Economic_Development_Consulting_Services.pdf

Economic Development Consulting Services #2026-RFP-006

CITY OF BENSON, AZ

Project ID: 2026-RFP-006

REQUEST FOR PROPOSAL

PROJECT TITLE: ECONOMIC DEVELOPMENT CONSULTING SERVICES

City of Benson

101 E. 6th Street

Benson, AZ 85602

RELEASE DATE: Monday, July 20, 2026

PRE-PROPOSAL CONFERENCE: undefined

DEADLINE FOR QUESTIONS: Monday, July 27, 2026 4:00 pm

RESPONSE TO QUESTIONS: Thursday, July 30, 2026

RESPONSE DEADLINE: Wednesday, August 5, 2026 3:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://procurement.opengov.com/portal/bensonaz

Table Of Contents

1. Divider

1.1. Public Notice

1.2. Introduction

1.3. Scope of Work

1.4. Evaluation Criteria

1.5. Insurance Requirements

1.6. Standard Terms and Conditions

1.7. Vendors Questionnaire

1.8. Required Forms and Disclosures

Attachments:

A - Instructions for Proposals B - RFP Attachment - Organization Profile (NEW 08-25) C - RFP Attachment - Key Personnel (NEW 08-25) D - RFP Attachment - Letter of Insurability (NEW 08-25) E - RFP Attachment - Offer and Acceptance (NEW 08-25)

1. Divider

1.1. Public Notice

1.1.1. Advertisement

LEGAL NOTICE OF REQUEST FOR PROPOSALS

CITY OF BENSON, ARIZONA

Economic Development Consulting Services

2026-RFP-006

DUE DATE: Wednesday, August 5, 2026 BEFORE 3:00 pm

The City of Benson, Arizona (the "City") is accepting electronic sealed proposals from qualified Contractors to provide Economic Development consulting services as referenced in Section 1.3. Scope of Work of the City of Benson, Arizona's Official Solicitation.

The solicitation documents can be obtained through the City's eProcurement Portal found at City of Benson eProcurement Portal.

Posted At:

Herald/Review Media Public Notice July 22, 2026 July 29, 2026 City website: City of Benson, AZ Sealed Bid Process:

Yes (Bids Sealed / Pricing Sealed)

1.2. Introduction

Thank you for your interest in doing business with the City of Benson, Arizona. If you are interested in preparing a response to this solicitation, please read the solicitation package in its entirety prior to submitting a response.

1.2.1. Background

Benson was founded in 1880 when the Southern Pacific Railroad came through. It was named after Judge William S. Benson, a friend of Charles Crocker, president of the Southern Pacific. The railroad, coming overland from California, chose the Benson site to cross the San Pedro River. Benson then served as a rail junction point to obtain ore and refined metal by wagon, in turn shipping rail freight back to the mines at Tombstone, Fairbank, Contention City and Bisbee. For example, the railhead in Benson was about 25 miles from Tombstone and was the closest rail connection to it until 1882, when a feeder line was laid from Benson to Contention City.

The railhead in Benson was founded about a mile from a traditional crossing of the upper San Pedro River (known also as the Middle Crossing), used by the Southern Emigrant Trail and San Antonio-San Diego Mail Line. It was the site of the San Pedro Station of the Butterfield Overland Mail and a wagon depot, the San Pedro River Station, run since 1871 by William Ohnesorgen. In 1878 he had erected a toll bridge over which mining supplies were transported to the new mining camps such as Fairbank and Tombstone. Two years later this bridge marked the location of the railroad bridge that became the terminal site of Benson.

https://procurement.opengov.com/portal/bensonaz https://www.bensonaz.gov/164/Bid-Opportunities

The City today is perhaps best known as the gateway to Kartchner Caverns State Park.

1.2.2. Timeline

Release Project Date: July 20, 2026

Release Project Time: July 20, 2026, 8:00am

Question Submission Deadline: July 27, 2026, 4:00pm

Question Response Deadline: July 30, 2026, 5:00pm

Proposal Submission Deadline: August 5, 2026, 3:00pm

1.3. Scope of Work

1.3.1. Scope of Services

Contractor shall provide professional guidance to support the City of Benson's economic and commercial development goals. Work will include:

a. Reviewing and refining the City's vision for economic and commercial development.

b. Assessing and advising on the General Development Plan and related land-use policies.

c. Reviewing components of the City's Strategic Plan that impact economic growth.

d. Evaluating and recommending improvements to communication processes with the community regarding development activities.

e. Coordinating with internal staff and external regional organizations to align Benson's growth with Southern Arizona's economic trends.

f. Identifying state/federal grant opportunities and funding mechanisms to support economic initiatives.

g. Business Recruitment and Site Selection Support.

h. Meeting with City staff in order to achieve these objectives.

1.4. Evaluation Criteria

Proposals will be evaluated based on the criteria outlined below, with a maximum of 100 points available.

Both price and non-price factors will be considered. The evaluation process will identify the top-rated proposal(s) that represent the best overall value to the City for the award of the resulting contract.

Phase 1

No. Evaluation Criteria Scoring Method Weight (Points)

1. Response to Scope of Work

Provide a concise overview of Proposer's qualifications and ability to comply with the Scope of Work.

0-100 Points 25 (16.7% of Total)

2. Program Approach

Describe the programs and processes used on projects of similar scope and magnitude, the processes envisioned in this project, and the ability to initiate and perform the services proposed.

0-100 Points 25 (16.7% of Total)

3. Management and Staffing

Identify the staff assigned to this project (by names and positions) and their knowledge of the City of Benson and surrounding areas and the State of Arizona. The listing should include relevant experience and capability.

0-100 Points 25 (16.7% of Total)

4. Specialized Experience

Provide a written record listing, or a brochure describing, past work with emphasis on comparable projects.

Project references should be included.

0-100 Points 25 (16.7% of Total)

5. Compensation (Price) Proposal

The Offeror’s Compensation (Price) Proposal will be evaluated to determine completeness, reasonableness, and overall value to the organization. It should be a fixed monthly fee.

0-100 Points 50 (33.3% of Total)

Phase 2

No. Evaluation Criteria Scoring Method Weight (Points)

1. Interviews

The City reserves the right to conduct interviews with two or more proposers as it pertains to the RFP.

Pass / Fail 1 (100% of Total)

1.5. Insurance Requirements

1.5.1. Required Insurance Policies

No contractor shall commence work under the contract until all insurance required has been obtained. If contractor chooses to satisfy these insurance requirements with a claims-made policy, then it must provide insurance for at least two years following termination. The following insurance coverage from insurers that have a rating of not less than "A".

1.5.2. 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

1.5.3. 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.

1.5.4. 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

1.5.5. 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 Specialist in the Finance Department.

1.5.6. 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.

1.5.7. 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.

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

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.

1.5.8. 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.

1.6. Standard Terms and Conditions

The City of Benson reserves the right to waive any formalities and to reject or negotiate any and all proposals without assigning any reason.

1.6.1. Awards & Contract

The City of Benson reserves the right to award one or more contracts if it deems to be in the best interest of the City. The City of Benson reserves the right to waive any formalities and to reject or negotiate any and all proposals without assigning any reason. Execution of the contract is subject to the approval of the City Manager and City Council.

1.6.2. Budgetary Funding

It is understood by and between the parties hereto that the contract awarded after this RFP shall be deemed executory only to the extent of the monies appropriated and available for the purpose of this contract and no liability on account thereof shall be incurred by the City beyond monies appropriated and available for the purpose thereof.

1.6.3. Termination

The City of Benson reserves the right to terminate the contract awarded pursuant to this RFP, or any part of said contract, within thirty (30) days written notice of the City of Benson’s intent to do so by the City Manager.

1.6.4. Exceptions

Any and all exceptions to this specification must be clearly and completely indicated. Attach additional pages if necessary.

1.6.5. Note to Proposers

Please be advised that any exceptions to these specifications may cause for your proposal to be disqualified.

1.6.6. Commencement of Work

Contractor will not commence any billable work or provide any material or service under this Contract until Contractor receives a purchase order or is otherwise directed to do so, in writing, by the City.

1.6.7. Confidentiality of Records

Contractor will establish and maintain procedures to ensure that no information contained in its records or obtained from the City or from others in carrying out its functions under this Contract is used or disclosed by it, its agents, officers, or employees, except as required to efficiently perform its duties under the Contract, and will take appropriate measures to protect any personal identifying information of any individuals.

1.6.8. Contract Addenda; additional work

This Contract may only be amended by a written agreement signed by the parties. The City’s Procurement Director or their designee may, on behalf of the City (1) approve and execute any addenda, change orders, or supplemental written agreements; and (2) grant time extensions or contract renewals. Except in the case of a documented emergency, Contractor will not perform any work under this Contract that exceeds the scope of work or contract amount unless a formal addendum or change order has first been approved and executed by the City.

1.7. Vendors Questionnaire

1. Cover Page*

The RFP Cover Page must be completed, signed by the Contractor's authorized signatory.

*Response required

2. Proposal Submission*

A detailed description of the Proposer’s approach to delivering the proposed Scope of Work. Do not include pricing.

*Response required

3. Resumes and Certificates*

Resumes, certificates, and training for individuals involved in performance of the Scope.

*Response required

4. Compensation (Price) Proposal *

The Offeror’s Compensation (Price) Proposal will be evaluated to determine completeness, reasonableness, and overall value to the organization. It should be a fixed monthly fee.

*Response required

5. Current W-9*

*Response required

6. Completed Attachments*

*Response required

7. Cooperative Purchasing Program*

Cooperative Purchasing allows other public agencies to piggyback on the City of Benson’s contracts. Will your firm provide the City of Benson, as the lead agency on this regional contract, a rebate in the form of a percentage of sales based upon the other agencies sales?

☐ Yes

☐ No

*Response required

8. Does your firm have a City of Benson Business License?

☐ Yes

☐ No

When equals "Yes"

8.1. Please upload a copy of your business license.

9. Offer and Acceptance Form*

Please upload your signed Offer and Acceptance form.

*Response required

10. Does your response to this solicitation include a request to keep any portion confidential and withhold it from the public record?*

Please note: The City of Benson is a public agency subject to public records laws. Therefore, all requests to withhold information from the public record must be accompanied by justification. Pricing will not be held confidential.

☐ Yes

☐ No

When equals "Yes"

10.1. Confidential Information*

If you answered yes, then you must use this field to identify the sections of your submittal that you are requesting be withheld from public record.

If sections are not identified as confidential in this field, your request to hold information confidential may not be accepted.

Please note: The City of Benson is a public agency subject to public records laws. Therefore, all requests to withhold information from the public record must be accompanied by justification. Pricing will not be held confidential.

*Response required

11. Is your firm submitting any exceptions for the City's consideration? *

In accordance with Instructions to Offerors - Exceptions to Contract Provisions, any exceptions that an offeror wishes to submit for the City's consideration must be indicated here in order to be considered.

☐ Yes

☐ No

*Response required

When equals "Yes"

11.1. Define the exceptions you are requesting.*