Security_Systems_Design,_Installation,_and_Maintenance_(Addendum_#2_Revision).pdf

REQUEST FOR PROPOSAL - PROFESSIONAL

SERVICES

RFP 26-FMD-024

SECURITY SYSTEMS DESIGN, INSTALLATION, AND

MAINTENANCE

CITY OF PHOENIX

PUBLIC WORKS

200 W. WASHINGTON ST.

PHOENIX, AZ

85003

RELEASE DATE: July 15, 2025

DEADLINE FOR QUESTIONS: August 4, 2025

RESPONSE DEADLINE: August 14, 2025, 11:00 am

City of Phoenix

REQUEST FOR PROPOSAL - PROFESSIONAL SERVICES

RFP 26-FMD-024

Security Systems Design, Installation, and Maintenance

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

Attachments:

A - Exhibit G Emergency Call Box Phone Test

B - Scope of Work

C - Acceptance of Offer Form 2025

D - Exhibit A Evaluation Project Drawing

E - Exhibit B Security Alarm System Inspection

F - Exhibit C CCTV PM Checklist

G - Exhibit D Elevator Emergency Phone Test

H - Exhibit E Panic Button Test

I - Exhibit F Project Proposal Form

J - Addenda 1 Exhibit A Evaluation Project Drawing AutoCad

K - Addenda 2 Exhibit A Rev Evaluation Project Drawing

Request For Proposal - Professional Services #RFP 26-FMD-024 Title: Security Systems Design, Installation, and Maintenance

1. INSTRUCTIONS

1.1. Introduction

1.1.1. Contact Information

Audrey Mims

Public Works

Email: audrey.mims@phoenix.gov

Phone: (602) 256-4361

1.1.2. 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 (Audrey Mims) at (602) 256-4361/Voice or 711/TTY, or audrey.mims@phoenix.gov, no later than two (2) weeks prior to the meeting.

Solicitation Issue Date: July 15, 2025

Pre-Offer Conference (Non-Mandatory): July 30, 2025, 10:00am virtual

Written Inquiries Due Date: August 4, 2025, 1:00pm

Offer Due Date: August 14, 2025, 11:00am

1.1.3. Pre-Offer Conference and Bid Opening

Any Offerors that are interested in virtually attending the Pre-Offer Conference and/or to listen to the Bid Opening meeting live, may contact Audrey Mims at audrey.mims@phoenix.gov and the

Offeror will be sent the meeting invite(s).

1.2. Description – Statement of Need

The City of Phoenix invites sealed offers for Security Systems Design, Installation and

Maintenance for a three (3) year term with a two (2) year option period commencing on or about

February 1, 2026, in accordance with the specifications and provisions contained herein or the

“Effective Date” which is upon award by City Council, conditioned upon signature and recording by the City Clerk’s department, as required by the Phoenix City Code, whichever is later.

This solicitation is available through Arizona Relay Service 7-1-1. Please call TTY 800-367-8939 for assistance.

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.

1.3. Minimum Qualifications

The qualified and responsive Offeror must meet all minimum qualifications listed below. Should an Offeror fail to meet one of the minimum qualifications identified, the Offer will be disqualified as non-responsive.

Enter Minimum Qualifications

a. Offeror must have been in operation a minimum of five (5) years. The Offeror's normal business activity during the past five (5) years will have been for providing the services in this solicitation.

b. Offeror must have at least one (1) of the following Certifications: 1) Software House Hardware and Software Certification and Software House Systems Administration, 2) Milestone Closed

Circuit Television (CCTV) Camera and Surveillance Hardware and Software - Version 2013 or higher Certification, and/or 3) Stenofone Audio Visual Integration Hardware and Software

Certification.

1.4. Agreement Term and Contractual Relationship

Offerors are responsible for reading the agreement and submitting any questions about it in accordance with the process listed in this agreement. By submitting a proposal, each Offeror agrees it will be bound by the agreement. The City anticipates a three (3) year term with a two

(2) year option period. Notwithstanding the foregoing, this Agreement will terminate upon the earliest occurrence of any of the following:

• reaching the end of the term and any extensions;

• completing the services set forth in the Scope of Work (the “Services”);

• payment of the maximum authorized compensation; or

• termination pursuant to the provisions of the Agreement.

1.5. Instructions

1.5.1. 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.

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.

1.5.2. Exceptions

Offerors must not take any exceptions to any terms, conditions or material requirements of this solicitation. Offers submitted with exceptions will be deemed non-responsive and disqualified from further consideration. Offerors must conform to all the requirements specified in the solicitation. The City encourages Offerors to ask the Procurement Officer questions rather than including exception in their Offer.

1.5.3. 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.

1.5.4. 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 with their submittal.

1.5.5. 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.

1.5.6. 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.

1.5.7. 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/180047. Offerors must be registered with OpenGov by signing up via https://procurement.opengov.com/signup. Vendor https://procurement.opengov.com/portal/phoenix/projects/180047 https://procurement.opengov.com/signup 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.

1.5.8. 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.

1.5.9. 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 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/180047 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.

1.5.10. Award of Contract

A. The Offeror whose offer receives the highest score will be recommended for contract award.

The City also reserves the right to make multiple contract awards.

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

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.

1.5.11. City's Right to Disqualify for Conflict of Interest

The City 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 available to the City. This disqualification is at the sole discretion of the City. Any Offeror submitting an Offer herein waives any right to object now or at any future time, before anybody or agency, including but not limited to, the City Council of the City of Phoenix or any court.

1.5.12. Solicitation Transparency Policy

A. 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.

B. 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.

C. 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.

D. 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.

E. “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.

1.5.13. Protest Process

A. 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.

B. 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.

C. 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.

D. 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.

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

1. Identification of the solicitation number;

2. The name, address and telephone number of the protester;

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

4. The form of relief requested; and

5. The signature of the protester or its authorized representative.

F. 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 administrative regulations and any protests or appeals not submitted within the time requirements will not be considered. Protests must be filed with the Procurement Officer.

1.5.14. 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.

1.5.15. 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.

1.5.16. 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.

1.5.17. Statement of Bonding Ability

Offerors must submit a letter from a bonding or insurance company stating that the Offeror can qualify for and procure the performance and/or payment surety required in this solicitation.

Submittals received without the required statement of ability to secure a performance or payment surety may be considered as non-responsive. Offerors anticipating the submittal of a cash surety in lieu of a bond should submit a statement notifying the City.

1.5.18. Performance Bond

A performance surety in the amount of 10% of the total contract amount shall be provided by the

Contractor immediately after notice of award. The City of Phoenix will not issue a written purchase order or give notice to proceed in any form until the surety is received by the

Procurement Officer. The performance surety must be in the form of a bond, cashier's check, certified check or money order. Personal or company checks are not acceptable unless certified. If surety is in the form of a bond, the company issuing the surety must be authorized by the Insurance Department of Arizona to transact business in the State of Arizona or be named on the approved listing of non-admitted companies. A Certificate of Deposit (CD) issued by a local Phoenix bank may also be used as a form of surety provided that the CD is issued jointly in the name of the City of Phoenix and the Contractor, and that the Contractor endorses the CD over to the City at the beginning of the contract period. Interest earnings from the CD can be retained by the Contractor.

1.5.19. 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.

1.5.20. 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.

1.5.21. 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.

1.5.22. Minimal Responsiveness

Upon receipt, the City shall review each proposal to determine whether it meets the minimum qualifications set forth in this Solicitation to qualify for initial evaluation. Any proposals that, in the City’s determination, do not meet the minimum qualifications, may be set aside and not considered further. The City shall notify Proposers if their proposal was set aside as not meeting the minimum qualifications, unless the City determines in writing that doing so would unreasonably compromise the City’s ability to continue the evaluation process for the remaining proposals.

1.5.23. 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.

1.5.24. 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.

1.5.25. Offers Not Within the Competitive Range

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

Range.

1.5.26. 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.

1.5.27. 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.

1.5.28. Fixed Offer Price Period

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

1.5.29. 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/180047. 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.

1.5.30. 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.

1.6. 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 Scope of Work. The Weight (Points) for each Evaluation Criteria are the maximum points that may be assigned for that Criteria. The following evaluation criteria will be used to evaluate all Offers:

No. Evaluation Criteria Scoring Method Weight (Points)

1. Project Approach and Procedures

(Technical Proposal Tab 1)

1. The project approach and procedures will be scored in terms of clarity, completeness, logic, and ease of understanding.

A. Describe the firm’s overall approach to providing the services required under the resulting contract.

B. Describe the firm’s project management approach, scheduling techniques, and resource management including administrative, labor and material resources/support.

C. Develop a process and provide procedures to communicate and track the project work orders and line-item quantities.

D. Submit an Equipment List specifying all equipment owned

(such as, scissor lifts, forklifts, boom lifts, or other equipment normally employed in the course of work associated with the specification of this RFP).

E. Specifically address the standby nature of the resulting contract and the fact that multiple, simultaneous work may be performed over a widely dispersed area.

F. Evaluation Project (included as part of the scoring criteria) o Utilizing the information included in the RFP and letters A - E above, please review the following

Statement of Work and Objective

(below). Provide a turnkey project to include the hardware and software used.

Your presentation shall include all reporting, Tech

Points Based 300 (30% of Total)

Notes and Closeout Package procedures.

2. The Evaluation Panel should be able to understand how you implemented the project, team members used, parts and labor (use the included parts, pricing, and labor rates provided in the Price Proposal) broken out in detail, and the timeline for your milestones. The Evaluation Panel will be looking for completeness of the processes, detailed reporting and proper invoicing procedures at a minimum. The

Evaluation Panel will be using the project scenario below to assist in scoring this

Evaluation Criteria of Project Approach and

Procedures. This must be submitted with your Offer to be considered responsive.

3. Statement of Work (Project scenario example)

Security Systems Management Division

(SSMD) is requesting the design of a new cost-efficient Intrusion Detection System

(IDS), Access Control System (ACS), &

Closed-Circuit Television (CCTV) camera surveillance system. This office space does not currently have an existing IDS, ACS, or

CCTV in place. The integration must be performed according to SSMD system standards contained in subject solicitation and exhibits.

3a. Objective

To render a code compliant, IDS, ACS, and

CCTV. By means of the drawing provided in (Exhibit A – Evaluation Project Drawing), the specifications, exhibits, and attachments, contained in or included in the solicitation, complete this exercise as follows:

A. Install an intrusion system to cover the office space, office shop, and office storage.

B. Install card access at four (4) doors throughout the office space utilizing the equipment needed to secure the facility.

C. Install a camera surveillance system to cover two (2) entrance points along with cross shots of the elevator lobby.

2. Quality Management Plan (Technical

Proposal Tab 2)

Describe how the Offeror plans to manage the work to ensure that the City’s quality objectives and standards are met or exceeded. Offeror's description should include:

A. The firm’s methodology for quality control.

B. Explain your firm’s philosophy for providing long term maintenance, support and upgrades to equipment or software.

C. The experience of the field supervisor(s) who will be performing quality control oversight and their tenure with the firm.

D. Staffing levels for each group and/or type of service required. Describe how many teams (include typical team sizes) will be available to handle service-related calls, identify primary and secondary project managers, and describe a typical project team.

E. A plan for familiarizing contract workers with the various City facilities/building sites, the specialized systems installed in City facilities, and training workers on the City's technical standards.

Points Based 290 (29% of Total)

3. Statement of Qualifications (Technical

Proposal Tab 3)

1. Describe in detail the experience of the firm in providing the installation, integration, and maintenance of the specified

Specialized Building Systems at buildings and other types of facilities, i.e.

government facilities, commercial office environments, cash handling counters, information centers, warehouses, well sites, communication towers, parking garages/lots, etc. within the State of

Arizona. In addition:

A. Provide a list and a brief description of the firm’s current workload and explain how you will ensure that you have the resources available to meet the needs of the City on multiple projects.

B. Provide a list and brief description of any service contracts or project(s) previously completed for the City; include the total value or cost as applicable.

C. Describe your ability to provide full

AutoCAD 2020 (or newer) services, including modification/conversion of existing PDF drawings to AutoCAD drawings, the level of expertise of your personnel, and the AutoCAD version you are presently using.

D. Provide a detailed description of the expertise of your technical level staff including degrees, certifications, tenure with the firm, and list any professional organizations they belong to. Specifically acknowledge your Certified Protection

Professional (CPP), Physical Security

Professional (PSP), and Electronic

Engineer etc. on staff. The City of

Phoenix desires the Offeror's Technical level staff possess the three (3) certificates below. If Offeror's Technical level staff does not possess the three (3) certifications, they must possess at least one of the following mandatory certifications and must provide a copy of the certification(s) with their offer:

• Software House Hardware and

Software Certification and

Software House Systems

Administration.

Points Based 245 (24.5% of Total)

• Milestone Closed Circuit

Television (CCTV) Camera and

Surveillance Hardware and

Software Version 2013 or higher

Certification.

• Stenofone Audio Visual

Integration Hardware and

Software Certification.

E. The following are examples of

Certifications that are desired by the City of

Phoenix for technical level staff:

• Specialized Systems Certification for Mastermind

• Axis CCTV Camera and

Surveillance System

F. Provide a detailed description of the expertise of your IT level staff, including degrees, certifications, tenure with the firm, and list any professional organizations they belong to.

Specifically acknowledge your Microsoft Certified

System Engineers (MCSE) and Microsoft Certified

System Administrators

(MCSA) etc. on staff. Also list all manufacturers that the

Offeror’s IT level staff are certified for both hardware and software service.

G. The following are examples of Certifications that are desired by the City of Phoenix for IT level staff:

• Microsoft Certified

Systems Administrator

(MCSA)

• Microsoft Certified

Systems Engineer

(MCSE)

• Microsoft Certified

Professional (MCP) on

Windows XP, Windows

Server and SQL Server

• Microsoft Certified Project

Management

Professional (MCPMP)

• AutoCAD/AutoDesk

H. Provide a list of five (5) references for projects you have completed within the last two (2) years, including subcontracted projects if applicable. Please provide accurate names, emails, and phone numbers, and a brief description of the work you completed to include the total project cost. Please limit your references to one (1) within the same company or City department for each project.

I. Provide a description of the minimum recruitment qualifications for your technicians, project managers, and AutoCAD professionals.

4. Pricing Proposal

Offeror shall complete the Price Proposal.

Points Based 165 (16.5% of Total)

2. AGREEMENT

2.1. Professional Services Agreement

BETWEEN

THE CITY OF PHOENIX

AND

CONTRACTOR NAME

This AGREEMENT is made and entered into this February 1, 2026, (“the Effective Date”), or as of the City Clerk date, whichever is later, by and between the City of Phoenix, Arizona, a municipal corporation of the State of Arizona (hereinafter referred to as “City”) and insert legal name of Contractor here, insert state of corporation and correct business name – Corporation, LLC, etc that you have confirmed on the Arizona Corporation Commission website, (hereinafter referred to as “ Contractor”).

RECITALS

A. The City Manager of the City of Phoenix, Arizona, is authorized by the provisions of the

City Charter to execute agreements for professional services.

B. The City desires to obtain the services that are specifically set forth in this Agreement.

C. The City procured these professional services in accordance with the Phoenix City Code and Administrative Regulation 3.10.

D. Contractor possesses the skills and expertise necessary to provide such services as desired by the City.

E. This Agreement is authorized by the City Council (Ordinance Number and Agenda

Number if applicable) Enter date.

NOW, THEREFORE, it is agreed by and between the parties as follows:

2.2. Term of Agreement

A. This Agreement begins on the Effective Date in the above introductory paragraph, and upon approval by the City, for three (3) years and a two (2) year option period.

B. This Agreement will terminate upon the earliest occurrence of any of the following:

1. reaching the end of the term exercised as set forth above in Paragraph A;

2. completing the services set forth in the Scope of Work;

3. payment of the maximum compensation under Paragraph Payment of this

Agreement; or

4. termination pursuant to the provisions of this Agreement.

2.3. Payment

A. Under this Agreement, the City will pay for Services at the rate(s) specified in the Price

Schedule. Contractor will submit an invoice after completion and acceptance of the work by a City representative. Each invoice will be accompanied with itemized receipts. The invoice will be submitted free of mathematical errors and/or missing supporting documentation. All appropriate documentation will be provided that supports the charges reflected in the invoice. Upon finding of an error and/or missing documentation, the City will return the invoice to the Contractor. Contractor will promptly resubmit the revised invoice to the City. Each revised invoice will document the date that the revised invoice is submitted to the City. Requests for payment must be submitted with documentation of dates and hours worked, hourly rate charged, and a detailed description of the Services performed. Failure of City to identify an error does not waive any of the City’s rights.

B. Invoices will be submitted to: invoices@phoenix.gov.

2.4. Scope of Work and Special Terms and Conditions

Contractor will provide services that will be in accordance with the Scope of Work. In performing these services, Contractor will also specifically comply with the applicable Special Terms and

Conditions that are set forth herein. Contractor will provide progress reports to the Security

Systems Management Division per a mutually agreed-upon schedule.

2.5. Standard Terms and Conditions

2.5.1. 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.

2.5.2. 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 must also be registered in the City’s procurePHX Self-Registration System at https://www.phoenix.gov/procure prior to contract execution.

The City may, at its sole discretion, reject any offer from an Offeror who has not registered.

2.5.3. 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.

2.5.4. 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.

https://procurement.opengov.com/portal/phoenix https://www.phoenix.gov/procure

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 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.