Miscellaneous_Building_Repairs_(Addendum_#2_Revision).pdf

REQUEST FOR QUALIFICATION

RFQu-26-0014

MISCELLANEOUS BUILDING REPAIRS

CITY OF PHOENIX

FINANCE CENTRAL PROCUREMENT

251 W. WASHINGTON ST.

PHOENIX, AZ

85003

RELEASE DATE: June 13, 2025

DEADLINE FOR QUESTIONS: July 7, 2025

RESPONSE DEADLINE: July 15, 2025, 2:00 pm

City of Phoenix

REQUEST FOR QUALIFICATION

RFQu-26-0014

Miscellaneous Building Repairs

1. INTRODUCTION

2. INSTRUCTIONS

3. SCOPE OF WORK

4. EVALUATION PROCESS

5. STANDARD TERMS AND CONDITIONS

6. SPECIAL TERMS AND CONDITIONS

7. DEFENSE AND INDEMNIFICATION

8. INSURANCE REQUIREMENTS

9. SUBMITTALS

10. PRICING PROPOSAL

Attachments:

A - Acceptance of Offer Form 2025

Request For Qualification #RFQu-26-0014 Title: Miscellaneous Building Repairs

1. Introduction

1.1. Contact Information

Daniel Haight

Finance Central Procurement

Email: daniel.haight@phoenix.gov

Phone: (602) 495-7343

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 (Daniel Haight) at (602) 495-7343/Voice or 711/TTY, or daniel.haight@phoenix.gov, no later than two (2) weeks prior to the meeting.

Solicitation Issue Date: June 13, 2025

Pre-Offer Conference (Non-Mandatory): June 23, 2025, 2:00pm

Meeting link:

https://cityofphoenix.webex.com/cityofphoen ix/j.php?MTID=m80b3314594d085a3c0384

3f6155fa0b6

Meeting number:

2337 417 6195

Meeting password:

2Ppz4kap6ST

Join from a video system or application

Dial

23374176195@cityofphoenix.webex.com

You can also dial 173.243.2.68 and enter your meeting number.

Join by phone

+1-415-655-0001 Toll

Access code: 23374176195

Global call-in numbers https://cityofphoenix.webex.com/cityofphoen ix/globalcallin.php?MTID=m5951d5b47ce1ff

94dd519e77dca49a78

Written Inquiries Due Date: July 7, 2025, 2:00pm

Offer Due Date: July 15, 2025, 2:00pm https://cityofphoenix.webex.com/cityofphoenix/j.php?MTID=m80b3314594d085a3c03843f6155fa0b6 https://cityofphoenix.webex.com/cityofphoenix/j.php?MTID=m80b3314594d085a3c03843f6155fa0b6 https://cityofphoenix.webex.com/cityofphoenix/j.php?MTID=m80b3314594d085a3c03843f6155fa0b6 mailto:23374176195@cityofphoenix.webex.com http://173.243.2.68/ https://cityofphoenix.webex.com/cityofphoenix/globalcallin.php?MTID=m5951d5b47ce1ff94dd519e77dca49a78 https://cityofphoenix.webex.com/cityofphoenix/globalcallin.php?MTID=m5951d5b47ce1ff94dd519e77dca49a78 https://cityofphoenix.webex.com/cityofphoenix/globalcallin.php?MTID=m5951d5b47ce1ff94dd519e77dca49a78

2. Instructions

2.1. Description - Statement of Need

The City of Phoenix is soliciting responsive and responsible Contractors to provide maintenance and repair services on City-owned commercial and residential properties. This contract is intended to supplement internal City of Phoenix trades staff for building repairs and tenant improvements.

Contractors will provide all labor, supervision, materials, replacement parts, supplies, tools, transportation, equipment, architectural stamped plans as needed, and any/all necessary permits, and incidentals required to provide comprehensive general maintenance and repair services for City-owned and/or maintained facilities and properties. There are various disciplines required by this contract.

The City makes no guarantee as to the number of projects or the size of the projects that firm(s) will receive during the contract term. Therefore, the City’s usage is on an as needed basis.

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 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/172057. 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, Finance Department, Central Procurement Division, 251 W Washington Street, 8th Floor, Phoenix, AZ. It is the Offeror’s responsibility to check the City's Procurement Portal, read the entire solicitation, and verify all required information is submitted with their Offer.

2.5. Exceptions

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

Procurement Officer rather than including exceptions in their Offer.

2.6. Inquiries

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

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

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

https://procurement.opengov.com/portal/phoenix/projects/172057

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.

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/172057. 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.

https://procurement.opengov.com/portal/phoenix/projects/172057 https://procurement.opengov.com/signup https://opengov.my.site.com/support/s/article/ca6d1285-1e48-4a21-bb0d-715edb7794ed

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/172057 within five business days of the offer opening. The City will post the information on the preliminary tabulation as it was read during the offer opening. The City makes no guarantee as to the accuracy of any information on the preliminary tabulation. Once the City has evaluated the offers, the City will post an award recommendation on the City's Procurement Portal. By signing and submitting its

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

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

Offerors.

2.13. Pre-Award Qualifications

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

• Be registered with the Arizona Registrar of Contractors and have a "Active" status at the time of submission.

• Contractor must have a minimum of three (3) years of experience in commercial construction or repair services.

2.14. Content of Response

The Offeror's response shall include and be formatted to the following:

Business Model:

https://procurement.opengov.com/portal/phoenix/projects/172057

• The Offeror must provide an Executive Summary identifying their business and business background related to the scope of work.

Experience:

• Provide 3 examples of past projects, include the scope of work, quotes, original bid, change orders and final invoices.

• Describe the Offeror's experience in relation to reading and understanding blueprints, schematic drawings and written layouts.

• Describe the Offeror's experience with commercial construction and repairs in relation to the scope of work.

• Provide 3 references of firms or government organizations for which the Offeror is currently providing services to or has provided services to related to the scope of work.

The Reference form can be found on the Vendor Questionnaire.

Licenses and Qualifications:

• Offeror to provide all licenses, certifications and qualifications of personnel required to perform the services in the scope of work.

Approach to OSHA Safety and Staff Training:

• OSHA standards are set guidelines and requirements enforced by the Occupational

Safety and Health Administration (OSHA) to minimize health and safety risks in US-based workplaces. They regulate companies to maintain safe and healthy working conditions and to provide suitable training and assistance to their employees. Describe in detail your company's approach to meeting these standards.

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 the most 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. 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.

2.21. 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.

2.22. 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.

2.23. 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.

2.24. 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.

2.25. 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.

2.26. Offers Not Within the Competitive Range

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

Range.

2.27. 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.

2.28. Best and Final Offers (BAFO)

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

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

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

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

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

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

3. Scope of Work

3.1. Scope of Services

A. Contractor will provide all labor, materials, equipment, supplies, architectural stamped plans, required permits, transportation, and supervision to perform repairs that include, but are not exclusive to:

1. General Repairs: Painting, sealing, patching, drywall repairs, minor concrete repairs, rough framing, structural repairs, acoustical ceiling work, window repairs, minor asphalt work, slot drain cleaning, caulking services, minor flooring repair/installation, and minor exterior repairs, door/door knob replacement and repairs.

2. Plumbing: Fixture replacement, leak repair/sealing, irrigation drip line and sprinkler head repair/replacement/adjustment.

3. Minor Electrical: Repair/replacement of outlets and lighting fixtures, bulb replacement, appliance replacement, residential or multifamily installation of circuit boxes.

4. Millwork & Carpentry: general rough and finished carpentry, staining, finishing, touchups, disassembly, refabrication, and reworking of existing millwork using existing materials, repair or adjustment of cabinet doors, drawers, hinges, slides, and handles, installation of new cabinets, doors, and hardware

B. Unauthorized City employees are not allowed to authorize work requiring a permit to be performed without a permit. Should the Contractor perform work without a required permit, they will be responsible for correcting said work at no cost to the City. Work will be completed within the approved timeframes as agreed with the City Department

Contract Representative (CDCR).

3.2. Service Hours

Labor rate(s) will start upon arrival at job site and end upon completion of work that day at job site with one-hour minimum. The Contractor shall not charge portal-to-portal rates or additional charges for service calls.

Services will be made available to the City of Phoenix 365 days per year, 24 hours per day.

A. Regular Hours will be work performed between 6:00 am to 6:00 pm, Monday through

Friday. Actual work hours may vary and will be dependent upon time of entry permitted by the CDCR, and as coordinated by the Contractor. Work shall be scheduled so as to not interfere with ongoing operations of the City or the public.

B. After Hours will be work performed from 6:01 pm through 5:59 am, weekends and City-observed holidays.

3.3. Response Times

A. Regular: Contractor will return calls or emails from the CDCR within twenty four (24) hours. On-site response time shall be coordinated with CDCR for all routine and repair service work.

B. Emergency: Contractor will will return at call for emergency services within one (1) hour. On-site response time for all emergency requests is within two (2) hours of contact.

C. Contractor will be required to provide 24-hour toll-free access to their staff via email, phone or text message.

D. Contractor will coordinate all repair/installation schedules with the CDCR before beginning work.

3.4. Equipment Rental

The Contractor shall be responsible for obtaining all equipment and vehicles necessary to complete the project at cost to the City. Contractor may be required to service unique building structures that may require utilizing specialty equipment. The Contractor shall identify all special equipment necessary (that may result in additional charges) prior to performing the service.

Upon CDCR approval, the charges and fees as agreed upon must be reimbursed at

Contractor’s cost, without any markup.

3.5. Project Work and Materials Quotes

Project work means work performed on projects to facilities.

All qualified Contractors who have obtained proper City badging will have an opportunity to quote on project work.

Quotes:

A. Contractor must submit a detailed project quote to the CDCR within three (3) business days after sight review of project. The project price quote shall be listed as labor and materials.

B. The project quote will contain the following information:

1. Name and address of facility or work site

2. Name and telephone number of City staff requesting a quote

3. Scope of work including breakdown of labor hours and materials

4. Other information relative to the scope of work

5. Project start/finish dates and hours for work being performed

6. Signature of Contractor

C. Materials

1. The materials cost will include everything Contractor anticipates necessary to complete the job (i.e., rental equipment, materials, subcontractor costs, permits, etc.).

2. All finish materials to be purchased for use on the project must be approved in writing by the CDCR.

3. All materials authorized by the City to perform the services will be reimbursed at cost, including any applicable tax. Receipts for material reimbursement MUST accompany the invoice and clearly identify materials purchased. Receipts must support 100% of the reimbursable line item of the invoice.

4. Any materials remaining at the termination of the Contract which have been paid for by the City will remain the property of the City.

The City will not pay for estimates/quotes.

Quotes will be used to obtain a purchase order. The purchase order number shall be listed on any subsequent documentation regarding the project including the final invoice. Change orders to the original purchase order are the responsibility of the Contractor.

3.6. Contractor Requirements

A. Ensure all applicable certifications and qualifications are maintained by contractor or technicians to perform required maintenance and repair services.

B. Adhere to all relevant safety and environmental regulations during inspections, maintenance and repairs.

C. All service work performed by Contractor will be to a professional standard, performed in a neat and professional manner, meet all required state and municipal building codes, and be susceptible to City staff inspection and approval.

D. Contractor will wear a clean company uniform, display a current City-issued badge, and have the company name displayed on their work vehicle.

E. Contractor will make necessary repairs in such a manner that does not damage City property. In the event damage occurs to City of Phoenix property or any adjacent property due to any repairs or installations performed under this Contract, the Contractor will replace or repair the same at no cost to the City.

F. In the event the work performance of the Contractor is unsatisfactory, Contractor will be notified by the CDCR and be given one (1) business day to correct the work. Labor for all re-work will be at no cost to the City.

3.7. Clean Up Requirements

A. The Contractor will keep the premises clean of all rubbish and debris generated by the work involved and will leave the premises neat and clean. All surplus material, rubbish, and debris will be disposed of by the Contractor at their expense. The work area will be cleaned at the end of each work day or as needed.

B. All waste materials associated with these services shall be handled in accordance with all federal, state, and local regulations.

C. Any hazardous materials shall be disposed of as prescribed by law and the contractor shall provide the appropriate certifications and records that verify an accredited hazardous material disposal company disposed of the materials.

D. All materials, tools, equipment, etc., will be removed or safely stored. The City is not responsible for theft or damage to the Contractor's property. All possible safety hazards to workers or the public will be corrected immediately and left in a safe condition at the end of each work day. If there is a question in this area, the City’s Department Contact will be consulted.

E. Contractor will ensure all disturbances to the area where the Contractor performed work are restored to the same condition prior to the start of the job.

Such disturbances may include, but not limited to: loose dirt, dislocated gravel; removed vegetation ;old asphalt/concrete; etc. If an inspection reveals that the Contractor failed to clean up after work has been performed, the City will notify the Contractor of the discrepancy and the Contractor will have twenty-four (24) hours to make the needed correction.

3.8. Billing and Invoicing

A. The final invoice should detail the actual number of hours and cost of materials used for the project. The City will only pay for the actual labor hours and reimburse for materials as shown on purchase receipts.

B. Contractor must submit a revised quote for any change order. Contractor who fails to acquire a revised purchase order runs the risk of incurring these additional costs without payment.

C. Any charges or fees not included in this contract are specifically disallowed.

D. Contractor will direct any issues regarding billing or invoices to the CDCR.

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 following evaluation criteria will be used to evaluate all Offers:

No. Evaluation Criteria Scoring Method Weight (Points)

1. Business Model

The Offeror must provide an Executive

Summary identifying their business and business background related to the scope of work.

Pass / Fail 1 (25% of Total)

2. Experience

Provide 3 examples of past projects, include the scope of work, quotes, original bid, change orders and final invoices.

Describe the Offeror's experience in relation to reading and understanding blueprints, schematic drawings and written layouts.

Describe the Offeror's experience with commercial construction and repairs in relation to the scope of work.

Provide 3 references of firms or government organizations for which the

Offeror is currently providing services to or has provided services to related to the scope of work. The Reference form can be found on the Vendor Questionnaire.

Pass / Fail 1 (25% of Total)

3. Licenses and Qualifications

The Offeror shall provide all licenses, certifications and qualifications of personnel required to perform the services in the scope of work.

4. Approach to OSHA Safety and Staff

Training

OSHA standards are set guidelines and requirements enforced by the Occupational

Safety and Health Administration (OSHA) to minimize health and safety risks in US-based workplaces. They regulate companies to maintain safe and healthy working conditions and to provide suitable training and assistance to their employees.

Describe in detail your company's approach to meeting these standards.

5. Standard Terms and Conditions

5.1. 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.

5.2. 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 must also be registered in the City’s procurePHX Self-Registration System at https://www.phoenix.gov/procure prior to contract execution.

The City may, at its sole discretion, reject any offer from an Offeror who has not registered.

5.3. 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.

5.4. 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 intended to constitute, create, give rise to or otherwise recognize a joint venture agreement or relationship, partnership or formal business organization of any kind, and https://procurement.opengov.com/portal/phoenix https://www.phoenix.gov/procure the rights and obligations of the parties will be only those expressly set forth in the agreement. The parties agree that no persons supplied by the Contractor in the performance of Contractor’s obligations under the agreement are considered to be City’s employees and that no rights of City civil service, retirement or personnel rules accrue to such persons. The Contractor will have total responsibility for all salaries, wage bonuses, retirement, withholdings, workmen’s compensation, occupational disease compensation, unemployment compensation, other employee benefits and all taxes and premiums appurtenant thereto concerning such persons, and will save and hold the City harmless with respect thereto.

D. Severability: The provisions of this Contract are severable to the extent that any provision or application held to be invalid will not affect any other provision or application of the contract which may remain in effect without the invalid provision or application.

E. Non-Waiver of Liability: The City of Phoenix as a public entity supported by tax monies, in execution of its public trust, cannot agree to waive any lawful or legitimate right to recover monies lawfully due it. Therefore, any Contractor agrees that it will not insist upon or demand any statement whereby the City agrees to limit in advance or waive any right the City might have to recover actual lawful damages in any court of law under applicable Arizona law.

F. Parol Evidence: This Agreement is intended by the parties as a final expression of their agreement and is intended also as a complete and exclusive statement of the terms of this agreement. No course of prior dealings between the parties and no usage in the trade will be relevant to supplement or explain any term used in this Contract.

Acceptance or acquiescence in a course of performance rendered under this contract will not be relevant to determine the meaning of this Contract even though the accepting or acquiescing party has knowledge of the nature of the performance and opportunity to object.

5.5. Contract Administration and Operation

A. Records: All books, accounts, reports, files and other records relating to the contract will be subject at all reasonable times to inspection and audit by the City for five years after completion of the contract. Such records will be produced at a City of Phoenix office as designated by the City. Confidentiality will be maintained, and City will not violate any proprietary or other confidentiality agreements Contractor has in place.

B.…