Roofing_Analysis_and_Consulting_Services.pdf

INVITATION FOR BID

IFB-26-FMD-0303

ROOFING ANALYSIS AND CONSULTING SERVICES

CITY OF PHOENIX

PUBLIC WORKS

251 W WASHINGTON ST, 8TH FLOOR.

PHOENIX, AZ

85003

RELEASE DATE: June 18, 2026

DEADLINE FOR QUESTIONS: July 2, 2026

RESPONSE DEADLINE: July 23, 2026, 2:00 pm

City of Phoenix

INVITATION FOR BID

IFB-26-FMD-0303

Roofing Analysis and Consulting 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

Invitation For Bid #IFB-26-FMD-0303 Title: Roofing Analysis and Consulting Services

1. Introduction

1.1. Contact Information

Alvaro De Loera

Public Works

Email: alvaro.de.loera@phoenix.gov

Phone: (602) 534-2743

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 (Alvaro De Loera) at (602) 534-2743/Voice or 711/TTY, or alvaro.de.loera@phoenix.gov, no later than five (5) business days prior to the meeting.

Solicitation Issue Date: June 18, 2026

Pre-Offer Conference (Non-Mandatory): June 25, 2026, 10:00am

Agenda

Click the link to join --> https://teams.microsoft.com/meet/28162426

9967078?p=fB0MWjPrJeqbrvwPaw

Meeting ID: 281 624 269 967 078

Passcode: x3K7Vt3e

Join on a video conferencing device

Tenant key: cityofphoenix@m.webex.com

Video ID: 112 927 650 4

Written Inquiries Due Date: July 2, 2026, 2:00pm

Question Response Deadline: July 9, 2026, 2:00pm

Offer Due Date: July 23, 2026, 2:00pm https://government-project.s3.amazonaws.com/253565/d411553d-9cad-4505-87cb-0e414bd2b7c9_IFB_26-FMD-0303_-_Pre-Offer_Conference_Presentation.pptx https://teams.microsoft.com/meet/281624269967078?p=fB0MWjPrJeqbrvwPaw https://teams.microsoft.com/meet/281624269967078?p=fB0MWjPrJeqbrvwPaw mailto:cityofphoenix@m.webex.com

2. Instructions

2.1. Description – Statement of Need

The City of Phoenix, Public Works Department invites sealed offers for roofing analysis and consulting 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 upon January 1, 2027 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 five-years, beginning on the Commencement Date, with no options to extend.

This solicitation is available through the City’s Procurement Portal. For technical support issues related to the City's Procurement Portal, Offeror may use the support bubble on the bottom right, or email procurement-support@opengov.com for any assistance. For other issues related to this solicitation please contact the procurement officer listed under Contact Information.

Notwithstanding the foregoing, this Agreement will terminate upon the earliest occurrence: by reaching the end of the term including any extensions exercised, or termination pursuant to the provisions of this Agreement.

2.2. Preparation of Offer

All forms provided must be completed and submitted with the Offer. The signed and completed

Conflict of Interest and Transparency form must be included or your Offer may be deemed non-responsive.

It is permissible to copy Submittal forms if necessary. Erasures, interlineations, or other modifications of the Offer must be initialed in original ink by the authorized person signing the

Offer. No offer will be altered, amended or withdrawn after the specified offer due date and time.

The City is not responsible for Offeror’s errors or omissions.

All time periods stated as a number of days will be calendar days.

It is the responsibility of all Offerors to examine the entire solicitation and seek clarification of any requirement that may not be clear and to check all responses for accuracy before submitting an offer. Negligence in preparing an offer confers no right of withdrawal after due date and time. Offerors are strongly encouraged to:

A. Consider applicable laws and/or economic conditions that may affect cost, progress, performance, or furnishing of the products or services.

B. Study and carefully correlate Offeror’s knowledge and observations with the solicitation and other related data.

C. Promptly notify the City of all conflicts, errors, ambiguities, or discrepancies that Offeror has discovered in or between the solicitation and other related documents.

mailto:procurement-support@opengov.com

D. The City does not reimburse the cost of developing, presenting or providing any response to this solicitation. Offers submitted for consideration should be prepared simply and economically, providing adequate information in a straightforward and concise manner. The Offeror is responsible for all costs incurred in responding to this solicitation. All materials and documents submitted in response to this solicitation become the property of the City and will not be returned.

E. Offerors are reminded that the specifications stated in the solicitation are the minimum level required and that offers submitted must be for products or services that meet or exceed the minimum level of all features specifically listed in this solicitation. Offers offering less than any minimum specifications or criteria specified are not responsive and should not be submitted.

F. Offer responses submitted for products considered by the seller to be acceptable alternates to the brand names or manufacturer’s catalog references specified herein must be submitted with technical literature and/or detailed product brochures for the

City’s use to evaluate the products offered. Offers submitted without this product information may be considered as non-responsive and rejected. The City will be the sole judge as to the acceptability of alternate products offered.

G. Prices will be submitted on a per unit basis by line item, when applicable. In the event of a disparity between the unit price and extended price, the unit price will prevail unless obviously in error.

2.3. Fixed Offer Price Period

All offers shall be firm and fixed for a period of 180 calendar days from the solicitation opening date.

2.4. Obtaining a Copy of the Solicitation and Addenda

Interested Offerors may download the complete solicitation and addenda from the City's

Procurement Portal: https://procurement.opengov.com/portal/phoenix/projects/253565. 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, Public Works Department, 200 W. Washington Street, 7th 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/253565

2.6. Inquiries

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

Portal and must be received by the due date indicated in the Schedule of Events. The City will not consider questions received after the deadline.

No informal contact initiated by Offerors on the proposed service will be allowed with members of City’s staff from date of distribution of this solicitation until after city council awards the contract. All questions concerning or issues related to this solicitation must be presented in writing.

The Procurement Officer will answer written inquiries in an addendum and publish any addenda on the City’s Procurement Portal.

2.7. Addenda

The City of Phoenix will not be responsible for any oral instructions made by any employees or officers of the City of Phoenix regarding this solicitation. Any changes will be in the form of an addendum. The Offeror must acknowledge receipt of any/all addenda through the City's

Procurement Portal.

Changes to terms and conditions of the Solicitation and resulting Agreement made pursuant to an addendum shall be memorialized in the Solicitation and resulting Agreement document. To that end, a parenthetical will be added to applicable provision(s) referencing the addendum that imposed the change. The language in the final provision will reflect the updated version.

2.8. Licenses

If required by law for the operation of the business or work related to this Offer, Offeror must possess all valid certifications and/or licenses as required by federal, state or local laws at the time of submittal.

2.9. Certifications

By signature in the Offer section of the Offer and Acceptance page(s), Offeror certifies:

• The submission of the Offer did not involve collusion or other anti-competitive practices.

• The Offeror must not discriminate against any employee, or applicant for employment in violation of Federal or State Law.

• The Offeror has not given, offered to give, nor intends to give at any time hereafter, any economic opportunity, future employment, gift, loan, gratuity, special discount, trip, favor, or service to a public servant in connection with the submitted Offer.

2.10. Submission of Offer

The City of Phoenix Public Works Department is accepting only electronic Offers for this solicitation. Offerors are responsible for submitting the Offer before the due date and time of the solicitation deadline.

The Offeror is responsible for managing potential delays due to delays caused by the Carrier or technical difficulties.

Submission of Offer – Electronic Submission:

Offers shall be submitted electronically via the City’s Procurement Portal by clicking on “Draft

Response” via https://procurement.opengov.com/portal/phoenix/projects/253565. Offerors must be registered with OpenGov by signing up via https://procurement.opengov.com/signup. Vendor training guides can be found at: https://opengov.my.site.com/support/s/article/ca6d1285-1e48-

4a21-bb0d-715edb7794ed.

Any original documents (such as bonds, guaranties, powers of attorney), if required by the solicitation, must be separately delivered to and received by the City on or prior to the exact time and date indicated in the Schedule of Events, with a clear indication of the Offer for which it is attributed.

It is the responsibility of the Offeror to ensure that the Offer is timely and to confirm that there are no technical reasons that any offer submitted electronically may be delayed. The date and time on the upload as received/stamped by the City’s Procurement Portal will provide proof of submission and verification whether the Offer was received on or prior to the exact time and date indicated in the Schedule of Events.

For assistance with submittals, vendors are welcome to use the OpenGov support chat (blue chat bubble in the bottom right corner) to connect with a member of OpenGov's support team who will be able to assist you with your submission.

Please DO NOT submit links to Google Docs, Dropbox Paper, or similar services. Your offer may be deemed non-responsive if your offer is supplied utilizing these services.

2.11. Withdrawal of Offer

At any time prior to the solicitation due date and time, an Offeror (or designated representative) may withdraw the Offer by clicking “Unsubmit Response” on the Offer submission via the City’s

Procurement Portal.

2.12. Offer Results

Offers will be opened on the offer due date, time and location indicated in the Schedule of

Events, at which time the name of each Offeror, and the prices may be read. Offers and other information received in response to the solicitation will be shown only to authorized City personnel having a legitimate interest in them or persons assisting the City in the evaluation.

Offers are not available for public inspection until after the City has posted the award recommendation on the City's Procurement Portal.

The City will post a preliminary offer tabulation on the City's Procurement Portal:

https://procurement.opengov.com/portal/phoenix/projects/253565 within five business days of the offer opening. The City will post the information on the preliminary tabulation as it was read during the offer opening. The City makes no guarantee as to the accuracy of any information on the preliminary tabulation. Once the City has evaluated the offers, the City will post an award recommendation on the City's Procurement Portal. By signing and submitting its Offer, each

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

https://procurement.opengov.com/portal/phoenix/projects/253565 https://procurement.opengov.com/signup https://opengov.my.site.com/support/s/article/ca6d1285-1e48-4a21-bb0d-715edb7794ed https://opengov.my.site.com/support/s/article/ca6d1285-1e48-4a21-bb0d-715edb7794ed https://procurement.opengov.com/portal/phoenix/projects/253565

2.13. Pre-Award Qualifications

Offeror must have been in operation a minimum of five-years years. The Offeror’s normal business activity during the past five-years years will have been for providing the goods or services in this solicitation, within the Phoenix metropolitan area.

2.14. 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.

2.15. Award of Contract

Unless otherwise indicated, award(s) will be made to responsive, responsible Offeror(s) who are regularly established in the service, or providing the goods, contained in this solicitation and who have demonstrated the ability to perform in an acceptable manner.

A. Factors that may be considered by the City include:

1. Technical capability of the Offeror to accomplish the scope of work required in the

Solicitation. This may include performance history on past and current government or industrial contracts; and,

2. Demonstrated availability of the necessary manpower (both supervisory and operational personnel) and necessary equipment to accomplish the scope of work in the Solicitation; and,

3. Safety record; and,

4. Offeror history of complaints and termination for convenience or cause.

B. Notwithstanding any other provision of this solicitation, the City reserves the right to: (1) waive any immaterial defect or informality; or (2) reject any or all offers or portions thereof; or (3) reissue a solicitation.

C. A response to a solicitation is an offer to contract with the City based upon the terms, conditions, and specifications contained in the City’s solicitation. Offers do not become contracts until they are executed by the Chief Procurement Officer or Department

Director. A contract has its inception in the award, eliminating a formal signing of a separate contract. For that reason, all of the terms, conditions and specifications of the procurement contract are contained in the solicitation, and in any addendum or contract amendment.

2.16. Solicitation Transparency Policy

Commencing on the date and time a solicitation is published, potential or actual Offerors or respondents (including their representatives) shall only discuss matters associated with the solicitation with the Mayor, any members of City Council, the City Manager, any Deputy City

Manager, or any department director directly associated with the solicitation (including in each case their assigned staff, except for the designated Procurement Officer) at a public meeting, posted under Arizona Statutes, until the resulting contract(s) are awarded to all offers or responses are rejected and the solicitation is cancelled without any announcement by the

Procurement Officer of the City’s intent to reissue the same or similar solicitation.

As long as the solicitation is not discussed, Offerors may continue to conduct business with the

City and discuss business that is unrelated to the solicitation with the City staff. Offerors may not discuss the solicitation with any City employees or evaluation panel members.

Offerors may discuss their proposal or the solicitation with the Mayor or one or more members of the Phoenix City Council, provided such meetings are scheduled through the Procurement

Officer, and are posted as open meetings with the City Clerk at least 24 hours prior to the scheduled meetings. The City Clerk will be responsible for posting the meetings. The posted notice shall identify the participants and the subject matter, as well as invite the public to participate.

With respect to the selection of the successful Offerors, the City Manager and/or City Manager's

Office will continue the past practice of exerting no undue influence on the process. In all solicitations of bids and proposals, any direction on the selection from the City Manager and/or

City Manager's Office and Department Head (or representative) to the proposal review panel or selecting authority must be provided in writing to all prospective Offerors.

This policy is intended to create a level playing field for all Offerors, assure that contracts are awarded in public, and protect the integrity of the selection process. OFFERORS THAT

VIOLATE THIS POLICY SHALL BE DISQUALIFIED. After official Notice is received by the City for disqualification, the Offeror may follow the Protest process, unless the Solicitation is cancelled without notice of intent to re-issue.

“To discuss” means any contact by the Offeror, regardless of whether the City responds to the contact. Offerors that violate this policy will be disqualified until the resulting contract(s) are awarded, or all offers or responses are rejected and the solicitation is cancelled without any announcement by the Procurement Officer of the City’s intent to reissue the same or a similar solicitation. The City interprets the policy as continuing through a cancellation of a solicitation until Council award of the contract, as long as the City cancels with a statement that the City will rebid the solicitation.

2.17. Protest Process

Offeror may protest the contents of a solicitation no later than seven days before the solicitation deadline when the protest is based on an apparent alleged mistake, impropriety or defect in the solicitation. Protests filed regarding the solicitation may be addressed by an amendment to the solicitation or denied by the City. If denied, the opening and award will proceed unless the City determines that it is in the City’s best interests to set new deadlines, amend the solicitation, cancel or re-bid.

Therefore, unless otherwise notified by a formal amendment, the Protester must adhere to all solicitation dates and deadlines, including timely filing of an offer, regardless of filing a protest.

Offeror may protest an adverse determination issued by the City regarding responsibility and responsiveness, within seven days of the date the Offeror was notified of the adverse determination.

Offeror may protest an award recommendation if the Offeror can establish that it had a substantial chance of being awarded the contract and will be harmed by the recommended award. The City will post recommendations on the City’s Procurement Portal to award the contract(s) to an Offeror(s). Offeror must submit award protests within seven days after the posting of the award recommendation, with exceptions only for good cause shown, within the

City’s full and final discretion.

All protests will be in writing, filed with the Procurement Officer identified in the solicitation and include the following:

• Identification of the solicitation number;

• The name, address and telephone number of the protester;

• A detailed statement describing the legal and factual grounds for the protest, including copies of relevant documents;

• The form of relief requested; and

• The signature of the protester or its authorized representative.

The Procurement Officer will render a written decision within a reasonable period after the protest is filed. The City will not request City Council authorization to award the contract until the protest process is complete. All protests and appeals must be submitted in accordance with the

City’s Procurement Code, (Phoenix City Code, Ch. 43) and any protests or appeals not submitted within the time requirements will not be considered. Protests must be filed with the

Procurement Officer.

2.18. Public Record

All Offers submitted in response to this solicitation will become the property of the City and become a matter of public record available for review pursuant to Arizona State law. If an

Offeror believes that a specific section of its Offer response is confidential, the Offeror will isolate the pages marked confidential in a specific and clearly labeled section of its Offer response. An Offeror may request specific information contained within its Offer is treated by the

Procurement Officer as confidential provided the Offeror clearly labels the information

“confidential.” To the extent necessary for the evaluation process, information marked as

“confidential” will not be treated as confidential. Once the procurement file becomes available for public inspection, the Procurement Officer will not make any information identified by the

Offerors as “confidential” available to the public unless necessary to support the evaluation process or if specifically requested in accordance with applicable public records law. When a public records request for such information is received, the Procurement Officer will notify the

Offeror in writing of any request to view any portion of its Offer marked “confidential.” The

Offeror will have the time set forth in the notice to obtain a court order enjoining such disclosure.

If the Offeror does not provide the Procurement Officer with a court order enjoining release of the information during the designated time, the Procurement Officer will make the information requested available for inspection.

2.19. Late Offers

Late Offers must be rejected, except for good cause. If a late Offer is submitted, the Department will document the date and time of the submittal of the late Offer, keep the Offer and notify the

Offeror that its Offer was disqualified for being a late Offer.

2.20. Right to Disqualify

The City reserves the right to disqualify any Offeror who fails to provide information or data requested or who provides materially inaccurate or misleading information or data. The City further reserves the right to disqualify any Offeror on the basis of any real or apparent conflict of interest that is disclosed by the Offer submitted or any other data or information available to the

City. This disqualification is at the sole discretion of the City. By submission of a solicitation response, the Offeror waives any right to object now or at any future time, before any agency or body including, but not limited to, the City Council of the City or any court as to the exercise by the City of such right to disqualify or as to any disqualification by reason of real or apparent conflict of interest determined by the City. The City reserves the right to replace the disqualified

Offeror.

2.21. Contract Award

In accordance with the City of Phoenix Code, Chapter 43, Section 43-12, Competitive Sealed

Bidding, award(s) shall be made to the lowest responsive and responsible offeror(s) whose offer conforms in all material respects to the requirements set forth in this solicitation. The City reserves the right to award a contract by individual line items, by group, all or none, or any other combination most advantageous to the City. The City reserves the right to award multiple contracts.

2.22. Determining Responsiveness and Responsibility

Offers will be reviewed for documentation of any required minimum qualifications, and completeness and compliance with the solicitation requirements. The City reserves sole discretion to determine responsiveness and responsibility.

Responsiveness: Nonresponsive Offers will not be considered in the evaluation process. The solicitation states criteria that determine responsiveness, and the solicitation includes terms and conditions that if included or excluded from Offers will render an Offer nonresponsive.

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

2.23. Equal Low Offer

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

3. Scope of Work

3.1. Purpose

The City of Phoenix, Public Works Department is seeking to establish one or more contract(s) to provide comprehensive roofing consulting services for city-owned buildings. The Contractor shall perform professional consultation services for city owned buildings that include the items described in this Scope of Work but may also include related services that are typically provided in the course of normal industry practices but not specifically mentioned herein including, specialized roof surveys, assessments, diagnostic testing, inspections and technical reporting, quality assurance, verification and validation of roofing repairs.

The Contractor shall produce a comprehensive Building Assessment and Evaluation (BASE)

Study and Specification Document of city-owned building’s roof structural deck system, membrane, insulation type, thickness, method of attachment, and R value measurement to utilize to secure services from roofing contractors. In addition, periodic quality assurance on-site inspections of in progress roofing contractor’s work will be required.

3.2. Background

The City of Phoenix, the city owns, and leases approximately 860 buildings located throughout

Phoenix metropolitan area, managed by the Public Works Department. The Public Works

Department requires roofing consulting services to analyze current roofing structures of city-owned buildings to ensure roofs are properly being maintained and repaired, in accordance with building codes, for the safety of occupants, employees, and the public. In addition, it is a necessary part of building maintenance to ensure that buildings meet the City’s building codes to be open to the public.

3.3. Definitions

A. Building Assessment and Evaluation (BASE) Study – For the purpose of this contract, is a quantitative technique and written report that can be used to assess and evaluate existing buildings or new building designs, conditions, and structure. This report will be utilized by the City of Phoenix to secure Roofing Contractors to complete the work needed based on the BASE Study.

B. Specification Document – This document will define the work that needs to be completed by the City of Phoenix’s Roofing Contractors, which includes a scope of work, based on the acceptance by the City and with consideration to the BASE Study.

C. Contractor – For the purpose of this contract, the consultant will be referred to as the

Contractor.

D. Roofing Contractor – the City of Phoenix’s roofing repair contractors who will be performing the work based on the Specification Document delivered by the Contractor.

E. City Representative - City project manager or other similarly titled staff who will be overseeing and accepting consultative services provided herein.

F. Material Event - is an event that could prevent or impede the Contractor’s ability or legal authority to perform its duties under this contract, including but not limited to the duty to render services. The following are deemed to be material events: (but the following are not intended to include every possible material event):

1. any regulatory enforcement action is brought against the Contractor, including but not limited to actions relating to any license, permit, or certification held by the

Contractor;

2. the Contractor is the subject of an investigation that may impact the ability to perform under this contract;

3. the Contractor is a party to litigation or other legal action where damages or other remedies are sought from the Contractor, including but is not limited to actions alleging the Contractor’s default on payment of wages, indebtedness, or taxes;

4. the Contractor’s assets are subject to a court-ordered restriction on transfer, including but not limited to attachment or garnishment (however, an order to garnish the wages of an employee of the Contractor is not considered to be a restriction on the transfer of the Contractor’s assets, for purposes of this contract);

5. any officer, director, or other management official of the Contractor, or any person owning or controlling over 25% of any class of securities issued by the Contractor, is the subject of regulatory enforcement action, criminal prosecution, or an action alleging dishonesty or fraud.

3.4. Contractor Requirements

The Contractor and subcontractors Shall:

A. Be an active member of the following organizations and associations throughout the contractual period of the Contract:

1. International Institute of Building Enclosure Consultants (IIBEC).

2. National Roofing Contractors Association (NRCA),

3. Roofing Consultant's Association (ARCA),

4. Western States Roofing Consultant's Association (WSRCA).

B. Comply with the Environmental Protections Agency’s (EPA) asbestos regulations under the Asbestos Hazard Emergency Response Act (AHERA) when performing inspection and sampling activities.

C. Comply with the National Emission Standard for Hazardous Air Pollutants (NESHAP) regulations as enforced by the Maricopa County Air Quality Department.

D. Ensure Core Samples are taken in accordance with AHERA Class III guidelines to prevent the possible release of asbestos materials. The City Representative will coordinate asbestos sampling and testing if needed.

E. Comply with all applicable state and local regulations related to the services outlined herein.

F. Provide staff who are qualified to inspect a variety of roofing types, properly trained and possess the knowledge in the following areas:

1. Roofing composition

2. Roof flashing

3. Roof projections and equipment

G. Not be contractually associated with a business entity that sells, installs or repairs roofing materials or systems.

H. Contractor will respond to service requests within twenty-four (24) hours and withing four

(4) hours for emergency services.

I. After hours shall be from 5:01 p.m. through 5:59 a.m., Monday through Friday, weekends, and City Holidays.

J. Notify the City within five (5) business days, in writing, if the Contractor:

1. fails to maintain or comply with applicable licenses or certification

2. receives notice or becomes aware of a claim or cause of action that would, if valid and enforceable against the Contractor, violate any provision in this contract;

3. becomes aware of any Material Event. The notice to the City shall describe the event or facts that triggered the delivery of the notice.

3.5. Service Requirements

The Contractor shall:

A. Upon request from the City, consultant contractor shall meet the City Facility Project

Planner to conduct an on-site visit inspection of the building roof.

B. Meet with the City, for the following reasons: scheduling, unforeseen conditions, coordination of involved parties, etc.

C. Develop a comprehensive roofing assessment of all roofing elements that surveys current conditions.

D. Identify roofing system or components that are not compliant with applicable building codes.

E. Provide detailed recommendations and prioritize what parts of roofing system to leave as-is, repair, or replace.

F. Provide a written BASE Study outlining recommendations and corrections within minimum eight (8) days upon request. At a minimum, assessment shall include, but not be limited to:

1. Debris on the roof.

2. Physical damage.

3. Structural deformation.

4. Roof surface membrane

5. Insulation

6. Drainage drains and ponding

7. Gutters and downspouts

8. Scupper systems and overflows

9. Roof access points

10. Surfaces including blisters, cracks, alligatoring due to aging and deterioration , water staining, and protrusions

11. Granule condition and loss

12. Signs of previous repairs

13. Condition of soffits, fascia and rakes

14. Ventilation

15. Flashings

16. Curbs and parapet walls

17. Defects due to sunlight and/or seasonal changes.

18. Roof life expectancy

19. Areal map of facility roof(s)

20. Estimated cost of repair, restoration or replacement of roof structure

G. Additional Service Requirements, services requirements include the items described in this Scope of Work but may also include additional related services.

1. Scope of Work – Contractor must develop detailed reporting with the description of work to be performed by roof contractor.

2. Specification Document – Contractor must develop detailed description of requirements, design, standard of workmanship and materials for the project.

3. Construction Details – Contractor must provide detail drawings of roof construction design elements.

4. Inspection or Assessment Reporting - Contractor must submit an electronic copy in PDF format, of a clearly written BASE Study of all observable roof and peripheral roof area construction and conditions, complete with color photographs of conditions where needed.

5. Estimated Cost or Quote - Contractor must develop detailed budgets and schedules in accordance with recommendations from the assessment(s).

6. Notice to Bidder – Contractor must provide a notice to describe project location and basic scope of work with a pre-bid meeting date, bid due date and instructions for bidding on the project.

7. Instruction to Bidder – Contractor must develop detailed instruction to bidders to comply with the bid requirements.

8. Conditions of the Construction Contract – Contractor must explain the required conditions of the construction contract.

9. Architecture – Contractor shall be able provide stamped designs and specifications.

10. Structural Engineering – Contractor shall be able provide engineering reports regarding structural status.

11. Sampling - Contractor shall be able provide trained and equipped analytical measures including but not limited to leak detection, core sampling and moisture penetration analysis

12. Infrared Thermal Imaging - Contractor shall be able to employ or have employed a full-time, certified, infrared thermographer trained and certified with a minimum level

1 certification by the American Society of Non-destructive Testing – SNT-TC-1A.

Thermographer must be trained in correct usage of ASTM-C1153-97 procedures for infrared imaging moisture scans to determine if moisture is present.

13. Asbestos Inspection – Contractor shall be able to provide Inspection Reports completed by AHERA-Certified Building Inspector to determine if asbestos is present.

14. Leak Testing – Contractor shall be able water tests to determine presence and/or location of leaks.

15. Foam Compression Testing – Contractor shall be able evaluate foam product to determine compression strength and ability to support weight, pressure and load limit.

3.6. Inspection and Assessment Reporting Requirements

The Contractor shall:

A. Ensure the BASE Study shall include an executive summary that addresses the roof condition and synopsis of overall roof condition. The BASE Study shall be inclusive of the following categories:

1. Repair Information

2. Restoration Procedures

3. Replacement Information

4. Cost and Priorities

5. Total Square Footage

6. Replacement Value of Roof Investment

7. Estimated Annual Maintenance Cost

8. Total Estimated Cost of Recommended Work

B. Roof Inspection Information shall include the following information:

1. Roof Category

2. Roof Leaks

3. Sensitivity to Leakage

4. Previous Moisture Analysis

5. Annual expected maintenance cost

6. Priority repair recommendation

7. Restoration/Replacement Value of Roof in Phoenix, Arizona

8. Roof life expectancy

9. Roof Construction

10. Roof System

11. Flashing System

12. Roof Projections and Equipment

C. BASE Study shall include the following information:

1. Date of Inspection

2. Facility Name

3. Work Order number

4. Name of Requestor

5. Roof Name

6. Building Address

7. Inspector Name

8. Weather Conditions

9. Number of Stories

10. Year of Roof Installation

11. Roof Size in Square Footage

12. Roof Diagrams

13. Roof Warranty

14. Access to Roof

15. Visible Roof Characteristics

16. Water Drainage System

17. Skylight condition

D. Parameter Drawings

1. Summary outline drawings of all roofs inspected showing the perimeters of each area, major roof mounted equipment, and major problem areas will be included.

3.7. Quality Assurance Requirements

The Contractor shall:

A. Conduct on-site visits to provide quality assurance monitoring to report current conditions and project status.

B. Conduct periodic quality assurance on site assessments through the course of the work being done by Roofing Contractors to ensure compliance with the Specification

Document.

C. Ensure the roof installation is in compliance with all previous manufacturer's requirements.

D. Assist the City with issues related to roofing work that occur during projects. Immediately report deficiencies with Roofing Contractor’s work to designated City representative.

E. Ensure that the Roofing Contractor provides qualified labor and proper material for roofing work.

F. Assist City with review of Roofing Contractor schedule, validity of change orders and contract document/work scope variances.

G. Conduct punch list inspection and documentation with the Roofing Contractor and City near project completion.

H. Review the Roofing Contractor’s operation, maintenance, and warranty manual(s) for conformance to the project specifications.

I. Developed written reports

J. Assist in the review and troubleshooting of issues during warranty period.

3.8. Construction Administration Requirements

The Contractor shall:

A. Upon City approval of the BASE Study, the Contractor shall work with the City to prepare a Specification Document detailing project requirements based on the BASE Study to be presented to roofing contractors for the purpose of obtaining a quote and establishing a work order.

B. Provide the BASE Study and Specification Document to the City within the turnaround times:

1. Simple Commercial Roof (1-2 buildings): 3-7 business days after site inspection

2. Large facilities or multi-building portfolios (3 or more buildings): 1-3 weeks after site inspections

3. Reports requiring detailed moisture scans, core cuts, or engineering review: 2-

4 weeks after site inspections

4. Portfolio-wide baseline assessments: 4–8 weeks, depending on number of buildings and data collection required

C. Provide the Specification Document to be reviewed and approved by the City prior to receiving quotes from roofing contractors, the document should include but not limited to.

1. Scope of Work

2. Quality Control

3. Delivery, Storage, and Handling

4. Site Conditions

5. Products

6. Alternate Product Substitution

D. Participate in pre-construction conferences and provide written responses to roofing contractor questions.

1. Pre-Bid Meeting – Contractor must conduct the meeting on-site at the City facility location to ensure that all parties understand the project requirements and go over project details prior to bidding.

2. Pre-Roofing Meeting – Contractor must conduct the meeting with all parties to go over details, review project documents and setup at the project site.

E. Develop written inspection reports, including the verification of completed work, customer acceptance, and completion of punch out lists items.

F. Inspection reports will be reviewed and approved by the City prior to close out.

1. Punch List Inspection - Site inspection to identify any items that need to be corrected/completed at the time of project completion.

2. Close Out Inspection - Must produce a final written report upon completion of roofing construction to the City designated representative. Verification that all punch list items (items to be corrected/completed) are complete and the project is 100% finished, warranties have been received and closed out. Photos of completion will be included in the final report, the Contractor assist Roofing Contractor in obtaining manufacturer's and craftmanship warranty when applicable.

4. Standard Terms and Conditions

4.1. Definition of Key Words Used in the Solicitation

Shall, Will, Must: Indicates a mandatory requirement. Failure to meet these mandatory requirements may result in the rejection of Offer as non-responsive.

Should: Indicates something that is recommended but not mandatory. If the Offeror fails to provide recommended information, the City may, at its sole option, ask the Offeror to provide the information or evaluate the Offer without the information.

May: Indicates something that is not mandatory but permissible.

For purposes of this solicitation, the following definitions will apply:

“A.R.S.” Arizona Revised Statute

“Buyer” or “Procurement Officer” City of Phoenix staff person responsible for the solicitation.

The City employee or employees who have specifically been designated to act as a contact person or persons to the Contractor, and responsible for monitoring and overseeing the

Contractor's performance under this contract.

"City" The City of Phoenix

"Contractor" The individual, partnership, or corporation who, as a result of the competitive process, is awarded a contract by the City of Phoenix.

"Contract” or “Agreement" The legal agreement executed between the City of Phoenix, AZ and the Contractor.

“Days” Means calendar days unless otherwise specified.

“Chief Procurement Officer” The contracting authority for the City of Phoenix, AZ, authorized to sign contracts and amendments thereto on behalf of the City of Phoenix, AZ.

“Employer” Any individual or type of organization that transacts business in this state, that has a license issued by an agency in this state and employs one or more employees in this state.

Employer includes this state, any political subdivision of this state and self-employed persons. In the case of an independent contractor, employer means the independent contractor and does not mean the person or organization that uses contract labor. (A.R.S. 23-211).

“Offer” Means a response from a Supplier, Contractor, or Service Provider to a solicitation request that, if awarded, binds the Supplier, Contractor, or Service Provider to perform in accordance with the contract. Same as bid, proposal, quotation or tender.

“Offeror” Any Vendor, Seller or Supplier submitting a competitive offer in response to a solicitation from the City. Same as Bidder or Proposer.

“Solicitation” Means an Invitation for Bid (IFB), Request for Proposal (RFP), Request for

Quotations (RFQ), Request for Qualifications (RFQu) and request for sealed Offers, or any other type of formal procurement which the City makes public through advertising, mailings, or some other method of communication. It is the process by which the City seeks information, proposals, Offers, or quotes from suppliers.

“Suppliers” Firms, entities or individuals furnishing goods or services to the City.

“Vendor or Seller” A seller of goods or services.

4.2. City’s Vendor Self-Registration and Notification

Vendors must be registered in the City’s Procurement Portal at https://procurement.opengov.com/portal/phoenix to respond to solicitations and access procurement information.

Vendors are required to register in the City’s procurePHX Self-Registration System

(https://eprocurement.phoenix.gov/irj/portal) prior to contract execution. Registration is not required at the time of offer submission. However, the City will not execute a contract with any awarded vendor until registration is complete.

4.3. 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.

4.4. Contract Interpretation

A. Applicable Law: This Contract will be governed by the law of the State of Arizona, and suits pertaining to this Contract will be brought only in Federal or State courts in

Maricopa County, State of Arizona.

B. Contract Order of Precedence: In the event of a conflict in the provisions of the

Contract, as accepted by the City and as they may be amended, the following will prevail in the order set forth below:

1. Federal terms and conditions, if any

2. Special terms and conditions

3. Standard terms and conditions

4. Amendments

5. Statement or scope of work

6. Specifications

7. Attachments

8. Exhibits

9. Instructions to Contractors

10. Other documents referenced or included in the Solicitation

C. Organization – Employment Disclaimer: The Agreement resulting hereunder is not intended to constitute, create, give rise to or otherwise recognize a joint venture https://procurement.opengov.com/portal/phoenix https://eprocurement.phoenix.gov/irj/portal agreement or relationship, partnership or formal business organization of any kind, and the rights and obligations of the parties will be only those expressly set forth in the agreement. The parties agree that no persons supplied by the Contractor in the performance of Contractor’s obligations under the agreement are considered to be City’s employees and that no rights of City civil service, retirement or personnel rules accrue to such persons. The Contractor will have total responsibility for all salaries, wage bonuses, retirement, withholdings, workmen’s compensation, occupational disease compensation, unemployment compensation, other employee benefits and all taxes and premiums appurtenant thereto concerning such persons, and will save and hold the City harmless with respect thereto.

D. Severability: The provisions of this Contract are severable to the extent that any provision or application held to be invalid will not affect any other provision or application of the contract which may remain in effect without the invalid provision or application.

E. Non-Waiver of Liability: The City of Phoenix as a public entity supported by tax monies, in execution of its public trust, cannot agree to waive any lawful or legitimate right to recover monies lawfully due it. Therefore, any Contractor agrees that it will not insist upon or demand any statement whereby the City agrees to limit in advance or waive any right the City might have to recover actual lawful damages in any court of law under applicable Arizona law.

F. Parol Evidence: This Agreement is intended by the parties as a final expression of their agreement and is intended also as a complete and exclusive statement of the terms of this agreement. No course of prior dealings between the parties and no usage in the trade will be relevant to supplement or explain any term used in this Contract.

Acceptance or acquiescence in a course of performance rendered under this contract will not be relevant to determine the meaning of this Contract even though the accepting or acquiescing party has knowledge of the nature of the performance and opportunity to object.

4.5. Contract Administration and Operation

A. Records: All books, accounts, reports, files and other records relating to the contract will be subject at all reasonable times to inspection and audit by the City for five years after completion of the contract. Such records will be produced at a City of Phoenix office as designated by the City. Confidentiality will be maintained, and City will not violate any proprietary or other confidentiality agreements Contractor has in place.

B. Discrimination Prohibited: Contractor agrees to abide by the provisions of the Phoenix

City Code Chapter 18, Article V as amended. Any Contractor, in performing under this contract, will not discriminate against any worker, employee or applicant, or any member of the public, because of race, color, religion, sex, national origin, age or disability nor otherwise commit an unfair employment practice. The supplier and/or lessee will take action to ensure that applicants are employed, and employees are dealt with during employment without regard to their race, color, religion, sex, or national origin, age or disability and adhere to a policy to pay equal compensation to men and women who perform jobs that require substantially equal skill, effort and responsibility, and that are performed within the same establishment under similar working conditions. Such action will include but not be limited to the following: Employment, promotion, demotion or transfer, recruitment or recruitment advertising, layoff or termination; rates of pay or other forms of compensation; and selection for training; including apprenticeship. The supplier further agrees that this clause will be incorporated in all subcontracts with all labor organizations furnishing skilled, unskilled and union labor, or who may perform any such labor or services in connection with this contract.