Eviction_Legal_Services_(Addendum_#1_Revision).pdf

REQUEST FOR QUALIFICATION

HSD-RFQu-26-071526

EVICTION LEGAL SERVICES

CITY OF PHOENIX

HUMAN SERVICES

200 W. WASHINGTON ST. 18TH FLOOR

PHOENIX, AZ

85003

RELEASE DATE: July 24, 2026

DEADLINE FOR QUESTIONS: July 31, 2026

RESPONSE DEADLINE: August 21, 2026, 3:00 pm

City of Phoenix

REQUEST FOR QUALIFICATION

HSD-RFQu-26-071526

Eviction Legal Services

1. INTRODUCTION

2. INSTRUCTIONS

3. SCOPE OF WORK

4. EVALUATION PROCESS

5. STANDARD TERMS AND CONDITIONS

6. SPECIAL TERMS AND CONDITIONS

7. DEFENSE AND INDEMNIFICATION

8. INSURANCE REQUIREMENTS

9. SUBMITTALS

10. PRICING PROPOSAL

Attachments:

A - Acceptance of Offer Form 2026

Request For Qualification #HSD-RFQu-26-071526 Title: Eviction Legal Services

1. Introduction

1.1. Contact Information

Nancy Harrison

Human Services

Email: nancy.harrison@phoenix.gov

Phone: (602) 262-4037

1.2. Schedule of Events

The City reserves the right to change dates, times, and locations, as necessary. The City does not always hold a Pre-Offer Conference or Site Visit. All times in the Schedule of Events are

Local Phoenix, AZ Time.

To request a reasonable accommodation or alternative format for any public meeting, please contact the Procurement Officer (Jauron Leefers) at (602) 495-3678/Voice or 711/TTY, or jauron.leefers@phoenix.gov, no later than five (5) business days prior to the meeting.

Solicitation Issue Date: July 24, 2026

Written Inquiries Due Date: July 31, 2026, 3:00pm

Offer Due Date: August 21, 2026, 3:00pm

2. Instructions

2.1. Description – Statement of Need

The City of Phoenix invites sealed offers for Eviction Legal Services

The Effective Date of this Agreement will be upon final signature and recording by the City

Clerk’s department.

The Commencement Date of this Agreement will be upon the Effective Date, whichever is later.

The term of this Agreement will be for 1 year, beginning on the Commencement Date, with 2-yearly options to extend, which may be exercised by the City in its sole discretion.

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

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

2.2. Preparation of Offer

All forms provided must be completed and submitted with the Offer. The signed and completed

Conflict of Interest and Transparency form must be included or your Offer may be deemed non-responsive.

It is permissible to copy Submittal forms if necessary. Erasures, interlineations, or other modifications of the Offer must be initialed in original ink by the authorized person signing the

Offer. No offer will be altered, amended or withdrawn after the specified offer due date and time.

The City is not responsible for Offeror’s errors or omissions.

All time periods stated as a number of days will be calendar days.

It is the responsibility of all Offerors to examine the entire solicitation and seek clarification of any requirement that may not be clear and to check all responses for accuracy before submitting an offer. Negligence in preparing an offer confers no right of withdrawal after due date and time. Offerors are strongly encouraged to:

A. Consider applicable laws and/or economic conditions that may affect cost, progress, performance, or furnishing of the products or services.

B. Study and carefully correlate Offeror’s knowledge and observations with the solicitation and other related data.

C. Promptly notify the City of all conflicts, errors, ambiguities, or discrepancies that Offeror has discovered in or between the solicitation and other related documents.

D. The City does not reimburse the cost of developing, presenting or providing any response to this solicitation. Offers submitted for consideration should be prepared mailto:procurement-support@opengov.com simply and economically, providing adequate information in a straightforward and concise manner. The Offeror is responsible for all costs incurred in responding to this solicitation. All materials and documents submitted in response to this solicitation become the property of the City and will not be returned.

E. Offerors are reminded that the specifications stated in the solicitation are the minimum level required and that offers submitted must be for products or services that meet or exceed the minimum level of all features specifically listed in this solicitation. Offers offering less than any minimum specifications or criteria specified are not responsive and should not be submitted.

F. Offer responses submitted for products considered by the seller to be acceptable alternates to the brand names or manufacturer’s catalog references specified herein must be submitted with technical literature and/or detailed product brochures for the

City’s use to evaluate the products offered. Offers submitted without this product information may be considered as non-responsive and rejected. The City will be the sole judge as to the acceptability of alternate products offered.

G. Prices will be submitted on a per unit basis by line item, when applicable. In the event of a disparity between the unit price and extended price, the unit price will prevail unless obviously in error.

2.3. Fixed Offer Price Period

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

2.4. Obtaining a Copy of the Solicitation and Addenda

Interested Offerors may download the complete solicitation and addenda from the City's

Procurement Portal: https://procurement.opengov.com/portal/phoenix/projects/284978. Any interested Offerors without internet access may obtain this solicitation by calling the

Procurement Officer or picking up a copy during regular business hours at the City of Phoenix, Human Services Department, 200 W. Washington Street, 18th Floor, Phoenix, AZ 85003. It is the Offeror’s responsibility to check the City's Procurement Portal, read the entire solicitation, and verify all required information is submitted with their Offer.

2.5. Exceptions

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

Procurement Officer rather than including exceptions in their Offer.

2.6. Inquiries

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

Portal and must be received by the due date indicated in the Schedule of Events. The City will not consider questions received after the deadline.

https://procurement.opengov.com/portal/phoenix/projects/284978

No informal contact initiated by Offerors on the proposed service will be allowed with members of City’s staff from date of distribution of this solicitation until after city council awards the contract. All questions concerning or issues related to this solicitation must be presented in writing.

The Procurement Officer will answer written inquiries in an addendum and publish any addenda on the City’s Procurement Portal.

2.7. Addenda

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

Procurement Portal.

Changes to terms and conditions of the Solicitation and resulting Agreement made pursuant to an addendum shall be memorialized in the Solicitation and resulting Agreement document. To that end, a parenthetical will be added to applicable provision(s) referencing the addendum that imposed the change. The language in the final provision will reflect the updated version.

2.8. Licenses

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

2.9. Certifications

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

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

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

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

2.10. Submission of Offer

Offers must be in possession of the Department on or prior to the exact time and date indicated in the Schedule of Events. Late offers will not be considered. The prevailing clock will be the

City Department’s clock.

Offers should be submitted electronically via the City’s Procurement Portal by clicking on “Draft

Response” via https://procurement.opengov.com/portal/phoenix/projects/284978. Offerors that are unable to submit electronically should contact the Procurement Officer to discuss the logistics of hard copy submittals. Offerors must be registered with OpenGov by signing up via https://procurement.opengov.com/signup. Vendor training guides can be found at: https://opengov.my.site.com/support/s/article/ca6d1285-1e48-4a21-bb0d-715edb7794ed https://procurement.opengov.com/portal/phoenix/projects/284978 https://procurement.opengov.com/signup https://opengov.my.site.com/support/s/article/ca6d1285-1e48-4a21-bb0d-715edb7794ed

Any original documents (such as bonds, guaranties, powers of attorney), if required by the solicitation, must be separately delivered to and received by the City on or prior to the exact time and date indicated in the Schedule of Events, with a clear indication of the Offer for which it is attributed.

It is the responsibility of the Offeror to ensure that the Offer is timely and to confirm that there are no technical reasons that any offer submitted electronically may be delayed. The date and time on the upload as received/stamped by the City’s Procurement Portal will provide proof of submission and verification whether the Offer was received on or prior to the exact time and date indicated in the Schedule of Events.

For assistance with submittals, vendors are welcome to use the OpenGov support chat (blue chat bubble in the bottom right corner) to connect with a member of OpenGov's support team who will be able to assist you with your submission.

Please DO NOT submit links to Google Docs, Dropbox Paper, or similar services. Your offer may be deemed non-responsive if your offer is supplied utilizing these services.

2.11. Withdrawal of Offer

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

Procurement Portal.

2.12. Offer Results

Offers will be opened on the offer due date, time and location indicated in the Schedule of

Events, at which time the name of each Offeror, and the prices may be read. Offers and other information received in response to the solicitation will be shown only to authorized City personnel having a legitimate interest in them or persons assisting the City in the evaluation.

Offers are not available for public inspection until after the City has posted the award recommendation on the City's Procurement Portal.

The City will post a preliminary offer tabulation on the City's Procurement

Portal: https://procurement.opengov.com/portal/phoenix/projects/284978 within five business days of the offer opening. The City will post the information on the preliminary tabulation as it was read during the offer opening. The City makes no guarantee as to the accuracy of any information on the preliminary tabulation. Once the City has evaluated the offers, the City will post an award recommendation on the City's Procurement Portal. By signing and submitting its

Offer, each Offeror agrees that this posting of the award recommendation to the City's

Procurement Portal effectively serves as the Offeror’s receipt of that notice of award recommendation. The City has no obligation to provide any further notification to unsuccessful

Offerors.

2.13. Special Requirements

The Offeror(s) must be a Certified Member of the Arizona Bar Association.

In order for an RFQu response to be considered, the Offeror shall comply with Phoenix City

Code, 1969, Chapter 18, Article V, as amended, Equal Employment Opportunity Requirements.

https://procurement.opengov.com/portal/phoenix/projects/284978

Any questions in regard to these requirements shall be directed to the Equal Opportunity

Department, (602) 262-6790.

2.14. Pre-Award Qualifications

Offeror must have been in operation a minimum of 5 years. The Offeror’s normal business activity during the past 5 years will have been for providing the goods or services in this solicitation. This information must be provided in Vendor Questionnaire section, under Years in

Business and References form of this solicitation.

Upon notification of a recommended award, the Offeror will have 14 calendar days to submit a complete certificate of insurance in the minimum amounts and the coverages as required in the

Insurance Requirements of this agreement. Insurance requirements are non-negotiable.

2.15. Qualification Criteria

Statement of Qualifications shall relate specifically to the following items, listed in general order of importance, for evaluation and selection purposes:

Respondent must be a registered member of the Arizona Bar Association; registered as a business entity with the City of Phoenix and possess a Federal Tax ID, and a Unique Entity

Identifier (UEI) number issued by Sam.Gov at the time of submission.

2.16. Evaluation and Selection

After evaluating all submissions, the City may ask some or all the firms that submitted a response to participate in interviews. Upon completion of the evaluation process, the City may assign a detailed scope of work to the selected candidate and negotiate fees for services.

RFQu responses should be concise, well-organized per the requested information, clearly written and limited to no more than 20 pages including resumes. The review process places considerable emphasis on the responsiveness of the RFQu response to the requirements outlined above. RFQu responses that are not written specifically in response to this request cannot receive serious consideration.

All RFQu responses will be evaluated based on the criteria listed above in the Qualifications

Section of this RFQu.

The firms under consideration for this RFQu, will be evaluated in accordance with the solicitation by an Evaluation Committee and/or the Procurement Officer. The City reserves the right to request supplemental information that the Evaluation Committee deems necessary to make a selection. The Committee may be supplemented by outside professionals or professionals from other City departments who can provide additional expertise.

2.17. Agreement

The City will require the selected Offeror to participate in negotiations and to submit such cost, technical or other revisions of the submittals as may result from negotiations. The City shall draft all final contracts and documents that result from this RFQu.

The language contained in this RFQu and the Offeror's statement of qualifications will form the basis of any resulting Contract. However, this RFQu does not commit the City to enter a

Contract, to pay any costs incurred in the preparation of a submittal to this request or in subsequent negotiations, or to procure a contract for the project(s).

2.18. Certificates of Insurance

Upon notification of a recommended award, the Offeror will have 14 calendar days to submit a complete certificate of insurance in the minimum amounts and the coverages as required in the

Insurance Requirements of this solicitation. Insurance requirements are non-negotiable.

2.19. Award of Contract

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

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

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

Solicitation. This may include performance history on past and current government or industrial contracts; and,

2. Demonstrated availability of the necessary manpower (both supervisory and operational personnel) and necessary equipment to accomplish the scope of work in the Solicitation; and,

3. Safety record; and,

4. Offeror history of complaints and termination for convenience or cause.

B. Notwithstanding any other provision of this solicitation, the City reserves the right to: (1) waive any immaterial defect or informality; or (2) reject any or all offers or portions thereof; or (3) reissue a solicitation.

C. A response to a solicitation is an offer to contract with the City based upon the terms, conditions, and specifications contained in the City’s solicitation. Offers do not become contracts until they are executed by the Chief Procurement Officer or Department

Director. A contract has its inception in the award, eliminating a formal signing of a separate contract. For that reason, all of the terms, conditions and specifications of the procurement contract are contained in the solicitation, and in any addendum or contract amendment.

2.20. Solicitation Transparency Policy

Commencing on the date and time a solicitation is published, potential or actual Offerors or respondents (including their representatives) shall only discuss matters associated with the solicitation with the Mayor, any members of City Council, the City Manager, any Deputy City

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

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

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

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

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

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

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

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

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

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

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

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

2.21. Protest Process

Offeror may protest the contents of a solicitation no later than seven days before the solicitation deadline when the protest is based on an apparent alleged mistake, impropriety or defect in the solicitation. Protests filed regarding the solicitation may be addressed by an amendment to the solicitation or denied by the City. If denied, the opening and award will proceed unless the City determines that it is in the City’s best interests to set new deadlines, amend the solicitation, cancel or re-bid.

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

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

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

City’s full and final discretion.

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

• Identification of the solicitation number;

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

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

• The form of relief requested; and

• The signature of the protester or its authorized representative.

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

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

Procurement Officer.

2.22. Public Record

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

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

Procurement Officer as confidential provided the Offeror clearly labels the information

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

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

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

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

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

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

2.23. Late Offers

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

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

2.24. Right to Disqualify

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

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

Offeror.

2.25. Contract Award

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

2.26. Determining Responsiveness and Responsibility

Offers will be reviewed for documentation of minimum qualifications, completeness, and compliance with the Solicitation requirements. The City reserves sole discretion to determine responsiveness and responsibility.

Responsiveness: Nonresponsive Offers will not be considered in the evaluation process. The solicitation states criteria that determine responsiveness, and the solicitation includes terms and conditions that if included or excluded from Offers (as the case may be) will render an Offer nonresponsive.

Exceptions, conditions, reservations, or understandings are presumed to be unacceptable, and an Offer that includes unacceptable exceptions, conditions, reservations, or understandings may be rejected as nonresponsive. Alternatively, the City in its sole discretion may instruct in writing that any Offeror remove the conditions, exceptions, reservations or understandings. If the Offeror fails to do so in writing, the City may determine the Offer to be nonresponsive.

Responsibility: To obtain true economy, the City must conduct solicitations to minimize the possibility of a subsequent default by the Contractor, late deliveries, or other unsatisfactory performance that may result in additional administrative costs. It is important that the Offeror be a responsible Contractor. Responsibility includes the Offeror’s integrity, skill, capacity, experience, and facilities for conducting the work to be performed.

The Procurement Officer will review each Offer to determine if the Offeror is responsible. The

City’s determination as to whether an Offeror is responsible will be based on all information furnished by the Offeror, interviews (if any), and information received from Offeror’s references, including information about Offeror’s history, terminations for convenience or cause, contract breach lawsuits or notices of claim and any other sources the City deems appropriate. Award of the Contract resulting from the solicitation will not be made until any necessary investigation, which each Offeror agrees to permit by submitting its Offer, is made by the City as it deems necessary. A review of responsibility may occur up to contract award.

The Offeror’s unreasonable failure to promptly supply information about an inquiry with respect to responsibility may be grounds for a determination of non-responsibility with respect to such

Offeror.

2.27. Evaluation of Competitive Sealed Offers

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

2.28. Detailed Evaluation of Offers and Determination of Competitive Range

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

2.29. Offers Not Within the Competitive Range

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

Range.

2.30. Discussions with Offerors in the Competitive Range

The City will notify each Offeror whose Offer is in the Competitive Range or made the ‘short list’ and provide in writing any questions or requests for clarification to the Offeror. Each Offeror so notified may be interviewed by the City and asked to discuss answers to written or oral questions or provide clarifications to any facet of its Offer. The Offerors in the competitive range may be required to provide a demonstration of their product.

Demonstrations - Offerors in the competitive range may be invited to construct a hands-on sample or presentation of their solution at the City of Phoenix. In addition, each finalist may prepare and deliver a presentation of their proposed solution based on the script developed by the evaluation panel. The City may also require a hands-on lab demonstration designed specifically for the evaluation panel. The results of the surveys will be tabulated and delivered to the evaluation team for the final review and solution selection session(s).

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

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

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

2.31. Best and Final Offers (BAFO)

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

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

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

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

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

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

3. Scope of Work

3.1. Eviction Legal Services

1. BACKGROUND

In the Phoenix area, eviction filings have surged to record highs with summer months (June, July, and August) experiencing unprecedented spikes. Phoenix alone experienced 39,697 eviction filings in the past year resulting in a 16% eviction filing rate, triple the national eviction filing rate of 5.3%. Since March of 2023, Maricopa County has led the nation in the number of eviction filings. For 2023, Maricopa County Justice Courts reported 83,172 eviction complaints filed, which was 135% compared to filings over an average year before the COVID-19 pandemic. According to County officials, evictions are up 21% in Maricopa County, and The Eviction Lab reports the number of evictions filed per 100 renter households over the past 12 months has risen to 15%. While landlords are represented 94% of the time, tenants have legal representation less than 1% of the time according to Maricopa County Justice Court data.

Being evicted can have devasting and long-term negative consequences for Phoenix tenants and may also result in a family not being eligible for subsidized housing until the rental judgement is paid. Evictions can also lead to a loss of employment, disruption of children’s education, dislocation from health care providers, loss of personal belongings, and in many cases, homelessness. Eviction actions in Arizona are expedited proceedings, so tenants are usually required to move out with only a few days’ notice. Low-income, often minority tenants find it incredibly difficult to find housing on such short notice.

While legal representation for tenants in the courtroom is critical, attorneys may also help arrive at alternative solutions outside the courtroom, such as fair negotiated settlements with landlords. Within Maricopa County, and Phoenix specifically, there are limited numbers of attorneys to handle eviction cases, and even fewer who represent tenants at no cost.

Maricopa County Justice Courts are equally burdened with eviction cases that do not have tenant representation, as the fairness of an eviction process depends upon Courts requiring landlords to prove the elements of a case while still affording tenants an opportunity to defend against the allegations.

To preserve current and future housing opportunities and stability for low-income, vulnerable, and at-risk Phoenix residents, tenants need legal support and assistance to effectively navigate and level the playing field within the eviction justice system.

2. OBJECTIVE

The City of Phoenix Human Services Department aims to increase access to justice for low-income, disproportionately affected Phoenix residents by expanding availability of no cost eviction legal services, to include assistance with resolving evictions both in and outside the courtroom.

3. ELIGIBLE PARTICIPANTS AND COSTS

Eligible participants include those with Phoenix residency, having received a summons or other written notice from their landlord indicating the tenant is at risk of being evicted, and household incomes at or below 80% of Area Median Income (AMI). There will be no cost to the participant for eviction legal services received.

4. SERVICE LOCATION

The geographic area for eviction legal services will be the City of Phoenix within Maricopa County. All Contractors must be able to meet with clients by phone and in-person, depending on what critical service and urgency needs exists. Hours of operation for responding legal entities must be at minimum Monday thru Friday, 8:00 AM to 5:00 PM.

Additionally, services may be provided on-site through nine Justice Court venues operating Monday thru Friday at 8:00 AM to 5:00 PM at the following locations:

Arcadia Biltmore, Encanto, Downtown, West McDowell, and South Mountain

Maricopa County Justice Courts 620 W. Jackson Street Phoenix, Arizona 85003

Desert Ridge, Dreamy Draw, McDowell Mountains, and Moon Valley

Maricopa County Justice Courts 18380 N. 40th Street

Phoenix, Arizona 85032

5. Description of Solicited Services

The City of Phoenix Human Services Department has made funds available to provide Eviction Legal Services throughout the city of Phoenix. Selected respondent(s) will provide one or more of the following: (i) full legal representation, (ii) limited representation, (iii) legal counsel and/or advice, (iv) mediation, and (v) post eviction support. In addition, legal services providers will make appropriate referrals for associated wraparound services in the area of landlord-tenant law and housing stability and will provide community outreach to promote legal services to low income, disparate, and underserved Phoenix residents in need.

6. Eligibility Requirements

Respondent must be registered as a business entity with the City of Phoenix and possess a Federal Tax ID, and a Unique Entity Identifier (UEI) number issued by Sam.Gov at the time of submission.

7. Program Requirements

Respondent must serve low-income households, who are at or below 80 percent of the Area Median Income (AMI), who are at risk of housing insecurity and homelessness, and who live within the City of Phoenix.

8. Eligible Costs

A. Operating Costs: Reimbursement for legal services at submitted hourly rate, costs associated with outreach events and collateral materials, staff training, and court costs.

Other eligible costs may be identified and approved during contract negotiation.

B. Administrative Costs: Personnel salaries & fringe benefits, marketing, communications, general liability insurance, professional services, and office internet/space/supplies/utilities..

9. Reporting Requirements

Contractor will provide monthly aggregate information of Phoenix residents/tenants served by each service, including specific demographics and outcomes listed below, by the 15th day following the end of the month being reported (ie. February 15th for January report).

Personally identifiable and attorney/client privileged information shall not be included.

Demographic data must include referred resident/tenant’s zip code, age, race/ethnicity, primary language of household, household size, number of children under 18, disability and/or veteran status, length of tenancy, current monthly rent, household income, and any recipient of public assistance or public housing.

Outcome data must include:

• reason for eviction;

• pre-eviction notices that did not result in an eviction filing because advocates were able to negotiate or mediate with landlord/property owner;

• number of continuances requested, granted, and for how long;

• case disposition, ie. dismissal, judgement for plaintiff/defendant, settlement, etc.

• stipulated agreements and amount of money agreed to;

• stipulated agreement with opportunity to vacate judgment at a later date;

• agreement for additional time to vacate and amount of additional time obtained on behalf of the tenant;

• repairs ordered;

• any other counterclaims sought or obtained;

• filings that were subsequently sealed due to stipulated agreement dismissal, or payment instances where attorney was discharged or withdrew;

• amount of judgment (money owed);

• was Plaintiff represented?

• Justice Court assignment;

Monthly reports will also need to include expenditures, including administrative/salary information paid for the month. Monthly programmatic and financial report templates will be provided by the City. Monthly reports are to be submitted to the Community Initiatives

Program Coordinator Jauron Leefers at Jauron.Leefers@phoenix.gov or her designee.

The City reserves the right to add, remove or revise reporting requirements at its discretion, and when subject to any internal or federal regulations, performance monitoring, or new funding received.

10. CONTRACTOR’S RESPONSIBILITIES

In addition to other obligations outlined herein, the Contractor will:

• Provide the City with up-to-date contact information (name, email, and phone number) for Contractor point of contact immediately upon any changes occurring.

• Conduct an assessment of need and contact each referred resident/tenant within 24 hours of receiving a referral.

• Provide one or more of the following legal services: (i) full legal representation, (ii) limited representation, (iii) legal counsel and/or advice, (iv) mediation, and (v) post eviction support depending on assessment of need, unless Contractor determines in Contractor’s independent professional judgement that the Arizona Rules of Professional Conduct or other law prohibit Contractor from providing an indicated service. If Contractor cannot or is prohibited from provided an indicated service, Contractor will promptly notify the City so that the resident/tenant can be referred to another provider.

• Negotiate with landlords and property managers on behalf of residents/tenants and promote mediation services.

• Provide legal information, counsel and advice about tenant rights and landlord responsibilities, including information about any applicable federal laws, rules, or requirements for public and subsidized housing.

mailto:Julie.bordelon@phoenix.gov

• Provide a designated legal representative to serve as a liaison to City staff regarding information related to contract performance and management of eviction-related processes.

• Promptly connect clients with additional housing stability needs to City staff for further assessment of services and case management opportunities.

• Track and report all referred residents/tenants including services provided and outcomes achieved. Provide monthly summarized data as outlined in 3.9. Reporting Requirements.

• Participate in collective discussions related to eviction legal services, impacts and trends, including possible presentations of outcomes and successes to various groups, including policy leaders.

• Conduct community outreach to promote eviction legal services to low income, disparate, and underserved Phoenix residents in need.

11. CITY’S RESPONSIBILITIES

In addition to other obligations outlined herein, the City will:

• Provide Contractor with a name, email and phone number of a person who will serve as Contractor’s primary point of contact with the City.

• Determine eligibility of residents/tenants requesting eviction legal services and making referrals to Contractors.

• Perform fiscal and programmatic monitoring as necessary.

• Work cooperatively with Contractor to develop monthly budgets and monitor reimbursement requests for services performed under this agreement.

• Process invoices for payment within 45 days, upon receipt of complete and accurate forms.

• Inform Contractor of any programmatic or financial concerns or potential changes in a timely manner.

• Upon request, provide technical assistance pertaining to requirements outlined in this agreement.

4. Minimum Qualifications OR Evaluation Criteria

In accordance with the Administrative Regulation 3.10, Competitive Sealed Proposal awards shall be made to the responsive and responsible Offeror(s) whose Offer is determined in writing to be the most advantageous to the City based upon the evaluation criteria listed below.

The evaluation factors are listed in the relative order of importance and more details are provided in Scope of Work. The Weight (Points) for each Evaluation Criteria are the maximum points that may be assigned for that Criteria. The following evaluation criteria will be used to evaluate all Offers:

No. Evaluation Criteria Scoring Method Weight (Points)

1. General Information

Offeror shall provide one page with the following information:

Full company name, address, phone number, and the name and email address of your contact person for the proposal. Do not include additional information.

Points Based 50 (5% of Total)

2. Tab 2 - Company Information

Offeror shall provide the following information:

Narrative detail of company and company history

Points Based 50 (5% of Total)

3. Project Overview o Provide a 1–2-page summary of how the agency will implement services outlined in the Scope of Work, prioritizing high-quality, no-cost legal representation, support services, and education for eviction related legal issues.

o Specify which of the following services Offeror will provide:

(i) full legal representation, (ii) limited representation, (iii) legal counsel and/or advice,

(iv) mediation, and (v) post eviction legal support depending on assessment of need.

o Include any existing or planned infrastructure and partnerships, marketing and outreach strategies, and a timeline for implementation.

Points Based 150 (15% of Total)

4. Approach and Methodology o Share the agency’s proposed approach to providing eviction legal services, to include controls for quality, equity, and management of resources needed.

o Provide a comprehensive description of what legal services will be provided, by whom, and how outcomes will be tracked and reported.

o Describe how the agency will prioritize at-risk, underserved, and hard to reach communities and neighborhoods within

Phoenix.

o Provide context for how proposed services will be determined, as well as the ability to meet urgent and required timelines.

o Explain how services will be made accessible to low-income, vulnerable populations with very limited transportation and technology means.

o Indicate the number of attorneys, paralegals, etc.

available to provide eviction legal services under this contract, and your capacity to keep pace with tenant needs within Phoenix.

Points Based 250 (25% of Total)

5. Experience and Expertise o Describe your agency’s history and current experience in delivering eviction legal services as outlined in the Scope of

Work, within the City of

Phoenix.

o Share your agency’s expertise in relevant areas of eviction law, including alternative outside courtroom interventions.

o Describe the credentials and experience of the attorneys who will be delivering services, including a demonstration that all professionals involved in providing services under this contract have the appropriate professional licenses and are in good standing with any applicable oversight agencies or professional organizations.

o Provide any information on your agency or office’s commitment to affirmative action and/or diversity equity and inclusion.

o Provide three (3) references pertaining to eviction legal services provided that reflect the quality and reliability of the assigned attorneys or firm's services.

Points Based 200 (20% of Total)

6. Marketing and Outreach o Provide an outline, resources to be developed, and timeline for how the agency will market eviction legal services to the Phoenix community.

o Describe what ongoing outreach will be conducted to ensure communities in need are aware eviction legal services are available, including highest eviction rate areas.

o Share how the agency will ensure equity and cultural competency when communicating access and availability of these services.

Points Based 75 (7.5% of Total)

7. Price Proposal Points Based 100 (10% of Total)

8. Project Budget o Provide a detailed account and explanation for all costs associated with providing the requested services. Present the costs in a clear and coherent format.

o For each budget category, explain why the costs are necessary for successful project implementation, how the costs were determined reasonable, and are the costs

100% allocable for this project or shared with other activities.

Points Based 50 (5% of Total)

9. Cost of Services o Provide a fee schedule for eviction legal services listed in the Scope of Work and explain the reasonableness and transparency of the proposed fees.

o Demonstrate that the proposed fee schedule and other miscellaneous chargeable expenses are reasonable according to industry standards, years of experience, and geographic area to be served.

Points Based 75 (7.5% of Total)

5. Standard Terms and Conditions

5.1. Definition of Key Words Used in the Solicitation

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

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

May: Indicates something that is not mandatory but permissible.

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

“A.R.S.” Arizona Revised Statute

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

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

Contractor's performance under this contract.

"City" The City of Phoenix

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

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

“Days” Means calendar days unless otherwise specified.

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

“Employer” Any individual or…