Environmental_Services_Clean_City_Support.pdf

CITY OF TUCSON

REQUEST FOR PROPOSAL

270177

ENVIRONMENTAL SERVICES CLEAN CITY SUPPORT

Due Date: Friday, October 30, 2026

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/308004

PUBLISH DATE: October 9, 2026 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. 270177

BUSINESS SERVICES DEPARTMENT Page 2 of 39 SHARED SERVICES PROCUREMENT DIVISION RESPONSIBLE CONTRACT OFFICER: Haley Farnsworth

255 W. ALAMEDA, 6TH FLOOR, TUCSON, AZ 85701 PH: (520) 440-5447

Attachments:

A - Offer and Acceptance

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A. NOTICE

A.1. CITY OF TUCSON

NOTICE OF REQUEST FOR PROPOSAL NO 270177

TITLE: Environmental Services Clean City Support

SUBMITTAL DUE DATE: Friday, October 30, 2026 AT 2:00 P.M. LOCAL AZ TIME

PRE-SUBMITTAL MEETING DATE: Thursday, October 15, 2026

TIME: 3:00 pm LOCAL AZ TIME

LOCATION: Microsoft Teams meeting Join:

https://teams.microsoft.com/meet/296443962597291?p=zg4vf4wtIsi1XNbeL3 Meeting ID: 296 443 962 597 291 Passcode: oZ9nK7w4 ________________________________________ Need help? | System reference Dial in by phone +1 213-293-2303,,168831615# United States, Los Angeles Find a local number Phone conference ID: 168 831 615#

QUESTIONS SHALL BE DIRECTED TO: Haley Farnsworth

(520) 440-5447 haley.farnsworth@tucsonaz.gov

Posted Date: Friday, October 9, 2026

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.

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B. INTRODUCTION

B.1. Summary

The City of Tucson Environmental Services Department (ESD) is seeking proposals from qualified

Contractors to provide regular and on-call support for citywide cleanup services in response to a variety of situations, to include but not limited to:

• Rapid response to Illegal dumping and public safety incidents

• Homeless encampment refuse removal

• Roadside litter abatement

• Community cleanup events

The selected Contractor(s) will work under the direction of ESD and in coordination with other City departments and community partners to ensure prompt, safe, and efficient cleanup services.

B.2. Background

The purpose of this program is to provide structured, coordinated, and accountable support for the

Environmental Services Department’s (ESD) efforts to remove refuse from public property and/or public rights-of-way. Contractor(s) shall be equipped to provide citywide cleanup services including but not limited to: incidents of illegal dumping; rapid response to public safety hazards; refuse associated with homeless encampments; litter sweeps of designated transportation corridors; and support for scheduled neighborhood, community, and business district cleanup events.

B.3. Contact Information

Haley Farnsworth Contract Officer Email: haley.farnsworth@tucsonaz.gov Phone: (520) 440-5447 Department:

Environmental Services mailto:haley.farnsworth@tucsonaz.gov tel:(520)440-5447

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C. SCOPE OF WORK

C.1. General Work Requirements

A. General Worksite Requirements

1. Contractor shall leave all worksites under this contract free of litter, trash, hazardous materials, dead and down vegetation and other debris.

2. Contractor responsibilities may include any or all of the following: removal of solid waste, debris, and hazardous materials; safe handling and disposal of biohazards; and ensuring the worksite is returned to the general condition of adjacent areas.

3. Contractor shall be responsible for proper disposal of all materials and collections and removed from worksites. Contractor shall be responsible for all disposal fees.

4. Shopping Carts. If the Contractor encounters any abandoned or unauthorized shopping carts at a worksite, the Contractor shall not transport or dispose of the cart(s). Instead, the Contractor shall contact the City’s 311 service to report the location and request removal of the cart(s). The Contractor shall provide sufficient information regarding the location and number of carts to facilitate timely removal.

5. Graffiti. If the Contractor encounters graffiti at any worksite that is visible from a City-maintained roadway or other public right-of-way, the Contractor shall report the graffiti to the City by calling 311 and provide the location, a description of the graffiti, and any other information necessary to assist the City in coordinating its removal.

B. Illegal Dumping Worksites

1. Illegal dumping worksites may be located on roadside shoulders, alleys, vacant lots, washes, stormwater diversion channels, and other public property or rights-of-way throughout the City, and may vary widely in size, accessibility, and terrain. Contractor should be prepared to respond to sites with limited vehicle access and to work in coordination with ESD staff to assess site conditions prior to cleanup.

2. Materials encountered may include household refuse, furniture, appliances, construction and demolition debris, yard waste, tires, and other bulky or miscellaneous items, and may in some cases include hazardous materials requiring specialized handling.

C. Homeless Encampment Worksites

1. Homeless encampment worksites may be located in washes, culverts, stormwater diversion channels, underpasses, alleys, vacant lots, open desert, and other public property or rights-of-way, and will involve recently vacated encampments of varying size, density, and accessibility.

Contractor should be prepared to respond to sites with limited vehicle access and to work in coordination with ESD staff to assess site conditions prior to cleanup.

2. Materials encountered may include household refuse, food waste, discarded furniture, personal belongings, tents and bedding, and biohazardous materials such as human waste or drug paraphernalia requiring specialized handling and disposal.

3. If Contractor encounters potential personal property at worksites, Contractor should contact the Contract Administrator (CA) to ensure compliance with local, state, and federal regulations.

4. Contractor may be asked to coordinate with Tucson Police Department (TPD) when necessary to address hostile or non-compliant individuals or other safety risks encountered during cleanup activities.

D. Roadside Worksites

1. Roadside worksites are located along designated transportation corridors, including arterial and collector streets, highway on/off-ramps, medians, and shoulders, and may involve extended linear segments requiring traffic control measures.

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2. Materials encountered typically include litter, illegally dumped bags of household refuse, vegetation debris, and occasional bulky items such as furniture or tires discarded along the roadway.

3. Litter removal shall include the removal of all non-political postings from roadsides and medians such as, but not limited to yard sale signs, lost pet flyers, help wanted signs, and any items attached to traffic signs or poles.

4. Contractor should be prepared to work in proximity to active traffic and to comply with all applicable traffic control, signage, and safety requirements during litter sweep operations

E. Community Cleanup Events

1. Community cleanup event worksites are typically pre-scheduled and coordinated in advance with

ESD, neighborhood associations, business districts, or community organizations, and may take place at designated drop-off locations, staging areas, or throughout defined residential or commercial areas.

2. Materials encountered typically include litter, illegally dumped bags of household refuse, and occasional bulky items such as furniture or tires discarded along roadways or alleyways.

F. Additional Services

1. The Contractor shall have the ability to provide rapid-response service, which may require a same-day response or within 24 hours. Responsibilities may include:

a. Immediate response to illegal dumping

b. Storm damage cleanup

c. Post-incident cleanup

d. Handling urgent waste issues (e.g., hot loads, equipment failures such as popped tailgates)

e. Completion of service-related work orders

C.2. Contractor Requirements

A. Any Contractor performing waste cleanup and hauling services shall be a licensed Contractor registered with the State of Arizona and shall be in possession of all required certifications applicable to the work being performed.

B. Due to the potentially hazardous nature of worksites, materials, and circumstances that may be encountered in service of this contract, Contractor must demonstrate comprehensive safety protocols, employee training, and compliance with all applicable regulations. These may include:

1. Biohazard Safety. Workers must be trained in biohazard remediation and equipped with appropriate personal protective equipment (PPE). Contractor must ensure safe handling and disposal of:

a. Human waste and bodily fluids

b. Sharps (needles, broken glass, metal)

c. Animal carcasses

2. Hazardous Materials Handling. Workers must be trained in hazardous materials remediation and equipped with appropriate PPE. Contractor must ensure safe handling and disposal of:

a. Drug paraphernalia (including fentanyl exposure risks)

b. Unknown chemicals and toxic substances

c. Fire-related hazards and residues

3. Disease Prevention and Sanitation. Contractor shall implement protocols to mitigate disease transmission, including:

a. Proper disinfection and sanitation procedures

b. Safe waste containment and disposal

c. Compliance with public health standards

4. Situational Awareness. Workers must be aware of risks associated with:

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a. Uneven terrain (culverts, washes, stormwater diversion channels, alleys, overgrown areas)

b. Heavy debris and unstable structures

c. Wildlife and environmental hazards

d. High-Traffic Roadside Worksites

5. Worker Safety and Training. Contractor shall provide:

a. OSHA-compliant safety training

b. Heat awareness and heat illness safety training

c. Hazard communication training

d. De-escalation and situational awareness training

e. Proper PPE, including gloves, masks, eye protection, high-visibility vest, and protective clothing

6. Mental Health and Wellness. Contractor must implement measures to address worker wellbeing, including:

a. Access to mental health resources

b. Training on trauma-informed practices

c. Support for exposure to distressing environments

C. Contractor shall obtain all permits and licenses and pay all taxes, charges, and fees necessary to perform the services under this contract.

D. Contractor shall furnish all necessary supplies, labor, vehicles, and equipment to perform services.

Contractor staff will arrive at the requested worksites with all necessary equipment to accomplish requested and/or scheduled work. All supplies, labor, vehicles, and equipment shall be compliant with the specifications, terms, and provisions set forth herein and shall be subject to random, unannounced inspection by the Contract Administrator (CA).

E. The City will require GPS-stamped photographs or other location verification documentation for completed work assignments.

F. On worksites requiring traffic control, all equipment, attire, procedures used by workers, devices, and equipment shall conform to the requirements of the Manual on Uniform Traffic Control Devices (MUTCD) and the most recent version of the Arizona supplement to the MUTCD.

G. The City shall not provide office or storage space for Contractor’s supplies, vehicles, or equipment.

C.3. Personnel

A. Contractor shall designate one specific individual to oversee and inspect work performed by Contractor’s personnel assigned to this contract.

B. Contractor’s designated representative shall be available locally, able to respond within two (2) hours of initial contact and authorized to resolve management issues and respond to emergency requirements, Monday through Friday between the hours of 6:00 a.m. to 6:00 p.m.

C. Contractor shall make the designated representative available to accompany the CA to inspect sites and/or work upon 24-hour notice.

D. An alternative representative shall also be designated and available in the event that the primary representative is unreachable in the event of an emergency.

E. The Contractor’s personnel shall conduct themselves in a professional manner at all times. All work shall be performed and complaints handled with due regard to the public image of the City of Tucson.

F. The Contractor shall utilize only fully trained, competent employees in the performance of this contract.

At the request of the City, the Contractor shall remove from assignment to this contract any incompetent, abusive, or disorderly employee, whether supervisory or non-supervisory.

G. Any person assigned to this contract found to be in possession of or under the influence of intoxicants or narcotics shall be removed from assignment to this contract and excluded from City premises and may be subject to arrest and criminal prosecution.

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H. Contractor shall provide employees with identification tags clearly displaying the employee’s name and uniforms clearly displaying the company name. These tags and uniforms shall be worn at all times while performing services under this contract.

C.4. Work Schedule

A. The Contractor shall perform the requested work during the regular work week hours of Monday through Friday, between the hours of 6 a.m. and 6 p.m., except for the following holidays or observed holidays:

o New Year’s Day o Independence Day o Thanksgiving o Christmas

B. Any deviation from these working days/hours shall require a 24-hour prior notification to the CA and shall be subject to approval.

C.5. Work Assignments

A. The Environmental Services Department shall designate a Contract Administrator (CA) to manage specific work assignments and to monitor adherence to the contract. In all cases indicated in this proposal, the CA may be represented by designated ESD staff supervised by the CA.

B. The CA will establish a regular method of daily communications to notify Contractors of available work opportunities and to make work assignments.

C. ESD will generate a unique work order for each job assigned to the Contractor. Work orders will be shared electronically with the Contractor’s designated representative(s) and with the CA.

D. Work orders will contain the following information:

1. Work order ID number

2. Type of worksite: Illegal dumping, homeless encampment, roadside, community event, etc.

3. Location: Coordinates, street address, road segment, or meeting location

4. Worksite description: Brief summary of worksite location, terrain, and accessibility

5. Worksite area: Estimated worksite area (in square yards), if applicable

6. Materials: Brief summary of materials to be removed

7. Bulk: Estimated bulk (in cubic yards) of materials to be removed, if applicable

C.6. Reporting

A. Assigned work shall be completed within two (2) business days of Contractor’s receipt of a work order.

B. The Contractor shall return completed work orders in an electronic form within one (1) business day of the completion of work. The completed work order shall contain:

1. Work order ID number

2. Name of Contractor’s designated representative for the work order

3. Date and time the work order was completed

4. Date and time the work order was posted

5. Before-and-after pictures (these will serve as a means of service completion verification)

6. Notes, if any

7. An attached invoice stating unit costs, subtotals and total for invoice

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C.7. Invoicing and Payment

A. The Contractor shall provide invoices reflecting work completed as noted in Reporting section of scope.

B. Payment will be made monthly based on invoices submitted.

C.8. Quality Assurance

A. The CA shall give final approval for all work performed under this contract. It is not the intention of ESD to supervise and direct the Contractor in the performance of this contract. However, the Contractor’s failure to fully, diligently, and completely execute supervision of services performed shall constitute sufficient grounds for termination of this contract.

B. If in the opinion of the CA, Contractor performance becomes unsatisfactory, the CA shall notify the Contractor within 48 hours of identification of a deficiency. Upon notification, ESD shall not be liable for payment for the deficient work until the deficiency is remedied by the Contractor and accepted by the

CA.

C. Should the Contractor fail to correct deficiencies within the time frame specified by the CA or provide an acceptable reason why more time is necessary for correction, no payment will be made if ESD does not accept the contracted work.

D. The CA shall have the authority to stop work whenever such stoppage may be necessary to ensure the proper execution of services. The CA shall also have the authority to reject work that does not conform to the contract and make decisions regarding questions which arise in the execution of work.

E. The Contractor must understand and agree to ESD’s work priorities and management techniques.

Upon request or as necessary, the CA will accompany the Contractor to work areas to further describe work priorities.

C.9. Compliance with Applicable Laws and Regulations

A. Contractor shall perform all requirements under this contract in strict observance of and compliance with all applicable laws, regulations, ordinances, codes, and any other legislative or statutory requirements.

B. Contractor warrants that the performance of services under this contract shall be fully compliant with the current requirements of the Occupational Safety and Health Act (OSHA) and as it may be amended or updated throughout the term of this contract.

C.10. Safety Provisions and Protection of the Public

A. The Contractor shall exercise caution at all times for the protection of persons and property. Safety provisions of all applicable laws and ordinances shall be strictly observed and the Contractor and Contractor’s employees shall at all times be attentive to the safe preservation of persons and property at all sites. All fines, penalties and/or repair charges resulting from the Contractor’s neglect of safety provisions shall be the sole responsibility of the Contractor.

B. The Contractor shall outfit all equipment and materials used with any and all such safety devices and warning mechanisms as may be necessary to advise and protect the public and prevent personal injury and property damage.

C.11. Prevention of Damage to Property and Infrastructure

A. The Contractor shall not drive motorized vehicles onto medians, roadsides, curbs, sidewalks, or pathways without advanced permission from the CA or designee.

B. The Contractor shall avoid damage to existing structures, utilities, and transportation infrastructure. In the event that any of these are damaged in the course of work, the Contractor shall be solely

BUSINESS SERVICES DEPARTMENT Page 10 of 39 responsible for its repair or replacement. The Contractor shall notify the CA immediately after any occurrence of damage.

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D. INSTRUCTIONS TO OFFERORS

D.1. DEFINITION OF KEY WORDS USED IN THE SOLICITATION

For purposes of this solicitation and any subsequent contract, the following terms have the meanings set forth below:

City:The City of Tucson, Arizona

Contract:The legal agreement(s) executed between City and the Successful Offeror(s). The Contract will be deemed to include all the conditions and requirements set forth in this solicitation and any Addenda to the solicitation, all the Special Terms and Conditions and Standard Terms and Conditions, and all the terms of the Offer submitted by Offeror as finally negotiated and accepted by the City.

Contractor/Consultant:A Successful Offeror that enters into a Contract with the City.

Contract Representative:The City employee or employees who have been designated to act as the City contact for this solicitation process and who are responsible for monitoring and overseeing the Contractor's performance under the Contract.

Business Services Director:The contracting authority for the City, authorized to sign contracts and addenda thereto on behalf of the City.

May: Indicates something that is not mandatory but permissible.

May not:The indicated party is prohibited from taking the action.

Must: The action or condition is required.

Offer:Any proposal, statement of qualifications, bid, or other submission provided by an Offeror in response to this Solicitation.

Offeror: Each individual or entity that submits an Offer in response to this solicitation.

Successful Offeror: An Offeror who received a Notice of Award or a Notice of Intent to Award from the City.

Will:The indicated party is promising to take the action or abide by the condition.

D.2. PRE-SUBMITTAL MEETING

A Pre-Submittal Meeting will be held at the date and time stated on the cover page of this solicitation, if such a date and time is provided. Attendance at this meeting is not mandatory, but written minutes and/or notes regarding the meeting will NOT be provided, so attendance is encouraged. The purpose of this meeting will be to clarify the contents of this solicitation in order to prevent any misunderstanding of the City's position.

D.3. INQUIRIES

Any questions about this solicitation or the proposed Contract must be presented at the Pre-Submittal Meeting, if there is one (see above), or submitted in writing, via email, or through the online bidding system, to the Contract Officer by the Question Submission Deadline. The email must refer to the solicitation number and the paragraph number of the provision that the question concerns. The Contract

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Officer may respond by email or may, if they deem it appropriate, address the question in a solicitation addendum or response through the question and answer portal in the online bidding system. Offeror may not rely on oral interpretations or clarifications about the solicitation; only questions answered in an email by the Contract Officer, posted through the online bidding system, or posted as a formal solicitation addendum will be binding.

D.4. ADDENDUM OF SOLICITATION

Solicitation Addenda will be posted on the City’s link to the online bidding website. Offeror is responsible for checking the webpage regularly for new solicitation addenda and must acknowledge each addendum to this solicitation in its submittal. Please note that vendors who have registered with the Business Services Department at https://procurement.opengov.com/portal/tucson-az and follow the City of Tucson will receive email notifications of solicitation addenda.

D.5. UNDERSTANDING SCOPE OF WORK

Before submitting an Offer to this solicitation, Offeror must familiarize itself with the Scope of Work, laws, regulations, physical conditions, and other factors affecting the obligations – including the expense and difficulty of fulfilling those obligations – that Offeror will have under the Contract if awarded to Offeror. No adjustment to the financial or other terms of the Contract will be justified by Offeror’s failure to fully understand or appreciate the Contract requirements or other factors affecting Contract performance.

D.6. PREPARATION OF OFFER

A. Form and Organization. If Offer forms are included in this Solicitation, Offeror’s Submittal must be on those forms. Supporting documentation must be arranged in a manner that follows and clearly refers to corresponding sections of the solicitation. Offeror may copy the submittal forms in order to complete them electronically but may not alter or rearrange them or change any paragraph designations.

B. Confidential Information. Any information in its submittal that Offeror wishes to be treated as confidential must be clearly marked “CONFIDENTIAL.”

C. Offer Contents. Offeror’s submittal must contain responses to all sections of this solicitation, any Offer forms provided must be completed and any requested supporting documentation must be attached.

D. Signatures. Offeror must include in their submittal signed copies of the Offer and Acceptance page. Any cover letter accompanying the proposal documents must be signed. Offeror must initial each erasure, interlineation or other modification in the submittal. The person signing and initialing on behalf of Offeror must be a person authorized to legally bind Offeror.

E. Prices. Where a unit price is provided it will govern over any erroneous extension of the price.

F. Time Periods. Periods of time, stated as a number of days, will be calendar days unless specifically stated otherwise.

G. Accuracy. Mistakes in preparation of its submittal confers on Offeror no right to modify or withdraw its submittal after the Submittal Deadline.

H. Cost of Preparation. The City will not reimburse Offeror for the cost of developing, presenting, submitting or providing any response to this solicitation.

https://procurement.opengov.com/portal/tucson-az

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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.

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, BUSINESS SERVICES DEPARTMENT Page 14 of 39 within 10 days after the date of that notice, obtains and provides to City an order from a court of competent jurisdiction prohibiting the City from releasing the documents, the City may release the documents without any liability to Offeror.

D.12. WHEN AND HOW TO SUBMIT OFFERS

In order to be considered, Offeror must, no later than the Offer Submittal Deadline, submit its Offer electronically through the City’s online bidding system:

https://procurement.opengov.com/portal/tucson-az

NOTE: THE ENTIRE OFFER MUST BE IN "“SUBMITTED"” STATUS IN THE CITY’S ONLINE

BIDDING SYSTEM IN ORDER TO BE CONSIDERED. RESPONSES THAT HAVE BEEN CREATED

IN THE SYSTEM, BUT THAT ARE NOT IN "“SUBMITTED"” STATUS BY THE OFFER SUBMITTAL

DEADLINE WILL NOT BE CONSIDERED.

D.13. CERTIFICATION OF NONCOLLUSION; CONFLICTS OF INTEREST

Offeror will not communicate, orally or in writing, with any member of the Mayor and Council, or with any City staff outside the Procurement Division of the Business Services Department, regarding this Solicitation. By submitting an Offer, Offeror warrants that:

A. Preparation and submission of the submittal did not involve collusion or other anti-competitive practices.

B. Offeror has not given, offered to give, nor intends to give at any time hereafter, any economic opportunity, future employment, gift, loan, gratuity, special discount, trip, favor, meal or service to a public servant in connection with this solicitation.

C. No person has been employed or retained to solicit or secure a Contract under this solicitation upon a promise of a commission, percentage, brokerage, or contingent fee.

D. No employee of the City involved in this Solicitation process, or any family member of such an employee, has any substantial financial interest in Offeror’s firm. No member of the City of Tucson Mayor and Council who has, or whose family member has, any substantial financial interest in Offeror’s firm will participate in any action taken by the Mayor and Council with respect to this Contract. The terms “relative” and “substantial interest” have the meanings assigned in A.R.S. § 38-502

The City may disqualify Offeror from further participation in the solicitation process if the City determines that any City employee or official involved in this Solicitation process has an actual or apparent conflict of interest or if Offeror has engaged in any collusion or anti-competitive practices.

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.

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Offeror cannot withdraw an Offer that is in “submitted” status as of the Offer Submittal Deadline unless the Director of the Business Services Department consents in writing to the withdrawal. The Offer will be irrevocable for 90 days after the Offer Submittal Deadline.

D.15. DISCUSSIONS

The City may, at its discretion, conduct discussions with Offeror for the purpose of eliminating minor irregularities, informalities, or apparent clerical mistakes in Offeror’s submittal in order to clarify the offer and assure full understanding of, and responsiveness to, solicitation requirements.

D.16. VENDOR REGISTRATION; BUSINESS LICENSE

In order to be eligible for award of a Contract, Offeror must:

A. Register with the City’s Business Services Department. Registration can be completed at https://procurement.opengov.com/portal/tucson-az

B. Obtain a City of Tucson Business License or a written determination from the City's Business License Section that a license is not required. For questions contact the City's Business License Section at

(520) 791-4566 or email at license@tucsonaz.gov mailto:license@tucsonaz.gov

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E. OFFER EVALUATION AND CONTRACT AWARD

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

A. Price Proposal B. Qualifications & Experience C. Method of Approach

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 ten (10) 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. SUBMITTAL 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://procurement.opengov.com/portalucson-az/contracts

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://procurement.opengov.com/portalucson-az/contracts https://procurement.opengov.com/portalucson-az/contracts

BUSINESS SERVICES DEPARTMENT Page 18 of 39

F. EVALUATION CRITERIA

No. Evaluation Criteria Scoring Method Weight (Points)

1. Price Proposal A. Work to be assigned under this contract will be compensated on an hourly basis. The Contractor should provide a standard hourly rate based on staffing costs. The

Contractor may feel free to add tables for equipment costs and any other disciplines required, separately.

B. Contractor shall complete pricing page of this solicitation.

N/A N/A

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2. Method of Approach A. Describe the tools, resources, and/or methodologies to be used by your firm in providing services under this contract. The description should demonstrate the firm’s ability to provide a high-quality work product in a timely manner and within the budget allocated.

B. Demonstrate firm’s ability to meet all required tasks within the scope.

C. Describe any special or unique knowledge, equipment, or techniques beneficial to the project that your firm will contribute.

D. Describe firm’s electronic work order process.

E. Describe firm’s ability to meet work order assignments on a weekly basis.

F. Describe your firm’s ability to provide the required services on an emergency basis.

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3. Qualifications & Experience

A. Submit qualifications of the firm, and explain why your firm is especially well-qualified to perform the required services.

Include information on staffing.

B. Provide the experience of the proposed firm on similar contracts. Identify type and location of similar work, and provide specific references that may be contacted.

C. Provide experience and qualifications of key team members, including any licenses or certifications applicable to proposed work.

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G. PRICING

PRICING TABLE

Line Item Description Quantity Unit of Measure

Unit Cost Total

1 Field Staff 1 Hourly Rate

2 Supervisor 1 Hourly Rate

3 Clerical 1 Hourly Rate

TOTAL

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H. SPECIAL TERMS AND CONDITIONS

H.1. AVAILABILITY OF FUNDS FOR THE NEXT FISCAL YEAR

Funds are not presently available for performance under this Contract. The City's obligation for performance of this Contract is contingent upon the availability of funds from which payment for Contract purposes can be made. No legal liability on the part of the City for any payment may arise for performance under this Contract until funds are made available for performance of this Contract.

H.2. 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.3. LIVING WAGE REQUIREMENTS

Contractor will comply with all applicable provisions of the City’s Living Wage Ordinance (Article XIV of the Tucson Procurement Code). Contractor will, upon request, affirm in writing that Contractor is in compliance and will provide City with information and documentation demonstrating that compliance.

The City’s Living Wage ordinance can be found at the following link:

https://codelibrary.amlegal.com/codes/tucson/latest/tucson_az/0-0-0-21930 The Living Wage rates for the current calendar year can be found at the following link: https://www.tucsonaz.gov/Departments/Business-Services-Department/Procurement/Living- Wage

H.4. PRICE ADJUSTMENT

At least 90 days before the date that the Contract is eligible for extension, Contractor may submit to the Contract Officer a request for price adjustments based on documented increased Contractor costs and the City may, at its discretion, make price adjustments, which will apply during the extension term.

http://www.tucsonprocurement.com/coop_partners.aspx http://www.mesaaz.gov/home/showdocument?id=23638 https://codelibrary.amlegal.com/codes/tucson/latest/tucson_az/0-0-0-21930 https://www.tucsonaz.gov/Departments/Business-Services-Department/Procurement/Living-Wage https://www.tucsonaz.gov/Departments/Business-Services-Department/Procurement/Living-Wage

BUSINESS SERVICES DEPARTMENT Page 23 of 39

H.5. TERM AND RENEWAL

The term of the Contract will commence when awarded to Contractor and remain in effect for a period of one (1) year, 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.

BUSINESS SERVICES DEPARTMENT Page 24 of 39

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: $2,000,000 B. General Aggregate: $4,000,000 C. Products & Completed Operations Aggregate: $2,000,000 D. Personal and Advertising Injury: $2,000,000 E. Blanket Contractual Liability: $2,000,000

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/LLC operating with only one agent 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.

I.5. ENVIRONMENTAL & HAZARDOUS WASTE

Each Claim: $1,000,000

Annual Aggregate: $1,000,000

BUSINESS SERVICES DEPARTMENT Page 25 of 39

I.6. POLICY CHANGE NOTICE

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

I.7. ADDITIONAL INSURED

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

I.8. CLAIMS-MADE COVERAGE

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

I.9. ADDITIONAL REQUIREMENTS

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

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

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

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

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

I.10. PUBLIC ENTITIES

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

I.11. SUBCONTRACTORS

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

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I.12. SUFFICIENCY OF COVERAGE

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

I.13. 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 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 as they specifically relate to any incident within the Scope of Work, and which makes the request legally required or job related and consistent with business necessity.

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J. STANDARD TERMS AND CONDITIONS

J.1. ADVERTISING

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

J.2. COMPLIANCE WITH LAWS

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

A. Americans with Disabilities Act. Contractor will comply with all applicable provisions of the Americans with Disabilities Act (Public Law 101-336, 42 U.S.C. 12101, et seq.) and its regulations, including 28 CFR Parts 35 and 36. If Contractor will provide or make available web content or mobile applications, the Contractor must demonstrate that its work product conforms to the DOJ’s April 24, 2024 final rule under Title II of the ADA by providing either (1) a current Accessibility Compliance Report (ACR) based on the latest version of the Voluntary Product Accessibility Template (VPAT) for the Web Content Accessibility Guidelines (WCAG) 2.1, or (2) an independent third-party evaluation from an accessibility consultancy.

1. The Contractor’s indemnification obligations under this Agreement shall include all allegations, demands, proceedings, suits, actions, claims, liability, damages, losses, expenses (including but not limited to attorney fees, court costs, and all claim-adjusting and claim-handling expenses) or disbursements of any kind or nature in any way relating to or arising from the Contractor’s breach of this section or non-compliance with any of the provisions of the ADA.

2. In addition to any other rights and remedies in this Agreement, the City may exercise the following remedies if the…