Last Update: 02/12/2025 COS RFP Template

ISSUING AGENCY – CITY OF SCOTTSDALE

FORMAL REQUEST FOR PROPOSAL

DUMPSTER REPAIR AND PURCHASE

26RFP048

CRITICAL DATES

QUESTIONS DUE: June 4, 2026 at 2:00 PM, local time PROPOSAL SUBMITTAL DUE: June 12, 2026 at 2:00 PM, 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 26RFP048

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:

Tiffany Young Buyer tyoung@scottsdaleaz.gov 480-312-5709

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

https://scottsdaleaz.bonfirehub.com/portal/?tab=login mailto:support@gobonfire.com https://scottsdaleaz.bonfirehub.com/portal/?tab=login https://teams.microsoft.com/meet/256834481287956?p=481gZ0DEr27B6Do7L8

COS RFP 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 (RFP).

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

TABLE OF CONTENTS

SECTION 1 - INTRODUCTION

A. Intent

SECTION 2 – STATEMENT OF NEED

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

SECTION 3 – SPECIAL TERMS AND CONDITIONS

SECTION 4 – EVALUATION CRITERIA

A. Evaluation Criteria

SECTION 5 – SUBMITTAL PREPARATION REQUIREMENTS

SECTION 6 – REQUIRED FORMS

A. Proposal Signature Page B. Pricing Proposal Form C. Bidder General Disclosure Form D. Bidder Litigation Disclosure Form E. References F. Subcontractor List G. Bidder Questionnaire-Company Information H. Bidder Questionnaire-Similar/Relevant Projects

SECTION 7 – ATTACHMENTS

A. Instructions to Bidders B. General Terms and Conditions

SECTION 8 - EXHIBITS

A. Sample Contract

SECTION 1 - INTRODUCTION

A. INTENT

The City of Scottsdale Parks, Recreation and Preserve Department seeks services for the repair of the trailer hitches, aprons and frames related to the mobile portion of the commercial dumpster containers that the city does not have the ability to repair. The city will also purchase new dumpster units and parts as needed.

SECTION 2 – STATEMENT OF NEED

A. SPECIFICATIONS

Contractor shall comply with all specifications listed below. All work must comply with OSHA standards, local waste management regulations, and environmental guidelines.

Preventive Maintenance:

• Lubricate moving parts (hinges, wheels, locks)

• Tighten bolts and fasteners

• Clean and sanitize interiors and exteriors to prevent odor and pest issues

Repair and Service:

• Weld or replace damaged panels, lids, hinges, and locking mechanisms

• Repair or replace wheels, axles, and lifting bars

• Repaint or apply rust-preventive coatings as needed

• Add city logo after dumpster has been painted

Repair Specifications for Towable Front Load Dumping Container:

• Repair side, front, back and wheel wells with 10 Ga. (1’ up all the way around the container)

• Replace front, back tubing and neck of the trailer

• Install new pintle hook

• Sand, clean, wash, paint AG beige

Build Step-up Platform Near Trailer Neck 12” (W) X 72’ (L):

• Frame of trailer that holds containers made out of 3" channel

• Neck of trailer will be constructed out of 3 x 4 x 3/16" tubing reinforced with 2 x 2 x 3/16" tubing with pintle hook

• (2) Hub Kit Pre-Greased, 545, 3.5K, L68149/L44649 Hub Kit Pre-Greased, 545 3,500 LB •Capacity Per Pair, L68149/L44649 Bearings, Boxed

• (2) ASM ST205/75R D GDRD15x5 545 MOD Wht ASM ST205/75R LRD Radial Goodride 15x5 545 Zero MOD White 3.19CB 2150LBS@65PSI

• (2) 84 Pindle, 1.5 Square x 4 Stub W/Nut Washer & C-Pin 84 Pindle,1.5 Square x 4 Stub W/Nut Washer & C-Pin

• (1) Pipe Mt Jack, 2K, SW, 10 Lift, Ram, NO Foot Pipe Mt Jack, 2K, SW, 10 Lift, Ram, NO Foot

• (2) Finder Sgl 9W x 32L, 1 Rad 15T 16 ga Finder Sgl 9 W x 32L 1 Rad 15T 16 ga

• (1) Jack Foot W/Pin, Fits 2K-5K A-Frame, 1.7in Tall, Ram, Zinc Jack Foot W/Pin, Fits 2,000- 5,000 Lb A-Frame Jacks, 1.7in Tall Foot, Ram Zinc

• (1) Tow Ring 2.5in Eye 10 K Flat Draw Bar Welded-On Wallace Tow Ring 2.5in Eye 10 K Flat Draw Bar Welded-On Wallace

COS RFP Template

In addition to repairs, the City may at times request to purchase new dumpsters per specifications listed below.

Purchase of New Towable Front Load Dumping Container – Minimum Requirements:

• Front, back, sides and bottom constructed out of 10 gauge steel

• Vertical V Groove Ridges on front and back

• Sides with flanged corners

• 3’ channel top rails

• 10 gauge 4X8 fork pockets with gussets welded solid

• Interior and bottom coated with primer

• Painted AG beige

Current Dumpster Locations* AMOUNT Address Cactus Park TBD 7202 E Cactus Rd

Scottsdale, AZ 85259 Mountain View Park TBD 8625 E Mountain View Rd

Scottsdale, AZ 85258 Scottsdale Sports Complex 1 8081 East Princess Dr.

Scottsdale, AZ 85255 SRP 1 10400 East Via Linda

Scottsdale, AZ 85258 Rio Montana 1 11180 North 132nd St.

Scottsdale, AZ 85259 Via Linda Senior Center 1 10440 East Via Linda

Scottsdale, AZ 85258 Thompson Peak 7 20199 North 78th Place

Scottsdale, AZ 85255 Chaparral 4 5401 North Hayden Rd

Scottsdale, AZ 85250 Agua Linda 1 8732 East McDonald Dr.

Scottsdale, AZ 85250 Chestnut 1 4565 North Granite Reef Rd.

Scottsdale, AZ 85251 El Dorado 1 2311 North Miller Rd.

Scottsdale, AZ 85257 Vista 2 7700 East Roosevelt St

Scottsdale, AZ Civic Center TBD 3939 North Drinkwater Blvd.

Scottsdale, AZ 85251 Downtown TBD 3939 North Drinkwater Blvd.

Scottsdale, AZ 85251 Horizon 4 15444 North 100th St

Scottsdale, AZ 85260 *The City reserves the right to add additional locations or dumpster units at existing locations.

B. CONTRACTOR QUALIFICATIONS

Contractor shall supply all tools, welding equipment, replacement parts, and safety gear necessary to complete the work.

C. CONTRACTOR’S RESPONSIBILITIES

• Perform repairs at Contractor’s facility

• Provide five-year warranty on all repairs

• Pick-up hours: 5:00am to 1:00pm, Mon–Fri, excluding City holidays

• Complete repairs within 10-business day turnaround

COS RFP Template

• Provide work order per repair detailing replaced/repaired items. If contractor is not able to complete repair, a detailed report explaining why should be submitted to the city liaison.

• Capability to load/unload dumpsters (dumpsters should be empty when picked up)

• Provide documentation: inspection reports, before-and-after photos, maintenance log

1. Routes and Schedules

a. Contractor will need to schedule the routes based on addresses given by the City. Work order information will be given to vendor electronically. Routing for work order repairs is on vendor.

b. Contractor shall communicate with assigned Scottsdale representative/supervisor throughout the day to provide updates on completed work orders.

c. Contractor shall provide daily electronic work order status reports to Parks & Rec and Preserve staff no later than 6:00 p.m. each day. Reports shall track and verify that day's work order detail. Contractor shall receive work orders from Parks & Rec and Preserve via email no later than 6:30 p.m. the night before the workday.

2. Personnel

a. Company vehicles must have proper identification.

b. Employees must wear company uniforms.

c. All contractor employees should be conversant in the English language.

d. Background Checks are required for contractor's employees assigned to these services;

this will be at the contractor’s expense.

3. Reporting

a. Contractor must provide status updates to the city as to why a repair is unable to be completed, when it will be done, and what day the services will be scheduled.

b. Contractor must notify the city if a repair cannot be made and a new dumpster is needed, the contractor must submit a photo of the damage to city for documentation.

D. CITY’S RESPONSIBILITIES

• The Contract Administrator for the resulting contract shall be the Contracts Coordinator.

• The City will work with contractor to submit work orders and provide site access and scheduling windows.

• Provide City logo artwork/specifications for painting

• Approve repairs/replacements prior to execution when required

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 amendment 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.

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. FUEL SURCHARGES

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

11. 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 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

COS RFP Template 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. Contractor’s insurance must be primary insurance as respects performance of subject contract.

2. 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.

3. 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.

12. INVOICING

All invoices submitted for work done under the scope of this Contract MUST BE. Itemized invoices shall contain a MINIMUM of the following information:

• Contractor 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.

13. [Intentionally omitted.]

14. MULTIPLE AWARDS

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

15. 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.

COS RFP Template

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. 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

16. 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.

17. PACKAGING

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

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

18. PRICE ADJUSTMENTS

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

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

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

19. PRICING

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

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

Pricing shall be calculated as a percentage discount applied against a Manufacturer’s price list (e.g., twenty-five percent (25%) off of list price, fifteen percent (15%) off of jobber price, etc.). The discount structure quoted by the Offeror shall be applicable during the entire term of the Contract including all applicable extensions. The prices listed on the Pricing Proposal Form MUST reflect the pricing discount structure listed on the Pricing Structure Quotation contained in this solicitation.

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

20. PRODUCT TESTING AND QUALITY CONTROL

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

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

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

COS RFP Template

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

21. PURCHASING PROCEDURE

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

22. QUALITY STANDARDS OF MATERIAL

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

23. QUANTITY

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

All inventory items listed herein are indicative to the types and sizes currently utilized by the City of Scottsdale. The list is not to be construed as the complete inventory utilized by the City of Scottsdale and is not to be construed as requiring the City of Scottsdale to purchase any specific items or quantities. The list of items and quantities as stated on the Pricing Proposal Form are furnished to aid the Bidder in internal planning and as a basis of award.

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

24. REPORTING REQUIREMENTS

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

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

The Contractor shall submit a completed Daily Work Log to the Contract Administrator. An example of the Work Log form is attached herein (see Exhibit A). A final version of the Daily Log form will be agreed upon by the Contractor and Contract Administrator.

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

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

25. REVIEW OF CONTRACTOR’S WORK

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

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

26. 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.

27. 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.

28. 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.

29. UNIT PRICING

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

The Contractor shall not charge the City of Scottsdale more than a 20% “mark-up” on the Contractor’s cost of all parts and materials used in the repair and maintenance of the City elevators and related equipment.

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

30. VALUATION OF CONSULTANT’S PERFORMANCE

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

Completeness Accuracy Utility Coordination Technical Expertise Organization Appearance of Plans (line work, lettering, etc.)

COS RFP Template

Working Relationship with City Staff and Others Availability Communication Skills (meetings, correspondence, etc.)

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

31. WARRANTY REQUIREMENTS

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

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

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

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

SECTION 4 – EVALUATION CRITERIA

A. EVALUATION CRITERIA

GENERAL

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

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

PROPOSAL EVALUATION

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

The following is the criteria that will be used to review the proposals:

DESCRIPTION WEIGHTING

Firm and Staff Qualifications & Experience 30% Project Approach 30% Pricing 30% Exceptions, References, Subcontractors List 10%

TOTAL 100%

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

1. Cost factors associated with performing the work required by the contract.

2. Length of time the Offeror will warranty their workmanship and materials.

3. The returned satisfaction surveys from the Offeror’s submitted references.

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

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

6. The content and quality of the Offeror’s proposal and other presentation materials.

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

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

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

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

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

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

SECTION 5 – SUBMITTAL PREPARATION REQUIREMENTS

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

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

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

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

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

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

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

Firm and Staff Qualifications & Experience Offeror’s proposal shall provide the firm’s qualifications in summary. This shall illustrate the Offeror’s understanding of the objectives of this solicitation, as well as the qualifications, experience, training and other credentials that illustrate the Offeror’s abilities to successfully complete the scope of work represented in this solicitation.

The Firm and Staff Qualifications summary shall include, at a MINIMUM, the following items:

Offeror’s document shall contain a synopsis of the firm’s history, including a statement indicating the length of time the Offeror has been doing business.

Offeror’s document shall contain information containing full company contact information, including but not limited to: Company Name, Main office business address, local office business address (if different), Office phone, fax and email address and Company web page address (if available).

Offeror’s document shall contain an organizational chart that identifies key personnel by name, title and contact information.

Project Approach - Offeror’s document shall demonstrate an understanding of the goals identified herein for this project and provide a basic overview for the accomplishment of these goals. Offeror’s proposal shall address a MINIMUM of the following key project areas:

Offeror’s document shall demonstrate an understanding of the goals identified herein for this contract and provide a basic overview for the accomplishment of these goals.

Offeror’s document shall identify the key issues and potential obstacles with respect to the scope of work identified herein. Offeror’s documents should provide a basic methodology to address and overcome all identified issues and obstacles.

Offeror’s document shall contain a comprehensive description of all services that shall be provided.

Provide an example of worklog reporting

Pricing Proposal Form (COS Form) – Fully completed Pricing Proposal Form.

Exceptions, References, Subcontractors List

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

References (COS Form) – Fully completed Reference Form.

Subcontractor List (COS Form) - Fully completed Subcontractor List.

SECTION 6 – REQUIRED FORMS

Proposal Signature Page (COS Form) - Fully completed Proposal Signature Page

Pricing Proposal (COS Form) – Fully completed Pricing Proposal Form.

General Disclosure Form (COS Form) – Fully completed General Disclosure Form

Litigation Disclosure Form (COS Form) – Fully completed Litigation Disclosure Form

References (COS Form) – Fully completed Reference Form

Subcontractor List (COS Form) - Fully completed Subcontractor List.

Bidder Questionnaire Form(s) Company Information (COS Form) – Fully completed Bidder Questionnaire Form(s) Company Information.

Bidder Questionnaire Form(s) Similar / Relevant Projects (COS Form) – Fully completed Bidder Questionnaire Form(s) Equipment List.

PROPOSAL SIGNATURE PAGE

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

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

Company Name Signature of Authorized Person

Address Printed Name

City State Zip Title

Telephone Number Fax Number

Date E-Mail Address

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

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

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

Offerors should be aware that joint 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

QUANTITY DESCRIPTION UNIT PRICE

EXCLUDING TAX

1 Purchase, 4-Yard Dumpster (Per Unit) $_____________

1 Flat, Fixed Fee for Dumpster Repair (Per Unit) $_____________

Total of both lines: $_____________

**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…