Materials_Recovery_Facility_Maintenance_&_Inspection_Program.pdf

REQUEST FOR PROPOSAL - GOODS AND SERVICES

RFP 27-SW-009

MATERIALS RECOVERY FACILITY MAINTENANCE &

INSPECTION PROGRAM

CITY OF PHOENIX

PUBLIC WORKS

200 W. WASHINGTON ST., 7TH FLOOR

PHOENIX, AZ

85003

RELEASE DATE: February 25, 2026

DEADLINE FOR QUESTIONS: March 25, 2026

RESPONSE DEADLINE: April 1, 2026, 11:00 am

City of Phoenix

REQUEST FOR PROPOSAL - GOODS AND SERVICES

RFP 27-SW-009

Materials Recovery Facility Maintenance & Inspection Program

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 - Exhibit_A_-_MRF_Site_Visit_Driving_Directions

Request For Proposal - Goods and Services #RFP 27-SW-009 Title: Materials Recovery Facility Maintenance & Inspection Program

1. Introduction

1.1. Contact Information

Alejandro Rozenberg

Public Works

Email: alejandro.rozenberg@phoenix.gov

Phone: (602) 495-7405

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 (Alejandro Rozenberg) at (602) 495-7405/Voice or 711/TTY, or alejandro.rozenberg@phoenix.gov, no later than five (5) business days prior to the meeting.

Solicitation Issue Date: February 25, 2026

Pre-Offer Conference (Non-Mandatory): March 4, 2026, 10:00am https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZTQ0Zjk0YmUtNjJmZi

00Mjc0LWFmZDMtZjRiZjUxMGYxMTYx%4

0thread.v2/0?context=%7b%22Tid%22%3a

%2296b9695c-4f0e-42bd-8adf-ba755760346b%22%2c%22Oid%22%3a%

22129e91dc-0bfe-4458-8b6b-

7e8f1092b27d%22%7d

Site Visits: See "Section 1.4. Site Visits" for additional information

Written Inquiries Due Date: March 25, 2026, 11:00am

Offer Due Date: April 1, 2026, 11:00am

1.3. Introduction

A. The Public Works Department seeks to enter into an Agreement with a highly qualified and capable Consultant that can create and conduct a detailed, comprehensive quality control inspection of the City’s two Materials Recovery Facilities (MRFs). The inspections will determine if MRF equipment is being maintained and operated according to manufacturer and contractual specifications and required standards. The inspection https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZTQ0Zjk0YmUtNjJmZi00Mjc0LWFmZDMtZjRiZjUxMGYxMTYx%40thread.v2/0?context=%7b%22Tid%22%3a%2296b9695c-4f0e-42bd-8adf-ba755760346b%22%2c%22Oid%22%3a%22129e91dc-0bfe-4458-8b6b-7e8f1092b27d%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZTQ0Zjk0YmUtNjJmZi00Mjc0LWFmZDMtZjRiZjUxMGYxMTYx%40thread.v2/0?context=%7b%22Tid%22%3a%2296b9695c-4f0e-42bd-8adf-ba755760346b%22%2c%22Oid%22%3a%22129e91dc-0bfe-4458-8b6b-7e8f1092b27d%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZTQ0Zjk0YmUtNjJmZi00Mjc0LWFmZDMtZjRiZjUxMGYxMTYx%40thread.v2/0?context=%7b%22Tid%22%3a%2296b9695c-4f0e-42bd-8adf-ba755760346b%22%2c%22Oid%22%3a%22129e91dc-0bfe-4458-8b6b-7e8f1092b27d%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZTQ0Zjk0YmUtNjJmZi00Mjc0LWFmZDMtZjRiZjUxMGYxMTYx%40thread.v2/0?context=%7b%22Tid%22%3a%2296b9695c-4f0e-42bd-8adf-ba755760346b%22%2c%22Oid%22%3a%22129e91dc-0bfe-4458-8b6b-7e8f1092b27d%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZTQ0Zjk0YmUtNjJmZi00Mjc0LWFmZDMtZjRiZjUxMGYxMTYx%40thread.v2/0?context=%7b%22Tid%22%3a%2296b9695c-4f0e-42bd-8adf-ba755760346b%22%2c%22Oid%22%3a%22129e91dc-0bfe-4458-8b6b-7e8f1092b27d%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZTQ0Zjk0YmUtNjJmZi00Mjc0LWFmZDMtZjRiZjUxMGYxMTYx%40thread.v2/0?context=%7b%22Tid%22%3a%2296b9695c-4f0e-42bd-8adf-ba755760346b%22%2c%22Oid%22%3a%22129e91dc-0bfe-4458-8b6b-7e8f1092b27d%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZTQ0Zjk0YmUtNjJmZi00Mjc0LWFmZDMtZjRiZjUxMGYxMTYx%40thread.v2/0?context=%7b%22Tid%22%3a%2296b9695c-4f0e-42bd-8adf-ba755760346b%22%2c%22Oid%22%3a%22129e91dc-0bfe-4458-8b6b-7e8f1092b27d%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZTQ0Zjk0YmUtNjJmZi00Mjc0LWFmZDMtZjRiZjUxMGYxMTYx%40thread.v2/0?context=%7b%22Tid%22%3a%2296b9695c-4f0e-42bd-8adf-ba755760346b%22%2c%22Oid%22%3a%22129e91dc-0bfe-4458-8b6b-7e8f1092b27d%22%7d will also evaluate whether the MRFs are running at high productivity levels and whether outbound commodities meet current industry standards. Additionally, the Agreement will provide industry-related reporting and research, as needed, to help the City of Phoenix understand current and future impacts, which will help determine whether the MRFs can meet changing market standards.

1.4. Site Visits

A. SITE VISITS: MANDATORY

1. Offerors, including the current Consultant must participate in the walk-through of the site(s) conducted by City personnel and familiarize themselves with any conditions that may affect performance and offer prices. Offerors must arrange for their own transportation.

2. Offers submitted for locations on which the scheduled walk-through has not been performed will be considered as non-responsive and rejected. A sign-in sheet will be routed at the site inspection. A one-time walk-through site tour will be conducted at the date and time indicated in the Schedule of Events.

3. Addresses to each location can be found in the Scope of Work on Section 3.2.

Background.

4. Offerors must have company employee ID badge and personal protective equipment including safety vest, hard hat, and steel toe boots during the site visits.

5. See Section 12. Attachments, Exhibit A - MRF Site Visit Driving Directions for additional information. Self guided site visits are not allowed.

6. Please RSVP to the Procurement Officer by no later than Tuesday, March 3, 2026, 3:00pm (Phoenix Time) via email to Alejandro Rozenberg at alejandro.rozenberg@phoenix.gov to reserve an attendance spot.

a. Include Attendee name(s), company that attendee is representing, email address(es) and cell phone(s) in case of emergency.

FRIDAY, MARCH 06, 2026 - SITE TOURS

8:00 a.m. – 9:15 a.m. 27th Ave. Materials Recovery Facility

Address: 3060 S. 27th Ave. Phoenix, AZ 85009

10:00 a.m. – 11:15 a.m. North Gateway Materials Recovery Facility

Address: 30205 N. Black Canyon Hwy. Phoenix, AZ 85085 mailto:alejandro.rozenberg@phoenix.gov

2. Instructions

2.1. Description – Statement of Need

The City of Phoenix invites sealed offers for contracted services to provide Materials Recovery

Facility Maintenance & Inspection Program for a three-year term, with two (2) one-year options to extend, commencing on or about September 1, 2026, in accordance with the specifications and provisions contained herein or the “Effective Date” which is upon award by City Council, conditioned upon signature and recording by the City Clerk’s department, as required by the

Phoenix City Code, whichever is later.

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

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

2.2. Preparation of Offer

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

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

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

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

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

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

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

A. Consider applicable laws and/or economic conditions that may affect 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 mailto:procurement-support@opengov.com 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/227202. Any interested Offerors without internet access may obtain this solicitation by calling the

Procurement Officer or picking up a copy during regular business hours at the City of Phoenix, Public Works Department, 200 W. Washington Street, 7th Floor, Phoenix, AZ 85003. It is the

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

2.5. Exceptions

If an Offeror has exceptions based on the scope then Offeror must include a list of exceptions to the requirements of the solicitation and attachment documents, if any, stated on a separate page labeled “Exceptions Statement.” Offeror must identify the reason for the requested change, provide alternate language and provide an explanation.

It is the intent of the City to award a contract on a fair, competitive basis. For this reason, the

City may view any “Exception” in response to any material conditions or requirement of the solicitation, as an attempt by the Offeror to vary the terms of the solicitation which, in fact, may result in giving the Offeror an unfair advantage. For this reason, the City will, at its option, not allow exceptions to any material requirement if, in the opinion of the City, the exceptions alter the overall intent of the solicitation, unless the exception would be of material benefit to the City.

Additionally, the City may, at its option, deem any submittal non-responsive based on exceptions by the Offeror.

https://procurement.opengov.com/portal/phoenix/projects/227202

2.6. Inquiries

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

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

The City will not consider questions received after the deadline.

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

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

2.7. 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. Business in Arizona

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

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

2.9. 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:

• 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

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

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

Submission of Offer – Electronic Submission:

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

Response” via https://procurement.opengov.com/portal/phoenix/projects/227202. 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

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/227202 within five business https://procurement.opengov.com/portal/phoenix/projects/227202 https://procurement.opengov.com/signup https://opengov.my.site.com/support/s/article/ca6d1285-1e48-4a21-bb0d-715edb7794ed https://opengov.my.site.com/support/s/article/ca6d1285-1e48-4a21-bb0d-715edb7794ed https://procurement.opengov.com/portal/phoenix/projects/227202 days of the offer opening. The City will post the information on the preliminary tabulation as it was read during the offer opening. The City makes no guarantee as to the accuracy of any information on the preliminary tabulation. Once the City has evaluated the offers, the City will post an award recommendation on the City's Procurement Portal. By signing and submitting its

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

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

Offerors.

2.14. Pre-Award Qualifications

Offeror must have been in operation a minimum of five years. The Offeror’s normal business activity during the past five years will have been for providing the goods or services in this solicitation. (This information must be provided in the Vendor Questionnaire section, References.)

2.15. 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.

2.16. 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.

2.17. 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.

2.18. 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.

2.19. 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.

2.20. 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

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 minimum qualifications, completeness, and compliance with the Solicitation requirements. The City reserves sole discretion to determine responsiveness and responsibility.

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

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

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

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

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

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

Offeror.

2.23. Evaluation of Competitive Sealed Offers

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

2.24. Detailed Evaluation of Offers and Determination of Competitive Range

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

2.25. Offers Not Within the Competitive Range

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

Range.

2.26. Discussions with Offerors in the Competitive Range

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

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

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

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

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

2.27. Best and Final Offers (BAFO)

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

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

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

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

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

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

2.28. Proposal Requirements

A. RFP RESPONSE

1. Offerors must submit the proposal response in a separate document. The proposal is intended for the Offeror to describe how their firm meets or exceeds the requirements of this solicitation and should address the topics in the sections below.

The proposal section must follow the outline as set forth below and, at a minimum, contain the information as requested. Offeror’s responses will be concise and specific to the requirements.

2. Each section heading shall be clearly marked.

3. Offerors should submit the proposal response using the following organizational structure and overall this response should comply with the expected production requirements for the entire RFP.:

a. Cover Letter / Cover Page - Provide a Cover Letter or Cover page and at minimum should include:

i. RFP Title

ii. RFP #

iii. Name of Proposer

iv. Contact Person for the RFP process

v. Date of the Proposal

4. Table of Contents

a. The Table of Contents shall include references for all sections and sub-sections within the proposal. Please include the corresponding page numbers.

B. COST PROPOSAL RESPONSE

1. Complete the Pricing Proposal located within the RFP Posting:

C. DOCUMENT FORMATTING

1. The RFP Response and Cost Proposal documents must be saved in PDF format unless otherwise specified within the RFP document and the file name shall include the RFP# and name of business submitting proposal.

2. Each section includes the Point Value assigned to it for evaluation purposes.

3. Example of how to name the file:

a. RFP Response Document: RFP 27-SW-009 - Vendor Name

b. Cost Proposal Document (if no pricing table): RFP 27-SW-009 - Vendor Name -

Price Proposal.

D. EXCEPTIONS (OPTIONAL)

1. Refer to RFP Section 2.5 Exceptions. It is the City’s preference to not receive exceptions. The City encourages Offerors to send inquiries to the Procurement

Officer rather than including exceptions in their proposal by the date indicated in the

Schedule of Events.

2. Should exceptions be submitted: The preferred method is a Word document with the following columns and corresponding information:

a. Exceptions should always include the City provision and proposed redline.

b. RFP Section, Provision number and Title and page number

c. Copy of City's RFP provision

d. City's provision with proposed redlines/changes

e. Explanation/justification for requested change(s).

E. CONFIDENTIAL ATTACHMENTS (OPTIONAL)

1. This section only applies if the Offeror identifies some of the Offeror’s information as

Confidential and/or Proprietary. All documents that the Offeror identifies as

Confidential and/or Proprietary should be included in this section and be clearly marked as confidential.

2.29. Offer Evaluation Criteria

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

The evaluation factors are listed in the relative order of importance and more details are provided in Scope of Work. The following evaluation criteria will be used to evaluate all Offers:

Evaluation Criteria (maximum 1000 points)

Listed in relative order of importance

Evaluation Criteria #1 - Qualifications and Experience 375 pts

Evaluation Criteria #2 - Method of Approach 300 pts

Evaluation Criteria #3 - Reference Checks 225 pts

Evaluation Criteria #4 - Pricing Proposal 100 pts

3. Scope of Work

3.1. Introduction

A. The Public Works Department seeks to enter into an Agreement with a highly qualified and capable Consultant that can create and conduct a detailed, comprehensive quality control inspection of the City’s two Materials Recovery Facilities (MRFs). The inspections will determine if MRF equipment is being maintained and operated according to manufacturer and contractual specifications and required standards. The inspection will also evaluate whether the MRFs are running at high productivity levels and whether outbound commodities meet current industry standards. Additionally, the Agreement will provide industry-related reporting and research, as needed, to help the City of Phoenix understand current and future impacts, which will help determine whether the MRFs can meet changing market standards.

3.2. Background

A. The City owns and utilizes two permanent MRFs to process residential commingled recyclable materials:

1. The 27th Avenue MRF is located adjacent to the 27th Avenue Transfer Station (27th

Ave.) at 3060 S. 27th Ave., Phoenix, AZ 85009. The 27th Avenue MRF utilizes

Machinex equipment in its single-stream operation. The current MRF equipment became operational in September 2024.

2. The North Gateway MRF is located adjacent to the North Gateway Transfer Station

(NGTS) at 30205 N. Black Canyon Hwy, Phoenix, AZ 85085. The facility became operational in 2006 and has gone through several retrofits and upgrades. The most recent upgrade in 2025 installed a ballistic separator and replaced the MCC panel.

The NGTS MRF utilizes Van Dyk and Machinex equipment in its single-stream operation.

3.3. Contract Objectives

A. The Consultant will perform one (1) inspection of the 27th Ave. MRF equipment, and one

(1) inspection of the North Gateway MRF equipment, in fiscal year 2026-2027 (date to be decided by the City) to determine if the MRFs have received regular and scheduled maintenance according to manufacturer and contractual specifications.

1. Depending on the condition of equipment and immediate equipment repairs, a secondary non-scheduled inspection may be required one calendar month after repairs are completed.

a. The preliminary inspection will serve as a baseline for future inspections under this Agreement.

2. Every year under this Agreement thereafter, one (1) inspection will be completed at each MRF, in similar nature, to compare results on an annual basis.

a. The inspections will serve as an audit trail and record of the condition of the

MRFs’ equipment.

B. The City, during the Agreement term, may modify the operations of the MRF to add value or increase production. There may be other MRF studies and analyses required.

The City may request additional MRF studies and analyses, and any additional requests or modifications will be the sole determination of the City but must be agreed to by both parties. The Consultant will review any modifications and may submit adjustments to the

Agreement prices prior to any work. Final price structure is subject to City approval.

C. The City and Consultant may mutually agree to conduct other audits or may request reports from the Consultant that provide insight or education on recycling industry best practices of a MRF owner and operator. By allowing the Consultant to provide other industry-related audits or reports as needed and as requested by the City, the City can better understand industry-wide trends and impacts on MRF operation.

3.4. Consultant Responsibilities

A. The Consultant will develop and conduct a comprehensive inspection program, subject to prior City approval, that encompasses the requirements of the equipment list provided in the Equipment Inspection List section. The program shall be consistent with the scheduled maintenance intervals required by the manufacturer.

B. Prior to the inspections, the City will provide documentation for the Consultant to review.

The Consultant will make operational recommendations that encompass all safety and/or emergency situations (ex. fire safety, emergency response, etc.) that either are not covered in the documentation or are not meeting current industry standards. All documentation provided to the Consultant is confidential and proprietary and should not be shared outside of the Consultant organization unless the City provides written authorization.

C. The Consultant will observe equipment operation to determine if equipment is functioning properly and if equipment is being operated according to manufacturer and contractual specifications. This inspection program will also determine whether equipment operates at effective and optimal levels to ensure the highest capture of recoverable materials.

D. The Consultant will identify maintenance and operations deficiencies and recommend improvements and/or alternatives.

E. The Consultant will verify that all materials and equipment are used, cleaned, and conditioned according to the instructions of their supplier or manufacturer.

F. The Consultant will inspect the equipment for cleanliness verifying that the MRF operator maintains and protects the equipment against deterioration beyond normal wear and tear according to the MRF operation contract specifications.

G. The Consultant will assess the records of the MRF operator to ensure maintenance of equipment is being adequately and accurately recorded and reported. The Consultant will verify that the MRF Operator uses digital tracking for all maintenance activities using forms designed specifically for each piece of processing equipment

H. The Consultant will formulate inspection reports to include an analysis of operations and maintenance records. The reports will include the results and annotated photographs of the physical inspection of the equipment and facilities as well as recommendations for improvement. The Consultant will conduct an efficiency review and life expectancy of all equipment. The evaluation should include, but not be limited to, recommendation on:

1. Energy efficient upgrades

2. Parts that are close to, or past, life expectancy

3. Upgrades that will have a return on investment of less than five (5) years due to increased production or reduced operating costs

4. Any other recommended upgrades that will increase production efficiency or reduce operating costs to the City

5. Recommended changes to equipment settings to optimize material processing

I. The evaluation must include recommendations about suggested staffing levels for each type of equipment and whether those staffing levels are being executed properly (ex.

whether equipment is overstaffed or understaffed, or whether staff are not properly trained on equipment).

3.5. Consultant Safety

A. The Consultant is responsible for the safety training and certification of its inspectors.

B. The Consultant must comply with any City safety, security protocols, and MRF Operator safety training.

C. The Consultant must have PPE (hard hat, safety vest, and safety glasses) with the

Consultant company logo.

D. The Consultant will need to check in and out at all sites.

E. The Consultant’s safety plan (list of emergency contacts, safety protocols, training records, etc.), safety experience modification rate, total case incident rate, and documentation of safety training, should be sent to the City thirty days prior to the start of the contract.

3.6. Equipment Inspection List

A. The following equipment list will be covered in the inspection. The list is not all inclusive and may be subject to change. The current equipment list will be provided to the

Consultant prior to the inspection:

1. North Gateway MRF EquipmentDrum FeederOCC ScreenThree Tomra Optical

SortersTwo Fine ScreensBallistic SeparatorMagnetic Cross Belt SeparatorAluminum

Eddy Current SeparatorChain ConveyorsBelt ConveyorsTwo BalersAir

CompressorsTwo Anti-wrap Star ScreensFines Magnet SeparatorDeluge

SystemGlass Clean-up System

2. 27th Ave. MRF EquipmentDrum FeederPresort TrommelOCC ScreenTwo Ballistic

SeparatorsEleven Optical SortersTwo Drum MagnetsTwo Eddy Current

SeparatorsOne RobotThree BalersChain ConveyorsBelt ConveyorsAir

CompressorsTwo Water ChillersTen Walking Floor Commodity BunkersFilm

Collection SystemGlass Clean-up SystemMagnetic Cross Belt Separator for

FinesTwo Deluge SystemsInfrared Camera System

3.7. Scheduling the Inspection

A. At the City's request for an inspection, the Consultant shall have sixty (60) calendar days from the date of the request to begin the inspection.

B. The Consultant shall have seven (7) business days to complete the inspection once it has started. Normal facility operations will continue throughout the inspection so the

Consultant will need to work with the MRF operator to carry out inspection during off hours or days.

1. The inspection shall not hinder or prevent normal operation of the facility.

C. The City will notify the MRF operator of the Consultant's inspection no less than five days prior to the inspection.

1. All communication regarding the inspection will be coordinated through the City.

2. The Consultant shall not contact the MRF operator.

3.8. Reporting Procedures

A. The Consultant shall submit a written draft report within 14 calendar days of the completion of the inspection to submit a draft report to the City for review.

1. The City shall have 10 business days to review the report and request revisions.

2. The Consultant shall have 14 calendar days to complete revisions and submit a final report.

B. The written report shall include an analysis of operations and maintenance records, the detailed results of the physical inspection of all equipment in the list provided by the City, annotated photographs, and recommendations for improved maintenance and operation procedures.

1. Safety-related items must be identified in the report and brought to the attention of the City immediately.

3.9. City Responsibilities

A. The City shall provide the Consultant with, at no cost, any non-proprietary or non-confidential information that the Consultant may need in order to complete the inspection.

3.10. Contract Monitoring

During the contract term, the City will conduct contract monitoring that will include evaluating

Contractor performance and to ensure the delivery of goods and services are provided in accordance with the contract term.

4. Offer Evaluation Criteria

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

The evaluation factors are listed in the relative order of importance and more details are provided in Scope of Work. The Weight (Points) for each Evaluation Criteria are the maximum points that may be assigned for that Criteria. The maximum available points equal to 1,000. The following evaluation criteria will be used to evaluate all Offers:

No. Evaluation Criteria Scoring Method Weight…