3-IFB 26IFB008 -Final.pdf

Last Update: 02/12/2025 COS IFB Template

ISSUING AGENCY – CITY OF SCOTTSDALE

FORMAL INVITATION FOR BID

SCRAP METAL RECYCLING

26IFB008

CRITICAL DATES

PROPOSAL SUBMITTAL DUE: October 27, 2025 @ 2:00 PM, AZ local time QUESTIONS DUE: October 20, 2025 @ 2:00 PM, AZ local time

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: 26IFB008

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:

Lynn Gustafson Purchasing Supervisor lgustafson@scottsdaleaz.gov 480-312-5768

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/l/meetup-join/19%3ameeting_YzhkNDk3MjMtMDUyOC00YzE3LWFhNzgtNWU0ZTRhZDZiNWEw%40thread.v2/0?context=%7b%22Tid%22%3a%2210aebc46-34e8-45ee-a5e2-5756f4df0996%22%2c%22Oid%22%3a%22c28ce481-0b08-4f0b-bdb5-47715b0314a4%22%7d

COS IFB Template

INSTRUCTIONS TO BIDDERS AND

GENERAL TERMS AND CONDITIONS

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

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

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

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

TABLE OF CONTENTS

SECTION 1 - INTRODUCTION

A. Intent B. Background

SECTION 2 – STATEMENT OF NEED

A. Specifications B. Contractor’s Qualifications C. Contractor’s Responsibilities D. City’s Responsibilities E. Additional Requirements (Deliverables, etc.)

SECTION 3 – SPECIAL TERMS AND CONDITIONS

SECTION 4 – 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-Company Information H. Bidder Questionnaire-Equipment List I. Bidder Questionnaire-Similar/Relevant Projects

SECTION 5 – ATTACHMENTS

A. Instructions to Bidders B. General Terms and Conditions

SECTION 1 - INTRODUCTION

A. INTENT

1. The City of Scottsdale Purchasing Department invites sealed bids from qualified firms to provide scrap metal recycling services. The successful vendor will be responsible for the collection of various types of scrap metal and payment to the City of Scottsdale.

2. The Contract(s) shall be awarded to the responsive Bidder(s) with the highest reimbursement total paid to the City, whose bid conforms in all material respects to the requirements and criteria set forth in the Invitation for Bids. The City reserves the right to award by individual line item, by group of line items, or as a total, whichever is deemed most advantageous to the City.

B. BACKGROUND

1. The City of Scottsdale will contract with a vendor to purchase and pick up various types of scrap metal, including sheet iron, unprepped iron, aluminum mid, aluminum high, manhole covers, brass water meters, bare copper and insulated wire, plastic, and frangible brass bullets.

2. Consideration of the current market conditions for the sale of scrap metals will influence pricing.

SECTION 2 – STATEMENT OF NEED

A. SPECIFICATIONS

Required Qualifications include:

The contractor shall be responsible for providing all labor, materials, equipment, and services required to provide the services contained herein in accordance with all contract terms and conditions.

1. SCRAP METAL CONTAINERS

The contractor shall provide and properly maintain scrap metal containers at no cost to the City. All containers shall comply with current and applicable Occupational Safety and Health Standards of this State. The containers shall be presentable, undamaged and neat in appearance (uniformly painted).

Any container found to be damaged, unclean and/or not kept in a safe and sanitary condition shall be cleaned, repaired or replaced by the contractor within 24 hours of notification. Each container should also contain vendor’s logo on the side.

Contractor to provide the following containers/categories/locations:

9191 E. San Salvador Drive, Scottsdale 85258

• One (1) each six-yard container for brass

• Two (2) each six-yard containers for bare copper

• One (1) twenty-yard container for brass water meters

• One (1) forty-yard container for sheet iron/unprepared iron

• One (1) six-yard container for bare insulated wire

• Special Considerations One (1) plastic 55-gallon drum to be provided by the City for frangible brass bullets. Contractor shall haul away powder (drum included) and is not required to return the drum.

7601 E. McKellips, Building B Scottsdale 85257

• One (1) 4x6 container for aluminum mid/aluminum high

• One (1) 4x6 container for sheet iron/unprepared iron

8787 E. Hualapai Drive, Scottsdale 85255

• One (1) six-yard container for sheet iron/unprepared iron

• One (1) six-yard container for aluminum mid/aluminum high

8421 E. Union Hills, Scottsdale 85255

• One (1) forty-yard container for plastic (high-density polyethylene [HDPE] or polypropylene [PP])

• One (1) forty-yard container for sheet iron/unprepared iron

911 N. Stadem Drive, Tempe 85251

• One (1) 20-yard container for sheet iron/unprepared iron

8111 E. McDonald Drive

• One (1) six-yard sheet iron/unprepared iron

16601 N. Pima Road, Scottsdale 85260

COS IFB Template

• One (1) 40-yard container sheet iron/unprepared iron

Contractor to provide special load and hot load containers as needed. Contractor shall have the flexibility to drop additional various size containers at various City locations for one-time recycling, clean ups throughout the year, on an as needed basis. Any spillage of scrap metal made by the contractor during pick-up shall be the responsibility of the contractor and shall be cleaned up immediately.

All scrap metal containers shall remain the property of the contractor and shall be supplied at no cost to the City of Scottsdale.

2. SCRAP METAL CATEGORIES

The prices quoted will be based on FastMarkets Daily Market Newsletter for Scrap Steel Prices and Non-Ferrous Scrap Prices - LA Market (or comparable), using the first business day of the month (10/1/25) percent of the index for quoting purposes only (high side to govern).

SCRAP METAL CATEGORIES

• Sheet Iron

• Unprepped Iron

• Aluminum Mid

• Aluminum High

• Manhole Covers

• Brass Water Meters (whole)

• Bare Copper and Insulated Wire

• Plastic (high-density polyethylene [HDPE] or polypropylene [PP])

• Frangible brass bullets

The scrap metal categories listed above are the most common categories for the City. There may be additional categories in which small quantities shall be available for collection. In the event that this need arises, the pricing for any additional categories shall be consistent with the formula used on the attached quotation form, using the percentage rate for miscellaneous categories. Examples of miscellaneous metals include but not limited to Aluminum Copper radiators, painted Aluminum, Clean and Contaminated Stainless Steel.

3. CONDITION OF METALS

The scrap metal will be sold on an “as is” basis. The City of Scottsdale makes no guarantee of any kind, expressed or implied, as to the condition of the scrap metal.

4. SCRAP METAL WEIGHT VERIFICATION

The contractor shall be responsible for providing the City of Scottsdale with the actual weight of scrap metal that is picked up. Such verification shall be in the form of a weight scale ticket. This ticket shall have the type of scrap metal, its weight and the price paid. These are required to track contract usage.

Weight of scrap metal for each pick-up shall be determined by the difference between laden and unladen weight of the delivery vehicle, as determined by certified scales, registered by the State of Arizona. Vehicles used for scrap metal pick-up shall be empty upon arrival for pickup.

5. LOADING AND TRANSPORTING OF SCRAP METAL

All scrap metal is to be loaded and transported by the contractor in accordance with all applicable National, State and Local Government OSHA, Occupational, Health, Safety, Statues, and Regulations that govern the industry. The contractor shall be solely responsible for proper loading and transportation. All cost associated with removal and transportation of scrap metal loads shall be the sole responsibility of the contractor.

6. PICKUP

Pickup of scrap metal shall be made within three (3) working days of receipt of notification between hours of 6AM-2PM.

7. LOCATION OF SCRAP METAL

COS IFB Template

The scrap metal will primarily be located at the City of Scottsdale Corporation Yard at 9191 E. San Salvador Dr., Scottsdale, Arizona, 85258

8. CONTRACT TYPE

Fixed price (percentage rate price) - indefinite quantity.

B. CONTRACTOR’S QUALIFICATIONS

1. Contractor shall maintain in current status all federal, state and local license and permits required for the operation of the business conducted by the contractor.

C. CONTRACTOR’S RESPONSIBILITIES

1. Contractor shall maintain in current status all federal, state and local license and permits required for the operation of the business conducted by the contractor.

D. CITY’S RESPONSIBILITIES

1. The Contract Administrator for the resulting contract shall be the Warehouse Supervisor.

E. ADDITIONAL REQUIREMENTS (DELIVERABLES, ETC.)

1. PAYMENT

Full payment shall be forwarded to the City of Scottsdale Accounting Department on or before the 10th (tenth) day of each month for all of the material purchased during the previous month, based upon the total weight, class and quoted percentage rate applied by using FastMarkets Daily Market Newsletter for Scrap Steel Prices and Non-Ferrous Scrap Prices - LA Market (or comparable), using the first business day of the month (10/1/25) percent of the index for quoting purposes only (high side to govern).

Payments will be accompanied by a remittance document indicating the date, type of scrap, weight, and dollar value of pickup(s). Contractor shall show conversion of percentages of FastMarkets Daily Market Newsletter for Scrap Steel Prices and Non-Ferrous Scrap Prices - LA Market (or comparable).

FastMarket (or comparable) pricing table shall accompany payment.

Payment shall be submitted to the following location made payable to the City of Scottsdale and should be addressed as follows:

City of Scottsdale 7447 E. Indian School Rd.

Scottsdale, AZ 85251

Late payments will be subject to interest payment to the City of Scottsdale at 1.5% per month.

Continued late payments may be considered just cause for termination for default.

SECTION 3 - SPECIAL TERMS AND CONDITIONS

1. ACCEPTANCE / AGREEMENT

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

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

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

2. ACCURACY OF WORK

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

3. ADDITIONAL LOCATIONS

The City of Scottsdale reserves the right to add or subtract to this Contract as the need arises due to changes in the amount of buildings. In the event the City needs to add to this Contract, the pricing for any additions to services shall be applied per the applicable Contract unit costs.

Any additions or subtractions to the Contract shall be done via a written change order and be a MINIMUM of thirty (30) days prior to the changes taking effect.

4. CITY ASSURANCE

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

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

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

5. 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)

6. COMPLETENESS AND ACCURACY

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

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

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.

A. Records: All books, accounts, reports, files and other records relating to the contract will be subject at all reasonable times to inspection and audit by the City for five years after completion of the contract.

Such records will be produced at a City of Scottsdale office as designated by the City. Confidentiality will be maintained, and City will not violate any proprietary or other confidentiality agreements Contractor has in place. The City, its authorized representative, or any federal agency, reserves the right to audit Contractor's records to verify the accuracy and appropriateness of all cost and pricing data, including data used to negotiate this Agreement and any amendments.

8. CONTRACTOR SUPERVISORS AND CREWS

The Contractor’s Supervisor(s) shall have full authority to act on behalf of the Contractor in any situation.

The Contractor’s Supervisor(s) and crews shall be monitored by the Contract Administrator for their effectiveness interacting with City personnel, citizens, and ability to maintain a written schedule. The knowledge and effectiveness of the Contractor’s Supervisor(s) and crews shall have a direct impact on any possible and applicable Contract extensions.

Actual crew size shall be the responsibility of the Contractor to establish.

A fully staffed crew shall be defined as a MINIMUM of the following:

• One (1) Supervisor (Crew Leader) who is conversant in the ‘English language’

• One (1) vehicle capable of performing the required work as indicated by the Contract

Administrator at the time of the service request.

• Additional crew members as required to complete the required work as indicated by the

Contract Administrator at the time of the service request.

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. 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.

11. FUEL SURCHARGES

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

12. 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 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

COS IFB Template

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 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.

13. 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.

14. 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.

15. 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.

16. NON-COMPLIANCE CONDITIONS AND REMEDIES

Schedule Non-Compliance – Failure to maintain the approved or adjusted schedule will result in the issuance of a notice of non-compliance by the Contract Coordinator, or designee. Failure to correct the non-compliance situation within the time imposed by the City may result in the Contractor’s forfeiture of payment for the work that was not completed in the timeline issued by the Contract Administrator, or designee. At this point the City of Scottsdale will exercise its right to either perform the work itself or use another approved company to perform the work. Any work done in this manner will be deducted from the monthly billing. This action will in no way alleviate the responsibility of the Contractor to continue the maintenance of this site once the area has been recovered.

Employee Non-Compliance – Any employee(s) not following the standards set forth herein will be asked to leave the job site until basic work standards are met. This shall not alleviate the Contractor from fulfilling its responsibility to adhere to the schedule established with the Contract Administrator, or designee.

Throughout the life of this Contract every effort will be made to maintain effective communication with the Contractor. Phone calls, emails and faxes will be the normal way of alerting the Contractor to minimal violations. Persistent and/or negligence will be dealt with in a formal setting.

Failure of the Contractor to perform any services or requirements of the Contract shall be cause for the Contract Administrator to deduct payment based on administration costs, cost of labor for services having to be accomplished by others, supplies and materials; to be determined by the Contract Administrator. The disciplinary procedure for this section shall be:

First Infraction – A letter of ‘non-compliance’ shall be issued by the Contract Administrator. The Contractor shall have twenty-four (24) hours to respond in writing detailing what steps shall be taken to bring the maintenance back to compliance with the Contract. Remedy shall be executed within seventy-two (72) hours of notice issued by Contract Administrator to avoid a second letter of non-compliance. A letter of non-compliance will not result in any money charged against the Contractor.

Second Infraction – The second infraction in the same area or the same type of infraction shall result in a meeting with the Contractor. The second letter of non-compliance shall result in a deduction from the Contractor’s monthly bill per the Liquidated Damages clause of the Special

COS IFB Template

Terms and Conditions as identified in the Statement of Need. Failure to correct the non-compliance situation within the time imposed by the City may result in the Contractor’s forfeiture of payment for the work that was not completed in the timeline issued by the Contract Administrator. At this point the City of Scottsdale will exercise its right to either perform the work itself or use another approved to perform the work. Any work done in this manner will be deducted from the monthly billing. This action will in no way alleviate the responsibility of the Contractor to continue the maintenance of this site once the area has been recovered.

Third Infraction - The third infraction, within six (6) months, shall result in a meeting between the Contractor, City of Scottsdale staff and City of Scottsdale Purchasing staff. The Contractor shall explain, and put in writing, the action they are going to implement to avoid this situation further.

The third infraction results in the Contractor being put on forty-five (45) day probation, beginning with the meeting with City staff. At any time during the forty-five (45) day probation period the Contractor may be terminated with a seven (7) day notice. Any payments due at that time shall be frozen until the Contract has been serviced to specifications. If this is not possible the Contractor has no expectation of payment

17. OWNERSHIP OF PROJECT DOCUMENTS

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

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

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

18. PRICE ADJUSTMENTS

Price adjustments 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 adjustment will become effective only after approval by the Contract Administrator and the Purchasing Director. Once approved the price adjustment will be adjusted into a new base price for the remainder of the contract period. Any future requested price adjustments 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 adjusted 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 adjustment requested.

19. PRICING

The buy price for miscellaneous metals to the City is to be quoted by using the percentage rates based on scrap metal pricing as published in the LA Market (or comparable) FastMarkets Daily Market Newsletter, using the first business day of the month (10/1/25) percent of the index for quoting purposes only with the high side governing.

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.

20. QUANTITY

The quantities listed on the Pricing Proposal Form are estimates only.

21. 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.

22. 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.

23. 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.

24. 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.

25. UNIT PRICING

Percentage rate applied by using FastMarkets Daily Market Newsletter for Scrap Steel Prices and Non-Ferrous Scrap Prices - LA Market (or comparable), using the first business day of the month (10/1/25) percent of the index for quoting purposes only (high side to govern).

26. VEHICLE REQUIREMENTS AND IDENTIFICATION

The Contractor shall only use trucks and vehicles licensed for use on public streets and licensed in the State of Arizona.

All equipment used in the performance of work under the scope of this Contract shall be equipped with an amber/yellow light bar OR amber/yellow light which can be clearly seen from a MINIMUM

COS IFB Template distance of five hundred feet (500’) in all directions. The Contract Administrator shall be the sole determinant as to whether equipment warning lights are sufficient.

All Contractor vehicles shall contain signage which includes a MINIMUM of the Contractor Company name; and/or logo. Vehicle signage shall be sufficient, in the opinion of the Contract Administrator, to make it apparent to others, as to the nature of the business and the occupants of the vehicle. Vehicle signage shall appear on a MINIMUM of the right and left sides of the vehicle. All vehicles that are used in the performance of work under the scope of this Contract shall display the proper vehicle signage. Contract Administrator will approve proper identification of vehicles during the life of the Contract.

SECTION 4 – REQUIRED FORMS

Proposal Signature Page (COS Form)

Pricing Proposal Form

Bidder General Disclosure Form

Bidder Litigation Disclosure Form

References

Subcontractor's List

Bidder Questionnaire - Company Information

Bidder Questionnaire - Equipment List

Bidder Questionnaire - Similar / Relevant Projects

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 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 responsibility and liability will attach to any resulting contract and failure of one party in a joint venture to perform will not relieve the other party or parties of total responsibility for performance.

PRICING PROPOSAL FORM – PAGE 1 of 1

Percentage rate applied by using FastMarkets Daily Market Newsletter for Scrap Steel Prices and Non-Ferrous Scrap Prices - LA Market (or comparable), using the first business day of the month (10/1/25) percent of the index for quoting purposes only (high side to govern).

ITEM NO. DESCRIPTION

PERCENTAGE

OFFERED

EXCLUDING TAX

1. Sheet Iron Per Ton $_____________

2. Unprepped Iron Per Ton $_____________

3. Aluminum Mid Per Pound $_____________

4. Aluminum High Per Pound $_____________

5. Manhole Covers Per Pound $_____________

6. Brass Water Meters (whole) $_____________

7. Bare Copper and Insulated Wire $_____________

8. Plastic (high-density polyethylene [HDPE] or polypropylene[PP]) $_____________

9. Frangible Brass Bullets $_____________

Total $_____________

ITEM NO. DESCRIPTION

PERCENTAGE

OFFERED

EXCLUDING TAX

1 Sheet Iron Per Ton $_____________

2 Unprepped Iron Per Ton $_____________

3 Aluminum Mid Per Pound $_____________

4 Aluminum High Per Pound $_____________

5 Manhole Covers Per Pound $_____________

COS IFB Template

6 Brass Water Meters (whole) $_____________

7 Bare Copper and Insulated Wire $_____________

8 Plastic (high-density polyethylene [HDPE] or polypropylene[PP]) $_____________

9 Frangible Brass Bullets $_____________

**TAXES

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

ADDENDA

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

NO BID: If no bid please state reason:

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

COMPANY NAME: ______________________________________

BIDDER GENERAL DISCLOSURE FORM

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

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

YES NO

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

COS IFB Template

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

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

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

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

Signature Title Printed Name Date

COMPANY NAME: _____________________________________________

BIDDER LITIGATION DISCLOSURE FORM

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

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

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

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

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

Signature Title

Printed Name Date

COMPANY NAME: ______________________________________________

REFERENCES

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

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

Company Name: _____________________________________________________________

Company Address: ___________________________________________________________

City/State/Zip: _______________________________________________________________

Contact Person: _________________________ Telephone #:_________________________

Email: _________________________________ Date of Service: ______________________

Type of Service Provided: ______________________________________________________

Company Name: _____________________________________________________________

Company Address: ___________________________________________________________

City/State/Zip: _______________________________________________________________

Contact Person: _________________________ Telephone #:_________________________

Email: _________________________________ Date of Service: ______________________

Type of Service Provided: ______________________________________________________

Company Name: _____________________________________________________________

Company Address: ___________________________________________________________

City/State/Zip: _______________________________________________________________

Contact Person: _________________________ Telephone #:_________________________

Email: _________________________________ Date of Service: ______________________

Type of Service Provided: ______________________________________________________

YOUR COMPANY NAME: ___________________________________________

SUBCONTRACTOR’S LIST

COMPANY NAME: ______________________________________

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

NAME: __________________________________________ LICENSE: ___________________

ADDRESS: ______________________________________________________________________

CONTACT PERSON/TELEPHONE#: __________________________________________________

EMAIL ADDRESS: ________________________________________________________________

EXTENT OF WORK: ______________________________________________________________

NAME:

LICENSE:

ADDRESS: ______________________________________________________________________

CONTACT PERSON/TELEPHONE#: __________________________________________________

BIDDER QUESTIONNAIRE – COMPANY INFORMATION

COMPANY INFORMATION

Company Local Office Physical Address

Office Daytime Phone Number

Office Fax Number Telephone Ordering Phone Number(s)

Company Email Address

Company Operating Hours (Monday – Friday)

Company Hours (Saturday)

NAME OF MAIN CONTACT

(assigned to this contract)

Office Phone Number of Main Contract

Cellular Phone Number of Main Contact

Email of Main Contact

NAME OF COMPANY MANAGER

Office Phone Number of Company Manager

Email of Company Manager

After Hour/Emergency Phone Number(s)

Signature_______________________________

Printed Name: ___________________________

Title ___________________________________

Company _______________________________

BIDDER QUESTIONNAIRE – EQUIPMENT LIST

List all equipment you intend to use in the performance of this Contract, if applicable.

Complete list and description of vehicles to be utilized on the sites. Include vehicle license plate numbers.

Contractor’s Physical Address

Contractor’s Mailing Address

BIDDER QUESTIONNAIRE - SIMILAR / RELEVANT PROJECTS

All bidders shall list company’s experience with a minimum of two (2) Arizona customers, excluding the City of Scottsdale, for whom your company has provided service of similar scope as stated herein, within the past four (4) years. (References may or may not be checked, so please ensure the information is accurate and current.) Additional documentation may be submitted with your bid to support the information as provided.) Offeror shall make an additional copy of this page, as needed.

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

Name of the Project:…