REQUEST FOR QUALIFICATION

RFQu-26-0091

ACQUISITION, RELOCATION AND RELATED REAL

ESTATE SERVICES

CITY OF PHOENIX

FINANCE CENTRAL PROCUREMENT

251 WEST WASHINGTON STREET

PHOENIX, AZ

85003

RELEASE DATE: March 2, 2026

DEADLINE FOR QUESTIONS: March 27, 2026

RESPONSE DEADLINE: April 3, 2026, 2:00 pm

City of Phoenix

REQUEST FOR QUALIFICATION

RFQu-26-0091

Acquisition, Relocation and Related Real Estate Services

1. INTRODUCTION

2. INSTRUCTIONS

3. SCOPE OF WORK

4. EVALUATION PROCESS

5. STANDARD TERMS AND CONDITIONS

6. SPECIAL TERMS AND CONDITIONS

7. DEFENSE AND INDEMNIFICATION

8. INSURANCE REQUIREMENTS

9. SUBMITTALS

10. PRICING PROPOSAL

Attachments:

A - Acceptance_of_Offer_Form_2025

Request For Qualification #RFQu-26-0091 Title: Acquisition, Relocation and Related Real Estate Services

1. Introduction

1.1. Contact Information

Rene Martinez

Finance Central Procurement

Email: rene.martinez@phoenix.gov

Phone: (602) 262-7188

1.2. Schedule of Events

The City reserves the right to change dates, times, and locations, as necessary. The City does not always hold a Pre-Offer Conference or Site Visit. All times in the Schedule of Events are

Local Phoenix, AZ Time.

To request a reasonable accommodation or alternative format for any public meeting, please contact the Procurement Officer (Rene Martinez) at (602) 262-7188/Voice or 711/TTY, or rene.martinez@phoenix.gov, no later than seven (7) days prior to the meeting.

Solicitation Issue Date: March 2, 2026

Pre-Offer Conference (Non-Mandatory): March 12, 2026, 1:00pm

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Written Inquiries Due Date: March 27, 2026, 2:00pm

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2. Instructions

2.1. Description – Statement of Need

The City of Phoenix invites sealed offers for acquisition, relocation and related real estate services for a five-year contract commencing on or about April 1, 2026, in accordance with the specifications and provisions contained herein or the “Effective Date” which is upon award by

City Council, conditioned upon signature and recording by the City Clerk’s department, as required by the Phoenix City Code, whichever is later.

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 earlier of the expiration of the term, including any extensions exercised, or termination pursuant to the provisions of this

Agreement.

2.2. Preparation of Offer

All forms provided must be completed and submitted with the Offer. The signed and completed

Conflict of Interest and Transparency form must be included or your Offer may be deemed non-responsive.

It is permissible to copy Submittal forms if necessary. Erasures, interlineations, or other modifications of the Offer must be initialed in original ink by the authorized person signing the

Offer. No offer will be altered, amended or withdrawn after the specified offer due date and time.

Key Personnel proposed in the offer may not be replaced before contract award or else the

Offeror shall be determined non-responsible. The City is not responsible for Offeror’s errors or omissions.

All time periods stated as a number of days will be calendar days.

It is the responsibility of all Offerors to examine the entire solicitation and seek clarification of any requirement that may not be clear and to check all responses for accuracy before submitting an offer. Negligence in preparing an offer confers no right of withdrawal after due date and time. Offerors are strongly encouraged to:

A. Consider applicable laws and/or economic conditions that may affect cost, progress, performance, or furnishing of the products or services.

B. Study and carefully correlate Offeror’s knowledge and observations with the RFP document and other related data.

C. Promptly notify the City of all conflicts, errors, ambiguities, or discrepancies which an

Offeror has discovered in or between the RFP document and such other related documents.

D. The City does not reimburse the cost of developing, presenting or providing any response to this solicitation. Offers submitted for consideration should be prepared mailto:procurement-support@opengov.com simply and economically, providing adequate information in a straightforward and concise manner. The Offeror is responsible for all costs incurred in responding to this solicitation. All materials and documents submitted in response to this solicitation become the property of the City and will not be returned.

E. Offerors are reminded that the specifications stated in the solicitation are the minimum level required and that offers submitted must be for products or services that meet or exceed the minimum level of all features specifically listed in this solicitation. Offers offering less than any minimum specifications or criteria specified are not responsive and should not be submitted.

F. Offer responses submitted for products considered by the seller to be acceptable alternates to the brand names or manufacturer’s catalog references specified herein must be submitted with technical literature and/or detailed product brochures for the

City’s use to evaluate the products offered. Offers submitted without this product information may be considered as non-responsive and rejected. The City will be the sole judge as to the acceptability of alternate products offered.

G. Prices will be submitted on a per unit basis by line item, when applicable. In the event of a disparity between the unit price and extended price, the unit price will prevail unless obviously in error.

Unless the solicitation specifically allows, alterations of electronic spreadsheet price proposals will be sufficient grounds for the City to consider your offer to be non-responsive.

2.3. Fixed Offer Price Period

All offers shall be firm and fixed for a period of 180 calendar days from the solicitation opening date.

2.4. Obtaining a Copy of the Solicitation and Addenda

Interested Offerors may download the complete solicitation and addenda from the City's

Procurement Portal: https://procurement.opengov.com/portal/phoenix/projects/192271. Any interested Offerors without internet access may obtain this solicitation by calling the

Procurement Officer or picking up a copy during regular business hours at the City of Phoenix, Finance Department, Central Procurement Division, 251 W Washington Street, 8th Floor, Phoenix, AZ 85003. It is the Offeror’s responsibility to check the City's Procurement Portal, read the entire solicitation, and verify all required information is submitted with their Offer.

2.5. Exceptions

Offeror must not take any exceptions to any terms, conditions or material requirements of this solicitation. Offers submitted with exceptions may be deemed non-responsive and disqualified from further consideration in the City’s sole discretion. Offerors must conform to all the requirements specified in the solicitation. The City encourages Offerors to send inquiries to the

Procurement Officer rather than including exceptions in their Offer.

https://procurement.opengov.com/portal/phoenix/projects/192271

2.6. Inquiries

All questions that arise relating to this solicitation should be directed via City’s Procurement

Portal and must be received by the due date indicated in the Schedule of Events. The City will not consider questions received after the deadline.

No informal contact initiated by Offerors on the proposed service will be allowed with members of City’s staff from date of distribution of this solicitation until after city council awards the contract. All questions concerning or issues related to this solicitation must be presented in writing.

The Procurement Officer will answer written inquiries in an addendum and publish any addenda on the City’s Procurement Portal.

2.7. Addenda

The City of Phoenix will not be responsible for any oral instructions made by any employees or officers of the City of Phoenix regarding this solicitation. Any changes will be in the form of an addendum. The Offeror must acknowledge receipt of any/all addenda through the City's

Procurement Portal.

2.8. Licenses

If required by law for the operation of the business or work related to this Offer, Offeror must possess all valid certifications and/or licenses as required by federal, state or local laws at the time of submittal.

2.9. Certifications

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

• The submission of the Offer did not involve collusion or other anti-competitive practices.

• The Offeror must not discriminate against any employee, or applicant for employment in violation of Federal or State Law.

• The Offeror has not given, offered to give, nor intends to give at any time hereafter, any economic opportunity, future employment, gift, loan, gratuity, special discount, trip, favor, or service to a public servant in connection with the submitted Offer.

2.10. Submission of Offer

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

City Department’s clock.

Offers should be submitted electronically via the City’s Procurement Portal by clicking on “Draft

Response” via https://procurement.opengov.com/portal/phoenix/projects/192271. Offerors that are unable to submit electronically should contact the Procurement Officer to discuss the logistics of hard copy submittals. Offerors must be registered with OpenGov by signing up via https://procurement.opengov.com/signup. Vendor training guides can be found at: https://opengov.my.site.com/support/s/article/ca6d1285-1e48-4a21-bb0d-715edb7794ed https://procurement.opengov.com/portal/phoenix/projects/192271 https://procurement.opengov.com/signup https://opengov.my.site.com/support/s/article/ca6d1285-1e48-4a21-bb0d-715edb7794ed

Any original documents (such as bonds, guaranties, powers of attorney), if required by the solicitation, must be separately delivered to and received by the City on or prior to the exact time and date indicated in the Schedule of Events, with a clear indication of the Offer for which it is attributed.

It is the responsibility of the Offeror to ensure that the Offer is timely and to confirm that there are no technical reasons that any offer submitted electronically may be delayed. The date and time on the upload as received/stamped by the City’s Procurement Portal will provide proof of submission and verification whether the Offer was received on or prior to the exact time and date indicated in the Schedule of Events.

For assistance with submittals, vendors are welcome to use the OpenGov support chat (blue chat bubble in the bottom right corner) to connect with a member of OpenGov's support team who will be able to assist you with your submission.

Please DO NOT submit links to Google Docs, Dropbox Paper, or similar services. Your offer may be deemed non-responsive if your offer is supplied utilizing these services.

2.11. Withdrawal of Offer

At any time prior to the solicitation due date and time, an Offeror (or designated representative) may withdraw the Offer by clicking “Unsubmit Response” on the Offer submission via the City’s

Procurement Portal.

2.12. Offer Results

Offers will be opened on the offer due date, time and location indicated in the Schedule of

Events, at which time the name of each Offeror, and the prices may be read. Offers and other information received in response to the solicitation will be shown only to authorized City personnel having a legitimate interest in them or persons assisting the City in the evaluation.

Offers are not available for public inspection until after the City has posted the award recommendation on the City's Procurement Portal.

The City will post a preliminary offer tabulation on the City's Procurement

Portal: https://procurement.opengov.com/portal/phoenix/projects/192271 within five business days of the offer opening. The City will post the information on the preliminary tabulation as it was read during the offer opening. The City makes no guarantee as to the accuracy of any information on the preliminary tabulation. Once the City has evaluated the offers, the City will post an award recommendation on the City's Procurement Portal. By signing and submitting its

Offer, each Offeror agrees that this posting of the award recommendation to the City's

Procurement Portal effectively serves as the Offeror’s receipt of that notice of award recommendation. The City has no obligation to provide any further notification to unsuccessful

Offerors.

2.13. Special Requirements

The Offeror(s) engaging in acquisition, property management and related real estate services are required to have an active real estate license through the Arizona Department of Real

Estate.

https://procurement.opengov.com/portal/phoenix/projects/192271

In order for an RFQu response to be considered, the Offeror shall comply with Phoenix City

Code, 1969, Chapter 18, Article V, as amended, Equal Employment Opportunity Requirements.

Any questions in regard to these requirements shall be directed to the Equal Opportunity

Department, (602) 262-6790.

2.14. Pre-Award Qualifications

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

The offeror shall be capable of providing and submitting a proposal for all services described in this solicitation. Offers that do not include a proposal for all services listed in Section 3, Scope of

Work, will be deemed non-responsive and will not be considered for award.

Upon notification of a recommended award, the Offeror will have 14 calendar days to submit a complete certificate of insurance in the minimum amounts and the coverages as required in the

Insurance Requirements of this agreement. Insurance requirements are non-negotiable.

2.15. Qualification Criteria

Statement of Qualifications shall relate specifically to the following items, listed in general order of importance, for evaluation and selection purposes:

Method of Approach

Capacity

Experience and Expertise

The Evaluation Criteria are detailed in Section 4, Evaluation Process.

2.16. Evaluation and Selection

After evaluating all submissions, the City may ask some or all the firms that submitted a response to participate in interviews. Upon completion of the evaluation process, the City may assign a detailed scope of work to the selected candidate and negotiate fees for services.

RFQu responses should be concise, well-organized per the requested information, clearly written and limited to no more than 60 pages including resumes. The review process places considerable emphasis on the responsiveness of the RFQu response to the requirements outlined above. RFQu responses that are not written specifically in response to this request cannot receive serious consideration.

All RFQu responses will be evaluated based on the criteria listed above in the Qualifications

Section of this RFQu.

The firms under consideration for this RFQu, will be evaluated in accordance with the solicitation by an Evaluation Committee and/or the Procurement Officer. The City reserves the right to request supplemental information that the Evaluation Committee deems necessary to make a selection. The Committee may be supplemented by outside professionals or professionals from other City departments who can provide additional expertise.

2.17. Agreement

The City will require the selected Offeror to participate in negotiations and to submit such cost, technical or other revisions of the submittals as may result from negotiations. The City shall draft all final contracts and documents that result from this RFQu.

The language contained in this RFQu and the Offeror's statement of qualifications will form the basis of any resulting Contract. However, this RFQu does not commit the City to enter a

Contract, to pay any costs incurred in the preparation of a submittal to this request or in subsequent negotiations, or to procure a contract for the project(s).

2.18. Certificates of Insurance

Upon notification of a recommended award, the Offeror will have 14 calendar days to submit a complete certificate of insurance in the minimum amounts and the coverages as required in the

Insurance Requirements of this solicitation. Insurance requirements are non-negotiable.

2.19. Award of Contract

Unless otherwise indicated, award(s) will be made to responsive, responsible Offeror(s) who are regularly established in the service, or providing the goods, contained in this solicitation and who have demonstrated the ability to perform in an acceptable manner.

A. Factors that may be considered by the City include:

1. Technical capability of the Offeror to accomplish the scope of work required in the

Solicitation. This may include performance history on past and current government or industrial contracts; and,

2. Demonstrated availability of the necessary manpower (both supervisory and operational personnel) and necessary equipment to accomplish the scope of work in the Solicitation; and,

3. Safety record; and,

4. Offeror history of complaints and termination for convenience or cause.

B. Notwithstanding any other provision of this solicitation, the City reserves the right to: (1) waive any immaterial defect or informality; or (2) reject any or all offers or portions thereof; or (3) reissue a solicitation.

C. A response to a solicitation is an offer to contract with the City based upon the terms, conditions, and specifications contained in the City’s solicitation. Offers do not become contracts until they are executed by the Chief Procurement Officer or Department

Director. A contract has its inception in the award, eliminating a formal signing of a separate contract. For that reason, all of the terms, conditions and specifications of the procurement contract are contained in the solicitation, and in any addendum or contract amendment.

2.20. Solicitation Transparency Policy

Commencing on the date and time a solicitation is published, potential or actual Offerors or respondents (including their representatives) shall only discuss matters associated with the solicitation with the Mayor, any members of City Council, the City Manager, any Deputy City

Manager, or any department director directly associated with the solicitation (including in each case their assigned staff, except for the designated Procurement Officer) at a public meeting, posted under Arizona Statutes, until the resulting contract(s) are awarded to all offers or responses are rejected and the solicitation is cancelled without any announcement by the

Procurement Officer of the City’s intent to reissue the same or similar solicitation.

As long as the solicitation is not discussed, Offerors may continue to conduct business with the

City and discuss business that is unrelated to the solicitation with the City staff. Offerors may not discuss the solicitation with any City employees or evaluation panel members.

Offerors may discuss their proposal or the solicitation with the Mayor or one or more members of the Phoenix City Council, provided such meetings are scheduled through the Procurement

Officer, and are posted as open meetings with the City Clerk at least 24 hours prior to the scheduled meetings. The City Clerk will be responsible for posting the meetings. The posted notice shall identify the participants and the subject matter, as well as invite the public to participate.

With respect to the selection of the successful Offerors, the City Manager and/or City Manager's

Office will continue the past practice of exerting no undue influence on the process. In all solicitations of bids and proposals, any direction on the selection from the City Manager and/or

City Manager's Office and Department Head (or representative) to the proposal review panel or selecting authority must be provided in writing to all prospective Offerors.

This policy is intended to create a level playing field for all Offerors, assure that contracts are awarded in public, and protect the integrity of the selection process. OFFERORS THAT

VIOLATE THIS POLICY SHALL BE DISQUALIFIED. After official Notice is received by the City for disqualification, the Offeror may follow the Protest process, unless the Solicitation is cancelled without notice of intent to re-issue.

“To discuss” means any contact by the Offeror, regardless of whether the City responds to the contact. Offerors that violate this policy will be disqualified until the resulting contract(s) are awarded, or all offers or responses are rejected and the solicitation is cancelled without any announcement by the Procurement Officer of the City’s intent to reissue the same or a similar solicitation. The City interprets the policy as continuing through a cancellation of a solicitation until Council award of the contract, as long as the City cancels with a statement that the City will rebid the solicitation.

2.21. Protest Process

Offeror may protest the contents of a solicitation no later than seven days before the solicitation deadline when the protest is based on an apparent alleged mistake, impropriety or defect in the solicitation. Protests filed regarding the solicitation may be addressed by an amendment to the solicitation or denied by the City. If denied, the opening and award will proceed unless the City determines that it is in the City’s best interests to set new deadlines, amend the solicitation, cancel or re-bid.

Therefore, unless otherwise notified by a formal amendment, the Protester must adhere to all solicitation dates and deadlines, including timely filing of an offer, regardless of filing a protest.

Offeror may protest an adverse determination issued by the City regarding responsibility and responsiveness, within seven days of the date the Offeror was notified of the adverse determination.

Offeror may protest an award recommendation if the Offeror can establish that it had a substantial chance of being awarded the contract and will be harmed by the recommended award. The City will post recommendations on the City’s Procurement Portal to award the contract(s) to an Offeror(s). Offeror must submit award protests within seven days after the posting of the award recommendation, with exceptions only for good cause shown, within the

City’s full and final discretion.

All protests will be in writing, filed with the Procurement Officer identified in the solicitation and include the following:

• Identification of the solicitation number;

• The name, address and telephone number of the protester;

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

• The form of relief requested; and

• The signature of the protester or its authorized representative.

The Procurement Officer will render a written decision within a reasonable period after the protest is filed. The City will not request City Council authorization to award the contract until the protest process is complete. All protests and appeals must be submitted in accordance with the

City’s Procurement Code, (Phoenix City Code, Ch. 43) and any protests or appeals not submitted within the time requirements will not be considered. Protests must be filed with the

Procurement Officer.

2.22. Public Record

All Offers submitted in response to this solicitation will become the property of the City and become a matter of public record available for review pursuant to Arizona State law. If an

Offeror believes that a specific section of its Offer response is confidential, the Offeror will isolate the pages marked confidential in a specific and clearly labeled section of its Offer response. An Offeror may request specific information contained within its Offer is treated by the

Procurement Officer as confidential provided the Offeror clearly labels the information

“confidential.” To the extent necessary for the evaluation process, information marked as

“confidential” will not be treated as confidential. Once the procurement file becomes available for public inspection, the Procurement Officer will not make any information identified by the

Offerors as “confidential” available to the public unless necessary to support the evaluation process or if specifically requested in accordance with applicable public records law. When a public records request for such information is received, the Procurement Officer will notify the

Offeror in writing of any request to view any portion of its Offer marked “confidential.” The

Offeror will have the time set forth in the notice to obtain a court order enjoining such disclosure.

If the Offeror does not provide the Procurement Officer with a court order enjoining release of the information during the designated time, the Procurement Officer will make the information requested available for inspection.

2.23. Late Offers

[OPTIONAL PARAGRAPH] Late Offers must be rejected, except for good cause. If a late Offer is submitted, the Department will document the date and time of the submittal of the late Offer, keep the Offer and notify the Offeror that its Offer was disqualified for being a late Offer.

2.24. Right to Disqualify

The City reserves the right to disqualify any Offeror who fails to provide information or data requested or who provides materially inaccurate or misleading information or data. The City further reserves the right to disqualify any Offeror on the basis of any real or apparent conflict of interest that is disclosed by the Offer submitted or any other data or information available to the

City. This disqualification is at the sole discretion of the City. By submission of a solicitation response, the Offeror waives any right to object now or at any future time, before any agency or body including, but not limited to, the City Council of the City or any court as to the exercise by the City of such right to disqualify or as to any disqualification by reason of real or apparent conflict of interest determined by the City. The City reserves the right to replace the disqualified

Offeror.

2.25. Contract Award

The City reserves the right to award a contract by individual line items, by group, all or none, or any other combination most advantageous to the City. The City reserves the right to award multiple contracts.

2.26. Determining Responsiveness and Responsibility

Offers will be reviewed for documentation of minimum qualifications, completeness, and compliance with the Solicitation requirements. The City reserves sole discretion to determine responsiveness and responsibility.

Responsiveness: Nonresponsive Offers will not be considered in the evaluation process. The solicitation states criteria that determine responsiveness, and the solicitation includes terms and conditions that if included or excluded from Offers (as the case may be) will render an Offer nonresponsive.

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

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

The Procurement Officer will review each Offer to determine if the Offeror is responsible. The

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

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

Offeror.

2.27. Clarifications

The City may request written clarifications for such purposes as information gathering or eliminating minor informalities in offers. Clarifications shall not otherwise afford the Offerors the opportunity to alter or change their offers.

2.28. Evaluation of Competitive Sealed Offers

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

2.29. Detailed Evaluation of Offers and Determination of Competitive Range

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

2.30. Offers Not Within the Competitive Range

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

Range.

2.31. Discussions with Offerors in the Competitive Range

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

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

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

To the fullest extent permitted by law, the City will not provide any information, financial or otherwise, to any Offeror about other Offers received in response to this solicitation. During discussions with Offerors in the Competitive Range, the City will not give Offerors specific prices or specific financial requirements that Offerors must meet to qualify for further consideration.

The City may state that proposed prices are too high with respect to the marketplace or otherwise unacceptable. Offerors will not be told of their relative rankings before Contract award.

2.32. Best and Final Offers (BAFO)

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

If an Offeror’s BAFO modifies its initial Offer, the modifications must be identified in the BAFO.

The City will evaluate BAFOs based on the same requirements and criteria applicable to initial

Offers. The City will adjust appropriately the initial scores for criteria that have been affected by offer modifications made by a BAFO. Based on the criteria defined in the solicitation as weighted, the City will then perform final scoring and prepare final rankings.

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

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

3. Scope of Work

3.1. General Requirements

The following general requirements apply to all services performed under this contract, including acquisition, relocation, property management, and related real estate activities.

The Contractor shall:

3.1.1 Perform all services in accordance with the provisions of this solicitation and applicable City policies.

o Acquisition of Real Property o Relocation Services o Other related Real Estate Services

3.1.2 Comply with relevant federal, state, and local laws and regulations relevant to;

o Arizona real estate licensing.

o The Uniform Relocation Assistance and Real Property Acquisition Act of 1970 (URA)

Uniform Relocation Assistance and Real Property Acquisition Act of 1970 o The Uniform Standards of Professional Appraisal Practice (USPAP) Uniform

Standards of Professional Appraisal Practice o Federal Transit Administration (FTA) Federal Transit Administration o Federal Highway Administration (FHWA) Federal Highway Administration o Federal Aviation Administration (FAA) Federal Aviation Administration o Housing and Urban Development (HUD) Housing and Urban Development

3.1.3 Maintain strict confidentiality in all matters related to City projects and client information.

3.1.4 Respond to City verbal or written communications within one business day.

3.1.5 Notify the City immediately of any delays in meeting deadlines or deliverables.

3.1.6 Maintain accurate, up-to-date records for all assigned tasks and ensure timely submission of required documentation.

3.1.7 Utilize City-designated systems for real-time data entry and project tracking.

3.1.8 Uphold high standards of professionalism, courtesy, and service in all interactions with property owners, tenants, and City staff.

3.1.9 Assign a knowledgeable and available project manager to oversee work and attend meetings as requested.

https://www.ecfr.gov/current/title-49/subtitle-A/part-24 https://appraisalfoundation.org/pages/uspap https://appraisalfoundation.org/pages/uspap https://www.transit.dot.gov/ https://highways.dot.gov/ https://www.faa.gov/ https://www.hud.gov/#close

3.1.10 Maintain regular communication with property owners, providing updates at least every two weeks (excluding annual Rental Assistance Payments cases).

3.1.11 Correct any deficiencies or errors identified by the City within five (5) business days at no additional cost.

3.1.12 Cooperate with City staff during performance assessments and provide access to records upon request and maintain a minimum average customer satisfaction rating of

7.0.

3.2. Contractor Responsibilities

3.2.1 Acquisition of Real Property

The Contractor shall:

3.2.1.1 Acquire real property and property rights on behalf of the City of Phoenix, including but not limited to: rights of entry, easements (temporary or permanent), fee title, and rights to clear liens, encumbrances, and other clouds on title.

3.2.1.2 Prepare and deliver interest letters and purchase offers based on certified appraisals or settlement summaries.

3.2.1.3 Request title reports, legal descriptions, and appraisal documents through the Real Estate Division.

3.2.1.4 Draft and present purchase agreements, occupancy agreements, and rights of entry for signature.

3.2.1.5 Open and close escrow with City-approved title companies using standard

City documents unless otherwise directed.

3.2.1.6 Submit a complete acquisition closing package for payment detailing how title requirements were met, for each parcel.

3.2.1.7 Maintain real-time contact logs in 15-minute increments using City-designated systems for each parcel (ownership) documenting all actions relating to the owner including dates, places, and names.

3.2.1.8 Document and report any special conditions from property owners.

3.2.1.9 Notify the City when properties are vacated and deliver keys as applicable.

3.2.1.10 Manage leasing, easements, maintenance, disposition, abatement, and demolition.

3.2.1.11 Maintain and submit all data generated during the project. All data becomes City property.

3.2.1.12 Ensure timely and accurate data entry into City-designated systems.

3.2.2 Relocation Services

The Contractor shall:

3.2.2.1 In accordance with the URA, assist in relocating displaced businesses, homeowners, and tenants.

3.2.2.2 Interview displaced individuals, provide advisory services, and calculate entitlements. Only qualified specialists may determine housing entitlements.

3.2.2.3 Accompany the appraiser on the initial inspection of the displacement property.

3.2.2.4 Provide current and continuing information on comparable replacement properties.

3.2.2.5 Calculate monetary entitlements and inform displacee(s) in writing of said entitlements. Contractor will inform displacees of the comparable replacement property used to calculate replacement housing benefits. To avoid conflict of interest, the assigned specialist of record for any given parcel shall not establish replacement housing entitlements. Instead, replacement housing entitlements shall be established by any qualified specialist employed by the Contractor.

3.2.2.6 Obtain and analyze bids from insured movers, coordinate move schedules, and monitor on-site moves. Submit cost analyses and insurance documentation within forty-five (45) calendar days from the contractor receiving notification of the offer to purchase .

3.2.2.7 Conduct walkthroughs, issue notices (e.g., General Information, Eligibility, 90/30-Day Vacate), inspect replacement housing, and guide claim processes.

3.2.2.8 Review vendor invoices submitted to the Relocation Services Section to determine if costs are reasonable and congruent with original cost estimates.

3.2.2.9 Maintain detailed contact reports, forward appeals, testify if needed, and correct errors at no additional cost.

3.3. Related Real Estate Services

The Contractor shall obtain at City’s request:

3.3.1 Title services

3.3.2 Survey services

3.3.3 Appraisal services

3.3.4 Lot clearing and maintenance

3.3.5 Property inspections

3.4. Engagement Process

Contractors shall follow a structured engagement process for all City projects:

3.4.1 Request for Services: The City notifies the Contractor in writing when services are required. Notification may include a rush request with a specified deadline for deliverables.

3.4.2 Bid Memo Submission: Contractor submits a bid memo including:

3.4.2.1 Maximum hours and hourly rates per parcel/project

3.4.2.2 Assigned agents and Project Manager

3.4.2.3 Proposed timeline

3.4.2.4 Subcontractors utilized, if applicable

3.4.2.5 Any special considerations or challenges

3.4.2.6 Anticipated deliverables and milestones

3.4.2.7 Any additional charges for completing rush services, if applicable

3.4.3 Authorization to Proceed (ATP): Contractor must receive written approval from the

City before starting work.

3.4.4 Execution: Upon ATP, Contractor performs services per the approved bid memo and contract requirements.

3.4.5 Progress Reporting: Contractor provides weekly status updates including:

3.4.5.1 Activities completed

3.4.5.2 Provide contact reports

3.4.5.3 Parcel status by milestone

3.4.5.4 Problems or delays encountered and corrective actions

3.4.5.5 Updated projected completion dates

3.4.6 Invoice Submission: Invoices must be timely, accurate, and supported with documentation aligned to the approved bid memo.

3.4.7 Rush Requests: For projects designated as rush, Contractor will adhere to the expedited timelines and perform services according to the City-approved bid memo, including any additional charges noted for accelerated work.

3.4.8 Close-Out: At project completion, Contractor submits all documentation, files, and

Data to the City in PDF or other City-approved format.

3.5. Project Administration

The Contractor shall:

3.5.1 Maintain an online-accessible progress report including activity summaries, parcel status, issues, schedule evaluations, and projected completion dates.

3.5.2 Assign a knowledgeable and available project manager to attend meetings and coordinate with City staff.

3.5.3 Enter acquisition data into City-designated systems.

3.5.4 Maintain parcel-specific files with all correspondence and documentation. Provide hard and electronic copies in PDF format upon request.

3.5.5 Maintaining (in their offices or other mutually agreed upon location) accurate records which will be available for inspection by City officials. A separate file will be maintained for each parcel which will include a detailed and timely record of all contact efforts previously described. Contractor shall retain copies of all correspondence and documents in the parcel file. Contractor shall provide a hard copy and an electronic copy of the entire file in protected document format (PDF) using Adobe Acrobat, as requested.

3.6. Performance Standards

The Contractor shall meet the following timelines:

3.6.1 Acquisition Timelines:

3.6.1.1 Request title reports within two (2) business days of City’s request.

3.6.1.2 Order appraisals and Phase I environmental reports immediately or as directed.

3.6.1.3 Submit title reports to the City Appraisal Section within 3 business days after receipt of the report.

3.6.1.4 Finalize and submit offer letters and draft purchase agreements within three

(3) business days after receiving certified appraisals.

3.6.1.5 Prepare and present signed offer letters and agreements to property owners within three (3) business days of execution and obtain necessary signatures. Letters are to be personally delivered unless owner is out of town or specifically requests letter to be mailed (certified with return receipt or emailed with read receipt).

3.6.2 Relocation Timelines:

3.6.2.1 Residential:

▪ Issue determinations no later than thirty (30) days after purchase offer notification.

▪ Issue 30-day vacate notices at least 60 days (ideally 90) before vacate date.

▪ Close files no later than 90 days after final benefit/payment.

3.6.2.2 Nonresidential:

▪ Issue move determinations no later than 45 days after purchase offer notification.

▪ Issue 30-day vacate notices at least 60 days (ideally 90) before vacate date.

▪ Close files no later than 90 days after final benefit/payment.

4. Evaluation Criteria

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

The evaluation factors are listed in the relative order of importance and more details are provided in Scope of Work. The Weight (Points) for each Evaluation Criteria are the maximum points that may be assigned for that Criteria. The following evaluation criteria will be used to evaluate all Offers:

No. Evaluation Criteria Scoring Method Weight (Points)

1. Method of Approach 1

Describe how your company ensures compliance with all applicable federal, state, and local laws, including URA, USPAP, and regulations from FTA, FHWA, FAA, and HUD? Please provide examples of procedures or documentation used.

(SOW 3.1.2)

Points Based 41.67 (4.2% of Total)

2. Method of Approach 2

What measures does your company have in place to maintain compliance with City protocols for title requests, escrow handling, data entry, and use of designated systems (e.g., real-time contact logs, data submission). (SOW 3.2.1.3, 3.2.1.5, 3.2.1.7, 3.2.1.11, 3.2.1.12)

Points Based 41.67 (4.2% of Total)

3. Method of Approach 3

Provide your process to correct deficiencies within five business days at no additional cost and cooperate fully during performance assessments. (SOW 3.1.11, 3.1.12)

Points Based 41.67 (4.2% of Total)

4. Method of Approach 4

Please describe your process for responding to the City's service request notifications, including rush requests, and acknowledging deadlines appropriately.

(SOW 3.4.1, 3.4.7)

Points Based 41.67 (4.2% of Total)

5. Method of Approach 5

Explain your company's approach to coordinating moves, issuing required notices, conducting inspections, and maintaining detailed documentation, including appeals and error correction.

(SOW 3.2.2.3, 3.2.2.4)

Reward Low Cost 41.67 (4.2% of Total)

6. Method of Approach 6

Describe what measures are in place to ensure work is initiated only after receiving written Authorization to Proceed (ATP), and was the execution consistent with the approved bid memo? (SOW 3.4.3, 3.4.4)

Points Based 41.67 (4.2% of Total)

7. Method of Approach 7

Describe your company's process to meet required timelines to finalize and deliver offer letters and draft purchase agreements within 3 business days of receiving certified appraisals, and present them to property owners within 3 business days of execution. (SOW 3.6.1.4, 3.6.1.5)

Points Based 41.67 (4.2% of Total)

8. Method of Approach 8

Describe how your company will comply with the nonresidential relocation timeline requirements, including issuing move determinations within 45 days, providing vacate notices at least 60 days in advance, and closing files within 90 days of final benefit/payment, (SOW 3.6.2.2)

Points Based 41.67 (4.2% of Total)

9. Capacity 1

Explain your company will consistently respond to City communications within one business day and notify the City promptly of any delays in deliverables. (SOW 3.14, 3.1.5)

Points Based 41.67 (4.2% of Total)

10. Capacity 2

Describe the systems and processes your company uses in maintaining accurate, up-to-date records and utilizing City-designated systems for real-time data entry and project tracking. (SOW 3.1.6, 3.1.7)

11. Capacity 3

Explain your process with assisting in relocating displaced businesses, homeowners, and tenants in full compliance with the Uniform Relocation

Assistance and Real Property Acquisition

Policies Act (URA). (SOW 3.2.2.1)

Points Based 41.67 (4.2% of Total)

12. Capacity 4

Describe how your company's ensures submitted bid memos include all required components (e.g., hours, rates, agents, timeline, subcontractors, deliverables, rush charges). (SOW 3.4.2)

Points Based 41.67 (4.2% of Total)

13. Capacity 5

Define how weekly progress reports will be consistently submitted on time and include all required elements (e.g., activities, contact reports, parcel status, issues, updated timelines). (SOW 3.4.5)

Points Based 41.67 (4.2% of Total)

14. Capacity 6

Provide a narrative of how your company will effectively maintain and update an online-accessible progress report and parcel-specific documentation, including activity summaries, parcel status, issues, schedule evaluations, and projected completion dates. (SOW 3.5.1, 3.5.4)

Points Based 41.67 (4.2% of Total)

15. Capacity 7

Describe how your company will meet required timelines for requesting and submitting title reports, including initiating title requests within 2 business days of the

City’s request and submitting them to the

Appraisal Section within 3 business days. (SOW 3.6.1.1-3.6.1.3)

Points Based 41.67 (4.2% of Total)

16. Capacity 8

Explain how your company will meet the required timelines for residential relocation activities, including issuing determinations within 30 days of purchase offer notification, providing 30-day vacate notices at least 60 days in advance, and closing files within 90 days of final benefit/payment. (SOW 3.6.2.1)

Points Based 41.66

17. Experience and Expertise 1

Explain how your company ensures confidentiality, uphold high standards of professionalism, and maintain regular, biweekly communication with property owners (excluding Rental Assistance

Payment cases). (SOW 3.1.8, 3.1.10)

18. Experience and Expertise 2

Define your company's experience in acquiring real property interests (e.g., rights of entry, easements, fee title) in accordance with City requirements and free of liens or encumbrances. (SOW

3.2.1.1)

Points Based 41.66 (4.2% of Total)

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