Acceptance_of_Offer_Form_2025.pdf

This is an Acceptance of Offer Form issued by the City of Phoenix, a municipal corporation in Arizona. The document formalizes the City's acceptance of a contractor's offer for odor control services under Invitation for Bid (IFB-26-0067). The five-year contract commences July 1, 2026, and encompasses furnishing, installing, and maintaining battery-operated wall-mounted odor control dispensers across 82 City facilities serving multiple departments including Police, Water, Fire, Human Services, Library, and Aviation. The procurement requires approximately 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, and 750 optional metered mist units and 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 March 19, 2026, and sealed bids due April 3, 2026, at 2:00 p.m. Award is anticipated following City Council evaluation.

Pricing must be firm and fixed for the initial contract year, with annual price increase requests permitted upon written submission with 60 days' notice and supporting documentation. All costs for fuel surcharges, delivery, and freight are incorporated into quoted prices, with payment terms defaulting to net 45 days unless a prompt payment discount is offered. Contractors must demonstrate Disadvantaged Business Enterprise (DBE) and Small Business Participation Plan compliance, submit initial plans within 30 calendar days of contract award, and register in the procurePHX Self-Registration System prior to execution. Insurance requirements include general liability with $2,000,000 general aggregate, automobile liability with $1,000,000 combined single limit, and workers' compensation at statutory limits. Contractors must possess a minimum of five years of business operation, comply with environmentally preferred purchasing standards including VOC restrictions, hold current federal, state, and local licenses and permits, obtain background screening clearance, and meet badging compliance for airport facilities. Delivery must occur between 8:00 a.m. and 2:00 p.m., Monday through Friday, excluding City holidays.