Acceptance_of_Offer_Form_2025.pdf

This is an Acceptance of Offer Form issued by the City of Phoenix, a municipal corporation in Arizona, for a sealed bid solicitation involving full-service HVAC filter maintenance and repair services. The contract encompasses approximately 120 municipal facilities across multiple city departments, including fire stations, police precincts, public works buildings, libraries, and cultural institutions. The scope of work requires contractors to supply and install MERV 13 rated filters in various configurations (1-inch, 2-inch, and 4-inch pleated panel filters, bag filters, and rigid box filters) with service intervals ranging from monthly to annual maintenance schedules. The three-year initial contract is scheduled to commence September 1, 2026, with two optional one-year extension periods. A pre-offer conference is scheduled for February 18, 2026, at 9:00 a.m. via Microsoft Teams, with a written inquiry deadline of March 25, 2026, at 9:00 a.m., and sealed offers due April 8, 2026, at 11:00 a.m., submitted electronically through the City's Procurement Portal.

Offerors must have a minimum of five years of operational experience providing equivalent goods or services, maintain all required licenses and certifications, and comply with federal, state, and local laws. All offers must be firm and fixed for 180 calendar days from the solicitation opening date, with payment terms submitted by offerors and City payment estimated within thirty to forty-five calendar days after receipt of correct invoices. The solicitation includes Disadvantaged Business Enterprise (DBE) and Small Business Participation Plan requirements under 49 C.F.R. Part 26, requiring contractors to maintain documentation of good faith efforts to engage DBE-certified suppliers and provide monthly reporting of expenditures. Contractors must provide appropriate insurance coverage within 14 calendar days of notification of recommended award and comply with 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, Immigration Reform and Control Act provisions, E-Verify requirements, and City of Phoenix Equal Employment Opportunity requirements. 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.