Custodial_Services_for_Fire_Department.pdf

REQUEST FOR PROPOSAL - GOODS AND SERVICES

RFP GGS-26-0368

CUSTODIAL SERVICES FOR FIRE DEPARTMENT

CITY OF PHOENIX

FINANCE CENTRAL PROCUREMENT

251 W. WASHINGTON ST.

PHOENIX, AZ

85003

RELEASE DATE: October 1, 2026

DEADLINE FOR QUESTIONS: October 22, 2026

RESPONSE DEADLINE: November 5, 2026, 2:00 pm

City of Phoenix

REQUEST FOR PROPOSAL - GOODS AND SERVICES

RFP GGS-26-0368

Custodial Services for Fire Department

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 - Attachments A - C

Z - Acceptance of Offer Form 2026

Request For Proposal - Goods and Services #RFP GGS-26-0368 Title: Custodial Services for Fire Department

1. Introduction

1.1. Contact Information

William Langbehn

Finance Central Procurement

Email: william.langbehn@phoenix.gov

Phone: (602) 495-7237

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 (William Langbehn) at (602) 495-7237/Voice or 711/TTY, or william.langbehn@phoenix.gov, no later than five (5) business days prior to the meeting.

Solicitation Issue Date: October 1, 2026

Pre-Offer Conference (Non-Mandatory): October 8, 2026, 2:00pm

Will be conducted via Webex.

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Site Visit: October 15, 2026, 9:00am

9:00 a.m. to 10:00 a.m.

Fire Administration & Alarm Headquarters I

150 S. 12th St, Phoenix 85003

10:30 a.m. to 11:15 a.m.

Training Academy & Alarm Headquarters II

2425 W. Lower Buckeye Rd, Phoenix

85009

11:30 a.m. to 12:00 p.m.

Resource Support Services Building

2625 S. 19th Ave, Phoenix 85009

Please reference Section 2, Instructions, Subsection 2.22, Site Inspection, for more information.

Written Inquiries Due Date: October 22, 2026, 2:00pm

Offer Due Date: November 5, 2026, 2:00pm

2. Instructions

2.1. Description – Statement of Need

The City of Phoenix invites sealed offers for custodial services for the Fire Department.

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 August 1, 2027, or the Effective Date, whichever is later.

The term of this Agreement will be for two years, beginning on the Commencement Date, with three one-year options to extend, which may be exercised by the City in its sole discretion.

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/272710. 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, Finance Department, Central Procurement Division, 251 W Washington Street, 8th 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/272710

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/272710. 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/272710 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/272710 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/272710 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.

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 agreement. Insurance requirements are non-negotiable.

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. Site Inspection

A one-time walk-through site inspection tour will be conducted at the date and time indicated in the Schedule of Events. Submission of an offer will be prima facie evidence that the Offeror did, in fact, make a site inspection and is aware of all conditions affecting performance and offer prices.

2.23. Statement of Bonding Ability

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 statement of ability to secure a performance or payment surety may be considered as non-responsive. Offerors anticipating the submittal of a cash surety in lieu of a bond should submit a statement notifying the City.

2.24. Performance Bond

A performance surety in the amount of $1,000,000 of the total contract amount shall be provided by the Contractor immediately after notice of award. The City of Phoenix will not issue a written purchase order or give notice to proceed in any form until the surety is received by the

Procurement Officer. The performance surety must be in the form of a bond, cashier's check, certified check or money order. Personal or company checks are not acceptable unless certified. If surety is in the form of a bond, the company issuing the surety must be authorized by the Insurance Department of Arizona to transact business in the State of Arizona or be named on the approved listing of non-admitted companies. A Certificate of Deposit (CD) issued by a local Phoenix bank may also be used as a form of surety provided that the CD is issued jointly in the name of the City of Phoenix and the Contractor, and that the Contractor endorses the CD over to the City at the beginning of the contract period. Interest earnings from the CD can be retained by the Contractor.

2.25. 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.

2.26. 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.

2.27. 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.

2.28. Detailed Evaluation of Offers and Determination of Competitive Range

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.

2.29. Offers Not Within the Competitive Range

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

Range.

2.30. 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.

2.31. 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. PURPOSE

The purpose of this contract is to satisfy the Custodial Services needs of multiple Phoenix Fire

Department locations. The City anticipates awarding a single contract to the most qualified, responsive, and responsible Contractor. The contract term is for a two-year period, with three one-year options to extend for up to a total of five years. The services will be provided at 24 different Fire Department facilities.

3.2. GENERAL REQUIREMENTS

The Contractor shall:

A. Provide staff of experienced, qualified personnel, capable of providing the services to be performed under this contract. The Contractor will not subcontract any portion of the work.

B. Designate a single primary point of contact within the Contractor’s organization for the

Fire Department to route all communications, quality reviews, corrective actions, and personnel requirements through.

C. Be responsible for maintaining assigned buildings so that their overall appearance signifies a high degree of cleanliness.

D. Perform custodial services in an efficient, customer-friendly, and well-run manner to meet the needs of the Fire Department.

E. The Contractor shall establish a Staffing and Operations Plan with a complete cleaning work schedule for each Facility Location and shall be made available upon request by the Fire Department.

F. Provide dedicated staffing for each facility so that the same individual resources are assigned to the same building, floor, or special tasks. The Contractor shall make best efforts to limit the use of fill-in staff, even if the individuals are properly permitted and included in the Staffing and Operations Plan.

G. Provide all necessary trained personnel, supervision, scheduling, equipment, and tools, including maintaining equipment and tools, cleaning chemicals, supplies, and other accessories required to perform the custodial services.

H. Attend a start-up meeting with the Department contact and procurement officer no less than four (4) weeks prior to the contract start date. Meetings(s) may include a walk-through of each site location.

I. Allow for up to 30-days for background checks and CJIS clearance of all employees.

Assure that, once notified by the Department, fingerprinting of Contractor’s employees is completed within seven days.

J. Provide, at a minimum, cleaning equipment, and cleaning products as specified in

Section 3, Scope of Work, Subsection 3.21, CLEANING EQUIPMENT

SPECIFICATIONS and Section 6, Special Terms and Conditions, Subsection 6.41.

Environmental Preferred Products of this contract.

K. Furnish all cleaners, disinfectants, waxes, wax stripping materials (including ecology-designed stripper pads), wastebasket liners, disposable bags for sanitary disposal, screened deodorant bars for toilets, and urinals, urinal cartridge kits, paper towels, and cloths. The City shall provide hand towels, toilet tissue, hand soaps, sanitary napkins, and seat covers.

L. Maintain sufficient inventory of all cleaning supplies at all times to perform specified tasks. The Contractor’s onsite point of contact (POC) for each location shall provide guidance.

M. Respond to all emergency calls within a two (2) hour period. The Contractor shall be compensated at the hourly rate indicated in the pricing section if the Contractor’s employee is called back to a facility after the completion of the daily cleaning tasks OR the required onsite shift is completed.

N. Schedule special floor and carpet cleaning, including spray buffing, machine scrubbing, high traffic carpet cleaning, and all upholstered furniture and partition cleaning to be performed separately from and in addition to the daily required cleaning schedules. All floors, carpets, upholstery care, or partition cleaning must be scheduled in advance with the Department contact.

O. Provide and comply with the Staffing and Operations Plan proposed by the Contractor.

Such plan shall be kept current and on file with the Department.

3.3. CONTRACTOR STAFFING AND OPERATIONS PLAN

The Contractor shall submit a Staffing and Operations Plan with a complete cleaning work schedule for each service location to the Fire Department. Operations Plans with work schedules shall be submitted within fifteen (15) calendar days prior to the start of the contract for review and approval by the Department Contact. The Fire Department has the right to make final changes as needed to meet Fire Department requirements.

A. The Fire Department may require modifications to the procedures set forth in the Staffing

Plan and Operations Plan to promote efficient administration and public convenience.

B. The Staffing and Operations Plan shall be kept current and on file at all times with the

Department Contact and must address the following:

1. The Contractor shall make modifications to the Staffing and Operations Plan as appropriate; all changes are subject to the Fire Department’s review and approval.

2. Employees and representatives of the Contractor shall be sufficiently fluent in the

English language to read and understand chemical labels and signs. The Contractor must certify that all employees are trained to recognize and understand Universal

Safety Symbols. The Contractor’s Supervisor or Lead must adhere to Section 6, Special Terms and Conditions, Subsection 6.20., Communication in English.

3. The Contractor shall submit a current list of employees fifteen (15) calendar days prior to the start of this contract and thereafter as needed to maintain current records. A list is to be submitted of all employees who have been cleared and are ready to perform work under this contract.

4. Changes in the employment list and facility assignment shall be reported to the Fire

Department no less than twenty-four (24) hours before the changes become effective, but not before background checks and badging are completed. The employment list and changes are to be submitted to the Department Contact.

5. The Contractor shall provide appropriate training to employees prior to the beginning of service, as well as ongoing training, under this contract to ensure the competent performance of the work during scheduled hours. Each new and reassigned employee will receive onsite training by the Contractor during the first two (2) days of employment and follow up in the second week. Thereafter, additional training may be required or requested. The Contractor may be required to submit proof of training received by each employee.

6. The Contractor must ensure that all employees are trained in evacuation procedures.

All employees will participate in Fire or other facility evacuations.

7. The Contractor shall be responsible for the conduct, demeanor, and appearance of its entire staff.

8. The Contractor shall monitor schedule adherence and supervision will be available or reachable at all times.

9. A Contractor employee who has been prohibited from working at a City facility because of a breach of trust cannot be assigned to any other City facility.

3.4. SITE AND EMPLOYEE SUPERVISION

The Contractor will inspect all sites at the rate of one time per week per shift unless otherwise stated; using the Quality Control Checklist from the Custodial Service Performance Report

Form (Attachment A), to ensure the sites and employees meet contractual standards.

“Supervision” includes, but is not limited to, thoroughly inspecting each site and notating findings of any problematic areas on the Custodial Contractor Daily Report Form (Attachment B).

Problematic areas shall include the following:

A. Unsatisfactory cleaning.

B. Checking all areas for additional maintenance needs.

C. Contacting/interfacing with on-site City staff.

D. Ensuring that employees are wearing City and company-issued badges.

E. Inspect all equipment to ensure performance.

F. Checking supplies and restocking products.

G. Checking the SDS for expiration dates and replacing outdated sheets.

H. Supplying and filling out HMIS labels for products not imprinted with this information.

I. Verifying timesheet/timecard entries are correct.

3.5. CUSTODIAL CONTRACTOR DAILY REPORT

A Custodial Contractor Daily Report (Attachment B) will be supplied by the City and must include the following information:

A. All employees, including the floor crew, supervisors, and other Contractor representatives must legibly print name (as it appears on their City badge), date, arrival, and departure times. All Contractor employees must log in and out individually on the Custodial Daily Report. Employees must log in and out for lunch periods. All entries must be legible for man-hour verification. Quotation marks (““) are not allowed in lieu of first or last name on signature lines.

B. Corrections on Custodial Daily Report will consist of a single line through the error and initialed by the supervisor. All non-legible and obliterated entries will be considered as no hours worked.

C. Discrepancies from the routine work scheduled and an explanation of the circumstances involved.

D. Any property or equipment not in a serviceable or operating condition listed by description and location.

E. Damage, vandalism, or broken windows, listed by description and location.

F. Any and all problems and/or complaints of a minor nature, or similar isolated incidences, may be handled directly between the Contractor’s supervisor and the Department

Contact. A summary of the incident and resolution will be contained in the Custodial

Daily Report.

G. The City will supply the Custodial Contractor Daily Report forms. Forms must be left on site for the Department Contact to review.

3.6. EMPLOYEE IDENTIFICATION

A. All employees must be in uniforms that bear an easily visible company name or logo on the front and/or back. All employees with the exception of owners and management (this does not include field or site assigned supervisors) must be in company uniform while on site.

B. Uniforms are to be approved by Department Contact and must not be dirty, stained, or torn. Open-toed shoes, shorts, and hats are not acceptable. Employees shall not wear colors or clothing associated with gangs.

C. All employees shall wear their City-issued badge at all times while performing contract duties at City facilities. Department Contact may require badges to be worn on an armband. Please see Section 6, Special Terms and Conditions, Subsection 6.33., Employee Identification and Access.

3.7. BUILDING/SITE ACCESS

A. The Contractor’s employees are forbidden access to designated restricted areas.

Access to each building shall be as directed by the Department Contact. The

Contractor’s employees are not authorized access other than during scheduled hours for the custodial services. The Contractor’s employees may not leave the premises during working hours except for their lunch break and in cases of emergency or approval from the Department Contact.

B. If applicable to the site, all doors will be locked upon completion of cleaning and any alarm system re-set. The Contractor’s employees will be trained in the arming/disarming procedures of the alarm system. Any fines received resulting from an error in the

Contractor’s personnel arming/disarming the system will be deducted from the

Contractor’s monthly invoice. Deductions may also be taken if City staff is contacted outside of regular business hours, due to negligence of the Contractor staff, for assistance in the alarm system or any other problem due to untrained staff.

C. Only authorized Contractor employees are allowed on the premises of the City of

Phoenix buildings while in the process of performing the services described herein or representing the Contractor as an employee authorized to perform these services. The

Contractor’s employees are not to be accompanied in the work area by acquaintances, family members, assistants, or any other person unless said person is an authorized

Contractor employee.

D. All Contractor employees must possess a City of Phoenix identification badge for site access. Department Contact may choose designated areas to leave badges and keys when the workday is complete. Please see Section 6, Special Terms and Conditions, Subsection 6.34., Key Access Procedures, Paragraph, Return of Badge or Key.

3.8. WORK WEEK

A. Unless designated otherwise, the normal work week will be Monday through Friday,

1. EXCLUDING CITY HOLIDAYS: City Holidays | City of Phoenix

3.9. WORK TIME DESIGNATIONS

A. Unless designated otherwise, the following time schedules are applicable:

1. Three (3) times daily – Work to be performed once per shift.

https://www.phoenix.gov/calendar/holidays.html

2. Two (2) times daily - Work to be performed once during the day shift and once during the evening shift.

3. One (1) time daily - Work to be performed each day.

4. One (1) time per week (weekly) - Work to be performed once per week with a minimum of four (4) days apart.

5. Two (2) times per week - Work to be performed twice per week with a minimum of two (2) days apart.

6. Three (3) times per week - Work to be performed on Monday, Wednesday, and

Friday.

7. One (1) time per month (monthly) - Work to be performed once per month with a minimum of three (3) weeks apart.

8. Two (2) times per month - Work to be performed twice per month with a minimum of two (2) weeks apart.

9. One (1) time per contract year (yearly) – Work to be performed once per contract year within the first sixty (60) days of each twelve (12) month period.

10. Two (2) times per contract year – Work to be performed twice per contract year with the first work to be performed within the first sixty (60) days and at six (6) months thereafter of each twelve (12) month period.

11. Four (4) times per contract year (quarterly) – Work to be performed at approximately ninety (90) day intervals with the first work to be performed within the first thirty (30) days of each contract year.

3.10. ALTERATION OF WORK HOURS

The Fire Department reserves the right to make alterations in specific work hours as may be found necessary or desirable. Such changes shall not invalidate the Contract nor release the surety and the Contractor agrees to perform the work as altered, the same as it had been a part of the original Contract. The Fire Department will make arrangements to cover unforeseen circumstances, which make it impossible to carry out the work in accordance with the original contract plans and specifications. Additional costs shall not be incurred for a change in work schedules.

3.11. CUSTODIAL SERVICE PERFORMANCE REPORT

A. The Department Contact may conduct monthly random facility inspections of the area(s) covered under this contract using a Custodial Service Performance Report

(Attachment A) to score performance. The purpose of the inspection is to assess the

Contractor’s adherence to the Scope of Work for each facility.

B. The Contractor’s point-of-contact or higher representative may be required to participate with the Department Contact.

C. A passing score must be achieved on each section the Custodial Service Performance

Report or a corrective action will be noted for that section. The report contains four sections with different weights for each section: 1) quality of service delivery (60%), 2) management and staffing (20%), 3) compliance of services (10%), and 4) environmental management (10%).

D. Inspection Procedures are as follows:

1. Each inspection will result in a written finding report which will be provided to the

Contractor for follow-up. The report will also include a list of any outstanding performances observed during the inspection, a list of concerns, and a list of suggested actions. All findings must be addressed by the Contractor.

2. If the Contractor is unable to respond within the requested time frame an extension may be requested by the Contractor granted by the Department Contact if unusual circumstances prevent compliance. If a response is not received by the Department

Contact within the agreed-upon time frame, the Department Contact will follow up with the…