Attachment_A_-_Acceptance_of_Offer_Form_2026.pdf

This Acceptance of Offer Form is used by the City of Phoenix to formalize contract awards with selected vendors. The document serves as the official acceptance mechanism for solicitation responses and establishes the binding relationship between the City and the Contractor for the supply of materials or services outlined in the referenced solicitation. The form requires completion with the assigned Contract Number, execution by the City Manager (or designated Director), and attestation by the City Clerk. Contractors are explicitly cautioned that no billable work or provision of materials or services may commence until formal purchase order or contract documentation is received from the City, ensuring proper authorization and documentation protocols are followed before work begins.

The form indicates approval as to legal form by the City Attorney as of January 19, 2017, and does not require resubmission for approval unless alterations are made to the standard template. For the specific Evidence Bags solicitation (IFB-26-0116), the City of Phoenix Finance Central Procurement Department is seeking sealed offers for custom evidence bags to support the Phoenix Police Department under a five-year initial contract term with five optional one-year renewal periods commencing May 1, 2026. Sealed offers with physical samples must be received by March 3, 2026, at 3:00 p.m., with a non-mandatory Pre-Offer Conference scheduled for February 19, 2026, and written inquiries due by February 20, 2026. Award will be made to the lowest responsive and responsible offeror, with delivery required on an as-needed basis to 100 East Elwood Street, Phoenix, Arizona 85040, and payment within 30 to 45 calendar days of invoice receipt. Offerors must have a minimum five-year operating history in providing similar goods, submit per-unit firm and fixed pricing for the initial one-year period, and comply with DBE and Small Business Participation Plan requirements, federal civil rights compliance, E-Verify verification, and insurance requirements including $2,000,000 Commercial General Liability and $1,000,000 Automobile Liability coverage.