Addendum_Form.docx

This is an Addendum Form for the City of Phoenix Public Works Department's HVAC Filter Maintenance and Repair solicitation. The addendum extends the offer due date to October 18, 2022, at 2:00 p.m. and provides a framework for documenting vendor inquiries and the City's responses to clarification questions submitted by potential respondents. The solicitation seeks full-service HVAC filter maintenance and repair services at approximately 120 municipal facilities, including fire stations, police precincts, public works buildings, libraries, and cultural institutions. The contract term is three years commencing September 1, 2026, with two optional one-year extension periods. Deliverables include supply and installation of MERV 13 rated filters in various configurations (1-inch, 2-inch, and 4-inch pleated panel filters, bag filters, and rigid box filters) at service intervals ranging from monthly to annual schedules. A pre-offer conference was scheduled for February 18, 2026, at 9:00 a.m. via Microsoft Teams, with a written inquiry deadline of March 25, 2026, at 9:00 a.m., and sealed offers originally due April 8, 2026, at 11:00 a.m., submitted through the City's Procurement Portal.

Offerors must have been in operation for a minimum of five years with demonstrated experience providing equivalent goods or services, maintain all required licenses and certifications, and provide appropriate insurance coverage within 14 calendar days of notification of recommended award. All offers must be firm and fixed for 180 calendar days from solicitation opening, with payment terms submitted by offerors and estimated City payment within thirty to forty-five calendar days after receipt of correct invoices. The City has established Disadvantaged Business Enterprise (DBE) and Small Business Participation Plan requirements in compliance with 49 C.F.R. Part 26, requiring successful contractors to submit comprehensive initial and annual DBE participation plans, maintain documentation of good faith efforts to engage DBE-certified suppliers, and provide monthly reporting of expenditures. Additional compliance requirements include federal civil rights regulations, Title VI of the Civil Rights Act of 1964, the Americans with Disabilities Act, Section 504 of the Rehabilitation Act of 1973, the Immigration Reform and Control Act, E-Verify employment eligibility verification, Arizona legal worker requirements, and City of Phoenix Equal Employment Opportunity requirements under Phoenix City Code Chapter 18. The City reserves the right to award contracts by individual line item, by group, or in any combination most advantageous to the City, and may award multiple contracts.