INVITATION FOR BID

26-FSD-013

VEHICLE MAINTENANCE OF REPAIR

CITY OF PHOENIX

PUBLIC WORKS

200 W. WASHINGTON ST.

PHOENIX, AZ

85003

RELEASE DATE: January 14, 2026

DEADLINE FOR QUESTIONS: February 6, 2026

RESPONSE DEADLINE: February 25, 2026, 11:00 am

City of Phoenix

INVITATION FOR BID

26-FSD-013

Vehicle Maintenance of Repair

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 2025

Invitation For Bid #26-FSD-013 Title: Vehicle Maintenance of Repair

1. Introduction

1.1. Contact Information

Crystal Ramirez

Public Works

Email: crystal.ramirez@phoenix.gov

Phone: (602) 495-3606

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 (Crystal Ramirez) at (602) 495-3606/Voice or 711/TTY, or crystal.ramirez@phoenix.gov, no later than two (2) weeks prior to the meeting.

Solicitation Issue Date: January 14, 2026

Pre-Offer Conference (Non-Mandatory): January 28, 2026, 10:00am

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Written Inquiries Due Date: February 6, 2026, 11:00am

Offer Due Date: February 25, 2026, 11:00am

2. Instructions

2.1. Description – Statement of Need

The City of Phoenix invites sealed offers for vehicle maintenance and repair services for a three-year term, with two option years commencing on or about July 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 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.

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 mailto:procurement-support@opengov.com solicitation. All materials and documents submitted in response to this solicitation become the property of the City and will not be returned.

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

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

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

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

2.3. Fixed Offer Price Period

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

2.4. Obtaining a Copy of the Solicitation and Addenda

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

Procurement Portal: https://procurement.opengov.com/portal/phoenix/projects/213773. Any interested Offerors without internet access may obtain this solicitation by calling the

Procurement Officer or picking up a copy during regular business hours at the City of Phoenix, Public Works Department, 200 W. Washington Street, 7th Floor, Phoenix, AZ 85003. It is the

Offeror’s responsibility to check the City's Procurement Portal, read the entire solicitation, and verify all required information is submitted with their Offer.

2.5. Exceptions

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

Procurement Officer rather than including exceptions in their Offer.

2.6. Inquiries

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

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

https://procurement.opengov.com/portal/phoenix/projects/213773

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

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

2.7. Addenda

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

Procurement Portal.

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

2.8. Licenses

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

2.9. Certifications

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

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

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

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

2.10. Submission of Offer

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

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

Submission of Offer – Electronic Submission:

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

Response” via https://procurement.opengov.com/portal/phoenix/projects/213773. Offerors must be registered with OpenGov by signing up via https://procurement.opengov.com/signup. Vendor 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.

2.11. Withdrawal of Offer

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

Procurement Portal.

2.12. Offer Results

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

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

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

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

https://procurement.opengov.com/portal/phoenix/projects/213773 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.

2.13. Pre-Award Qualifications

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.

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

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.

2.14. Certificates of Insurance

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

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

2.15. Award of Contract

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

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

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

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

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

3. Safety record; and,

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

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

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

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

2.16. Solicitation Transparency Policy

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

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

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

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

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

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

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

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

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

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

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

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

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

2.17. Protest Process

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

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

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

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

City’s full and final discretion.

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

• Identification of the solicitation number;

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

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

• The form of relief requested; and

• The signature of the protester or its authorized representative.

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

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

Procurement Officer.

2.18. Public Record

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

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

Procurement Officer as confidential provided the Offeror clearly labels the information

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

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

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

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

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

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

2.19. 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.

2.20. Contract Award

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

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

2.21. Determining Responsiveness and Responsibility

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

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

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

2.22. Equal Low Offer

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

3. Scope of Work

3.1. DEFINITION OF VEHICLES AND EQUIPMENT

A. “Light, Medium and Heavy-Duty Vehicles/Equipment” for the purpose of this specification will be defined as Automobiles and Class 1 through Class 8 vehicles.

B. Vehicle/Equipment types will include gasoline, diesel, CNG, electric, and other energy-efficient vehicles and equipment.

3.2. CONTRACTOR REQUIREMENTS

A. All services performed by the Contractor under this contract will be consistent with either

OEM specifications or industry best practices and will meet all applicable federal, state, and local standards regarding the type of equipment or its operation. The contractor must also comply with all applicable OSHA regulations to ensure the safety of both contractor staff and city employees. and residents.

B. The contractor will maintain a high standard of cleanliness while servicing City vehicles and equipment.

C. It is the expectation of the City, as described herein, that the Contractor will provide timely maintenance and repair service to correct deficiencies and return the equipment to an in-service status as soon as possible.

D. The Contractor must possess the necessary knowledge and expertise to complete the full scope and depth of maintenance and repairs in accordance with the specific OEM specifications and industry standards.

E. The Contractor will not subcontract any portion of the work under this contract without prior approval by the authorized City Fleet Services Supervisor.

F. In the event that the Contractor desires to utilize a subcontractor for some part of the work and seeks approval, the Contractor will furnish the names, qualifications, and experience of the proposed subcontractor.

G. The Contractor will, however, remain fully liable and responsible for any and all work done by the subcontractor on behalf of the Contractor and will assume compliance with all the requirements of this contract.

H. The Contractor will respond verbally or via electronic communication to all service call requests within (2) business hours. Business hours are defined as Monday through

Friday, from 6:00 a.m. to 5:00 p.m.

I. Any request for service outside of the defined business hours must be addressed as defined above on the next business day.

J. All requests for service will be performed at various City service center locations. Please refer to the location listed below.

K. The Contractor will evaluate (diagnose) the request for services and provide a written estimate of all necessary work activities to return the equipment to an in-service status.

L. The Contractor shall not begin any work activities without prior written approval, with the exception of diagnosis time to confirm the cause of failure. The Contractor will need to provide estimated hours of diagnosis time necessary for City staff approval before any diagnosis can commence.

M. The Contractor will provide an itemized listing of the estimated cost for each repair/complaint. The itemized details must include the labor hours, contracted labor rate, labor cost, part number, part description, part cost, and part quantity for each repair activity, along with a description of services to be performed, including industry standards of Complaint, Cause, and Correction. The Contractor’s written estimate will be submitted to the corresponding location via electronic communication.

N. In the event that additional supplemental work activities are found outside the original estimate, the Contractor will provide a written estimate of the supplemental repairs to the corresponding location via electronic communication for approval. The Contractor should not commence performing any supplemental work activities until a purchase order has been received electronically from the authorized staff of the corresponding location.

O. If the repair(s) require new part(s), the replacement part(s) must be available locally or delivered within forty-eight (48) hours at no additional cost to the City.

P. Upon completion of all work activities and the equipment has been returned to in-service status, the contractor must perform a quality assurance inspection before returning the equipment to the City for service.

Q. The City anticipates that the majority of services performed under this contract will take place during regular business hours. Regular Business Hours will be from 6:00 AM to

5:00 PM (Monday through Friday). On occasion, work may be required on weekends, holidays, and hours outside of regular business hours. There will be no additional rate adjustments (parts or labor) for work performed outside of normal business hours.

3.3. CONTRACTOR QUALIFICATIONS

A. The Contractor must have been in the repair business for a minimum of five (5) consecutive years and be thoroughly familiar with and qualified to perform the specified requirements and methods needed for the proper performance of this contract.

B. The Contractor must employ a minimum of three (3) service technicians. Each technician will have a minimum of two years of experience providing maintenance and repair for the type of equipment being repaired. Unqualified employees are not permitted to provide assistance of any kind under this contract.

C. For vehicle(s) with original OEM warranty coverage, the City reserves the right to utilize the appropriate warranty repair facility for any additional repairs.

D. The Contractor(s) shall utilize properly qualified employees in the performance of this contract. A qualified employee is defined as one who is trained and capable of properly, safely, and promptly providing services requested in association with this contract.

Unqualified employees are not permitted to provide assistance of any kind under this contract.

E. A high level of customer service and professionalism is a priority for the City. Contractors and their employees shall provide services in a professional, business-like, and efficient manner, offering the highest level of assistance, service, and courtesy to facility patrons.

Complaints must be addressed promptly, and the City’s representative must be informed of all customer issues and resolutions as soon as possible. All communications shall be through the City representative.

F. If the City determines, for any reason, that the qualifications, actions, or conduct of any particular Contractor's employee has violated this agreement or is otherwise detrimental to the City, a written notice will be issued to the Contractor. Upon receipt of such notice, the Contractor must promptly provide a qualified replacement person(s) to provide services under this contract. Examples of such conduct include: performing unsatisfactory services, poor customer service, interfering with the operation of the City fleet, or inappropriate behavior towards City employees, customers, and other

Contractor(s) or Subcontractor(s).

G. Facilities must be equipped to diagnose and repair vehicle systems for the Gross

Vehicle Weight Rating (GVWR) of the categories for which they are bidding.

H. The contractor's shop will have a minimum of 3 indoor service bays sized to accommodate the GVW ratings of the vehicles listed under their awarded categories.

I. The facility must have a parts room with sufficient stock to complete routine service and repair procedures. The stock turn rates should be established to meet an 85% stock fill rate from inventory.

J. Each repair location must be able to accommodate and secure vehicles while they are being repaired or while they wait for repairs or parts delivery. Secured, in this instance, means inside a facility/ compound by a barrier (fence, wall, electronic gate, etc.).

Vehicles/Equipment cannot be stored in areas accessible to the public.

3.4. RESPONSE AND REPAIR TIME REQUIREMENTS

A. The contractor understands that the vehicles covered under this specification are critical to the City’s fleet operations. Therefore, the Contractor will give priority service to the

City and proceed with authorized work in an expeditious manner to ensure that all work is completed within the agreed schedule.

B. Repairs should be started within twenty-four (24) hours of approval. Repairs requiring more than two (2) business days will be brought to the attention of the City authorized representative, including an estimated date/time of completion.

C. The contractor providing bids shall provide pick-up and delivery service from and to multiple City of Phoenix locations.

3.5. INSPECTION AND ACCEPTANCE

A. The City will inspect all work activities performed under this Contract before acceptance and invoice processing for payment.

B. Inspection criteria will include, but not be limited to, mechanical integrity, quality, workmanship, and materials.

C. The City will have two (2) business days (excluding any City holidays) for this process. If any portion of the Contractor's services is deemed unacceptable, the Contractor will correct the deficiencies and return the equipment at no additional cost to the City. The

City will be the sole determiner of acceptability.

3.6. SAFETY, PRECAUTIONS AND CLEANLINESS

A. The contractor(s) shall perform these services in a safe manner, including means, methods, techniques, procedures, and safety precautions in connection with the performance of these services.

B. The contractor(s) shall be responsible for the safety of their employees and the execution of all required safety precautions and cleanliness during services under this contract.

C. All final testing of repairs shall be performed in accordance with original equipment manufacturers (OEM) and/or industry standards.

D. The Contractor is responsible for ensuring that contractor employees and approved Sub-

Contracted employees have a valid Commercial Driver’s License (CDL) and subsequent active medical card when operating any City equipment over 26,000 GVW as per

Federal law.

E. The Contractor(s) will always follow all applicable local, county, state, and national regulations, including OSHA requirements, state and local operating procedures, and manufacturer-specific operating procedures, as well as generally accepted industry practices.

F. The Contractor will implement all final settings and adjustments in accordance with

OEM-recommended specifications or accepted industry standards. The City will not accept spliced wiring connections; solder and heat-shrink connections are the only wiring connections that the City will accept under this contract.

3.7. REPAIR, REPLACEMENT AND REBUILD PARTS

A. All parts or equipment furnished must be equal to or exceed that of the original equipment manufacturer in material, performance, and warranty.

B. The City reserves the right to supply parts that are not readily available from an OEM or aftermarket source. In the event that a City-supplied part is installed, the Contractor must provide a ninety (90) day installation warranty.

C. In the event that the City-supplied part is found to be faulty or fails to perform as designed, the Contractor is no longer required to provide an installation warranty.

D. In the event that the City-supplied part fails due to improper installation, the Contractor will uphold the ninety (90) day installation warranty and the City’s cost of the supplied part.

E. The vendor must also return the failed component/core upon delivery of the unit back to the City.

F. All labor and replacement parts shall be fully guaranteed against defects in material and workmanship by the Contractor for the length of the OEM warranty or twelve (12) months/, or 24,000 miles (800 hours), whichever occurs first.

G. All warranty work shall be completed within four (4) business days.

H. Any additional costs resulting from worn or damaged components not covered by warranty must be authorized prior to replacement.

I. The City will not pay for any additional costs that were not authorized prior to beginning the work activities as outlined in the Service Requirements section of this contract.

J. The Contractor shall maintain a sufficient supply of products and/or parts to adequately support the contracted repairs.

K. The Contractor guarantees that the specified product stock is available locally.

L. The Contractor will be solely responsible for any future repairs or consequential damages related to failed or improper services performed under this agreement.

M. All parts and materials supplied will be billed at the markup cost. Mark-up will be defined as the cost of the part/material to the vendor, plus the mark-up percentage. The markup cost shall be displayed on the invoice to verify the proper markup. The city of Phoenix reserves the right to verify the actual cost of parts upon request (i.e., proof of part/material cost to vendor).

3.8. AFTER NORMAL BUSINESS HOURS SERVICE

A. After-hours services and/or emergency repairs may be required.

B. Requests made for service outside of business hours will be returned the following business day.

C. The labor rate shall include any after-hours service needs.

3.9. PRICING

A. A written quote will be provided to the authorized City representative by the vendor showing estimated hours for repair, contracted hourly labor rate, and itemized list of parts and pricing required to complete work.

B. Pricing shall be consistent with best industry practices, which ensures labor charges are billed only once in the event a task is overlapping.

C. Labor hours should reflect Chilton/Mitchell labor manual when applicable or industry standard best practices when there is not a labor manual for reference.

D. All time increments of labor shall be quoted at the job/complaint's deepest level and include all removal/installation to gain access to components necessary to complete the job/complaint at hand.

E. Labor time increments will be billed in .10th’s of an hour based upon book time or industry standard. Each tenth of an hour will be equal to 6 minutes.

F. The Contractor may offer sales promotions to the City at the Contractor’s discretion, for specific products or groups of products within the scope of this Contract. Sales promotions can include additional rebates, specials, product discounts offered by manufacturers, etc.

3.10. ESTIMATE / INVOICE REQUIREMENTS

A. Upon the initial service request, the designated City staff will provide the Contractor with a shopping cart number (8000#). Invoices without a shopping cart number or purchase order will be considered unauthorized work.

B. The contractor should not commence any work activities until a shopping cart number or purchase order has been received verbally or electronically from the authorized staff of the corresponding location.

C. Estimates submitted to the City shall be clear and concise.

D. The estimates header must include the Contractor's name, address, phone number, and email address.

E. Invoices must include the following information before payment can be processed. All final invoices must be provided within twenty-four (24) hours from the final quality assurance inspection.

F. The invoice header must include the Contractor's name, address, phone number, email address, invoice number, and invoice date.

G. The invoice header must include the City unit number and the current odometer reading.

H. The invoice header must include the City-issued shopping cart or purchase order number.

I. Invoices must include labor hours, contracted labor rate, and parts utilized, including part number, part description, part/labor quantities with part cost, and the contract labor rate.

The invoice must also include the complaint, cause, and correction narrative for each vendor's repair job.

J. A warranty job/complaint also includes the complaint, cause, and correction. The job must also include the parts utilized, including part number, part description, and part quantity, at no cost to the City.

K. The City will not pay for unauthorized modifications or additions.

L. The contractor must invoice labor hours and parts as applicable from the pricing tables in the Bid Price Schedule.

3.11. VEHICLE STORAGE

The Contractor(s) will be responsible for adequate and secure storage of all vehicles at no cost to the City. The Contractor(s) will be responsible for any stolen or damaged equipment while the vehicle(s) are in the Contractor’s custody. Vehicles must be stored indoors while work is in process.

3.12. WARRANTY

All warranty work will be completed within twenty-four (24) hours. The Contractor will warranty all labor and installation for the length of the OEM warranty or twelve (12) months/, or 24,000 miles (800 Hours), whichever occurs first. A “NO CHARGE” invoice will be provided for all warranty repairs detailing: failure, possible cause, parts descriptions, and a detailed description of labor performed.

3.13. THIRD-PARTY WARRANTY ADMINSTRATION

The Manufacturer and/or Contractor will accept and process warranty claims from a contracted third-party warranty administrator on behalf of the City of Phoenix. The Contractor will authorize payment to the City of Phoenix for all approved warranties, and the equivalent guidelines from

Section III – Special Terms and Conditions, Section 34-Option: Manufacturer-Sponsored Fleet

Warranty Administration, will apply.

3.14. PROMOTIONAL PRICING

The Contractor may offer sales promotions to the City at the Contractor’s discretion, for specific services or groups of services within the scope of this Contract. Sales promotions can include additional rebates, specials, and product discounts offered by manufacturers, among other incentives.

3.15. FLAT RATE/MENU PRICING SERVICES

Flat rate or menu-pricing services can be offered as needed and may include services that include but are not limited to: wheel alignments, transmission flushes, oil changes, PM services, etc.

3.16. MEETINGS AND UPDATES

Contractor and City representative may request to meet on a quarterly basis, or as often as necessary, to review expectations and accomplishments. This will provide the opportunity to review issues and take corrective measures to ensure quality work performance is met and deadlines are achieved.

3.17. GROUP 1 – OEM AUTHORIZED REPAIR CENTER

Contractors bidding in Group 1 will be required to be an OEM warranty repair center, using

OEM parts, and capable of supplying repairs at no cost to the City when the vehicle is under factory warranty. The City reserves the right to send no-charge warranty repairs to any authorized repair center by the OEM to perform those repairs, whether or not that contractor is a party to this repair contract.

A. OEM WARRANTY REQUIREMENTS

1. The contractor will be an authorized warranty repair center with the OEM manufacturer capable of submitting all necessary warranty paperwork and performing all warranty repairs to the City at no charge.

2. Parts will be OEM-approved only and will maintain all factory warranty qualifications.

If parts are used in conjunction with a warranty repair, they will be supplied at no cost to the City.

3. .Technicians will be trained and certified through the OEM requirements for a warranty repair center and will bill time at no cost to the City for a warranty repair.

4. The contractor will be approved to perform factory Recalls and/or Campaigns at the direction of the OEM at no charge to the City.

5. Bidding as an OEM Authorized Repair Provider has the expectation that the bidder’s capabilities encompass bumper-to-bumper coverage and/or services.

3.18. GROUP 2 – NON-OEM REPAIR CENTER

Contractors bidding in Group 2 are not required to be an OEM-authorized repair center;

however, they must meet all the qualifications and specifications outlined in the scope of work.

A. OEM NON-WARRANTY REPAIR REQUIREMENTS

1. Repairs outside the warranty's scope will require prior authorization as outlined in this contract.

2. Parts will be OEM-approved or equivalent and will be priced in accordance with the

Bid Price Schedule.

3. Technicians will be trained and certified in accordance with the OEM requirements for a warranty repair center and will bill time according to the labor rates outlined in the Bid Price Schedule.

4. Labor times will be in accordance with time standards established in the industry and published in a labor time standards publication.

3.19. SERVICE LOCATIONS

Services requested within this contract can be requested from any City Fleet services facility, including but not limited to, the following:

A. 22nd Avenue Service Center - 2441 South 22nd Avenue, Phoenix, AZ. 85009

B. Okemah Service Center - 3828 East Anne Street, Phoenix, AZ. 85040

C. Glenrosa Service Center - 4021 W. Glenrosa, Phoenix, AZ 85019

D. Union Hills Service Center - 138 East Union Hills, Phoenix, AZ. 85024

E. Fire Operations Service Center - 2625 South 19th Avenue, Phoenix, AZ 85009

F. Salt River Service Center - 3045 South 22nd Avenue, Phoenix, AZ 85009

G. 27th Avenue Transfer Station - 3060 South 27th Avenue, Phoenix, AZ 85009

H. North Gateway Transfer Station - 3025 North Black Canyon Highway, Phoenix 85085

I. 91st Avenue Waste Water Treatment Plant - 5615 South 9151 Avenue, Tolleson, AZ

85353

J. State Route 85 Landfill - 28361 West Patterson Rd., Buckeye, AZ. 85326

K. Southern Command Station - 3443 South Central Avenue, Phoenix, AZ 85040

L. Black Mountain Precinct - 33355 North Cave Creek Road, Cave Creek, AZ., 85331

M. Cactus Park Precinct - 12220 North 39th Avenue, Phoenix, AZ 85029

N. Central City Precinct - 1902 South 16th Street, Phoenix, AZ 85034

O. Desert Horizon Precinct - 16030 North 56th St, Scottsdale, AZ., 85254

P. Estrella Mountain Precinct - 2111 South 99th Avenue, Tolleson, AZ., 85353

Q. Maryvale Precinct - 6180 West Encanto Blvd. Phoenix, AZ., 85035

R. Mountain View Precinct - 2075 East Maryland Avenue, Phoenix, AZ., 85016

S. South Mountain Precinct - 400 West Southern Avenue, Phoenix, AZ.

T. Aviation Department - 2515 E. Buckeye Rd. Phoenix, Az 85034 (Sky Harbor)

U. Aviation Department - 702 W. Deer Valley Rd. Phoenix, Az 85027 (Deer Valley)

V. Aviation Department - 1658 S. Litchfield Rd. Goodyear, Az 85338 (Goodyear)

4. Standard Terms and Conditions

4.1. Definition of Key Words Used in the Solicitation

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

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

May: Indicates something that is not mandatory but permissible.

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

“A.R.S.” Arizona Revised Statute

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

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

Contractor's performance under this…