Community_Engagement_Consultant_for_the_29th_St._Thrive_Area_(Addendum_#1_Revision).pdf

CITY OF TUCSON

REQUEST FOR PROPOSAL

230097

COMMUNITY ENGAGEMENT CONSULTANT FOR THE 29TH ST.

THRIVE AREA

Due Date: Thursday, March 23, 2023

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/37305

PUBLISH DATE: February 16, 2023 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. 230097

BUSINESS SERVICES DEPARTMENT Page 2 of 39 SHARED SERVICES PROCUREMENT DIVISION RESPONSIBLE CONTRACT OFFICER: Norma Camacho

255 W. ALAMEDA, 6TH FLOOR, TUCSON, AZ 85701 PH: (520) 837-4132

Attachments:

A - OFFER AND ACCEPTANCE

B - ARPA Contract Amendment.COT

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A. NOTICE

A.1. CITY OF TUCSON

NOTICE OF REQUEST FOR PROPOSAL NO 230097

TITLE: Community Engagement Consultant for the 29th St. Thrive Area

SUBMITTAL DUE DATE: Thursday, March 23, 2023 AT 2:00 P.M. LOCAL AZ TIME

PRE-SUBMITTAL CONFERENCE DATE: Thursday, March 2, 2023

TIME: 2:00 pm LOCAL AZ TIME

LOCATION: Teams Meeting Click here to Join Meeting

Download Teams | Join on the web

Or call in (audio only)

+1 213-293-2303,,231266285# United States, Los Angeles

Phone Conference ID: 231 266 285#

QUESTIONS SHALL BE DIRECTED TO: Norma Camacho

(520) 837-4132 norma.camacho@tucsonaz.gov

Posted Date: Thursday, February 16, 2023

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.

https://teams.microsoft.com/l/meetup-join/19%3ameeting_MTNmMDAyYjAtY2Y3OS00ZDFjLThkYzQtY2Q1OGFhNTg4NjM1%40thread.v2/0?context=%7b%22Tid%22%3a%22d21e59ec-c208-43eb-aaf1-cf06d9a196e0%22%2c%22Oid%22%3a%2255a4d1aa-67a6-4204-ac64-c00bda0c4dc9%22%7d

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B. INTRODUCTION

B.1. Summary

The City of Tucson Housing and Community Development Department (the “City”) invites sealed proposals from qualified organization(s) to serve as Community Engagement partner for the 29th Street Thrive Zone project, funded by the American Rescue Plan Act State and Local Fiscal Recovery Fund.

The City of Tucson plans to adapt the Thrive in the 05 approach to comprehensive neighborhood planning and resident-driven investment to the 29th Street corridor bordered by Alvernon Way to the West, 22nd St to the North, Craycroft Rd to the East, and Golf Links Rd to the South.

The City intends to select a community engagement consultant (or team) based on its experience and ability to carry out the requested services:

• Work with and develop joint leadership composed of neighborhood leaders, city staff, and local stakeholders like nonprofits and educational institutions to guide the process

• Facilitate extensive community visioning and engagement work through non-traditional means such as community events, neighborhood ambassadors, asset and opportunity/challenge mapping, walking tours, cafecitos, etc.

• Collect data and use market studies to inform improvement projects and the transformation plan

• Incorporate a comprehensive focus on the neighborhood to include: the built environment, housing, services, job opportunities, education, economic development, and community safety

• Develop cross-sector partnerships and collaborations to align and leverage resources

• Facilitate a community driven process to identify and implement action projects

B.2. Background

Thrive in the 05

The Thrive in the 05 Initiative is a collaboration of the City, Arizona State University Office of Community Health, Engagement and Resiliency, and Pima Community College. In addition to the Choice Neighborhoods Planning Grant from HUD, the area is in the implementation phase for a Community- Based Crime Reduction Grant from the US Department of Justice (DOJ). Through an additional partnership between the Pima Community College Downtown Campus’ Workforce and Economic Development divisions and the City of Tucson’s Economic Initiatives Office, these combined efforts have engaged neighborhood residents, local businesses, and community stakeholders in developing a shared vision for the transformation of the area. The Thrive in the 05 approach goes beyond typical neighborhood planning and looks holistically at a place, identifying a vision to transform both the built environment and opportunities for residents to thrive through education, services, and jobs. The approach also integrates resident-driven strategies for crime reduction and public safety. A resulting Transformation Plan identifies joint goals and strategies that lay the groundwork to direct future investment. An additional key component of the Thrive in the 05 approach is funding for early implementation projects called Action Activities. These projects serve to build community trust and buy-in for the planning process, as well as to kick-start implementation of the Transformation Plan.

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Key components of the Thrive Zone approach:

• Joint leadership composed of neighborhood leaders, city staff, and local stakeholders like nonprofits and educational institutions that guide the process

• Extensive community visioning and engagement work through non-traditional means such as community events, neighborhood ambassadors, asset and opportunity/challenge mapping, walking tours, cafecitos, etc.

• Complimentary data and market studies completed by experienced consultants

• A comprehensive focus on the neighborhood to include: the built environment, housing, services, job opportunities, education, economic development, and public safety

• Development of cross-sector partnerships and collaborations to align and leverage resources

• Funding for Action Activities/early implementation projects selected through a community-driven process

The City seeks to expand this initiative to the 29th St corridor developing relationships that will create a shared vision for the transformation of that area.

Department of Housing & Community Development

The Housing & Community Development Department (HCD) plans, funds, and operates programs which assist Tucsonans, and families throughout Pima County, to improve their housing options, their neighborhoods, and their lives. HCD is responsible for administering the U.S. Department of Housing and Urban Development (HUD) programs for which the City of Tucson is the grantee as well as City funded human service programs. The Department oversees the Public Housing Authority for the City of Tucson and Pima County that administers several HUD programs; the assets owned, operated, and maintained by the City of Tucson’s Public Housing Program and the Housing Choice Voucher Program serving Tucson and Pima County, moderate rehabilitation project-based program, mainstream program for persons with disabilities, Veterans Affairs supportive housing program, and housing opportunities for people with AIDS. The Department also administers HUD entitlement grant programs including the Community Development Block Grant Program (CDBG), Home Investment Partnerships (HOME), Emergency Solutions Grant (ESG) and Housing Opportunities for People with AIDS (HOPWA) as well as the City’s Human Services Program that funds services delivered by local not-for-profit agencies.

The Department leverages these resources to support development of affordable rental housing, homeownership and repair programs, homeless services, and environmental reviews for its programs.

29th Street Thrive Zone

The 29th Street Thrive Zone project is envisioned as a 4-year effort, with the first phase (calendar years 2023 and 2024) focused on intensive community engagement, visioning, and planning and the second phase focused on implementation of the community-driven Transformation Plan, including Action Activities selected by the community. This RFP is seeking proposals for a Community Engagement Partner for the first phase of the project, with the possibility of extending the engagement work into the second phase. Year 1 (2023) will focus on activities related to community building and visioning, information and data gathering, and early actions to build community confidence. In Year 2 (2024), the project will move towards developing a Transformation Plan and selecting Action Activities.

The budget for the project is up to $200,000 per year for two years (calendar year 2023 and 2024). The contract may be renegotiated and renewed for another two years after that, until December 31, 2026.

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The project is funded through the State and Local Fiscal Recovery Funds (SLFRF) program, a part of the American Rescue Plan Act (ARPA) allocated by City of Tucson’s Mayor and Council. The proposer will work with HCD staff throughout the project to ensure all expenditures meet the requirements for these federal funds. City funds will cover expenses such as food, printing, and mailing for outreach events.

B.3. Contact Information

Norma Camacho Principal Contract Officer, CPPB Email: norma.camacho@tucsonaz.gov Phone: (520) 837-4132 Department:

Housing and Community Development

B.4. Timeline mailto:norma.camacho@tucsonaz.gov tel:(520)837-4132

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Release Project Date February 16, 2023

Pre-Proposal Meeting (Non- Mandatory)

March 2, 2023, 2:00pm Teams Meeting

Question Submission Deadline March 9, 2023, 4:00pm

Proposal Submission Deadline March 23, 2023, 2:00pm

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C. SCOPE OF WORK

C.1. Scope of Work

The City Housing and Community Development Department is seeking a consultant or consultant team that will serve as a key partner in implementing a comprehensive neighborhood engagement and planning process along the 29th Street corridor. This consultant(s)/team will use their expertise in diverse subject matter to engage residents in developing a plan for the equitable transformation of their neighborhood.

The below overall responsibilities and specific tasks represent a broad overview of the anticipated activities. However, responses should detail each proposer’s unique approach to this project and include activities that further the overall goals of the project.

C.2. Overall Responsibilities

As key project team partners, the contractor or consultant(s) shall work closely with the City’s 29th Street Thrive Zone Coordinator to build and maintain relationships and foster trust among area residents, stakeholders, and business owners.

A. In collaboration with City staff, the consultant(s) shall design and refine the organizational framework for Phase 1 of the project to ensure the initiative is co-led with residents and the outcomes are reflective of broad public input. This includes advising the City on the make-up of advisory groups, the structure and content of meetings and engagement events, the need for various subject matter working groups, and the timing of engagement efforts.

B. Advise the City on the need for technical reports and additional data to supplement community feedback that will inform the Transformation Plan.

C. Develop and deploy creative, innovative, and inclusive methods to engage the 29th Street community and incorporate their input in all aspects of the planning process.

D. Use team’s subject matter expertise in topics such as housing, neighborhood infrastructure, environment, transportation and mobility, community safety, health, education, economic development, and social services to develop engagement materials and activities that build mutual understanding between community members and technical practitioners (City/County/Partner staff) and result in feasible solutions to community-identified concerns.

E. Work with City to maintain and update communication channels, including project website and social media. Proposals may include ideas for engagement using digital and social media.

F. Summarize community input into documents and reports to be used in the final Transformation Plan. Support City staff in writing and designing the draft and final Transformation Plan.

G. Maintain flexibility to adapt outreach plans as needed to best meet the needs of the project and the community.

H. Meet at least monthly with City project staff.

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C.3. Engagement Plan

Within the first month, draft a Community Engagement Plan that details how City and consultant staff will communicate with and engage area residents and stakeholders throughout the project. The plan should outline strategies to ensure inclusive and accessible engagement for the diverse populations in the area and a schedule for when phases of the project will occur.

Task 1 Deliverable: Community Engagement Plan

C.4. Engagement and Planning Events

Plan and execute both traditional and non-traditional engagement events in collaboration with City project staff. These may include large-scale open houses, virtual and in-person meetings, workshops, focus groups, festivals and resource fairs, design charrettes, walking tours, volunteer workdays, cafecitos, fun nights, asset mapping, pop-up events etc. The City is open to innovative engagement strategies not discussed in this document. Project budget should include all materials and support needed to ensure events are accessible, including childcare, translation and interpretation services, and visual aids as appropriate.

Task 2 Deliverable: At least 2 Events Per Quarter

C.5. Visioning and Branding

Among the initial engagement tasks will be to develop a community-driven vision statement, name, and logo/branding for the project. City design staff will be available to assist with logo development.

Task 3 Deliverable: Branding style guide and logo in various formats

C.6. Needs Assessment

Within the first six (6) months of the project, produce and deploy a community needs assessment tool or tools that solicit detailed input from residents and stakeholders about their needs and priorities for the neighborhood across a range of subject areas. Provide details to how the tool(s) will be developed, how target populations will be determined, how survey topics and questions will be chosen, a methodology for collecting a representative sample of responses, and an estimated timeline to develop the tool and collect responses.

Task 4 Deliverable: Needs Assessment Tool(s) and Data Report of Responses

C.7. Leadership/Capacity Building

Develop and implement a capacity building program to identify, recruit, and train leaders among area residents and stakeholders to facilitate change and build community in their neighborhood. This may take the form in a “leadership academy” where residents participate in a curriculum about leadership, community organizing, and participating in local government, but the City is open to other ideas.

Task 5 Deliverable: Leadership Program Report and Results

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C.8. Ambassador Program

Coordinate a Community Ambassador program to bring neighborhood leaders into the outreach process. This will be a central aspect of the community outreach strategy and should include coordination, management, and payment of the Ambassadors. Provide and incorporate current best practices for management of an ambassador program and a plan listing how feedback from Ambassador engagement activities will be incorporated into the project.

Task 6 Deliverables: Proposal for Ambassador Program; End of Program Report

C.9. Initial Findings Report

Draft an initial findings report at the end of the Phase I year of engagement activities. The report should include summaries of the engagement activities and planning process completed to date, as well as identify themes, goals, and visions across goal areas for the community. The report should incorporate data from the needs assessment and relevant data and technical reports to provide an overall picture of the assets, challenges, and opportunities in the neighborhood. Progress reports may be necessary throughout the year to provide check-ins with the community.

Task 7 Deliverable: Phase I Report

C.10. Action Activity Selection process

During the first six (6) months of 2024, design and conduct a community process to select early implementation projects called “Action Activities” in consultation with the City. The process should ensure that a broad range of ideas are considered, but also allow the City/HCD to properly scope projects that are feasible and meet the funding guidelines. Throughout the first two years of the project, work with City staff to identify "Early Action Projects" that can also be implemented throughout the process to drive further engagement.

Task 8 Deliverable: Action Activity Plan

C.11. Quarterly Reporting

Quarterly reports will be due on the 15th day of the month following the end of each quarter. Reports will include updates to the schedule, budget, scope, and deliverables.

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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

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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

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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.

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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.

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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

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E. OFFER EVALUATION AND CONTRACT AWARD

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

A. Method of Approach

B. Qualifications and Experience

C. Price Proposal

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

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C. Reissue the solicitation.

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 five (5) 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. SOLICITATION 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://secure.procurenow.com/portal/tucson-az.

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;

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

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D. A detailed statement of the legal and factual grounds for the protest along with copies of all relevant documents; and

E. The form of relief requested.

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F. EVALUATION PHASES

No. Evaluation Criteria Scoring Method Weight (Points)

1. Method of Approach In this section, describe in detail the approach to deliver the requested scope of work and deliverables. The approach should include a cover letter, solicitation number and project name, and the statement of work, limited to no more than ten (10) pages.

A. Describe the Consultants and/or Project Team’s knowledge of the Project Area and Communities.

B. Describe how the tasks will be completed and which consultant or team member will be involved in each task

C. Provide a timeline for completion of deliverables and outreach processes

D. Describe internal measures that will be used to ensure quality assurance and timely completion of the project

E. Describe how the consultant or team will work with City staff on projects and respond to feedback

N/A N/A

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2. Qualifications and Experience

A. Submit individual/team qualifications, relevant experiences, and explain why your firm/team is especially well qualified to perform the required services.

B. Project consultant/team shall include ideas, methods, and strategies for incorporating equitable outcomes in all aspects of project delivery, including team structure, so as to incorporate community voices in decision making processes.

C. Demonstrate successful planning experience(s) and knowledge of working with low-resource communities and advocating for equitable development and engagement in a variety of contexts.

D. List and discuss the key members of the firm/Project Team and their qualifications and experiences. In particular, the Project Manager, supporting staff, and subcontractors that make up the Project Team shall be provided.

E. Submit an organizational chart of personnel to be assigned to the services together with the specific project tasks that will be performed by the designated individuals

F. Identify the firm’s record for project completion with other recent clients

G. Identify the type and location of similar work performed

H. Project Teams shall include three

(3) relevant project references from an ongoing or previous client for work completed, no more than three years prior, with contact information for the client Project Manager of each project reference.

N/A N/A

3. Price Proposal Provide the price Page as requested.

Offerors are asked to provide fully loaded hourly labor rates for the tasks identified.

N/A N/A

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G. PRICING

PRICE PROPOSAL

Offerors are asked to complete and submit this PRICE PAGE with a cost proposal for the Task deliverables as described in Scope of Services. Offerors are also asked to provide a breakdown of the cost proposal which should include, but not be limited to, the cost of labor hours regarding the services proposed and the cost of items to be purchased and designed **Fee must be inclusive of all costs, including but not limited to, direct and indirect costs for labor, overhead, materials, printing, postage, travel and mileage, taxes etc.** List all positions and applicable hourly rates for any/all personnel who may conduct work under the resulting contract, as well as the estimated total time allocated for the project for each position

Line Item Description Quantity Unit of Measure

Unit Cost Total

Community Engagement

1 Task 1 Deliverables 1 EACH

2 Task 2 Deliverables 1 EACH

3 Task 3 Deliverables 1 EACH

4 Task 4 Deliverables 1 EACH

5 Task 5 Deliverables 1 EACH

6 Task 6 Deliverables 2 EACH

7 Task 7 Deliverables 1 EACH

8 Task 8 Deliverables 1 EACH

TOTAL

HOURLY RATES (FUTURE PROJECT DELIVERABLES)

Fill out and modify as applicable to team

Line Item Description Quantity Unit of Measure

Unit Cost Total

1 Lead Project Manager/Consultant 1 Hourly

2 Consultant #2 1 Hourly

3 Consultant #3 1 Hourly

4 Consultant #4 1 Hourly

5 Consultant #5 1 Hourly

BUSINESS SERVICES DEPARTMENT Page 22 of 39

Line Item Description Quantity Unit of Measure

Unit Cost Total

6 Consultant Assistant 1 Hourly

7 Office Administrative Assistant 1 Hourly

8 Office Assistant 1 Hourly

TOTAL

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H. SPECIAL TERMS AND CONDITIONS

H.1. 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.2. 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, 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.

http://www.tucsonprocurement.com/coop_partners.aspx http://www.mesaaz.gov/home/showdocument?id=23638

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H.3. 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://tucsonprocurement.com/bidders_livingwage.aspx.

H.4. 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.5. 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 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.

https://tucsonprocurement.com/bidders_livingwage.aspx.

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I. INSURANCE REQUIREMENTS

I.1. Required Insurance Policies

Contractor will obtain and maintain during the entire term of this Contract and for 2 years after the Contract term ends, the following insurance coverage from insurers that have an “A.M. Best” rating of not less than A-VII:

I.2. Commercial General Liability

Policy must include Bodily Injury, Property Damage, Personal Injury and Broad Form Contractual Liability with coverage limits no lower than:

A. Each Occurrence: $1,000,000

B. General Aggregate: $2,000,000

C. Products & Completed Operations Aggregate: $2,000,000

D. Personal and Advertising Injury: $1,000,000

E. Blanket Contractual Liability: $1,000,000

I.3. Commercial Automobile Liability

Policy must include bodily injury and property damage, for any owned, hired, and/or non-owned vehicles used in performance of work under this Contract, with a Combined Single Limit no lower than $1,000,000.

I.4. Worker's Compensation

Policy must have coverage limits no lower than:

A. Per Occurrence: Statutory

B. Employer's Liability: $1,000,000

C. Disease Each Employee: $1,000,000

D. Disease Policy Limit: $1,000,000

E. [If Contractor is a Sole Proprietor, include this waiver provision under A.R.S. § 23-961(M). To determine whether the Contractor is a Sole Proprietor, please request the Sole Proprietor/Independent Contractor form from the Contract Officer listed in the solicitation.] I am a sole proprietor, and I am doing business as [name of sole proprietor business]. I am performing work as an independent contractor for the City of Tucson. I am not the employee of the City of Tucson for workers' compensation purposes, and, therefore, I am not entitled to workers' compensation benefits from the City. I understand that if I have any employees working for me, I must maintain workers' compensation insurance on them.

BUSINESS SERVICES DEPARTMENT Page 26 of 39

I.5. Professional Liability (Errors & Omissions)

Policy must have coverage limits no lower than:

A. Each Claim: $1,000,000

B. Annual Aggregate: $2,000,000

I.6. Policy Change Notice

Contractor will give the City 30 days advance written notice before any of the above policies are changed in any manner that is inconsistent with the requirements of this Contract. The notice must be sent directly to the Procurement Division of the Business Services Department.

I.7. Additional Insured

The Commercial General Liability, Commercial Automobile Liability and umbrella policies where applicable will include the City as an additional insured with respect to liability arising out of the performance of this contract. The City must be covered to the full policy limits, even if those limits of liability are in excess of those required by this Contract. The coverage must be primary and any insurance carried by City is excess and not contributing.

I.8. Claims-Made Coverage

If any or part of the required insurance is written on a claims-made basis, any policy retroactive date must precede the date of the contract and the Contractor must maintain such coverage for a period not less than three (3) years following contract expiration, termination or cancellation.

I.9. Additional Requirements

Each insurance policy required by this Contract, excluding Professional Liability (Errors & Omissions), must include or be endorsed to include to provide the following:

A. A waiver of subrogation endorsement in favor of the City, for losses arising from work performed by or on behalf of the Contractor (Including Worker’s Compensation).

B. The policy is primary and any insurance carried by the City is excess and not contributing.

C. The coverage provided by the policy is not limited to the liability assumed under the indemnification provisions of this Contract.

D. The insurer will provide written notice to the City at least ten (10) calendar days before the policy is terminated or cancelled or the coverage is reduced.

I.10. Verification of Coverage

A. Contractor will give the City certificates of insurance (ACORD form or equivalent approved by the City), signed by an authorized representative of the insurer, showing that the Contractor has all the insurance required by this Contract.

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B. Contractor must deliver the certificates directly to the Procurement Division of the City’s

Business Services Department before the Contractor commences work under this Contract.

C. The certificates must contain the City project/contract number and project description.

D. The City reserves the right to require complete copies of all insurance policies required by this Contract at any time.

I.11. Subcontractors

Contractors’ insurance certificate(s) must include all subcontractors as insureds under its policies or Contractor must give the City separate certificates and endorsements for each subcontractor showing that each subcontractor has the insurance coverage described above.

I.12. Public Entities

If Contractor or any sub-contractor is a public entity that self-insures as permitted by law, then the insurance requirements in this Section 8 will not apply to that entity and that entity must instead provide a Certificate of Self- Insurance.

I.13. Sufficiency of Coverage

The City in no way warrants that the required minimum insurer rating in this Contract is sufficient to protect the Contractor from potential insurer insolvency, nor that the required liability limits are sufficient to protect Contractor.

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J. STANDARD TERMS AND CONDITIONS

J.1. ADVERTISING

Contractor will not advertise or publish information concerning this Contract without prior written consent of the City’s Business Services Director.

J.2. COMPLIANCE WITH LAWS

The parties will comply with all federal, state and local laws, rules, regulations, standards and Executive Orders including, without limitation, the following:

A. Americans with Disabilities Act. Contractor will comply with all applicable provisions of the Americans with Disabilities Act (Public Law 101-336, 42 U.S.C. 12101 -- 12213) and applicable Federal regulations under the Act, including 28 CFR Parts 35 and 36.

B. Workers’ Rights Laws. Contractor will comply with all applicable provisions of Federal and State Child Labor and Workers’ Rights laws and agrees if called upon to affirm in writing that they and any subcontractors working under this Contract are in compliance.

C.