Notice of Re-Solicitation

(CURRENT VENDORS DO NOT NEED TO REPLY TO THIS RE-SOLICITATION)

(AWARDED VENDORS WILL BE ADDED TO THE CONTRACT FOR THE REMAINDER OF THE TERM THROUGH AUGUST 31, 2029) Request for Proposals:

Roofing Repair and Installation Services Solicitation Number: 2026107-1

RFP Issue Date: October 8, 2026

RFP Due Date and Time: November 10, 2026– 3:00 P.M. Local Arizona Time

Online Submittals: City of Mesa Vendor Self Service (VSS) –https://vendor.mesaaz.gov/ See enclosed submitta l instruct ions

Last Day for Questions: November 2, 2026 – 11:00 A.M. Local Arizona Time

Pre-Proposal Conference: October 26, 2026 – 10:00 A.M. Local Arizona Time

Notice is hereby given that sealed proposals will be received by the Procurement Services Division, City of Mesa, until the date and time cited above. Responses received by the correct date and time will be opened publicly and read aloud by the Procurement Services Procurement Administrator (or designated representative).

To join the response reading at 4:00 P.M. local Arizona time on the due date via Microsoft Teams, please use the following link: RFP Opening Microsoft Teams Metting Link

Teleconference Number: 480-535-7460; Conference ID: 519 456 140#

Questions concerning this Solicitation should be submitted in writing through the City of Mesa’s Procurement Services Website Vendor Self Service portal at https://vendor.mesaaz.gov/ or by email to the following Procurement contacts or their designees:

Jess Romney, NIGP-CPP, CPPB Martin Amaya Procurement Supervisor Procurement Specialist Phone: 480-644-5798 Phone: 480-644-3261 Jess.Romney@MesaAZ.gov Martin.Amaya@MesaAZ.gov

NOTE: THE CITY OF MESA PUBLISHES ITS SOLICITATIONS, ATTACHMENTS, AND ADDENDA ONLINE AND THEY ARE AVAILABLE FOR VIEWING AND/OR DOWNLOADING AT THE FOLLOWING INTERNET ADDRESS: https://vendor.mesaaz.gov/

Current contracts and related information are available for viewing and/or downloading at:

http://apps.mesaaz.gov/purchasingcontracts/Search

All vendors wishing to conduct business with the City are required to register and maintain all information used for the notification of Solicitation opportunities and issuance of payment in the Vendor Self Service (VSS) system. To register and view additional vendor information, go to https://vendor.mesaaz.gov/ https://vendor.mesaaz.gov/ https://teams.microsoft.com/meet/269766308998124?p=g8Kq0LtvHU1dyi2ex3 https://vendor.mesaaz.gov/ mailto:Jess.Romney@MesaAZ.gov mailto:Martin.Amaya@MesaAZ.gov https://vendor.mesaaz.gov/ http://apps.mesaaz.gov/purchasingcontracts/Search https://vendor.mesaaz.gov/

2026107-1

TABLE OF CONTENTS

PAGE

NOTICE

TABLE OF CONTENTS

SECTIONS:

SECTION 1: ADMINISTRATIVE REQUIREMENTS / INSTRUCTIONS

SECTION 2: SCOPE OF WORK

SECTION 3: FORMAT AND SUBMITTAL REQUIREMENTS

SECTION 4: EVALUATION CRITERIA AND PROCEDURES

SECTION 5: PROPOSAL ATTACHMENTS

ATTACHMENTS:

ATTACHMENT A – REQUIRED RESPONSE FORMS

ATTACHMENT B – BACKGROUND CHECK GUIDELINES

ATTACHMENT C – CONTRACTOR VERIFICATION FORM

ATTACHMENT D – SUPPLIER SUSTAINABILITY QUESTIONNAIRE

SECTION 6 – EXHIBITS:

EXHIBIT 1 – DRAFT AGREEMENT

SECTION 1

ADMINISTRATIVE OVERVIEW /INSTRUCTIONS

1.1 OVERVIEW

The City of Mesa (hereinafter “City”) has issued this Request for Proposal (“RFP”) to solicit proposals from qualified and experienced firms (hereinafter “Respondent”) that can provide Roofing Repair and Installation Services.

Please read the entire Solicitation package and submit the proposal in accordance with the instructions. This document (less this invitation and the instructions) and any required response documents, attachments, and submissions will constitute the proposal.

Responses must be in the actual possession of the Procurement Services Division Office and submitted electronically, on or before the exact date and time indicated. Late submittals shall not be considered under any circumstances.

1.2 INSTRUCTIONS FOR PREPARING AND SUBMITTING RESPONSE

Respondents must submit their responses electronically. Any Respondent needing assistance or guidance using the online Vendor Self Service (VSS) portal may contact the Procurement Officer/Supervisor. Do not wait until the last day to submit a response. Start early so we can fix any issues before trying to submit a response. ALL RESPONDENTS ARE ENCOURAGED TO REVIEW INSTRUCTIONS FOR HOW TO RESPOND TO A SOLICITATION available under Download Vendor Forms in the online VSS portal. Respondents shall provide their Responses in accordance with the following form and content requirements:

a. Responses shall be submitted through the City of Mesa’s Procurement Services Website at https://vendor.mesaaz.gov under the appropriate Solicitation opportunity.

Submissions submitted elsewhere or under the wrong Solicitation will not be considered.

b. Responses must be signed by an authorized representative of Respondent with the authority to bind Respondent to make such commitments to the City set forth in the Response.

c. Responses should be specific to the Solicitation and present details on all requested information in a concise manner.

1.3 PROCUREMENT CONTACT

The individual(s) listed on Page 1, Notice (referred to as the “Procurement Contact”) is responsible for the conduct of this procurement. The individual(s) is the only person who is authorized to speak or act on behalf of the City with respect to this RFP. Throughout this RFP process, Respondents shall NOT contact or communicate with any other City employees regarding this procurement. Any violation of these requirements by a Respondent may constitute grounds for immediate disqualification from this procurement.

1.4 PROCUREMENT SCHEDULE

The City will make every effort to adhere to the schedule below. All times are local Arizona time.

Note: This schedule is subject to change by the City at any time.

ACTIVITY DATE & TIME

Solicitation Issued 10/8/2026

Pre-Proposal Meeting 10/26/2026 @ 10:00 A.M.

Deadline for Submitting Questions (by Respondent) 11/2/2026 By 11:00 A.M.

Solicitation Response Due Date 11/10/2026 By 3:00 P.M.

Anticipated Award Date 1/11/2027

Anticipated Start Date of Contract 1/12/2027

1.5 PRE-PROPOSAL MEETING

A pre-proposal meeting will be conducted to provide an overview of the RFP process, and essential information regarding the proposals required in this procurement. This meeting is NOT mandatory, but the City encourages Respondents to attend to gain a better understanding of the scope, the evaluation approach, and submittal documents.

Link: Pre-Proposal Meeting Microsoft Teams Link Dial-In Number: 480-535-7460 Meeting ID: 857 716 24#

1.6 QUESTIONS AND COMMUNICATION

Respondents are expected to promptly review this RFP document, including all exhibits, appendices, attachments, submittals, and any addenda. If a Respondent finds discrepancies, errors, or omissions, or should there be any doubt as to the true meaning of anything in the RFP, the Respondent shall submit a question to clarify this information. The City shall not be responsible for any misunderstanding on the part of the Respondent concerning this RFP.

All questions or clarifications shall be submitted in writing through the City of Mesa’s Procurement Services Vendor Self Service portal at https://vendor.mesaaz.gov/. Questions or clarifications shall be submitted no later than the date and time set out in Section 1.4. Questions received less than seven (7) calendar days before the due date may be answered at the discretion of the City. The question(s) submitted should specify the RFP section, page number, and topic to be clarified.

1.7 AMENDMENTS

The Procurement Contact may issue addenda or amendments to this RFP, respond to Respondents’ questions, or provide clarification to information stated within this RFP. All amendments will become part of this RFP and will be deemed to have been considered by the Respondent in its Proposal. Respondents shall not rely upon any statements made by any person, other than statements issued through an amendment. It is the responsibility of the Respondent to ensure all amendments are received and considered in the proposal.

Amendments will be posted online at the City’s Procurement Services Website or the Self-Service https://teams.microsoft.com/meet/28391129565882?p=FuYFOwFTV3xXsuzRYV portal. Contractors are cautioned to check the Procurement Services Website or the Self-Service portal for addenda before submitting their Response. The City will not be held responsible if a vendor fails to receive any addenda issued. The City shall not be responsible for any oral changes to these specifications made by any employees or officer of the City and Respondents are cautioned not to rely on any such changes. Verbal clarifications shall not be binding. Failure to acknowledge receipt of an addendum may result in disqualification of a Response.

1.8 DISCLOSURES

a. RESPONSE FIRM TIME: Responses shall remain firm and unaltered after opening for one hundred eighty (180) Days unless the time is extended or amended as agreed upon by Respondent and the City. Examples of where an extension or amendment may be necessary include but are not limited to: (i) contract negotiations with selected Respondent; (ii) submission of a Best and Final Offer by Respondent; (iii) City needing additional time to review responses. The City may accept the Response, subject to successful contract negotiations, at any time during this period.

b. LOBBYING PROHIBITION: Any communication regarding this Solicitation for the purpose of influencing the process or the award, between any person or affiliates seeking an award from this Solicitation and the City including, but not limited to, City Council, City employees, and consultants hired to assist the City in the Solicitation, is prohibited.

This prohibition is imposed from the time of the first public notice of the Solicitation until the City cancels the Solicitation, rejects all Responses, awards a contract, or otherwise takes action that ends the Solicitation process. This section shall not prohibit public comment at any City Council meeting, study session, or City Council committee meeting.

This prohibition shall not apply to Respondent-initiated communication with the contact(s) identified in the Solicitation or City-initiated communications for the purposes of conducting the procurement including, but not limited to, vendor conferences, clarification of Responses, presentations if provided pursuant to the Solicitation, requests for Best and Final Responses (as set forth in the City Procurement Rules), contract negotiations, protest/appeal resolution, or surveying non-responsive vendors.

Violations of this provision shall be reported to the Procurement Administrator. Persons violating this prohibition may be subject to a warning letter or rejection of their Response depending on the nature of the violation.

c. LAWFUL PRESENCE IN THE UNITED STATES: Arizona Revised Statutes § 1-501 and § 1-502 require all persons who will be awarded a contract (a Public Benefit as defined in 8 U.S.C. § 1621) must demonstrate they are lawfully present in the United States. A person under the statute is defined as a natural person and therefore excludes Limited Liability Companies, Corporations, Partnerships, or other similar types of business entities as indicated on a W-9 form.

Individuals (natural persons) or Sole Proprietorships must complete the affidavit in the “Required Response Forms” section of this Solicitation. Respondents who fail to provide a completed affidavit and fail to provide the necessary documentation may be deemed non-responsive.

Additionally, Arizona Revised Statutes Section 1-504 requires the City, for Respondents who are natural persons or Sole Proprietorships and not United States citizens or nationals, use the systematic alien verification for entitlements program that is maintained by the United States Citizenship and Immigration Services, or any successor program that is designated by the United States Department of Homeland Security, in order to verify the validity of the necessary documentation and to verify the person’s eligibility for benefits.

d. COMMENCEMENT OF WORK: If a Respondent begins any billable work before the City’s final approval and execution of the contract, Respondent does so at its own risk.

e. RESPONSIBILITY TO READ AND UNDERSTAND: Failure to read, examine, and understand the Solicitation and any of its addenda will not excuse any failure to comply with the requirements of the Solicitation or any resulting contract, nor shall such failure be a basis for claiming additional compensation. The City is not responsible for and will not pay any costs associated with the preparation and submission of a Response. Respondents are cautioned to verify their Responses before submission, as amendments to or withdrawal of Responses submitted after the time specified for the opening of Responses may not be considered. The City will not be responsible for any Respondent errors or omissions.

f. SPECIFICATIONS: Technical specifications define the minimum acceptable standard. When the specification calls for “Brand Name or Equal,” the brand name product is acceptable. The use of a brand name is for the purpose of describing the standard of quality, performance, and characteristics desired and is not intended to limit or restrict competition. If a Respondent wishes to provide a material or service that is not the brand name, the equivalent material or service must meet the standard of quality of the brand name product, which is determined at the City’s sole discretion. Equivalent products will be considered upon showing the other product meets the stated specifications and is equivalent to the brand-name product in terms of quality, performance, and desired characteristics. Products that are substantially equivalent to those brands designated will qualify for consideration.

Minor differences that do not affect the suitability of the supply or service for the City’s needs may be accepted. Burden of proof that the product meets the minimum standards or is equal to the brand name product is on the Respondent. The City reserves the right to reject Responses that the City deems unacceptable for any reason.

g. MODIFICATION/WITHDRAWAL OF RESPONSE: Written requests to modify or withdraw a Response received by the City before the scheduled opening time for Responses will be accepted and will be corrected after the Response due date and time. No oral requests will be allowed. Requests must be addressed and labeled in the same manner as the Response and marked as a MODIFICATION or WITHDRAWAL of the Response. Requests for withdrawal after the Response Due date and time will only be granted upon proof of undue hardship and may result in the forfeiture of any Response security. Any withdrawal after the Response due date and time shall be allowed solely at the City’s discretion.

h. DEBARMENT DISCLOSURE: If the Respondent has been debarred, suspended, or otherwise lawfully precluded from participating in any public procurement activity, including being disapproved as a subcontractor with any federal, state, or local government or agency, or if any such preclusion from participation from any public procurement activity is currently pending, the Respondent shall include a letter with its Response identifying the name and address of the governmental unit, the effective date of the suspension or debarment, the duration of the suspension or debarment, and the relevant circumstances relating to the suspension or debarment. If suspension or debarment is currently pending, a detailed description of all relevant circumstances must be provided by the Respondent, including the details enumerated above. A Response from a Respondent who is currently debarred, suspended, or otherwise lawfully prohibited from any public procurement activity may be rejected. Failure of a Respondent to disclose a debarment or suspension in accordance with this Section may result in the Response being disqualified for an award of the Solicitation.

i. RESERVATIONS: The City reserves the right to reject any or all Responses or any part thereof;

to re-issue the Solicitation; to reject non-responsive or non-responsible Responses; to reject unbalanced Responses; to reject Responses where the terms, prices, or awards are conditioned upon another event; to reject individual Responses for failure to meet any requirement; to award by item, part or portion of an item, group of items, or total; to make multiple awards; to waive minor irregularities, defects, omissions, informalities, technicalities or form errors in any Response; to conduct exclusive or concurrent negotiations of any terms, conditions, or exceptions taken by a Respondent or the terms of any agreement/document a Respondent would require the City to sign should Respondent be awarded a contract; and to reject Responses that are outside the City’s budgeted amount for the materials or services that are the subject of the Solicitation. The City may seek clarification of the Response from Respondent at any time, and failure to respond is cause for rejection. Submission of a Response confers no right to an award or a subsequent contract. The City is charged by its Charter to make an award that is in the best interest of the City. All decisions on compliance, evaluation, terms, and conditions shall be made solely at the City’s discretion and made to favor the City. No binding contract will exist between the Respondent and the City until the City executes a written contract or purchase order.

j. EXCEPTIONS TO A SOLICITATION: Changes to the Solicitation document requested by a

Respondent may not be acknowledged or accepted by the City. Award or execution of a contract does not constitute acceptance of a changed term, condition, or specification in the Solicitation unless specifically acknowledged and agreed to by the City. The copy of the Solicitation, including all addenda maintained and published by the City, shall be the official Solicitation document. Any exception to the Solicitation must be set forth in the “Exceptions” portion of the Response; any exceptions not indicated in the “Exceptions” portion of the Response will be deemed rejected by the City, void and of no contractual significance. The City reserves the right to: (i) reject any or all exceptions requested by a Respondent; (ii), determine a proposal non-responsive due to the exception(s) made by Respondent; (iii) enter into negotiations with a Respondent regarding any of the Respondent’s exceptions, or (iv) accept any or all of a Respondent’s exceptions outright.

k. COPYING OF RESPONSES: The Respondent hereby grants the City permission to copy all parts of its Response including, without limitation, any documents and/or materials copyrighted by the Respondent. The City’s right to copy shall be for internal use in evaluating the Response.

l. CONTRACTOR ETHICS: Contractors doing business with the City shall adhere to the

Procurement Ethics Standards, Article 7 of the Procurement Rules. It is the policy of the City to promote courtesy, fairness, impartiality, integrity, service, professionalism, economy, and government by law in the Procurement process. The responsibility for implementing this policy rests with each individual who participates in the Procurement process, including Respondents and Contractors. The failure of a Respondent or Contractor to meet the ethical standards may result in the disqualification of an award under the Solicitation or the termination of a contract with the City.

To achieve the purpose of this Section, it is essential Respondents and Contractors doing business with the City observe the ethical standards prescribed herein and in the City Charter, Code Procurement Rules, and Management Policy 200. It shall be a breach of ethical standards to:

i. Exert any effort to influence any City official, employee, or agent to breach the standards of ethical conduct.

ii. Intentionally invoice any amount greater than provided in a contract or invoice for materials or services not provided.

iii. Intentionally offer or provide sub-standard materials or services or intentionally not comply with any term, condition, specification, or other requirements of a City contract.

m. GIFTS: The City will accept no gifts, gratuities, or advertising products from Respondents or prospective Respondents and affiliates. The City may request product samples from Respondents solely for the purpose of product evaluation.

n. COST JUSTIFICATION: In the event that only one Response to the Solicitation is received, the City may require the Respondent to submit a cost offer in sufficient detail for the City to perform a cost/price analysis to determine if the Response price is fair and reasonable.

o. CONTRACT NEGOTIATIONS AND ACCEPTANCE: Respondent must be prepared for the City to accept the Response as submitted. If Respondent fails to sign all documents necessary to successfully execute the final contract within a reasonable time as specified, or negotiations do not result in an acceptable agreement, the City may reject the Response or revoke the award and may begin negotiations with another Respondent. Final contract terms must be approved or signed by the appropriately authorized City official(s). No binding contract will exist between the Respondent and the City until the City executes a written contract or purchase order.

SECTION 2

SCOPE OF WORK

This Scope of Work will be compiled into any resulting contract as Exhibit A.

2.1 OVERVIEW / INTENT

The City of Mesa is soliciting Request for Proposal (RFP) responses from qualified and experienced vendors to establish non-exclusive, pre-qualified contractors to perform roofing repairs and installation, including but not limited to, polyurethane foam and coating, on various city facilities/projects on an as-needed basis.

2.2 MINIMUM QUALIFICATIONS

The Contractor and any sub-contractor must possess a valid State of Arizona Commercial Contractors C-42 or CR-42 License and driver’s license. A copy of each Offeror’s license must be included with their bid. Any subcontractors must also be properly licensed and insured. Both foam and coating manufacturer must be ISO 9001-2015 certified. Manufacturer may not own or operate any part of the roofing contracting company.

2.3 TERM & RENEWALS

This Solicitation is for awarding a firm, fixed-price purchasing contract to cover a three (3) year term and may be renewed up to a maximum of two (2) years.

2.4 SCOPE OF WORK / DETAILED REQUIREMENTS

All work performed under this contract will be coordinated by the Facilities Management Department. Except in cases of emergencies, as specified herein, the Contractor shall not begin work on any job until a cost estimate has been submitted and approved by the City’s Facilities Management Director or his designee. Any job not authorized by the Facilities Management Senior Project Manager or his designee will not be honored by the City of Mesa for payment.

The City will obtain multiple quotes on jobs estimated at $10,000 or more. A competitive sealed bid process will be conducted on jobs estimated at $50,000 or more. The City reserves the right to quote items estimated at less than $10,000 if deemed advantageous to the City or to waive the multiple quotes requirement if necessary. Bids received may be either a Fixed Price or a Guaranteed Maximum Price (GMP).

Typical roof types at City sites;

• TPO & PVC singly-ply

• Torch-down/modified bitumen roofing

• Hot mop roofing/build-up roofing

• Spray foam roofing

• Metal roofing

• Shingle/Tile roofing

• Roofing restoration coating

A. DEFINITION OF TERMS

For the purpose of these specifications, the following words and terms shall be defined as hereinafter set forth:

1. "Agreement" shall mean this contract with the City of Mesa for Roofing Services.

2. "City" shall mean the City of Mesa, Arizona, its officers, employees, or representatives.

3. "Contract Boundaries" shall mean the area within the perimeter of each individual contract service area described and listed in this original agreement or later added by change order.

4. "Contractor" shall mean the person, corporation, or partnership contracted to Roofing

Services under this Agreement.

5. "May" shall mean permissive.

6. "Should" shall mean expected.

7. "Shall" shall mean mandatory.

8. "Routine Work" shall mean all work tasks/requirements described in the Detailed

Specifications Section of this contract for each site, or those added by change order.

9. “Corrective Work” shall mean any requested work tasks the City finds to be incomplete, deficient, or unsatisfactory that must be rectified by the Contractor.

10. “Withholding Notice” a notice used to inform the Contractor of unsatisfactory work performance, correction time limits, and deduction amounts if not satisfactorily resolved.

11. “Release” is the notice issued to the Contractor that demonstrates Withholding deficiencies have been corrected to the City’s satisfaction.

12. “Deduction” shall mean money that is deducted from the Contractor’s invoice as a result of unsatisfactory performance of services that were not satisfactorily corrected.

13. “Nonperformance Fee” shall mean a predetermined amount of money that must be paid as damages for failure to perform under a contract.

B. PROJECT SPECIFICATIONS

Unless otherwise specified, service for routine contract pay items and special work items shall include furnishing all labor, supervision, equipment, tools, fuel, materials (unless provided by the City in accordance with these documents), insurance, bonding, and all other items incidental thereto which are necessary to perform the work as specified. The Contractor shall provide a yard for parking, maintenance, and storage of supplies and equipment at a site other than on City property and at no added cost to the City.

C. VANDALISM AND VEHICLE ACCIDENTS

If an accident occurs while performing work on City or Mesa property, the Contractor shall report the accident to the City within two (2) working hours of discovery. All cases of vandalism shall be reported to the City immediately. The City will review the situation and determine the appropriate course of action.

D. DISPOSAL OF DEBRIS, TRASH, OR OTHER WASTE

All debris, trash or other waste that is accumulated or generated from the work performed under this agreement shall be removed from the Contract Sites. Using City waste receptacles are prohibited. The transport and disposal of said materials shall be in compliance with federal, state, county, and City laws and regulations.

The Contractor is solely responsible for any disposal fees (dumping charges), incurred due to routine work. Fees for disposal of debris accumulated from extra work or emergency response work shall be listed as “Extra” or “Emergency Response Work” on the invoices as a separate item to be reimbursed by the City. The disposal must be at an authorized landfill.

Disposal costs greater than the areas current fee range will be the responsibility of the Contractor. A copy of the disposal fee invoice must be submitted with the extra work invoice to receive payment.

E. CONTRACTOR/CITY COMMUNICATIONS

1. Local Office Throughout the period of this contract, the Contractor shall establish and maintain a local office and an authorized managing agent. The local office shall be within a one (1) hour drive time from the contract area.

Contractor's local managing agent shall serve as the point of contact for dealing and communicating with the City. Upon City request, the General Manager, President, or their designee shall meet with City representatives within twenty-four (24) hours of receiving notice.

2. City Contact The Contractor's primary contact will be the PRCF Contract Specialist or authorized City representative in all matters pertaining to change orders, invoice authorization, schedule approvals or daily performance of this contract.

3. Field Supervisor The Contractor shall furnish one (1) qualified field supervisor that speaks, reads, and writes in English. The field supervisor shall oversee the work of their staff, perform inspections of completed work daily, meet with the City representative upon request within one (1) working day, and submit inspections and daily work reports to the City during the first hour of the City’s workday (Monday through Friday). Field Supervisor shall be present while all site work is being performed.

Field Supervisors should be available to manage staff, respond to deficiencies and emergency callouts, inspect work of field staff, complete and submit daily paperwork to the City.

The Field Supervisor may not supervise other contracts unless approved by the City.

The Contractor shall provide the Field Supervisor a mobile telephone device with voice calling, text, company email, and photo capabilities for the purpose of communicating with City. The device must be kept in operational condition.

Contractor shall provide a daytime contact to address complaints as they arise.

F. CONTRACTOR'S EMPLOYEES

The awarded Contractor shall supply proper levels of manpower, equipment and supplies to perform work to acceptable standards in the required timeframes.

1. Identification All Contractor staff assigned to work under this contract shall be cleared through the City’s background check process, have a City issued security badge with a minimum rating of level two (2) visibly displayed, and be in company uniform bearing the Contractors name upon commencing work, badge level may change depending upon site and project requirements.

Contractor personnel assigned to this contract will be required to be fingerprinted in conjunction with a background check through the City of Mesa. All expenses related to this process will be paid by the City of Mesa. (Attachment B)

City security/identification badges issued to Contractor personnel are City property that shall be returned to the City upon termination/separation of employment, or at the end of contract term. Failure to do so will result in Nonperformance Fee charges being deducted from the billing cycle immediately following the incident.

Only Contractor employees authorized by the City are allowed on contract sites while performing services. Individuals not authorized by the City (friends, acquaintances, family members, assistants, etc.) are prohibited.

2. Driver's License Employees driving the Contractor's vehicles shall at all times possess and carry a valid vehicle operator's license issued by the State of Arizona, the class of which shall be appropriate for the vehicles operated, in accordance with State law.

3. Conduct Contractor personnel (employees and/or officers) shall not identify themselves as being employees of the City of Mesa. They shall conduct themselves in such a manner as to avoid embarrassment to the City of Mesa. Additionally, it is expected that all interactions with the public or City officials be professional and courteous. In the event of difficulty with the public or City officials, the City shall be notified immediately.

The Contractor shall prohibit its employees from using any substances (drugs, alcohol, etc.) that may cause impairment while performing their duties under this contract.

Contractor staff suspected of being impaired shall be immediately removed from performing work under this contract.

Contractor employees that exhibit poor conduct, as determined by City shall be removed from the contract upon the City’s request.

The Contractor shall be liable for any damages or losses caused by its employees, equipment, or agents during the agreement period.

4. List of Employees The Contractor shall submit a list of all employee names who will perform work under this contract (Attachment C) no later than ten (10) business days prior to the start date. The list must include full name, driver's license number with expiration date, job title, and relevant certifications. Changes to the employment list shall be reported to the City within twenty-four (24) hours with an updated list provided at least monthly. Failure to submit lists as stated shall be subject to nonperformance fees as set forth in Special Terms and Conditions Section 12.0. Repeated failures may result in a Notice of Default.

5. Communications Skills Supervisors and at least one (1) crew member of each work crew shall be proficient enough in the English language to receive/transmit oral or written instructions, interpret work request and otherwise communicate with City representatives.

G. CONTRACTOR'S EQUIPMENT

1. Vehicles and Equipment The Contractor shall submit to the City prior to the start of the contract and keep up to date for the duration, its inventory of vehicles and equipment that will be used. All vehicles and equipment are to be maintained in good repair, both mechanically and in appearance.

The City reserves the right to inspect the Contractor's vehicles at any time to ascertain said condition.

Contractor vehicles that cause damage (turf or irrigation system, leaking fluids on concrete or other hard surface areas, etc.) may be subject to actual repair and/or cleanup costs. A Nonperformance Fee may also apply.

2. Vehicle Identification All Contractor vehicles used under this agreement must be clearly identified with the name of the company, assigned vehicle number, and phone number of the local office on each side of the vehicle (i.e., driver side, passenger side, and rear).

3. Vehicle Use and Access Designated access points, pathways, and parking areas are generally the least likely to cause damage and it is expected that they be used. Departing from these approved instructions will result in Nonperformance fees, and additional repair costs shall be the responsibility of the Contractor if damage occurs.

Vehicles shall not be permitted to enter a turf, xeriscape, or natural habitat area from a perimeter roadway, pathway, or parking lot, without the prior approval of the City.

Parking on sidewalks shall be restricted. The Contractor will not at any time be allowed to park on a sidewalk adjacent to any Arterial or Major Collector Street without providing appropriate barricading or traffic control (per Traffic Barricading Manual), to allow Pedestrian traffic a safe route around vehicles. The contractor will repair any damage caused by entering these areas at no cost to the City of Mesa.

H. SCHEDULING OF WORK

All work will be scheduled so it is not disruptive to the public, City personnel, meetings, or events held at City facilities, which will require frequent communication with the City’s contract representative.

The City reserves the right to reject any schedule and/or demand reasonable changes/adjustments (whether approved or under review) when it can be shown that it is not in the best interest of the City.

Work shall be scheduled Monday through Thursday of each week. No weekend work is permitted, unless approved by the City representative and Building Rep.

1. Work Hours/Holiday Schedule Work shall not be conducted on the following holidays observed by the City of Mesa.

• New Year's Day – January 1

• Martin Luther King Day - Third Monday in January

• Presidents’ Day – Third Monday in February

• Memorial Day – Last Monday in May

• Independence Day – July 4

• Labor Day – First Monday in September

• Veterans’ Day – November 11

• Thanksgiving Holiday – Fourth Thursday and the following Friday in November

• Christmas Eve – December 24

• Christmas Day – December 25

Holidays that fall on a Saturday are observed the Friday before and holidays that fall on Sunday are observed the Monday following the holiday.

2. Weather Suspension of Work In the event of inclement weather, the Contractor must obtain approval from the City prior to performing any work. The City reserves the right to suspend any or all work due to poor weather conditions or other extreme conditions. The City also reserves the right to authorize the delayed work to be performed at a later date, or the City's Contract Representative may deem it more appropriate to omit the delayed work and resume the normal schedule. The Contractor shall not perform any suspended work without written authorization from the City.

I. COMPENSATION

1. Payment

Invoices MUST include all the following information and be issued to the City of Mesa within sixty (60) calendar days of receiving the Letter of Acceptance (LOA) from the project manager. At the City’s request, a schedule of values for some projects may be requested to establish a monthly pay application process. Contractor shall be responsible for submitting a draft schedule of values to the City for approval. Pay applications payments will be based and adjusted according to labor, material, and the items identified in the approved schedule of values. City will not pay for items or material that have not been installed nor will they pay for any costs associated with storing of such items.

Contractor shall submit an adjusted monthly draft of the pay application for review by project manager. Monthly values of work performed and materials installed will be up to City’s interpretation and discretion. Contractors are advised that the City will make monthly progress payments during the course of the contract based on the contractor’s Application and Certificate of Payment together with a detailed estimate of work completed, which shall be in the form of the American Institute of Architect’s (AIA’s) forms G702 and G703. The detailed estimate of work completed shall include all items from the bid schedule and/or schedule of values as applicable and shall include values for work completed previous to application, current work completed, value of work completed, and amount due this request. The monthly payment cycle will start with the date of the Notice to Proceed. The payment process functions as follows: prior to the monthly payment cycle date, the contractor and the City’s Project Manager shall together prepare a list of agreed upon quantities for each item of work completed and accepted during the progress payment period. The contractor shall then submit the Application and Certificate of Payment and an invoice with the detailed estimate of work completed based on the list of agreed upon quantities to the City’s Project Manager for signature. The invoice shall reflect the contractor’s company name, billing information, City of Mesa project number, Project Manager information, and the total amount due at time of billing.

• Contract Identification numbers.

• City Project Number

• Delivery Order Number

• Flat/Hourly rates and number of hours billed to match total cost.

• Itemized cost of materials.

• All applicable taxes bond and insurance. Total costs of all invoices shall not exceed the total bid amount unless a change order has been approved as an add-on.

• Any and all work for which a complete and accurate invoice is not received by the City within forty-five (45) days of completion shall not be paid.

• Payment for work in any given area will be upon completion and acceptance by the City.

2. Deductions to Payments Due The City shall establish the payment amount. If the Contractor fails to perform the work in accordance with the contract, the City may hold part or all payments due to the Contractor. Payment may be withheld (never paid) if the Contractor fails to perform or fails to satisfactorily correct poor performance within the Correction Time Limit Schedule.

Deficiencies resolved within acceptable time limits and to the City’s satisfaction will be released for payment.

The City may determine it is necessary to hire an outside contractor to perform work that was not or could not be corrected to the City’s satisfaction by the primary Contractor.

The City shall withhold the cost of such outside services in the billing cycle immediately following the incident.

Failure to correct areas identified as deficient by the City within the limits of this correction time limit schedule, unless written extensions have been authorized, may result in cause for termination of the contract in accordance with provisions of this document.

CORRECTION TIME LIMIT SCHEDULE

(Time starts upon receipt of notification)

Emergency Response Work 2 Hour Response – Complete ASAP

Correction of Unsatisfactory Service 2 Working Days

J. EMERGENCY RESPONSE

An emergency call/response is required when a condition and/or failure presents an immediate danger to personnel or property. For circumstances that interrupt or otherwise adversely impact City operations or property occupant operations, the Contractor must respond within two (2) hours of notification, with appropriate equipment and supplies to remediate the adverse condition. Failure to respond shall be considered a default of Contract.

Repeated failures are subject to termination as set forth in Mesa Standard Terms and Conditions Section 16.

The Contractor shall provide the City with an "Emergency" contact. The City shall also be kept informed if the contact changes.

The Contractor’s employee who responds to an emergency shall fill out a report with the information that explains the emergency call-out and the actions taken to correct the problem. The report shall also indicate the name of the City Employee who called, the time of day when he/she received the call, the time of day upon his/her arrival at the job site and the elapsed time spent on the job site correcting the problem. This report shall be submitted with the invoice.

Payment for "Emergency Response" shall comply with Section 2 I. However, if the emergency was caused by the Contractor's unsatisfactory service, no compensation shall be made for responding to the emergency. The City shall make the determination whether or not payment is due after reviewing the emergency report” and the work performed.

K. OFFICIAL ADDRESSES AND TITLES

The official City representative and overall Contract Administrator is the Business Services Dept. Director, whose address is City of Mesa Purchasing, 20 E. Main Street, Suite 450 (85201), P. O. BOX 1466, Mesa, Arizona 85211 1466. This person is authorized to approve change orders to the contract.

L. NONPERFORMANCE FEE / PERFORMANCE GUARANTEES

It is the City's expectation that all work under this agreement be performed as defined in this agreement. If tasks are omitted or not satisfactorily completed, public health, safety and welfare are compromised, the Contractor and City agree upon the following schedule of Nonperformance Fees to be deducted from monies due or to become due to the Contractor.

These sums are fixed and agreed upon, not as a penalty, but because the parties agree that the actual loss to the City and to the public caused by the omission of work or substandard performance is impractical and extremely difficult to ascertain.

NONPERFORMANCE FEE TABLE

SITUATION DEDUCTION AMOUNT

A. Failure to correct deficiencies within the time allowed in the Correction Time Limit Schedule.

$100 per site/day

B. Illegal or non-conforming waste disposal. $100 per site/day

C. Failure to meet identification requirements of contract, either person or vehicle.

$100 per occurrence

D. Failure to comply with Parking Restrictions on

Arterial and Major Collector Streets, and/or failure to provide alternative pedestrian route around work areas when parking on or blocking sidewalks.

$100 per occurrence

E. Failure to return City issued badges of past employees.

$100 per incident/employee

F. Failure to comply with List of Employees requirements.

$100 per occurrence

G. Failure to comply with environmental regulations or wasting resources.

$100 per occurrence

H. Damage caused by Contractor to City property

(turf and/or irrigation systems, leaking, etc.)

$100 per occurrence/actual repairs costs may also apply

SECTION 3

FORMAT AND SUBM IT TAL INSTRUCTIONS

3.1 RESPONSE FORMAT

The Respondent shall complete and submit the information requested in this Solicitation.

Table of Contents. Identify contents by tab and page number.

TAB 1 - Letter of Transmittal. A brief letter of transmittal should be submitted that includes the following information:

1. The Respondent’s understanding of the work to be performed.

2. A positive commitment to perform the service within the time period specified.

3. The names of key people, representatives, and project managers who will be the main contacts for the City regarding this Solicitation.

TAB 2 – Qualifications and Experience. (Abilities, Experience, and Expertise) The following information should be included:

1. A statement of Respondent’s qualifications, abilities, experience, and expertise in providing the requested services.

a. A description of what qualifies Respondent, financial and otherwise, to provide the

City with these services/materials for the required period of time, including information demonstrating Respondent has the appropriate staffing, necessary resources, and a history of demonstrated competence.

b. An assessment of the Respondent’s ability to meet and satisfy the needs of the City, taking into consideration the requested services, additional services, and expertise offered that exceed the requirements of the Solicitation, and the Respondent’s inability to meet any of the requirements of the specifications.

c. References – A minimum of three (3) references, preferably from other public entities within the State of Arizona, for whom you have provided similar services. Include the name of the entity, contact person’s names, phone numbers, e-mail addresses, mailing addresses, type of service provided, and dates the services were provided.

2. Identification of senior and technical staff of Respondent to be assigned to the City. Staff named in the Response may not be substituted without permission of the City. Include in the Response resumes and relevant experience.

3. Describe your experience in performing roofing services at similar sites for government agencies of similar size, or other large entities during the last ten (10) years.

4. Describe your Firm’s current overall workload.

TAB 3 - Program Description AND Method of Approach. Clearly define the services/materials offered and Respondent’s method of approach including, but not limited to, the following criteria:

1. Proposed Solution - Describe your understanding of the Detailed Specifications.

2. Describe your action plan as well as a comprehensive description of the services that will be provided.

3. Industry Related Certifications for Contractor Personnel.

4. Provide description and sample report of firm’s employee background check process/program.

5. Describe your approach to address response times during emergency events.

TAB 4 - Other Forms. The following forms should be completed and signed:

1. Vendor Information form

2. Exceptions & Confidential Information form

3. General Questionnaire form

4. Lawful Presence Affidavit

5. Respondent Certification form (Offer and Acceptance)

6. W-9 Form. All responses should include a fully completed, current W-9 form. Failure to include the W-9 will not disqualify your response, however, the W-9 must be submitted to the City before the execution of any contract pursuant to this Solicitation.

(http://www.irs.gov/pub/irs-pdf/fw9.pdf)

3.2 ADHERENCE TO REQUIREMENTS

Proposals shall be submitted in accordance with the requirements set in this document. Any proposal that does not adhere to the requirements in this RFP may be deemed non-responsive and rejected. The City reserves the right, in its sole discretion, to overlook minor informalities that may be non-compliant.

3.3 SUBMITTAL TEMPLATES

This RFP solicitation contains Forms and Attachments, which must be used by Respondents to submit their proposal. Respondents must not recreate these documents or edit their format structure. Respondents must use the electronic version of the forms attached to this solicitation.

Any Response that does not follow these instructions may receive a ‘0’ score evaluation, or the entire proposal response may be deemed non-responsive and rejected.

3.4 FORM AND CONTENT OF RESPONSES

Responses must be submitted online through the City of Mesa’s Procurement Vendor Self Service portal at https://vendor.mesaaz.gov under the appropriate Solicitation opportunity. Physical submissions, e-mail, or fax submissions will not be accepted unless explicitly allowed by the City of Mesa Procurement Services Division. Unless otherwise instructed or allowed, Responses shall be submitted on the forms provided. Responses, including modifications, must be submitted electronically, and signed by an authorized representative of the Respondent. Please strike through and initial rather than erase changes. Any modifications to the Solicitation must be identified in the “Exceptions” section of the required response forms. The City does not encourage exceptions. The City is not required to grant exceptions and depending on the exception, the City may reject the Response as non-responsive. The City reserves the right at its sole discretion to negotiate exceptions with a Respondent. If the Response is not properly signed or if any changes are not initialed, it may be considered non-responsive. In the event of a disparity between the unit price and the extended price, the unit price shall prevail unless obviously in error, as determined by the City. The Response must provide all information requested and must address all points set forth in the Solicitation.

http://www.irs.gov/pub/irs-pdf/fw9.pdf

3.5 RESPONSE CHECKLIST

This checklist is provided for your convenience. It is not necessary to return a copy with your Response. Only submit the requested forms and any other requested or descriptive literature.

Response will be sent in time to be received by City before Response due date and time.

Required Response Forms completed and included (Attachment A)

Supplier Sustainability Questionnaire form completed and included (Attachment D) W-9 Request for Taxpayer Identification Number and Certification form completed and included (http://www.irs.gov/pub/irs-pdf/fw9.pdf)

Copy of offerors valid State of Arizona Commercial Contractors C-42 or CR-42 License Warranty information, if applicable

3.6 DATE AND TIME REQUIREMENTS

Proposals must be submitted electronically and must be received by the City by or before the date and time indicated in Section 1.4.