Acceptance_of_Offer_Form_2025.pdf

This is an Acceptance of Offer Form from the City of Phoenix, a Municipal Corporation in Arizona, establishing a contractual agreement for HVAC filter maintenance and repair services. The City of Phoenix Public Works Department solicited sealed offers for full-service HVAC filter maintenance and repair services at approximately 120 municipal facilities, including fire stations, police precincts, public works buildings, libraries, and cultural institutions. The contract encompasses 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) with service intervals ranging from monthly to annual maintenance schedules across two primary facility groups. A pre-offer conference was scheduled for February 18, 2026, at 9:00 a.m. via Microsoft Teams; the written inquiry deadline is 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. The three-year initial contract commences September 1, 2026, with two optional one-year extension periods. All offers must remain firm and fixed for 180 calendar days from the solicitation opening date.

Offerors must demonstrate minimum five years of operation with proven 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. 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 provide monthly reporting of all DBE and small business expenditures. Payment terms are to be submitted by offerors, with City payment efforts estimated within thirty to forty-five calendar days after receipt of correct invoices. Contractors must 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, the Immigration Reform and Control Act, 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 may award multiple contracts. Specific contract values and budget ranges were not disclosed in the solicitation documents.