Acceptance_of_Offer_Form.pdf

This is an Acceptance of Offer Form from the City of Phoenix, a municipal corporation in Arizona, confirming the City's acceptance of a contractor's sealed offer for an integrated financial reporting software solution. The City solicited offers for a five-year contract commencing on or about January 1, 2027, with a non-mandatory pre-offer conference scheduled for March 12, 2026 at 10:00 a.m. via Webex. Written inquiries were due by March 27, 2026 at 2:00 p.m., and sealed offers were due April 3, 2026 at 2:00 p.m. The software must support the development of a complete Annual Comprehensive Financial Report (ACFR), accommodate 12-20 concurrent multi-user collaborators, integrate with the City's existing SAP accounting system, facilitate data migration from legacy systems, and include desktop publishing capabilities. Qualified vendors must have been in operation for a minimum of three years with demonstrated experience implementing ACFR software solutions in large municipalities, supported by three comparable references or case studies. Offerors in the competitive range must provide a 90-minute demonstration of their proposed solution at a City-determined Phoenix location. The contract includes one optional one-year extension available at the City's sole discretion, for a potential aggregate term of six years.

Pricing must be firm and fixed for the initial contract year, with subsequent annual price increases permitted upon written request with 60 days' notice and supporting documentation. The City offers prompt payment discount options including either a percentage discount at 30 days or net 45 days, or immediate payment upon invoice approval through the Single Use Account Program. Insurance requirements include Commercial General Liability with a general aggregate limit of $2,000,000, Workers' Compensation statutory coverage, and Technology Errors and Omissions Liability with limits of $1,000,000 per claim and $1,000,000 annual aggregate. Contractors must comply with federal and local civil rights requirements, including Title VI of the Civil Rights Act of 1964, the Americans with Disabilities Act, and the Age Discrimination Act of 1975, as well as Disadvantaged Business Enterprise requirements under 49 C.F.R. Part 26, which mandate prompt payment to subcontractors within seven days of receipt of payment from the City. No incumbent vendor is identified in the contract documents. Contractors must complete a Vendor Security Maturity Questionnaire within seven days of notification and submit a complete Certificate of Insurance within 14 days of award recommendation. Federal certifications including Tax Liability Certification and potentially Debarment and Suspension Certification (if contract value exceeds $25,000) and Lobbying Certification (if contract value exceeds $100,000) are required for all offerors.