Housing_Homelessness_Facilitation,_Training,_Coaching,_and_Consultancy_(Addendum_#1_Revision).pdf

CITY OF TUCSON

REQUEST FOR PROPOSAL

240063

HOUSING/HOMELESSNESS FACILITATION, TRAINING, COACHING,

AND CONSULTANCY

Due Date: Friday, December 13, 2024

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/66618

PUBLISH DATE: November 1, 2023 https://secure.procurenow.com/portal/%7Bproject.government.code%7D https://secure.procurenow.com/portal/%7Bproject.government.code%7D/projects/%7Bproject.id%7D https://secure.procurenow.com/portal/%7Bproject.government.code%7D/projects/%7Bproject.id%7D

CITY OF TUCSON REQUEST FOR PROPOSAL NO. 240063

BUSINESS SERVICES DEPARTMENT Page 2 of 38 SHARED SERVICES PROCUREMENT DIVISION RESPONSIBLE CONTRACT OFFICER: Norma Camacho

255 W. ALAMEDA, 6TH FLOOR, TUCSON, AZ 85701 PH: (520) 837-4132

Attachments:

A - OFFER_AND_ACCEPTANCE_RFP

B - HUD 5369

C - HUD 5370 (exp 11.30.2023) D - HUD-5370-C1 (excl 11.30.2023) F - HUD Section 3-Attachment_Complete (FY23) G - COT ARPA Terms and Conditions

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A. NOTICE

A.1. CITY OF TUCSON

NOTICE OF REQUEST FOR PROPOSAL NO 240063

TITLE: Housing/Homelessness Facilitation, Training, Coaching, and Consultancy

SUBMITTAL DUE DATE: Friday, December 13, 2024 AT 2:00 P.M. LOCAL AZ TIME

PRE-SUBMITTAL CONFERENCE DATE: Wednesday, November 8, 2023

TIME: 3:00 pm LOCAL AZ TIME

LOCATION: Teams linkJoin the meeting

QUESTIONS SHALL BE DIRECTED TO: Norma Camacho

(520) 837-4132 norma.camacho@tucsonaz.gov

Posted Date: Wednesday, November 1, 2023

Competitive sealed offers for the material or service specified in this solicitation must be submitted through the City’s online bidding system. No late submitted offer will be accepted or considered.

Reponses submitted in physical form or by facsimile or email will not be considered. Offerors are cautioned to commence the submittal process sufficiently ahead of time to allow for unanticipated delays resulting from things like a slow internet connection, internet outage, difficulty uploading large documents, differing system requirements, etc.

Questions about this solicitation must be addressed to the responsible Contract Officer listed herein.

https://teams.microsoft.com/l/meetup-join/19%3ameeting_NTc0YTExZjctMDJkOC00ZTZjLWI4ZjctZDljZTVjMDE3NmYw%40thread.v2/0?context=%7b%22Tid%22%3a%22d21e59ec-c208-43eb-aaf1-cf06d9a196e0%22%2c%22Oid%22%3a%2255a4d1aa-67a6-4204-ac64-c00bda0c4dc9%22%7d

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B. INTRODUCTION

B.1. Summary

The City of Tucson is requesting proposals from qualified vendors to develop a Qualified Vendors List (QVL) for a wide range of facilitation, training, coaching, and consultancy services to assist in the Housing and Community Development Department's (HCD) efforts to address homelessness and other housing challenges. Qualified vendors will have direct experience with small and large meeting facilitation, employee leadership development and coaching practices, consulting services, and/or training development and delivery related to leadership, homelessness, housing practices, and group process. Funding sources may include Housing and Urban Development (HUD) and/or American Rescue Plan Act (ARPA).

Proposals will be evaluated based on the evaluation criteria set forth within the solicitation. Offerors must obtain a minimum score of 70 points out of 100 possible points in order to be considered for award and placed on the QVL.

Open and Continuous Solicitation

This solicitation will be open and continuous through November 22, 2028, meaning that the City will accept proposals from prospective offerors at any time through November 22, 2028. The initial submittal period is open through 2:00pm Local AZ Time on November 22, 2023. After the initial submittal period, the City intends to review submissions every 90 days. Offers may be evaluated sooner or later than 90 days at the City's discretion. Successful offers will be awarded a contract and placed on the City's Qualified Vendor List. No awards will be made after November 22, 2028.

B.2. Background

The City of Tucson Housing and Community Development Department (HCD) administers a wide variety of programs to address homelessness and housing challenges throughout the Tucson area.

HCD seeks qualified suppliers to provide training, coaching, consulting, and facilitation services as needed by the Department. This is an open and continuous RFP Request for Proposal, and secondary requests for proposals will be provided for specific projects to the qualified vendor list resulting from this RFP effort.

B.3. Contact Information

Norma Camacho Principal Contract Officer, CPPB Email: norma.camacho@tucsonaz.gov Phone: (520) 837-4132 Department:

Housing and Community Development mailto:norma.camacho@tucsonaz.gov tel:(520)837-4132

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C. SCOPE OF WORK

C.1. Introduction

Services provided through the City’s Housing/Homelessness Facilitation, Training, Coaching, and Consultancy Approved Vendor List will include, but are not limited to, workshops, training sessions, customized strategic coaching & planning, instructional design, online/remote workshops, and consulting engagements specialized to the housing and homelessness sectors.

Each of these offerings shall support the City’s overall mission to deliver exceptional service to the Tucson community and shall incorporate the City’s values and priorities, both in measurable ways.

• The City’s values include:

• Collaboration

• Integrity

• Excellence

• Respect

• The City’s developmental priorities include:

• Excellent customer service

• Stable financial environment

• Smart city focus

• Employee-focused organization

Finally, the Approved Vendor List scope shall meet the City’s specific Housing/Homelessness Facilitation, Coaching, Training, and Consultancy objectives, with the Consultant’s contributions measured in each of these areas:

A. Address housing and homelessness leadership readiness and skill gaps within the City B. Assist in the setting of and implementation of S.M.A.R.T. goals C. Improve individual, team and organizational performance through diagnostics, metrics, training and follow-up sessions D. Improve systems-level outcomes related to housing and homelessness throughout the Tucson region E. Motivate, inspire and provide ideas for accountability, innovation and continuous improvement

For the purposes of this solicitation, five (5) service levels have been established. Offerors may propose services in one or more of these five (5) categories based upon general availability, interest, and experience/comfort level.

The five (5) categories established for this Approved Vendor List are:

A. Standard Seminars for Leadership, Management, and Supervision

B. Standard Training and Seminars Related to Homelessness and Housing Best Practices and Related Topics

C. Custom Facilitation, Coaching, and Strategic Planning

D. Custom On Demand Coursework

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E. Housing and Homelessness Consulting Services

C.2. Category I: Standard Seminars for Leadership, Management, & Supervision (May include existing materials, non-exclusive to the City of Tucson)

Standard seminars may be required frequently or on short notice as part of the City’s standard curriculum or for other workshops, seminars, and retreats. Materials may consist of the Consultant’s existing or boilerplate materials, pending City review and approval OR minor modifications as requested by the City. Topics frequently requested by the City for standard seminars may include, but are not limited to:

A. Team Building B. Project Management C. Change Management D. Conflict Resolution/Critical Conversations E. Performance Management F. Lean Innovation G. Negotiation Techniques H. Customer Service I. Trauma-Informed Leadership J. Business Communications and Etiquette

However, the Offeror can (and should) suggest other topics for which existing materials have been successfully applied OR ideas for topics on which the Offeror would like to present to the City. Because of the potential for wide and varied use of the services in Category 1, Offerors will be asked to respond to standard seminars in the following blocks. All pricing should include the cost for in-person and virtual delivery.

A. 2-day seminars B. 1-hour seminars C. Half-hour interactive break-out sessions (same day up to 3x) D. 90-minute interactive break-out session E. Half-day seminar F. 1-day seminar

C.3. Category II: Standard Training and Seminars Related to Homelessness and Housing Best Practices and Related Topics

Standard seminars may be required frequently or on short notice as part of the City’s standard curriculum or for other workshops, seminars, and retreats. Materials may consist of the Consultant’s existing or boilerplate materials, pending City review and approval OR minor modifications as requested by the City. Topics frequently requested by the City for standard seminars may include, but are not limited to:

A. Housing First Principles and Practices B. Permanent Supportive Housing C. Rapid Rehousing D. Coordinated Entry E. Harm Reduction F. Trauma Informed Care G. Street Outreach and Housing Navigation H. Critical Time Intervention I. Substance Abuse Recovery

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J. Education and Employment K. Older Adult Issues and Aging L. Childhood Development

However, the Offeror can (and should) suggest other topics for which existing materials have been successfully applied OR ideas for topics on which the Offeror would like to present to the City. Because of the potential for wide and varied use of the services in Category 2, Offerors will be asked to respond to standard seminars in the following blocks. All pricing should include the cost for in-person and virtual delivery.

A. 2-day seminars B. 1-hour seminars C. Half-hour interactive break-out sessions (same day up to 3x) D. 90-minute interactive break-out session E. Half-day seminar F. 1-day seminar

C.4. Category III: Custom Facilitation, Coaching, and Strategic Planning

Consultants may be requested to attend and lead retreats or strategic planning sessions including departmental staff, commissioners, coalition members, and/or other stakeholders. This category will involve less emphasis on public speaking, with a greater emphasis on personalized leadership, teaching, and guidance informed by an understanding of the unique issues related to housing insecurity and homelessness. This category’s custom facilitation should include interactive activities and exercises with usable deliverables, as well as measurable goals or outcomes. Follow up sessions or deliverables should be incorporated, as deemed beneficial or necessary to meet the goals of each session. Offerors will be asked to respond to custom facilitation & strategic planning in terms of both session length and deliverable:

A. Facilitate planning session (hourly rate) B. Half-day retreat C. Full-day retreat D. Follow-up sessions E. Follow-up deliverables

C.5. Category IV: Custom On Demand Coursework

Consultants may be requested to prepare custom on-demand coursework for internal City use. Instructional design requests will be custom in terms of topic, format, length, use, and functionality. The City will have proprietary rights to use the deliverable in perpetuity. Offerors will be asked to respond to custom on-demand coursework in terms of the following:

A. Full cost for creation and delivery of 30-minute module for multi-module training series

B. Full cost for creation and delivery of 2-hour training

C.6. Category V: Housing and Homelessness Consulting Services

Consultants may be requested to provide specialized consulting services on a broad range of housing and homelessness topics within its area(s) of expertise. Consulting services may be provided locally or remotely on an hourly rate basis and should focus on leveraging subject matter expertise to benefit organizational and community-level topics, including but not limited to:

A. Supportive/affordable housing gaps analyses

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B. Homelessness response system mapping and modeling C. Point in Time Count administration D. Needs assessments E. Program evaluation F. System improvement and integration G. Affordable housing creation and preservation strategies

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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. Qualifications & Experience

B. Method of Approach

C. Price Proposal

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)

1. Qualifications and Experience A. Please indicate the total number of years that the vendor has provided the services proposed.

B. Please provide a list and description of prior projects and customers served by the organization with references.

C. Please describe the qualifications and expertise of the project team including staff and consultants who may be engaged under this proposal.

N/A N/A

2. Method of Approach A. Please provide a list of topics and standard seminars and services available from the bidder organization with details and timeline.

B. Please describe the philosophical approach and best practices used by the bidder in the proposed services.

C. Please describe how services will be made available virtually or in person and any specific requirements of the bidder as it relates to scheduling and/or delivery of services.

D. Please describe the bidder's quality assurance practices and processes to ensure high-quality delivery of services and products.

N/A N/A

3. Price Proposal As listed herein.

N/A N/A

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G. PRICING

CATEGORY 1 - STANDARD SEMINARS FOR LEADERSHIP, MANAGEMENT, & SUPERVISION

(MAY INCLUDE EXISTING MATERIALS, NON-EXCLUSIVE TO THE CITY OF TUCSON)

Line Item Description Quantity Unit of Measure

Unit Cost Total

1 Category 1: Standard Seminar 2 Days

2 Category 1: Standard Seminar 1 Day

3 Category 1: Standard Seminar 4 Hours

4 Category 1: Standard Seminar 1 Hour

5 Category 1: Interactive Breakout Session

1 90 minutes

6 Category 1: Interactive Breakout Session (same day up to 3x)

1 30 minutes

TOTAL

CATEGORY 2 - STANDARD TRAINING AND SEMINARS RELATED TO HOMELESSNESS AND

HOUSING BEST PRACTICES AND RELATED TOPICS

Line Item Description Quantity Unit of Measure

Unit Cost Total

7 Category 2: Standard Seminar 1 Day

8 Category 2: Standard Seminar 2 Days

9 Category 2: Standard Seminar 4 Hours

10 Category: Standard Seminar 1 Hour

11 Category 2: Interactive Breakout Session

1 90 minutes

12 Category 2: Half hour Interactive Breakout Session(same day up to 3x)

1 30 minutes

CATEGORY 3 - CUSTOM FACILITATION, COACHING, AND STRATEGIC PLANNING

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Line Item Description Quantity Unit of Measure

Unit Cost Total

13 Category 3: Facilitation of Planning Session (Hourly Rate)

1 Hour

14 Category 3: Half Day Retreat 4 Hours

15 Category 3: Full Day Retreat 8 Hours

16 Category 3: Follow-Up Sessions (Hourly Rate)

1 Hour

17 Category 3: Follow-Up Deliverables (Hourly Rate)

1 Hour

CATEGORY 4 - CUSTOM ON DEMAND COURSEWORK

Measure

Unit Cost Total

18 Category 4: Custom On Demand Coursework Development and Delivery (full cost for creation and delivery of 30-minute module for multi-module training series)

1 30 minutes

19 Category 4: Custom On Demand Coursework Development and Delivery (full cost for creation and delivery of 2-hour training)

2 Hours

CATEGORY 5 - HOUSING AND HOMELESSNESS CONSULTING SERVICES

Measure

Unit Cost Total

20 Category 5: Consulting (Hourly Rate)

1 Hour

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H. SPECIAL TERMS AND CONDITIONS

H.1. COOPERATIVE PURCHASING

Contractor will, when requested, provide goods and services at the same prices and under the same terms and conditions as set forth in this Contract to any public or nonprofit agency that, at the time of request, has a Cooperative Purchasing Agreement with the City or participates in the Strategic Alliance for Volume Expenditures (SAVE) cooperative. See http://www.tucsonprocurement.com/coop_partners.aspx and click on “Cooperatives” for a list of agencies that have Cooperative Purchasing Agreements with the City; see http://www.mesaaz.gov/home/showdocument?id=23638 for a list of agencies participating in SAVE.

These lists are subject to change. Contractor may, however, charge an agency that is outside the Tucson Metropolitan Area for additional out-of-pocket expenses that will be incurred by Contractor in providing goods and services to the agency (i.e., freight charges, travel related expenses, etc.).

Each participating agency that orders goods or services under this Contract as provided above is solely responsible for paying Contractor for those goods and services. The City is not responsible for any disputes arising out of transactions made by others.

H.2. 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://tucsonprocurement.com/bidders_livingwage.aspx.

H.3. PRICE ADJUSTMENT

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

H.4. SECTION 3 HUD CLAUSE

24 CFR Part 75

A. The work to be performed under this contract is subject to the requirements of Section 3 of the Housing and Urban Development Act of 1968, as amended, 12 U.S.C. 1701u (Section 3). The purpose of Section 3 is to ensure that employment and other economic opportunities generated by HUD assistance or HUD-assisted projects covered by Section 3, shall, to the greatest extent feasible, be directed to low- and very low-income persons, particularly persons who are recipients of HUD assistance for housing.

B. The parties to this contract agree to comply with HUD's regulations in 24 CFR Part 75, which implement Section 3. As evidenced by their execution of this contract, the parties to this http://www.tucsonprocurement.com/coop_partners.aspx http://www.mesaaz.gov/home/showdocument?id=23638 https://tucsonprocurement.com/bidders_livingwage.aspx

BUSINESS SERVICES DEPARTMENT Page 21 of 38 contract certify that they are under no contractual or other impediment that would prevent them from complying with the Part 75 regulations.

C. The Contractor agrees to send to each labor organization or representative of workers with which the Contractor has a collective bargaining agreement or other understanding, if any, a notice advising the labor organization or workers' representative of the Contractor's commitments under this Section 3 clause, and will post copies of the notice in conspicuous places at the work site where both employees and applicants for training and employment positions can see the notice. The notice shall describe the Section 3 preference and shall set forth minimum number and job titles subject to hire, availability of apprenticeship and training positions, the qualifications for each, the name and location of the person(s) taking applications for each of the positions, and the anticipated date the work shall begin.

D. The Contractor agrees to include this Section 3 clause in every subcontract subject to compliance with regulations in 24 CFR Part 75, and agrees to take appropriate action, as provided in an applicable provision of the subcontract or in this Section 3 clause, upon a finding that the subcontractor is in violation of the regulations in 24 CFR Part 75. The Contractor will not subcontract with any subcontractor where the Contractor has notice or knowledge that the subcontractor has been found in violation of the regulations in 24 CFR Part 75.

E. The Contractor will certify that any vacant employment positions, including training positions, that are filled (1) after the Contractor is selected but before the contract is executed, and (2) with persons other than those to whom the regulations of 24 CFR Part 75 require employment opportunities to be directed, were not filled to circumvent the contractor's obligations under 24 CFR Part 75.

F. Noncompliance with HUD's regulations in 24 CFR Part 75 may result in sanctions, termination of this contract for default, and debarment or suspension from future HUD-assisted contracts.

G. With respect to work performed in connection with Section 3 covered Indian housing assistance, Section7(b) of the Indian Self-Determination and Education Assistance Act (25 U.S.C. 450e) also applies to the work to be performed under this contract. Section 7(b) requires that to the greatest extent feasible (i) preference in the award of contracts and subcontracts shall be given to Indian organizations and Indian-owned Economic Enterprises.

Parties to this contract that are subject to the provisions of Section 3 and Section7(b) agree to comply with Section 3 to the maximum extent feasible, but not in derogation of compliance with Section 7(b).

H.5. TERM AND RENEWAL

The term of the Contract will commence when awarded to Contractor and remain in effect for a period of One (1) year one 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) four additional one-year periods or portions thereof.

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H.6. 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.

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 FY12 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.

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

H.7. AMERICAN RESCUE PLAN ACT (ARPA) REQUIREMENTS

Contracts awarded pursuant to this solicitation may be funded by ARPA and will contain the ARPA Terms and Conditions listed in the corresponding attachment titled, "ARPA Terms and Conditions".

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I. INSURANCE REQUIREMENTS

I.1. Required Insurance Policies

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

I.2. Commercial General Liability

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

A. Each Occurrence: $1,000,000

B. General Aggregate: $2,000,000

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

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

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

I.3. Commercial Automobile Liability

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

I.4. Worker's Compensation

Policy must have coverage limits no lower than:

A. Per Occurrence: Statutory

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

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

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

E. [If Contractor is a Sole Proprietor, include this waiver provision under A.R.S. § 23-961(M). To determine whether the Contractor is a Sole Proprietor, please request the Sole Proprietor/Independent Contractor form from the Contract Officer listed in the solicitation.] I am a sole proprietor, and I am doing business as [name of sole proprietor business]. I am performing work as an independent contractor for the City of Tucson. I am not the employee of the City of Tucson for workers' compensation purposes, and, therefore, I am not entitled to workers' compensation benefits from the City. I understand that if I have any employees working for me, I must maintain workers' compensation insurance on them.

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I.5. Professional Liability (Errors & Omissions)

Policy must have coverage limits no lower than:

A. Each Claim: $1,000,000

B. Annual Aggregate: $2,000,000

I.6. Policy Change Notice

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

I.7. Additional Insured

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

I.8. Claims-Made Coverage

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

I.9. Additional Requirements

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

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

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

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

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

I.10. Verification of Coverage

A. Contractor will give the City certificates of insurance (ACORD form or equivalent approved by the City), signed by an authorized representative of the insurer, showing that the Contractor has all the insurance required by this Contract.

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B. Contractor must deliver the certificates directly to the Procurement Division of the City’s

Business Services Department before the Contractor commences work under this Contract.

C. The certificates must contain the City project/contract number and project description.

D. The City reserves the right to require complete copies of all insurance policies required by this Contract at any time.

I.11. Subcontractors

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

I.12. Public Entities

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

I.13. Sufficiency of Coverage

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

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J. STANDARD TERMS AND CONDITIONS

J.1. ADVERTISING

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

J.2. COMPLIANCE WITH LAWS

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

A. Americans with Disabilities Act. Contractor will comply with all applicable provisions of the Americans with Disabilities Act (Public Law 101-336, 42 U.S.C. 12101 -- 12213) and applicable Federal regulations under the Act, including 28 CFR Parts 35 and 36.

B. Workers’ Rights Laws. Contractor will comply with all applicable provisions of Federal and State Child Labor and Workers’ Rights laws and agrees if called upon to affirm in writing that they and any subcontractors working under this Contract are in compliance.

C. Affirmative Action. Contractor will comply with Chapter 28, Article XII of the Tucson City Code Chapter 28.

J.3. GOVERNING LAW AND VENUE

This Contract is governed by the laws of the State of Arizona and the City and Contractor will have all remedies afforded to each by the Tucson Procurement Code and the laws of the State of Arizona. Any lawsuits regarding this Contract must be brought in a court of competent jurisdiction in Pima County, Arizona.

J.4.…