Hydraulic_Lift,_Transport_Trailers,_Facilities_and_Warehouse_Utility_Equipment_(Addendum_#1_Revision).pdf

REQUEST FOR QUALIFICATION

27-FSD-010

HYDRAULIC LIFT, TRANSPORT TRAILERS, FACILITIES

AND WAREHOUSE UTILITY EQUIPMENT

CITY OF PHOENIX

PUBLIC WORKS

200 W. WASHINGTON AVE

PHOENIX, AZ

85003

RELEASE DATE: August 26, 2026

DEADLINE FOR QUESTIONS: September 22, 2026

RESPONSE DEADLINE: October 6, 2026, 11:00 am

City of Phoenix

REQUEST FOR QUALIFICATION

27-FSD-010

Hydraulic Lift, Transport Trailers, Facilities and Warehouse Utility

Equipment

1. INTRODUCTION

2. INSTRUCTIONS

3. SCOPE OF WORK

4. EVALUATION PROCESS

5. STANDARD TERMS AND CONDITIONS

6. SPECIAL TERMS AND CONDITIONS

7. DEFENSE AND INDEMNIFICATION

8. INSURANCE REQUIREMENTS

9. SUBMITTALS

10. PRICING PROPOSAL

Attachments:

A - Acceptance of Offer Form 2026

Request For Qualification #27-FSD-010 Title: Hydraulic Lift, Transport Trailers, Facilities and Warehouse Utility Equipment

1. Introduction

1.1. Contact Information

Alexandro Salazar

Public Works

Email: alexandro.salazar@phoenix.gov

Phone: (602) 495-3606

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 (Alexandro Salazar) at (602) 495-3606/Voice or 711/TTY, or alexandro.salazar@phoenix.gov, no later than five (5) business days prior to the meeting.

Solicitation Issue Date: August 26, 2026

Pre-Offer Conference (Non-Mandatory): September 9, 2026, 11:30am

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Written Inquiries Due Date: September 22, 2026, 10:00am

Offer Due Date: October 6, 2026, 11:00am https://teams.microsoft.com/meet/256366529460023?p=5ne8o7sxp4Z6zpj2rk https://teams.microsoft.com/meet/256366529460023?p=5ne8o7sxp4Z6zpj2rk mailto:cityofphoenix@m.webex.com

2. Instructions

2.1. Description – Statement of Need

The City of Phoenix invites sealed offers for Hydraulic Lift, Transport Trailers, Facilities and

Warehouse Utility Equipment for a five-year contract commencing on or about December 1, 2026, in accordance with the specifications and provisions contained herein or the “Effective

Date” which is upon award by City Council, conditioned upon signature and recording by the

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

This solicitation is available through the City’s Procurement Portal. For technical support issues related to the City's Procurement Portal, Offeror may use the support bubble on the bottom right, or email procurement-support@opengov.com for any assistance. For other issues related to this solicitation please contact the procurement officer listed under Contact Information.

Notwithstanding the foregoing, this Agreement will terminate upon the earliest occurrence: by reaching the end of the term including any extensions exercised, or termination pursuant to the provisions of this Agreement.

2.2. Preparation of Offer

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

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

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

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

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

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

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

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

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

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

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

mailto:procurement-support@opengov.com

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

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

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

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

2.3. Fixed Offer Price Period

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

2.4. Obtaining a Copy of the Solicitation and Addenda

Interested Offerors may download the complete solicitation and addenda from the City's

Procurement Portal: https://procurement.opengov.com/portal/phoenix/projects/226948. 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, Public Works Department, 200 W. Washington Street, 7th Floor, Phoenix, AZ 85003. It is the

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

2.5. Exceptions

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

Procurement Officer rather than including exceptions in their Offer.

2.6. Inquiries

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

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

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.

https://procurement.opengov.com/portal/phoenix/projects/226948

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

2.7. Addenda

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

Procurement Portal.

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

2.8. Licenses

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

2.9. Certifications

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

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

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

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

2.10. Submission of Offer

The City of Phoenix Public Works Department is accepting only electronic Offers for this solicitation. Offerors are responsible for submitting the Offer before the due date and time of the solicitation deadline.

The Offeror is responsible for managing potential delays due to delays caused by the Carrier or technical difficulties.

Submission of Offer – Electronic Submission:

Offers shall be submitted electronically via the City’s Procurement Portal by clicking on “Draft

Response” via https://procurement.opengov.com/portal/phoenix/projects/226948. Offerors must be registered with OpenGov by signing up via https://procurement.opengov.com/signup. Vendor training guides can be found at: https://opengov.my.site.com/support/s/article/ca6d1285-1e48-

4a21-bb0d-715edb7794ed.

Any original documents (such as bonds, guaranties, powers of attorney), if required by the solicitation, must be separately delivered to and received by the City on or prior to the exact https://procurement.opengov.com/portal/phoenix/projects/226948 https://procurement.opengov.com/signup https://opengov.my.site.com/support/s/article/ca6d1285-1e48-4a21-bb0d-715edb7794ed https://opengov.my.site.com/support/s/article/ca6d1285-1e48-4a21-bb0d-715edb7794ed time and date indicated in the Schedule of Events, with a clear indication of the Offer for which it is attributed.

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

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

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

2.11. Withdrawal of Offer

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

Procurement Portal.

2.12. Offer Results

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

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

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

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

Portal: https://procurement.opengov.com/portal/phoenix/projects/226948 within five business days of the offer opening. The City will post the information on the preliminary tabulation as it was read during the offer opening. The City makes no guarantee as to the accuracy of any information on the preliminary tabulation. Once the City has evaluated the offers, the City will post an award recommendation on the City's Procurement Portal. By signing and submitting its

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

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

Offerors.

2.13. Pre-Award Qualifications

Offeror must have been in operation a minimum of 2 years. The Offeror’s normal business activity during the past 2 years will have been for providing the goods or services in this solicitation.

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

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

https://procurement.opengov.com/portal/phoenix/projects/226948

2.14. Qualification Criteria

Statement of Qualifications shall relate specifically to the following items, listed in general order of importance, for evaluation and selection purposes:

Vendor shall be an authorized dealer of the manufacturer(s) being offered within this

Solicitation. Upon request, the vendor shall provide the city with a letter from the manufacturer confirming that the vendor is an authorized dealer.

2.15. Evaluation and Selection

After evaluating all submissions, the City may ask some or all the firms that submitted a response to participate in interviews. Upon completion of the evaluation process, the City may assign a detailed scope of work to the selected candidate and negotiate fees for services.

RFQu responses should be concise, well-organized per the requested information, clearly written and limited to no more than 7 pages including resumes. The review process places considerable emphasis on the responsiveness of the RFQu response to the requirements outlined above. RFQu responses that are not written specifically in response to this request cannot receive serious consideration.

All RFQu responses will be evaluated based on the criteria listed above in the Qualifications

Section of this RFQu.

The firms under consideration for this RFQu, will be evaluated in accordance with the solicitation by an Evaluation Committee and/or the Procurement Officer. The City reserves the right to request supplemental information that the Evaluation Committee deems necessary to make a selection. The Committee may be supplemented by outside professionals or professionals from other City departments who can provide additional expertise.

2.16. Agreement

The City will require the selected Offeror to participate in negotiations and to submit such cost, technical or other revisions of the submittals as may result from negotiations. The City shall draft all final contracts and documents that result from this RFQu.

The language contained in this RFQu and the Offeror's statement of qualifications will form the basis of any resulting Contract. However, this RFQu does not commit the City to enter a

Contract, to pay any costs incurred in the preparation of a submittal to this request or in subsequent negotiations, or to procure a contract for the project(s).

2.17. 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.

2.18. 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.

2.19. 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.

2.20. 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.

2.21. 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.

2.22. 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.

2.23. 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.

2.24. 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.

2.25. Determining Responsiveness and Responsibility

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

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

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

2.26. 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.

2.27. 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.

2.28. Offers Not Within the Competitive Range

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

Range.

2.29. 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.

2.30. 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. Background

A. The City is seeking to contract with qualified Contractor(s) to provide various facilities and warehouse utility equipment which includes but is not limited to, forklifts, manlifts, scissor lifts, transport trailers, carts, landscape equipment, in addition to other related products, parts and accessories.

3.2. Overview

A. Equipment offered shall be within the following categories. These categories shall be defined by similar types of products and include all related types of powered equipment

(i.e. gasoline, E85, diesel, alternative fuels, battery and electric), parts and accessories:

1. Hydraulic Lift Equipment (Material or Personnel type): To include but not limited to forklifts, pallet jacks, scissor/man lifts, deck cranes, stock pickers.

2. Equipment and Material Transport Trailers (Max GVWR 80,000 lbs.): To include but not limited to a full line of fifth wheel (various sizes), ball hitch, lunette eye pintle hook, enclosed, open, tilt, tandem axle, single axle, carry-on dump trailers, and off-road vehicle trailers. Specialty fifth-wheel trailers include but are not limited to lowboy and walking floor trailers.

3. Facility and Warehouse Utility Equipment: To include but not limited to personnel or utility equipment, carts, landscape equipment, and pavement maintenance (i.e., street/pavement cleaning, crack sealing, marking equipment).

3.3. Contractor(s) Requirements

A. The contractor (s) shall provide a comprehensive selection of products at manufacturer’s current published prices. Products offered shall be the newest product model available from the manufacturer. No prototype, demo, rebuilt, or reconditioned products shall be accepted.

B. The Contract(s) shall provide equipment to conform, as applicable, to all Arizona Motor

Vehicle laws, Federal Motor Vehicle laws (including the Federal Bridge Formula), Occupational Safety & Health Administration (OSHA), US Environmental Protection

Agency (EPA), Federal Motor Vehicle Safety Standards (FMVSS), Industrial

Commission of Arizona (ICA), and Arizona Motor Vehicle Division (MVD) regulations, including the National Electric Code and the National Fire Protection Association.

C. The Contractor(s) will provide all equipment ready in all respects for use and with all requested services completed prior to delivery.

D. The Contractor(s) will supply a quote within seven (7) days after receiving a request from the City. The quotation will include, but not be limited to, the following information:

1. City contract number, vehicle availability and delivery lead-time.

2. Vehicle Identification Number (VIN) if available.

3. Dealer Stock Number if available.

4. Vehicle and or equipment base bid price.

5. Itemized options (including line-item cost).

6. Applicable tax.

7. Total price.

8. Point of Contact.

E. For vehicles requiring upfit/modifications, all applicable costs shall be included in the quotation. If the upfit/modifications are being completed by a separate subcontractor(s), Contractor(s) will provide the subcontractor’s quotation on a separate document and supply it to the City with the Contractors quotation.

F. Within fourteen (14) calendar days after receipt of a purchase order, Contractor(s) will provide the City with copies of the manufacturer’s factory order numbers to confirm vehicles have been ordered. If confirmation of the manufacturer’s factory order numbers are not received within this timeframe, the City may cancel the order and purchase from another source.

G. The Contractor(s) shall provide a dedicated customer service representative to support the City with the following but not limited to:

1. Customer dispute resolution services (at the transaction level).

2. Multiple account setup and management.

3. expediting services (order follow-up).

4. Any customer service-related matters necessary.

H. The Contractor(s) shall provide general help and ordering assistance, including toll-free phone and web-based support.

I. The Contractor(s) shall be responsible for ensuring that the most current manufacturer’s published price lists are available to the City. The most current catalog and or published price list is to be provided to the City's assigned Procurement Officer as soon as it is made available.

J. The Contractor(s) shall have a return process in place to accommodate any defective or damaged product. Any item that is received in error or in a defective or damaged condition shall be replaced or returned within thirty (30) days at no cost to the City.

K. The Contractor(s) shall have a local dealership within the Phoenix metropolitan area.

The dealership shall be capable of providing warranty repairs, services, non-warranty repairs, and part for the equipment sold to the City.

L. The Contractor(s) will provide a full line of new vehicles and or equipment and all subsequent variants of each vehicle and or equipment as outlined in the Scope of Work.

M. The City may request customize or modify equipment to meet specific needs. The City will supply all customization and or modification requests to the Contractor(s).

Contractor(s) will identify any conditions that apply to the customization and or modification and include a detailed description and list of parts and accessories with prices in a quotation to the City for review and acceptance.

N. The Contractor(s) will submit a current Manufacturer’s Certification form for each

Manufacturer they represent, stating that the Contractor(s) is the Manufacturer or a

Certified Representative and or Dealership of the Manufacturer. The Manufacturer’s

Certification form(s) must be executed by the Manufacturer(s) only and may not be completed by the Contractor(s). Dealer agreements will not be accepted in lieu of a

Manufacturer’s Certification.

O. Engines, model, accessories, and options offered, main and auxiliary (if required), must meet or exceed the Federal Emissions Standards in place at the time the purchase order is issued. Vehicles and or equipment offered must be the current model in production at the time the purchase order is issued. If the model year offered is a future-production model, the Federal Emissions Standard in effect at the time of production must be met.

3.4. Specific Equipment Requirements

A. Decals – Decals or markings of any type pertaining to advertisement other than those installed by the manufacturer, such as name and model, will not be attached to any vehicle/ equipment.

B. Fluid Requirements – Contractor(s) will be responsible for notifying the City in writing of any special fluid requirements necessary to maintain standard and extended warranties and service agreements, including transmission fluid, antifreeze, oils, and lubricants that will be Original Equipment Manufacturer (OEM) only.

C. Service Requirements – All vehicles/equipment will be completely assembled, serviced, adjusted, and all equipment, including standard and optional equipment, will be installed, and the units made ready for continuous operation. Service requirements will include, but not limited to, the following:

1. Complete lubrication.

2. Checking of all fluid levels to ensure they are filled to the manufacturer’s recommended capacity.

3. Full tank(s) of fuel, (fully charged if electric) less delivery fuel.

4. Engine adjustment to the proper operating condition.

5. Tire inflation to correct pressure.

6. Checking of all mechanical and electrical operations.

7. Checking for any appearance defects.

8. Cleaning, removal of all unnecessary tags and stickers, and washing if necessary.

D. Special Paint Requirement – The City may require special paint for some vehicles. An increase of no more than thirty (30) days over the required delivery time will be allowed for this requirement. Contractors will indicate if there are any quantity requirements or an additional cost for specialty fleet colors. If no information is provided, it will be understood that there is no quantity requirement or additional cost.

E. Tires – Any spare tire supplied (optional, or standard,) will be full-size and match the

OEM tires and wheels contained on the vehicle/equipment.

F. Vehicle Equipment Requirements – All base vehicles/equipment offered shall, at a minimum, include the following (if available and applicable):

1. All standard factory equipment

2. Four (4) keys and two (2) keyless entry remotes (if applicable), per vehicle/equipment. If only keyless remotes are available, four keyless remotes shall be provided.

3. Air conditioning, if equipment has an enclosed cab

3.5. Manuals

A. The Contractor(s) shall provide, at no additional cost, all applicable manuals with the purchase of equipment. The Contractor(s) shall supply all applicable manuals and reference guides that comply with industry standards. All required manuals shall be provided at the time of delivery.

B. All service manuals, parts books, diagrams, and schematics shall be provided in electronic and/or hard copy using the following format and quantity. All materials will be provided, including the model and model year. Electronic copies shall be presented in a

PDF searchable format.

1. Operator’s Manual - Contractor(s)must provide one paper copy per unit delivered, and one single additional copy per model.

2. Service, Wiring Diagrams, Hydraulic/Pneumatic Schematics, and Parts Manuals -

One electronic copy of each shall be supplied. One electronic copy of the complete wiring diagrams and hydraulic schematics shall also be provided (for the basic machine and engine). The hydraulic schematics shall include the diameter and length of each hose used. The manufacturer’s part number used for each fitting shall also be provided.

a. Service, Wiring Diagrams, Hydraulic/Pneumatic Schematics, and Parts Manuals

Paper Copy – If only a printed format is available, a total of five copies each of the service manual and parts manual shall be supplied. Five copies of the complete wiring diagrams and hydraulic schematics shall also be provided (for the basic machine and engine). The hydraulic schematics shall include the diameter and length of each hose used. The manufacturer’s part number used for each fitting shall also be provided. The Hydraulic/Pneumatic Schematics and

Manuals shall be delivered to the location designated by the purchasing department.

b. Service, Wiring Diagrams, Hydraulic/Pneumatic Schematics, and Parts Manuals will cover all components of the applicable equipment in detail (to include engine, transmission, axles, wiring, hydraulics, and all other components). Service manuals will be sufficiently comprehensive so as to provide a journeyman-level mechanic with adequate direction and procedures for routine maintenance, problem diagnosis, and repair of all components on the applicable equipment, including optional accessories.

c. Parts manuals will likewise be sufficiently detailed to cover all components and their individual parts that are installed on the applicable equipment. Original component manufacturer’s part numbers will be provided, along with any additional equipment installed on the applicable equipment.

3. One (1) electronic copy of the Overhaul Manual shall be provided per order.

4. One (1) electronic copy of the Cross-reference guide from manufacturers (part numbers to their suppliers' part numbers) shall be provided per order.

C. A release shall be provided on all electronic copies to allow the City to install electronic copies on the City’s internal/employee use website. Access to component manufacturers’ websites is acceptable in lieu of paper; access must be operable to the

City of Phoenix at the time of delivery. Shop manuals will be provided in electronic form and/or via web-based access to the City.

D. Diagnostic and troubleshooting software, if necessary for maintenance, repair, and diagnostics of the applicable equipment, must also be provided at the time of delivery, one copy per order.

E. The manuals and schematics supplied shall provide complete and comprehensive information on all equipment components and accessories. Equipment assembled from manufactured components must include the parts manuals shall include the manufacturer of each part as well as cross-referencing between the Contractor(s) and the manufacturers.

3.6. Training

The Contractor(s) shall provide training as outlined below. Training will be provided in a three-phased approach, with an Operator-level training class, a Maintenance Orientation class, and an In-Depth Maintenance training class. The timing of these classes and specific subject matter is detailed below. Training classes will include a minimum of ten City technicians. The

Contractor(s) shall allow City personnel to record the training session (s), and all recordings shall remain the sole property of the City of Phoenix. The Contractor(s) shall provide any available CD//DVD/d and/or access to online resources on the repair, maintenance, operations, and safety of the units or components at no additional cost.

Where available recordings are copyrighted, it is the Contractor(s) responsibility to secure written approval for duplication of these tapes for the sole use of the City of Phoenix training process.

General Training Requirements: Training will be conducted at the City of Phoenix Fleet

Services Division Facility, 2441 South 22nd Avenue, Phoenix, Arizona, unless otherwise designated by a Fleet Services Representative. Contractor(s)will provide all necessary audiovisual materials and instructors for this training.

Contractor(s) may utilize and include in the training subcontractors to meet the requirements of this training appropriately. Coordination and inclusion of subcontractors for training is the responsibility of the Contractor(s) and will be executed without any cost or implication to the

City.

Contractor(s) shall allow 21 days' scheduling time for Fleet Services to notify appropriate employees of training.

Contractor(s) shall provide the training coordinator with an outline of all training classes before the first unit is delivered. Contractor(s) will coordinate all training through the Fleet Services

Training Coordinator.

A. Maintenance Orientation Training: There will be an initial four-hour orientation training on the maintenance and operation of the vehicle within two weeks of the City's delivery of the first current unit. The Contractor(s) shall supply an outline to the training coordinator upon delivery of the first unit and be available to provide this orientation up to three times during an agreed-upon one-week period, with one class each held during

1st, 2nd, and 3rd shifts (i.e., there will be a day shift class, a swing shift class, and a grave shift class—held during those shifts’ work hours). Orientation training shall be provided according to the following outline:

1. Technical Manuals (Service and Parts)

a. Format

b. Use

2. Vehicle Familiarization

a. Description of systems and components

b. Maintenance services and lubrication

c. Vehicle operation

d. Warranty specifications and requirements

e. Safety

3. Engine

a. Operation

b. Maintenance services and lubrication

c. Tune up

d. Emissions controls, DPF, DEF System

e. Engine controls (manual, electronic, if equipped, shut down, computer controls, if equipped, and troubleshooting)

f. Cooling system (integrated sub-system with pump for auxiliary. cooling, coolant recovery system)

g. Oil filtration system

h. Ignition system (diagnosis, repair, troubleshooting)

i. Fuel system (diagnosis, repair, and troubleshooting)

j. EFI/PFI, if equipped

4. Transmission and Drivetrain

a. Description of systems and components

b. Operation

c. Maintenance services and lubrication

d. Service requirements (proper methods and intervals)

e. Controls (manual, electronic, if equipped)

f. Integrated emergency warning system

g. PTO (operation, maintenance services, repair, and troubleshooting), if equipped for repair and lubrication)

h. Split shaft PTO operation if equipped

i. Retarder, if equipped

j. Tag axle and controls, if equipped

5. Brakes and Air Supply System

a. Description of systems and components

b. Operation

c. Maintenance services, repair, and lubrication of components

d. Repair and component replacement (brakes and air systems), warning devices, and troubleshooting

e. Anti-lock system, if equipped

6. Body and Components

a. Lubrication and service requirements

b. Adjustments (compartment doors, lids, and covers)

7. Hydraulic Systems

a. Description of systems and components

b. Operational controls (manual, electronic, proportional, and automatic sequencing)

c. Maintenance services, repair, and lubrication

d. Troubleshooting

e. System diagnosis

8. Electrical Component

a. Troubleshooting and repair

9. Packer and Lift Operation Hydraulics

a. Description of systems and components

b. Maintenance services, repair, and lubrication

c. Troubleshooting

d. System diagnosis

B. Maintenance In-Depth Training: Contractor(s) shall provide the necessary resources to train City technicians in methods for diagnosing and troubleshooting all components.

This training will be provided by the body manufacturer 90 to 180 days after the first unit is placed into service, to ensure it aligns with anticipated breakdowns and service needs.

1. This training will be an in-depth, journeyman-level class including both classroom time and hands-on training, for a (minimum) three-day course length.

2. Training will emphasize diagnostics, electrical systems, hydraulics, electrical/pneumatic/hydraulic controls, computerized controls, and typical maintenance and repair subjects associated with the body, packer, and lift, as deemed most valuable by the body manufacturer. Training should utilize current model trucks/components, mockups, cutaways, etc., to provide adequate hands-on instruction.

3. Training will take place at a City facility or at the local vendor’s location, or both, and be made available up to three times during a 30 day period (to coincide with truck purchases within each contract year), with one class each held during 1st, 2nd, and

3rd shifts (i.e., there will be a day shift class, a swing shift class, and a grave shift class—held during those shifts’ work hours). C

4. An outline of this training, along with the dates and times, shall be provided to the training coordinator prior to any classes.

C. Operator Training: Contractor(s) shall provide on-site operator training at the four City of Phoenix service centers. This training will be coordinated with the Fleet Services

Traini…