Multi-Family_Roofing_Replacement_Project.pdf

INVITATION FOR BID

IFB FY27-086-04

MULTI-FAMILY ROOFING REPLACEMENT PROJECT

CITY OF PHOENIX

HOUSING

251 W. WASHINGTON STREET, 4TH FLOOR

PHOENIX, AZ

85003

RELEASE DATE: July 30, 2026

DEADLINE FOR QUESTIONS: August 7, 2026

RESPONSE DEADLINE: August 21, 2026, 4:00 pm

City of Phoenix

INVITATION FOR BID

IFB FY27-086-04

Multi-Family Roofing Replacement Project

1. INTRODUCTION

2. INSTRUCTIONS

3. SCOPE OF WORK

4. EVALUATION PROCESS

5. STANDARD TERMS AND CONDITIONS

6. SPECIAL TERMS AND CONDITIONS

7. DEFENSE AND INDEMNIFICATION

8. INSURANCE REQUIREMENTS

9. SUBMITTALS

10. PRICING PROPOSAL

Attachments:

A - Acceptance of Offer Form 2026

B - Final Report_AH20612101-1_EAS 12012_Asb-LBP Srvy_Park Lee Apts Go Bond

Preservation

C - Final Park Lee

Invitation For Bid #IFB FY27-086-04 Title: Multi-Family Roofing Replacement Project

1. Introduction

1.1. Contact Information

Tonja Lepur

Housing

Email: tonja.lepur@phoenix.gov

Phone: (602) 495-0616

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 (Tonja Lepur) at (602) 495-0616/Voice or 711/TTY, or tonja.lepur@phoenix.gov, no later than five (5) business days prior to the meeting.

Solicitation Issue Date: July 30, 2026

Pre-Offer Conference (Non-Mandatory): August 4, 2026, 9:00am https://cityofphoenix.webex.com/cityofphoen ix/j.php?MTID=m271207d50e3c4029bbaf4d

20dfa30be2

Join by meeting number

Meeting number (access code): 2344 497

Meeting password: Bq5e9JkdT35

Site Visit (Non-Mandatory): August 4, 2026, 9:30am

1600 W. Highland Avenue, Phoenix, Arizona 85015

Written Inquiries Due Date: August 7, 2026, 4:00pm

Offer Due Date: August 21, 2026, 4:00pm https://cityofphoenix.webex.com/cityofphoenix/j.php?MTID=m271207d50e3c4029bbaf4d20dfa30be2

2. Instructions

2.1. Description – Statement of Need

The City of Phoenix invites sealed offers multi-family roofing replacement project.

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

Clerk’s department.

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

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

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

2.2. Preparation of Offer

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

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

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

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

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

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

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

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

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

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

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/285935. 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, Housing Department, Management Services Division, 251 W Washington Street, 4th 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.

https://procurement.opengov.com/portal/phoenix/projects/285935

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

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

2.7. Addenda

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

Procurement Portal.

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

2.8. Licenses

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

2.9. Certifications

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

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

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

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

2.10. Submission of Offer

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

City Department’s clock.

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

Response” via https://procurement.opengov.com/portal/phoenix/projects/285935. 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 https://procurement.opengov.com/portal/phoenix/projects/285935 https://procurement.opengov.com/signup https://opengov.my.site.com/support/s/article/ca6d1285-1e48-4a21-bb0d-715edb7794ed

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

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

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

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

2.11. Withdrawal of Offer

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

Procurement Portal.

2.12. Offer Results

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

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

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

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

https://procurement.opengov.com/portal/phoenix/projects/285935 within five business days of the offer opening. The City will post the information on the preliminary tabulation as it was read during the offer opening. The City makes no guarantee as to the accuracy of any information on the preliminary tabulation. Once the City has evaluated the offers, the City will post an award recommendation on the City's Procurement Portal. By signing and submitting its Offer, each

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

2.13. Pre-Award Qualifications

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

https://procurement.opengov.com/portal/phoenix/projects/285935

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

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

2.14. Certificates of Insurance

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

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

2.15. Award of Contract

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

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

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

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

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

3. Safety record; and,

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

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

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

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

2.16. Solicitation Transparency Policy

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

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

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

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

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

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

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

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

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

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

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

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

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

2.17. Protest Process

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

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

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

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

City’s full and final discretion.

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

• Identification of the solicitation number;

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

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

• The form of relief requested; and

• The signature of the protester or its authorized representative.

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

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

Procurement Officer.

2.18. Public Record

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

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

Procurement Officer as confidential provided the Offeror clearly labels the information

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

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

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

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

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

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

2.19. Late Offers

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

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

2.20. Right to Disqualify

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

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

Offeror.

2.21. Site Inspection

Offerors should visit the site and familiarize themselves with any conditions that may affect performance and submittal prices. Submission of an offer will be prima facie evidence that the

Offeror did, in fact, make a site inspection and is aware of all conditions affecting performance and submittal prices. Please contact the Procurement Officer assigned to the procurement to arrange for a site inspection.

If indicated in the Schedule of Events, a one-time walk-through site inspection tour will be conducted. Submission of an offer will be prima facie evidence that the Offeror did, in fact, make a site inspection and is aware of all conditions affecting performance and offer prices.

2.22. Contract Award

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

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

2.23. Determining Responsiveness and Responsibility

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

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

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

2.24. Equal Low Offer

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

3. Scope of Work

3.1. OVERVIEW

A total of 18 designated buildings located north of W. Highland Avenue only require reroofing.

This includes building types A, B, D, E, G, H, I, and J, as indicated in the drawings and specifications.Work includes removal of existing roofing systems to the existing substrate and installation of new roofing systems consisting of:

A. Asphalt laminated shingle roofing at sloped roof areas.

B. Granular-capped modified bitumen roofing at low-slope roof areas.

C. New underlayment, flashings, edge metal, roof penetration seals, roof drain coordination, accessories, and related components required for a complete weather-tight roofing system.

3.2. GENERAL NOTES

A. Field verify existing roof conditions, slopes, drainage, dimensions, quantities, and substrate conditions prior to commencing work. Notify the Architect of any discrepancies.

B. Repair or replace deteriorated roof sheathing/framing as required to provide a sound substrate for new roofing.

C. Contractor must coordinate with the City’s abatement contractor and must sequence work so that no roof area is left exposed to weather. Any roof removal should be coordinated with weather conditions and made watertight the same day or temporarily protected.

D. Provide complete roofing systems as shown on the drawings and specifications, including Section 073111 and Section 075200.

E. Provide appropriate underlayment systems for each roof type, including self-adhered membrane at valleys, penetrations, and transitions.

F. Provide complete flashing systems, including valley flashing, step and counterflashing, pipe and penetration flashings, drip edge, edge metal, roof-to-wall transitions, and related accessories.

G. Provide joint sealants only at roof-related penetrations, flashings, transitions, and joints disturbed by roofing work.

H. Maintain positive drainage at all roof areas. Do not create areas of ponding. Verify existing slopes and provide minor corrections as required.

I. Provide roof penetration curbs and flashing for all existing mechanical, plumbing, and electrical penetrations affected by roofing work.

J. Coordinate roofing work with roof drain replacement and flashing requirements. Provide watertight integration at all drains.

K. Coordinate roofing work with roof-related fascia, soffit, wood trim, sheet metal, gutters, downspouts, and drainage components only where required to complete a continuous weather-tight roofing installation.

L. Match existing roof profiles, edge conditions, drainage patterns, and visual character.

M. Clean roof surfaces and remove all debris upon completion. Leave roof drains, gutters, downspouts, and drainage systems fully operational.

N. Do not scale drawings. Rely only upon Architect’s written dimensions and field verification.

O. All work shall be performed in accordance with the manufacturer’s specifications and requirements to ensure that the manufacturer’s warranty remains valid

3.3. SITE BUILDINGS

The following items apply to all roofing areas within the designated building types A, B, D, E, G, H, I, and J:

A. Rough carpentry repairs: repair/replace deteriorated framing/sheathing at roof deck as required to provide sound substrate for new work, per Section 061000.

B. Asphalt shingle roofing – demolition: remove existing asphalt laminated shingles, underlayment, and associated flashings/edge metal as required. Verify deck condition and replace deteriorated sheathing as required.

C. Asphalt shingle roofing – new: provide new asphalt laminated shingle roof system complete with underlayment, starters, ridge/hip caps, flashings, and accessories, per

Section 073111.

D. Modified bituminous roofing – demolition: remove existing granular-capped modified bitumen roof cover and associated flashings/edge metal as required at areas indicated.

Repair/prep substrate.

E. Modified bituminous roofing – new: provide new granular-capped modified bituminous roof system, Class A, complete with membrane(s), flashings, and accessories for a weather-tight installation, per Section 075200.

F. Sheet metal flashing and trim: provide new edge metal/drip edge/fascia and other sheet metal flashings/trim as required. Secure and seal for continuous weather protection, per

Section 076200.

G. Penetration/transition flashings: provide new/reworked flashings at all penetrations, curbs, and roof/wall transitions. Seal and terminate per system requirements.

H. Roof-related fascia, soffit, wood trim, gutters, downspouts, and drainage components:

include only where directly required to complete the roofing, flashing, drainage, or weather-tight installation.

I. Painting or finish touch-up: limited to roof-related fascia, trim, flashings, and drainage components disturbed by roofing work.

3.4. ROOF TYPE G - MANSARD ROOF DRAINAGE

A. Replace existing roof drain assemblies and roof drain leaders.

B. Provide new drains with clamping rings and dome strainers.

C. Connect to existing storm drain piping and extend roof leaders to scupper/downspout configuration.

D. Coordinate with roofing and flashings for continuous watertight installation.

E. Field verify routing and existing conditions.

F. Verify existing gutters are securely attached to the structure. Re-secure loose gutters with mechanical fasteners and replace damaged hangers or brackets as required.

G. Repair, replace, and install missing or damaged mansard metal panels and associated trim. Match existing profile, dimensions, finish, and visual character.

3.5. BUILDING TYPE I

A. Replace existing roof drain assemblies and roof drain leaders.

B. Provide new drains with clamping rings and dome strainers.

C. Connect to existing storm drain piping and extend roof leaders to scupper/downspout configuration.

D. Coordinate with roofing and flashings for continuous watertight installation.

E. Field verify routing and existing conditions.

3.6. BUILDING TYPE J

A. Replace existing roof drain assemblies and roof drain leaders.

B. Provide new drains with clamping rings and dome strainers.

C. Connect to existing storm drain piping and extend roof leaders to scupper/downspout configuration.

D. Coordinate with roofing and flashings for continuous watertight installation.

E. Field verify routing and existing conditions.

3.7. EXCLUDED FROM ROOFING-ONLY SCOPE

A. Window replacement.

B. Window perimeter work, except where directly disturbed by roofing work.

C. Exterior painting and masonry coating/sealing.

D. General façade improvements.

E. Non-roof-related soffit, fascia, trim, or ornamental repairs shown elsewhere in the full bid set. Respectfully,

3.8. SUSTAINABILITY AND HEAT RESILIENCE CHECKLISTS

Incorporate the following additional requirements into the roofing bid and associated work:

A. Roofing systems shall comply with the City of Phoenix GO Bond sustainability requirements and applicable heat resilience standards.

B. Provide roofing materials with a minimum Solar Reflective Index (SRI) of 80, where compatible with the specified roofing system, preservation requirements, and approved product manufacturers.

C. All low-slope roofing systems shall utilize cool roof rated products listed by the Cool

Roof Rating Council (CRRC) or approved equal. Provide documentation demonstrating compliance with minimum SRI requirements.

D. Asphalt laminated shingle roofing shall utilize the highest available reflective / cool-rated shingle products compatible with the specified roofing assembly and Historic

Preservation requirements.

E. Roofing products shall be selected to reduce heat island effects and support the City’s heat mitigation and urban cooling objectives.

F. Bidders shall submit manufacturer data demonstrating Solar Reflectance Index (SRI), emissivity, CRRC listing, and other sustainability performance criteria for all proposed roofing products.

G. Bidders are encouraged to provide roofing systems and accessory materials incorporating recycled content, environmental product declarations (EPDs), sustainable sourcing practices, and low environmental impact manufacturing processes where feasible.

H. Roofing work shall include proper sorting and disposal of demolition debris and shall maximize recycling of removed roofing materials where feasible and locally available.

I. Any replacement sheet metal, flashings, gutters, or exposed roof-related components shall utilize durable, heat-resistant finishes compatible with the overall cool roof approach and existing visual character of the property.

J. Sustainability requirements shall be implemented in a manner compatible with the project’s replacement-in-kind preservation intent and Historic Preservation requirements.

Where conflicts occur between preservation requirements and sustainability targets, proposed alternates shall be reviewed with the Owner and Architect prior to implementation.

K. Bidders shall include all costs associated with compliance with these sustainability and heat resilience requirements within their base bid.

3.9. LICENSES & PERMITS

Contractor and all authorized subcontractors shall be properly licensed through the State of

Arizona Registrar of Contractors in the appropriate classification. Contractor shall be responsible for obtaining all permits if required. The City will reimburse the awarded Contractor for the actual price of the permit. The Contractor shall call for inspections of all permitted projects.

3.10. EQUIPMENT

Contractor shall provide and maintain, during the entire period of this contract, equipment sufficient in number, operational condition and capacity to efficiently perform the work and render the services required by this contract.

A. Legality and Safety o Contractor shall ensure all of Contractor’s equipment follows all manufacturers, OSHA, ANSI, and DOT standards and/or regulations governing such equipment.

o All vehicles used by Contractor must be appropriately licensed and clearly identified with a vehicle number.

B. Identification o The name of the company, address of local office and phone number of local office shall be on each side of the equipment, including personnel transportation vehicles. The letters shall be at least three inches high, of proportionate width, and shall be in plain view of the public.

A. City’s Inspection o City reserves the right to inspect Contractor's equipment at any time to ascertain said condition, and to deny use of inappropriate equipment.

o The City of Phoenix reserves the right to review all maintenance records and inspection certification on aerial truck if used.

3.11. LOCATIONS

Locations of City-owned housing properties may be anywhere within the City limits of Phoenix.

These dwellings may be, but are not limited to, individual homes, duplexes, apartment complexes, or retirement buildings.

3.12. GOVERNING LAWS

Contractor shall be responsible for complying with the Phoenix Building Safety Codes, the City of Phoenix Fire Code, OSHA, and all other governing codes, permits, rules, laws, regulations and statutes pertaining to the work being performed. The Contractor shall furnish manufacturer’s instructions and Safety Data Sheets (SDS) for all products utilized.

3.13. CONTRACTOR’S EMPLOYEE IDENTIFICATION

A. Contractor’s employees must have City issued badges and be in uniforms that bear an easily visible company name or logo on the front and/or back. All employees except for owners and management (this does not include supervisors) must be in company uniform while on site.

The identification badge shall contain Company’s name, employee’s name, signature and employee’s clearly identifiable photograph. Identification badges shall always be visibly worn while on City premises. Uniforms are to be approved by Housing Department and are not to be dirty, stained, or torn. Employees shall not expose tattoos, wear colors or clothing associated with gangs. All Contractor personnel including owners, management, and supervisors must wear company and City badges in a clearly visible area while on-site.

B. Only authorized Contractor employees are allowed on the premises of the City facilities/buildings. Contractor employees are not to be accompanied in the work area by acquaintances, family members, assistants or any other person unless said person is an authorized Contractor employee.

3.14. SUBCONTRACTORS

A. City Approval Required. If Contractor wishes to utilize subcontractors, for performance of the

Work, in addition to those listed in Contractor’s original offer to the City, Contractor shall submit a current subcontractor list to the Housing Representative. No subcontractors may be used without prior approval of the Housing Representative. Subcontractors must be properly licensed for the type of work they will perform. City reserves the right to request the removal of Contractor’s subcontractor if deemed unsatisfactory by the Housing Representative.

B. Work Quality. Subcontractors providing service under the contract shall meet the same service requirements and provide the same quality of service required of Contractor.

Contractor shall be fully responsible to the City for the acts and omissions of persons

Contractor employs and/or subcontracts.

C. Contractor Responsibility. Use of a subcontractor does not relieve Contractor of responsibility of service. Contractor will manage all schedules, quality, performance and project management for subcontractors. Contractor will be held solely responsible and accountable for the service and/or repairs for which Contractor has subcontracted.

D. Payment. Subcontracting is at Contractor’s expense. Contractor is responsible for all payments including, but not limited to, labor, parts, and materials incurred from subcontracting the services.

4. Standard Terms and Conditions

4.1. Definition of Key Words Used in the Solicitation

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

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

May: Indicates something that is not mandatory but permissible.

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

“A.R.S.” Arizona Revised Statute

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

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

Contractor's performance under this contract.

"City" The City of Phoenix

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

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

“Days” Means calendar days unless otherwise specified.

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

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

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

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

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

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

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

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

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

4.2. City’s Vendor Self-Registration and Notification

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

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

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

4.3. Business in Arizona

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

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

4.4. Contract Interpretation

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

Maricopa County, State of Arizona.

B. Contract Order of Precedence: In the event of a conflict in the provisions of the

Contract, as accepted by the City and as they may be amended, the following will prevail in the order set forth below:

1. Federal terms and conditions, if any

2. Special terms and conditions

3. Standard terms and conditions

4. Amendments

5. Statement or scope of work

6. Specifications

7. Attachments

8. Exhibits

9. Instructions to Contractors

10. Other documents referenced or included in the Solicitation

C. Organization – Employment Disclaimer: The Agreement resulting hereunder is not intended to constitute, create, give rise to or otherwise recognize a joint venture https://procurement.opengov.com/portal/phoenix https://eprocurement.phoenix.gov/irj/portal agreement or relationship, partnership or formal business organization of any kind, and 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.

4.5. 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. Discrimination Prohibited: Contractor agrees to abide by the provisions of the Phoenix

City Code Chapter 18, Article V as amended. Any Contractor, in performing under this contract, will not discriminate against any worker, employee or applicant, or any member of the public, because of race, color, religion, sex, national origin, age or disability nor otherwise commit an unfair employment practice. The supplier and/or lessee will take action to ensure that applicants are employed, and employees are dealt with during employment without regard to their race, color, religion, sex, or national origin, age or disability and adhere to a policy to pay equal compensation to men and women who perform jobs that require substantially equal skill, effort and responsibility, and that are performed within the same establishment under similar working conditions. Such action will include but not be limited to the following: Employment, promotion, demotion or transfer, recruitment or recruitment advertising, layoff or termination; rates of pay or other forms of compensation; and selection for training; including apprenticeship. The supplier further agrees that this clause will be incorporated in all subcontracts with all labor organizations furnishing skilled, unskilled and union labor, or who may perform any such labor or services in connection with this contract. Contractor further agrees that this clause will be incorporated in all subcontracts, job-contractor agreements or subleases of this agreement entered into by supplier/lessee.

C. Equal Employment Opportunity and Pay: In order to do business with the City, Contractor must comply with Phoenix City Code, 1969, Chapter 18, Article V, as amended, Equal Employment Opportunity Requirements. Contractor will direct any questions in regard to these requirements to the Equal Opportunity Department, (602)

262-6790.

1. For a Contractor with 35 employees or fewer: Contractor in performing under this

Agreement shall not discriminate against any worker, employee or applicant, or any member of the public, because of race, color, religion, sex, national origin, age, or disability, nor otherwise commit an unfair employment practice. The Contractor will ensure that applicants are employed, and employees are dealt with during employment without regard to their race, color, religion, sex, national origin, age, or disability. Such action shall include but not be limited to the following: employment, promotion, demotion or transfer, recruitment or recruitment advertising, layoff or termination; rates of pay or other forms of compensation; and selection for training;

including apprenticeship. The Contractor further agrees that this clause will be incorporated in all subcontracts related to this Agreement that involve furnishing skilled, unskilled…