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LINKING AGREEMENT BETWEEN THE CITY OF GLENDALE, ARIZONA AND AMERICAN REFRIGERATION SUPPLIES, INC. THIS LINKING AGREEMENT (this “Agreement” is entered into as of this day of , 20 , between the City of Glendale, an Arizona municipal corporation (the “City”), and American Reftieration Supplies, Inc., a(n) Arizona corporation company authorized to do business in Arizona (“Contractor”), collectively, the “Patties.” RECITALS On January 1, 2023, under the Arizona State Procurement Cooperative Purchasing Agreement, the State of Arizona entered into a contract with Contractor to purchase the goods and services described in the HVAC parts and Supplies Statewide Contract No. CTR063076 (“Cooperative Purchasing Agreement”), which is attached hereto as Exhibit A. The Cooperative Purchasing Agreement permits its cooperative use by other governmental agencies including the City. Section 2-149 of the City’s Procurement Code permits the Materials Manager to procure goods and services by participating with other governmental units in cooperative purchasing agreements when the best interests of the City would be served. Section 2-149 also provides that the Materials Manager may enter into such cooperative agreements without meeting the formal or informal solicitation and bid requirements of Glendale City Code Sections 2-145 and 2-146. The City desires to contract with Contractor for supplies or services identical, or nearly identical, to the supplies or services Contractor is providing other units of government under the Cooperative Purchasing Agreement. Contractor consents to the City’s utilization of the Cooperative Purchasing Agreement as the basis of this Agreement, and Contractor desires to enter into this Agreement to provide the supplies and services set forth in this Agreement. AGREEMENT NOW, THEREFORE, in consideration of the foregoing recitals, which are incorporated by reference, and the covenants and promises contained in this Linking Agreement, the parties agree as follows: 1. Term of Agreement. The City is purchasing supplies and/or services from Contractor pursuant to the Cooperative Purchasing Agreement. According to the Cooperative Purchasing Agreement, purchases can be made by governmental entities from the date of award, which was January 1, 2023, until the date the contract expires on December 31, 2024 unless the term of the Cooperative Purchasing Agreement is extended by the mutual agreement of the original contracting parties. The Cooperative Purchasing Agreement, however, may not be extended beyond December 31, 2028. The initial period of this Agreement, therefore, is the period from the Effective Date of this Agreement until December 31, 2024. The City may renew the term of this Agreement for maximum aggregate term of 1/2/2020 five years until the Cooperative Purchasing Agreement expires on December 31, 2028. Glendale renewals are not automatic and shall only occur if the City gives the Contractor notice of its intent to renew. The City may give the Contractor notice of its intent to renew this Agreement 30 days prior to the anniversary of the Effective Date to effectuate such renewal. Scope of Work; Terms, Conditions, and Specifications. A. Contractor shall provide City the supplies and/or services identified in the Scope of Work attached as Exhibit B. B. Contractor agrees to comply with all the terms, conditions and specifications of the Cooperative Purchasing Agreement. Such terms, conditions and specifications are specifically incorporated into and are an enforceable part of this Agreement. Compensation. A. City shall pay Contractor compensation at the same rate and on the same schedule as provided in the Cooperative Purchasing Agreement, which is attached hereto as Exhibit C. B. The total purchase price for the supplies and/or services purchased under this Agreement shall not exceed two hundred and fifty thousand dollars ($250,000) for the entire term of the Agreement (initial term plus any renewals). Cancellation. This Agreement may be cancelled pursuant to A.R.S. § 38-511. Non-discrimination. Contractor must not discriminate against any employee or applicant for employment on the basis of race, color, religion, sex, national origin, age, marital status, sexual orientation, gender identity or expression, genetic characteristics, familial status, U.S. military veteran status or any disability. Contractor will requite any Sub-contractor to be bound to the same requirements as stated within this section. Contractor, and on behalf of any subcontractors, warrants compliance with this section. Insurance Certificate. A certificate of insurance applying to this Agreement must be provided to the City prior to the Effective Date. E-verify. Contractor complies with A.R.S. § 23-214 and agrees to comply with the requirements of A.R.S. § 41-4401. No Boycott of Istael. To the extent A.R.S § 35-393 through § 35-393.03 are applicable, the patties hereby certify that they are not currently engaged in, and agree for the duration of the Agreement to not engage in, a boycott of goods or services from Israel, as that term is defined in A.R.S § 35-393. 4/29/2021 9. Attestation of PCI Compliance. When applicable, the Contractor will provide the City annually with a Payment Card Industry Data Security Standard (PCI DSS) attestation of compliance certificate signed by an officer of Contractor with oversight responsibility. 10. Notices. Any notices that must be provided under this Agreement shall be sent to the Patties’ respective authorized representatives at the address listed below: City of Glendale c/o Todd Blair 6210 W. Myrtle Avenue, Suite 111 Glendale. AZ 85301 And American Refrigeration Supplies, Inc. c/o Ross Musil 2632 E. Chamber St. Phoenix, AZ 85040 Rmusil@arsnet.com IN WITNESS WHEREOF, the parties hereto have executed this Agreement as of the date and year set forth above. “City” “Contractor” City of Glendale, an Arizona American Refrigeration Supplies, Inc., municipal corporation an Arizona corporation By: By: “Rod N Kevin R. Phelps Name: Ross Musil | City Manager Title: Vice President Administration ATIEST: Julie K. Bower (SEAL) City Clerk APPROVED AS TO FORM: Michael D. Bailey City Attorney 3 4/29/2021 LINKING AGREEMENT BETWEEN THE CITY OF GLENDALE, ARIZONA AND AMERICAN REFRIGERATION SUPPLIES, INC. EXHIBIT A (STATE OF ARIZONA CONTRACT NO. CTR063076 HVAC PARTS AND SUPPLIES, ) 4/29/2021 Douglas A. Ducey Governor Andy Tobin Director ARIZONA DEPARTMENT OF ADMINISTRATION GENERAL SERVICES DIVISION 1400 W. WASHINGTON ST., SUITE B200 PHOENIX, ARIZONA 85007 (602) 542-1500 November 17, 2022 Ross Musil American Refrigeration Supplies P.O. Box 21127 Phoenix, AZ 85036 SENT VIA EMAIL TO: rmusil@arsnet.com Award of Contract: HVAC Parts and Supplies Statewide Contract No. CTR063076 Dear Mr. Musil: Thank you for submitting a response to Request for Proposal No. BPM004822. I am pleased to inform you that your company’s offer has been selected for award for HVAC Parts and Supplies Statewide. The official contract term shall begin on January 1, 2023. All offers received were evaluated in accordance with the evaluation criteria set forth in solicitation BPM004822. The procurement file for this solicitation, including evaluation documents are now available for public viewing via the State’s e-Procurement system, APP at https://app.az.gov. Please submit your Certificate of Liability Insurance to me by December 1, 2022. Please include the Contract Name and your Contract # CTR063076 in the Description and list the State of Arizona as the Certificate Holder. Your official contract is available in APP under your contract number CTR063076 and consists of the following documentation: Offer and Acceptance, fully executed Price Sheet BPM004822 Procurement File If you have any questions regarding your company’s contract, please contact me at mark.goss@azdoa.gov or (480)-684-0340. Thank you for your response and for your continued interest in doing business with the State of Arizona. Sincerely, Mark Goss ADOA-General Services Division Construction Procurement Manager Arizona Department of Administration Request for P roposal State Procurement Office r 100 N 15th Avenue Notice Page Phoenix, AZ 85007 Solicitation Number: BPM004822 I 1 Description: HVAC Parts and Supplies Statewide I | Solicitation Due Date and Time: As indicated in APP i | Pre-Offer Conference: Pre-Offer Conference will not be conducted Proposals will only be accepted online in “The State’s e-Procurement System” at https://app.az.gov until the “Bid/Offer Due Date” indicated in “The State’s e-Procurement System” for the Solicitation No. shown at the top of this page. Proposals must be in the State Procurement Office’s possession online no later than that deadline. Submit technical inquiries about navigating and/or submitting proposals in the State’s e-Procurement System to the State’s e-Procurement System Help Desk by phone at (602) 542-7600, option 2; or by email to app@azdoa.gov LATE PROPOSALS WILL NOT BE CONSIDERED. No extension or grace period will be given for delays or incomplete proposals caused by internet connectivity problems, file uploading difficulties, or misunderstanding of the requirements or procedures for online submission in “The State’s e- Procurement System’. It is the responsibility of the supplier/offeror to routinely check the APP website for Solicitation Amendments. Additional instructions for preparing an Offer are included in this solicitation. Persons with a disability may request a reasonable accommodation, such as a sign language interpreter, by contacting the Solicitation contact person. Requests shall be made as early as possible to allow time to arrange for the accommodation. Solicitation Requirements (rev 12/21) Page 1 Table of Contents Request for Proposal Solicitation No. BPM004822 HVAC Parts and Supplies Statewide Arizona Department of Administration State Procurement Office 100 N 15th Avenue Phoenix, AZ 85007 Notice Page Table of Contents Solicitation Summary Scope of Work Pricing Document Special Terms and Conditions Uniform Terms and Conditions Solicitation Requirements (rev 12/21) 05 18 22 51 Page 2 Solicitation Summary Arizona Department of Administration Request for Proposal State Procurement Office Solicitation No. BPM004822 100 N 15th Avenue HVAC Parts and Supplies Statewide Bhognt, Az £5007 What the State is Soliciting? The Arizona Department of Administration, State Procurement Office (the State), as authorized under A.R.S. § 41-2501 is seeking to establish one or more “statewide” contracts to provide HVAC Parts and Supplies Statewide The State anticipates awarding contract(s) with the intent to secure service coverage statewide. Whether or not it actually enters into any contracts, how many contracts it enters into, and how the work is awarded between those contracts are all at the State’s discretion. Furthermore, the State will use any awarded contracts on an as-needed basis, with no guarantee as to its actual spending under them. The State reserves the right to accept any item or combination of items specified in the solicitation, unless the Offeror expressly restricts an item or combination of items in its Proposal, and conditions its response on receiving all items for which it provided a proposal. In the event of such restriction, the State will evaluate if an award on such basis will result with the best value and in the best interest for the State. The State may otherwise determine at its sole discretion that such restriction is non-responsive and deem the Offeror ineligible for further evaluation. What is in the Solicitation? 2.1. At the time of publication, the following documents are included in the Solicitation: 2.1.1. Attachment: BPM004822 Solicitation Requirements 2.1.1.1. Notice / Cover Page 2.1.1.2. Table of Contents 2.1.1.3. Solicitation Summary 2.1.1.4. Scope of Work 2.1.1.5. | Special Terms and Conditions 2.1.1.6. | Uniform Terms and Conditions 2.1.2. Attachment: BPM004822 Solicitation Instructions 2.1.2.1. Special Instructions to Offerors 2.1.2.2. Uniform Instructions to Offerors 2.1.3. Solicitation Attachments 2.1.3.1. Offer and Acceptance 2.1.3.2. Boycott of Israel Disclosure 2.1.3.3. Confidential Information 2.1.3.4. Conformance Statement 2.1.3.5. Exceptions 1.3.6. Key Personnel .3.7. | Organizational Profile .3.8. | Proposed Subcontractors .3.9. Experience and Capacity Questionnaire Solicitation Requirements (rev 12/21) Page 3 Solicitation Summary Arizona Department of Administration Request for Proposal State Procurement Office Solicitation No. BPM004822 100 N 15th Avenue HVAC Parts and Supplies Statewide hoes, AZ 85007 2.1.3.10. References 2.1.3.11. | Method of Approach 2.1.3.12. Pricing Document — Excel File BPM004822 Pricing Document 2.2. The State may issue a Solicitation Amendment at any time after solicitation publication, and before the proposal due date. It is the responsibility of the supplier/offeror to routinely check the APP website for any Solicitation Amendments and revised documents. Solicitation Requirements (rev 12/21) Page 4 Scope of Work Arizona Department of Administration Request for Proposal State Procurement Office Solicitation No. BPM004822 100 N 18th Avenue HVAC Parts and Supplies Statewide Bhognis 2 ESOT 1. Purpose 1.1. The State of Arizona (the State), its Agencies, Boards and Commissions (State) as well as Participating Members of the State Purchasing Cooperative (Cooperative), have an ongoing requirement for various HVAC Parts and Supplies Statewide as described herein. The purpose of this solicitation is to conduct a competitive process, in accordance with Arizona Revised Statutes (ARS) 41-2501 et seq., to create a contract(s) from which the State and its Cooperative Members may acquire these products and services. The contract(s) shail be available for use by all State Agencies, Boards, Commissions as well as State Purchasing Cooperative Members, collectively hereinafter referred to as Eligible Agencies. In order to participate in this contract, a cooperative member shall have entered into a Cooperative Purchasing Agreement with the Department of Administration, State Procurement Office as required by Arizona Revised Statues § 41-2632. Membership in the State Purchasing Cooperative is available to all Arizona political subdivisions including cities, counties, school districts, and special districts. Membership is also available to all non-profit organizations, as well as State governments, the US Federal Government and Tribal Nations. Non-profit organizations are defined in A.R.S. § 41-2631(4) as any nonprofit corporation as designated by the internal revenue service under section 501(c)(3) through 501(c)(6). 1.2. _ Itis the intent of the State to award multiple contracts for entire product lines. Contractor(s) will have the capability to offer the State various parts. The State will award contract(s) based on the bidder's discounts, delivery times, produces, location, and hours. 2. Background 2.1. The State of Arizona, ADOA, is seeking to award multiple contracts to provide HVAC Parts, Supplies, and units for all buildings in the ADOA building system, Eligible Agencies, and Co-op buildings statewide that have an ongoing need for a variety of HVAC Parts and Supplies, to keep the equipment at a facility in proper working order. The Contractor(s) shall submit a response to this RFP demonstrating all system equipment, parts, and supplies the Contractor can provide. Contractor(s) will demonstrate experience in proving the HVAC parts and supplies expertise as defined in this RFP. 2.2. _ Any resultant contract is not for the replacement or purchase of HVAC systems requiring construction services and architectural or structural planning and would apply to field replacement opportunities that would require only technical labor to complete the install for such items as package units, split systems, small boilers, small cooling towers, heat pumps, and water source heat pumps and would be inclusive of factory warranty parts. Solicitation Requirements (rev 12/21) Page 5 Request for Proposal State Procurement Office ‘Solicitation No. BPM004822 100 N 15th Avenue HVAC Parts and Supplies Statewide Phoenix, AZ 85007 Scope of Work Arizona Department of Administration 3. GENERAL SCOPE REQUIREMENTS / SUMMARY 3.1. To Furnish HVAC Parts and Supplies Statewide within a 24-48-hour furn- around, unless otherwise agreed upon by both parties, to Eligible Agencies or Co-ops utilizing the contract. No additional charge will be applied to the Eligible Agencies or Co-ops for 2-day delivery of parts and supplies. 3.2. HVAC Parts and Supplies includes, but is not limited to, items listed in Section 7.0 HVAC/ SYSTEM PARTS, make-up air gas heating systems, air handler options and air cleaning options; parts and aftermarket products and any other HVAC, Evaporative Coolers, Air Conditioners, and Refrigeration Equipment, Parts and Supplies offered by Contractor. 3.3. _ EMERGENCY SERVICES FOR PARTS AND SUPPLIES DELIVERY 3.4. The selected firm(s) shall provide emergency service for parts and supplies delivery as part of this agreement including: 3.4.1. 3.4.2. 3.4.3. 3.4.4, Provide parts and supplies, to repair any failed equipment. Emergency service shall be provided as often as needed, on a 24-hour basis, weekends and holidays included. Delivery of parts and supplies shall arrive on-site within 2 hours after notification of an emergency situation. At least one emergency phone number, available 24/7, that shall be answered by a person, not a recording. 4. CONTRACTOR REQUIREMENTS 4.1. Contractor shall meet the following criteria: 4.1.1. 4.1.2. 4.1.3. Contractor shall provide Manufacture/ Wholesale / Price List discounts to lowest pricing structure or lowest percent increase over wholesale / manufactures base price on all parts and include discount policy with submitted offer. Contractor agrees to commit all parts and supplies will be delivered in the most efficient manner to Eligible Agencies or Co-ops within a 24-48-hour turn-around period, excluding State holidays and weekends, or as arranged with Eligible Agency or Co-op. Contractor acknowledges the State of Arizona has explained the timely completion of the Services and Additional Services under this Agreement is of critical importance to the State. Solicitation Requirements (rev 12/21) Page 6 HVAC Parts and Supplies Statewide Scope of Work Arizona Department of Administration Request for Proposal State Procurement Office Solicitation No. BPM004822 100 N 15th Avenue Phoenix, AZ 85007 5. 4.1.6. 4.1.7. 4.1.8. 4.1.9. 4.1.10. Contractor agrees that time is of the essence for completion of the Contractor's performance. Revisions to any schedule, which is the result of an action or omission of the Eligible Agency or Co-op, or its employees or agents, shall be agreed to by the Contractor in writing. Contractor shall possess and be free of unresolved complaints, or suspensions prior to or during the term of this contract, all licenses and certifications, and shall comply with all federal, state and local laws, Statutes, ordinances, rules and regulations. 24 hours a day shall be considered regular operating hours 7 days per week for the State, excluding State holidays. Contractor replace parts or complete components to original equipment manufacturer's specifications that fail while still under warranty. Contractor shall have written approval prior to proceeding with orders. It is understood and agreed that the Eligible Agencies and Co-ops have the right to reject the written quotation for the equipment replacement and subject to the requirement of competitive quotation, separate from this contract. Contractor shall provide all rebate requirements for the amount of money that is available to be paid to the Owner for the purchase of a particular product. 4.1.10.1. Delivery of rebate information is the responsibility of the contractor to 4.1.11. System provide to owner. If available, Contractor may provide Volume Incentive Discount Programs in addition to the discounts provided in base contract. Program must be voluntary for Eligible Agency or Co-op to participate in to ensure the program is in alignment with Eligible Agency or Co-op policies, rules, regulation, and laws. 5.1. | HVAC Systems include but not limited to: 5.1.1. 5.1.2. 5.17.3. 5.1.4. 5.1.5. 5.17.6. 5.1.7. 5.1.8. American Standard Amana Brad Caleffi Carier Coleman Comfort Aire Daikin Solicitation Requirements (rev 12/21) Page 7 Scope of Work Arizona Department of Administration Request for Proposal State Procurement Office Solicitation No. BPM004822 100 N 15th Avenue HVAC Parts and Supplies Statewide Phoenix, AZ 85007 5.1.9. Friedrich 5.1.10. Green Heck 5.1.11. | Goodman 5.1.12. Kool Star 5.1.13. | Lennox 5.1.14. | Master Built 5.1.15. Mitsubishi 5.1.16. Peerless 5.1.17. Rheem 5.1.18, — Rinnai 5.1.19. | Ruudand 5.1.20. Scottsman 5.1.21. Tappen 5.1.22. Trane 5.1.23. Traulsen 5.1.24. True 5.1.25. United Metal Products 5.1.26. York 5.1.27. | HVAC equipment, parts, and supplies not otherwise identified by brand name. 6. HVAC/ SYSTEM PARTS 6.1. HVAC / SYSTEM parts to provide for, include but not limited to: 6.1.1. Air Cooled Chillers 6.1.2. Air Conditioning and Refrigerant components 6.1.3. Air Handler System Parts 6.1.4. Make-up Air Gass Heating Systems 6.1.5. Ancillary Chiller Water Plant Equipment and Absorption Liquid Chillers 6.1.6. Blower Coil Air Handlers 6.1.7. Blower motors/wheels/fans and controls 6.1.8. | Capacitors 6.1.9. | Chemicals 6.1.10. Circuit breakers 6.1.11. | Compressor Chillers 6.1.12. Compressors and related parts and supplies 6.1.13. Condenser and related parts 6.1.14. | Condensate pumps 6.1.15. Controls of various types Solicitation Requirements (rev 12/21) Page 8 Scope of Work Arizona Department of Administration Request for Proposal State Procurement Office Solicitation No. BPM004822 100 N 15th Avenue HVAC Parts and Supplies Statewide phoenix, AZS500] 6.1.16. Control parts 6.1.17. Control valves 6.1.18. Drain switches and related parts and supplies 6.1.19. Cylinder heaters 6.1.20. Dampers 6.1.21. | Data loggers 6.1.22. Dedicated Outdoor Air Systems 6.1.23. Differential gauges and controls 6.1.24. Draft inducers 6.1.25. Ductless Variable Refrigerant Volume Units 6.1.26. | Ductwork /sheet metal, parts, supplies and tools 6.1.27. _ Electrical Components 6.1.28. Evaporator coils 6.1.29. | Evaporator cooler parts 6.1.30. | Fan blower controls, relay and managers 6.1.31. Fans, Blowers, Belts, Bearings, Pulleys 6.1.32. | Fan Coil Units 6.1.33. Filters 6.1.34. Fiberglass ductwork supplies 6.1.35. | Fumace control boards and lighters 6.1.36. | Humidifiers and supplies 6.1.37. Hydronic Components 6.1.38. Ignition controllers 6.1.39. Manifold filters and gauges 6.1.40. | Manufactured Housing 6.1.41. Motor, e.g., Blower, Condenser, Watt, Inducer 6.1.42. Nitrogen/CO2 6.1.43. OEM Parts 6.1.44. Oil pumps and controls 6.1.45. Performance Air Handlers 6.1.46. _ Pilot and ignition parts and supplies 6.1.47. Pipes, Valves, Fittings, and Accessories 6.1.48. | Pumps and parts 6.1.49. Refrigerant management, recovery and analyzers 6.1.50. Refrigerant Equipment, and AC parts 6.1.51. Refrigerants Solicitation Requirements (rev 12/21) Page 9 Scope of Work Arizona Department of Administration Request for Proposal State Procurement Office Solicitation No. BPM004822 100 N 15th Avenue HVAC Parts and Supplies Statewide Phoenix, AZ 85007 6.1.52. 6.1.53. 6.1.54. 6.1.55. 6.1.56. 6.1.57. 6.1.58. 6.1.59. 6.1.60. 6.1.61. 6.1.62. 6.1.63. 6.1.64, 6.1.65. 6.1.66. 6.1.67. 6.1.68. 6.1.69. 6.1.70. 6.1.71. 6.1.72. 6.1.73. Replacement Coils Rooftop Systems Evaporative Cooler pads Relay safety and limit switches Self-Contained Systems Split Systems Superheat/Sub-cooling and super heat calculation kits System Components: Baseboard, expansion tanks, gages, radiant heat systems Temperature recorders/loggers Terminal Devices Thermostats Unit Heaters Unit Ventilators Unitary Systems that combine heating, cooling, and fan sections Various leak/continuity detectors Ventilation Fans and Variable Air Volume Vibration Pads Variable Frequency Drive parts Water Cooled Chillers Water Source Heat Pumps Water Filtration Welding Supplies HVAC brand related specific parts not otherwise identified 7. BRAND NAMES 7.1. Reference to Brand Names 7.1.1. Reference made to items, identified by trade name, is intended to show in kind and quality of products desired and is not intended to be restrictive or limit competition. The use of brand names or manufacturer's catalog references shall be constructed as quality level, method and type of performance and does not indicate that item cited is mandatory. Products substantially equivalent to those designated Shall qualify for consideration. 8. CODES AND STANDARDS 8.1. All HVAC Parts and Supplies, work, materials, and equipment shall comply with the rules and regulations of all codes and ordinances of the local, state, and federal authorities. Such codes, when more restrictive, shall take precedence over these plans and specifications. As a minimum, the Contractor shall comply with the current editions in effect 30 days prior to receipt of bids of the following codes. Systems or products not currently offering the following approvals are not acceptable. Solicitation Requirements (rev 12/21) Page 10 HVAC Parts and Supplies Statewide Scope of Work Arizona Department of Administration Request for Proposal State Procurement Office Solicitation No. BPM004822 100 N 15th Avenue Phoenix, AZ 85007 8.1.1. 8.1.2. 8.1.3. 8.1.4. 8.1.5. 8.7.6. 8.1.7. 8.1.8. 8.7.9. 8.1.10. 8.1.11. 9. PRICING Underwriters Laboratories UL-916; Energy Management Systems (Canada and the U.S.) Occupational Safety and Health Act (OSHA) National Fire Protection Association (NFPA) Standards National Electric Code (NEC) Uniform Building Code (UBC) Uniform Mechanical Code (UMC) Uniform Plumbing Code Institute of Electrical and Electronic Engineers (IEEE) ANSI/ASHRAE Standard 135 — BACnet (where specified) LonMark Interoperability Association’s “LonMark’” Certification (where specified) Federal Communications Commission (FCC) including Part 15, Radio Frequency Devices 9.1. | Manufacturer or Wholesale Percent increase over Manufactures or Wholesale Price and Distributors Price-List Discounts 9.1.1. Offer will provide 9.7.1.1. Pricing to reflect the lowest percent above Manufacture or Wholesale Price list and/or 9.1.1.2. Distributor Price List discounts to lowest pricing structure and 9.1.1.3. include offerors discount policy with submitted offer. 9.1.2. 9.1.5. 9.1.6. Contractor shall offer prices based on a percent of discount, off the lowest referenced manufacturers or wholesaler’s most current price lists, which shall be provided to Eligible Agencies and Co- ops within 48 hours of publication. A copy of the most current manufacturers or wholesaler's price list shall be submitted as part of the offer in a PDF and Excel Spreadsheet OR a web address with full pricing accessibility. Failure to include this information may deem your bid as non- responsive. The successful Contractor(s) shall provide, at no cost to the Eligible Agencies and Co- ops, copies of the referenced manufacturers or wholesaler’s most current price list to all locations listed with the Solicitation documents, upon contract award. Documentation/Standards: The Contractor may be requested to provide products or services in accordance with rules, regulations, standards and documentation as specified by the Eligible Agency or Co-op’s Work Order. Data/Deliverable Requirements: Any required data/deliverables at Solicitation Requirements (rev 12/21) Page 11 Scope of Work Arizona Department of Administration Request for Proposal State Procurement Office Solicitation No. BPM004822 100 N 15th Avenue HVAC Parts and Supplies Statewide Phoenix, AZ 85007 the ordering level will be as specified or negotiated in the Eligible Agency or Co-op’s Work Order. 9.1.7. Offerors are requested to include in the pricelist, the names and addresses of all supply and service points maintained in the geographic area in which the Contractor will perform. Please indicate opposite each point whether or not a complete stock of repair parts for items offered is carried at that point, and whether or not mechanical service is available. REGION 1-7 GEOGRAPHIC AREA ADDRESS OF PARTS SUPPLY AND SERVICE POINT R1- Mohave R2-Yuma, LaPaz R3-Coconino, Yavapai R4-Maricopa, Gila, Pinal R5-Apache, Navajo R6-Greenlee, Graham, Cochise R7-Pima, Santa Cruz Solicitation Requirements (rev 12/21) Page 12 Scope of Work Arizona Department of Administration Request for Proposal State Procurement Office Solicitation No. BPM004822 100 N 15th Avenue HVAC Parts and Supplies Statewide Phoenix, AZ 85007 10. EXECUTION 10.1. Certifications, Licenses and Accreditations 10.1.1. As acommercial practice, the Contractor may be required to obtain/possess any variety of certifications, licenses and accreditations. All costs associated with obtaining/ possessing such certifications, licenses and accreditations should be factored into the price offered under the Multiple Award Schedule program. 10.1.1.1. For equipment and parts listed in the schedule of items in 7.0 HVAC /Systems Parts, but not limited to, that offers submit pricing, the offeror certifies by submission of this offer those parts (including the performing of warranty or guarantee service) are now available from dealers or distributors serving the areas of ultimate overseas destination or that such facilities will be established and will be maintained throughout the contract period. If a new servicing facility is to be established, the facility shall be Solicitation Requirements (rev 12/21) Page 13 Scope of Work Arizona Department of Administration Request for Proposal State Procurement Office Solicitation No. BPM004822 100 N 18th Avenue HVAC Parts and Supplies Statewide Phoenix, AZ 85007 established no later than the beginning of the contract period. 10.1.2. Descriptive Literature 10.1.2.1._ Contractor shall identify items, with manufacturer's name and catalog/model number. In addition, contractor shall furnish descriptive literature, including technical specifications of items other than specified and must identify any variances to facilitate comparison of bids. 10.1.2.2._ Contractor shall supply maintenance and/or owner service manuals for equipment, parts, and supplies as applicable. 10.1.2.3. Offers must be for equipment on which the original manufacturer's serial number has not been altered in any way. 10.1.3. Warranty 10.1.3.1._ HVAC, Evaporative Coolers, Air Conditioners, and Refrigeration Equipment, Parts and Supplies shall be warranted for a period of one year from the time of purchase, or the Manufacturers expressed parts /service warranty if longer than one year. 10.1.3.2. Within this period, upon notice by the Owner, any defects in the HVAC, Evaporative Coolers, Air Conditioners, and Refrigeration Equipment, Parts and Supplies provided under this section due to workmanship shall be promptly (within 48 hours after receipt of notice) replaced by the Contractor at no expense to the Owner. 11. PAYMENTS / INVOICING 11.1. Payments/Invoicing 11.1.1. The Contractor is required to perform all billings made pursuant to this contract. However, if the Contractor has dealers that participate on the contract and the billing/payment process by the Contractor for sales made by the dealer is a significant administrative burden, the following alternative procedures may be used. Where dealers are allowed by the Contractor to bill ordering activities and accept payment in the Contractor's name, the Contractor agrees to obtain from all dealers participating in the performance of the contract a written agreement, which will require dealers to: 11.1.1.1._ Comply with the same terms and conditions regarding prices as the Contractor for sales made under the contract; 11.1.1.2. Maintain a system of reporting sales under the contract to the manufacturer, which includes— ¢ Department or Co-op Location’s Name and Address e Vendor Name, Remit to Address and Contact Information e Contract Number Purchase Order or P-Card Number Solicitation Requirements (rev 12/21) Page 14 Scope of Work Request for Proposal State Procurement Office Solicitation No. BPM004822 100 N 15th Avenue HVAC Parts and Supplies Statewide Arizona Department of Administration Phoenix, AZ 85007 Invoice Number and Date Date the items were shipped to the Department Contract Line-Item Number Line-Item Description or Item or Service Quantity Purchased Line-Item Unit of Measure Price per Unit and Total per Unit Catalog or Other Discount (if applicable) Net Unit Price and Total per Unit (if applicable) Applicable taxes Applicable Shipping/Freight Charges Total Invoice Amount Due Equipment Number 11.1.1.3. Be subject to audit by the State, Eligible Agency, or Co-op, with respect to sales made under the contract; and 11.1.1.4. Place orders and accept payments in the name of the Contractor in care of the dealer. An agreement between a Contractor and its dealers pursuant to this procedure will not establish privity of contract between dealers and the State. 11.1.2. Current Dealer List shall be provided to State Procurement Manager upon contract award and upon each renewal 11.2. Invoicing 11.2.1. Invoicing shall be detailed prior to showing subtotals for each item. Materials and tax shall each be separate line items. If the requirements are not met, Eligible Agencies and Co-ops are encouraged not to accept invoice until corrections have been made. Separate invoices are required for each shipment of product or delivery of service and shall include at a minimum: Solicitation Requirements (rev 12/21) Department or Co-op Location’s Name and Address Vendor Name, Remit to Address and Contact Information Contract Number - Purchase Order or P-Card Number Invoice Number and Date Date the items were shipped to the Department Contract Line-ltem Number Line-ltem Description or Item or Service Quantity Purchased Line-Item Unit of Measure Page 15