Acceptance_of_Offer_Form_2025.pdf

This is an Acceptance of Offer Form issued by the City of Phoenix, Arizona, for the award of a five-year contract to provide Lutron lighting systems for the Phoenix Convention Center, effective on or about March 1, 2026. The contract encompasses comprehensive lighting system support including preventive and corrective maintenance, remote and onsite diagnostics, system optimization, parts replacement, technical consultation, and emergency response services. The procurement process included a non-mandatory pre-offer conference and site visit scheduled for November 19, 2025, with written inquiries due by December 5, 2025, and sealed offers due by December 19, 2025. The contract becomes effective upon City Council award, signature, and recording by the City Clerk's department, whichever is later, and terminates at the end of the five-year term or upon termination pursuant to agreement provisions.

Bidders were required to be authorized Lutron Services providers with factory support and maintain at least two certified technicians on Lutron Quantum systems, with current Lutron distributor status confirmation required. The pricing proposal is structured on an as-needed basis with two primary line items: technician hourly rates and parts discount rates based on catalog pricing. The solicitation mandates significant compliance requirements including comprehensive insurance coverage with the City named as additional insured, background screenings, safety protocols, and non-discrimination policies. The contract includes substantial focus on Disadvantaged Business Enterprise (DBE) and small business participation, requiring contractors to use good faith efforts to promote DBE firm involvement and submit monthly documentation through the City's Certification and Compliance System along with an annual Small Business Participation Plan. While specific contract value is not stated in this acceptance document, the five-year term and multiple Convention Center locations indicate a potentially substantial procurement opportunity.