period from the Contractor. Credit memos are to be issued for such returns at the current buying prices at the time of the return.

LIST OF SERVICES

All 2-cycle repairs shall include cleaning the unit, testing the unit upon repair in addition to details listed with each service.

• 2-cycle engine tune-up (carburetor adjustments); replace exhaust spark arrestor

• 2-cycle valve job

• Sharpen chainsaws 12", 14" or 16" bar

• Install new chain 12", 14" or 16" bar

• 2-cycle hedge trimmers, service gear box, clean and sharpen blades (single blade)

• 2-cycle hedge trimmers, service gear box, clean and sharpen blades (double blad.e)

• Electric hedge blades, service gear box, clean and sharpen blades (single blade)

• Electric hedge blades, service gear box, clean and sharpen blades (double blade)

• Recoil repair

• All 4-cycle repair shall include cleaning the unit, testing the unit upon repair in addition to details listed with each service.

• 4-cycle engine tune-up (carburetor adjustments); includes clean air filter & change oil

• 4-cycle valve job

• Sharpen lawn mower blades

• Recoil repair

A Miscellaneous labor rate shall be identified by the Contractor and listed on the appropriate line item on the pricing proposal form. This rate may be negotiated, and agreed upon, prior to service/repair between the Contractor and the City of Scottsdale personnel dropping off equipment.

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SERVICE SCHEDULE

The City of Scottsdale will drop off and pick up equipment. Under normal circumstances the Contractor will be required to meet a three (3) day turn around. Any unusual issues must be reported to the Contract Administrator before any repairs are commenced.

INVENTORY

For informational purposes only. The city uses Stihl and Echo brands for the 2 cycle engines and Briggs & Stratton and Honda for the 4-cycle engines in most cases.

• Inventory includes:

• Backpack blowers (2-cycle) -30 units

• Hand blowers (2-cycle) -30 units

• Chainsaws (12", 14" and 16" chains)-15 units

• Extended pole chainsaws -10 units

• Gasoline hedge pruners -12 units

• Electric hedge pruners -5 units

• Extended gasoline hedge pruners -5 units

• Gasoline 'Mantis' tillers (2 cycle) -4 units

• String trimmers, straight shaft (2-cycle) -25 units

• Push lawn mowers (4-cycle, 5 hp & 6 hp)-3 units

• Lawn vacuum (4-cycle, 12 hp) -2 units

• Push edgers and sod cutters

The actual numbers for future years may increase or decrease. The above numbers are for informational purposes only as the city makes no promise of potential work.

FREQUENCY

The below are only estimates and not a guarantee or promise of future work.

• 2-cycle and 4-cycle equipment preventative maintenance - 3 times annually

• Chainsaw chains sharpened as needed dependent on need - 5-10 times annually (weather conditions may require additional sharpening)

• Sharpen hedge pruner blades (electric and gasoline) - 4 times annually

• Inventory items on an as needed basis annually

Please contact service requestor when equipment is ready for pick up

B. CONTRACTOR QUALIFICATIONS

The successful Contractor shall have been conducting business providing similar service as requested in the solicitation within the Phoenix/Scottsdale Metropolitan area for a minimum of two (2) consecutive years.

The Contractor MUST have and maintain full time Company representation located in the Scottsdale/Phoenix Metropolitan area, with the ability and authority to address all Contract issues that may develop.

The Contractor may not subcontract any segment or services covered herein, without prior approval of the Contract Administrator. All subcontractors used under the scope of this contract shall meet all

COS IFB Template requirements, terms and conditions set forth herein. All subcontracted services shall be warranted by and be the responsibility of the Contractor.

The Contractor shall be in compliance with all applicable Federal, State, Local, ANSI, and O.S.H.A. laws, rules, and regulations and all other applicable regulations for the term of this contract.

The Contractor, without additional expense to the City, shall be responsible for obtaining and maintaining any necessary licenses and permits required in connection with the completion of the required services herein.

C. CONTRACTOR’S RESPONSIBILITIES

Contractor shall familiarize themselves with the nature and extent of the solicitation and contract documents, work to be performed, all local conditions, and federal and state and local laws, ordinances, rules and regulations that may in any manner affect cost, progress or performance of the work.

Contractor is encouraged to read the solicitation documents carefully, as the City shall not be responsible for errors and omissions on the part of the contractor. The contractor is also encouraged to carefully review their final submittal documents, as the City is not required to make interpretations or correct detected errors in calculations.

All invoices for orders shall reference a current Purchase Order number, the appropriate City department and the name of the individual that placed the order

D. CITY’S RESPONSIBILITIES

The Contract Administrator for the resulting contract shall be the Parks and Recreation Contract Coordinator or designee.

SECTION 3 - SPECIAL TERMS AND CONDITIONS

1. ACCEPTANCE / AGREEMENT

Contractor shall act under the authority and approval of the Contract Administrator for the City, further named herein, to provide the services required by this Contract.

If for any reason the Offeror should fail to accept in writing, any conduct by Offeror which recognizes the existence of a Contract/Agreement pertaining to the subject matter hereof shall constitute acceptance by Offeror of the Contract/Agreement and all of its terms and conditions.

Any terms proposed in Offeror's acceptance of City's Contract which adds to, varies from or conflicts with the terms herein are hereby rejected by the City. Any such proposed terms shall be void and the terms herein shall constitute the complete and exclusive statement of the terms and conditions of the Contract/Agreement between the parties.

2. ACCURACY OF WORK

The Contractor shall be responsible for the accuracy of the work requested and shall promptly make all necessary revisions or corrections without additional compensation. Acceptance of the work by the Project Manager will not relieve the Contractor of the responsibility for subsequent correction of any errors and the clarification of any ambiguities.

3. CITY ASSURANCE

The Contract Administrator shall report to the Contractor in writing, via email, or other written documentation, all deficiencies in the quality of performance of the maintenance service. All communication, written or verbal, between the City of Scottsdale and the Contractor shall be in English.

All deficiencies in the performance of the Contractor’s service shall be corrected promptly by the Contractor as directed by the Contract Administrator.

The Contract Administrator may monitor and review the performance of the Contractor and employees. The outcomes of this oversight may have a direct bearing on the opportunity to negotiate a renewal of the Contract, when applicable.

4. CITY OBSERVED HOLIDAYS

City holiday time frame to be 6:00 P.M. the eve of the holiday until 6:00 A.M. on the day after the holiday.

City Holidays Include: New Year’s Day, Martin Luther King Day, President’s Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Thanksgiving Day (plus Day after Thanksgiving), Christmas Day.

a. New Year’s Day January 1st (or Friday before or Monday after)

b. Martin Luther King Day 3rd Monday in January

c. President’s Day 3rd Monday in February

d. Memorial Day Last Monday in May

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e. Juneteenth June 19th

f. Independence Day July 4th (or Friday before or Monday after)

g. Labor Day 1st Monday in September

h. Veteran’s Day November 11 (or Friday before or Monday after)

i. Thanksgiving Day 4th Thursday in November

j. Day after Thanksgiving 4th Friday in November

k. Christmas Day December 25th (or Friday before or Monday after)

5. COMPLETENESS AND ACCURACY

The Consultant will be responsible for the completeness and accuracy of work prepared by the Consultant and will correct, at its expense, all errors or omissions which may be disclosed. The cost to correct those errors will be chargeable to the Consultant. Additional construction added to the project will not be the responsibility of the Consultant unless the need for additional construction was created by any error, omission, or negligent act of the Consultant. The City’s acceptance of the Consultant’s work will not relieve the Consultant of any of its responsibilities.

The professional standard to which the Consultant is held will be that of a similar Consultant as practiced in the State of Arizona.

6. CONTRACT ADMINISTRATION

The Contract Administrator, as identified in the Statement of Need shall audit the billings, approve payments, establish schedules, approve addenda to the contract, and generally be responsible for overseeing the execution of the contract.

7. DELAYS AND EXTENSIONS

During the course of this Contract, if deemed in the best interest of the City of Scottsdale, an extension of time may be granted. However, any time extension so granted shall not constitute or operate as a waiver by the City of Scottsdale of any of its rights herein.

8. DELIVERY

Once a Purchase Order is placed with the Contractor, the Contractor shall complete all work associated with the Purchase Order within thirty (30) days, or as approved by the Contract Administrator.

9. FREIGHT

All shipments of goods covered under the scope of this Contract are F.O.B. City of Scottsdale.

All standard freight and/or delivery charges shall be included in the unit pricing quoted/bid herein.

The only allowable freight and/or delivery charges shall be if the Contract Administrator specifically requests other than standard freight and/or delivery (e.g., overnight delivery, etc.).

Special freight charges shall be quoted to and authorized by the Contract Administrator prior to invoicing.

10. FUEL SURCHARGES

Fuel surcharges shall NOT be allowable during the term of this Contract.

11. INSURANCE REQUIREMENTS

Insurance Representations and Requirements

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General Contractor agrees to comply with all applicable City ordinances and state and federal laws and regulations.

Without limiting any obligations or liabilities of Contractor, must purchase and maintain, at its own expense, this Contract’s stipulated minimum insurance with insurance companies properly licensed by the State of Arizona (admitted insurer) with an AM Best, Inc. rating of B ++ 6 or above or an equivalent qualified unlicensed insurer by the State of Arizona (non-admitted insurer) with policies and forms satisfactory to City of Scottsdale. Failure to maintain insurance as specified may result in termination of this Contract at City of Scottsdale’s option.

No Representation of Coverage Adequacy

By requiring the insurance stated in this Contract, the City of Scottsdale does not represent that coverage and limits will be adequate to protect Contractor. City of Scottsdale reserves the right to review any and all of the insurance policies and/or endorsements required by this Contract but have no obligation to do so. Failure to demand any evidence of full compliance with the insurance requirements stated in this Contract or failure to identify any insurance deficiency does not relieve Contractor from, nor may it be construed or considered a waiver of Contractor’s obligation to maintain the required insurance at all times during the performance of this Contract.

Coverage Term All insurance required by this Contract must be maintained in full force and effect until all work or services required to be performed under the terms of this Contract are satisfactorily performed, completed and formally accepted by The City of Scottsdale, unless specified otherwise in this Contract.

Claims Made In the event any insurance policies required by this Contract are written on a “claims made” basis, coverage shall continue uninterrupted throughout the term of this Contract by keeping coverage in force using the effective date of this Contract as the retroactive date on all “claims made” policies. The retroactive date for exclusion of claims must be on or before the effective date of this Contract and can never be after the effective date of this Contract. Upon completion or termination of this Contract, the “claims made” coverage shall be extended for an additional three

(3) years using the original retroactive date, either through purchasing an extended reporting option; or by continued renewal of the original insurance policies. Submission of annual Certificates of Insurance, citing the applicable coverages and provisions specified herein, shall continue for three (3) years past the completion or termination of this Contract.

Policy Deductibles and or Self-Insured Retentions The policy requirements may provide coverage which contains deductibles or self-insured retention amounts. Any deductibles or self-insured retention are not applicable to the policy limits provided to City of Scottsdale. Contractor is solely responsible for any deductible or self-insured retention amount. City of Scottsdale, at its option, may require Contractor to secure payment of any deductible or self-insured retention by a surety bond or irrevocable and unconditional letter of credit.

Use of Subcontractors If any work under this Contract is subcontracted in any way, Contractor must execute a written agreement with Subcontractor containing the same Indemnification Clause and Insurance Requirements as stated in this Contract protecting City of Scottsdale and Contractor. Contractor will be responsible for executing the agreement with Subcontractor and obtaining Certificates of Insurance verifying the insurance requirements.

Evidence of Insurance and Required Endorsements Before starting any work or services under this Contract, Contractor must furnish City of Scottsdale with Certificate(s) of Insurance, or formal endorsements as required by this Contract, issued by Contractor’s insurer(s) as evidence that policies are placed with acceptable insurers as

COS IFB Template specified in this Contract and provide the required coverage, conditions, and limits of coverage and that this coverage and the provisions are in full force and effect. If a Certificate of Insurance is submitted as verification of coverage, City of Scottsdale will reasonably rely upon the Certificate of Insurance as evidence of coverage, but this acceptance and reliance will not waive or alter in any way the insurance requirements or obligations of this agreement. If any of the above cited policies expire during the life of this Contract, it is Contractor’s responsibility to forward renewal Certificates within ten (10) days after the renewal date containing all the aforementioned insurance provisions. Certificates must specifically cite the following provisions endorsed to the Contractor’s policy:

1. City of Scottsdale, its agents, representatives, officers, directors, officials and employees must be named an Additional Insured under the following policies:

a) Commercial General Liability

b) Auto Liability

c) Excess Liability - Follow Form to underlying insurance as required.

2. Contractor’s insurance must be primary insurance as respects performance of subject contract.

3. All policies, except Professional Liability Insurance, if applicable, waive rights of recovery (subrogation) against City of Scottsdale, its agents, representatives, officers, directors, officials and employees for any claims arising out of work or services performed by Contractor under this Contract.

4. If the Contractor’s receives notice that any of the required policies of insurance are materially reduced or cancelled, it will be Contractor’s responsibility to provide prompt notice of same to the City, unless such coverage is immediately replaced with similar policies.

Required Coverage

Commercial General Liability Contractor must maintain “occurrence” form Commercial General Liability Insurance with a limit of not less than $1,000,000 for each occurrence, $2,000,000 Products and Completed Operations Annual Aggregate, and a $2,000,000 General Aggregate Limit. The policy must cover liability arising from premises, operations, independent contractors, products-completed operations, personal injury and advertising injury. If any Excess insurance is utilized to fulfill the requirements of this section, the Excess insurance must be “follow form” equal or broader in coverage scope than underlying.

Vehicle Liability If any vehicle is used in the performance of the Scope of Work that is the subject of this Contract, the Contractor must maintain Business Automobile Liability Insurance with a limit of $1,000,000 each occurrence on Contractor’s owned, hired, and non-owned vehicles assigned to or used in the performance of the Contractor’s work or services under this Contract. If any hazardous material, as defined by any local, state or federal authority, is the subject, or transported, in the performance of this contract, an MCS 90 endorsement is required providing $5,000,000 per occurrence limits of liability for bodily injury and property damage. If any Excess insurance is utilized to fulfill the requirements of this section, the Excess insurance must be “follow form” equal or broader in coverage scope than underlying.

Workers’ Compensation Insurance Contractor must maintain Workers’ Compensation Insurance to cover obligations imposed by federal and state statutes applicable to Contractor’s employees engaged in the performance of work or services under this Contract and must also maintain Employers’ Liability Insurance of not less than $100,000 for each accident, $100,000 disease for each employee and $500,000 disease policy limit. If the Contractor is a sole proprietor or a single member limited liability company with

COS IFB Template no employees and has elected not to purchase Workers’ Compensation Insurance; a completed and signed Workers’ Compensation Waiver Form will substitute for the insurance requirement.

12. INVOICING

All invoices submitted for work done under the scope of this Contract MUST BE ITEMIZED.

Itemized invoices shall contain a MINIMUM of the following information:

• Vendor Name

• Remit to Address

• Purchase Order Number

• Invoice Date

• Invoice Number

• Name of Requester and Location

• Date service/work was completed

• Complete description of work completed

• Location where service/work was performed

• Itemized list of all charges (quantity, description, unit pricing per the contract)

• Tax Amount (if applicable)

• Total Invoice Amount

The Contractor shall submit invoices with all supporting documentation within thirty (30) days after the service/work is completed and approved by the Contract Administrator.

13. KEY PERSONNEL

The Contractor shall provide an adequate staff of experienced personnel capable of and devoted to the successful accomplishment of Contract work. The Contractor shall assign the specific individuals identified in its proposal to key positions. The Contract is predicated, in part and among other considerations, on the utilization of the specific individual(s) and/or personnel qualification(s) identified and/or described in the Contractor’s offer. Therefore, no substitution of such specified individuals and/or personnel shall be made without prior written approval of the CA. Any substitution of personnel under this Contract shall be equal or better than those identified in the Contract. The City’s approval of a personnel substitution shall not be construed as an acceptance of the substitution’s performance potential. No approval shall be unreasonably withheld of a proposed substitution of personnel. The Contractor shall bear all transitional expenses incurred for any costs associated with removing or replacing Key Personnel who are performing work under the Contract.

14. MULTIPLE AWARDS

If deemed to be in the City of Scottsdale’s best interests, the City reserves the right to award multiple Contracts as a result of the solicitation process. While multiple awards are possible, the preferred procedure is to make a single award for each commodity or category of commodity.

15. OWNERSHIP OF PROJECT DOCUMENTS

All documents, including but not limited to notes, records, data compilations, studies, and reports in any format, including but not limited to, written or electronic media, prepared in the performance of this Contract will remain the property of the City and must be delivered to the Contract Administrator before final payment is made to the Consultant.

When the work detail covers only the preparation of preliminary reports or documents, there will be no limitations upon the City concerning use of the ideas or recommendations in the reports or documents. The City will release the Consultant from any liability for the preparation and use of preliminary reports or documents.

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Any use of the project documents for purposes other than intended under this Contract will be at the sole risk of the City, and the Consultant will not be liable for any losses or injuries arising out of that use.

16. PRICE ADJUSTMENTS

Price increases may only be requested by the Contractor, thirty (30) days prior to the anniversary date of the Agreement. Failure to do so may result in the denial of any increase requested.

A requested price increase will become effective only after approval by the Contract Administrator and the Purchasing Director. Once approved the price increase will be adjusted into a new base price for the remainder of the contract period. Any future requested price increases to the base price will only be reviewed at annual renewal time and require the approval of the Contract Administrator and Purchasing Director.

The proposed increased rate shall be based upon presentation by the Contractor and review by the Contract Administrator; however, the Contract Administrator shall evaluate the Contractor's performance, services and records documentation to determine the appropriateness of the increase requested.

17. PRICING

Pricing shall be listed on the Pricing Proposal Form. Prices quoted by the Offerors shall be applicable during the entire initial term of the Contract.

For reasons of clarity all submissions of pricing shall be priced in the same unit (size, volume, quantity, weight, etc.) as requested on the Pricing Proposal Form herein. Offerors failing to comply with this requirement may be declared non-responsive.

All charges associated with this Contract MUST be shown on the Pricing Proposal Form returned by the Offeror or other supporting documentation. Any charges not listed on the Pricing Proposal Form or supporting documentation submitted with the Offeror’s proposal response shall not be allowed during the Contract period and any applicable extensions.

Unit prices quoted herein shall be all inclusive and include all pertinent additional fees normally associated with this type of service. This shall include, but not be limited to, environmental fees, shop supplies, clean-up, transportation, etc. No additional charges beyond the quoted unit price (except applicable sales tax) shall be allowed, unless authorized by the Contract Administrator before final invoicing.

Unit prices quoted shall be applicable for any quantity ordered by the City of Scottsdale or differentiated on the Pricing Proposal Form or other supporting documentation.

The Offeror is strongly encouraged to offer additional pricing for related items, products and services, which are not specifically addressed as line items in this solicitation but are directly related to the items and products requested by the City herein and offered by the Offeror.

Additional items, products and services proposed pricing should be noted on the Pricing Proposal Form or a separate attachment to Offeror’s submittal document.

18. PRODUCT TESTING AND QUALITY CONTROL

The City of Scottsdale reserves the right to perform periodic, random, unannounced, testing of any goods delivered under the scope of this Contract. The goods shall be tested for conformance to the specifications contained herein. The Contractor shall have twenty-four (24) hours to replace any goods failing the tests conducted by an independent laboratory, at no additional charge to the City of Scottsdale.

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Furthermore, all costs associated with the failed testing shall be borne by the Contractor.

Three (3) failed test reports within a twelve (12) month period may result in the Contract being terminated.

The Contract Administrator or designee will monitor warranty issues by the Contractor. Warranty issues shall average less than five percent (5%) monthly. Warranty issues that exceed five percent (5%) for two (2) consecutive months may result in the Contract being terminated.

19. PURCHASING PROCEDURE

All orders require a City of Scottsdale purchase order that will be communicated by phone, fax or e-mail. No parts or commodities or work shall be rendered/are to be delivered without the issuance of a City of Scottsdale purchase order. Any invoices received from the Contractor without a City of Scottsdale purchase order number, referenced on the invoice, may remain unpaid.

20. QUALITY STANDARDS OF MATERIAL

If desired by the City, items/services bid shall be subjected to testing, dissection or analysis by a recognized testing laboratory or consultant selected by the City to determine that the material(s)/services(s) submitted for bid conform to the bid specifications. The cost of testing, dissection or analysis shall be borne by the bidder.

21. QUANTITY

The estimated quantities that will be required during the initial term of this Contract are indicated on the Pricing Proposal Form contained herein.

The actual service requests, and service requests for future years may be more or less, and any quantities listed herein should be used for information purposes only.

As the needs of the City of Scottsdale change, it may be necessary to return parts, which were purchased under the scope of this Contract and are regularly stocked items by the Contractor.

The City of Scottsdale will not authorize payment for any restocking charges or allow time limitation restraints for parts returned for credit during the term of this Contract, providing said parts were purchased during the contract period from the Contractor. Credit memos are to be issued for such returns.

22. REPORTING REQUIREMENTS

A written record of all completed maintenance procedures, service calls and repairs shall be delivered to the Contract Administrator or designee within 48 hours of the completion of the work.

These records shall specify the nature of the maintenance work performed or the cause and resolution of service repairs completed.

The Contractor shall submit a completed Daily Work Log to the Contract Administrator. A final version of the Daily Log form will be agreed upon by the Contractor and Contract Administrator.

This log will assist the Contractor in the reporting of work that will be shown on the monthly bill.

Each occurrence on the Daily log that is recorded and verified by the Contract Administrator will be approved for payment. The Contractor shall follow the assigned schedule and shall be required to complete the Daily Work Log form as a condition of payment.

23. REVIEW OF CONTRACTOR’S WORK

Work performed by the Contractor shall be subject to periodic reviews and partial acceptance at various stages. The Department may make such reviews and pass upon the acceptability of Contractor’s work. Partial acceptance shall not relieve the Contractor of its obligation to correct, without charge, any errors in the work on this project.

24. TERM OF AGREEMENT

The term of this Contract shall be for a one (1) year period from the effective date of the contract award.

The City and Contractor may mutually agree to extend this Contract for four (4) additional one (1) year periods, upon the recommendation of the Contract Administrator, concurrence of the Purchasing Director and/or City Council, depending on the Contract.

25. THIRD PARTY BENEFICIARY

Nothing under the Contract Documents will be construed to give any rights or benefits in the Contract Documents to anyone other than the City and the Consultant, and all duties and responsibilities undertaken in accordance with the Contract Documents will be for the sole and exclusive benefit of the City and the Consultant and not for the benefit of any other party.

26. WARRANTY REQUIREMENTS

All workmanship and materials provided under the scope of this solicitation shall be warranted for a MINIMUM of one (1) year or as identified in the Statement of Need.

ALL WARRANTIES SHALL START FROM THE CITY OF SCOTTSDALE IN SERVICE DATE.

All warranty items/issues/concerns shall be resolved at no charge to the City of Scottsdale. This shall include, but not be limited to, parts, labor, freight, travel, etc. All warranty items/issues/concerns shall be resolved within a time frame determined by the Contract Administrator.

The Contractor shall warranty all parts and services provided by a subcontractor just as if supplied directly by the Contractor.

SECTION 4 – REQUIRED FORMS

Please see required forms below:

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OFFER AND ACCEPTANCE

City of Scottsdale Purchasing Division

9191 E. San Salvador Dr.

Scottsdale, AZ 85258

Phone: 480-312-5700 – Fax: 480-312-5701 SOLICITATION # 26IFB074 SOLICITATION TITLE: SMALL ENGINE MAINTENANCE, REPAIRS AND SUPPLIES

OFFER

TO THE CITY OF SCOTTSDALE:

The undersigned hereby offers and agrees, in accordance with the undersigned's written offer submitted in response to this solicitation, to furnish the material and/or service(s) in compliance with all terms, conditions, specifications, scope of work, and addendums in the solicitation listed above, including written exceptions that are subject to the approval of the City prior to acceptance. The undersigned agrees that the entire solicitation listed above is hereby incorporated by reference as if fully set forth herein.

The Offeror's signature on this Offer form certifies that he has read; understands and will comply with all terms, conditions and specifications stated in all documents constituting the solicitation. The bidder also certifies it is in compliance with the Non- Collusion and all Federal and Arizona State Immigration Laws.

OFFER MADE - COMPANY INFORMATION FOR CLARIFICATION OF THIS OFFER, CONTACT:

Company Name Printed Name

Address Title

City State Zip Phone

Signature for Offeror Date Fax E Mail

Printed Name and Title of Authorized Signatory Address ( if different from Company info )

Federal Employer Tax ID # or SSN as per W9 Statement City, State, Zip ( if different from Company info )

ACCEPTANCE OF OFFER, NOTICE OF CONTRACT AWARD

(for City of Scottsdale Use Only)

The Contractor's offer is hereby accepted by the City of Scottsdale. The Contractor is now bound to sell the materials and/or service(s) and perform based upon the above solicitation, including all terms, conditions, specifications, scope of work, and addendums contained in the solicitation, as well as any written exceptions that have been separately accepted by the City.

This contract shall henceforth be referred to as Contract # 26IFB074 The contract consists of the following documents: 1) Solicitation # 26IFB074 and all addendums (if applicable) as issued by the City; 2) The Contractor’s response to the City’s solicitation; 3) This signed offer and acceptance and any other applicable contractual agreements, 4) All written exceptions and/or modifications to the solicitation requirements as agreed to by the City and the Contractor as per attachment , dated .

The Contractor is hereby cautioned not to commence any billable work or provide any material or service under this contract until the Contractor receives a purchase order document from the City.

The Contractor must provide the following checked items within ten (10) calendar days from the date of this Acceptance of Offer, Notice of Contract Award in order for the City to issue the required Purchase Order : Payment Bond Performance Bond, Insurance Certificate(s), I.R.S. Form W-9/Taxpayer ID No. & Certification, other documentation as identified.

If the Contractor fails to furnish the required documents within the stated ten (10) calendar days, they may be considered in default and may be at risk of forfeiture of any applicable Bid Bond posted. All required documents are to be sent to the Bid & Contract Specialist listed in the solicitation.

This document has been approved as to form on the 22nd day of July, 2012 by the City Attorney and is on file with the City Clerk. It need not be submitted to the City Attorney for approval unless the form document is altered.

City of Scottsdale, a municipal corporation Offer Accepted and Awarded this day of , 2026

Jenn Myers, Purchasing Director, MPA, CPPO, NIGP-CPP, CPPB

Or Designee _______________________________________ As City of Scottsdale Purchasing Director

Risk Management issues reviewed and approved as to form _________________, 2026 by City of Scottsdale Risk Management Director

Recommended award approved _____________________, 2026 by City of Scottsdale Contract Administrator

COS IFB Template

PRICING PROPOSAL FORM – PAGE 1 of 4

FORMAL INVITATION FOR BID

SMALL ENGINE MAINTENANCE, REPAIRS AND SUPPLIES

26IFB074

Offerors are not required to propose on all LOTS. The city may award by LOT or per Line Item.

The list of items below is not all-inclusive and the city may request additional services/parts as new equipment is purchased.

COMPANY NAME: ______________________________________

LOT A

2-CYCLE EQUIPMENT

All 2-cycle repair shall include cleaning the unit, testing the unit upon repair, as well as details listed in individual categories

SERVICE DESCRIPTION EST

USAGE COST PER SVC ENTENDED

COST

2 cycle engine tune-up/

(carburetor adjustments);

Replace exhaust spark arrestor

24 x $_______________ $_______________

2 cycle valve job 12 x $_______________ $_______________

Sharpen chainsaws 12” or 16” bar 36 x $_______________ $_______________

New chain 12”, 16” bar 24 x $_______________ $_______________

2 cycle hedge clippers Service gear box, clean and sharpen blades single blade 24 x $_______________ $_______________

2 cycle hedge clippers Service gear box, clean and sharpen blades double blade 24 x $_______________ $_______________

Electric hedge blades Service gear box, clean and sharpen blades single blade 24 x $_______________ $_______________

Electric hedge blades Service gear box, clean and sharpen blades double blade 24 x

Recoil repair 24 x $_______________ $_______________

TOTAL OF LOT A $_______________

COS IFB Template

PRICING PROPOSAL FORM – PAGE 2 of 4

FORMAL INVITATION FOR BID

SMALL ENGINE MAINTENANCE, REPAIRS AND SUPPLIES

26IFB074

Offerors are not required to propose on all LOTS. The city may award by LOT or per Line Item.

The list of items below is not all-inclusive and the city may request additional services/parts as new equipment is purchased.

LOT B

4-CYCLE EQUIPMENT

All 4-cycle repair shall include cleaning the unit, testing the unit upon repair, as well as details listed in individual categories

SERVICE DESCRIPTION EST

USAGE COST PER UNIT TOTAL

4 cycle engine tune-ups/ (carburetor adjustments).

* Tune up includes clean air filter/change oil x $_______________ $______________

4 cycle valve job 12 x

Sharpen lawn mower blades 24 x

Recoil repair 12 x

TOTAL OF LOT B $

COMPANY NAME: ______________________________________

COS IFB Template

PRICING PROPOSAL FORM – PAGE 3 of 4

FORMAL INVITATION FOR BID

SMALL ENGINE MAINTENANCE, REPAIRS AND SUPPLIES

26IFB074

Offerors are not required to propose on all LOTS. The city may award by LOT or per Line Item.

The list of items below is not all-inclusive and the city may request additional services/parts as new equipment is purchased.

LOT C

INVENTORY SUPPLIES

Bidders shall identify Retail/Manufacturer’s List Price and the City of Scottsdale’s (COS) Unit Price (with the applicable % discount applied to the Retail/Manuf. List Price) Bidders shall provide % off discount off catalog for the following Manufacturer’s. Prices quoted shall be all inclusive, FOB Destination (excluding tax)

SAMPLE ITEMS UNIT RETAIL

MANUFACTURER

LIST / UNIT PRICE

COS DISCOUNT % UNIT PRICE

(WITH %

DISCOUNT

APPLIED)

Electric Backpack blowers (2-cycle) EA $_________________ ____________% $________________

Electric Hand blowers (2-cycle) EA $_________________ ____________% $________________

Electric Chainsaws

(12”, 14” , 16” chains) EA $_________________ ____________% $________________

Electric pole chainsaws EA $_________________ ____________% $________________

Gasoline hedge pruners EA $_________________ ____________% $________________

Electric hedge pruners EA $_________________ ____________% $________________

Extended gasoline hedge pruners EA $________________ ____________% $________________

Gasoline ‘Mantis’ tillers (2 cycle) EA $________________ ____________% $________________

String trimmers, straight shaft (2-cycle) EA $________________ ____________% $________________

Push lawn mowers (4-cycle, 5 hp & 6 hp) EA $________________ ____________% $________________

Lawn vacuum (4-cycle, 12 hp) EA $________________ ____________% $________________

Fertilizer Spreaders EA $________________ ____________% $________________

TOTAL OF LOT C $________________

COMPANY NAME: _____________________________________

COS IFB Template

PRICING PROPOSAL FORM – PAGE 4 of 4

FORMAL INVITATION FOR BID

SMALL ENGINE MAINTENANCE, REPAIRS AND SUPPLIES

26IFB074

Miscellaneous Labor Rate (as needed) for various services within the specification requirements identified herein. Cost associated with miscellaneous services shall be approved by the City personnel prior to dropping off equipment for servicing.

Est Qty

25 hours

Hourly Labor Rate per hour

TOTAL

(labor rate x est qty)

**TAXES

DELIVERY DESTINATION

ADDENDA

COMPANY NAME:

1.

2.

Do not include any use, or federal excise tax in your bid. The City is exempt from the payment of federal excise tax and will add use tax as applicable.

The City of Scottsdale is not exempt from being charged the appropriate Arizona, State, County, and City privilege (sales) taxes on the goods and services that we procure.

For suppliers within the State of Arizona, the City expects to be charged the appropriate privilege

Delivery Location: Pick-Up at location Only

The Bidder hereby acknowledges that his bid pricing is based on all of the addenda that were issued by the City prior to opening of this bid.

NO BID: If no bid please state reason:

PARTS CATALOG DISCOUNT FORM

A MINIMUM of one (1) copy of each price sheet listed below MUST be included with the Offeror’s submittal document. Price sheets and the indicated discount structure shall be used to verify the prices quoted on all products herein by the Offeror. ALL prices quoted for products herein MUST match the price sheet and discount structure indicted below.

ITEM PRICE SHEET NUMBER AND

DATE

PRICING STRUCTURE

EXAMPLE:

Hanes Hanes 2032 01/01/08 EQP Less 10%

BIDDER GENERAL DISCLOSURE FORM

Bidder shall respond to each of the questions below by checking the appropriate box and provide supplemental information as needed. Failure to fully and truthfully disclose the information required by this disclosure form may result in the disqualification of your submittal from consideration or termination of the contract, once awarded.

Debarment / Suspension Information – Has the Respondent or any of its principals been debarred or suspended from contracting with any public entity?

YES NO

If “YES”, in an attachment to this form identify the public entity and the name and current phone number of a representative of the public entity familiar with the debarment or suspension and state the reason for or circumstances surrounding the debarment or suspension, including but not limited to the period of time for such debarment or suspension.

Surety Information – Has the Respondent or any of its principals ever had a bond or surety cancelled or forfeited?

If “YES”, in an attachment to this form identify the name of the bonding company, date, amount of bond and reason for such cancellation or forfeiture.

Bankruptcy Information – Has the Respondent or any of its principals ever been declared bankrupt or filed for protection from creditors under State or Federal proceeding in the last seven (7) years?

If “YES”, in an attachment to this form identify the date, court, jurisdiction, case number, amount of liabilities and amount of assets.

Signature Title Printed Name Date

COMPANY NAME: _____________________________________________

BIDDER LITIGATION DISCLOSURE FORM

Bidder shall respond to each of the questions below by checking the appropriate box and provide supplemental information as needed. Failure to fully and truthfully disclose the information required by this disclosure form may result in the disqualification of your submittal from consideration or termination of the contract, once awarded.

Have you or any member of your Firm or Team to be assigned to this contract ever been indicted or convicted of a felony or a misdemeanor involving theft or moral turpitude in the last five (5) years?

Have you or any member of your Firm or Team to be assigned to this contract ever been terminated (for cause or otherwise) from any work being performed for the City of Scottsdale or any other Federal, State or Local Government?

Have you or any member of your Firm or Team to be assigned to this contract ever been involved in any claim or litigation with the City of Scottsdale or any other Federal, State or Local Government during the last ten (10) years?

If you answered “YES”, to any of the above questions, in an attachment to this form, please indicate the name(s) of the person(s), the nature, and status and/or outcome of the information, indictment, conviction, termination, claim or litigation, as applicable.

Signature Title

Printed Name Date

COMPANY NAME: ______________________________________________

REFERENCES

List minimum of (3) Arizona customers, excluding the City of Scottsdale, for whom your company has provided service(s) of a similar scope as this Request for Proposal, during the past three years. Include the length of any contracts listed. Offerors may make multiple copies of this document as needed.

The following questions are asked to enable the evaluation team to assess the qualifications of Offerors under consideration for final award. This information may or may not be a determining factor in award of this solicitation.

Company Name: _____________________________________________________________

Company Address: ___________________________________________________________

City/State/Zip: _______________________________________________________________

Contact Person: _________________________ Telephone #:_________________________

Email: _________________________________ Date of Service: ______________________

Type of Service Provided: ______________________________________________________

Company Name: _____________________________________________________________

Company Address: ___________________________________________________________

City/State/Zip: _______________________________________________________________

Contact Person: _________________________ Telephone #:_________________________

Email: _________________________________ Date of Service: ______________________

Type of Service Provided: ______________________________________________________

Company Name: _____________________________________________________________

Company Address: ___________________________________________________________

City/State/Zip: _______________________________________________________________

Contact Person: _________________________ Telephone #:_________________________

Email: _________________________________ Date of Service: ______________________

Type of Service Provided: ______________________________________________________

YOUR COMPANY NAME: ___________________________________________

SUBCONTRACTOR’S LIST

COMPANY NAME: ______________________________________

If any Bidder intends to subcontract any portion of this contract, the Bidder must submit the name, address, license number (if applicable) of each subcontractor including the extent of such subcontracting and include with bid submittal documents. (Bidder may supply additional pages as needed to identify all subcontractors).

NAME: __________________________________________ LICENSE: ___________________

ADDRESS: ______________________________________________________________________

CONTACT PERSON/TELEPHONE#: __________________________________________________

EMAIL ADDRESS: ________________________________________________________________

EXTENT OF WORK: ______________________________________________________________

NAME:

LICENSE:

ADDRESS: ______________________________________________________________________

CONTACT PERSON/TELEPHONE#: __________________________________________________

BIDDER QUESTIONNAIRE – PARTS/SERVICE INFORMATION

Offeror shall answer the following questions and provide the following information as needed with…