1-26-073 RFQ.docx

REQUEST FOR QUOTATION

RFQ# 26-073

NEIGHBORHOOD ENGAGEMENT SERVICES

RFQ ISSUE DATE:

January 07, 2026

DEADLINE FOR INQUIRIES/QUESTIONS:

January 21, 2026, AT 5:00 P.M. LOCAL ARIZONA TIME

RFQ DUE DATE AND TIME:

January 30, 2026, 3:30 P.M. LOCAL ARIZONA TIME

To join the RFQ opening at the due date and time via Microsoft Teams, please visit the following website: Join the meeting now

Meeting ID: 247 173 941 099 Passcode: KT6FN3yW

ALL INQUIRIES MUST BE DIRECTED TO:

KIM TRUONG

EMAIL: Kim_truong@tempe.gov

PHONE: 480-350-8682

Submit Electronic Proposal and Documents To:

https://tempe-gov.bonfirehub.com

Table of Contents

Standard Terms and Conditions Failure to follow these instructions shall result in rejected of a bid for non-responsiveness or cancellation of any Contract awarded.

1. Certification: By signing the “Vendor’s Offer”, the Offeror certifies:

A. The submission of the vendor’s Offer did not involve collusion or other anti-competitive practices.

B. Offeror agrees that it will comply with Section 2-603(5) of the Tempe City Code (“TCC”), and will not refuse to hire or employ or bar or discharge from employment any person or discriminate against such person in compensation, conditions, or privileges of employment because of race, color, gender, gender identity, sexual orientation, religion, national origin, familial status, age, disability, or United States military veteran status.

C. 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. Failure to sign the “Vendor’s Offer” or signing it with a false statement shall void the submitted Offer and any resulting contract. In addition, the Offeror may be barred from future quotes and solicitation participation with the City and may be subject to such further actions as permitted by law.

D. Offeror agrees to promote and offer to the City only those materials and/or services as stated and allowed by this Request for Quote and resultant contract award. Violation of this condition shall be grounds for contract termination by the City.

E. Offeror expressly warrants that it has and will continue to comply in all respects with Arizona law concerning employment practices and working conditions, pursuant to A.R.S. § 23-211, et seq., and all laws, regulations, requirements and duties relating thereto. Offeror further warrants that to the extent permitted by law; it will fully indemnify the City for any and all losses arising from or relating to any violation thereof.

F. Offeror agrees and covenants that it will comply with any and all applicable governmental restrictions, regulations and rules of duly constituted authorities having jurisdiction insofar as the performance of the work and services pursuant to the Contract, and all applicable safety and employment laws, rules and regulations, including but not limited to, the Fair Labor Standards Act, the Walsh-Healey Act, Arizona Executive Order No. 99-4, and the Arizona Fair and Legal Employment Act, along with all laws, rules and regulations attendant thereto. Offeror acknowledges that a breach of this warranty is a material breach of this Contract and Offeror is subject to penalties for violation(s) of this provision, including termination of this Contract. The City retains the right to inspect the documents of any and all contractors, subcontractors and sub-subcontractors performing work and/or services relating to the Contract to ensure compliance with this warranty. Any and all costs associated with City inspection are the sole responsibility of Offeror. Offeror hereby agrees to indemnify, defend and hold the City harmless for, from and against all losses and liabilities arising from any and all violations thereof.

G. The City Procurement Office is committed to fair and equal procurement opportunities for all firms wanting to do business with the City and encourages the participation of small and disadvantaged business.

H. Compliance with A.R.S. § 35-394. Contractor hereby certifies that it does not currently, and agrees for the duration of this Agreement, that Contractor will not, use: 1. The forced labor of ethnic Uyghurs in the People’s Republic of China; 2. Any goods or services produced by the forced labor of ethnic Uyghurs in the People’s Republic of China; or 3. Any contractors, subcontractors or suppliers that use the forced labor or any goods or services produced by the forced labor of ethnic Uyghurs in the People’s Republic of China. Contractor hereby agrees to indemnify and hold harmless the Customer, its officials, employees, and agents from any claims or causes of action relating to the Customer’s action based upon reliance upon this representation, including the payment of all costs and attorney fees incurred by the Customer in defending such as action. Curing the term of the Contract, Contractor shall alert the City within five (5) days after becoming aware of its noncompliance with this statute and cure any noncompliance within 180 days after initial notification of noncompliance. Failure to cure in accordance with the provisions of this statute shall result in contract termination.

2. New Materials/Equipment: Unless otherwise specifically provided in this Request for Quotation, all materials and services covered by this contract shall be completely new, of the latest model and of the most suitable grade for the purpose intended. Any and all work under this contract shall be performed in a skilled and workmanlike manner.

3. Mistakes and Errors: In case of error in the extension prices in the quotation, the unit price will govern. No quotation shall be altered, amended or withdrawn after the specific date and time for receiving quotations. Negligence by the Offeror in preparing the quotation response confers no right for the withdrawal of the quotation after it has been opened.

4. Award Discretion: Unless the Offeror states otherwise, the City Procurement Office reserves the right to award by individual line item, by groups of line items or as a total, whichever is deemed most advantageous to the City.

5. Additional Purchases: Quote solicitations may with the consent of the awarded vendor(s)/contractor(s) be utilized to satisfy new requisition needs for similar quantities of the same product for a period up to one (1) year. Quotes that exceed $100,000 in total cost, including tax and shipping, cannot be awarded by a Request for Quotation and should any resulting contract exceed the $100,000 limit, the contract shall become terminated.

6. Invoice: A separate invoice shall be issued for each shipment and no payment will be issued prior to receipt of materials or services and correct invoice.

7. Payment: Payment discount periods will be computed from the date of receipt of materials or services or correct invoice, whichever is later, to the date payment warrant is mailed. Unless freight and other charges are itemized, any discount provided will be taken on full amount of invoice. Payment discounts of thirty (30) calendar days or more will be deducted from the quote price in determining the lowest quote. However, the Procurement Officer shall be entitled to take advantage of any payment discount offered by the vendor provided payment is made within the discount period.

8. Cooperative Use of Contract: Any Contract resulting from this solicitation shall be for the use of the City of Tempe. In addition, public and nonprofit agencies that have entered into a Cooperative Purchasing Agreement with the City of Tempe’s Department of Procurement are eligible to participate in any subsequent Contract. Additionally, this Contract is eligible for use by the Strategic Alliance for Volume Expenditures (SAVE) cooperative. See http://www.mesaaz.gov/business/purchasing/save for a listing of participating agencies. The parties agree that these lists are subject to change. Any such usage by other municipalities and government agencies must be in accord with the ordinance, charter and/or rules and regulations of the respective political entity.

Any orders placed to, or services required from, the successful Contractor will be requested by each participating agency. Payment for purchases made under this agreement will be the sole responsibility of each participating agency. The City shall not be responsible for any disputes arising out of transactions made by others. Contractor shall be responsible for correctly administering this Contract in accordance with all terms, conditions, requirements, and approved pricing to any eligible procurement unit.

9. Calendar Days: Periods of time shall be in calendar days unless otherwise designated.

10. Samples: Samples, if requested, must be furnished free of any expense and, if not destroyed or required as a future quality standard on award items, will upon request, be returned at the vendor's expense.

11. Brand Name or Equal Specifications: When the specification calls for “Brand Name or Equal,” the brand name product is acceptable. The use of a brand name is for the purposes of describing the standard of quality, performance, and characteristics desired and is not intended to limit or restrict competition. If an Offeror wishes to provide a material or service that is not the brand name, the equivalent material or service must meet the standard of quality of the brand name product., which is determined at the City’s sole discretion. Equivalent products will be considered upon showing the other product meets stated specifications and is equivalent to the brand name product in terms of quality, performance and desired characteristics. Products that are substantially equivalent to those brands designated will qualify for consideration. Burden of proof that the product meets the minimum standards or is equal to the brand name product is on the Offeror. The City reserves the right to reject Responses that the City deems unacceptable for any reason.

12. Indemnification: To the fullest extent permitted by law, the Contractor shall defend, indemnify and hold harmless the City, its agents, officer, officials, and employees from and against all claims, damages, losses and expenses (including but not limited to attorney's fees, court costs, and the costs of appellate proceedings), arising out of, or alleged to have resulted from the acts, errors, mistakes, omissions, work, services, or professional services of the Contractor, its agents, employees, or any other person (not the City) for whose acts, errors, mistakes, omissions, work, services, or professional services the Contractor may be legally liable in the performance of this contract. Contractor’s duty to hold harmless and indemnify the City, its agents, officers, officials and employees shall arise in connection with any claim for damage, loss or expenses that is attributable to bodily injury, sickness disease, death, or injury to, impairment, or destruction of any person or property, including loss of use resulting from, caused by any acts, errors, mistakes, omissions, work, services, or professional services in the performance of this contract by Contractor or any employee of the Contractor or any other person (not the City) for whose acts, errors, mistakes, omissions, work, or services the Contractor may be legally liable. The amount and type of insurance coverage requirement set forth herein will in no way be construed as limiting the scope of indemnity in this paragraph. This provision shall survive the term of this Contract.

13. Rejection of Quote: The right is reserved to reject any, or all, quotes combinations or items, or lot, and to waive informalities not consistent with law.

14. Authorization: Erasures, interlineations or other changes must be initialed by the individual signing the Request for Quotation.

15. UCC: This Request for Quotation and any resulting contract shall be governed by the Uniform Commercial Code, as adopted in the State of Arizona.

16. Termination for Conflict of Interest: This Contract is subject to the cancellation provisions of AR.S. 38-511. The City may cancel this Contract within three (3) years after its execution, without penalty or further obligation if any person significantly involved in initiating, securing, drafting or creating the Contract for the City becomes an employee or agent of the Contractor.

17. Freight Conditions: Prices quoted shall be F.O.B. Destination to the delivery location(s) designated herein. Contractor shall retain title and control of all goods until they are delivered and the contract of coverage has been completed. All risks of transportation and all related charges shall be the responsibility of the contractor. The City will notify the contractor promptly of any damaged goods and shall assist the Contractor in arranging for inspection.

18. Availability of Funds for the Next Fiscal Year: Funds are not presently available for performance under this contract beyond the current fiscal year. The City's obligation for performance of this contract beyond this fiscal year is contingent upon the availability of funds from which payment for contract purposes can be made. No legal liability on the part of the City for any payment may arise for performance under this contract beyond the current fiscal year until funds are made available for performance of this contract.

19. Events of Default and Termination:

A. In the event a party is in default then the other party may, at its option and at any time, provide written notice to the defaulting party of the default. The defaulting party will have thirty (30) days from the receipt of the written notice to cure the default; the thirty (30) day cure period may be extended by mutual agreement of the parties, but no cure period may exceed ninety (90) days. A default notice will be deemed to be sufficient if it is reasonably calculated to provide notice of the nature and extent of such default. Failure of the non-defaulting party to provide written notice of the default does not waive any rights under the Contract. The occurrence of any one or more of the following events shall constitute a material breach of and default under the Contract.

i) Any failure by Contractor to pay funds or furnish materials, services and/or goods that fail to conform to any requirement of this Contract or provide personnel that do not meet Contract requirements;

ii) Any party’s failure to observe, perform or undertake any provision, covenant or condition of this Contract to be observed or performed by Contractor or City herein, including but not limited to failing to submit any report required herein;

iii) Any failure to make progress in the performance required pursuant to the Contract and/or gives either party reason to believe that the other party cannot or will not perform to the requirements of the Contract; or,

iv) Any failure of Contractor to commence construction, work or services within the time specified herein, and to diligently undertake Contractor’s work to completion.

B. In the event the default has not been corrected to the non-defaulting party’s satisfaction within the cure time specified, the non-defaulting party, at its option and in addition to any other remedies available by law or in equity, without further notice or demand of any kind to Contractor, may do the following:

i) Terminate the Contract;

ii) Pursue and/or reserve any and all rights for claims to damages for breach or default of the Contract; and/or,

iii) Recover any and all monies due from Contractor, including but not limited to, the detriment proximately caused by Contractor’s failure to perform its obligations under the Contract, or which in the ordinary course would likely result therefrom, including, any and all costs and expenses incurred by the City in: (a) maintaining, repairing, altering and/or preserving the premises (if any) of the project; (b) costs incurred in selecting and retaining a substitute Contractor for the purchase of services, materials and/or work; and/or (c) attorneys’ fees and costs in pursuing any remedies under the Contract and/or arising therefrom.

C. The exercise of any one of the City’s remedies as set forth herein shall not preclude subsequent or concurrent exercise of further or additional remedies. In addition, the City shall be entitled to terminate this Contract at any time, in its discretion. The City may terminate this Contract for default, non-performance, breach or convenience, or pursuant to A.R.S. § 38-511, or abandon any portion of the project for which services have not been fully and/or properly performed by the Contractor.

D. Termination shall be commenced by delivery of written notice to Contractor by the City personally or by certified mail, return receipt requested. Upon notice of termination, Contractor shall immediately stop all work, services and/or shipment of goods hereunder and cause its suppliers and/or subcontractors to cease work pursuant to the Contract. Contractor shall not be paid for work or services performed or costs incurred after receipt of notice of termination, nor for any costs incurred that Contractor could reasonably have avoided.

E. The City, in its sole discretion, may terminate or reduce the scope of this Contract if available funding is reduced for any reason.

F. Whenever the City in good faith has reason to question Contractor’s intent or ability to perform, the City may demand that Contractor give a written assurance of its intent and ability to perform. In the event that the demand is made, and no written assurance is given within the time period required, the City may treat this failure as an anticipatory repudiation of the Agreement.

20. Termination for Convenience: The City at its sole discretion may terminate this Contract for convenience with thirty (30) days advance notice to Contractor. The Contractor shall be reimbursed for all appropriate costs as provided for within the contract up to the termination date specified.

21. Quote Response Evaluation: Awards shall be made to the responsible offeror submitting the quotation that is most advantageous to the City and conforms in all materials respects to the solicitation. The City shall be the sole judge as to the acceptability of the products and/or services offered.

Evaluation criteria will include, but are not limited to:

A. Conformity with quote solicitation specifications, performance requirements, terms and conditions and contractual clauses;

B. Demonstrated performance and/or rated quality of items offered as reported in trade journals, professional reports and published testing results;

C. Operational and/or ergonomic compatibility with existing City resources, as applicable;

D. Availability of competent service and prompt delivery of supplies, parts and services;

E. Having legally required licenses, certifications and/or qualifications to perform the Contract;

F. Cost considerations including item pricing; delivery, installation, operation and life cycle costs; Offeror’s financial capability to perform the contract; and any other cost factors that would be advantageous to the City.

G. Record of past performance and integrity on City and/or other public agency contracts; and

H. Production capability of equipment as determined by product samples, customer references, and/or City inspection.

I. The overall length and quality of warranty offered.

22. Non-exclusive Contract: Any contract resulting from this solicitation shall be awarded with the understanding and agreement that it is for the sole convenience of the City of Tempe. The City reserves the right to obtain like products or services from another source to secure significant cost savings or when timely delivery cannot be met by the contractor.

23. Notices: All notices, requests, demands, consents, approvals, and other communications which may or are required to be served or given hereunder (for the purposes of this provision collectively called "Notices"), shall be in writing and shall be sent by registered or certified United States mail, return receipt requested, postage prepaid, addressed to the party or parties to receive such notice as follows:

A. If intended for the City, to:

City of Tempe Procurement Office Attn: (name of the Procurement Officer) PO Box 5002 Tempe, Arizona 85280

B. If intended for the Contractor, to:

[Contractor’s Name]

Or to such other address as either party may from time to time furnish in writing to the other by notice hereunder.

24. Offer Acceptance Period: In order to allow for an adequate evaluation, the City requires an offer in response to this solicitation to be valid and irrevocable for ninety (90) days after the RFQ due date and time.

25. Quote Opening: Offers shall be opened at the time and place designated on the cover page of this document. The name of each offeror, identity of the quote solicitation for which the Offer was submitted and quoted prices shall be publicly read and recorded in the presence of witnesses. Offerors will make their interest known to the Procurement Officer (prior to the scheduled opening) if they wish to be present (virtually) to witness the quote opening. After contract award, the quotation and the evaluation documentation shall be open for public inspection.

26. Contract Administration: The Contractor must notify the City Procurement Office (designated Procurement Officer) for guidance or direction of matters of contract interpretation or problems regarding the terms, conditions or scope of this Contract.

27. Taxes: Offeror shall include any applicable sales tax as a separate line item as indicated within the Pricing Section. The City is exempt from paying Federal Excise Tax. For evaluation purposes, the transaction (sales) Privilege Tax paid to the City of Tempe (1.8%) is considered as a pass-through cost and is calculated as zero ($0) expense when comparing pricing among competing companies that are located within Arizona outside of Tempe. For information on privilege sales tax, please contact the City’s Tax and License Office at 480-350-2955 or visit their web site at salestax@tempe.gov.

28. Licenses: The Contractor shall maintain in current status all Federal, State and Local licenses and permits required for the operation of the business conducted by the Contractor.

29. Permits: The Contractor shall be responsible for obtaining all required permits for installations.

30. Safety Standards: All items supplied on this Contract must comply with the current applicable Occupational Safety and Health Standards of the State of Arizona Industrial Commission, the National Electric Code, and the National Fire Protection Association Standards.

31. Confidential Information:

A. If an Offeror believes that a quote offer or specification, contains information that should be withheld as confidential, a statement advising the Procurement Officer of this fact shall accompany the submission and the information shall be so identified wherever it appears.

B. The information identified by the Offeror as confidential shall not be disclosed until the City Procurement Office makes a written determination or until after award of contract.

C. The City Procurement Office shall review the statement and information and shall determine in writing whether the information shall be withheld. After award of contract, all quote response information shall be available for public inspection.

D. If the City Procurement Office determines to disclose the information, the Offeror shall be informed in writing of such determination. After award of contract, all quote response information shall be available for public inspection.

E. A simple statement that is made at the beginning of the offer that the entire offer should be held confidential or the inclusion of the word “confidential” appearing throughout the document with no specific reference to what is being specifically requested to be treated as confidential shall not be considered confidential and will not place any responsibility on the City to comply with the request.

32. Payments - After Acceptance of Delivery: Payment in full shall be made to the successful contractor within thirty (30) days after receipt and acceptance of delivery by the City, unless terms other than net thirty (30) days are offered as a discount.

33. Unauthorized Firearms & Explosives: No person conducting business on City property is to carry a firearm or explosive of any type. Any offeror, contractor or subcontractor is to honor this requirement at all times and failure to honor this requirement will result in contract cancellation. This requirement also applies to persons who maintain a concealed weapons permit. In addition to contract cancellation, anyone carrying a firearm or explosive device will be subject to police and legal action.

34. Contract Formation: This Contract shall consist of this Request for Quotation and the vendor’s Offer submitted, as may be found responsive and approved by the City. In the event of a conflict in language between the documents, the provisions of the City’s Request for Quotation shall govern. The City’s Request for Quotation shall govern in all other matters not otherwise specified by the Contract between the parties. Any previous contracts between the Offeror and the City are not applicable to this Contract or other resultant contracts. Any contracted vendor documents that conflict with the language and requirements of the City's solicitation are not acceptable and void the Contract.

35. Contract Modifications: This Request for Quotation and resultant Contact may only be modified by a written Contract modification issued by the Procurement Office and counter-signed by the Contractor. Contractors are not authorized to modify any portion of this solicitation or resulting Contract without the written approval of the Procurement Office and issuance of an official modification notice.

36. Estimated Quantities: This Request for Quotation references quantities as a general indication of the City’s needs. The City anticipates considerable activity resulting from Contracts that will be awarded as a result of this Request for Quotation; however, the quantities shown are estimates only and the City reserves the right to increase or decrease any quantities actually acquired, in its sole discretion. No commitment of any kind is made concerning quantities and Offeror hereby acknowledges and accepts same.

37. Interpretation of Parole Evidence: This Contract is intended as a final expression of the agreement between the parties and as a complete and exclusive statement of the Contract unless the signing of a subsequent Contract is specifically called for in this Request for Quotation. No course of prior dealings between the parties and no usage of the trade shall be relevant to supplement or explain any term used in the Contract. Acceptance or acquiescence in a course of performance rendered under this Contract shall not be relevant to determine the meaning of the Contract, even though the accepting or acquiescing party has knowledge of the nature of the performance and opportunity to object.

38. No Assignment: No right or interest in this Contract shall be assigned by Contractor and no delegation of any duty of Contractor shall be made without prior written permission of the City, which consent may be granted or withheld in City’s unfettered discretion.

39. No Waiver: No breach of default hereunder shall be deemed to have been waived by the City, except by written instrument to that effect signed by an authorized agent of the City. No waiver of any such breach or default shall operate as a waiver of any other succeeding or preceding breach or default or as a waiver of that breach or default after demand by the City for strict performance of this Contract. Acceptance of partial or delinquent payments or performance shall not constitute the waiver of any right of the City. Acceptance by the City for any materials shall not bind the City to accept remaining materials, future shipments or deprive the City of the right to return materials already accepted. Acceptance by the City of delinquent or late delivery shall not constitute a waiver of a later claim for damages and/or bind the City for future or subsequent deliveries.

40. Provisions by Law: Each and every provision of law and any clause required by law to be in this Contract will be read and enforced as though it were included herein, and if through mistake or otherwise any such provision is not inserted, or is not correctly inserted, then upon the application of either party the Contract will forthwith be physically amended to make such insertion or correction.

Standard Terms and Conditions

RFQ# 26-073 NEIGHBORHOOD ENGAGEMENT SERVICES 2 | Page

Special Terms & Conditions and Instructions

1. City Procurement Document: This Request for Quotation is issued by the City Procurement Office. No alteration of any portion of this Request for Quotation document by a vendor is permitted and any attempt to do so shall result in vendor’s quote being considered non-responsive. No alteration of any portion of a resultant contract is permitted without the written approval of the City Procurement Office and any attempt to do so shall be a violation of the contract. Any such action is subject to the legal and contractual remedies available to the City, inclusive of, but not limited to, contract cancellation, suspension and/or debarment of the Contractor.

2. Contract Type: Term with justifiable price adjustment allowed.

3. Term of Contract: The term of any resultant contract shall commence on the date of award and shall continue for a period of one year thereafter, unless terminated, canceled or extended as otherwise provided herein. Resultant contract is non-transferable and cannot be assigned by the Contractor without the approval of the City Procurement Office; and then only when all prices, discounts, terms and conditions of the original bid solicitation and contract award remains unchanged. Contract shall terminate if the cost to the City exceeds $100,000, the ceiling amount for a contract awarded through a Request for Quotation process.

4. Contract Renewal: The City reserves the right to unilaterally extend the period of any resultant contract for 90 days beyond the stated expiration date. In addition, by mutual written Contract Modification, any resultant contract may be renewed for supplemental periods of up to a maximum of two (2) additional years.

5. Pricing: Pricing accuracy and completeness are critical. All items being quoted must be identified and priced.

In the case of system Quotes, all items required to make the system function in accord with stated quote solicitation requirements, must be identified and priced.

If provided pricing pages do not cover all such items, the quoting vendor is to also include an itemized listing of all required products and services needed to make their proposed equipment system fully functional and in conformity with stated quote solicitation needs.

6. Price Adjustment: The City Procurement Office will review fully documented requests for price increases after the contract has been in effect for twelve (12) months. The requested price increase must be based upon a cost increase that was clearly unpredictable at the time of the offer and can be shown to directly affect the price of the item concerned. The City Procurement Office will determine whether the requested price increase, or an alternative option, is in the best interest of the City. Advanced thirty (30) day written notification by Contractor is required for any price changes. All price adjustments will be effective on the first day of the month following approval or acceptance by the City Procurement Office. After the City approves a price increase the Contractor shall not be eligible to receive an additional increase until twelve (12) months from the date of the last approved price increase.

Price increase requests must be acknowledged in writing by the City Procurement Office before becoming effective. If not acknowledged within thirty (30) days, it is the Contractor's responsibility to contact the City Procurement Office to ensure the price increase request was received.

The Contractor shall likewise offer any published price reduction or if applicable to contract, profit sharing price advantage to the City concurrent with its announcement to other customers. A price reduction or profit-sharing price advantage may be offered at any time during the terms of an awarded contract and shall become effective upon notice and acceptance. The City shall likewise take advantage of any special sales discounts offered to the general public, which exceeds contracted price discounts extended to the City by the vendor.

7. Questionnaire: Offeror must complete the questionnaire portion of this Request for Quotation and provide any documentation required to support the answers given to the questionnaire. Questionnaire items that are designated as mandatory are needed to satisfy a required task or performance criteria. Items that may be listed as desirable are not required in order to be responsive to the solicitation and will be relatively evaluated against other quotes in making a final award decision.

If supporting documentation is required, be sure to provide the information in the sequence set forth in the quote solicitation and ensure all technical literature and/or narrative explanations fully address the specifics of the question. Vague or disorganized supportive responses that do not allow sufficient information for evaluation purposes may result in a quote response being rejected as non-responsive.

8. Multiple Awards: In order to ensure that any ensuing contracts will allow the City to fulfill current and future requirements, the City reserves the right to award contracts to multiple companies. The actual utilization of any contract will be at the sole discretion of the City. The fact that the City may make multiple awards should be taken into consideration by each vendor submitting a quote.

9. Billing: All billing invoices shall identify the specific item(s) being billed. Items are to be identified by the name, model number, and/or serial number most applicable. Any purchase/delivery order issued by the requesting department shall refer to the contract number resulting from this solicitation. Separate invoices are required on individual contracts or purchase orders. Only invoices with items resulting from this solicitation will be accepted for payment.

10. Infringement of Patent or Copyright: The Contractor agrees to save, keep, bear harmless and fully indemnify the City and any of its officers and employees from any and all damages, costs, or expenses in law or equity, that may at any time arise out of or be set up for any infringement of the patent right, copyright, or trademark of any person or persons in consequences of use by the City, or by any of its officers, or agents or employees of contractor supplied materials under this quote solicitation and of which the contractor is not a patentee or signee or lawfully entitled to sell the same.

Contractor agrees to indemnify and hold harmless the City from any and all license, royalty and proprietary fees or costs, including legal costs, which may arise out of City's purchase and use of good supplied by Contractor.

11. Key Personnel: It is essential that the Contractor provide adequate experienced personnel, capable of and devoted to the successful accomplishment of work to be performed under this Contract.

A. The Contractor agrees that, once assigned to work under this contract, key personnel shall not be removed or replaced without written notice to the City.

B. If key personnel are not available for work under this contract for a continuous period exceeding thirty (30) calendar days or are expected to devote substantially less effort to the work than initially anticipated, the Contractor shall immediately notify the City, and shall, subject to the concurrence of the City, replace each person with personnel of substantially equal ability and qualifications.

12. Contract Submittal: Offeror may submit a copy of their proposed contract with their quote response. Contractual considerations are an important evaluation factor and will be considered in making an award decision. Any proposed contract should be tailored to the specific requirements of the City's quote solicitation and overall conformity with the City's quote requirements. The failure of a quote offeror to reach an acceptable contract to the satisfaction of the City will result in quote rejection.

13. Sub-Contractor (s): The City of Tempe reserves the right to approve all sub-contractor(s). Contractor is responsible for all actions of sub-contractor(s). Contractor shall name sub-contractor(s) as additionally insured, in addition to the City of Tempe on all required insurance documents.

14. Project Data and Documents: The contractor shall be entitled to rely upon the accuracy of all data furnished by the City, which is or may be used by the contractor in the provision of services under this agreement. The contractor has the right to retain and use all data furnished, and all plans, designs, specifications and other work product created by the contractor during its provision of service under this Agreement.

15. Travel and Expenses:

All project expenses will be billed to the City at cost without markup. Copies of bills for expense are to be submitted with the invoice. The following is a list of allowable travel expenses.

1. Transportation

Air Transportation – coach class fares, minimum 14 days advance purchase unless otherwise agreed upon.

Car Rental – mid size car or smaller, hybrid or gas for rental (City assumes no liability regarding additional insurance costs or other optional services/equipment).

2. Lodging and Meals

Meals – three meals per day, at the current federal per diem rate for Maricopa County, Arizona. Current Federal rates can be found at the following web site: http://www.gsa.gov/portal/category/21287

Lodging – is not to exceed the current federal rate for Maricopa County, Arizona. Offerors are encouraged to stay in hotels located within the City of Tempe when practical. A listing of accommodation within Tempe can be found on the following web site: https://www.tempetourism.com/where-to-stay/.

Special Terms & Conditions and Instructions

Scope of Work The City of Tempe (City) is recruiting organizations and consultants that will support the City in conducting equity centered neighborhood engagement and multi-lingual outreach. The City of Tempe is committed to providing the highest-quality services to our community, and this contracting effort directly supports that tenet by awarding a contract to a group of qualified partners who will assist engagement and outreach to help the city understand resident needs and make decisions that reflect the entire community.

The City is looking for the following skillsets and capacities within its community engagement partner:

Residential recruitment Use grassroots and organizing techniques to recruit participants.

Multi-lingual engagement Assist with design of materials that are translated into appropriate languages for the targeted neighborhoods.

Create outreach and engagement (walking and bike audits, listening sessions, school outreach) Design engagements that allow for interaction, creativity, and human connections.

Targeted graphics and visuals Create visuals and graphics that appeal to targeted audience using designers with local or relevant lived experience.

Collaborative partnerships Work with City staff to create community engagement strategies and inclusive public participation opportunities for marginalized communities.

Transparent processes Utilize processes based in transparency, trust, sharing of information and reporting back on a determined/consistent basis, including how to replicate processes.

Tech capacity Utilize technology and web-based tools for engagement. Including virtual forms, online visual surveys, and in-person use of mobile voting.

Staffing Utilize staff and outreach professionals that reflect the Tempe neighborhoods and residents in lived experience and values.

Pricing

Offeror shall list all personnel positions proposed for this project, including name, title, and hourly rate, as well as any additional fees or expenses related to the scope of work. All pricing shall be provided in the Pricing Section on Page 17.

Offerors may also propose an alternative pricing structure in the form of a fixed monthly fee, clearly identifying the services included and any exclusions.

Scope of Work

Specifications

Quote Questionnaire Questionnaire responses and supporting documentation provided will be used to evaluate a proposal. In order to evaluate an Offeror’s overall experience and competence to perform the scope and services outlined herein, the City may rely on additional resources beyond the information provided.

· Contact Name

· Phone Number

· Cell Phone Number

· e-mail address

Reference 1:

Organization/Firm Name:

Contact Name:

Phone Number:

Email Address:

Brief description of scope of services provided and the timeframe:

Reference 2:

Organization/Firm Name:

Contact Name:

Phone Number:

Email Address:

Brief description of scope of services provided and the timeframe:

Reference 3:

Organization/Firm Name:

Contact Name:

Phone Number:

Email Address:

Brief description of scope of services provided and the timeframe:

Quote Questionnaire

“Return this Section with your Response”

Evaluation Criteria Quotes will be reviewed by an Evaluation Committee consisting of City staff using the criteria and process outlined below.

Evaluation Process

1. The Procurement Office will verify the offers submitted and determine if any should be removed from consideration due to substantial failure to submit a responsive offer. Any offer determined to be substantially non-responsive shall be removed from consideration.

1. The Evaluation Committee will review and score all responsive proposals and rank them based on the committee’s scores. Any proposals determined to score outside of the competitive range may be removed for non-susceptibility. Remaining Offerors may be invited for interviews, negotiations, site visits and best and final offers as determined at the sole discretion of the City.

It is important to note that firms may be removed for non-susceptibility anytime during the evaluation process and not just at the specific points noted above.

This proposal will be evaluated on a cumulative point system using the rating scale shown below (fractional points may be selected within this range).

Scoring Outstanding ……………………………..10 Good ………………………………….….8 Average ……………………………….…5 Poor ……………………………………...2 Not Addressed or Unacceptable ……...0

To evaluate the cost portion of the above criteria, the City may elect to evaluate each firm on a percentage basis of the lowest cost offer. The formula would be: (Lowest Priced Offer/Evaluated Firm’s Price) x Points Possible = Evaluation Points.

Evaluation Criteria

Pricing Section

List all personnel positions proposed for this project below, including the individual’s name, title, and hourly rate. Offerors may also submit an alternative pricing option in the form of a fixed monthly fee. If proposed, clearly identify the services included and any exclusions.

1.

2.

3.

4.

5.

Any travel related expenses shall be reimbursed at cost based on the per diem and lodging rates identified in Paragraph 15 of the Special Terms and Conditions (if applicable).

*The City reserves the right to convert hourly costs to a monthly fee as part of the down select or award.

* Applicable Tax %

* State correct jurisdiction to receive sales tax on the Vendor's Offer, included in this Request for Quotation.

Less prompt payments discount terms of % days/ or net thirty (30) days. (To apply after receipt and acceptance of an itemized monthly statement.) For evaluation purposes, the City cannot utilize pricing discounts based upon payments being made in less than thirty (30) days from receipt of statement.

Ordering and Invoice Instructions Invoices shall be issued directly to the ordering department. Invoices shall be accurate and complete including the information shown below. Failure to provide a properly documented invoice may cause a delay in receipt of payment. The City will not process an invoice for payment until it has been approved by the ordering department and forwarded to Accounts Payable. The City endeavors to process invoices within 30 days after receipt of an accurate and complete document.

Invoices shall include:

Invoices that do not follow the above minimum invoicing requirements will not be paid. Payment must be applied to only invoices referenced on check/payment stub. The City reserves the right to process payments via check or P-Card.

Pricing Section

Vendor’s Offer Offeror must complete, sign and submit this form to the Procurement Office with the proposal response. An unsigned “Vendor’s Offer”, late proposal response, and/or a materially incomplete response will be considered nonresponsive and rejected. Offeror is to type or legibly write in ink all information required below. A scanned copy of this page is acceptable.

Company Name:

Company Purchase Order Mailing Address:

Street Address:

City, State, Zip:

Contact Person:

Phone Number:

E-mail Address:

Cell Number:

Remit to Information

Company Name (as it appears on invoice):

Company Payment Remit to Address:

Street Address:

City, State, Zip:

Company Tax Information

If a Tempe-based firm, provide Tempe Transaction Privilege (Sales) Tax No.:

Payment Options

No

No

THIS QUOTE IS OFFERED BY

REQUIRED SIGNATURE OF AUTHORIZED OFFEROR

By signing this Vendor’s Offer, Offeror acknowledges acceptance of all terms and conditions contained herein and that prices offered were independently developed without consultation with any other Offeror or potential Offeror. Failure to sign and return this form with proposal response will be considered nonresponsive and rejected.

Signature of Authorized Offer

Date

Print or Type Name of Authorized Individual

Title of Authorized Individual

Vendor’s Offer

Anti-Discrimination Policy

COMPLIANCE WITH CITY’S ANTIDISCRIMINATION

ORDINANCE NO. 02016.25

The Tempe City Council approved Ordinance No. 02016.25 that requires vendors who are being recommended for award to provide evidence of their compliance with the City’s antidiscrimination policy as shown below:

Sec. 2-601. Policy.

It is declared to be the policy for the citizens of Tempe, Arizona, to be free from discrimination in public accommodations, employment, and housing, and contrary to public policy and unlawful to discriminate against any person on the basis of race, color, gender, gender identify, sexual orientation, religion, national origin, familial status, age, disability, or United States military veteran status, in places of public accommodation, employment, and housing; and contrary to the policy of the city and unlawful for vendors and contractors doing business with the city to discriminate, as set forth in this article.

Sec. 2-603. Unlawful Practices.

The following shall constitute a violation of this article:

For a city vendor or city contractor, because of race, color, gender, gender identify, sexual orientation, religion, national origin, familial status, age, disability, or United States military veteran status, to refuse to hire or employ or bar or discharge from employment any person, or to discriminate against such person in compensation, conditions, or privileges or employment.