Designated_Aviation_Channeling_Services_(Addendum_#1_Revision).pdf

REQUEST FOR PROPOSAL - GOODS AND SERVICES

AVN RFP 25-0498

DESIGNATED AVIATION CHANNELING SERVICES

CITY OF PHOENIX

AVIATION

2485 EAST BUCKEYE ROAD

PHOENIX, AZ

85034

RELEASE DATE: June 23, 2025

DEADLINE FOR QUESTIONS: July 1, 2025

RESPONSE DEADLINE: July 30, 2025, 2:00 pm

City of Phoenix

REQUEST FOR PROPOSAL - GOODS AND SERVICES

AVN RFP 25-0498

Designated Aviation Channeling 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 - Supplemental Terms And Conditions To All Airport Agreements (Revised 5/22/2024)

Request For Proposal - Goods and Services #AVN RFP 25-0498 Title: Designated Aviation Channeling Services

1. Introduction

1.1. Contact Information

Kyle Brack

Aviation

Email: kyle.brack@phoenix.gov

Phone: (602) 683-3886

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, Arizona Time.

To request a reasonable accommodation or alternative format for any public meeting, please contact the Procurement Officer (Kyle Brack) at (602) 683-3886/Voice or 711/TTY, or kyle.brack@phoenix.gov, no later than two (2) weeks prior to the meeting.

Solicitation Issue Date: June 23, 2025

Pre-Offer Conference (Non-Mandatory): June 27, 2025, 9:00am

To RSVP / register, please visit:

https://cityofphoenix.webex.com/weblink/reg ister/r045a606c5f5db69276a77b7ec0b7369 c

Written Inquiries Due Date: July 1, 2025, 5:00pm

Offer Due Date: July 30, 2025, 2:00pm

Public offer opening will begin @ 2:15 PM

To attend virtually, please visit:

https://cityofphoenix.webex.com/cityofphoen ix/j.php?MTID=mc5002483a334532aa64bf5

8ef54f028d

Join by phone:

+1-415-655-0001 US Toll

Access code: 2336 507 8697

Please note: registration or RSVP to participate in the Pre-Offer Conference is required in order to obtain the Pre-Offer Conference meeting information. An Offeror who wishes to join the Pre-https://cityofphoenix.webex.com/weblink/register/r045a606c5f5db69276a77b7ec0b7369c https://cityofphoenix.webex.com/weblink/register/r045a606c5f5db69276a77b7ec0b7369c https://cityofphoenix.webex.com/weblink/register/r045a606c5f5db69276a77b7ec0b7369c https://cityofphoenix.webex.com/cityofphoenix/j.php?MTID=mc5002483a334532aa64bf58ef54f028d https://cityofphoenix.webex.com/cityofphoenix/j.php?MTID=mc5002483a334532aa64bf58ef54f028d

Offer Conference for this solicitation is required to register using the weblink or access code provided prior to the meeting. Upon completion of registration, the Pre-Offer Conference meeting information will be forwarded to the registered email address.

2. Instructions

2.1. Summary

The City of Phoenix (City) Aviation Department (Aviation) invites sealed offers for Designated

Aviation Channeling Services (DAC) for a 3-year term with two (2) 1-year optional renewals commencing on or about January 1, 2026, in accordance with the specifications and provisions contained herein or the “Effective Date” which is upon award by City Council, conditioned upon signature and recording by the City Clerk’s department, as required by the Phoenix City Code, whichever is later.

This solicitation is available through the City’s Procurement Portal. For technical support issues related to the OpenGov e-Procurement Portal, Offeror may use the support bubble on the bottom right, or email procurement-support@opengov.com for any assistance. For other issues related to this Solicitation, please contact the procurement officer listed under Contact

Information.

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

2.2. Background

The City is seeking a qualified Contractor to provide the Transportation Security Administration

(TSA) certified and accredited Designated Aviation Channeling Services (DAC). Contractor will process required background checks, including fingerprint-based Criminal History Record

Checks (CHRC) and Security Threat Assessments (STA), at Phoenix Sky Harbor International

Airport (Airport).

Under Code of Federal Regulations (C.F.R.) Title 49 Part 1542 and TSA Aviation Security

Directive 1542-04-08 series, Aviation is required to conduct background checks on all airport workers before receiving a badge and obtaining unescorted access to restricted airport areas.

TSA requires airports to use a TSA-certified and approved DAC provider.

Contractor must receive, validate, and aggregate biographic and biometric data from Aviation then transmit the data to TSA for airport worker screening. Contractor shall fully automate the transmission of biographic and biometric data from Aviation to TSA and from TSA to Aviation. In addition, Contractor shall provide a web-based portal for Aviation to obtain transmitted Airport worker screening information. Aviation is currently using Intellisoft version 10.2 for the Identity

Management System (IDMS), and Livescan for the fingerprint equipment. The use of Intellisoft as the IDMS provider and its specified software version may change during the term of this

Contract.

2.3. Minimum Qualifications

The qualified and responsive Offeror must meet all minimum qualifications listed below. If an

Offeror fails to meet one or more of the minimum qualifications, the Offer will be disqualified as non-responsive.

1) Offeror must have met and be in current compliance with all TSA regulatory requirements and maintain certification and accreditation from the TSA to operate as a Designated Aviation mailto:procurement-support@opengov.com

Channeling Services (DAC) provider. Conditional acceptance, application in process, or any other status short of full operational approval as a DAC provider will not be accepted.

2) Offeror must have a minimum of one (1) year of experience with Aviation Security

Regulations, Code of Federal Regulations (C.F.R.) Title 49 Part 1542.209 (airport), and/or Part

1544.229 (air carrier), and/or Security Directive 1542-04-08 series.

3) Offeror must currently be in business as a DAC provider, as defined in the Scope of Work, for at least one (1) year.

2.4. 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.

2.5. Fixed Offer Price Period

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

2.6. Obtaining a Copy of the Solicitation and Addenda

Interested Offerors may download the complete solicitation and addenda from Solicitation’s

Public Page: https://procurement.opengov.com/portal/phoenix/projects/167638. 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, Aviation Headquarters, 2485 East Buckeye Road, Phoenix, Arizona 85034. It is the Offeror’s responsibility to check the website, read the entire solicitation, and verify all required information is submitted with their

Offer.

2.7. Exceptions

Offeror must not take any exceptions to any terms, conditions or material requirements of this solicitation. Offers submitted with exceptions may be deemed non-responsive and disqualified from further consideration in the City’s sole discretion. Offerors must conform to all the requirements specified in the Solicitation. The City encourages Offerors to send inquiries to the

Procurement Officer rather than including exceptions in their Offer.

2.8. Inquiries

All questions that arise relating to this solicitation should be directed via City’s OpenGov

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 OpenGov Procurement Portal.

https://procurement.opengov.com/portal/phoenix/projects/167638

2.9. Addenda

The City of Phoenix will not be responsible for any oral instructions made by any employees or officers of the City of Phoenix regarding this solicitation. Any changes will be in the form of an addendum. The Offeror must acknowledge receipt of any/all addenda through the City's

Procurement Portal.

2.10. Licenses

If required by law for the operation of the business or work related to this Offer, Offeror must possess all valid certifications and/or licenses as required by federal, state or local laws at the time of submittal.

2.11. Certifications

By signature in the Offer section of the Offer and Acceptance page(s), Offeror certifies:

• The submission of the Offer did not involve collusion or other anti-competitive practices.

• The Offeror must not discriminate against any employee, or applicant for employment in violation of Federal or State Law.

• The Offeror has not given, offered to give, nor intends to give at any time hereafter, any economic opportunity, future employment, gift, loan, gratuity, special discount, trip, favor, or service to a public servant in connection with the submitted Offer.

2.12. 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/167638. 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/167638 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.

2.13. Withdrawal of Offer

At any time prior to the solicitation due date and time, an Offeror (or designated representative) may withdraw the Offer by clicking “Unsubmit Response” on the Offer submission via the City’s

Procurement Portal.

2.14. Offer Results

Offer openings will take place on their designated date and time indicated in the Schedule of

Events through remote video and telephone conference with the link and dial-in phone number below:

Meeting Link https://cityofphoenix.webex.com/cityofphoenix/j.php?MTID=mc5002483a334532aa64bf58ef54f0

28d

Join by phone:

+1-415-655-0001 US Toll

Access code:

2336 507 8697

The name of each Offeror and the price may be read and/or viewed. Offers are not available for public inspection until after the City has posted the award recommendation on the City’s website.

The City will post the Offeror’s name on the Solicitation's Public Page:

https://procurement.opengov.com/portal/phoenix/projects/167638 within five business days of the Offer opening. Offers are not available for public inspection until after the City has posted the award recommendation on the City’s website. Once the City has reviewed the Offers, the

City will post an award recommendation on the website. The City will not provide any further notification to unsuccessful offerors.

2.15. Pre-Award Qualifications

Upon or prior to notification of an award recommendation, Offeror may be required to submit a completed Security Maturity Questionnaire to be reviewed by the City's Information Technology

Services Department.

2.16. Certificates of Insurance

Upon notification of a recommendation of award, the Offeror will have 30 calendar days to submit a complete certificate of insurance in the minimum amounts and the coverages as https://cityofphoenix.webex.com/cityofphoenix/j.php?MTID=mc5002483a334532aa64bf58ef54f028d https://procurement.opengov.com/portal/phoenix/projects/167638 required in the Insurance Requirements of this solicitation. Insurance requirements are non-negotiable.

2.17. Award of Contract

Unless otherwise indicated, award(s) will be made to responsive, responsible Offeror(s) who are regularly established in the service, or providing the goods, contained in this solicitation and who have demonstrated the ability to perform in an acceptable manner.

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

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

Solicitation in a timely manner. 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 in a timely manner;

3. Safety record; and,

4. Offeror('s') references, history of complaints, and terminations 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; (3) cancel a solicitation; and (4) cancel a solicitation with the intent to 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 approved by the Phoenix City Council, signed by the Chief

Procurement Officer, or his designee, or the Aviation Department Director and recorded by the City Clerk as noted above. A contract has its inception in Offer and subsequent award by Phoenix City Council, thereby eliminating a formal signing of a separate contract(s). For that reason, all of the terms, conditions and specifications of the awarded procurement contract pursuant to this Solicitation are contained in the

Solicitation, and in any related addenda and contract amendment.

2.18. Solicitation Transparency Policy

Commencing on the date and time a solicitation is published, potential or actual Offerors or respondents (including their representatives) shall only discuss matters associated with the

Solicitation with the Mayor, any members of City Council, the City Manager, any Deputy City

Manager, or any department director directly associated with the solicitation (including in each case their assigned staff, except for the designated Procurement Officer) at a public meeting, posted under Arizona Statutes, until the resulting contract(s) are awarded to all offers or responses are rejected and the solicitation is cancelled without any announcement by the

Procurement Officer of the City’s intent to reissue the same or similar solicitation.

As long as the solicitation is not discussed, Offerors may continue to conduct business with the

City and discuss business that is unrelated to the solicitation with the City staff. Offerors may not discuss the solicitation with any City employees or evaluation panel members.

Offerors may discuss their proposal or the solicitation with the Mayor or one or more members of the Phoenix City Council, provided such meetings are scheduled through the Procurement

Officer, and are posted as open meetings with the City Clerk at least 24 hours prior to the scheduled meetings. The City Clerk will be responsible for posting the meetings. The posted notice shall identify the participants and the subject matter, as well as invite the public to participate.

With respect to the selection of the successful Offerors, the City Manager and/or City Manager's

Office will continue the past practice of exerting no undue influence on the process. In all solicitations of bids and proposals, any direction on the selection from the City Manager and/or

City Manager's Office and Department Head (or representative) to the proposal review panel or selecting authority must be provided in writing to all prospective Offerors.

This policy is intended to create a level playing field for all Offerors, assure that contracts are awarded in public, and protect the integrity of the selection process. OFFERORS THAT

VIOLATE THIS POLICY SHALL BE DISQUALIFIED. After official Notice is received by the City for disqualification, the Offeror may follow the Protest process, unless the Solicitation is cancelled without notice of intent to re-issue.

“To discuss” means any contact by the Offeror, regardless of whether the City responds to the contact. Offerors that violate this policy will be disqualified until the resulting contract(s) are awarded, or all offers or responses are rejected and the solicitation is cancelled without any announcement by the Procurement Officer of the City’s intent to reissue the same or a similar solicitation. The City interprets the policy as continuing through a cancellation of a solicitation until Council award of the contract, as long as the City cancels with a statement that the City will rebid the solicitation.

2.19. Protest Process

Offeror may protest the contents of a solicitation no later than seven days before the solicitation deadline when the protest is based on an apparent alleged mistake, impropriety or defect in the solicitation. Protests filed regarding the Solicitation may be addressed by an amendment to the

Solicitation or a denial 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 altogether, or cancel and re-bid.

Therefore, unless otherwise notified by a formal amendment, the Protester must adhere to all solicitation dates and deadlines, including the timely filing of an offer, regardless of filing a protest.

Offeror may protest an adverse determination issued by the City regarding responsibility and responsiveness, within seven days of the date the Offeror was notified of the adverse determination.

Offeror may protest an award recommendation if the Offeror can establish that it had a substantial chance of being awarded the contract and will be harmed by the recommended award. The City will post recommendations on the City’s Procurement Portal to award the contract(s) to an Offeror(s). Offeror must submit award protests within seven days after the posting of the award recommendation, with exceptions only for good cause shown, within the

City’s full and final discretion.

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

• Identification of the solicitation number;

• The name, address and telephone number of the protester;

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

• The form of relief requested; and

• The signature of the protester or its authorized representative.

The Procurement Officer will render a written decision within a reasonable period after the protest is filed. The City will not request City Council authorization to award the contract until the protest process is complete. All protests and appeals must be submitted in accordance with the

City’s Procurement Code, (Phoenix City Code, Ch. 43) and any protests or appeals not submitted within the time requirements will not be considered. Protests must be filed with the

Procurement Officer.

2.20. Public Record

All Offers submitted in response to this solicitation will become the property of the City and become a matter of public record available for review pursuant to Arizona State law. If an

Offeror believes that a specific section of its Offer response is confidential, the Offeror will isolate the pages marked confidential in a specific and clearly labeled section of its Offer response. An Offeror may request specific information contained within its Offer is treated by the

Procurement Officer as confidential provided the Offeror clearly labels the information

“confidential.” To the extent necessary for the evaluation process, information marked as

“confidential” will not be treated as confidential. Once the procurement file becomes available for public inspection, the Procurement Officer will not make any information identified by the

Offerors as “confidential” available to the public unless necessary to support the evaluation process or if specifically requested in accordance with applicable public records law. When a public records request for such information is received, the Procurement Officer will notify the

Offeror in writing of any request to view any portion of its Offer marked “confidential.” The

Offeror will have the time set forth in the notice to obtain a court order enjoining such disclosure.

If the Offeror does not provide the Procurement Officer with a court order enjoining release of the information during the designated time, the Procurement Officer will make the information requested available for inspection.

2.21. Late Offers

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

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

2.22. Right to Disqualify

The City reserves the right to disqualify any Offeror who fails to provide information or data requested or who provides materially inaccurate or misleading information or data. The City further reserves the right to disqualify any Offeror on the basis of any real or apparent conflict of interest that is disclosed by the Offer submitted or any other data or information available to the

City. This disqualification is at the sole discretion of the City. By submission of a solicitation response, the Offeror waives any right to object now or at any future time, before any agency or body including, but not limited to, the City Council of the City or any court as to the exercise by the City of such right to disqualify or as to any disqualification by reason of real or apparent conflict of interest determined by the City. The City reserves the right to replace the disqualified

Offeror.

2.23. Contract Award

The City reserves the right to award a contract by individual line items, by group, all or none, or any other combination most advantageous to the City. The City reserves the right to award multiple contracts.

2.24. Determining Responsiveness and Responsibility

Offers will be reviewed for documentation of 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.

2.25. Evaluation of Competitive Sealed Offers

The City will use its discretion in applying the following processes to this solicitation. Any ties in scoring will be resolved with a best and final price request and the lowest price will prevail.

2.26. Detailed Evaluation of Offers and Determination of Competitive Range

During deliberations, the Evaluation Panel will reach a consensus score for each evaluation criterion except price. The Procurement Officer will score the price, which will be added to the overall consensus score. The overall consensus scores will determine the Offerors’ rankings and which Offers are within the Competitive Range, when appropriate.

2.27. Offers Not Within the Competitive Range

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

Range.

2.28. 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 of Work requirement, the City may discuss or negotiate the conditions, exceptions, reservations or understandings during these meetings. But the City in its sole discretion may reject any and all conditions, exceptions, reservations and understandings, and the City may instruct any Offeror to remove the conditions, exceptions, reservations or understandings. If the Offeror fails to do so, the City may determine the Offer is nonresponsive, and the City may revoke its determination that the Offer is in the Competitive Range.

To the fullest extent permitted by law, the City will not provide any information, financial or otherwise, to any Offeror about other Offers received in response to this solicitation. During discussions with Offerors in the Competitive Range, the City will not give Offerors specific prices or specific financial requirements that Offerors must meet to qualify for further consideration.

The City may state that proposed prices are too high with respect to the marketplace or otherwise unacceptable. Offerors will not be told of their relative rankings before Contract award.

2.29. Best and Final Offers (BAFO)

A BAFO is an option available for negotiations. Each Offeror in the Competitive Range, which is determined in the City’s sole discretion, may be afforded the opportunity to amend its Offer and make one BAFO.

If an Offeror’s BAFO modifies its initial Offer, the modifications must be identified in the BAFO.

The City will evaluate BAFOs based on the same requirements and criteria applicable to initial

Offers. The City will adjust appropriately the initial scores for criteria that have been affected by offer modifications made by a BAFO. Based on the criteria defined in the solicitation as weighted, the City will then perform final scoring and prepare final rankings.

The Evaluation Panel will recommend the Offer that is the best value and most advantageous to the City based on the evaluation criteria.

The City reserves the right to make an award to an Offeror whose Offer is the highest rated, best value, and most advantageous to the City based on the evaluation criteria, without conducting written or oral discussions with any Offeror, without negotiations, and without soliciting BAFOs.

3. Scope of Work

3.1. General Requirements

3.1.1 Contractor must provide all labor, supervision, materials, supplies, equipment, tools, transportation, methods of communication and, if required, additional miscellaneous services necessary to meet requirements of specified services throughout the term of this

Contract.

3.1.2 Contractor must maintain full regulatory compliance with the Transportation Security

Administration's (TSA) Designated Aviation Channeling Services (DAC) provider program.

3.1.3 Contractor must establish security protocols for Contractor’s employees and subcontractors. Examples of security protocols include background screening, employment verification, and ensuring client confidentiality.

3.1.4 If necessary, Contractor must assist Aviation in the transition from one DAC provider to another to ensure no interruption in service.

3.2. Service Requirements

3.2.1 Obtain all required permits necessary to perform the work under this Contract.

3.2.2 Provide web user interface functionality at Phoenix Sky Harbor International Airport

(Airport) that must include user authentication, enrollment data capture, and upload

(biographic and biometric), support of multiple file formats (e.g., .csv, .xlsx, and .xml), update request processing, delete and revoke request processing, badge and credential information management and transmission to the TSA (e.g., badge number, type, and status), display TSA Security Threat Assessment (STA) status and fingerprint-based

Criminal History Records Check (CHRC) numbers as assigned by DAC provider, record search and query support, and TSA bulletin and broadcast information. The TSA bulletin and broadcast information refers to a DAC broadcasting to its customer base when there is an issue. In addition, the TSA bulletin and broadcast information must also be displayed on the DAC provider’s webpage.

3.2.3 Contractor must interface with Aviation’s current badging and fingerprint systems provider, Intellisoft, for data transmission. Contractor must also coordinate with Intellisoft to ensure automation at no additional cost to the City. The current badging and fingerprint systems provider may change during the term of this Contract.

3.2.4 Provide fingerprint and STA channeling via electronic submission.

3.2.5 Send CHRC and STA biographic and biometric data electronically as one (1) combined submittal to the TSA from the Airport by secure Virtual Private Network (VPN) tunnel and with the Airport’s current identification badging systems. Contractor will collect and receive biographic and biometric data, validate, and implement quality control for all data received from the Airport. Such data shall be combined and sent to the TSA as one

(1) submittal.

3.2.6 Provide live customer service available, at minimum, from Monday through Friday

7:00 a.m. to 5:00 p.m. local Phoenix time, excluding City holidays.

3.2.7 Contractor must communicate with Aviation by phone or email. Upon receiving communication from Aviation, Contractor must respond to the Aviation Department

Representative (ADR) within 24 hours.

3.2.8 Process and forward fingerprint inked and paper cards using a traceable means to ensure accountability and, once received by Contractor, ensure they are digitized and submitted in the same manner as an electronic submission.

3.2.9 Send real time responses to the Airport’s system and update the Airport system with real time status without manual interaction with the Airport.

3.2.10 Validate the Airport’s existing database against TSA records.

3.2.11 Provide the ability for Aviation to track and view the status of each biographic and biometric submittal.

3.2.12 Ensure the ability for Aviation to manually update records if necessary.

3.2.13 Fully comply with the Airport to maintain the security of the Airport’s VPN.

Contractor shall have security measures in place prior to access the Airport’s VPN in order to protect Airport’s system. Specific VPN requirements will be determined by the

City and will depend on the Offeror’s proposed solution.

3.2.14 Submit monthly STA submission of entire Airport badged populations to the ADR as long as required by TSA-issued Security Directive and upon request by the ADR.

3.2.15 Provide on-line reporting capability, including the ability to search for applicant details, credit and debit memos, invoices, and transaction types.

3.3. Service Deficiencies

3.3.1 Contractor is responsible for the professional quality, accuracy, and coordination of all services furnished under this Contract. Contractor must, without additional compensation, correct or revise any deficiencies in the services at the earliest opportunity and with approval from an ADR. If Contractor is unable to provide the services as directed by this Contract, then Contractor is subject to Liquidated Damages referenced within this

Solicitation.

3.4. Billing Requirements

3.4.1 Contractor shall submit invoices on a monthly basis for services provided during the previous month not later than the fifth day of each month (e.g., an invoice for January’s services is due by February 5) to the ADR.

3.4.2 Contractor shall invoice after the cost has been incurred for fingerprint submittals and STAs.

3.4.3 Invoices will be paid monthly in arrears. The invoice shall be issued in accordance with pricing established in the Fee Schedule.

3.4.4 Contractor shall produce detailed monthly billing reports for the prior month’s services, which are due not later than the end of the following month’s first week (e.g., a billing report for January's services is due the first week of February). The detailed monthly billing reports must provide 100% reconciliation of charges and include invoices for services rendered. These detailed billing reports are required for auditing purposes.

3.4.5 Monthly invoices are subject to review and are to be in a form acceptable to the

City, which currently are .pdf and .xlsx. Each monthly invoice shall include all necessary reports, information, and data that are necessary to entitle Contractor to the requested payment. Contractor must work with the ADR if questions or issues arise regarding the monthly invoices.

3.5. Reporting

3.5.1 Contractor shall provide web-based reporting for daily submittal reports. The daily submittal report contains a summary list of transactions that are submitted to the

Contractor, including any errors associated with those records. This daily report allows

Aviation to track and view the status of each submittal.

3.6. Aviation Department Representative

3.6.1 The ADR for this Contract is Kamila Kisova, or her designee, with Aviation’s Public

Security and Safety Division. Kamila can be contacted at kamila.kisova@phoenix.gov.

The ADR will coordinate all work and will be the sole judge regarding the quality and acceptability of work. The ADR must be consulted for any issues that arise under this

Contract.

mailto:kamila.kisova@phoenix.gov

4. Offer Evaluation Criteria

In accordance with 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:

No. Evaluation Criteria Scoring Method Weight (Points)

1. Tab 1 - Method of Approach

In narrative form limited to 15 pages, Offeror should provide the following information to be evaluated: (1) Describe how biographic and biometric data along with electronic fingerprint records are collected and transmitted to TSA, including the ability to receive information via

Microsoft Excel based spreadsheets and automated submittals from the Airport’s identification badging software. Describe any scenario that may require the manual combining of STA and CHRC data for transmission to TSA. (2) Describe how results are returned to Aviation, including the ability to return STA results by auto-populating the Airport’s identification badging software. Indicate the different status codes Aviation will receive. Identify average turnaround time for processing background check requests (i.e., CHRC and STA). (3) Describe processes for

Aviation to manually update and change records. (4) Describe Offeror’s ability to detect data errors in applicant submittals and the process of notifying Aviation of these errors. (5) Describe Offeror’s ability to validate the Airport’s existing database against TSA records. (6) Describe availability and description of customer and technical support, including communication plan regarding receipt and status confirmation of data transfers and notification of delays including reasons, duration, and recovery times. (7) Provide a detailed transition and implementation plan from one DAC service provider to another, or from one product/system version to the latest product/system version, while ensuring no interruption in service. Include the proposed transition and implementation timeframe and schedule. (8) Provide a detailed transition and implementation plan for providing an interface with Aviation badging and fingerprint systems for data transmission. (9) Describe the proposed web-based, secure user interface and showcase how it details training, accessibility, and methodology. (10)

Describe the methodology for managing and accessing retained records. If applicable, explain the transfer of existing records to Offeror’s system.

Points Based 300 (30% of Total)

2. Tab 2 - Fee Schedule

Pricing must be proposed for all line items.

Offerors not submitting a fully completed Fee Schedule may have their

Offers deemed nonresponsive and rejected.

Points Based 275 (27.5% of Total)

3. Tab 3 - Qualifications and Experience of

Firm

In narrative form, Offeror should provide the following to be evaluated: (1)

Experience and number of years providing

DAC as described in this Scope of Work.

(2) Overview of Offeror and their organizational chart, including a summary of previous and current experience with background checks, DAC services, 49

C.F.R. Part 1542, and working with U.S.

airports and IDMS providers. (3) Describe the experience and qualification of

Offeror’s management team, proposed key personnel, and the project manager that would be assigned to this Contract. Limited to one page each, include resumes for proposed key personnel and project manager. (4) Identify client contracts that have been terminated within the last 10 years, if any, and details as to why the termination occurred. (5) Submit any other information that substantiates skills or experience relating to this Scope of Work that the Offeror believes may be relevant such as Safety Act Certification and/or

Designation. (6) Provide not more than three (3) U.S. airport references that can verify Offeror's compliance with Aviation

Security Regulations, C.F.R. Title 49 Part

1542.209 (airport), and/or Part 1544.229

(air carrier), and/or Security Directive 1542-

04-08 series. Offerors cannot use the City as a reference. Please include the reference's organization name, contact name, email, phone number, initial date(s) services began, list of services performed, and specify system integration information.

Points Based 250 (25% of Total)

4. Tab 4 - Customer Service / Ongoing

Support

In narrative form, Offeror should provide the following to be evaluated: (1) Describe proposed plan for providing quality customer service and support, (2) Describe the availability of assigned personnel to provide customer service assistance to the

Airport and the communication method that assistance will be provided, e.g. telephone, email, live chat, and any other communication methods. (3) Identify response times for inquiries and assistance requests, (4) Describe customer service/support staff knowledge of TSA security devices, regulations, and policies related to background check data submission requirement.

Points Based 175 (17.5% of Total)

5. Standard Terms and Conditions

5.1. Definition of Key Words Used in the Solicitation

Shall, Will, Must: Indicates a mandatory requirement. Failure to meet these mandatory requirements may result in the rejection of Offer as non-responsive.

Should: Indicates something that is recommended but not mandatory. If the Offeror fails to provide recommended information, the City may, at its sole option, ask the Offeror to provide the information or evaluate the Offer without the information.

May: Indicates something that is not mandatory but permissible.

For purposes of this solicitation, the following definitions will apply:

“A.R.S.” Arizona Revised Statute

“Buyer” or “Procurement Officer” City of Phoenix staff person responsible for the solicitation.

The City employee or employees who have specifically been designated to act as a contact person or persons to the Contractor, and responsible for monitoring and overseeing the

Contractor's performance under this contract.

"City" The City of Phoenix

"Contractor" The individual, partnership, or corporation who, as a result of the competitive process, is awarded a contract by the City of Phoenix.

"Contract” or “Agreement" The legal agreement executed between the City of Phoenix, AZ and the Contractor.

“Days” Means calendar days unless otherwise specified.

“Chief Procurement Officer” The contracting authority for the City of Phoenix, AZ, authorized to sign contracts and amendments thereto on behalf of the City of Phoenix, AZ.

“Employer” Any individual or type of organization that transacts business in this state, that has a license issued by an agency in this state and employs one or more employees in this state.

Employer includes this state, any political subdivision of this state and self-employed persons. In the case of an independent contractor, employer means the independent contractor and does not mean the person or organization that uses contract labor. (A.R.S. 23-211).

“Offer” Means a response from a Supplier, Contractor, or Service Provider to a solicitation request that, if awarded, binds the Supplier, Contractor, or Service Provider to perform in accordance with the contract. Same as bid, proposal, quotation or tender.

“Offeror” Any Vendor, Seller or Supplier submitting a competitive offer in response to a solicitation from the City. Same as Bidder or Proposer.

“Solicitation” Means an Invitation for Bid (IFB), Request for Proposal (RFP), Request for

Quotations (RFQ), Request for Qualifications (RFQu) and request for sealed Offers, or any other type of formal procurement which the City makes public through advertising, mailings, or some other method of communication. It is the process by which the City seeks information, proposals, Offers, or quotes from suppliers.

“Suppliers” Firms, entities or individuals furnishing goods or services to the City.

“Vendor or Seller” A seller of goods or services.

5.2. City’s Vendor Self-Registration and Notification

Vendors must be registered in the City’s Procurement Portal at https://procurement.opengov.com/portal/phoenix to respond to solicitations and access procurement information.

Vendors must also be registered in the City’s procurePHX Self-Registration System at https://www.phoenix.gov/procure prior to contract execution.

The City may, at its sole discretion, reject any offer from an Offeror who has not registered.

5.3. Business in Arizona

The City will not enter contracts with Offerors (or any company(ies)) not granted authority to transact business, or not in good standing, in the state of Arizona by the Arizona Corporation

Commission, unless the Offeror asserts a statutory exception prior to entering a contract with the City.

5.4. Contract Interpretation

1. Applicable Law: This Contract will be governed by the law of the State of Arizona, and suits pertaining to this Contract will be brought only in Federal or State courts in

Maricopa County, State of Arizona.

2. Contract Order of Precedence: In the event of a conflict in the provisions of the

Contract, as accepted by the City and as they may be amended, the following will prevail in the order set forth below:

a. Federal terms and conditions, if any

b. Special terms and conditions

c. Standard terms and conditions

d. Amendments

e. Statement or scope of work

f. Specifications

g. Attachments

h. Exhibits

i. Instructions to Contractors

j. Other documents referenced or included in the Solicitation

3. Organization – Employment Disclaimer: The Agreement resulting hereunder is not intended to constitute, create, give rise to or otherwise recognize a joint venture agreement or relationship, partnership or formal business…