Offer_and_Acceptance.pdf

This is an Offer and Acceptance document for the City of Tucson related to RFP 260139 for Heavy Equipment & Tool Rentals and Related Services, a cooperative purchasing procurement administered through Axia Cooperative and designed to serve the City and participating public agencies nationwide. The solicitation seeks qualified vendors to provide comprehensive equipment rental services across approximately 40 equipment categories, including aerial lifts, air compressors, concrete equipment, earthmoving equipment, forklifts, power generation systems, refuse vehicles, trailers, and water trucks, for use by licensed professionals in construction, utility, public works, and related projects. Vendors must offer hourly, daily, weekly, and monthly rental options on an as-needed basis with no guaranteed minimums. A non-mandatory pre-submittal meeting is scheduled for January 28, 2026, at 11:00 a.m. via Microsoft Teams; the question submission deadline is February 2, 2026, at 12:00 p.m.; and proposals are due February 25, 2026, at 2:00 p.m. through the City's online bidding system. The resulting contract will have an initial three-year term with two optional one-year renewal periods.

All pricing must be inclusive of shipping, fuel surcharges, delivery, and environmental fees to accommodate nationwide distribution, submitted using not-to-exceed rates on the City's price sheet template. Evaluation criteria prioritize method of approach, qualifications and experience, and price proposal. Vendors must register with the City's Business Services Department, obtain a City of Tucson business license or exemption determination, and maintain comprehensive insurance including general liability of $1,000,000 per occurrence and commercial automobile liability of $1,000,000. Multiple federal and local compliance requirements apply, including Davis-Bacon Act prevailing wage requirements for construction activities exceeding $2,000, HUD Section 3 compliance mandating 25% or more of all labor hours performed by Section 3 workers and 5% by Targeted Section 3 workers, Buy America provisions for steel and manufactured products in contracts exceeding $100,000, and anti-lobbying certifications under the Byrd Amendment for purchases exceeding $100,000. The estimated annual national volume is approximately $50,000,000, with awarded suppliers paying an expected administrative fee of 2% of total net sales to Axia Cooperative. No funds are currently available; contract performance is contingent upon fund appropriation and availability.