Request for Qualifications (RFQ) for

Fire Bay Door and Gate Services

RFQ 327000069

WORK SUMMARY: The Town of Gilbert Fire Department seeks qualified firms with demonstrated experience in the installation, repair, inspection, and ongoing preventative maintenance of commercial fire station bay doors and gates as well as related mechanical/electrical components. Selected firm(s) will support multiple fire stations and operational Town facilities to ensure bay doors and gates remain safe, reliable, and fully functional to support emergency response readiness.

AWARD TERMS

The initial Agreement term will commence upon execution of the Agreement and continue through June 30, 2027.

ISSUE DATE August 19, 2026

DUE DATE September 15, 2026, by 2:00PM

PRE-PROPOSAL

CONFERENCE

Thursday, August 27, 2026, at 10:00AM

Location: 50 E Civic Center Dr, Gilbert, AZ 85296, Heritage Room 300

It is highly recommended that all prospective Proposers attend.

DEADLINE FOR

INQUIRIES

The deadline for inquiries is September 2, 2026, at 2:00pm, Local Arizona Time.

Questions and/or inquiries must be submitted in writing. Questions submitted after this date and time will not receive a response. The Town of Gilbert reserves the right to issue RFQ amendments after the question-and-answer period. It is each

Proposer’s responsibility to check the website www.gilbertaz.gov/rfp for -addenda to this RFQ.

SUBMITTAL

PROCESS

Please email your proposal to Bianca Morales at Bianca.Morales@gilbertaz.gov before 2:00pm Local Arizona Time, September 15, 2026. The proposal shall be in pdf format, clearly marked with the name of the RFQ, the RFQ number (listed above) and the name of the proposer. Once your proposal is received you will receive email confirmation from Bianca Morales and the “As Read List” will be posted at www.gilbertaz.gov/rfp. Late proposals will be rejected.

DOCUMENTS

AVAILABILITY

Proposal documents are available at no charge at the Town of gilbert website www.gilbertaz.gov/rfp.

CONTACT Bianca Morales, 480-503-6707 bianca.morales@gilbertaz.gov

RIGHT TO

REJECT

PROPOSALS

Gilbert reserves the right to reject any or all proposals, waive any informality in a proposal or to withhold the Award for any reason Gilbert determines.

EQUAL

OPPORTUNITY

Gilbert is an equal opportunity employer. Minority and women’s business enterprises are encouraged to submit proposals on this solicitation.

http://www.gilbertaz.gov/rfp mailto:Bianca.Morales@gilbertaz.gov http://www.gilbertaz.gov/rfp http://www.gilbertaz.gov/rfp mailto:bianca.morales@gilbertaz.gov

1. Project Description

RFQ 327000069

Fire Bay Door

& Gate Services

The Town of Gilbert Fire Department seeks qualified firms with demonstrated experience in the installation, repair, inspection, and ongoing preventative maintenance of commercial fire station bay doors and gate services and related mechanical/electrical components. Selected firm(s) will support multiple fire stations and operational Town facilities to ensure bay doors remain safe, reliable, and fully functional to support emergency response readiness.

2. General Requirements

Qualified firms must be able to provide:

• Licensed, insured, and certified technicians with experience in commercial overhead doors, apparatus bay doors, and fire service operations environments.

• Gate repairs, preventative maintenance and/or installations.

• Capability to respond to emergency service calls within defined response windows

• Knowledge of NFPA standards applicable to fire station building access and equipment safety.

• Ability to procure, install, and support parts and equipment from multiple manufacturers.

• Maintain proper documentation, service logs, and inspection records.

3. Services to Be Provided

Installation Services

The selected contractor will provide complete installation services for new or replacement bay doors, including:

• Removal and safe disposal of existing equipment.

• Installation of new bay doors, gates, tracks, motors, controls, sensors, weather sealing, and associated hardware.

• Configuration and calibration of door openers, gate openers, safety interlocks, emergency release mechanisms, and backup systems.

• Electrical connection and integration with station systems (e.g., alerting systems, automatic opening triggers, uninterruptible power supplies).

• Compliance with all local building codes, electrical codes, ADA requirements, and manufacturer specifications.

• Final commissioning and functional testing with fire department personnel.

Repair Services

Contractor will provide repair services on an as-needed basis, including:

• Diagnosis and correction of mechanical failures, motor issues, spring/belt failures, sensor malfunctions, and structural concerns.

• Emergency repair capability for doors and gates that fail, pose safety issues, or inhibit apparatus movement.

• Replacement of worn or damaged parts using OEM or approved equivalent components.

• Documentation of work performed and recommendations for future preventative measures.

Preventative Maintenance Services

Contractor will perform routine maintenance to ensure reliability, extending the life of bay door systems and gates. Maintenance shall include:

• Scheduled inspections at agreed intervals (e.g., quarterly, semi-annual, or annual).

• Lubrication of tracks, rollers, hinges, bearings, and springs.

• Adjustment of tension, alignment, and motor controls.

• Testing and calibration of safety features including obstruction sensors, manual releases, and fail-safe mechanisms.

• Cleaning and clearing tracks and mechanical spaces.

• Inspection reports detailing condition, required repairs, and lifecycle recommendations.

Materials and Equipment

Contractor shall provide:

• All parts, materials, fasteners, replacement components, and specialized tools necessary for installation and service.

• Manufacturer-approved materials compatible with commercial fire station applications.

• Optional pricing for upgraded or advanced door systems (e.g., high-speed doors, insulated doors, enhanced safety systems).

Performance Standards

Contractor must ensure:

• Doors and gates operate smoothly without excessive noise, resistance, or mechanical strain.

• Systems meet manufacturer performance specifications.

• Repairs restore full function and safety to affected doors.

• Installation projects stay on schedule and within approved scope.

• Compliance with OSHA standards for work at heights, lockout/tagout, and mechanical/electrical safety.

Deliverables

Contractor shall provide:

• Detailed inspection and maintenance reports after each service event.

• Work order documentation describing repairs, parts used, and technician notes.

• Installation close-out package including warranty documents, manuals, and operational instructions.

• Annual service summary for all stations, including recommended improvements or replacements.

Warranty and Support

• Specify warranty periods for installations, parts, motors, controllers, and labor.

• Provide support contact information and escalation paths.

• Outline warranty claim procedures.

Pricing Structure

Respondents should provide:

• Hourly labor rates for standard and emergency service.

• Unit pricing for parts/materials.

• Cost structure for preventative maintenance plans.

• Labor, materials, and equipment rates for installation projects.

• Any additional or optional service pricing.

Standard Business Hours

For purposes of this Agreement, "Standard Business Hours" shall be defined as Monday through Friday, 7:00 AM to 5:00 PM, Local Arizona Time, excluding Town of Gilbert recognized holidays.

After Hours

"After Hours" shall be defined as any time falling outside of Standard Business Hours, including but not limited to:

• Weekdays before 7:00 AM or after 5:00 PM

• All hours on Saturdays, Sundays, and Town of Gilbert recognized holidays

Emergency Service Response

Contractor shall provide emergency service response for bay door failures that compromise apparatus movement or pose an immediate safety concern, regardless of whether the failure occurs during Standard

Business Hours or After Hours. Contractor shall respond to emergency service calls within 60 to 90 minutes of notification, twenty-four (24) hours per day, seven (7) days per week, including holidays.

After Hours Rate

Service performed outside of Standard Business Hours shall be billed at the After Hours rate specified in

Contractor's pricing schedule, which may differ from the Standard Business Hours rate.

1. Award Terms

This is NOT an all or nothing proposal solicitation. The Town reserves the right to obtain the services sought in this RFQ from multiple sources.

2. Proposal Content and Submittal

2.1. Proposal Format

All proposers shall submit all information requested herein in the proposal document in its entirety, IN ORDER FOR THE PROPOSAL TO BE RESPONSIVE. FAILURE

TO DO SO MAY RESULT IN THE PROPOSAL BEING DECLARED NON-

RESPONSIVE AND REJECTED.

1. COVER LETTER Include a one-page cover letter that contains a general statement of the purpose for submission, and the following detailed company information:

a. BUSINESS ORGANIZATION State the full name and address of your organization, and if applicable, any branch office or other subordinate element that will perform or assist in performing the work. Indicate whether you operate as an individual, partnership or corporation; if a corporation, indicate the state in which you are incorporated. Include email addresses and phone numbers for all key personnel.

b. AUTHORIZED NEGOTIATIONS Include the names, email addresses and phone numbers of personnel of your organization authorized to negotiate the proposed contract with the Issuing Office.

2. PROPOSAL NARRATIVE Include responses to all questions and components using the fillable “RESPONSE WORKBOOK” attachment and submit as their proposal narrative. For ease of readability, please organize your narrative using the headers identified in the “RESPONSE WORKBOOK”, listing the section headers above your response.

3. PRICING: “RESPONSE WORKBOOK”.

4. REQUIRED COMPLIANCE DOCUMENTS: Complete the proposal documents and required compliance forms listed in the checklist below and found in the fillable

“RESPONSE WORKBOOK”. Proposals submitted without REQUIRED

COMPLIANCE DOCUMENTS may result in the proposal being declared non-responsive and rejected.

All the Proposal Documents apply to and become a part of the terms and conditions of the proposal.

PROPOSAL CHECKLIST

Follow this sequence in presenting a proposal, with the checklist as the Table of Contents. Proposals must be ordered as indicated on this form. All of the Proposal Documents apply to and become a part of the terms and conditions of the proposal.

PROPOSAL SUBMITTAL Checklist

Proposal is in PDF format and is organized using headers

Proposal prices offered have been reviewed

Proposal is addressed to Bianca Morales at Bianca.Morales@gilbertaz.gov

Proposal has been identified with the RFQ number and title along with the name of the proposer.

The Proposal contains the Proposal Documents listed below

The Proposal contains the Required RFQ Compliance Documents listed below

PROPOSAL DOCUMENTS Page # One-page Cover Letter (on company letterhead)

Table of Contents/Proposal Checklist

Proposal Narrative- Technical Expertise and Qualifications (Response Workbook)

Proposal Narrative- Service Capability and Responsiveness (Response Workbook)

Proposal Narrative- Quality of Installation, Repair and Maintenance Approach (Response

Workbook)

Project Management, Communication, and Reporting (Response Workbook)

REQUIRED RFP COMPLIANCE DOCUMENTS Page # Addendum Responses and Acknowledgement (Response Workbook)

Conflict of Interest Statement (Response Workbook)

Reference Form (Attachment A)

Proposal Form signed (Response Workbook)

Authorized Signature Form signed (Response Workbook) mailto:Bianca.Morales@gilbertaz.gov

2.2. Submittal Instructions

4.2.1 Proposals will be sent via email to Bianca Morales bianca.morales@gilbertaz.gov by 2:00 P.M., Local Arizona Time, September 15, 2026. Emails must be clearly marked with the name of the RFQ, the RFQ number (listed above) and the name of the proposer. Late proposals will be rejected. The list of the proposers will be posted at www.gilbertaz.gov\rfp

4.2.2 Proposal Documents Available: The Proposal Documents are available for downloading from www.gilbertaz.gov\rfp or by contacting Bianca Morales bianca.morales@gilbertaz.gov

480-503-6707.

4.2.3 Incorporation of Proposal Documents: All of the Proposal Documents apply to and become a part of the terms and conditions of the proposal.

4.2.4 Proposal Form: Proposals must be submitted only on the “RESPONSE WORKBOOK”.

All proposals must be emailed with the email clearly marked “Proposal RFQ 327000069

Fire Bay Door and Gates Services ”, include the proposers name in the subject line of the email.

4.2.5 Proposal Preparation:

4.2.5.1 Format. Proposers shall email their proposals (pdf format) either on the forms provided in this Solicitation or their substantial equivalent. Any substitute document must be legible and contain the same information requested on the forms.

4.2.5.2 Typed or Ink Corrections. The Proposal shall be typed or in ink. Erasures, interlineations or other modifications in the Proposal shall be initialed in ink by the person signing the

Proposal.

4.2.5.3 No Modifications. Modifications shall not be permitted after Proposals have been opened except as otherwise provided under applicable law.

2.3. Requirements for Proposers

2.3.1. Town's Right to Reject Proposals: The Town of Gilbert reserves the right to reject any and all proposals and to waive technicalities.

2.3.2. Late Proposals: Late submittals and/or unsigned proposals will not be considered under any circumstances. Envelopes containing proposals with insufficient postage will not be accepted by Gilbert. It is the sole responsibility of the Proposer to see that his/her proposal is delivered and received by the proper time and at the proper place.

mailto:bianca.morales@gilbertaz.gov http://www.gilbertaz.gov/rfp

2.3.3. Proposal Amendment or Withdrawal: A proposal may be withdrawn any time before the proposal due date and time. A Proposal may not be amended or withdrawn after the proposal due date and time except as otherwise provided by applicable law.

2.3.4. Public Record: All proposals submitted in response to this solicitation and all evaluation related records shall become property of Gilbert and shall become a matter of public record for review, subsequent to proposal opening. Request for nondisclosure of data such as trade secrets and other proprietary data, must be made known in writing to Gilbert in proposals submitted, and the information sought to be protected clearly marked as proprietary. Gilbert will not ensure confidentiality of any portion of the proposal that is submitted in the event that a public record request is made. Gilbert will provide 48 hours notice before releasing materials identified by the Proposal as confidential or proprietary in order for the Proposer to apply for a court order blocking the release of the information.

2.3.5. Solicitation Transparency Policy: Beginning on the date this Solicitation is issued and continuing until either the date a contract is awarded or this Solicitation is withdrawn by

Gilbert, all persons or entities who respond or intend to respond to this Solicitation, including without limitation their employees, agents, representatives, partners, subcontractors, consultants, joint venturers, members, lobbyists, or attorneys (collectively, “Proposers”), shall only discuss matters associated with this Solicitation with the

Procurement Officer designated in this Solicitation and shall not have any direct or indirect contact about this Solicitation with any other Town staff or Town official, including, without limitation, members of the evaluation panel, the Town Manager, Deputy Town

Managers, the Mayor, or any member of the Gilbert Town Council. As long as the subject matter of the Solicitation is not discussed, Proposers may continue to conduct business with

Gilbert.

2.3.6. Persons with Disabilities: Persons with a disability may request a reasonable accommodation, such as a sign language interpreter, by contacting the Town of Gilbert

Purchasing Division, Bianca Morales at bianca.morales@gilbertaz.gov .Requests shall be made as early as possible to allow time to arrange the accommodation.

2.3.7. Proposal Acceptance Period: All proposals shall remain open for 180 days after the day of the opening of proposals, but Gilbert may, at its sole discretion, release any proposal and return the proposal security (as applicable) prior to that date. No Proposer may withdraw his proposal during this period without written permission from Gilbert. Should any

Proposer refuse to enter into an Agreement, under the terms and conditions of the procurement, Gilbert may retain the security (as applicable), not as a penalty, but as liquidated damages.

2.3.8. Proposal Bond: No bonds are required for this RFP or contract.

2.3.9. Clarifications. Gilbert reserves the right to obtain Proposer clarifications where necessary to arrive at full and complete understanding of Proposer’s product, service, and/or solicitation response. Clarification means a communication with a Proposer for the sole purpose of eliminating ambiguities in the proposal and does not give Proposer an opportunity to revise or modify its proposal.

2.3.10. Waiver and Rejection Rights. The Town of Gilbert reserves the right to reject any or all proposals or to cancel the solicitation altogether, to waive any informality or irregularity in any proposal received, and to be the sole judge of the merits of the respective proposals received.

2.3.11. Solicitation Addendum Acknowledgement. Each Solicitation Addendum shall be acknowledged in the Proposal Section, which shall be submitted together with the proposal on the proposal due date and time. Failure to note a Solicitation Addendum may result in rejection of the proposal.

2.3.12. Evidence of Intent to be Bound. The proposal form within the Solicitation shall be submitted with the proposal and shall include a signature by a person authorized to sign the proposal. The signature shall signify the Proposer’s intent to be bound by its proposal and the terms of the Solicitation and that the information provided is true, accurate and complete. Failure to submit verifiable evidence of intent to be bound, such as an original signature, shall result in rejection of the proposal.

2.3.13. Non-Collusion and Non-Discrimination. By signing and submitting the proposal, the

Proposer certifies that: the Proposer did not engage in collusion or other anti-competitive practices in connection with the preparation or submittal of its proposal; and the Proposer certifies that it does not discriminate against any employee or applicant for employment based on race, color, age, sex, religious or political affiliation, sexual orientation, gender identity, family status, marital status, national or ethnic origin, or mental or physical disability, and that it complies with all applicable Federal, state and local laws and executive orders regarding employment.

2.3.14. Inquiries

2.3.14.1. Duty to Examine. It is the responsibility of each Proposer to examine the entire

Solicitation, seek clarification (inquiries), and examine its proposal for accuracy before submitting the proposal. Lack of care in preparing a proposal shall not be grounds for modifying or withdrawing the proposal after the proposal due date and time, nor shall it give rise to any Contractor claim.

2.3.14.2. No Right to Rely on Verbal Responses. A proposer shall not rely on verbal responses to inquiries. A verbal reply to an inquiry does not constitute a modification of the Solicitation.

3. Evaluation and Award

3.1. Evaluation Criteria

General Evaluation Standards

Gilbert seeks to obtain the services described in the Scope of Work. Gilbert will evaluate proposals on the selection criteria set forth below. Gilbert will be the sole judge of whether the services offered are acceptable. Proposals from individuals who have provided inadequate services to municipalities in the past, or proposals offering services proven unsatisfactory in

Town's sole judgment may be rejected and not considered.

Gilbert reserves the right to reject any or all proposals or any part thereof, or to accept any proposal, or any part thereof, or to withhold the award and to waive or decline to waive irregularities in any proposal when it determines that it is in its best interest to do so.

A Proposer (including each of its principals) who is lawfully prohibited from any public procurement activity may have its proposal rejected.

Technical Expertise and Qualifications – 35%

A strong proposal will demonstrate Proposer’s focus on certifications, experience with commercial bay doors, knowledge of NFPA standards, staffing capacity, and familiarity with public safety facilities.

Service Capability and Responsiveness – 25%

Referring to the soundness of the Proposer’s planned approach for measures with emergency response times, availability for routine and non-emergency work, ability to support multiple stations, and overall reliability.

Quality of Installation, Repair, and Maintenance Approach – 25%

Assesses whether the vendor demonstrates appropriate methods for installation, repair procedures, preventative maintenance plans, documentation practices, and compliance with codes and safety standards.

Project Management, Communication, and Reporting – 15%

Evaluates the firm’s ability to manage schedules, coordinate with station leadership, maintain clear documentation, provide timely updates, and ensure effective communication throughout installation, repair, and maintenance activities.

3.2. Selection Process, Award and Protest Procedures

3.2.1. Award

Contractor awards shall be made to the offers deemed most advantageous to the Town, based upon the evaluation criteria listed above, and that meets the minimum requirements and criteria set forth in this RFP solicitation.

3.2.2. Evaluation of Competitive Sealed Offers

The Town 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.

Best and Final Offer (BAFO):

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

If a Proposer’s BAFO modifies its initial Offer, the modifications must be identified in the

BAFO. The Town will evaluate BAFOs based on the same requirements and criteria applicable to initial Offers. The Town 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 Town 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 Town based on the evaluation criteria.

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

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 Proposers’ rankings and which Offers are within the Competitive Range, when appropriate.

3.2.3. Offers Not Within Competitive Range

The Town may notify Proposers of Offers that the Town determined are not in the Competitive

Range.

Discussions with Proposers in the Competitive Range:

1. The Town will notify each Proposer whose Offer is in the Competitive Range or made the ‘short list’ and provide in writing any questions or requests for clarification to the

Proposer. Each Proposer so notified may be interviewed by the Town and asked to discuss answers to written or oral questions or provide clarifications to any facet of its

Offer. The Proposers in the competitive range may be required to provide a demonstration of their product.

2. Demonstrations - Proposers in the competitive range may be invited to construct a hands-on sample or presentation of their solution at the Town of Gilbert. In addition, each finalist may prepare and deliver a presentation of their proposed solution based on the script developed by the evaluation panel. The Town 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).

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

4. To the fullest extent permitted by law, the Town will not provide any information, financial or otherwise, to any Proposer about other Offers received in response to this solicitation. During discussions with Proposers in the Competitive Range, the Town will not give Proposers specific prices or specific financial requirements that Proposers must meet to qualify for further consideration. The Town may state that proposed prices are too high with respect to the marketplace or otherwise unacceptable. Proposers will not be told of their relative rankings before Contract award.

3.2.4. Disqualification

If the firm, business or person submitting this proposal has been debarred, suspended or otherwise lawfully precluded from participating in any public procurement activity, including being disapproved as a subcontractor with any federal, state or local government, or if any such preclusion from participation from any public procurement activity is currently pending, the

Proposer shall fully explain the circumstances relating to the preclusion or proposed preclusion in the proposal. The Proposer shall include a letter with its proposal setting forth the name and address of the governmental entity, the effective date of this suspension or debarment, the duration of the suspension or debarment, and the relevant circumstances relating to the suspension or debarment. If suspension or debarment is currently pending, a detailed description of all relevant circumstances including the details enumerated above shall be provided.

Any or all proposals will be rejected if there is any reason for believing that collusion exists among the Proposers, and participants in such collusion will not be considered in future proposals for the same work.

4. Solicitation Terms and Conditions

GENERAL CONDITIONS

OPTION 1: Agreement Term; Renewal. If funds for this Agreement are not appropriated or budgeted by July 1, 2026, Gilbert may terminate this Agreement by giving written notice to

Contractor. Otherwise, The Agreement term commences upon execution of the Agreement and continues through June 30, 2027.

Cooperative Use of Agreement: In addition to the Town of Gilbert and with the approval of the

Contractor, this Agreement may be extended for use by other municipalities, school districts, and government agencies of the State. A current listing of eligible entities may be found at www.mesaaz.gov/business/purchasing/save. Any such usage by other entities must be in accordance with the ordinance, charter and /or procurement rules and regulations of the respective political entity.

Protests: Pursuant to the Municipal Code Section 2-368, an interested party may protest a solicitation by filing a protest in writing to the purchasing officer not fewer than five days before the closing date and time of the solicitation. An unsuccessful Proposer or Bidder may protest a determination of nonresponsiveness or nonresponsibility by the Town by filing a protest in writing with the purchasing office not more than five days after issuance of notice of such determination by the Town. An unsuccessful Proposer or Bidder may protest a contract award by filing a protest in writing with the purchasing office not more than five days after issuance of a notice of apparent low responsive and responsible Bidder, or a notice of intent to award. The protest shall include the following information: (1) The name, address and telephone number of the protester; (2) Identification of the contracting activity and the number of the solicitation; (3)

The signature of the protester or its authorized representative; (4) A detailed statement of the legal and factual grounds of the protest, including copies of relevant documents; and (5) The specific relief requested.

Solicitation Transparency Policy: Beginning on the date this Solicitation is issued and continuing until either the date a contract is awarded, or this Solicitation is withdrawn by Gilbert, all persons or entities who respond or intend to respond to this Solicitation, including without limitation their employees, agents, representatives, partners, subcontractors, consultants, joint venturers, members, lobbyists, or attorneys (collectively, “Proposers”) including, without limitation, members of the evaluation panel, the Town Manager, Deputy Town Managers, the Mayor, or any member of the Gilbert Town Council. As long as the subject matter of the Solicitation is not discussed, Proposers may continue to conduct business with Gilbert.

Notwithstanding the foregoing, Proposers may discuss this Solicitation with the Mayor or a member of the Gilbert Town Council, provided such meetings are scheduled through the

Procurement Officer listed on this Solicitation, conducted in person at 50 E. Civic Center Drive, Gilbert, Arizona 85296, and are posted as open meetings by the Town Clerk at least twenty‐four http://www.mesaaz.gov/business/purchasing/save

(24) hours prior to the scheduled meetings. The posted notice shall identify the participants and the subject matter, as well as invite the public to participate.

This policy is intended to create a level playing field for all Proposers, assure that contracts are awarded in public, and protect the integrity of the selection process. Proposers who violate this policy shall be disqualified from participating in this Solicitation.