Instructions_for_Proposals.pdf

Request for Proposals – Submittal Instructions

1. Definitions For purposes of this solicitation and any subsequent contract, the following terms have the meanings set forth below:

City: The City of Benson, 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.

Procurement Specialist: The City employee or employees who have been designated to act as the City’s contact for this solicitation process and who are responsible for monitoring and overseeing the Contractor's performance under the Contract.

City Manager: 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: Indicates that the 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.

Proposer: 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.

2. Pre-Submittal Meeting

If a pre-submittal meeting is offered, the City recommends potential Proposers should attend even if the meeting is not mandatory.

3. Inquiries

Any questions regarding this solicitation or the resulting contract must be submitted through the online e-Procurement system by the Question Submission Deadline. All questions will be reviewed by the Procurement Specialist and, if deemed appropriate, will be addressed either through a solicitation addendum or via the question-and-answer portal within the online bidding system.

Proposers may not rely on oral interpretations or clarifications of the solicitation. Only responses provided through the online bidding system or issued as a formal solicitation addendum shall be considered binding.

4. Addendum of Solicitation

Solicitation Addenda will be posted on the City’s online bidding website. Proposer is responsible for checking the online bidding website regularly for new solicitation addenda and must acknowledge each addendum to this solicitation in its submittal. Please note that Proposers who have registered with OpenGov at https://procurement.opengov.com/portal/bensonaz will receive email notifications of solicitation addenda. Failure to acknowledge all addenda may result in rejection of submittal.

5. Online Submission

The City of Benson will only receive proposals from Proposer that have registered on OpenGov at https://procurement.opengov.com/portal/bensonaz. Proposals and required documentation must be submitted through the online bidding portal. Hand-delivered hard copies will not be accepted or considered.

6. Understanding Scope of Work

Before submitting an Offer to this solicitation, Proposer 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 Proposer will have under the Contract if awarded to Proposer. No adjustment to the financial or other terms of the Contract will be justified by Proposer’s failure to fully understand or appreciate the Contract requirements or other factors affecting Contract performance.

7. Proposal Contents – Vendor Questionnaire

A. The RFP Cover Page must be completed, signed by the Contractor's authorized signatory. * B. A detailed description of the Proposer’s approach to delivering the proposed Scope of Work. * C. The Proposer shall provide a statement of availability to undertake the Scope of Work.

D. Resumes, certificates, training for individuals involved in performance of the Scope.

E. Pricing Table* F. Upload current IRS Form W-9 for the business. * G. Download and complete all forms under attachments. * H. It is recommended to list relevant experience, including the scope, for the same or similar projects within the past five (5) years.

I. References from at least three (3) current or recent projects for the same or similar services to include letter(s) of recommendation. *

*Mandatory https://procurement.opengov.com/portal/bensonaz https://procurement.opengov.com/portal/bensonaz

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

Confidential Information. Any information in its submittal that Offeror wishes to be treated as confidential must be clearly marked “CONFIDENTIAL.”

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 taxes.

9. Public Records

Any documents submitted by Proposer 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.

10. Confidential Information

The City is obligated to abide by the Arizona Public Records Law, A.R.S. §§ 39-101 through 39-161. If Proposer 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, Proposer must, when the record is submitted, provide the Contract Representative written notification of that fact. The records or portions of records that Proposer wishes to be treated as confidential must also be clearly marked “CONFIDENTIAL” on their face. Pricing will not be treated as confidential.

If the City, after award notification, receives a public-records request the scope of which includes a document submitted by Proposer and marked "CONFIDENTIAL", the Contract Representative will make a written determination regarding whether the document will be provided to the requestor. If the Contract Representative determines that the document should be released, City will notify Proposer 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 Proposer.

11. Certification of Non collusion; Conflicts of Interest

Proposers 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 Finance Department regarding this Solicitation. By submitting an Offer, Proposer 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 Benson 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 Proposers 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 Proposer has engaged in any collusion or anti-competitive practices.

12. Withdrawal of Offer; Binding Offer

By submitting an Offer in response to this Solicitation, Proposer is offering to enter the Contract with the City. Proposer may withdraw a submitted Offer at any time prior to the Offer Submittal Deadline by providing a written notification of its withdrawal. Telephonic or oral withdrawals are not accepted.

Proposer cannot withdraw an Offer that is in “submitted” status as of the Offer Submittal Deadline unless the City Manager or designee consents in writing to the withdrawal. The Offer will be irrevocable for 90 days after the Offer Submittal Deadline.

13. Vendor Registration; Business License

Upon issuance of Notice of Intent to Award, Proposer must:

A. Register with the City of Benson. Registration can be completed by contacting the City Finance Department at (520) 586-2245, Option 1 or email ap@bensonaz.gov

B. Obtain a City of Benson Business License or a written determination from the City's Finance Department that a license is not required. The Business License application can be found online at https://www.bensonaz.gov/departments/business_license.php. For questions contact the City's Finance Department at (520) 586-2245 Option 1 or email at ap@bensonaz.gov.

https://www.bensonaz.gov/departments/business_license.php mailto:utilities@bensonaz.gov