Heavy_Equipment_&_Tool_Rentals_and_Related_Services_(AXIA)_(Addendum_#1_Revision).pdf

CITY OF TUCSON

REQUEST FOR PROPOSAL

260139

HEAVY EQUIPMENT & TOOL RENTALS AND RELATED SERVICES

(AXIA)

Due Date: Wednesday, March 4, 2026

City of Tucson

255 W Alameda St

Tucson, AZ 85701

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

Public Portal https://secure.procurenow.com/portal/tucson-az/projects/208758

PUBLISH DATE: January 21, 2026 https://secure.procurenow.com/portal/%7Bproject.government.code%7D https://secure.procurenow.com/portal/%7Bproject.government.code%7D/projects/%7Bproject.id%7D https://secure.procurenow.com/portal/%7Bproject.government.code%7D/projects/%7Bproject.id%7D

CITY OF TUCSON REQUEST FOR PROPOSAL NO. 260139

BUSINESS SERVICES DEPARTMENT Page 2 of 43 SHARED SERVICES PROCUREMENT DIVISION RESPONSIBLE CONTRACT OFFICER: Joseph Palacino

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

Attachments:

A - Offer and Acceptance C - Price Sheet J - Axia Cooperative Purchasing Program

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A. NOTICE

A.1. CITY OF TUCSON

NOTICE OF REQUEST FOR PROPOSAL NO 260139

TITLE: Heavy Equipment & Tool Rentals and Related Services (AXIA)

SUBMITTAL DUE DATE: Wednesday, March 4, 2026 AT 2:00 P.M. LOCAL AZ TIME

PRE-SUBMITTAL MEETING DATE: Wednesday, January 28, 2026

TIME: 11:00 am LOCAL AZ TIME

LOCATION: MICROSOFT TEAMS VIRTUAL MEETING

Microsoft Teams Need help?

Join the meeting now Meeting ID: 270 754 424 823 59 Passcode: 27QF6oi7

Dial in by phone +1 213-293-2303,,375424465# United States, Los Angeles Find a local number Phone conference ID: 375 424 465#

QUESTIONS SHALL BE DIRECTED TO: Joseph Palacino

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

Posted Date: Wednesday, January 21, 2026

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

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

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

https://teams.microsoft.com/meet/27075442482359?p=WTAgmjLgYAggrPQJ1g https://aka.ms/JoinTeamsMeeting?omkt=en-US https://teams.microsoft.com/l/meetup-join/19%3ameeting_MTk4NjZlOGMtZjQ0Yi00NTE4LWExZDEtOTE1ZGQ1NzAxOWQ0%40thread.v2/0?context=%7b%22Tid%22%3a%22d21e59ec-c208-43eb-aaf1-cf06d9a196e0%22%2c%22Oid%22%3a%22515dd020-9697-4f29-8db6-8bde6619c72c%22%7d tel:+12132932303,,375424465 https://dialin.teams.microsoft.com/2c60b41f-ade1-4bcb-8fa6-36d6e327015e?id=375424465

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B. INTRODUCTION

B.1. Summary

The City of Tucson, in collaboration with Axia Cooperative, is soliciting proposals from qualified and experienced vendors to provide Heavy Equipment & Tool Rentals and Related Services, for both short and long term rental periods. Products made available through the resulting agreement(s) are meant for use by licensed and experienced professionals in various construction, utility, public works and other projects. Hourly, daily, weekly and monthly rental options are required. Equipment may be rented on an as-needed basis, with no minimums guaranteed.

B.2. Background

COOPERATIVE PURCHASING & AXIA COOPERATIVE

Axia Coop LLC (“Axia Cooperative” or “Axia”) is a national public sector cooperative purchasing organization. Axia works with respected leaders from the public procurement community to offer a growing portfolio of master agreements that leverage national volume to deliver savings, efficiency, and innovation for non-federal public sector agencies. Each agreement is publicly solicited by a lead agency utilizing the strictest of procurement standards. The resulting awards address the dynamic needs of today’s evolving market while providing both value and cutting-edge solutions. For more information about the contracting process, please visit axiacoop.org/contracting-process.

The City of Tucson has entered into an agreement with Axia Cooperative to facilitate the Request For Proposals (RFP) and act as the primary contracting authority for the term of the resulting contract(s).

Resulting contract(s) is/are made available to other public agencies nationally for “piggybacking” through the Axia Cooperative purchasing program and authorized by various joint powers authority statutes, rules and regulations within each state and local jurisdiction.

While Axia Cooperative makes no guarantees as to exact quantities and/or purchase volume made by Participating Agencies, the estimated annual volume for purchases made nationwide through this contract category is $50,000,000. Please see Attachment J for more information regarding the Axia Cooperative purchasing program.

B.3. Contact Information

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

General Services

B.4. Timeline mailto:joseph.palacino@tucsonaz.gov tel:(520)837-4126

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Issue Date January 21, 2026

Pre-Submittal Meeting (Non- Mandatory)

January 28, 2026, 11:00am

MICROSOFT TEAMS VIRTUAL MEETING

Question Submission Deadline February 2, 2026, 12:00pm

Submittal Due Date March 4, 2026, 2:00pm

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C. SCOPE OF WORK

C.1. Goals & Objectives

A. The City intends to award to one (1) or more providers for the as-needed rental of equipment as described herein.

B. The City is also acting as the lead public agency for this solicitation and resulting national cooperative agreement(s) via the Axia Cooperative purchasing program.

1. Public agencies across the country may have different needs and requirements and, as such, the resulting agreement(s) should be as comprehensive as possible.

C.2. Equipment Categories

A. On an as-needed basis, The City of Tucson and participating agencies of the Axia Cooperative purchasing program may require the rental of one (1) or more of the following equipment rental categories, which may include, but not be limited to the following:

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• Aerial Equipment (Lifts & Scaffolding)

• Air Compressors & Tools

• Bucket Trucks

• Compaction Equipment

• Concrete & Masonry Equipment

• Demolition Tools & Equipment

• Dump Trucks

• Earth Moving Equipment (Backhoes, Excavators, Loaders, Trenchers, Etc.)

• Facilities Maintenance Equipment

• Forklifts

• General Construction Tools & Equipment (Handheld, Lighting, Welding, Etc.)

• Ground Protection

• HVAC & Indoor Air Quality Equipment

• Lawn, Garden and Landscape Equipment

• Load Banks

• Material Handling (Cranes, Forklifts, Etc.)

• Mobile Offices

• Pickup Trucks (Light Duty & Heavy Duty)

• Sewer Push Camera

• Locators and Sonde Equipment

• Plumbing, Pipe & Conduit, Pipe Plugs, Pipe Cutting Tools

• Portable Restrooms & Sanitation Equipment

• Power Generation Equipment & Backup Systems

• Pumps

• Refrigeration Equipment

• Refuse Vehicles* o Automated Side Loaders, o Front Loaders, o Roll-Offs, o Etc.

• Safety Equipment

• Storage Containers

• Street Sweepers

• Temporary Containment Fencing, Structures & Walls

• Temporary Traffic Control Equipment

• Trailers

• Trench & Underground Materials & Equipment

• Vans

• Water Trucks (2,000 gal – 6,000 gal)

• Work Platforms, Scaffolding and Ladders

• Confined Space Entry Gear

• Pull Behind Air Blower

• Hydro Excavation Trailer (Ditch Witch)

*Refuse vehicles: Contractors shall list the specific refuse vehicles they are willing to offer, if applicable.

C.3. Rental Terms

A. On an as-needed basis, hourly, daily, weekly and monthly rental options are required.

B. Equipment may be rented on an as-needed basis, with no minimums guaranteed.

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C.4. Rental Agreements

A. All equipment rentals shall be covered under a specific rental agreement under the resulting master agreement.

B. Offerors should provide a standard rental agreement document, as requested in the Evaluation Criteria of this RFP.

1. The rental agreement shall include all necessary documentation that must be reviewed and authorized at the time of rental.

2. The rental agreement must include a clear place to define all charges that are to be assessed at the time of rental, including, but not limited to: equipment, accessories and services.

C.5. Equipment Operating Condition & Safety

A. All equipment must be fully operational per the manufacturer's specifications and guidelines.

Equipment conditions shall be reviewed in-person by representatives of both parties. Written authorization is required for the rental period to begin.

B. All equipment must comply with current applicable safety and regulatory standards & codes.

Safety documentation for all equipment shall be provided upon request.

C.6. Equipment Inoperable

A. The City's using department will report via fax, email or phone, when equipment is inoperable.

1. Contractor must respond within a maximum of two (2) hours of notification.

B. Any equipment not functioning properly, or becoming non-functional during operation, shall be picked up and repaired or replaced by the Contractor at no charge to the City.

C. If the contractor is unable to fix the equipment and the equipment is unusable for any reason, Contractor shall replace the equipment in a maximum of twenty-four (24) hours.

C.7. Services

A. Certain services, including, but not limited to: delivery, installation, setup, removal, repair, maintenance, equipment training, safety training, etc., may be provided under this agreement.

B. The Contractor shall be responsible for providing all maintenance and repair services, including but not limited to preventive maintenance performed in accordance with manufacturer-recommended schedules and/or usage-based criteria, as well as the replacement of all consumable and wear items, to ensure continuous and proper operation.

C.8. Equipment Delivery

A. When delivery is needed, delivery shall be made to the locations noted on the quote and within the time that is specified/requested.

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C.9. Cooperative Purchasing & Axia Cooperative

A. Axia Coop LLC (“Axia Cooperative” or “Axia”) is a national public sector cooperative purchasing organization. Axia works with respected leaders from the public procurement community to offer a growing portfolio of master agreements that leverage national volume to deliver savings, efficiency, and innovation for non-federal public sector agencies. Each agreement is publicly solicited by a lead agency utilizing the strictest of procurement standards. The resulting awards address the dynamic needs of today’s evolving market while providing both value and cutting-edge solutions. For more information about the contracting process, please visit axiacoop.org/contracting-process.

B. The City of Tucson has entered into an agreement with Axia Cooperative to facilitate the Request For Proposals (RFP) and act as the primary contracting authority for the term of the resulting contract(s). Resulting contract(s) is/are made available to other public agencies nationally for “piggybacking” through the Axia Cooperative purchasing program and authorized by various joint powers authority statutes, rules and regulations within each state and local jurisdiction.

C. While Axia Cooperative makes no guarantees as to exact quantities and/or purchase volume made by Participating Agencies, the estimated annual volume for purchases made nationwide through this contract category is $50,000,000. Please see Attachment J for more information regarding the Axia Cooperative purchasing program.

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D. INSTRUCTIONS TO OFFERORS

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

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

City:The City of Tucson, Arizona

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

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

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

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

May: Indicates something that is not mandatory but permissible.

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

Must: The action or condition is required.

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

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

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

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

D.2. PRE-SUBMITTAL MEETING

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

D.3. INQUIRIES

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

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

D.4. ADDENDUM OF SOLICITATION

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

D.5. UNDERSTANDING SCOPE OF WORK

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

D.6. PREPARATION OF OFFER

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

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

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

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

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

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

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

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

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

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

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

D.7. PAYMENT DISCOUNTS

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

D.8. TAXES

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

D.9. EXCEPTIONS TO CONTRACT PROVISIONS

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

D.10. PUBLIC RECORD

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

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

D.11. CONFIDENTIAL INFORMATION

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

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

D.12. WHEN AND HOW TO SUBMIT OFFERS

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

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

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

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

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

DEADLINE WILL NOT BE CONSIDERED.

D.13. CERTIFICATION OF NONCOLLUSION; CONFLICTS OF INTEREST

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

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

B. Offeror has not given, offered to give, nor intends to give at any time hereafter, any economic opportunity, future employment, gift, loan, gratuity, special discount, trip, favor, meal or service to a public servant in connection with this solicitation.

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

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

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

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D.14. WITHDRAWAL OF OFFER; BINDING OFFER

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

Telephonic or oral withdrawals are not effective.

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

D.15. DISCUSSIONS

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

D.16. VENDOR REGISTRATION; BUSINESS LICENSE

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

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

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

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

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E. OFFER EVALUATION AND CONTRACT AWARD

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

A. Method of Approach

B. Qualifications & Experience

C. Price Proposal

E.2. INTERVIEWS

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

E.3. ADDITIONAL INVESTIGATIONS

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

E.4. OTHER INFORMATION

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

E.5. PRICE

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

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

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

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

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

A. Waive any immaterial defect or informality; or

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

C. Reissue the solicitation.

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E.7. CONTRACT NEGOTIATIONS

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

E.8. AWARD OF CONTRACT

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

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

E.9. MULTIPLE AWARDS

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

E.10. SUBMITTAL RESULTS

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

E.11. PROTESTS

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

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

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

B. The signature of the protestant or its representative;

C. The solicitation or Contract number;

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

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E. The form of relief requested.

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F. EVALUATION CRITERIA

No. Evaluation Criteria Scoring Method Weight (Points)

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1. Method of Approach

A. Clearly define the equipment offered for rentals (and purchase, if available), including, but not limited to, the following:

o Aerial Equipment (Lifts & Scaffolding) o Air Compressors & Tools o Compaction Equipment o Concrete & Masonry Equipment o Demolition Tools & Equipment o Dump Trucks o Earth Moving Equipment (Backhoes, Excavators, Loaders, Trenchers, Etc.)

o Facilities Maintenance Equipment o Forklifts o General Construction Tools & Equipment (Handheld, Lighting, Welding, Etc.)

o Ground Protection o HVAC & Indoor Air Quality Equipment o Lawn, Garden and Landscape Equipment o Load Banks o Material Handling (Cranes, Forklifts, Etc.)

o Mobile Offices o Pickup Trucks (Light Duty & Heavy Duty) o Sewer Push Camera o Locators and Sonde Equipment o Plumbing, Pipe & Conduit, Pipe Plugs, Pipe Cutting Tools o Portable Restrooms & Sanitation Equipment o Power Generation Equipment & Backup Systems o Pumps o Refrigeration Equipment o Refuse Vehicles o Safety Equipment o Storage Containers o Temporary Containment Fencing, Structures & Walls o Temporary Traffic Control Equipment o Trailers o Trench & Underground Materials & Equipment

N/A N/A

BUSINESS SERVICES DEPARTMENT Page 20 of 43 o Vans o Water Trucks (2,000 gal – 6,000 gal) o Work Platforms, Scaffolding and Ladders o Confined Space Entry Gear o Pull Behind Air Blower o Hydro Excavation Trailer (Ditch Witch)

B.

C. Your response should detail product lines (including available “private label” product lines) and manufacturers within each category, proposed sub-categories (if applicable) and total number of products in your catalog being made available (as well as a breakdown of number of available products within each category).

D. Proposals may be limited to a subset of the categories listed above. If available, Offerors are also encouraged to propose additional relevant categories that may be of interest to the City and/or participating agencies of the Axia Cooperative purchasing program.

E. Describe the equipment rental process, from first communication to equipment return and payment.

F. As stated in the Scope of Work, hourly, daily, weekly and monthly rental options are required. Are other term rental or lease options available?

G. Provide your standard rental agreement that will be used by City of Tucson and participating agencies of the Axia Cooperative purchasing program. The rental agreement shall include all necessary documentation that much be reviewed and authorized at the time of rental. The rental agreement must include a clear place to define all charges that are to be assessed at the time of rental, including equipment, accessories and services.

H. Describe how product quality and safety standards are maintained at acceptable levels.

I. Describe how urgent / emergency order requests are handled and fulfilled.

J. Describe what services (delivery, installation, setup, removal, repair, maintenance, equipment training, safety training, etc.) are included in your rental rates, and which are priced separately.

K. Is the use of subcontractors being proposed? If so, please describe what service may be needed, and provide information about the proposed subcontractor(s) that may be involved in providing service to the City of Tucson.

L. Are customers able to purchase equipment? If so, please describe what condition of product can be made available (New, Used) and what the purchase process is. Please include any warranty information, if available.

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M. Does your firm offer “rent-to-own” programs? If so, please describe that process. Please include any warranty information, if available.

N. Describe all methods of accepting orders (online, apps, phone, email, in-person, etc.).

O. Describe your available invoicing processes.

P. Describe your customer issue resolution process. Include details of various problems that may arise, such as invoicing disputes and receipt of incorrect damaged items.

Also detail customer service escalation procedures.

Q. Describe performance measures for areas such as stocking/refills, shipment time, fill rate, backorder rate, etc.

R. Describe what happens when an item is out of stock and a customer wants to order that item.

S. Detail any value-added services and programs that may complement the comprehensive Heavy Equipment & Tool Rentals and Related Services offering. Such offerings may include (but are not necessarily limited to):

1. Equipment Setup

2. Training & Education

3. Online ordering capabilities, including (but not necessarily limited to):

▪ eCommerce platform capabilities

▪ Availability of mobile websites and/or mobile apps

▪ Online order tracking and order history

▪ Availability of contract pricing through the proposed online system

▪ Ability to accept pCards, etc.

▪ Ability to manage and restrict access to the proposed online system

▪ Ability to view product data, such as technical information, illustrations, Material Safety Data Sheets (MSDS)

▪ Ability to save “favorite” products or curate personal lists

▪ Detail of security protocols to ensure customer data is safe, such as data storage and data transfer techniques

4. Small business partnership programs, such as local fulfillment and/or service partners

5. Consulting services

6. Green / Sustainable programs, such as recycling programs, company policies, product certifications, BUSINESS SERVICES DEPARTMENT Page 22 of 43 staff and/or company certifications, sustainable distribution practices, etc.

7. Installation / setup services

8. Repair / maintenance services

9. Customer support services

10. Rebate/incentive programs

11. Other services

T. Include details as to how these proposed value-added services/programs would be rolled out to the City of Tucson and other participating agencies through the Axia Cooperative purchasing program.

U. Demonstrate your commitment to leverage the Axia Cooperative purchasing program to make the resulting contract available to public agencies across the country.

Include details about your firm’s ability to:

1. Market the agreement to public agencies nationally

2. Educate your firm’s sales staff about the cooperative purchasing program

3. Connect your sellers with the Axia team to pursue joint selling efforts

4. Connect with customer decision makers

5. Track sales and report back to Axia Cooperative

V. What specific steps will your company take to train and equip their account managers to sell the cooperative contract / program on a national basis?

W. Will you establish national sales goals for public agency adoption of the cooperative agreement?

X. What tools will you utilize to track opportunities and hold sellers accountable?

Y. Please review the Sample Axia Cooperative Administration Agreement in Attachment J, Exhibit D. Note any questions, concerns and/or proposed exceptions.

Z. If your business intends to conduct business in the State of New Jersey, download, complete and sign the forms found in the “Vendor Forms Required For All Proposal Submissions” at https://www.nj.gov/treasury/purchase/forms.shtml#eo134.

https://www.nj.gov/treasury/purchase/forms.shtml#eo134.

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2. Qualifications & Experience

A. Provide a statement of your company's qualifications, abilities, experience, and expertise in providing the requested products and services. Include, at a minimum:

1. A description of what qualifies your firm, financial and otherwise, to provide the City with these services/materials for the required period of time, including information demonstrating that your company has the appropriate staffing, necessary resources, and a history of demonstrated competence.

2. An assessment of your company’s ability to meet and satisfy the needs of the City, taking into consideration the requested products and services, and expertise offered that exceed the requirements of this RFP, and the your firm's inability to meet any of the requirements of the specifications.

3. References – A minimum of three (3) references, preferably from other public entities, for whom you have provided similar product rentals and services.

Include the name of the entity, contact person’s names, phone numbers, e-mail addresses, mailing addresses, type of service provided, and dates the rentals and services were provided.

B. Provide identification of senior and technical staff to be assigned to the City of Tucson. Staff named in your proposal may not be substituted without permission of the City. Include resumes and relevant experience.

C. Detail your experience in the supply of Equipment & Tool Rentals. Include the scope and structure of your distribution network nationally.

D. Demonstrate your company’s ability to meet the evolving needs of public sector customers of varying sizes and locations.

E. How many sellers are dedicated to selling and supporting Equipment & Tool Rentals to the government market?

F. Detail your national product distribution network.

G. Detail your national service network.

H. Who are your national/corporate points of contact for sales, marketing, contract administration and monthly sales reporting?

I. Size and Availability of Equipment Pool

1. Offerors shall demonstrate the depth and breadth of their available rental fleet.

2. Evaluation will include, but not be limited to:

a. Total number of units available for each equipment category listed in this solicitation.

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b. Total number of units committed and made available specifically for the resulting cooperative contract.

c. Geographic distribution of the equipment pool and proximity to the City of Tucson and other participating agencies.

d. Ability to scale up equipment availability during peak demand, emergency events, or seasonal fluctuations.

e. Availability of specialty units or high-demand units.

J. Breakdown Response and Unit Replacement Capability

1. Offerors shall clearly describe their ability to respond to equipment failures or service interruptions.

2. Evaluation will consider:

a. Average response time for on-site repairs, service calls, and troubleshooting.

b. Defined parameters for replacement of non-operational equipment (e.g., 2 hours, 4 hours, next business day).

c. Availability of spare units to ensure uninterrupted operations.

d. After-hours or 24/7 emergency response capabilities.

e. Procedures for providing comparable or upgraded replacement units when exact-unit replacement is not possible.

K. Company Stability and Organizational Capacity

1. Offerors must demonstrate financial strength, operational maturity, and long-term viability.

2. Evaluation will consider:

a. Financial stability as evidenced by audited financials, credit ratings, or other documentation demonstrating fiscal health.

b. Organizational capacity to support a large, multi-jurisdictional cooperative contract.

c. Years in business, experience providing similar services to public agencies, and history of successful contract performance.

d. Staffing levels, including the size of the service, delivery, sales, and administrative teams directly or indirectly supporting this contract.

e. Business continuity and disaster recovery capabilities.

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f. Ownership structure, corporate governance, and any recent or pending mergers/acquisitions that may impact performance.

3. Price A. Using Attachment C as a template, provide a comprehensive, not-to-exceed pricing schedule for City of Tucson and all public agencies of the Axia Cooperative purchasing program.

1. Use the Rental Rates sheet to provide Daily, Weekly and Monthly not-to-exceed (NTE) rental rates for equipment made available under this agreement.

2. Offerors are encouraged to provide a complete listing of all available products, accessories, add-ons, etc.

3. Use the Services sheet to detail all related services and rates that are not included in the rental rates.

B. Is all pricing, for City of Tucson and all other participating agencies of the Axia Cooperative purchasing program, inclusive of shipping, fuel surcharge, delivery, environmental, service and/or tariff fees? If so, detail how this will impact pricing, accounting for your distribution network and your ability to make deliveries nationwide (including to rural and smaller agencies).

C. Describe how and how often the pricing documents are updated. Detail items and/or categories that may be updated more often than others.

D. Detail how market conditions impact pricing and propose how you plan to account for such changes. Can pricing adjustments be audited and tracked with an index or other calculation?

E. Describe any regional and/or individual custom pricing lists that may be available to participating agencies of the Axia Cooperative purchasing program, including City of Tucson.

Detail how this kind of program can be extended to one or more participating public agencies, the number of items that can be made available through such a program, how and how often the list is updated, limitations based on the type and size of the participating agency, etc.

F. Describe if and how volume discounts may be applied for certain orders.

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G. SPECIAL TERMS AND CONDITIONS

G.1. AVAILABILITY OF FUNDS FOR THE NEXT FISCAL YEAR

Funds are not presently available for performance under this Contract. The City's obligation for performance of this Contract is contingent upon the availability of funds from which payment for Contract purposes can be made. No legal liability on the part of the City for any payment may arise for performance under this Contract until funds are made available for performance of this Contract.

G.2. COOPERATIVE PURCHASING

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

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

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

G.3. FOB DESTINATION FREIGHT PREPAID

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

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

G.4. LIVING WAGE REQUIREMENTS

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

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

https://codelibrary.amlegal.com/codes/tucson/latest/tucson_az/0-0-0-21930 The Living Wage rates for the current calendar year can be found at the following link: https://www.tucsonaz.gov/Departments/Business-Services-Department/Procurement/Living- Wage http://www.tucsonprocurement.com/coop_partners.aspx http://www.mesaaz.gov/home/showdocument?id=23638 https://codelibrary.amlegal.com/codes/tucson/latest/tucson_az/0-0-0-21930 https://www.tucsonaz.gov/Departments/Business-Services-Department/Procurement/Living-Wage https://www.tucsonaz.gov/Departments/Business-Services-Department/Procurement/Living-Wage

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G.5. PRICE ADJUSTMENT

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

G.6. TERM AND RENEWAL

The term of the Contract will commence when awarded to Contractor and remain in effect for a period of THREE (3) year, unless terminated, canceled or extended as otherwise provided herein. The City may, at its sole option, extend the Contract's term for up to TWO (2) additional one-year periods or portions thereof.

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H. INSURANCE REQUIREMENTS

H.1. REQUIRED INSURANCE POLICIES

Contractor will obtain and maintain during the entire term of this Contract and for 2 years after the Contract term ends, the following insurance coverage from insurers that have an “A.M. Best” rating of not less than A-VII:

H.2. COMMERCIAL GENERAL LIABILITY

Policy must include Bodily Injury, Property Damage, Personal Injury and Broad Form Contractual Liability with coverage limits no lower than:

A. Each Occurrence: $1,000,000

B. General Aggregate: $2,000,000

C. Products & Completed Operations Aggregate: $2,000,000

D. Personal and Advertising Injury: $1,000,000

E. Blanket Contractual Liability: $1,000,000

H.3. COMMERCIAL AUTOMOBILE LIABILITY

Policy must include bodily injury and property damage, for any owned, hired, and/or non-owned vehicles used in performance of work under this Contract, with a Combined Single Limit no lower than $1,000,000.

H.4. WORKER'S COMPENSATION

Policy must have coverage limits no lower than:

A. Per Occurrence: Statutory

B. Employer's Liability: $1,000,000

C. Disease Each Employee: $1,000,000

D. Disease Policy Limit: $1,000,000

E. [If Contractor is a Sole Proprietor, include this waiver provision under A.R.S. § 23-961(M). To determine whether the Contractor is a Sole Proprietor, please request the Sole Proprietor/Independent Contractor form from the Contract Officer listed in the solicitation.] I am a sole proprietor, and I am doing business as [name of sole proprietor business]. I am performing work as an independent contractor for the City of Tucson. I am not the employee of the City of Tucson for workers' compensation purposes, and, therefore, I am not entitled to workers' compensation benefits from the City. I understand that if I have any employees working for me, I must maintain workers' compensation insurance on them.

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H.5. POLICY CHANGE NOTICE

Contractor will give the City 30 days advance written notice before any of the above policies are changed in any manner that is inconsistent with the requirements of this Contract. The notice must be sent directly to the Procurement Division of the Business Services Department.

H.6. ADDITIONAL INSURED

The Commercial General Liability, Commercial Automobile Liability and umbrella policies where applicable will include the City as an additional insured with respect to liability arising out of the performance of this contract. The City must be covered to the full policy limits, even if those limits of liability are in excess of those required by this Contract. The coverage must be primary and any insurance carried by City is excess and not contributing.

H.7. CLAIMS-MADE COVERAGE

If any or part of the required insurance is written on a claims-made basis, any policy retroactive date must precede the date of the contract and the Contractor must maintain such coverage for a period not less than three (3) years following contract expiration, termination or cancellation.

H.8. ADDITIONAL REQUIREMENTS

Each insurance policy required by this Contract, excluding Professional Liability (Errors & Omissions), must include or be endorsed to include to provide the following:

A. A waiver of subrogation endorsement in favor of the City, for losses arising from work performed by or on behalf of the Contractor (Including Worker’s Compensation).

B. The policy is primary and any insurance carried by the City is excess and not contributing.

C. The coverage provided by the policy is not limited to the liability assumed…