Eaton UPS One-Time Preventative Maintenance (5 UPS Units)

The City of Philadelphia is issuing a small order purchase solicitation for one-time preventative maintenance services on five Eaton UPS units located in Pennsylvania. This procurement will be awarded as a whole or by line item, whichever serves the City's best interest, to the lowest responsive and responsible bidder. Vendors must submit quotes on all items to remain eligible for award consideration and must complete and submit a signed Consent and Authorization Agreement prior to bid closing to be deemed responsive. The solicitation was posted on April 27, 2026, with a due date of May 5, 2026, allowing vendors eight days to prepare and submit their quotes through the PHLContracts eProcurement platform. All quoted prices must be submitted as net amounts exclusive of taxes on an FOB Destination Point basis, and prices must remain valid for 60 days from the submission date. No delivery or provision of services shall commence until the vendor receives formal notification from the City department.

There are no specific set-aside designations or disadvantaged enterprise restrictions applicable to this small order purchase, though the Local Business Entity (LBE) certification question must be answered during the submission process despite the LBE Program not applying to this procurement category. Vendors may optionally submit an LGBTQ Applicant Opportunity Data Form to identify themselves as LGBTBE-certified businesses, which the City will use for vendor database inclusion and assessment purposes. All responding vendors must maintain appropriate insurance coverage, including workers' compensation at statutory limits, general liability of $500,000 per occurrence, and automobile liability of $300,000 per occurrence, and must comply with applicable federal, state, and local laws including Philadelphia's nondiscrimination and ethics requirements. The contract term is one year from the Effective Date with the option to renew for up to three additional one-year periods, not to exceed four years total, with a maximum contract value of $94,000 annually, adjusted yearly by the Consumer Price Index Urban (CPI-U) percentage increase from January 1, 2020, and rounded to the nearest $1,000. No incumbent vendors or current contractors are identified in the solicitation documents.