Acceptance_of_Offer_Form_2025.pdf

This is an Acceptance of Offer form issued by the City of Phoenix, a municipal corporation in Arizona, documenting the formal acceptance of a contractor's bid for vehicle maintenance and repair services under Invitation for Bid #26-FSD-013. The solicitation seeks comprehensive maintenance and repair services for light, medium, and heavy-duty vehicles and equipment spanning Classes 1-8, including gasoline, diesel, CNG, electric, and alternative energy vehicles. Contractors must bid for either Group 1 (OEM Authorized Repair Centers) or Group 2 (Non-OEM Repair Centers) across nine line items, with shop hourly rates as the unit of measure. The pre-offer conference was scheduled for January 28, 2026, at 10:00 a.m. via Microsoft Teams, with written inquiries due by February 6, 2026, at 11:00 a.m., and sealed offers due February 18, 2026, at 11:00 a.m. The contract will have an initial three-year term commencing on or about July 1, 2026, with two optional one-year extensions, creating a potential aggregate contract term of five years. Contractors must respond to service requests within two business hours during business hours (Monday-Friday, 6:00 a.m. to 5:00 p.m.), initiate repairs within 24 hours of approval, and complete repairs within two business days whenever possible.

Key qualification requirements include a minimum of five years of business experience, employment of at least three qualified service technicians, and maintenance of shop facilities with indoor service bays. Award will be made to the lowest responsive and responsible offeror(s) by line item or group, with the City retaining discretion on pricing. No minimum order quantities are guaranteed; however, contractors may submit annual price increase requests if accompanied by supporting documentation, submitted 60 days in advance, with final approval at the City's sole discretion. Insurance requirements are substantial, including general liability of $1,000,000 per occurrence, automobile liability with $1,000,000 combined single limit, and workers' compensation coverage. The solicitation incorporates Disadvantaged Business Enterprise (DBE) regulations under 49 C.F.R. Part 26 and requires compliance with Airport Concessions DBE Requirements. Contractors must verify employment eligibility through E-Verify and comply with the City of Phoenix Equal Employment Opportunity Requirements. The Contractor is cautioned not to commence any billable work or provide any material or service under this contract until receiving purchase order or contract documentation from the City.