BPM007613 IFB Solicitation Requirements (2).pdf

Invitation for Bid (“IFB”) under A.R.S. § 41-2533

Notice Page

Arizona Department of Corrections, Rehabilitation & Reentry 701 E. Jefferson Street

Phoenix, AZ 85034

Solicitation Number: BPM007613

Description: Kitchen Exhaust Hood Cleaning and Repair Services

Solicitation Due Date and Time: September 2, 2026 at 3:00PM MST

Pre-Offer Conference: August 27, 2026 1:00pm

701 E Jefferson St, Phoenix, AZ 85034 or Contact the Procurement Specialist for the virtual Google Link

Bids will only be accepted online in the “State’s eProcurement System”, Arizona Procurement Portal (APP), at https://app.az.gov until the “Bid/Offer Due Date” indicated in the “State’s eProcurement System” for the Solicitation No. shown at the top of this page. Bids must be in the State Procurement Office’s possession online no later than that deadline.

Submit technical inquiries about navigating and/or submitting bids in the State’s eProcurement System to the State’s eProcurement System Help Desk by phone at (602) 542-7600, option 2; or by email to app@azdoa.gov.

LATE BIDS WILL NOT BE CONSIDERED. No extension or grace period will be given for delays or incomplete bids caused by internet connectivity problems, file uploading difficulties, or misunderstanding of the requirements or procedures for online submission in the “State’s eProcurement System”.

It is the responsibility of the Prospective Bidders to routinely check the APP website for Solicitation Amendments. Additional instructions for preparing an Offer are included in this solicitation.

Persons with a disability may request a reasonable accommodation, such as a sign language interpreter, by contacting the Solicitation contact person. Requests shall be made as early as possible to allow time to arrange for the accommodation.

Solicitation Requirements (IFB) | Revision No. 0 | Revised 08-25 | Page 1 of 81 https://app.az.gov/ mailto:app@azdoa.gov

Solicitation Summary

Solicitation No. BPM007613 Kitchen Exhaust Hood Cleaning and Repair Services

Arizona Department of Corrections, Rehabilitation

& Reentry

Solicitation Summary

Issuing Agency: Arizona Department of Corrections, Rehabilitation and Reentry (ADCRR)

Eligible Agency: multi-agency for ADCRR, ADVS, and ASDB.

State Need: Kitchen Exhaust Hood Cleaning and Repair Services

Offeror Qualifications:

The Contractor shall possess and maintain all licenses, certifications, registrations, permits, and approvals required by federal, state, and local laws, regulations, and ordinances to perform the services described in this Solicitation throughout the Contract term.

BPM007613 Solicitation Requirements

See Table of Contents

BPM007613 Solicitation Instructions (IFB)

Special Instructions to Offerors Standard Instructions to Offerors (IFB)

Solicitation Attachments ● Offer and Acceptance

● Confidential Information Designation

● Company & Subcontractor Profile

● Conformance Statements and Exceptions Requests

● Rules for Non-Employees of ADCRR in Arizona State Prisons Form

Amendments ADCRR may issue a Solicitation Amendment at any time after Solicitation publication and before the Offer due date. It is the responsibility of the Prospective Offeror to routinely check the APP website for any Solicitation Amendments and revised documents.

Solicitation Requirements (IFB) | Revision No. 0 | Revised 08-25 | Page 2 of 81

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Table of Contents Invitation for Bid (“IFB”) under

A.R.S. § 41-2533 Solicitation No. BPM007613

Kitchen Exhaust Hood Cleaning and Repair Services

Arizona Department of Corrections, Rehabilitation

& Reentry

Notice Page

Table of Contents

Solicitation Summary 2 Scope of Work 4 Special Terms and Conditions 26 Addendum A to the Special Terms and Conditions 55 Uniform Terms and Conditions 60

Exhibits Exhibit A - Locations 70 Exhibit B - ADCRR Stipulated Requirements for Contractors 81

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Scope of Work Invitation for Bid (IFB)

Solicitation No. BPM007613 Kitchen Exhaust Hood Cleaning and Repair Services

Arizona Department of Corrections, Rehabilitation

& Reentry

1. Legal Authority:

The Arizona Department of Corrections, Rehabilitation and Re-entry, as authorized under A.R.S. § 41-2501 et seq. is seeking to establish one or more Contract(s) to provide Kitchen Exhaust Hood Cleaning and Repair Services.

2. Purpose and Background:

The purpose of this Solicitation is to allow the Arizona Department of Corrections, Rehabilitation, and Reentry (ADCRR), Arizona Department of Veteran Services (ADVS), and the Arizona School for the Deaf and Blind (ASDB) to enter into a Contract(s) for the procurement of Kitchen Exhaust Hood Cleaning and Repair Services as identified in Exhibit A – Locations.

3. Definitions:

3.1. (Reserved)

4. Scope of Work, Contractor Shall:

4.1. Provide a fixed rate for kitchen exhaust hood cleaning services for each unit and location identified in Section 5. Specifications, Contractor shall.

4.1.1. Pricing is inclusive of materials, equipment, disposal fees, fuel, services, labor, benefits, travel, insurance, personnel, and any other operating items of expense to provide the services as identified herein.

4.2. Provide a fixed hourly rate for repair services.

4.2.1. Repair services shall only be performed upon prior written approval by ADCRR, ADVS, or ASDB.

4.3. Utilize all materials, chemicals, and detergents necessary to perform the required cleaning services and shall provide current Safety Data Sheets (SDS) for all chemicals and detergents used.

4.3.1. All chemicals and detergents shall be suitable for use in food service environments and shall be used in accordance with the manufacturer's instructions and all applicable federal, state and local laws and regulations.

4.3.2. Flammable solvents shall not be used.

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Solicitation No. BPM007613 Kitchen Exhaust Hood Cleaning and Repair Services

Arizona Department of Corrections, Rehabilitation

& Reentry

4.4. Clean the complete kitchen system(s) to bare metal in accordance with the National Fire

Protection Association 96 (NFPA 96), meeting the following requirements, including, but not limited to:

4.4.1. Cover all inside kitchen equipment and electrical devices with plastic sheeting during the cleaning service;

4.4.2. Clean the inside of the turbine on the roof;

4.4.3. Clean the inside of the duct from the roof-line to the turbine inlet;

4.4.4. Wash the rooftop where grease pilings accumulate;

4.4.5. Clean the removable components, such as, baffles, filters, access panels and grease collection container(s) by using a commercial detergent, or by manually scraping and brushing;

4.4.6. Clean the ventilator surfaces, including the interior hood exhaust system and fans, duct work stacks, vent caps, plenum, supporting ductwork, and flashing using a quality detergent and a non-abrasive cloth;

4.4.7. Clean all exposed Ansulex piping;

4.4.8. Clean all surfaces by steam-cleaning with three-hundred (300) degree water;

4.4.9. Clean all hoods, grease removal devices, fans, ducts and other appurtenances at frequent intervals prior to surfaces becoming heavily contaminated with grease or oily sludge;

4.4.10. Wipe down all surfaces to remove drippings and/or smudging;

4.4.11. Replace all removable clean parts to original locations; and

4.4.12. Lube the bearings, adjust belts, and check the rotation and balance of the fan blades.

4.5. Fire suppression system components shall not be rendered inoperable during cleaning services.

4.5.1. Cleaning chemicals shall not be applied on fusible links or other detection devices of the automatic extinguishing system.

4.6. Upon completion of cleaning, return the system to normal operating conditions.

4.7. Prior to entering an ASPC-Complex, send the ADCRR designee a blank inspection report.

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Solicitation No. BPM007613 Kitchen Exhaust Hood Cleaning and Repair Services

Arizona Department of Corrections, Rehabilitation

& Reentry

4.7.1. Upon completion of cleaning at an ASPC-Complex, attend a walkthrough with the

ADCRR designee for approval and complete the blank inspection report including the Contractor and ADCRR designee signature.

4.7.2. The Contractor will be issued a pen during the walkthrough.

4.8. Upon completion of cleaning at the MRC, ADVS, or ASDB attend a walkthrough with the ADCRR, ADVS, or ASDB designees for approval.

4.8.1. Utilize an inspection report during the walkthrough that must be signed by the Contractor and ADCRR, ADVS, or ASDB designees.

4.9. Attend an Award Kickoff Meeting with ADCRR, ADVS, and ASDB within seven (7) days after Contract award.

5. Specifications, Contractor shall:

5.1. Provide services as scheduled by the ADCRR, ADVS, or ASDB designees on a quarterly basis.

5.2. Provide services during non-operating kitchen hours between 7:00 PM and 3:00 AM Arizona Mountain Standard Time (MST).

5.2.1. Phoenix

5.2.1.1. Alhambra Unit:

5.2.1.1.1. Two (2) kitchen exhaust hood systems (North Side of the Kitchen) measuring 87”L X 36”W, to include the following;

5.2.1.1.1.1. One (1) Duct

5.2.1.1.1.2. One (1) Fan

5.2.1.1.1.3. Four (4) Filters measuring 20” X 20”

5.2.1.1.2. Two (2) kitchen exhaust hood systems (South Side of the Kitchen) measuring 87”L X 36”W, to include the following;

5.2.1.1.2.1. One (1) Duct

5.2.1.1.2.2. One (1) Fan

5.2.1.1.2.3. Four (4) Filters measuring 20” X 20”

5.2.1.2. Aspen Unit:

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Solicitation No. BPM007613 Kitchen Exhaust Hood Cleaning and Repair Services

Arizona Department of Corrections, Rehabilitation

& Reentry

5.2.1.2.1. One (1) kitchen exhaust hood system measuring 108”L X

42”W to include the following;

5.2.1.2.2. One (1) Duct

5.2.1.2.3. One (1) Fan

5.2.1.2.4. Three (3) Filters measuring 20” X 20”

5.2.1.2.5. Two (2) Filters measuring 20” X 25”

5.2.1.3. Flamenco Unit:

5.2.1.3.1. Two (2) kitchen exhaust hood systems measuring 66”L X 60”W, to include the following;

5.2.1.3.2. One (1 ) Duct

5.2.1.3.3. One (1) Fan

5.2.1.3.4. Six (6) Filters measuring 25” X 20”

5.2.2. Douglas

5.2.2.1. Mohave Unit:

5.2.2.1.1. Four (4) kitchen exhaust hood systems measuring 10’ X 55”, to include the following:

5.2.2.1.1.1. Four (4) Ducts;

5.2.2.1.1.2. Four (4) Fans; and

5.2.2.1.1.3. Twenty-four (24) Filters measuring 19.5” X

19.5”.

5.2.2.1.2. One (1) kitchen exhaust hood system measuring 6’ X 55”, to include the following:

5.2.2.1.2.1. One (1) Duct;

5.2.2.1.2.2. One (1) Fan; and

5.2.2.1.2.3. Three (3) Filters measuring 19.5” X 19.5”.

5.2.2.1.3. Two (2) kitchen exhaust hood systems measuring 6’6” X 56”, to include the following:

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Solicitation No. BPM007613 Kitchen Exhaust Hood Cleaning and Repair Services

Arizona Department of Corrections, Rehabilitation

& Reentry

5.2.2.1.3.1. One (1) Duct;

5.2.2.1.3.2. One (1) Fan; and

5.2.2.1.3.3. Six (6) Filters measuring 19.5” X 19.5”.

5.2.2.2. Gila Unit:

5.2.2.2.1. Four (4) kitchen exhaust hood systems measuring 12’ X 54”, to include the following:

5.2.2.2.1.1. Four (4) Ducts;

5.2.2.2.1.2. Four (4) Fans; and

5.2.2.2.1.3. Twenty-eight (28) Filters measuring 15.5” X

15.5”.

5.2.2.3. Eggers Unit:

5.2.2.3.1. One (1) kitchen exhaust hood system measuring 14’6” X 54”, to include the following:

5.2.2.3.1.1. One (1) Duct;

5.2.2.3.1.2. One (1) Fan; and

5.2.2.3.1.3. Ten (10) Filters measuring 15.5” X 15.5”.

5.2.3. Yuma

5.2.3.1. Cheyenne Unit:

5.2.3.1.1. One (1) kitchen exhaust hood system measuring 43” X 43”, to include the following:

5.2.3.1.1.1. One (1) Duct;

5.2.3.1.1.2. One (1) Fan; and

5.2.3.1.1.3. Twenty-four (24) Filters measuring 20” X 16”.

5.2.3.2. Dakota Unit:

5.2.3.2.1. One (1) kitchen exhaust hood system measuring 36” X 96”,

5.2.3.2.1.1. One (1) Duct;

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Solicitation No. BPM007613 Kitchen Exhaust Hood Cleaning and Repair Services

Arizona Department of Corrections, Rehabilitation

& Reentry

5.2.3.2.1.2. One (1) Fan;

5.2.3.2.1.3. Eight (8) Filters measuring 20” X 16”; and

5.2.3.2.1.4. Eight (8) Filters measuring 24” X 20”.

5.2.3.3. La Paz Unit:

5.2.3.3.1. Two (2) kitchen exhaust hood systems measuring 67” X 192”, to include the following:

5.2.3.3.1.1. One (1) Duct;

5.2.3.3.1.2. One (1) Fan; and

5.2.3.3.1.3. Twenty (20) Filters measuring 20” X 16”.

5.2.3.4. Cibola Unit:

5.2.3.4.1. Two (2) kitchen exhaust hood systems measuring 67” X 192”, to include the following:

5.2.3.4.1.1. One (1) Duct;

5.2.3.4.1.2. One (1) Fan; and

5.2.3.4.1.3. Twenty (20) Filters measuring 20” X 16”.

5.2.3.5. Cocopah Unit:

5.2.3.5.1. One (1) kitchen exhaust hood system measuring 192” X 138”, to include the following:

5.2.3.5.1.1. One (1) Duct;

5.2.3.5.1.2. One (1) Fan; and

5.2.3.5.1.3. Sixteen (16) Filters measuring 24” X 20”.

5.2.4. Tucson

5.2.4.1. Cimarron Unit:

5.2.4.1.1. One (1) kitchen exhaust hood system to include the following:

5.2.4.1.1.1. (1) Duct;

5.2.4.1.1.2. Two (2) vents measuring 16” X 4”; and

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Solicitation No. BPM007613 Kitchen Exhaust Hood Cleaning and Repair Services

Arizona Department of Corrections, Rehabilitation

& Reentry

5.2.4.1.1.3. One (1) Fan.

5.2.4.1.2. One (1) kitchen exhaust hood system measuring 18’ X 9’, to include the following:

5.2.4.1.2.1. One (1) Fan; and

5.2.4.1.2.2. One (1) Duct.

5.2.4.2. Catalina Unit:

5.2.4.2.1. One (1) kitchen exhaust hood system measuring 7.5’ X 3.5’, to include the following:

5.2.4.2.1.1. One(1) Fan; and

5.2.4.2.1.2. One (1) Duct.

5.2.4.2.2. One (1) kitchen exhaust hood system measuring 14.5’ X 3.5’, to include the following:

5.2.4.2.2.1. One (1) Fan; and

5.2.4.2.2.2. One (1) Duct.

5.2.4.3. Manzanita Unit:

5.2.4.3.1. One (1) kitchen exhaust hood system measuring 6’ X 3’4”, to include the following:

5.2.4.3.1.1. One (1) Fan; and

5.2.4.3.1.2. One (1) Duct.

5.2.4.3.2. One (1) kitchen exhaust hood system measuring 20’ X 10’, to include the following:

5.2.4.3.2.1. One (1) Fan; and

5.2.4.3.2.2. One (1) Duct.

5.2.4.4. Rincon Unit:

5.2.4.4.1. One (1) kitchen exhaust hood system measuring 9.5’ X 3’, to include the following:

5.2.4.4.1.1. One (1) Fan; and

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Solicitation No. BPM007613 Kitchen Exhaust Hood Cleaning and Repair Services

Arizona Department of Corrections, Rehabilitation

& Reentry

5.2.4.4.1.2. One (1) Duct.

5.2.4.4.2. One (1) kitchen exhaust hood system measuring 30’ X 9’8”, to include the following:

5.2.4.4.2.1. One (1) Fan; and

5.2.4.4.2.2. One (1) Duct.

5.2.4.5. Winchester Unit:

5.2.4.5.1. One (1) kitchen exhaust hood system measuring 6’ X 3’4”, to include the following:

5.2.4.5.1.1. One (1) Fan; and

5.2.4.5.1.2. One (1) Duct.

5.2.4.5.2. One (1) kitchen exhaust hood system measuring 20’ X 20’, to include the following:

5.2.4.5.2.1. One (1) Fan; and

5.2.4.5.2.2. One (1) Duct.

5.2.4.6. Whetstone Unit:

5.2.4.6.1. One (1) kitchen exhaust hood system to include the following:

5.2.4.6.1.1. One (1) Duct;

5.2.4.6.1.2. Two (2) vents measuring 4” X 16”; and

5.2.4.6.1.3. One (1) Fan.

5.2.4.6.2. One (1) kitchen exhaust hood system measuring 18’ X 5’, to include the following:

5.2.4.6.2.1. One (1) Fan; and

5.2.4.6.2.2. One (1) Duct.

5.2.4.6.3. One (1) kitchen exhaust hood system measuring 16’ X 12’,

5.2.4.6.3.1. One (1) Fan; and

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Solicitation No. BPM007613 Kitchen Exhaust Hood Cleaning and Repair Services

Arizona Department of Corrections, Rehabilitation

& Reentry

5.2.4.6.3.2. One (1) Duct.

5.2.4.7. Santa Rita Yard Four (4) Unit:

5.2.4.7.1. One (1) kitchen exhaust hood system measuring 7’8” X 3’, to include the following:

5.2.4.7.1.1. One (1) Fan; and

5.2.4.7.1.2. One (1) Duct.

5.2.4.7.2. One (1) kitchen exhaust hood system measuring 9’8”, to include the following:

5.2.4.7.2.1. One (1) Fan; and

5.2.4.7.2.2. One (1) Duct.

5.2.4.7.3. One (1) kitchen exhaust hood system measuring 9’ X 3’8”, to include the following:

5.2.4.7.3.1. One (1) Fan; and

5.2.4.7.3.2. One (1) Duct.

5.2.4.8. Santa Rita Yard One (1) Unit:

5.2.4.8.1. One (1) kitchen exhaust hood system measuring 7’8” X 3’, to include the following:

5.2.4.8.1.1. One (1) Fan; and

5.2.4.8.1.2. One (1) Duct.

5.2.4.8.2. One (1) kitchen exhaust hood system measuring 8’7” X 4’, to include the following:

5.2.4.8.2.1. One (1) Fan; and

5.2.4.8.2.2. One (1) Duct.

5.2.4.8.3. One (1) kitchen exhaust hood system measuring 9’ X 3.5’, to include the following:

5.2.4.8.3.1. One (1) Fan; and

5.2.4.8.3.2. One (1) Duct.

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Solicitation No. BPM007613 Kitchen Exhaust Hood Cleaning and Repair Services

Arizona Department of Corrections, Rehabilitation

& Reentry

5.2.4.9. Food Factory:

5.2.4.9.1. One (1) kitchen exhaust hood system measuring 4’ X 4’, to include the following:

5.2.4.9.1.1. One (1) Fan; and

5.2.4.9.1.2. One (1) Duct.

5.2.4.9.2. One (1) kitchen exhaust hood system measuring 19’ X 5.5’, to include the following:

5.2.4.9.2.1. One (1) Fan; and

5.2.4.9.2.2. One (1) Duct.

5.2.4.9.3. One (1) kitchen exhaust hood system measuring 18.5’ X 4.5’, to include the following:

5.2.4.9.3.1. One (1) Fan; and

5.2.4.9.3.2. One (1) Duct.

5.2.4.9.4. One (1) kitchen exhaust hood system measuring 10’ X 4.5’, to include the following:

5.2.4.9.4.1. One (1) Fan; and

5.2.4.9.4.2. One (1) Duct.

5.2.5. Winslow

5.2.5.1. Kaibab Unit:

5.2.5.1.1. Three (3) kitchen exhaust hood systems measuring 3’ X 12’, to include the following:

5.2.5.1.1.1. Three (3) Duct;

5.2.5.1.1.2. Three (3) Fans; and

5.2.5.1.1.3. Twenty-one (21) Filters measuring 20” X 20”.

5.2.5.2. Coronado Unit:

5.2.5.2.1. Two (2) kitchen exhaust hood system measuring 3’ X 12’, to include the following:

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Solicitation No. BPM007613 Kitchen Exhaust Hood Cleaning and Repair Services

Arizona Department of Corrections, Rehabilitation

& Reentry

5.2.5.2.1.1. One (1) Duct;

5.2.5.2.1.2. One (1) Fan; and

5.2.5.2.1.3. Fourteen (14) Filters measuring 20” X 20”.

5.2.5.3. Apache Unit:

5.2.5.3.1. One (1) kitchen exhaust hood system measuring 5’ X 10’.

5.2.5.3.2. One (1) kitchen exhaust hood system measuring 6’ X 26’.

5.2.5.3.3. Twenty-three (23) Filters measuring 20” X 10’;

5.2.5.3.4. Two (2) Fans; and

5.2.5.3.5. Two (2) Duct.

5.2.6. Perryville

5.2.6.1. Main Kitchen Unit:

5.2.6.1.1. Four (4) kitchen exhaust hood system(s) (Tilt Skillet, Kettle, Steamer) measuring 16’ X 20’, to include the following:

5.2.6.1.1.1. Four (4) Ducts;

5.2.6.1.1.2. One (1) Fan;

5.2.6.1.1.3. Twenty (20) Filers measuring 16” X 20”; and

5.2.6.1.1.4. Four (4) Filers measuring 16” X 16”.

5.2.6.1.2. Four (4) kitchen exhaust hood system(s) (Oven, Griddle, Range, Deep Fat Fry) measuring 16’ X 16’, to include the following:

5.2.6.1.2.1. Four (4) Ducts;

5.2.6.1.2.2. One (1) Fan;

5.2.6.1.2.3. Twenty (20) Filers measuring 16” X 16”; and

5.2.6.1.2.4. Four (4) Filers measuring 16” X 16”.

5.2.6.2. San Pedro Unit:

5.2.6.2.1. One (1) kitchen exhaust hood system measuring 10’ X 16’, Solicitation Requirements (IFB) | Revision No. 0 | Revised 08-25 | Page 14 of 81

Solicitation No. BPM007613 Kitchen Exhaust Hood Cleaning and Repair Services

Arizona Department of Corrections, Rehabilitation

& Reentry

5.2.6.2.1.1. One (1) Duct;

5.2.6.2.1.2. One (1) Fan; and

5.2.6.2.1.3. Three (3) Filters measuring 16” X 20”.

5.2.6.3. Piestawa Unit:

5.2.6.3.1. One (1) kitchen exhaust hood system measuring 16’’ X 16’, to include the following:

5.2.6.3.1.1. One (1) Duct;

5.2.6.3.1.2. One (1) Fan; and

5.2.6.3.1.3. Ten (10) Filters measuring 16” X 16”.

5.2.6.4. Santa Rosa Unit:

5.2.6.4.1. One (1) kitchen exhaust hood system measuring 16’ X 16’, to include the following:

5.2.6.4.1.1. One (1) Duct;

5.2.6.4.1.2. One (1) Fan; and

5.2.6.4.1.3. Ten (10) Filters measuring 16” X 16”.

5.2.6.5. San Carlos Unit:

5.2.6.5.1. One (1) kitchen exhaust hood system measuring 16’ X 16’, to include the following:

5.2.6.5.1.1. One (1) Duct;

5.2.6.5.1.2. One (1) Fan;

5.2.6.5.1.3. Eight (8) Filters measuring 16” X 20”; and

5.2.6.5.1.4. Two (2) Filters measuring 16” X 16”.

5.2.6.6. Santa Maria Unit:

5.2.6.6.1. One (1) kitchen exhaust hood system (Building 33) 10’ X 16’, to include the following:

5.2.6.6.1.1. One (1) Duct;

5.2.6.6.1.2. One (1) Fan;

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Solicitation No. BPM007613 Kitchen Exhaust Hood Cleaning and Repair Services

Arizona Department of Corrections, Rehabilitation

& Reentry

5.2.6.6.1.3. Four (4) Filters measuring 16” X 20”; and

5.2.6.6.1.4. Six (6) Filters measuring 16” X 16”.

5.2.6.6.2. One (1) kitchen exhaust hood system (Building 35) 10’ X 16’, to include the following:

5.2.6.6.2.1. One (1) Duct;

5.2.6.6.2.2. One (1) Fan;

5.2.6.6.2.3. Four (4) Filters measuring 16” X 20”; and

5.2.6.6.2.4. Six (6) Filters measuring 16” X 16”.

5.2.6.7. Lumley Unit:

5.2.6.7.1. One (1) kitchen exhaust hood system (Building 25)

measuring 10’ X 16’, to include the following:

5.2.6.7.1.1. One (1) Duct;

5.2.6.7.1.2. One (1) Fan;

5.2.6.7.1.3. Three (3) Filters measuring 16” X 20”; and

5.2.6.7.1.4. Two (2) Filters measuring 16” X 16”.

5.2.6.7.2. One (1) kitchen exhaust hood system (Building 27)

measuring 10’ X 16’, to include the following:

5.2.6.7.2.1. One (1) Duct;

5.2.6.7.2.2. One (1) Fan;

5.2.6.7.2.3. Three (3) Filters measuring 16” X 20”; and

5.2.6.7.2.4. Two (2) Filtersmeasuring 16” X 16”.

5.2.6.8. Santa Cruz Unit:

5.2.6.8.1. One (1) kitchen exhaust hood system measuring 10’ X 16’, to include the following:

5.2.6.8.1.1. One (1) Duct; and

5.2.6.8.1.2. One (1) Fan.

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Arizona Department of Corrections, Rehabilitation

& Reentry

5.2.7. Lewis

5.2.7.1. Eagle Point Unit:

5.2.7.1.1. Six (6) Fans;

5.2.7.1.2. Sixteen (16) Filters measuring 2” X 2’;

5.2.7.1.3. Five (5) Ducts;

5.2.7.1.4. One (1) kitchen exhaust hood system measuring 17’6” X 6’;

5.2.7.1.5. One (1) kitchen exhaust hood system measuring 6’ X 4’;

5.2.7.1.6. One (1) kitchen exhaust hood system measuring 6’ X 4’; and

5.2.7.1.7. One (1) kitchen exhaust hood system measuring 10’ X 6’.

5.2.7.2. Barchey Unit:

5.2.7.2.1. One (1) kitchen exhaust hood system measuring 6’ X 33’, to include the following:

5.2.7.2.1.1. Three (3) Fans;

5.2.7.2.1.2. Two (2) Ducts; and

5.2.7.2.1.3. Sixteen (16) Filters measuring 2’ X 2’.

5.2.7.3. Bachman Unit:

5.2.7.3.1. One (1) kitchen exhaust hood system measuring 6’ X 33’, to include the following:

5.2.7.3.1.1. Three (3) Fans;

5.2.7.3.1.2. Two (2) Ducts; and

5.2.7.3.1.3. Sixteen (16) Filters measuring 2’ X 2’.

5.2.7.4. Morey Unit:

5.2.7.4.1. One (1) kitchen exhaust hood system measuring 6’ X 33’, to include the following:

5.2.7.4.1.1. Three (3) Fans;

5.2.7.4.1.2. Two (2) Ducts; and

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Solicitation No. BPM007613 Kitchen Exhaust Hood Cleaning and Repair Services

Arizona Department of Corrections, Rehabilitation

& Reentry

5.2.7.4.1.3. Sixteen (16) Filters measuring 2’ X 2’.

5.2.7.5. Buckley Unit:

5.2.7.5.1. One (1) kitchen exhaust hood system measuring 6’ X 33’, to include the following:

5.2.7.5.1.1. Three (3) Fans;

5.2.7.5.1.2. Two (2) Ducts; and

5.2.7.5.1.3. Sixteen (16) Filters measuring 2’ X 2’.

5.2.7.6. Rast Unit:

5.2.7.6.1. One (1) kitchen exhaust hood system measuring 6’ X 33’, to include the following:

5.2.7.6.1.1. Three (3) Fans;

5.2.7.6.1.2. Four (4) Ducts; and

5.2.7.6.1.3. Sixteen (16) Filters measuring 2’ X 2’.

5.2.7.7. Stiner Unit:

5.2.7.7.1. One (1) kitchen exhaust hood system measuring 6’ X 33’, to include the following:

5.2.7.7.1.1. Three (3) Fans;

5.2.7.7.1.2. Two (2) Ducts; and

5.2.7.7.1.3. Sixteen (16) Filters measuring 2’ X 2’.

5.2.8. Safford

5.2.8.1. Tonto Unit:

5.2.8.1.1. One (1) kitchen exhaust hood system measuring 5’ X 34”, to include the following:

5.2.8.1.1.1. One (1) Fan; and

5.2.8.1.1.2. One (1) Duct.

5.2.8.1.2. One (1) kitchen exhaust hood system measuring 29’6” X 5’, Solicitation Requirements (IFB) | Revision No. 0 | Revised 08-25 | Page 18 of 81

Solicitation No. BPM007613 Kitchen Exhaust Hood Cleaning and Repair Services

Arizona Department of Corrections, Rehabilitation

& Reentry

5.2.8.1.2.1. One (1) Fan; and

5.2.8.1.2.2. One (1) Duct.

5.2.8.2. Globe Unit:

5.2.8.2.1. One (1) kitchen exhaust hood system measuring 13’ X 8’, to include the following:

5.2.8.2.1.1. One (1) Fan;

5.2.8.2.1.2. One (1) Duct; and

5.2.8.2.1.3. Sixteen (16) Filters measuring 24” X 20”.

5.2.8.3. Fort Grant Unit:

5.2.8.3.1. One (1) kitchen exhaust hood system measuring 29’9” X 53”, to include the following:

5.2.8.3.1.1. Fifteen (15) Filters measuring 19.5” X 24.5”;

5.2.8.3.1.2. One (1) Fan; and

5.2.8.3.1.3. One (1) Duct.

5.2.8.3.2. One (1) kitchen exhaust hood system measuring 21’4” X 53”, to include the following:

5.2.8.3.2.1. Ten (10) Filters measuring 19.5” X 24.5”;

5.2.8.3.2.2. One (1) Fan; and

5.2.8.3.2.3. One (1) Duct.

5.2.8.3.3. One (1) kitchen exhaust hood system measuring 6’ X 54”, to include the following:

5.2.8.3.3.1. Three (3) Filters measuring 19.5” X 24.5”;

5.2.8.3.3.2. One (1) Fan; and

5.2.8.3.3.3. One (1) Duct.

5.2.8.3.4. One (1) kitchen exhaust hood system measuring 40” X 40.5”,

5.2.8.3.4.1. One (1) Fan; and

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Arizona Department of Corrections, Rehabilitation

& Reentry

5.2.8.3.4.2. One (1) Duct.

5.2.8.3.5. One (1) kitchen exhaust hood system measuring 40” X 40.5”, to include the following:

5.2.8.3.5.1. One (1) Fan; and

5.2.8.3.5.2. One (1) Duct.

5.2.8.4. Graham Unit:

5.2.8.4.1. One (1) kitchen exhaust hood system measuring 14’1” X 6’10”, to include the following:

5.2.8.4.1.1. One (1) Fan;

5.2.8.4.1.2. One (1) Duct; and

5.2.8.4.1.3. Sixteen (16) Filters measuring 21” X 8.5”.

5.2.8.4.2. One (1) kitchen exhaust hood system measuring 8’1” X 3’8”, to include the following:

5.2.8.4.2.1. One (1) Fan;

5.2.8.4.2.2. One (1) Duct; and

5.2.8.4.2.3. Six (6) Filters measuring 21” X 8.5”.

5.2.9. Eyman

5.2.9.1. Rynning Unit:

5.2.9.1.1. One (1) kitchen exhaust hood system measuring 21’ X 11”, to include the following:

5.2.9.1.1.1. Two (2) Ducts;

5.2.9.1.1.2. Two (2) Fans; and

5.2.9.1.1.3. Ten (10) Filters measuring 29” X 42”.

5.2.9.2. Meadows Unit:

5.2.9.2.1. Two (2) kitchen exhaust hood systems measuring 62”W X 253”L, to include the following:

5.2.9.2.1.1. Two (2) Ducts;

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& Reentry

5.2.9.2.1.2. Two (2) Fans; and

5.2.9.2.1.3. Four (4) Filters measuring 26” X 14”.

5.2.9.3. Cook Unit:

5.2.9.3.1. One (1) kitchen exhaust hood system measuring 41” X 41”;

5.2.9.3.2. One (1) kitchen exhaust hood system measuring 35” X 35”;

5.2.9.3.3. Two (2) Ducts;

5.2.9.3.4. Two (2) Fans; and

5.2.9.3.5. Nineteen (19) Filters measuring 15” X 15”.

5.2.9.4. Browning Unit:

5.2.9.4.1. One (1) kitchen exhaust hood system measuring 12’9”W X 30’L, to include the following:

5.2.9.4.1.1. Two (2) Ducts;

5.2.9.4.1.2. Two (2) Fans; and

5.2.9.4.1.3. Twenty-eight (28) Filers measuring 14” X 14”.

5.2.9.5. SMU1:

5.2.9.5.1. One (1) kitchen exhaust hood systems measuring 21’ X 5’ X 33”, to include the following:

5.2.9.5.1.1. One (1) Fan; and

5.2.9.5.1.2. One Duct.

5.2.9.5.2. One (1) kitchen exhaust hood systems measuring 21’ X 5’ X 33”, to include the following:

5.2.9.5.2.1. One (1) Fan; and

5.2.9.5.2.2. One Duct.

5.2.9.5.3. One (1) kitchen exhaust hood systems measuring 21’ X 5’ X 33”, to include the following:

5.2.9.5.3.1. One (1) Fan; and

5.2.9.5.3.2. One Duct.

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Solicitation No. BPM007613 Kitchen Exhaust Hood Cleaning and Repair Services

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& Reentry

5.2.9.5.4. One (1) kitchen exhaust hood systems measuring 55” X 55”

X 33”, to include the following:

5.2.9.5.4.1. One (1) Fan; and

5.2.9.5.4.2. One Duct.

5.2.9.5.5. Total of thirty-eight (38) Filters measuring 19.5” X 24.5”.

5.2.9.6. South Unit:

5.2.9.6.1. Three (3) kitchen exhaust hood systems measuring 9’L X 40”H X 4’W;

5.2.9.6.2. Two (2) kitchen exhaust hood systems measuring 10’L X 40”H X 4’W;

5.2.9.6.3. Two (2) kitchen exhaust hood systems measuring 8’L X 40”H X 4’W: and

5.2.9.6.4. Four (4) Ducts; and

5.2.9.6.5. Two (2) Fans.

5.2.10. Correctional Officers Training Academy (COTA)

5.2.10.1. COTA Kitchen:

5.2.10.1.1. One (1) kitchen exhaust hood system measuring 18’ X 11’, to include the following;

5.2.10.1.1.1. One (1) Duct

5.2.10.1.1.2. One (1) Fan

5.2.10.1.1.3. Eight (8) Filters measuring 20” X 20”

5.2.11. Maricopa Reentry Center (MRC)

5.2.11.1. MRC Kitchen:

5.2.11.1.1. Four (4) kitchen exhaust hood systems measuring 120" X 60", 114" X 60", 96" X 60”, and 102" X 60”, to include the following:

5.2.11.1.1.1. Two (2) Ducts;

5.2.11.1.1.2. Two (2 ) Fans; and

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Solicitation No. BPM007613 Kitchen Exhaust Hood Cleaning and Repair Services

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& Reentry

5.2.11.1.1.3. Twenty (20) Filters measuring 19.5" X

19.5”.

5.2.12. Arizona Department of Veteran Services (ADVS)

5.2.12.1. ASVH-Phoenix:

5.2.12.1.1. Two (2) kitchen exhaust hood systems measuring 204” X 60” and 48” X 72” to include the following:

5.2.12.1.1.1. Two (2) Ducts;

5.2.12.1.1.2. Two (2) Fans; and

5.2.12.1.1.3. Three (3) Filters measuring 16” X 20”.

5.2.12.2. ASVH-Yuma:

5.2.12.2.1. Two (2) kitchen exhaust hood systems measuring 192” X 60”, to include the following:

5.2.12.2.1.1. Two (2) Ducts;

5.2.12.2.1.2. Two (2) Fans;

5.2.12.2.1.3. Two Captive Air Wet Systems; and

5.2.12.2.1.4. Twenty-four (24) Filters measuring 16” X

16”.

5.2.12.3. ASVH-Flagstaff:

5.2.12.3.1. Two (2) kitchen exhaust hood systems measuring 192” X 60”, to include the following:

5.2.12.3.1.1. Two (2) Ducts;

5.2.12.3.1.2. Two (2) Fans;

5.2.12.3.1.3. Two (2) Captive Air Wet Systems; and

5.2.12.3.1.4. Twenty-four (24) Filters measuring 16” X

16”.

5.2.12.4. ASVH-Tucson:

5.2.12.4.1. Two (2) kitchen exhaust hood systems measuring 180” X 60”, to include the following:

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Solicitation No. BPM007613 Kitchen Exhaust Hood Cleaning and Repair Services

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& Reentry

5.2.12.4.1.1. Two (2) Fans;

5.2.12.4.1.2. Two (2) Captive Air Wet Systems; and

5.2.12.4.1.3. Eighteen (18) Filters measuring 16” X 18”.

5.2.13. Arizona School for the Deaf and the Blind (ASDB)

5.2.13.1. Phoenix Day School for the Deaf:

5.2.13.1.1. Two (2) kitchen exhaust hood systems measuring 70” X 60” and 48” X 30”, to include the following:

5.2.13.1.1.1. Two (2) Ducts; and

5.2.13.1.1.2. Two (2) Fans.

6. Repairs, Contractor shall:

6.1. Report any items, mechanical and/or electrical issues found during the service that need to be repaired or replaced.

6.2. Not begin repairs without prior authorization from the ADCRR, ADVS, or ASDB designees.

6.2.1. Full replacement Kitchen Exhaust Hood Systems are not covered under this Contract.

6.3. Provide on a separate document titled ‘Catalog’, a link or attachment of the Contractors most current price list catalog for repair parts.

6.3.1. Provide a percentage off discount for repair parts.

7. Contract Usage, Contractor shall:

7.1. Utilize this Contract in accordance with the effective dates below:

7.1.1. This Contract can be utilized upon execution for:

7.1.1.1. ADVS;

7.1.1.2. ASDB;

7.1.1.3. MRC;

7.1.1.4. ASPC-Phoenix; and

7.1.1.5. ASPC-Douglas.

7.1.2. This Contract is effective November 8, 2026 for:

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7.1.2.1. ASPC-Winslow;

7.1.2.2. ASPC-Yuma;

7.1.2.3. ASPC-Perryville; and

7.1.2.4. ASPC-Lewis.

7.1.3. This Contract is effective January 9, 2027 for:

7.1.3.1. ASPC-Eyman;

7.1.3.2. ASPC-Safford;

7.1.3.3. ASPC-Tucson; and

7.1.3.4. Correctional Officers Training Academy (COTA).

8. Exhibits

8.1. Exhibit A - Locations

8.2. Exhibit B - ADCRR Stipulated Requirements for Contractors

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Special Terms and Conditions

Solicitation No. BPM007613 Kitchen Exhaust Hood Cleaning and Repair Services

Arizona Department of Corrections, Rehabilitation

& Reentry

1. Definition of Terms: As used in the Contract, the terms listed below are defined as follows:

1.1. Acceptance: The document titled “Offer and Acceptance Form” bearing the state contract number once Procurement Officer has signed it to signify (1) State’s formal acceptance of the Accepted Offer and (2) the formation of the Contract. For clarity of intent, the foregoing is not to be confused with the term “acceptance” used throughout the Contract in the context of delivery, inspection, etc., with respect to Materials or Services.

1.2. Accepted Offer: If State did not request a Revised Offer, then “Accepted Offer” means the Initial Offer.

1.3. Arizona Procurement Code: The Arizona Procurement Code consists of Arizona Revised Statutes (A.R.S.) §§ 41-2501 et seq. and Arizona Administrative Code (A.A.C.) R2-7-101 et seq. There is additional information in the Solicitation Instructions regarding how to access these state statutes and rules.

1.4. Arizona Transaction Privilege Tax (TPT): For information, refer to the Arizona Department of Revenue (DOR) website at: https://azdor.gov/transaction-privilege-tax-tpt

1.5. Attachment. Any item that:

1.5.1. The Solicitation required Offeror to submit as part of the Offer;

1.5.2. Was attached to an Offer when submitted; and

1.5.3. Was included in the Accepted Offer.

1.6. Cloud Services: Cloud or Cloud Services means any Software as a Service (SaaS), Infrastructure as a Service (IaaS), or Platform as a Service (Paas) involving the transfer, processing, or storage of state Data outside the control of state-managed and controlled networks.

1.7. Contract Terms and Conditions: The Special Terms and Conditions and the Uniform Terms and Conditions taken collectively.

1.8. Contractor: The Person identified on the Accepted Offer who has entered into the Contract with the State.

1.9. Contractor Indemnitor: Contractor or any of its owners, officers, directors, agents, employees, or Subcontractors.

1.10. Co-Op Buyer: A member of the State Purchasing Cooperative that has entered into a “Cooperative Purchasing Agreement” with the Arizona Department of Administration State

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Procurement Office under A.R.S. § 41-2632. Unless there is an applicable Cooperative Purchasing Agreement in effect at the time, a State Purchasing Cooperative member cannot be a Co-Op Buyer. For reference, “Co-Op Buyer” is to be construed as encompassing an “eligible procurement unit” under A.A.C. R2-7-101(23).

NOTE: Membership in the State Purchasing Cooperative is open to all Arizona political subdivisions, including cities, counties, school districts, and special districts. Membership is also available to non-profit organizations, other state governments, the federal government and tribal nations. For reference, “non-profit organizations” are defined in A.R.S. § 41-2631(4) as any nonprofit corporation as designated by the I.R.S. under Section 501(c)(3) through 501(c)(6) of the tax code.

1.11. Data Breach: Data Breach is used herein as defined as stated in A.R.S. Title 18, chapter 5, article 4 (Data Security Breaches), or in any relevant state or federal standard, to indicate an unauthorized acquisition of and unauthorized access that materially compromises the security or confidentiality of unencrypted and unredacted computerized personal information maintained as part of a database of personal information regarding multiple individuals.

1.12. Eligible Agency:

1.12.1. If the Special Terms and Conditions indicate that the Contract is a “single-agency” contract, then “Eligible Agency” means the particular State of Arizona agency, university, commission, or board identified therein.

1.12.2. If the Special Terms and Conditions indicate that the Contract is a mandatory statewide contract, then “Eligible Agency” means any State of Arizona department, agency, university, commission, or board.

1.12.3. If the Special Terms and Conditions indicate that the Contract is a “cooperative” contract available for use by Co-Op Buyers, then “Eligible Agency” means any State of Arizona department, agency, university, commission, board, or any Co-Op Buyer.

1.13. Federal Risk and Authorization Management Program (FedRAMP): A federal government program that provides a standardized approach to security assessment, authorization, and continuous monitoring specifically for Cloud products and services relied upon by federal entities that store, process and transmit federal information.

1.14. Instructions to Offerors: The Solicitation Instructions document of the Solicitation.

1.15. NIST: NIST is the National Institute of Standards and Technology. For more information, see https://www.nist.gov/.

1.16. Order: The instrument by which the Eligible Agency or Co-Op Buyer authorizes a Contractor to perform some or all of the Work. Whether the Contract will have one Order or many Orders

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& Reentry depends on the scope of the Contract and how the State will use it. The Special Terms and Conditions provide that information. Any of the following are construed as an “Order”:

“Purchase order,” “task order,” “service order,” or “job order”.

1.17. State’s eProcurement System: The State’s official electronic procurement system, established pursuant to A.A.C. R2-7-201 as set forth in the Arizona Department of Administration State Procurement Office policy document Technical Bulletin No. 020, The State’s eProcurement System–The Official State eProcurement System. Technical Bulletin No. 020 is available online at:

https://spo.az.gov/for-agencies/resources-and-documents/procurement-regulations

1.18. State: With respect to the Contract generally, “State” means the State of Arizona and its department, agency, university, commission, or board that has executed the Contract. With respect to administration or rights, remedies, obligations and duties under the Contract for a given Order, “State” means each Eligible Agency or Co-Op Buyer who has issued the Order.

1.19. State Indemnitees: Collectively, the State of Arizona, its departments, agencies, universities, commissions, and boards and, and their respective officers, agents, and employees.

1.20. Work: The totality of the Materials and the Services and all the acts of administration, creation, production, and performance necessary to fulfill and incidental to fulfilling all of Contractor's obligations and duties under the Contract in conformance with the Contract and applicable laws.

2. Contract Interpretations

2.1. Usage. Where the Contract:

2.1.1. assigns obligations to Contractor, any reference to “Contractor” is to be construed to be a reference to the Contractor and all Subcontractors, whether they are first-tier Subcontractors, sub-subcontractors, suppliers, sub-suppliers, consultants, or sub-consultants, as well as all of Contractor’s and the Subcontractor’s respective agents, representatives, and employees in every instance unless the context plainly requires that it is a reference only to Contractor as apart from Subcontractors.

2.1.2. uses the permissive “may” with respect to a party’s actions, determinations, etc., the terms is to be interpreted as in A.A.C. R2-7-101(32) [Definitions]. For clarity of intent, any right given to State using “State may” or a like construction denotes discretion and freedom to act so far as any regulatory or operative constraints permit in the relevant circumstances, provided that: (a) where written “may, at its discretion,” the discretion extends to whatever is most advantageous to State; and (b) where written only as

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“may,” the discretion is constrained by what is fair, reasonable, and as accommodating of the respective best interests of both parties as practicable under the circumstances;

2.1.3. uses the imperative “shall” with respect to a party’s actions, duties, etc., the term is to be interpreted as in A.A.C. R2-7-101(44) [Definitions]. Conversely, the phrase “shall not” is to be interpreted as an imperative prohibition.

2.1.4. uses the term “must” with respect to a requirement, criterion, etc., the term is to be interpreted as conveying compulsion or strict necessity;

2.1.5. uses the term “might” with respect to an event, outcome, action, etc., the term is to be interpreted as conveying contingency or non-discretionary conditionality; and

2.1.6. uses the term “will” or the phrases “is to be” or “are to be” with respect to an event, outcome, action, etc., the term or phrase is to be interpreted as conveying such certainty or imperativeness that “shall” is either unnecessary or irrelevant in that instance.

2.2. Contract Order of Precedence

2.2.1. Complementary Documents. All of the documents forming the Contract are complementary. If certain work, requirements, obligations, or duties are set out only in one but not in another, Contractor shall carry out the Work as though the relevant Work, requirements, obligations, or duties had been fully described in all, consistent with the other documents forming the Contract and as is reasonably inferable from them as being necessary to produce complete results.

2.2.2. Conflicts. In case of any inconsistency, conflict, or ambiguity among the documents forming the Contract and their provisions, they are to prevail in the following order, descending from most dominate to most subordinate, provided that, among categories of documents or provisions having the same rank, the document or provision with the latest date prevails. Information being identified in one document, but not in another, is not to be considered a conflict or inconsistency.

2.2.2.1. Contract Amendments;

2.2.2.2. The final Solicitation Documents, in the following order:

2.2.2.2.1. Special Terms and Conditions;

2.2.2.2.2. Exhibits to the Special Terms and Conditions;

2.2.2.2.3. Uniform Terms and Conditions;

2.2.2.2.4. Scope of Work;

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2.2.2.2.5. Exhibits to the Scope of Work;

2.2.2.2.6. Specifications; and

2.2.2.2.7. Any other documents referenced or included in the Solicitation;

2.2.2.3. Orders, in reverse chronological order; and

2.2.2.4. Accepted Offer.

2.2.3. Attachments and Exhibits. For clarity of intent, if an item was an Attachment in the Solicitation Documents or an Offer and was subsequently made into an Exhibit, or its content was incorporated into one of the other Contract documents, then that Attachment no longer exists contractually as an “Attachment” since it has at that point been made into some other Contract document. In every other case, an Attachment and the Offeror Data therein remain part of the Accepted Offer for purposes of precedence and contractual effect.

3. Contract Administration and Operation

3.1. Term of Contract. The term of the Contract will commence on the date indicated on the Acceptance and continue for twelve (12) months unless canceled, terminated, or permissibly extended.

3.2. Contract Extensions. State may at its discretion extend the initial Contract term in increments of one (1) or more months and do so one or more times, provided that the maximum aggregate term of the Contract including extensions cannot exceed the maximum aggregate term of five

(5) years.

3.3. Notices and Correspondence

3.3.1. To Contractor. State shall address all Contract correspondence other than formal notices to the email address indicated as “Default for Type” for “General Mailing Address” in Contractor’s corresponding State’s eProcurement System Vendor Profile;

and address any required notices to Contractor to the “Contact Name and Title” at the “Mailing Address” indicated on the Accepted Offer, as that address might have been amended during the term of the Contract.

3.3.2. To State. Contractor shall address all Contract correspondence other than formal notices to the email address indicated in “Contact Instructions” in the State’s eProcurement System Summary for State; and address any required notices to State via email to the Procurement Officer identified as “Purchaser” in the State’s eProcurement System and via mail to the following mailing address:

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Solicitation No. BPM007613 Kitchen Exhaust Hood Cleaning and Repair Services

Arizona Department of Corrections, Rehabilitation

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Arizona Department of Corrections, Rehabilitation & Reentry Procurement Services

3.3.3. Changes. The State may change the designated Procurement Officer, update contact information, or change the applicable mailing address.

3.4. Signing of Contract Amendments. Contractor’s counter-signature (or “approval” in the State’s eProcurement System, in the case of an amendment) is not required to give effect if the Contract Amendment only covers either:

3.4.1. extension of the term of the Contract within the maximum aggregate term; or

3.4.2. modifications of a clerical nature that have no effect on terms, conditions, price, scope, or other material aspect of the Contract.

In every case other than those listed in 3.4.1 and 3.4.2 above, both parties’ signatures (or “approval” in the State’s eProcurement System in the case of an Amendment) are required to give it effect.

3.5. Click-through Terms and Conditions. If either party uses a web-based ordering system, an electronic purchase order system, an electronic order acknowledgement, a form of an electronic acceptance, or any software based ordering system with respect to the Contract (each an “Electronic Ordering System”), the parties acknowledge and agree that an Electronic Ordering System is for ease of administration only, and Contractor is hereby given notice that the persons using Electronic Ordering Systems on behalf of State do not have any actual or apparent authority to create legally binding obligations that vary from the terms and conditions of the Contract. Accordingly, where an authorized State user is required to “click through” or otherwise accept or be made subject to any terms and conditions in using an Electronic Ordering System, any such terms and conditions are deemed void upon presentation.

Additionally, where an authorized State user is required to accept or be made subject to any terms and conditions in accessing or employing any Materials or Services, those terms and conditions will also be void.

3.6. Books and Records

3.6.1. Retain Records. In addition to the audit rights detailed in the Uniform Terms and Conditions, State also requires that, pursuant to A.R.S. § 41-2548(B), Contractor shall retain and shall contractually require each Subcontractor to retain books and records relating to any cost and pricing Data submitted in satisfaction of § 41-2543 for the period specified in the statute.

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Solicitation No. BPM007613 Kitchen Exhaust Hood Cleaning and Repair Services

Arizona Department of Corrections, Rehabilitation

& Reentry

3.6.2. Usage Information. Additionally, any and all information (including, but not limited to, documentation or Data) related to Eligible Agency and Co-Op Buyer usage retained solely within the Contractor’s system (for example, related to punch-out or Contractor catalog sales) shall be considered public information or information that can be shared with and distributed by the State freely and for any purpose under the State’s government purpose rights detailed in Section 3 of the Uniform Terms and Conditions [Ownership of Intellectual Property]. Any modifications to this Contract notwithstanding, the State shall have free use of any and all information related to Eligible Agency or Co-Op Buyer purchasing. Upon request by the State, Contractor shall promptly provide the State with any usage information requested and shall not attempt to limit the State's use in any way.

3.6.3. Right To Audit. The retained books and records are subject to audit by State during that period. Pursuant to A.R.S. § 41-2548(B), Contractor shall retain and shall contractually require each Subcontractor to retain books and records relating to performance under the Contract for the period specified in the statute and those retained books and records are subject to audit by State during that period.

3.6.4. Auditing. Contractor or Subcontractor shall either make all such books and records under subparagraphs 3.6.1 and 3.6.2 available to State at all reasonable times or produce the records at a designated State office on State’s demand, the choice of which being at State’s discretion. For the purpose of this paragraph, “reasonable times” are during normal business hours and in such a manner so as to not unreasonably interfere with normal business activities.

3.7. Subcontract

3.7.1. Initial list. At the time of Contract execution, Contractor’s candidate Subcontractors were identified in Attachment Proposed Subcontractors to the Accepted Offer [Proposed Subcontractors].