Multi-Family Window Replacement

Project Details

• Reference ID: RFP FY26-0861-13
• Department: Housing
• Department Head: Titus Mathew (Housing Director)

Important Dates

• Questions Due: 2026-04-24T21:00:00.000Z
• Pre-Proposal Meeting: 2026-04-21T16:00:00.000Z — https://cityofphoenix.webex.com/cityofphoenix/j.php?MTID=mdaf09a9becc7542872ce414992536d8a Join by meeting number Meeting number (access code): 2337 153 3080 Meeting password: x3aXt7Fbvx5

Meetings & Milestones

Evaluation Criteria

• Method of Approach (400 pts) —
  1. Describe your proposed approach for completing the window installation/replacement, including key steps, materials, tools, and industry best practices.
  2. Explain how your team will verify accurate measurements and ensure proper fitting of all window units.
  3. Describe the methods you will use to maintain structural integrity and weatherproofing during and after installation.
  4. Provide your approach to meeting all code, safety, and energy efficiency requirements for the specified window type.
  5. Describe the procedures you will follow to protect building occupants, staff, and property during installation.
  6. Describe your mitigation strategies for each identified risk.
  7. Provide an example of how your company previously handled a similar project challenge.
  8. Explain how you inspect installed windows for alignment, sealing, and performance.
• Qualifications and Experience (400 pts) —

  Company Experience

  1. State how many years your company has been in business.
  2. Indicate whether your company has experience in commercial or government window, multi family, and historic presentation installation or replacement projects of similar size and complexity.
  3. If yes, state the number of years of such experience.

  Licensing

  1. Provide proof of required state and local contractor licenses relevant to window installation. (R-7; B or KB-1)

  Manufacturer Certifications

  1. Provide documentation of manufacturer certifications (e.g., certified installer for specific window brands, if applicable).

  Past Performance

  1. Provide past performance information for at least five (5) projects completed within the past five (5) years that demonstrate experience in:
  2. Window installation, replacement, or glazing work.
  3. Projects similar in scope, scale, and building type (e.g., occupied facilities, public buildings).
  4. Specialty windows, energy‑efficient windows, or custom sizing (if applicable).
  5. Successful adherence to schedule, cost control, and quality standards.

  Provide details of XX completed projects which  includes:

  1. Client/agency name and contact information
  2. Project size (number of windows or square footage)
  3. Year completed
  4. Scope of work
  5. Performance outcomes (timeliness, quality, safety)
• Pricing Proposal (200 pts)

Submission Requirements

• PAYMENT TERMS & OPTIONS: Vendors must choose an option, if a box is not checked, the City will default to 0% - net 45 days: (required)
• Prompt Payment Discount —

  ______% - 30 days or 0% – 45 days 

  If none is specified, the City will default to 0% - net 45 days.

• Pricing Proposal Template (required) —

  Please download the below documents, complete, and upload.

• Warranty (required) —

  Specify the Contractor or dealership / manufacturer where warranty work will be done. Provide the Contractor Name and Address

• Emergency 24-Hour Service Contact (required) —

  Please provide a full contact name, telephone number, alternate contact, and their phone number. 

• Place of Business (required) —

  Bidder’s place of business will be an award factor in order to minimize the City’s transportation and handling costs. If additional service locations are available or if different from the address in the Offer Section, enter below:

• Contractor Licensing Requirements (required) —

  Please download the below documents, complete, and upload.

• References (required) —

  Please download the below documents, complete, and upload.

• Certification of Recycled Products (required) —

  Please download the below documents, complete, and upload.

• Certification Regarding Debarment, Suspension, and Other Ineligibility and Voluntary Exclusion (required) —

  Please download the below documents, complete, sign, and upload.

  Failure to submit a signed Certification Regarding Debarment, Suspension, and Other Ineligibility and Voluntary Exclusion will deem your offer non-responsive and result in disqualification from further consideration. 

• Heat Safety Compliance (required) —

  Please download the below documents, complete, sign, and upload.

  Failure to submit a signed Heat Safety Compliance will deem your offer non-responsive and result in disqualification from further consideration.

• Technical Proposal (WITHOUT PRICING) (required)
• Do you have any confidential information you would like to include with your response? (required)
• Please upload any confidential information here (required) —

  Clearly label the uploaded file

• Can you confirm you can comply with both the Punchout Catalog Integration requirements outlined in the Special Terms and Conditions and the SAP Open Catalog Interface technical requirements listed under the Attachments tab? (required)
• Has your organization implemented a privacy program that covers privacy risk across all operations, services, projects, programs and systems that process personal data? (required)
• Does your organization have an incident/breach escalation and response plan? (required)
• Has your organization experienced any reportable privacy or security breaches within the last 2 years? (required)
• Do you have any exceptions? (required)
• Please upload any exceptions you have (required) —

  Clearly label the uploaded file

• Financial Responsibility Questionnaire (required) —

  Please download the below documents, complete, and upload.

• FTA - Federal Certifications (required) —

  Please download the below documents, complete, sign, and upload.

  Failure to submit the signed FTA - Federal Certifications may deem your offer non-responsive and result in disqualification from further consideration.

• Sensitive Security Information Acknowledgement Form (required) —

  Please download the below documents, complete, sign, and upload.

  Failure to submit a signed Sensitive Security Information Acknowledgement Form may deem your offer non-responsive and result in disqualification from further consideration.

• Offer (required) —

  Please download the below documents, complete, sign, and upload.

  Failure to submit a signed Offer Page will deem your offer non-responsive and result in disqualification from further consideration.

• Conflict of Interest and Transparency (required) —

  Please download the below documents, complete, sign, and upload.

  Failure to submit a signed Conflict of Interest and Transparency form will deem your offer non-responsive and result in disqualification from further consideration.

• Please confirm that all required documents have been duly signed and uploaded, including but not limited to: the Offer Page, Conflict of Interest and Transparency, and any other mandatory forms requiring signature. (required) —

  Failure to submit all required signed documents may deem our offer non-responsive and result in disqualification from further consideration.

• Department Name(s) (required) —

  Select from one of the following Department Names to insert department-specific provisions and/or attachments.

• Description (required) —

  Enter the description of the procurement here in lowercase.

• Pricing Proposal (required)
• Will Delivery be a factor in determining award? (required) —

  Selecting "Yes" will insert the Delivery provision into the Instructions section.

  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.

• Include Pre-Award Qualifications Instructions to Offeror? (required) —

  Selecting "Yes" will insert the Pre-Award Qualifications provision into the Instructions section.

• Number of Years in Operation (required) —

  Enter the number of years an Offeror must have been in operation.

• Will a Site Inspection be conducted? (required) —

  Selecting "Yes" will insert the Site Inspection provision into the Instructions section.

• BONDS —

  Select if appropriate.

  Discuss with your supervisor and attorney the standard bonds for your scope. It may depend on the cost and type of project as to whether bonds are advisable.

• Performance Bond Amount (required) —

  Enter the Performance Bond percentage or dollar amount.

  Example: 10% or $1,000.00

• Solicitation Bond Percentage (required) —

  Enter the Solicitation Bond percentage.

  Example: 10%

• Payment Bond - Required By (Number of Days) (required) —

  Enter the number of days the Payment Bond is required after notice award.

  Example: 7

• Payment Bond - City Retention of Surety (in Days) (required) —

  Enter the number of days the City will retain a surety if submitted in a form other than a bond.

  Example: 7

• Include Professional Services Terms and Conditions? (required)
• SPECIAL TERMS AND CONDITIONS (required) —

  This is a list of the Special Terms and Conditions sections available to add to a document. Select all that are applicable.

  Please review the selected subsections in detail to ensure that they are relevant to this document. Several areas have options which are dependent on the scope.

  Allow adequate time for an attorney to address potential legal issues, of any, including redlines if you wish to change or insert any language.

• FOB Options (required) —

  Select the option(s) appropriate for this document.

• Destination Address(es) (required) —

  Enter the destination address(es) where delivery should be made.

  Example: 251 W Washington St, Flr 8, Phoenix, AZ 85003

• Delivery Timeframe (Hours Range) (required) —

  Enter the delivery timeframe (hours range).

  Example: between the hours of 8:00 a.m. and 2:00 p.m.

• Delivery Contact Phone Number (required) —

  Enter the delivery contact's phone number.

  Example: (602) 555-1234

• Price Options (required) —

  Select the option(s) appropriate for this document.

• Fixed Price Term (required) —

  Enter the fixed price term (years, months, or days) in lowercase.

  Example: one-year, or six-months, or ninety-days

• Catalog Price Adjustment - Number of Copies (required) —

  Enter the number of copies of a revised price list that will be required to be submitted with a price adjustment request.

  Capitalize the first letter of the first word.

  Example: One

  If this is not a requirement, this question may be skipped by typing N/A.

• SPECIAL TERMS AND CONDITIONS (APPLICABLE TO MOST AGREEMENTS) (required) —

  Options should be applicable to most agreements. Select as appropriate.

  Please review the selected subsections in detail to ensure that they are relevant to this solicitation. Several areas have options which are dependent on the scope.

  Allow adequate time for an attorney to address potential legal issues, of any, including redlines if you wish to change or insert any language.

• Method of Payment - Frequency (If periodic invoicing is applicable) (required) —

  Enter the frequency of payment in lowercase.

  Example: one-year, or six-months, or ninety-days

  If this is not a requirement, this question may be skipped by typing N/A.

• Delivery Date (required) —

  Please enter the date that delivery is required by.

  Example: March 1, 2022.

  If this is not a requirement, this question may be skipped by typing N/A.

• MISCELLANEOUS OPTIONAL ITEMS —

  Select as appropriate.

  Please review the selected subsections in detail to ensure that they are relevant to this document. Several areas have options which are dependent on the scope.

  Allow adequate time for an attorney to address potential legal issues, of any, including redlines if you wish to change or insert any language.

• Liquidated Damages Amount (required) —

  Enter the dollar amount of the liquidated damages to be collected.

  Note: Consult with your Procurement Manager and the Department to determine the appropriate amount.

  Example: $50.00

  If this is not a requirement, this question may be skipped by typing N/A.

• Procurement Reports - Frequency (required) —

  Enter the frequency with which the Contractor should submit procurement reports.

  Example: monthly, quarterly, yearly

  If this is not a requirement, this question may be skipped by typing N/A.

• Procurement Reports - Day of the Month Due (required) —

  Enter the day of the month that procurement reports are due from the Contractor.

  Example: 15th

  If this is not a requirement, this question may be skipped by typing N/A.

• Warranty - Repair Response Time (required) —

  Enter the reasonable number of hours or days (in lowercase) within which a Contractor should respond. If you are unsure, please consult with the Department.

  Example: four hours or one business day

  If this is not a requirement, this question may be skipped by typing N/A.

• Warranty - Term (required) —

  Enter the minimum period of years (in lowercase) from the date of acceptance by the City that a Contractor's warranty should be fully guaranteed.

  Example: two

  If this is not a requirement, this question may be skipped by typing N/A.

• GENERALLY PERTAINING TO MATERIALS —

  Select as appropriate.

  Please review the selected subsections in detail to ensure that they are relevant to this document. Several areas have options which are dependent on the scope.

  Allow adequate time for an attorney to address potential legal issues, of any, including redlines if you wish to change or insert any language.

• Equipment Installation Property Address(es) (required) —

  Enter the property address(es) where equipment shall be installed.

  If this is not a requirement, this question may be skipped by typing N/A.

• Training - Duration (required) —

  Enter the required duration in hours/days (in lowercase) of onsite training to be provided by the Contractor.

  Example: eight hours

  If this is not a requirement, this question may be skipped by typing N/A.

• Training - Number of Staff to be Trained (required) —

  Enter the minimum number of staff / City personnel to be trained (in lowercase) to assure proper operation and utilization of the equipment.

  Example: three

  If this is not a requirement, this question may be skipped by typing N/A.

• GENERALLY PERTAINING TO SERVICES —

  Select as appropriate.

  Please review the selected subsections in detail to ensure that they are relevant to this document. Several areas have options which are dependent on the scope.

  Allow adequate time for an attorney to address potential legal issues, of any, including redlines if you wish to change or insert any language.

• GENERALLY PERTAINING TO ENVIRONMENTAL/SAFETY —

  Select as appropriate.

  Please review the selected subsections in detail to ensure that they are relevant to this document. Several areas have options which are dependent on the scope.

  Allow adequate time for an attorney to address potential legal issues, of any, including redlines if you wish to change or insert any language.

• GENERALLY PERTAINING TO VEHICLE/FLEET —

  Select as appropriate.

  Please review the selected subsections in detail to ensure that they are relevant to this document. Several areas have options which are dependent on the scope.

  Allow adequate time for an attorney to address potential legal issues, of any, including redlines if you wish to change or insert any language.

• Warranty - Fleet Services - Labor Reimbursement (required) —

  Enter the current warranty hourly labor reimbursement rate.

  Example: $70.00

  If this is not a requirement, this question may be skipped by typing N/A.

• Warranty - Fleet Services (required) —

  Enter the minimum of years, hours, and miles that vehicles supplied shall be fully warranted by the manufacturer against mechanical and electrical defects.

  Example: three years, 200 hours, and 36,000 miles

  If this is not a requirement, this question may be skipped by typing N/A.

• GENERALLY PERTAINING TO WATER SERVICES —

  Select as appropriate.

  Please review the selected subsections in detail to ensure that they are relevant to this document. Several areas have options which are dependent on the scope.

  Allow adequate time for an attorney to address potential legal issues, of any, including redlines if you wish to change or insert any language.

• Include Federal Contract Clauses - Housing HUD Specific? (required)
• Include Federal Contract Clauses - Public Transit FTA Specific? (required)
• Include Special Program - Supplemental Terms and Conditions? (required)
• Special Program - Supplemental Terms and Conditions (required)
• DEFENSE AND INDEMNIFICATION (required) —

  LAW DEPARTMENT APPROVED INDEMNIFICATION LANGUAGE

  (Revised August 2020)

  If applicable, Environmental Services Contracts and Technology Software/Hardware Contracts selections shall be used in addition to the appropriate Indemnification clause.

• INSURANCE SPECIFICATIONS BY CONTRACT TYPE (required) —

  Choose the best and most comprehensive option based on the contract type.

  If additional insurance policies are required or if you have questions as to whether additional insurance policies are required, please consult with Finance Risk Management and the Law Department.

• Construction, Engineering & Design Contracts (required) —

  Verify the selected options in detail to ensure that they are relevant to this document. If you are unsure, please consult Finance Risk Management.

• Professional Services Contracts (required) —

  Verify the selected options in detail to ensure that they are relevant to this document. If you are unsure, please consult Finance Risk Management.

• Services Contracts (required) —

  Verify the selected options in detail to ensure that they are relevant to this document. If you are unsure, please consult Finance Risk Management.

• Crime Insurance (or Fidelity Bond) —

  Enter the Crime Insurance (or Fidelity Bond) amount.

  Example: $250,000

  If this is not a requirement, this question may be skipped.

• Commercial Lease / Rental Agreements (required) —

  Verify the selected options in detail to ensure that they are relevant to this document. If you are unsure, please consult Finance Risk Management.

• Use of City Premises (required) —

  Verify the selected options in detail to ensure that they are relevant to this document. If you are unsure, please consult Finance Risk Management.

• Commodity Purchase Contracts (required) —

  Verify the selected options in detail to ensure that they are relevant to this document. If you are unsure, please consult Finance Risk Management.

• Environmental Services & Consulting Contracts (required) —

  Verify the selected options in detail to ensure that they are relevant to this document. If you are unsure, please consult Finance Risk Management.

• Insurance-related Communications (required) —

  Please enter the mailing and/or email address that insurance-related communications/documents should be sent.

  Example: City of Phoenix Finance Department, Procurement Division, 251 W Washington Street, Phoenix, AZ 85003 OR procurement@phoenix.gov

• Is this solicitation/contract for technology? (required)
• Will the vendor’s solution or staff process, store, transmit, or have access (including view-only or support access) to City personal data at any point (e.g., in a vendor-hosted/SaaS system, logs, backups, integrations, or remote support)? (required)
• Is punchout catalog integration a viable option for this contract? (required) —

  Includes Punchout Catalog Integration clause in the Special Terms and Conditions section

• Submittals Section
• Offer In Effect Period (required) —

  Enter the number of calendar days from the opening date that an offer will remain in effect.

  Example: 180

• Do you anticipate receiving catalogs and/or price lists? (required)
• Catalogs and/or Discount from Published Price List (required)
• Additional Quantities —

  Enter the date prior to which additional quantities may be requested from the Contractor.

  Example: May 25, 2025

Questions & Answers