Evaporative_Cooling_Equipment_Supplies.pdf

CITY OF TUCSON

REQUEST FOR PROPOSAL

250161

EVAPORATIVE COOLING EQUIPMENT SUPPLIES

Due Date: Wednesday, August 19, 2026

City of Tucson

255 W Alameda St

Tucson, AZ 85701

Procurement portal https://secure.procurenow.com/portal/tucson-az

Public Portal https://secure.procurenow.com/portal/tucson-az/projects/257245

PUBLISH DATE: July 27, 2026 https://secure.procurenow.com/portal/%7Bproject.government.code%7D https://secure.procurenow.com/portal/%7Bproject.government.code%7D/projects/%7Bproject.id%7D https://secure.procurenow.com/portal/%7Bproject.government.code%7D/projects/%7Bproject.id%7D

CITY OF TUCSON REQUEST FOR PROPOSAL NO. 250161

BUSINESS SERVICES DEPARTMENT Page 2 of 49 SHARED SERVICES PROCUREMENT DIVISION RESPONSIBLE CONTRACT OFFICER: Joseph Palacino

255 W. ALAMEDA, 6TH FLOOR, TUCSON, AZ 85701 PH: (520) 837-4126

Attachments:

A - Offer and Acceptance

E - HUD-5369-B

F - HUD-5370-C1 (MWRD > $250,000)

G - HUD-5370-C2 (MWRD > $2,000)

H - HUD-MWRD (FY25-26)

I - HUD-SECTION 3 (FY26)

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A. NOTICE

A.1. CITY OF TUCSON

NOTICE OF REQUEST FOR PROPOSAL NO 250161

TITLE: Evaporative Cooling Equipment Supplies

SUBMITTAL DUE DATE: Wednesday, August 19, 2026 AT 2:00 P.M. LOCAL AZ TIME

PRE-SUBMITTAL MEETING DATE: Wednesday, August 5, 2026

TIME: 9:30 am LOCAL AZ TIME

LOCATION: MICROSOFT TEAMS VIRTUAL MEETING

QUESTIONS SHALL BE DIRECTED TO: Joseph Palacino

(520) 837-4126 joseph.palacino@tucsonaz.gov

Posted Date: Monday, July 27, 2026

Competitive sealed offers for the material or service specified in this solicitation must be submitted through the City’s online bidding system. No late submitted offer will be accepted or considered.

Reponses submitted in physical form or by facsimile or email will not be considered. Offerors are cautioned to commence the submittal process sufficiently ahead of time to allow for unanticipated delays resulting from things like a slow internet connection, internet outage, difficulty uploading large documents, differing system requirements, etc.

Questions about this solicitation must be addressed to the responsible Contract Officer listed herein.

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B. INTRODUCTION

B.1. Summary

The City of Tucson, through its General Services Department, Facilities and Communications Maintenance (FCM) Division, is soliciting qualified vendors to furnish Evaporative Cooling Equipment Supplies on an as-needed basis. These supplies are required to support the ongoing maintenance, repair, and operation of the City’s evaporative cooling systems across a diverse portfolio of municipal facilities.

The City maintains an estimated inventory of approximately 1,500 evaporative cooling units, ranging from residential-scale systems to large, complex commercial-grade installations. The intent of this solicitation is to establish one or more contracts with responsible and responsive vendors capable of providing reliable, timely, and cost-effective access to required parts and materials.

B.2. Background

The City of Tucson operates and maintains a wide range of evaporative cooling equipment installed in various municipal buildings and facilities. These systems include multiple makes and models, reflecting both legacy installations and newer equipment currently in service.

The City’s existing inventory includes, but is not limited to, equipment manufactured by the following brands: UMP, Aircool, Mastercool, Champion, Juneaire, and Bigassfan. As a result, the City requires access to a comprehensive range of compatible supplies, replacement parts, and components to ensure continuity of operations and proper system performance.

Due to the scale and diversity of the installed equipment base, it is critical that awarded vendors demonstrate the ability to supply parts across multiple brands and system types, maintain consistent product availability, and support the City’s maintenance operations with minimal disruption.

B.3. Contact Information

Joseph Palacino Senior Contract Officer, CPPB Email: joseph.palacino@tucsonaz.gov Phone: (520) 837-4126 Department:

General Services mailto:joseph.palacino@tucsonaz.gov tel:(520)837-4126

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C. SCOPE OF WORK

C.1. SCOPE OF WORK

The City requires an extensive and comprehensive catalog of supplies and parts, from the everyday stocked items to special order items. The City has unique needs, and the amount and types of items purchased under this contract will be at the City's sole discretion. The manufacturer and product category classify the following list of supplies required to meet the City’s needs. These lists are not all-inclusive, but only represent the breadth of supplies required to meet operational needs. Please take a look at the Price Page for a representative group of sample items. This is by no means a comprehensive list.

C.2. General Requirements

A. STORE-FRONT/FACILITIES:

1. In order to assure that any ensuing Contract will provide the necessary products and support required for the materials specified, the contractor must have local storefront/facilities.

2. Each local storefront/facility must be staffed by trained technicians and have a sufficient parts inventory in order to provide quality service on the material specified.

3. The City may inspect the storefront/facility to determine adequacy.

B. USAGE REPORT:

1. The Contractor shall provide an electronic copy of a usage report upon request to the Designated City Contract Representative.

a. At a minimum, the report shall be sent after eleven (11) months of the Contract term.

b. The report shall provide complete information on the items purchased under this Contract.

i. At a minimum for each item sold, the report should list the manufacturer name, model number, part number, item description, quantity sold and total spend.

C. WARRANTY:

1. Offeror shall warrant that all equipment and parts furnished in their offer are newly manufactured and free from defects in material and workmanship for no less than one (1) year from the date the equipment is delivered or installed.

2. Warranty shall also guarantee accepted trade standards of quality, fitness for the intended uses, and conformance to promises or specified specifications.

3. No other express or implied warranty shall eliminate the vendor’s liability as stated herein.

C.3. PRODUCT REQUIREMENTS

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A. CURRENT PRODUCTS:

1. All products being offered in response to this solicitation shall be in current and ongoing production.

2. All products shall be formally announced for general marketing purposes.

3. All Products shall be a model or type currently functioning in a user (paying customer) environment and capable of meeting or exceeding all specifications and requirements outlined in this solicitation.

B. DEFECTIVE PRODUCT:

1. All defective products shall be replaced and exchanged by the Contractor at no expense to the City.

2. The cost of transportation, unpacking, inspection, re-packing, re-shipping, or other like expenses shall be paid by the Contractor.

a. All replacement products must be received by the City within seven (7) days of initial notification.

C. PRODUCT CATEGORY:

1. A comprehensive and extensive line of quality-made OEM and aftermarket parts, materials, and supplies to support the daily maintenance, repair, and operations functions of the City.

a. The categories shall include, but are not limited to, the following:

i. HVAC:

I. Water heaters, air conditioners, evaporative coolers, box frame air filters, condenser fans, motors, belts, thermostats, cooler pumps, and blower wheels.

ii. OTHER CATEGORIES

I. Other related items not listed in the above categories.

D. MANUFACTURERS:

1. Submit a list of all manufacturers that your company can provide for this contract.

2. Distinguish between those that are regularly stocked in your storefronts and those that are order only.

E. MANUFACTURER'S REPRESENTATIVE:

1. Vendors who submit an offer as a manufacturer's representative must supplement the offer with a letter from each manufacturer involved.

2. The letter shall certify that the vendor is authorized to provide the specific equipment presented, that the vendor is authorized to submit an offer on such equipment, and guarantees that should the vendor fail to fulfill any obligations established as a result of a Contract award, the manufacturer, upon assignment by the City, will either assume such obligations or provide an alternate authorized vendor for the balance of the Contract period.

3. All other terms and conditions of the Contract shall remain the same.

F. EQUIPMENT/RECALL NOTICES:

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1. In the event of any recall notice, technical service bulletin, or other important notification affecting equipment purchased from this contract, a notice shall be sent to the Contract Representative. It shall be the responsibility of the contractors to assure that all recall notices are sent directly to the agencies Contract Representative.

C.4. Service Requirements

A. SERVICES:

1. The City is interested in evaluating the following categories of value-added services for inclusion in this contract.

2. The categories include, but are not limited to, the following:

a. DELIVERY SERVICE:

i. Contractor shall provide delivery services for products acquired through this contract.

ii. Contractor shall coordinate the delivery and removal of products with the City of Tucson representative identified for each order.

b. TECHNICAL SERVICES:

i. Contractor shall provide as-needed technical advice on products.

ii. Contractor shall be available to do this on-site when requested to do so.

c. CUSTOMER SUPPORT SERVICES:

i. Provide the policies on replacements, returns, restocking charges, after hours service, after sales support, out of stock, order tracing, technical feedback, quality assurance for orders and drop shipments.

d. EMERGENCY AFTER HOURS SUPPORT:

i. Provide access to storefront and/or delivery after normal business hours to support City of Tucson acquisition of parts and supplies to complete emergency repairs.

e. OTHER SERVICES:

i. Value-added services that your firm can provide not included in the above listed categories.

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D. INSTRUCTIONS TO OFFERORS

D.1. DEFINITION OF KEY WORDS USED IN THE SOLICITATION

For purposes of this solicitation and any subsequent contract, the following terms have the meanings set forth below:

City:The City of Tucson, Arizona

Contract:The legal agreement(s) executed between City and the Successful Offeror(s). The Contract will be deemed to include all the conditions and requirements set forth in this solicitation and any Addenda to the solicitation, all the Special Terms and Conditions and Standard Terms and Conditions, and all the terms of the Offer submitted by Offeror as finally negotiated and accepted by the City.

Contractor/Consultant:A Successful Offeror that enters into a Contract with the City.

Contract Representative:The City employee or employees who have been designated to act as the City contact for this solicitation process and who are responsible for monitoring and overseeing the Contractor's performance under the Contract.

Business Services Director:The contracting authority for the City, authorized to sign contracts and addenda thereto on behalf of the City.

May: Indicates something that is not mandatory but permissible.

May not:The indicated party is prohibited from taking the action.

Must: The action or condition is required.

Offer:Any proposal, statement of qualifications, bid, or other submission provided by an Offeror in response to this Solicitation.

Offeror: Each individual or entity that submits an Offer in response to this solicitation.

Successful Offeror: An Offeror who received a Notice of Award or a Notice of Intent to Award from the City.

Will:The indicated party is promising to take the action or abide by the condition.

D.2. PRE-SUBMITTAL MEETING

A Pre-Submittal Meeting will be held at the date and time stated on the cover page of this solicitation, if such a date and time is provided. Attendance at this meeting is not mandatory, but written minutes and/or notes regarding the meeting will NOT be provided, so attendance is encouraged. The purpose of this meeting will be to clarify the contents of this solicitation in order to prevent any misunderstanding of the City's position.

D.3. INQUIRIES

Any questions about this solicitation or the proposed Contract must be presented at the Pre-Submittal Meeting, if there is one (see above), or submitted in writing, via email, or through the online bidding system, to the Contract Officer by the Question Submission Deadline. The email must refer to the solicitation number and the paragraph number of the provision that the question concerns. The Contract

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Officer may respond by email or may, if they deem it appropriate, address the question in a solicitation addendum or response through the question and answer portal in the online bidding system. Offeror may not rely on oral interpretations or clarifications about the solicitation; only questions answered in an email by the Contract Officer, posted through the online bidding system, or posted as a formal solicitation addendum will be binding.

D.4. ADDENDUM OF SOLICITATION

Solicitation Addenda will be posted on the City’s link to the online bidding website. Offeror is responsible for checking the webpage regularly for new solicitation addenda and must acknowledge each addendum to this solicitation in its submittal. Please note that vendors who have registered with the Business Services Department at https://procurement.opengov.com/portal/tucson-az and follow the City of Tucson will receive email notifications of solicitation addenda.

D.5. UNDERSTANDING SCOPE OF WORK

Before submitting an Offer to this solicitation, Offeror must familiarize itself with the Scope of Work, laws, regulations, physical conditions, and other factors affecting the obligations – including the expense and difficulty of fulfilling those obligations – that Offeror will have under the Contract if awarded to Offeror. No adjustment to the financial or other terms of the Contract will be justified by Offeror’s failure to fully understand or appreciate the Contract requirements or other factors affecting Contract performance.

D.6. PREPARATION OF OFFER

A. Form and Organization. If Offer forms are included in this Solicitation, Offeror’s Submittal must be on those forms. Supporting documentation must be arranged in a manner that follows and clearly refers to corresponding sections of the solicitation. Offeror may copy the submittal forms in order to complete them electronically but may not alter or rearrange them or change any paragraph designations.

B. Confidential Information. Any information in its submittal that Offeror wishes to be treated as confidential must be clearly marked “CONFIDENTIAL.”

C. Offer Contents. Offeror’s submittal must contain responses to all sections of this solicitation, any Offer forms provided must be completed and any requested supporting documentation must be attached.

D. Signatures. Offeror must include in their submittal signed copies of the Offer and Acceptance page. Any cover letter accompanying the proposal documents must be signed. Offeror must initial each erasure, interlineation or other modification in the submittal. The person signing and initialing on behalf of Offeror must be a person authorized to legally bind Offeror.

E. Prices. Where a unit price is provided it will govern over any erroneous extension of the price.

F. Time Periods. Periods of time, stated as a number of days, will be calendar days unless specifically stated otherwise.

G. Accuracy. Mistakes in preparation of its submittal confers on Offeror no right to modify or withdraw its submittal after the Submittal Deadline.

https://procurement.opengov.com/portal/tucson-az

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H. Cost of Preparation. The City will not reimburse Offeror for the cost of developing, presenting, submitting or providing any response to this solicitation.

I. Subcontractors. Offeror must, in their submittal, list any subcontractors that it will utilize in the performance of the Contract if they are awarded the Contract and must describe their qualifications in detail.

J. Incomplete Information. Failure to include all requested information may have a negative impact on the evaluation of Offeror’s submittal.

D.7. PAYMENT DISCOUNTS

Payment discount periods shall be computed from the date of receipt of the material/service or correct invoice, whichever is later, to the date City’s payment warrant is mailed. Unless freight and other charges are itemized, any discount provided shall be taken on full amount of invoice. Payment discounts of twenty-one calendar days or more shall be deducted from the proposed price in determining the price points. However, the City shall be entitled to take advantage of any payment discount offered by a vendor provided payment is made within the discount period. The payment discount shall apply to all purchases and to all payment methods.

D.8. TAXES

The City is exempt from federal excise tax, including the federal transportation tax, but is not exempt from any other taxes, including state and local sales and excise taxes.

D.9. EXCEPTIONS TO CONTRACT PROVISIONS

By submitting an offer in response to this solicitation, Offeror is offering to enter into the Contract with the City. If Offeror wishes to modify any Contract terms and conditions, Offeror must, in its Offer, clearly identify the changes it is requesting. No requested modification will be deemed accepted by the City unless and until the City’s Business Services Director or their designee expressly accepts it in writing.

D.10. PUBLIC RECORD

Any documents submitted by Offeror in response to this solicitation will become the property of the City.

Except as set forth below with respect to Confidential Information, the Submittal will be deemed to be a public record available for review by the public after the award notification.

D.11. CONFIDENTIAL INFORMATION

The City is obligated to abide by the Arizona Public Records Law, A.R.S. §§ 39-101 through 39-161. If Offeror believes that any portion of its Offer, specification, protest or correspondence contains information that is confidential and subject to being withheld from disclosure in the event that the City receives a public records request to which the record is responsive, Offeror must, when the record is submitted, provide the Contract Officer written notification of that fact. The records or portions of records that Offeror wishes to be treated as confidential must also be clearly marked “CONFIDENTIAL” on their face. Pricing will not be treated as confidential.

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If the City, after award notification, receives a public-records request the scope of which includes a document submitted by Offeror and marked "CONFIDENTIAL", the Contract Officer will make a written determination regarding whether the document will be provided to the requestor. If the Contract Officer determines that the document should be released, City will notify Offeror in writing. Unless Offeror, within 10 days after the date of that notice, obtains and provides to City an order from a court of competent jurisdiction prohibiting the City from releasing the documents, the City may release the documents without any liability to Offeror.

D.12. WHEN AND HOW TO SUBMIT OFFERS

In order to be considered, Offeror must, no later than the Offer Submittal Deadline, submit its Offer electronically through the City’s online bidding system:

https://procurement.opengov.com/portal/tucson-az

NOTE: THE ENTIRE OFFER MUST BE IN "“SUBMITTED"” STATUS IN THE CITY’S ONLINE

BIDDING SYSTEM IN ORDER TO BE CONSIDERED. RESPONSES THAT HAVE BEEN CREATED

IN THE SYSTEM, BUT THAT ARE NOT IN "“SUBMITTED"” STATUS BY THE OFFER SUBMITTAL

DEADLINE WILL NOT BE CONSIDERED.

D.13. CERTIFICATION OF NONCOLLUSION; CONFLICTS OF INTEREST

Offeror will not communicate, orally or in writing, with any member of the Mayor and Council, or with any City staff outside the Procurement Division of the Business Services Department, regarding this Solicitation. By submitting an Offer, Offeror warrants that:

A. Preparation and submission of the submittal did not involve collusion or other anti-competitive practices.

B. 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, meal or service to a public servant in connection with this solicitation.

C. No person has been employed or retained to solicit or secure a Contract under this solicitation upon a promise of a commission, percentage, brokerage, or contingent fee.

D. No employee of the City involved in this Solicitation process, or any family member of such an employee, has any substantial financial interest in Offeror’s firm. No member of the City of Tucson Mayor and Council who has, or whose family member has, any substantial financial interest in Offeror’s firm will participate in any action taken by the Mayor and Council with respect to this Contract. The terms “relative” and “substantial interest” have the meanings assigned in A.R.S. § 38-502

The City may disqualify Offeror from further participation in the solicitation process if the City determines that any City employee or official involved in this Solicitation process has an actual or apparent conflict of interest or if Offeror has engaged in any collusion or anti-competitive practices.

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D.14. WITHDRAWAL OF OFFER; BINDING OFFER

By submitting an Offer in response to this Solicitation, Offeror is offering to enter into the Contract with the City. Offeror may withdraw a submitted Offer at any time prior to the Offer Submittal Deadline.

Telephonic or oral withdrawals are not effective.

Offeror cannot withdraw an Offer that is in “submitted” status as of the Offer Submittal Deadline unless the Director of the Business Services Department consents in writing to the withdrawal. The Offer will be irrevocable for 90 days after the Offer Submittal Deadline.

D.15. DISCUSSIONS

The City may, at its discretion, conduct discussions with Offeror for the purpose of eliminating minor irregularities, informalities, or apparent clerical mistakes in Offeror’s submittal in order to clarify the offer and assure full understanding of, and responsiveness to, solicitation requirements.

D.16. VENDOR REGISTRATION; BUSINESS LICENSE

In order to be eligible for award of a Contract, Offeror must:

A. Register with the City’s Business Services Department. Registration can be completed at https://procurement.opengov.com/portal/tucson-az

B. Obtain a City of Tucson Business License or a written determination from the City's Business License Section that a license is not required. For questions contact the City's Business License Section at

(520) 791-4566 or email at license@tucsonaz.gov mailto:license@tucsonaz.gov

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E. OFFER EVALUATION AND CONTRACT AWARD

E.1. PROPOSAL EVALUATION CRITERIA – (listed in relative order of importance)

A. Method of Approach

B. Qualifications and Experience

C. Price Page

E.2. INTERVIEWS

The City may interview some or all of the offerors at any point during the evaluation process. If interviews are conducted, information provided during the interview process will be taken into consideration in the evaluation process. The City will not reimburse the Offeror for any costs Offeror incurs during its participation in the interview process.

E.3. ADDITIONAL INVESTIGATIONS

The City may undertake any additional investigations it deems appropriate to evaluate the competence and financial stability of any offeror.

E.4. OTHER INFORMATION

Information that evaluation committee members have about an offeror beyond what is provided in the offeror’s Offer may be taken into consideration during the evaluation process.

E.5. PRICE

A. Tax Offset Policy. If applicable under Section 28-18(6) or Section 28-17(7)(d) of the Tucson Procurement Code, the City will include the amount of all business privilege taxes other than the City’s in evaluating the pricing component of each Offer.

B. Payment Discounts. Any discounts offered by Offeror for payments made within 21 calendar days or more will be deducted from the proposed price in evaluating an offeror’s pricing.

However, the City may take advantage of any early- or timely-payment discounts offered by a vendor. Any proposed payment discount will apply to all purchases and to all payment methods

E.6. CITY’S RIGHT TO WAIVE DEFECTS OR REJECT OFFERS

Notwithstanding any other provision of this solicitation, the City may:

A. Waive any immaterial defect or informality; or

B. Reject any or all submittals, or portions thereof; or

C. Reissue the solicitation.

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E.7. CONTRACT NEGOTIATIONS

At the City’s discretion, it may negotiate with one or more responsible offerors to agree upon the final conditions, terms and price of the Contract. In doing so, the City will treat offerors fairly and will not disclose to any offeror information from responses submitted by other offerors. Exclusive or concurrent negotiations do not constitute a contract award and do not confer any rights to the offerors participating in such negotiations. In the event the City deems that negotiations are not progressing, the City may formally terminate these negotiations and may enter into concurrent or exclusive negotiations with the next most qualified firm(s).

E.8. AWARD OF CONTRACT

A Contract is created when, and only when, it is formally awarded, which occurs when the Business Services Director and the City Attorney sign the Offer and Acceptance page of the Successful Offeror’s submittal. When a Contract is awarded, the City will send the Contractor a Notice of Award.

The City may first issue a Notice of Intent to Award to the Successful Offeror(s). Offeror, if it receives a Notice of Intent to Award from the City, must sign and file with the City, within ten (10) days after receipt of the Notice, all documents necessary for execution of the Contract. A Notice of Intent to Award does not create a contract. Only a subsequent formal award, as described above, creates a Contract.

E.9. MULTIPLE AWARDS

The City, at its sole discretion, may award multiple Contracts.

E.10. SUBMITTAL RESULTS

After the City issues a Notice of Award, the City will post the name(s) of the Successful Offeror(s) on the Business Services Department’s Internet site at https://procurement.opengov.com/portalucson-az/contracts

E.11. PROTESTS

Any interested party, may, in accordance with Article IX of the Tucson Procurement Code, protest either this solicitation or the award of a Contract under this solicitation. A protest based on alleged improprieties in this solicitation must be filed no later than five (5) working days before the Proposal Submittal Deadline. A protest of a proposed or actual award must be filed no later than ten (10) calendar days after the City issues a Notice of Intent to Award or, if no Notice of Intent to Award is issued, after the City issues a Notice of Award.

A protest must be made in writing and filed with the Contract Officer. It must include:

A. The name, address, and telephone number of the protestant;

B. The signature of the protestant or its representative;

C. The solicitation or Contract number;

D. A detailed statement of the legal and factual grounds for the protest along with copies of all relevant documents; and https://procurement.opengov.com/portalucson-az/contracts https://procurement.opengov.com/portalucson-az/contracts

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E. The form of relief requested.

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F. EVALUATION CRITERIA

No. Evaluation Criteria Scoring Method Weight (Points)

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1. Method of Approach

A. Delivery Capabilities

1. Describe your firm’s approach to order fulfillment and delivery. Include standard delivery timelines, ability to accommodate expedited or emergency orders, delivery methods, and any associated costs or limitations.

B. Order Processing and Fulfillment

1. Explain your procedures for receiving, processing, and fulfilling orders. Include controls for order accuracy, handling of backorders, and communication with City staff regarding order status.

C. Invoicing Procedures

1. Describe your invoicing process, specifically addressing the City’s preference for invoicing at the time of product pickup or delivery. Include available billing formats (e.g., electronic invoicing), itemization practices, and payment terms.

D. Account Management and Point of Contact

1. Explain how your firm will provide a dedicated single point of contact for the City.

Include the representative’s responsibilities, availability, escalation procedures, and continuity of service in the event of staff absence.

E. Customer Service and Issue Resolution

1. Provide an overview of your customer service approach, including how order discrepancies, returns, warranty claims, and urgent requests are managed to minimize operational disruption.

F. Manufacturer Availability and Sourcing Approach

N/A N/A

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1. Describe your firm’s approach to sourcing products from multiple manufacturers.

Include how you ensure timely access to both stocked and special-order items and how substitutions or equivalents are handled, if applicable.

G. Emergency Response Capability

1. Describe your firm’s ability to respond to emergency or urgent requirements. Include availability of after-hours support, response times, access to critical inventory, and procedures for prioritizing emergency orders.

H. Certifications and Compliance

1. Identify and provide documentation for all relevant certifications held by your firm (e.g., Certifications X, Y, Z).

Include a description of how these certifications support your ability to provide quality products and services under this contract.

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2. Qualifications and Experience

A. Manufacturer Coverage and Inventory

1. Submit a comprehensive list of all manufacturers your firm can supply under this contract.

2. Clearly distinguish between manufacturers and products that are regularly stocked in your storefront(s) and those that are available on an order-only basis.

3. Demonstrate your ability to support a diverse equipment base.

B. Manufacturer’s Representative Authorization

1. If submitting as a manufacturer’s representative, provide letters from each manufacturer represented.

2. Each letter shall certify that:

a. The vendor is authorized to provide the specific equipment proposed;

b. The vendor is authorized to submit an offer on behalf of the manufacturer; and

c. In the event the vendor fails to fulfill contractual obligations, the manufacturer—upon assignment by the City— will either assume such obligations or designate an alternate authorized vendor for the remainder of the contract term.

3. Explain your process for maintaining and updating such authorizations.

C. Relevant Experience

1. Describe your firm’s experience in supplying evaporative cooling equipment supplies to governmental entities or

BUSINESS SERVICES DEPARTMENT Page 20 of 49 organizations of similar size and complexity.

2. Include contract scope, duration, and outcomes.

D. Years in Business and Organizational Stability

1. Provide the number of years your firm has been in business, including any prior business names or organizational changes.

2. Describe your firm’s organizational stability, growth, and experience relevant to the scope of this solicitation.

E. Product Availability and Supply Chain Reliability

1. Demonstrate your firm’s ability to maintain consistent product availability across multiple brands.

2. Include information on inventory practices, supplier relationships, and contingency plans for supply chain disruptions.

F. Staff Qualifications and Technical Expertise

1. Provide details on the qualifications and experience of personnel assigned to this contract, including those responsible for customer service, order fulfillment, and technical support.

G. Past Performance and References

1. Provide references from at least three (3) clients for whom similar goods have been provided.

2. Include information regarding delivery performance, responsiveness, invoicing accuracy, and overall customer satisfaction.

H. Reliability and Continuity of Service

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1. Describe your firm’s ability to sustain consistent service levels throughout the contract term.

2. Include contingency plans for high-demand periods, staffing changes, and emergency requirements.

3. Price Page Please complete the Price Page.

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G. PRICING

PRICE TABLE

The following items are representative of products and/or services that may be procured by the City of Tucson under any resulting contract. The City is not limited to the items identified herein and may request pricing for additional related items consistent with the scope of this solicitation.

Line Item City Item Code

Description Estimated Quantity

Unit of Measure

Unit Cost Total Custom

1 30.5008 30x36M ASPEN COOLER PAD-AIR 3 Each

2 30.5045 24x24M ASPEN COOLER PAD-AIR 2 Each

3 30.5068 28x28M ASPEN COOLER PAD-AIR 4 Each

4 30.5072 32x34M ASPEN COOLER PAD-AIR 2 Each

5 30.5092 34x44M ASPEN COOLER PAD-AIR 2 Each

6 1M8S0-199 1'M8 SINGLE SPEC 100-199 60 Each

7 1M8S200-

1'M8 SINGLE SPEC 200-299 100 Each

8 1M8S300-

1'M8 SINGLE SPEC 300-399 6 Each

9 1PLT1425 14 X 25 X1MS SC PLEAT 12 Each

10 1PLT1620 16 X 20 X1MS SC PLEAT 24 Each

11 1PLT1625 16 X 25 X1MS SC PLEAT 36 Each

12 1PLT1820 18 X 20 X1MS SC PLEAT 12 Each

13 1PLT1830 18 X 30 X1MS SC PLEAT SPEC 12 Each

14 1PLT2020 20 X 20 X1MS SC PLEAT 12 Each

15 299B 9250 SILL COCK 3/4 INCH 4 Each

16 4098 FLOAT VALVE BRACKET 3 Each

17 4154 1/4" BRASS FLOAT VALVE BULK 205 Each

18 4493 K6S SIDEDRAFT KIT 1 Each

19 4501 K8D DOWNDRAFT KIT 1 Each

20 5-6-161 TD/TH6801 PLASTIC TRAY & SIDES 4 Each

21 5-6-162 TD/TH4801 PLASTIC TRAY & SIDES 3 Each

22 5-6-163 TROPHY/PRO 8" WATER DISTRIB 3 Each

23 60-6 9309 3/8 BRASS SLEEVE 13 Each

24 61-4 9313 1/4 BRASS NUT 264 Each

BUSINESS SERVICES DEPARTMENT Page 23 of 49

Line Item City Item

Code Description Estimated

Quantity Unit of

Measure Unit Cost Total Custom

25 61-6 9321 3/8 BRASS NUT 16 Each

26 61PI-4 9497 1/4" BRASS INSERT 170 Each

27 62-4 9324 1/4 X 1/4 UNION 23 Each

28 62R-64 9343 3/8 X 1/4 REDUCING UNION 10 Each

29 64-4 93975 1/4" COMP TEE BULK 9 Each

30 745-42 9436 1/4 X 1/8 ANGLED NEEDLE 1 Each

31 7512 EIGHT FOOT MALE OUTDOOR

CORD

2 Each

32 7545 75453 TWO SPEED 11SV CORD 3 Each

33 7581 P216001 MASTERCOOL 230V CORD 1 Each

34 7584 115/230V MOTOR FEM. 1 Each

35 7587 P2-907 115V PUMP FEMALE 1 Each

36 7705 JUNCTION BOX 115 VOLT 4 Each

37 7708 JUNCTION BOX 230 VOLT 1 Each

38 783-4 9401 1/4 X 1/4 NEEDLE VALVE 72 Each

39 783-6 3/8 X 3/8 NEEDLE VALVE 5 Each

40 AC-2 7808 SQUARE CORNER LEG KIT 5 Each

41 AC-3 9240 PLASTIC DRAIN KIT 39 Each

42 AC-4 9230 BRASS DRAIN KIT 60 Each

43 AC-6 5714 ZOOM OILER 29 Each

44 AC-8 1/4" COPPER TUBING - SOFT ROLL 20 Each

45 AC-9A 4690 24" SPIDER SNAKE 2 Each

46 AC517 TUP6801 - 6800 UPDRAFT CAB 1 Each

47 BE-12 6679 1 3/16 BRONZE BRG 4 Each

48 BE-13 6651 1" HIGH BRONZE BRG 2 Each

49 BE-14 6660 1" LOW BRONZE BRG 3 Each

50 BE-20.5 6630 5/8 LOW BRONZE BRG 1 Each

51 BE-21 6686 1" UNIV SPIDER BRG 10 Each

52 BLT-48 4L480 V-BELT 2 Each

53 BLT-53 4L530 V-BELT 2 Each

BUSINESS SERVICES DEPARTMENT Page 24 of 49

Description Estimated

Quantity Unit of

Measure Unit Cost Total Custom

54 BLT-54 4L540 V-BELT 4 Each

55 BLT-55 4L550 V-BELT 5 Each

56 BLT-56 4L560 V-BELT 5 Each

57 BLT-60 4L600 V-BELT 1 Each

58 BLT-61 4L610 V-BELT 1 Each

59 BLT-63 4L630 V-BELT 5 Each

60 BLT-65 4L650 V-BELT 9 Each

61 C-3/8 C-3/8 4165 3/8 FLOAT VALVE 20 Each

62 COATINGS-1 5324 AEROSOL SUB SEALER 3 Each

63 COATINGS-2 5623 BEIGE SPRAY PAINT 7 Each

64 DP112 3/4HP 2SP 115V MOTOR KIT 11 Each

65 DP116B 1HP 2SP 115V MOTOR KIT 1 Each

66 DP297B 3.5 x 1/2 VARIABLE PULLEY - IRON 2 Each

67 DP299A 3.75 x 1/2 VARI PULLEY - IRON 7 Each

68 DP300C 4 x 1/2 VARIABLE PULLEY - IRON 1 Each

69 DP301 4 x 5/8 VARIABLE PULLEY - IRON 5 Each

70 DP304 3.95 x 7/8 PULLEY DG 2VP42-7/8 3 Each

71 DP621 BLOWER SHAFT PLUG - 1" 1 Each

72 DP712 1/3-1/2-3/4 MOTOR BASE 1 Each

73 DP720 MOTOR CLAMPS 15 Each

74 DP852 A50/4L-520 2 Each

75 DP857 A55/4L-570 V-BELT 2 Each

76 DP862 A60/4L-620 V-BELT 4 Each

77 DP864 A62/4L-640 V-BELT 2 Each

78 DP867 A65/4L-670 V-BELT 1 Each

79 DP868 A66/4L-680 V-BELT 1 Each

80 DP869 A67/4L-690 V-BELT 2 Each

81 EL200 2SP WALL SWITCH - IVORY 2 Each

82 EL201 2SP WALL SWITCH - METAL 7 Each

BUSINESS SERVICES DEPARTMENT Page 25 of 49

Description Estimated

Quantity Unit of

Measure Unit Cost Total Custom

83 EL202 2SP 2 GANG WALL SWITCH - METAL 12 Each

84 EL216 MIDWEST POWER OUTLET 6 Each

85 EL303 12' PUMP CORD 3 Each

86 EL311 7' LEAD CORD 1 Each

87 EL312 12' LEAD CORD 3 Each

88 EL401 TYPE S FUSE STAT - 1-1/4 AMP 41 Each

89 EL402 TYPE S FUSE STAT - 2 AMP 6 Each

90 EL403 TYPE S FUSE STAT - 1-6/10 AMP 24 Each

91 EL404 TYPE S FUSE STAT - 8 AMP 2 Each

92 EL405 TYPE S FUSE STAT - 10 AMP 6 Each

93 EL406 TYPE S FUSE STAT - 12 AMP 4 Each

94 EL408 SL FUSE STAT - 15 AMP 48 Each

95 HAPUMP2 HESSAIRE PUMP: MC26A 1 Each

96 HAPUMP3 HESSAIRE PUMP: MC37L 1 Each

97 HAPUMP5 HESSAIRE PUMP: MC91, MC92 1 Each

98 HC20295DRF 45+5 MFD DUAL RUN CAP 440/370 1 Each

99 HC20345DRF 70+5 MFD DUAL RUN CAP 440/370V 1 Each

100 M-17 2206 3/4HP 2SPD 115V 13 Each

101 M-18 2395 1HP 2SPD 115V 3 Each

102 M-33-D 2602 2HP 1PHASE 5/8 DIAL 1 Each

103 MA320 SUBMARINE SEALER - QUART 1 Each

104 MA325 SUBMARINE SEALER SPRAY - 13

OZ

3 Each

105 MA375 SPRAY PAINT - GRAY 1 Each

106 MA400 COLD WATER BRUSH 4 Each

107 MA402 WIRE BRUSH - LONG HANDLE 2 Each

108 MA403 WIRE BRUSH WITH SCRAPER 4 Each

109 MA404 WIRE BRUSH - SHORT 2 Each

110 MA406 2" PAINT BRUSH 4 Each

111 MA409 PEEL-N-SEAL TAPE - 10 FT 1 Each

BUSINESS SERVICES DEPARTMENT Page 26 of 49

Description Estimated

Quantity Unit of

Measure Unit Cost Total Custom

112 MA412 ANODE - ZINC 13 Each

113 MA418 COPPER TUBE CUTTER - MINI 1 Each

114 MA418A COPPER TUBE CUTTER - LARGE 2 Each

115 MA701 9" LEVEL - 50 SERIES 1 Each

116 MA702 FOLDING UTILITY KNIFE 1 Each

117 MA703 POCKET KNIFE 2 Each

118 MA703A POCKET KNIFE - TANTO 2 Each

119 MA707 RATCHET SCREWDRIVER 1 Each

120 MA708 9 IN 1 MULTI-TOOL 1 Each

121 MA713 BOLT EXTRACTOR - DRILL BIT 1 Each

122 MA714 HEX KEY SET 1 Each

123 MA715 DEWALT MULTI-TOOL 1 Each

124 MA717 WIRE CUTTERS 1 Each

125 MA801 SQWINCHER QWIK STICK - TUBE 7 Each

126 PA2226P 22x26 ASPEN COOLER PAD - HAND 2 Each

127 PA2442P 24x42 ASPEN COOLER PAD - HAND 1 Each

128 PA2828P 28x28 ASPEN COOLER PAD - HAND 2 Each

129 PA2830P 28x30 ASPEN COOLER PAD - HAND 2 Each

130 PC-1 3439 30 X 40 X 8 AEROCOOL 68 48 Each

131 PC-2 3454 30 X 40 X 12 AEROCOOL 68 1 Each

132 PM100 3437 23 X 40 X 8 92 Each

133 PM120 3452 23 X 40 X 12 2 Each

134 PM200 3438 28 X 40 X 8 41 Each

135 PM220 3453 28 X 40 X 12 1 Each

136 PM400 3461 44.5 X 48 X 8 1 Each

137 PM500 3465 44.5 X 48 X 12 10 Each

138 PO7200 41.25 x 29 x 8 ULTRA MASTER

MEDIA

5 Each

139 POF23 23" FOAM SPACER 27 Each

140 POF28 28" FOAM SPACER 38 Each

BUSINESS SERVICES DEPARTMENT Page 27 of 49

Description Estimated

Quantity Unit of

Measure Unit Cost Total Custom

141 POF30 30" FOAM SPACER - AEROCOOL'S 1 Each

142 PUL-45 6321 9 X 1 PULLEY 2 Each

143 PUM-10 4220 MESH PUMP SCREEN 27 Each

144 PUM-10.5 4215 PLASTIC PUMP BASKET 25 Each

145 PUM-11 1541 115V DUMP PUMP DIAL 5 Each

146 PUM-12 1543 230V DUMP PUMP DIAL 1 Each

147 PUM-16 1400 DIAL 115V TO 25000 20 Each

148 PUM-16.1 1016 DIAL 115V UP TO 8500 163 Each

149 PUM-16.2 1023 DIAL 115V 8500 TO 15000 68 Each

150 PUM-16.3 1017 DIAL 230V UP TO 8500 3 Each

151 PUM-16.4 1024 DIAL 230V 8500 TO 15000 1 Each

152 RM64 4102 1/4 FLOAT VALVE 1 Each

153 SH-22 6933 1" LEATHER WASHER 12 Each

154 SOSSO SD 21 3/4 BAROMETRIC DAMPER 2 Each

155 SPECIAL RI SPECIAL CUT RIGID MEDIA 75 Each

156 TH6801 TH6801 8' TROPHY SIDEDRAFT 2 Each

157 TU-13 4296 50' X 1/4 POLY TUBE 5 Each

158 TU-14 4321 100' X 1/4 POLY TUBE 1 Each

159 WD101 FANPAK 4000-7000 CFM 120V 17 Each

160 WD113 G2 SUBMERSIBLE PUMP - 120V 1 Each

161 WD120 5000 CFM ECONOMY PUMP 90 33 Each

162 WD204 MASTERCOOL DISTRIBUTOR TUBE 2 Each

163 WD214 UNIVERSAL SPIDER KIT - ALL WAY 1 Each

164 WD222A 60" SPIDER SNAKE 3 Each

165 WD300 1/4" COMPRESSION SLEEVE 608 Each

166 WD307A 1/4" POLY UNION 3 Each

167 WD307C 1/4" SPEEDFIT UNION 28 Each

168 WD323A MASTERCOOL OVERFLOW 1 Each

169 WD326-1 AEROCOOL DRAIN WASHER 19 Each

BUSINESS SERVICES DEPARTMENT Page 28 of 49

Description Estimated

Quantity Unit of

Measure Unit Cost Total Custom

170 WD328 1/4 x 1/8 NEEDLE VALVE - ST 3 Each

171 WD414A 1/2" BLEED OFF WITH CLAMPS 1 Each

172 WT-10 5244 D-SCALE GALLON 1 Each

173 WT-11 51795 IN LINE FILTER 1/4 6' 5 Each

174 WT-13 52825 SCALE ELIMINATOR 1 Each

175 WT-6 5152 ANODE BARS 15 Each

176 WT-7 5255 FRESHAIRE BLOCKS 8 Each

TOTAL

HOURLY RATES

Line Item Description Quantity Unit of Measure

Unit Cost Total

177 Hourly Rate (Normal Business Hours)

1 $ per Hour

178 After Hours 1 $ per Hour

TOTAL

DISCOUNT PERCENT OFF

Line Item Description Unit of Measure

Percentage

179 Discount Percent Off Discount Off

BUSINESS SERVICES DEPARTMENT Page 29 of 49

H. SPECIAL TERMS AND CONDITIONS

H.1. ADDITIONAL PURCHASE

The City of Tucson reserves the right to purchase additional equipment under the same terms and conditions of this contract within the next twelve months, if funds permit.

H.2. BRAND OR TRADE NAMES

Any manufacturer's names, trade names, brand names or catalog numbers used in the solicitation are for the purpose of describing and/or establishing the quality, design and performance required. Any such reference is not intended to limit or restrict any bid/offer by any vendor, but is only listed in order to advise potential bidders/offerors of the requirements of the City. Any bid/offer which proposes like quality, design or performance will be considered.

H.3. COOPERATIVE PURCHASING

Contractor will, when requested, provide goods and services at the same prices and under the same terms and conditions as set forth in this Contract to any public or nonprofit agency that, at the time of request, has a Cooperative Purchasing Agreement with the City or participates in the Strategic Alliance for Volume Expenditures (SAVE) cooperative. See http://www.tucsonprocurement.com/coop_partners.aspx and click on “Cooperatives” for a list of agencies that have Cooperative Purchasing Agreements with the City; see http://www.mesaaz.gov/home/showdocument?id=23638 for a list of agencies participating in SAVE.

These lists are subject to change. Contractor may, however, charge an agency that is outside the Tucson Metropolitan Area for additional out-of-pocket expenses that will be incurred by Contractor in providing goods and services to the agency (i.e., freight charges, travel related expenses, etc.).

Each participating agency that orders goods or services under this Contract as provided above is solely responsible for paying Contractor for those goods and services. The City is not responsible for any disputes arising out of transactions made by others.

H.4. Facilities and Communication Maintenance (FCM) - Key Accountability Requirements

There are two options for building access: Option 1, and Option 2, as described below. For either option, the Contractor shall meet the following requirements:

A. The Contractor shall provide the City of Tucson an In-house Key procedure for securing the City of Tucson keys in the Contractor’s possession. The Contractor must present the In- House Key Procedure to the FCM Representative for approval prior to keys being issued.

Once the FCM Representative grants approval, the Contractor’s employee(s) shall be required to sign a Key form with an itemized list of all the keys assigned to the Contractor and/or employee(s) and accept responsibility of the City of Tucson keys.

http://www.tucsonprocurement.com/coop_partners.aspx http://www.mesaaz.gov/home/showdocument?id=23638

BUSINESS SERVICES DEPARTMENT Page 30 of 49

B. The Contractor shall be required to pay the minimum fine for lost keys of $75 per door/cylinder that the lost keys pertain to. This fine applies to the City controlled keys, only.

However, if the loss of the keys results in a greater cost to the City that is not covered under insurance reimbursement, the Contractor may be financially responsible for any additional cost to the City of Tucson. The Contractor shall be subject to random key audits conducted by the City of Tucson.

C. The Contractor shall retrieve all assigned City of Tucson keys and badge(s) from the employee(s) who separate or are terminated from the Contractor’s company. The Contractor shall immediately notify the FCM Representative of the employee’s separation and the location of the City of Tucson keys and badge(s) assigned to that Contractor’s employee, The Contractor shall immediately return the keys and badges to the FCM Representative.

The Contractor shall immediately notify the FCM Representative of any lost City of Tucson badges and will be charged $40 for each City of Tucson badge that was lost.

D. By the last day of the active contract, the Contractor shall return all assigned City of Tucson keys and badge(s) to the FCM Representative. For any keys or badges not returned by that time, the aforementioned charges for lost keys and/or badge(s) apply.

E. The above requirements shall apply to any and all subcontractors conducting business with the City of Tucson on behalf of the Contractor.

F. Option 1 - City of Tucson Keys at Thomas O. Price Service Center, Park Avenue Guard Shack

1. Approved personnel acting on behalf of the Contractor who have passed the Tucson Police Department Background Check and have been issued an active City of Tucson badge, may check out keys from the Park Avenue Guard Shack. The Contractor’s employee must present their City Badge to sign out City keys at the Park Avenue Guard Shack. The Contractor’s employee must return the keys at the end of the Contractor’s shift or when work is completed on the same day.

G. Option 2 - City of Tucson Keys Assigned to Contractor Employees

1. Approved personnel acting on behalf of the Contractor who have passed the Tucson Police Department Background Check and have been issued an active City of Tucson Badge may be issued City of Tucson keys.

H.5. FOB DESTINATION FREIGHT PREPAID

Prices shall be FOB Destination Freight Prepaid to the delivery location designated. Contractor shall retain title and control of all goods until they are delivered and the Contract of coverage has been completed. All risk of transportation and all related charges shall be the responsibility of the Contractor.

All claims for visible or concealed damage shall be filed by the Contractor. The City will assist the Contractor in arranging for inspection.

H.6. LIVING WAGE REQUIREMENTS

Contractor will comply with all applicable provisions of the City’s Living Wage Ordinance (Article XIV of the Tucson Procurement Code). Contractor will, upon request, affirm in writing that Contractor is in compliance and will provide City with information and documentation demonstrating that compliance.

BUSINESS SERVICES DEPARTMENT Page 31 of 49

The City’s Living Wage ordinance can be found at the following link:

https://codelibrary.amlegal.com/codes/tucson/latest/tucson_az/0-0-0-21930 The Living Wage rates for the current calendar year can be found at the following link: https://www.tucsonaz.gov/Departments/Business-Services-Department/Procurement/Living- Wage

H.7. PRICE ADJUSTMENT

At least 90 days before the date that the Contract is eligible for extension, Contractor may submit to the Contract Officer a request for price adjustments based on documented increased Contractor costs and the City may, at its discretion, make price adjustments, which will apply during the extension term.

H.8. HOUSING AND URBAN DEVELOPMENT (HUD) REQUIREMENTS

U.S. Department of Housing and Urban Development (HUD) funding may be utilized for the services under the resultant Contract. Therefore, the services under the resultant Contract are subject to the applicable HUD terms and conditions, included as attachments to this Solicitation. These terms and conditions cannot be modified or negotiated. By submitting a response, the Respondent agrees to abide by the applicable HUD terms and conditions included as attachments to this Solicitation and incorporated into the resulting Contract.

H.9. HOUSING AND URBAN DEVELOPMENT (HUD) MAINTENANCE WAGE

RATE DETERMINATION (MWRD)

Pursuant to Davis-Bacon and Related Acts (DBRA), all maintenance laborers and mechanics employed under contracts in excess of $2,000 for the operation and non-construction maintenance of the City of Tucson’s Public Housing Authority (PHA) units must be paid no less than prevailing wages determined or adopted by the U.S. Department of Housing and Urban Development (HUD). The HUD Maintenance Wage Rate Determination (MWRD) is included as an attachment to this Solicitation and is incorporated into the resultant Contract. Any revision to the MWRD will be made via an Addendum to this Solicitation or resultant Contract. In addition, the overtime requirements of the Contract Work Hours and Safety Standards Act (CWHSSA) are applicable to maintenance contracts in excess of $100,000. The Copeland “Anti-Kickback” Act also applies. By submitting an Offer, Offeror is thereby agreeing and verifying that they will not pay their employees at rates less than detailed within the HUD MWRD attached herein.

A. Reporting

1. Unlike construction contracts subject to Davis-Bacon wage provisions, the PHA maintenance contracts subject to HUD MWRD do not require the submission of weekly payroll reports. Contractors and subcontractors are still required to maintain payroll records and must make such records available to the PHA and/or to HUD, upon request (see Labor Relations Letter No. LR 2004-01).

B. Compliance

1. The Contractor and any/all subcontractors are responsible, on no less than a semi-monthly basis, for paying not less than the applicable wage rates to all maintenance laborers and…