CITY OF PHOENIX
PUBLIC WORKS DEPARTMENT
INVITATION FOR BID
IFB 20-FMD-009
HVAC MAINTENANCE, REPAIR, AND REPLACEMENT
REQUIREMENTS CONTRACT
Anne Shadle
Procurement Officer
200 W. Washington St., 7th Floor
Phoenix, AZ 85003
Phone: (602) 256-4361
email anne.shadle@phoenix.gov
Posted – July 1, 2019
TABLE OF CONTENTS
SECTION I – INSTRUCTIONS....................................................................................4
SECTION II – STANDARD TERMS AND CONDITIONS ..........................................11
SECTION III – SPECIAL TERMS AND CONDITIONS .............................................22
SECTION IV – INSURANCE AND INDEMNIFICATION ........................................... 31
SECTION VI - SUBMITTALS ................................................................................... 40
Solicitation Number IFB 20-FMD-009 (AS)
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SECTION I - INSTRUCTIONS
Please read before continuing to the offer document.
SOLICITATION RESPONSE CHECK LIST
Check off each of the following as the necessary action is completed.
All forms have been completed and signed, including Solicitation Disclosure form.
All Submittals are included.
Reviewed and verified prices offered.
Checked price extensions and totals.
Included any required drawings or descriptive literature.
If required, checked and included the amount of the offer surety.
Reviewed the insurance requirements, if any, to assure compliance.
Included the specified number of copies of the offer as indicated in Submittal section.
Included signed addenda, if any.
Addressed the mailing envelope to the Procurement Officer on the solicitation front page, at the
address listed.
The mailing envelope clearly shows your company name and address, the solicitation number,
and the offer opening date.
Mailed the response in time – City must receive offers no later than the date and time
indicated in the Schedule of Events or addenda.
Solicitation Number IFB 20-FMD-009 (AS)
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SECTION I - INSTRUCTIONS
SECTION I – INSTRUCTIONS
The City of Phoenix invites sealed offers for HVAC Maintenance, Repair, and Replacement Services for
a one-year period. The contract will commence on or about November 01, 2019, 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 Arizona Relay Service 7-1-1. Please call TTY 800-367-8939 for
assistance.
Notwithstanding the foregoing, this Agreement will terminate upon the earliest occurrence of any of the
following:
reaching the end of the term and any extensions exercised as set forth above;
payment of the maximum authorized compensation under this Agreement; or
termination pursuant to the provisions of this Agreement.
1.
CITY’S VENDOR SELF-REGISTRATION AND NOTIFICATION: Vendors must be registered
in
the
City’s
eProcurement
Self-Registration
System
at
https://www.phoenix.gov/financesite/Pages/EProc-help.aspx in order to receive solicitation
notices, respond to solicitations and access procurement information. The City may, at its sole
discretion, reject any offer from an Offeror who has not registered in the City’s eProcurement
system.
2.
SCHEDULE OF EVENTS:
ACTIVITY (All times are local Phoenix time)
Pre-Offer Conference
Pre-Offer Conference Location
Site Visit
Site Visit Location
Written Inquiries Due Date
Offer Due Date
Offer Submittal Location
DATE
TIME AND DATE
ADDRESS
TIME AND DATE
ADDRESS
TIME AND DATE
TIME AND DATE
ADDRESS
The City reserves the right to change dates and/or locations as necessary, and the City does
not always hold a Pre-Offer Conference or Site visit.
3.
OBTAINING A COPY OF THE SOLICITATION AND ADDENDA: Interested Offerors may
download the complete solicitation and addenda from https://www.phoenix.gov/solicitations.
Internet access is available at all public libraries. 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, Procurement Services Division, 200 W.
Washington St., 7th Floor, Phoenix, AZ. It is the Offeror’s responsibility to check the website and
verify all required information is submitted with their offer.
4.
PREPARATION OF OFFER:
4.1. All forms provided in Submittal Section must be completed and submitted with the offer.
The signed and completed Solicitation Disclosure form must be included or your offer
may be deemed non-responsive.
Solicitation Number IFB 20-FMD-009 (AS)
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SECTION I - INSTRUCTIONS
4.2. 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.
4.3. All time periods stated as a number of days will be calendar days.
4.4. 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:
4.4.1. Consider applicable laws and/or economic conditions that may affect cost,
progress, performance, or furnishing of the products or services.
4.4.2. Study and carefully correlate Offeror’s knowledge and observations with the
solicitation and other related data.
4.4.3. Promptly notify the City of all conflicts, errors, ambiguities, or discrepancies that
Offeror has discovered in or between the solicitation and other related
documents.
4.4.4. 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 solicitation. All materials and documents
submitted in response to this solicitation become the property of the City and
will not be returned.
4.4.5. 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.
4.4.6. 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.
4.4.7. 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.
5.
EXCEPTIONS: Offeror must not take any exceptions to any terms, conditions or material
requirements of this solicitation. Offers submitted with exceptions will be deemed non-
responsive and disqualified from further consideration. Offerors must conform to all of the
requirements specified in the solicitation. The City encourages Offerors to send inquiries to the
procurement officer rather than including exceptions in their Offer.
Solicitation Number IFB 20-FMD-009 (AS)
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