Acceptance_of_Offer_Form_2026.pdf

This is an Acceptance of Offer Form for the City of Phoenix, a municipal corporation in Arizona, pertaining to Energy Management Control Systems (EMCS) Repair Services. The solicitation, issued as Invitation for Bid (IFB-26-0255), seeks competitive offers for as-needed repair and maintenance services for legacy digital and electromechanical control systems, including those utilizing Niagara framework, LONWORKS, Johnson Controls N2, and Carrier Comfort Network technologies. A pre-offer conference was held on March 6, 2026, via Microsoft Teams (non-mandatory), written inquiries were due by March 11, 2026, at 11:00 am, and electronic offers were due through the City's Procurement Portal by March 18, 2026, at 11:00 am. The contract commences on or about August 1, 2026, and includes an initial three-year term with two optional one-year extensions available at the City's sole discretion, for a potential five-year aggregate period. The effective date is upon award by City Council, conditioned upon signature and recording by the City Clerk's department.

Pricing must be submitted on a firm and fixed basis for the first contract year using a Rate Schedule provided by the City, with labor rates charged as flat hourly rates for both shop and on-site work; all costs including fuel surcharges, delivery, environmental fees, and travel hours must be incorporated into quoted rates with no separate charges permitted. Qualified contractors must have been in business for a minimum of five years with established normal business activity in EMCS repair services, maintain a minimum of $2,000,000 general liability insurance and $1,000,000 automobile liability insurance with the City named as an additional insured, and comply with standard background screening requirements. Payment will be made within 30 to 45 days of receipt of correct invoices accompanied by signed delivery or service tickets, with no advance payments authorized. The procurement incorporates Disadvantaged Business Enterprise (DBE) requirements under 49 C.F.R. Part 26, and all contractors and subcontractors must comply with comprehensive nondiscrimination and civil rights requirements derived from federal and state statutes. The City reserves the right to make multiple awards without guaranteeing a minimum work volume and does not disclose incumbent vendor information or specific budget allocations.