Athletic_Training_Services_for_Tucson_Fire_and_Tucson_Police.pdf

CITY OF TUCSON

REQUEST FOR PROPOSAL

260163

ATHLETIC TRAINING SERVICES FOR TUCSON FIRE AND TUCSON

POLICE

Due Date: Tuesday, June 9, 2026

City of Tucson

255 W Alameda St

Tucson, AZ 85701

Procurement portal https://secure.procurenow.com/portal/tucson-az

Public Portal https://secure.procurenow.com/portal/tucson-az/projects/224952

PUBLISH DATE: May 13, 2026 https://secure.procurenow.com/portal/%7Bproject.government.code%7D https://secure.procurenow.com/portal/%7Bproject.government.code%7D/projects/%7Bproject.id%7D https://secure.procurenow.com/portal/%7Bproject.government.code%7D/projects/%7Bproject.id%7D

CITY OF TUCSON REQUEST FOR PROPOSAL NO. 260163

BUSINESS SERVICES DEPARTMENT Page 2 of 46 SHARED SERVICES PROCUREMENT DIVISION RESPONSIBLE CONTRACT OFFICER: Taryn Biggs

255 W. ALAMEDA, 6TH FLOOR, TUCSON, AZ 85701 PH: (520) 837-4024

Attachments:

A - Offer and Acceptance C - Blank Business Associate Agreement

BUSINESS SERVICES DEPARTMENT Page 3 of 46

A. NOTICE

A.1. CITY OF TUCSON

NOTICE OF REQUEST FOR PROPOSAL NO 260163

TITLE: Athletic Training Services for Tucson Fire and Tucson Police

SUBMITTAL DUE DATE: Tuesday, June 9, 2026 AT 2:00 P.M. LOCAL AZ TIME

PRE-SUBMITTAL MEETING DATE: Tuesday, May 19, 2026

TIME: 11:00 am LOCAL AZ TIME

LOCATION: Microsoft Teams meeting Join:

https://teams.microsoft.com/meet/234016691361902?p=CVe4zRWmDzXUrKOYCI Meeting ID: 234 016 691 361 902 Passcode: Tr6wD3J9 ________________________________________ Need help?

| System reference Dial in by phone +1 213-293-2303,,644093391# United States, Los Angeles Find a local number Phone conference ID: 644 093 391# For organizers: Meeting options | Reset dial-in PIN

QUESTIONS SHALL BE DIRECTED TO: Taryn Biggs

(520) 837-4024 taryn.biggs@tucsonaz.gov

Posted Date: Wednesday, May 13, 2026

Competitive sealed offers for the material or service specified in this solicitation must be submitted through the City’s online bidding system. No late submitted offer will be accepted or considered.

Reponses submitted in physical form or by facsimile or email will not be considered. Offerors are cautioned to commence the submittal process sufficiently ahead of time to allow for unanticipated delays resulting from things like a slow internet connection, internet outage, difficulty uploading large documents, differing system requirements, etc.

Questions about this solicitation must be addressed to the responsible Contract Officer listed herein.

BUSINESS SERVICES DEPARTMENT Page 4 of 46

B. INTRODUCTION

B.1. Summary

The City of Tucson is seeking proposals from qualified and experienced vendors to provide comprehensive athletic training services for the Tucson Fire Department and the Tucson Police Department, on an if needed, as needed basis. The intent of this solicitation is to establish a contract, or contracts, with one or more vendors capable of delivering injury prevention, fitness, evaluation, treatment, rehabilitation, and return-to-duty support services.

Athletic training services are intended to support the physical readiness, safety, and performance of City employees by reducing the risk and severity of work-related injuries, facilitating timely and appropriate care, and promoting overall fitness and wellness. Services shall be performed in a manner that supports essential functions and aligns with applicable laws, regulations, and City policies.

The City reserves the right to award to multiple vendors, to accept or reject any or all proposals, and to structure awards in the manner deemed to be in the best interest of the City.

B.2. Background

The purpose for this service includes, but not limited to:

A. Reduction in the number and severity of work-related injuries.

B. Improvements in physical readiness and fitness.

C. Personnel Satisfaction.

D. Compliance with assessments, treatments, and rehabilitation programs.

E. Timely and accurate documentation.

B.3. Contact Information

Taryn Biggs Contract Officer Email: taryn.biggs@tucsonaz.gov Phone: (520) 837-4024 Department:

Fire Department

B.4. Timeline mailto:taryn.biggs@tucsonaz.gov tel:(520)837-4024

BUSINESS SERVICES DEPARTMENT Page 5 of 46

Issue Date May 13, 2026

Pre-Submittal Meeting (Non- Mandatory)

May 19, 2026, 11:00am

Microsoft Teams meeting

Join:

https://teams.microsoft.com/meet/2340166 91361902?p=CVe4zRWmDzXUrKOYCI

Meeting ID:

234 016 691 361 902

Passcode:

Tr6wD3J9

Need help? | System reference Dial in by phone

+1 213-293-2303,,644093391# United States, Los Angeles Find a local number Phone conference ID:

644 093 391#

For organizers:

Meeting options | Reset dial-in PIN

Question Submission Deadline May 26, 2026, 2:00pm

Submittal Due Date June 9, 2026, 2:00pm https://teams.microsoft.com/meet/234016691361902?p=CVe4zRWmDzXUrKOYCI https://teams.microsoft.com/meet/234016691361902?p=CVe4zRWmDzXUrKOYCI

BUSINESS SERVICES DEPARTMENT Page 6 of 46

C. SCOPE OF WORK

C.1. Scope of Work

A. Definitions

1. The below definitions provided in this section are necessary and essential for ensuring all have a common understanding to the Scope of Work and Evaluation Criteria. For purposes of this Request for Proposal (RFP) and subsequent Agreement hereafter, the term:

a. Athletic Trainer (AT): A board-certified, licensed healthcare professional specializing in the prevention, emergency care, and clinical diagnosis of acute and chronic injuries. In a tactical setting, they serve as the "on-site" primary care provider for musculoskeletal issues.

b. Rehabilitation: A dynamic, duty-specific recovery process managed on-site (e.g., at the academy or station). It focuses on immediate intervention, daily monitoring, and corrective exercises to return the employee to "Full Duty" as quickly as possible.

c. First Aid Injury: A minor injury (other than to the head, neck, back, or eye) where the employee is self-treated or receives first aid treatment from a fellow employee, and the injury is not deemed serious enough to be evaluated or treated by the City Physician. A First Aid injury is documented on the Supervisor Report of Injury (SRI) Form 100A.

d. First Aid Treatment: The immediate, temporary, and basic care provided for minor injuries or medical conditions for the purpose of preventing further harm, promoting stabilization and recovery, and supporting the individual until additional medical evaluation or treatment is available, when necessary. First Aid Treatment does not include advanced medical care, diagnosis, or invasive treatment procedures.

e. Serious Injury or Illness Occurrence: An injury or illness that requires transport away from the job site and treatment by medical care professionals, such as the City Physician or an Emergency Room Physician.

f. Tucson Fire Department (TFD) personnel and Tucson Police Department (TPD) personnel:

i. Commissioned Fire personnel or recruits – injuries that occur in the field or at academy

ii. Sworn officers or recruits - injuries that occur in the field or at academy

iii. Non-sworn staff - result of injury when in the filed or on the job

I. Community Service Officers

II. Professional Staff Investigators

III. Forensics – Crime Scene Technicians

B. The Contractor and Athletic Trainer(s) will be responsible for the following on-site tasks and duties, on an as needed, if needed basis, for only the indentified parties listed above in section A.1.f:

BUSINESS SERVICES DEPARTMENT Page 7 of 46

1. Injury Prevention and Education

a. The Contractor shall provide injury prevention and education services that support the operational demands of Tucson Fire Department (TFD) personnel and Tucson Police Department (TPD) personnel, including but not limited to:

i. Collaborating with TFD and TPD to support department-wide injury prevention, wellness, and fitness initiatives.

ii. Conducting annual assessments and screenings to identify potential injury risks and physical readiness concerns.

iii. Developing and implementing injury prevention programs tailored to the specific physical needs and demands of TFD and TPD work.

iv. Providing education and training on proper techniques for exercise and other job-related physical activities, including, but not limited to, lifting, pushing, pulling, carrying, and other essential physical tasks consistent with business necessity.

v. Conducting workshops, briefings, seminars, or educational sessions on health, wellness, nutrition, fitness, and injury prevention and identification topics.

2. Injury Evaluation and Treatment

a. Provide on-site injury evaluation and initial first-aid treatment for acute and work-related injuries and/or illness.

b. Consult with the employee so the employee may make an informed decision on responding to the City Contract Occupational Health Provider for follow up evaluation, with the final decision resting with the employee (excluding eye, neck or back injuries).

c. Document evaluations, findings, and treatment provided in accordance with applicable laws and City requirements.

d. Develop individualized treatment plans for injured personnel.

e. Utilize appropriate therapeutic modalities and techniques to support recovery and functional improvement.

3. Rehabilitation and Return-to-Duty Programs

a. Develop, collaborate, manage, and support TFD and TPD conditioning and rehabilitation programs.

b. Design and implement rehabilitation programs that facilitate a safe and timely return to work.

c. Monitor progress and adjust rehabilitation plans as necessary.

d. Coordinate care with medical professionals and City staff, following execution of signed required releases of information.

e. If required, assist with fitness assessments and clearance evaluations for personnel returning to duty.

4. Fitness and Conditioning Programs

BUSINESS SERVICES DEPARTMENT Page 8 of 46

a. Develop and oversee fitness and conditioning programs to enhance overall physical performance.

b. Provide personalized fitness plans and training sessions.

c. Monitor and assess the effectiveness of fitness programs and make necessary adjustments.

d. Offer guidance on nutrition, hydration, exercise types and routines, and overall health and wellness.

5. Athletic Trainer Workflow Process (ATWP)

a. The Contractor shall implement and comply with the following Athletic Trainer Workflow Process (ATWP):

i. A City of Tucson Employee may seek evaluation and first aid treatment from an Athletic Trainer.

ii. If further treatment is deemed necessary for a work-related injury, the Athletic Trainer shall provide written documentation of the evaluation and all related records to the employee for submission to the City Physician. The same documentation shall be submitted to City of Tucson Risk Management at WorkersComp@tucsonaz.gov by the end of the same business day.

iii. City of Tucson Risk Management shall provide a weekly report listing work-related injuries addressed. The Athletic Trainer and associated staff shall review the report and submit any related initial or outstanding documentation identified to WorkersComp@tucsonaz.gov within three (3) business days.

6. Rehabilitation Documentation and Coordination

a. The Contractor shall ensure that all rehabilitation-related documentation for work-related injuries, including treatment plans, progress notes, reports, and supplemental materials, are submitted to City of Tucson Risk Management at WorkersComp@tucsonaz.gov by the end of the same business day of receipt or creation.

C. Other Requirements

1. Medical Oversight

a. Athletic Training Services shall be provided under the supervision of a licensed physician serving as Medical Director, in accordance with Arizona state regulations. The Medical Director shall provide standing orders, protocols, and professional guidance to ensure services are delivered within scope of practice and legal requirements.

b. The Contractor and Athletic Trainer(s) shall:

i. Collaborate with the Medical Director on injury prevention, treatment, and rehabilitation protocols.

ii. Obtain approval from the Medical Director for modifications to established protocols.

iii. Consult with the Medical Director on complex cases or conditions outside the typical scope of athletic training.

mailto:WorkersComp@tucsonaz.gov mailto:WorkersComp@tucsonaz.gov mailto:WorkersComp@tucsonaz.gov

BUSINESS SERVICES DEPARTMENT Page 9 of 46

iv. Participate in regular reviews with the Medical Director to review case outcomes and ensure adherence and compliance with medical standards.

2. Qualifications

a. All Athletic Trainers providing services must meet the following minimum qualifications:

i. Current certification from the National Athletic Trainers' Association Board of Certification (NATA BOC) or equivalent.

ii. National Strength and Conditioning Association Tactical Strength and Conditioning Facilitator (NSCA TSAC-F) certification or equivalent.

iii. Possess a valid state license to practice as an Athletic Trainer in the State of Arizona.

iv. A minimum of three (3) years of professional experience, preferably working with public safety or comparable/similar tactical populations.

v. Demonstrate strong knowledge of injury prevention, evaluation, treatment, and rehabilitation.

vi. Possess strong communication and interpersonal skills.

3. Reporting and Documentation

a. The Contractor and Athletic Trainer(s) will:

i. Prepare and maintain customary medical records and reports regarding the Services provided pursuant to Scope of Work, in accordance with applicable laws and regulations.

ii. Provide quantitative and qualitative reports, including periodic summaries of services provided, rehabilitation progress, and program outcomes.

iii. Maintain all records, assessments, treatments, progress reports, etc., in confidential and secure manner in accordance with HIPAA.

iv. Provide regular updates to department leadership regarding program effectiveness and opportunities for improvement.

4. Collaboration with Other City Entities

a. The Contractor and Athletic Trainer(s) shall collaborate with relevant City of Tucson entities, including but not limited to:

i. Risk Management for injury prevention strategies, reporting, compliance, and adherence to safety protocols.

ii. Occupational Health to ensure alignment with occupational health standards and facilitate employee medical evaluations as required.

iii. Tucson Fire Department regarding NFPA 1582 compliance and standards.

iv. Workers' Compensation staff for reporting, tracking, and managing work-related injuries and return-to-duty coordination.

v. Tucson Police Department regarding AZPOST standards.

BUSINESS SERVICES DEPARTMENT Page 10 of 46

b. Effective communication and coordination are critical to the success of the Athletic

Training Services program, injury prevention efforts, and overall health and safety of City employees.

5. Contractor-Supplied Equipment, Supplies, and Materials

a. The Contractor will be responsible for providing all equipment, supplies, and materials necessary to deliver the athletic training services outlined in this Scope of Work. This includes, but is not limited to:

i. Therapeutic equipment (e.g., foam rollers, resistance bands, cold packs).

ii. Treatment supplies (e.g., tape, wraps, braces).

iii. Any other materials needed for injury evaluation, treatment, rehabilitation, or prevention.

b. All equipment, supplies, and materials must meet industry standards and be maintained in good working condition by the Contractor. The City of Tucson will not be responsible for providing or maintaining any therapeutic equipment, treatment supplies, or the associated material for the services provided under this Scope of Work.

6. Work Locations, Shifts, and Transportation

a. The Contractor and Athletic Trainer(s) will be required to work at designated TFD and TPD facilities.

i. Specific locations will be determined based on the needs of the departments and may vary at the City's sole discretion.

b. The Contractor and Athletic Trainer(s) must be able to support flexible schedules, including evening or non-standard hours.

c. The Contractor and Athletic Trainer(s) are responsible for transportation between work sites and associated costs.

d. The Contractor and Athletic Trainer(s) must operate effectively in a dynamic, multi-site environment.

7. HIPAA Compliance

a. The Contractor and Athletic Trainer(s) acknowledge that in the course of providing services may have access to Protected Health Information (PHI) as defined under the Health Insurance Portability and Accountability Act of 1996 (HIPAA) and its implementing regulations, including the Privacy Rule, Security Rule, Breach Notification Rule, and any amendments thereto.

b. The Contractor and Athletic Trainer(s) shall comply fully with all applicable HIPAA regulations, including safeguarding PHI against unauthorized access, use, or disclosure.

c. The Contractor and Athletic Trainer(s) shall implement and maintain appropriate administrative, physical, and technical safeguards to protect the confidentiality, integrity, and availability of PHI.

BUSINESS SERVICES DEPARTMENT Page 11 of 46

d. The Contractor and Athletic Trainer(s) shall execute the attached City of Tucson's

Business Associate Agreement (BAA) (Attachment C to this Solicitation), as required under HIPAA, detailing specific obligations for handling and protecting PHI.

e. The Contractor and Athletic Trainer(s) shall promptly report to the City of Tucson any unauthorized access, use, disclosure, or breach of PHI, including detailed information about the nature of the breach, affected individuals, and steps taken to mitigate harm.

f. The Contractor and Athletic Trainer(s) shall ensure that any subcontractors or agents who access PHI on behalf of Contract and/or Athletic Trainer(s) agree in writing to the same restrictions and safeguards that apply to the Contract and Athletic Trainer(s) under this Scope of Work.

g. The Contractor and Athletic Trainer(s) shall return or securely destroy all PHI in the Contractor's and Athletic Trainer(s) possession in accordance with applicable regulations, unless retention is required by law.

h. Failure to comply with these requirements constitutes a material breach and may result in immediate termination of services and, if applicable, other remedies as permitted by law.

8. Professional Conduct and Non-Fraternization

a. Fraternization between Contractor/Athletic Trainer(s) and recruits of TFD Academy or TPD Academy is strictly prohibited. Contract and Athletic Trainer(s) shall maintain professional boundaries at all times. Personal involvement/relationships, dating, displays of affection, fraternization or socializing outside of academy grounds, favoritism, providing undue attention to, or avoidance of specific recruits are expressly prohibited.

BUSINESS SERVICES DEPARTMENT Page 12 of 46

D. INSTRUCTIONS TO OFFERORS

D.1. DEFINITION OF KEY WORDS USED IN THE SOLICITATION

For purposes of this solicitation and any subsequent contract, the following terms have the meanings set forth below:

City:The City of Tucson, Arizona

Contract:The legal agreement(s) executed between City and the Successful Offeror(s). The Contract will be deemed to include all the conditions and requirements set forth in this solicitation and any Addenda to the solicitation, all the Special Terms and Conditions and Standard Terms and Conditions, and all the terms of the Offer submitted by Offeror as finally negotiated and accepted by the City.

Contractor/Consultant:A Successful Offeror that enters into a Contract with the City.

Contract Representative:The City employee or employees who have been designated to act as the City contact for this solicitation process and who are responsible for monitoring and overseeing the Contractor's performance under the Contract.

Business Services Director:The contracting authority for the City, authorized to sign contracts and addenda thereto on behalf of the City.

May: Indicates something that is not mandatory but permissible.

May not:The indicated party is prohibited from taking the action.

Must: The action or condition is required.

Offer:Any proposal, statement of qualifications, bid, or other submission provided by an Offeror in response to this Solicitation.

Offeror: Each individual or entity that submits an Offer in response to this solicitation.

Successful Offeror: An Offeror who received a Notice of Award or a Notice of Intent to Award from the City.

Will:The indicated party is promising to take the action or abide by the condition.

D.2. PRE-SUBMITTAL MEETING

A Pre-Submittal Meeting will be held at the date and time stated on the cover page of this solicitation, if such a date and time is provided. Attendance at this meeting is not mandatory, but written minutes and/or notes regarding the meeting will NOT be provided, so attendance is encouraged. The purpose of this meeting will be to clarify the contents of this solicitation in order to prevent any misunderstanding of the City's position.

D.3. INQUIRIES

Any questions about this solicitation or the proposed Contract must be presented at the Pre-Submittal Meeting, if there is one (see above), or submitted in writing, via email, or through the online bidding system, to the Contract Officer by the Question Submission Deadline. The email must refer to the solicitation number and the paragraph number of the provision that the question concerns. The Contract

BUSINESS SERVICES DEPARTMENT Page 13 of 46

Officer may respond by email or may, if they deem it appropriate, address the question in a solicitation addendum or response through the question and answer portal in the online bidding system. Offeror may not rely on oral interpretations or clarifications about the solicitation; only questions answered in an email by the Contract Officer, posted through the online bidding system, or posted as a formal solicitation addendum will be binding.

D.4. ADDENDUM OF SOLICITATION

Solicitation Addenda will be posted on the City’s link to the online bidding website. Offeror is responsible for checking the webpage regularly for new solicitation addenda and must acknowledge each addendum to this solicitation in its submittal. Please note that vendors who have registered with the Business Services Department at https://procurement.opengov.com/portal/tucson-az and follow the City of Tucson will receive email notifications of solicitation addenda.

D.5. UNDERSTANDING SCOPE OF WORK

Before submitting an Offer to this solicitation, Offeror must familiarize itself with the Scope of Work, laws, regulations, physical conditions, and other factors affecting the obligations – including the expense and difficulty of fulfilling those obligations – that Offeror will have under the Contract if awarded to Offeror. No adjustment to the financial or other terms of the Contract will be justified by Offeror’s failure to fully understand or appreciate the Contract requirements or other factors affecting Contract performance.

D.6. PREPARATION OF OFFER

A. Form and Organization. If Offer forms are included in this Solicitation, Offeror’s Submittal must be on those forms. Supporting documentation must be arranged in a manner that follows and clearly refers to corresponding sections of the solicitation. Offeror may copy the submittal forms in order to complete them electronically but may not alter or rearrange them or change any paragraph designations.

B. Confidential Information. Any information in its submittal that Offeror wishes to be treated as confidential must be clearly marked “CONFIDENTIAL.”

C. Offer Contents. Offeror’s submittal must contain responses to all sections of this solicitation, any Offer forms provided must be completed and any requested supporting documentation must be attached.

D. Signatures. Offeror must include in their submittal signed copies of the Offer and Acceptance page. Any cover letter accompanying the proposal documents must be signed. Offeror must initial each erasure, interlineation or other modification in the submittal. The person signing and initialing on behalf of Offeror must be a person authorized to legally bind Offeror.

E. Prices. Where a unit price is provided it will govern over any erroneous extension of the price.

F. Time Periods. Periods of time, stated as a number of days, will be calendar days unless specifically stated otherwise.

G. Accuracy. Mistakes in preparation of its submittal confers on Offeror no right to modify or withdraw its submittal after the Submittal Deadline.

https://procurement.opengov.com/portal/tucson-az

BUSINESS SERVICES DEPARTMENT Page 14 of 46

H. Cost of Preparation. The City will not reimburse Offeror for the cost of developing, presenting, submitting or providing any response to this solicitation.

I. Subcontractors. Offeror must, in their submittal, list any subcontractors that it will utilize in the performance of the Contract if they are awarded the Contract and must describe their qualifications in detail.

J. Incomplete Information. Failure to include all requested information may have a negative impact on the evaluation of Offeror’s submittal.

D.7. PAYMENT DISCOUNTS

Payment discount periods shall be computed from the date of receipt of the material/service or correct invoice, whichever is later, to the date City’s payment warrant is mailed. Unless freight and other charges are itemized, any discount provided shall be taken on full amount of invoice. Payment discounts of twenty-one calendar days or more shall be deducted from the proposed price in determining the price points. However, the City shall be entitled to take advantage of any payment discount offered by a vendor provided payment is made within the discount period. The payment discount shall apply to all purchases and to all payment methods.

D.8. TAXES

The City is exempt from federal excise tax, including the federal transportation tax, but is not exempt from any other taxes, including state and local sales and excise taxes.

D.9. EXCEPTIONS TO CONTRACT PROVISIONS

By submitting an offer in response to this solicitation, Offeror is offering to enter into the Contract with the City. If Offeror wishes to modify any Contract terms and conditions, Offeror must, in its Offer, clearly identify the changes it is requesting. No requested modification will be deemed accepted by the City unless and until the City’s Business Services Director or their designee expressly accepts it in writing.

D.10. PUBLIC RECORD

Any documents submitted by Offeror in response to this solicitation will become the property of the City.

Except as set forth below with respect to Confidential Information, the Submittal will be deemed to be a public record available for review by the public after the award notification.

D.11. CONFIDENTIAL INFORMATION

The City is obligated to abide by the Arizona Public Records Law, A.R.S. §§ 39-101 through 39-161. If Offeror believes that any portion of its Offer, specification, protest or correspondence contains information that is confidential and subject to being withheld from disclosure in the event that the City receives a public records request to which the record is responsive, Offeror must, when the record is submitted, provide the Contract Officer written notification of that fact. The records or portions of records that Offeror wishes to be treated as confidential must also be clearly marked “CONFIDENTIAL” on their face. Pricing will not be treated as confidential.

BUSINESS SERVICES DEPARTMENT Page 15 of 46

If the City, after award notification, receives a public-records request the scope of which includes a document submitted by Offeror and marked "CONFIDENTIAL", the Contract Officer will make a written determination regarding whether the document will be provided to the requestor. If the Contract Officer determines that the document should be released, City will notify Offeror in writing. Unless Offeror, within 10 days after the date of that notice, obtains and provides to City an order from a court of competent jurisdiction prohibiting the City from releasing the documents, the City may release the documents without any liability to Offeror.

D.12. WHEN AND HOW TO SUBMIT OFFERS

In order to be considered, Offeror must, no later than the Offer Submittal Deadline, submit its Offer electronically through the City’s online bidding system:

https://procurement.opengov.com/portal/tucson-az

NOTE: THE ENTIRE OFFER MUST BE IN "“SUBMITTED"” STATUS IN THE CITY’S ONLINE

BIDDING SYSTEM IN ORDER TO BE CONSIDERED. RESPONSES THAT HAVE BEEN CREATED

IN THE SYSTEM, BUT THAT ARE NOT IN "“SUBMITTED"” STATUS BY THE OFFER SUBMITTAL

DEADLINE WILL NOT BE CONSIDERED.

D.13. CERTIFICATION OF NONCOLLUSION; CONFLICTS OF INTEREST

Offeror will not communicate, orally or in writing, with any member of the Mayor and Council, or with any City staff outside the Procurement Division of the Business Services Department, regarding this Solicitation. By submitting an Offer, Offeror warrants that:

A. Preparation and submission of the submittal did not involve collusion or other anti-competitive practices.

B. 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, meal or service to a public servant in connection with this solicitation.

C. No person has been employed or retained to solicit or secure a Contract under this solicitation upon a promise of a commission, percentage, brokerage, or contingent fee.

D. No employee of the City involved in this Solicitation process, or any family member of such an employee, has any substantial financial interest in Offeror’s firm. No member of the City of Tucson Mayor and Council who has, or whose family member has, any substantial financial interest in Offeror’s firm will participate in any action taken by the Mayor and Council with respect to this Contract. The terms “relative” and “substantial interest” have the meanings assigned in A.R.S. § 38-502

The City may disqualify Offeror from further participation in the solicitation process if the City determines that any City employee or official involved in this Solicitation process has an actual or apparent conflict of interest or if Offeror has engaged in any collusion or anti-competitive practices.

BUSINESS SERVICES DEPARTMENT Page 16 of 46

D.14. WITHDRAWAL OF OFFER; BINDING OFFER

By submitting an Offer in response to this Solicitation, Offeror is offering to enter into the Contract with the City. Offeror may withdraw a submitted Offer at any time prior to the Offer Submittal Deadline.

Telephonic or oral withdrawals are not effective.

Offeror cannot withdraw an Offer that is in “submitted” status as of the Offer Submittal Deadline unless the Director of the Business Services Department consents in writing to the withdrawal. The Offer will be irrevocable for 90 days after the Offer Submittal Deadline.

D.15. DISCUSSIONS

The City may, at its discretion, conduct discussions with Offeror for the purpose of eliminating minor irregularities, informalities, or apparent clerical mistakes in Offeror’s submittal in order to clarify the offer and assure full understanding of, and responsiveness to, solicitation requirements.

D.16. VENDOR REGISTRATION; BUSINESS LICENSE

In order to be eligible for award of a Contract, Offeror must:

A. Register with the City’s Business Services Department. Registration can be completed at https://procurement.opengov.com/portal/tucson-az

B. Obtain a City of Tucson Business License or a written determination from the City's Business License Section that a license is not required. For questions contact the City's Business License Section at

(520) 791-4566 or email at license@tucsonaz.gov mailto:license@tucsonaz.gov

BUSINESS SERVICES DEPARTMENT Page 17 of 46

E. OFFER EVALUATION AND CONTRACT AWARD

E.1. PROPOSAL EVALUATION CRITERIA – (listed in relative order of importance)

A. Method of Approach

B. Price Proposal

C. Qualifications & Experience

E.2. INTERVIEWS

The City may interview some or all of the offerors at any point during the evaluation process. If interviews are conducted, information provided during the interview process will be taken into consideration in the evaluation process. The City will not reimburse the Offeror for any costs Offeror incurs during its participation in the interview process.

E.3. ADDITIONAL INVESTIGATIONS

The City may undertake any additional investigations it deems appropriate to evaluate the competence and financial stability of any offeror.

E.4. OTHER INFORMATION

Information that evaluation committee members have about an offeror beyond what is provided in the offeror’s Offer may be taken into consideration during the evaluation process.

E.5. PRICE

A. Tax Offset Policy. If applicable under Section 28-18(6) or Section 28-17(7)(d) of the Tucson Procurement Code, the City will include the amount of all business privilege taxes other than the City’s in evaluating the pricing component of each Offer.

B. Payment Discounts. Any discounts offered by Offeror for payments made within 21 calendar days or more will be deducted from the proposed price in evaluating an offeror’s pricing.

However, the City may take advantage of any early- or timely-payment discounts offered by a vendor. Any proposed payment discount will apply to all purchases and to all payment methods

E.6. CITY’S RIGHT TO WAIVE DEFECTS OR REJECT OFFERS

Notwithstanding any other provision of this solicitation, the City may:

A. Waive any immaterial defect or informality; or

B. Reject any or all submittals, or portions thereof; or

C. Reissue the solicitation.

BUSINESS SERVICES DEPARTMENT Page 18 of 46

E.7. CONTRACT NEGOTIATIONS

At the City’s discretion, it may negotiate with one or more responsible offerors to agree upon the final conditions, terms and price of the Contract. In doing so, the City will treat offerors fairly and will not disclose to any offeror information from responses submitted by other offerors. Exclusive or concurrent negotiations do not constitute a contract award and do not confer any rights to the offerors participating in such negotiations. In the event the City deems that negotiations are not progressing, the City may formally terminate these negotiations and may enter into concurrent or exclusive negotiations with the next most qualified firm(s).

E.8. AWARD OF CONTRACT

A Contract is created when, and only when, it is formally awarded, which occurs when the Business Services Director and the City Attorney sign the Offer and Acceptance page of the Successful Offeror’s submittal. When a Contract is awarded, the City will send the Contractor a Notice of Award.

The City may first issue a Notice of Intent to Award to the Successful Offeror(s). Offeror, if it receives a Notice of Intent to Award from the City, must sign and file with the City, within ten (10) days after receipt of the Notice, all documents necessary for execution of the Contract. A Notice of Intent to Award does not create a contract. Only a subsequent formal award, as described above, creates a Contract.

E.9. MULTIPLE AWARDS

The City, at its sole discretion, may award multiple Contracts.

E.10. SUBMITTAL RESULTS

After the City issues a Notice of Award, the City will post the name(s) of the Successful Offeror(s) on the Business Services Department’s Internet site at https://procurement.opengov.com/portalucson-az/contracts

E.11. PROTESTS

Any interested party, may, in accordance with Article IX of the Tucson Procurement Code, protest either this solicitation or the award of a Contract under this solicitation. A protest based on alleged improprieties in this solicitation must be filed no later than five (5) working days before the Proposal Submittal Deadline. A protest of a proposed or actual award must be filed no later than ten (10) calendar days after the City issues a Notice of Intent to Award or, if no Notice of Intent to Award is issued, after the City issues a Notice of Award.

A protest must be made in writing and filed with the Contract Officer. It must include:

A. The name, address, and telephone number of the protestant;

B. The signature of the protestant or its representative;

C. The solicitation or Contract number;

D. A detailed statement of the legal and factual grounds for the protest along with copies of all relevant documents; and https://procurement.opengov.com/portalucson-az/contracts https://procurement.opengov.com/portalucson-az/contracts

BUSINESS SERVICES DEPARTMENT Page 19 of 46

E. The form of relief requested.

BUSINESS SERVICES DEPARTMENT Page 20 of 46

F. EVALUATION CRITERIA

No. Evaluation Criteria Scoring Method Weight (Points)

BUSINESS SERVICES DEPARTMENT Page 21 of 46

1. Method of Approach

A. Provide details in how you will provide the athletic training services in accordance with the Scope of Work, that clearly demonstrates your understanding of the City's needs and ability to deliver effective, compliant, and reliable athletic training services.

B. Describe in detail your delivery model that includes, but not limited to, staffing levels, on-site coverage, scheduling, and hours of operation.

C. Provide details how services will be provided across multiple City department locations and how coverage will be adjusted to meet operational demands, including evenings and/or non-standard hours.

D. Provide details in your ability to adapt staffing and services in response to changing departmental needs.

E. Describe in detail your approach to injury prevention for Tucson Fire Department (TFD) personnel and Tucson Police Department (TPD) personnel.

F. Describe in detail your procedures for injury evaluation and initial treatment, including first aid for work-related injuries.

G. Describe in detail the therapeutic methods and techniques used to support recovery and reduce re-injury risk.

H. Provide details in your approach to developing and managing rehabilitation programs for injured personnel.

I. Describe in detail how rehabilitation plans are monitored, modified, and coordinated to support a safe and timely return to duty.

J. Describe in detail your experience with supporting fitness assessment and clearance processes, when required.

N/A N/A

BUSINESS SERVICES DEPARTMENT Page 22 of 46

K. Describe in detail how you will coordinate services with City entities, including Risk Management, Occupational Health, Workers' Compensation, and department leadership.

L. Provide details on your internal communication protocols and points of contact.

M. Describe in detail your ability to comply with required documentation workflows, including same-day reporting and coordination with City Risk Management.

N. Provide details on your processes for maintain accurate, timely, and compliant records.

O. Describe in detail how you will ensure compliance with HIPAA and other applicable confidentiality requirements.

P. Describe in detail any and all quality control measures used to ensure documentation accuracy and completeness.

Q. Provide details on how data, feedback, and reporting will be used to improve ongoing services.

R. Provide any additional information that may help clarify your responses to the above statements or distinguish your company from other respondents.

1. List any value-added services that your firm can offer the City of Tucson.

BUSINESS SERVICES DEPARTMENT Page 23 of 46

2. Price Proposal

A. Provide price proposal as requested on the Price Page attached herein. Fee must be inclusive of all costs, including but not limited to, direct and indirect costs for labor, overhead, materials, printing, travel and mileage, postage, etc.

B. Price scoring and points shall be based solely on the initial price (Line Item 1).

1. Line Item 2 (additional) is for informational purposes only.

BUSINESS SERVICES DEPARTMENT Page 24 of 46

3. Qualifications and Experience

A. Provide details on your organization, including years in operation and experience providing athletic training services.

B. Provide details on your experience providing services of similar scope, size, and complexity, particularly in public safety, tactical, or physically demanding work environments.

C. Describe in detail your capacity to support the proposed services found in the Scope of Work.

D. Describe in detail your qualifications, certifications, licensure, and experience for all proposed athletic trainers.

E. Describe in detail experiences of key personnel working with public safety or comparable populations.

F. Provide details on how staffing levels and expertise will be sufficient to meet the Scope of Work.

G. Provide details of your experience providing athletic training services under the supervision of a licensed physician in accordance with Arizona regulations.

H. Describe in detail the structure of medical oversight and how standing orders, protocols, and physician consultation are managed.

I. Describe in detail experiences and knowledge related to applicable standards, including NFPA 1582 and AZPOST requirements.

J. Provide details on your working within public sector or regulated environments.

K. Provide 3 references from current or past clients in which you have provided identical or similar services described herein. For each reference, provide the following:

BUSINESS SERVICES DEPARTMENT Page 25 of 46

1. Name

2. Title

3. Organization

4. Address

5. Contact information including phone number and email address

6. Contract size/scope

L. If applicable, describe in detail any proposed subcontractors and describe their roles.

1. Provide qualifications and experience for all subcontractors.

2. Describe in detail how subcontractors will be managed to ensure compliance with all contract requirements.

M. Provide any additional information that may help clarify your responses to the above statements or distinguish your company from other respondents.

1. List any value-added services that your firm can offer the City of Tucson.

BUSINESS SERVICES DEPARTMENT Page 26 of 46

G. PRICING

PRICE TABLE

Price scoring and points shall be based solely on the initial price (Line Item 1). Line Item 2 (additional) is for informational purposes only.

Line Item Description Quantity Unit of Measure

Unit Cost Total

1 One Full-time (40 Hours/Week) Athletic Trainer to provide Athletic Training Services at Tucson Fire Department (TFD) & Tucson Police Department (TPD) (Initial)

1 month

2 One Full-time (40 Hours/Week) Athletic Trainer to provide Athletic Training Services at Tucson Fire Department (TFD) & Tucson Police Department (TPD) (additional)

1 month

TOTAL

BUSINESS SERVICES DEPARTMENT Page 27 of 46

H. SPECIAL TERMS AND CONDITIONS

H.1. AVAILABILITY OF FUNDS FOR THE NEXT FISCAL YEAR

Funds are not presently available for performance under this Contract. The City's obligation for performance of this Contract is contingent upon the availability of funds from which payment for Contract purposes can be made. No legal liability on the part of the City for any payment may arise for performance under this Contract until funds are made available for performance of this Contract.

H.2. COOPERATIVE PURCHASING

Contractor will, when requested, provide goods and services at the same prices and under the same terms and conditions as set forth in this Contract to any public or nonprofit agency that, at the time of request, has a Cooperative Purchasing Agreement with the City or participates in the Strategic Alliance for Volume Expenditures (SAVE) cooperative. See http://www.tucsonprocurement.com/coop_partners.aspx and click on “Cooperatives” for a list of agencies that have Cooperative Purchasing Agreements with the City; see http://www.mesaaz.gov/home/showdocument?id=23638 for a list of agencies participating in SAVE.

These lists are subject to change. Contractor may, however, charge an agency that is outside the Tucson Metropolitan Area for additional out-of-pocket expenses that will be incurred by Contractor in providing goods and services to the agency (i.e., freight charges, travel related expenses, etc.).

Each participating agency that orders goods or services under this Contract as provided above is solely responsible for paying Contractor for those goods and services. The City is not responsible for any disputes arising out of transactions made by others.

H.3. CONFLICTS OF INTEREST

An Offeror responding to this solicitation acknowledges that, to the best of its knowledge, information and belief, no person has been employed or retained to solicit or secure a Contract that may be awarded pursuant to this solicitation upon a promise of a commission, percentage, brokerage, or contingent fee, and that no member of the City of Tucson Mayor and Council or any employee of the City has any financial interest in Offeror’s firm. In addition, all communications regarding this solicitation shall be directed to the Business Services Department. Interested Offerors shall refrain from engaging in any communication (written or verbal) regarding this solicitation or the matters involving this solicitation or TCC operations with any other City staff, Mayor & Council or staff of Mayor & Council.

The City reserves the right to disqualify an Offeror from further participation in the solicitation process in the event the City determines that Offeror has an actual or apparent conflict of interest with the purposes of this solicitation, or has violated this Conflict of Interest.

Upon a finding by the City that gratuities in the form of entertainment, gifts or inducements were offered or given by Offeror, or any agent or representative of Offeror, to any officer or employee of the City, including the Mayor and Council and their staff, for the purpose of securing a Contract that may be awarded pursuant to this solicitation, or securing favorable treatment with respect to the awarding, amending, or making of any determination with respect to the performance of a Contract that may be awarded under this solicitation, the City, may, by one (1) calendar day provide written notice to Offeror, http://www.tucsonprocurement.com/coop_partners.aspx http://www.mesaaz.gov/home/showdocument?id=23638

BUSINESS SERVICES DEPARTMENT Page 28 of 46 terminate the right of Offeror to proceed under this solicitation; provided that the existence of the facts upon which the City made such finding shall be an issue and may be litigated in an Arizona court of competent jurisdiction.

H.4. LIVING WAGE REQUIREMENTS

Contractor will comply with all applicable provisions of the City’s Living Wage Ordinance (Article XIV of the Tucson Procurement Code). Contractor will, upon request, affirm in writing that Contractor is in compliance and will provide City with information and documentation demonstrating that compliance.

The City’s Living Wage ordinance can be found at the following link:

https://codelibrary.amlegal.com/codes/tucson/latest/tucson_az/0-0-0-21930 The Living Wage rates for the current calendar year can be found at the following link: https://www.tucsonaz.gov/Departments/Business-Services-Department/Procurement/Living- Wage

H.5. PRICE ADJUSTMENT

At least 90 days before the date that the Contract is eligible for extension, Contractor may submit to the Contract Officer a request for price adjustments based on documented increased Contractor costs and the City may, at its discretion, make price adjustments, which will apply during the extension term.

H.6. TERM AND RENEWAL

The term of the Contract will commence when awarded to Contractor and remain in effect for a period of one (1) year, unless terminated, canceled or extended as otherwise provided herein. The City may, at its sole option, extend the Contract's term for up to four (4) additional one-year periods or portions thereof.

H.7. TRAVEL EXPENSE ALLOWANCES

The City’s allowance is limited to the total expense resulting from traveling directly to the destination and staying only the number of days necessary to conduct official business. The Consultant is encouraged to arrive earlier or stay longer than is necessary if doing so will result in savings to the City.

In some cases, because of airline discount terms, an additional day(s) of travel will result in substantial airfare savings -- enough savings to offset additional lodging and per diem costs. The Consultant shall fly coach when the flight includes both coach and first-class seats. First-class seats may be allowed if coach seats are not available and no other flight can be substituted. At travel destinations, the City will reimburse the Consultant for the use of airport limousines and taxis. No receipts are required for reimbursement of such expenses. Additional fees or fares incurred during air travel must be substantiated by a receipt. The total reimbursement for vehicular transportation shall in no case exceed the amount that would be incurred using air transportation. Travel by personal vehicle shall be reimbursed in accordance with the current Federal per diem rates. All vehicular parking or storage costs will be reimbursed. Receipts are not required. Vehicle expense reimbursements will be paid only to the vehicle owner. Passengers are not entitled to vehicular expense reimbursement.

The City will pay the actual cost of rooms including tax based upon the Federal Per Diem rates. Both the room rate and tax paid must be substantiated by a receipt that indicates payment has been made.

https://codelibrary.amlegal.com/codes/tucson/latest/tucson_az/0-0-0-21930 https://www.tucsonaz.gov/Departments/Business-Services-Department/Procurement/Living-Wage https://www.tucsonaz.gov/Departments/Business-Services-Department/Procurement/Living-Wage

BUSINESS SERVICES DEPARTMENT Page 29 of 46

All in-state travel will be reimbursed at the City’s per diem rate. A complete list of the Federal GSA Per Diem rates are available at: http://www.gsa.gov/portal/category/100120.

For meals and miscellaneous expenses, the Consultant may choose to receive either (1) the Federal GSA per diem amount (a flat rate), or (2) a reimbursement for actual expenses. A higher dollar amount is allowed under the actual expense reimbursement option; however, receipts must be retained under this option. The Consultant is not required to keep receipts if the per diem option is chosen.

Only one method of reimbursement can be used for the entire trip (i.e., the Consultant cannot request a per diem amount for some days and actual expense reimbursement for other days).

Meals provided for by another agency or others will be subtracted, if the per diem allowance is elected.

For days of arrival and departure, the per diem…