REQUEST FOR PROPOSAL - GOODS AND SERVICES

RFP GGS-26-0100

HEAT RELIEF SUPPLY DISTRIBUTION MANAGEMENT

CITY OF PHOENIX

FINANCE CENTRAL PROCUREMENT

251 W. WASHINGTON ST.

PHOENIX, AZ

85003

RELEASE DATE: September 16, 2025

DEADLINE FOR QUESTIONS: September 26, 2025

RESPONSE DEADLINE: October 15, 2025, 2:00 pm

City of Phoenix

REQUEST FOR PROPOSAL - GOODS AND SERVICES

RFP GGS-26-0100

Heat Relief Supply Distribution Management

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 2025

Request For Proposal - Goods and Services #RFP GGS-26-0100 Title: Heat Relief Supply Distribution Management

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: September 16, 2025

Pre-Offer Conference (Non-Mandatory): September 23, 2025, 9:30am

Join from the meeting link:

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Meeting number (access code): 2343 516

Meeting password: SmEYaMMs563

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Written Inquiries Due Date: September 26, 2025, 4:00pm

Offer Due Date: October 15, 2025, 2:00pm https://cityofphoenix.webex.com/cityofphoenix/j.php?MTID=m88debd436f046e29054a057c016c5629 https://cityofphoenix.webex.com/cityofphoenix/j.php?MTID=m88debd436f046e29054a057c016c5629 https://cityofphoenix.webex.com/cityofphoenix/j.php?MTID=m88debd436f046e29054a057c016c5629 mailto:23435167224@cityofphoenix.webex.com http://173.243.2.68/

2. Instructions

2.1. Description – Statement of Need

The City of Phoenix invites sealed offers for heat relief supply distribution and management for a five-year contract commencing on or about February 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. City's Vendor Self-Registration and Notification

Vendors must be registered in the City’s procurePHX Self-Registration System at https://www.phoenix.gov/procure to respond to solicitations and access procurement information. The City may, at its sole discretion, reject any offer from an Offeror who has not registered.

2.3. Preparation of Offer

All forms provided must be completed and submitted with the Offer. The signed and completed

Conflict of Interest and Transparency form must be included, or your Offer may be deemed non-responsive.

It is permissible to copy Submittal forms if necessary. Erasures, interlineations, or other modifications of the Offer must be initialed in original ink by the authorized person signing the

Offer. No offer will be altered, amended or withdrawn after the specified offer due date and time.

The City is not responsible for Offeror’s errors or omissions.

All time periods stated as a number of days will be calendar days.

It is the responsibility of all Offerors to examine the entire solicitation and seek clarification of any requirement that may not be clear and to check all responses for accuracy before submitting an offer. Negligence in preparing an offer confers no right of withdrawal after due date and time. Offerors are strongly encouraged to:

A. Consider applicable laws and/or economic conditions that may affect cost, progress, performance, or furnishing of the products or services.

B. Study and carefully correlate Offeror’s knowledge and observations with the solicitation and other related data.

C. Promptly notify the City of all conflicts, errors, ambiguities, or discrepancies that Offeror has discovered in or between the solicitation and other related documents.

mailto:procurement-support@opengov.com https://www.phoenix.gov/procure

D. The City does not reimburse the cost of developing, presenting or providing any response to this solicitation. Offers submitted for consideration should be prepared simply and economically, providing adequate information in a straightforward and concise manner. The Offeror is responsible for all costs incurred in responding to this solicitation. All materials and documents submitted in response to this solicitation become the property of the City and will not be returned.

E. Offerors are reminded that the specifications stated in the solicitation are the minimum level required and that offers submitted must be for products or services that meet or exceed the minimum level of all features specifically listed in this solicitation. Offers offering less than any minimum specifications or criteria specified are not responsive and should not be submitted.

F. Offer responses submitted for products considered by the seller to be acceptable alternates to the brand names or manufacturer’s catalog references specified herein must be submitted with technical literature and/or detailed product brochures for the

City’s use to evaluate the products offered. Offers submitted without this product information may be considered as non-responsive and rejected. The City will be the sole judge as to the acceptability of alternate products offered.

G. Prices will be submitted on a per unit basis by line item, when applicable. In the event of a disparity between the unit price and extended price, the unit price will prevail unless obviously in error.

2.4. Fixed Offer Price Period

All offers shall be firm and fixed for a period of 180 calendar days from the solicitation opening date.

2.5. 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/193930. 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.

2.6. Exceptions

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

Procurement Officer rather than including exceptions in their Offer.

https://procurement.opengov.com/portal/phoenix/projects/193930

2.7. Inquiries

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

Procurement Portal and must be received by the due date indicated in the Schedule of Events.

The City will not consider questions received after the deadline.

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

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

2.8. 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.

2.9. Business in Arizona

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

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

2.10. 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.

2.11. 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.

2.12. 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/193930. Offerors that are unable to submit electronically should contact the Procurement Officer to discuss the logistics of hard copy submittals. Offerors must be registered with OpenGov by signing up via https://procurement.opengov.com/signup. Vendor training guides can be found at: https://opengov.my.site.com/support/s/article/ca6d1285-1e48-4a21-bb0d-715edb7794ed

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

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

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

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

2.13. 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.

2.14. 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/193930 within five business days of the offer opening. The City will post the information on the preliminary tabulation as it was read during the offer opening. The City makes no guarantee as to the accuracy of any information on the preliminary tabulation. Once the City has evaluated the offers, the City will post an award recommendation on the City's Procurement Portal. By signing and submitting its

Offer, each Offeror agrees that this posting of the award recommendation to the City's

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

Offerors.

https://procurement.opengov.com/portal/phoenix/projects/193930 https://procurement.opengov.com/signup https://opengov.my.site.com/support/s/article/ca6d1285-1e48-4a21-bb0d-715edb7794ed https://procurement.opengov.com/portal/phoenix/projects/193930

2.15. Pre-Award Qualifications

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

Offerors must have experience with the Maricopa Association of Governments (MAG) Heat

Relief Network (HRN), a partnership providing water, cooling, and donation sites to prevent heat-related illnesses.

Upon notification of a recommended award, the Offeror will have 14 calendar days to submit a complete certificate of insurance in the minimum amounts and the coverages as required in the

Insurance Requirements of this agreement. Insurance requirements are non-negotiable.

2.16. 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.

2.17. 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.

2.18. 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.

2.19. 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.

2.20. 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.

2.21. 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.

2.22. 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.

2.23. Contract Award

The City reserves the right to award a contract by individual line items, by group, all or none, or any other combination most advantageous to the City. The City reserves the right to award multiple contracts.

2.24. Determining Responsiveness and Responsibility

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

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

Exceptions, conditions, reservations, or understandings are presumed to be unacceptable, and an Offer that includes unacceptable exceptions, conditions, reservations, or understandings may be rejected as nonresponsive. Alternatively, the City in its sole discretion may instruct in writing that any Offeror remove the conditions, exceptions, reservations or understandings. If the Offeror fails to do so in writing, the City may determine the Offer to be nonresponsive.

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

The Procurement Officer will review each Offer to determine if the Offeror is responsible. The

City’s determination as to whether an Offeror is responsible will be based on all information furnished by the Offeror, interviews (if any), and information received from Offeror’s references, including information about Offeror’s history, terminations for convenience or cause, contract breach lawsuits or notices of claim and any other sources the City deems appropriate. Award of the Contract resulting from the solicitation will not be made until any necessary investigation, which each Offeror agrees to permit by submitting its Offer, is made by the City as it deems necessary. A review of responsibility may occur up to contract award.

The Offeror’s unreasonable failure to promptly supply information about an inquiry with respect to responsibility may be grounds for a determination of non-responsibility with respect to such

Offeror.

2.25. Evaluation of Competitive Sealed Offers

The City will use its discretion in applying the following processes to this solicitation. Any ties in scoring will be resolved with a best and final price request and the lowest price will prevail.

2.26. Detailed Evaluation of Offers and Determination of Competitive Range

During deliberations, the Evaluation Panel will reach a consensus score for each evaluation criterion except price. The Procurement Officer will score the price, which will be added to the overall consensus score. The overall consensus scores will determine the Offerors’ rankings and which offers are within the Competitive Range, when appropriate.

2.27. Offers Not Within the Competitive Range

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

Range.

2.28. Discussions with Offerors in the Competitive Range

The City will notify each Offeror whose Offer is in the Competitive Range or made the ‘short list’ and provide in writing any questions or requests for clarification to the Offeror. Each Offeror so notified may be interviewed by the City and asked to discuss answers to written or oral questions or provide clarifications to any facet of its Offer. The Offerors in the competitive range may be required to provide a demonstration of their product.

Demonstrations - Offerors in the competitive range may be invited to construct a hands-on sample or presentation of their solution at the City of Phoenix. In addition, each finalist may prepare and deliver a presentation of their proposed solution based on the script developed by the evaluation panel. The City may also require a hands-on lab demonstration designed specifically for the evaluation panel. The results of the surveys will be tabulated and delivered to the evaluation team for the final review and solution selection session(s).

If an Offer in the Competitive Range contains conditions, exceptions, reservations or understandings to or about any Contract or Solicitation Scope requirement, the City may discuss or negotiate the conditions, exceptions, reservations or understandings during these meetings. But the City in its sole discretion may reject any and all conditions, exceptions, reservations and understandings, and the City may instruct any Offeror to remove the conditions, exceptions, reservations or understandings. If the Offeror fails to do so, the City may determine the Offer is nonresponsive, and the City may revoke its determination that the Offer is in the Competitive Range.

To the fullest extent permitted by law, the City will not provide any information, financial or otherwise, to any Offeror about other Offers received in response to this solicitation. During discussions with Offerors in the Competitive Range, the City will not give Offerors specific prices or specific financial requirements that Offerors must meet to qualify for further consideration.

The City may state that proposed prices are too high with respect to the marketplace or otherwise unacceptable. Offerors will not be told of their relative rankings before Contract award.

2.29. Best and Final Offers (BAFO)

A BAFO is an option available for negotiations. Each Offeror in the Competitive Range, which is determined in the City’s sole discretion, may be afforded the opportunity to amend its Offer and make one BAFO.

If an Offeror’s BAFO modifies its initial Offer, the modifications must be identified in the BAFO.

The City will evaluate BAFOs based on the same requirements and criteria applicable to initial

Offers. The City will adjust appropriately the initial scores for criteria that have been affected by offer modifications made by a BAFO. Based on the criteria defined in the solicitation as weighted, the City will then perform final scoring and prepare final rankings.

The Evaluation Panel will recommend the Offer that is the best value and most advantageous to the City based on the evaluation criteria.

The City reserves the right to make an award to an Offeror whose Offer is the highest rated, best value, and most advantageous to the City based on the evaluation criteria, without conducting written or oral discussions with any Offeror, without negotiations, and without soliciting BAFOs.

3. Scope of Work

3.1. Introduction

The City of Phoenix is seeking a qualified Contractor to manage the process of receiving and distributing supplies in support of its heat relief efforts. This includes accepting deliveries, conducting inventory checks, securely storing goods, providing adequate storage space, coordinating the timely and equitable disbursement of supplies to designated heat relief partners within the City of Phoenix boundaries. The Contractor will collaborate with the City to implement a streamlined process covering supply storage, distribution, and reporting to address heat relief needs effectively. The Contractor will play a critical role in ensuring that essential resources are efficiently managed and delivered to those in need.

3.2. Contractor Responsibilities

Outlined are the responsibilities, deliverables, and expectations for the selected Contractor to ensure the successful execution of the heat relief distribution program, which include but are limited to:

3.3. Supply Storage and Inventory Management

The contractor shall:

• Provide and maintain a secure, climate-appropriate storage facility to house heat relief supplies, suitable for bulk orders.

• Maintain cleanliness and order within the storage area.

• Store items in a way that prevents deterioration and theft and promotes safety.

• Receive deliveries of supplies from various vendors as ordered by the City.

• Verify shipments against packing slip(s) and/or purchase order.

• Ensure goods receipts are submitted to the City within 7 days of receipt. An email is acceptable with picture provided/City needs proof of receipt.

• Report any discrepancies or damages to the City within 24 hours of receipt.

• Conduct monthly inventory checks using two-persons team to ensure accurate tracking of available supplies.

• Track distribution history.

3.4. Distribution of Supplies

The contractor shall ensure an equitable distribution process by taking the following measures:

• Verify all recipient organizations are registered with the Maricopa Association of

Governments Heat Relief Network (MAG HRN) and located within City of Phoenix boundaries before distribution.

• Develop an allocation formula and justification framework to guide the supply distribution as approved by the City.

• Coordinate with designated heat relief organizations to distribute supplies effectively.

• Create a distribution plan and schedule, approved by the City, detailing the equitable and timely dissemination of supplies.

• Prepare and package supplies for pickup.

• Ensure all supplies purchased by the City are distributed from May 1 to September 30th each year, but subject to change based on need.

3.5. Performance Data Tracking & Reporting

The contractor shall maintain detailed records of all supply chain operations, including but not limited to the following tasks:

• Track and document organizations receiving supplies, the number of individuals they serve

(both unique and duplicated), types and quantities of supplies distributed, and frequency of distributions.

• Produce and submit monthly inventory reports (via email) to the City, which must include anticipated shortages or surpluses.

• Submit monthly performance reports summarizing inventory levels, distributions, and any identified operational gaps or challenges. Reports are due by the 5th of each month from May through September.

• Collect feedback from recipient organizations on supply sufficiency and usability and include key findings in reports.

• Prepare and submit a Final Summary Report (via email) within 30 days of the conclusion of summer distribution, providing a comprehensive analysis of activities, outcomes, and recommendations for future improvements.

• Maintain all records in format accessible and approved by the City for auditing and compliance purposes. PDF format is preferred.

3.6. Compliance and Communication

The contractor shall:

• Serve as the primary point of contact for all logistics related inquiries

• Ensure strict compliance with all City policies and procedures related to supply management.

• Maintain ongoing communication with the City’s designated point of contact, providing updates on supply needs, resolving challenges, and optimizing processes as required.

• Attend periodic check-in or meetings as requested by the City.

3.7. Contractor Deliverables

A. Distribution Plan and Schedule

• Submitted annually before the start of the distribution period.

• Must detail how supplies will be distributed across May through September, including the allocation formula and justification framework.

B. Goods Receipt

• Submitted to the City within 7 days of supply receipt.

• MAG HRN delivery/pick-up receipts.

C. Monthly Performance Reports

• Submitted by the 5th of each month (May–September).

• Must include data on inventory levels, distribution efforts, recipient organizations, and operational challenges or gaps.

3.8. Final Summary Report

• Submitted within 30 days after the end of the summer supply distribution period.

• Must summarize all project activities, outcomes, and provide actionable recommendations for future operations.

3.9. Geographic Scope

All heat relief supply distributions and related activities shall be conducted exclusively within the

City of Phoenix boundaries.

This comprehensive scope outlines the responsibilities, deliverables, and expectations for the selected contractor to ensure the successful execution of the heat relief distribution program.

3.10. Staffing

A. Contractor shall designate a Project Manager to serve as the primary point of contact for the

City.

B. Staff involved in handling goods must be trained in basic inventory and warehouse safety procedures.

C. Adequate staffing levels must be provided.

3.11. City of Phoenix Responsibilities

A. The City will provide Contractor with copies of the purchase order(s) reflecting the Vendor

Name, product, and quantity(ies) to be delivered at the Contractor’s storage facility.

B. The City will designate a Department Representative to serve as the primary point of contact for the Contractor.

C. The City will provide required approvals, which may include but not limited to approval of allocation formula and supply distribution framework, approval of distribution plan and schedule, and approval of record formats.

3.12. City of Phoenix Supply Overview and Estimated Quantities

A. To assist in assessing the scope of services required, the City of Phoenix Heat Relief

Program administered by the Office of Heat Response and Mitigation anticipates the following goods and estimated quantities to be stored and managed by the Contractor:

• Water bottle - single use plastic: 1,000,000 EA

• 34 oz. Vacuum Insulated Sports Water Bottles w/ Carry Strap: 2,000 EA

• Qwik Stik, Sugar Free Drink Mix Powder, 20 oz Yield per .11 oz Pack, Lemon-Lime, 50

Packs: 10,000 EA

• Port Authority Outdoor Wide-Brim Hat: 2,000 EA

• Chill-Its® 6601 Economy Evaporative Cooling Towel: 2,000 EA

• SPF 30 sunscreen spray, 0.33 oz/10 ml: 2,000 EA

• Hole Shoes, Various Sizes: 1,000 PR

• Moisturizing Lip Balm, Original Flavor, 0.35 Oz Tube, 12/Box: 2,000 BX

• Mini Personal Mister: 1,000 EA

• UV Protective Umbrella - 43" Arc: 1,000 EA

• Promotional Collapsible Silicone Pet Bowl: 1,000 EA

• Waterproof Dog Shoes, Washable Dog Mesh Boots, Reusable Soft Paw Protectors

Boots with Adjustable Reflective Strap for Hiking Running: 1,000 EA

• COOLOVER Copper Compression Socks for Women and Men: 1,000 EA

• E-Z Up PTSVWH10 Patriot® ONE-UP® Vented Instant Shelter 10' x 10' White Slate

Canopy with Gray Frame: 40 EA

• Igloo 110qt Glide Cooler: 100 EA

• COLEMAN Beverage Jug: 1 gal Capacity, Blue, 11 1/2 in Overall Ht, 7 in Overall Dia, Jug: 100 EA

• Cool-Space 300 Evaporative Cooler: 20 EA

• Cool-Space 500 Evaporative Cooler: 20 EA

• RYOBI ONE+ 18V Cordless 7-1/2 in. Bucket Top Misting Fan Kit with 1.5 Ah Battery and

Charger Yellow/Black Medium: 200 EA

• 5 Gallon Economy Pails: 200 EA

B. Delivery of goods can be expected weekly/bi-weekly from multiple vendors. Items may arrive pre-packaged and palletized. Some repackaging may be required before distribution.

C. Supplies may vary in size and weight, with some requiring special handling (e.g., water pallets).

4. Offer Evaluation Criteria

In accordance with the Administrative Regulation 3.10, Competitive Sealed Proposal awards shall be made to the responsive and responsible Offeror(s) whose Offer is determined in writing to be the most advantageous to the City based upon the evaluation criteria listed below.

The evaluation factors are listed in the relative order of importance and more details are provided in Scope of Work. The Weight (Points) for each Evaluation Criteria are the maximum points that may be assigned for that Criteria. The following evaluation criteria will be used to evaluate all Offers:

No. Evaluation Criteria Scoring Method Weight (Points)

1. Method of Approach - Supply Storage and Inventory Management

Offeror must describe an approach to effectively manage supply storage and inventory, including: maintaining a secure and climate-appropriate storage facility for bulk orders;

conducting regular inventory checks and ensuring accurate tracking and reporting;

producing and submitting detailed monthly inventory reports with anticipated shortages or surpluses; and efficiently processing and submitting goods receipts to the City within the required 7-day timeframe.

Points Based 80 (8% of Total)

2. Method of Approach - Equitable

Distribution of Supplies

Offeror must describe their approach to ensuring the equitable distribution of supplies, including a robust process for verifying that recipient organizations are members of the MAG Heat Relief Network and are located within the City of Phoenix boundaries. The approach must include a clear and justifiable allocation formula to guide equitable distribution, a detailed and realistic distribution plan and schedule that ensures timely dissemination of supplies by

September 30th each year, and the ability to effectively coordinate with designated heat relief organizations to ensure smooth and efficient distribution.

Points Based 80 (8% of Total)

3. Method of Approach - Performance Data

Tracking and Reporting

Offeror shall describe their approach to performance data tracking and reporting, including a comprehensive method for tracking and documenting supply chain operations, such as recipient organizations, individuals served, and types and quantities of supplies distributed. The approach must outline a plan for submitting accurate and timely monthly performance reports by the 5th of each month (May–

September). Additionally, the Offeror shall explain how feedback from recipient organizations will be collected, analyzed, and incorporated into reports, and describe their method for preparing a Final

Summary Report, including analysis of activities, outcomes, and recommendations for future improvements.

4. Method of Approach - Compliance and

Communication

Offeror shall provide details of their approach to compliance and communication, including a clear understanding of and commitment to adhering to all City policies and procedures related to supply management.

The approach must provide a strategy for maintaining ongoing communication with the City’s designated point of contact, including updates on supply needs, resolving challenges, and optimizing processes.

Additionally, the Offeror shall explain how challenges or operational gaps will be identified and addressed proactively.

Points Based 80 (8% of Total)

5. Method of Approach - Innovation and

Value-Added Strategies

Offeror must propose creative or innovative solutions to enhance the efficiency and effectiveness of supply storage, distribution, and reporting. The proposal must also identify value-added benefits or services that go beyond the Scope of Work to improve program outcomes.

6. Qualifications and Experience -

Organizational Experience and

Expertise

Offeror shall provide details of their organizational experience and expertise, including experience in managing large-scale distribution projects, particularly in emergency or disaster relief scenarios. The response must highlight experience with the Maricopa Association of Governments (MAG) Heat Relief Network (HRN), including participation in mapping efforts, adherence to HRN Standards & Expectations, and contributions to water, cooling, or donation site operations during the summer season. Offeror shall also describe familiarity with local, state, and federal regulations related to heat relief and emergency management, and provide evidence of past performance, including references and case studies, showcasing the ability to meet project goals and deadlines.

Points Based 70 (7% of Total)

7. Qualifications and Experience - Team

Qualifications and Capacity

Offeror must provide a written response detailing the qualifications and capacity of their team, including the relevant qualifications, certifications, and expertise of key personnel assigned to the project. The response must highlight the experience of team members in logistics, supply chain management, and community engagement, as well as demonstrate adequate staffing levels and capacity to execute the Scope of Work effectively.

Additionally, the Offeror must address the availability of multilingual staff or cultural competencies to serve diverse populations.

8. Qualifications and Experience -

Community Engagement and Outreach

Experience

Offeror shall describe their approach to community engagement and outreach, including experience working with vulnerable populations such as low-income communities, seniors, and individuals with disabilities. The response must demonstrate the ability to collaborate with community-based organizations, local governments, and other stakeholders. Offeror shall also provide evidence of successful outreach campaigns aimed at raising awareness about heat relief resources and services and describe strategies for ensuring equitable access to heat relief resources.

9. Qualifications and Experience -

Technical and Logistical Capabilities

Offeror must describe their approach to technical and logistical capabilities, including proficiency in managing inventory, transportation, and distribution logistics for heat relief supplies such as water and cooling kits. The response must outline the use of technology or systems to track and report on distribution progress and resource allocation. Offeror must also demonstrate the ability to establish and operate cooling centers or other relief facilities, if required by the Scope of Work, and provide contingency planning and risk management strategies to address potential challenges.

10. Qualifications and Experience - Local

Knowledge and Partnerships

Offeror shall describe their approach to leveraging local knowledge and partnerships to support the effective execution of the project. The response must demonstrate a clear understanding of the geographic area and the specific heat-related challenges faced by the community, including any unique environmental, social, or economic factors that may impact program delivery. Offeror shall detail existing relationships with local vendors, suppliers, and service providers that will facilitate efficient and timely distribution of heat relief resources. Additionally, the response must provide evidence of established partnerships with local organizations, highlighting how these collaborations will enhance program delivery, build community trust, and ensure equitable access to resources for vulnerable populations.

Points Based 70 (7% of Total)

11. Pricing Proposal

The pricing proposal evaluation will be based on the lowest price.

Reward Low Cost 250 (25% of Total)

5. Standard Terms and Conditions

5.1. 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.

5.2.