Acceptance_of_Offer_Form.pdf

This is an Acceptance of Offer Form from the City of Phoenix, Arizona, for a financial reporting software contract. The City is soliciting sealed offers for an integrated financial reporting software solution under a five-year contract commencing January 1, 2027. 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. Written inquiries are due March 27, 2026 at 2:00 p.m., with offers due April 3, 2026 at 2:00 p.m. A non-mandatory pre-offer conference is scheduled for March 12, 2026 at 10:00 a.m. via Webex. Qualified vendors must demonstrate that they have been in operation for a minimum of three years and possess demonstrated experience implementing ACFR software solutions in large municipalities, supported by three comparable references or case studies. The contract includes one optional one-year extension available at the City's sole discretion, with a potential aggregate term of six years.

The evaluation process occurs in two phases: Phase 1 assesses method of approach, capacity, and experience and expertise across 15 criteria worth a combined 900 points, while Phase 2 evaluates pricing proposals. All prices 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 and Disadvantaged Business Enterprise requirements, which mandate 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 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 and Lobbying Certification are required for all offerors.