27-FMD-007_-_Site_Contact_List.xlsx

This is a Site Contact List for the City of Phoenix's HVAC Filter Maintenance and Repair contract opportunity, documenting facility locations and responsible personnel across multiple city departments. The solicitation encompasses approximately 120 municipal facilities spanning Parks and Recreation, Libraries, Arts and Culture, Human Services, Streets Transportation, Public Works, Fire, and Police departments. Services required include supply and installation of MERV 13 rated filters in multiple configurations (1-inch, 2-inch, 4-inch pleated panel filters, bag filters, and rigid box filters) with service intervals ranging from monthly to annual maintenance schedules. The pre-offer conference was scheduled for February 18, 2026, at 9:00 a.m. via Microsoft Teams; the written inquiry deadline is March 25, 2026, at 9:00 a.m.; and sealed offers are due April 8, 2026, at 11:00 a.m., submitted electronically through the City's Procurement Portal. The contract term is three years commencing September 1, 2026, with two optional one-year extension periods.

Offerors must submit firm and fixed pricing valid for 180 calendar days from the solicitation opening date, with payment terms to be proposed by contractors and City payment estimated within thirty to forty-five calendar days after receipt of correct invoices. Contractors must demonstrate a minimum of five years in operation with equivalent experience, maintain all required licenses and certifications, and provide appropriate insurance coverage within 14 calendar days of notification of recommended award. The City has established Disadvantaged Business Enterprise (DBE) and Small Business Participation Plan requirements, mandating successful contractors to submit initial and annual DBE participation plans, maintain documentation of good faith efforts to engage DBE-certified suppliers through the Arizona UTRACS database, and provide monthly reporting through the City's Certification and Compliance System portal. Additional compliance requirements include federal civil rights regulations, Title VI of the Civil Rights Act of 1964, Americans with Disabilities Act, Section 504 of the Rehabilitation Act of 1973, the Immigration Reform and Control Act, E-Verify employment verification, and City of Phoenix Equal Employment Opportunity requirements under Phoenix City Code Chapter 18. The City reserves the right to award contracts by individual line item, by group, or in any combination most advantageous to the City, and may award multiple contracts.