INVITATION FOR BID

IFB-26-FMD-0304

COMMERCIAL LOCKSMITH PRODUCTS AND

SERVICES

CITY OF PHOENIX

PUBLIC WORKS

251 W WASHINGTON ST, 8TH FLOOR.

PHOENIX, AZ

85003

RELEASE DATE: May 12, 2026

DEADLINE FOR QUESTIONS: June 18, 2026

RESPONSE DEADLINE: July 3, 2026, 2:00 pm

City of Phoenix

INVITATION FOR BID

IFB-26-FMD-0304

Commercial Locksmith Products and 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 - City of Phoenix Specification Guide for Locksmith Services Hardware

B - Exhibit B - Supplemental Terms and Conditions To All Airport Agreements

C - Acceptance of Offer Form

Invitation For Bid #IFB-26-FMD-0304 Title: Commercial Locksmith Products and Services

1. Introduction

1.1. Contact Information

Alvaro De Loera

Public Works

Email: alvaro.de.loera@phoenix.gov

Phone: (602) 534-2743

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 (Alvaro De Loera) at (602) 534-2743/Voice or 711/TTY, or alvaro.de.loera@phoenix.gov, no later than two (2) weeks prior to the meeting.

Solicitation Issue Date: May 12, 2026

Pre-Offer Conference (Non-Mandatory): June 4, 2026, 11:00am

Click the link to join Pre-Offer Conference:

https://teams.microsoft.com/meet/29307368

5540128?p=5YWU7xHMHOF37lhqip

Meeting ID: 293 073 685 540 128

Passcode: aT3cG7UQ

Join on a video conferencing device

Tenant key: cityofphoenix@m.webex.com

Video ID: 114 849 033 0

Written Inquiries Due Date: June 18, 2026, 2:00pm

Question Response Deadline: June 26, 2026, 2:00pm

Offer Due Date: July 3, 2026, 2:00pm

Please note: registration or RSVP to participate in the Pre-Offer Conference is required in order to obtain the Pre-Offer Conference meeting information. An Offeror who wishes to join the Pre-

Offer Conference for this solicitation is required to register using the weblink or access code provided prior to the meeting. Upon completion of registration, the Pre-Offer Conference meeting information will be forwarded to the registered email address.

https://teams.microsoft.com/meet/293073685540128?p=5YWU7xHMHOF37lhqip https://teams.microsoft.com/meet/293073685540128?p=5YWU7xHMHOF37lhqip mailto:cityofphoenix@m.webex.com

2. Instructions

2.1. Description – Statement of Need

The City of Phoenix invites sealed offers for Commercial Locksmith Products and 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 September 1, 2027, or the contract term start date that the Phoenix City Council approves or the Effective Date, whichever is later.

The term of this Agreement will be for five-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/254274. 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 Works Department, 200 W. Washington Street, 7th 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/254274

2.6. Inquiries

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

2.9. 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.

2.10. Submission of Offer

The City of Phoenix Public Works Department is accepting only electronic Offers for this solicitation. Offerors are responsible for submitting the Offer before the due date and time of the solicitation deadline.

The Offeror is responsible for managing potential delays due to delays caused by the Carrier or technical difficulties.

Submission of Offer – Electronic Submission:

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

Response” via https://procurement.opengov.com/portal/phoenix/projects/254274. 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.

2.11. 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.

2.12. 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/254274 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 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.

https://procurement.opengov.com/portal/phoenix/projects/254274 https://procurement.opengov.com/signup https://opengov.my.site.com/support/s/article/ca6d1285-1e48-4a21-bb0d-715edb7794ed https://opengov.my.site.com/support/s/article/ca6d1285-1e48-4a21-bb0d-715edb7794ed https://procurement.opengov.com/portal/phoenix/projects/254274

2.13. Pre-Award Qualifications

Offeror must have been in operation a minimum of five-years years. The Offeror’s normal business activity during the past five-years years will have been for providing the goods or services in this solicitation.

2.14. Minimum Qualifications

The qualified and responsive Offeror must meet all minimum qualifications listed below. Should an Offeror fail to meet one of the minimum qualifications identified, the Offer will be disqualified as non-responsive.

A. Must be a licensed locksmith in the State of Arizona.

B. Contractor must have a minimum 5-years of experience.

C. Ability to work with government facilities and high-security lock systems.

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. Bank's Letter of Commitment or Statement of Bonding Ability

Offerors must submit a letter from a bank or other financial institution evidencing the bank’s commitment to provide the Offeror, if successful, with a Letter of Credit (LOC) or Cash Deposit in the amount stated in Section 2.2X – Performance Guarantee. If submitting a Performance

Bond, Offerors must submit a letter from a bonding or insurance company stating that the

Offeror can qualify for and procure the performance and/or payment surety required in this solicitation. Submittals received without the required bank’s letter of commitment or statement of bonding ability may be considered non-responsive.

2.23. Contract Award

In accordance with the City of Phoenix Code, Chapter 43, Section 43-12, Competitive Sealed

Bidding, award(s) shall be made to the lowest responsive and responsible offeror(s) whose offer conforms in all material respects to the requirements set forth in this solicitation. 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.

2.24. Determining Responsiveness and Responsibility

Offers will be reviewed for documentation of any required minimum qualifications, and 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 will render an Offer nonresponsive.

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

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.

3. Scope of Work

3.1. Purpose

The purpose of this contract is to establish a contract with one or more qualified contractor to provide commercial locksmith products and services. Services include the items described in this Scope of Work but may also include related products that are typically provided in the course of normal industry practices but not specifically mentioned herein including hardware, locking systems and parts, installation, upgrades, replacements, repairs, emergency services, administrative services, and other related industry-standard tasks for City of Phoenix facilities.

Services may require simultaneous projects and systems maintenance at multiple locations throughout the Phoenix metropolitan area.

3.2. Objective

The objective of this contract is to provide the City of Phoenix with a qualified contractor for commercial locksmith services covered under this agreement. This contract supports the

Phoenix Strategic Plan under Infrastructure, Construct and Manage Public Facilities, to ensure

City facilities are safe, efficient, sustainable, cost-effective, well-maintained, and aesthetically acceptable for residents, visitors, and staff, while preserving long-term capital investments and ensuring uninterrupted service delivery.

3.3. Background

The City of Phoenix is responsible for maintaining its buildings and ensuring that they are secure for the public and internal staff who have access to them. As part of those efforts various departments within the City need to replace, upgrade, and provide preventative maintenance to their locking systems at their buildings. The performance of day-to-day operations, maintenance, or replacement of critical systems is essential to prevent liability to the building, its occupants, and systems. As such, the City requires that Contractor employ 'best practices' in carrying out its duties and obligations.

3.4. General Requirements

A. Staffing and Qualifications

1. Contractor shall maintain adequate staff who are properly trained, experienced and qualified to perform services identified in the scope of work.

2. All contractor staff shall possess any certifications, licenses or credentials to perform commercial locksmith and key-related services.

3. Subcontractors may be used with prior written approval from the City Representative.

The Prime Contractor remains fully responsible for performance.

B. Professional Conduct and Service Standards

1. Contractor shall perform all services in a professional, business-like, and efficient manner, providing the highest level of service, assistance, and courtesy to City staff and facility patrons.

2. All services performed shall meet industry standards for locksmith work and comply with City policies, manufacturer recommendations, and applicable regulations.

C. Workplace Conduct Requirements

1. Contractor shall comply with the City’s drug-free workplace policy and maintain a workplace free from violence, threats, or any form of harassment. Repeated violations may be cause for Contract cancellation. Contractor shall ensure these policies are communicated to and enforced for all personnel working at City facilities.

2. The City reserves the right to remove any contactor staff from City facilities if such contactor staff is in violation of these standards.

D. Meetings and Performance Reviews

1. Contractor and City Representative may request to meet as often as necessary, to review expectations and accomplishments. This will provide the opportunity to review issues and take corrective measures, to assure quality work performance is met and deadlines are achieved.

E. Contractor-Provided Tools, Equipment, and Supplies

1. Contractor is responsible for providing and transporting all supplies, tools, test equipment, and equipment needed to provide all necessary services as described in this Scope of Work. Tools and equipment include, but is not limited to:

a. Batteries,

b. Standard Hardware (fasteners, mounting hardware, etc.)

c. Ladders, Scissor Lifts

d. Boom Lifts

e. Any additional standard equipment, that conform to the standards generally recognized within the profession.

F. Equipment Rental Procedures

1. Contractor must submit a written quote including equipment description, quantity, and cost for approval by the City Representative prior to rental.

2. Contractor must provide a copy of the rental invoice with each reimbursement request.

3. Rental equipment shall be reimbursed at actual invoiced cost. No markup is allowed.

4. Delivery, service, or environmental fees are not permitted unless explicitly approved in writing by the City Representative.

G. Documentation and Reporting

1. An Inspection Report or Service Ticket must be provided with all invoices. The report shall include:

a. Description of issues found

b. Circumstances leading to the issue(s), if known

c. Description of how the issue(s) were resolved

d. Parts and labor used for diagnosis and repair

e. Confirmation that work was completed in accordance with the Shopping Cart, Purchase Order, or Change Order

H. Invoice Approval

1. The City will not authorize payment until a complete and satisfactory Inspection

Report is submitted.

3.5. Service Requirements

A. Response Times

1. Contractor is responsible for planning and implementing staffing rotations, on-call schedules, and backup coverage to guarantee compliance with response times requirement.

2. Contractor shall meet the following minimum response times for service requests unless otherwise approved by the City Representative.

3. Contractor must be available and prepared to respond to service calls within the service timeframes described in each category:

B. Routine Service (Scheduled Service)

1. Contractor must confirm the City Representative's call or email and schedule the

Routine Service within 24-hours.

2. Contractor must dispatch a locksmith technician within 2-business days of scheduled service notification.

3. Security Risk: Low

a. Routine Services security risk may include, rekeying, non-critical repairs, planned maintenance, key duplication, hardware replacement not affecting security or access.

C. Urgent Service (Same Day Service)

1. Contractor must confirm the City Representative's call or email and schedule the

Urgent Service within 2-hours of notification.

2. Contractor must dispatch a locksmith technician within 4-hours of scheduled service notification.

3. Security Risk: Medium

a. Urgent Service security risk may include repairing malfunctioning doors or locks that significantly impact operations but are not immediate safety risks.

D. Emergency Service

1. Contractor must confirm the City Representative's call or email and schedule the

Emergency Service within 1-hour of notification.

2. Contractor must dispatch a locksmith technician within 2-hours of scheduled service notification.

3. Emergency Service fee will only apply to service calls outside of the same-day or routine security risk.

4. Security Risk: High

a. Emergency Services security risk may include, replacing or repairing lockouts affecting critical operations, broken locks preventing facility access or egress, security breaches, compromised locks, or any condition that poses a safety or security risk.

E. Failure to Respond

1. Any failure by the Contractor to meet the required response timeframes shall be considered a material breach of the contract.

2. The City reserves the right to obtain emergency services from alternate sources and recover all associated costs from the Contractor without waiver of any additional remedies.

3. The City reserves the right to award the work to another Contractor if the work is time sensitive and Contractor cannot meet the emergency deadline for starting or properly/timely completing the work/project within the City's required timeframe.

4. Failure to respond and perform services within stated time parameters will require the Contractor to reimburse the City for all costs incurred to secure the facility.

F. Completion Time Standards

1. Contractor must maintain designated teams to handle all service-related calls and will be held to all of the performance standards as described in the Scope of Work.

a. Routine Service - shall be completed no later than 5 business days, unless otherwise scheduled with City staff.

b. Urgent Service - shall be completed within 1 business day, the same-day service requested.

c. Emergency Service - shall be completed as soon as reasonably possible, unless parts or specialized equipment must be sourced.

2. Any anticipated delays must be communicated to the City Representative immediately with justification and a revised completion timeline.

G. Callback/Warranty

1. Callbacks must be responded within 24-hours.

2. All work order and service arrangements shall be communicated to the City

Representative.

3. If called back the same day on the same project, Contractor must respond on-site for the repair at no labor cost to the City.

3.6. Hardware and Labor Requirements

A. Maintenance Service

1. Contractor shall maintain all equipment necessary to perform locksmith services and repairs. Services may be required when performing routine, urgent and emergency maintenance service assignments under this contract. Duties may include, but are not limited to the following:

a. Cutting keys by code to manufacturer specifications.

b. Rekeying the lock if the lock is in good working condition.

c. Replacing the entire locking mechanism with a locking mechanism of equal or better quality than the lock being replaced.

d. Key duplication.

e. lmpressioning keys.

f. Security gates and metal doors

g. Repair and installation of commercial-grade doors

h. Installing, repairing and/or replacing locking mechanisms and door hardware:

i. Hinges.

ii. Panic/Crash Bars

iii. Door Closers

iv. Cylindrical or mortise Cylindrical (Electronic type, such as Medeco XT)

v. Keypads (mechanical and/or electronic).

vi. ADA-compliant hardware

B. Routine Service (Scheduled Service)

1. If the Contractor service evaluation determines the work order or service request cannot be completed and fulfilled within the scheduled routine service. Contractor must immediately notify City Representative to make alternate arrangements within 24-hours, and work must be completed no later than 5-business days.

2. City Representative must approve the arrangements in writing. Failure to comply, the

City will not be liable for any payment of services performed the within the 5-business days. Contractor shall notify the City Representative, by phone and in writing, if the repair will take longer than 5-business days.

C. Urgent Service (Same Day Service)

1. All urgent service request must be resolved the same day.

2. If, after assessment, the Contractor determines the work cannot be completed the same day, the Contractor must immediately notify City Representative, by phone and in writing, to propose alternate arrangements.

3. City Representative must approve the alternate arrangements in writing. Failure to comply, the City will not be liable for any payment of services performed the following day.

D. Emergency Service

1. 24/7 Availability Requirement

a. The Contractor must be available to dispatch locksmith technicians 24/7/365, including weekends and all recognized holidays. Contractor must be available and onsite ready to perform service at any time, day or night, on any day of the week, year-round.

b. The Contractor must maintain updated emergency contact information and ensure that qualified personnel are continuously reachable by phone and email for immediate dispatch.

c. Upon notice of an emergency service request from the City Representative in the event of a high security risk due to complete loss of service on any or all exterior doors or other highly secured sites, the Contractor must respond by telephone to the City Representative within 1-hour of receiving the initial Emergency Services request.

d. The Contractor shall initiate response actions within 1-hour provide an Estimated

Arrival Time of the dispatched staff. Locksmith technician shall arrive on-site within no later than2-hours of the service request.

e. All work and repairs shall be completed the same day of the initial notification, unless otherwise agreed upon by the City and the Contractor, by phone and in writing, at the time of notification. Contractor must immediately notify City

Representative to make alternate arrangements. Such agreements will be followed up with supporting documentation.

E. Door and Hardware Requirements

1. All hardware and parts supplied shall be new, free from defects, and sourced from reputable manufacturers meeting commercial-grade or higher specifications.

2. Contractor shall maintain or have immediate access to commonly used door parts and hardware to meet service response and completion times. Contractor shall keep inventory stock in their warehouse or keep locally available via their suppliers and immediately available.

3. Contractor shall verify compatibility of all supplied hardware with existing doors, frames, and access control systems prior to installation.

4. Contractor shall provide product data sheets, cut sheets, and technical specifications when requested by the Owner prior to installation.

5. Any substitutions must receive written approval from the Agency/Owner before purchase or installation.

F. Replacement Parts

1. Contractor shall supply all door hardware, locking mechanisms, cylinders, keys, electronic access components, and related materials required for installation, repair, or replacement.

2. Delays due to lack of standard parts are not acceptable, unless the City approves in writing the replacement or alternative parts.

G. Labor Requirement

1. Contractor shall provide all labor necessary for proper installation, adjustment, service, and testing of all hardware included in this scope.

2. Contractor shall coordinate installation with other trades as necessary, including door and frame installers, electrical contractors, and access control integrators, to ensure complete and functional opening assemblies.

3. All work shall be performed by qualified locksmith personnel experienced in commercial hardware and in accordance with manufacturer instructions, industry best practices, and applicable codes.

4. Installation shall include proper aligning, fastening, drilling, coring, wiring (where applicable), programming (where applicable), and adjustment of hardware to ensure smooth, reliable, and secure operation.

5. Contractor is responsible for protecting surrounding finishes, repairing any damage caused during installation, and maintaining clean work areas throughout the project.

H. Hours of Operations

1. Services may be required at any time, day or night, on any day of the week, year-round.

2. Regular work hours shall be from 7:00 a.m. to 6:00 p.m., Monday through Friday.

3. After hours include any time outside of these hours, as well as all Saturdays, Sundays, and City-recognized holidays. Any work requested after-hours of regular work hours must receive prior written approval from an authorized City representative.

4. Labor rate will start upon arrival at the job site and end upon completion of work that day at the job site. The City will not accept charges for portal-to-portal rates or additional charges for service calls.

5. The City shall not pay for standby time unless authorized by the City. The requesting

City Representative must approve the use of multiple service people before the work is started. Purchase Order or Shopping Cart issued the first business day following the request. Labor shall be chargeable in 15-minute increments.

I. Warranty

1. Material Parts

a. Materials will adhere to all manufacturer's warranty. Warranties are inclusive of all parts, labor, travel time, fuel and other miscellaneous costs to Contractor and shall be absorbed by Contractor.

b. Material that carries a standard warranty that exceeds 1-year shall be honored by the Contractor. All manufacturers' warranties greater than 1-year shall be extended to the City.

c. All warranty work shall be performed at no cost to the City and billed using a

City-designated ‘Warranty Service’ category

2. Labor

a. All repairs are to be warrantied for a minimum of 1-year from the date of repair. If the same item must be repaired again for any failure during the warranty period, the follow-up service will be performed at no cost to the City and will start a new

1-year, parts and labor warranty period starting from the date of "in-service" installation.

b. Any deficiencies, malfunctions, or noncompliance issues identified by the City or discovered by the Contractor shall be corrected at no additional cost to the

City. Labor to repair or replace defective hardware or installation-related defects during the warranty period shall be provided at no cost to the City.

J. Invoice and Service Ticket

1. All equipment supplied or installed under the Scope shall be approved and comply with manufacturer listing and approvals for intended applications, and all applicable codes and ordinances of Federal, State, and Local authorities having jurisdiction.

2. Contractor shall list on the invoice and/or service ticket

a. Manufacture brand name

b. Part number of all parts ordered or installed

c. Model Series

d. Quantity

e. Unit Cost

f. Names of Technicians assigned to the Project.

g. Facility Building

h. Job Site Location Address

3.7. New Construction Requirements, System Upgrades and Additional Services

A. Lock Integration

1. Contractor must provide the on-site and technical field expertise to support the integration of all key and lock components, final re-keying, and electronic programming of stand-alone electronic locking hardware/devices to ensure operations and functionality is seamless.

2. Contractor must not deviate from Exhibit A - City of Phoenix Specification Guide for

Locksmith Services Hardware.

3. Contractor may be called upon to:

a. Coordinate with the City and General Contractor's schedule to complete work for a Certificate of Occupancy.

b. Develop detailed Cost Proposals working with the City and maintain City standards.

c. Coordinate work with site and project personnel to minimize any impact on day-to-day operations.

d. Provide project schedules and timelines.

B. Key System Integration

1. Contractor must provide the on-site technical and field expertise to support the integration of all key and locking hardware, components, and devices to ensure all related systems and sub-systems function seamlessly together. Contractor must not deviate from the City standards provided by the City Representative (reference

Exhibit A) for the design, engineering, and installation of Master Keying Systems and

Locking devices. Including but not limited to the following:

a. Sargent (Removable Core) Locking Systems.

b. Sargent Signature Series (Removable Cores) Locking Systems

c. Manufacturer locking hardware such as Allegion Locking Systems which includes

ASSA ABLOY, Von Duprin, Schlage, LCN and Ives.

d. Specification Sheets and Manuals for every installed device.

e. As built, including:

i. Names of Technicians assigned to the Project.

ii. Facility Building Name

iii. Job Site Location Address

iv. Line Prints/ End to End.

4. Standard Terms and Conditions

4.1. Definition of Key Words Used in the Solicitation

Shall, Will, Must: Indicates a mandatory requirement. Failure to meet these mandatory requirements may result in the rejection of Offer as non-responsive.

Should: Indicates something that is recommended but not mandatory. If the Offeror fails to provide recommended information, the City may, at its sole option, ask the Offeror to provide the information or evaluate the Offer without the information.

May: Indicates something that is not mandatory but permissible.

For purposes of this solicitation, the following definitions will apply:

“A.R.S.” Arizona Revised Statute

“Buyer” or “Procurement Officer” City of Phoenix staff person responsible for the solicitation.

The City employee or employees who have specifically been designated to act as a contact person or persons to the Contractor, and responsible for monitoring and overseeing the

Contractor's performance under this contract.

"City" The City of Phoenix

"Contractor" The individual, partnership, or corporation who, as a result of the competitive process, is awarded a contract by the City of Phoenix.

"Contract” or “Agreement" The legal agreement executed between the City of Phoenix, AZ and the Contractor.

“Days” Means calendar days unless otherwise specified.

“Chief Procurement Officer” The contracting authority for the City of Phoenix, AZ, authorized to sign contracts and amendments thereto on behalf of the City of Phoenix, AZ.

“Employer” Any individual or type of organization that transacts business in this state, that has a license issued by an agency in this state and employs one or more employees in this state.

Employer includes this state, any political subdivision of this state and self-employed persons. In the case of an independent contractor, employer means the independent contractor and does not mean the person or organization that uses contract labor. (A.R.S. 23-211).

“Offer” Means a response from a Supplier, Contractor, or Service Provider to a solicitation request that, if awarded, binds the Supplier, Contractor, or Service Provider to perform in accordance with the contract. Same as bid, proposal, quotation or tender.

“Offeror” Any Vendor, Seller or Supplier submitting a competitive offer in response to a solicitation from the City. Same as Bidder or Proposer.

“Solicitation” Means an Invitation for Bid (IFB), Request for Proposal (RFP), Request for

Quotations (RFQ), Request for Qualifications (RFQu) and request for sealed Offers, or any other type of formal procurement which the City makes public through advertising, mailings, or some other method of communication. It is the process by which the City seeks information, proposals, Offers, or quotes from suppliers.

“Suppliers” Firms, entities or individuals furnishing goods or services to the City.

“Vendor or Seller” A seller of goods or services.

4.2. City’s Vendor Self-Registration and Notification

Vendors must be registered in the City’s Procurement Portal at https://procurement.opengov.com/portal/phoenix to respond to solicitations and access procurement information.

Vendors are required to register in the City’s procurePHX Self-Registration System

(https://eprocurement.phoenix.gov/irj/portal) prior to contract execution. Registration is not required at the time of offer submission. However, the City will not execute a contract with any awarded vendor until registration is complete.

4.3. 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.

4.4. Contract Interpretation

A. Applicable Law: This…