Acceptance_of_Offer_Form_2025.pdf

This is an Acceptance of Offer Form from the City of Phoenix, a municipal corporation in Arizona, for the HVAC Filter Maintenance and Repair contract. The City of Phoenix Public Works Department solicited sealed offers for full-service HVAC filter maintenance and repair services across approximately 120 municipal facilities, including fire stations, police precincts, public works buildings, libraries, and cultural institutions. The contract 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) and perform maintenance services at intervals ranging from monthly to annual schedules. A pre-offer conference was 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. The initial contract term is three years commencing September 1, 2026, with two optional one-year extension periods.

The form itself serves as the acceptance document binding the contractor to perform services and supply materials as specified in the solicitation and the contractor's accepted offer. Contractors must be in operation for a minimum of five years with demonstrated experience providing equivalent goods or services, maintain all required licenses and certifications, and provide appropriate insurance coverage within 14 calendar days of notification of recommended award. 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 invoice receipt. The City has established Disadvantaged Business Enterprise (DBE) and Small Business Participation Plan requirements under 49 C.F.R. Part 26, requiring successful contractors to submit comprehensive DBE participation plans and maintain monthly reporting of DBE and small business expenditures. Contractors must comply with federal civil rights regulations, Title VI of the Civil Rights Act of 1964, the Americans with Disabilities Act, E-Verify employment eligibility verification, and City of Phoenix Equal Employment Opportunity requirements under Phoenix City Code Chapter 18. 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.