INVITATION FOR BID

IFB-26-0213

GFG MULTI-GAS MONITORS, REPAIR, AND

REPLACEMENT PARTS, ACCESSORIES, AND

SERVICES

CITY OF PHOENIX

WATER SERVICES

200 W WASHINGTON ST

PHOENIX, AZ

85003

RELEASE DATE: February 19, 2026

DEADLINE FOR QUESTIONS: March 4, 2026

RESPONSE DEADLINE: March 12, 2026, 2:00 pm

City of Phoenix

INVITATION FOR BID

IFB-26-0213

GfG Multi-Gas Monitors, Repair, and Replacement Parts, Accessories, and Services

1. INTRODUCTION

2. INSTRUCTIONS

3. SCOPE OF WORK

4. EVALUATION PROCESS

5. STANDARD TERMS AND CONDITIONS

6. SPECIAL TERMS AND CONDITIONS

7. DEFENSE AND INDEMNIFICATION

8. INSURANCE REQUIREMENTS

9. SUBMITTALS

10. PRICING PROPOSAL

Attachments:

A - Acceptance of Offer Form 2026

Invitation For Bid #IFB-26-0213 Title: GfG Multi-Gas Monitors, Repair, and Replacement Parts, Accessories, and Services

1. Introduction

1.1. Contact Information

Matthew Melnik

Water Services

Email: matthew.melnik@phoenix.gov

Phone: (602) 534-6879

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 (Matthew Melnik) at (602) 534-6879/Voice or 711/TTY, or matthew.melnik@phoenix.gov, no later than five (5) business days prior to the meeting.

Solicitation Issue Date: February 19, 2026

Pre-Offer Conference (Non-Mandatory): February 26, 2026, 10:00am

Join from the meeting link:

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2f1f0890d

Join by meeting number:

Meeting number (access code): 2340 544

Meeting password: 8PPtshJEM55

Tap to join from a mobile device (attendees only)

+1-415-655-0001,,23405448456## US Toll

Join by phone:

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Global call-in numbers

Join from a video system or application:

Dial

23405448456@cityofphoenix.webex.com

You can also dial 173.243.2.68 and enter your meeting number.

Written Inquiries Due Date: March 4, 2026, 2:00pm

Offer Due Date: March 12, 2026, 2:00pm https://cityofphoenix.webex.com/cityofphoenix/j.php?MTID=me6559ccda463a71405cb53c2f1f0890d https://cityofphoenix.webex.com/cityofphoenix/j.php?MTID=me6559ccda463a71405cb53c2f1f0890d https://cityofphoenix.webex.com/cityofphoenix/j.php?MTID=me6559ccda463a71405cb53c2f1f0890d mailto:23405448456@cityofphoenix.webex.com http://173.243.2.68/

2. Instructions

2.1. Description – Statement of Need

The City of Phoenix invites sealed offers for GfG multi-gas monitors, repair and replacement parts, accessories, and services for a five-year contract commencing on or about May 1, 2026, in accordance with the specifications and provisions contained herein or the “Effective Date” which is upon award by City Council, conditioned upon signature and recording by the City

Clerk’s department, as required by the Phoenix City Code, whichever is later.

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.

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 mailto:procurement-support@opengov.com 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/230524/. 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, Water Services Department, 200 W. Washington St. 9th floor Phoenix, AZ 85003. It is the

Offeror’s responsibility to check the City's Procurement Portal, read the entire solicitation, and verify all required information is submitted with their Offer.

2.5. Exceptions

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

Procurement Officer rather than including exceptions in their Offer.

2.6. Inquiries

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

Portal and must be received by the due date indicated in the Schedule of Events. The City will not consider questions received after the deadline.

https://procurement.opengov.com/portal/phoenix/projects/230524 https://solicitations.phoenix.gov/

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

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

2.7. Addenda

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

Procurement Portal.

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

2.8. Licenses

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

2.9. Certifications

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

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

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

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

2.10. Submission of Offer

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/230524. 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 https://procurement.opengov.com/portal/phoenix/projects/230524 https://procurement.opengov.com/signup https://opengov.my.site.com/support/s/article/ca6d1285-1e48-4a21-bb0d-715edb7794ed

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

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

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

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

2.11. Withdrawal of Offer

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

Procurement Portal.

2.12. Offer Results

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

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

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

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

https://procurement.opengov.com/portal/phoenix/projects/230524 within five business days of the offer opening. The City will post the information on the preliminary tabulation as it was read during the offer opening. The City makes no guarantee as to the accuracy of any information on the preliminary tabulation. Once the City has evaluated the offers, the City will post an award recommendation on the City's Procurement Portal. By signing and submitting its Offer, each

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

2.13. Pre-Award Qualifications

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.

https://procurement.opengov.com/portal/phoenix/projects/230524

2.14. 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.

2.15. 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.

2.16. 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.

2.17. 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.

2.18. 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.

2.19. 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.

2.20. 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.

2.21. Contract Award

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

Bidding, award(s) shall be made to the lowest responsive and responsible offeror(s) whose offer conforms in all material respects to the requirements set forth in this solicitation. The City reserves the right to award a contract by individual line items, by group, all or none, or any other combination most advantageous to the City. The City reserves the right to award multiple contracts.

2.22. Determining Responsiveness and Responsibility

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

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

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

2.23. Equal Low Offer

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

3. Scope of Work

3.1. PURPOSE

This contract is for the purchase of GfG multi-gas monitors, repair / replacement parts, accessories, and repair services on an as needed basis. The monitors are used to detect hazardous atmospheres in various work environments including, but not limited to, confined spaces, sewer lines and vaults, and confined areas that have high levels of chlorine.

3.2. SCOPE

A. The GfG multi-gas monitors, parts, and accessories shall be new, and comply with the following standards:

1. The City of Phoenix Municipal Separate Storm Sewer System (MS4) requirements, and shall meet or exceed the specifications indicated herein,

2. International Electric Code: IEC Ex/ ATEX Intrinsically Safe II 2G EEX ia d IIC T4/T3,

3. Canadian Standard Association: c-CSA-us Certified as Intrinsically Safe for use in

Class 1, Division I, Groups A, B, C and D Hazardous Locations; and Zone 1: Ex ia

IIC T3 or American National Standard Institute (ANSI) ANSI / ISA-12.13.01-2000,

4. 29CFR Occupational Safety and Health Administration (OSHA) 1910 and 1926 standards.

B. Each new monitor shall come equipped with pre-loaded sensors (CO, H2S, 02, LEL, Cl2, as applicable), rechargeable battery pack, pump, telescoping sample probe, belt clip, lanyard ring, and manual.

C. Training shall be included with the purchase of each new multi-gas monitor.

D. The monitors shall be warrantied. Once the warranties have expired, the Contractor shall provide replacement and/or repair parts and repair services on an as needed basis.

3.3. SPECIFICATIONS AND REQUIREMENTS

A. Physical Characteristics

1. The instrument shall not exceed 2.5" x 4.3" x 2.0" in total size, and shall be easily held in one gloved hand.

2. The instrument shall be contained in an impact proof, rubberized housing, and shall be rated to IP-67 protection levels for dust and water ingress (dust and water tight).

3. The display shall be top-mounted.

B. User Interface

1. The monitors shall have an Illuminated full graphic liquid crystal display (LCD) with automatic size adjustment for optimal read out, display of battery capacity, gas concentration, peak readings, short term exposure limit (STEL), time weighted average (TWA), pump status and explanatory messages. The LCD screen shall change colors from green to amber to red according to alarm status.

2. The Display must be able to be inverted 180° by the user at any time during normal operation.

3. Gas readings for all utilized sensors must be displayed simultaneously.

4. The user shall be able to zoom (increase the size) of the readings at any time during normal operation.

5. The instrument shall include an LCD backlight which is automatically activated in the event of an alarm condition. The backlight shall be manually activated from the push of any button, and shall remain illuminated for ten seconds.

6. No more than three switches or pushbuttons shall be required to operate the instrument. There shall be no requirements to access hidden or internal switches for any instrument operations.

7. Current gas readings, session peaks, STEL, TWA, instrument settings, user and location and other information shall be accessible directly through the instrument

LCD. Access to logged gas measurement data shall be via data logging cable. Data may be downloaded either by means of the "smart charging cap", docking station or via the drop-in cradle charger.

C. Basic Operational Features

1. The button used to turn the instrument on must be clearly marked and differentiated by feel from the other buttons.

2. The instrument must be designed to protect against accidental shut off. Once activated, a three second button hold shall be needed to turn the instrument off.

3. It shall be possible for the user to initiate a fresh air zero adjustment at any time from normal operation.

4. The instrument shall prevent users from zeroing out hazardous readings.

5. The instrument shall be provided with a periodic user enabled audible signal

(confidence beep) indicating the instrument is in operation. The instrument shall incorporate user programmable confidence beep at intervals of 15 to 90 seconds.

6. The instrument must be able to display time and date with or without the optional data logging package. The User must be able to reset the time and date without tools.

7. The instrument must include a board mounted battery capable of powering the clock for a minimum of six years.

D. Monitoring Capability

1. The instrument shall be capable of simultaneously measuring a minimum of four gases (depending on the model and the number of sensors installed).

2. Gas sensors shall be interchangeable, user replaceable plug-in "smart" sensors, capable of being automatically recognized by the instrument. It shall not be necessary to manually reconfigure the instrument for use with a new type of sensor.

3. The instrument shall be capable of displaying the combustible gas as a percent

Lower Explosive Limit (LEL) or percent volume - selectable by the user.

E. Instrument Alarms

1. Visual alarms shall consist of bright top-mounted LEDs, a 360° wraparound LED light bar, heterochromatic backlit display that changes color from green to amber to red, numeric readings, and explanatory messages. The display must provide a positive indication as to which gas sensor is in alarm, and the alarm type. Alarms must be visible in all lighting conditions and from a distance of 5 feet.

2. Upward or downward pointing arrow icons will be used to indicate sensor readings above or below the over-range limit for the affected sensor.

3. The audible alarms shall register at least 103 decibels at 1 foot. The sound pattern for the low (A1) alarm shall be differentiated from the sound pattern of the high (A2) alarm.

4. A user settable latching alarm choice must be available for all gas measurement channels. When the alarm latch choice is selected, gas alarms continue to sound until manually cleared.

5. The oxygen channel shall have alarms for both oxygen deficiency (falling) and oxygen enrichment (rising).

6. The combustible (LEL) channel shall have three user adjustable alarms A1 (low), A2

(high) and A3 (approaching LEL). A protective latching over-range alarm shall be activated should the LEL concentration be exceeded.

7. Each toxic channel shall have four user adjustable alarms, A1 (initial low), A2 (high), TWA and STEL.

8. The instrument shall provide audible and visual alarms and messages indicating low battery power and/or impending shut-down. Low battery alarms shall be operable in all environmental conditions.

9. Instrument shall include a vibrator alarm.

F. Advanced Display and Software Options

1. The gas detector must have the capability of displaying session PEAK, STEL and

TWA, as well as current gas level readings.

2. The instrument shall have password protected service and alarm adjustment program.

G. Environmental Temperature Tolerances Per Hour of Use

1. -4 to +122°F (-20 to +50 °C): Up to 24 hours’ continuous operation per charge.

2. -4 to -20°F (-20 to -30°C): Up to 12 hours’ continuous operation per charge.

3. -20 to -31°F (-30 to -35°C): Up to 8 hours’ continuous operation per charge.

4. -31 to -40°F (-35 to -40°F): Up to 1.5 hours’ continuous operation per charge.

H. Datalogging

1. The instrument shall include datalogging.

2. The instrument shall be capable of recording and storing data for the most recent 50 hours of monitoring (at 2-minute intervals) without overwriting existing information in normal use. It shall be possible to store up to 10 users and 100 locations in the datalogging memory.

3. It shall be possible to install a Secure Digital (SD) card to add up to 2GB of extended datalogging memory to the instrument.

4. Data log entries shall contain at a minimum the date, time, and a record of the readings (instantaneous, average or peak values) for each gas sensor for each logged monitoring interval.

5. The time between data records shall be user selectable (from 1 second to 60 minutes).

6. Monitoring data, as well as programmable instrument settings and choices shall be stored in non-volatile memory and shall not be lost or corrupted in the event of sudden instrument power loss or removal of the battery pack. A backup battery shall provide a minimum of 6 years of power for the instrument clock.

7. The instrument shall log significant instrument events including: Gas readings, Gas, pump and battery alarms, Instrument turned on / turned off, Fresh air adjustments and calibrations.

I. Sampling Systems

1. Instrument may be operated in diffusion mode, with optional attachable motorized pump or with a hand-aspirator (squeeze bulb) type sample draw kit.

2. The attachable motorized pump shall include a built-in slide-shutter switch that permits operation in either diffusion or sample draw mode while the pump is attached.

3. Motorized pump shall include its own separate power supply. The motorized pump shall not be powered by means of the instrument battery pack.

4. The motorized pump shall be powered by the interchangeable NiMH and alkaline battery packs. The same battery packs must be interchangeably usable in either the instrument or the motorized pump.

5. A polycarbonate sampling wand (probe} with integral, replaceable hydrophobic barrier and particulate filters will be included standard with the motorized pump. Two meter and three meter telescoping stainless-steel probes will be optionally available.

6. The motorized pump must contain user replaceable filters to prevent the ingress of dust into the instrument. The filter must be readily accessible without disassembling the instrument or motorized pump.

7. The motorized pump must be capable of drawing a sample from at least 200 feet (65 m} away.

8. A sample probe assembly with an inline filter that has provision to prevent water and debris from entering the sample line must be available.

3.4. CLASSIFICATIONS AND CERTIFICATIONS

A. The following certifications must be clearly displayed on the instrument:

1. International Electric Code: IEC Ex/ ATEX Intrinsically Safe II 2G EEX ia d IIC T4/T3.

2. Canadian Standard Association: c-CSA-us Certified as Intrinsically Safe for use in

Class 1, Division I, Groups A, B, C and D Hazardous Locations; and Zone 1: Ex ia

IIC T3 or American National Standard Institute (ANSI) ANSI / ISA-12.13.01-2000.

3.5. ACCESSORIES

A. Power Supply

1. The instrument shall be powered by interchangeable NiMH and alkaline battery packs. NiMH and alkaline packs will be interchangeable without any setup from user.

2. The LCD shall include a gauge depicting estimated remaining battery life. The gauge must be visible when the instrument is on.

3. The instrument shall run up to 25 hours on a single charge or one set of alkaline batteries (when equipped with O2/LEUCO/H2S sensors).

4. The drop-in cradle charger shall be capable of charging a depleted rechargeable battery pack within 6 hours. The cradle charger shall include LEDs that indicate when charging is underway and when complete.

5. The instrument shall be capable of being equipped with an optional rechargeable battery pack with "flash light" LEDs. The flash light LEDs shall be activated by pressing a button on the instrument display. The LEDs shall illuminate in a downward direction to facilitate use during confined space and other activities in which the instrument is operated in the dark.

B. Charger

1. An optional drop-in cradle charger shall be available for motorized pump equipped instruments such that both the rechargeable battery pack in the instrument and the battery pack in the motorized pump can be recharged at the same time.

2. Chargers must be usable for 11O - 240 VAC. Chargers must also be usable with an optional 12VDC power source.

3. Multi-gas monitor instruments and compatible motorized sampling pumps supplied under this contract shall utilize a common charger platform, where practicable, to support operational efficiency and minimize the number of unique chargers required by the City.

C. Docking Station

1. The docking station shall be capable of fully automatic bump testing, calibrating, downloading test and gas monitoring results from the instrument, and transferring the downloaded information to a computer; and shall be equipped with the following capabilities:

a. Complete a bump test in 20 seconds.

b. Have a Secure Digital (SD) card capable of storing up to 10,000 test records.

c. Allow the user to program the types and concentrations of gas used in the calibration procedure.

d. Be available in single calibration gas inlet, and four calibration gas inlet versions.

D. Calibration Adapter

1. Standard accessories for the instrument shall include a calibration adapter used to introduce calibration gas to the instrument. The calibration adapter shall include a

"read switch" that automatically tells the instrument when the adapter has been installed, and the instrument is ready to begin calibration .

2. The instrument shall be capable of automatic fresh air and span calibration adjustment.

3. Instrument must identify all sensors at start-up and indicate their calibration history and pre¬ set alarm levels appropriate to sensors installed. The instrument must retain and display the last three calibration dates for each installed sensor.

4. Instrument shall have programmable bump test, calibration, and inspection due dates. Instrument shall display an explanatory alarm message when any due date is exceeded. It shall be possible for the user to acknowledge the alarm and use the instrument, but the alarm will continue to be displayed each time the instrument is until the necessary procedure is completed turned on.

E. Accessory Compatibility and Technology Advancement

1. All accessories associated with the multi-gas monitors, including but not limited to power supplies, battery packs, chargers, docking stations, sampling pumps, and calibration adapters, shall be compatible with the instruments supplied under this contract and shall support safe, reliable operation in accordance with all applicable regulatory, safety, and certification requirements.

2. The City recognizes that accessory technologies may advance over the term of the contract. Accordingly, the Contractor may propose updated or successor accessory models that incorporate improved technology, provided such accessories are functionally equivalent to or superior to the originally specified accessories and do not reduce operational capability, safety, or regulatory compliance.

3. Updated or successor accessories shall either maintain backward compatibility with existing City-owned instruments or be capable of operating alongside existing equipment without requiring modification of the instruments or the acquisition of additional proprietary components, unless otherwise approved in writing by the City.

4. The City reserves the right to approve or reject any proposed accessory substitutions based on compatibility, safety, operational impact, lifecycle cost, and overall benefit to the City.

3.6. WARRANTY

All items shall be warranted for a minimum period of three years from date of acceptance by the

City, against defects in material and workmanship. At any time during that period, if a defect should occur in any item, it shall be repaired or replaced by the Seller at no obligation to the

Buyer, except where it would be shown that the defect was caused by misuse and not by fault of the manufacturer. The Contractor expressly warrants all items to be new, free from defect in design, materials, and workmanship and to be fit and sufficient for their intended purpose. All warranties shall survive acceptance and payment by the city.

3.7. REPAIR SERVICES

A. Following the expiration of any express or implied warranty applicable to the multi-gas monitors, parts, and accessories furnished to the City under this contract, the Contractor agrees to provide repair services and/or replacement/repair parts carrying a full manufacturer’s warranty.

B. Items not supplied in the Bid Price Sheet will be provided as a percentage off the

Manufacturers Price List.

C. Repair parts for repairs performed by the Contractor will be at a pass through cost to the

City.

D. All repair services, repair parts, and repair costs must be approved by the project manager before the repairs are made.

E. Repair Cost Limitations

1. As a condition of repair approval, the total cost of any individual repair, including labor and replacement parts, shall not exceed sixty percent (60%) of the current replacement cost of the applicable unit, per repair occurrence, unless expressly approved in writing by the City.

2. Repair costs proposed in excess of this limitation shall be considered unreasonable and shall not be authorized without written City approval. The City reserves the right to reject such repair proposals and require replacement of the unit at its discretion.

F. Repair Cost Structure - For purposes of repair pricing and approval, repair costs shall not exceed the following maximum thresholds, as applicable based on repair scope, and shall not be structured, segmented, or bundled in any manner intended to circumvent these thresholds:

o Minor or Routine Repairs: shall not exceed twenty percent (20%) of replacement cost o Sensor or Subsystem Repairs: shall not exceed forty percent (40%) of replacement cost o Major Electronic or Structural Repairs: shall not exceed sixty percent (60%) of replacement cost and shall require prior written City approval

4. Standard Terms and Conditions

4.1. Definition of Key Words Used in the Solicitation

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

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

May: Indicates something that is not mandatory but permissible.

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

“A.R.S.” Arizona Revised Statute

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

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

Contractor's performance under this contract.

"City" The City of Phoenix

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

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

“Days” Means calendar days unless otherwise specified.

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

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

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

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

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

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

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

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

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

4.2. City’s Vendor Self-Registration and Notification

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

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

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

4.3. Business in Arizona

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

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

4.4. Contract Interpretation

A. Applicable Law: This Contract will be governed by the law of the State of Arizona, and suits pertaining to this Contract will be brought only in Federal or State courts in

Maricopa County, State of Arizona.

B. Contract Order of Precedence: In the event of a conflict in the provisions of the

Contract, as accepted by the City and as they may be amended, the following will prevail in the order set forth below:

1. Federal terms and conditions, if any

2. Special terms and conditions

3. Standard terms and conditions

4. Amendments

5. Statement or scope of work

6. Specifications

7. Attachments

8. Exhibits

9. Instructions to Contractors

10. Other documents referenced or included in the Solicitation

C. Organization – Employment Disclaimer: The Agreement resulting hereunder is not intended to constitute, create, give rise to or otherwise recognize a joint venture https://procurement.opengov.com/portal/phoenix https://eprocurement.phoenix.gov/irj/portal agreement or relationship, partnership or formal business organization of any kind, and the rights and obligations of the parties will be only those expressly set forth in the agreement. The parties agree that no persons supplied by the Contractor in the performance of Contractor’s obligations under the agreement are considered to be City’s employees and that no rights of City civil service, retirement or personnel rules accrue to such persons. The Contractor will have total responsibility for all salaries, wage bonuses, retirement, withholdings, workmen’s compensation, occupational disease compensation, unemployment compensation, other employee benefits and all taxes and premiums appurtenant thereto concerning such persons, and will save and hold the City harmless with respect thereto.

D. Severability: The provisions of this Contract are severable to the extent that any provision or application held to be invalid will not affect any other provision or application of the contract which may remain in effect without the invalid provision or application.

E. Non-Waiver of Liability: The City of Phoenix as a public entity supported by tax monies, in execution of its public trust, cannot agree to waive any lawful or legitimate right to recover monies lawfully due it. Therefore, any Contractor agrees that it will not insist upon or demand any statement whereby the City agrees to limit in advance or waive any right the City might have to recover actual lawful damages in any court of law under applicable Arizona law.

F. Parol Evidence: This Agreement is intended by the parties as a final expression of their agreement and is intended also as a complete and exclusive statement of the terms of this agreement. No course of prior dealings between the parties and no usage in the trade will be relevant to supplement or explain any term used in this Contract.

Acceptance or acquiescence in a course of performance rendered under this contract will not be relevant to determine the meaning of this Contract even though the accepting or acquiescing party has…