Acceptance_of_Offer_Form_2025.pdf

This Acceptance of Offer Form is a standard contract acceptance document issued by the City of Phoenix, Arizona, for the execution of sealed bid contracts. The document formalizes the City's acceptance of a contractor's offer for 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 encompasses full-service filter maintenance with 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 schedules. The initial contract term is three years, commencing September 1, 2026, with two optional one-year extension periods. A pre-offer conference is scheduled for February 18, 2026, at 9:00 a.m. via Microsoft Teams; written inquiries must be submitted by March 25, 2026, at 9:00 a.m.; and sealed offers are due April 8, 2026, at 11:00 a.m., through the City's Procurement Portal. The form emphasizes that contractors must not commence any billable work or provide materials or services until receiving official purchase order or contract documentation.

The contract requires offerors to have a minimum of five years of operational history with demonstrated experience providing equivalent 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 to be submitted by offerors and City payment 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 provide monthly reporting of all DBE and small business expenditures. Additional compliance requirements include federal civil rights regulations, Title VI of the Civil Rights Act of 1964, the Americans with Disabilities 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.