INVITATION FOR BID

IFB-26-0111

HAZARDOUS DETECTION EQUIPMENT,

ACCESSORIES AND PREVENTIVE MAINTENANCE

SERVICES

CITY OF PHOENIX

FINANCE CENTRAL PROCUREMENT

251 W. WASHINGTON ST.

PHOENIX, AZ

85003

RELEASE DATE: February 24, 2026

DEADLINE FOR QUESTIONS: March 6, 2026

RESPONSE DEADLINE: March 27, 2026, 2:00 pm

City of Phoenix

INVITATION FOR BID

IFB-26-0111

Hazardous Detection Equipment, Accessories and Preventive

Maintenance 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

Invitation For Bid #IFB-26-0111 Title: Hazardous Detection Equipment, Accessories and Preventive Maintenance Services

1. Introduction

1.1. Contact Information

Rodney James

Finance Central Procurement

Email: rodney.james@phoenix.gov

Phone: (602) 262-7791

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 (Rodney James) at (602) 262-7791/Voice or 711/TTY, or rodney.james@phoenix.gov, no later than two (2) weeks prior to the meeting.

Solicitation Issue Date: February 24, 2026

Pre-Offer Conference (Non-Mandatory): March 3, 2026, 10:00am

Join from the meeting link https://cityofphoenix.webex.com/cityofphoen ix/j.php?MTID=m940f8e4680817225e908e4 c88f44c668

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Meeting number (access code): 2334 588

Meeting password: cM7mtRXa9d3

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You can also dial 173.243.2.68 and enter your meeting number.

Written Inquiries Due Date: March 6, 2026, 2:00pm

Offer Due Date: March 27, 2026, 2:00pm https://cityofphoenix.webex.com/cityofphoenix/j.php?MTID=m940f8e4680817225e908e4c88f44c668 https://cityofphoenix.webex.com/cityofphoenix/j.php?MTID=m940f8e4680817225e908e4c88f44c668 https://cityofphoenix.webex.com/cityofphoenix/j.php?MTID=m940f8e4680817225e908e4c88f44c668 mailto:23345884766@cityofphoenix.webex.com http://173.243.2.68/

2. Instructions

2.1. Description – Statement of Need

The City of Phoenix invites sealed offers for hazardous detection equipment, accessories, and preventative maintenance services for a five-year contract commencing on or about June 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 references specified herein must include technical literature and/or detailed product brochures for the City’s evaluation. Offers submitted for alternate products without this required product information may be considered non-responsive and rejected. Alternate products will only be considered when the seller has also submitted an offer for the products originally specified. The City will be the sole judge as to the acceptability of any 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/197398.

Any interested Offerors without internet access may obtain this solicitation by calling the

Procurement Officer or picking up a copy during regular business hours at the City of Phoenix, Finance Department, Central Procurement Division, 251 W Washington Street, 8th Floor, Phoenix, AZ 85003. It is the Offeror’s responsibility to check the City's Procurement Portal, read the entire solicitation, and verify all required information is submitted with their Offer.

2.5. Exceptions

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

Procurement Officer rather than including exceptions in their Offer.

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/197398

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.

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/197398.

Offerors that are unable to submit electronically should contact the Procurement Officer to discuss the logistics of hard copy submittals. Offerors must be registered with OpenGov by signing up via https://procurement.opengov.com/signup.

Vendor training guides can be found at: https://opengov.my.site.com/support/s/article/ca6d1285-

1e48-4a21-bb0d-715edb7794ed

Any original documents (such as bonds, guaranties, powers of attorney), if required by the solicitation, must be separately delivered to and received by the City on or prior to the exact https://procurement.opengov.com/portal/phoenix/projects/197398 https://procurement.opengov.com/signup https://opengov.my.site.com/support/s/article/ca6d1285-1e48-4a21-bb0d-715edb7794ed https://opengov.my.site.com/support/s/article/ca6d1285-1e48-4a21-bb0d-715edb7794ed 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/197398 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

The offeror must have a minimum of five-years of relevant experience . The offeror’s normal business activity during the past five-years of relevant experience has been to provide the goods or services in this solicitation. The offeror that bids on the service group shall be able to submit documentation verifying their status as a manufacturer-authorized service provider for the relevant manufacturers at the time of bid submission. The Offeror must be an authorized distributor or reseller, as well as an authorized service provider, for the manufacturer brands included in their bid. Proof of continued authorization may be requested by the City at any time during the contract term.

https://procurement.opengov.com/portal/phoenix/projects/197398

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. Pre-Approved Manufacturer

The City of Phoenix, Fire Department Special Operations Sections and Arizona Task Force 1

(AZTF1) provide response to incidents involving hazardous chemical spills and gas releases.

Specialized hazardous detection meters are required to monitor atmospheric conditions and specific chemical hazards.

The following is a list of pre-approved manufacturer brands required in this solicitation and resulting contract. The referenced brand names identified below are hazardous detection meter manufacturers that the City utilizes at various locations throughout the City.

• Ametek Brookfield • RAE Systems by Honeywell

• Bascom-Turner Instruments • Rigaku

• Bertin Environics • Smiths Detection

• Heath Consultants, Inc. • Teledyne Technologies

• Ludlum Measurements • ThermoFisher Scientific

• 908 Devices • ThermoFisher Eberline

• Proengin

3.2. Background

The Phoenix Fire Department’s Special Operations Section and Arizona Task Force 1 (AZ-

TF1) is requesting bids for multiple manufacturer brands of hazardous detection meters capable of monitoring various atmospheric conditions and specific chemical hazards for industrial and chemical, biological, radiological, and nuclear (CBRN) events.

The Phoenix Fire Department’s Special Operations Section is requesting bids for:

A. Hazmat detection meters

B. Parts and accessories

C. Warranty coverage for accessories, parts, and service.

D. Service of product, including:

1. annual calibration and optimization

2. training and support

3. other regularly scheduled preventative maintenance (including repair service and labor)

3.3. General Requirements

Contractor shall guarantee that the products and services meet all the requirements set forth herein. If it is found that the product does not meet the requirements of the specification, the

Contractor must correct the product at no additional expense to the City.

• Contractor shall maintain an inventory of and utilize only original equipment manufacturer

(OEM) parts for all repairs. All repairs must comply with the manufacturer's replacement part requirements. If non-OEM parts are being considered for use, it must first be approved in writing by a Phoenix Fire Special Operations program manager or the Fire Chief.

• Contractor must notify in writing if repairs are required outside the scope of a warranty or service plan. The product will be shipped to the authorized manufacturer service center, unless otherwise agreed.

• Contractor shall assess the product condition. If the product is not covered under a warranty or service plan, the Contractor must notify the Fire Department, Special

Operations; Phone: (602) 262-6735 within (48) hours of receipt.

• Contractor will provide a detailed written estimate within (5) days upon assessment of the product. The Contractor shall provide a detailed written estimate outlining the cost of repairs, including labor and parts. No work shall commence without prior written approval.

• Contractor will receive written approval or denial of the estimate within ten (10) business days of receipt. If the repair is denied, the Contractor will be notified in writing.

• Upon completion of repairs, the Contractor shall return the product in fully assembled condition within two (2) business days, using a traceable shipping method.

• Contractor shall provide a service report for each repair or inspection. The report shall include:

o Product type and serial number (if applicable) o Quantity serviced o Type of service performed (e.g., inspection, certification, repair) o Date of service o Technician name or ID

3.4. Product Specifications

All bids in response to this solicitation must match the product specified in the “Description” section in the Pricing Proposal to remain consistent with the items currently used by the Phoenix

Fire Department. Equivalent or substitute products will not be accepted unless specifically approved in writing by the Fire Department in the event of a documented error or omission in the description. Manufacturer model and part numbers may vary; however, the quoted product must conform exactly to the description provided.

• Contractor must stock inventory and supply the manufacturer's products listed in the

Price Proposal.

• Contractors must be able to ship and deliver the products.

3.5. Service Specifications

Contractor shall meet the service requirements:

A. Authorized Service Provider

1. Contractor shall be a manufacturer-authorized service provider for all products listed in the Price Proposal “Description” section for which services are bid.

2. Contractor must perform all inspection, calibration, repair, and replacement services by manufacturer-authorized technicians.

3. Contractor must submit documentation verifying their authorized status at the time of bid submission. The City reserves the right to request updated proof of authorization at any time during the contract term.

B. Preventive Maintenance and Calibration

1. Contractor shall be able to perform routine inspections and calibrations in accordance with the original equipment manufacturer (OEM) guidelines.

2. Contractor shall be able to provide documentation for all services performed, including calibration certificates where applicable.

C. Parts Replacement

1. Contractor shall supply and install all necessary replacement parts for repair, calibration, and performance optimization.

2. Contractor shall clearly identify any non-stock or special-order parts in estimates and communications.

D. Repair Services

1. Contractor shall diagnose equipment issues and perform necessary repairs using

OEM-approved parts.

2. Contractor shall be able to provide an itemized written estimates for non-routine repairs prior to commencing work.

3. Contractor shall not begin work without written authorization from the City.

4. Contractor agrees that the use of non-OEM parts is prohibited unless explicitly authorized in writing by the City.

E. Documentation & Reporting Requirements

1. Contractor shall include a written inspections and repairs report specifying:

a. Quantity

b. Equipment serviced

c. Type of service performed (inspection, certification, repair, etc.)

2. Contractor shall maintain a service record for each unit and provide upon request.

F. Performance Expectations

1. All work must be performed by manufacturer-authorized technicians whose training meets, where applicable, the manufacturer’s specifications for the hazardous materials detection equipment being serviced.

2. Contractor must carry and use OEM parts that meet factory replacement standards.

3. Equipment must be returned in full working condition, with calibration certificates where applicable.

3.6. Contractor Responsibilities

Offerors shall submit bids in accordance with the instructions outlined in this solicitation. This solicitation is for the procurement of specific products, parts, and services listed in the solicitation. Bid shall be all-inclusive of all standard freight and/or delivery charges. The award(s) will be made solely based on the lowest total price for the specified manufacturer’s product(s). Only responsive and responsible bids that meet all solicitation requirements will be evaluated.

A. Pricing Proposal

1. Offeror bid shall include:

a. Firm and fixed price of product listed in the Pricing Proposal evaluation tables.

i. Hazardous detection meter

ii. Parts and Accessories

iii. Warranty service (ie. repair, parts and labor)

iv. Training and Support

B. Supplemental Pricing

1. Offeror shall submit supplemental pricing for additional products and services through the vendor questionnaire. Supplemental pricing will not be evaluated for the award.

a. Replacement parts, accessories, and any add-on services

b. Standard Fees and Rates

i. Supplemental price schedule including:

I. OEM parts pricing (discount off MSRP)

II. Diagnostic Fee (must be disclosed)

III. Calibration fee (per unit, if applicable).

IV. Hourly labor rate for repairs (by authorized technicians).

V. Hourly labor rate for standard service and emergency service (by authorized technicians).

VI. Any additional fees must be clearly identified

c. Additional warranty service or packages

i. Parts and Labor

ii. Equipment extended warranty

d. On-site training

i. Additional training-related costs shall be disclosed separately, including:

I. Instructor hourly rate for in-person training

II. Cost per number of trainees

III. Training materials (discount off MSRP)

e. Discount off the manufacturer’s suggested retail price (MSRP)

i. Offeror shall offer a discount off the manufacturer's price list. Discounts offered must be expressed as a single percentage (%) figure for each manufacturer's brand.

3.7. Warranty

All equipment supplied under this contract shall be fully guaranteed by the contractor for a minimum period of (1) year from the date of acceptance by the City. Any defects of design, workmanship, or materials that would result in non-compliance with the contract specifications shall be fully corrected by the contractor (including parts and labor) without cost to the City.

City acceptance will be determined by the date of actual installation and start-up. Since some of the items will be inventoried for emergency purposes, the City will notify the Contractor of the actual start-up date, which will be within one year of item receipt.

A. Turnaround time & Equipment Handling

1. Warranty and Service Plan Work

a. For warranty and service plan work, the Contractor shall complete inspections within two (2) business days of receiving the equipment. All associated work, including certifications and repairs, shall be completed within seven (7) days.

b. For warranty and service plan work, the Contractor shall return repaired equipment to the City at no additional shipping cost.

2. Non-Warranty Work

a. When repairs are needed outside of a warranty or service plan, the City will notify the Contractor and ship the equipment to the Contractor’s service center.

b. For repairs to equipment not covered under a warranty or service plan, the

Contractor shall assess the equipment within two (2) business days of receipt.

c. For repairs requiring extensive labor and/or parts, the Contractor shall provide the City with a detailed written estimate of repair costs within five (5) business days of assessment, prior to commencing work.

d. The City will determine whether it is cost-effective to proceed with repair. The

City will approve or deny repairs within ten (10) business days of receiving the estimate. If repair is denied, the Contractor shall return the equipment to the City in assembled condition within two (2) business days.

B. Optional Trade-In Equipment

1. The City may have the option to trade in eligible equipment when purchasing new equipment. Trade-in items must be in reasonable condition and cleared of all data.

The contractor will determine the trade-in value after inspection and apply it as a credit toward the new purchase. Trade-in credits have no cash value and apply only to the related order.

3.8. Delivery

Vendor delivering merchandise for this contract shall guarantee that it meets all requirements set forth herein. If it is found that the merchandise does not meet the requirement of the specification, the vendor will be required to correct the merchandise at the vendor’s expense.

The Contractor shall have in place a delivery service that is capable of making deliveries to the designated facilities, within (30) days after receipt purchase order. Deliveries orders may be scheduled between the hours of 8:00 a.m. and 5:00 p.m. local time Monday through Friday, excluding the following City holidays. City Holidays | City of Phoenix

All standard freight and/or delivery charges shall be included in the unit pricing bid herein.

The only allowable freight and/or delivery charges shall be if the Contract Administrator specifically requests other than standard freight and/or delivery (i.e. overnight delivery, etc.).

Special freight charges shall be quoted to and authorized by the Contract Administrator prior to ordering/invoicing.

The City's “ship to" and account information for shipping method:

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

City of Phoenix

Fire Department, Special Operations

Phone: (602) 262-6735

Delivery location and shipping location after repairs/inspections: 2430 S 22nd Ave, Phoenix, AZ 85009

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 must also be registered in the City’s procurePHX Self-Registration System at https://www.phoenix.gov/procure prior to contract execution.

The City may, at its sole discretion, reject any offer from an Offeror who has not registered.

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 agreement or relationship, partnership or formal business organization of any kind, and https://procurement.opengov.com/portal/phoenix https://www.phoenix.gov/procure 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 knowledge of the nature of the performance and opportunity to object.

4.5. Contract Administration and Operation

A. Records: All books, accounts, reports, files and other records relating to the contract will be subject at all reasonable times to inspection and audit by the City for five years after completion of the contract. Such records will be produced at a City of Phoenix office as designated by the City. Confidentiality will be maintained, and City will not violate any proprietary or other confidentiality agreements Contractor has in place.

B. Discrimination Prohibited: Contractor agrees to abide by the provisions of the Phoenix

City Code Chapter 18, Article V as amended. Any Contractor, in performing under this contract, will not discriminate against any worker, employee or applicant, or any member of the public, because of race, color, religion, sex, national origin, age or disability nor otherwise commit an unfair employment practice. The supplier and/or lessee will take action to ensure that applicants are employed, and employees are dealt with during employment without regard to their race, color, religion, sex, or national origin, age or disability and adhere to a policy to pay equal compensation to men and women who perform jobs that require substantially equal skill, effort and responsibility, and that are performed within the same establishment under similar working conditions. Such action will include but not be limited to the following: Employment, promotion, demotion or transfer, recruitment or recruitment advertising, layoff or termination; rates of pay or other forms of compensation; and selection for training; including apprenticeship. The supplier further agrees that this clause will be incorporated in all subcontracts with all labor organizations furnishing skilled, unskilled and union labor, or who may perform any such labor or services in connection with this contract. Contractor further agrees that this clause will be incorporated in all subcontracts, job-contractor agreements or subleases of this agreement entered into by supplier/lessee.

C. Equal Employment Opportunity and Pay: In order to do business with the City, Contractor must comply with Phoenix City Code, 1969, Chapter 18, Article V, as amended, Equal Employment Opportunity Requirements. Contractor will direct any questions in regard to these requirements to the Equal Opportunity Department, (602)

262-6790.

1. For a Contractor with 35 employees or fewer: Contractor in performing under this

Agreement shall not discriminate against any worker, employee or applicant, or any member of the public, because of race, color, religion, sex, national origin, age, or disability, nor otherwise commit an unfair employment practice. The Contractor will ensure that applicants are employed, and employees are dealt with during employment without regard to their race, color, religion, sex, national origin, age, or disability. Such action shall include but not be limited to the following: employment, promotion, demotion or transfer, recruitment or recruitment advertising, layoff or termination; rates of pay or other forms of compensation; and selection for training;

including apprenticeship. The Contractor further agrees that this clause will be incorporated in all subcontracts related to this Agreement that involve furnishing skilled, unskilled and union labor, or who may perform any such labor or services in connection with this Agreement. Contractor further agrees that this clause will be incorporated in all subcontracts, Contractor agreements or subleases of this agreement entered into by supplier/lessee.

2. For a Contractor with more than 35 employees: Contractor in performing under this Agreement shall not discriminate against any worker, employee or applicant, or any member of the public, because of race, color, religion, sex, national origin, age, or disability, nor otherwise commit an unfair employment practice. The Contractor will ensure that applicants are employed, and employees are dealt with during employment without regard to their race, color, religion, sex, national origin, age, or disability, and shall adhere to a policy to pay equal compensation to men and women who perform jobs that require substantially equal skill, effort, and responsibility, and that are performed within the same establishment under similar working conditions.

Such action shall include but not be limited to the following: employment, promotion, demotion or transfer, recruitment or recruitment advertising, layoff or termination;

rates of pay or other forms of compensation; and selection for training; including apprenticeship. The Contractor further agrees that this clause will be incorporated in all subcontracts with all labor organizations furnishing skilled, unskilled and union labor, or who may perform any such labor or services in connection with this contract.