Acceptance_of_Offer_Form_2026.pdf

This Acceptance of Offer Form is a standardized contract acceptance document issued by the City of Phoenix, Arizona, Finance Department's Central Procurement Division for the Publication of City Charter, City Code, and Zoning Ordinance contract. The solicitation seeks a qualified contractor to publish and maintain the City Charter, City Code, and Zoning Ordinance through a five-year contract commencing on or about July 1, 2026. Primary deliverables include creating and maintaining a public-facing, ADA-compliant website for publishing the City Code at no charge, providing annual printed materials consisting of six hardbound copies of the City Charter and City Code and six copies of the Zoning Ordinance, and managing updates to both electronic and paper formats. The contractor must have a fully operational website by June 15, 2026, and offer customer service from 7:00 a.m. to 6:00 p.m. Monday through Friday. The solicitation was released on December 18, 2025, with a pre-offer conference held on January 6, 2026, written inquiries due by January 13, 2026, and sealed offers due on January 20, 2026, at 2:00 p.m. The contract term is five years from the effective date, which is upon award by City Council and signature by the City Clerk's department, with termination possible with or without cause upon 30 days' written notice.

Evaluation criteria include method of approach (300 points), qualifications and experience (450 points), and cost (250 points), totaling 1,000 points. Offerors must have been in operation for a minimum of five years and demonstrate experience in city charter, code, and zoning ordinance publishing services. Required insurance includes $2,000,000 in Commercial General Liability, statutory Workers' Compensation limits, and $1,000,000 in Technology Errors and Omissions Liability. The solicitation mandates Disadvantaged Business Enterprise (DBE) and small business participation requirements, requiring contractors to submit annual participation plans and demonstrate proactive outreach to DBE-certified suppliers through the Arizona UTRACS database. No specific budget range is explicitly stated; however, the contract allows for potential annual price increases with 60 days' notice and supporting documentation, subject to City approval. All documents, work products, equipment, and materials created under the contract will become the property of the City. The City reserves the right to award the contract to a single offeror or reject all offers.