Flight Helmets, Accessories and Repair Services

The City of Phoenix is requesting sealed offers for flight helmets, accessories, and repair services under RFQ-26-0319, with offers due July 6, 2026 at 2:00 p.m., and a non-mandatory pre-offer conference scheduled for June 15, 2026 at 1:30 p.m. via WebEx. The contractor must be an authorized distributor of Gentex Alpha Eagle flight helmets, maintain OEM certifications, and be located in Arizona due to operational urgency and the need for rapid fitting and adjustments — a material operational and geographic filter.

The scope includes Alpha Eagle flight helmets in multiple sizes, communication equipment, replacement parts, and associated repair and fitting services to support helicopter crew member protection for the Police and Fire Departments. The contractor must have been in operation for a minimum of two years providing these goods or services, provide in-person fitting services with qualified personnel, maintain OEM certifications, offer responsive customer support with a designated account representative, and maintain a local Arizona source for warranty work. Equipment must be received within 60 days of purchase with a 1-year manufacturer warranty on new helmets and accessories. Repair services must be completed within 60 days of receipt and carry a minimum 12-month warranty.

The contract commencement date is December 1, 2026, or upon final signature and recording by the City Clerk's department, whichever is later. The initial term is five years; the RFQ description references two optional two-year extensions exercisable at the City's sole discretion. Pricing must be submitted on a per-unit basis, with all quotes firm and fixed for the initial two years. After year two, price increases may be considered annually with 60 days' written notice and supporting documentation; price decreases are permitted at any time. The City will pay reasonable standard ground shipping costs, and deliveries must occur between 8:00 a.m. and 2:00 p.m., Monday through Friday, excluding City holidays. Written inquiries are due June 22, 2026 at 2:00 p.m. All personnel accessing contract documentation must execute a Sensitive Security Information Acknowledgement Form under 49 C.F.R. Parts 15 and 1520. Contractors are subject to DBE requirements under 49 CFR Part 26 and flow-down obligations to subcontractors.