Welding_and_Sheet_Metal_Fabrication_Services.pdf

INVITATION FOR BID

IFB 26-FMD-034

WELDING AND SHEET METAL FABRICATION

SERVICES

CITY OF PHOENIX

PUBLIC WORKS

200 W. WASHINGTON ST.

PHOENIX, AZ

85003

RELEASE DATE: December 15, 2025

DEADLINE FOR QUESTIONS: December 29, 2025

RESPONSE DEADLINE: January 7, 2026, 11:00 am

City of Phoenix

INVITATION FOR BID

IFB 26-FMD-034

Welding and Sheet Metal Fabrication Services

1. INTRODUCTION

2. INSTRUCTIONS

3. SCOPE OF WORK

4. EVALUATION PROCESS

5. STANDARD TERMS AND CONDITIONS

6. SPECIAL TERMS AND CONDITIONS

7. DEFENSE AND INDEMNIFICATION

8. INSURANCE REQUIREMENTS

9. SUBMITTALS

10. PRICING PROPOSAL

Invitation For Bid #IFB 26-FMD-034 Title: Welding and Sheet Metal Fabrication Services

1. Introduction

1.1. Contact Information

Audrey Mims

Public Works

Email: audrey.mims@phoenix.gov

Phone: (602) 256-4361

1.2. Schedule of Events

The City reserves the right to change dates, times, and locations, as necessary. The City does not always hold a Pre-Offer Conference or Site Visit. All times in the Schedule of Events are

Local Phoenix, AZ Time.

To request a reasonable accommodation or alternative format for any public meeting, please contact the Procurement Officer (Audrey Mims) at (602) 256-4361/Voice or 711/TTY, or audrey.mims@phoenix.gov, no later than two (2) weeks prior to the meeting.

Solicitation Issue Date: December 15, 2025

Pre-Offer Conference (Non-Mandatory): December 22, 2025, 10:00am

Microsoft teams meeting

Written Inquiries Due Date: December 29, 2025, 12:00pm

Offer Due Date: January 7, 2026, 11:00am

2. Instructions

2.1. Description – Statement of Need

The City of Phoenix invites sealed offers for Welding and Sheet Metal Fabrication Services for a three year term, with two (1) year options, commencing on or about April 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/218470. 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/218470

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/218470. 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/218470 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

Offerors must employ a minimum of three (3) certified welders, each with at least two (2) years of experience. Certifications for all welders must be submitted at the time of bid submission.

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

At the time of bid submission Offerors must possess a valid Commercial Sheet Metal License, Class L45, issued by the Arizona Registrar of Contractors. A copy of the license must be submitted at the time of bid submission.

Offeror must have been active in the business of metal fabrication services for a minimum of five (5) years within the last seven (7) years. Contractor shall be licensed for five (5) years in the business of providing metal fabrication services for a minimum of five (5) years within the last seven (7) years.

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. Late Offers

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

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

2.20. Right to Disqualify

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

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

Offeror.

2.21. Contract Award

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

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

2.22. Determining Responsiveness and Responsibility

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

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

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

2.23. Equal Low Offer

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

3. Scope of Work

3.1. PURPOSE:

The City of Phoenix (“City”) Public Works Department and the Aviation Department require services from a Contractor experienced in providing welding and sheet metal fabrication services, on an as-needed basis.

3.2. BACKGROUND:

The Public Works Department is responsible for performing light welding repairs and sheet metal fabrication at various City locations and surrounding areas. The City does not guarantee that the Contractor will receive a specific amount of work. The City reserves the right to make multiple contract awards.

The Aviation Department is responsible for sheet metal fabrication at Phoenix Sky

Harbor International Airport, Deer Valley Airport, and Goodyear Airport (Airports), for items such as stainless-steel wraps for the airport security check-point bin containments or podiums, HVAC plenum duct work, and package air conditioning unit elbows and roof curbs.

The City does not guarantee that the Contractor will receive a specific amount of work and the City reserves the right to make multiple awards.

3.3. GROUP A - WELDING SERVICES:

CONTRACTOR WORK REQUIREMENTS:

Contractor will provide all labor, materials, equipment, tools, accessories, supervision, transportation, and all overhead burdens associated with the cost to provide various types of welding services in accordance with industry standards and as specified herein, to be performed at various City buildings, Airports, and off-site locations, on an as-needed basis.

3.4. APPLICABLE RULES AND STANDARDS:

The Contractor will always follow all local, county, state, and national regulations including

Occupational Safety and Health Administration (OSHA) requirements, state, local and manufacturer operating procedures and generally accepted procedures. Welding Services will conform with the most current versions of the following standards:

American Welding Society (AWS) Welding Code

American National Standards Institute (ANSI)

Certified Welding (CW) industry standards of quality and acceptance.

3.5. CITY DEPARTMENT CONTRACT REPRESENTATIVE (CDCR):

The CDCR is the City employee for each department using the resulting contract who has been specifically designated to act as the contact person to the Contractor and is responsible for monitoring and overseeing the Contractor's performance under this contract.

The CDCR or their designee will coordinate all work and will be the sole judge concerning acceptability and quality of work. Should it appear that there is a real or apparent discrepancy between different sections of specifications concerning nature, quality or extent of work to be furnished, the Contractor will adhere to the more stringent requirement. The final decision will be made with the CDCR. The CDCR will be consulted on any concerns and issues arising during the performance of work under the resulting contract and their decision will be final and binding.

The CDCR for the Public Works Department will be as follows:

Berardo Marquez, 602 377-9886; Eric Kaufman, 602 206-6112

The CDCR for the Aviation Department will be as follows:

Building Maintenance: Matthew Phillips, 602 291-5831; Dwayne Stowe, 602 717-9145

Mechanical Maintenance: Julian Marquez, 602 626-0288

3.6. WELDING SPECIFICATIONS:

All general welds must meet industry standards in quality and appearance.

Any welding that burns or damages the exterior surface of the equipment or item being welding must be cleaned, sanded, primed, and refinished to match the original color of the affected area.

All refurbishments and/or repairs must be completed within 14 calendar days from the start of the project unless otherwise approved in writing by CDCR.

3.7. SPECIALTY SERVICES:

Specialty/Additional services may include plasma cutting, oxy cutting, beveling, pipe threading, CNC machining, CNC turning, finishing, Build-up and hard surfacing (electrode and flux cored), Magnesium alloys, Pressure vessels, Natural gas piping, Chilled water piping, Hot taps, Custom

Commercial Kitchen Metal Fabrication, Commercial Restaurant Accessories, Custom

Mailboxes, Custom Metal Business, Signs, Commercial Entry Doors, Range Hoods and Custom

Kitchen Accessories, City Park Add-Ons, Metal Walls and Tables, Steel Windows and Doors, Commercial Doors and Windows. These are examples of services that may be requested under this contract. The Contractor will bill the City for these and any other services under this contract at the contracted labor rates in Section 9.

3.8. WORK HOURS:

Regular Business Hours: Are defined as Monday through Friday, 6:00 a.m. to 5:00 p.m., excluding City observed holidays.

Premium Hours: Are defined as 5:01p.m. to 5:59a.m., Monday through Friday, including weekends, and City observed holidays. Use of premium work hours must have the prior approval of the CDCR.

3.9. CONTRACTOR REQUIREMENTS:

Contractor will be required to perform welding services at various City and/or Airports buildings and other locations outside of the boundaries of Maricopa County such as communication towers in Prescott, along State Route 85, Sacaton, Castle Hot Springs, and Quartzite, but roughly 85% of the locations are within Maricopa County. Some locations may require the use of a 4WD vehicle to access facility. Bidder should take this into account when preparing the bid submittal pricing. All service performed by the Contractor under this contract will be consistent with applicable standards and industry best practices and will meet all applicable federal, state and local standards. Contractor must also meet all applicable OSHA regulations to ensure the safety of contractor staff, city employees and residents.

The Contractor will maintain a high standard of cleanliness while providing services. All materials furnished must be equal to or exceed that of industry standard in material, performance and warranty.

The Contractor will respond verbally or via electronic communication to all service call requests within four (4) business hours.

For the Aviation Department, any request for service outside of the defined regular business hours, as defined above, must be addressed on the next business day, with the exception of emergency services. The Public Works Department may request service during regular business hours or premium hours as defined above, and when necessary, emergency services may be requested. For emergency services, Contractor must be on-site within 24 hours.

The Contractor will evaluate the request for services and provide a written estimate of all necessary work activities within five (5) business days of CDCR request for service or walk-through if required. The written estimate will include estimated labor hours, contracted hourly labor rate, material costs, name and address of the facility, work order number, rental equipment (if applicable), estimated completion time of the work, name of the CDCR, and the estimated total. The Contractor’s written estimate will be submitted to the CDCR via electronic communication. Pricing shall be consistent with best industry practices which ensures that labor charges are billed only once in the event a task(s) are overlapping. Labor will be billed in 15-minute increments (.25 of an hour), based upon book time or industry standard.

The Contractor will not begin any work activities without prior written approval from the CDCR.

Any change to the approved written estimate will require a revised estimate and change order.

Revised estimates shall be submitted to the CDCR for approval. Contractor will only perform work upon receipt of written approval by CDCR.

The City anticipates that the majority of services performed under this contract will take place during normal business hours.

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. CONTRACTOR QUALIFICATIONS:

The Contractor must have the knowledge and expertise necessary to complete the full scope and depth of maintenance and repairs to the specific specification and industry standard.

The Contractor must employ a minimum of three (3) certified welders, each with at least two (2) years of experience. Certifications for all welders must be submitted at the time of bid submission. Unqualified employees are not permitted to provide assistance of any kind under this contract.

Contractor(s) will provide all necessary parts, supplies, transportation and labor necessary to perform the repairs noted herein, in accordance with all the terms, provisions, and manufacturer’s standards.

Services performed shall adhere with all provisions of this agreement, legal statues, code requirements, industry standards, and City of Phoenix policies.

A high level of customer service and professionalism is a priority for the City. Contractor and its employees shall provide services in a professional, business-like and efficient manner, providing the highest level of assistance, service and courtesy to patrons of the facility. Complaints must be responded to immediately and the City’s representative must be informed of all customer issues and resolutions immediately. All communications shall be through the CDCR.

If the City determines, for any reason, that the qualifications, actions or conduct of any particular

Contractor(s) employee have violated this agreement or are otherwise detrimental to the City, a written notice will be issued to the Contractor. Upon receipt of such notice that Contractor must promptly provide a qualified replacement person(s) to provide services under this contract.

Examples of such conduct includes, but is not limited to; performing unsatisfactory services, poor customer service, interfering with operation of City business or inappropriate behavior towards City employees, customers, members of the public, and other Contractor(s) or

Subcontractor(s).

3.11. DAMAGE TO CITY PROPERTY:

The Contractor must ensure that all welding service will be done in a manner that does not cause damage or harm to any City employee or property. In the event that damage does occur, it is the Contractor’s sole responsibility to notify CDCR and on-site City staff immediately to complete an incident report. Contractor is responsible for the necessary repairs to such damage and the associated costs.

3.12. INSPECTION AND ACCEPTANCE:

The CDCR will inspect all work activities performed under this Contract prior to acceptance and invoice processing for payment. Invoices shall be submitted within five (5) calendar days to invoices@phoenix.gov with a copy sent to the CDCR.

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

In the event that any portion of the Contractor services is deemed unacceptable, the Contractor will correct the deficiencies at no additional cost to the City. The City will be the sole determiner of acceptability.

3.13. SAFETY, PRECAUTIONS AND CLEANLINESS:

Contractor(s) shall perform these services in a safe manner for means, methods, techniques, procedures, and safety precautions in connection with performance of these services.

Contractor(s) shall be responsible for its employees and the execution of all required safety, precautions and cleanliness during services under this contract as required by federal, state, and local laws and requirements of the City of Phoenix.

mailto:invoices@phoenix.gov

All final testing of repairs shall be performed according to industry standards.

The Contractor will provide all necessary Personal Protective Equipment (PPE) to perform the service being requested in the contract. At a minimum, PPE should include but not limited to, welding mask, gloves, welding aprons and any additional PPE required, based upon company policy and service requested.

3.14. REPAIR, REPLACEMENT AND REBUILD PARTS:

All materials furnished must be equal to or exceed that of industry standard in material, performance and warranty.

The City reserves the right to supply parts and/or materials that are not readily available from an

OEM or aftermarket source. If a City supplied part is installed, the Contractor must provide installation warranty for ninety (90) days, from the day of acceptance by the City.

The Contractor must warrant all services that fail due to quality or workmanship for ninety (90) days. If said failure is due to abuse or negligence by the City, the Contractor will not be held responsible for its ninety (90) day warranty period.

All warranty work shall be completed within four (4) business days unless otherwise approved in writing by CDCR.

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

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

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

3.15. ESTIMATE / INVOICE REQUIREMENTS:

Contractor should not commence any work until: (1) a work order number has been assigned, and (2) a purchase order or shopping cart number has been received verbally or electronically from the CDCR.

All Estimates and Invoices Shall Contain the Following Information:

A. Purchase order [4400XXXXXX] or shopping cart [8000XXXXXX] number.

B. Work order number [8 or 9 digits starting with 70XXXXXX(X)].

C. First and last name and telephone number of CDCR.

D. Estimates submitted to the City shall be clear and concise and without charge to the

City.

E. Estimates and invoice headers must include Contractor name, address, telephone number, email address, invoice number and invoice date. This information shall remain unchanged. No new invoice numbers or dates will be given for the same job on subsequent billings.

F. Estimates and invoices shall include labor hours, contracted labor rate and materials.

G. Estimates and invoices shall include project identification and requested service for each repair job performed by the Contractor.

H. Warranty job/complaint must also include complaint, cause and correction. The job must also include parts utilized, including part number, part description, part quantity at a zero cost to the City.

I. All final invoices must be provided within three (3) business days from final quality assurance inspection.

The City will not pay for unauthorized modifications or additions.

Contractor shall invoice labor hours and materials at the hourly rate referenced in Section 9.

Materials shall be billed at cost with no markup allowed. A copy of the itemized materials invoice from the supplier must be included with all billings for materials.

3.16. MEETINGS AND UPDATES;

Contractor and CDCR may request to meet on an annual 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 B - SHEET METAL FABRICATION:

CONTRACTOR WORK REQUIREMENTS:

Contractor will provide all labor, materials, equipment, tools, accessories, supervision, transportation, and dumping fees to fabricate, replace, repair, and install all types of metal fabrication at various City owned sites and supportive facilities, on an as-needed basis.

3.18. APPLICABLE STANDARDS AND LAWS:

American Iron and Steel Institute (AISI)

American Society for Testing and Materials (ASTM)

Occupational Safety and Health Administration (OSHA)

City of Phoenix Building Codes as applicable.

All applicable state, federal and local laws, standards and ordinances.

3.19. LICENSE REQUIREMENT:

At the time of the bid submission, Offerors must possess a valid Commercial Sheet Metal

License, Class L45, issued by the Arizona Registrar of Contractors. A copy of the license must be submitted at the time of bid submission. The license must be maintained throughout the duration of the contract.

Any questions concerning license application, requirement and/or reciprocity agreements with other states, please consult the Arizona Registrar of Contractors.

3.20. EXPERIENCE / QUALIFICATION:

Contractor must have been active in the business of metal fabrication services for a minimum of five (5) years within the last seven (7) years.

Contractor shall be licensed for five (5) years in the business of providing metal fabrication services for a minimum of five (5) years within the last seven (7) years.

3.21. METAL MATERIAL REQUIREMENTS:

Contractor shall comply with the Stainless Steel: AISI Type 304, hardest workable temper with

#4 directional polishes unless noted otherwise:

The Contractor shall provide:

Galvanized Steel: ASTM A 526, except ASTM A 527 for extensive forming; ASTM A 526, G90 zinc coating, chemical treatment.

Steel Sheet: ASTM A 569 hot rolled carbon steel and cold-rolled.

Stainless steel fasteners (screws, bolts, nuts, washers, etc.)

Lift off doors with fully welded hinges, "U" shaped pull handles and magnetic catches.

Stainless Steel Flag (pivot) Hinges to be used. Tack Weld magnet inside cabinet door with #430 stainless steel piece- welded at cabinet door.

Drawer assemblies with heavy-duty stainless-steel commercial grade full extension drawer glides, double pan fronts with 14-gauge stainless steel slide housings and 18-gauge stainless steel removable drawer pans.

Self-adhesive protective paper covering on polished surfaces of stainless sheet work until time of inspection. All field joints shall be fully welded using heli-arc methods and stainless-steel type 304 filler rods

3.22. GENERAL REQUIREMENTS:

Provide all labor, supervision, material(s), equipment, tools, transportation and methods of communication and, if required, additional miscellaneous services necessary to meet requirements of specified services throughout the terms of the contract.

Fabrication shall be performed on-site unless otherwise agreed to by the CDCR.

Travel time is not billable to the City.

Check in with on-site City staff representative prior to the start of work and upon completion of work.

Provide workers who are fully trained to the skill level necessary to complete a job in a satisfactory manner.

Should the City determine that a worker is not competent to complete a job, the Contractor agrees to immediately substitute the worker with a worker with the appropriate skills.

The substitution of a worker will be done at no additional cost to the City.

The City is the sole judge of worker competence.

All work will be performed by the awarded Contractor. Subcontractors are not allowed.

Provide a supervisor at the job site at all times when work is being performed. The Contractor’s site supervisor shall be literate and fluent in the English language due to the necessity to enforce instructions as well as the need to converse with City staff.

Provide all equipment and vehicles necessary to complete work.

Rental of equipment will be reimbursed at cost. No mark-up on rental equipment will be allowed.

All rentals must be approved in advance by the CDCR.

To obtain authorization, the Contractor will be required to submit information to the CDCR which describes the special need, list the equipment description, rental duration, and the total costs.

An itemized invoice from the rental agency must be provided with the invoice upon request for payment.

Rental equipment reimbursement will be made only for equipment that is not reasonable and customary to the metal fabrication trade.

Contractor shall invoice labor hours and materials at the hourly rate and prices identified in

Section 9. Materials shall be billed at cost with no allowable markup. A copy of the itemized materials invoice from the supplier must be included with all billings for materials.

Contractor will be responsible for vehicle parking fee(s) as applicable.

3.23. FABRICATION REQUIREMENTS:

Prior to the commencement of any work, the Contractor shall prepare a written cost estimate to include the following for CDCR approval. No service shall be performed without request and written approval by the CDCR. The written cost estimate must include:

A brief description of the work to be performed.

A breakdown of labor and material costs for each element of the project.

An estimate of the number of calendar days required to complete the work. The proposed fabrication time is to be agreed upon and approved in writing by the CDCR.

Upon initial notification by CDCR, Contractor shall:

Return CDCR’s call or email within twenty-four (24) hours;

Meet CDCR for on-site visit within three (3) calendar days.

Emergency Service times:

Return call or email within four (4) hours;

Be on-site within twenty-four (24) hours.

When emergency services are required, the CDCR shall clearly identify the request as an emergency at the time of the order. CDCR will determine the required timeframe for

Contractor’s on-site visit as well as fabrication time.

Ensure marine edges are used unless noted otherwise.

Remove burs from sheared edges of fabrication, ease corners, and smooth to eliminate cutting hazard. Bend sheets of metal at not less than the minimum radius required to avoid grain separation in the metal. Maintain flat, smooth surfaces without damage to finish. Where possible, fabricate work from single sheets to minimize seams.

Reinforce metal at locations of hardware, anchorages, and accessory attachments, where metal is less than 14-gauge or requires mortised application. Conceal reinforcements to greatest extent possible. Weld in place on concealed facets.

METAL AND STAINLESS STEEL: Except as otherwise indicated, fabricate exposed metal of stainless steel and fabricate the following components of metal indicated below. Fabricate all other components from not less than 20-gauge metal.

1. Counter Tops 14-gauge stainless steel #4 finish type 304 with marine edge

2. Base Cabinets 18-gauge stainless steel #4 finish type

3. Doors 16-gauge stainless steel with 18 gauge back pan #4 finish

4. Shelves 16-gauge stainless steel #4 finish type 304

5. Sinks 16-gauge stainless steel with die stamped bottom

6. Closure & Trim 4" wide

7 Hardware Reinforcement 12-gauge

8. Gusset Plates 8-gauge

Fabricate countertop surfaces by forming and welding to provide seamless construction. Use welding rods that match the sheet metal. Grind all welds smooth and polish. Where necessary for field assembly, provide waterproof, gasketed, draw-type joints with concealed bolts. Provide stainless steel splashes at locations indicated on the elevations.

Reinforce work surfaces at 16" on center each way with stainless concealed structured members.

Install sealants and gaskets around each unit to provide air-tight, waterproof, sanitary joints. Joints should not exceed 1/8" wide.

3.24. CONTRACT MONITORING:

During the contract term, the City will conduct contract monitoring that will include evaluating

Contractor performance and to ensure the delivery of goods and/or services are provided in accordance with the contract terms.

4. Standard Terms and Conditions

4.1. Definition of Key Words Used in the Solicitation

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

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

May: Indicates something that is not mandatory but permissible.

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

“A.R.S.” Arizona Revised Statute

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

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

Contractor's performance under this contract.

"City" The City of Phoenix

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

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

“Days” Means calendar days unless otherwise specified.

“Chief Procurement Officer” The contracting authority for the City of Phoenix, AZ, authorized to sign…