Active SLED Opportunity · ARIZONA · CITY OF PHOENIX
AI Summary
The City of Phoenix seeks qualified contractors for a five-year contract to provide comprehensive streetlight maintenance services, including routine repairs, emergency response, and real-time work order management via a data portal.
The City of Phoenix invites sealed offers for streetlight maintenance services.
The Effective Date of this Agreement will be upon final signature and recording by the City Clerk’s department.
The Commencement Date of this Agreement will be upon December 1, 2026, or the Effective Date, whichever is later.
The term of this Agreement will be for five (5) years, beginning on the Commencement Date, with two 1-year options to extend, which may be exercised by the City in its sole discretion.
This solicitation is available through the City’s Procurement Portal. For technical support issues related to the City's Procurement Portal, Offeror may use the support bubble on the bottom right, or email procurement-support@opengov.com for any assistance. For other issues related to this solicitation please contact the procurement officer listed under Contact Information.
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.
To ensure reliable illumination and operational efficiency, the City of Phoenix requires qualified contractors to provide comprehensive streetlight maintenance services. Maintaining this infrastructure is critical to public safety, mobility, and enhancing the quality of life for residents and visitors throughout the City.
The City of Phoenix operates an extensive streetlight network with 100,000+ LED fixtures and 3,600 decorative and specialty streetlights within APS and SRP service areas. The City averages approximately 500 work orders, per fiscal year, for streetlight upgrades, repair, install, and/or removal of streetlights per calendar year resulting from normal wear and tear, collision damage, extreme weather, and other factors that may require emergency response.
To ensure efficiency, accountability, and timely completion of these tasks, all services must be tracked through a centralized system. This system will allow the City to monitor work order status, manage scheduling, document completed work, and generate reports for performance and compliance purposes.
As a result, the Streetlight Maintenance Services solicitation objectives are to:
Provide comprehensive routine and non-routine maintenance services (Section 3.2 Routine Maintenance, Section 3.3 Non-Routine Maintenance, and 3.4 Streetlight Inspection Patrols).
Ensure rapid response to outages, hazards, and emergency situations (Section 3.3.D Guidelines).
Maintain real-time and accurate reporting on work orders through a city-compatible system (Section 3.5 Data Management Portal).
Employ IMSA-certified technicians to ensure safety and compliance (Section 3.1.B Item 3 Technician Qualifications).
Adhere to all applicable City, utility, and industry standards and regulations (Section 3.1.B Standards and Specifications).
Promote cost efficiency through adherence to approved fee schedules and invoice requirements, while avoiding rework fees (Section 3.1.G Fee Schedule, Section 3.2.H Invoicing, and Section 3.3.C Invoicing)
Describe Offeror's experience with working with municipal barricading, traffic control, and streetlight requirements.
(Reference Section 3.1.B Standards and Specifications)
Describe your communication strategy for coordinating and managing workers across multiple locations. Include details on the communication plan, systems, and technologies you use to ensure timely updates, task tracking, and issue resolution. Explain how these methods support efficiency, safety, and accountability.
(Reference Section 3.2.C Assessment and Section 3.2.E Notifications)
Discuss the training programs provided to staff on the requirements related to routine services.
(Reference Section 3.2 Routine Maintenance)
Describe the experience, length of time with the firm, and roles and responsibilities of all key personnel that will be associated with the work described in this solicitation.
(Reference Section 3.1.B Item 3 Technician Qualifications)
Describe the Offeror’s method of approach for how routine and non-routine services described in the solicitation will be completed in a timely manner or in the timeline described in the solicitation. Include the approach to managaing capacity during high-volume times of the year such as monsoon season.
Additionally, include the firm's current average response times to routine, non-routine, emergency services, and how you will plan to meet the requested pace of streetlight inspection patrols.
(Reference Section 3.2 Routine Maintenance, Section 3.3 Non-Routine Maintenance, and 3.4 Streetlight Inspection Patrols)
Outline how the Offeror intends to coordinate tasks to minimize travel and maximize efficiency, including inspection of surrounding areas and handling multiple work orders in one visit.
(Reference Section 3.2.G Trip Charge)
Describe the Offeror’s approach to the inspection process after work has been performed and the reports that are generated from the inspection.
(Reference Section 3.2.B Requirements and Section 3.3.B Notes)
Describe Offeror's diagnostic process of power issues that would require APS or SRP involvement. Include sample information of what would be generated in a report of the issue.
Additionally, describe the methods and frequency of communication the Offeror will use to coordinate with the City of Phoenix and the appropriate utility company until the issue is fully resolved.
(Reference Section 3.2.G Item 8 APS Trip Charge)
Provide at least two examples of potential design and/or value added-services that the Offeror could provide the City.
(Reference Section 3.3.G Extra Work - Design Services)
The Offeror must submit a completed Pricing Proposal that is included within this solicitation.
As part of the evaluation process, Offerors whose proposals are determined by the City, in its sole discretion, to be within the competitive range based on Round One scoring will be invited to participate in a Data Management Portal Demonstration.
The City will provide a standardized demonstration script in advance to each invited Offeror. Offerors will be required to follow this script during their demonstration to ensure consistent evaluation across all proposals. The City may also identify specific areas from the Offeror’s proposal that require further clarification during the demonstration. Offerors are expected to address these areas and provide direct responses to questions from the City’s evaluation team.
System demonstration shall be tailored to illustrate how the solution meets the specific needs and requirements of the City as outlined in the RFP (Section 3.5 Data Management Portal).
General Objectives of the Demonstration
The general objectives of the demonstration are:
______% - 30 days or 0% – 45 days
If none is specified, the City will default to 0% - net 45 days.
Please download the below documents, complete, and upload.
Please provide a full contact name and telephone number of a primary supervisor and one designated alternate.
The designated primary and alternate shall assume full responsibility for ensuring the timely resolution of all streetlight-related issues. Between both contacts, the Contractor must maintain continuous availability for 24 hours per day, seven days per week, to promptly address any such concerns.
Specify the Contractor or dealership / manufacturer where warranty work will be done. Provide the Contractor Name and Address
Please provide the name and email address for the IT Specialist with the skills and knowledge of the Vendor's IT systems and data management portal, as the person to whom the Vendor Security Maturity Questionnaire will be sent.
(See Instructions Section 2.4 Vendor Maturity Questionnaire)
The Offeror must hold ALL of the following Arizona contractor licenses:
A-17
C-11
KA
Please download the below documents, complete, and upload.
Please download the below documents, complete, and upload.
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.
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.
Upload documents responding to Section 3. Offer Evaluation Criteria (Round One - Offeror's RFP Submission)
Please do not include any Pricing related information to this question.
Clearly label the uploaded file.
Please download the below documents, complete, and upload.
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.
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.
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.
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.
Failure to submit all required signed documents may deem our offer non-responsive and result in disqualification from further consideration.
Select from one of the following Department Names to insert department-specific provisions and/or attachments.
Enter the description of the procurement here in lowercase.
Enter the contract term in lowercase.
Examples:
five-year contract (strongly recommended)
three-year term, with two option years
one-time purchase
Enter the contract start date (on or about).
Example: March 1, 2023
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.
Selecting "Yes" will insert the Pre-Award Qualifications provision into the Instructions section.
Enter the number of years an Offeror must have been in operation.
Selecting "Yes" will insert the Site Inspection provision into the Instructions section.
By responding "Yes", the provision "Contractor Requirements for the Mitigation of Heat-Related Illnesses and Injuries in the Workplace" will populate in Standard Terms and Conditions.
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.
Enter the Performance Bond percentage or dollar amount.
Example: 10% or $1,000.00
Enter the Solicitation Bond percentage.
Example: 10%
Enter the number of days the Payment Bond is required after notice award.
Example: 7
Enter the number of days the City will retain a surety if submitted in a form other than a bond.
Example: 7
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.
Select the option(s) appropriate for this document.
Enter the destination address(es) where delivery should be made.
Example: 251 W Washington St, Flr 8, Phoenix, AZ 85003
Enter the delivery timeframe (hours range).
Example: between the hours of 8:00 a.m. and 2:00 p.m.
Enter the delivery contact's phone number.
Example: (602) 555-1234
Select the option(s) appropriate for this document.
Enter the fixed price term (years, months, or days) in lowercase.
Example: one-year, or six-months, or ninety-days
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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
Verify the selected options in detail to ensure that they are relevant to this document. If you are unsure, please consult Finance Risk Management.
Verify the selected options in detail to ensure that they are relevant to this document. If you are unsure, please consult Finance Risk Management.
Verify the selected options in detail to ensure that they are relevant to this document. If you are unsure, please consult Finance Risk Management.
Enter the Crime Insurance (or Fidelity Bond) amount.
Example: $250,000
If this is not a requirement, this question may be skipped.
Verify the selected options in detail to ensure that they are relevant to this document. If you are unsure, please consult Finance Risk Management.
Verify the selected options in detail to ensure that they are relevant to this document. If you are unsure, please consult Finance Risk Management.
Verify the selected options in detail to ensure that they are relevant to this document. If you are unsure, please consult Finance Risk Management.
Verify the selected options in detail to ensure that they are relevant to this document. If you are unsure, please consult Finance Risk Management.
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
Includes Punchout Catalog Integration clause in the Special Terms and Conditions section
Enter the number of calendar days from the opening date that an offer will remain in effect.
Example: 180
Enter the date prior to which additional quantities may be requested from the Contractor.
Example: May 25, 2025
SLED stands for State, Local, and Education. These are solicitations issued by state governments, counties, cities, school districts, utilities, and higher education institutions — as opposed to federal agencies.
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