Acceptance_of_Offer_Form.pdf

This Acceptance of Offer Form is issued by the City of Phoenix, Arizona for execution by the City Manager and City Clerk to formalize the acceptance of a contractor's bid. The document formalizes acceptance of the contractor's offer to provide the materials or services specified in the related solicitation, including all terms, conditions, specifications, and amendments. The form is part of the procurement process for hazardous detection equipment, accessories, and preventive maintenance services under Invitation for Bid (IFB-26-0111), with the contract commencing on or about June 1, 2026. Key deadlines include a non-mandatory pre-offer conference on March 3, 2026, at 10:00 AM via WebEx, written inquiries due by March 6, 2026, at 2:00 PM, and sealed offers due by March 10, 2026, at 2:00 PM. The contract term is five years from the effective date, with termination occurring upon the earliest of contract term expiration or termination pursuant to agreement provisions. Contractors are cautioned not to commence any billable work or provide materials or services until they receive official purchase order or contract documentation from the City.

Pricing must be submitted as a firm and fixed discount from the manufacturer's most recent published price list (MSRP) expressed as a single percentage figure for each manufacturer brand, with subsequent annual price increases permitted only upon written submission with 60 days' notice and supporting documentation subject to City approval. The procurement requires qualified offerors to demonstrate a minimum of five years of relevant experience and possess authorization as both a distributor/reseller and service provider for relevant manufacturers. Contractors must comply with Disadvantaged Business Enterprise (DBE) and Small Business Participation Plan requirements, submitting an initial DBE plan within 30 days of contract award and annual updates thereafter with monthly reporting through the City's Certification and Compliance System. Commercial general liability insurance with limits of not less than $2,000,000 general aggregate and $1,000,000 per occurrence is required, with certificates of insurance due within 14 calendar days of award notification. The contract is subject to City Council approval and execution by the City Clerk's department and must comply with supplemental terms established by the City of Phoenix Aviation Department, including FAA grant assurances, Title VI nondiscrimination requirements, E-Verify compliance, and equal employment opportunity standards.