Archaeology_Consulting_and_Historic_Preservation_Services_(Addendum_#4_Revision).pdf

REQUEST FOR QUALIFICATION

RFQu-26-0018

ARCHAEOLOGY CONSULTING AND HISTORIC

PRESERVATION SERVICES

CITY OF PHOENIX

FINANCE CENTRAL PROCUREMENT

251 WEST WASHINGTON STREET

PHOENIX, AZ

85003

RELEASE DATE: August 1, 2025

DEADLINE FOR QUESTIONS: August 14, 2025

RESPONSE DEADLINE: September 12, 2025, 2:00 pm

City of Phoenix

REQUEST FOR QUALIFICATION

RFQu-26-0018

Archaeology Consulting and Historic Preservation 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 - Scope for Historic Building Analysis, Levels 1 and 2

B - Historic Designation Eligibility Criteria

C - Sample Mileage Log

D - Task Order Request

E - Notice to Proceed

X - Sensitive Security Information Acknowledgement Form

Z - Acceptance of Offer Form 2025

Request For Qualification #RFQu-26-0018 Title: Archaeology Consulting and Historic Preservation 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 two (2) weeks prior to the meeting.

Solicitation Issue Date: August 1, 2025

Pre-Offer Conference (Non-Mandatory): August 7, 2025, 1:00pm

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Written Inquiries Due Date: August 14, 2025, 2:00pm

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2. Instructions

2.1. Description - Statement of Need

The City of Phoenix invites sealed offers for archaeology consulting and historic preservation services for a five-year contract commencing on or about September 1, 2025, 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 OpenGov e-Procurement Portal, Offeror may use the support bubble on the bottom right, or email procurement-support@opengov.com for any assistance. For other issues related to this solicitation please contact the procurement officer listed under Contact

Information.

Notwithstanding the foregoing, this Agreement will terminate upon the earliest occurrence: by reaching the end of the term including any extensions exercised, or termination pursuant to the provisions of this Agreement.

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 mailto:procurement-support@opengov.com 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.

H. All contractors proposing under Category I must also propose under Category II, due to potential overlapping responsibilities related to burial discoveries during archaeological services.

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/173619. 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 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/173619

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/173619. 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/173619 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/173619 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. Qualification Criteria

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

1) Minimum Qualifications / Accreditation / Cultural Training , 2) Company Experience and

Expertise, and 3) Compliance with Scope of Work Requirements.

https://procurement.opengov.com/portal/phoenix/projects/173619

2.14. 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

Criteria and Minimum 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.

2.15. 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).

2.16. 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.

2.17. 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.

2.18. 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.

2.19. 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.

2.20. 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.

2.21. 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.

2.22. 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.

2.23. 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.

2.24. Determining Responsiveness and Responsibility

Offers will be reviewed for documentation of any required minimum qualifications, and 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 will render an Offer nonresponsive.

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

2.25. 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.

2.26. 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.

2.27. 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.

2.28. Offers Not Within the Competitive Range

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

Range.

2.29. 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.

2.30. 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. Purpose and Overview

The City of Phoenix (City) is soliciting Statements of Qualifications from qualified contractors with demonstrated expertise in archaeology and historic preservation to provide on-call and in-house services on an as-needed basis for City-sponsored projects over a five-year term. The

City anticipates multiple awards for the following categories:

• Category I: General Archaeological Services

• Category II: Recovery of Human Burials

• Category III: General Historic Preservation Services

• Category IV: Emergency Cultural Resources Services

• Category V: Archaeological Assistance Positions (In-House Support)

3.2. General Requirements

The Contractor shall:

A. Employ personnel who meet the Secretary of the Interior’s Professional Qualifications

Standards in Archaeology, History, Architecture, or Architectural History, depending on services proposed.

B. Posses substantial local experience in Phoenix-area archaeology and/or historic preservation.

C. Comply with all relevant local, state, and federal regulations, including guidelines set by the

1. City of Phoenix Archaeology Office (CAO), 02_21_2025_Updated CAO

Guidelines.pdf

2. Historic Preservation Office (CHPO), Approvals and Guidelines | City of Phoenix

3. Arizona State Museum (ASM), Cultural Resources Management Services |

Arizona State Museum

4. Arizona State Historic Preservation Office (SHPO), Historic Preservation

Compliance Consult | Arizona State Parks

5. National Park Service (NPS), MP Ch 5: Cultural Resource Mgmt. - Policy (U.S.

National Park Service)

3.3. Category I: General Archaeological Services (On-Call)

The Contractor shall provide the following:

https://www.phoenix.gov/content/dam/phoenix/artssite/documents/archaeology/02_21_2025_Updated%20CAO%20Guidelines.pdf https://www.phoenix.gov/content/dam/phoenix/artssite/documents/archaeology/02_21_2025_Updated%20CAO%20Guidelines.pdf https://www.phoenix.gov/administration/departments/pdd/historic-preservation/approvals-guidelines.html https://statemuseum.arizona.edu/crm https://statemuseum.arizona.edu/crm https://azstateparks.com/shpo-consultation-on-historic-preservation-compliance https://azstateparks.com/shpo-consultation-on-historic-preservation-compliance https://www.nps.gov/subjects/policy/mp-5-cultural.htm https://www.nps.gov/subjects/policy/mp-5-cultural.htm

A. Field Investigations: Archaeological survey, monitoring, testing, and data recovery conducted per CAO, ASM, SHPO, other applicable land-managing agency, and/or federal standards.

B. Technical Documentation: Development of survey reports, treatment plans, monitoring and testing reports, historical contexts, and National Register documentation prepared per CAO, ASM, SHPO, other applicable land-managing agency, and/or federal standards.

C. Artifact and Sample Analysis: Laboratory processing, analysis, curation preparation, and reporting of samples taken during excavation (e.g., sediment, pollen, flotation).

Subcontractors may be needed for specialized analyses.

D. Cultural and Ethnohistorical Studies: Oral history collection, cultural overviews, and ethnographic reports or inventories that assist in identifying traditional cultural properties.

E. Evaluation of Discoveries: On-site assessments of archaeological encounters during construction (e.g., determination of human or animal osteological remains).

F. Consultation Documents: Preparation of draft federal documents pursuant to Section

106 of the National Historic Preservation Act, (eCFR :: 36 CFR Part 800 -- Protection of Historic Properties), such as consultation letters, memorandum of agreement documents, treatment plans, and programmatic agreements.

G. Grant Writing Services: Identification, development, and submission of cultural resource management-related grants.

H. Geographical Information Systems (GIS) and Mapping: Creation, submission, and management of GIS data in accordance with CAO (Fees, Guidelines, and Forms |

City of Phoenix) and S’edav Va’aki Museum (SVM)

(SVM_Archaeological_Repository_Guidelines_2025.pdf) standards.

I. Annual Reporting: A comprehensive year-end report detailing all project activity, tasks performed, fees, and sponsoring departments.

All archaeological data and artifacts must be curated at SVM, unless otherwise dictated by law or agreement.

3.4. Category II: Recovery of Human Burials

The Contractor Shall provide services that apply to the inadvertent discovery of human remains during construction:

A. Secure appropriate Burial Discovery Agreement.

B. Provide qualified bioarcheologists, physical anthropologists, or osteologists with demonstrated experience working with Indigenous burial contexts.

C. Conduct recovery, documentation, analysis, and reporting in accordance with Arizona state law and HUD auditing requirements.

https://www.ecfr.gov/current/title-36/chapter-VIII/part-800?toc=1 https://www.ecfr.gov/current/title-36/chapter-VIII/part-800?toc=1 https://www.phoenix.gov/administration/departments/arts/archaeology/fees-guidelines-forms.html https://www.phoenix.gov/administration/departments/arts/archaeology/fees-guidelines-forms.html https://www.phoenix.gov/content/dam/phoenix/sedavvaaki/documents/collections/SVM_Archaeological_Repository_Guidelines_2025.pdf

3.5. Category III: General Historic Preservation Services

The Contractor shall provide the following:

A. Historic Context Reports: Develop historic contexts based on one or more themes, geographical areas, and periods of significance, and identify associated property types and establish eligibility criteria and integrity thresholds.

B. National Register of Historic Places documentation: Prepare NPS National Register of Historic Places Registration Forms (NRHP nominations) and Multiple Property

Documentation Forms (MPDFs). (NPS National Register of Historic Places Forms)

C. Historic Interpretation: Research, draft text, compile graphics and/or prepare graphic layouts for interpretive materials to include ESRI storymaps, printed materials, or signage (to include coordination with sign fabricators/installers).

D. Historic Property Survey: Conduct historic property surveys of buildings, structures, sites, objects, and districts to include research, context development, and the preparation of SHPO/CHPO property inventory forms.

E. Determinations of Eligibility: Prepare SHPO/CHPO property inventory forms with eligibility recommendations for listing on the National Register of Historic Places/Phoenix

Historic Property Register.

F. Historic Building Condition Assessments: Conduct research, physical inspection, structural analysis, code deficiency identification, prepare as found floor plans, rehabilitation/stabilization measures recommendations, and probable costs for building or structure rehabilitation. Scope for Historic Building Analysis-Attachment A

G. Historic Preservation Design Guidelines: Prepare design guidelines for the preservation of historic buildings, structures, sites, objects, and districts to include character defining features for specific historic districts and guidance for residents on exterior alterations and new construction. Historic Designation Eligibility Criteria-

Attachment B

H. Historic Property Documentation: Document historic properties following NPS Historic

American Building Survey (HABS), Historic American Engineering Record (HAER), Historic American Landscapes Survey (HALS) (Archeology and Historic

Preservation; Secretary of the Interior's Standards and Guidelines ), SHPO

(SHPO Forms and Publications | Arizona State Parks), and/or CHPO (Approvals and Guidelines | City of Phoenix) documentation standards.

I. Historic Preservation Grant Writing Services: Identify, develop, and submit historic preservation-related grants.

J. GIS and Mapping: Create, submit, and manage GIS data to include the development of

ESRI story maps.

https://www.nps.gov/subjects/nationalregister/national-register-forms.htm https://www.nps.gov/subjects/historicpreservation/upload/standards-guidelines-archeology-historic-preservation.pdf https://www.nps.gov/subjects/historicpreservation/upload/standards-guidelines-archeology-historic-preservation.pdf https://azstateparks.com/shpo-forms-and-publications https://www.phoenix.gov/administration/departments/pdd/historic-preservation/approvals-guidelines.html https://www.phoenix.gov/administration/departments/pdd/historic-preservation/approvals-guidelines.html

K. Historic Building Relocation Analysis: Provide technical guidance on moving historic buildings, including route planning, structural bracing, equipment requirements, and cost assessments.

L. Oral Histories: Interview, transcribe, and interpret historical information about individuals, communities and participants in past important events or everyday life using audio files, video files and planned interviews.

All deliverables, including drawings, reports, and calculations, must comply with the Secretary of the Interior’s Standards for the Treatment of Historic Properties.

3.6. Category IV: Emergency Cultural Resource Services

The Contractor shall provide emergency cultural resource services on an on-call, as-needed basis to assist the City of Phoenix in responding to unforeseen events that threaten archaeological sites, historic properties, or cultural resources. These services are required during construction activities, natural disasters, utility failures, or other emergency scenarios that require rapid response and regulatory compliance.

A. Minimum Qualifications: The Contract shall

1. Prior experience with emergency response involving archaeological and historic resources.

2. Ensure 24/7 point-of-contact availability with the ability to mobilize a qualified field team promptly.

3. Have an active Arizona Antiquities Act blanket permit required for archaeological services.

4. Be committed to cultural sensitivity, including documented participation in

Tribal-facilitated cultural training (see Section 3.7).

5. Maintain emergency equipment and supplies necessary for field documentation and stabilization

6. Poses Active Arizona Antiquities Act blanket permit from the Arizona State

Museum (if archaeology services are proposed).

B. Emergency Cultural Resource Services (On-Call, As-Needed)

1. The Contractor shall provide emergency cultural resource services to support urgent

City projects, unforeseen discoveries, or disaster recovery efforts. Services must be provided on short notice (within 24 hours or less) and comply with all applicable regulatory requirements.

C. Required Services:

1. Rapid Response Mobilization

a. Maintain 24/7 on-call capability, including holidays and weekends.

b. Respond to inquiries, confirm receipt, and availability within 2 hours upon notification from the City.

c. Deploy qualified personnel to the project site within 4–24 hours of request, based on the City’s need.

2. Emergency Archaeological Monitoring and Recovery

a. Conduct field assessments, documentation, and treatment of archaeological finds.

b. Email a field summary report within 48 hours of the site visit.

c. Provide formal preliminary report (e.g., summary of impacts, resource management recommendations, and finding of affect) within 10 business days.

3. Stabilization of Historic Properties

a. Assess and document emergency damage to historic buildings, structures, or objects.

b. Provide a temporary stabilization plan and photographic documentation within 72 hours.

c. Coordinate with the City Historic Preservation Office on next steps within 3 business days.

4. Regulatory Compliance and Tribal Coordination

a. Prepare emergency Section 106 or local compliance documentation, as required.

b. Initiate consultation with SHPO, CHPO, and relevant Tribal Historic Preservation

Offices (THPOs) within 1 business days of discovery.

c. Maintain records of communications, agreements, or approvals.

5. Emergency Burial Recovery

a. Secure site, coordinate with the ASM and concerned Tribes (or law enforcement if applicable), and protect human remains until authorized to.

b. Provide a qualified bioarchaeologist or osteologist onsite within 24 hours of notification.

c. Apply for a Burial Discovery Agreement through the ASM within 24 hours of identification on Ancestral remains.

d. Submit required burial documentation to State and Tribal authorities within 15 business days of report acceptance by the CAO and ASM.

6. Reporting

a. Submit a comprehensive emergency report within 30 business days of incident resolution.

b. Ensure that the report includes photographs, maps, correspondence, details of regulatory steps taken, and recommendations for permanent treatment or monitoring.

3.7. Category V: In-House Archaeological Assistance

Contractor may provide temporary personnel to support City staff at SVM. Positions include:

A. In-House Archaeological Assistant: Fieldwork, technical writing, research, and document preparation (e.g., preparation of archaeology assessments, review of technical documents, preparation of draft consultation documents).

1. The Archaeological Assistant must meet the Secretary of the Interior’s Professional

Qualifications Standards in history, archaeology, anthropology, or a related field, or possess a Bachelor of Arts/Science degree from an accredited university in one of the aforementioned fields and have at least five years of experience in Arizona conducting site file searches, field investigations (including survey, monitoring, testing, and data recovery), and preparing technical reports. (Archeology and

Historic Preservation; Secretary of the Interior's Standards and Guidelines)

B. In-House Collections Assistant: Artifact processing, cataloging, and curation support

(e.g., processing archaeological collections, data entry into collections database, rehousing or cataloguing artifacts and project documentation).

1. The Collections Assistant must meet the Secretary of the Interior’s Professional

Qualifications Standards in history, archaeology, anthropology, or a related field, or possess a Bachelor of Arts/Science degree from an accredited university in one of the aforementioned fields and have at least one year of paid, professional experience working in a laboratory setting with archaeological collections from the

U.S. Southwest. (Archeology and Historic Preservation; Secretary of the

Interior's Standards and Guidelines)

C. In-House GIS Assistant: Creation and management of spatial data and geodatabases, as well as updates and input to City-managed GIS databases through ArcGIS Online and Field Maps application (e.g., digitization of project areas and features, updates to

Compliance Mapping GIS database, creation of Field Maps forms).

D. Technical Reviewer: Review and approval of CAO-prepared documentation, technical oversight, and compliance guidance (e.g., review of archaeology assessments and site-specific reviews, assisting with technical review of data recovery reports, providing technical advice to SVM staff).

https://www.nps.gov/subjects/historicpreservation/upload/standards-guidelines-archeology-historic-preservation.pdf https://www.nps.gov/subjects/historicpreservation/upload/standards-guidelines-archeology-historic-preservation.pdf https://www.nps.gov/subjects/historicpreservation/upload/standards-guidelines-archeology-historic-preservation.pdf https://www.nps.gov/subjects/historicpreservation/upload/standards-guidelines-archeology-historic-preservation.pdf

Duration of assignments may vary from half-day to several weeks. Assignments may occur with as little as 24-hour notice.

Note: Firms performing Category II services may not work on HUD-funded site-specific reviews to avoid conflicts of interest.

3.8. Specific Requirements for Categories I, II, and V

A. Possess a blanket Arizona Antiquities Act Permit from the Arizona State Museum

(ASM).

B. Commit to cultural sensitivity and respectful communication with Indigenous communities, including demonstrating proof of having attended cultural sensitivity training facilitated by the Salt River Pima-Maricopa Indian Community Tribal Historic

Preservation Office.

C. Maintain current knowledge of Tribal concerns, traditional cultural properties, associated research themes (e.g., cultural continuity of Hohokam and O’Odham people, prehistoric

Hohokam systems) and current regulatory context impacting Tribes (e.g., Native

American Graves Protection and Repatriation Act).

3.9. Outside Reimbursable Costs (ORCs)

The City will:

A. Reimburse the Contractor at cost, excluding any markup, upon receipt of supporting documentation. Eligible ORCs include:

1. Permit and repository fees (e.g., ASM, Maricopa County Dust Control)

2. Honoraria for Tribal elders/traditional knowledge keepers

3. Equipment rental (e.g., water truck, backhoe, backflow prevention device, portable toilets)

4. Special analyses cost (e.g., geomorphology, osteology/bioarchaeology)

5. Site safety costs (e.g., fencing and barricades, security)

6. 3D scanning, photogrammetry, and modeling

7. Drone services

8. Photo rights/acquisition fees

9. On site water bills

10. Vehicle rental, at a not-to-exceed rate of $50 per day plus fuel

11. Mileage: $0.70 per mile (IRS mileage rates for the billing year) (Sample-Attachment

C) for contractor-owned vehicle

12. Shipping charges

B. Not reimburse consumables including (but not limited to):

1. Vehicle fuel (other than discussed in eligible ORCs)

2. Office supplies

3. Internal copies

4. Tools used regularly on projects

5. Consumable supplies (e.g., flagging, brushes, line levels, etc.)

3.10. Task Order and Notice to Proceed Process

All work will be initiated using a Task Order Request (Attachment D) and an authorized

Notice to Proceed (Attachment E). Work must not commence without written authorization.

3.11. Reporting and Compliance

All work must comply with applicable city, state, and federal regulatory frameworks and agreements. This includes adherence to the City's Programmatic Agreement for HUD-funded projects and reporting standards established by CAO and CHPO.

4. Minimum Qualifications

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…