Acceptance_of_Offer_Form_2025.pdf

This is an Acceptance of Offer Form issued by the City of Phoenix, a municipal corporation in Arizona, formalizing the acceptance of a contractor's bid for odor control services. The contract encompasses a five-year term commencing July 1, 2026, and covers furnishing, installing, and maintaining battery-operated wall-mounted odor control dispensers across 82 City facilities serving multiple departments including Police, Water, Fire, Human Services, and Library services. The procurement includes estimated annual quantities of 2,750 odor control devices with liquid and solid wafers, 80 optional metered mist units for Aviation, 1,200 units for the Phoenix Convention Center, 30 Phantom HVAC units, 750 optional metered mist units for all departments, and 750 scent refills, servicing approximately 456 total units monthly. The pre-offer conference was scheduled for March 17, 2026, at 2:00 p.m. via WebEx, with written inquiries due by March 19, 2026, and sealed bids due April 3, 2026, at 2:00 p.m. City Council award was anticipated following evaluation.

Pricing must be firm and fixed for the initial contract year, with annual price increase requests permitted upon 60 days' written notice and supporting documentation. Contractors must comply with Disadvantaged Business Enterprise (DBE) and Small Business Participation Plan requirements under 49 CFR Part 26, submit an Initial Small Business Participation Plan within 30 calendar days of contract award, and register in the City's procurePHX Self-Registration System prior to contract execution. Required qualifications include a minimum of five years of business operation, compliance with environmentally preferred purchasing standards including volatile organic compound (VOC) restrictions, current federal, state, and local licenses and permits, and appropriate background screening clearance. Insurance requirements include general liability with a $2,000,000 general aggregate, automobile liability with $1,000,000 combined single limit, and workers' compensation at statutory limits. Delivery must occur between 8:00 a.m. and 2:00 p.m., Monday through Friday, excluding City holidays, with payment terms defaulting to net 45 days.