Acceptance_of_Offer_Form.pdf

This is an Acceptance of Offer Form from the City of Phoenix, Arizona, documenting the City's acceptance of a contractor's sealed offer for an integrated financial reporting software solution. The contract covers a five-year term commencing on or about January 1, 2027, with one optional one-year extension available at the City's sole discretion, providing a potential aggregate term of six years. The solicitation required written inquiries by March 27, 2026 at 2:00 p.m. and sealed offers by April 3, 2026 at 2:00 p.m., with a non-mandatory pre-offer conference held on March 12, 2026 at 10:00 a.m. via Webex. 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. Offerors in the competitive range were required to provide a 90-minute demonstration of their proposed solution at a City-determined Phoenix location.

All 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. 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. Insurance requirements include Commercial General Liability with a $2,000,000 general aggregate limit, 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 and Disadvantaged Business Enterprise requirements mandating prompt payment to subcontractors within seven days of receipt of payment from the City. Vendors must complete a Vendor Security Maturity Questionnaire within seven days of award notification and submit a complete Certificate of Insurance within 14 days of award recommendation.