Repair_and_Service_of_Laundry_Equipment_and_Appliances.pdf

CITY OF TUCSON

REQUEST FOR PROPOSAL

250074

REPAIR AND SERVICE OF LAUNDRY EQUIPMENT AND APPLIANCES

Due Date: Wednesday, July 9, 2025

City of Tucson

255 W Alameda St

Tucson, AZ 85701

Procurement portal https://secure.procurenow.com/portal/tucson-az

Public Portal https://secure.procurenow.com/portal/tucson-az/projects/141681

PUBLISH DATE: June 18, 2025 https://secure.procurenow.com/portal/%7Bproject.government.code%7D https://secure.procurenow.com/portal/%7Bproject.government.code%7D/projects/%7Bproject.id%7D https://secure.procurenow.com/portal/%7Bproject.government.code%7D/projects/%7Bproject.id%7D

CITY OF TUCSON REQUEST FOR PROPOSAL NO. 250074

BUSINESS SERVICES DEPARTMENT Page 2 of 41 SHARED SERVICES PROCUREMENT DIVISION RESPONSIBLE CONTRACT OFFICER: Olga Culp

255 W. ALAMEDA, 6TH FLOOR, TUCSON, AZ 85701 PH: (520) 837-3801

Attachments:

A - Offer and Acceptance C - 5369-B E - 250074_-_Price_page (1)

F - HUD-5370-C1

G - HUD-5370-C2

H - HUD-MWRD (FY25-26)

I - HUD-SECTION 3 (FY25)

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A. NOTICE

A.1. CITY OF TUCSON

NOTICE OF REQUEST FOR PROPOSAL NO 250074

TITLE: Repair and Service of Laundry Equipment and Appliances

SUBMITTAL DUE DATE: Wednesday, July 9, 2025 AT 2:00 P.M. LOCAL AZ TIME

PRE-SUBMITTAL CONFERENCE DATE: Monday, June 23, 2025

TIME: 11:00 am LOCAL AZ TIME

LOCATION: https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZjVhOTUxZDctMTk1ZS00ZDA2LWExNzQtMGY0MjZlN2Q3YjBi%40thread.v2/0?

context=%7b%22Tid%22%3a%22d21e59ec-c208-43eb-aaf1-cf06d9a196e0%22%2c%22Oid%22%3a%22add2f19c-51c5-40c6-a494-1e7e841652ba%22%7d

QUESTIONS SHALL BE DIRECTED TO: Olga Culp

(520) 837-3801 olga.culp@tucsonaz.gov

Posted Date: Wednesday, June 18, 2025

Competitive sealed offers for the material or service specified in this solicitation must be submitted through the City’s online bidding system. No late submitted offer will be accepted or considered.

Reponses submitted in physical form or by facsimile or email will not be considered. Offerors are cautioned to commence the submittal process sufficiently ahead of time to allow for unanticipated delays resulting from things like a slow internet connection, internet outage, difficulty uploading large documents, differing system requirements, etc.

Questions about this solicitation must be addressed to the responsible Contract Officer listed herein.

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B. INTRODUCTION

B.1. Summary

The City of Tucson is soliciting a Request For Proposal from qualified firm(s) for Preventative Maintenance and Repair of Commercial and Residential Appliances to include Laundry Equipment as per the Scope of Work. There will also be a one-time requirement to perform an inventory of City owned Equipment prior to commencement of maintenance and repair services. This equipment has been purchased in the past by the City and is no longer under warranty. This RFP may result in multiple awards.

B.2. Background

The City has a diverse group of appliances that include, but not limited to, ranges, ovens, refrigerators, freezers, dishwashers, clothes washers, dryers and extractor machines by various manufacturers which require maintenance to remain in service. To that extent, the City wishes to enter into a contract to assist in the repair and maintenance of these City assets. This agreement will cover Preventative Maintenance (PM) and Emergency or On-Call repair service. In addition, the City will require assistance in confirming and updating records regarding its inventory of all equipment to be covered under this contract. Inventory still covered under its current manufacturer warranty, once it has lapsed will also be added to the maintenance and repair scope of this contract.

B.3. Contact Information

Olga Culp Contract Officer Email: olga.culp@tucsonaz.gov Phone: (520) 837-3801 Department:

EGSD

mailto:olga.culp@tucsonaz.gov tel:(520)837-3801

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C. SCOPE OF WORK

C.1. INVENTORY

A. The Contractor shall assist the City by completing an initial inventory of City owned equipment covered under this contract at the locations listed in Attachment E. The Contractor will be expected to complete the inventory of all equipment at these locations within the first three (3) months of the contract.

B. The Contractor shall fill out and submit an equipment inventory form provided by the Facilities & Communications Maintenance (FCM) Representative for each appliance covered under this agreement and found during the inventory process.

C. As each site is completed during the initial inventory visit, the technician shall report to the FCM Representative the identified equipment and propose a preventive maintenance plan for the equipment identified for each site that inventory has been completed.

D. After completion of the inventory at all listed City locations, the City will review the preventative maintenance plan(s) proposed by the Contractor and provide approval for the Contractor to begin the preventative maintenance cycle.

C.2. PREVENTATIVE MAINTENANCE

The Contractor shall propose and implement, upon acceptance by the City, a comprehensive Preventive Maintenance (PM) Program with inspections at recommended frequencies of City owned or operated Laundry Equipment and appliances which include, but are not limited to, ranges, ovens, refrigerators, freezers, dishwashers, clothes washers, dryers and extractor machines, including the repair of related equipment and components as may be required. The intent of the Preventive Maintenance (PM) Program is that each appliance shall remain fully functional for normal operation between each service inspection and that maintenance-related failure is minimized or avoided entirely.

The PM program proposed by the Contractor shall be specific to each unit, based on its age, manufacturer and condition, and shall identify the equipment and components to be included or excluded by the program. The PM Program shall include how the vendor plans to schedule visits to all the locations and equipment covered under this agreement.

The PM program shall, at a minimum, include:

• Frequency of site visits to each location by a fully trained and qualified Contractor Technician.

• Visual inspection of units, equipment, and components.

• Testing of units, equipment, and components as appropriate for a comprehensive preventive maintenance service.

• Performance of maintenance procedures and techniques, such as calibration, adjustments, lubrication, or repair and replacement of equipment and components appropriate for preventive maintenance service.

• Documenting procedures performed via an on-site maintenance service report at each site, and if available, via an online maintenance database accessible to the City.

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• Verbal and written consultation, briefing, advice, and/or recommendations by the Contractor to the designated City Representative, as appropriate and necessary, to inform the City of the condition, needed maintenance, and recommended course of action to ensure the optimal operation of the units.

• Other procedures or steps the Contractor may propose in addition to, or as an alternative to, the above. This may include alternative PM frequencies that the Contractor believes would satisfy the interests of the City and that would ensure the proper maintenance and operation of all equipment. No changes to the PM Program will be made without the approval of FCM or its designated representative.

The Contractor shall coordinate with an FCM Representative for scheduling of work with the building occupant, including coordinating building shutdowns if required.

PMs shall include, but not be limited to, the following tasks:

A. Ovens

1. Regular inspections and cleaning to prevent buildup of contaminants

2. Proper lubrication and fluid levels to reduce friction and wear

3. Monitoring and analyzing oven performance data to detect potential issues

4. Regular testing and calibration of temperature sensors and other critical components

5. Developing and following a comprehensive preventive maintenance program based on OEM recommendations, operational conditions, and criticality of equipment

B. Ranges

1. Clean Burners, Grates, and Caps: Regularly clean these components to prevent clogs and ensure even heat distribution.

2. Check Heating Elements: Inspect heating elements for damage and test them for even heat distribution.

3. Clean Oven Surfaces: Regularly clean oven surfaces and components to prevent buildup of contaminants.

4. Remove and Clean Oven Racks: Clean oven racks separately to prevent food residue buildup.

5. Replace Oven Light Bulbs: Replace oven light bulbs as needed.

6. Check Door Gasket: Examine the door gasket for damage or wear, and replace if necessary.

C. Refrigerators and Freezers

1. Thoroughly clean evaporator and fan, including area around it.

2. Ensure the drain is free from debris.

3. Ensure the doors are sealing properly.

4. Check for and remove excess frost and ice build up.

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5. Check the sealed system for leaks.

6. Adjust operating temperatures to standards.

7. Replace water filter every six (6) month. Date the new water filter using a water proof marker with the current replacement date to indicate when the next replacement will be due.

8. Check defrost timers to assure they are calibrated to manufacturer's specifications.

9. Assure defrost components are fully operational.

D. Clothes Dryers

1. Clean all lint and debris build-up out of the dryer chassis.

2. Ensure the rollers and felt are in good condition.

3. Ensure the belt is in good condition.

4. Clean the exhaust vent and the outside air vent.

5. Clean all blower components.

E. Clothes Washers

1. Clean out any softener residue.

2. Ensure dog agitators are operating properly and not worn out.

3. Clean drum door and rubber seal if applicable.

4. Replace old or damaged hoses with new metal braided hoses.

5. Check for leaks (water and oil) and repair as needed.

6. Assure proper spacing around machine and level it if needed.

7. Clean filters.

F. Extractor Washers

1. Clean out any softener residue.

2. Ensure dog agitators are operating properly and not worn out.

3. Clean drum door and rubber seal if applicable.

4. Replace old or damaged hoses with new metal braided hoses.

5. Check for leaks (water and oil) and repair as needed.

6. Assure proper spacing around machine and level it if needed.

7. Clean filters.

FCM shall maintain the option to provide in-house repair services, as deemed appropriate.

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C.3. REPAIR

A. The Contractor shall repair appliances including, but not limited to, ranges, dishwashers, microwaves, clothes washers and dryers, refrigerators and freezers and extractors.

B. The Contractor shall respond within 24 hours for appliance repairs after initial contact from the FCM Representative. Response may be by phone call, text, or email to acknowledge receipt of the request and to schedule service.

C. The contractor shall respond within 2 hours of initial contact for those instances deemed as an emergency by the City Contract Representative (i.e.. Gas leak, freezer malfunctioning, etc.)

D. The Contractor shall provide all materials necessary for appliance repairs which may also include the like-in-kind replacement of all electrical components within the appliance.

E. The Contractor shall leave the property clean and free of debris after completion of said work.

F. The Contractor shall notify the FCM Representative and Building Manager when work is complete. If delays are expected, the Contractor shall notify the FCM Representative and Building Manager with an expected completion date.

G. The Contractor shall notify the FCM Representative and obtain approval prior to doing any billable repairs for commercial appliances, outside of routine maintenance.

H. The Contractor shall perform warranty service on all appliances that are under Contractor warranty and will notify the City Representative of warranty service performed and verify it is a zero charge.

I. At the City's direction, the Contractor shall dispose of used appliances and related materials and equipment that are unrepairable and no longer under warranty. All disposals shall be in accordance with all local, State and Federal laws, including the Environmental Protection Agency (EPA).

C.4. ON-CALL REPAIR SERVICE

A. The Contractor shall provide On-Call Repair Service for all appliances, when requested by an FCM Representative. On-Call repair services shall include inspection, testing, problem identification, and repair or component replacement as necessary to ensure the unit's full and reliable operation.

B. The Contractor shall be notified by the FCM Representative by telephone call or e-mail (include the FCM Work Order Number) of all requests for On-Call Repair Services. Telephone calls or e-mails shall be made by a FCM Representative to the Contractor's designated telephone number(s) or e-mail address that shall be available and answered by a person at all times.

C. The Contractor shall respond within 24 hours for appliance repairs after initial contact from the FCM Representative. Response may be by phone call, text, or email to acknowledge receipt of the request and to schedule service.

D. The contractor shall respond within 2 hours of initial contact for those instances deemed as an emergency by the City Contract Representative (i.e.. Gas leak, freezer malfunctioning, etc..)

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E. The time of the notification shall be documented by the FCM Representative. The Contractor shall immediately notify the appropriate FCM Representative by telephone call if the Contractor is unable to arrive on-site at the repair service call within the required response times, and provide a reason for being unable to do so.

C.5. DOCUMENTATION OF WORK PERFORMED

The Contractor shall complete a Maintenance Service Report documenting the Contractor's inspection, maintenance and repair services. The Maintenance Service Report shall provide sufficient detail and documentation to provide the FCM Representative evidence of Contractor performance of all required procedures. The Service Report shall comply fully with any state or code requirements. The Service Report shall include the following:

• Checklist Summary of procedures performed.

• Notations of other procedures, repairs, etc., performed in addition to standard PM procedures.

• Space for the Contractor Technician to provide the date that PM Service was performed, and the time PM Service began and was completed.

• Space for the Contractor Technician to sign (with full name) the Service Report after each PM Service Call.

The Contractor Technician shall, at the conclusion of performing scheduled PM procedures, fully complete a Service Report, and forward to the FCM Representative, along with adhering a PM Service Sticker on the unit, with all the required elements. Service reports may be electronic or a physical copy.

Electronic Service Reports must be emailed to the FCM representative within five (5) business days.

The Service Report shall be evidence of Contractor performance of required procedures. However, signing of the Service Report does not absolve the Contractor from responsibility should it subsequently be discovered that not all procedures were performed or that procedures were not performed properly.

C.6. ADDITION OR DELETION OF LOCATIONS

The City reserves the right to add or delete locations and/or equipment as necessary during the duration of this contract. All additions and/or deletions of locations shall be done by means of a contract amendment including the scheduling of preventative maintenance services after completion of the initial inventory.

C.7. COMPENSATION AND RECORD KEEPING

In consideration of the performance of the services described in the Scope of Services, the City shall pay the Contractor the sum or amounts as set forth defined in the Price Page and the Contractor shall charge the City only in accordance with those same amounts.

The City will pay the Contractor following submission of itemized invoice(s) for the services rendered.

No payment shall be issued prior to receipt of material or service and correct invoice. Each itemized invoice must bear a written certification by an authorized City representative, confirming the services for which payment is requested have been performed.

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The City shall make every effort to process payment for the purchase of materials or services within twenty-one (21) calendar days after receipt of materials or services and a correct invoice.

C.8. INVOICING

A. Invoice Submissions

1. All original individual itemized invoices must be submitted per Work Order done under the scope of this contract and shall contain the following information:

a. Vendor Name

b. Remit to Address

c. Purchase Order Number

d. Invoice Date

e. Unique Invoice Number

f. Work Order Number

g. City Contract Representative name

h. Location where service/work was performed

i. Complete description of work complete

j. Field Report(s) pertaining to invoice(s)

k. Applicable Tax

l. Total Invoice Amount

2. Invoices for Preventive Maintenance Services

3. Original invoice shall be submitted by the 10th day of each month following the month the PM services were performed by the contractor and shall include:

a. A list of the appliances or equipment that received annual preventive maintenance service including date(s) of service.

b. An attached copy of the PM Service Checklist, signed by the service technician.

c. The total charge/price for the PM service that includes the Hourly Service rate, the number of hours or partial hours (calculated to the quarter hour) for performing the PM, and a list of parts used for any repair work done as part of the PM with both the Contractor's cost and standard percentage markup, and parts itemized separately.

4. Invoices for On-Call or Emergency Repair Services

a. The Contractor shall submit a separate invoice for each On-Call Repair Service rendered and accepted by the FCM Representative. Invoices for On-Call Repair Services shall be separate from invoices for Preventive Maintenance Services and shall include:

i. The appliances or equipment that was repaired or serviced.

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ii. An attached copy of the quote and Service Checklist, signed and dated by the

Contractor Technician that summarizes the repairs or service rendered and estimated costs at the time of the repair.

iii. The total charge/price for the repair or service that includes the Hourly Service rate, the number of hours or partial hours (calculated to the quarter hour) for performing the repair or service, a list of parts used for the repair with both the Contractor's cost and standard percentage markup, and separate invoices for parts.

B. Original invoice shall be submitted by the 10th day of each month following the month the services were performed by the contractor to:

1. City of Tucson Finance/Accounts Payables, PO Box 27450, Tucson, AZ 85726-7450

C. Send an electronic copy of the invoice and supporting documentation via email to EGSD- Payables@tucsonaz.gov for those services rendered at the request of an GSD/FCM Representative to the General Services Department (FCM Division).

C.9. LOCATIONS / INVENTORY OF EQUIPMENT

Please refer to Attachment E, included as the Price Page for a listing of inventory by location.

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D. INSTRUCTIONS TO OFFERORS

D.1. DEFINITION OF KEY WORDS USED IN THE SOLICITATION

For purposes of this solicitation and any subsequent contract, the following terms have the meanings set forth below:

City:The City of Tucson, Arizona

Contract:The legal agreement(s) executed between City and the Successful Offeror(s). The Contract will be deemed to include all the conditions and requirements set forth in this solicitation and any Addenda to the solicitation, all the Special Terms and Conditions and Standard Terms and Conditions, and all the terms of the Offer submitted by Offeror as finally negotiated and accepted by the City.

Contractor/Consultant:A Successful Offeror that enters into a Contract with the City.

Contract Representative:The City employee or employees who have been designated to act as the City contact for this solicitation process and who are responsible for monitoring and overseeing the Contractor's performance under the Contract.

Business Services Director:The contracting authority for the City, authorized to sign contracts and addenda thereto on behalf of the City.

May: Indicates something that is not mandatory but permissible.

May not:The indicated party is prohibited from taking the action.

Must: The action or condition is required.

Offer:Any proposal, statement of qualifications, bid, or other submission provided by an Offeror in response to this Solicitation.

Offeror: Each individual or entity that submits an Offer in response to this solicitation.

Successful Offeror: An Offeror who received a Notice of Award or a Notice of Intent to Award from the City.

Will:The indicated party is promising to take the action or abide by the condition.

D.2. PRE-SUBMITTAL MEETING

A Pre-Submittal Meeting will be held at the date and time stated on the cover page of this solicitation, if such a date and time is provided. Attendance at this meeting is not mandatory, but written minutes and/or notes regarding the meeting will NOT be provided, so attendance is encouraged. The purpose of this meeting will be to clarify the contents of this solicitation in order to prevent any misunderstanding of the City's position.

D.3. INQUIRIES

Any questions about this solicitation or the proposed Contract must be presented at the Pre-Submittal Meeting, if there is one (see above), or submitted in writing, via email, or through the online bidding system, to the Contract Officer by the Question Submission Deadline. The email must refer to the solicitation number and the paragraph number of the provision that the question concerns. The Contract

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Officer may respond by email or may, if they deem it appropriate, address the question in a solicitation addendum or response through the question and answer portal in the online bidding system. Offeror may not rely on oral interpretations or clarifications about the solicitation; only questions answered in an email by the Contract Officer, posted through the online bidding system, or posted as a formal solicitation addendum will be binding.

D.4. ADDENDUM OF SOLICITATION

Solicitation Addenda will be posted on the City’s link to the online bidding website. Offeror is responsible for checking the webpage regularly for new solicitation addenda and must acknowledge each addendum to this solicitation in its submittal. Please note that vendors who have registered with the Business Services Department at https://procurement.opengov.com/portal/tucson-az and follow the City of Tucson will receive email notifications of solicitation addenda.

D.5. UNDERSTANDING SCOPE OF WORK

Before submitting an Offer to this solicitation, Offeror must familiarize itself with the Scope of Work, laws, regulations, physical conditions, and other factors affecting the obligations – including the expense and difficulty of fulfilling those obligations – that Offeror will have under the Contract if awarded to Offeror. No adjustment to the financial or other terms of the Contract will be justified by Offeror’s failure to fully understand or appreciate the Contract requirements or other factors affecting Contract performance.

D.6. PREPARATION OF OFFER

A. Form and Organization. If Offer forms are included in this Solicitation, Offeror’s Submittal must be on those forms. Supporting documentation must be arranged in a manner that follows and clearly refers to corresponding sections of the solicitation. Offeror may copy the submittal forms in order to complete them electronically but may not alter or rearrange them or change any paragraph designations.

B. Confidential Information. Any information in its submittal that Offeror wishes to be treated as confidential must be clearly marked “CONFIDENTIAL.”

C. Offer Contents. Offeror’s submittal must contain responses to all sections of this solicitation, any Offer forms provided must be completed and any requested supporting documentation must be attached.

D. Signatures. Offeror must include in their submittal signed copies of the Offer and Acceptance page. Any cover letter accompanying the proposal documents must be signed. Offeror must initial each erasure, interlineation or other modification in the submittal. The person signing and initialing on behalf of Offeror must be a person authorized to legally bind Offeror.

E. Prices. Where a unit price is provided it will govern over any erroneous extension of the price.

F. Time Periods. Periods of time, stated as a number of days, will be calendar days unless specifically stated otherwise.

G. Accuracy. Mistakes in preparation of its submittal confers on Offeror no right to modify or withdraw its submittal after the Submittal Deadline.

https://procurement.opengov.com/portal/tucson-az

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H. Cost of Preparation. The City will not reimburse Offeror for the cost of developing, presenting, submitting or providing any response to this solicitation.

I. Subcontractors. Offeror must, in their submittal, list any subcontractors that it will utilize in the performance of the Contract if they are awarded the Contract and must describe their qualifications in detail.

J. Incomplete Information. Failure to include all requested information may have a negative impact on the evaluation of Offeror’s submittal.

D.7. PAYMENT DISCOUNTS

Payment discount periods shall be computed from the date of receipt of the material/service or correct invoice, whichever is later, to the date City’s payment warrant is mailed. Unless freight and other charges are itemized, any discount provided shall be taken on full amount of invoice. Payment discounts of twenty-one calendar days or more shall be deducted from the proposed price in determining the price points. However, the City shall be entitled to take advantage of any payment discount offered by a vendor provided payment is made within the discount period. The payment discount shall apply to all purchases and to all payment methods.

D.8. TAXES

The City is exempt from federal excise tax, including the federal transportation tax, but is not exempt from any other taxes, including state and local sales and excise taxes.

D.9. EXCEPTIONS TO CONTRACT PROVISIONS

By submitting an offer in response to this solicitation, Offeror is offering to enter into the Contract with the City. If Offeror wishes to modify any Contract terms and conditions, Offeror must, in its Offer, clearly identify the changes it is requesting. No requested modification will be deemed accepted by the City unless and until the City’s Business Services Director or their designee expressly accepts it in writing.

D.10. PUBLIC RECORD

Any documents submitted by Offeror in response to this solicitation will become the property of the City.

Except as set forth below with respect to Confidential Information, the Submittal will be deemed to be a public record available for review by the public after the award notification.

D.11. CONFIDENTIAL INFORMATION

The City is obligated to abide by the Arizona Public Records Law, A.R.S. §§ 39-101 through 39-161. If Offeror believes that any portion of its Offer, specification, protest or correspondence contains information that is confidential and subject to being withheld from disclosure in the event that the City receives a public records request to which the record is responsive, Offeror must, when the record is submitted, provide the Contract Officer written notification of that fact. The records or portions of records that Offeror wishes to be treated as confidential must also be clearly marked “CONFIDENTIAL” on their face. Pricing will not be treated as confidential.

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If the City, after award notification, receives a public-records request the scope of which includes a document submitted by Offeror and marked "CONFIDENTIAL", the Contract Officer will make a written determination regarding whether the document will be provided to the requestor. If the Contract Officer determines that the document should be released, City will notify Offeror in writing. Unless Offeror, within 10 days after the date of that notice, obtains and provides to City an order from a court of competent jurisdiction prohibiting the City from releasing the documents, the City may release the documents without any liability to Offeror.

D.12. WHEN AND HOW TO SUBMIT OFFERS

In order to be considered, Offeror must, no later than the Offer Submittal Deadline, submit its Offer electronically through the City’s online bidding system:

https://procurement.opengov.com/portal/tucson-az

NOTE: THE ENTIRE OFFER MUST BE IN "“SUBMITTED"” STATUS IN THE CITY’S ONLINE

BIDDING SYSTEM IN ORDER TO BE CONSIDERED. RESPONSES THAT HAVE BEEN CREATED

IN THE SYSTEM, BUT THAT ARE NOT IN "“SUBMITTED"” STATUS BY THE OFFER SUBMITTAL

DEADLINE WILL NOT BE CONSIDERED.

D.13. CERTIFICATION OF NONCOLLUSION; CONFLICTS OF INTEREST

Offeror will not communicate, orally or in writing, with any member of the Mayor and Council, or with any City staff outside the Procurement Division of the Business Services Department, regarding this Solicitation. By submitting an Offer, Offeror warrants that:

A. Preparation and submission of the submittal did not involve collusion or other anti-competitive practices.

B. 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, meal or service to a public servant in connection with this solicitation.

C. No person has been employed or retained to solicit or secure a Contract under this solicitation upon a promise of a commission, percentage, brokerage, or contingent fee.

D. No employee of the City involved in this Solicitation process, or any family member of such an employee, has any substantial financial interest in Offeror’s firm. No member of the City of Tucson Mayor and Council who has, or whose family member has, any substantial financial interest in Offeror’s firm will participate in any action taken by the Mayor and Council with respect to this Contract. The terms “relative” and “substantial interest” have the meanings assigned in A.R.S. § 38-502

The City may disqualify Offeror from further participation in the solicitation process if the City determines that any City employee or official involved in this Solicitation process has an actual or apparent conflict of interest or if Offeror has engaged in any collusion or anti-competitive practices.

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D.14. WITHDRAWAL OF OFFER; BINDING OFFER

By submitting an Offer in response to this Solicitation, Offeror is offering to enter into the Contract with the City. Offeror may withdraw a submitted Offer at any time prior to the Offer Submittal Deadline.

Telephonic or oral withdrawals are not effective.

Offeror cannot withdraw an Offer that is in “submitted” status as of the Offer Submittal Deadline unless the Director of the Business Services Department consents in writing to the withdrawal. The Offer will be irrevocable for 90 days after the Offer Submittal Deadline.

D.15. DISCUSSIONS

The City may, at its discretion, conduct discussions with Offeror for the purpose of eliminating minor irregularities, informalities, or apparent clerical mistakes in Offeror’s submittal in order to clarify the offer and assure full understanding of, and responsiveness to, solicitation requirements.

D.16. VENDOR REGISTRATION; BUSINESS LICENSE

In order to be eligible for award of a Contract, Offeror must:

A. Register with the City’s Business Services Department. Registration can be completed at https://procurement.opengov.com/portal/tucson-az

B. Obtain a City of Tucson Business License or a written determination from the City's Business License Section that a license is not required. For questions contact the City's Business License Section at

(520) 791-4566 or email at license@tucsonaz.gov mailto:license@tucsonaz.gov

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E. OFFER EVALUATION AND CONTRACT AWARD

E.1. PROPOSAL EVALUATION CRITERIA – (listed in relative order of importance)

A. Qualifications & Experience

B. Method of Approach

C. Price Proposal

E.2. INTERVIEWS

The City may interview some or all of the offerors at any point during the evaluation process. If interviews are conducted, information provided during the interview process will be taken into consideration in the evaluation process. The City will not reimburse the Offeror for any costs Offeror incurs during its participation in the interview process.

E.3. ADDITIONAL INVESTIGATIONS

The City may undertake any additional investigations it deems appropriate to evaluate the competence and financial stability of any offeror.

E.4. OTHER INFORMATION

Information that evaluation committee members have about an offeror beyond what is provided in the offeror’s Offer may be taken into consideration during the evaluation process.

E.5. PRICE

A. Tax Offset Policy. If applicable under Section 28-18(6) or Section 28-17(7)(d) of the Tucson Procurement Code, the City will include the amount of all business privilege taxes other than the City’s in evaluating the pricing component of each Offer.

B. Payment Discounts. Any discounts offered by Offeror for payments made within 21 calendar days or more will be deducted from the proposed price in evaluating an offeror’s pricing.

However, the City may take advantage of any early- or timely-payment discounts offered by a vendor. Any proposed payment discount will apply to all purchases and to all payment methods

E.6. CITY’S RIGHT TO WAIVE DEFECTS OR REJECT OFFERS

Notwithstanding any other provision of this solicitation, the City may:

A. Waive any immaterial defect or informality; or

B. Reject any or all submittals, or portions thereof; or

C. Reissue the solicitation.

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E.7. CONTRACT NEGOTIATIONS

At the City’s discretion, it may negotiate with one or more responsible offerors to agree upon the final conditions, terms and price of the Contract. In doing so, the City will treat offerors fairly and will not disclose to any offeror information from responses submitted by other offerors. Exclusive or concurrent negotiations do not constitute a contract award and do not confer any rights to the offerors participating in such negotiations. In the event the City deems that negotiations are not progressing, the City may formally terminate these negotiations and may enter into concurrent or exclusive negotiations with the next most qualified firm(s).

E.8. AWARD OF CONTRACT

A Contract is created when, and only when, it is formally awarded, which occurs when the Business Services Director and the City Attorney sign the Offer and Acceptance page of the Successful Offeror’s submittal. When a Contract is awarded, the City will send the Contractor a Notice of Award.

The City may first issue a Notice of Intent to Award to the Successful Offeror(s). Offeror, if it receives a Notice of Intent to Award from the City, must sign and file with the City, within ten (10) days after receipt of the Notice, all documents necessary for execution of the Contract. A Notice of Intent to Award does not create a contract. Only a subsequent formal award, as described above, creates a Contract.

E.9. MULTIPLE AWARDS

The City, at its sole discretion, may award multiple Contracts.

E.10. SUBMITTAL RESULTS

After the City issues a Notice of Award, the City will post the name(s) of the Successful Offeror(s) on the Business Services Department’s Internet site at https://procurement.opengov.com/portalucson-az/contracts

E.11. PROTESTS

Any interested party, may, in accordance with Article IX of the Tucson Procurement Code, protest either this solicitation or the award of a Contract under this solicitation. A protest based on alleged improprieties in this solicitation must be filed no later than five (5) working days before the Proposal Submittal Deadline. A protest of a proposed or actual award must be filed no later than ten (10) calendar days after the City issues a Notice of Intent to Award or, if no Notice of Intent to Award is issued, after the City issues a Notice of Award.

A protest must be made in writing and filed with the Contract Officer. It must include:

A. The name, address, and telephone number of the protestant;

B. The signature of the protestant or its representative;

C. The solicitation or Contract number;

D. A detailed statement of the legal and factual grounds for the protest along with copies of all relevant documents; and https://procurement.opengov.com/portalucson-az/contracts https://procurement.opengov.com/portalucson-az/contracts

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E. The form of relief requested.

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F. EVALUATION PHASES

No. Evaluation Criteria Scoring Method Weight (Points)

1. Qualifications & Experience A. Provide a description of the firm, including the number of years in business, and the locations.

B. Describe the firm's experience with preventive maintenance, testing, repairs and replacements of commercial appliances and equipment.

C. Provide a list of standard PM tasks the firm is experienced with and qualified to perform for each type of commercial appliance and equipment. Include the standard PM frequencies.

D. Provide the names of the firm's key personnel along with resumes and/or the levels of training, licenses and certifications received, and short descriptions of their experience and expertise.

E. Provide a listing of proposed subcontractors and the type of work they will be performing, if applicable.

F. Include the names of the firm's subcontractor's key personnel and support team along with resumes and/or their level of training, certifications, and team expertise, if applicable.

G. Provide the firm's confirmation that it shall be fully responsible for their subcontractor(s) and that all awarded contractual obligations will be met, if applicable.

N/A N/A

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2. Method of Approach

A. Describe your firm's approach to meeting the City's initial inventory requirements within the first three

(3) months of the contract. Is there an opportunity to accelerate the inventory completion?

B. Describe how the firm and its personnel will satisfy the contract expectations and requirements identified in the scope of work for this Contract.

C. Describe the firm's availability of equipment and parts in stock along with supplier resources.

D. Describe the firm's ability to:

1. Respond during normal business, after hours, and for emergency service calls

2. Ensure completion of work performed in a timely manner, and

3. Ensure quality control.

E. Provide a sample standard written maintenance service report format to be used by the Contractor to document the work done in performing routine PM and repair and services.

N/A N/A

3. Price Proposal Provide price proposal as requested on the Price Page attached herein.

N/A N/A

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G. SPECIAL TERMS AND CONDITIONS

G.1. BRAND OR TRADE NAMES

Any manufacturer's names, trade names, brand names or catalog numbers used in the solicitation are for the purpose of describing and/or establishing the quality, design and performance required. Any such reference is not intended to limit or restrict any bid/offer by any vendor, but is only listed in order to advise potential bidders/offerors of the requirements of the City. Any bid/offer which proposes like quality, design or performance will be considered.

G.2. COOPERATIVE PURCHASING

Contractor will, when requested, provide goods and services at the same prices and under the same terms and conditions as set forth in this Contract to any public or nonprofit agency that, at the time of request, has a Cooperative Purchasing Agreement with the City or participates in the Strategic Alliance for Volume Expenditures (SAVE) cooperative. See http://www.tucsonprocurement.com/coop_partners.aspx and click on “Cooperatives” for a list of agencies that have Cooperative Purchasing Agreements with the City; see http://www.mesaaz.gov/home/showdocument?id=23638 for a list of agencies participating in SAVE.

These lists are subject to change. Contractor may, however, charge an agency that is outside the Tucson Metropolitan Area for additional out-of-pocket expenses that will be incurred by Contractor in providing goods and services to the agency (i.e., freight charges, travel related expenses, etc.).

Each participating agency that orders goods or services under this Contract as provided above is solely responsible for paying Contractor for those goods and services. The City is not responsible for any disputes arising out of transactions made by others.

G.3. ENERGY STAR COMPLIANT

All products purchased by, or on behalf of, the City of Tucson shall be Energy Star compliant, when available. The Energy Star standard is available at www.energystar.gov. Potential energy star compliant products must have proof of meeting the Energy Star standard, to include but not limited to, having the Energy Star label on the delivered product. Proof consists of one of the following levels of verification listed in order from least to most valued; self-certification with random audits, independent third-party certification or independent third-party certification with onsite and random audits.

G.4. LIVING WAGE REQUIREMENTS

Contractor will comply with all applicable provisions of the City’s Living Wage Ordinance (Article XIV of the Tucson Procurement Code). Contractor will, upon request, affirm in writing that Contractor is in compliance and will provide City with information and documentation demonstrating that compliance.

The City’s Living Wage ordinance can be found at the following link:

https://codelibrary.amlegal.com/codes/tucson/latest/tucson_az/0-0-0-21930 The Living Wage rates for the current calendar year can be found at the following link: https://www.tucsonaz.gov/Departments/Business-Services-Department/Procurement/Living- Wage http://www.tucsonprocurement.com/coop_partners.aspx http://www.mesaaz.gov/home/showdocument?id=23638 https://codelibrary.amlegal.com/codes/tucson/latest/tucson_az/0-0-0-21930 https://www.tucsonaz.gov/Departments/Business-Services-Department/Procurement/Living-Wage https://www.tucsonaz.gov/Departments/Business-Services-Department/Procurement/Living-Wage

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G.5. PRICE ADJUSTMENT

At least 90 days before the date that the Contract is eligible for extension, Contractor may submit to the Contract Officer a request for price adjustments based on documented increased Contractor costs and the City may, at its discretion, make price adjustments, which will apply during the extension term.

G.6. HUD CLAUSE

Any Contract awarded pursuant to this Solicitation will contain the United States Department of Housing and Urban Development (HUD) Terms and Conditions listed in the corresponding attachment(s) titled, HUD-5369-B, HUD-5370-C1, and HUD-5370-C2.

G.7. TERM AND RENEWAL

The term of the Contract will commence when awarded to Contractor and remain in effect for a period of one (1) year, unless terminated, canceled or extended as otherwise provided herein. The City may, at its sole option, extend the Contract's term for up to four (4) additional one-year periods or portions thereof.

G.8. HUD MAINTENANCE WAGE RATE DETERMINATION (MWRD)

Pursuant to Davis-Bacon and Related Acts (DBRA), all maintenance laborers and mechanics employed under contracts in excess of $2,000 for the operation and non-construction maintenance of the City of Tucson’s Public Housing Authority (PHA) units must be paid no less than prevailing wages determined or adopted by the U.S. Department of Housing and Urban Development (HUD). The HUD Maintenance Wage Rate Determination (MWRD) is included as an attachment to this Solicitation and is incorporated into the resultant Contract. Any revision to the MWRD will be made via an Addendum to this Solicitation or resultant Contract. In addition, the overtime requirements of the Contract Work Hours and Safety Standards Act (CWHSSA) are applicable to maintenance contracts in excess of $100,000. The Copeland “Anti-Kickback” Act also applies. By submitting an Offer, Offeror is thereby agreeing and verifying that they will not pay their employees at rates less than detailed within the HUD MWRD attached herein.

A. Reporting

1. Unlike construction contracts subject to Davis-Bacon wage provisions, the PHA maintenance contracts subject to HUD MWRD do not require the submission of weekly payroll reports. Contractors and subcontractors are still required to maintain payroll records and must make such records available to the PHA and/or to HUD, upon request (see Labor Relations Letter No. LR 2004-01).

B. Compliance

1. The Contractor and any/all subcontractors are responsible, on no less than a semi-monthly basis, for paying not less than the applicable wage rates to all maintenance laborers and mechanics in their employ and engaged in work under the contract. The Contractor is responsible for its own full compliance, and for the full compliance of any/all subcontractors, with all wage, overtime, and record keeping requirements included in the contract.

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2. The PHA and/or HUD may conduct interviews with the laborers and mechanics on the jobsite to determine if the work performed and wages received are consistent with (a) the job classifications and wage rates contained in the applicable wage determination, and (b) the classifications and wages reported by the employer on certified payrolls.

3. For further information, please see Chapter 10, Section 10 of HUD Procurement Handbook for PHAs, 7460.8 REV 2 here:

http://portal.hud.gov/hudportal/HUD?src=/program_offices/administration/hudclips/handboo ks/pihh/74608.

G.9. HUD SECTION 3

A. The work to be performed under this Contract is subject to the requirements of Section 3 of the Housing and Urban Development Act of 1968, as amended, 12 U.S.C. 1701u (Section 3). The purpose of Section 3 is to ensure that employment and other economic opportunities generated by HUD assistance or HUD-assisted projects covered by Section 3, shall, to the greatest extent feasible, be directed to low- and very low-income persons, particularly persons who are recipients of HUD assistance for housing.

B. The parties to this Contract agree to comply with HUD's regulations in 24 CFR Part 75, which implement Section 3. As evidenced by their execution of this Contract, the parties to this Contract certify that they are under no contractual or other impediment that would prevent them from complying with the Part 75 regulations.

C. The Contractor agrees to send to each labor organization or representative of workers with which the Contractor has a collective bargaining agreement or other understanding, if any, a notice advising the labor organization or workers' representative of the Contractor's commitments under this Section 3 clause and will post copies of the notice in conspicuous places at the work site where both employees and applicants for training and employment positions can see the notice. The notice shall describe the Section 3 preference, shall set forth minimum number and job titles subject to hire, availability of apprenticeship and training positions, the qualifications for each; and the name and location of the person(s) taking applications for each of the positions; and the anticipated date the work shall begin.

D. The Contractor agrees to include this Section 3 clause in every subcontract subject to compliance with regulations in 24 CFR Part 75, and agrees to take appropriate action, as provided in an applicable provision of the subcontract or in this Section 3 clause, upon a finding that the subcontractor is in violation of the regulations in 24 CFR Part 75. The Contractor will not subcontract with any subcontractor where the Contractor has notice or knowledge that the subcontractor has been found in violation of the regulations in 24 CFR Part 75.

E. The Contractor will certify that any vacant employment positions, including training positions, that are filled (1) after the Contractor is selected but before the Contract is executed, and (2) with persons other than those to whom the regulations of 24 CFR Part 75 require employment opportunities to be directed, were not filled to circumvent the Contractor's obligations under 24 CFR Part 75.

F. Noncompliance with HUD's regulations in 24 CFR Part 75 may result in sanctions, termination of this Contract for default, and debarment or suspension from future HUD-assisted contracts.

http://portal.hud.gov/hudportal/HUD?src=/program_offices/administration/hudclips/handbooks/pihh/74608 http://portal.hud.gov/hudportal/HUD?src=/program_offices/administration/hudclips/handbooks/pihh/74608

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G. With respect to work performed in connection with Section 3 covered Indian housing assistance, section 7(b) of the Indian Self-Determination and Education Assistance Act (25 U.S.C. 450e) also applies to the work to be performed under this Contract. Section 7(b) requires that to the greatest extent feasible (i) preference in the award of contracts and subcontracts shall be given to Indian organizations and Indian-owned Economic Enterprises. Parties to this Contract that are subject to the provisions of Section 3 and section 7(b) agree to comply with Section 3 to the maximum extent feasible, but not in derogation of compliance with section 7(b).

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H. INSURANCE REQUIREMENTS

H.1. Required Insurance Policies

Contractor will obtain and maintain during the entire term of this Contract and for 2 years after the Contract term ends, the following insurance coverage from insurers that have an “A.