1-26RFP2890 - DIGITAL PCR SYSTEM FOR WATER QUALITY FNL 2.12.26.pdf

Last Update: 02/12/2025 COS RFP Template

ISSUING AGENCY – CITY OF SCOTTSDALE

FORMAL REQUEST FOR PROPOSAL

ONE (1) DIGITAL PCR (dPCR) SYSTEM COMPLETE FOR WATER QUALITY

LAB

26RFP2890

CRITICAL DATES

PROPOSAL SUBMITTAL DUE: 2:00PM LOCAL TIME - MARCH 12, 2026

QUESTIONS DUE: 2:00PM LOCAL TIME - MARCH 4, 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 26RFP2890

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:

Kathleen Shipman Bid & Contract Analyst kshipman@scottsdaleaz.gov 480-312-5716

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/26694009268839?p=k3mEafth6Y32MZ9vB8

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 (RFP).

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 (RFP).

Attachment C – SAMPLE - Contract City Services w/SaaS (current version at time of posting).

Attachment D - City of Scottsdale Security Questionnaire – (Excel spreadsheet attached)

TABLE OF CONTENTS

ONE (1) DIGITAL PCR (dPCR) SYSTEM COMPLETE FOR WATER

QUALITY LAB

SECTION 1 - INTRODUCTION

A. Intent B. Background

SECTION 2 – STATEMENT OF NEED

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

SECTION 3 – SPECIAL TERMS AND CONDITIONS

SECTION 4 – EVALUATION CRITERIA

A. Evaluation Criteria

SECTION 5 – SUBMITTAL PREPARATION REQUIREMENTS

SECTION 6 – REQUIRED FORMS

A. Proposal Signature Page B. Pricing Proposal Form C. Bidder General Disclosure Form D. Bidder Litigation Disclosure Form E. References F. Subcontractor List G. Bidder Questionnaire Service Information H. Bidder Questionnaire-Company Information I. Bidder Questionnaire-Similar/Relevant Projects J. City of Scottsdale Security Questionnaire (Excel spreadsheet attached separately as Attachment

D)

SECTION 7 – ATTACHMENTS

A. Instructions to Bidders B. General Terms and Conditions C. “Sample” City Services Contract w/ SaaS D. City of Scottsdale Security Questionnaire

SECTION 1 - INTRODUCTION

A. INTENT

The City desires to purchase and have installed one (1) Digital PCR (dPCR) System complete and ready for use. This system will be utilized for the accurate and high-sensitivity analysis of nucleic acids from environmental samples, with a focus on detecting and quantifying pathogens and indicator organisms in complex wastewater matrices, including raw wastewater and concentrated treated wastewater effluent.

Digital PCR was chosen for wastewater testing due to its flexibility to add, modify and subtract assays, its increased target sensitivity and decreased concerns with matrix interference. The Water Quality Lab analyzes approximately 100 samples per month for various environmental molecular targets using multi-pathogen assays.

SECTION 2 – STATEMENT OF NEED

A. SPECIFICATIONS/PRODUCT REQUIREMENTS

System Specifications

1. Multiplexing Capabilities: The system should be capable of multiplexing nine (9) or more targets simultaneously in a single reaction. This could involve a combination of:

• Multiple detection channels.

• Amplitude-based multiplexing with varying probe concentrations.

• Other innovative multiplexing strategies for enhanced target differentiation.

2. Intuitive Software: The software should be user-friendly, with a graphical interface that allows for easy operation, protocol setup, and data analysis.

3. Simplified Workflow: The workflow should be straightforward and comparable to existing qPCR workflows, minimizing the number of manual steps and potential for errors.

4. Automation: Preference will be given to systems with integrated automation features for partitioning, thermal cycling, and data acquisition to further streamline the workflow and reduce hands-on time.

5. Flexibility: The system must be adaptable to varying sample throughputs and reaction numbers, allowing the user to select appropriate plate configurations (e.g., 96-well, 384-well) or chip formats based on experimental needs.

6. Data Analysis and Interpretation: The system should provide comprehensive data analysis capabilities, including:

• Automatic quantification of target copies per microliter (copies/µL).

• Graphical representation of data (e.g., histograms, scatter plots, heatmaps).

• Automated threshold setting and the ability to manually adjust thresholds.

7. High Sensitivity and Accuracy: The system should provide accurate and sensitive detection of low-abundance targets, which is crucial for environmental samples where target concentrations can be highly variable.

8. Inhibitor Tolerance: The system should demonstrate robustness against common PCR inhibitors often present in environmental samples (e.g., humic acid, heavy metals), minimizing their impact on assay performance. The system's ability to minimize inhibitor impact is particularly important for wastewater samples.

9. Partitioning Efficiency: The system should be capable of generating a high number of partitions per sample with a uniform size and minimal variability to ensure high precision and resolution.

10. Maintenance Requirements: The system should require minimal to no ongoing maintenance to ensure ease of operation and minimize downtime. This includes features like:

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• Automated cleaning cycles (if applicable).

• Long-lasting components.

• Simplified consumable replacement.

11. System architecture

The system can be either a fully integrated system (combining partitioning, thermal cycling, imaging, and analysis) or a modular system (with separate units for each function), provided it meets all the performance and ease-of-use requirements outlined above.

12. Submission requirements Vendors are requested to submit a detailed proposal addressing each of the specifications outlined above. The proposal should include:

• A detailed description of the proposed dPCR system, including the instrument specifications, software features, and any automated functionalities.

• Information on the system's multiplexing capabilities and the strategies used to achieve 9+ targets in a single reaction.

• Details on the software's ease of use, workflow, and data analysis capabilities.

• Information on the flexibility of the system to accommodate varying sample throughputs and reaction numbers.

• Expected maintenance requirements and any preventative maintenance schedules offered.

• Details on the comprehensive training program included in the purchase package.

• The warranty and preventative maintenance schedule.

• A list or catalogue of consumable items, reagents, kits, etc. and their associated costs.

13. Software and Computer Requirements

• Software must be windows based (Windows 11 or later preferred).

• The City of Scottsdale IT department will provide a computer that meets or exceeds the proposer’s specifications.

• Proposers shall provide detailed information regarding the preferred computer specifications necessary to operate dPCR system.

• Proposers must provide cables, network cards, and any other accessories necessary to interface dPCR system with the computer.

• The successful Contractor will work with City’s IT staff to ensure the interface is working properly if required.

14. Initial and Formal Training Proposers shall submit detailed information pertaining to initial (on-site) operator training to be provided at the time of installation, setup, and certification of the system. A minimum of two-day training must be provided at City of Scottsdale – Water Campus facility using the purchased system. This training shall include operation, analysis, maintenance, software overview, and system troubleshooting.

Proposers shall include information pertaining to any additional training, if any, not mentioned in this section.

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15. Maintenance and Support The proposer shall provide maintenance options for the instrument and software support services available. Details should include hours of availability, guaranteed response times for equipment repair, on-site services provided, loaner equipment provided, toll-free number and remote support offerings.

All equipment furnished under this solicitation shall be new and shall be the standard product of a manufacturer, who is fully experienced, reputable, qualified and regularly engaged in the manufacture of the equipment to be furnished.

The system shall have a ten (10) year value guarantee, such that vendor shall have ten (10) years guaranteed parts and service available from the date of purchase or give residual value credit for replacement.

All products supplied by the Contractor shall meet all Federal, State, Local, ANSI, and O.S.H.A. laws, rules, and regulations pertaining to the products covered under the scope of this contract.

Contractor shall furnish all labor, materials, and equipment necessary for the completion of the scope of work described herein.

The Contractor shall have sufficient personnel and equipment to complete all work requests, as defined in this Solicitation, in the time frame required by the Contract Administrator.

All equipment used for performance of work under the scope of this Contract, shall be maintained in a safe operating condition, and shall comply with all applicable Federal, State, Local, ANSI, and O.S.H.A. laws, rules, and regulations.

B. CONTRACTOR QUALIFICATIONS

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 (if applicable).

The Contractor may not subcontract any segment or services covered herein, without prior approval of the Contract Administrator. All subcontracted services shall be warranted by and be the responsibility of the Contractor.

C. CITY’S RESPONSIBILITIES

The Contract Administrator for the resulting contract shall be the designated Water representative upon contract award.

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 Contract Administrator will not relieve the Contractor of the responsibility for subsequent correction of any errors and the clarification of any ambiguities.

3. BACKGROUND CHECK

The Contractor acknowledges that the City may require a background and/or criminal records check of Contractor, which may include fingerprinting. If, in the City’s sole discretion, the City determines that the Contractor refused to participate in a background and/or criminal records check or the City no longer wishes to contract with the Contractor due to the results of a background and/or criminal records check, the CITY may terminate this agreement effective immediately upon the CITY’S notice to the Contractor.

4. DESCRIPTIVE LITERATURE

All Offerors shall submit manufacturers' descriptive literature regarding the equipment they propose to furnish. Literature shall be sufficient in detail in order to allow full and fair evaluation of the offer submitted.

The Department may, at its discretion, require demonstration of the equipment/material as part of the bid evaluation process. The bidder at no cost shall provide the equipment/material to the Department for a period of time deemed sufficient to properly evaluate the product. The exact period of time and the conditions and terms of the evaluation shall be established when it is determined that a demonstration is required.

5. CITY ASSURANCE

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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.

6. 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

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)

7. 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.

8. CONTRACTOR’S EMPLOYEES’ IDENTIFICATION AND WORK APPAREL

Contractor shall provide employees with identification nametags to include name and picture of the employee and Contractor's company name and applicable logo. Employee will wear the nametag in plain view on his person at all times while performing the work under the scope of the Contract. All employees shall have the supervisor’s business cards available.

Sandals, flip-flops, open-toed shoes are not acceptable footwear.

The Contract Administrator shall be the sole determinant of the appropriateness of all work apparel.

Contractor shall insure that all employees performing any work at any location under the scope of this Contract are furnished and use the proper Personal Protective Equipment (PPE) based on the type of work the employee is doing and the type of hazard the employee may encounter or be exposed to.

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Walkman type radios or any apparatus, which may impede hearing or sight, will not be allowed.

Earplugs and/or safety glasses are exempt.

The Contractor may instruct all employees, in advance, as to procedures in the event of a medical emergency.

If an injury to an employee is of sufficient nature to warrant immediate professional medical attention, the employee shall seek out proper medical attention immediately.

The employee shall notify the on-duty lead person (or supervisor) of any personal injury, including minor cuts, scrapes or burns. The on-duty lead person shall immediately notify the Contract Administrator of such injuries.

9. 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.

10. DESCRIPTIVE LITERATURE

All Offerors shall submit manufacturers' descriptive literature regarding the equipment they propose to furnish. Literature shall be sufficient in detail in order to allow full and fair evaluation of the offer submitted.

The Department may, at its discretion, require demonstration of the equipment/material as part of the bid evaluation process. The bidder at no cost shall provide the equipment/material to the Department for a period of time deemed sufficient to properly evaluate the product. The exact period of time and the conditions and terms of the evaluation shall be established when it is determined that a demonstration is required.

11. 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.

12. FUEL SURCHARGES

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

13. INSURANCE REQUIREMENTS

Insurance Representations and Requirements

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

COS RFP Template 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 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

COS RFP Template 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 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.

Vehicle Liability

Contractor shall maintain Business Automobile Liability Insurance with a limit of $5,000,000 each occurrence on Contractor’s owned, hired, and non-owned vehicles assigned to or used in the

COS RFP Template 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 paragraph, such Excess insurance shall be “follow form” equal or broader in coverage scope then underlying insurance.

14. 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

• 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.

15. 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.

16. 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.

17. PACKAGING

All products supplied under this Contract shall be delivered in the manufacturer’s standard package and have the following MINIMUM information clearly distinguishable on each package:

the part Manufacturer's name, manufacturer’s part number, size and grade (if applicable).

18. PRICE ADJUSTMENTS

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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.

19. 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.

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.

20. 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.

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.

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.

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.

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.

The City reserves the right to perform background checks on the Contractor and their employees who will be conducting onsite activities and have direct contact with the City’s client

24. SINGLE AWARD

The City of Scottsdale reserves the right to award this solicitation as deemed in the best interest of the City. While multiple awards are possible, the preferred procedure is to make a single award as a result of this solicitation process.

25. 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.

26. 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.

27. UNIT PRICING

An “Hourly Labor Rate” for: Routine repair; After Hour/Weekend/Holiday repairs; and Emergency repairs shall be identified by the Contractor and listed on the appropriate line on the bid form. The City of Scottsdale will not accept a “minimum respond time charge” that is equal to an amount greater that (2) hours of the established labor rate, for any of the above service calls. Travel time to and from the job site should be considered in the bid price and shall not be paid for as an extra item or reimbursable cost.

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.

28. VALUATION OF CONTRACTOR’S PERFORMANCE

The Contractor will be evaluated regarding its performance of this Contract. This evaluation will include, but not be limited to, the following considerations for:

Completeness Accuracy Technical Expertise Organization Working Relationship with City Staff and Others

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Availability Communication Skills (meetings, correspondence, etc.)

This evaluation will be prepared by the staff and used to evaluate the desirability to proceed with negotiations for additional services.

29. WARRANTY REQUIREMENTS

All workmanship and materials provided under the scope of this solicitation shall be warranted for a MINIMUM of five (5) years after Contract Administrator approves the fulfillment of the Statement of Need. All repairs or replacements shall be conducted within ten (10) business days at no charge to the City of Scottsdale.

The system shall have a ten (10) year value guarantee, such that vendor shall have ten (10) years guaranteed parts and service available from the date of purchase or give residual value credit for replacement.

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 – EVALUATION CRITERIA

A. EVALUATION CRITERIA

GENERAL

After receipt of all proposals, each submittal shall be screened to determine if any shall be deemed non-responsive. Unsigned proposals, incomplete proposals, non-conformance with mandatory requirements, etc., may result in the determination of non-responsive.

Subsequent to the initial review, all remaining proposals shall be reviewed by the Proposal Evaluation Committee.

PROPOSAL EVALUATION

All responsive proposals shall be evaluated by the Proposal Evaluation Committee using the criteria listed below. The recommendation for contract award will be made to the responsible Offeror whose proposal is determined to be the most advantageous to the City. The following are the criteria that will be used to review the proposals:

CATEGORY DESCRIPTION

Compliance with Technical, Functional, and Operational Requirements

Instrument design and operation, product information, specifications, and architecture, software functionality and any applicable interfaces, maintenance, and reliability

Pricing Initial purchase cost, installation times, consumables, reagents and ongoing operating, delivery, installation (including installation times) and service costs

Training Program, Technical Support, Warranty Statement

Initial and post-sale training program (on-site or virtual), technical support, responsiveness, warranty statement.

Firm and Staff Qualifications Qualification Summary Letter (firm experience, staff expertise, location, response times, service engineer availability, and licensing - certifications – when applicable)

Exceptions, References, and Safety Data Sheets

Documentation quality, delivery, installation timelines, company and product references

COS RFP Template

The following items may be used by the Proposal Evaluation Committee to evaluate each proposal submitted:

1. Instrument design and operation, software and instrument functionality, maintenance.

2. Cost factors associated with performing the work required by the contract. This shall include but not be limited to: Initial purchase costs; extended warranty costs and ongoing operating costs.

3. The Offeror’s demonstrated experience on similar types of projects, including satisfactory reference checks relating to past work relationships, past performance on projects of similar scope and size, level of knowledge, licensing and certifications, reliability, flexibility, and ability to meet project deadlines.

4. The ability and willingness of the Offeror to meet or exceed the specifications and standards of this Solicitation and Offeror’s understanding and perception of the scope of work contained herein.

5. Technical support and service (availability; response time; support by phone, email, and internet); initial and post-sale training).

6. Documentation; delivery and installation times; company and product information;

proposal presentation.

Each proposal will be reviewed in entirety and assigned a score with respect to each of the criteria. The proposals will be ranked by the evaluation committee.

The evaluation committee may establish a short list of those proposals considered most advantageous to the City of Scottsdale.

Short-listed Offerors may be invited to make presentation (product demonstration) At the presentation, the evaluation committee will score each Offeror.

At the conclusion of all presentations, an overall ranking of proposals will be performed.

The City of Scottsdale intends to enter into negotiations with the top ranked Offeror determined to provide the most advantageous combination of product and services as determined by the proposal and presentation.

Should negotiations with the top ranked Offeror fail to reach a satisfactory conclusion, the City of Scottsdale may at is sole discretion enter into negotiations with the second ranked vendor, or the City of Scottsdale may determine that no further negotiations will be conducted.

SECTION 5 – SUBMITTAL PREPARATION REQUIREMENTS

All required documents shall be submitted electronically through the City of Scottsdale procurement portal at: City of Scottsdale, AZ (bonfirehub.com). Offerors are expected to download the solicitation documents from the Bonfire procurement portal at City of Scottsdale, AZ (bonfirehub.com). To prepare your electronic submission please do the following:

Review the solicitation document downloaded from the procurement portal and navigate to Section 5 – Submittal Preparation Requirements. This page is provided to give Offerors a list of the items that will be required to be submitted as a part of their official proposal. We have designated in the description of each item how Offerors are to respond:

• COS Form means there is a corresponding form that needs to be completed by the Offeror and saved as a PDF.

• If COS Form is not listed this means the Offeror shall prepare their information as detailed in Section 5 – Submittal Preparation Requirements. For example, Offerors are required to prepare their own Project Approach response, making sure they provide all of the information requested in that specific section below. Offerors could write the document using Word or Google Docs and then saving the document as a PDF.

• Once the Offeror has PDF documents for all of the items listed in the Section 5 –

Submittal Preparation Requirements checklist they will upload those file as noted within the Requested Information section of the City of Scottsdale procurement portal at: City of Scottsdale, AZ (bonfirehub.com).

• In the case of pricing, there may or may not be a form to be completed, we provide instructions on how to provide the pricing information for each solicitation. In some instances, Offerors will fill out a pricing form and upload them as a PDF document. In some instances, Offerors will download a pricing spreadsheet from the procurement portal, enter in their pricing information, and the upload the completed spreadsheet into the procurement portal. Some solicitations will have a browser-based pricing sheet that Offerors will complete directly in the procurement portal.

Compliance with Technical, Functional, and Operational Requirements – The Offeror shall provide a detailed compliance statement addressing all requirements as outlined in Section 2 – A, Items #1 through #15. The submission shall include information on the following:

• Instrumentation design and system architecture

• Operational processes, including product and equipment details

• System specifications and product software

• Applicable interfaces, and reliability

• Maintenance requirements

• Support services

• Submittal requirements

• Functional capabilities

• Initial and formal training programs

Pricing Proposal (COS Form) – Fully completed Pricing Proposal Form. Initial purchase, consumables, reagents, operating and service costs

Training Program –

1. Offeror shall provide detailed information for initial (on-site or virtual) operator training at time of installation.

2. Will provide setup and certification of the system.

3. A minimum of a two (2) day training must be provided to the City of Scottsdale – Water

Campus Facility using the purchased system.

4. Will include operation, analysis, maintenance, software overview, and system troubleshooting.

5. Offeror shall include any additional training, if any is required.

Technical Support – Offeror shall provide technical support and services, initial and post.

Warranty Statement – Offeror shall submit a statement of the warranty coverage for all products and labor covered by the scope of this contract. Warranty statement shall include all exclusions and conditions.

The system shall have a ten (10) year value guarantee, such that vendor shall have ten (10) years guaranteed parts and service available from the date of purchase or give residual value credit for replacement.

Firm and Staff Qualification Summary Letter – The Offeror shall submit a Firm and Staff Qualification summary letter that illustrates the Offeror’s understanding of the objectives of this solicitation, as well as the qualifications, experience, training, and other credentials (engineer licensing-certifications – when applicable) that illustrate the Offeror and employee’s abilities to successfully complete the scope of work represented in this solicitation. The summary letter shall also include detailed answers to all of the following answers to these questions:

1. How many units of the proposed model have been sold and are currently in service in the United States?

2. How many service engineers are available in the region that will service the City of Scottsdale Water Quality Lab?

COS RFP Template

3. What is the typical response time for a service request?

4. What is the guaranteed response time for a service request?

5. How many service engineers are located in the Phoenix Metropolitan area?

6. How many service engineers are located in Arizona?

7. How many service engineers are available (upon request) that have licensing – certifications?

Exceptions – Offeror shall include all exceptions taken in regard to the terms and conditions as specified in this solicitation document, any award documents, or attached contracts. All exceptions taken by the Offeror shall be clearly defined and the changes requested clearly identified in their submittal document. Exceptions taken by the Offeror shall be used in the evaluation process. If the Offeror does not indicate exceptions in their submittal document this will signify to the City that the Offeror is in full agreement with all areas of the solicitation document, attached award documents and contracts, and agree to all terms as stated.

Reference List (COS Form) – Offeror’s proposal shall demonstrate previous experience performing work similar to the size and scope of the work identified herein. Offeror’s proposal shall include a MINIMUM of three (3) letters of reference that illustrate this.

Safety Data Sheets (SDS) – Offeror shall submit copies of the current Safety Data Sheets (SDS) for any chemicals being supplied under the scope of this contract.

NOTE:

“Please do not return a copy of the solicitation/addenda(s) with your proposal/submittal. Return only the required documents as referenced on the Submittal Checklist.”

All submittals are to be completed on the City of Scottsdale (COS) forms without any alterations; failure to do so may result in your submittal being rejected.

SECTION 6 – REQUIRED FORMS

Proposal Signature Page (COS Form)

Pricing Proposal Form (COS Form)

Bidder General Disclosure Form (COS Form)

Litigation Disclosure Form (COS Form)

References - (COS Form)

Subcontractor List (COS Form)

Bidder Questionnaire Parts/Service Information (COS Form)

Bidder Questionnaire-Company Information (COS Form)

Bidder Questionnaire-Similar/Relevant Projects (COS Form)

City of Scottsdale Security Questionnaire (COS Form) – Excel Spreadsheet

PROPOSAL SIGNATURE PAGE

The undersigned hereby offers and agrees to furnish the material, or service, in compliance with all the terms and conditions, instructions, specifications, and any amendments contained in this Request for Proposal document and attached City Services Contract and any written exceptions in the offer accepted by the City.

The Offeror also certifies it is in compliance with the Non-Collusion and the Immigration Compliance and Federal and Arizona State Immigration Laws requirements of the solicitation.

Company Name Signature of Authorized Person

Address Printed Name

City State Zip Title

Telephone Number Fax Number

Date E-Mail Address

If Applicable, Contractor’s License Number and Classification: ____________________________

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

Proposal must be signed by a duly authorized representative eligible to sign contract documents for the firm. Consortiums, joint ventures, or teams submitting proposals will not be considered responsive unless it is established that all contractual responsibility rests solely with one contractor or one legal entity. The Proposal must indicate the responsible entity.

Offerors should be aware that joint…