Executive_Search.pdf

CITY OF TUCSON

REQUEST FOR PROPOSAL

250099

EXECUTIVE SEARCH

Due Date: Thursday, March 6, 2025

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/142733

PUBLISH DATE: February 13, 2025 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. 250099

BUSINESS SERVICES DEPARTMENT Page 2 of 43 SHARED SERVICES PROCUREMENT DIVISION RESPONSIBLE CONTRACT OFFICER: Salvador Servin III

255 W. ALAMEDA, 6TH FLOOR, TUCSON, AZ 85701 PH: (520) 837-4141

Attachments:

A - Offer and Acceptance

BUSINESS SERVICES DEPARTMENT Page 3 of 43

A. NOTICE

A.1. CITY OF TUCSON

NOTICE OF REQUEST FOR PROPOSAL NO 250099

TITLE: Executive Search

SUBMITTAL DUE DATE: Thursday, March 6, 2025 AT 2:00 P.M. LOCAL AZ TIME

PRE-SUBMITTAL CONFERENCE DATE: Wednesday, February 19, 2025

TIME: 9:00 am LOCAL AZ TIME

LOCATION: MICROSOFT TEAMS VIRTUAL MEETING

QUESTIONS SHALL BE DIRECTED TO: Salvador Servin III

(520) 837-4141 salvador.serviniii@tucsonaz.gov

Posted Date: Thursday, February 13, 2025

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 is seeking to establish a contract for professional executive search services to be utilized on an as-needed basis. The successful contractor(s) will conduct nationwide executive searches for positions such as City Manager, Deputy City Manager, Assistant City Manager, Department Directors, Assistant/Deputy Department Directors, and other executive-level roles as deemed necessary by the City.

The City of Tucson operates under a Council-Manager form of government, as established by the City Charter. The governing body consists of six council members and a Mayor. According to the City Charter, the City Manager is appointed by the Mayor and Council and may be removed by a two-thirds vote of the Council. The City Manager oversees the general supervision and direction of the City’s administrative operations.

For the fiscal year 2024/2025, the City of Tucson’s operating budget is $2.4 billion, supporting a workforce of approximately 5,000 employees. The City provides a full range of municipal services, including Police, Fire, court services, environmental services, emergency communications, street maintenance, and parks and recreation programs. Additionally, the City operates a metropolitan water utility and housing authority. Tucson also owns a metropolitan bus system offering both fixed-route and paratransit services, with operations and maintenance contracted to private sector firms.

The City intends to award contracts to multiple offerors through this solicitation. Work under the resulting contracts may be competed among the awarded contractors. Alternatively, the City reserves the right to assign work directly to an awarded contractor without competition, as it deems in its best interest. Services will be provided on an as-needed basis, and no specific volume of work is guaranteed.

Positions for which the awarded recruiting firm(s) may conduct executive searches include, at a minimum, two employment-related statuses: Appointed and Classified. Appointed positions, such as those of Department Directors, serve at the discretion of the City Manager and may be appointed or removed as the Manager sees fit. Classified positions, such as Department Assistant/Deputy Directors, are governed by the City’s Civil Service Rules and require adherence to recruitment processes grounded in merit and fitness. Firms conducting recruitments for classified positions must collaborate with City Human Resources and departmental staff to ensure compliance with these rules. Additional information about the Civil Service Rules is available at: Civil-Service-Rules.

Several high-level management positions such as, but not limited to, Director level and/or Executive level positions are anticipated to become vacant or remain vacant by early 2025.

The specific recruitments for which consulting services will be utilized have not yet been finalized.

However, selected consultants must be prepared to begin work immediately upon selection for any of the positions listed above or other executive-level roles as identified by the City.

B.2. Contact Information

Salvador Servin III Contract Officer https://www.tucsonaz.gov/files/sharedassets/public/v/1/hr/pdfs/civil-service-rules-complete-4-18-24.pdf

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Email: salvador.serviniii@tucsonaz.gov Phone: (520) 837-4141 Department:

Human Resources

B.3. Timeline mailto:salvador.serviniii@tucsonaz.gov tel:(520)837-4141

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Release Project Date February 13, 2025

Pre-Proposal Meeting (Non- Mandatory)

February 19, 2025, 9:00am https://teams.microsoft.com/l/meetup-join/19%3ameeting_ODRlYjliNTktMmRiNC 00ZmNlLWIwMzEtZGZhYjg0NjFjYzMx%40 thread.v2/0?context=%7b%22Tid%22%3a %22d21e59ec-c208-43eb-aaf1-cf06d9a196e0%22%2c%22Oid%22%3a% 2249328b6f-9dae-494c-92cd- 0e5af0aa66ab%22%7d

Join the meeting now

Meeting ID: 245 816 431 647

Passcode: Wm6jS9WT

Dial in by phone

+1 213-293-2303,,368341727# United States, Los Angeles

Find a local number

Phone conference ID: 368 341 727#

Question Submission Deadline February 24, 2025, 2:00pm

Proposal Submission Deadline March 6, 2025, 2:00pm https://teams.microsoft.com/l/meetup-join/19%3ameeting_ODRlYjliNTktMmRiNC00ZmNlLWIwMzEtZGZhYjg0NjFjYzMx%40thread.v2/0?context=%7b%22Tid%22%3a%22d21e59ec-c208-43eb-aaf1-cf06d9a196e0%22%2c%22Oid%22%3a%2249328b6f-9dae-494c-92cd-0e5af0aa66ab%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_ODRlYjliNTktMmRiNC00ZmNlLWIwMzEtZGZhYjg0NjFjYzMx%40thread.v2/0?context=%7b%22Tid%22%3a%22d21e59ec-c208-43eb-aaf1-cf06d9a196e0%22%2c%22Oid%22%3a%2249328b6f-9dae-494c-92cd-0e5af0aa66ab%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_ODRlYjliNTktMmRiNC00ZmNlLWIwMzEtZGZhYjg0NjFjYzMx%40thread.v2/0?context=%7b%22Tid%22%3a%22d21e59ec-c208-43eb-aaf1-cf06d9a196e0%22%2c%22Oid%22%3a%2249328b6f-9dae-494c-92cd-0e5af0aa66ab%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_ODRlYjliNTktMmRiNC00ZmNlLWIwMzEtZGZhYjg0NjFjYzMx%40thread.v2/0?context=%7b%22Tid%22%3a%22d21e59ec-c208-43eb-aaf1-cf06d9a196e0%22%2c%22Oid%22%3a%2249328b6f-9dae-494c-92cd-0e5af0aa66ab%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_ODRlYjliNTktMmRiNC00ZmNlLWIwMzEtZGZhYjg0NjFjYzMx%40thread.v2/0?context=%7b%22Tid%22%3a%22d21e59ec-c208-43eb-aaf1-cf06d9a196e0%22%2c%22Oid%22%3a%2249328b6f-9dae-494c-92cd-0e5af0aa66ab%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_ODRlYjliNTktMmRiNC00ZmNlLWIwMzEtZGZhYjg0NjFjYzMx%40thread.v2/0?context=%7b%22Tid%22%3a%22d21e59ec-c208-43eb-aaf1-cf06d9a196e0%22%2c%22Oid%22%3a%2249328b6f-9dae-494c-92cd-0e5af0aa66ab%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_ODRlYjliNTktMmRiNC00ZmNlLWIwMzEtZGZhYjg0NjFjYzMx%40thread.v2/0?context=%7b%22Tid%22%3a%22d21e59ec-c208-43eb-aaf1-cf06d9a196e0%22%2c%22Oid%22%3a%2249328b6f-9dae-494c-92cd-0e5af0aa66ab%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_ODRlYjliNTktMmRiNC00ZmNlLWIwMzEtZGZhYjg0NjFjYzMx%40thread.v2/0?context=%7b%22Tid%22%3a%22d21e59ec-c208-43eb-aaf1-cf06d9a196e0%22%2c%22Oid%22%3a%2249328b6f-9dae-494c-92cd-0e5af0aa66ab%22%7d

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C. SCOPE OF WORK

C.1. Scope of Work

The Contractor(s) will be expected to provide services in any or all the service categories identified below. The Contractor(s) will be expected to have the capacity to perform all of the individual tasks listed within each service category. All services must be performed in a timely, efficient, and accurate manner, ensuring the highest standards of quality and compliance with the specifications. The recruitment service categories and tasks listed represent the minimum services that may be expected to be performed in any given executive search. Prior to each search, the City and the Contractor will agree upon the specific recruitment services to be performed for a particular search, which may or may not include all of the services listed. The City, for example, may only utilize the services of an executive search firm for one service category or sub-category. In response to this Request for Proposal, Offerors shall identify other related services they are able to provide under each service category, in order to provide for a full range of professional executive search services.

C.2. Recruitment Service Categories and Tasks

A. Marketing

1. After consultation with the City Manager, Mayor and Council members, as applicable, and the Director of Human Resources, prepare a description of the job requirements and develop an appropriate candidate profile.

2. Develop a recruitment flyer and brochure that fully describes the requirements of the position, the Tucson community, the City of Tucson organizational structure and the issues/challenges facing the City of Tucson.

3. Recruitment flyers and/or brochures may be required to be full color including photos, if deemed appropriate for the level of the recruitment search.

4. Develop and implement an aggressive recruitment plan to identify potential qualified candidates, including the preparation and placement of advertisements in appropriate local government magazines, professional journals, publications and all web-based/technology-based forms of communication. The City of Tucson reserves the right to suggest which forms of advertisement are necessary for a particular recruitment.

B. Sourcing

1. Source currently employed executive candidates, as well as candidates not affiliated with a current employer.

2. Review all initial materials submitted by prospective applicants.

3. Conduct preliminary interviews of those candidates whose background, experience and education best meet the needs of the City of Tucson.

4. Provide debriefing for the City search committee on candidacy status and materials.

5. Provide written spreadsheet of all findings.

C. Assessment

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1. Provide professional expertise, as needed, in the design of the assessment/selection process.

2. Upon request, administer the assessment/selection process.

3. Upon request, participate on-site (in-person or virtually at the City of Tucson’s discretion) as an observer during the City of Tucson’s Assessment Center process.

D. References/Background Checks

1. Conduct complete and detailed reference and background checks of those candidates who appear to be best qualified for the position being recruited. The background checks shall include a review of the candidate’s technical ability, as well as the candidate’s ability to effectively interact and communicate with the community and co-workers, both publicly and privately. A minimum of three reference checks will be completed and should include a review of past personal and public fiscal responsibility.

2. The City reserves the right to request the Consultant conduct additional background investigation services in areas such as criminal and financial history. Fees for these services will be agreed upon at the time of request.

E. Consulting

1. Provide, upon request, related consulting services, as may be deemed necessary by the City of Tucson for a particular executive search. Such additional consulting services shall be negotiated at the time of the request for service.

2. It should be noted the above categorization and task identifications are not a prescribed recruitment and selection process. It is expected proposals submitted contain a detailed description of the proposed recruitment strategy with the understanding the process used may vary from position recruitment to position recruitment. The process to be used should include the identification of key points in the process and the submittal of progress reports to the City of Tucson as well as identification of key decision points for the City of Tucson.

3. The City, at its sole option, will reserve the right to direct the consultant to perform only specific and select portions of the search/selection process or to conduct an entire search/selection process. This option will be exercised on a recruitment- by-recruitment basis. In addition, the City, at its sole option, will reserve the right to require a Principal or Senior Vice- President of the company perform the executive search for a particular recruitment. Prior to each recruitment, the City shall approve the Contractor’s personnel assigned to a particular recruitment project.

4. The City, at its sole option, reserves the right to direct the consultant to invoice for services provided for any recruitment process on an hourly basis. As an alternative, the City reserves the right to negotiate an all-inclusive, not-to-exceed fee for an agreed-upon scope of services for any recruitment process.

5. The resulting contract will not be an exclusive contract and the City will reserve the right to use other firms for executive search services, as it may deem necessary.

6. No part of this RFP, express or implied, removes the right of the City of Tucson to conduct executive recruitments in-house without the use or solicitation of an awarded service

BUSINESS SERVICES DEPARTMENT Page 9 of 43 company. The City of Tucson, at its discretion, reserves the right to conduct such recruitments on its own without the use of an executive search firm.

C.3. Potential Executive Position Categories of Service

A. The following represents a sample of the type of professional, executive position categories of service for which the City general conducts executive searches:

1. Planning/Development

2. Support Services, including General Services, Finance, Budget, Procurement, Human Resources

3. City Manager/Assistant City Manager Public Safety-both commissioned and leadership non-commissioned support staff

4. Social Services

5. Information Technology

6. Other

B. The City is not limited to conducting executive searches in these service areas.

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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.

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

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

I. Subcontractors. Offeror must, in their submittal, list any subcontractors that it will utilize in the performance of the Contract if they are awarded the Contract and must describe their qualifications in detail.

J. Incomplete Information. Failure to include all requested information may have a negative impact on the evaluation of Offeror’s submittal.

D.7. PAYMENT DISCOUNTS

Payment discount periods shall be computed from the date of receipt of the material/service or correct invoice, whichever is later, to the date City’s payment warrant is mailed. Unless freight and other charges are itemized, any discount provided shall be taken on full amount of invoice. Payment discounts of twenty-one calendar days or more shall be deducted from the proposed price in determining the price points. However, the City shall be entitled to take advantage of any payment discount offered by a vendor provided payment is made within the discount period. The payment discount shall apply to all purchases and to all payment methods.

D.8. TAXES

The City is exempt from federal excise tax, including the federal transportation tax, but is not exempt from any other taxes, including state and local sales and excise taxes.

D.9. EXCEPTIONS TO CONTRACT PROVISIONS

By submitting an offer in response to this solicitation, Offeror is offering to enter into the Contract with the City. If Offeror wishes to modify any Contract terms and conditions, Offeror must, in its Offer, clearly identify the changes it is requesting. No requested modification will be deemed accepted by the City unless and until the City’s Business Services Director or their designee expressly accepts it in writing.

D.10. PUBLIC RECORD

Any documents submitted by Offeror in response to this solicitation will become the property of the City.

Except as set forth below with respect to Confidential Information, the Submittal will be deemed to be a public record available for review by the public after the award notification.

D.11. CONFIDENTIAL INFORMATION

The City is obligated to abide by the Arizona Public Records Law, A.R.S. §§ 39-101 through 39-161. If Offeror believes that any portion of its Offer, specification, protest or correspondence contains information that is confidential and subject to being withheld from disclosure in the event that the City receives a public records request to which the record is responsive, Offeror must, when the record is submitted, provide the Contract Officer written notification of that fact. The records or portions of records that Offeror wishes to be treated as confidential must also be clearly marked “CONFIDENTIAL” on their face. Pricing will not be treated as confidential.

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If the City, after award notification, receives a public-records request the scope of which includes a document submitted by Offeror and marked "CONFIDENTIAL", the Contract Officer will make a written determination regarding whether the document will be provided to the requestor. If the Contract Officer determines that the document should be released, City will notify Offeror in writing. Unless Offeror, within 10 days after the date of that notice, obtains and provides to City an order from a court of competent jurisdiction prohibiting the City from releasing the documents, the City may release the documents without any liability to Offeror.

D.12. WHEN AND HOW TO SUBMIT OFFERS

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

https://procurement.opengov.com/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.

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D.14. WITHDRAWAL OF OFFER; BINDING OFFER

By submitting an Offer in response to this Solicitation, Offeror is offering to enter into the Contract with the City. Offeror may withdraw a submitted Offer at any time prior to the Offer Submittal Deadline.

Telephonic or oral withdrawals are not effective.

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

D.15. DISCUSSIONS

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

D.16. VENDOR REGISTRATION; BUSINESS LICENSE

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

A. Register with the City’s Business Services Department. Registration can be completed at https://procurement.opengov.com/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. Firm and Individual Qualifications, Experience & Expertise

B. Price Proposal

C. Method of Approach to Scope of Work

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

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E. The form of relief requested.

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F. EVALUATION PHASES

No. Evaluation Criteria Scoring Method Weight (Points)

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1. Qualifications & Experience

A. Offeror shall provide a brief history of the organization.

B. Offeror shall detail the firm’s experience with executive searches or recruitments completed during the past two years for public sector organizations, specifically including searches for Executive level positions of public sector organizations in jurisdictions with a population of over 200,000. In addition, Offeror should identify the number and type of searches presently being conducted and indicate their experience with providing a diverse pool of candidates for review by the evaluation committee.

C. Offerors shall identify experience and expertise specific to the Executive Position Categories of Service (Planning/Development, Support Services, City Manager/Deputy/Assistant City Manager, Public Safety and Social Services, Information Technology), as listed in the Scope of Work. Offerors shall also specify any staff with particular experience and expertise in these areas.

D. Offeror shall provide a list of specific qualifications the Offeror has in supplying the recruitment services listed in this proposal, including any professional designations and affiliations, certifications or licenses, etc.

Offeror shall submit the names and resumes of the recruitment staff that will be assigned to this contract and the level of participation of each individual in performing services under the contract. Proposal should specifically identify the individual(s) who will be assigned to the significant tasks relevant to the recruitments.

E. Offeror shall provide a reference list of current and former clients for whom it has provided specifically related to similar searches for Executive Searches of public sector organizations in

N/A N/A

BUSINESS SERVICES DEPARTMENT Page 20 of 43 jurisdictions with a population of over 200,000, including client contact name, agency, address, phone numbers and dates services were provided.

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

Offerors shall provide an all-inclusive fee for each Recruitment Service Category, in total, as defined in the Scope of Work. Offeror shall also include a fee breakdown of individual key tasks (as defined in the Scope of Work, as well as any additional tasks specified in the Offeror’s proposal). The fees for key tasks will be utilized in those circumstances where the City chooses not to have the successful Contractor(s) perform all services under a given Recruitment Service Category, for a particular Executive Search. For purposes of evaluation, the City shall utilize the all-inclusive fee per Recruitment Service Category.

Offerors shall identify whether the fees for categories and tasks vary dependent upon the Executive Position Area (i.e. – City Manager versus Police Chief). Offeror shall justify and detail any such variances in an attachment to the Price Proposal Page.

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3. Method of Approach

A. Offeror shall prepare a detailed Method of Approach to the Scope of Work that specifically addresses the recruitment service categories listed (Marketing, Sourcing, Assessment, References/Background Checks, Consulting) and that describes the methodology to be used for recruitments. This section should confirm the Offeror’s understanding of the requirements of the Request for Proposal and the Scope of Work. Offeror should clearly outline the recommended approach of the firm in meeting the responsibilities of each defined recruitment category of service, including the individual tasks within each category.

B. Offeror shall provide a detailed description of the proposed recruitment strategy and process that would be followed. Offeror shall identify points in the process at which progress reports will be submitted to the City as well as identify key decision points for the City. Offeror shall identify efforts it will make, and methods it will use, to attract and recruit a diverse pool of candidates. The proposal must also include a chronology of the tasks/events and the estimated time required to execute recruitments. Specifically, the Offeror shall provide a standard completion time for each task identified in each of the service categories, including the standard turn-around time for short-listing candidates from the close of the initial recruitment.

C. Offeror should clearly distinguish tasks that Offeror will undertake as distinguished from those which are the responsibility of the City.

Absence of this distinction shall mean Offeror is fully assuming responsibility for all tasks.

D. Offeror must explain how their administrative process will ensure that appropriate levels of attention are given and that work is properly performed in each of the recruitment service categories.

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E. Offeror shall submit examples of any deliverables that would be provided within each recruitment service category (i.e. – fliers or brochures created for tasks listed under the Marketing category)

F. Offeror shall submit a schedule of positions and hourly rates for any additional consulting services that may be requested under Scope of Work, Recruitment Service, Category V – Consulting Services.

Offerors shall also clearly define any reimbursable expenses that would be paid directly by the City.

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G. PRICING

MARKETING

Note: Offeror shall identify fee breakdown of any additional tasks specified in their proposal.

Line Item Description Quantity Unit of Measure

Unit Cost Total

1 Marketing (All Inclusive Fee) 1 each

2 Task Breakdown: Task A 1 each

3 Task Breakdown: Task B 1 each

4 Task Breakdown: Task C 1 each

TOTAL

SOURCING

Note: Offeror shall identify fee breakdown of any additional tasks specified in their proposal.

Line Item Description Quantity Unit of Measure

Unit Cost Total

1 Sourcing (All Inclusive Fee) 1 each

2 Task Breakdown: Task A 1 each

3 Task Breakdown: Task B 1 each

4 Task Breakdown: Task C 1 each

5 Task Breakdown: Task D 1 each

ASSESSMENT

Note: Offeror shall identify fee breakdown of any additional tasks specified in their proposal.

Line Item Description Quantity Unit of Measure

Unit Cost Total

1 Assessment (All Inclusive Fee) 1 each

2 Task Breakdown: Task A 1 each

3 Task Breakdown: Task B 1 each

4 Task Breakdown: Task C 1 each

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REFERENCES/BACKGROUND CHECKS

Line Item Description Quantity Unit of Measure

Unit Cost Total

1 References/Background Checks (All Inclusive Fee)

1 each

CONSULTING (FOR INFORMATIONAL PURPOSES ONLY)

Line Item Description Unit of Measure

Unit Cost

1 Offeror shall attach a schedule of positions and hourly rates

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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. CONFLICTS OF INTEREST

An Offeror responding to this solicitation acknowledges that, to the best of its knowledge, information and belief, no person has been employed or retained to solicit or secure a Contract that may be awarded pursuant to this solicitation upon a promise of a commission, percentage, brokerage, or contingent fee, and that no member of the City of Tucson Mayor and Council or any employee of the City has any financial interest in Offeror’s firm. In addition, all communications regarding this solicitation shall be directed to the Business Services Department. Interested Offerors shall refrain from engaging in any communication (written or verbal) regarding this solicitation or the matters involving this solicitation or TCC operations with any other City staff, Mayor & Council or staff of Mayor & Council.

The City reserves the right to disqualify an Offeror from further participation in the solicitation process in the event the City determines that Offeror has an actual or apparent conflict of interest with the purposes of this solicitation, or has violated this Conflict of Interest.

Upon a finding by the City that gratuities in the form of entertainment, gifts or inducements were offered or given by Offeror, or any agent or representative of Offeror, to any officer or employee of the City, including the Mayor and Council and their staff, for the purpose of securing a Contract that may be awarded pursuant to this solicitation, or securing favorable treatment with respect to the awarding, amending, or making of any determination with respect to the performance of a Contract that may be awarded under this solicitation, the City, may, by one (1) calendar day provide written notice to Offeror, http://www.tucsonprocurement.com/coop_partners.aspx http://www.mesaaz.gov/home/showdocument?id=23638

BUSINESS SERVICES DEPARTMENT Page 26 of 43 terminate the right of Offeror to proceed under this solicitation; provided that the existence of the facts upon which the City made such finding shall be an issue and may be litigated in an Arizona court of competent jurisdiction.

H.4. 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.5. PRICE ADJUSTMENT

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

H.6. 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.

H.7. TRAVEL EXPENSE ALLOWANCES

The City’s allowance is limited to the total expense resulting from traveling directly to the destination and staying only the number of days necessary to conduct official business. The Consultant is encouraged to arrive earlier or stay longer than is necessary if doing so will result in savings to the City.

In some cases, because of airline discount terms, an additional day(s) of travel will result in substantial airfare savings -- enough savings to offset additional lodging and per diem costs. The Consultant shall fly coach when the flight includes both coach and first-class seats. First-class seats may be allowed if coach seats are not available and no other flight can be substituted. At travel destinations, the City will reimburse the Consultant for the use of airport limousines and taxis. No receipts are required for reimbursement of such expenses. Additional fees or fares incurred during air travel must be substantiated by a receipt. The total reimbursement for vehicular transportation shall in no case exceed the amount that would be incurred using air transportation. Travel by personal vehicle shall be reimbursed in accordance with the current Federal per diem rates. All vehicular parking or storage costs will be reimbursed. Receipts are not required. Vehicle expense reimbursements will be paid only to the vehicle owner. Passengers are not entitled to vehicular expense reimbursement.

The City will pay the actual cost of rooms including tax based upon the Federal Per Diem rates. Both the room rate and tax paid must be substantiated by a receipt that indicates payment has been made.

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

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All in-state travel will be reimbursed at the City’s per diem rate. A complete list of the Federal GSA Per Diem rates are available at: http://www.gsa.gov/portal/category/100120.

For meals and miscellaneous expenses, the Consultant may choose to receive either (1) the Federal GSA per diem amount (a flat rate), or (2) a reimbursement for actual expenses. A higher dollar amount is allowed under the actual expense reimbursement option; however, receipts must be retained under this option. The Consultant is not required to keep receipts if the per diem option is chosen.

Only one method of reimbursement can be used for the entire trip (i.e., the Consultant cannot request a per diem amount for some days and actual expense reimbursement for other days).

Meals provided for by another agency or others will be subtracted, if the per diem allowance is elected.

For days of arrival and departure, the per diem amount will be determined by adding the amounts below for each meal the Consultant eats at the travel destination. The current FY meal per diem for Tucson, Arizona is as follows:

The Consultants who select the per diem option and spend less than the per diem amount are encouraged to request a reimbursement only for the amount actually spent. No receipts are required to receive actual reimbursement where the amount requested is less than or equal to the per diem amount.

Miscellaneous expenses include local phone calls, snacks, and gratuities. Miscellaneous expenses are included in the per diem rate. If the actual expense reimbursement option is chosen for out-of-state travel, receipts are required for miscellaneous expenses.

Long distance telephone charges are allowed for official calls, and are governed by the following: Calls for official City business other than to City offices shall be paid by the Consultant. The Consultant will be reimbursed upon submission of appropriate documentation relative to cost and purpose of the call, and with the approval of the City Representative for this contract. Calls other than City business shall not be made at City expense.

The above is pursuant to City policy: Administrative Directive 3.03-1, Travel Authorization and Expense Allowance.

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I. INSURANCE REQUIREMENTS

I.1. Required Insurance Policies

Contractor will obtain and maintain during the entire term of this Contract and for 2 years after the Contract term ends, the following insurance coverage from insurers that have an “A.M. Best” rating of not less than A-VII:

I.2. Commercial General Liability

Policy must include Bodily Injury, Property Damage, Personal Injury and Broad Form Contractual Liability with coverage limits no lower than:

A. Each Occurrence: $1,000,000

B. General Aggregate: $2,000,000

C. Products & Completed Operations Aggregate: $2,000,000

D. Personal and Advertising Injury: $1,000,000

E. Blanket Contractual Liability: $1,000,000

I.3. Commercial Automobile Liability

Policy must include bodily injury and property damage, for any owned, hired, and/or non-owned vehicles used in performance of work under this Contract, with a Combined Single Limit no lower than $1,000,000.

I.4. Worker's Compensation

Policy must have coverage limits no lower than:

A. Per Occurrence: Statutory

B. Employer's Liability: $1,000,000

C. Disease Each Employee: $1,000,000

D. Disease Policy Limit: $1,000,000

E. [If Contractor is a Sole Proprietor, include this waiver provision under A.R.S. § 23-961(M). To determine whether the Contractor is a Sole Proprietor, please request the Sole Proprietor/Independent Contractor form from the Contract Officer listed in the solicitation.] I am a sole proprietor, and I am doing business as [name of sole proprietor business].