Part 2 Technical and Commerical Tower Services.pdf

PART 2: Table of Contents

Technical and Commercial

Request for Proposals

Solicitation No.

BPM002972

Description:

Tower Services

Arizona Department of

Public Safety

2102 W. Encanto Blvd., Ste 225

Phoenix, Arizona 85009

PART 2 of the SOLICITATION:

TABLE OF CONTENTS:

SECTION 2-A: SCOPE OF WORK (TECHNICAL DOCUMENT) 2

1.0 Background 2

Purpose Projected Contract Awards

2.0 General Requirements 2

3.0 General Specifications 3

4.0 Order Process: Task Order 6

5.0 Travel 8

6.0 Performance Requirements 9

7.0 Exhibits to the Scope of Work 10

SECTION 2-B: COMPENSATION DOCUMENT 11

1.0 Compensation 11

Compensation Method

2.0 Pricing 13

3.0 Invoicing 13

4.0 Payments 15

5.0 Exhibits to the Compensation Document 15

BPM002972

Description:

Tower Services

Arizona Department of

Public Safety

2102 W. Encanto Blvd., SECTION 2-A: Scope of Work

Date: 9-17-20

Section 2-A:

Scope of Work

(Technical Document)

1.0 Background

The Arizona Department of Public Safety (ADPS) Wireless Systems Bureau (WSB) owns, operates and maintains a statewide communications network which provides critical public safety voice and radio communications for multiple State of Arizona agencies and a number of local, federal and tribal agencies.

This seamless voice communications network provides access to all interested first responder agencies in

Arizona, which would include: state, national, tribal, county, local or qualified private (utility, health care provider, etc.)

Purpose

1.1 The intent of this solicitation is to provide sufficient guidance and information for intereste d parties to submit offers for construction and deconstruction of communication sites and towers, equipment installations, engineering and design for communication sites and towers and ongoing maintenance and repair services.

Projected Contract Awards

1.2 It is the intent of the ADPS to award to one or more suppliers to meet the requirements of ADPS although it reserves the right to award this contract in part to multiple suppliers or partial and/or ancillary services to a single supplier. The award will depend on the quality of the bids.

2.0 General Requirements

2.1 Offeror shall perform and complete work in accordance with ADPS task orders under the direction and oversight of designated ADPS personnel.

2.2 Unless otherwise specified in the Task Order, Offeror shall provide all qualified personnel, labor, services, safety and general use equipment, tools, all materials (including civil construction and equipment installation materials), insurance, certifications, transportation, applicable taxes and all other items of expense required for execution and completion of the work in a quality manner for the price(s) offered/awarded in the Task Order.

2.3 Offeror shall provide certifications as required by work defined in the Task Order. As an Example:

Personnel assigned to climb must have current tower climbing and rescue certifications that meet the requirements of ANSI/OSHA standards and regulations for wireless communication sites. Climbers must be able to produce certification upon request. Certification programs shall, at a minimum include site hazard assessment/inspection, mandated safety/meeting requirements, fall protection (PFAS and fall restraint techniques), emergency contingency planning and rescue techniques.

2.4 Offeror shall perform and complete all work in accordance with applicable industry, best practices, Federal, State, local and industry wide government standards, such as but may not be limited to all applicable NOISH, OSHA, U.S. Department of Labor recommendations, alerts, standards and/or directives, State Commercial Contractor license and ADPS requirements. Certificates to be provided on request.

BPM002972

Description:

Tower Services

Arizona Department of

Public Safety

2102 W. Encanto Blvd.,

2.5 Offeror shall provide personnel with all industry standard/approved safety equipment, general use equipment, tools, insurance, and communication equipment (two-way radios, etc.) and that have a minimum of one-year communication tower rigging experience.

2.6 Offeror shall provide/designate a crew supervisor or single point of contact who will make daily progress reports, unless otherwise specified, to the assigned ADPS personnel. Daily reports to be provided via email.

2.7 Offeror shall perform and complete work under various weather/jobsite conditions.

2.8 Offeror shall provide from time to time, assistance to ADPS with loading and transporting materials to the jobsite. Offeror to be responsible for materials in their possession and will be required to carry

“Inland Marine Insurance” as specified in the Special Terms and Conditions.

2.9 Offeror shall perform general site clean-up, daily, with the trash neatly stacked for removal. At close of project, Contractor personnel may be requested to deliver trash to an ADPS facility, stage trash for removal by ADPS, or place trash in an ADPS-provided receptacle.

2.10 ADPS is responsible for:

2.10.1 Provide a Task Order with a scope of work description for each requested job (Task

Order requirements defined in section 4.0 Order Process: Task Orders)

2.10.2 Direct and oversee work performed by Contractor personnel at each jobsite location;

2.10.3 Ensure that all work is performed and completed in accordance with applicable industry standards, best practices and ADPS task order requirements;

2.10.4 Be the final authority as to installation and completion and final buyoff of Contractor’s work.

2.10.5 ADPS may provide tower related materials, parts and supplies to each jobsite or to location specified by ADPS for installation. Parts to be provided by ADPS will be listed on the Task Order.

3.0 General Specifications

3.1 Tower services are listed in three sections below (response to a single section is acceptable)

3.1.1 Construction Services

3.1.2 Engineering Services

3.1.3 Maintenance Services

3.2 Construction Services

3.2.1 The Offeror shall have the capability to complete all work indicated in specifications and drawings including all work that is reasonable inferable from the specifications and drawings. Construction services may include:

3.2.2 Site Survey – supplier is responsible for all surveying that may be required to complete the scope of work in the best manner possible.

(a) Pre-Construction / SOW development

(b) Post-Construction / QA-QC

BPM002972

Description:

Tower Services

Arizona Department of

Public Safety

2102 W. Encanto Blvd.,

3.2.3 Excavation, installation, modification, remediation of:

(a) Towers

(b) Tower Foundation

(c) Shelter

(d) Shelter Foundation

3.2.4 Equipment installation on tower

(a) Microwave Dishes and mounts

(b) Waveguide and termination

(c) Land Mobil Radio (LMR) Antennae and mounts

(d) LMR Coax and connectors

3.2.5 Grounding Installation

3.2.6 Lightning Rod Installation

3.2.7 Commercial power conduit and panel installations

3.2.8 Site preparation:

(a) Vegetation removal

(b) Tailings removal

(c) Fence installation

(d) Road Clearing / improvement

3.2.9 Project management: Offeror shall provide a Project Manager with activities to include but are not limited to:

(a) Documentation of all activities, milestones

(b) Document overall progress of the project

(c) Monitor all change request activity

(d) Coordinate with design/site engineers

(e) Coordinate financials – quote, invoice, budget updates

(f) Respond to and coordinate Task Orders processes

3.2.10 Field / Construction Management: Offeror shall provide/designate a field/construction manager and/or single point of contact who will coordinate work and manage personnel, equipment, materials, etc. for work on the jobsite. The field / construction manager will be responsible for daily progress reports, unless otherwise specified, to the assigned

ADPS personnel. Daily reports to be provided via email.

3.2.11 Any subcontractors utilized by Offeror are to provide their safety guidelines to ADPS for approval

BPM002972

Description:

Tower Services

Arizona Department of

Public Safety

2102 W. Encanto Blvd.,

3.3 Engineering Services

3.3.1 The Offeror shall have the capability to provide licensed Site engineering services.

3.3.2 Site Survey – supplier is responsible for all surveying that may be required to complete the scope of work in the best manner possible.

3.3.3 Site Design which include:

(a) Tower Design

(b) Shelter Design

(c) Electrical design

(d) Utility design

(e) Grounding Designs

3.3.4 Civil / Structural Engineering

3.3.5 Electrical Engineering, design, and inspection for AC, DC, and ground electrode systems

3.3.6 Geotechnical and Soil analysis

3.3.7 Foundation Analysis

3.3.8 Lease Exhibit / Permit Drawings

3.3.9 Land Survey

3.3.10 Structural Analysis

3.3.11 Mechanical mapping

3.3.12 Inventory mapping

3.3.13 As-Built designs

3.4 Maintenance and Repair Services

3.4.1 The Offeror shall have the capability to include the following maintenance and repair services, but not limited to:

3.4.2 Rust repair

3.4.3 Galvacoat

3.4.4 Paint

3.4.5 Safety inspections

3.4.6 Bolt checks

3.4.7 Bolt replacement / tighten

3.4.8 Weed Removal

3.4.9 Grounding testing and repair

3.4.10 Equipment repair/replacement on tower

(a) Microwave Dishes and mounts

BPM002972

Description:

Tower Services

Arizona Department of

Public Safety

2102 W. Encanto Blvd.,

(b) Waveguide and termination

(c) Land Mobil Radio (LMR) Antennae and mounts

(d) LMR Coax and connectors

3.4.11 Guyed tower tensioning and plum

3.4.12 Guyed anchor inspection and repair

3.4.13 Foundation inspection / ultrasound

3.5 Emergency Repair Service

3.5.1 Offeror to provide an afterhours “Help Desk” to respond within 30 mins to requests for emergency service.

3.5.2 Offeror shall provide emergency repair services as required. Offeror shall respond to an emergency call and provide on site services within 24 hours.

3.5.3 Offeror shall have immediate access to common installation / repair materials and have the ability to provide requested materials to ADPS within 24 hrs.

3.5.4 Offeror shall provide a written and or verbal quote for all work to be performed to ADPS requestor for emergency services and request approval signature before any work begins.

3.5.5 Emergency request shall require a service ticket/work order provided by the contractor upon completion of the project and signed by ADPS. A copy of the signed service ticket/work order shall be provided with the invoice.

4.0 Order Process: Task Order

4.1 Order Process: Task Order

4.1.1 ADPS may, as its sole option, issue an individual Task Order to an Offeror of its selection or issue multiple Task Orders in accordance with the Scope of

Work/Specifications. Task Orders shall be issued on an as needed when needed basis.

Individual task order requests shall at a minimum specify: (Example: Exhibit II)

4.1.2 The jobsite location and conditions.

4.1.3 The type of services (i.e. Scope of Work) to be performed at the jobsite .

4.1.4 Any equipment and materials to be provided by ADPS.

4.1.5 Project start date.

4.1.6 The due date and time for Contractor(s) response to the Task Order; and

4.1.7 Any other requirements specific to the Task Order.

4.1.8 Certain Task Orders may also require submission of project safety plans.

BPM002972

Description:

Tower Services

Arizona Department of

Public Safety

2102 W. Encanto Blvd.,

4.2 Task Order Offer/Responses:

4.2.1 Upon receipt of a Task Order, Offeror shall submit a task order offer/response on or before the date specified on Task Order. Offered pricing under a task order offer shall be all inclusive for completion of the task order. Task order offers shall also, at a minimum:

4.2.2 Provide detailed pricing for labor and materials if requested

4.2.3 Provide a detailed plan and schedule to complete the Task Order;

4.2.4 Specify the total number of hours times the hourly rate specified on the price sheet to complete the Task Order: and

4.2.5 Contain a list of key personnel, tower rigging personnel and/or ground support personnel and any related resources, to include any subcontractors, to be utilized during performance of the Scope of Work.

4.2.6 All cost associated with responding to individual task order offers shall be borne by the

Contractor(s).

4.3 Task order offers/responses; review/acceptance by ADPS:

4.3.1 Upon receipt and review of individual task order offers, ADPS may;

4.3.2 Select the individual task order offer determined to be fair and reasonable and in the best interest of ADPS for the specified task (selections may include, but may not be limited to lowest all-inclusive price offered, proposed schedules for completion of the specified task, offered resources and project start dates).

4.3.3 ADPS shall have the final authority to:

4.3.4 Review/approve all individual task order offers and any revisions thereto;

4.3.5 ADPS will confirm travel times and mileage as calculated from ADPS headquarters

(starting point) to individual tower jobsite locations specified on individual task orders.

4.3.6 Approve all on-site Offeror personnel; subcontractors; safety equipment; materials;

cleanup procedures; use of equipment, and services;

4.3.7 Determine Offeror’s personnel work hours and days.

4.3.8 Stop on-site services for reasons such as, but not limited to, jobsite safety, environmental concerns and/or unsafe activities;

4.3.9 Any modifications to the task order while work is in process, must be approved by ADPS before any work modifications begin.

4.4 Inspection and Buyoff of Task Order services:

4.4.1 Offeror and ADPS shall review all deliverables as defined on the Task Order upon completion of work. Both parties will review and sign a closeout checklist representing an agreement of completion of work.

4.4.2 Offeror shall perform any required testing prior to completion and final sign off.

4.4.3 Offeror to provide photo documentation of work complete and jobsite condition after cleanup.

4.4.4 Offeror to provide all required final build documents. Final build documents may include as-built drawings, final load study, foundation break test, commercial power company inspection approval, line sweep testing, ground analysis testing, battery startup testing, BPM002972

Description:

Tower Services

Arizona Department of

Public Safety

2102 W. Encanto Blvd., generator startup testing, and any other documentation required by the Task Order specifications.

4.4.5 In the event the completed work is found to be not in compliance with current standards, the discrepancy will be documented and provided to the Offerer for reference. The work shall be repeated at Offeror’s expense, until compliance is achieved.

4.5 ADPS is responsible for:

4.5.1 Direct and oversee work performed by Contractor personnel at each jobsite location;

4.5.2 Ensure that all work is performed and completed in accordance with applicable industry standards, safety standards, best practices and WSB task order requirements;

4.5.3 Be the final authority as to installation and completion and final buyoff of Contractor’s work.

4.5.4 If identified in the task order scope of work request, ADPS shall provide tower related materials, parts and supplies required for installation and general maintenance to each jobsite or to location specified by ADPS;

4.6 Unforeseen Circumstances:

4.6.1 ADPS may allow for task order revisions in the event of unforeseen circumstances.

Should ADPS determine that revisions to original task order offers are necessary, written documentation detailing the additional tasks, schedules and basis (specific reasons) for the revisions along with additional firm fixed all inclusive pricing to perform the additional services specified shall be executed (signed by both parties) for processing as a direct release purchase/ change order. (Exhibit III Change Order)

5.0 Travel

5.1.1 Most jobsites will require the use 4-wheel drive vehicles with some requiring the use of

Snow-Cat vehicles, tractors, cranes, and forklifts. Work being performed will sometimes be under adverse conditions (e.g., high towers, inclement weather, remote sites, etc.)

5.1.2 Offeror shall provide personnel with transportation to and from each jobsite, mea ls, lodging, and all other items required for personnel to perform work as defined in the accepted Task Order.

5.1.3 Offeror shall demonstrate their ability to provide services to all State owned

Telecommunications sites. (Map Exhibit I)

5.1.4 Offeror and ADPS will confirm travel times and mileage as calculated from DPS headquarters (starting point) to individual tower jobsite locations specified on individual task orders.

5.1.5 All lodging and meals incurred shall be reimbursed at current state of Arizona rates and per diem. https://gao.az.gov/travel/welcome-gao-travel Contractor shall provide receipts for ADPS review and files. Should lodging and meals exceed current state of Arizona rates and per diem, the contractor shall only be reimbursed state rates.

https://gao.az.gov/travel/welcome-gao-travel

BPM002972

Description:

Tower Services

Arizona Department of

Public Safety

2102 W. Encanto Blvd.,

5.2 Shipping F.O.B. Destination:

5.2.1 Prices shall be F.O.B. Destination and delivered to ADPS requested location as specified at the time of the Task Order. Contractor shall retain title and control of all goods unti l they are delivered, received and contract of coverage has been completed. All risk of transportation and all related charges shall be the responsibility of the contractor. All claims for visible and concealed damage shall be filed by the contractor. The State will notify the contractor promptly of any damaged goods and shall assist the contractor in arranging for inspection.

6.0 Performance Requirements

6.1 Performance Guarantees – Warranty

6.1.1 Offeror will warranty all labor/craftmanship for a minimum period of one year and all materials/equipment per the manufacturer’s warranty.

6.1.2 Offeror to repair or replace any work found to be defective during this period.

6.1.3 For equipment / materials provided by the Offeror, the Offeror is responsible to contact the manufacturer directly and manage the warranty between the original manufacturer and ADPS and provide service and or replacement parts. Offeror to provide ADPS update/communication for replacement parts within fifteen (15) days.

6.1.4 Common installation / repair materials should be replaced as soon as available by the

Offeror.

6.1.5 Any transportation charges associated with guarantees or warranties shall be paid by the offeror.

6.2 Remedies

6.2.1 If Offeror will be delayed in providing the required materials/service as agreed to in the

Task Order, Offeror to provide a minimum of a 48 hour notification of this delay and provide a revised schedule date for the Task Order to be approved by DPS. If Offeror fails to provide the 48 hour delay notification to DPS, a penalty will be imposed which will include the cost of DPS personal assigned to the Task Order (salary, travel, lodging, meals). This penalty amount will be deducted from the amount due at the time of payment for the Task Order impacted.

BPM002972

Description:

Tower Services

Arizona Department of

Public Safety

2102 W. Encanto Blvd.,

7.0 Exhibits to the Scope of Work

Exhibit I ........................................................................ State Owned Telecommunications Site Map

Exhibit II .................................................................................................................... Task Order Example

Exhibit III ............................................................................................................... Change Order Example

Exhibit ................................................................................................................................. dd-Mmm-yyyy

End of Section 2-A

BPM002972

Description:

Tower Services

Arizona Department of

Public Safety

2102 W. Encanto Blvd., SECTION 2-B: Commercial Document

Section 2-B:

Compensation Document

1.0 Compensation

Compensation Method.

1.1 Contractor will be compensated for the satisfactorily carrying out its obligations under the Contract by the method indicated by the “” mark below:

Firm-Fixed-Price (refer to paragraph 1.2 below)

Unit Prices

Contracted Labor Rates (refer to paragraph 1.4 below)

Cost Reimbursable

Discount Off List or Catalog (refer to paragraph 1.6 below)

1.2 FIXED-PRICE. The firm-fixed price (interchangeably referred to as lump sum or stipulated sum) is the amount or amounts shown or scheduled as such in the Pricing Document (Exhibit 1 to this Commercial

Document), each of which (a) will be Contractor’s complete and total compensation for carrying out the relevant portion of the Work that it covers and (b) will not be subject to any adjustment on the basis of

Contractor’s cost experience in performing under the Contract. Any cost overruns are the responsibility of the Contractor.

1.2.1 Except as expressly stated otherwise in the Solicitation, Contractor is, on the basis in subparagraph 1.2.2, deemed to have allowed in each firm-fixed price correct and sufficient amounts to cover all its obligations under or arising from the Contract, at law, or otherwise, and to have allowed the necessary resources to enable it to carry out the relevant portion of the Work that it covers within any time for performance specified in the Scope of Work.

1.2.2 Contractor acknowledges that it has had the opportunity to visit those physical locations where the priced work is to be carried out and to understand and account for local conditions that might affect the Work, and has reviewed, verified, and interpreted for itself the necessary documents and information relevant to access, communications, climactic conditions, likelihood or risk of damage to adjacent property and occupants, possibility of interference by Persons other than State, and any necessary interfaces with others.

1.3 “reserved”

1.4 CONTRACTED LABOR RATES. The contracted labor rates are the fully-burdened and marked-up billing rates for Contractor’s labor scheduled in the Pricing Document (Exhibit 1 to this Commercial

Document), which rates are be deemed to be inclusive of the actual gross wages plus: (1) all applicable payroll taxes, non-payroll employer burden, workers’ compensation contributions and health and welfare benefit contributions; (2) retirement or other pension contributions, vacation, sick time or

BPM002972

Description:

Tower Services

Arizona Department of

Public Safety

2102 W. Encanto Blvd., other paid leave allowances and the like; (3) all required home office support, corporate or subordinate licenses or registrations, corporate insurance, professional association fees, advertising, time and travel by any of Contractor’s personnel other than billable personnel and any bonuses or other incentives for all personnel (including billable Personnel); (4) all insurance coverages to be provided by

Contractor under the Contract; and (5) profit.

1.5 “reserved”

1.6 DISCOUNT OFF LIST OR CATALOG. A discount off list or catalog means a percentage discount to be applied to a base price for from one or more contractually-established price lists against published catalogs. The applicable discounts are scheduled in the Pricing Document (Exhibit 1 to this

Commercial Document).

1.6.1 Unless specified otherwise in the Pricing Document, base price is the price that is most widely offered to general customers at the time of the Order.

1.6.2 The catalogs used to establish base price are specified otherwise in the Pricing

Document. If nothing is so specified, then the commercially available catalogs published by Contractor or Subcontractor to a dealer or reseller network for the covered materials or services are to be used.

1.6.3 Each catalog must:

(a) bear the applicable State contract number;

(b) list all materials or services Contractor is authorized to sell under the Contract;

(c) not contain any items that are excluded from the Contract;

(d) provide ordering information and contact information for customer support.

1.6.4 Each catalog and its accompanying price list must include for each item:

(a) a part or model number, if applicable;

(b) a complete and accurate description of the item ;

(c) the manufacturer’s suggested retail price (MSRP) or Contractor’s list price;

(d) a stock keeping unit (SKU) number (SKU) , if applicable;

(e) the item’s unit of measure (UOM), if applicable; and

(f) the quantity in the unit of measure (QUOM), if applicable.

1.6.5 Contractor shall provide and maintain concurrent and identical electronic and hardcopy versions of all contracted price lists and catalogs.

(a) The electronic versions are to be provided as URL..

i. State, at its discretion, may host Contractor's electronic price lists and catalogs directly, or may link through APP as a punch-out.

ii. Regardless of the number and types of links to Contractor's electronic price lists and catalogs, Contractor shall ensure that all Eligible Agencies and Co-Op

Buyers are only able to access one unified set of data.

(b) Contractor shall supply sufficient, current hardcopy catalogs and price lists price lists to applicable Eligible Agencies at Contract commencement, and provide prompt hardcopy notice of any changes to list/catalog holders as they occur. Contractor shall

BPM002972

Description:

Tower Services

Arizona Department of

Public Safety

2102 W. Encanto Blvd., not change State or any Eligible Agency (or any Co-Op Buyer, if applicable) for lists/catalogs or updates.

2.0 Pricing

2.1 CONTRACTOR’S BEST PRICING. Supplier warrants that, for the term of the Contract, the prices and discounts set out in the Pricing Document, including any subsequent agreed amendment to it (the

“Contract Pricing”), will be equal to or better than the lowest prices and largest discounts, both separately and in combination, at which it sells equivalent items of equipment and materials. That price-plus-discount equivalence (“Contractor’s Best Pricing”) is intended to be irrespective of whether or not those other sales have special purchase terms, conditions, rebates or allowances. If Contractor’s

Best Pricing for equivalent items of equipment and materials is better than the Contract Pricing, then

Contractor agrees to adjust the Contract Pricing to match the Contractor’s Best Pricing for all sales related to the Contractor made after the date when the Contractor’s Best Pricing was first better than the Contract Pricing. For clarification of intent, that date is intended to be the date when the difference first occurred, which might have been before the difference was first identified. If it was before, then

Supplier agrees to charge at less than the Contract Pricing until the extended difference that would have been realized (i.e., if the Contractor’s Best Pricing had been applied when it should have been) has been settled.

2.2 NO ADJUSTMENT. All prices and rates in the Pricing Document (Exhibit 1 to this Commercial

Document), or Orders if and to the extent they differ from those in the exhibit, will be valid for the entire term of the Contract, and will not be subject to revision for inflation or any changes to wages, taxes or other costs that Contractor may be obliged to incur that may be higher than those which it contemplated when proposing the relevant price or rate.

2.1 SHIPPING. Further to paragraph 4.2 of the Uniform Terms and Conditions, Shipping F.O.B.

Destination: Prices shall be F.O.B. Destination and delivered to DPS Wireless Systems Bureau, 2102

W Encanto Blvd, Phoenix, Arizona 85009 or to a DPS location as specified at the time of the Task

Order. Contractor shall retain title and control of all goods until they are delivered, received and contract of coverage has been completed. All risk of transportation and all related charges shall be the responsibility of the contractor. All claims for visible and concealed damage shall be filed by the contractor. The State will notify the contractor promptly of any damaged goods and shall assist the contractor in arranging for inspection.

2.2 TAXES. Further to paragraph 4.3 of the Uniform Terms and Conditions, Taxes: Contract prices shall not include applicable state and local taxes. If the Offeror is located outside of Arizona and part of

NEXUS, the Offeror will need to pay an 8.6% sales tax to the State of Arizona. If Offeror is located outside of Arizona and not a part of NEXUS, the Offeror will need to file a transaction privilege request with the Arizona Department of Revenue and the State of Arizona will pay a 5 .6% use tax rate.

2.3 “reserved”

3.0 Invoicing

3.1 INVOICES GO TO BUYING ENTITY. Contractor shall submit all billing notices or invoices to the ordering Eligible Agency or Co-Op Buyer at the address indicated on the Order document.

3.2 MINIMUM INVOICE REQUIREMENTS. Every invoice must include the following information:

Item Required

Bill-to name and address

BPM002972

Description:

Tower Services

Arizona Department of

Public Safety

2102 W. Encanto Blvd., Contractor name and contact information

Remit-to address

State contract number

Order number (typically APP PO #)

Invoice number and date

Date the items shipped or services performed

Applicable payment terms

Contract line item number

Contract line item description

Quantity delivered or performed

Line item unit of measure

Item price

Extended pricing

Discount off list or catalog

Taxes (as a separate invoice line item)

Upcharge shipping/freight, etc. (as a separate invoice line item) Materials only

Total invoice amount due

3.3 NO INVOICE WITHOUT AUTHORIZATION. Contractor shall not seek payment for: (a) any Materials or

Services that have not been authorized on an acknowledged Order; (b) any expediting, overtime, premiums, or upcharges absent State’s express prior approval; or (c) any Materials or Services that are the subject of a Contract Amendment or Change Order that has not been signed.

3.4 PRE-INVOICE REVIEW. During the week before Contractor is scheduled to submit each invoice, the parties’ representatives shall meet informally to review any issues relevant to that upcom ing invoice so that the formal invoice process is thereby facilitated and made more efficient.

3.5 SUBMITTING INVOICES. Contractor shall submit an invoice to the ordering Eligible Agency or Co-Op

Buyer on [the first Friday of each State fiscal month, on the last business day of each calendar month, every second Friday, within 14 days after deliver, as specified on the Order, etc.], using the form provided or required by the ordering Eligible Agency or Co-Op Buyer. Every invoice must be signed by

Contractor’s authorized representative and accompanied by all supporting information and documentation required by the Contract and laws.

3.6 DEFECTIVE INVOICES. Without prejudice to its other rights under the Contract or further obligation to

Contractor, the ordering Eligible Agency or Co-Op Buyer may, at its discretion, reject any materially defective invoice.

3.6.1 The ordering Eligible Agency or Co-Op Buyer shall notify Contractor within 5 (five) business days after receipt if it determines an invoice to be materially defective.

3.6.2 Invoices will be deemed automatically rejected upon delivery if they:

(a) are sent to an incorrect address;

(b) do not reference the correct State contract number; or

(c) are payable to any Person other than the Contractor.

BPM002972

Description:

Tower Services

Arizona Department of

Public Safety

2102 W. Encanto Blvd.,

3.6.3 The ordering Eligible Agency or Co-Op Buyer will have no obligation to pay against a defective invoice until Contractor has re-submitted it free of defects.

3.7 INVOICING FOR TASK ORDERS. Invoices must include the following information as applicable to the task order being invoiced against:

a) substantiation of hours worked by a detailed daily timesheet, itemized to the task level and broken down by service area (if the Contract covers more than one area) and Contract

Amendment (if any apply);

b) authorizations and receipts for all allowable reimbursable items being invoiced; and

c) Contractor’s certification that the invoice has been examined and to the best of Contractor’s knowledge and belief, the invoiced amounts are entitled, correct, and accurate as can be demonstrated by the contractually-required books and records.

4.0 Payments

4.1 PAYMENT. State shall pay undisputed amounts due to Contractor within the time period specified in

Article 4 of the Uniform Terms and Conditions

4.2 JOINT CHECKS OR DIRECT PAY. State may, but is under no obligation to, pay by joint check or to pay directly to any Subcontractor or other creditor to whom any portion of Contractor’s requested payment is owed.

4.3 RECOVERY OF OVER-PAYMENT. If State determines that an over-payment has been made to

Contractor on any prior invoice, it shall inform Contractor of the amount and date of the over-payment and may deduct the over-paid amount from amounts then or thereafter due to Contractor.

4.4 PAYMENTS TO SUBCONTRACTORS. Contractor shall make payment of all undisputed amounts due to Subcontractors within thirty (30) days of receipt of funds from State applicable to their services.

4.5 AUTOMATED CLEARING HOUSE. . State may pay invoices for some or all Orders through an

Automated Clearing House (ACH). In order to receive payments in this manner, Contractor must complete an ACH Vendor Authorization Form (form GAO-618) within 30 (thirty) days after the effective date of the Contract, which form is available online at:

https://gao.az.gov/afis/vendor-information

5.0 Exhibits to the Compensation Document

Exhibit 1 ................................................................................................................................. dd-Mmm-yyyy

Exhibit 2 [ ] .......................................................................................................................... dd-Mmm-yyyy

Exhibit 3 [ ] .......................................................................................................................... dd-Mmm-yyyy

Exhibit 4 [ ] .......................................................................................................................... dd-Mmm-yyyy

Exhibit 5 [ ] .......................................................................................................................... dd-Mmm-yyyy

Exhibit 6 [ ] .......................................................................................................................... dd-Mmm-yyyy

End of Section 2-B

End of Part 2 https://gao.az.gov/afis/vendor-information