Appraisal_Services_for_Citywide_and_Aviation_Projects_(Addendum_#2_Revision).pdf

REQUEST FOR QUALIFICATION

RFQu-25-0706

APPRAISAL SERVICES FOR CITYWIDE AND AVIATION

PROJECTS

CITY OF PHOENIX

FINANCE CENTRAL PROCUREMENT

251 W. WASHINGTON ST.

PHOENIX, AZ

85003

RELEASE DATE: July 8, 2025

DEADLINE FOR QUESTIONS: July 25, 2025

RESPONSE DEADLINE: August 6, 2025, 2:00 pm

City of Phoenix

REQUEST FOR QUALIFICATION

RFQu-25-0706

Appraisal Services for Citywide and Aviation Projects

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

D - Exhibit D FAA-Form-5100-111

E - Supplemental Terms And Conditions To All Airport Agreements

Request For Qualification #RFQu-25-0706 Title: Appraisal Services for Citywide and Aviation Projects

1. Introduction

The City of Phoenix (“City”) Finance Department is seeking responses from qualified offerors to this Request for Qualifications (“RFQu”) for the purpose of establishing a Qualified Vendor List

(“QVL”) of appraisers qualified to conduct appraisal services for Citywide and Aviation projects on an “as-needed” and “if-needed” basis. The QVL will commence on or about February 1, 2026 and remain in effect for five-years unless terminated, canceled or extended; and at the City’s discretion may be expanded through additional RFQu processes.

The City of Phoenix requires appraisals of real and personal property, as well as other various services. The City anticipates contracting with multiple appraisers to provide appraisals, appraisal reviews, and various valuation services related to City departments and projects. The offerors selected will supplement current City appraisers in accordance with the provisions, specifications and instructions provided in this RFQu.

Any offeror selected under this RFQu process may be contacted to assist the City in satisfying its responsibilities under federal, state and local laws, policies and procedures, rules and regulations, the Uniform Standards of Professional Appraisal Practice (USPAP), and the

Uniform Relocation Assistance and Real Property Acquisition Act of 1970, as amended

(Uniform Act). Regulations regarding appraisal standards of the Uniform Act are found in 49

Code of Federal Regulations.

1.1. Contact Information

Daniel Haight

Finance Central Procurement

Email: daniel.haight@phoenix.gov

Phone: (602) 495-7343

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 (Daniel Haight) at (602) 495-7343/Voice or 711/TTY, or daniel.haight@phoenix.gov, no later than two (2) weeks prior to the meeting.

Solicitation Issue Date: July 8, 2025

Pre-Offer Conference (Non-Mandatory): July 14, 2025, 2:00pm

Meeting link:

https://cityofphoenix.webex.com/cityofphoen ix/j.php?MTID=m668bff0cfd3b70e5c4cb827

0c5c864ac

Meeting number:

2332 925 4579

Meeting password:

qfAU3Rc8HW5

Join from a video system or application

Dial

23329254579@cityofphoenix.webex.com

You can also dial 173.243.2.68 and enter your meeting number.

Join by phone

+1-415-655-0001 Toll

Access code: 23329254579

Global call-in numbers https://cityofphoenix.webex.com/cityofphoen ix/globalcallin.php?MTID=md9adb346ade68 bb008ade5670287c4e6

Written Inquiries Due Date: July 25, 2025, 2:00pm

Offer Due Date: August 6, 2025, 2:00pm https://cityofphoenix.webex.com/cityofphoenix/j.php?MTID=m668bff0cfd3b70e5c4cb8270c5c864ac https://cityofphoenix.webex.com/cityofphoenix/j.php?MTID=m668bff0cfd3b70e5c4cb8270c5c864ac https://cityofphoenix.webex.com/cityofphoenix/j.php?MTID=m668bff0cfd3b70e5c4cb8270c5c864ac mailto:23329254579@cityofphoenix.webex.com http://173.243.2.68/ https://cityofphoenix.webex.com/cityofphoenix/globalcallin.php?MTID=md9adb346ade68bb008ade5670287c4e6 https://cityofphoenix.webex.com/cityofphoenix/globalcallin.php?MTID=md9adb346ade68bb008ade5670287c4e6 https://cityofphoenix.webex.com/cityofphoenix/globalcallin.php?MTID=md9adb346ade68bb008ade5670287c4e6

2. Instructions

2.1. City’s Vendor Self-Registration and Notification

Vendors must be registered in the City’s OpenGov Procurement Portal at https://procurement.opengov.com/portal/phoenix to respond to solicitations and access procurement information.

Vendors must also be registered in the City’s procurePHX Self-Registration System at https://www.phoenix.gov/procure prior to contract execution.

The City may, at its sole discretion, reject any offer from an Offeror who has not registered.

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.

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 solicitation and other related data.

C. Promptly notify the City of all conflicts, errors, ambiguities, or discrepancies that Offeror has discovered in or between the solicitation and 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 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 https://procurement.opengov.com/portal/phoenix https://www.phoenix.gov/procure 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.

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 Solicitation’s

Public Page: https://procurement.opengov.com/portal/phoenix/projects/161076. 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. It is the

Offeror’s responsibility to check the website, 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.

2.6. Inquiries

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

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 OpenGov Procurement Portal.

https://procurement.opengov.com/portal/phoenix/projects/161076

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 by signing and returning the document with the Offer submittal.

2.8. Business in Arizona

The City will not enter contracts with Offerors (or any company(ies)) not granted authority to transact business, or not in good standing, in the state of Arizona by the Arizona Corporation

Commission, unless the Offeror asserts a statutory exception prior to entering a contract with the City.

2.9. 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.

2.10. 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.

2.11. 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 e-Procurement Portal by clicking on

“Draft Response” via https://procurement.opengov.com/portal/phoenix/projects/161076. 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

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.

https://procurement.opengov.com/portal/phoenix/projects/161076 https://procurement.opengov.com/signup https://opengov.my.site.com/support/s/article/ca6d1285-1e48-4a21-bb0d-715edb7794ed

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 e-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.

2.12. 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.

2.13. 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 website.

The City will post a preliminary offer tabulation on the Solicitation's Public Page:

https://procurement.opengov.com/portal/phoenix/projects/161076 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 website. By signing and submitting its Offer, each Offeror agrees that this posting of the award recommendation to the City’s website 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.

2.14. Qualification Criteria

Offerors and all appraisers that will work on City of Phoenix appraisal services must satisfy the following minimum qualifications listed below for at least one of the services for the offer to be considered. Offerors are reminded that the qualifications, and other requirements herein, are minimum requirements and that offers submitted must meet or exceed the minimum standards described in this RFQu. Offerors may submit an offer for any or all of the following service categories.

A) Residential Appraisal Services

1. Offeror and all appraisers that will work on City of Phoenix residential appraisal services must:

https://procurement.opengov.com/portal/phoenix/projects/161076

a. Be a Certified General or a Certified Residential Real Estate Appraiser, registered with the Arizona Department of Financial Institutions. Offeror and all appraisers that will work on City of Phoenix residential appraisal services must submit a copy of certification with the offer.

b. Demonstrate a minimum of five (5) years of residential appraisal experience.

B) Commercial Appraisal Services

1. Offeror and all appraisers that will work on City of Phoenix commercial appraisal services must:

a. Be a Certified General Real Estate Appraiser, registered with the Arizona

Department of Financial Institutions. Offeror must submit a copy of certification with the offer.

b. Demonstrate a minimum of five (5) years commercial appraisal experience.

c. Demonstrate a minimum of either three (3) years in condemnation appraisal.

C) Personal Property Appraisal Services

1. Offeror and all appraisers that will work on City of Phoenix personal property appraisal services must:

a. Be designated an Accredited Member (AM) or Accredited Senior Appraiser (ASA) with the American Society of Appraisers. Offeror must submit a copy of certification/designation and list in their resume any specialty Personal Property designations they hold.

b. Demonstrate a minimum of five (5) years of personal property appraisal experience.

D) Residential Appraisal Review Services

1. Offerors and all appraisers that will work on City of Phoenix residential appraisal review services must:

a. Demonstrate a minimum of three (3) years of residential appraisal review experience to be considered for residential appraisal review services.

E) Commercial Appraisal Review Services

1. Offerors and all appraisers that will work on City of Phoenix residential appraisal review services must:

a. Demonstrate a minimum of three (3) years of commercial appraisal review experience.

b. Demonstrate a minimum of three (3) years experience reviewing condemnation appraisals.

2.15. 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.

2.16. Award of Contract

Unless otherwise indicated, award(s) will be made to the most 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.

2.17. 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.

2.18. 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 website 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.

2.19. 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.

2.20. Late Offers

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.

2.21. 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.

2.22. 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.

2.23. 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.

2.24. 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.

2.25. 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.

2.26. Offers Not Within the Competitive Range

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

Range.

2.27. 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.

2.28. 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. Scope of Services

The appraisal scope of work should be commensurate with the complexity of the appraisal problem. Supplemental details may be required for certain specific assignments. Any appraisal work assigned for federally funded projects or potentially federally funded projects, will be required to comply with the Uniform Act.

For each appraisal, the Appraiser shall:

A. Perform an appraisal as defined under the Uniform Standards of Professional

Appraisal Practice (USPAP). The appraisal report is to be written, in accordance with USPAP. The appraisal report must comply with USPAP, City of Phoenix

Appraisal Requirements Guidelines, and be in accordance with any applicable federal requirements.

B. Appraise the property per the scope of work when engaged. Appraisal reports may be used by the City of Phoenix for the acquisition or disposition of all or part of the property. Therefore, the appropriate definition of market value shall be selected based upon the purpose of the assignment.

C. Identify, consider, and analyze any prior sale of the property within five (5) years of the appraised date of value and include said information and analysis within the appraisal report. When applicable, a prior sale can be included as a comparable sale. If not included as a comparable sale, the prior sale will be discussed in the appraisal report. In addition, any existing easement encumbrance on the owner’s fee title value must be noted and considered in the appraised value.

D. Appraise the fee simple interest of a leased property; however, Consultant must include a consideration of any existing lease(s) and any leasehold advantages and disadvantages. An opinion of the value of the leasehold must be included in the appraisal report.

E. Request lease data from property owner or tenants, where Consultant is aware that property is leased and the City is unable to provide any lease data. If

Consultant is unsuccessful in obtaining the pertinent information, Consultant must include in the final value conclusions a statement relating to the existence of leases, assume the lease rates are at market, state no leasehold value exists, and incorporate an extraordinary assumption as such.

F. Afford the property owner or the owner’s designated representative the opportunity to accompany the appraiser on the inspection of the property.

Consultant must inform property owners in writing, via certified mail, of their right to accompany the appraiser on the inspection. Consultant must affirm that they made the property owner(s) aware of this opportunity in the appraisal report.

G. Perform an interior and exterior inspection of the subject property and an exterior inspection of comparable properties, appropriate for the appraisal problem, and include adequate photographs and location maps in the appraisal report.

H. Include a site plan of the subject property in the appraisal report and provide the location and dimensions of any improvements, including ancillary improvements.

Include before and after site plans for partial and/or easement acquisitions.

I. If the highest and best use is not the current use, a detailed analysis and support for the highest and best use conclusion is required.

J. When applicable incorporate the realty/personalty determination to include inventory of tenant owned improvements in the appraisal report. The contributory value of tenant owned realty items to the market value of the real estate being appraised, as a whole property, is to be estimated and included in the appraisal report. A personal property appraiser must estimate the market value of personalty and any trade fixtures, as well as the salvage value of tenant owned realty items. Personal property must be identified and include a statement that the personalty items were not considered in the appraisal report.

K. Outdoor advertising signs (billboards) and onsite business signs will be appraised by a specialty appraiser, and depending on the assignment, these consultant reports may be incorporated with the real estate appraisal.

L. Include an opinion of the land value, as if vacant. The contributory value of outdoor advertising sign sites shall be considered when estimating land value.

Consultant must include in the appraisal report a separate analysis of the contributory value of the leased sign site.

M. All sales must be confirmed with parties related to the transaction.

N. Provide an opinion of the market rent of the improved property in its “as is” condition. Market rent is not required for uneconomic structures that do not support occupancy or rental income potential.

O. Include a description of the project, when applicable.

P. When applicable, disregard any decrease or increase in the market value of the property, prior to the date of value, caused by the project for which the property is to be acquired or by the likelihood that the property would be acquired for the project, other than that due to physical deterioration within the reasonable control of the owner (must be stated in the appraisal report).

Q. Avoid using comparable properties located within a defined project. Consultant shall not use as comparable any property acquired by the City for public projects or eminent domain.

R. Appraise the property as if free and clear of contamination using an Extraordinary

Assumption or Hypothetical Condition, as appropriate. If an environmental study is conducted, revisions to the appraisal report may be required in order to consider the impact on value of the findings of the final environmental report.

S. Include adequate photographs of the subject property and comparable sales and provide location maps of the property and comparable sales.

T. Utilize before and after appraisal methodology, suitable for the assignment, when appraising partial acquisitions and/or proposed easement acquisitions.

U. State all relevant assumptions and limiting conditions, including any extraordinary assumptions and/or hypothetical conditions.

V. Appraisers must use the following appraisal methodology for estimates of the consideration fee to be paid for any right of way abandonment:

1. In order to ensure consistent appraisal methodology, the abandonment area will be valued as-if assembled with the applicant’s property and available for development to the highest and best use of the resulting larger parcel. Staff will apply all deductions and discounts to the appraised unit value in order to calculate the consideration fee.

W. Appraisal Review Services must be completed in conformance with the Uniform

Standards of Professional Appraisal Practice (USPAP).

3.2. Contractor Responsibilities

Contractor(s) may request to provide real property appraisal services, personal property appraisal services, and/or appraisal review services. However, an individual shall not be approved to provide both appraisal and appraisal review services on the same project.

Nor shall an individual appraiser be permitted to provide appraisal services of any property owners on the same project or any extension thereof.

The core areas of responsibility for the Contractor will be:

A. Provide an appraised current market value of the personal and/or real property in accordance with federal, state and local laws.

B. Appraisals of single family residential, small residential income properties, and residential vacant lots must be prepared and delivered as form reports, General

Purpose Residential Appraisal Reports and/or Land Appraisal Reports, appropriate for the assignment, with additional narrative including USPAP compliance language as necessary. In certain instances, a hybrid report format will be required.

C. All appraisals must be prepared and delivered in a narrative format and must comply with the City of Phoenix Appraisal Requirements.

D. Condemnation appraisals for partial acquisitions and easement acquisitions must be prepared and delivered in an appropriate before and after narrative format.

E. All appraisals must comply with the Uniform Standards of Professional Appraisal

Practice (USPAP).

F. AVIATION DEPARTMENT ONLY : The Aviation Department is subject to the

Federal Aviation Administration (FAA).

1. The Exhibit D Certificate of Appraiser form (FAA 5100-111) must be included in every appraisal report and review appraisal report for the Aviation department.

G. All appraisals must be completed within a specified time frame determined by the

City.

H. Attend City meetings as required.

I. Appraisal Review Services completed in a narrative format in conformance with

Uniform Standards of Professional Appraisal Practice (USPAP).

3.3. ASSIGNMENT OF WORK

A. The City shall issue a request for bid to the qualified vendors list when the City is requiring Appraisal Services or Appraisal Review Services. The request for bid shall identify the property and project scope, in some special circumstances a timeline.

B. The Contractor(s) shall submit a written or electronic mail cost estimate for the work and delivery date for the appraisal services or appraisal review services.

C. The City shall notify the Appraiser in writing by means of an Engagement Letter once authorized to proceed with the specified work.

1. Work shall not proceed until the issuance of a purchase order by the City.

2. Any change with the purchase order defining and limiting the work and compensation must be authorized by the City in advance.

D. Contractor(s) is required to submit, in addition to the hard copies of the appraisal report as specified in the Engagement Letter, an electronic copy of the appraisal in portable document file (.pdf) format.

E. Contractors(s) is required to submit in addition to the hard copies of the appraisal review report, an electronic copy of the appraisal in portable document file (.pdf) format.

F. The City shall reserve the right to assign appraisals to any of the Contractors on the City’s List of Approved Appraisers.

4. Offer 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 following evaluation criteria will be used to evaluate all Offers:

No. Evaluation Criteria Scoring Method Weight (Points)

1. Tab 1: Experience and Knowledge

A. Describe the Offeror’s experience in consulting services in conjunction with one or more of the following areas: Real

Estate Marketability, Real

Estate Highest and Best

Use Studies, Real Estate

Feasibility Studies, Market Rent Studies, Planning and Zoning

Studies and Research specific to the needs of the City’s Real Estate

Department.

B. Provide a summary of similar appraisal projects with other firms, governmental entities or airports, completed within last 5 years relevant to each service category the offeror is bidding on.

C. List three (3) business references, preferably other government entities, airports, similar in population size to the

City of Phoenix, that the

Offeror currently provides appraisal services relevant to the service category the offeror is bidding on. Do not include the City of

Phoenix as a reference.

Pass / Fail 1 (20% of Total)

2. Tab 2: Workload Capacity

A. Describe the Offeror’s ability to provide all essential services in a timely fashion and in accordance with project schedules by demonstrating resources available to maintain a strong local presence.

B. Provide a brief assessment of the present workload capacity.

Pass / Fail 1 (20% of Total)

3. Tab 3: Method of Approach

A. The Offeror shall describe their method of approach in a written narrative for each service category included in their offer.

4. Tab 4: Resumes and Certifications

A. Provide resumes up to three pages that demonstrate for each appraiser or appraisal reviewer, how the offeror’s professional experience meets the minimum qualifications. A resume needs to be submitted for each appraiser or appraisal reviewer at the firm that will work on City of

Phoenix appraisal services. The resumes should clearly describe and identify years and type of experience relevant to the service category the offeror is bidding on. Resumes must demonstrate all requirements outlined in the Scope of Work.

B. Provide copies of professional certifications, designations, and/or licenses for all appraisers that will work on City of

Phoenix appraisal services.

5. Tab 5: Samples

Offerors shall provide samples and shall clearly label at the top of the first page of each sample whether it is:

• Real Property Appraisal o Offerors intending to provide real property appraisal services must provide two (2) appraisal samples, one (1) being completed for condemnation purposes and one (1) for a partial acquisition.

• Personal Property

Appraisal o Offerors intending to provide personal property appraisals

(e.g. equipment or billboard appraisals), shall include in their sample at least one

(1) pertaining to that specialty.

• Appraisal Review o Offerors intending to provide appraisal reviews must submit one (1) appraisal review sample for each service category

(D, E or both) bid on.

5. Standard Terms and Conditions

5.1. Definition of Key Words Used in the Solicitation

Shall, Will, Must: Indicates a mandatory requirement. Failure to meet these mandatory requirements may result in the rejection of Offer as non-responsive.

Should: Indicates something that is recommended but not mandatory. If the Offeror fails to provide recommended information, the City may, at its sole option, ask the Offeror to provide the information or evaluate the Offer without the information.

May: Indicates something that is not mandatory but permissible.

For purposes of this solicitation, the following definitions will apply:

“A.R.S.” Arizona Revised Statute

“Buyer” or “Procurement Officer” City of Phoenix staff person responsible for the solicitation.

The City employee or employees who have specifically been designated to act as a contact person or persons to the Contractor, and responsible for monitoring and overseeing the

Contractor's performance under this contract.

"City" The City of Phoenix

"Contractor" The individual, partnership, or corporation who, as a result of the competitive process, is awarded a contract by the City of Phoenix.

"Contract” or “Agreement" The legal agreement executed between the City of Phoenix, AZ and the Contractor.

“Days” Means calendar days unless otherwise specified.

“Chief Procurement Officer” The contracting authority for the City of Phoenix, AZ, authorized to sign contracts and amendments thereto on behalf of the City of Phoenix, AZ.

“Employer” Any individual or type of organization that transacts business in this state, that has a license issued by an agency in this state and employs one or more employees in this state.

Employer includes this state, any political subdivision of this state and self-employed persons. In the case of an independent contractor, employer means the independent contractor and does not mean the person or organization that uses contract labor. (A.R.S. 23-211).

“Offer” Means a response from a Supplier, Contractor, or Service Provider to a solicitation request that, if awarded, binds the Supplier, Contractor, or Service Provider to perform in accordance with the contract. Same as bid, proposal, quotation or tender.

“Offeror” Any Vendor, Seller or Supplier submitting a competitive offer in response to a solicitation from the City. Same as Bidder or Proposer.

“Solicitation” Means an Invitation for Bid (IFB), Request for Proposal (RFP), Request for

Quotations (RFQ), Request for Qualifications (RFQu) and request for sealed Offers, or any other type of formal…