INVITATION FOR BID

IFB-27-0486

PRODUCTION WELL EMERGENCY SUPPORT

CITY OF PHOENIX

WATER SERVICES

200 W WASHINGTON STREET

PHOENIX, AZ

85003

RELEASE DATE: October 16, 2026

DEADLINE FOR QUESTIONS: October 30, 2026

RESPONSE DEADLINE: November 6, 2026, 2:00 pm

City of Phoenix

INVITATION FOR BID

IFB-27-0486

Production Well Emergency Support

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

Invitation For Bid #IFB-27-0486 Title: Production Well Emergency Support

1. Introduction

1.1. Contact Information

Phillip Lair

Water Services

Email: phillip.lair@phoenix.gov

Phone: (602) 256-3343

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 (Phillip Lair) at (602) 256-3343/Voice or 711/TTY, or phillip.lair@phoenix.gov, no later than five (5) business days prior to the meeting.

Solicitation Issue Date: October 16, 2026

Pre-Offer Conference (Non-Mandatory): October 23, 2026, 10:00am

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Meeting number (access code): 2337 340

Meeting password: ZQgXpTi3h35

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Written Inquiries Due Date: October 30, 2026, 5:00pm

Offer Due Date: November 6, 2026, 2:00pm https://cityofphoenix.webex.com/cityofphoenix/j.php?MTID=m92d19b3e052931879b76d3b28186af9e

2. Instructions

2.1. Description – Statement of Need

The City of Phoenix invites sealed offers for production well emergency support.

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

Clerk’s department.

The Commencement Date of this Agreement will be upon the contract term start date that the

Phoenix City Council approves or the Effective Date, whichever is later.

The term of this Agreement will be for 5 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.

mailto:procurement-support@opengov.com

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/292324/. 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, Water Services Department, 200 W. Washington St. 9th floor Phoenix, AZ 85003. It is the

Offeror’s responsibility to check the 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.

https://procurement.opengov.com/portal/phoenix/projects/292324 https://solicitations.phoenix.gov/

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.

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/292324. 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.

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/292324 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.

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

2.13. Pre-Award Qualifications

Offeror must have been in operation a minimum of 5 years. The Offeror’s normal business activity during the past 5 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.

A. Contractor shall provide a statement of qualifications summarizing the Company's qualifications to provide the services.

B. Resume' and qualifications for a Project Manager that will be assigned to the project.

(NO PERSONNEL DATA)

C. Provide a list of equipment to include make and model and year

D. List of qualified employs and their qualifications. (NO PERSONNEL DATA)

2.14. Certificates of Insurance

Upon notification of a recommended award, the Offeror will have 10 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. 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.

2.22. 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.

2.23. 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. Purpose

For the service and/or repair of City of Phoenix Water Services Department owned production wells, groundwater monitoring wells, leachate collection wells and accessory equipment on an

“as needed” basis for a contract period of five years, in accordance with the provisions, terms, and specifications contained herein.

3.2. Contractor Qualifications and Quality Assurance

A. Contractors shall employ a sufficient number of trained and qualified employees, including all required OSHA training, to properly, safely, and promptly perform the services described herein. All employees working on this contract must have appropriate factory and/or field training consistent with industry standards. Unskilled employees are not permitted to perform or assist with any portion of the work.

B. Contractor affirms that each of its employees is properly qualified and will exercise reasonable care in performing the services. If the City determines, for any reason, that an employee’s qualifications, performance, behavior, or conduct violates this agreement by providing unsatisfactory service, interfering with property operations, or bothering or annoying occupants, other contractors, or subcontractors, or is otherwise detrimental to the City of Phoenix, then upon receiving written notice from the City, the Contractor shall immediately provide qualified replacement personnel.

C. Contractor’s personnel shall have a minimum of 2 years of experience providing well services, preferably in the State of Arizona.

D. The City may conduct a site visit of the Contractor’s facility and review OSHA state and local requirements, as well as manufacturer operating procedures for wells (new, repair, parts, and accessories).

E. Contractor shall assign a Project Manager to coordinate, plan, monitor, report and manage large projects as directed by the City personnel.

3.3. Safety, Precautions and Cleanliness

A. Contractors shall have sole responsibility for the means, methods, techniques, procedures, and safety precautions associated with the performance of these services.

B. Contractor shall be responsible for supervising its employees and ensuring proper execution of all services.

C. All tests shall be performed in accordance with the specific well and accessory manufacturers’ specifications.

D. Contractors shall comply at all times with all applicable local, state, and national regulations, including OSHA and NFPA requirements, as well as all state, local, and manufacturer operating procedures and accepted industry practices.

E. Contractor shall be responsible for implementing all final settings and adjustments for new installations, repairs, parts, and accessories in accordance with the specifications of the well manufacturer, owner, and/or engineer.

F. All materials or products that come into contact with drinking water, and all drinking water treatment chemicals, shall conform to ANSI/NSF 61 as applicable and in accordance with R18-4-213, Standards for additives, materials, and equipment. Proof of

ANSI/NSF 60 and ANSI/NSF 61 certification shall be provided prior to commencement of any work and prior to any materials or products being added to the wells.

3.4. Contractor Services

Contractor shall furnish all management, supervision, tools, supplies, parts, materials, equipment, and labor necessary to perform well services (new installations, repairs, parts, and accessories) as described herein, in accordance with all terms, conditions, provisions, and specifications contained in this Agreement and in accordance with manufacturer-recommended practices.

A. Services shall include all labor, transportation, supplies, materials, parts, tools, machinery, hoists, employee safety equipment, supervision, and any other work or materials expressly required under this Agreement or reasonably inferred, whether or not expressly stated herein.

1. Contractor shall have the ability and experience to provide on-site diagnostics, new well drilling and installation, maintenance, and repair services for production wells, farm wells, groundwater monitoring wells, leachate wells, tanks, and related equipment on an as-needed, on-call basis. Services may include problem diagnosis, adjustments, repairs, parts replacement, or pump rebuilding as necessary to maintain equipment in optimal working condition.

2. An authorized City of Phoenix representative will contact the Contractor when services are required. The Contractor shall provide all maintenance, repair labor, materials, and parts necessary to correct the problem. The Contractor is responsible for delivery, installation, warranties, warranty repairs, and the legal removal and disposal of all generated waste. Disposal fees shall be included in the bid price.

When no parts are required, the City shall only be responsible for the service call and on-site labor in accordance with the bid submittal pricing. All Contractors must sign in or contact the designated City of Phoenix representatives at the specific job site where work is to be performed.

3. Contractors shall pressure wash all equipment to be used in servicing monitoring wells immediately prior to use on City of Phoenix wells. Contractors shall take all necessary precautions to prevent contamination of the well, wellhead, or surrounding area by chemicals or any other foreign matter. It is of critical importance that no contamination of any kind results from Contractor activities.

B. Contractor shall provide the following Records and Reports:

1. An accurate and complete record of all work performed including the following:

a. The date and time work is begun.

b. Description of the parts and specific action taken on the service, labor hours spent doing the work, labor rate, unit cost for parts used, charge rate for any specialized tools or equipment needed to perform the work, and any allowable surcharge associated with the work.

c. Before and after pictures in a pdf. format sent via email or a USB drive. DO NOT submit links to Google Docs, Dropbox, Paper or other similar services.

d. Date and time work is completed.

C. Response and Service Time Requirements:

1. Standard Response Time The Contractor shall respond, by telephone, within 24 hours to the City’s request for service. Contractor shall respond on-site to service calls within forty-eight (48) hours after verbal notification by the City representative. Contractor shall give City representative the estimated time of actual on-site service. Response time starts when the City first notifies the Contractor of the service call and ends when the Contractor arrives to repair the equipment.

2. Emergency Response Time At the request of the City representative, Contractor shall respond on-site to requests for emergency service calls within four (4) hours after verbal notification by the City of Phoenix representative. The Contractor shall give caller the estimated time of actual on-site service. An emergency response time surcharge will be added to the standard service call charge if the City representative specifically requests this service. Any surcharge must be in keeping with the bid rate section of bidder’s offer. The standard hourly rate and other standard charges shall apply to the remainder of the service call. Hourly rates shall be billable in one-half

(1/2) hour increments.

3. Cancellations, No-shows and late arrivals The Contractor is responsible to contact the City representative within 48 hours of scheduled work if cancellation or rescheduling is necessary. If the Contractor does not show up for scheduled work on site within two hours after their scheduled arrival time, the Contractor shall pay liquidated damages in the amount of one-thousand five hundred dollars ($1500.00) per incident. An incident is defined as not showing up to the site for scheduled work or not notifying the City of Phoenix representative after two hours of the scheduled works arrival time.

D. For any parts or accessories that cannot be installed, the Contractor shall notify the City representative for the originating service location and shall obtain a formal price quotation prior to proceeding. All materials furnished and installed under this Agreement shall be new and free from defects. If additional work beyond the original scope is required, the Contractor shall obtain written authorization from the City representative before performing such work.

E. Any repair work outside routine maintenance may not be started without written authorization and must be scheduled with the City authorized representative. When repairs are expected to exceed four hundred dollars ($400.00) or when equipment must go into the Contractor’s shop for extensive repairs, the Contractor shall give the City of

Phoenix representative a written (via email) estimate of the cost of repairs. The City of

Phoenix will utilize this information to determine if repair or replacement is necessary. Estimates will be provided at no extra charge to the City of Phoenix. If written (via email) authorization to proceed with repairs is given and was based on a written estimate by the Contractor, the total (less tax) charge to the City should not exceed the estimate without prior written (via email) authorization by the City representative.

F. Services shall be performed in conformance with all provisions of this agreement, legal statutes, code requirements, applicable OEM specifications, and Water Services

Department policies.

G. If special handling and/or freight are required, the Contractor will assume all charges unless prior authorization from the City. The City will reimburse the Contractor as a pass-through cost on the invoice with documentation.

H. Contractors should familiarize themselves with any conditions that may affect performance and prices. Submission of this solicitation will be prima facie evidence that the Offeror did, in fact, understand all conditions, terms and specifications affecting performance and prices.

3.5. Warranty Repairs and Documentation Requirements

The Contractor shall ensure that all warranty-related services are fully documented and performed in accordance with the requirements outlined below:

A. Warranty Documentation on Invoices/Service Tickets

1. For every warranty repair performed, the Contractor shall list the following information clearly and accurately on the invoice or service ticket:

a. Brand name of each replacement part installed

b. Serial number, where applicable

c. Part and/or model number of all components replaced

d. Description of the issue being corrected and the corrective action taken

e. This documentation must be provided in sufficient detail to allow the City of

Phoenix to verify the applicability of warranty coverage and to track repair history for each piece of equipment.

B. Warranty Duration and Coverage

All repair work performed under this Agreement shall be warranted for a minimum period of one (1) year from the date the repair is completed. This warranty shall cover all defects in workmanship and all replacement parts installed during the repair.

C. Repeat Repairs Within Warranty Period

If a component or repair fails for any reason within the one-year warranty period, the

Contractor shall perform all necessary corrective work at no additional cost to the City of

Phoenix, including but not limited to:

a. All labor required to diagnose and complete the repair

b. All replacement parts

c. Any equipment, tools, or materials required for the repair

d. Any mobilization/demobilization costs associated with the warranty repair

e. This requirement applies to the same repair or component that previously failed, regardless of the cause of the repeat failure.

D. Manufacturer Warranties Exceeding One Year

If any replacement part installed by the Contractor carries a standard manufacturer warranty longer than one year, the Contractor shall honor the full duration of the manufacturer’s warranty. The Contractor remains responsible for coordinating manufacturer warranty claims and ensuring that the City receives all benefits of such coverage.

E. Disclosure of Warranty Terms

The Contractor shall clearly indicate on each invoice or service ticket:

a. The warranty period applicable to the repair (Contractor warranty)

b. Any manufacturer warranty included with parts installed

c. Any limitations, exceptions, or special conditions that apply to the warranty

d. All warranty information must be presented in a clear and understandable manner. Statements that conflict with or attempt to limit the City’s rights under this Agreement will not be accepted.

F. Warranty for Labor and Parts

The Contractor shall warrant that:

a. All labor is performed in accordance with industry standards, manufacturer specifications, and City requirements

b. All parts installed are new, free from defects, and compliant with applicable standards (e.g., ANSI/NSF 60/61)

G. Non-Compliance

Failure to honor warranty obligations or provide proper warranty documentation may be considered a breach of contract and may result in remedies including withholding of payment, corrective action requirements, or other actions as allowed under City of

Phoenix procurement rules and the terms of this solicitation.

3.6. Pre-Inspection

The Contractor shall implement the appropriate procedures for a complete pre-inspection of the well prior to start of any work required under this agreement or reasonably inferred whether or not expressly stated herein. If the well has any indications of damage or is unable to install the accessory, the City must be notified immediately so an inspection can be scheduled. The

Contractor will provide conclusions, recommendations and digital photographs of any problems found. The City will reimburse the Contractor for maximum of service truck with one technician hour for the failed pre-inspection.

3.7. Inspection and Acceptance

Each well-delivered shall be subject to a complete inspection by the Water Services

Department, prior to acceptance. Inspection criteria shall include, but not be limited to, conformity to the specifications, mechanical integrity, quality, workmanship and materials. Ten

(10) City working days will be allowed for this process. If delivered items are unacceptable and returned to the contractor prior to acceptance, an additional five (5) City working days will be allowed for inspection when subsequent delivery occurs. It shall be the contractor’s responsibility to pick up unacceptable items, correct the deficiencies and return the well following the corrections

3.8. Environmental Cleaning and Decontamination of Service Equipment

A. Contractor shall provide chlorine solution at 200 ppm and apply it evenly throughout the well screen using a tremie pipe. The tremie pipe shall be placed at three locations— bottom, middle, and upper sections of the well screen—to ensure uniform application.

Acid solutions (phosphoric acid, food-grade, and NSF-approved) may be used when necessary to appropriately disinfect the well, but only upon written request by the City representative.

B. Contractor shall surge the well using an appropriate swab tool for PVC monitor wells and bail the bottom of the well (dart bailers are not permitted) to remove all sediment. The

Contractor shall repeat the surge and bail process for 2–3 hours, after which the well shall rest for twenty-four (24) hours. On the following day, the Contractor shall pump out the excess liquid using a submersible pump (approximately 10 gpm for approximately

1,200 gallons or 5 to 6 well volumes). The chlorine solution pumped out must be fully neutralized, and the Contractor shall measure and report water levels before and after cleaning. Flow rate and totalized gallons pumped shall also be documented and reported to the City representative. The Contractor is responsible for complete removal of the chlorine solution.

C. All disinfection, surging, bailing, pumping, chemical handling, and wastewater management activities shall be performed in full compliance with all applicable federal, state, and local environmental regulations, including but not limited to ADEQ and ADWR requirements, and any hazardous waste handling standards. Contractors shall implement all necessary environmental protection measures to prevent the release, discharge, or migration of chlorine solution, acids, sediment, or other contaminants into soil, stormwater systems, groundwater, or surrounding areas.

D. All chlorine solution, wastewater, and by-products generated during cleaning, neutralization, and pumping activities shall be contained, treated, transported, and disposed of using ADEQ-approved methods. No discharge of wastewater or treatment chemicals shall occur onsite unless expressly authorized in writing by the City representative and permitted under applicable environmental regulations. Contractor shall provide documentation verifying proper neutralization and lawful disposal of all waste materials, including manifests when required. All disposal activities shall be performed by qualified personnel possessing any certifications required under environmental or hazardous materials regulations.

E. Contractor shall immediately report any spills, releases, or environmental incidents to the

City representative and shall take all corrective actions necessary to mitigate environmental impacts at no additional cost to the City.

3.9. Miscellaneous Services

The Contractor may be requested in writing to perform various miscellaneous services related to the use of Groundwater wells by the City; the Contractor shall provide a written detailed estimate for each project requested to the City. These miscellaneous services would be charged the standard labor rate. This would cover both field services and office services, which include but not limited to the following:

• Well sanitation, testing and sampling if needed

• Well pumping analysis and pump tests as required by Arizona Department of Water

Resources (ADWR) or the City

• Well registration assistance

• Tank inspections and maintenance

• Compressor repair and maintenance

• Different drilling methods not specified in submittal.

3.10. Video of Well

The Contractor will be on site to reposition equipment around the wellhead area as needed for setup. The contractor will document any abnormalities and ensure they are included in the Well

Scan report. Upon completion of the Well Scan, the contractor will secure the well casing with the cover and secure the site. The contractor will provide copies of the scan report and video to

City representative.

3.11. Vehicles

Pricing must be inclusive of all costs, including but not limited to, direct and indirect cost for labor, overhead, materials, tools, equipment, travel, mobilization and demobilization.

A. UNIT WITH BASIC EQUIPMENT

The unit shall consist, at minimum, of a pickup truck equipped with standard tools, a stake truck with an onboard air compressor and/or welder, or a utility-bed truck capable of performing electrical work involving panels or above-ground repairs.

B. BOOM

The unit shall consist, at minimum, of a truck equipped with a boom, crane, or crane attachment. The contractor shall ensure that the complete unit and assigned technician are certified in accordance with all applicable State and Federal Occupational Safety and

Health Standards. Stability and dielectric certification documentation shall be provided to

City personnel upon request. The contractor shall also furnish proof of compliance with

OSHA Standards, 29 CFR Part 1926, Safety and Health Regulations for Construction.

C. PUMP RIG AND SUPPORT EQUIPMENT

The unit shall consist, at minimum, of equipment capable of installing, removing, and reinstalling pumps. The contractor shall ensure that the complete unit and assigned technician are certified in accordance with all applicable State and Federal Occupational

Safety and Health Standards. Stability and dielectric certification documentation shall be provided to City personnel upon request.

D. WELL RIG

The unit shall consist, at minimum, of equipment capable of installing, removing, and reinstalling wells. The contractor shall ensure that the complete unit and assigned technician are certified in accordance with all applicable State and Federal Occupational

Safety and Health Standards. Stability and dielectric certification documentation shall be provided to City personnel upon request.

E. DRILL RIG

The unit shall consist, at minimum, of equipment capable of installing, removing, and reinstalling wells. The contractor shall ensure that the complete unit and assigned technician are certified in accordance with all applicable State and Federal Occupational

Safety and Health Standards. Stability and dielectric certification documentation shall be provided to City personnel upon request.

F. CABLE TOOL RIG

The unit shall consist, at minimum, of equipment capable of installing, removing, and reinstalling wells. The contractor shall ensure that the complete unit and assigned technician are certified in accordance with all applicable State and Federal Occupational

Safety and Health Standards.

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.