Independent_Medical_Evaluation_Services.pdf

REQUEST FOR PROPOSAL - PROFESSIONAL

SERVICES

RTM RFP 26-001

INDEPENDENT MEDICAL EVALUATION SERVICES

CITY OF PHOENIX

RETIREMENT

200 W WASHINGTON ST. 10TH FLOOR

PHOENIX, AZ

85003

RELEASE DATE: September 16, 2026

DEADLINE FOR QUESTIONS: September 29, 2026

RESPONSE DEADLINE: October 16, 2026, 2:00 pm

City of Phoenix

REQUEST FOR PROPOSAL - PROFESSIONAL SERVICES

Independent Medical Evaluation Services

1. INTRODUCTION

2. INSTRUCTIONS

3. SCOPE OF WORK

4. EVALUATION PROCESS

5. STANDARD TERMS AND CONDITIONS

6. SPECIAL TERMS AND CONDITIONS

7. DEFENSE AND INDEMNIFICATION

8. INSURANCE REQUIREMENTS

9. SUBMITTALS

10. PRICING PROPOSAL

Attachments:

A - Submittals_-_Offer_Page_rev_2-2025

Request For Proposal - Professional Services #RTM RFP 26-001 Title: Independent Medical Evaluation Services

1. INSTRUCTIONS

1.1. Introduction

1.1.1. Contact Information

Rita Azcona

Retirement

Email: rita.azcona@phoenix.gov

Phone: (602) 256-4323

1.1.2. Schedule of Events

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

Local Phoenix, AZ Time.

To request a reasonable accommodation or alternative format for any public meeting, please contact the Procurement Officer (Doris Fung) at (602) 262-4663/Voice or 711/TTY, or doris.fung@phoenix.gov, no later than five (5) business days prior to the meeting.

Solicitation Issue Date: September 16, 2026

Written Inquiries Due Date: September 29, 2026, 2:00pm

Offer Due Date: October 16, 2026, 2:00pm

1.2. Description – Statement of Need

The City of Phoenix Retirement Office, on behalf of the Phoenix Fire Pension Board and the

Phoenix Police Pension Board, ("local boards" under the Public Safety Personnel Retirement

System - hereafter "Local Boards or Boards"), invites sealed Offers for The City of Phoenix

Retirement Office, on behalf of the Phoenix Fire Pension Board and the Phoenix Police Pension

Board, ("local boards" under the Public Safety Personnel Retirement Systems- hereafter "Local

Boards or Boards"), are seeking qualified contractor(s) that provide comprehensive disability medical evaluation services, including medical record review, specialty-aligned physician examinations, and timely submission of medical reports. The firm(s) must serve as a single point of contact, ensuring coordinated scheduling, documentation, and communication with

Local Boards. Services include basic and ad-hoc evaluations, supplemental reports, and related administrative support to ensure accurate and compliant disability determinations. for a five-year contract commencing on or about 02/03/2027, in accordance with the specifications and provisions contained herein or the “Effective Date” which is upon award by City Council, conditioned upon signature and recording by the City Clerk’s department, as required by the

Phoenix City Code, whichever is later.

This solicitation is available through Arizona Relay Service 7-1-1. Please call TTY 800-367-8939 for assistance.

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

1.3. Minimum Qualifications

The qualified and responsive Offeror must meet all minimum qualifications listed below. Should an Offeror fail to meet one of the minimum qualifications identified, the Offer will be disqualified as non-responsive.

1. The Offeror shall have at least five years of experience providing disability medical record summary services and must have a comprehensive understanding of the disability statutes and provisions.

2. The personnel assigned to this engagement shall have a minimum of three years of experience on disability-related issues.

3. The examining physicians must have experience performing comprehensive independent medical evalulations (IME’s) for Arizona Public Safety Personnel

Retirement System members.

4. The examining physicians used for disability medical evaluations must be regularly practicing physicians, licensed as either an M.D. or D.O. with the Medical Board of

State of Arizona.

1.4. Agreement Term and Contractual Relationship

Offerors are responsible for reading the agreement and submitting any questions about it in accordance with the process listed in this agreement. By submitting a proposal, each Offeror agrees it will be bound by the agreement. The Local Boards through the City anticipates a five-year contract. Notwithstanding the foregoing, this Agreement will terminate upon the earliest occurrence of any of the following:

• reaching the end of the term and any extensions;

• completing the services set forth in the Scope of Work (the “Services”);

• payment of the maximum authorized compensation; or

• termination pursuant to the provisions of the Agreement.

1.5. Scope of Work and Special Terms and Conditions

Contractor will provide consulting services that will be in accordance with the Scope of Work as set forth in Scope of Work section, which may be supplemented with additional detail from time to time during the term of the Agreement, and that are satisfactory to the Local Boards through the City. In performing these services, Contractor will also specifically comply with the applicable Supplemental Terms and Conditions that are set forth in Special Terms and

Conditions section.

1.6. Instructions

1.6.1. Preparation of Offer

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

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

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

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

The Local Boards through the City are not responsible for Offeror’s errors or omissions. All time periods stated, as a number of days will be calendar days.

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

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

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

C. Promptly notify the Local Boards of all conflicts, errors, ambiguities, or discrepancies that

Offeror has discovered in or between the solicitation and other related documents.

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

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

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

1.6.2. Exceptions

Offerors must not take any exceptions to any terms, conditions or material requirements of this solicitation. Offers submitted with exceptions will be deemed non-responsive and disqualified from further consideration. Offerors must conform to all the requirements specified in the solicitation. The Local Boards through the City encourage Offerors to ask the Procurement

Officer questions rather than including exception in their Offer.

If an Offeror has exceptions based on the scope then the Offeror must include a list of exceptions to the requirements of the solicitation and attach documents, if any, stated on a separate page labeled "Exceptions Statement." Offeror must identify the reason for the requested change, provide alternate language and provide explanation.

It is the intent of the Local Boards to award a contract on a fair, competitive basis. For this reason, the Local Boards many view any "Exception" in response to any material conditions or requirement of the solicitaion, as an attempt by the Offeror to vary terms of the solicitation which, in fact, may result in giving the Offeror an unfair advantage. For this reason, the Local

Boards will, at its option, not allow exceptions to any material requirement if, in the opinion of the Local Boards, the exceptions alter the overall intent of the solicitation, unless the exception would be a material benefit to the Local Boards. Additionally, the Local Boards may, at its option, deem any submittal non-responsive based on exceptions by the Offeror.

1.6.3. Inquiries

All questions that arise relating to this solicitation should be submitted in writing by email to the

Procurement Officer and must be received by the due date indicated in the Timeline. The Local

Boards will not consider questions received after the deadline.

No informationcontact initiated by Offerors on the proposed service will be allowed with members of the Local Boards or Board staff from date of distribution of the Solicitation until after the Local Boards award and the City confirms the award of the contract. All questions concerning or issues related to this Solicitation must be presented in writing.

The Procurement Office will only answer written inquiries in an addendum and publish any addenda on the CIty's Procurement Portal.

1.6.4. Addenda

Neither the Local Boards nor the City of Phoenix will be responsible for any oral instructions made by any employees or officers of the City or the Local Boards regarding this

Solicitation. Any changes will be in the form of an addendum. The Offeror must acknowledge receipt of any/all addenda through the City’s Procurement Portal with their submittal.

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

1.6.5. Licenses

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

1.6.6. Certifications

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

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

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

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

1.6.7. Submission of Offer

The Local Boards will ONLY accept Submittals electronically for this RFP process. Offerors may not submit hard copies of any Offer to this Solicitation.

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

Response” via https://procurement.opengov.com/portal/phoenix/projects/238045. Offerors that are unable to submit electronically should contact the Procurement Officer to discuss the logistics of hard copy submittals. Offerors must be registered with OpenGov by signing up via https://procurement.opengov.com/signup. Vendor training guides can be found at:

https://opengov.my.site.com/support/s/article/ca6d1285-1e48-4a21-bb0d-715edb7794ed

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

Any original documents (such as bonds, guaranties, powers of attorney), if required by the

Solicitation, must be separately delivered to, and received by the City on or prior to the exact time and date indicated in the Schedule of Events, with a clear indication of the Offer for which it is attributed.

Please submit the items as defined in Section III - Submittals, Section IV - Evaluation Criteria, and any relevant Addenda. Do not submit a copy of the entire Solicitation document. This

Offer will remain in effect for the period of 180 calendar days from the Offer opening dated and is irrevocable unless it is in the Board's best interest to do so.

Offers must be in possession of the City on or prior to the exact time and date indicated in the

Schedule of Events. Late offers will not be considered. The prevailing clock will be the City’s clock.

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

https://procurement.opengov.com/portal/phoenix/projects/238045 https://procurement.opengov.com/signup https://opengov.my.site.com/support/s/article/ca6d1285-1e48-4a21-bb0d-715edb7794ed

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

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

1.6.8. Withdrawal of Offer

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

City’s Procurement Portal.

1.6.9. Offer Results

Offers will be opened on the offer due date, Offers and other information received in response to the Solicitation will be shown only to authorized Local Boards’ personnel who have a legitimate interest in them or persons assisting the Local Boards in the evaluation. Offers are not available for public inspection until after the City has posted the award recommendation on the City's

Procurement Portal.

Once the Local Boards have evaluated the Offers, the City will post an award recommendation on the City's Procurement

Portal: https://procurement.opengov.com/portal/phoenix/projects/238045 within five business days of the offer opening.

By signing and submitting its Offer, each Offeror agrees that this posting of the award recommendation to the City's Procurement effectively serves as the Offeror's receipt of that notice of award recommendation. The City and Local Boards have no obligation to provide any further notification to unsuccessful Offerors.

1.6.10. Pre-Award Qualifications

Offeror must have been in operation a minimum of five years years. The Offeror’s normal business activity during the past five years years will have been for providing the goods or services in this solicitation.

1.6.11. Data Privacy Risk Screening

Because the resulting Contract may involve processing personal or other sensitive data, the City will conduct a Data Privacy Risk Screening as a minimum qualification using the Data Privacy

Questionnaire included in the Vendor Questionnaire section. Only Offerors that pass this screening will proceed to further evaluation.

Failure to submit the Data Privacy Questionnaire, or failure to meet the minimum standard, will result in the Offer being deemed non-responsive.

The City may verify statements, request clarifications regarding the Data Privacy Questionnaire or supporting documents and reject Offers that contain misrepresentations.

1.6.12. Award of Contract

https://procurement.opengov.com/portal/phoenix/projects/238045

Unless otherwise indicated, award(s) will be made to the most responsive, responsible

Offeror(s) who are regularly established in the service, or providing the goods, contained in this solicitation and who have demonstrated the ability to perform in an acceptable manner.

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

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

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

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

3. Safety record; and,

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

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

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

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

1.6.13. City's Right to Disqualify for Conflict of Interest

The City and/or Local Boards reserve the right to disqualify any Offeror on the basis of any real or apparent conflict of interest that is disclosed by the Offer submitted or any other data available to the City and/or Local Boards. This disqualification is at the sole discretion of the City and/or Local Boards. Any Offeror submitting an Offer herein waives any right to object now or at any future time, before anybody or agency, including but not limited to, the City. the Local

Boards or any court.

1.6.14. Solicitation Transparency Policy

A. Commencing on the date and time a solicitation is published, potential or actual Offerors or respondents (including their representatives) shall only discuss matters associated with the solicitation with the Local Boards or with the Local Boards’ staff, Mayor, any members of City Council, the City Manager, any Deputy City Manager, or any department director directly associated with the solicitation (including in each case their assigned staff, except for the designated Procurement Officer) at a public meeting, posted under Arizona Statutes, until the resulting contract(s) are awarded to all Offers or responses are rejected and the solicitation is cancelled without any announcement by the Procurement Officer of the Local Boards’ intent to reissue the same or similar solicitation. As long as the solicitation is not discussed, Offerors may continue to conduct business with the Local Boards and discuss business that is unrelated to the solicitation with the Local Boards and the Local Boards’ staff. Offerors may not discuss the solicitation with any members of the Local Boards or the Local Boards’ employees, or evaluation panel members.

B. Offerors may discuss their proposal or the solicitation with the Mayor or one or more members of the Phoenix City Council or Local Boards, provided such meetings are scheduled through the Procurement Officer, and are posted as open meetings with the

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

C. With respect to the selection of the successful Offerors, the Local Boards, City Manager and/or City Manager's Office will continue the past practice of exerting no undue influence on the process. In all solicitations of Offers and proposals, any direction on the selection from the Local Boards, City Manager and/or City Manager's Office, and

Department Head (or representative) to the proposal review panel or selecting authority must be provided in writing to all prospective Offerors.

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

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

E. “To discuss” means any contact by the Offeror, regardless of whether the Local Boards and/or City responds to the contact. Offerors that violate this policy will be disqualified until the resulting contract(s) are awarded, or all Offers or responses are rejected and the solicitation is cancelled without any announcement by the Procurement Officer of the

Local Boards intent to reissue the same or a similar solicitation. The Local Boards interpret the policy as continuing through a cancellation of a solicitation until Council award of the contract, as long as the Local Boards and/or the City cancels with a statement that the Local Boards and/or City will rebid the solicitation.

1.6.15. Protest Process

A. Offeror may protest the contents of a solicitation no later than seven days before the solicitation deadline when the protest is based on an apparent alleged mistake, impropriety or defect in the solicitation. Protests filed regarding the solicitation may be addressed by an amendment to the solicitation or denied by the Local Boards and/or

City. If denied, the opening and award will proceed unless the Local Boards and/or City determines that it is in the Local Boards’ best interests to set new deadlines, amend the solicitation, cancel or re-bid.

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

C. Offeror may protest an adverse determination issued by the Local Boards and/or City regarding responsibility and responsiveness; within seven days of the date the Offeror was notified of the adverse determination.

D. Offeror may protest an award recommendation if the Offeror can establish that it had a substantial chance of being awarded the contract and will be harmed by the recommended award. The City will post recommendations on the City’s Procurement

Portal to award the contract(s) to an Offeror(s). Offeror must submit award protests within seven days after the posting of the award recommendation, with exceptions only for good cause shown, within the Local Boards and/or City’s full and final discretion.

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

1. Identification of the solicitation number;

2. The name, address and telephone number of the protester;

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

4. The form of relief requested; and

5. The signature of the protester or tis authorized representative.

F. The Procurement Officer will render a written decision within a reasonable period after the protest is filed. The Local Boards and/or City will not request City Council authorization to award the contract until the protest process is complete. All protests and appeals must be submitted in accordance with the City’s Procurement Code, (Phoenix

City Code, Ch. 43), and administrative regulations and any protests or appeals not submitted within the time requirements will not be considered. Protests must be filed with the Procurement Officer.

1.6.16. Public Record

All Offers submitted in response to this solicitation will become the property of the Local Boards and City and become a matter of public record available for review pursuant to Arizona State law. If an Offeror believes that a specific section of its Offer response is confidential, the Offeror will isolate the pages marked confidential in a specific and clearly labeled section of its Offer response. An Offeror may request specific information contained within its Offer is treated by the

Procurement Officer as confidential provided the Offeror clearly labels the information

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

“confidential” will not be treated as confidential.

Once the procurement file becomes available for public inspection, the Procurement Officer will not make any information identified by the Offerors as “confidential” available to the public unless necessary to support the evaluation process or if specifically requested in accordance with applicable public records law. When a public records request for such information is received, the Procurement Officer will notify the Offeror in writing of any request to view any portion of its Offer marked “confidential.” The Offeror will have the time set forth in the notice to obtain a court order enjoining such disclosure. If the Offeror does not provide the Procurement

Officer with a court order enjoining release of the information during the designated time, the

Procurement Officer will make the information requested available for inspection.

1.6.17. Late Offers

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

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

1.6.18. Right to Disqualify

The Local Boards and/or City reserves the right to disqualify any Offeror who fails to provide information or data requested or who provides materially inaccurate or misleading information or data. The Local Boards and/or City further reserves the right to disqualify any Offeror on the basis of any real or apparent conflict of interest that is disclosed by the Offer submitted or any other data or information available to the Local Boards and/or City. This disqualification is at the sole discretion of the Local Boards and/or City. By submission of a solicitation response, the

Offeror waives any right to object now or at any future time, before any agency or body including, but not limited to, the City, the Local Boards, Council of the City or any court as to the exercise by the Local Boards and/or City of such right to disqualify or as to any disqualification by reason of real or apparent conflict of interest determined by the Local Boards and/or City.

The Local Boards and/or City reserves the right to replace the disqualified Offeror.

1.6.19. Statement of Bonding Ability

Offerors must submit a letter from a bonding or insurance company stating that the Offeror can qualify for and procure the performance and/or payment surety required in this solicitation.

Submittals received without the required statement of ability to secure a performance or payment surety may be considered as non-responsive. Offerors anticipating the submittal of a cash surety in lieu of a bond should submit a statement notifying the City.

1.6.20. Contract Award

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

The Local Boards and City reserve the right to award multiple contracts.

1.6.21. Evaluation of Competitive Sealed Offers

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

1.6.22. Determining Responsiveness and Responsibility

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

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

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

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

The Procurement Officer, in consultation with legal counsel, will review each Offer to determine if the Offeror is responsible. The Local Boards’ determination as to whether an Offeror is responsible will be based on all information furnished by the Offeror, interviews (if any), and information received from Offeror’s references, including information about Offeror’s history, terminations for convenience or cause, contract breach lawsuits or notices of claim and any other sources the Local Boards deem appropriate. Award of the Contract resulting from the

Solicitation will not be made until any necessary investigation, which each Offeror agrees to permit by submitting its Offer, is made by the Local Boards as it deems necessary. A review of responsibility may occur up to contract award.

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

Offeror.

1.6.23. Detailed Evaluation of Offers and Determination of Competitive Range

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

1.6.24. Offers Not Within the Competitive Range

The Local Boards and/or City may notify Offerors of Offers that the Local Boards and/or City determined are not in the Competitive Range.

1.6.25. Discussions with Offerors in the Competitive Range

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

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

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

To the fullest extent permitted by law, the Local Boards and/or City will not provide any information, financial or otherwise, to any Offeror about other Offers received in response to this solicitation. During discussions with Offerors in the Competitive Range, the Local Boards and/or

City will not give Offerors specific prices or specific financial requirements that Offerors must meet to qualify for further consideration. The Local Boards and/or City may state that proposed prices are too high with respect to the marketplace or otherwise unacceptable. Offerors will not be told of their relative rankings before Contract award.

1.6.26. Best and Final Offers (BAFO)

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

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

The Local Boards and/or City will evaluate BAFOs based on the same requirements and criteria applicable to initial Offers. The Local Boards and/or City will adjust appropriately the initial scores for criteria that have been affected by offer modifications made by a BAFO. Based on the criteria defined in the solicitation as weighted, the Local Boards and/or City will then perform final scoring and prepare final rankings.

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

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

1.6.27. Fixed Offer Price Period

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

1.6.28. Obtaining a Copy of the Solicitation and Addenda

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

Procurement Portal: https://procurement.opengov.com/portal/phoenix/projects/238045. Any interested Offerors without internet access may obtain this solicitation by calling the

Procurement Officer or picking up a copy during regular business hours at the City of Phoenix, Finance Department, Central Procurement Division, 251 W Washington Street, 8th Floor, Phoenix, AZ 85003. It is the Offeror’s responsibility to check the City's Procurement Portal, read the entire solicitation, and verify all required information is submitted with their Offer.

1.6.29. Certificates of Insurance

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

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

1.7. Evaluation Criteria

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

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

No. Evaluation Criteria Scoring Method Weight (Points) https://procurement.opengov.com/portal/phoenix/projects/238045

1. Method of Approach

A. Understanding of Requirements

(100 points)

The Local Boards will evaluate the extent to which the Offeror demonstrates a comprehensive understanding of the Scope of Work, including:

• The disability evaluation process and Local Board responsibilities.

• Requirements for medical record review, specialty recommendations, and pre-examination procedures.

• Scheduling protocols, appointment coordination, and communication expectations.

• Post-examination reporting, including all required content areas, verification forms, and correction processes.

• Supplemental, specialized testing, medical evaluations and medical-record reviews.

The Local Boards will assess the practicality, clarity, and feasibility of the proposed approach.

B. Service Delivery Model and

Operational Capacity (100 points)

The Local Boards will evaluate how effectively the Offeror’s operational structure supports timely and accurate service delivery, including:

• Workflow for intake, review, summary, and management of medical records.

• Processes for determining and recommending medical specialties.

• System for scheduling examinations within required

Points Based 10 (25% of Total) timelines and tracking reschedules/no-shows.

• Communication processes with applicants, physicians, and Local Boards.

• Capacity to manage fluctuating workloads and maintain continuity of services.

• Procedures for coordinating specialized tests, on-site evaluations, and expert testimony.

C. Risk Mitigation and

Contingency Planning

Evaluation will consider the Offeror’s strategies to identify and mitigate risks, including:

• Applicant no-shows, late cancellations, and incomplete medical records.

• Physician unavailability or specialty gaps.

• Data security, privacy breaches, and record handling risks.

• Contingency plans for timely service continuity, including backup resources and alternative physicians.

• Processes for addressing deficiencies identified by Local

Boards.

D. Communication and

Stakeholder Coordination

The Offeror’s strategy for maintaining effective communication with the

Local Boards and applicants will be evaluated, including:

• Communication protocols with Local Boards staff.

• Applicant notification, reminder, and follow-up processes.

• Escalation procedures for urgent issues.

• Systems for documenting correspondence and communication tracking.

2. Qualifications and Experience

A. Qualifications, Experience, and

Staffing Resources

The following organizational and professional qualifications will be considered, including but not limited to:

• Identify the location of your firm's principal office and home office location of key staff on this contract.

• Experience providing disability medical evaluation services for public safety entities or comparable organizations.

• Credentials, licensure and specialty certifications of examining physicians (M.D or

D.O., State of Arizona).

• Demonstrated access to broad network of specialties required by the scope.

• Staffing levels, administrative support capacity, and the established role of the single point of contact.

• Experience ensuring physician impartiality, including conflict-of-interest protocols.

• Provide an organization chart showing key personnel.

B. Quality Assurance and

Compliance Controls

The Local Boards will review the

Offeror’s approach to ensuring accuracy, completeness, and compliance, including:

• Internal review procedures for medical summaries and final reports.

Points Based 10

• Controls for ensuring adherence to required report formats and content areas.

• Verification of time spent with applicants and documentation processes.

• Data management safeguards, record security practices, and HIPAA-aligned controls.

• Methods for correcting deficiencies within required timeframes.

• Monitoring and evaluation of physician performance and adherence to standards.

C. Timeliness and Performance

Management

The Local Boards will evaluate the

Offeror’s ability to meet required timelines and performance expectations, including:

• Scheduling examinations within three (3) business days.

• Timely submission of summaries, reports, supplemental reports, and corrections.

• Responsiveness to Local

Board inquiries and requests within 48 hours.

• Ability to track, monitor, and report on appointment status, cancellations, and compliance.

• Use of performance metrics or tools to ensure accountability.

3. References

A. Past Performance and

References

The Local Boards will evaluate the

Offeror’s demonstrated performance history, including:

• Responsiveness, reliability, and quality of services comparable to those required in this RFP.

• Ability to meet timelines, manage complex medical documentation, and deliver compliant reports.

• Minimum of three references from public agencies or similar organizations.

• Record of resolving issues, deficiencies, or disputes in a timely and professional manner.

B. History of Removal/Cancellation of

Contract Due to Poor Performance

• Offeror's are required to submit documentation of any past history of removal/cancellation of contract due to poor performance within the last seven years.

Reward Low Cost 10

4. Pricing Proposal

A. Pricing is complete and includes all required cost elements;

• Pricing is itemized as required in the solicitation;

• Pricing includes rates for staff;

• Pricing includes structure for deliverable-based services;

• No required pricing information is missing;

• Pricing aligns with the scope of services (no conflicting or unaddressed items).

B. Cost Proposal and Pricing

Structure

The Local Boards will evaluate the clarity, completeness, competitiveness, and reasonableness of the Offeror’s pricing, including:

• Fees for required services and ad-hoc services.

• Costs for supplemental reports, specialized tests, on-site evaluations, and expert testimony.

• Structure and transparency of any additional or optional charges.

• Overall value relative to the

Offeror’s proposed methodology and capabilities.

Reward Low Cost 10

2. AGREEMENT

2.1. Professional Services Agreement

BETWEEN

THE CITY OF PHOENIX

AND

CONTRACTOR NAME

This AGREEMENT is made and entered into this 02/03/2027, (“the Effective Date”), or as of the

City Clerk date, whichever is later, by and between the City of Phoenix, Arizona, a municipal corporation of the State of Arizona (hereinafter referred to as “City”) and insert legal name of

Contractor here, insert state of corporation and correct business name – Corporation, LLC, etc that you have confirmed on the Arizona Corporation Commission website, (hereinafter referred to as “ Contractor”).

RECITALS

A. The City Manager of the City of Phoenix, Arizona, is authorized by the provisions of the

City Charter to execute agreements for professional services.

B. The City desires to obtain the services that are specifically set forth in this Agreement.

C. The City procured these professional services in accordance with the Phoenix City Code and Administrative Regulation 3.10.

D. Contractor possesses the skills and expertise necessary to provide such services as desired by the City.

NOW, THEREFORE, it is agreed by and between the parties as follows:

2.2. Term of Agreement

A. This Agreement begins on the Effective Date in the above introductory paragraph, and upon approval by the Local Boards, for five-year contract.

B. This Agreement will terminate upon the earliest occurrence of any of the following:

1. reaching the end of the term exercised as set forth in A;

2. completing the services set forth in the Scope of Work attached as EXHIBIT A –

SCOPE OF WORK (the “Services”);

3. payment of the maximum compensation under Paragraph Payment of this

Agreement; or

4. termination pursuant to the provisions of this Agreement.

2.3. Payment

A. The total amount to be remitted by the City to Contractor for all Services satisfactorily performed under this Agreement will not exceed $750,000 including reasonable and necessary travel expenses, if approved in advance by the City and included in the Fee

Schedule EXHIBIT B. Under this Agreement, the City will pay for Services at the rate(s) specified in the Fee Schedule and that comply with the requirements for Reimbursable

Expenses as outlined below, with no additional charges for overhead, benefits, local travel or administrative support. Payments will be made in proportion to the Services performed and no more than 90% of the total contract price will be paid before the work is totally completed and accepted by the City.

B. Contractor will submit monthly invoices on or before the 15th calendar day of every month. Each invoice will be accompanied with itemized receipts. The invoice will be submitted free of mathematical errors and/or missing supporting documentation. All appropriate documentation will be provided that supports the charges reflected in the monthly invoice. Upon finding of an error and/or missing documentation, the City will return the invoice to the Contractor. Contractor will promptly resubmit the revised invoice to the City. Each revised invoice will document the date that the revised invoice is submitted to the City. Requests for payment must be submitted with documentation of dates and hours worked, hourly rate charged, and a detailed description of the Services performed. Failure of City to identify an error does not waive any of the City’s rights.

C. Invoices will be submitted to: copersadmin@phoenix.gov.

D. Contractor will demonstrate good judgment when incurring costs that are considered a

Reimbursable Expense while conducting business for the City. All Reimbursable

Expenses will be reasonable and prudent. Generally, Reimbursable Expenses include:

o Business Expenses: If applicable, receipts for business expenses must be submitted with all requests for payment. Business expenses that require receipts include, but are not limited to express mail; delivery services; messenger services; and outside printing.

o Office Expenses: If applicable, requests for reimbursement of office expenses must be submitted with a description of the task, which includes how the expense was incurred. Examples of office expenses needing documentation include, but are not limited to telephone; internal printing /copies (not to exceed 0.15 cents per page for black & white copies); postage; facsimiles (long distance charges only); and supplies.

o Travel Expenses: If applicable, travel expenses must be approved in advance by the

City and must be included in the Fee Schedule. Contractor will be held to comply with City of Phoenix Administrative Regulation 3.41 – Business, Conference and

Training Travel and Related Expenses, revised January 16, 2015, as it may be amended, as to the eligible and ineligible expenses for reimbursement and required documentation as available on the City’s website and incorporated herein as if attached.

mailto:copersadmin@phoenix.gov

2.4. Scope of Work and Special Terms and Conditions

Physicians Specializing in Independent Medical Evaluations

Scope of Work

1. Overview

Proposers are asked to specify their ability to provide the services listed below. If a proposer cannot provide any of the following services, the proposer must indicate which services they cannot provide in their response to this RFP. During the contractual period, The selected firm(s) will provide a full range of disability medical evaluation services, both basic and "ad hoc" services. The successful firm(s) will provide a single point of contact for the services described in the Scope of Work. The order of the work described does not signify its relative importance.

2. Required Services

2.1. Medical Record Evaluation Services: When requested upon by the Local Boards, the firm must review an applicant’s medical records before the disability exam to understand the applicant’s medical condition. These services shall include, but not necessarily be limited to:

2.2. Preparing a "Summary of Medical Records" for use by the examining physicians. This summary shall provide a summary of all relevant medical records, in chronological order. The document shall also provide a brief description of each medical record. If the firm discovers any medical records may be missing or incomplete, such as when referenced by another physician, the firm shall notify the Local Board staff of the potential incomplete records and the need to obtain the records. The Local Boards’ staff shall then be responsible for obtaining such records.

The firm will provide the final "Summary of Medical Records" and associated medical records to each examining physician prior to each scheduled appointment or to Local Boards’ staff upon request (Attachment A).

2.3. Reviewing…