Acceptance_of_Offer_Form_2025.pdf

This Acceptance of Offer Form is issued by the City of Phoenix, a municipal corporation in Arizona, for the execution of a contract agreement. The document formally accepts the contractor's offer to provide materials or services as specified in the related solicitation, including all terms, conditions, specifications, and amendments. The City of Phoenix Public Works Department solicited sealed offers for full-service HVAC filter maintenance and repair services at approximately 120 municipal facilities across fire stations, police precincts, public works buildings, libraries, and cultural institutions. The three-year initial contract commences September 1, 2026, with two optional one-year extension periods. Deliverables include supply and installation of MERV 13 rated filters in various configurations (1-inch, 2-inch, and 4-inch pleated panel filters, bag filters, and rigid box filters) at service intervals ranging from monthly to annual maintenance schedules. A pre-offer conference was scheduled for February 18, 2026, at 9:00 a.m. via Microsoft Teams; the written inquiry deadline was March 25, 2026, at 9:00 a.m.; and sealed offers were due April 8, 2026, at 11:00 a.m., submitted electronically through the City's Procurement Portal.

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 efforts estimated within thirty to forty-five calendar days after receipt of correct invoices. The City of Phoenix has established Disadvantaged Business Enterprise (DBE) and Small Business Participation Plan requirements in compliance with 49 C.F.R. Part 26, requiring successful contractors to submit comprehensive initial and annual DBE participation plans and maintain documentation of good faith efforts to engage DBE-certified suppliers through the Arizona UTRACS database. Offerors must have been in operation for a minimum of five years with demonstrated experience providing equivalent goods or services, maintain all required licenses and certifications, provide appropriate insurance coverage within 14 calendar days of notification of recommended award, and comply with federal, state, and local laws, including E-Verify employment eligibility verification and Arizona legal worker 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 specific contract values and budget ranges were not disclosed in the solicitation documents but would be determined based on competitive bidding responses.