Air-Fed Vertical Collating System

The City of Phoenix Finance Department, Central Procurement Division, is requesting sealed bids on an air-fed vertical collating system under IFB-27-0411, with offers due September 18, 2026, at 2:00 p.m. This procurement is subject to DBE-N (Disadvantaged Business Enterprise - Neutral) compliance under 49 CFR Part 26 and to the City of Phoenix Aviation Department's Supplemental Terms and Conditions, which mandate nondiscrimination requirements rooted in federal civil rights statutes and FAA grant assurances.

The scope is supply, delivery, installation, and support of one air-fed vertical collating/booklet-making system with three collator towers containing 30 total bins. The system must perform NCR collating, standard collating, saddle stitching, folding, stacking, and trimming at minimum production speeds of 9,000 sets per hour or 4,000 books per hour. The City will remove and dispose of the existing Horizon Air Suction Collator (model VAC-100c, Serial No. 020525) at no cost. Delivery must be FOB destination to 2640 South 22nd Avenue, Phoenix, Arizona, within 60 days of purchase order receipt, with installation and full operational readiness within 30 days of delivery at no additional cost. Full-service maintenance including parts, labor, consumables, and preventive maintenance is required during standard business hours (Monday–Friday, 8:00 a.m. to 5:00 p.m. Arizona time) with a two-hour callback requirement and 24-hour onsite response. Training must be provided to at least three City staff members for a minimum of eight hours covering operation, programming, basic maintenance, and troubleshooting. The contractor must maintain local availability of captive parts within 48 hours and provide Saturday delivery capability. Prices shall be firm and fixed for the initial two years, with annual increase requests permitted thereafter upon 60 days' notice and supporting documentation, subject to City approval.

The contract term is five years from the commencement date approved by Phoenix City Council, with five optional one-year extensions exercisable at the City's sole discretion. Offerors must demonstrate a minimum of five years in business providing similar goods or services. A non-mandatory pre-offer conference is scheduled for September 1, 2026, at 10:30 a.m. via WebEx. Written inquiries are due by September 4, 2026, at 5:00 p.m. Award will be made to the lowest responsive and responsible offeror whose offer conforms in all material respects to the solicitation requirements.