Cancer_Screening_Services_(Addendum_#1_Revision).pdf

REQUEST FOR PROPOSAL - PROFESSIONAL

SERVICES

RFP PS-26-0132

CANCER SCREENING SERVICES

CITY OF PHOENIX

FINANCE CENTRAL PROCUREMENT

251 W. WASHINGTON ST.

PHOENIX, AZ

85003

RELEASE DATE: January 5, 2026

DEADLINE FOR QUESTIONS: January 23, 2026

RESPONSE DEADLINE: February 2, 2026, 2:00 pm

City of Phoenix

REQUEST FOR PROPOSAL - PROFESSIONAL SERVICES

RFP PS-26-0132

Cancer Screening Services

1. INTRODUCTION

2. INSTRUCTIONS

3. SCOPE OF WORK

4. EVALUATION PROCESS

5. STANDARD TERMS AND CONDITIONS

6. SPECIAL TERMS AND CONDITIONS

7. DEFENSE AND INDEMNIFICATION

8. INSURANCE REQUIREMENTS

9. SUBMITTALS

10. PRICING PROPOSAL

Attachments:

A - Acceptance of Offer

B - Attachment B - BAA Business Associate Agreement

Request For Proposal - Professional Services #RFP PS-26-0132 Title: Cancer Screening Services

1. INSTRUCTIONS

1.1. Introduction

1.1.1. Contact Information

Daniel Haight

Finance Central Procurement

Email: daniel.haight@phoenix.gov

Phone: (602) 495-7343

1.1.2. Schedule of Events

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

Local Phoenix, AZ Time.

To request a reasonable accommodation or alternative format for any public meeting, please contact the Procurement Officer (Daniel Haight) at (602) 495-7343/Voice or 711/TTY, or daniel.haight@phoenix.gov, no later than two (2) weeks prior to the meeting.

Solicitation Issue Date: January 5, 2026

Pre-Offer Conference (Non-Mandatory): January 12, 2026, 2:00pm

Meeting link:

https://cityofphoenix.webex.com/cityofphoen ix/j.php?MTID=mf65e51f9f6ffbe2e8f843438 c4b6b854

Meeting number:

2331 455 0169

Meeting password:

ktFJZPzg264

Join from a video system or application

Dial

23314550169@cityofphoenix.webex.com

You can also dial 173.243.2.68 and enter your meeting number.

Join by phone

+1-415-655-0001 Toll

Access code: 23314550169

Global call-in numbers https://cityofphoenix.webex.com/cityofphoen ix/globalcallin.php?MTID=md3915a9d8df44

2e5b41763a7aa4a0de9

Written Inquiries Due Date: January 23, 2026, 2:00pm

Offer Due Date: February 2, 2026, 2:00pm

1.2. Description – Statement of Need

The City of Phoenix invites sealed offers for cancer screening services for a five-year contract year period commencing on or about July 1, 2027 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, in accordance with the

Minimum Qualifications, the Scope of Work in the Professional Services Agreement and the additional specifications and provisions contained herein.

This solicitation is available through Arizona Relay Service 7-1-1. Please call TTY 800-367-8939 for assistance.

https://cityofphoenix.webex.com/cityofphoenix/j.php?MTID=mf65e51f9f6ffbe2e8f843438c4b6b854 https://cityofphoenix.webex.com/cityofphoenix/j.php?MTID=mf65e51f9f6ffbe2e8f843438c4b6b854 https://cityofphoenix.webex.com/cityofphoenix/j.php?MTID=mf65e51f9f6ffbe2e8f843438c4b6b854 mailto:23314550169@cityofphoenix.webex.com http://173.243.2.68/ https://cityofphoenix.webex.com/cityofphoenix/globalcallin.php?MTID=md3915a9d8df442e5b41763a7aa4a0de9 https://cityofphoenix.webex.com/cityofphoenix/globalcallin.php?MTID=md3915a9d8df442e5b41763a7aa4a0de9 https://cityofphoenix.webex.com/cityofphoenix/globalcallin.php?MTID=md3915a9d8df442e5b41763a7aa4a0de9

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.

It is the intent of this Solicitation to award one or more than one contract; however, the City reserves the right to award the Contract(s) to whomever best meets the criteria set out in this

Solicitation.

1.3. Minimum Qualifications

The qualified and responsive Offeror must meet all minimum qualifications listed below. Should an Offeror fail to meet one of the minimum qualifications identified, the Offer will be disqualified as non-responsive.

• The Offeror must have a minimum of five (5) years experience conducting all of the services in the Scope of Work.

• The Offeror must be lawfully authorized to conduct business in Arizona or must have no impediments to conducting business in Arizona.

• The Offeror must maintain a principal place of business within the Phoenix metropolitan area.

1.4. Agreement Term and Contractual Relationship

Offerors are responsible for reading the agreement and submitting any questions about it in accordance with the process listed in this agreement. By submitting a proposal, each Offeror agrees it will be bound by the agreement. The City anticipates a five-year contract.

Notwithstanding the foregoing, this Agreement will terminate upon the earliest occurrence of any of the following:

• reaching the end of the term and any extensions;

• completing the services set forth in the Scope of Work (the “Services”);

• payment of the maximum authorized compensation; or

• termination pursuant to the provisions of the Agreement.

1.5. Scope of Work and Special Terms and Conditions

Contractor will provide services that will be in accordance with the Scope of Work which may be supplemented with additional detail from time to time during the term of the Agreement, and that are satisfactory to the City. In performing these services, Contractor will also specifically comply with the applicable Supplemental Terms and Conditions that are set forth in Special Terms and

Conditions section. Contractor will provide progress reports to the department designee, or “the

City” per a mutually agreed-upon schedule.

1.6. Instructions

1.6.1. Preparation of Offer

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

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

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

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

The City is not responsible for Offeror’s errors or omissions.

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

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

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

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

C. Promptly notify the City of all conflicts, errors, ambiguities, or discrepancies that Offeror has discovered in or between the solicitation and other related documents.

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

E. Offerors are reminded that the specifications stated in the solicitation are the minimum level required and that offers submitted must be for products or services that meet or exceed the minimum level of all features specifically listed in this solicitation. Offers 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.

1.6.2. Exceptions

If an Offeror has any exceptions to any terms, conditions or material requirements of this

Solicitation including without limitation to the Professional Services Agreement and the Scope of

Work, the Offeror must include a list of all exceptions to the requirements of the Solicitation and attachment documents, if any, and included in the "Exceptions Statement" within the “Vendor

Questionnaire” Section. The list of all exceptions to the requirements must clearly include:

• Clearly reference the solicitation provision (ie title, paragraph number and page number)

• Redline the City's provision and provide alternate language

• Offer must explain the reason for the requested change

Note: Submit a Word document with the following columns: 1) RFP Section, Provision number and Title and page number, 2) Copy of City's RFP provision, 3) City's provision with proposed redlines/changes, and 4) explanation/justification for requested change.

Compliance with the above format for Exceptions is mandatory. If Offeror's Submittal does not include a separate Exceptions statement identifying all specific exceptions, as specifically set forth above, the exceptions will be deemed waived by the Offeror. If the Offeror fails to comply with the Exceptions requirements, and refuses to waive exceptions, their offer will be deemed non-responsive.

It is the intent of the City to award a contract on a fair, competitive basis. For this reason, the

City may view any “Exception” in response to any material conditions or requirement of the solicitation, as an attempt by the Offeror to vary the terms of the solicitation which, in fact, may result in giving the Offeror an unfair advantage. For this reason, the City will, at its option, not allow exceptions to any material requirement if, in the opinion of the City, the exceptions alter the overall intent of the solicitation, unless the exception would be of material benefit to the City.

Additionally, the City may, at its option, deem any submittal non-responsive based on exceptions by the Offeror.

1.6.3. 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.

1.6.4. 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 with their submittal.

Changes to terms and conditions of the Solicitation and resulting Agreement made pursuant to an addendum shall be memorialized in the Solicitation and resulting Agreement document. To that end, a parenthetical will be added to applicable provision(s) referencing the addendum that imposed the change. The language in the final provision will reflect the updated version.

1.6.5. 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.

1.6.6. 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.

1.6.7. 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/205509. Offerors that are unable to submit electronically should contact the Procurement Officer to discuss the logistics of hard copy submittals. Offerors must be registered with OpenGov by signing up via https://procurement.opengov.com/signup. Vendor training guides can be found at: https://opengov.my.site.com/support/s/article/ca6d1285-1e48-4a21-bb0d-715edb7794ed

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

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.

https://procurement.opengov.com/portal/phoenix/projects/205509 https://procurement.opengov.com/signup https://opengov.my.site.com/support/s/article/ca6d1285-1e48-4a21-bb0d-715edb7794ed

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.

1.6.8. 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.

1.6.9. 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/205509 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.

1.6.10. Data Privacy Risk Screening

Because the resulting Contract may involve processing personal or other sensitive data, the City will conduct a Data Privacy Risk Screening as a minimum qualification using the Data Privacy

Questionnaire included in the Vendor Questionnaire section. Only Offerors that pass this screening will proceed to further evaluation.

Failure to submit the Data Privacy Questionnaire, or failure to meet the minimum standard, will result in the Offer being deemed non-responsive.

The City may verify statements, request clarifications regarding the Data Privacy Questionnaire or supporting documents and reject Offers that contain misrepresentations.

1.6.11. Pre-Award Qualifications

Offeror must have been in operation a minimum of five years. The Offeror’s normal business activity during the past five years will have been for providing the goods or services in this solicitation.

https://procurement.opengov.com/portal/phoenix/projects/205509

1.6.12. Award of Contract

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

Offeror(s) who are regularly established in the service, or providing the goods, contained in this solicitation and who have demonstrated the ability to perform in an acceptable manner.

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

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

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

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

3. Safety record; and,

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

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

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

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

1.6.13. City's Right to Disqualify for Conflict of Interest

The City 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 available to the City. This disqualification is at the sole discretion of the City. Any Offeror submitting an Offer herein waives any right to object now or at any future time, before anybody or agency, including but not limited to, the City Council of the City of Phoenix or any court.

1.6.14. Solicitation Transparency Policy

A. 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.

B. 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.

C. 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.

D. 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.

E. “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.

1.6.15. Protest Process

A. 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.

B. 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.

C. 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.

D. 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.

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

1. Identification of the solicitation number;

2. The name, address and telephone number of the protester;

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

4. The form of relief requested; and

5. The signature of the protester or its authorized representative.

F. 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 administrative regulations and any protests or appeals not submitted within the time requirements will not be considered. Protests must be filed with the Procurement Officer.

1.6.16. 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.

1.6.17. Late Offers

Late Offers must be rejected, except for good cause. If a late Offer is submitted, the Department will document the date and time of the submittal of the late Offer, keep the Offer and notify the

Offeror that its Offer was disqualified for being a late Offer.

1.6.18. 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.

1.6.19. 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.

1.6.20. 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.

1.6.21. Determining Responsiveness and Responsibility

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

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

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

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

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

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

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

Offeror.

1.6.22. 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.

1.6.23. Offers Not Within the Competitive Range

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

Range.

1.6.24. 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.

1.6.25. 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.

1.6.26. Fixed Offer Price Period

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

1.6.27. 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/205509. 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, Human Services Department, 200 W. Washington Street, 18th Floor, Phoenix, AZ 85003. It is the Offeror’s responsibility to check the City's Procurement Portal, read the entire solicitation, and verify all required information is submitted with their Offer.

1.6.28. 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.

https://procurement.opengov.com/portal/phoenix/projects/205509

1.7. Evaluation Criteria

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

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

Phase 1

No. Evaluation Criteria Scoring Method Weight (Points)

1. Tab 1 Qualifications and Experience -

Q1

Provide a brief history of your firm to include the years in business and the types of services your firm provides.

0-100 Points 50 (6.7% of Total)

2. Tab 1 Qualifications and Experience -

Q2

Describe your firm’s previous experience performing work similar to the size and scope of the work.

0-100 Points 100 (13.3% of Total)

3. Tab 1 Qualifications and Experience -

Q3

Describe your knowledge of Fire Service safety and health. Identify the key issues and potential obstacles with respect to the scope of work. Provide your methodology to address and overcome all identified issues and obstacles.

0-100 Points 75 (10% of Total)

4. Tab 1 Qualifications and Experience -

Q4

Provide an organizational chart that identifies key project personnel by name and title. Provide contact information for the City’s primary contact.

0-100 Points 50 (6.7% of Total)

5. Tab 1 Qualifications and Experience -

Q5

Provide a listing of proposed medical professionals that will be involved in the delivery of services to City employees to include qualifications, experience, and applicable credentials (licenses, certifications, etc.). Include a resume of each proposed medical professional.

0-100 Points 75 (10% of Total)

6. Tab 2 Method of Approach - Q1

List the facilities that will be used to perform the services covered by the scope of work, including the physical address and days and hours of operation. Provide a description of the services that can be provided at each facility identified by the

Offeror.

0-100 Points 50 (6.7% of Total)

7. Tab 2 Method of Approach - Q2

Explain your understanding of the scope of work and your ability to successfully provide the required services.

0-100 Points 100 (13.3% of Total)

8. Tab 2 Method of Approach - Q3

Describe your firm’s method of approach when conducting cancer screening services. Provide a description of all services, including those not listed in the

Scope of Work, that will be or are likely to be provided and any associated age recommendations.

0-100 Points 50 (6.7% of Total)

9. Tab 2 Method of Approach - Q4

If an employee is diagnosed with cancer, please describe in detail your involvement with their transition from screening to treatment.

0-100 Points 100 (13.3% of Total)

10. Tab 2 Method of Approach - Q5

Describe the following standard billing practices:

A. How your firm ensures the invoice amount corresponds with contract pricing.

B. Your firm’s ability to clearly itemize the services to be provided on the invoice.

C. How discrepancies between the invoice amount and the contract pricing are corrected.

D. Coordination of billing between contractor and subcontractor.

0-100 Points 25 (3.3% of Total)

11. Tab 2 Method of Approach - Q6

Provide an example exam report that will be provided to each employee.

0-100 Points 25 (3.3% of Total)

12. Tab 2 Method of Approach - Q7

Describe your firm’s appointment scheduling process. On average, how many days pass between a patient’s initial inquiry and their scheduled appointment date?

0-100 Points 50 (6.7% of Total)

Phase 2

No. Evaluation Criteria Scoring Method Weight (Points)

1. Tab 3 Fee Schedule Reward Low Cost 250 (100% of Total)

2. AGREEMENT

2.1. Professional Services Agreement

BETWEEN

THE CITY OF PHOENIX

AND

CONTRACTOR NAME

This AGREEMENT is made and entered into this July 1, 2027, (“the Effective Date”), or as of the City Clerk date, whichever is later, by and between the City of Phoenix, Arizona, a municipal corporation of the State of Arizona (hereinafter referred to as “City”) and insert legal name of

Contractor here, insert state of corporation and correct business name – Corporation, LLC, etc that you have confirmed on the Arizona Corporation Commission website, (hereinafter referred to as “ Contractor”).

RECITALS

A. The City Manager of the City of Phoenix, Arizona, is authorized by the provisions of the

City Charter to execute agreements for professional services.

B. The City desires to obtain the services that are specifically set forth in this Agreement.

C. The City procured these professional services in accordance with the Phoenix City Code and Administrative Regulation 3.10.

D. Contractor possesses the skills and expertise necessary to provide such services as desired by the City.

E. This Agreement is authorized by the City Council (Ordinance Number and Agenda

Number if applicable) Enter date.

NOW, THEREFORE, it is agreed by and between the parties as follows:

2.2. Term of Agreement

A. This Agreement begins on the Effective Date in the above introductory paragraph, and upon approval by the City, for five-year contract.

B. This Agreement will terminate upon the earliest occurrence of any of the following:

1. reaching the end of the term exercised as set forth in A;

2. completing the services set forth in the Scope of Work attached as EXHIBIT A –

SCOPE OF WORK (the “Services”);

3. payment of the maximum compensation under Paragraph Payment of this

Agreement; or

4. termination pursuant to the provisions of this Agreement.

2.3. Payment

A. The total amount to be remitted by the City to Contractor for all Services satisfactorily performed under this Agreement will not exceed $3,500,000 per year including reasonable and necessary travel expenses, if approved in advance by the City and included in the Fee Schedule EXHIBIT B. Under this Agreement, the City will pay for

Services at the rate(s) specified in the Fee Schedule and that comply with the requirements for Reimbursable Expenses as outlined below, with no additional charges for overhead, benefits, local travel or administrative support. Payments will be made in proportion to the Services performed and no more than 90% of the total contract price will be paid before the work is totally completed and accepted by the City.

B. Contractor will submit monthly invoices on or before the 15th of every month. Each invoice will be accompanied with itemized receipts. The invoice will be submitted free of mathematical errors and/or missing supporting documentation. All appropriate documentation will be provided that supports the charges reflected in the monthly invoice. Upon finding of an error and/or missing documentation, the City will return the invoice to the Contractor. Contractor will promptly resubmit the revised invoice to the

City. Each revised invoice will document the date that the revised invoice is submitted to the City. Requests for payment must be submitted with documentation of dates and hours worked, hourly rate charged, and a detailed description of the Services performed.

Failure of City to identify an error does not waive any of the City’s rights.

C. Invoices will be submitted to: Brianna.Soto@phoenix.gov and Ashley.Lee@phoenix.gov

2.4. Scope of Work and Special Terms and Conditions

Contractor will provide consulting services that will be in accordance with the Scope of Work as set forth in EXHIBIT A – SCOPE OF WORK, which may be supplemented with additional detail from time to time during the term of the Agreement, and that are satisfactory to the City. In performing these services, Contractor will also specifically comply with the applicable Standard and Special Terms and Conditions. Contractor will provide progress reports to Ashley Lee

(Ashley.Lee@phoenix.gov) and Brianna Soto (Brianna.Soto@phoenix.gov) , or just use “the

City” according to a mutually agreed-upon schedule.

2.5. Exhibit A – Scope of Work

BACKGROUND

A. The City of Phoenix (“City”) is centrally located in Maricopa County near the geographic center of Arizona. It is the capital and the most populous city in Arizona (over 1.6 million) and the fifth largest city in the United States. The mission of the City is to improve the quality of life in Phoenix through efficient delivery of outstanding public services.

The Services provided in this Agreement will be available to City employees whose occupations make them a high risk for cancer. The City currently employs approximately mailto:Sylvia.Montenegro@phoenix.gov mailto:Ashley.lee@phoenix.gov mailto:Ashley.lee@phoenix.gov mailto:Sylvia.Montenegro@phoenix.gov

14,000 staff, including approximately 1854 firefighting staff ranging from firefighter recruits to the Phoenix Fire Chief as well as other first responders.

PROJECT OBJECTIVES

A. Contractor Qualifications

1. Contractor shall have experience and comply with the rules and regulations of the

American National Standards Institute (ANSI), Occupational Safety and Health

Administration (OSHA), National Registry of Certified Medical Examiners and all other applicable federal, state or local laws, rules and regulations for the term of this contract.

2. Contractor, without additional expense to the City, shall be responsible for obtaining and maintaining any necessary licenses and permits required in connection with the completion of the required services herein.

3. Contractor shall have specialization relevant to the Fire Service and knowledge of firefighters’ higher risk of developing cancer.

4. Contractor shall not subcontract any services without prior approval of the Contract

Administrator and relevant City management. All subcontractors used under the scope of this contract shall meet all requirements and terms and conditions set forth herein. All subcontracted services shall be warranted by and be the responsibility of the Contractor.

5. Contractor shall have and maintain an adequate staff of experienced personnel capable of the successful accomplishment of the work to be performed under this contract.

6. Physicians providing screening results and consultations shall be licensed to practice in the State of Arizona.

B. Contractor Cancer Screening Service Requirements

1. Contractor shall provide one initial assessment per employee per year of an employee’s occupational risk of cancer to determine if an initial consultation is warranted. The initial assessment shall not be performed in person; it may be performed over the phone or by evaluating an intake form received electronically or through the mail.

2. Contractor shall provide a maximum of one initial consultation per employee per year following the positive determination of high-risk job performance. The consultation shall include a detailed assessment of the individual’s occupational exposure history, and medical and family history.

3. The Contractor shall provide patient centered scheduling that accommodates individual needs and minimizes wait times through flexible and accessible service.

4. Contractor shall prioritize appointments by occupational risk factors. Employees at greater risk will be prioritized over those with less risk.

5. Contractor shall determine and recommend Services warranted based on the individual’s occupational risk factors, and medical and family history.

6. Contractor shall provide the following examinations based on the individual’s occupational risk factors, and medical and family history:

a. Dermatology consults and full body skin examinations to screen for skin cancer;

b. Low-dose lung CT for lung cancer;

c. MRIs for cancer of the brain, head and neck, thyroid, lung and pleura, breast, kidneys, pancreas, bladder, uterus, and prostate, as well as multiple myeloma;

d. QT ultrasounds for breast cancer screening and conventional ultrasounds for testicular cancer screening;

e. Blood draws and testing for various purposes;

f. Endoscopy;

g. Colonoscopy;

h. Pathology;

i. PET-CT Scans;

j. Prostate Specific Antigen (PSA) Tests

7. Contractor shall provide a post examination consultation, as warranted, to review results with the individual.

8. Contractor shall provide excellent customer service by having clear communication skills, being attentive and knowledgeable, and establishing a relaxed presence while working directly with the individual.

9. Contractor shall have the ability to successfully interact with other medical professionals.

10. Contractor shall be able to maintain all medical records and, if required, be able to transfer these records to a new provider at the end of this contract.

a. Contractors shall be able to accept records and complete the transition process by contract start date.

11. Contractor shall have the ability and may be required to explain and support medical decisions as needed or requested by the City, including during any administrative and/or judicial proceedings.

12. Contractor shall maintain offices within the Phoenix metropolitan area.

13. Contractor shall follow all HIPAA requirements.

14. Contractor shall provide invoices that include itemization by name of screenings, tests, blood work, or any procedures and the associated cost of each to the City.

Combining of screening, test, blood work, or any procedures into one procedure name and combining of associated costs will not be acceptable.

15. Contractor shall respond to all City requests for information within two (2) business days.

C. Medical Reporting Requirements

1. Contractor shall provide employees with a post examination report that details the results of the tests.

2. Contractor shall properly maintain medical notes and documentation on all medical exams provided to individuals. Contractor shall document in medical notes, when necessary, the reasons for further testing.

3. Contractor shall provide annual aggregate data to the City that provides industry standard comparisons and trends.

4. Contractor shall provide annual reporting on the number of patients screened, type of screening performed and cancers identified.

5. Contractor will send reports to Ashley Lee (Ashley.lee@phoenix.gov) and Brianna

Soto (Brianna.Soto@phoenix.gov) .

2.6. Exhibit B - Fee Schedule

This section is intentionally left blank.