Fanning_Wash_Diversion_Project_-_Construction_Manager_at_Risk.pdf

RSOQ CMAR # 2026-362

FANNING WASH DIVERSION PROJECT - CONSTRUCTION MANAGER AT RISK

Issued by:

Emily Markel

Email: emarkel@flagstaffaz.gov

Submittal Deadline

Date: Friday, September 18, 2026 at 12:00 pm

TABLE OF CONTENTS

1. PUBLIC NOTICE

2. GENERAL INFORMATION

3. INSTRUCTIONS

4. ORGANIZATION AND FORMAT

5. EVALUATION CRITERIA

6. EVALUATION AND SELECTION PROCESS

7. ADDITIONAL INFORMATION

8. REQUIRED FORMS

9. ATTACHMENTS

Attachments:

A - Site_Map_a

B - Site_Map_b

C - 25.4.23_Fanning_Diversion_Preliminary_Drainage_Report

D - 26.2.12_Fanning Wash Diversion 60% Plans 1

AA - CMAR Design Phase Agreement Template Final Sample

BB - CMAR Construction Phase Agreement Template Final Sample

1. PUBLIC NOTICE

City of Flagstaff

NOTICE OF REQUEST FOR STATEMENT OF QUALIFICATIONS (2026-362)Fanning Wash Diversion

Project - Construction Manager at Risk

The City of Flagstaff (Owner) is seeking Statements of Qualifications (SOQs or Proposals) Arizona licensed vendors (Contractor) to provideFanning Wash Diversion Project - Construction Manager at Risk. The Project is located in Flagstaff, Arizona along E. Linda Vista Drive, beginning at N. Loma Vista Drive and continuing west and south along E. Linda Vista Drive, crossing under N. Kaspar Drive, and extending into the existing wash area toward N. Highway 89..

The selected Contractor will be expected to enter into an agreement with the Owner. Contracted services and associated fees will be negotiated after a qualified Contractor is selected.

SCHEDULE OF STATEMENT DEADLINES

Advertise for Services: Friday, August 14, 2026

Last Day for Questions: 12:00 pm Wednesday, September 9, 2026

Statements Due: 12:00 pm Friday, September 18, 2026

Interviews Anticipated (if conducted): TBD

Anticipated Council Approved Award Design Phase: November, 2026

Complete Request for Statement of Qualifications (RSOQ) packets are available for download from the

OpenGov online bid platform website at https://procurement.opengov.com/portal/flagstaffaz

SOQs must be submitted electronically on the OpenGov online bid platform website by 3:00 p.m. Local Time, Friday, September 18, 2026. The Owner reserves the right to reject any or all SOQs, to waive or decline to waive irregularities in any submittal, or to withhold the award for any reason it may determine.

Published August 25 & September 1, 2026 , Arizona Daily Sun.

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

2. GENERAL INFORMATION

The Owner invites interested Contractors to submit a written SOQ presenting their qualifications to conduct

CMAR design and construction phase services required to assist an Engineering Professional to provide input on the construction documents for the Project and perform the construction of the Project. Wherever the word

"Contractor" is used in this RSOQ, it will mean each or any Contractors, Contractors, Partnerships, or

Corporations, submitting a SOQ for Fanning Wash Diversion Project - Construction Manager at Risk being sought by the Owner for this Project.

A. Project Description

The City of Flagstaff is diverting flow from Fanning Wash’s upper watershed located within a developed residential area of east Flagstaff. The Project consists of approximately 3,000 linear feet of new 72” storm drain infrastructure along E. Linda Vista Drive, beginning east of N. Swiss Rd and continuing west and south past N.

Kaspar Drive, where the system will discharge into the existing wash. The City is responsible for the full extent of the improvements included in this CMAR solicitation. The Project will incorporate a new diversion inlet and outlet structure, storm drain conveyance improvements, and potential channel modifications, all intended to improve stormwater management and reduce flooding risks affecting nearby neighborhoods and Thomas

Elementary School. The storm drain and diversion infrastructure design is currently in development, and the

City seeks input from the selected CMAR regarding constructability, material availability, and cost considerations prior to finalizing the design. The Project will include a new diversion inlet and outlet structure, storm drain conveyance along E. Linda Vista Drive, and potential channel improvements within the existing wash area. Structural components such as headwalls, retaining features, or erosion protection may also be required based on final design. In addition to the drainage improvements, the Project may involve localized roadway impacts, utility adjustments, and coordination with existing water and sewer infrastructure along E.

Linda Vista Drive as needed to complete the storm drain installation. The selected CMAR Contractor will be expected to assist the City in coordinating with franchise utilities (electrical, natural gas, and communications) where conflicts or relocations may be necessary. Concept design for the Project is 60% complete, with design progressing toward a 90 percent level. Final design completion is anticipated in SEASON 2026/2027. In addition to City review and permitting, the Project may require drainage and environmental clearances, along with any approvals associated with work in the existing wash corridor. The target date for construction completion is SEASON 2028, contingent upon federal and state permitting timelines. This project will be delivered through the CMAR project delivery process.

The CMAR Design Phase or Preconstruction Services will primarily include reviewing and providing input on design, plans, schedules, quantities, costs estimates, subsurface utility investigations, and constructability in coordination with a Design Professional to assist in the preparation of comprehensive construction documents and develop a Project master schedule, cost models, and GMPs required for Project completion.

The CMAR Construction Phase Services will generally consist of coordination with various stakeholders, Design Professional, and City staff while performing the construction of the Project.

The final scope of the Project shall be based on the investigation and determination made in the preparation of the Project construction documents and recommendations by the Design Professional and Contractor who are selected for the Project.

C. Project Budget

The initial budget is approximately $4,500,000.00

B. Scope of Services

The City of Flagstaff, AZ is requesting Statements of Qualifications (SOQs) for Fanning Wash Diversion

Project - Construction Manager at Risk. SOQs are to be submitted on or before Friday, September 18, 2026 at 12:00 pm via the City's eProcurement portal at https://procurement.opengov.com/portal/flagstaffaz. Late

SOQs will not be accepted.

CMAR Design Phase Services

CMAR Design Phase Services by the Contractor generally include coordination with a Design Professional to review the construction documents, review and provide input on design, quantities, plans, schedules, constructability, and subsurface utility investigations. Additionally, the Contractor will develop a Project master schedule, cost models, and GMPs for the

Project. The anticipated services include but are not limited to the following:

• Generate a detailed Scope of Services and Fees for the Design Phase of the Project to be agreed upon by the

Owner.

• Participate in a project kick-off meeting with City Staff and Project Stakeholders.

• Develop and continually update the Project Master Schedule

• Prepare and update a Construction Management Plan if agreed on by the City, the Contractor, and the Design

Professional to be necessary.

• Attending a design review meetings with the Design Professional, Owner’s Project Manager, and other City departments as necessary.

• Review construction documents and provide input, to be included in the Owner’s comment response form, at the

60%, 90%, and 100% stages of the design development. Input should include:

o Quantities, Constructability, value engineering, procurement time requirements, installation strategies, construction factors such as estimated cost of alternative designs, materials, and budgets.

o Means and method recommendations to facilitate construction (e.g. scheduling of long lead time procurements, minimizing disruptions to plant operations, etc.).

• Within the context of available budget develop accurate and detailed Cost Models of the 60% and 90% construction documents by applying knowledge of current marketplace conditions. Each Cost Model submitted shall be accompanied by backup documentation which shall include, but not be limited to the following:

o Unit prices and quantity take-offs.

o Details of all allowances and unit price work shown and specified in the detailed design documents.

o Include a list of all assumptions and description and breakdown of all allowances.

o Material costs, equipment costs, labor costs, General Conditions costs, hourly labor rates, and total cost.

o Copies of quotations from subcontractors and suppliers.

o Portion of the work to be performed by subcontractors including subcontractor’s overhead and profit.

o Production rates, transportation, and other facilities and services necessary for the proper execution of the work, whether temporary or permanent, and whether incorporated or to be incorporated into the work.

o All fixed equipment, site improvements, utility, and equipment installations.

o Allocated general and administrative expenses.

o Project overhead.

o The CMAR’s profit.

o Bonds, taxes, and insurance.

o Memoranda, narratives, reports, and all other information included by the CMAR.

o Cost Models will be utilized as the basis of the GMP Proposal.

o Cost Models will be compared with the estimate prepared by the Design Professionals and the City.

• Participate in stakeholder meetings.

• Meet and coordinate with various City departments and other agencies as warranted.

• Propose GMPs, formatted per the Owner’s requirements, and that is based on and consistent with the current update/revision of the Cost Model.

CMAR Construction Phase Services

CMAR Construction Phase Services include coordination with various agencies, while performing the construction of the proposed improvements per the approved construction documents at the contracted GMP. The anticipated services include but are not limited to the following:

• Participate in a Pre-Construction Meeting.

• Perform and provide a pre-construction video and/or images of the site and adjacent properties.

• Prior to construction of the project provide or acquire all documents necessary to construct the Project including:

o Bonds, Insurance, Permits, Material Submittals, etc.

▪ Permit fees paid for by the City of Flagstaff o Bond and insure the construction in accordance with state and city requirements.

• Construct improvements per the approved construction documents.

• Self-perform at least 45% of the work as set forth in A.R.S. § 34-605(G)2 and solicit bids from qualified subcontractors to perform applicable portions of the work.

• Coordinate inspections and testing of all work including City Inspections & Testing.

• Coordinate weekly construction meetings.

• Maintain and update Project Master Schedule.

o Identify activity sequencing, durations, and milestone dates.

• Ensure record as-built drawings are kept current, accurate, and developed per the Owner’s standards.

• Procurement of materials and services.

• Schedule and manage site operations.

• Provide all construction surveying and staking.

• Maintain a safe work site.

• Establish and maintain the Stormwater Pollution Prevention Plan (SWPPP).

The final scope of services will be negotiated after a qualified Contractor is selected.

The final scope of services will be negotiated after a qualified Contractor is selected.

D. Project Schedule

The anticipated Project schedule is as follows:

RSOQ Deadline 12:00 pm Friday, September 18, 2026

City Council Approval of Design Oct/Nov, 2026

City Approval of GMP April, 2027

Notice to Proceed Construction April, 2027

Construction Complete August, 2027

The successful Contractor will assist in establishing the final Project schedule, calendar day duration, and the conditions associated with determining if a winter shutdown period is necessary, all will be agreed on by the

Contractor and the Owner’s Project Manager.

F. Overview

The Contractor will be chosen through a qualification-based selection process. The successful Contractor will enter into separate agreements with the Owner for each project phase:

1.) Negotiated lump sum not to exceed, Design Phase Services Agreement; and

2.) GMP for Construction Phase Services.

Sample Design and Construction Phase Service Agreements can be seen in Exhibits C and D, respectively.

The successful Contractor will participate in the design phase and will hold the Construction Phase Services

Agreement for the improvements. Upon entering into the Construction Phase Service Agreement with the

Owner, the Contractor shall assume the risk of Project delivery at the contracted GMP and is responsible for construction means and methods.

CMAR assumes the risk for all construction at the contracted GMPs. Any work not covered by a budget line item must be included in the CMAR contingency amount.

The CMAR is required to self-perform at least 45% of the work as set forth in A.R.S. § 34-605 (G)(2) and is required to solicit bids from qualified subcontractors to perform applicable portions of the work.

G. The Use of the Construction Manager at Risk Process

The Owner reserves the right to complete or cancel any Project phase in whole or in part.

The Owner intends to select a Contractor capable of performing CMAR Design and Construction Phase

Services through a procurement process pursuant to A.R.S. § 34-603 and wishes to employ the CMAR project delivery process to encourage a creative, value engineered approach through the interactive efforts of an experienced, highly motivated team. The CMAR process is expected to foster a cooperative owner-designer-contractor effort to review design documents, to identify potential value engineering opportunities, and to successfully deliver the construction of the improvements. The Owner will encourage the development of creative options to maximize the value of the product received.

The Owner’s primary objective in utilizing the CMAR delivery process is to bring the best available construction experience and expertise together to meet the budget, schedule, sequencing, stakeholder coordination, and construction challenges presented by this Project. This chosen Contractor will need to work flexibly and cooperatively with the City and Engineering Professional to create a successful project. The CMAR project delivery method provides the potential for a phased GMP approach. It also allows for the City, Design

Professional, and the selected Contractor to collaborate during the design and tailor the construction documents to the Contractor’s strengths and preferred means and method of construction. This process also reduces the City’s risk of contractor claims and supplemental agreements that arise over design and constructability issues, through a Guaranteed Max Price (GMP) Agreement.

3. INSTRUCTIONS

1. DEFINITIONS

As prescribed in the entire document, the following definitions apply.

A. “SOQ” or “Proposal” means response to this Request for Statement of Qualifications or “RSOQ”.

B. “Proposer”, "Contractor" or "Firm" means the vendor who submits a SOQ in response to this RSOQ.

C. “Owner” means the Government agency of the City of Flagstaff.

D. “Contractor” means the apparent successful Proposer to provide the services.

E. “Solicitation” means this RSOQ.

2. GENERAL REQUIREMENTS

The contract to perform the Work will be awarded to the responsible Proposer whose SOQ is responsive to this

RSOQ and will be most advantageous to the Owner. The responsibility of the Proposer will be determined based on factors described in Article 16 of the Procurement Code Manual.

The responsibility criteria include:

A. The Proposer’s capacity to do the Work, including adequate finances, equipment, facilities, employees and competing commitments. Capacity to self-perform the required portion of the Work will also be considered.

B. The competency and responsibility of the Proposer’s proposed subcontractors.

C. The Proposer’s experience in performing similar work.

D. The Proposer’s integrity and record of performance.

E. Positive factors include, but are not limited to, approach to open-book cost model and GMP transparency, timely completion within budget, quality of work, prompt resolution of problems, good working relationships, and the ability to resolve disputes without litigation.

F. Negative factors include but are not limited to past contract terminations or deductions due to failure to perform; termination for cause due to breach; failure to comply with the agreement; documented poor performance; customer complaints and/or negative references; unresolved disputes with project owners or subcontractors; and threats of litigation without merit. In addition, any of the grounds set forth in

Article 30 of the Procurement Code Manual for suspension or debarment may be considered.

G. Provide Occupational Safety and Health Administration Form 300A work-related injury and illness log summary for the previous three (3) years.

H. The Proposer is qualified legally to contract with the Owner.

I. Whether the Proposer has truthfully supplied all information concerning its responsibility requested by the Purchasing Agent; and

J. Whether the Proposer holds any required and active valid State of Arizona license(s) to conduct business or to perform the work proposed.

Any single factor or combination of factors may be grounds for determination of non-responsibility. Additional factors shall include the Proposer’s past performance, specifically on the Owner’s, or other public agency contracts. This includes threats of litigation, contract terminations for any reason, and the lack of ability to resolve disputes without litigation.

3. COMMUNICATIONS WITH OWNER

A. All questions related to this Solicitation shall be submitted in writing through the OpenGov

Question/Answer Tab via the City's e-Procurement portal, on or before, Wednesday, September 9, 2026 by 12:00 pm Arizona time. Please include the section title for each question, if applicable, in order to ensure that questions asked are responded to correctly.

B. All questions submitted and answers provided shall be electronically distributed to bidders following this solicitation on the City's e-Procurement Portal.

C. It is the Contractor’s responsibility to periodically check the website for updates and addenda. Issuance of addenda will not be provided to individuals or entities by the Owner.

4. DELIVERY OF PROPOSALS

A. SOQs must be submitted electronically on the OpenGov online platform at https://procurement.opengov.com/portal/flagstaffaz by 12:00 pm Local Time Friday, September 18, 2026. No hard copies will be accepted.

B. All information regarding the content of the specific submittals will remain confidential until an award is made, or all are rejected.

4. ORGANIZATION AND FORMAT

1. GENERAL

A. Responses to this RSOQ must be in the form of a SOQ, as outlined in this RSOQ and as allowed by

A.R.S. § 34-603(C). The SOQ should present clearly and accurately the experience, knowledge and capability of the Contractor by providing a brief, straightforward, concise description of the Contractor’s ability to meet the requirements of this RSOQ. SOQ emphasis should be on quality, completeness, clarity of content and responsiveness to the requirements.

B. The SOQ should be fully self-contained, follow the format outlined in this Solicitation and be without addenda. Presentations within the statement should reflect consideration of the specific evaluation criteria identified in this RSOQ.

C. If in the judgment of the Owner, a SOQ does not conform to the format specified herein, or if any section is absent or significantly incomplete, the Owner reserves the right to reject the Proposal.

2. FORMAT

A. The Selection Committee will evaluate responses based on the SOQ information provided by the

Contractors and from interviews (if conducted). To allow for a standard basis of evaluation, all SOQs are required to follow the following format.

B. SOQs will not exceed fifteen (15) total pages in length excluding front and back cover pages, the title page, table of contents, signed transmittal letter, required information section. The section dividers will not include text or graphics, other than the text identifying the appropriate section. Total margins will be one inch each side and allowable pages will be 8 ½” x 11”, and font size shall be no less than 11 points.

C. Combinations of text and graphic material may be used at the Contractor’s discretion. Contractors are encouraged to employ any methods they consider appropriate in communicating facts and qualifications.

3. ORGANIZATION

SOQs should be organized with section dividers as follows:

Cover: The cover must contain the following relevant data at a minimum.

• Statement indicating response to: RSOQ for Fanning Wash Diversion Project - Construction Manager at Risk

• RSOQ 2026-362

• Friday, September 18, 2026 12:00 pm

• Contractor name

• Other information/graphics as desired

Title Page: (One page maximum)

Include Contractor name, addresses, email/website addresses, phone number, and name(s) of Principals.

Provide a single point of contact name, title, phone number, and email of person for correspondence during

RSOQ solicitation.

Transmittal Letter: (One page maximum)

Provide a transmittal letter on the Contractor’s letterhead identifying the Contractor and introducing proposed key personnel. Include the proposed key personnel length of experience in both their respective industries and in their current companies. Confirm the availability of the key personnel identified in the SOQ. Briefly summarize the Contractor’s background and any distinguishing qualities or capabilities that uniquely qualify the

Contractor for this Project. Provide an expression of the Contractor’s interest in being selected. Specifically, state that reasonable diligence has been exercised in the preparation of the SOQ and that all contents are true, accurate, and complete to the best of the signer’s knowledge. Specifically, state that no exceptions are taken to the contents of the RSOQ, or specifically identify and explain any RSOQ item to which an exception is taken. Note: Exceptions taken may be considered in scoring the SOQ under relevant scoring criteria. This letter is to be signed by the individual with authority to bind the Contractor contractually.

Please address the letter to:

Emily Markel

Purchasing Manager

City of Flagstaff, Purchasing Section

211 W. Aspen Avenue

Flagstaff, AZ. 86001

Table of Contents:

The Table of Contents shall include all listed SOQ sections identified in the Evaluation Criteria identified in this

Solicitation.

5. EVALUATION CRITERIA

Responses must be made using the appropriate evaluation criteria for points to be applied.

No. Evaluation Criteria Scoring Method Weight (Points)

1. A. Contractor Overview and Personnel

1. Explain the legal organization of the proposed Contractor.

2. Provide banking, bonding, and insurance information. Contractor to provide their overall bonding capacity and available bonding capacity.

3. Provide Contractor Organizational

Chart.

4. Identify any contract or subcontract held by the Contractor or Executives of the Contractor which have been terminated within the last five years and give a brief explanation.

5. Identify any claims against the

Contractor arising from a contract that resulted in litigation, arbitration or formal mediation within the last five years, including current claims. Include the Contractor’s Executives who have current claims or who have participated in litigation against the City of Flagstaff while with another

Contractor in the past five years.

• Briefly describe the circumstances and the outcomes.

6. List all projects constructed by the

Contractor, within the last ten years, where Liquidated Damages were assessed for failure to complete the contract within the specified contract time and explain why they were assessed.

Points Based 10 (10% of Total)

2. B. Project Experience

1. Explain the Contractor’s experience in performing CMAR design and construction phase services on large scale wastewater

(or water) pipelines.

2. Describe three recent projects of similar nature to the proposed project in which your Contractor performed construction phase services for (within the last ten years) that demonstrates the capabilities of your Contractor to deliver a successful project. Include at least one project that required a sewer bypass pump around and one project that required construction in a floodplain or floodway. For each project identified include the following information at a minimum:

A. Description of the project.

B. Role of the Contractor.

C. Specify whether the Contractor performed as a CMAR, Construction Manager, or General

Contractor on the project.

D. Identify the percent of work self-performed and the type of work.

E. Specify services provided during the design phase, if any.

F. Specify services provided during the construction phase.

G. The project’s original contracted cost and final construction cost; briefly explain any variance.

H. The project’s original construction duration and final construction duration; briefly explain any variance.

I. Include any issues or complications experienced on each project, the resolution of those issues, and how you would plan to eliminate similar issues on this project.

J. Value engineering items.

K. Project Owner.

Points Based 30 (30% of Total)

L. Reference information (two current names with telephone numbers per project).

M. The project’s Engineering

Professional, contact name, and telephone number if the project was a CMAR delivered project.

3. List all Arizona projects where the

Contractor provided CMAR construction and or design phase services within the last ten years either completed or ongoing.

3. C. Project Team

1. Identify and provide a general description of the key personnel that will provide the CMAR design and construction phase services for the

Project. Explain why each key personnel identified is being proposed for this Project and their respective role for the Project. The on-site superintendent should be included as key personnel.

2. Provide a one-half page resume for the key personnel detailing qualifications, relevant experience, years of experience with the

Contractor, and years of experience in their respective industry.

3. Describe at least one project of similar nature to the proposed Project

(completed in the last ten years) that each key personnel contributed to the success of. Include the following information at a minimum:

A. Key personnel’s roles and responsibilities of the project(s).

B. Key personnel’s contribution to the success of the project(s).

C. Key personnel’s employer at the time of the project(s).

D. Project(s) Owner.

E. Reference information (two current names with telephone numbers per project).

4. What value does the proposed

Contractor bring to the Pre-construction Phase of the Project?

5. Identify and describe the role of any subcontractors the Contractor intends to perform certain portions of the work and the benefits they will provide to

Contractor, the City, and the Project.

Points Based 20 (20% of Total)

4. D. Project Approach

1. Demonstrate the Contractor’s understanding of the Project, including the desired results for the Project, and how the

Contractor’s services will create those desired results.

2. Discuss the major components, issues, and challenges the Contractor has identified during the design and construction phases of this Project and how the Contractor intends to address those items identified.

3. Elaborate in detail the methodology and approach proposed by the Contractor to successfully deliver the design and construction phases of this Project, in conjunction with an Engineering

Professional. Include discussions on items such as:

A. Coordinating with Engineering

Professional during the design phase.

B. Developing and managing the

Project Master Schedule.

C. Constructability and value engineering reviews.

D. Developing and delivering the

GMP throughout the design and construction of the

Project.

E. Managing subcontractors.

F. Managing cold weather and winter issues during construction and protecting the improvements and job site during inclement weather conditions.

G. Management of construction within a Floodplain and possible inundation of the project site.

4. Describe how the Contractor will add value to this Project. Include examples of situations from comparable projects where the owner realized tangible value when possible.

Points Based 20 (20% of Total)

5. Describe the Contractor’s fiduciary responsibility as a CMAR using GMP

Contracts for publicly funded projects.

5. E. Project Management

1. Describe the Contractors approach to maximizing the value of a CMAR while also controlling overall construction costs, including the cost of self-performed work, and subcontracted work.

2. Resolution of issues will be part of the

Project work. Describe the Contractor’s response protocol and how a qualified person (decision making authority) will be accessible to the Owner staff and citizens.

6. F. Value Added Knowledge and

Experience

The Contractor hired by the Owner must be familiar with local community needs, standards, historical challenges, local codes and site conditions. Additionally, the

Firm must be accessible to City of Flagstaff staff and citizens (e.g. public hearings, neighborhood meetings and other citizen outreach that may be identified in the

Project during the construction of the

Projects).

1. Resolution of issues may be part of the project work. Describe your response protocol and how the firm’s project manager (or responsible person in charge) will be accessible to City of Flagstaff staff and citizens.

2. Explain why the Contractor is particularly qualified to perform CMAR services for this project.

3. Demonstrate the Project Manager’s (or responsible person in charge) knowledge of key construction issues related to local geology, climate, practices, materials, codes, and standards by specifying in the submittal their experience of the Contractor working in the Northern Arizona region or in a region with geology, climate and conditions similar to those of the City of

Flagstaff.

a) Briefly describe two of the

Contractor’s most recent projects that were performed in a similar climate to the City of Flagstaff.

4. During construction, what is the response time by a qualified person

(decision making authority) to meet in person and resolve concerns and to accommodate unforeseen issues?

6. EVALUATION AND SELECTION PROCESS

1. OVERVIEW

This is a qualifications-based selection process as authorized by A.R.S. § 34-603. The initial activity will involve an evaluation and scoring of each Contractor’s qualifications and relevant experience, as indicated in its SOQ.

A minimum of two and a maximum of five Contractors, or as otherwise allowed by law, may be invited to participate in interviews pursuant to A.R.S. § 34-603(C)(2)(b). Interviews are optional and will be held at the City’s discretion.

Following the interviews, if interviews are elected to be conducted by the Owner, the Selection

Committee shall rank three Contractors in order of preference to generate a Final List per A.R.S. § 34-

603(C)(1)(a) or as may be allowed by A.R.S. § 34-603(C)(2)(c)(i-iii). The request for qualifications states the agent will select the Contractors on the final list and their order on the final list solely through the results of the interview process.

This means the first evaluation scoring and interview scoring will not be combined, only the interview scores will determine the Contractor order.

Negotiations will commence with the highest ranked Contractor on the Final List in accordance with

A.R.S. § 34-603(E) and will proceed as set forth therein; or the solicitation may be cancelled pursuant to

A.R.S. § 34- 603(H).

2. QUALIFICATION FOR EVALUATION

To qualify for evaluation, the SOQ must have been submitted on time and materially satisfy all requirements identified in this document.

3. SELECTION COMMITTEE

The Selection Committee will be composed of at least three (3) members of the Owner’s staff, an engineer who is registered pursuant to A.R.S. § 32-121, a licensed Contractor or a senior management employee of a licensed Contractor, and possibly one (1) additional individual outside of the Owner’s staff.

4. EVALUATION AND RANKING PROCESS

The Owner intends to award a contract to the most qualified Contractor based on demonstrated competence and qualifications. SOQ submittals that are responsive to the requirements of this RSOQ will be evaluated by the Selection Committee and awarded points for each stated criteria item as follows:

Maximum Achievable Points

A. Contractor Overview and Personnel 10

B. Project Experience 30

C. Project Team 20

D. Project Approach 20

E. Project Management 10

F. Added Value Knowledge and

Experience

Total Available Points 100

The Selection Committee SOQ ranking process may result in a list in order of rank of a maximum of three (3)

Contractors with whom the Selection Committee may elect to conduct interviews.

5. INTERVIEWS

Selected Contractors may or may not be requested to participate in an interview, pursuant to A.R.S. § 34-

603(C)(2)(i). If the Owner conducts interviews, each Contractor is required to be represented in its interview by the key personnel with whom the Owner’s staff will be directly conducting the day-to-day business of the

Project including the Project Manager.

A. If conducted, interviews will be sixty (60) minutes in duration. The Contractor may prepare a formal presentation as part of the interview, but any presentation will be strictly limited to 30 minutes in duration. The remainder of the interview period will be dedicated to discussion of Project-specific criteria and response to questions from Selection Committee members in attendance.

B. Should the Owner elect to conduct interviews, a specific schedule and additional instructions for the interview will be provided to each selected Contractor.

C. At the time of the interview, each Contractor will be required to provide, in writing, a statement of concurrence with the terms and conditions of the Design Phase Services Agreement and Construction

Phase Services Agreement, or a statement of any specific exception(s) to the terms and conditions of the Services Agreements. Exceptions may be considered in scoring under the appropriate Evaluation

Criteria.

D. In the event interviews are not conducted and the Selection Committee moves forward with the highest-ranking Contractor, the selected Contractor moving forward will be required to provide, in writing, a statement of concurrence with the terms and conditions of the Design Phase Services Agreement and

Construction Phase Services Agreement, or a statement of any specific exception(s) to the terms and conditions of the Services Agreements. Exceptions may be considered in scoring under the appropriate

Evaluation Criteria.

SAMPLE copy of Agreements for CMAR Design Phase Services and Construction Phase Services to be used in connection with this Project are attached to this Solicitation.

6. INTERVIEW RANKING

Should interviews be elected by the Owner, the Selection Committee will rank the Contractors with the following final ranking criteria:

Maximum Achievable Points

A. Contractor Presentation 50

B. Responses to Interview Questions 50

C. Overall Evaluation of Firm 10

Total Available Points 110

7. CONTRACTOR SELECTION

A. Following the evaluation process, the Selection Committee will select a Final List of three (3)

Contractors (or as otherwise allowed by law) deemed most qualified to provide the services, ranked in order of preference based on the SOQ evaluation and/or the interview evaluation.

B. The Owner will proceed to negotiate the contract with the highest ranked Final List Contractor or will terminate the solicitation. If the Owner is unable to negotiate terms and conditions the Owner determines to be fair and reasonable, negotiations with that highest-ranking Contractor will be formally terminated.

C. The Owner will then undertake negotiations with the next most qualified Final List Contractor in sequence, until an agreement is reached, or a determination is made to reject all SOQs and terminate the solicitation.

7. ADDITIONAL INFORMATION

1. INSTRUCTIONS

The Owner shall not be held responsible for any oral instructions. Any changes to this RSOQ will be in the form of an addendum to the RSOQ. The Owner is not responsible for any explanations or interpretations of the

RSOQ documents other than those made by written addendum and posted on the Owner’s website.

2. OWNER'S RIGHTS

The Owner reserves the right to reject any or all SOQs, to waive any informality or irregularity in any SOQ received, and to be the sole judge of the merits of the respective SOQs received.

3. RELEASE OF PROJECT INFORMATION

The Owner will provide the release of all public information concerning the Project, including selection announcements and contract awards. Release of SOQ submissions, selection results and contract award will not take place until after the formal award by the City Council and the contract have been fully executed by both parties. Those desiring to release information to the public must receive prior written approval from the

Owner.

4. CONTACT WITH CITY EMPLOYEES AND CONTRACTORS

All persons and/or Contractors that are interested in this Project (including the Contractor’s employees, representatives, agents, lobbyists, attorneys, and subcontractors) will refrain, under penalty of disqualification, from direct or indirect contact for the purpose of influencing the selection or creating bias in the selection process with any person who may play a part in the selection process. This includes but is not limited to the evaluation panel, the City Manager, Assistant City Manager(s), Deputy City Manager(s), Division Directors, or other staff. This policy is intended to create a level playing field for all potential Contractors, assure that contract decisions are made in public, and to protect the integrity of the selection process. All contact on this selection process should be addressed to the authorized Procurement Section representative identified above.

5. CONTACT WITH ELECTED OFFICIALS (MAYOR & CITY COUNCIL)

Any contact pertaining to this selection process with elected officials must be scheduled, in person, through the

Flagstaff City Clerk’s Office, 211 W. Aspen Avenue, Flagstaff AZ 86001, and are posted by the City Clerk at least twenty-four (24) hours prior to the scheduled meeting. The Clerk’s posting shall include and detail the participants and the subject matter and shall invite the public to participate. No contacts made by telephone, other than to schedule a public meeting, are permitted. Copies of contacts made by letter, facsimile, e-mail, or other written method shall be made available to the public, press, and all submitting Contractors, upon written request to the City Clerk.

6. RESERVATION OF RIGHTS

There shall be no express or implied intent to contract until expressly stated in writing by the Owner, an award is made, and all conditions stated herein are satisfied. The Owner reserves the right to reject any or all SOQs, or to withhold the award for any reason it may elect, and to waive or decline to waive irregularities in any proposal.

7. PROTESTS

Protests shall be resolved, in accordance with the following: A protest shall be in writing and shall be personally delivered, email or served upon the City Purchasing Director. A protest of a solicitation shall be received at the City Purchasing Department before the solicitation opening date. A protest of a proposed award or of an award shall be personally delivered or served upon the City Purchasing Director within ten (10) days after the protester knows or should have known the basis of the protest. A protest shall include:

A. The name, address, email, and telephone number of the protester.

B. The signature of the protester or its representative.

C. Identification of the solicitation or contract number.

D. A detailed statement of the legal and factual grounds of the protest including copies of relevant documents; and

E. The form of relief requested.

8. REQUIRED FORMS

Proposer Questionnaire*

Please complete the Questionnaire document and re-upload.

• SUBMITTER_QUESTIONNAIRE_fil...

*Response required

References *

Please complete the References document and re-upload.

• REFERENCES_fillable.pdf

*Response required

Disclosure *

Please complete the Disclosure document and re-upload.

• DISCLOSURE_fillable.pdf

*Response required

Exceptions *

Notations: Any strikeouts, notes or modifications to the Solicitation documents shall be initialed in ink by the authorized person who signs a Proposal. If notations are made, they must be submitted with a Proposal and are considered Exceptions.

Exceptions: In addition to any notations on the Solicitation documents, please identify and list any exceptions to the Solicitation, by section/paragraph, on this Exceptions Form. The City reserves the right to reject, accept or further negotiate Exceptions. Exceptions may render a Proposal non-responsive.

Exceptions to Form of Contract: A Proposer may request changes to the form of contract (including any

Standard or Special Terms and Conditions or Insurance Requirements) on the Exceptions Form. A Proposer may also submit its own form of contract. The City will consider these in the same manner as any other exceptions.

A Proposer must indicate any and all exceptions taken to the requirements, specifications, and/or terms and conditions of this Solicitation, including the form of contract. If "Yes" is selected, please upload a document detailing the exception.

☐ Yes

☐ No

*Response required

Confidential Materials*

Pursuant to Section 11.3(A)(7) of the Procurement Code Manual, information provided in a Proposal shall be confidential so as to avoid disclosure of contents prejudicial to competing Proposers during the process for evaluation. Proposals shall be open for public inspection after Contract award. Except to the extent a Proposer designates, and the Director of Procurement concurs, trade secrets or other proprietary data contained in the

Proposal documents shall remain confidential.

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If a Proposer believes that part of a Proposal is a trade secret or contains other proprietary data, a Proposer shall mark the page(s) “CONFIDENTIAL” and isolate the pages as an attachment to this form. A Proposer shall also include an explanation why the information is a trade secret or contains other proprietary data.

Requests to deem the entire Proposal as confidential will not be considered.

A Proposer must provide notice if it would like confidential information returned after final Contract award (and a

Proposer is not selected for contract award). A Proposer is responsible for pick-up.

Upon City Council Contract award, information submitted in response to a Solicitation is subject to disclosure pursuant to the Arizona Public Records Law. A.R.S. § 39-121, et seq. If a Proposer has clearly marked its trade secrets or other proprietary information as “confidential”, the City will endeavor to notify the Proposer prior to release of such information.

☐ Yes

☐ No

*Response required

Declaration Related to Solvency*

Is proposer currently involved in an ongoing bankruptcy as a debtor, or in a reorganization, liquidation, or dissolution proceeding, or has a trustee or receiver been appointed over all or a substantial portion of the property of Proposer under federal bankruptcy law or any state insolvency law?

☐ Yes

☐ No

*Response required

Declaration Related to Gratuities*

I hereby verify and declare that, to the best of my knowledge, neither the Proposer nor anyone associated with the Proposer has given, offered to give, or 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 Proposal (“Gratuities”).

☐ Please confirm

*Response required

Declaration of Non-Collusion*

I hereby verify and declare that:

The pricing for this Proposal has been arrived at independently and without consultation, communication or agreement with any other Proposer who may submit a Proposal.

The pricing for this Proposal has not been disclosed to any other Proposer who may submit a Proposal, and will not be, prior to the Closing Date and Time.

Proposer has made no attempt and will make no attempt to induce…