Bus_Stop_and_Transit_Center_Cleaning_Services_(Addendum_#1_Revision).pdf

REQUEST FOR PROPOSAL - GOODS AND SERVICES

PTD26-006

BUS STOP AND TRANSIT CENTER CLEANING

SERVICES

CITY OF PHOENIX

PUBLIC TRANSIT

302 N. 1ST AVE

PHOENIX, AZ

85003

RELEASE DATE: August 31, 2026

DEADLINE FOR QUESTIONS: September 14, 2026

RESPONSE DEADLINE: September 21, 2026, 11:59 pm

City of Phoenix

REQUEST FOR PROPOSAL - GOODS AND SERVICES

PTD26-006

Bus Stop and Transit Center Cleaning Services

1. INTRODUCTION

2. INSTRUCTIONS

3. SCOPE OF WORK

4. EVALUATION PROCESS

5. STANDARD TERMS AND CONDITIONS

6. SPECIAL TERMS AND CONDITIONS

7. DEFENSE AND INDEMNIFICATION

8. INSURANCE REQUIREMENTS

9. SUBMITTALS

10. PRICING PROPOSAL

Attachments:

A - Exhibit A - Facility Pressure Wash Maps

B - Exhibit B - Bus Stop Locations

C - Exhibit C - Transit Center Service Locations

D - Exhibit D - Security Access & Control

Request For Proposal - Goods and Services #PTD26-006 Title: Bus Stop and Transit Center Cleaning Services

1. Introduction

1.1. Contact Information

Ben Arballo

Public Transit

Email: benjamin.arballo@phoenix.gov

Phone: (602) 262-4857

1.2. Schedule of Events

The City reserves the right to change dates, times, and locations, as necessary. The City does not always hold a Pre-Offer Conference or Site Visit. All times in the Schedule of Events are

Local Phoenix, AZ Time.

To request a reasonable accommodation or alternative format for any public meeting, please contact the Procurement Officer (Ben Arballo) at (602) 262-4857/Voice or 711/TTY, or benjamin.arballo@phoenix.gov, no later than five (5) business days prior to the meeting.

Solicitation Issue Date: August 31, 2026

Pre-Offer Conference (Non-Mandatory): September 8, 2026, 10:00am

Microsoft Teams meeting

Click the link to join --> https://teams.microsoft.com/meet/24560033

7559580?p=fLlRLVDkFXEkFbQDff

Meeting ID: 245 600 337 559 580

Passcode: mb2Xh9LF

Written Inquiries Due Date: September 14, 2026, 11:59pm

Offer Due Date: September 21, 2026, 11:59pm https://teams.microsoft.com/meet/245600337559580?p=fLlRLVDkFXEkFbQDff https://teams.microsoft.com/meet/245600337559580?p=fLlRLVDkFXEkFbQDff

2. Instructions

2.1. Description – Statement of Need

The City of Phoenix invites sealed offers for Bus Stop and Transit Center Cleaning Services.

The Effective Date of this Agreement will be upon final signature and recording by the City

Clerk’s department.

The Commencement Date of this Agreement will be upon January 1, 2027 or the Effective Date, whichever is later.

The term of this Agreement will be for five (5) years, beginning on the Commencement Date, with no options to extend.

This solicitation is available through the City’s Procurement Portal. For technical support issues related to the City's Procurement Portal, Offeror may use the support bubble on the bottom right, or email procurement-support@opengov.com for any assistance. For other issues related to this solicitation please contact the procurement officer listed under Contact Information.

Notwithstanding the foregoing, this Agreement will terminate upon the earliest occurrence: by reaching the end of the term including any extensions exercised, or termination pursuant to the provisions of this Agreement.

2.2. Preparation of Offer

All forms provided must be completed and submitted with the Offer. The signed and completed

Conflict of Interest and Transparency form must be included, or your Offer may be deemed non-responsive.

It is permissible to copy Submittal forms if necessary. Erasures, interlineations, or other modifications of the Offer must be initialed in original ink by the authorized person signing the

Offer. No offer will be altered, amended or withdrawn after the specified offer due date and time.

The City is not responsible for Offeror’s errors or omissions.

All time periods stated as a number of days will be calendar days.

It is the responsibility of all Offerors to examine the entire solicitation and seek clarification of any requirement that may not be clear and to check all responses for accuracy before submitting an offer. Negligence in preparing an offer confers no right of withdrawal after due date and time. Offerors are strongly encouraged to:

A. Consider applicable laws and/or economic conditions that may affect cost, progress, performance, or furnishing of the products or services.

B. Study and carefully correlate Offeror’s knowledge and observations with the solicitation and other related data.

C. Promptly notify the City of all conflicts, errors, ambiguities, or discrepancies that Offeror has discovered in or between the solicitation and other related documents.

mailto:procurement-support@opengov.com

D. The City does not reimburse the cost of developing, presenting or providing any response to this solicitation. Offers submitted for consideration should be prepared simply and economically, providing adequate information in a straightforward and concise manner. The Offeror is responsible for all costs incurred in responding to this solicitation. All materials and documents submitted in response to this solicitation become the property of the City and will not be returned.

E. Offerors are reminded that the specifications stated in the solicitation are the minimum level required and that offers submitted must be for products or services that meet or exceed the minimum level of all features specifically listed in this solicitation. Offers offering less than any minimum specifications or criteria specified are not responsive and should not be submitted.

F. Offer responses submitted for products considered by the seller to be acceptable alternates to the brand names or manufacturer’s catalog references specified herein must be submitted with technical literature and/or detailed product brochures for the

City’s use to evaluate the products offered. Offers submitted without this product information may be considered as non-responsive and rejected. The City will be the sole judge as to the acceptability of alternate products offered.

G. Prices will be submitted on a per unit basis by line item, when applicable. In the event of a disparity between the unit price and extended price, the unit price will prevail unless obviously in error.

2.3. Fixed Offer Price Period

All offers shall be firm and fixed for a period of 180 calendar days from the solicitation opening date.

2.4. Obtaining a Copy of the Solicitation and Addenda

Interested Offerors may download the complete solicitation and addenda from the City's

Procurement Portal: https://procurement.opengov.com/portal/phoenix/projects/297223. Any interested Offerors without internet access may obtain this solicitation by calling the

Procurement Officer or picking up a copy during regular business hours at the City of Phoenix, Public Transit Department, Procurement and Contracts Section, 302 N. 1st Avenue, 9th Floor, Phoenix, AZ 85003. It is the Offeror’s responsibility to check the City's Procurement Portal, read the entire solicitation, and verify all required information is submitted with their Offer.

2.5. Exceptions

Offeror must not take any exceptions to any terms, conditions or material requirements of this solicitation. Offers submitted with exceptions may be deemed non-responsive and disqualified from further consideration in the City’s sole discretion. Offerors must conform to all the requirements specified in the solicitation. The City encourages Offerors to send inquiries to the

Procurement Officer rather than including exceptions in their Offer.

https://procurement.opengov.com/portal/phoenix/projects/297223

2.6. Inquiries

All questions that arise relating to this solicitation should be directed via City’s OpenGov

Procurement Portal and must be received by the due date indicated in the Schedule of Events.

The City will not consider questions received after the deadline.

No informal contact initiated by Offerors on the proposed service will be allowed with members of City’s staff from date of distribution of this solicitation until after city council awards the contract. All questions concerning or issues related to this solicitation must be presented in writing.

The Procurement Officer will answer written inquiries in an addendum and publish any addenda on the City’s OpenGov Procurement Portal.

2.7. Addenda

The City of Phoenix will not be responsible for any oral instructions made by any employees or officers of the City of Phoenix regarding this solicitation. Any changes will be in the form of an addendum. The Offeror must acknowledge receipt of any/all addenda through the City's

Procurement Portal.

Changes to terms and conditions of the Solicitation and resulting Agreement made pursuant to an addendum shall be memorialized in the Solicitation and resulting Agreement document. To that end, a parenthetical will be added to applicable provision(s) referencing the addendum that imposed the change. The language in the final provision will reflect the updated version.

2.8. Business in Arizona

The City will not enter contracts with Offerors (or any company(ies)) not granted authority to transact business, or not in good standing, in the state of Arizona by the Arizona Corporation

Commission, unless the Offeror asserts a statutory exception prior to entering a contract with the City.

2.9. Licenses

If required by law for the operation of the business or work related to this Offer, Offeror must possess all valid certifications and/or licenses as required by federal, state or local laws at the time of submittal.

2.10. Certifications

By signature in the Offer section of the Offer and Acceptance page(s), Offeror certifies:

• The submission of the Offer did not involve collusion or other anti-competitive practices.

• The Offeror must not discriminate against any employee, or applicant for employment in violation of Federal or State Law.

• The Offeror has not given, offered to give, nor intends to give at any time hereafter, any economic opportunity, future employment, gift, loan, gratuity, special discount, trip, favor, or service to a public servant in connection with the submitted Offer.

2.11. Submission of Offer

Offers must be in possession of the Department on or prior to the exact time and date indicated in the Schedule of Events. Late offers will not be considered. The prevailing clock will be the

City Department’s clock.

Offers should be submitted electronically via the City’s Procurement Portal by clicking on “Draft

Response” via https://procurement.opengov.com/portal/phoenix/projects/297223. Offerors that are unable to submit electronically should contact the Procurement Officer to discuss the logistics of hard copy submittals. Offerors must be registered with OpenGov by signing up via https://procurement.opengov.com/signup. Vendor training guides can be found at: https://opengov.my.site.com/support/s/article/ca6d1285-1e48-4a21-bb0d-715edb7794ed

Any original documents (such as bonds, guaranties, powers of attorney), if required by the solicitation, must be separately delivered to and received by the City on or prior to the exact time and date indicated in the Schedule of Events, with a clear indication of the Offer for which it is attributed.

It is the responsibility of the Offeror to ensure that the Offer is timely and to confirm that there are no technical reasons that any offer submitted electronically may be delayed. The date and time on the upload as received/stamped by the City’s Procurement Portal will provide proof of submission and verification whether the Offer was received on or prior to the exact time and date indicated in the Schedule of Events.

For assistance with submittals, vendors are welcome to use the OpenGov support chat (blue chat bubble in the bottom right corner) to connect with a member of OpenGov's support team who will be able to assist you with your submission.

Please DO NOT submit links to Google Docs, Dropbox Paper, or similar services. Your offer may be deemed non-responsive if your offer is supplied utilizing these services.

2.12. Withdrawal of Offer

At any time prior to the solicitation due date and time, an Offeror (or designated representative) may withdraw the Offer by clicking “Unsubmit Response” on the Offer submission via the City’s

Procurement Portal.

2.13. Offer Results

Offers will be opened on the offer due date, time and location indicated in the Schedule of

Events, at which time the name of each Offeror, and the prices may be read. Offers and other information received in response to the solicitation will be shown only to authorized City personnel having a legitimate interest in them or persons assisting the City in the evaluation.

Offers are not available for public inspection until after the City has posted the award recommendation on the City's Procurement Portal.

The City will post a preliminary offer tabulation on the City's Procurement

Portal: https://procurement.opengov.com/portal/phoenix/projects/297223 within five business days of the offer opening. The City will post the information on the preliminary tabulation as it was read during the offer opening. The City makes no guarantee as to the accuracy of any information on the preliminary tabulation. Once the City has evaluated the offers, the City will https://procurement.opengov.com/portal/phoenix/projects/297223 https://procurement.opengov.com/signup https://opengov.my.site.com/support/s/article/ca6d1285-1e48-4a21-bb0d-715edb7794ed https://procurement.opengov.com/portal/phoenix/projects/297223 post an award recommendation on the City's Procurement Portal. By signing and submitting its

Offer, each Offeror agrees that this posting of the award recommendation to the City's

Procurement Portal effectively serves as the Offeror’s receipt of that notice of award recommendation. The City has no obligation to provide any further notification to unsuccessful

Offerors.

2.14. Pre-Award Qualifications

Offeror must have been in operation a minimum of five years. The Offeror’s normal business activity during the past five years will have been for providing the goods or services in this solicitation. This information must be provided in Vendor Questionnaire section, under Years in

Business and References form of this solicitation.

2.15. Certificates of Insurance

Upon notification of a recommended award, the Offeror will have 14 calendar days to submit a complete certificate of insurance in the minimum amounts and the coverages as required in the

Insurance Requirements of this solicitation. Insurance requirements are non-negotiable.

2.16. Award of Contract

Unless otherwise indicated, award(s) will be made to responsive, responsible Offeror(s) who are regularly established in the service, or providing the goods, contained in this solicitation and who have demonstrated the ability to perform in an acceptable manner.

A. Factors that may be considered by the City include:

1. Technical capability of the Offeror to accomplish the scope of work required in the

Solicitation. This may include performance history on past and current government or industrial contracts; and,

2. Demonstrated availability of the necessary manpower (both supervisory and operational personnel) and necessary equipment to accomplish the scope of work in the Solicitation; and,

3. Safety record; and,

4. Offeror history of complaints and termination for convenience or cause.

B. Notwithstanding any other provision of this solicitation, the City reserves the right to: (1) waive any immaterial defect or informality; or (2) reject any or all offers or portions thereof; or (3) reissue a solicitation.

C. A response to a solicitation is an offer to contract with the City based upon the terms, conditions, and specifications contained in the City’s solicitation. Offers do not become contracts until they are executed by the Chief Procurement Officer or Department

Director. A contract has its inception in the award, eliminating a formal signing of a separate contract. For that reason, all of the terms, conditions and specifications of the procurement contract are contained in the solicitation, and in any addendum or contract amendment.

2.17. Solicitation Transparency Policy

Commencing on the date and time a solicitation is published, potential or actual Offerors or respondents (including their representatives) shall only discuss matters associated with the solicitation with the Mayor, any members of City Council, the City Manager, any Deputy City

Manager, or any department director directly associated with the solicitation (including in each case their assigned staff, except for the designated Procurement Officer) at a public meeting, posted under Arizona Statutes, until the resulting contract(s) are awarded to all offers or responses are rejected and the solicitation is cancelled without any announcement by the

Procurement Officer of the City’s intent to reissue the same or similar solicitation.

As long as the solicitation is not discussed, Offerors may continue to conduct business with the

City and discuss business that is unrelated to the solicitation with the City staff. Offerors may not discuss the solicitation with any City employees or evaluation panel members.

Offerors may discuss their proposal or the solicitation with the Mayor or one or more members of the Phoenix City Council, provided such meetings are scheduled through the Procurement

Officer, and are posted as open meetings with the City Clerk at least 24 hours prior to the scheduled meetings. The City Clerk will be responsible for posting the meetings. The posted notice shall identify the participants and the subject matter, as well as invite the public to participate.

With respect to the selection of the successful Offerors, the City Manager and/or City Manager's

Office will continue the past practice of exerting no undue influence on the process. In all solicitations of bids and proposals, any direction on the selection from the City Manager and/or

City Manager's Office and Department Head (or representative) to the proposal review panel or selecting authority must be provided in writing to all prospective Offerors.

This policy is intended to create a level playing field for all Offerors, assure that contracts are awarded in public, and protect the integrity of the selection process. OFFERORS THAT

VIOLATE THIS POLICY SHALL BE DISQUALIFIED. After official Notice is received by the City for disqualification, the Offeror may follow the Protest process, unless the Solicitation is cancelled without notice of intent to re-issue.

“To discuss” means any contact by the Offeror, regardless of whether the City responds to the contact. Offerors that violate this policy will be disqualified until the resulting contract(s) are awarded, or all offers or responses are rejected and the solicitation is cancelled without any announcement by the Procurement Officer of the City’s intent to reissue the same or a similar solicitation. The City interprets the policy as continuing through a cancellation of a solicitation until Council award of the contract, as long as the City cancels with a statement that the City will rebid the solicitation.

2.18. Protest Process

Offeror may protest the contents of a solicitation no later than seven days before the solicitation deadline when the protest is based on an apparent alleged mistake, impropriety or defect in the solicitation. Protests filed regarding the solicitation may be addressed by an amendment to the solicitation or denied by the City. If denied, the opening and award will proceed unless the City determines that it is in the City’s best interests to set new deadlines, amend the solicitation, cancel or re-bid.

Therefore, unless otherwise notified by a formal amendment, the Protester must adhere to all solicitation dates and deadlines, including timely filing of an offer, regardless of filing a protest.

Offeror may protest an adverse determination issued by the City regarding responsibility and responsiveness, within seven days of the date the Offeror was notified of the adverse determination.

Offeror may protest an award recommendation if the Offeror can establish that it had a substantial chance of being awarded the contract and will be harmed by the recommended award. The City will post recommendations on the City’s Procurement Portal to award the contract(s) to an Offeror(s). Offeror must submit award protests within seven days after the posting of the award recommendation, with exceptions only for good cause shown, within the

City’s full and final discretion.

All protests will be in writing, filed with the Procurement Officer identified in the solicitation and include the following:

• Identification of the solicitation number;

• The name, address and telephone number of the protester;

• A detailed statement describing the legal and factual grounds for the protest, including copies of relevant documents;

• The form of relief requested; and

• The signature of the protester or its authorized representative.

The Procurement Officer will render a written decision within a reasonable period after the protest is filed. The City will not request City Council authorization to award the contract until the protest process is complete. All protests and appeals must be submitted in accordance with the

City’s Procurement Code, (Phoenix City Code, Ch. 43) and any protests or appeals not submitted within the time requirements will not be considered. Protests must be filed with the

Procurement Officer.

2.19. Public Record

All Offers submitted in response to this solicitation will become the property of the City and become a matter of public record available for review pursuant to Arizona State law. If an

Offeror believes that a specific section of its Offer response is confidential, the Offeror will isolate the pages marked confidential in a specific and clearly labeled section of its Offer response. An Offeror may request specific information contained within its Offer is treated by the

Procurement Officer as confidential provided the Offeror clearly labels the information

“confidential.” To the extent necessary for the evaluation process, information marked as

“confidential” will not be treated as confidential. Once the procurement file becomes available for public inspection, the Procurement Officer will not make any information identified by the

Offerors as “confidential” available to the public unless necessary to support the evaluation process or if specifically requested in accordance with applicable public records law. When a public records request for such information is received, the Procurement Officer will notify the

Offeror in writing of any request to view any portion of its Offer marked “confidential.” The

Offeror will have the time set forth in the notice to obtain a court order enjoining such disclosure.

If the Offeror does not provide the Procurement Officer with a court order enjoining release of the information during the designated time, the Procurement Officer will make the information requested available for inspection.

2.20. Late Offers

Late Offers must be rejected, except for good cause. If a late Offer is submitted, the Department will document the date and time of the submittal of the late Offer, keep the Offer and notify the

Offeror that its Offer was disqualified for being a late Offer.

2.21. Right to Disqualify

The City reserves the right to disqualify any Offeror who fails to provide information or data requested or who provides materially inaccurate or misleading information or data. The City further reserves the right to disqualify any Offeror on the basis of any real or apparent conflict of interest that is disclosed by the Offer submitted or any other data or information available to the

City. This disqualification is at the sole discretion of the City. By submission of a solicitation response, the Offeror waives any right to object now or at any future time, before any agency or body including, but not limited to, the City Council of the City or any court as to the exercise by the City of such right to disqualify or as to any disqualification by reason of real or apparent conflict of interest determined by the City. The City reserves the right to replace the disqualified

Offeror.

2.22. Contract Award

The City reserves the right to award a contract by individual line items, by group, all or none, or any other combination most advantageous to the City. The City reserves the right to award multiple contracts.

2.23. Determining Responsiveness and Responsibility

Offers will be reviewed for documentation of minimum qualifications, completeness, and compliance with the Solicitation requirements. The City reserves sole discretion to determine responsiveness and responsibility.

Responsiveness: Nonresponsive Offers will not be considered in the evaluation process. The solicitation states criteria that determine responsiveness, and the solicitation includes terms and conditions that if included or excluded from Offers (as the case may be) will render an Offer nonresponsive.

Exceptions, conditions, reservations, or understandings are presumed to be unacceptable, and an Offer that includes unacceptable exceptions, conditions, reservations, or understandings may be rejected as nonresponsive. Alternatively, the City in its sole discretion may instruct in writing that any Offeror remove the conditions, exceptions, reservations or understandings. If the Offeror fails to do so in writing, the City may determine the Offer to be nonresponsive.

Responsibility: To obtain true economy, the City must conduct solicitations to minimize the possibility of a subsequent default by the Contractor, late deliveries, or other unsatisfactory performance that may result in additional administrative costs. It is important that the Offeror be a responsible Contractor. Responsibility includes the Offeror’s integrity, skill, capacity, experience, and facilities for conducting the work to be performed.

The Procurement Officer will review each Offer to determine if the Offeror is responsible. The

City’s determination as to whether an Offeror is responsible will be based on all information furnished by the Offeror, interviews (if any), and information received from Offeror’s references, including information about Offeror’s history, terminations for convenience or cause, contract breach lawsuits or notices of claim and any other sources the City deems appropriate. Award of the Contract resulting from the solicitation will not be made until any necessary investigation, which each Offeror agrees to permit by submitting its Offer, is made by the City as it deems necessary. A review of responsibility may occur up to contract award.

The Offeror’s unreasonable failure to promptly supply information about an inquiry with respect to responsibility may be grounds for a determination of non-responsibility with respect to such

Offeror.

2.24. Clarifications

The City may request written clarifications for such purposes as information gathering or eliminating minor informalities in offers. Clarifications shall not otherwise afford the Offerors the opportunity to alter or change their offers.

2.25. Equal Low Offer

Contract award will be made by putting the names of the tied vendors in a cup for a blind drawing limited to those bidders with tied offers. If time permits, the offerors involved will be given an opportunity to attend the drawing. The drawing will be witnessed by at least three persons, and the contract file will contain the names and addresses of the witnesses.

2.26. Evaluation of Competitive Sealed Offers

The City will use its discretion in applying the following processes to this solicitation. Any ties in scoring will be resolved with a best and final price request and the lowest price will prevail.

2.27. Detailed Evaluation of Offers and Determination of Competitive Range

The City will appoint an Evaluation Panel, which may consist of City staff, staff from other City departments or transit agencies, and other persons. The City may also appoint a Technical

Advisory Team to provide technical assistance to the Evaluation Panel. The Technical Advisory

Team may consist of City staff, staff from other City departments or transit agencies, and other persons. The Technical Advisory Team will review the technical portion of each offer for compliance with the RFP specifications. The Procurement Officer will chair the Evaluation

Panel, serving in a non-voting capacity.

During deliberations, the Evaluation Panel will reach a consensus score for each evaluation criterion except price. The Procurement Officer will score the price, which will be added to the overall consensus score. The overall consensus scores will determine the Offerors’ rankings and which Offers are within the Competitive Range, when appropriate.

2.28. Offers Not Within the Competitive Range

The City may notify Offerors of Offers that the City determined are not in the Competitive

Range.

2.29. Discussions with Offerors in the Competitive Range

The City will notify each Offeror whose Offer is in the Competitive Range or made the ‘short list’ and provide in writing any questions or requests for clarification to the Offeror. Each Offeror so notified may be interviewed by the City and asked to discuss answers to written or oral questions or provide clarifications to any facet of its Offer. The Offerors in the competitive range may be required to provide a demonstration of their product.

Demonstrations - Offerors in the competitive range may be invited to construct a hands-on sample or presentation of their solution at the City of Phoenix. In addition, each finalist may prepare and deliver a presentation of their proposed solution based on the script developed by the evaluation panel. The City may also require a hands-on lab demonstration designed specifically for the evaluation panel. The results of the surveys will be tabulated and delivered to the evaluation team for the final review and solution selection session(s).

If an Offer in the Competitive Range contains conditions, exceptions, reservations or understandings to or about any Contract or Solicitation Scope requirement, the City may discuss or negotiate the conditions, exceptions, reservations or understandings during these meetings. But the City in its sole discretion may reject any and all conditions, exceptions, reservations and understandings, and the City may instruct any Offeror to remove the conditions, exceptions, reservations or understandings. If the Offeror fails to do so, the City may determine the Offer is nonresponsive, and the City may revoke its determination that the Offer is in the Competitive Range.

To the fullest extent permitted by law, the City will not provide any information, financial or otherwise, to any Offeror about other Offers received in response to this solicitation. During discussions with Offerors in the Competitive Range, the City will not give Offerors specific prices or specific financial requirements that Offerors must meet to qualify for further consideration.

The City may state that proposed prices are too high with respect to the marketplace or otherwise unacceptable. Offerors will not be told of their relative rankings before Contract award.

2.30. Best and Final Offers (BAFO)

A BAFO is an option available for negotiations. Each Offeror in the Competitive Range, which is determined in the City’s sole discretion, may be afforded the opportunity to amend its Offer and make one BAFO.

If an Offeror’s BAFO modifies its initial Offer, the modifications must be identified in the BAFO.

The City will evaluate BAFOs based on the same requirements and criteria applicable to initial

Offers. The City will adjust appropriately the initial scores for criteria that have been affected by offer modifications made by a BAFO. Based on the criteria defined in the solicitation as weighted, the City will then perform final scoring and prepare final rankings.

The Evaluation Panel will recommend the Offer that is the best value and most advantageous to the City based on the evaluation criteria.

The City reserves the right to make an award to an Offeror whose Offer is the highest rated, best value, and most advantageous to the City based on the evaluation criteria, without conducting written or oral discussions with any Offeror, without negotiations, and without soliciting BAFOs.

3. Scope of Work

3.1. Background

The City of Phoenix Public Transit Department (“CITY”) is responsible for the cleaning and maintenance services of bus stops and bus transit facilities within the City of Phoenix.

There are approximately 868 CITY bus stop locations with no furniture and approximately 3,202 bus stop locations with various types of furniture that may include a bench, trash receptacle, and/or shade structure with or without commercial advertising (Refer to Exhibit B - Bus Stop

Locations). Over the next five years, the CITY plans to install an estimated 400 furniture units to new and existing bus stop locations.

Currently, there are 16 transit facilities consisting of 5 transit centers, 8 park-and-rides, 1 shopping center, Greg Stanton Central Station and the Public Transit Downtown Office Building.

These facilities serve as key hubs to promote transit utilization, enhance regional operational efficiency, and make meaningful contributions to the surrounding communities. Ensuring the cleanliness of these facilities is paramount to achieving these objectives (Refer to Exhibit A -

Facility Pressure Wash Maps and Exhibit C - Transit Center Service Locations).

3.2. Contractor Personnel and Supervision

Contractor will establish and maintain staff capable of performing the work in accordance with the specifications and provisions of this Contract. Staff dedicated to this Contract shall be familiar with the scope of work and applicable contract requirements. Contractor staff must be capable of maintaining the cleaning schedule provided by the CITY (See Exhibit B – Bus Stop

Locations). Contractor shall provide on-site supervision to ensure that the performance of the work complies with the specifications of this Contract.

A. Copy of Contract: Contractor shall provide a copy of the contract and exhibits to its staff leaders working under the contract to ensure they have a clear understanding of contract areas, the scope of work requirements, limits, and boundaries.

B. Status Meetings and Outcomes: Contractor shall attend monthly status meetings or as deemed necessary by the CITY to discuss progress, concerns, and exchange information. If requested by the CITY, Contractor shall coordinate and schedule reviews at each site with the CITY (the CITY may also initiate meeting dates and times).

C. Superintendent - Single Point of Contact: Contractor will provide a Superintendent who must serve as a single point of contact to the CITY to function as the contract superintendent and will be available during working hours for coordination with the

CITY. Contractor’s Superintendent must possess the following experience and qualifications;

1. Speak English fluently

2. Address overall contract questions/concerns

3. Fully understand the scope of work and specific contract requirements

4. Be familiar with staff at all work sites, and have authority to act on behalf of

Contractor in any situation

D. Field Supervision: In addition to the single point of contact, Contractor will assign and make available one field supervisor during scheduled maintenance. Contractor’s field supervisors must possess the following experience and qualifications;

1. Speak English fluently

2. Minimum of three (3) years (within the past five (5) years) similar work experience

3. Minimum of one (1) year (within the past five (5) years) supervisory experience

3.3. Contractor Responsibilities

A. Uphold the highest consideration for the safety, comfort and convenience of transit passengers. The performance of maintenance activities shall attempt to minimize disruption to the community, transit passengers and transit operations at all times.

Contractor vehicles shall not impede passenger areas.

B. Ensure that all employees are professional and courteous and immediately report all incidents that may result in a citizen's complaint to the CITY. All incidents must be reported within one (1) hour to the contract manager via phone call.

C. Report all items needing special repair or attention to the CITY to ensure the shade structures and bench units are clean and safe. Any unsafe conditions, repairs or graffiti must be reported to the contract manager within one (1) hour to the contract manager via phone call.

D. Possess the ability to communicate with the CITY via cell phone and e mail. This includes the use of digital cameras, attaching photos to reports and sending communication electronically to the CITY as requested.

E. Provide an emergency telephone number where the contractor can be reached twenty-four (24) hours a day, seven (7) days a week. Contractor must call back within thirty (30) minutes of the originating call.

F. Within twenty-four (24) hours after a storm, check and report for storm damage at all transit facilities. If storm damage is found, report findings via email to contract manager.

3.4. Service Locations and Cleaning Frequencies

The CITY reserves the right to add or remove bus stop locations and passenger facilities as needed during the contract term. The CITY will use the bid proposed unit cost per service visit(s) prices to determine contract price adjustments for bus stop location additions and/or deletions.

The use of bus stops commonly fluctuates and will require adjustments to the cleaning frequency schedule. The CITY will notify the Contractor of changes to service frequencies and/or locations that will take effect as directed. These routine changes are exempt from the requirements of Section 5.7.A (Contract Amendments) and Section 6.7 (Addition or Deletion of

Services), so no written amendment signed by both parties is required to implement them. To invoke these changes, the CITY will send such notice by email to the email address provided by

Contractor in the signed Offer Page (Section 10 Vendor Questionnaire, Submittals - Offer

Page), and the CITY will track the date and time when it electronically submitted that notice to the Contractor. After execution of the contract, the Contractor may provide to the CITY, in writing, an alternative email address to receive such notices.

These changes to service frequencies and/or locations will be shown and billed by the

Contractor on the following month’s invoice. The Contractor’s next monthly Bus Stop Locations and Cleaning Frequencies Report, as described in Section 3.9 (Monthly Reports), must also reflect the up-to-date notified changes. The CITY will review the monthly invoice and Bus Stop

Locations and Cleaning Frequencies Report, comparing them to its notice of changes, before approving them for true-up payment. During that review, the CITY will notify the Contractor by email (as provided above) of any deviations from its notice of changes, which the Contractor will reconcile with an updated invoice and/or Bus Stop Locations and Cleaning Frequencies Report for the CITY’s review.

3.5. Cleaning and Maintenance of Bus Stop Locations with and without Furniture

The Contractor shall clean bus stop locations with and without furniture.

A. Scheduling: Ensure cleaning is completed according to the schedule provided by the

CITY and prepared by the contractor. The schedule shall conform to the City of Phoenix

Right-of-Way Management Program. The Contractor shall perform all work with the aim of minimizing disruptions to traffic, neighboring properties, and businesses.

B. Maintenance Area: The maintenance area is defined as the length of the transit pad plus ten (10') feet beyond each end of the transit pad and five (5') feet beyond the depth of the transit pad, all contained within the city right-of-way for debris removal. The area encompasses the curb and gutter, all tree wells and planters and any other above-grade obstacles. For bus stop locations without a concrete transit pad, the maintenance area extends twenty (20') feet beyond each side of the bus sign pole and ten (10') feet beyond edge of pavement or curb, also within the city right-of-way.

C. Debris Cleanup Prior to Pressure Wash: Before pressure washing, ensure all debris within the maintenance area is picked up, swept, and removed. This includes removing all vegetation, such as overgrown weeds and grass.

D. Pressure Washing: The Contractor shall pressure wash the transit pads at a minimum of

3500 psi. Each cleaning shall include pressure washing of the transit pad and/or bus stop area. Pressure washing shall be done on all concrete and/or brick paver waiting areas and adjacent sidewalk at bus stop locations. Pressure washing shall remove foreign substances (gum, graffiti, soda spills, food, bodily fluids etc.) from concrete, sidewalk, and/or brick pavers without damaging surfaces. Gum and graffiti should be made a priority in the cleaning timeline. The Contractor shall not use cleaning chemicals unless requested and approved by the CITY. CITY may request additional pressure washing to remove foreign substances at any time at no additional cost to the CITY. The

Contractor shall pressure wash the transit furniture using a minimum to maximum 800 to

1000 psi. Pressure washing of entire transit furniture, including the roof and solar panels, shall be done quarterly or as requested by CITY. Contractor shall not pressure wash advertising display space of an ad bench and/or ad kiosk to avoid any damage to advertisements and lighting components. The CITY may request additional pressure washing to remove foreign substances at any time at no additional cost to the CITY.

E. Bulk Trash Removal: Bulk trash removal at bus stops involves the thorough elimination of large debris and waste items accumulated at the bus stop area. This process typically includes the removal of items such as old furniture, appliances, large boxes, and other bulky items that cannot be disposed of through regular waste collection services. Bulk trash may be considered an additional service. Please refer to section 3.11 (Additional

Services).

F. Trash Receptacles: During each cleaning, the following general tasks shall be performed;

1. Empty all trash receptacles and remove any loose trash or debris from the bottom of each receptacle during each visit.

2. Replace empty trash receptacle with a new trash liner, where hooks are not available inside the trash receptacle, the liner may overlap outside the top of the receptacle no more than two (2") inches.

3. Pressure wash trash receptacles inside, outside, remove graffiti, stains, and spills from receptacles as needed. The CITY may request additional pressure washing to remove foreign substances from receptacles at any time at no additional cost to the

CITY.

G. Waste Disposal: Dispose of all solid waste/refuse and remove materials legally and in compliance with federal, state, county, and city regulations. The Contractor is solely responsible for any and all disposal fees. The Contractor accepts full responsibility for solid waste/refuse disposal entirely. The CITY will not provide an area or facility for storage of the collected waste from city sites.

H. General Furniture Cleaning: During each cleaning, the following general tasks shall be performed;

1. Clean transit furniture using nonabrasive materials.

2. Use an environmentally friendly disinfectant to clean benches, seats, and back areas.

3. Remove graffiti, stickers, and non-transit related signs and posters from all bus stop signs and furniture.

4. Clean all advertising displays, with special attention to stainless steel display cabinets at RAPID locations.

I. Maintenance Repairs: Maintenance repairs may include, but are not limited to, installing and/or replacing trash receptacles, reattaching chains to trash receptacle lids, bus logos, and shelter panels, replacing missing bolts and securing transit furniture to transit pads.

CITY Contract manager to be notified via email of all maintenance repairs.

J. Painting: Paint transit furniture to match the existing color, covering up to a fifty (50) square foot area at each location, as needed. Painting requirements shall include addressing scratches, graffiti, peeling, etches, rust, etc. The Contractor shall use a

Direct-to-Metal paint and prepare the surface following the manufacturer's specifications.

The paint used shall be approved by the CITY, and applied paint shall maintain a uniform appearance. Graffiti damage over fifty (50) square feet per incident on transit property may be eligible for reimbursement under section 3.11 (Additional Services).

K. Lighting: Inspect all transit furniture with lighting at least once a month to ensure proper functionality and identify any damage. Report any damaged lighting associated with transit furniture or hazardous conditions to the CITY.

3.6. Cleaning and Maintenance of Transit Centers and Park-and-Rides

A. Maintenance Locations

1. 302 Public Transit Downtown Office (Temporary)

2. Five (5) Transit Centers

3. Greg Stanton Central Station

4. Eight (8) Park-and-Rides

5. One (1) Shopping center with 2 suites

6. The 302 Public Transit downtown office building component is comprised of the first floor temporary “Central Station Transit Center” office and the outside of the entire building area.

Greg Stanton Central Station is located downtown in Anova Central Station. It is comprised of 3 floors (2 office spaces with carpet).

B. Facility Access

1. The 302 Public Transit Downtown Office Building, transit centers and Park-and-

Rides building access will only be permitted by badge access and/or with a CITY representative Monday through Friday (Refer to Exhibit D - Security Access &

Control). For scheduling purposes, the Contractor shall conduct maintenance during the following times, unless otherwise directed by the CITY.

a. Greg Stanton Central Station

i. Monday through Friday from 8:00 AM to 5:00 PM

b. 302 Public Transit Downtown Office Building (Temporary)

i. Monday through Friday from 8:00 AM to 5:00 PM

c. Transit Centers

i. Monday through Friday from 5:00 AM to 7:00 PM

d. Park-and-Rides

i. Monday through Friday from 5:00 AM to 7:00 PM

C. Scheduling

1. Clean all transit centers with or without security buildings daily Monday through

Friday including the adjacent bus stops. Clean all park and rides twice a week on nonconsecutive days including the adjacent bus stops. Submit service schedules for the following week by Friday at 3:00 pm via email to the CITY contract manager.

D. General Cleaning

1. During each cleaning, ensure the following general tasks are completed:

a. Remove all trash from passenger and bus areas, including pedestrian walkways, multi-use trails, bus lanes, and passenger platforms.

b. Inspect and clean bicycle racks and lockers.

c. Clean transit furniture and kiosks using nonabrasive materials with an environmentally friendly disinfectant. This includes all e-paper signs located at various locations.

d. Remove graffiti, stickers, non-transit related signs and posters from location.

e. Use stainless-steel cleaner to hand clean stainless-steel display cabinets at

RAPID locations.

f. Clean all stainless-steel surfaces which include kick plates, push plates, doors, light switch plates, partitions, restroom fixtures, and plumbing under sinks with a stainless-steel cleaner.

g. Clean any stains on interior walls.

h. Clean any stains on exterior walls and soffits.

i. Clean all interior/exterior glass leaving no streaks or smudges.

j. Clean and disinfect water fountains, telephones, ticket vending machines, and areas around doors.

k. Clean and sanitize toilets, urinals, sinks and flush fresh water down floor drains where necessary to prevent odors.

l. Clean and mop all restrooms and security building floors.

m. Sweep and clean closets and electrical rooms.

n. Ensure all dispensers are restocked to include: toilet paper, toilet seat disposable covers, paper towels, soap, and urinal deodorizer blocks.

o. Remove all debris in and around ground mounted air conditioner enclosures.

E. Additional Responsibilities

1. Inspect all facility lighting weekly at all transit centers and park and-rides to ensure lights are properly functioning and not damaged. Report any inoperable or damaged lights via email within twenty-four (24) hours to the CITY contract manager.

2. Clean reusable air filters and/or replace disposable air filters each month.

3. Clean gutters, parking canopies, shelter canopies, and roofs to remove leaves, dirt, debris, etc. in the months of April, July, October, and January. Take special care not to introduce water into the roof venting system.

4. Power sweep parking lots in the months of March and September or as requested by the city. The following locations are excluded from power sweeping: Ed Pastor, Paradise Valley, Montebello, Greg Stanton Central Station, and Thelda Williams

Transit Center.

5. Strip and seal vinyl composition tile floors in the months of March and December.

6. Install route information posters in kiosks at all transit centers, park-and-ride centers, and rapid transit stops, as requested by the CITY.

7. Vacuum carpeted areas once per week or as needed.

8. Shampoo carpeted areas once per year or as requested.

F. Trash Receptacles

Contractor shall perform the following at each visit:

1. Empty all indoor and outdoor trash receptacles

2. Remove any loose trash or debris that may be at the bottom of each receptacle

3. Remove stains and spills from each trash receptacles and replace trash liner. Where hooks are not available inside the trash receptacle, the liner may overlap outside the top of the receptacle no more than two (2") inches.

4. Once per week or upon request by CITY, pressure wash outdoor trash receptacles inside and outside.

G. Maintenance Repairs

Provide maintenance repairs to include, but are not limited to:

1. Reattaching chain to trash receptacle lids.

2. Reattaching bus logos

3. Reattaching shelter panels

4. Replace missing bolts

5. Refastening transit furniture

6. Tightening toilet seat and bowls

7. Tightening any wall mounted dispensers (i.e. paper towel dispenser, toilet seat, toilet seat cover dispenser, toilet paper dispenser)

8. Oiling or repairing privacy slide locks

9. Changing indoor and outdoor light bulbs

10. Unplugging drains, toilets,…