Entry_Level_Fire_Fighter_Exams_and_Video_Interviews.pdf

CITY OF TUCSON

REQUEST FOR PROPOSAL

240039

ENTRY LEVEL FIRE FIGHTER EXAMS AND VIDEO INTERVIEWS

Due Date: Monday, September 11, 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/29950

PUBLISH DATE: August 11, 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. 240039

BUSINESS SERVICES DEPARTMENT Page 2 of 40 SHARED SERVICES PROCUREMENT DIVISION RESPONSIBLE CONTRACT OFFICER: Ladd Lyons

255 W. ALAMEDA, 6TH FLOOR, TUCSON, AZ 85701 PH: (520) 837-4113

Attachments:

A - OFFER AND ACCEPTANCE

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A. NOTICE

A.1. CITY OF TUCSON

NOTICE OF REQUEST FOR PROPOSAL NO 240039

TITLE: Entry Level Fire Fighter Exams and Video Interviews

SUBMITTAL DUE DATE: Monday, September 11, 2023 AT 2:00 P.M. LOCAL AZ TIME

PRE-SUBMITTAL CONFERENCE DATE: Wednesday, August 30, 2023

TIME: 11:00 am LOCAL AZ TIME

LOCATION: MICROSOFT TEAMS VIRUTAL MEETING

Or call in (audio only)

+1 213-293-2303,,425085331# United States, Los Angeles

Phone Conference ID: 425 085 331#

Find a local number | Reset PIN

QUESTIONS SHALL BE DIRECTED TO: Ladd Lyons

(520) 837-4113 ladd.lyons@tucsonaz.gov

Posted Date: Friday, August 11, 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_OWI1ZTdkOWYtZmJlMi00YmEzLTllYTEtZDI0MmNhZjIwM2Nm%40thread.v2/0?context=%7b%22Tid%22%3a%22d21e59ec-c208-43eb-aaf1-cf06d9a196e0%22%2c%22Oid%22%3a%22f1bbce9c-2eb2-4c80-b35f-94c94cf35b93%22%7d tel:+12132932303,,425085331 https://dialin.teams.microsoft.com/2c60b41f-ade1-4bcb-8fa6-36d6e327015e?id=425085331 https://dialin.teams.microsoft.com/usp/pstnconferencing

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B. INTRODUCTION

B.1. Summary

The City of Tucson is seeking proposals from qualified offerors for the provision of services to develop and administer a testing process and virtual interview for the position of City of Tucson Firefighter in accordance with the Scope of Work herein. The consultant will be expected to work closely with the City of Tucson Fire Department (TFD) and Human Resources Department (HR) staff. The consultant will be expected to immediately familiarize itself with the operation and policies of the Tucson Fire Department.

The City reserves the right to engage the successful offeror to develop and administer a replacement examination at any time.

The offeror may submit proposals for Group A and B, or Group A or B individually. The City will award by Group.

B.2. Background

The City of Tucson conducts the testing process for new firefighters on an annual basis. Historically, the examination process included a written exam, an oral/virtual board interview and the Candidate Physical Ability Test (CPAT). A candidate’s total score was based on the written exam and the oral board interview. The CPAT was pass/fail. Applicants must meet the following minimum qualifications:

• Be at least 18 years of age at the start of the academy

• Be in possession of a high school diploma, GED or equivalent certificate

• Have the ability to obtain an Arizona driver’s license

• Have at least 24 months of licensed driving experience

• Have not been convicted of a DUI (Driving Under Influence) or drug related driving offense within the last 24 months

• Possess the physical abilities and health status necessary to perform the duties of the job

The written exam is administered to all applicants approximately three weeks following the closing date of the application period.

The City of Tucson tests an average of 500 – 1,000 applicants per testing cycle. At the conclusion of the process, an employment list is established and the Fire Department selects the individuals who will enter the Fire Training Academy based on the process. Within the next testing cycle, it is predicted that the Tucson Fire Department will select 35 - 40 individuals.

This solicitation is NOT to hire for the administration of the Candidate Physical Ability Test (CPAT).

The City of Tucson is expecting to require video interviews for an average of 150-200 applicants per testing cycle.

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B.3. Contact Information

Ladd Lyons Contract Officer Email: ladd.lyons@tucsonaz.gov Phone: (520) 837-4113 Department:

Fire Department

B.4. Timeline mailto:ladd.lyons@tucsonaz.gov tel:(520)837-4113

BUSINESS SERVICES DEPARTMENT Page 6 of 40

Release Project Date August 11, 2023

Pre-Proposal Meeting (Non- Mandatory)

August 30, 2023, 11:00am

VIRTUAL-

Question Submission Deadline September 1, 2023, 12:00pm

Proposal Submission Deadline September 11, 2023, 2:00pm

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C. SCOPE OF WORK

C.1. General Requirements - Group A Development and Administration of Entry Level Firefighter Examination

1. The Contractor will utilize the City’s job description for the position of Firefighter as a basis for its review and analysis. The job description is included as Attachment B, The Contractor is not expected to create a job description but will utilize the City’s established job description to provide an exam.

2. The Contractor’s exam will offer linkage from essential function statements to knowledge, skill and ability levels required to perform the job of Firefighter to include:

a. Required education level – high school diploma, GED or higher

b. Required mathematics ability level at basic mathematics with some elementary algebra

c. Required reading level at the ninth grade

d. Required mechanical aptitude level to include:

• Understanding the physical world

• Anticipating predictable occurrences

e. Required behavioral characteristics to include the following teamwork and human relations skills:

• Interpersonal Skills: Develop and use collaborative relations to facilitate the accomplishment of work goals; interact with others in a way that promotes confidence in one’s intentions and those of the organization; deal effectively with others in an antagonistic situation; ability to be flexible in thoughts and actions; use of appropriate interpersonal styles and methods to reduce tension or conflict between two or more people.

• Self-Awareness: Ability to understand and motivate oneself; ability to identify with one’s emotions and ability to perform duties without allowing emotions to influence actions;

motivation, optimism, personal influence, self and impulse control; respect for authority and ethics.

• Teamwork: Actively participating as a member of a team to move the team toward the accomplishment of goals.

• Cultural Sensitivity: Maintain effectiveness when experiencing major changes in work tasks or environment; effectively work with different cultures; use appropriate interpersonal styles and techniques to gain acceptance of ideas or plans; modify one’s own behavior to accommodate tasks, situations and individuals involved.

• Professional Response to Difficult Situations: Maintain composure and professionalism in situations that challenge one’s ability to communicate in difficult situations.

• Situational Judgment: Identify and understand issues, problems and opportunities; compare data from different sources to draw conclusions; use effective approaches to choose a course of action or develop appropriate solutions; take action that is consistent with available facts, constraints and probably consequences.

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• Positive Relations with Supervisors and Management

• Professional Behavior and Bearing

3. The Contractor will provide information about reference and resource materials to assist interested applicants in preparing for the testing process. The contractor will provide a Candidate study guide and practice test to be purchased separately.

4. The Contractor will offer an examination plan for the position of Firefighter that swill include development of the testing mechanism(s) based upon the characteristics identified above. The City of Tucson will have the right to final approval of all schedules, test materials and sources, resolution of challenges, selection of methodologies and other administrative actions as may be appropriate in these proceedings.

5. The Contractor will identify methodology for developing each examination component identified above. This will include a description of the areas being evaluated in each component of the examination with linkage to the knowledge, skills and abilities and essential functions of the position. If Contractor proposes to use an exam that has already been validated, Contractor will provide validation reports for any validated tests offered.

6. The Contractor will establish provisions for legally defending the product provided to the City by the Contractor. Expenses incurred by the Contractor for the defense of its product are the responsibility of the Contractor.

7. The Contractor will provide an electronic copy of the final product.

8. The Contractor may provide a virtual online proctored examination option. If the City chooses an in-person option, the City will provide proctors and the facility for the examination.

9. The examination will be used for a minimum of two years, or two testing cycles. The Contractor will offer two versions of the exam or will verify that retaking the exam will not compromise the results.

10. The Contractor will provide candidate scoring to the City within 10 days of administering the exam.

11. The Contractor will provide customer support and assistance to the City in each phase of the examination process.

12. It is essential that the Contractor provide adequate experienced personnel, capable of and devoted to the successful accomplishment of work to be performed under this Contract. The Contractor must agree to assign specific individuals to the key positions. The Contractor agrees that, once assigned to work under this Contract, key personnel will not be removed or replaced without written notice to and subsequent concurrence by the City. If key personnel are not available for work under this Contract for a continuous period exceeding thirty calendar days, or are expected to devote substantially less effort to the work than initially anticipated, the Contractor will immediately notify the City, and will, subject to the concurrence of the City, replace such personnel with personnel of substantially equal ability and qualifications.

13. The City will retain responsibility for identifying and developing eligibility requirements for its employees to participate as candidates in this testing process.

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C.2. General Requirements - Group B Development and Administration of Video Interviews

1. The Contractor will provide virtual interviews that are recorded and submitted to Tucson Fire Department within 5 days of the recording.

2.The interview questions will be provided in advance and the candidate will have unlimited attempts at the recorded interview.

3. The City reserves the right to also request that the Candidate be provided the questions after the interview starts and provides a real time recorded response.

4. The Contractor will provide to the candidate video etiquette and instructions for their virtual interview.

5. The City will reserve the right to submit the interview questions for the candidate and would also like the contractor to provide a bank of interview questions appropriate to the job description.

6. It is essential that the Contractor provide adequate experienced personnel, capable of and devoted to the successful accomplishment of work to be performed under this Contract. The Contractor must agree to assign specific individuals to the key positions. The Contractor agrees that, once assigned to work under this Contract, key personnel will not be removed or replaced without written notice to and subsequent concurrence by the City. If key personnel are not available for work under this Contract for a continuous period exceeding thirty calendar days, or are expected to devote substantially less effort to the work than initially anticipated, the Contractor will immediately notify the City, and will, subject to the concurrence of the City, replace such personnel with personnel of substantially equal ability and qualifications.

7. The City reserves the right to set a maximum interview response length.

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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/portalucson-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/portalucson-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/portalucson-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/portalucson-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. Application for a City Business License can be completed at http://www.tucsonaz.gov/etax. For questions contact the City's Business License Section at (520) 791- 4566 or email at tax-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. Price Proposal

C. Qualifications and Experience

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

C. Reissue the solicitation.

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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/portalucson-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;

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.

https://secure.procurenow.com/portalucson-az

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F. EVALUATION PHASES

No. Evaluation Criteria Scoring Method Weight (Points)

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1. Method of Approach

Offerors only responding to Group-A should respond to the Group-A criteria only, offers only responding to Group-B should respond to the Group-B criteria only, and offers responding to both Group A and B should respond to both Group A and B criteria.

Offeror will prepare a detailed Method of Approach to the Scope of Work, which clearly identifies the services proposed to be performed by the Offeror. This section should confirm Offeror’s understanding of the RFP and the needs of the Tucson Fire Department. This should address in depth how Offeror plans to meet the requirements of each of the services and activities as outlined in the Scope of Work of the RFP.

The method and approach for each service should be addressed in a manner that reflects understanding and commitment to providing services as needed in a professional manner in the specified time frame.

Group - A Development and Administration of Entry Level Firefighter Examination

1. Contractor will detail how the process will be developed and conducted, recognizing that the City expects efficiencies from the Contractor to minimize and streamline meetings, site visits, costs, etc.

2. The Offeror will provide a detailed description of the Offeror’s proposed time line approach to the Scope of Work. Include:

a. A list of milestones and proposed deliverables for each milestone

b. A schedule of work

c. An estimate of Offeror’s staff time for each major step

d. A list and description of needs on-site such as office space, conference rooms, clerical support for meeting arrangement, etc.

3. The Offeror will describe the approach to working with the City in accomplishing these tasks and delineate the steps involved in accomplishing the tasks. The Offeror will provide a detailed description of the proposed level of participation by City staff.

The Offeror will Include:

a. Type of staff experience

b. Level of staff authority

c. Approximate investment of time by City staff by activity and other assignments

N/A N/A

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4. The Offeror will provide a detailed description of its plan for customer support and its ability to offer assistance to the City of Tucson in each phase of the test development, examination, and virtual interview processes. The Offeror will include:

a. Information on its staffing, experience, ability to offer on-site staff during examinations

b. Expectations of types and levels of assistance from City of Tucson staff during process administration

c. Time frames for scoring and final list calculation, etc.

d. Customer support available to the City

5. The Offeror will identify potential problem areas and suggest solutions to those problems.

6. If there are additional tasks that the Offeror feels have been overlooked by the Scope of Work, thoroughly describe them.

7. Offeror must explain how their administrative process will ensure that appropriate levels of attention are given and that work is properly performed.

8. Offeror should explain in detail how an online test environment will work and what will be required of candidates that test in an online environment. In addition, explain what options are in place to ensure there is no cheating from the candidate.

9. The City may require demonstrations from one or more offerors. The City will reach out and provide the format, time allotment, and schedule for demonstrations.

Group - B Development and Administration of Video Interviews

1. Contractor will detail how the process will be developed and conducted, recognizing that the City expects efficiencies from the Contractor to minimize and streamline meetings, costs, etc.

2. The Offeror will provide a detailed description of the Offeror’s proposed time line approach to the Scope of Work. Include:

a. A list of milestones and proposed deliverables for each milestone

b. A schedule of work

c. An estimate of Offeror’s staff time for each major step

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d. A list and description of needs from the City.

3. The Offeror will describe the approach to working with the City in accomplishing these tasks and delineate the steps involved in accomplishing the tasks. The Offeror will provide a detailed description of the proposed level of participation by City staff.

The Offeror will Include:

a. Type of staff experience

b. Level of staff authority

c. Approximate investment of time by City staff by activity and other assignments

4. The Offeror will provide a detailed description of its plan for customer support and its ability to offer assistance to the City of Tucson for the virtual interview processes. The Offeror will include:

a. Information on its staffing, experience, ability to perform the virtual interview processes

b. Expectations of types and levels of assistance from City of Tucson staff

d. Customer support available to the City

e. Customer support available for the candidate during the virtual interview process.

5. The Offeror will identify potential problem areas and suggest solutions to those problems.

6. If there are additional tasks that the Offeror feels have been overlooked by the Scope of Work, thoroughly describe them.

7. Offeror must explain how their administrative process will ensure that appropriate levels of attention are given and that work is properly performed.

8. Offeror should explain in detail how the virtual interview processes will work and what will be required of candidates for the virtual interview processes.

9. The City may require demonstrations from one or more offerors. The City will reach out and provide the format, time allotment, and schedule for demonstrations.

2. Price Proposal Provide price proposal as requested on the Price Page attached herein.

The offer may submit price proposals for Group A and B, or Group A or B individually.

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3. Qualifications & Experience

Offerors only responding to Group-A should respond to the Group-A criteria only, offers only responding to Group-B should respond to the Group-B criteria only, and offers responding to both Group A and B should respond to both Group A and B criteria.

Groups A - Development and Administration of Entry Level Firefighter Examination

Evaluation will examine the Offeror’s qualifications and experience in conducting job analysis and examination processes for similar positions. Offeror’s response to this section should include, but not be limited to, the following:

1. A brief history of the Contractor’s firm, including number of years in business in this capacity.

2. A list of specific qualifications the Offeror, staff or subcontractor, has in supplying the services listed in this proposal, including any professional designations and affiliations, certifications or licenses, etc. Offeror must submit the names and resumes of the key personnel that will perform the functions of each proposed service or task. Resumes of subcontractors will also be submitted, if applicable.

3. A list of previous and current contracts, if any, which are considered identical or similar to the Scope of Work herein. Include all public agencies served. For each agency listed, please include the name, email address, and phone number of a reference who should be able to comment on the related experience.

4. Provide any brochures or materials about your company that will help the City determine whether the Offeror has expertise in dealing with public safety entities, knowledge and expertise in statistical design/analysis and organizational design/development.

5. A list of subcontractors (if applicable), and their respective qualifications to be used in performing the services requested. The City reserves the right to approve or deny the use of proposed subcontractors.

Group - B Development and Administration of Video Interviews

1. A brief history of the Contractor’s firm, including number of years in business in this capacity.

BUSINESS SERVICES DEPARTMENT Page 22 of 40

2. A list of specific qualifications the Offeror, staff or subcontractor, has in supplying the services listed in this proposal, including any professional designations and affiliations, certifications or licenses, etc. Offeror must submit the names and resumes of the key personnel that will perform the functions of each proposed service or task. Resumes of subcontractors will also be submitted, if applicable.

3. A list of previous and current contracts, if any, which are considered identical or similar to the Scope of Work herein. Include all public agencies served. For each agency listed, please include the name, email address, and phone number of a reference who should be able to comment on the related experience.

4. Provide any brochures or materials about your company that will help the City determine whether the Offeror has expertise in dealing with public safety entities, knowledge and expertise in statistical design/analysis and organizational design/development.

5. A list of subcontractors (if applicable), and their respective qualifications to be used in performing the services requested. The City reserves the right to approve or deny the use of proposed subcontractors.

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G. PRICING

GROUP - A DEVELOPMENT AND ADMINISTRATION OF ENTRY LEVEL FIREFIGHTER

EXAMINATION

Offerors shall provide a firm, fixed cost proposal for the provision of services as described in the Scope of Work herein. The proposed pricing will be inclusive of all fees associated with the service, including, but not limited to travel, meals, lodging, printing, telecommunication, postage, shipping & handling, and photocopying.

Line Item Description Quantity Unit of Measure

Unit Cost Total

1 Base Fee if applicable 1 Each Testing Period

2 Per Candidate 1 Per Candidate

TOTAL

GROUP - B DEVELOPMENT AND ADMINISTRATION OF VIDEO INTERVIEWS

Offerors shall provide a firm, fixed cost proposal for the provision of services as described in the Scope of Work herein. The proposed pricing will be inclusive of all fees associated with the service, including, but not limited to travel, meals, lodging, printing, telecommunication, postage, shipping & handling, and photocopying.

Line Item Description Quantity Unit of Measure

Unit Cost Total

1 Entry Level Firefighter Video Interview

1 Per Candidate

STUDY GUIDE - PRACTICE TEST - VIRTUAL EXAMINATION

This pricing will NOT be included in the Price Scoring. Offerors shall provide a firm, fixed cost proposal for the provision of services as described in the Scope of Work herein. The proposed pricing will be inclusive of all fees associated with the service, including, but not limited to travel, meals, lodging, printing, telecommunication, postage, shipping & handling, and photocopying.

Line Item Description Quantity Unit of Measure

Unit Cost Total

1 Virtual Exam Base Fee if Applicable (Optional)

1 Each Testing Period

BUSINESS SERVICES DEPARTMENT Page 24 of 40

Line Item Description Quantity Unit of Measure

Unit Cost Total

2 Virtual Exam Per Candidate (Optional)

1 Candidate

3 Candidate Study Guide 1 Each

4 Candidate Practice Test 1 Each

BUSINESS SERVICES DEPARTMENT Page 25 of 40

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. FOB DESTINATION FREIGHT PREPAID

Prices shall be FOB Destination Freight Prepaid to the delivery location designated. Contractor shall retain title and control of all goods until they are delivered and the Contract of coverage has been completed. All risk of transportation and all related charges shall be the responsibility of the Contractor.

All claims for visible or concealed damage shall be filed by the Contractor. The City will assist the Contractor in arranging for inspection.

H.3. 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.4. 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, 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.

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

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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 27 of 40

I.5. Professional Liability - Technology Errors & Omissions

Policy must have coverage limits no lower than:

A. Each Claim: $1,000,000

B. General Aggregate: $2,000,000

I.6. Network Security (Cyber) and Privacy Liability

Policy must have coverage limits no lower than:

A. Each Claim: $1,000,000

B. Annual Aggregate: $2,000,000

Such insurance shall include, but not be limited to, coverage for third party claims and losses with respect to network risks (such as data breaches, unauthorized access or use, ID theft, theft of data) and invasion of privacy regardless of the type of media involved in the loss of private information, crisis management and identity theft response costs. This should also include loss of use, breach notification costs, credit remediation and credit monitoring, defense and claims expenses, regulatory defense costs plus fines and penalties, cyber extortion, computer program and electronic data restoration expenses coverage (data asset protection), network business interruption, computer fraud coverage, and funds transfer loss.

In the event that the Network Security and Privacy Liability insurance required by this Contract is written on a claims-made basis, Contractor warrants that any retroactive date under the policy shall precede the effective date of this Contract and, either continuous coverage will be maintained, or an extended discovery period will be exercised for a period of two (2) years beginning at the time work under this Contract is completed.

I.7. 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.8. 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.9. 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.

BUSINESS SERVICES DEPARTMENT Page 28 of 40

I.10. 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.11. 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 Division of the City’s Business Services Department before the…