City of PHX LN Curtis Fire Equip Contract

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City of Phoenix

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REQUEST FOR PROPOSAL
RFP 24-0108
FIREFIGHTER EQUIPMENT

City of Phoenix
Finance Central Procurement
251 W. Washington Street
8th Floor
Phoenix, AZ
85003

RELEASE DATE: June 6, 2024
DEADLINE FOR QUESTIONS: June 25, 2024
RESPONSE DEADLINE: July 5;-2024, 2:00 pm July 10, 2024

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City of Phoenix
REQUEST FOR PROPOSAL
RFP 24-0108
Firefighter Equipment

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Submittals

Scope of Work we

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Attachments:

A - RFP 24-0108 Firefighter Equipment Pricing Proposal

B - Submittals - Offer Page rev 3-2023

C - Submittals - References rev 2-2023

D - Submittals - Debarment & Exclusion rev 2-2023

E - Submittals - Costs and Payments rev 2-2023

F - Submittals - Conflict of Interest and Transparency rev 2-2023

G - Submittals - Place of Business rev 2-2023

H - Submittals - 24 Hour Emergency Contact rev 2-2023.

Request For Proposal #RFP 24-0108
Title: Firefighter Equipment

1. Introduction

1.1. Summary

The Phoenix Fire Department, driven by superior customer service, is dedicated to safeguarding
our community. Our comprehensive mission, spanning fire suppression, emergency medical
services, all-hazards incident management, and community risk reduction, reflects our holistic
approach to public safety.

Recognizing the dynamic challenges in emergency response, we are initiating an RFP focused
on procuring essential firefighting equipment, including extraction tools, fire extinguishers,
firefighting equipment, and attack tools. The Fire Department seeks cutting-edge solutions to
bolster our operational capabilities, empowering our professionals to respond effectively to
diverse emergencies and ensuring the ongoing safety and well-being of the Phoenix
community.

As the fifth largest city in the United States, the City of Phoenix maintains a large, active fire
department. The Phoenix Fire Department employs over 1,600 firefighters working three
shifts. There are nearly 60 fire stations and 10 battalions utilizing 65 engine companies, 14
ladder companies, and 32 rescue companies (ambulances) with an annual budget of $565
million. The ability to acquire necessary equipment is paramount to the execution of Phoenix
Fire duties in support of the public safety for the City of Phoenix.

1.2. Contact Information

Rosanne Emerick

Procurement Officer

251 W. Washington Street

8th Floor

Phoenix, AZ 85003

Email: rosanne.emerick@phoenix.gov

Phone: (602) 262-1659

Department:
Finance Central Procurement

1.3. Timeline
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.

To request a reasonable accommodation or alternative format for any public meeting, please
contact the Procurement Officer (Rosanne Emerick) at 602-262-1659/Voice or 711/TTY, or
rosanne.emerick@phoenix.gov, no later than two (2) weeks prior to the meeting.

Request For Proposal #RFP 24-0108
Title: Firefighter Equipment

Solicitation Issue Date

June 6, 2024

Pre-Offer Conference (Non-
Mandatory)

June 18, 2024, 11:00am
When it's time, join your Webex meeting here.

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Written Inquiries Due Date

June 25, 2024, 2:00pm

Offer Due Date

duly-5,2024 July 10, 2024, 2:00pm
Please submit electronically to
procurement@phoenix.gov

Request For Proposal #RFP 24-0108
Title: Firefighter Equipment

2. Instructions

2.1. Description — Statement of Need

The City of Phoenix invites sealed offers for various categories of firefighter equipment for a five
(5) - year period commencing on or about September 1, 2024, 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. While the focus of this solicitation is to
provide for the Phoenix Fire Department, any resulting contract(s) will be available Citywide.

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: by
reaching the end of the term including any extensions exercised, or termination pursuant to the
provisions of this Agreement.

2.2. City’s Vendor Self-Registration and Notification

Vendors must be registered in the City’s procurePHX Self-Registration System at
https:/Awww.phoenix.gov/procure to respond to solicitations and access procurement
information. The City may, at its sole discretion, reject any offer from an Offeror who has not
registered.

2.3. Preparation of Offer

All forms provided in Submittal Section 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.

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Request For Proposal #RFP 24-0108
Title: Firefighter Equipment

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
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.

2.4. Fixed Offer Price Period

All offers shall be firm and fixed for a period of 290 calendar days from the solicitation opening
date.

2.5. Delivery

Delivery is an important consideration and will be a factor in determining the award. A delivery
time after receipt of order (ARO) must be stated in definite terms. Should there be variations in
delivery times by item, the submittal should be clear concerning these variations.

2.6. Obtaining a Copy of the Solicitation and Addenda

Interested Offerors may download the complete solicitation and addenda from
https://solicitations.phoenix.gov/. 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, Finance Department, Central Procurement Division, 251 W
Washington Street, 8th Floor, Phoenix, AZ. It is the Offeror's responsibility to check the website,
read the entire solicitation, and verify all required information is submitted with their Offer.

2.7. 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

Request For Proposal #RFP 24-0108
Title: Firefighter Equipment

requirements specified in the solicitation. The City encourages Offerors to send inquiries to the
Procurement Officer rather than including exceptions in their Offer.

2.8. Inquiries

All questions that arise relating to this solicitation should be directed via email to the
Procurement Officer and must be received by the due date indicated in the Schedule of Events.
The City will not consider questions received after the deadline.

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
addendums on the Procurement Website.

2.9. 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 by signing and returning
the document with the Offer submittal.

2.10. Business in Arizona

The City will not enter contracts with Offerors (or any company(ies)) not granted authority to
transact business, or not in good standing, in the state of Arizona by the Arizona Corporation
Commission, unless the Offeror asserts a statutory exception prior to entering a contract with
the City.

2.11. 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.

2.12. Certifications
By signature in the Offer section of the Offer and Acceptance page(s), Offeror certifies:
e 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.

Request For Proposal #RFP 24-0108
Title: Firefighter Equipment

2.13. Submission of Offer

Offers must be in possession of the Department on or prior to the exact time and date indicated
in the Schedule of Events. Late offers will not be considered. The prevailing clock will be the
City Department's clock.

Offers must be submitted electronically by email to procurement@phoenix.gov and the following
information should be noted in the email:

A. Offeror's Name

Offeror's Address (as shown on the Certification Page)
Solicitation Number

Solicitation Title

Offer Opening Date

mmo oO ®

Due to file size limitations for electronic transmission (for sending or receiving), Offers
sent by email may need to be sent in parts with multiple emails. It is the responsibility of
the Offeror to ensure that the Offer (including all parts if sent in multiple emails) 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 email(s) as received/stamped by the City’s
inbox 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.

G. 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.

2.14. Withdrawal of Offer

At any time prior to the solicitation due date and time, an Offeror (or designated representative)
may withdraw the Offer by submitting a request in writing and signed by a duly authorized
representative. If Offeror withdraws the Offer electronically by email to the Procurement Officer,
the request to withdraw must be in the form of a letter attached to the email that includes either
an image of the duly authorized representative's signature or an electronic signature from a
verifiable source, such as Adobe Sign, DocuSign or a similar verifiable software program.

2.15. 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 website.

Request For Proposal! #RFP 24-0108
Title: Firefighter Equipment

The City will post a preliminary offer tabulation on the City’s website,

https://solicitations. phoenix.gov/Awards 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 website. By signing and submitting its Offer, each Offeror agrees that this posting of the
award recommendation to the City’s website 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.

2.16. Offer Evaluation Criteria

In accordance with the Administrative Regulation 3.10, Competitive Sealed Proposal awards
shall be made to the responsive and responsible Offeror(s) whose Offer is determined in writing
to be the most advantageous to the City based upon the evaluation criteria listed below.

The evaluation factors are listed in the relative order of importance and more details are
provided in Scope of Work. The following evaluation criteria will be used to evaluate all Offers: :

Evaluation Criteria (maximum 1000 points)

Evaluation Criteria #1 - Method of Approach 350 pts

Evaluation Criteria #2 - Capacity 300 pts

Evaluation Criteria #3 - Experience 200 pts

Evaluation Criteria #4 - Price 150 pts
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2.17. Pre-Award Qualifications |

Offeror must have been in operation a minimum of three (3) consecutive years. The Offeror’s
normal business activity during the past three (3) years will have been for providing the goods or
services in this solicitation.

Upon notification of an intent to award, the Offeror will have ten 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.

2.18. 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.

2.19. Award of Contract

Unless otherwise indicated, award(s) will be made to the most 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.

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Request For Proposal #RFP 24-0108
Title: Firefighter Equipment

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.

2.20. 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

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Request For Proposal #RFP 24-0108
Title: Firefighter Equipment

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. OFPFERORS 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.

2.21. 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 website 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:

e Identification of the solicitation number;
« The name, address and telephone number of the protester;

e A detailed statement describing the legal and factual grounds for the protest, including
copies of relevant documents;

« The form of relief requested; and
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Request For Proposal #RFP 24-0108
Title: Firefighter Equipment

e 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.

2.22. 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. !f 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.
\f 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.

2.23. 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.

2.24. 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 rea! or apparent
conflict of interest determined by the City. The City reserves the right to replace the disqualified
Offeror.

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Request For Proposal #RFP 24-0108
Title: Firefighter Equipment

2.25. Contract Award

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 multiple
award contracts.

2.26. Determining Responsiveness and Responsibility

Offers will be reviewed for documentation of minimum qualifications, 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 (as the case may be) will render an Offer
nonresponsive.

Exceptions, conditions, reservations, or understandings are presumed to be unacceptable, and
an Offer that includes unacceptable exceptions, conditions, reservations, or understandings
may be rejected as nonresponsive. Alternatively, the City in its sole discretion may instruct in
writing that any Offeror remove the conditions, exceptions, reservations or understandings. If
the Offeror fails to do so in writing, the City may determine the Offer to be nonresponsive.

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

The Procurement Officer will review each Offer to determine if the Offeror is responsible. The
City’s determination as to whether an Offeror is responsible will be based on all information
furnished by the Offeror, interviews (if any), and information received from Offeror’s references,
including information about Offeror’s history, terminations for convenience or cause, contract
breach lawsuits or notices of claim and any other sources the City deems appropriate. Award of
the Contract resulting from the solicitation will not be made until any necessary investigation,
which each Offeror agrees to permit by submitting its Offer, is made by the City as it deems
necessary. A review of responsibility may occur up to contract award.

The Offeror’s unreasonable failure to promptly supply information about an inquiry with respect
to responsibility may be grounds for a determination of non-responsibility with respect to such
Offeror.

2.27. 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.

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Request For Proposal #RFP 24-0108
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2.28. Evaluation of Competitive Sealed Offers

The City will use its discretion in applying the following processes to this solicitation. Any ties in
scoring will be resolved with a best and final price request and the lowest price will prevail.

2.29. Detailed Evaluation of Offers and Determination of Competitive
Range

During deliberations, the Evaluation Panel will reach a consensus score for each evaluation
criterion except price. The Procurement Officer will score the price, which will be added to the
overall consensus score. The overall consensus scores will determine the Offerors’ rankings
and which offers are within the Competitive Range, when appropriate.

2.30. Offers Not Within the Competitive Range

The City may notify Offerors of Offers that the City determined are not in the Competitive
Range.

2.31. Discussions with Offerors in the Competitive Range

The City will notify each Offeror whose Offer is in the Competitive Range or made the ‘short list’
and provide in writing any questions or requests for clarification to the Offeror. Each Offeror so
notified may be interviewed by the City and asked to discuss answers to written or oral
questions or provide clarifications to any facet of its Offer. The Offerors in the competitive range
may be required to provide a demonstration of their product.

Demonstrations - Offerors in the competitive range may be invited to construct a hands-on
sample or presentation of their solution at the City of Phoenix. In addition, each finalist may
prepare and deliver a presentation of their proposed solution based on the script developed by
the evaluation panel. The City may also require a hands-on lab demonstration designed
specifically for the evaluation panel. The results of the surveys will be tabulated and delivered to
the evaluation team for the final review and solution selection session(s).

if an Offer in the Competitive Range contains conditions, exceptions, reservations or
understandings to or about any Contract or Solicitation Scope requirement, the City may
discuss or negotiate the conditions, exceptions, reservations or understandings during these
meetings. But the City in its sole discretion may reject any and all conditions, exceptions,
reservations and understandings, and the City may instruct any Offeror to remove the
conditions, exceptions, reservations or understandings. If the Offeror fails to do so, the City may
determine the Offer is nonresponsive, and the City may revoke its determination that the Offer is
in the Competitive Range.

To the fullest extent permitted by law, the City will not provide any information, financial or
otherwise, to any Offeror about other Offers received in response to this solicitation. During
discussions with Offerors in the Competitive Range, the City will not give Offerors specific prices
or specific financial requirements that Offerors must meet to qualify for further consideration.
The City may state that proposed prices are too high with respect to the marketplace or
otherwise unacceptable. Offerors will not be told of their relative rankings before Contract
award.

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Request For Proposal #RFP 24-0108
Title: Firefighter Equipment

2.32. Best and Final Offers (BAFO)

A BAFO is an option available for negotiations. Each Offeror in the Competitive Range, which is
determined in the City’s sole discretion, may be afforded the opportunity to amend its Offer and
make one BAFO.

If an Offeror’s BAFO modifies its initial Offer, the modifications must be identified in the BAFO.
The City will evaluate BAFOs based on the same requirements and criteria applicable to initial
Offers. The City will adjust appropriately the initial scores for criteria that have been affected by
offer modifications made by a BAFO. Based on the criteria defined in the solicitation as
weighted, the City will then perform final scoring and prepare final rankings.

The Evaluation Panel will recommend the Offer that is the best value and most advantageous to
the City based on the evaluation criteria.

The City reserves the right to make an award to an Offeror whose Offer is the highest rated,
best value, and most advantageous to the City based on the evaluation criteria, without
conducting written or oral discussions with any Offeror, without negotiations, and without
soliciting BAFOs.

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Request For Proposal #RFP 24-0108
Title: Firefighter Equipment

3. Evaluation Process

Evaluation Criteria

Evaluation Scoring Method

Weight (Points)

1. Method of Approach Points Based

A. Detail your strategy for supplying and
delivering the designated products,
ensuring exceptional customer service
throughout the process. Elaborate on your
company's approach to handling customer
service inquiries and support. (Section 5.4,

(A)

B. Provide a comprehensive overview of
your proposed approach to managing
inventory, including strategies for handling
both stocked items and procuring and
delivering products that are not readily
available. (Section 5.2, (B), (5), (d) and (e)
& Section 5.2, (C))

C. Describe your company's protocol for
rectifying instances of incorrect item(s)
delivered, damaged products upon receipt,
late or missing deliveries, and inaccurate
invoices. Additionally, elaborate on the
quality assurance measures implemented
to prevent the need for corrective actions.
(Section 5.2 (E))

350
(35% of Total)

2. Capacity Points Based

A. Please provide a comprehensive
description of the breadth, variety, and
quality of your product line(s), highlighting
any innovative offerings. Additionally,
specify if and when your products are
eligible for warranty coverage. (Section 5.1,
Section 5.2, (A) and 5.3}

B. Explain how your company ensures it
has the capacity to handle very large, or
very small, product orders. (Section 5.2,
(B), (1)

C. Describe the personnel resources your
company could allocate to meet the
demands of potential orders from the City,
ensuring capacity to fulfill the scope of
work requirements. (Section 5.2, (B), (2), (a
&b))

300
(30% of Total)

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Request For Proposal #RFP 24-0108
Title: Firefighter Equipment

Experience

A. Describe your company's experience in
supplying firefighter equipment relevant to
the proposal you are submitting,
emphasizing past performance and
successful implementations. (Section 5.2

(F))

B. Please elaborate on your company's
track record of working with public
agencies or other large organizations of
similar size to the City, highlighting key
projects or partnerships that demonstrate
your ability to meet their needs effectively.
(Section 5.2 (8), (F))

Points Based

200
(20% of Total)

Price

As part of its submittal, the Offeror shall
shall provide an established catalog/price
list(s) containing comprehensive selection
of products for a minimum of one Product
Category in accordance with the
Instructions outlined in Attachment A -
Pricing Schedule.

The intent is for each Contractor to submit
their complete product line under the
corresponding Product Category that a
wide array of products may be

ordered. Provide pricing for products
and/or services based on a fixed
percentage (%) off marked priced based on
Contractor's catalog or retail store price for
each Product Category specified in the
Pricing Schedule. Contractors are NOT
required to respond to all

categories. Contract pricing shall be based
upon:

+ Fixed discounts(s) off published price
list(s) or catalog(s)

+ Firm fixed price with economic
adjustment (contingencies for economic
price adjustments must be identified in the
proposal)

+ Acombination of the above

Offerors are encouraged to provide a
supplemental pricing narrative to justify its
pricing and how how freight and/or delivery
costs are calculated in the prices submitted
within your offer or any other relevant
information deemed necessary.

Points Based

150
(15% of Total)

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Request For Proposal #RFP 24-0108
Title: Firefighter Equipment

4. Submittals

4.1. Copies

Please submit one original electronic copy of the Submittal Section and all other required
documentation. Please do not lock the electronic copy with password protection so that the
CITY may digitally incorporate the successful offer into the awarded contract. The offer must be
submitted electronically to procurement@phoenix.gov before the due date and time listed in the
solicitation.

Please submit only the Submittal Section, do not submit a copy of the entire solicitation
document. This Offer will remain in effect for a period of 180 calendar days from the opening
date, and is irrevocable unless it is in the City’s best interest to release offer(s).

4.2. Solicitation Response Check List

Use this check list as a tool to review your submission to ensure that all required documents
and forms are included.

The written offer should be:
¢ Typewritten for ease of evaluation.Signed by an authorized representative of the Offeror.

e Submitted with contact information for the individual(s) authorized to negotiate with the
City.

* Offeror's Proposal - A detailed proposal describing the firm or individual's qualifications
and experience responsive to the requirements of the solicitation and evaluation criteria.

¢ Pricing Proposal - A completed pricing proposal with all requested prices, quantities,
and/or discounts completed.

e Submittal Forms - All submittal forms are completed and signed.
e Addenda - Signed copies of all published addenda, if any.

Offers must be in possession of the Department on or prior to the exact time and date indicated
in the Schedule of Events. Late offers will not be considered. Electronic submission is preferred.
Due to file size limitations for electronic transmission, offers sent by email may need to be sent
in parts with multiple emails. It is the responsibility of the Offeror to ensure that the offer is
received timely and that there are no technical reasons for delay. Please refer to the Instructions
Section for complete information regarding the submission of offers.

4.3. Additional Quantities

The City anticipates considerable activity under the resultant contract(s). However, no
guarantee can be made as to actual volume of firefighting equipment that will be purchased
under this contract. The City reserves the right to add, change or delete quantities or items as
circumstances may require.

Note: Offers taking exception to this option for additional quantities clause shall indicate in their
Offer.

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Request For Proposal #RFP 24-0108
Title: Firefighter Equipment

4.4. Catalogs and Price Lists

Contractor must provide with its submittal the date of the current manufacturer's price list, and
must identify the catalog that will be in effect at the commencement of the contract and from
which the discounts offered will be evaluated. City's Finance Procurement Division must be
informed 60 days in advance of any new price list or catalogs and the respective date(s). Any
terms and conditions contained in the parts price list(s) or product catalog(s) submitted shall not
take precedence over the City’s terms and conditions specified herein. All invoices must include
the manufacturer's part number, list price and discount percentage, net price extended and
totaled. The City reserves the right to request a hard copy of the manufacturer’s documented
price listing for any item(s) invoiced.

4.5. Discount

All discounts offered shall be firm and fixed for the specified contract period. Discounts offered
must be expressed as a single percentage (%) figure for each contract item.

4.6. Discount from Published Price List

Solicitations shall be submitted on the basis of a discount from a manufacturer's most recent
Published Price List(s). Such Published Price List(s) must be common to, and accepted by, the
industry in general. The lists must be printed, properly identified, and dated as to issuance and
effectiveness.

Revised Published Price Lists may be used as a means of price adjustment. However, all offers
are to be firm for a period 180 days after the solicitation opening date and Revised Price Lists
will not be accepted by the City until after that date. Revised Published Price Lists will be
accepted only in the event of an industry-wide price change, as evidenced by the issuance of
revised price lists, by the manufacturer. Price adjustments will not be made for changes in
freight costs.

Revised Published Price(s) will not become effective until revised list(s) are submitted to the
City under Contractor cover letter identifying the applicable contract agreement number.
Contractor cover letter and pricing list(s) must be dated, signed, and submitted to the
Procurement Officer. Once copy of revised price list will be required.

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Request For Proposal #RFP 24-0108
Title: Firefighter Equipment

5. Scope of Work

5.1. OBJECTIVE

The primary objective is for the Contractor(s) to provide a comprehensive catalog of products
and services ("catalog discount") that may be procured by various citywide departments
including, the Phoenix Fire Department. The Contractor(s) shall provide state-of-the-art
solutions that align with the Department's mission of delivering superior customer service,
enhancing operational capabilities, and ensuring the safety of both our community and
firefighting professionals. Contractor(s) must be able to handle the capacity required of the Sth
largest city in the United States.

5.2. GENERAL REQUIREMENTS

The Contractor shall:

A. Provide new products of the highest quality in design and workmanship that meet and/or
exceed all performance requirements of NFPA standards. Goods shall be free of
defects in workmanship, design, and materials.

B. Have certain capacities and support mechanisms in place for the successful
performance of this contract on a citywide basis. These capacities and support
mechanisms shall include but are not limited to the following:

1.

Business Capacity. The Contractor shall have the ability to ensure acceptable
performance under a citywide contract including the ability to create and manage
numerous individual accounts for order placement, billing and reporting purposes
and the ability to provide a full range of products, materials, parts, and service for
each category offered in order to meet the demands of all requesting departments.
This shall include the ability to resolve customer disputes, handle multiple
communications from accounts and provide excellent customer service.

Key Personnel. The Contractor shall have in place capable key personnel trained
and responsible for providing the following services. A separate staff member is not
required for each area described but each of these duties shall be specifically
assigned to someone capable of performing each of these duties:

a. Citywide Contract Representative — knowledgeable on all aspects of the contract,
will handle contract administration requests and resolve problems that may arise.
(Main point of contact for the Central Procurement Division

b. Requesting Department Contract Customer Service Representative —
appropriate number to provide department specific customer service and contract
administration including but not limited to; return policies, after hours service,
post-sales support, out of stock, order tracking, quality assurance, orders.

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