Streetlight_Maintenance_Services_(Addendum_#1_Revision).pdf

REQUEST FOR PROPOSAL - GOODS AND SERVICES

RFP GGS-26-0220

STREETLIGHT MAINTENANCE SERVICES

CITY OF PHOENIX

FINANCE CENTRAL PROCUREMENT

251 W WASHINGTON ST

PHOENIX, AZ

85003

RELEASE DATE: May 28, 2026

DEADLINE FOR QUESTIONS: June 4, 2026

RESPONSE DEADLINE: June 30, 2026, 2:00 pm

City of Phoenix

REQUEST FOR PROPOSAL - GOODS AND SERVICES

RFP GGS-26-0220

Streetlight Maintenance 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

Attachments:

A - Acceptance of Offer Form 2026

B - BACK UP LOG

C - Final Inspection Check Off

D - COP GE LED Luminaires GEN 7 REV 3-10-26 - Current MAG and City of Phoenix

Specifications and Details

E - Traffic Baricade Manual - Revised 9th Edition_042021

F - City of Phoenix Streetlight Guidelines

G - The METRO Light Rail Operations and Maintenance Agreement

H - APS Streetlight Specifications

J - Streetlight Fields Asset Management System

K - 2018 Street Classification Map

Request For Proposal - Goods and Services #RFP GGS-26-0220 Title: Streetlight Maintenance Services

1. Introduction

1.1. Contact Information

Alicia Olivas

Finance Central Procurement

Email: alicia.olivas@phoenix.gov

Phone: (602) 495-2006

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 (Alicia Olivas) at (602) 495-2006/Voice or 711/TTY, or alicia.olivas@phoenix.gov, no later than five (5) business days prior to the meeting.

Solicitation Issue Date: May 28, 2026

Pre-Offer Conference (Non-Mandatory): June 1, 2026, 10:30am

Meeting link https://cityofphoenix.webex.com/cityofphoen ix/j.php?MTID=mdd993736b78110cc28578

7ae4390b647

Meeting number

2343 470 2779

Meeting password

Qfk5VBJGd37

Host key

415412

Join by video system

23434702779@cityofphoenix.webex.com

Join by phone

US Toll

+1-415-655-0001

Access code

23434702779

Global call-in numbers https://cityofphoenix.webex.com/cityofphoen ix/globalcallin.php?MTID=md8deb15530902

1f24a53bc4c54535b74

Written Inquiries Due Date: June 4, 2026, 2:00pm

Offer Due Date: June 30, 2026, 2:00pm https://cityofphoenix.webex.com/cityofphoenix/j.php?MTID=mdd993736b78110cc285787ae4390b647 https://cityofphoenix.webex.com/cityofphoenix/j.php?MTID=mdd993736b78110cc285787ae4390b647 https://cityofphoenix.webex.com/cityofphoenix/j.php?MTID=mdd993736b78110cc285787ae4390b647 mailto:23434702779@cityofphoenix.webex.com https://cityofphoenix.webex.com/cityofphoenix/globalcallin.php?MTID=md8deb155309021f24a53bc4c54535b74 https://cityofphoenix.webex.com/cityofphoenix/globalcallin.php?MTID=md8deb155309021f24a53bc4c54535b74 https://cityofphoenix.webex.com/cityofphoenix/globalcallin.php?MTID=md8deb155309021f24a53bc4c54535b74

2. Instructions

2.1. Description – Statement of Need

The City of Phoenix invites sealed offers for streetlight maintenance 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 December 1, 2026, or the Effective

Date, whichever is later.

The term of this Agreement will be for five (5) years, beginning on the Commencement Date, with two 1-year options to extend, which may be exercised by the City in its sole discretion.

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 240 calendar days from the solicitation opening date.

2.4. Vendor Security Maturity Questionnaire

As a part of the evaluation process, Offerors who have been deemed as responsive shall be required to complete and submit a Vendor Security Maturity Questionnaire. The process is the following:

1. All Vendors shall submit an email address of an IT Specialist with the skills and knowledge of the Vendor’s IT systems, as the person to whom the Questionnaire will be sent.

2. The City of Phoenix will send the Vendor Security Maturity Questionnaire to the responsive Vendor’s identified IT Specialist, the Questionnaire will come in the form of a link from ZenGRC.

3. The IT Specialist will complete and submit the Questionnaire within seven (7) days.

This will be scored by the City of Phoenix’s ITS Department and may be used to determine the responsibility of the Vendor.

Any questions regarding this process or the Questionnaire itself should be addressed only to the

Procurement Officer associated with this Solicitation.

2.5. 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/231536. Any interested Offerors without internet access may obtain this solicitation by calling the

Procurement Officer or picking up a copy during regular business hours at the City of Phoenix, Finance Department, Central Procurement Division, 251 W Washington Street, 8th Floor, Phoenix, AZ 85003. It is the Offeror’s responsibility to check the City's Procurement Portal, read the entire solicitation, and verify all required information is submitted with their Offer.

2.6. 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.

2.7. Inquiries

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

Procurement Portal and must be received by the due date indicated in the Schedule of Events.

The City will not consider questions received after the deadline.

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

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

2.8. 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.

2.9. 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.

https://procurement.opengov.com/portal/phoenix/projects/231536

2.10. 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.

2.11. 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.

2.12. Submission of Offer

Offers must be in possession of the Department on or prior to the exact time and date indicated in the Schedule of Events. Late offers will not be considered. The prevailing clock will be the

City Department’s clock.

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

Response” via https://procurement.opengov.com/portal/phoenix/projects/231536. Offerors that are unable to submit electronically should contact the Procurement Officer to discuss the logistics of hard copy submittals. Offerors must be registered with OpenGov by signing up via https://procurement.opengov.com/signup. Vendor training guides can be found at: https://opengov.my.site.com/support/s/article/ca6d1285-1e48-4a21-bb0d-715edb7794ed

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

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

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

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

https://procurement.opengov.com/portal/phoenix/projects/231536 https://procurement.opengov.com/signup https://opengov.my.site.com/support/s/article/ca6d1285-1e48-4a21-bb0d-715edb7794ed

2.13. 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.

2.14. 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/231536 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.

2.15. Pre-Award Qualifications

A. Years of Operation

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

B. Contractor Qualifications

1. The Offeror must hold ALL of the following Arizona contractor licenses:

a. A-17

b. C-11

c. KA

C. 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 agreement. Insurance requirements are non-negotiable.

https://procurement.opengov.com/portal/phoenix/projects/231536

2.16. Data Privacy Risk Screening

Because the resulting Contract may involve processing personal or other sensitive data, the City will conduct a Data Privacy Risk Screening as a minimum qualification using the Data Privacy

Questionnaire included in the Vendor Questionnaire section. Only Offerors that pass this screening will proceed to further evaluation.

Failure to submit the Data Privacy Questionnaire, or failure to meet the minimum standard, will result in the Offer being deemed non-responsive.

The City may verify statements, request clarifications regarding the Data Privacy Questionnaire or supporting documents and reject Offers that contain misrepresentations.

2.17. 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.

2.18. 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.

2.19. 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.

2.20. 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.

2.21. 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.

2.22. 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.

2.23. 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.

2.24. 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.

2.25. 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.

2.26. Contract Award

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

2.27. Determining Responsiveness and Responsibility

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

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

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

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

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

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

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

Offeror.

2.28. Equal Low Offer

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

2.29. Evaluation of Competitive Sealed Offers

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

2.30. Detailed Evaluation of Offers and Determination of Competitive Range

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

2.31. Offers Not Within the Competitive Range

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

Range.

2.32. Discussions with Offerors in the Competitive Range

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

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

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

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

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

2.33. Best and Final Offers (BAFO)

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

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

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

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

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

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

3. Scope of Work

3.1. General Requirements

A. Existing Infrastructure

1. Streetlight luminaires within APS and SRP service areas primarily consist of Light-

Emitting Diodes (LED) fixtures, with a limited number of high-pressure sodium and decorative luminaires.

a. Maintenance of luminaires installed on City traffic signal poles is not included in this Contract.

2. Warranty coverage and provider information are maintained in the City’s GIS database.

B. Standards and Specifications

1. All work shall be performed in accordance with:

a. The City of Phoenix Traffic Barricade Manual (Attachment E)

b. The City of Phoenix Streetlight Guidelines (Attachment F)

c. The METRO Light Rail Operations and Maintenance Agreement (Attachment G)

d. Applicable Utility Company specifications (Attachment H - APS Streetlight

Specifications)

e. Current MAG and City of Phoenix Specifications and Details (Attachment D)

2. Traffic Control Provisions:

a. Most of the work performed under this contract will not require lane closures as the work will be under moving operations as provided for under the City of

Phoenix (COP) Barricade Manual (Attachment E).

b. When applicable, the Contractor shall be fully responsible for:

i. all traffic control and barricading

ii. obtaining all City required right-of way permits (TRACS)

c. Moving operations requirements as provided in the COP Barricade Manual

(Attachment E) shall be incidental to the pay items for the work being performed.

d. Non-Routine Maintenance may require one or more lane closures and can be shown on the Contractor’s estimate.

e. If work is approved, the Contractor can charge for lane closures at the unit prices provided in the Pricing Proposal.

3. Technician Qualifications

a. Offeror shall employ at least one qualified streetlight technician at each job site with:

i. at least three to five years of experience of streetlight installation and maintenance

ii. IMSA certification in roadway lighting, as required by utility companies for work on live circuits at the point of attachment.

C. Materials and Installation

1. Items listed in the Pricing Proposal may list generic industry terminology.

a. When clarification is required, refer to The City of Phoenix Streetlight Guidelines

(Attachment F) and APS streetlight specifications (Attachment H), which serve as the authoritative references.

2. The Contractor shall assume that power services to poles and luminaire terminals or splice points are energized and will not be de-energized for maintenance or installation.

3. Appropriate OSHA safety precautions must be observed at all times.

4. All installation and maintenance activities shall utilize City-approved parts and materials.

D. Disposal Requirements

1. The Contractor shall ensure proper disposal of damaged materials and job site spoils, including but not limited to concrete, dirt, asphalt, and removed items.

2. Disposal costs shall be considered incidental to installation pay items.

E. METRO Light Rail Requirements

1. Maintenance of streetlights along the light rail corridor shall comply with the METRO

Light Rail Operations and Maintenance Agreement (Attachment G) with the City of

Phoenix.

2. The Contractor and its crews shall:

a. Successfully complete the Track Access Safety Course administered by METRO

Operations and Maintenance staff prior to performing any work within the

METRO guideway or within ten (10) feet of overhead electrical conductors.

b. Carry the issued identification card and hard hat sticker at all times and shall provide a copy of the sticker to the City's Traffic Signal Construction Supervisor

(James Ficarra), or designated alternate, upon receiving a new certification or recertification.

F. Pricing Proposal

1. Contractor will be compensated at the unit costs provided in the Pricing

Proposal. No other compensation will be provided.

2. The Pricing Proposal provides unit costs, for many items, for both labor and materials. Labor to install items at the scene is included in the individual pay item.

3. The Pricing Proposal includes line items that describe the use of a Signal

Shop-provided part. Labor to load, unload, and install City-provided items is included in the individual pay item.

a. The Signal Shop address is 2141 E. Jefferson St. Phoenix, AZ 85034.

b. All trips to the Signal Shop must be approved by the City's Traffic Signal

Construction Supervisor or designated alternate.

4. Non-Routine Maintenance:

a. Trip charges or additional labor shall be as explained and contained in the estimate provided to, and approved by, the City's Traffic Signal Construction

Supervisor or designated alternate.

3.2. Routine Maintenance

A. Definition

1. Routine maintenance includes maintenance related to non-emergency trouble calls:

a. streetlight fixture (luminaire) and photocell (photo eye) replacement

b. replacement or repair of handhold covers

c. installation or replacement of streetlight pole identification numbers

d. installation of fuses and/or fuse holders

e. repair or replacement of defective wiring between the fixture and the handhole

f. trimming of trees that come in contact with, or affect the lighting pattern of, the streetlight fixture

g. installation or replacement of electrical pull boxes

h. installation and connection of a ground rod

i. Missing or damaged ground rods shall be repaired per serving utility company and City specifications (Attachment F) prior to work completion.

B. Requirements

1. Routine work will be tracked within a work order system maintained by the

Contractor.

2. Authorization and Approval

a. All routine maintenance shall be self-authorized, with the exception of:

i. installation or replacement of electrical pull boxes

ii. installation and connection of a ground rod

b. If applicable, to conduct routine maintenance, the Contractor has an option to use a Signal Shop-provided part at the unit costs provided in the Pricing

Proposal.

c. Maintenance that involves a streetlight pole, mast arm, or a luminaire shall be reviewed with the City’s Traffic Signal Construction Supervisor or designated alternate during a known construction process or a known roadway project and prior to acceptance.

3. Trouble Calls

a. A typical sequence for service will begin by the Contractor being made aware of a trouble call from a number of sources including:

i. myPHX311portal: https://phxatyourservice.dynamics365portals.us/

ii. Phone: 602 - 495 - 5125

iii. Emergency Phone: to be provided by the successful bidder

4. Specified Timeframes

a. The Contractor shall respond to the trouble call within one business day of notification.

b. Routine work shall be completed within 5 business days of notification.

5. Documentation

a. All work performed, technician name(s), arrival and departure times (onsite), and materials used must be documented.

b. Contractor to provide photos of before and after work has been completed.

i. Photos shall consist of Streetlight Pole Number, a distant view of streetlight pole and the items that were repaired, (e.g. missing hand hole cover).

ii. If the trouble call consisted of a "lights out" compliant or a self-seen, Contractor shall include timestamped photos of the light out prior to repair https://phxatyourservice.dynamics365portals.us/ https://phxatyourservice.dynamics365portals.us/ and the the light on after repair.

C. Assessment

1. Assessment will include:

a. Check for power at the point of attachment, if none, terminate trip and log power fault and notify proper utility for further repair by e-mail with a copy to City.

b. If power exists on the line side, as required, repair fuse and/or fuse holder.

c. If power problem is on the load side of the fuse, check for power at the luminaire, if no or partial power is present, replace all wires between luminaire and line side.

d. If power exists, confirm warranty responsibility for the luminaire/photocell, if still under full warranty (labor and materials included), end trip and contact warranty holder to provide field service.

e. If manufacturer’s warranty has not expired but the labor and materials is the

City’s responsibility, check photocell and replace if necessary. If the photocell does not need to be replaced, replace the luminaire. Return warranty parts

(photocell and/or luminaire) to the City for them to obtain warranty service.

f. If warranty has lapsed, provide replacement LED luminaire or provide necessary repairs to all other luminaire types (LED Luminaire install charge is incidental to trip charge all other supply of materials and labor charges are as indicated on the

Pricing Proposal).

2. Streetlights that have been determined by the Contractor to have an underground fault on the line side of the fuse shall be marked with red tape or ribbon as part of the assessment.

D. Administration

1. Call Center Operations

a. The Contractor shall provide a 24/7/365 call center with a toll-free or local number for emergency and non-emergency outage reports.

b. Report call frequency to the City’s Traffic Signal Construction Supervisor (or designated alternate) at mutually agreed upon intervals.

E. Notifications

1. Contractor shall send three notifications to requestors:

a. Acknowledgement of receipt

b. Repairs needed and anticipated timeline

c. Completion confirmation

F. Compensation for Routine Administration Services

1. The call center and database system will be paid for on a monthly basis at the unit price bid for Routine - Administration (per month) which is full compensation for all costs associated with providing and operating the call center and recordkeeping database, including but not limited to:

a. office space and utility charges

b. computer, telephone charges and internet charges

c. Labor and, supervision

d. Software and hardware

e. Any other incidentals necessary to fulfill all requirements outlined in this section.

G. Trip Charge

1. A Trip Charge is not applicable for emergency call outs; they are paid under a separate pay item.

2. A Trip Charge is the cost associated when the Contractor dispatches a streetlight technician to the provide troubleshooting at assigned work order location(s).

3. A Trip Charge covers work orders with a two-mile radius per day. All non-emergency open work orders within the two-mile radius must be completed on the same day of when the trip charge is applied unless the Street Transportation Department determines otherwise.

4. A Trip Charge will be paid on a per-each basis at the unit price in the Pricing

Proposal, which includes full compensation for all costs associated to:

a. Receive the dispatch,

b. Travel to the scene

c. Provide up to one-hour of on-site labor and troubleshooting

i. On-site labor is defined as the time a technician is physically performing work at the job site, documented by arrival/departure times.

d. The incidentals not included in an individual pay item contained the Pricing

Proposal.

5. If work is not completed during the initial call out, an additional Trip charge will not be applicable for subsequent trips.

6. After an hour on-site, there will be an hourly troubleshoot charge, the time will be billed at the unit price per hour listed in the Pricing Proposal.

a. The first unit cost item will be a troubleshooting trip charge. Once on the scene, an assessment will provide for subsequent unit item charges either of a routine or non-routine basis.

7. The Contractor may be directed by the City to de-energize streetlights to accommodate special events or under certain conditions. The City shall coordinate with the Contractor and all appropriate agencies. The trip to de-energize shall be paid as a Trip Charge. The return trip to re-energize shall be a second Trip Charge unless the technician is to remain on scene between de-energization and re-energization. All technician time beyond the first hour shall be paid for at the unit price per hour for technician as contained in the Pricing Proposal.

8. APS Trip Charge

a. Arizona Public Service (APS) has advised customers who own their streetlights will be subject to a $100 APS Trip Charge plus tax if APS is sent to a location needlessly.

i. One example of such a APS Trip Charge would be due to a report of a No

Power condition which is subsequently found by APS to be false.

b. The City of Phoenix owns its streetlight system and as a municipal government agency would be subject to this new APS Trip Charge.

i. The City will hold its Contractor responsible for utility company assessment of

APS Trip Charges (or similar penalties) when the assessment is a result of an erroneous diagnosis of the problem to complete a repair. The Contractor will be responsible for providing a credit memo, to the Streets Department or the resulting City Contract Administrator, in the amount of each APS Trip Charge that is associated with a false “no power” call out and any Trip Charges, at the unit price listed in the Pricing Proposal, incurred as a result of the misdiagnosis.

I. This requirement applies to all instances where APS responds based on information provided by the Contractor that is later determined to be inaccurate.

II. The credit memo template will be provided by the Streets Department.

c. Photos of meters showing inadequate voltage shall be provided when notating a

"improper voltage" ticket to Utility companies.

H. Invoicing

1. Routine Maintenance invoices must be submitted monthly to the Traffic Signal

Construction Supervisor or designated alternate.

2. Invoices must be submitted within the first fourteen (14) calendar days of the month, reflecting the billing log of locations and all routine maintenance performed for the previous month.

3. Invoices must be accompanied with the BACK UP LOG (Attachment B)

a. Thes "back- up" logs shall be in Microsoft Excel format and shall have columns depicting the following:

i. Person who called or source of complaint

ii. time and day of said complaint

iii. who at the Contractor's firm took the complaint

iv. arrival and departure times (on-site)

v. work performed

vi. streetlight pole number

vii. address/location

viii. assigned work request number

ix. date issue was resolved

x. when the requestor was notified of completion

b. If the issue is "power company no voltage" issue, a separate column will be created to show:

i. the maintenance contractor has made contact with the participating utility every 30 days, as a follow up to the issue.

I. Contractor shall save all meter photos and correspondence with the local utility and shall produce it upon request.