REQUEST FOR PROPOSAL - GOODS AND SERVICES

RFP GGS-26-0202

RESTORATION SERVICES

CITY OF PHOENIX

FINANCE CENTRAL PROCUREMENT

251 W WASHINGTON ST.

PHOENIX, AZ

85003

RELEASE DATE: April 8, 2026

DEADLINE FOR QUESTIONS: April 24, 2026

RESPONSE DEADLINE: May 8, 2026, 2:00 pm

City of Phoenix

REQUEST FOR PROPOSAL - GOODS AND SERVICES

RFP GGS-26-0202

Restoration Services

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

Request For Proposal - Goods and Services #RFP GGS-26-0202 Title: Restoration Services

1. Introduction

1.1. Contact Information

Daniel Han

Finance Central Procurement

Email: daniel.han@phoenix.gov

Phone: (602) 262-4439

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 (Daniel Han) at (602) 262-4439/Voice or 711/TTY, or daniel.han@phoenix.gov, no later than five (5) business days prior to the meeting.

Solicitation Issue Date: April 8, 2026

Pre-Offer Conference (Non-Mandatory): April 15, 2026, 11:00am

Join from the meeting link https://cityofphoenix.webex.com/cityofphoen ix/j.php?MTID=m16feef2b397fc394a4f0719

85671c6f4

Join by meeting number

Meeting number (access code): 2335 738

Meeting password: vDZPzrDh253

Written Inquiries Due Date: April 24, 2026, 5:00pm

Offer Due Date: May 8, 2026, 2:00pm https://cityofphoenix.webex.com/cityofphoenix/j.php?MTID=m16feef2b397fc394a4f071985671c6f4

2. Instructions

2.1. Description – Statement of Need

The City of Phoenix invites sealed offers for restoration services.

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 December 1, 2026, or 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 220 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/244421. 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, Finance Department, Central Procurement Division, 251 W Washington Street, 8th Floor, Phoenix, AZ 85003. It is the Offeror’s responsibility to check the City's Procurement Portal, read the entire solicitation, and verify all required information is submitted with their Offer.

2.5. Exceptions

Offeror must not take any exceptions to any terms, conditions or material requirements of this solicitation. Offers submitted with exceptions may be deemed non-responsive and disqualified from further consideration in the City’s sole discretion. Offerors must conform to all the requirements specified in the solicitation. The City encourages Offerors to send inquiries to the

Procurement Officer rather than including exceptions in their Offer.

https://procurement.opengov.com/portal/phoenix/projects/244421

2.6. Inquiries

All questions that arise relating to this solicitation should be directed via City’s OpenGov

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 OpenGov 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. Business in Arizona

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

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

2.9. 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.

2.10. 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.

2.11. 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/244421. 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.

2.12. 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.

2.13. 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/244421 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 https://procurement.opengov.com/portal/phoenix/projects/244421 https://procurement.opengov.com/signup https://opengov.my.site.com/support/s/article/ca6d1285-1e48-4a21-bb0d-715edb7794ed https://procurement.opengov.com/portal/phoenix/projects/244421 post an award recommendation on the City's Procurement Portal. By signing and submitting its

Offer, each Offeror agrees that this posting of the award recommendation to the City's

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

Offerors.

2.14. Pre-Award Qualifications

A. The Contractor shall be certified by the Institute of Inspection Cleaning and Restoration

Certification (IICRC) (https://iicrc.org/iicrccertifications/)

B. The Contractor shall have more than one-year experience working with a public entity and familiar with city code regulations related to mitigation or restoration work.

C. Minimum of 3 years of experience within the last 5 years directly providing services for the immediate and initial response to emergency restoration situations. Offerors must have a minimum of 3 years’ experience within the last 5 years for any line item listed in

Section 3. Scope of Work.

2.15. Certificates of Insurance

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

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

2.16. 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 https://iicrc.org/iicrccertifications/) 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.

2.17. 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.

2.18. 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.

2.19. 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.

2.20. 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.

2.21. 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.

2.22. Contract Award

The City reserves the right to award a contract by individual line items, by group, all or none, or any other combination most advantageous to the City. The City reserves the right to award multiple contracts.

2.23. Determining Responsiveness and Responsibility

Offers will be reviewed for documentation of minimum qualifications, 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 (as the case may be) will render an Offer nonresponsive.

Exceptions, conditions, reservations, or understandings are presumed to be unacceptable, and an Offer that includes unacceptable exceptions, conditions, reservations, or understandings may be rejected as nonresponsive. Alternatively, the City in its sole discretion may instruct in writing that any Offeror remove the conditions, exceptions, reservations or understandings. If the Offeror fails to do so in writing, the City may determine the Offer to be nonresponsive.

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

The Procurement Officer will review each Offer to determine if the Offeror is responsible. The

City’s determination as to whether an Offeror is responsible will be based on all information furnished by the Offeror, interviews (if any), and information received from Offeror’s references, including information about Offeror’s history, terminations for convenience or cause, contract breach lawsuits or notices of claim and any other sources the City deems appropriate. Award of the Contract resulting from the solicitation will not be made until any necessary investigation, which each Offeror agrees to permit by submitting its Offer, is made by the City as it deems necessary. A review of responsibility may occur up to contract award.

The Offeror’s unreasonable failure to promptly supply information about an inquiry with respect to responsibility may be grounds for a determination of non-responsibility with respect to such

Offeror.

2.24. Equal Low Offer

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

2.25. Evaluation of Competitive Sealed Offers

The City will use its discretion in applying the following processes to this solicitation. Any ties in scoring will be resolved with a best and final price request and the lowest price will prevail.

2.26. Detailed Evaluation of Offers and Determination of Competitive Range

During deliberations, the Evaluation Panel will reach a consensus score for each evaluation criterion except price. The Procurement Officer will score the price, which will be added to the overall consensus score. The overall consensus scores will determine the Offerors’ rankings and which offers are within the Competitive Range, when appropriate.

2.27. Offers Not Within the Competitive Range

The City may notify Offerors of Offers that the City determined are not in the Competitive

Range.

2.28. Discussions with Offerors in the Competitive Range

The City will notify each Offeror whose Offer is in the Competitive Range or made the ‘short list’ and provide in writing any questions or requests for clarification to the Offeror. Each Offeror so notified may be interviewed by the City and asked to discuss answers to written or oral questions or provide clarifications to any facet of its Offer. The Offerors in the competitive range may be required to provide a demonstration of their product.

Demonstrations - Offerors in the competitive range may be invited to construct a hands-on sample or presentation of their solution at the City of Phoenix. In addition, each finalist may prepare and deliver a presentation of their proposed solution based on the script developed by the evaluation panel. The City may also require a hands-on lab demonstration designed specifically for the evaluation panel. The results of the surveys will be tabulated and delivered to the evaluation team for the final review and solution selection session(s).

If an Offer in the Competitive Range contains conditions, exceptions, reservations or understandings to or about any Contract or Solicitation Scope requirement, the City may discuss or negotiate the conditions, exceptions, reservations or understandings during these meetings. But the City in its sole discretion may reject any and all conditions, exceptions, reservations and understandings, and the City may instruct any Offeror to remove the conditions, exceptions, reservations or understandings. If the Offeror fails to do so, the City may determine the Offer is nonresponsive, and the City may revoke its determination that the Offer is in the Competitive Range.

To the fullest extent permitted by law, the City will not provide any information, financial or otherwise, to any Offeror about other Offers received in response to this solicitation. During discussions with Offerors in the Competitive Range, the City will not give Offerors specific prices or specific financial requirements that Offerors must meet to qualify for further consideration.

The City may state that proposed prices are too high with respect to the marketplace or otherwise unacceptable. Offerors will not be told of their relative rankings before Contract award.

2.29. Best and Final Offers (BAFO)

A BAFO is an option available for negotiations. Each Offeror in the Competitive Range, which is determined in the City’s sole discretion, may be afforded the opportunity to amend its Offer and make one BAFO.

If an Offeror’s BAFO modifies its initial Offer, the modifications must be identified in the BAFO.

The City will evaluate BAFOs based on the same requirements and criteria applicable to initial

Offers. The City will adjust appropriately the initial scores for criteria that have been affected by offer modifications made by a BAFO. Based on the criteria defined in the solicitation as weighted, the City will then perform final scoring and prepare final rankings.

The Evaluation Panel will recommend the Offer that is the best value and most advantageous to the City based on the evaluation criteria.

The City reserves the right to make an award to an Offeror whose Offer is the highest rated, best value, and most advantageous to the City based on the evaluation criteria, without conducting written or oral discussions with any Offeror, without negotiations, and without soliciting BAFOs.

3. Scope of Work

3.1. Objective

The purpose of this Request for Proposal (RFP) is to establish list of Contractors to supply emergency restoration services including but not limited to carpentry, masonry, plumbing, electrical, roofing, flooring and emergency clean-up (Services), on an as needed basis. All work will be on privately owned residential or commercial properties. The Contractor will need to be experienced in handling insurance restoration work, performing emergency Services, contents removal/storage/restoration/return on residential and commercial properties. Typically, Services requested will arise from water main breaks, sewer back-ups, damage to real/personal property from the operation of City vehicles and related causes of loss.

The City of Phoenix is also seeking to establish a list of Contractors to repair and/or replace various sized water and sewer assets on an on-call emergency, non-emergency and/or urgent basis:

A. Emergency mitigation and restoration services and;

B. Non-emergency mitigation and restoration related to but not limited to carpentry, masonry, plumbing, electrical, roofing, flooring and emergency clean-up on an as needed basis. All work will be on privately owned residential or commercial properties.

3.2. Definition

A. Third-Party Contract Adjusters: An independent firm to handle claims adjustments on behalf of the City. The Contractor is responsible for working collaboratively with the

Third-Party Contract Adjusters as necessary to fulfill all obligations under this Contract.

B. City's Risk Program Manager: City's Risk Management Division staff that is dedicated to manage water main breaks and sewer back-ups and is the point of contact liaison between City's Water Services, Public Works, Law, and Risk Management departments.

C. City's Claims Committee: The role of Claims Committee has been established by City

Code 42-8 (A) (https://phoenix.municipal.codes/CC/42-8).

3.3. Scope of Services

Services required include, but are not limited to:

A. Carpentry

1. Mitigation and restoration of interior or exterior wood structures, such as walls, doors, frames, and etc. to restore functionality and appearance.

B. Masonry

1. Mitigation and restoration of brick, stone, and concrete surfaces as needed to secure property.

https://phoenix.municipal.codes/CC/42-8

C. Plumbing

1. Mitigation and restoration of plumbing systems, including pipes, drains, valves, and water lines, to prevent leaks and ensure proper water flow.

D. Electrical

1. Mitigation and restoration of overhanging power lines. Provide troubleshooting, repair, and replacement of electrical systems, wirings, outlets, and lighting fixtures to ensure safe and reliable operation.

E. Roofing

1. Mitigation and restoration of damaged roofs and roofing structure components to prevent leaks.

F. Flooring

1. Mitigation and restoration of tiles, carpet and other types of flooring.

G. Emergency Services/Cleanup

1. Provide any emergency service/clean-up needed to secure and make private property safe, including vandalism clean up.

H. Flood, Water Intrusion, and Water Damage

1. Provide Mitigation and comprehensive water damage restoration, including water extraction, structural drying, dehumidification, and repair of affected areas.

2. Provide Mitigation, restoration and mold prevention and remediation to restore the property to a safe standard.

I. Smoke/Fire Damage

1. Provide full fire and smoke damage mitigation and restoration such as odor elimination, cleaning of soot and residue, structural repairs, and surface refinishing.

J. Other mitigation and restoration services as needed.

3.4. General Requirements

A. All work performed must meet or exceed current City of Phoenix specifications for construction and standard details, including, but not limited to, the Phoenix City Code, City of Phoenix Administrative Regulations, and all other administrative or legal requirements.

B. The Contractor must be available 24 hours, 7 days a week, to perform the requested

Services.

C. The Contractor shall furnish all materials, labor, equipment, power, tools, etc. to complete the Services efficiently and in timely manner.

D. Licensing and Certification:

1. Insurance policies and State laws require certain restoration projects be performed by Contractors certified or licensed to complete those disciplines of work. The

Contractor must be certified or licensed to perform any restoration services where insurance policies, State policies, regulations, and/or State laws require certification or license.

2. The Contractor shall maintain the Institute of Inspection Cleaning and Restoration

Certification (IICRC) (https://iicrc.org/iicrccertifications/) .

3. The Contractor shall ensure that certified personnel is provided for all trades of work

(i.e. plumbing, electrical, welding).

4. The City reserves the right to request documentation of licenses, certification, and training of the Contractor's employees assigned to provide Services.

E. All work must include, but not be limited to, mobilizing, clearing and grubbing, sediment and erosion control, building access roads, excavating, obtaining material, backfilling, providing temporary restoration services, installing stream stabilizations, debris removal, and pipe/asset protection (See also Section 6 Special Terms and Conditions, Subsection

6.34. Right-of-way Management Program).

F. Worksites may consist of arterial and state roads, non-arterial county roads, non-paved areas and outfalls. The Contractor may be required to provide traffic control services.

G. The Contractor will not divulge homeowner(s) information on the potential scope of project and/or cost of mitigation and repairs, or mitigation or restoration estimates without prior written consent from the City.

3.5. Service Requirements

A. Apparel

1. Contractor's employees must wear apparel where company name or logo or identification is easily visible.

2. Contractor's employees must wear appropriate Personal Protective Equipment

(PPE) during restoration service, including during site visits.

B. Company Vehicle

1. The Contractor shall ensure that all company vehicles display the Contractor’s identifier while on the jobsite.

C. Response Standards

1. Emergency: If there is an active damage or safety risk, the Contractor must acknowledge the request within 15 minutes of contact by the City or the Third-Party

Contract Adjuster and arrive on-site within 2 hours of acknowledgment.

https://iicrc.org/iicrccertifications/)

a. If necessary, mitigation services and emergency cleanup services shall be provided immediately upon arrival to reduce or prevent further damage and to stabilize the property.

2. Scheduled: If there is no need for immediate mitigation services, the Contractor shall acknowledge request within 1 hour of contact by the City or the Third-Party Contract

Adjuster and arrive on-site within 4 hours of acknowledgment.

D. Customer Service Requirements:

1. The Contractor must have a dedicated 24/7 live-answer phone number.

2. Regular communication intervals shall be established by the City's Risk Program

Manager with the Contract's point of contact as the claim develops through closure.

3. The Contractor must communicate the response time from the initial call to the initial arrival of the crew and/or supervisors of the worksite.

3.6. Key Personnel

A. The Contractor will assign a dedicated and direct Account Representative to serve as the primary point of contact for the City of Phoenix. The Account Representative will be responsible for providing assistance with operational questions, addressing contract administration requests, and managing service-related needs. They will play a critical role in ensuring smooth execution of the Contract and maintaining a high level of service quality for the City of Phoenix. Specific responsibilities include, but are not limited to:

1. Primary Account Representative:

a. The Account Representative will act as the City's direct liaison for all matters related to the Contract, including but not limited to:

i. Resolving invoicing issues or discrepancies.

ii. Addressing operational questions and ensuring timely responses to City inquiries.

b. Availability:

i. The Account Representative shall be readily available during standard business hours, 8 am to 5 pm Monday through Friday, to address the City's needs and provide prompt assistance.

c. Continuity of Service:

i. In the event the assigned Account Representative is unavailable or changes are made, the Contractor shall:

I. Notify the City's Risk Program Manager at Paula.Rak@phoenix.gov and mailbox.riskmgmt@phoenix.gov.

mailto:Paula.Rak@phoenix.gov mailto:mailbox.riskmgmt@phoenix.gov

II. Provide a replacement who is fully briefed on the City's account and operation requirements to ensure seamless service continuity. The City's

Risk Program Manager will approve the replacement.

d. Alternate Contact:

i. The Contractor shall also designate an alternate representative to act in the

Account Representative's absence, ensuring uninterrupted support for the

City.

e. Proactive Communication and Reporting:

i. The Account Representative will maintain regular communication with the

City to ensure all services are performed as required and to address any potential issues proactively.

3.7. Service Delivery Process

The Contractor shall adhere to the following step-by-step procedure unless prior approval for deviation is obtained from the City's Risk Program Manager.

A. The City or the Third-Party Contract Adjuster will contact the Contractor to request services. Upon receiving request, the Contractor shall:

1. Acknowledge receipt and coordinate with the the City's Risk Program Manager and the Third-Party Contract Adjusters to coordinate site visit.

B. Site Visit, Incident Investigation:

1. The Contractor and the Third-Party Contract Adjuster shall assess and document the damages.

2. The Third-Party Contract Adjuster and the Contractor will conduct an incident investigation, which includes inspecting and photographing the entire exterior and interior of the home on day of the incident, taking care to note pre-existing damage/cracks.

3. The Third-Party Contract Adjuster and the Contractor shall take sufficient photos to capture the full picture of the scene/damage. The Contractor shall provide initial report (Section 3, Scope of Work Subsection 3.9. Report and Meetings).

4. The Contractor shall not discuss any potential scope of the project with homeowners without prior written consent from the City.

C. If emergency response is required:

1. Mitigation services and emergency cleanup services shall be provided immediately upon arrival to reduce or prevent further damage and to stabilize the property.

2. After completing emergency mitigation or cleanup services, the Contractor shall provide an update to the City's Risk Program Manager.

D. Estimates for mitigation or restoration services:

1. The Contractor may utilize "Xactimate" or similar estimated solution software to determine pricing.

2. The Contractor shall prepare separate estimates for mitigation and restoration services.

3. Estimates shall contain the following details, with additional information:

a. Project information

b. Project description

c. Itemized cost breakdown

d. Timeline

4. The Contractor shall not alter or revise the approved estimate unless such changes have been expressly authorized by the City’s Risk Program Manager.

5. Final invoice submitted by the Contractor must match the approved estimate amount.

E. Approval of Quotes/Issuance of Work

1. Claims Committee Review:

a. Before Service begins, the City's Claims Committee will convene to review, modify, and approve mitigation/restoration estimates to give the Contractor a clear scope of the project, with City input. Mitigation\restoration estimates, consultant reports, and photographs, and any other information pertinent to the incident shall be provided to the Claims Committee before the meeting.

2. Homeowner Agreement

a. The City will seek homeowner(s)' agreement on scope of the project before proceeding with the work. If homeowner disagrees with scope of the project, homeowner may obtain estimates from companies of their choosing and outside of this contract, to show why the scope of the project is erroneous. If homeowner's chosen company provides information justifying an expanded scope of the project, the City's Risk Program Manager may return homeowner's claim to the City's Claims Committee to consider the expanded scope of the project. If, after consideration of expanded scope of the project, the homeowner does not agree to the final scope of the project, the City's Claims Committee will decide whether to proceed with the work or advise homeowner that City will not proceed.

3. Commercial Property Insurance

a. The City will seek commercial property insurance on scope of the project before proceeding with the service. If commercial business disagrees with scope of the project, commercial business may obtain estimates from companies of their choosing and outside of this contract, to show why the scope of the project is erroneous. If commercial property chosen carrier company provides information justifying an expanded scope of the project, the City's Risk Program Manager may return commercial property's claim to the City's Claims Committee to consider the expanded scope of the project. If, after consideration of expanded scope of the project, the commercial property does not agree to the final scope of the project, the City's Claims Committee will decide whether to proceed with the work or advise commercial property that City will not proceed.

4. Pre-construction Meeting

a. A pre-construction meeting will be held by the City’s Risk Program Manager or his/her designee, prior to commencement of non-emergency mitigation and restoration Services. The purpose of the meeting is to discuss critical elements of the work schedule and any operational problems and procedures.

F. Work Performed by the Contractor

1. The Contractor shall perform mitigation and restoration services as approved by the

City's Claims Committee and in accordance with the homeowner's agreement.

2. The direct Account Representative will provide reporting for active projects from commencement until completion of the project per Section 3, Scope of Work, Subsection 3.9. Report and Meetings.

3. It is expected of the Contractor to clean up and maintain the worksite daily.

G. Closeout

1. Prior to final inspection and approval, worksite location shall be cleaned per City and

County health and safety codes. The City's Risk Program Manager will be the final judge regarding acceptability of Contractor's cleanup efforts. The Contractor shall be responsible for the lawful disposal of any materials from residential or commercial buildings.

2. Final Inspection and Approval

a. The City reserves the right to conduct a worksite inspection after the project is complete. The City’s Risk Program Manager or his/her designee will prepare a

“punch-list” during the inspection and will forward a copy to the Contractor

3. Final Documentation submitted per Section 3, Scope of Work, Subsection 3.9.

Report and Meetings.

4. The Contractor shall be available and may be required to attend Claims Committee and City Council meetings to assist or present information.

5. Claims Committee and City Council approval may be required prior to payment.

3.8. Pricing

A. Any work performed without prior approval from the City will not be compensated. The

Contractor will be compensated only for services that have been approved by the City's

Risk Program Manager and City's Claims Committee, and only for Services completed and authorized.

B. Administrative work needed to fulfill the services for this Contract shall not be charged to the City.

C. Contractor shall invoice at the hourly rates indicated for in the Pricing Proposal.

1. Bill for hourly labor rate in 1/2 hour increments based on the actual time at the job site while performing services.

2. The Contractor shall not charge the City for site visits.

3. Refer to Section 6 Special Terms and Conditions, Subsection 6.16. Miscellaneous

Fees.

D. Reimbursement Costs:

1. Original invoice(s) for material and special equipment from Contractor's supplier’s materials and special equipment must be submitted with Contractor's invoice(s). The

City will not accept any supplier invoice that has been altered in any manner. The

City will pay only for actual materials utilized on a project.

2. Materials costs shall be reimbursed at the actual expense of the Contractor, excluding any markup, overhead, and profit.

3. Special Equipment Charge:

a. If special equipment is owned, the Contractor shall invoice at the hourly rate fees indicated in the Pricing Proposal.

b. If special equipment is rented by the Contractor, the cost of the rental shall be reimbursed at the actual expense of the Contractor, excluding any markup, overhead, and profit.

3.9. Reports and Meetings

A. Throughout the course of a project the Contractor may be required to attend and participate in meetings as requested by the City's Risk Program Manager to communicate project status.

B. The Contractor shall document to evaluate and monitor the quality of the Services throughout the project. Upon request, the Contractor's Account Representative will provide reports to the City's Risk Program Manager for each project from commencement until completion of the project.

1. Initial reports from the worksite shall include at a minimum:

a. Photos of initial scene of the incident gathered from initial site visit:

b. Photos of all damage

c. Photos of the entire property

d. Photos of preexisting damage

2. Subsequent reports shall include at a minimum:

a. Status of Repairs, including any real or anticipated delays.

b. Updated Photos on the progress.

c. Approved mitigation/restoration estimate and any applicable test results.

d. If additional damage is found during the repair, the Contractor shall notify the the

City's Risk Program Manager. An additional quote/cost will require approval from the Claims Committee as well as from the homeowner per Section 3 Scope of

Work, Subsection 3.7. Service Delivery Process Item E.

3. Once repairs are completed, the Contractor shall provide documentation which shall include, at a minimum:

a. Photos of the completed work and property from a final walk through.

b. Provide final invoices which must match the approved estimate.

4. Offer Evaluation Criteria

In accordance with the Administrative Regulation 3.10, Competitive Sealed Proposal awards shall be made to the responsive and responsible Offeror(s) whose Offer is determined in writing to be the most advantageous to the City based upon the evaluation criteria listed below.

The evaluation factors are listed in the relative order of importance and more details are provided in…