INVITATION FOR BID

IFB-27-0400

MANHOLE PEST CONTROL SERVICES

CITY OF PHOENIX

WATER SERVICES

200 W WASHINGTON STREET

PHOENIX, AZ

85003

RELEASE DATE: July 9, 2026

DEADLINE FOR QUESTIONS: July 23, 2026

RESPONSE DEADLINE: July 30, 2026, 2:00 pm

City of Phoenix

INVITATION FOR BID

IFB-27-0400

Manhole Pest Control Services

1. INTRODUCTION

2. INSTRUCTIONS

3. SCOPE OF WORK

4. EVALUATION PROCESS

5. STANDARD TERMS AND CONDITIONS

6. SPECIAL TERMS AND CONDITIONS

7. DEFENSE AND INDEMNIFICATION

8. INSURANCE REQUIREMENTS

9. SUBMITTALS

10. PRICING PROPOSAL

Invitation For Bid #IFB-27-0400 Title: Manhole Pest Control Services

1. Introduction

1.1. Contact Information

Phillip Lair

Water Services

Email: phillip.lair@phoenix.gov

Phone: (602) 256-3343

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 (Phillip Lair) at (602) 256-3343/Voice or 711/TTY, or phillip.lair@phoenix.gov, no later than five (5) business days prior to the meeting.

Solicitation Issue Date: July 9, 2026

Pre-Offer Conference (Non-Mandatory): July 17, 2026, 10:00am

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Written Inquiries Due Date: July 23, 2026, 5:00pm

Offer Due Date: July 30, 2026, 2:00pm https://cityofphoenix.webex.com/cityofphoenix/j.php?MTID=me2e3c1a2ee83195bd9f47afd37be9e39 https://cityofphoenix.webex.com/cityofphoenix/j.php?MTID=me2e3c1a2ee83195bd9f47afd37be9e39 https://cityofphoenix.webex.com/cityofphoenix/j.php?MTID=me2e3c1a2ee83195bd9f47afd37be9e39 mailto:23334545519@cityofphoenix.webex.com http://173.243.2.68/

2. Instructions

2.1. Description – Statement of Need

The City of Phoenix invites sealed offers for manhole pest control services.

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 October 7, 2026 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. Preparation of Offer

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

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

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

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 No offer will be altered, amended or withdrawn after the specified offer due date and time.

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

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

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

Offerors are strongly encouraged to:

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

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

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

mailto:procurement-support@opengov.com

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.

2.3. 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/261140/. 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, Water Services Department, 200 W. Washington St. 9th floor Phoenix, AZ 85003. It is the

Offeror’s responsibility to check the 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.

https://procurement.opengov.com/portal/phoenix/projects/261140 https://solicitations.phoenix.gov/

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.

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

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/261140. 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.

2.11. 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/261140 within five business days of the offer opening. The City will post the information on the preliminary tabulation as it was read during the offer opening. The City makes no guarantee as to the accuracy of any information on the preliminary tabulation. Once the City has evaluated the offers, the City will post an award recommendation on the City's Procurement Portal. By signing and submitting its Offer, each

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

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

2.13. Pre-Award Qualifications

Offeror must have been in operation a minimum of 5 years. The Offeror’s normal business activity during the past 5 years will have been for providing the goods or services in this solicitation.

The following will need to uploaded when submitting your solicitation:

Arizona Department of Agriculture (Pest Management Division)

A. Business License

B. Qualified Applicator Certification

C. Applicator Certification

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

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

2.14. Certificates of Insurance

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

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

2.15. Award of Contract

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

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

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

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

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

3. Safety record; and,

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

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

or (3) reissue a solicitation.

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

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

2.16. Solicitation Transparency Policy

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

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

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

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

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

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

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

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

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

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

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

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

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

Council award of the contract, as long as the City cancels with a statement that the City will rebid the solicitation.

2.17. Protest Process

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

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

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

Offeror may protest an award recommendation if the Offeror can establish that it had a substantial chance of being awarded the contract and will be harmed by the recommended award. The City will post recommendations on the City’s Procurement Portal to award the contract(s) to an

Offeror(s). Offeror must submit award protests within seven days after the posting of the award recommendation, with exceptions only for good cause shown, within the City’s full and final discretion.

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

• Identification of the solicitation number;

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

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

• The form of relief requested; and

• The signature of the protester or its authorized representative.

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

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

2.18. Public Record

All Offers submitted in response to this solicitation will become the property of the City and become a matter of public record available for review pursuant to Arizona State law. If an Offeror believes that a specific section of its Offer response is confidential, the Offeror will isolate the pages marked confidential in a specific and clearly labeled section of its Offer response. An

Offeror may request specific information contained within its Offer is treated by the Procurement

Officer as confidential provided the Offeror clearly labels the information “confidential.” To the extent necessary for the evaluation process, information marked as “confidential” will not be treated as confidential. Once the procurement file becomes available for public inspection, the

Procurement Officer will not make any information identified by the Offerors as “confidential” available to the public unless necessary to support the evaluation process or if specifically requested in accordance with applicable public records law. When a public records request for such information is received, the Procurement Officer will notify the Offeror in writing of any request to view any portion of its Offer marked “confidential.” The Offeror will have the time set forth in the notice to obtain a court order enjoining such disclosure. If the Offeror does not provide the Procurement Officer with a court order enjoining release of the information during the designated time, the Procurement Officer will make the information requested available for inspection.

2.19. Late Offers

Late Offers must be rejected, except for good cause. If a late Offer is submitted, the

Department will document the date and time of the submittal of the late Offer, keep the Offer and notify the Offeror that its Offer was disqualified for being a late Offer.

2.20. Right to Disqualify

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

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

2.21. Contract Award

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

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

2.22. Determining Responsiveness and Responsibility

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

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

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

2.23. Equal Low Offer

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

3. Scope of Work

3.1. PURPOSE AND BACKGROUND

A. The City of Phoenix Water Services Department (WSD), Wastewater Collection Division

(WCD), invites sealed Offers for Manhole Pest Control Services for Roach Treatment.

B. The WCD is responsible for the operations and maintenance of the City’s sanitary sewer system. A component of the WCD’s preventative maintenance program, is the treatment of the City’s manholes and cleanouts with the application of an insecticide for roach control. The WCD is seeking a qualified Contractor to provide both insecticide and application services for the City’s 100,000 manholes and 8,000 cleanouts. Manholes are located throughout the City of Phoenix 540+ square mile service area.

C. Contractor will be required to treat one-half of the manholes and one-half of the sewer cleanouts each year.

3.2. LICENSING AND CERTIFICATION

A. Contractor and its employees providing the pest management services under this contract shall be appropriately licensed, certified, registered applicators in good standing with the

State of Arizona, Department of Agriculture’s Pest Management Division.

B. Contractor and its employees shall maintain current, valid licensure, certification at all times while providing services under this contract.

C. Contractor must notify the City’s authorized representative of any change in Contractor’s personnel providing the application services under this contract. Notification and a copy of valid licensure must be provided to and approved by the City.

3.3. INSECTICIDE REQUIREMENTS

A. Contractor shall only utilize the insecticide, INSECTA®, Environmental Protection Agency

(EPA) Registration Number 45600-1, for the treatment of manholes and cleanouts and shall be utilized in compliance with all manufacturer labels, EPA and registration requirements. Substitutions will not be considered.

B. Any spillage or over-spray of the insecticide product or application of product, outside of the manholes or cleanouts must be reported to the City immediately. Contractor will be held responsible for all costs associated with the remediation of the spillage or over-spray and must report all incidents of same to the proper applicable authorities.

3.4. HEALTH, SAFETY AND EQUIPMENT REQUIREMENTS

A. In accordance with Section 5 -Special Terms and Conditions, Paragraph 5.36.

Equipment/Safety; the following shall also apply:

B. Contractor’s employees shall wear safety vests and Personal Protection Equipment (PPE) at all times, and utilize all measures necessary to protect equipment and employees from contact with wastewater. This includes protecting the chemicals and any other equipment that have the potential to contact the interior of the manholes from cross contaminating equipment and employees.

C. Contractor will be responsible for informing its employees that most of the services under this contract are to be carried out in operating, active gravity sanitary sewerage conveyance lines and related facilities. Any entry into or near the related sanitary sewer manholes or cleanouts may involve, but not be limited to, exposure to one or more of the following hazards:

o Pathogenic micro-organisms o Oxygen-deficient atmosphere o Flammable atmosphere o Toxic atmosphere o Temperature extremes o Engulfing hazards o Excessive noise o Slick or wet surfaces o Falling objects o Insects; including bees, spiders, snakes and roaches o Insecticides o Lifting heavy objects o Septic sewage o Electrical hazards

3.5. PROGRAM MANAGEMENT

A. The Contractor shall be responsible for the effective, timely, efficient and environmentally sound completion of the required work under this contract by planning and scheduling all related activities for each week.

B. Planning shall include a review of the sewer base maps and all field reconnaissance to locate and access manholes and cleanouts in remote areas and in areas with difficult access such as washes and restricted easements; and specific maintenance instructions within each section.

C. Maps will be provided to the Contractor subsequent to award. (See Section 3 Scope of

Work, Paragraph 3.17)

D. Scheduling includes providing for appropriate traffic control and work notification during restricted time periods or at restricted locations.

E. Subsequent to award notification, Contractor shall submit an outline and Schedule Plan for the services to be conducted under this contract within 30 days of receiving notification.

The Schedule Plan must be approved in writing by the City’s authorized representative prior to any work commencing. The Schedule Plan shall be based off the City’s fiscal year

(July 1 to June 30), not calendar year.

F. The Contractor shall provide weekly updates to the City’s authorized representative to include total City sewer structures treated for the previous week. The update should be e-mailed no later than 8am the following Monday.

G. The Contractor shall provide monthly progress reports electronically to the City’s authorized representative with the following information:

o Fiscal year to date count of quarter sections completed o Fiscal year to date count of structures treated (manholes and cleanouts) within each quarter section o Fiscal year to date treatment totals for manholes and cleanouts o Location and details of any reports per Section 3 Scope of Work, Paragraph 3.6 (A) including date, time, and person contacted

3.6. TREATMENT / APPLICATION

A. Contractor shall visually inspect each sanitary sewer structure once opened, prior to any insecticide application. Any issues or structural deficiencies including, but not limited to, missing bricks, peeling or cracking of the coating no later than the end of the business day at 2:00 p.m. Immediate notification shall be made if a partial or full collapse, or stoppage of flow is identified.

B. Any sanitary sewer structure that would require the breaking of a seal shall be reported to the City’s authorized representative no later than the end of the same business day at

2:00 p.m. It is the City’s responsibility to have the structure resealed and notify the

Contractor upon completion.

C. Manholes: Treatment of all manholes must be to an average depth of eight (8) feet, with an average of one hundred (100) square feet per structure. Structures of less than eight

(8) feet in depth shall be treated in their entirety. Structures exceeding eight (8) feet in depth shall be treated using the “top” eight (8) feet of the structure as a guideline.

D. Sewer Cleanouts: Treatment of all cleanout structures will be the Contractor’s responsibility. These structures shall be treated to a depth of not less than the “top” three

(3) feet when reasonable to do so. Reasonableness shall take into account the capabilities of the application equipment, Contractor safety, and presence of debris or other material in the cleanout.

E. Completeness: Contractor may move to another quarter section when all sewer structures have been treated in a completed quarter section including structures located in major right-of-ways. This may require additional visits as necessary in the event that structures cannot be located by the Contractor, or the City’s authorized representative finds incomplete work. When a quarter section is complete, the Contractor is required to return the maps that were provided by the City.

F. Equipment: Contractor shall have equipment with the ability to treat structures at a distance up to two hundred (200) feet from the contractor’s vehicles. Alternative equipment shall also be utilized for treatment of structures located in areas exceeding the two hundred (200) feet from the contractor’s vehicles.

3.7. IDENTIFICATION MARKINGS

Upon completion of work, the Contractor will mark each structure with an identifying color. The identifiable marking must be pesticide-free and approved for such use.

A. Interior: Structures treated in year one (1) and year two (2) of the contract must be differentiated by those treated in years three (3) and four (4), in the form of different colors.

White paint will be used for the first two-year application cycle, and green paint will be used in the second two-year application cycle. Treatments conducted in year five (5) of the contract term will utilize white paint.

B. Exterior: Each manhole or cleanout structure shall be marked with a small dot of a mutually agreed upon color between the City and Contractor. This will identify that the manhole or cleanout has been treated. The identifying dot will be placed on top of the structure cover near the center. The product used to mark the top of the structure must not be the same product used on the interior of the structure.

3.8. RIGHT-OF-WAY

In accordance with Section 5– Special Terms and Conditions, Paragraph 5.38. Right-of-Way

Management Program; the following shall also apply:

A. A Right-of-Way (ROW) is any City property that is readily accessible to the public. This includes, but not limited to, public streets, alleys, washes, landscaped medians, etc.

Accessing a ROW does not require permits, additional coordination, or special approvals.

B. Contractor shall ensure public safety when treating structures in the ROW. All applicable requirements of the City of Phoenix Streets Transportation Department shall be adhered to when conducting work under this contract including, but not limited to Phoenix City Code

Chapter 31, Article XIII (current version) and the City Right-of-Way Management Program.

Information can be located on the City’s website: https://www.phoenix.gov/streets/traffic-management/right-of-way-mgmt.

C. Contractor’s employees and any subcontractors that will be setting up and/or removing temporary traffic control devices must complete the annual training program and provide https://www.phoenix.gov/streets/traffic-management/right-of-way-mgmt https://www.phoenix.gov/streets/traffic-management/right-of-way-mgmt documentation to the City’s authorized representative. Contractor may call (602) 262-6235 to register for the required training.

D. No structures shall be left unattended at any time. Pedestrian traffic shall not be obstructed for any duration of time. If a major intersection needs to be closed or have traffic restricted, the Contractor shall contact the City’s authorized representative for approval and assistance, at least 48 hours prior to any work commencing.

3.9. EASEMENTS

Easements are lands set aside for maintenance and repair of the City’s sanitary sewer infrastructure. The property is owned by an entity other than the City of Phoenix. Easements may be owned by other municipalities, utilities, or private residents, whereby the Contractor will remain respectful of private property rights. Generally, these areas are readily accessible and may include canals, utility easements, etc. In the event special approvals or permits are required to enter these locations, the City’s authorized representative must be contacted for assistance. The

Contractor will not be held responsible in the event any access is denied.

3.10. PRIVATE PROPERTY

A. Contractor is responsible for treating City sewer infrastructure on private property while at the same time respecting private property rights. Private property is considered a private residence, business, homeowner’s association property, gated communities, and/or locations with restricted access. Any work conducted on private property shall be completed expeditiously using the utmost professional courtesy when contacting the public. Landscaping shall be undisturbed in easement areas or returned to its original condition when applicable.

B. Primary responsibility for customer contact will be the City’s authorized representative.

Contractor shall not enter private property to treat structures unless the property owner, manager, or the City’s authorized representative has granted permission. Additionally, no vehicular traffic will be permitted on private property unless the property owner, manager, or City representative has granted prior permission. Failure to adhere to these requirements may result in termination of this contract.

3.11. CONFINED SPACES

In accordance with Section III – Special Terms and Conditions, Paragraph 31. Confined Space

Structure Entry; the following shall also apply:

A. Definition: Confined space is defined as manholes, crawl spaces, tanks, underground vaults, storage bins, pits and diked areas, vessels, silos and other similar areas that are not designed for continuous occupancy and are difficult to exit in the event of an emergency. People working in confined spaces face life-threatening hazards including toxic substances, electrocutions, explosions, and asphyxiation.

B. Entering a confined space is not expected during this contract, however, if a confined space or modified confined space is required, the Contractor shall contact the City’s authorized representative. The City’s authorized representative will ensure that all applicable requirements of the City’s Confined Space Entry Program and applicable

Occupational Safety and Health Administration (OSHA) regulations are met prior to entry.

C. Contractor shall provide and enforce the use of all applicable Personal Protective

Equipment (PPE) for their employees.

3.12. QUALITY CONTROL

Contractor will be responsible for daily quality control of work performed by its employees and will ensure that all work is performed to the highest standards and that documentation is complete and accurate.

3.13. WORK HOURS AND LOCATION

A. General work hours will be conducted from 6:30 a.m. to 2:30 p.m., Monday through Friday, City observed holidays excluded. Contractor may work prior to 6:30 a.m., after 2:30 p.m., weekends, and/or holidays as needed, with prior City approval. Work shall not be conducted at night. Additional hours as approved by City Staff.

B. Manholes and cleanouts are located throughout the City’s 540+ square mile service area.

All designated structures are reasonably accessible to the Contractor; however, not all sites are accessible by vehicle, therefore, the use of portable equipment, treatment devices, and other means of transport may be needed in some locations.

C. The Contractor must make a reasonable attempt to locate and treat the structure during the initial visit. In the event a structure cannot be located, the Contractor shall notify the

City’s authorized representative within five (5) business days and the City will locate and expose the manhole or cleanout for the Contractor.

D. In the event the Contractor is unable to access the structure to be treated, the Contractor shall notify the City’s authorized representative within two (2) business days and a determination will be made by the City for the treatment of the structure.

3.14. EMERGENCIES

A. When an emergency is encountered, the Contractor shall immediately notify the City’s authorized representative during business hours. After hours, holidays or weekends, the

Contractor shall contact the Water Services Department’s Emergency Line at (602) 261-

8000, and provide the following information:

o Quarter Section and Structure Numbers o Address o Location (major cross streets and local area description) o How to access the area, and if there are any access restrictions such as private property, gates, fences, etc.

o Description of the situation/problem

A. Emergencies include, but are not limited to, stoppage or blockage in sewer main, sanitary sewer overflow, collapsed structures, missing or broken manhole or cleanout covers, offset manhole covers, frames, or cement collars, and beehives.

3.15. APPLICABLE STANDARDS

A. All work conducted under this contract shall be completed as expeditiously as possible using the utmost professional courtesy when working with the general public. Landscaping must be undisturbed in easement or private property areas, or returned to its original condition, when applicable.

B. Contractor’s employees shall display the City issued Contractor’s badge at all times while conducting any work under this contract. Areas to include, but not limited to, public property, private property, easements and right-of-way.

C. Contractor’s employees will wear a clean company uniform, and the company name will be displayed on the employee’s work vehicle.

D. No one except authorized employees of the Contractor is allowed on the premises of City of Phoenix facilities and/or property. Contractor’s employees are NOT to be accompanied in their work area by acquaintances, family members, assistants, or any other person unless said person is an authorized and properly badged employee of the Contractor.

E. Contractor will be held responsible in the event any property damage should occur that was caused by the Contractor.

F. Contractor shall always remain in compliance during the duration of this contract in accordance with the following:

o United States Environmental Protection Agency (EPA) o Federal Insecticide, Fungicide and Rodenticide Act (FIFRA) o State of Arizona, Department of Agriculture Pest Management Division o City of Phoenix Streets Right-of-Way Management o City of Phoenix Water Services Department o All other applicable federal, state, local rules and regulations

G. Storage of Contractor’s chemicals is not allowed on City premises.

H. Failure to adhere to these conditions may result in termination of this contract. The City will not be held responsible for any non-compliance on part of the Contractor.

I. WSD reserves the right to add, change, or delete items, locations, brands and/or manufacturers as required.

3.16. Warranty

Product and workmanship must be guaranteed by the Contractor for a minimum of two (2) years from the date of the last application/treatment. In the event 10 or more live roaches are found at a treated structure during the warranty period, the structure shall be re-treated by the Contractor within 10 calendar days at no cost to the City. The scheduling of warranty work will be coordinated through the City’s authorized representative.

3.17. Maps

A. Subsequent to award, the City will provide the Contractor with the appropriate paper

(hardcopy) quarter section maps indicating the location of the structures to be treated. The

City’s authorized representative will provide maps to the Contractor, not to exceed a maximum of 10 maps at any one time. New quarter section maps will be provided to the

Contractor as each section is completed and verified by the authorized City representative.

B. Deviations between the exact locations and the maps may exist. If this occurs, Contractor shall report the information to the City’s authorized representative no later than 24 hours after the deviation was discovered. The City’s representative will arrange to have the mapping system corrected, if applicable, and the corrected map will be provided to the

Contractor.

3.18. PAYMENT ACCEPTANCE CRITERIA

A. Charges shall only be incurred when the manhole/cleanout is treated. Invoices will include the total number of manholes and total number of cleanouts serviced during the billing period. Invoices will be reviewed and processed upon receipt. Additionally, the Contractor shall provide a list of individual sewer structures that were treated which includes quarter section and manhole or cleanout number.

B. The City’s authorized representative will randomly inspect quarter sections to check for completeness and adherence to the Scope of Work in this contract. In the event the top of a manhole or cleanout was marked (refer to Paragraph 7.2), but the inside was not treated, the Contractor shall respond and treat the location within 48 hours at no charge to the City.

4. Standard Terms and Conditions

4.1. Definition of Key Words Used in the Solicitation

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

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

May: Indicates something that is not mandatory but permissible.

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

“A.R.S.” Arizona Revised Statute

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

City employee or employees who have specifically been designated to act as a contact person or persons to the Contractor, and responsible for monitoring and overseeing the Contractor's performance under this contract.

"City" The City of Phoenix

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

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

“Days” Means calendar days unless otherwise specified.

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

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

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

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

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

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

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

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

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

4.2. City’s Vendor Self-Registration and Notification

Vendors must be registered in the City’s Procurement Portal at https://procurement.opengov.com/portal/phoenix to respond to solicitations and access procurement information.

Vendors are required to register in the City’s procurePHX Self-Registration System

(https://eprocurement.phoenix.gov/irj/portal) prior to contract execution. Registration is not required at the time of offer submission. However, the City will not execute a contract with any awarded vendor until registration is complete.

4.3. Business in Arizona

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

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

City.

4.4. Contract Interpretation

A. Applicable Law: This Contract will be governed by the law of the State of Arizona, and suits pertaining to this Contract will be brought only in Federal or State courts in

Maricopa County, State of Arizona.

B. Contract Order of Precedence: In the event of a conflict in the provisions of the Contract, as accepted by the City and as they may be amended, the following will prevail in the order set forth below:

1. Federal terms and conditions, if any

2. Special terms and conditions

3. Standard terms and conditions

4. Amendments

5. Statement or scope of work

6. Specifications

7. Attachments

8. Exhibits

9. Instructions to Contractors

10. Other documents referenced or included in the Solicitation

C. Organization – Employment Disclaimer: The Agreement resulting hereunder is not…