INVITATION FOR BID

IFB 27-0420

LOW-VOLTAGE INFRASTRUCTURE SERVICES

CITY OF PHOENIX

AVIATION

2485 E. BUCKEYE RD.

PHOENIX, AZ

85003

RELEASE DATE: November 5, 2026

DEADLINE FOR QUESTIONS: November 23, 2026

RESPONSE DEADLINE: December 18, 2026, 11:00 am

City of Phoenix

INVITATION FOR BID

IFB 27-0420

Low-Voltage Infrastructure Services

1. INTRODUCTION

2. INSTRUCTIONS

3. SCOPE OF WORK

4. EVALUATION PROCESS

5. STANDARD TERMS AND CONDITIONS

6. SPECIAL TERMS AND CONDITIONS

7. DEFENSE AND INDEMNIFICATION

8. INSURANCE REQUIREMENTS

9. SUBMITTALS

10. PRICING PROPOSAL

Attachments:

A - Supplemental-Terms-And-Conditions-To-All-Airport-Contracts Rev 4-29-26

B - Sensitive Security Information Acknowledgement Form

Invitation For Bid #IFB 27-0420 Title: Low-Voltage Infrastructure Services

1. Introduction

1.1. Contact Information

Cadle Collins

Aviation

Email: cadle.collins@phoenix.gov

Phone: (602) 273-2054

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 (Cadle Collins) at (602) 273-2054/Voice or 711/TTY, or cadle.collins@phoenix.gov, no later than five (5) days prior to the meeting.

Solicitation Issue Date: November 5, 2026

Pre-Offer Conference (Non-Mandatory): November 18, 2026, 10:00am

This is a Virtual Event ONLY.

To RSVP/Register, please visit:

https://cityofphoenix.webex.com/weblink/reg ister/ra32f8da8597efb8d4bd8be9fc3f691d5

Written Inquiries Due Date: November 23, 2026, 10:00am

Offer Due Date: December 18, 2026, 11:00am

This is a Virtual Event ONLY.

Public offer opening will begin at 11:00am

To attend virtually, please visit:

https://cityofphoenix.webex.com/cityofphoen ix/j.php?MTID=m223f6e242628c055a4423b fba005567f

Join by phone

+1-415-655-0001 US Toll

Access code: 2332 368 0180 https://cityofphoenix.webex.com/weblink/register/ra32f8da8597efb8d4bd8be9fc3f691d5 https://cityofphoenix.webex.com/weblink/register/ra32f8da8597efb8d4bd8be9fc3f691d5 https://cityofphoenix.webex.com/cityofphoenix/j.php?MTID=m223f6e242628c055a4423bfba005567f https://cityofphoenix.webex.com/cityofphoenix/j.php?MTID=m223f6e242628c055a4423bfba005567f

Please note: registration or RSVP to participate in the Pre-Offer Conference is required in order to obtain the Pre-Offer Conference meeting information. An Offeror who wishes to join the Pre-

Offer Conference for this solicitation is required to register using the weblink or access code provided prior to the meeting. Upon completion of registration, the Pre-Offer Conference meeting information will be forwarded to the registered email address.

2. Instructions

2.1. Description – Statement of Need

The City of Phoenix invites sealed offers maintenance, repair, replacement, and support services for low voltage systems.

The Effective Date of this Agreement will be upon final signature and recording by the City

Clerk’s department.

The Commencement Date of this Agreement will be upon a April 1, 2027 or the Effective Date, whichever is later.

The term of this Agreement will be for 5 years, beginning on the Commencement Date, with no options to extend.

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. Minimum Qualifications

The qualified and responsive Offeror must meet all minimum qualifications listed below. Should an Offeror fail to meet one of the minimum qualifications identified, the Offer will be disqualified as non-responsive.

A. Offeror Experience: Offeror must have been in continuous operation for a minimum of three (3) consecutive years within the last five (5) years immediately preceding issuance of this IFB, providing low-voltage infrastructure services. Offeror must demonstrate successful performance delivering services specifically aligned with the scope of work required under this IFB, including but not limited to fire alarm and life safety systems, security technologies, structured cabling, and other specialized low-voltage solutions.

B. License Requirement: At the time of Offer submission, the Offeror must possess a C67

Commercial low-voltage systems or a CR67 Commercial/Residential low-voltage systems license as prescribed by the Arizona Registrar of Contractors (AROC).

Contractor's AROC license number must be submitted at the time of Offer submission.

Offer(s) received without the required license(s) will be considered nonresponsive.

2.3. Preparation of Offer

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

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

mailto:procurement-support@opengov.com

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

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

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

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

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

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

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

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

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

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

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

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

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

2.4. Fixed Offer Price Period

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

2.5. Obtaining a Copy of the Solicitation and Addenda

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

Procurement Portal: https://procurement.opengov.com/portal/phoenix/projects/286665. 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, Aviation Headquarters, 2485 East Buckeye Road, Phoenix, Arizona 85034. It is the Offeror’s responsibility to check the City's Procurement Portal, read the entire solicitation, and verify all required information is submitted with their Offer.

2.6. Exceptions

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

Procurement Officer rather than including exceptions in their Offer.

2.7. 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.

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

2.8. Addenda

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

Procurement Portal.

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.

2.9. 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.

2.10. Certifications

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

https://procurement.opengov.com/portal/phoenix/projects/286665

• 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.

2.11. Submission of Offer

Offers must be in possession of the Department on or prior to the exact time and date indicated in the Schedule of Events. Late offers will not be considered. The prevailing clock will be the

City Department’s clock.

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

Response” via https://procurement.opengov.com/portal/phoenix/projects/286665. Offerors that are unable to submit electronically should contact the Procurement Officer to discuss the logistics of hard copy submittals. Offerors must be registered with OpenGov by signing up via https://procurement.opengov.com/signup. Vendor training guides can be found at: https://opengov.my.site.com/support/s/article/ca6d1285-1e48-4a21-bb0d-715edb7794ed

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

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

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

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

2.12. 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.

2.13. Offer Results

Offer openings will take place on their designated date and time indicated in the Schedule of

Events, through remote video and telephone conference with the link and dial-in phone number below:

https://procurement.opengov.com/portal/phoenix/projects/286665 https://procurement.opengov.com/signup https://opengov.my.site.com/support/s/article/ca6d1285-1e48-4a21-bb0d-715edb7794ed

Meeting Link

Join by phone:

+1-415-655-0001 US Toll

Access code:

2332 368 0180

The name of each Offeror, and the price may be read and/or viewed. 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 the Offeror’s name on the City's Procurement

Portal: https://procurement.opengov.com/portal/phoenix/projects/286665 within five business days of the offer opening. Offers are not available for public inspection until after the City has posted the award recommendation on the City's Procurement Portal. Once the City has reviewed the offers, the City will post an award recommendation on the City's Procurement

Portal. The City will not provide any further notification to unsuccessful Offerors.

2.14. Certificates of Insurance

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

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

2.15. Award of Contract

Unless otherwise indicated, award(s) will be made to responsive, responsible Offeror(s) who are regularly established in the service, or providing the goods, contained in this solicitation and who have demonstrated the ability to perform in an acceptable manner.

A. Factors that may be considered by the City include:

1. Technical capability of the Offeror to accomplish the scope of work required in the

Solicitation. This may include performance history on past and current government or industrial contracts; and,

2. Demonstrated availability of the necessary manpower (both supervisory and operational personnel) and necessary equipment to accomplish the scope of work in the Solicitation; and,

3. Safety record; and,

4. Offeror history of complaints and termination for convenience or cause.

B. Notwithstanding any other provision of this solicitation, the City reserves the right to: (1) waive any immaterial defect or informality; or (2) reject any or all offers or portions thereof; or (3) reissue a solicitation.

https://procurement.opengov.com/portal/phoenix/projects/286665

C. A response to a solicitation is an offer to contract with the City based upon the terms, conditions, and specifications contained in the City’s solicitation. Offers do not become contracts until they are executed by the Chief Procurement Officer or Department

Director. A contract has its inception in the award, eliminating a formal signing of a separate contract. For that reason, all of the terms, conditions and specifications of the procurement contract are contained in the solicitation, and in any addendum or contract amendment.

2.16. Solicitation Transparency Policy

Commencing on the date and time a solicitation is published, potential or actual Offerors or respondents (including their representatives) shall only discuss matters associated with the solicitation with the Mayor, any members of City Council, the City Manager, any Deputy City

Manager, or any department director directly associated with the solicitation (including in each case their assigned staff, except for the designated Procurement Officer) at a public meeting, posted under Arizona Statutes, until the resulting contract(s) are awarded to all offers or responses are rejected and the solicitation is cancelled without any announcement by the

Procurement Officer of the City’s intent to reissue the same or similar solicitation.

As long as the solicitation is not discussed, Offerors may continue to conduct business with the

City and discuss business that is unrelated to the solicitation with the City staff. Offerors may not discuss the solicitation with any City employees or evaluation panel members.

Offerors may discuss their proposal or the solicitation with the Mayor or one or more members of the Phoenix City Council, provided such meetings are scheduled through the Procurement

Officer, and are posted as open meetings with the City Clerk at least 24 hours prior to the scheduled meetings. The City Clerk will be responsible for posting the meetings. The posted notice shall identify the participants and the subject matter, as well as invite the public to participate.

With respect to the selection of the successful Offerors, the City Manager and/or City Manager's

Office will continue the past practice of exerting no undue influence on the process. In all solicitations of bids and proposals, any direction on the selection from the City Manager and/or

City Manager's Office and Department Head (or representative) to the proposal review panel or selecting authority must be provided in writing to all prospective Offerors.

This policy is intended to create a level playing field for all Offerors, assure that contracts are awarded in public, and protect the integrity of the selection process. OFFERORS THAT

VIOLATE THIS POLICY SHALL BE DISQUALIFIED. After official Notice is received by the City for disqualification, the Offeror may follow the Protest process, unless the Solicitation is cancelled without notice of intent to re-issue.

“To discuss” means any contact by the Offeror, regardless of whether the City responds to the contact. Offerors that violate this policy will be disqualified until the resulting contract(s) are awarded, or all offers or responses are rejected and the solicitation is cancelled without any announcement by the Procurement Officer of the City’s intent to reissue the same or a similar solicitation. The City interprets the policy as continuing through a cancellation of a solicitation until Council award of the contract, as long as the City cancels with a statement that the City will rebid the solicitation.

2.17. Protest Process

Offeror may protest the contents of a solicitation no later than seven days before the solicitation deadline when the protest is based on an apparent alleged mistake, impropriety or defect in the solicitation. Protests filed regarding the solicitation may be addressed by an amendment to the solicitation or denied by the City. If denied, the opening and award will proceed unless the City determines that it is in the City’s best interests to set new deadlines, amend the solicitation, cancel or re-bid.

Therefore, unless otherwise notified by a formal amendment, the Protester must adhere to all solicitation dates and deadlines, including timely filing of an offer, regardless of filing a protest.

Offeror may protest an adverse determination issued by the City regarding responsibility and responsiveness, within seven days of the date the Offeror was notified of the adverse determination.

Offeror may protest an award recommendation if the Offeror can establish that it had a substantial chance of being awarded the contract and will be harmed by the recommended award. The City will post recommendations on the City’s Procurement Portal to award the contract(s) to an Offeror(s). Offeror must submit award protests within seven days after the posting of the award recommendation, with exceptions only for good cause shown, within the

City’s full and final discretion.

All protests will be in writing, filed with the Procurement Officer identified in the solicitation and include the following:

• Identification of the solicitation number;

• The name, address and telephone number of the protester;

• A detailed statement describing the legal and factual grounds for the protest, including copies of relevant documents;

• The form of relief requested; and

• The signature of the protester or its authorized representative.

The Procurement Officer will render a written decision within a reasonable period after the protest is filed. The City will not request City Council authorization to award the contract until the protest process is complete. All protests and appeals must be submitted in accordance with the

City’s Procurement Code, (Phoenix City Code, Ch. 43) and any protests or appeals not submitted within the time requirements will not be considered. Protests must be filed with the

Procurement Officer.

2.18. Public Record

All Offers submitted in response to this solicitation will become the property of the City and become a matter of public record available for review pursuant to Arizona State law. If an

Offeror believes that a specific section of its Offer response is confidential, the Offeror will isolate the pages marked confidential in a specific and clearly labeled section of its Offer response. An Offeror may request specific information contained within its Offer is treated by the

Procurement Officer as confidential provided the Offeror clearly labels the information

“confidential.” To the extent necessary for the evaluation process, information marked as

“confidential” will not be treated as confidential. Once the procurement file becomes available for public inspection, the Procurement Officer will not make any information identified by the

Offerors as “confidential” available to the public unless necessary to support the evaluation process or if specifically requested in accordance with applicable public records law. When a public records request for such information is received, the Procurement Officer will notify the

Offeror in writing of any request to view any portion of its Offer marked “confidential.” The

Offeror will have the time set forth in the notice to obtain a court order enjoining such disclosure.

If the Offeror does not provide the Procurement Officer with a court order enjoining release of the information during the designated time, the Procurement Officer will make the information requested available for inspection.

2.19. Late Offers

Late Offers must be rejected, except for good cause. If a late Offer is submitted, the Department will document the date and time of the submittal of the late Offer, keep the Offer and notify the

Offeror that its Offer was disqualified for being a late Offer.

2.20. Right to Disqualify

The City reserves the right to disqualify any Offeror who fails to provide information or data requested or who provides materially inaccurate or misleading information or data. The City further reserves the right to disqualify any Offeror on the basis of any real or apparent conflict of interest that is disclosed by the Offer submitted or any other data or information available to the

City. This disqualification is at the sole discretion of the City. By submission of a solicitation response, the Offeror waives any right to object now or at any future time, before any agency or body including, but not limited to, the City Council of the City or any court as to the exercise by the City of such right to disqualify or as to any disqualification by reason of real or apparent conflict of interest determined by the City. The City reserves the right to replace the disqualified

Offeror.

2.21. Contract Award

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

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

2.22. Determining Responsiveness and Responsibility

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

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

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

2.23. Equal Low Offer

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

3. Scope of Work

3.1. Introduction

The City of Phoenix Aviation Department (Aviation) invites sealed Offers from qualified Offerors to provide maintenance, repair, replacement, and support services for low-voltage systems for a five-year contract term commencing on or about April 1, 2027. The awarded Contractor will be responsible for servicing existing low-voltage systems, including troubleshooting, component replacement, end-of-life upgrades, system restoration, and technical support for fire alarm, access control, security, structured cabling, and related control systems. Services include ongoing support to ensure, reliability and compliance across Phoenix Sky Harbor International

Airport, Deer Valley Airport, and Goodyear Airport, collectively referred to as “Airports”.

The Aviation Department is a 24-hour-a-day, 7-day-a-week, every day of the calendar year operation subject to Federal Aviation Administration (FAA) security mandates. All staff under this Contract must pass a Security Threat Assessment and Criminal Background Check to obtain a security badge and the airfield driving permit endorsement.

3.2. Aviation Department Representative

The Aviation Department Representative (ADR) for this Contract is listed in the table below. The

ADR or designee will coordinate all work and be the sole judge concerning acceptability and quality of work. The ADR or designee will be consulted by the Contractor on any concerns and issues arising during the performance of this Contract.

Section Name Title Phone Email

Energy Systems Al Plant Lead User

Technology

Specialist

(602)273-2059 al.plant@phoenix.gov

3.3. Definition

For the purposes of this Contract, “low-voltage system support” refers to the maintenance, repair, replacement, and troubleshooting of existing low-voltage systems operating at 50 Volts of Direct Current (VDC) or less. This includes fire alarms, access control, security and intrusion detection, structured cabling, fiber and copper communication pathways, Closed-Circuit

Television (CCTV), audio-visual controls, and other related monitoring or control systems currently installed at the Airports.

3.4. Applicable Laws and Standards

The Contractor must comply with:

A. Aviation Department guidelines as they pertain to insurance and security.

B. All City, State, and Federal laws and regulations, and accepted industry standards and regulations that govern the work's requirements.

C. Occupational Safety and Health Administration (OSHA) requirements.

D. National Fire Protection Association (NFPA) requirements.

E. Associated building codes and International Building Codes (IBC).

F. International Fire Codes (IFC).

G. Local Authority Having Jurisdiction (AHJ) requirements.

H. National Electrical Code (NEC).

3.5. Locations

This Contract will provide services to City owned airport properties that are managed and maintained by the Aviation Department. These airport properties include, but are not limited to:

A. Phoenix Sky Harbor International Airport (PHX) and surrounding airport properties.

B. Rental Car Center (RCC).

C. Phoenix Deer Valley Airport (DVT).

D. Phoenix Goodyear Airport (GYR).

3.6. Additions, Deletions, or Replacement

The Aviation Department may add or delete services/equipment at any location. If equipment is added, the Contractor must perform repairs or maintenance services as requested. The ADR will advise the Contractor of adding or deleting any equipment location within thirty (30) days' notice. All fees shall be per the existing fees in effect.

3.7. Contractor Service Requirements

Contractor must:

A. Assign a primary Service Representative who will be the City's point of contact at the start of the contract

1. Qualifications - the Service representative must posses at least five (5) years of experience providing low-voltage infrastructure services.

2. Once the service representative is assigned at the contract start date the Contractor must notify the Aviation Department Representative (ADR) or their designee in writing when changing the assigned service representative.

B. Provide all labor, supervision, material(s), equipment, tools, transportation, methods of communication, and any additional Ancillary Services necessary to meet service requirements throughout the term of this Contract.

C. Supply all required devices, panels, cabling, hardware, accessories, UL-Listed products tested by Underwriters Laboratories (UL Laboratories) and code-compliant components, manufacturer-approved equipment compatible with existing systems, and necessary spare parts to support installation, maintenance, and repair activities.

D. Provide a name and contact information for the primary Point of Contact (POC) under the resultant Contract.

1. The POC must be a qualified company representative and available to respond to the city 24 hours per day, seven days a week, every day of the calendar year.

a. A qualified company representative must be knowledgeable about the products and services outlined in this Contract.

2. The POC shall be responsible for coordinating all service activities, updates, scheduling, and communication with City’s ADR or designee.

E. Ancillary Services: Additional service requirements include Cellular and/or radio dialer installation, configuration and testing of low-voltage infrastructure systems including data cabling, access controls, CCTV and audio-visual components. As well as system integration, troubleshooting and upgrades to support evolving technological needs.

Preventative maintenance, and technical support to ensure reliable operation and compliance with industry standards.

F. Support, maintain, and repair the full range of covered systems, including fire alarm and life safety systems, access control systems, security and intrusion detection systems, structured cabling, fiber and copper infrastructure, and additional specialty low-voltage systems as required by Aviation.

G. Provide on-call system services for programming, configuration, documentation management, and software/firmware updates for all supported systems, ensuring compatibility with existing platforms and the Contract requirements.

1. Notify ADR or designee when firmware or software reaches end-of-support and provide recommended upgrade paths.

H. Deliver non-urgent scheduled services, urgent services with security or access impact, and emergency / life safety issues non-schedule 24/7 service response. See below for a more detailed description:

1. Non-Urgent Scheduled Services: These are standard maintenance or repair needs that do not impact life safety or critical security operations. Routine service ensures consistent upkeep and reliability of existing systems. On-site response within 3 to 5 business days. Examples include but not limited to:

a. Scheduled repairs.

b. Non-critical device replacements.

c. Routine troubleshooting.

d. Updates and adjustments that do not jeopardize safety or security.

2. Urgent Service with Security or Access Impact: These issues affect security integrity or access control but do not pose an immediate life-safety threat. Urgent issues must be addressed quickly to maintain security compliance and operational continuity.

Urgent issues shall be prioritized ahead of routine work unless otherwise directed by

ADR. On-site response must be within 24 hours. Examples include but are not limited to:

a. Card readers, door controllers, or electrified hardware failures that restrict required access or compromise security.

b. Intrusion system failures in secured areas.

c. Camera failures in critical security zones.

3. Emergency / Life Safety Issues Non-Scheduled 24/7 Services: These are situations that pose an immediate risk to life safety or could impact critical fire alarm or emergency communication functions. Emergency issues require immediate action to restore safe operation or to stabilize systems until permanent repairs can be made.

On-site response must be within 4 hours. Contractor must notify ADR upon arrival and again upon stabilization or resolution of the issue. Examples include but not limited to:

a. Fire alarm system failures or trouble conditions affecting notification or detection.

b. Loss of monitoring of fire alarm panels.

c. System faults that prevent the initiation of emergency sequences (elevator recall, HVAC shutdown, etc.).

I. Provide detailed testing, commissioning, and validation for all repaired or modified systems, including but not limited to: point-to-point verification, NFPA-compliant fire alarm testing, system programming validation, and support for AHJ inspections and acceptance procedures.

1. ADR or designee will issue a required pre-inspection that must be completed prior to any final testing, commissioning, or AHJ inspections.

J. Maintain and update all documentation including as built drawings, device addressing schedules, labeling, programming backups, and Operations and Maintenance (O&M) manuals.

K. Ensure that all service and installation personnel are certified by recognized national certification organizations or are trained and certified for the systems they work on, as outlined in NFPA 72, Chapter 10 for all fire protection/alarm work being performed.

L. Ensure assigned representatives are qualified specifically part of the Arizona Revised

Statutes (A.R.S.) Title 32 – Professions and Occupations, governing certification requirements for alarm agents.

M. The Offeror's assigned service representative may not be changed during the solicitation process, including the time up to contract award. After the contract award, Offeror must notify the Aviation Department Representative (ADR) or their designee in writing when changing the assigned service representative.

N. Coordinate work with other trades, contractors, and City of Phoenix stakeholders to avoid conflicts, maintain safety, and ensure proper integration with building systems.

O. Provide remote, on-call/as-needed support to Aviation to ensure the safety and security of the airport.

3.8. Service Exclusions

Unless specifically included in this Contract, the following are excluded:

A. Electrical power circuits.

B. Conduit installation (unless directed).

C. Structural modifications.

D. IT network infrastructure not directly related to low-voltage systems.

E. Civil or underground work.

F. Design and construction installation services.

3.9. Owners Responsibilities

The City of Phoenix Aviation Department shall provide:

A. Access to airport owned facilities and secure storage areas.

B. Network access and IP addressing (unless provided by Contractor).

C. Coordination with internal IT and facilities teams.

3.10. Supported Systems and Equipment

The Contractor shall support, maintain, and/or repair the following systems, but not limited to:

A. Fire Alarm & Life Safety System

1. Addressable fire alarm panels and sub-panels.

2. Initiating devices (smoke, heat, duct detectors, pull stations).

3. Notification appliances (horns, strobes, speakers).

4. Fire alarm monitoring equipment.

5. Auxiliary relays, power supplies, and batteries.

6. Integration with building systems (HVAC shutdown, elevator recall, access control release).

B. Access Control Systems

1. Door controllers, power supplies, and interface modules.

2. Card readers, keypads, biometrics.

3. Electrified hardware (strikes, maglocks, Request-to-Exit device (REX) devices).

4. Door position switches.

5. Credentialing and database configuration.

6. Integration with fire alarm and security systems.

C. Security & Intrusion Detection Systems

1. Intrusion panels, keypads, and sensors.

2. Motion detectors, glass break sensors, door contacts.

3. Panic/duress buttons.

4. Monitoring connections.

5. System programming and user configuration.

D. Structured Cabling & Low-Voltage Infrastructure

1. Cat6/Cat6A cabling.

2. Fiber optic cabling and terminations.

3. Patch panels, racks, cabinets, and labeling.

4. Cable management and pathway installation.

E. Other Low-Voltage Control Systems, as required including by not limited to:

1. Networked building control interfaces.

2. Specialty monitoring systems.

3.11. Safety, Precautions and Cleanliness

Upon repair of any systems or services, the Contractor must:

A. Be solely responsible for means, methods, techniques, procedures, and safety precautions in connection with the performance of these services.

B. Be responsible for the supervision and execution of services by its employees.

C. Have sufficient protective barriers and warning signs available to conduct specified services safely.

D. Supply and wear the required personal protection equipment while performing services under this Contract.

E. Maintain a high standard of cleanliness during and after services. Spillage of products

(i.e., grease, sealant), markings (i.e., greasy fingerprints), tools, and miscellaneous materials (i.e., shop towels, used parts, trash) will be removed from the City property daily and upon completion of services. Contractor waste will be removed from City property. The Contractor will leave the work area broom clean. Waste disposal must comply with all local, city, state, and federal laws.

F. All materials, tools, equipment, etc., must be removed or safely stored. The City is not responsible for theft or damage to the Contractor's property.

G. Provide trucks and vehicles licensed for use on public streets and licensed in the State of Arizona. Vehicles must have identification that includes the company's name and/or logo so that it is apparent as to the occupant's nature of business. Identification must appear on both the left and right sides of the vehicle.

H. The Contractor should pursue opportunities to reduce greenhouse gas emissions, such as modes of transportation used to include alternative fuel vehicles.

3.12. Response Time and Labor Hours

A. Non-Urgent Scheduled Service:

1. Upon initial notification by ADR or designee, the Contractor's initial response (via telephone or email) shall be within 24 hours.

2. On-site response (physical presence) must be within three (3) to five (5) business days.

3. Normal Business Hours: The Aviation Department is a 24-hour, every day of the year operation. This rate is for all work completed except for during Urgent Services and

Emergency Response Service.

B. Urgent Service (security or access impact):

1. Card readers, door controllers, or electrified hardware failures that restrict required access or compromise security.

2. Upon initial notification by ADR or designee, the Contractor's initial response must be

(via telephone or email) within one (1) hour.

3. On-site response (physical presence) must be within twenty-four (24) hours.

C. Emergency Non-Scheduled Services 24/7 (life safety impact):

1. Fire alarm system failures or trouble conditions affecting notification or detection, loss of monitoring of fire alarm panels, system faults that prevent the initiation of emergency sequences (elevator recall or HVAC shutdown)

2. Upon initial notification by ADR or designee, the Contractor's initial response must be

(via telephone or email) within one (1) hour.

3. On-site response (physical presence) must be within four (4) hours.

D. Premium Hours: This rate is for work completed during the Federal holidays observed.

This must be approved by the ADR or designee, prior to the services being rendered.

E. Ancillary Additional Services:

1. Installation, configuration and testing of low-voltage infrastructure systems including data cabling, access controls, CCTV and audio-visual components.

2. System integration, troubleshooting and upgrades to support evolving technological needs.

3. Preventative maintenance, and technical support to ensure reliable operation and compliance with industry standards.

F. Billable Labor Hour Requirements:

1. Travel time to and from the job site will not be reimbursable. All mileage and travel costs, including per diem, should be incorporated when providing an hourly rate for labor.

2. All Contractor employees must clock-in upon arrival and clock-out upon departure with the ADR or designee.

3. Billable labor time is calculated in 15-minute increments from “clock-in” to “clock-out” at the City’s facility or with the ADR or designee.

Reimbursable labor hours will begin when the Contractor's employee clocks-in and terminates when the Contractor's employee clocks-out. The billable labor hours on the invoice must match the labor hours on the clock-in/clock-out sheet.

3.13. Training

The Contractor must:

A. Provide user training to Aviation staff when system updates or equipment replacements result in changes to system operation, functionality, or user interaction.

B. Proactively notify the ADR or designee when new or modified equipment requires user training and shall coordinate with ADR or designee to schedule and deliver the necessary instruction.

C. Provide training in person or virtually, with the format and length determined by the type of equipment updated or replaced.

D. Conduct on-site training at City facilities using City equipment. Hourly training rates shall be indicated in the bid price schedule. All manuals, materials, testing, and certificates necessary for required training shall be provided at no additional cost to the City.

Training will be conducted during regular business hours as defined in Section 3.12.

3.14. Specialized Equipment

A. The Contractor is expected to have tools and/or equipment considered standard to the trade available and at no extra cost to the City.

B. The Contractor may be required to utilize special equipment for some projects. The

Contractor may be reimbursed at cost for the rental of any specialized equipment (pre-approved by the ADR or designee in writing) required to complete a project.

C. The reimbursement will be for the actual cost to the Contractor. Documentation of the cost must be included with the final invoice, and no markup will be permitted on rental equipment costs. The City will not accept any altered invoice. The ADR or designee will have the final review / approval on all reimbursement invoices submitted by the

Contractor.

3.15. Subcontracting

A. The Contractor must obtain approval from the ADR or designee in writing before any subcontracting work is performed. Aviation reserves the right to check the subcontractor's background and decide to approve or reject the use of the submitted subcontractor(s).

B. The Contractor may be required to subcontract for proprietary items and/or other services. The Contractor must be responsible for all payments to the subcontractor including but not limited to labor, parts, and materials incurred from subcontracting the services to other companies and/or vendors.

C. All subcontracted work will be paid to the Contractor as a pass-through cost with no mark-up. Subcontractor invoice must be included with the Contractor invoice.

D. Subcontractors providing service under this Contract must meet the same service requirements and provide the same quality of service required of the Contractor.

E. No subcontract under this Contract will relieve the primary Contractor of responsibility of service. The Contractor must manage all schedules, quality, performance, and project management for subcontractors. The Contractor will be held solely responsible and accountable for the service and/or repairs for which the Contractor has subcontracted.

F. The Contractor will be responsible for escorting the subcontractor when working in the restricted areas of the airport.

G. The City reserves the right to request that the Contractor remove the subcontractor or any of the subcontractor's staff who are failing to perform under the Contract.

H. The Contractor is responsible for ensuring that any and all subcontractors possess and maintain all valid certifications and licenses as required by federal, state, and local laws to perform any work related to this Contract prior to the start of work and during the terms of their work under this Contract.

3.16. Warranty

A. The Contractor warrants the product against any defect in workmanship or materials.

Failure to comply with this requirement will result in the immediate return of the merchandise or a return service call at the Contractor's expense for prompt replacement with acceptable merchandise.

B. The Contractor will warranty for all parts and repair work for one (1) year from the date of the City's acceptance.

C. Manufacturer warranties shall apply as provided by the original equipment manufacturer.

D. The Contractor shall provide warranty support for all installed systems, including coordination with manufacturers when applicable.

4. Standard Terms and Conditions

4.1. Definition of Key Words Used in the Solicitation

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

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

May: Indicates something that is not mandatory but permissible.

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

“A.R.S.” Arizona Revised Statute

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

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

Contractor's performance under this contract.

"City" The City of Phoenix

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

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

“Days” Means calendar days unless otherwise specified.

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

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

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

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

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

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

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

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

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

4.2. City’s Vendor Self-Registration and Notification

Vendors must…