Acceptance_of_Offer_Form_2025.pdf

This Acceptance of Offer Form is executed by the City of Phoenix, a municipal corporation in Arizona, for the purpose of formalizing a contractor's offer and binding both parties to the terms of a contract. The form confirms that the Contractor has agreed to provide the materials or services listed in the attached contract based on the solicitation documents, including all specifications, amendments, and terms. The contract pertains to full-service HVAC filter maintenance and repair services at approximately 120 municipal facilities across multiple City departments, including fire stations, police precincts, public works buildings, libraries, and cultural institutions. The three-year initial contract commences on September 1, 2026, with two optional one-year extension periods. Key dates include a pre-offer conference scheduled for February 18, 2026, at 9:00 a.m. via Microsoft Teams; a written inquiry deadline of March 25, 2026, at 9:00 a.m.; and a sealed offer submission deadline of April 8, 2026, at 11:00 a.m. through the City's Procurement Portal. The Contractor is explicitly cautioned not to commence any billable work or provide materials or services until receiving formal purchase order or contract documentation from the City.

Offerors must meet minimum qualifications, including five years of operational experience, all required licenses and certifications, and appropriate insurance coverage within 14 calendar days of notification of recommended award. All offers must remain firm and fixed for 180 calendar days from the solicitation opening date. The solicitation establishes Disadvantaged Business Enterprise (DBE) and Small Business Participation Plan requirements in compliance with 49 C.F.R. Part 26, requiring successful contractors to submit initial and annual DBE participation plans and provide monthly reporting of all DBE and small business expenditures. Additional compliance requirements include federal civil rights regulations, Title VI of the Civil Rights Act of 1964, the Americans with Disabilities Act, Section 504 of the Rehabilitation Act of 1973, the Immigration Reform and Control Act, E-Verify employment eligibility verification, and Arizona legal worker requirements. The form is approved as to form by the City Attorney as of January 19, 2017, and payment terms are to be submitted by offerors, with estimated City payment within thirty to forty-five calendar days after receipt of correct invoices. The City reserves the right to award contracts by individual line item, by group, or in any combination most advantageous to the City, and may award multiple contracts.