Contract_Specialist_Pre_Quote_Meeting_Presentation_10.29.2026.pdf

Senior Contract

Specialist RFQ No. 2027-06

Thursday, October 29, 2026 • 10:00–10:30 a.m. Arizona Time

Welcome & Attendance www.CaveCreekAZ.gov

Welcome & Introduction

•Good morning, everyone! Thank you for joining us today.

•I'm Monique Harris, the Town of Cave Creek's Procurement Administrator.

•We're making a little history here in Cave Creek! We're building the Town's first centralized Procurement Department from the ground up.

•This opportunity is an important part of that effort, and we're excited about the interest we've received.

Quick Housekeeping

•Please enter your full name and company name in the Zoom chat for attendance.

•Important: Verbal responses today are not binding. All questions must be submitted through OpenGov, and official clarifications or changes will be issued in writing.

Let's Get Started!

•I'll briefly walk through the scope, expectations, and quote process.

•Then we'll open it up for questions!

Today’s Agenda

• Welcome, attendance and meeting ground rules

• Project overview and intended outcomes

• Scope of services, milestones and work arrangements

• Cooperative eligibility and quote submission

• Questions and next steps

Purpose of the Quote Request

• Temporary remote support to build and organize the Town’s cooperative contract library in OpenGov Procurement

• Comparison of qualified contractors under existing competitively awarded cooperative contracts

• This process does not establish a new master cooperative contract

• All contract records remain subject to Town review and approval

Scope of Services

• Research approximately 75 identified cooperative purchasing agreements and additional assigned agreements

• Retrieve awarded contracts, amendments, renewals, pricing and related documentation

• Verify contract details, eligibility and missing information

• Create and maintain accurate contract records and supporting documents in OpenGov

• Request and track Certificates of Insurance (COIs); maintain a shared progress tracker

Term, Location & Budget

• Initial term: 60 calendar days from Notice to Proceed

• Optional extension: one additional 30 calendar days, subject to approval and funding

• Not-to-exceed amount: $16,000, including an authorized extension unless separately approved

• 100% remote; part-time, as needed; no guaranteed minimum hours

• Coordinate with Town business hours: Monday–Thursday, 7 a.m.–5 p.m. Arizona Time

Deliverables & Milestones

• Within 10 business days: review initial 75 agreements, establish tracking, identify gaps and initiate COI requests

• Throughout assignment: research, enter and update agreements; track COIs; submit records for Town review

• Weekly: report progress, outstanding items and anticipated completion dates

• By Day 60: deliver final inventory, pending items, outstanding COIs and transition summary

Cooperative Contract Eligibility

• Respondent must hold an active, eligible, competitively awarded cooperative contract covering the proposed services

• Identify cooperative organization, contract number, title, expiration and applicable labor category

• Provide awarded contract and pricing documentation supporting the proposed specialist and hourly rate

• Town will verify scope, pricing, eligibility and applicable cooperative contract requirements

Quote Requirements & Selection

• Complete the OpenGov vendor questionnaire and upload the proposed specialist’s résumé

• Confirm availability and ability to perform the 60-day remote assignment

• Enter one fixed, all-inclusive hourly billing rate in the OpenGov pricing table

• Mandatory qualifications and cooperative compliance reviewed Pass/Fail

• Qualified quotes compared on hourly rate and overall value; no interviews anticipated

Deadline & Official Communications

• QUOTE DEADLINE: Tuesday, November 10, 2026 at 3:00 p.m. Arizona Time

• Submit electronically through the Town’s OpenGov Procurement Portal

• Project: procurement.opengov.com/portal/cavecreekaz/projects/316620

• Submit all questions through OpenGov by the project’s published question deadline

• Only written OpenGov responses and addenda are official and binding

Questions & Closing

• We welcome questions about the published scope and submission process.

• Please submit every question through OpenGov so all vendors receive the same official information.

• Any material clarification or change will be issued through a written addendum.

• Thank you for your interest in working with the Town of Cave Creek.

Questions ?