CITY OF TUCSON

REQUEST FOR QUALIFICATIONS

250021

INTERPRETIVE DISPLAYS FOR REID PARK ZOO

Due Date: Thursday, October 3, 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/109847

PUBLISH DATE: August 29, 2024 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 QUALIFICATIONS NO. 250021

BUSINESS SERVICES DEPARTMENT Page 2 of 84 SHARED SERVICES PROCUREMENT DIVISION RESPONSIBLE CONTRACT OFFICER: Sandra Alcorn

255 W. ALAMEDA, 6TH FLOOR, TUCSON, AZ 85701 PH: (520) 837-4118

Attachments:

A - SBE Provisions Revised May 2024 Includes Subcontractor Modification Form B - Offer and Acceptance

BUSINESS SERVICES DEPARTMENT Page 3 of 84

A. Notice of Request for Qualifications

A.1. CITY OF TUCSON

NOTICE OF REQUEST FOR QUALIFICATIONS NO 250021

Interpretive Displays for Reid Park Zoo

The City of Tucson is conducting a competitive Two-Step Process, pursuant to ARS Title 34, to select a qualified design consultant/general contractor to provide design services and construction service as the Design Build for design and construction improvements for Interpretive Displays for Reid Park Zoo.

The estimated cost for the entire project is five-hundred thousand dollars ($500,000).

The City invites interested firms to submit written Statements of Qualifications (SOQ’s) relating to this solicitation. A Screening Committee will evaluate firms’ qualifications and experience with similar projects (Step 1). The top three (3) ranked firms will be shortlisted for interviews (Step 2). The top ranked firm from Step 2 will then be invited to enter into negotiations with the City of Tucson.

SUBMITTAL DUE DATE: Thursday, October 3, 2024 AT 2:00 pm LOCAL AZ TIME

PRE-SUBMITTAL CONFERENCE DATE: Monday, September 9, 2024

TIME: 10:00 am LOCAL AZ TIME

LOCATION:

Microsoft Teams https://teams.microsoft.com/l/meetup-join/19%3ameeting_YTcwZjFjY2MtZjA1Yy00YjEzLWI1MjAtZGY3NTQ0NjY3NjQ3%40thread.v2/0?co ntext=%7b%22Tid%22%3a%22d21e59ec-c208-43eb-aaf1-cf06d9a196e0%22%2c%22Oid%22%3a%224dd6ef81-011f-43e1-b8dd-8668cf929fb8%22%7d Meeting ID: 212 394 299 130 Passcode: 4LCTHN ________________________________________ Dial in by phone +1 213-293-2303,,358041953# United States, Los Angeles Phone conference ID: 358 041 953#

QUESTIONS SHALL BE DIRECTED TO: Sandra Alcorn

(520) 837-4118 sandra.alcorn@tucsonaz.gov

Publication Dates: Thursday, August 29, 2024 and Thursday, September 5, 2024

Posted Date: Thursday, August 29, 2024

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B. Introduction

B.1. Summary

Reid Park Zoo’s mission is “to create inspiring memories for all by connecting people and animals to ensure the protection of wild animals and wild places.”

The Zoo, founded in 1965 with a collection of birds, prairie dogs, farm animals, and a few squirrel monkeys, has expanded to a 24-acre campus that houses hundreds of animals in naturalistic exhibits and annually hosts more than 500,000 visitors. Reid Park Zoo is accredited by the Association of Zoos and Aquariums.

The zoo is currently in the process of implementing its new master plan, which includes entry renovations, a new flamingo exhibit, a new play area and a 4.5-acre expansion for Asia themed exhibits and facilities.

The City desires to select a qualified firm to provide turn-key installations for a variety of interpretive displays, signage and graphics, which may also involve interactive work including audio, video, phone applications, etc.

The total projected budget is currently estimated at $500,000. The budget will be all-inclusive, including but not limited to: fees, taxes, indirect expenses, design, engineering, permitting (if applicable), fabrication, installation of the work and closeout, including as-built drawings and operation and maintenance manuals.

B.2. Background

Reid Park Zoo started construction in April 2024 for Pathway to Asia. Below is a description of this transformative new area of the Zoo.

Anticipated to open in 2026, this 4.5-acre expansion of the Zoo will transport guests to the world’s largest continent, connecting them with fascinating and iconic wildlife of Asia including red pandas, Komodo dragons, sand cats, and many others. Importantly, the new exhibit will bring Malayan tigers back to Reid Park Zoo in a spacious, state-of-the-art habitat that will be a breeding and conservation center for these highly endangered big cats.

As guests enter Pathway to Asia, they will feel as if they have traveled a world away from Tucson.

Architecture of Cambodia, reminiscent of Angkor Wat, gives the appearance that the animals have taken over ancient temple ruins. Once inside, guests will encounter spaces and animals that reflect Asia’s diverse ecology from tropical jungle to arid desert to mountain steppes.

B.3. Contact Information

Sandra Alcorn Principal Contract Officer 255 W. Alameda 6th Floor Tucson, AZ 85701

BUSINESS SERVICES DEPARTMENT Page 5 of 84

Email: sandra.alcorn@tucsonaz.gov Phone: (520) 837-4118 Department:

Parks and Recreation

B.4. Timeline mailto:sandra.alcorn@tucsonaz.gov tel:(520)837-4118

BUSINESS SERVICES DEPARTMENT Page 6 of 84

Posted Date August 29, 2024

Pre-Submittal Conference (Non- Mandatory)

September 9, 2024, 10:00am

Microsoft Teams https://teams.microsoft.com/l/meetup-join/19%3ameeting_YTcwZjFjY2MtZjA1Yy 00YjEzLWI1MjAtZGY3NTQ0NjY3NjQ3%4 0thread.v2/0?context=%7b%22Tid%22%3 a%22d21e59ec-c208-43eb-aaf1-cf06d9a196e0%22%2c%22Oid%22%3a% 224dd6ef81-011f-43e1-b8dd- 8668cf929fb8%22%7d

Meeting ID: 212 394 299 130 Passcode: 4LCTHN Dial in by phone +1 213-293-2303,,358041953# United States, Los Angeles

Phone conference ID: 358 041 953#

Question Submission Deadline September 11, 2024, 4:00pm

Submittal Due Date October 3, 2024, 2:00pm https://teams.microsoft.com/l/meetup-join/19%3ameeting_YTcwZjFjY2MtZjA1Yy00YjEzLWI1MjAtZGY3NTQ0NjY3NjQ3%40thread.v2/0?context=%7b%22Tid%22%3a%22d21e59ec-c208-43eb-aaf1-cf06d9a196e0%22%2c%22Oid%22%3a%224dd6ef81-011f-43e1-b8dd-8668cf929fb8%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_YTcwZjFjY2MtZjA1Yy00YjEzLWI1MjAtZGY3NTQ0NjY3NjQ3%40thread.v2/0?context=%7b%22Tid%22%3a%22d21e59ec-c208-43eb-aaf1-cf06d9a196e0%22%2c%22Oid%22%3a%224dd6ef81-011f-43e1-b8dd-8668cf929fb8%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_YTcwZjFjY2MtZjA1Yy00YjEzLWI1MjAtZGY3NTQ0NjY3NjQ3%40thread.v2/0?context=%7b%22Tid%22%3a%22d21e59ec-c208-43eb-aaf1-cf06d9a196e0%22%2c%22Oid%22%3a%224dd6ef81-011f-43e1-b8dd-8668cf929fb8%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_YTcwZjFjY2MtZjA1Yy00YjEzLWI1MjAtZGY3NTQ0NjY3NjQ3%40thread.v2/0?context=%7b%22Tid%22%3a%22d21e59ec-c208-43eb-aaf1-cf06d9a196e0%22%2c%22Oid%22%3a%224dd6ef81-011f-43e1-b8dd-8668cf929fb8%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_YTcwZjFjY2MtZjA1Yy00YjEzLWI1MjAtZGY3NTQ0NjY3NjQ3%40thread.v2/0?context=%7b%22Tid%22%3a%22d21e59ec-c208-43eb-aaf1-cf06d9a196e0%22%2c%22Oid%22%3a%224dd6ef81-011f-43e1-b8dd-8668cf929fb8%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_YTcwZjFjY2MtZjA1Yy00YjEzLWI1MjAtZGY3NTQ0NjY3NjQ3%40thread.v2/0?context=%7b%22Tid%22%3a%22d21e59ec-c208-43eb-aaf1-cf06d9a196e0%22%2c%22Oid%22%3a%224dd6ef81-011f-43e1-b8dd-8668cf929fb8%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_YTcwZjFjY2MtZjA1Yy00YjEzLWI1MjAtZGY3NTQ0NjY3NjQ3%40thread.v2/0?context=%7b%22Tid%22%3a%22d21e59ec-c208-43eb-aaf1-cf06d9a196e0%22%2c%22Oid%22%3a%224dd6ef81-011f-43e1-b8dd-8668cf929fb8%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_YTcwZjFjY2MtZjA1Yy00YjEzLWI1MjAtZGY3NTQ0NjY3NjQ3%40thread.v2/0?context=%7b%22Tid%22%3a%22d21e59ec-c208-43eb-aaf1-cf06d9a196e0%22%2c%22Oid%22%3a%224dd6ef81-011f-43e1-b8dd-8668cf929fb8%22%7d

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C. Scope of Work

C.1. Scope of Work

With this interpretive project, we will be looking for ways to connect people with animals, touching their heart so they in turn will be inspired to take action to protect these animals and our planet. Potential interpretive features include:

o A replica of a tiger research station as a part of the Zoo’s tiger breeding and conservation center. This station would show guests how researchers study tigers in the wild.

o Signage including safety reminders and practical conservation activities for guests to put into place when they go home.

o Wayfinding signage o Photo ops and other interactive experiences to engage guests and teach them more about the animals they are seeing o Backlit signage for the Tropical Discovery Center o Creatively displayed signage or sheets describing aviary birds

Concept

For Pathway to Asia, the animals are the stars in this area, and the primary form of education will be the opportunity to view animals in naturalistic habitats, showing behaviors they would also have in the wild. Interpretation design will include engaging entrance signage to show guests they are about to enter an adventure. Interpretation will answer the key questions – where are they from, what do they eat – in a way that is accessible to children and interesting to adults and reaches our large number of Spanish-speaking guests. With the anticipated heavy flow of traffic through the space and the severe weather elements which include intense sun in temperatures up to 118 degrees down to 18 degrees, the interactives need to be durable, touchable, and viewable by multiple people at the same time.

The Tropical Discovery Center is an indoor area featuring reptiles and amphibians of Asia as well as fruit bats, offers additional opportunity for interpretations as an indoor area.

SCOPE OF WORK

The scope of work for the project is to undertake all necessary engineering, review, design, drawings, specifications and other elements for the implementation of the theming, signage, wayfinding, educational and interpretive elements for the World of Play Adventure Zone and Pathways to Asia.

The successful bidder would provide specialists in education (both informal and formal settings), theming, and interpretive design including the use of technology. They shall work collaboratively with

BUSINESS SERVICES DEPARTMENT Page 8 of 84 a core group of Reid Park Zoo staff to bring to life the overarching themes and key messaging identified by staff taking into account flow of traffic and other factors.

The goal is for these areas to be closely integrated with the Zoo’s conservation programs to build public awareness and STEM education. We want people to understand that Reid Park Zoo creates inspiring memories for all by connecting people and animals to ensure the protection of wild animals and wild places.

Through a variety of displays, interpretive signage and possibly technology, we want all guests to gain knowledge and inspiration about the wildlife of Asia and the world.

Aspects may include:

o Interactive inspiration signs to inspire children to perform the action that animals in the wild would do or asking questions to engage guests.

o Replicas of animals from the region that are durable and provide a tactile experience.

o Components such as audio features that create an immersive experience.

o Simple conservation messages o Mural or sculpture with educational components that also serves as a photo opportunity o Interactive activities that engage children in play through activities, games, or music while educating them through play about animals, conservation and the culture of Asia.

o Wayfinding signage utilizing the Zoo’s existing templates

Design services

The contractor is to provide the following during all phases of design:

• Design planning

• Preparation of the Interpretive Plan

• Provide expertise regarding guest experience and recommend enhancements to the guest experience.

• Performance specifications and engineering

• Spatial and organizational design

• Visitor flow, traffic and capacity

• Research and propose processes, materials, and structures that are environmentally responsible but also durable for world class exhibition installations

• Sample boards and materials specifications

• Graphic Design and Specification

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• Graphic artwork (production ready files) and native files for future production

• Signage and wayfinding

• Interactive design and specification

• Lighting design (if applicable)

• Media/AV hardware design and specification (to be priced separately)

• Media/AV software treatments and scripting (to be priced separately)

• Sound design and sound management (acoustic control)

• Design project management

• Cost estimating and control

• Preparation of all design drawings and packages (floor plans, elevations, renderings, perspectives, specifications, details, etc.)

• Preparation of visuals (renderings, color images) that can be used by Reid Park Zoo in marketing documents as required.

• Fabrication and installation management

• Art direction and quality control of fabrication

• Confirm and transfer copyright of all designs, artworks, and production to Reid Park Zoo

• Prototyping – Identify exhibits that require prototyping and sampling and schedule their development

• Scheduling

• Presentations

• Coordination with architect and contractors

• Attendance at meetings

• Oversee commissioning and hand-off process

Fabrication and Installation and Media Production

The contractor will be responsible for fabrication and production of the exhibition as prepared by the design team and approved by Reid Park Zoo. This includes general construction as well as multimedia and may be completed by more than one supplier. These services include but are not limited to:

• Complete fabrication of all exhibits and interiors – millworks, AV, multimedia, models, dioramas, low-tech hands-on exhibits, etc.

• Prepare all shop drawings

• Provide as built drawing set of the exhibition upon completion of the services. This includes all graphic design files organized by exhibition zones.

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• Media hardware procurement – specify, design, procure, test, and integration of any technology. Hardware should be fully racked, cabled, and organized in the exhibition space or identified AV closet/control room.

• Graphic artwork production – prepare all artwork for production. All artwork must be provided as “proofs” for approval and signoff prior to production.

• Graphic production on suitable substrates

• Site review and measurement confirmation

• Selection of materials and parts should be made for ease of maintenance and replacement at reasonable costs.

• Provide all applicable warranties and guarantees.

• Provide operation and maintenance manuals.

• Provide adequate commissioning period to correct errors and omissions. Manage punch list.

• Provide training for Reid Park Zoo staff on operating and maintaining exhibits.

• Access to the site will be coordinated by Reid Park Zoo Project Manager.

Safety

All contractors and subcontractors performing services for the City are required and shall comply with all Occupational Safety and Health Administration (OSHA), State and County Safety and Occupational Health Standards and any other applicable rules and regulations. The supplier and subcontractors shall be held responsible for the safety of their employees and any unsafe acts or conditions that may cause injury or damage to any persons or property within and around the work site area under this contract.

GUARANTEE

All work performed under this contract shall be guaranteed against defects in materials and workmanship for a period of two years from the date of Substantial Completion.

Liquidated Damages:

A. At the project onset, the City project manager, project stakeholders and consultant will mutually agree upon the project design schedule.

B. The City may, at its option, implement Liquidated Damages in relation to the timely completion of the construction documents and installation. The Consultant shall understand that if completion of the final project is not attained within the timeframe specified in the Work Schedule, City will suffer damages, which are difficult to determine or accurately specify.

Consultant agrees that if the final completion date is not attained, Consultant shall pay the City Liquidated Damages.

C. A final decision regarding the implementation of Liquidated Damages and the dollar amount (per consecutive calendar day), will be made in conjunction with the Work Schedule submittal, BUSINESS SERVICES DEPARTMENT Page 11 of 84 review and approval process and will be formally identified in the Notice to Proceed for design services.

REIMBURSABLE EXPENSES

A. Printing: An allowance will be provided for the reproduction and/or printing of all project-related materials. The City may, at its option, request electronic files and print necessary materials themselves. Efforts shall always be made on paper reduction.

B. Travel Costs and Expenses: An allowance will be provided for expenditures made by the firm or their employees in the interest of the Project, for transportation and living when traveling out of Tucson in connection with the Project and for long distance calls and overnight mailings. All such travel shall be at the City’s established per diem rates and shall have the prior approval of the Project Manager.

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D. Instruction to Offerors

D.1. DEFINITION OF KEY WORDS USED IN THE SOLICITATION:

For purposes of this solicitation and subsequent contract, the following definitions shall apply:

Agency of User Department:Used interchangeably to mean the City department or division responsible for managing the project.

City (COT): The City of Tucson, Arizona

Contract: The legal agreement executed between the City and the Contractor/Contractor.

Contractor/Contractor: The individual, partnership, or corporation who, as a result of the competitive solicitation process, is awarded a contract by the City.

Contract Representative: The City employee or employees who have specifically been designated to act as a contact person or persons to the Contractor, and is responsible for monitoring and overseeing the Contractor's performance under this Contract.

Director of Business Services: 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.

Offeror: The individual, partnership, or corporation who submits a proposal in response to a solicitation.

Shall, Will, Must: Indicates a mandatory requirement. Failure to meet these mandatory requirements, if they constitute a substantive requirement, may, at the City’s sole discretion, result in the rejection of a proposal as non-responsive.

Should: Indicates something that is recommended but not mandatory. If the Offeror fails to provide recommended information, the City may, at its sole option, ask the Offeror to provide the information or evaluate the proposal without the information.

D.2. PRE-SUBMITTAL CONFERENCE:

If scheduled, the date and time of a Pre-submittal conference is indicated in Notice. Attendance at this conference is not mandatory. Written minutes and/or notes will not be available, therefore attendance is encouraged. If an Offeror is unable to attend the Pre-submittal Conference questions may be submitted in writing. Offerors are encouraged to submit written questions, via electronic mail or facsimile, at least five days prior to the Request for Qualifications due date to the Contract Officer listed above. The purpose of this conference will be to clarify the contents of this Request for Qualifications in order to prevent any misunderstanding of the City's position. Any doubt as to the requirements of this Request for Qualifications or any apparent omission or discrepancy should be presented to the City at this conference. The City will then determine the appropriate action necessary, if any, and may issue a written addendum to the Request for Qualifications. Oral statements or instructions will not constitute an addendum to this Request for Qualifications.

https://secure.procurenow.com/portalucson-az/projects/24805?section=196112

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D.3. INQUIRIES:

Any question related to the Request for Qualifications shall be directed to the Contract Officer whose name appears above. An offeror shall not contact or ask questions of the department for whom the requirement is being procured. The Contract Officer may require any and all questions be submitted in writing. Offerors are encouraged to submit written questions via electronic mail, at least nine days prior to the submittal due date. Any correspondence related to a solicitation should refer to the appropriate Request for Qualifications number, page and paragraph number. Oral interpretations or clarifications will be without legal effect. Only questions answered by a formal written addendum to the Request for Qualifications will be binding.

D.4. ADDENDUM OF REQUEST FOR QUALIFICATIONS:

The Offeror shall acknowledge receipt of a Request for Qualifications Addendum.

D.5. FAMILIARIZATION OF SCOPE OF WORK:

Before submitting a statement of qualifications, each Offeror shall familiarize itself with the Scope of Work, laws, regulations and other factors affecting contract performance. The Offeror shall be responsible for fully understanding the requirements of the subsequent Contract and otherwise satisfy itself as to the expense and difficulties accompanying the fulfillment of contract requirements. The submission of a statement of qualifications will constitute a representation of compliance by the Offeror.

There will be no subsequent financial adjustment, other than that provided by the subsequent Contract, for lack of such familiarization.

D.6. PREPARATION OF STATEMENT OF QUALIFICATIONS:

A. All submittals shall be on the forms provided in this Request for Qualifications package. It is permissible to copy these forms as required. Facsimiles or electronic mail proposals shall not be considered.

B. At a minimum, your statement of qualifications should include the signed Offer form, signed copies of any solicitation addenda and your response to all evaluation criteria.

C. The Offer page shall be signed by a person authorized to submit an offer. An authorized signature on the Offer Page, solicitation Addendum(s), or cover letter accompanying the submittal documents shall constitute an irrevocable offer to sell the good and/or service specified herein. Offeror shall submit any additional requested documentation, signifying intent to be bound by the terms of the agreement.

D. The authorized person signing the submittal shall initial erasure, interlineations or other modifications on the submittal.

E. It is the responsibility of all offerors to examine the entire Request for Qualification package and seek clarification of any requirement that may not be clear and to check all responses for accuracy before submitting a response. Negligence in preparing a submittal confers no right of withdrawal after due date and time.

F. The City shall not reimburse the cost of developing, presenting, submitting or providing any response to this solicitation.

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G. Offeror must list any subcontractors to be utilized in the performance of the services specified herein. For each subcontractor, details on respective qualifications must be included.

D.7. SUBMITTAL FORMAT:

A statement of qualifications should be submitted on the forms and in the format specified in the solicitation. Any information that the offeror requested to be held as confidential shall be clearly marked as such. The material should be in sequence and related to the solicitation. The sections of the submittal should be organized, clearly identifiable, and should include a minimum of the following sections: the completed Offer Form, all signed addenda and the offeror’s response to the Evaluation Criteria. Failure to include the requested information may have a negative impact on the evaluation of the offeror's submittal.

D.8. EXCEPTIONS TO CONTRACT PROVISIONS:

A response to any Request for Qualifications is an offer to contract with the City based upon the contract provisions contained in the City's Request for Qualifications, including but not limited to, the specifications, scope of services and any terms and conditions. Offerors who wish to propose modifications to the contract provisions must clearly identify the proposed deviations and any proposed substitute language in their submittal. However, the provisions of the Request for Qualifications cannot be modified without the express written approval of the Director or his designee. Proposed modifications or exception to the indemnification language herein shall not be considered. If an offer is returned with modifications to the contract provisions that are not expressly approved in writing by the Director or his designee, the contract provisions contained in the City’s Request for Qualifications shall prevail.

D.9. PUBLIC RECORD:

All statements of qualifications submitted in response to this Request for Qualifications shall become the property of the City and shall become a matter of public record available for review subsequent to the award notification.

D.10. CONFIDENTIAL INFORMATION:

The City of Tucson is obligated to abide by all public information laws. If an Offeror believes that any portion of a submittal, offer, specification, protest or correspondence contains information that should be withheld, a statement advising the Contract Officer of this fact should accompany the submission and the information shall be so identified wherever it appears. The City shall review all requests for confidentiality and may provide a written determination to designate specified documents confidential or the request may be denied. If the confidential request is denied, such information shall be disclosed as public information, unless the offeror submits a formal written objection.

D.11. CERTIFICATION:

By signature on the Offer page, solicitation Addendum(s), or cover letter accompanying the submittal documents, Offeror certifies:

A. The submission of the offer did not involve collusion or other anti-competitive practices.

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B. The Offeror shall not discriminate against any employee or applicant for employment in violation of Federal or State law.

C. 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, meal or service to a public servant in connection with the submitted offer.

D. The Offeror hereby certifies that the individual signing the submittal is an authorized agent for the Offeror and has the authority to bind the Offeror to the Contract.

D.12. WHERE TO SUBMIT STATEMENT OF QUALIFICAITONS:

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. LATE SUBMITTALS:

Late submittals will be rejected.

D.14. OFFER & EXECUTION

Offerors shall submit the Offer and Acceptance page located in this RFQ with their submittal, acknowledging (i.e. signature) their intent to enter into negotiations on this solicitation.

D.15. OFFER AND ACCEPTANCE PERIOD

In order to allow for an adequate evaluation, the City requires an offer in response to this solicitation to be valid and irrevocable for ninety (90) days after the submittal due date and time.

D.16. WITHDRAWAL OF SUBMITTAL:

At any time prior to the specified solicitation due date and time, an offeror may formally withdraw the submittal by a written letter, facsimile or electronic mail from the Offeror or a designated representative.

Telephonic or oral withdrawals shall not be considered.

D.17. CONTRACT NEGOTIATIONS:

At the completion of the evaluation process, the City may enter into negotiations with the top ranked Offeror to determine fees, and to negotiate any other portion of the Contract deemed by the City to be necessary. In the event that the City is not able to negotiate successfully with the top ranked Offeror, the City shall cease negotiations with that Offeror and either begin negotiations with the next ranked Offeror or may choose to cancel the solicitation in its entirety. In the event that the City is not able to https://procurement.opengov.com/portal/tucson-az

BUSINESS SERVICES DEPARTMENT Page 16 of 84 negotiate successfully with the next ranked Offeror, the City shall cease negotiations with that Offeror and either begin negotiations with the third ranked Offeror or may choose to cancel the solicitation in its entirety. Award shall be made to the Offeror whose submittal and subsequent negotiation is most advantageous to the City

D.18. 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

D.19. UPON NOTICE OF INTENT TO AWARD:

The apparent successful offeror shall sign and file with the City, within five (5) days after Notice of Intent to Award, all documents necessary to the successful execution of the Contract.

D.20. AWARD OF CONTRACT:

Notwithstanding any other provision of the Request for Qualifications, the City reserves the right to:

A. waive any immaterial defect or informality; or

B. reject any or all proposals, or portions thereof; or

C. reissue the Request for Qualifications.

A response to this solicitation is an offer to enter into negotiations and contract with the City based upon the terms, conditions, and specifications contained in the City's solicitation. Submittals do not become contracts unless and until they are executed by the City's Director of Business Services and the City Attorney. All of the terms and conditions of the solicitation shall be incorporated in the Contract, unless any of the terms and conditions are modified by a solicitation addendum, a contract addendum, or by mutually agreed terms and conditions in the final contract documents

D.21. SUBMITTAL RESULTS:

The name(s) of the successful offeror(s) will be posted on the Business Services Department’s Internet site at https://procurement.opengov.com/portal/tucson-az upon issuance of a Notice of Intent to Award or upon final contract execution.

D.22. PROTESTS:

A protest shall be in writing and shall be filed with the Director of Business Services. A protest of a Request for Qualifications shall be received at the Business Services Department not less than five (5) working days before the Request for Qualifications due date. A protest of a proposed award or of an https://procurement.opengov.com/portal/tucson-az mailto:license@tucsonaz.gov https://procurement.opengov.com/portal/tucson-az

BUSINESS SERVICES DEPARTMENT Page 17 of 84 award shall be filed within ten (10) days after issuance of notification of award or issuance of a notice of intent to award, as applicable. A protest shall include:

A. The name, address, and telephone number of the protestant;

B. The signature of the protestant or its representative;

C. Identification of the Request for Qualifications or Contract number;

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

E. The form of relief requested.

D.23. EVALUATION PROCESS OVERVIEW:

All submittals shall be evaluated in accordance with Arizona Revised Statutes Title 34 Chapter 6 and the evaluation criteria stated herein.

D.24. (ADA) AMERICANS WITH DISABILITIES ACT:

The Contractor shall comply with all applicable provisions of the Americans with Disabilities Act of 1990 (Public Law 101-336, 42 U.S.C. 12101-12213, 47 U.S.C. 225 and 611, and all regulations thereto), and the Arizonans with Disabilities Act of 1992 (A.R.S. 41-1492 et seq., and all regulations pertaining.

D.25. REQUEST FOR QUALIFICATIONS

A. An appropriately qualified selection committee shall evaluate the statements of qualifications and performance data that are submitted in response to the City’s request for qualifications for the proposed contract.

B. If determined by the City and included by the City in the request for qualifications, conduct discussions with at least the number of persons or firms to be included on the short list as stated in the request for qualifications but not more than the number of persons or firms to be included on the short list plus two as specified in the request for qualifications regarding the contract and the relative methods of approach for furnishing the required professional services or construction services.

C. In order of preference, based on criteria established and published by the selection committee and included in the request for qualifications, select a short list of persons or firms the selection committee deems to be the most qualified to provide the professional services or construction services. The number of persons or firms on the short list shall be the number of persons or firms specified in the request for qualifications. Those firms may then be asked to provide Presentations/Interviews with the selection committee. Criteria for the Presentation/Interviews may be different than those listed in the RFQ with the Interviewees being provided the criteria and weighting prior to the Presentations/Interviews.

D. The City shall enter into negotiations for a contract with the highest qualified person or firm for the professional services or for the construction services. The negotiations shall include consideration of compensation and other contract terms that the City determines to be fair and reasonable to the City. In making this decision, the City shall take into account the estimated

BUSINESS SERVICES DEPARTMENT Page 18 of 84 value, the scope, the complexity and the nature of the professional services or construction services to be rendered. If the City is not able to negotiate a satisfactory contract with the person or firm considered to be the most qualified at compensation and other contract terms the City determines to be fair and reasonable, the City shall formally terminate negotiations with that person or firm. The City may undertake negotiations with the next most qualified person or firm in sequence until an agreement is reached or a determination is made to reject all persons or firms on the short list. If a contract for construction services is entered into pursuant to this subsection, construction shall not commence until the City and contractor agree in writing on a fixed price or a guaranteed maximum price for the construction to be commenced.

E. The contract file shall contain the basis on which the award is made.

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E. Selection Process

E.1. SELECTION PROCESS

The selection process is provided below:

• One-Step - Statement of Qualifications (SOQ) o For One-Step solicitations, a qualified committee will evaluate the SOQ’s submitted and determine the offeror(s) most qualified to enter into negotiations for a contract.

• Two-Step – Presentation/Interviews o Under a Two-Step process, a qualified committee will short-list the offerors based on the SOQ with the short-listed offerors being invited to participate in Presentations/Interviews with the intent of selecting the most qualified firm to enter into negotiations for a contract.

o Under a Two-Step process, scoring will not be cumulative from the short-listing to the second-step (Presentations/Interviews). Scoring criteria for the Presentations/Interviews may be different from the first step as stated herein with the committee making its final selection following the second-step. The committee shall rank the firms on the stated criteria with the intent of entering into negotiations with the highest qualified firm for each contract.

E.2. SELECTION CRITERIA AND REQUIREMENTS SPECIFIC TO STEP 2

EVALUATION CRITERIA

The specific criteria for the interview phase (Step 2) shall be provided to the shortlisted firms prior to the interviews. Final selection will be based solely on interview results.

E.3. STATEMENT OF QUALIFICATIONS (SOQ)

All submittals shall include any and all forms provided in this solicitation package. It is permissible to copy these forms as required. The offer form shall be submitted with a signature by the person authorized to sign the submittal. Erasures, interlineations, or other modifications in the submittal shall be initialed by the person authorized to sign the submittal. Periods of time, stated as a number of days, shall be in consecutive calendar days. It is the responsibility of all offerors to examine the entire solicitation package and seek clarification of any requirement that may not be clear and to check all responses for accuracy before sending in a submittal. Negligence in preparing a submittal confers no right of withdrawal after due date and time.

Submittals for the project shall be limited to the items listed below. Firms are advised to follow guidelines and submit only the requested information.

A. Cover Letter

B. Statement of Qualification in response to the Evaluation Criteria

C. Signed Offer Page

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D. Acknowledgement of any and all RFQ Addenda

E.4. COVER LETTER

Expressing interest in the project and identifying a single individual as point of contact for any future correspondence. (Suggested 2 Pages maximum)

E.5. EVALUATION CRITERIA :

Firms will be screened based on evaluation of the following criteria, which are listed in relative order of importance:

A. Qualifications and Experience of the Firm/Team

B. Method of Approach and Available Resources to Complete the Work

C. Innovation and Creativity

D. Subcontractor Selection Plan

E. Other Considerations

E.6. OFFER PAGE

Providing contact information and signed requiring that the selected firm agree to enter into negotiations with the City to provide the material or service in compliance with all terms, scope of work, conditions, specifications, and amendments in the solicitation.

E.7. ACKNOWLEDGEMNT OF ANY AND ALL RFQ ADDENDA

Pursuant to Instruction to Offerors, "Addendum of Request for Qualifications".

E.8. GENERAL

A. Additional Investigations:

The City reserves the right to make such additional investigations as it deems necessary to establish the competency and financial stability of any firm submitting a response to this Request for Qualifications.

B. Prior Experience:

Experiences with the City and entities that evaluation committee members represent shall be taken into consideration when evaluating qualifications and experience.

https://secure.procurenow.com/portalucson-az/projects/24805?section=196113

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F. Special Terms and Conditions

F.1. BONDING

CMAR will be required to provide payment and performance bond equal to 100% of the value of the negotiated value(s) of construction

F.2. SMALL BUSINESS ENTERPRISE (SBE) PROGRAM REQUIREMENTS

The CMAR shall be required to comply with SBE Program requirements, if goals are applicable, on this project. Program requirements are codified in Chapter 28, Article XIII of the Tucson Procurement Code.

(The CMAR shall submit to the City of Tucson Procurement Department, during the GMP negotiation phase(s), either a completed statement of proposed SBE Participation Plan or an Affidavit of Good Faith Efforts indicating whether the request is for a full or partial waiver.

The SBE Plan must include:

A. The names and addresses of the SBE subcontractors/suppliers;

B. The type and scope of work or service each SBE will perform; and, C. The percentage of each SBE’s subcontract of the total contract.

D. The dollar value of work as a percentage of the total contract value.

An approved plan or waiver is required prior to concluding negotiations and awarding a project.

A signed offer in response to this RFQ represents the offerors intent to comply with the SBE program.

Also see Attachment for SBE Program Provisions.

F.3. CONSTITUENT CLAIMS

With regard to claims arising out of or related to this contract that are filed against the Contractor, the Contractor or Contractor’s representative is required to provide notice to the City’s Business Services

- Procurement Division and Risk Manager within 60 calendar days following the date of the receipt by the Contractor of such claim. The notice to the City must include the following information: (1) the date of the incident or occurrence that is the basis of the claim; (2) the damages identified in the claim; (3) the date of the Contractor’s written response to the claim; and (4) a copy of Contractor’s written response to the claim. Notification shall be deemed sufficient if given by (a) registered or certified mail, postage prepaid, return receipt requested, (b) private courier service, or (c) facsimile addressed to the respective addresses of the parties as first above written or at such other addresses as the respective parties may designate by like notice from time to time.

City of Tucson

Procurement Division

255 W. Alameda, 6th floor

Tucson, Arizona 85701

Facsimile: 520-791-4735

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City of Tucson

Risk Management

255 W. Alameda, 5th floor

Tucson, Arizona 85701

Facsimile: 520-624-2061

The Contractor acknowledges that the City may use contract performance, including performance of the requirements of this paragraph, in the City’s consideration of future contract awards; and that in connection with future contracting opportunities with the City, Contractor may be required to provide documentation demonstrating compliance with this paragraph.

F.4. SOFTWARE COMPATIBILITY

For the purposes of aiding the Consultant in the performance of their obligation under this Contract, the City shall furnish upon request all relevant data in the City’s possession and shall direct City officers, agents and employees to render all reasonable assistance to Consultant in connection with Consultants performance under this Contract. The provision of such aid, assistance, information or services as received from the City shall in no way relieve the Consultant from obligations under this Contract. The City does not warrant the compatibility of City furnished data, either electronic or in any form, with the Consultant’s software. All costs associated with data conversion or software upgrades and conversions shall be borne by the Consultant.

F.5. NOTICE TO PROCEED

The Consultant agrees to render professional services promptly and diligently upon receipt of written notice to proceed with any or all of the services set forth herein.

F.6. PRINCIPAL CONSULTANT’S RESPONSIBILITY

The Consultant shall be responsible for the professional quality, technical accuracy, and the coordination of all designs, drawings, specifications, and other services furnished by the Consultant under this Contract. The Consultant shall without additional compensation, correct or revise any errors or deficiencies in its designs, drawings, specifications, and other services. Additionally, when modification to a construction contract is required because of an error or deficiency in the services provided under this Professional Design Services Contract, the City shall consider the extent to which the Consultant may be reasonably liable.

Neither the City’s review, approval or acceptance of, nor payment for, the services required under this Contract shall be construed to operate as a waiver of any rights under this Contract or of any cause of action arising out of the performance of this Contract, and the Consultant shall be and remain liable to the City in accordance with applicable law for all damages to the City caused by the Consultant’s negligent performance of any of the services furnished under this Contract.

If the Consultant is comprised of more than one legal entity, each such entity shall be jointly and severally liable hereunder.

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The Consultant agrees that the work to be performed pursuant to this agreement shall be under the full authority and responsible charge of the undersigned principal of the firm or officer of the corporation who must be the holder of a current Arizona Certificate of Registration issued by the Board of Technical Registration for the practice of professional design services in the State of Arizona.

Any drawings, plans, specifications, and estimates to be prepared pursuant to this agreement shall be prepared by or under the personal direction of the undersigned qualified holder of an Arizona Certificate of Registration issued by the Arizona Board of Technical Registration.

The Consultant shall be responsible for the completeness and accuracy of all services rendered and correction of all errors of omission or commission on the drawings, specifications, and other documents notwithstanding prior approval by the City.

By signing the Contract, the Consultant affirms that it has the ordinary skill, knowledge, and judgment possessed by members of its profession, and that it will use reasonable and ordinary care and diligence in performing the work.

F.7. DRAWING, STANDARD DETAILS, ETC.

City of Tucson drafting standards, standard details, specifications, and office procedures are to be used in the preparation of items required under this Contract unless directed otherwise by the City. The City will furnish the Consultant with copies of the necessary standard City documents. All final documents shall be prepared by such methods and of such quality of workmanship as will permit the making of satisfactory reproductions.

F.8. ADVICE AND CONSULTATION

The Consultant shall be available to the City for advice and consultation on the interpretation of the plans and specifications on questions which may arise during the course of this Contract.

F.9. ADDITIONAL COMPENSATION

The Contractor shall submit a written proposal and secure the City Director of Business Services’ written approval of same prior to the performance by the Consultant of any work for which additional compensation will be requested.

Without the City Director of Business Services’ prior written approval of the proposed work and the fee therefore, the City will not consider payment of any sums other than those already set forth under this Contract.

F.10. OTHER CONTRACTS

The City may, as its sole option, enter into Contracts for additional work related to this project. The Consultant shall fully cooperate with other contractors and consultants and with City employees to accommodate such other work. The Consultant shall not commit or permit any act that interferes with the performance of such work by other contractors.

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F.11. COMPENSATION AND METHOD OF PAYMENT

In consideration of the performance of the services described in the Scope of Services, the City shall pay the Consultant in accordance with the negotiated contract rates, and the Consultant shall charge the City only in accordance with those same rates.

The City will pay the Consultant following the submission of itemized invoice(s). Each itemized invoice must bear a written certification by an authorized City representative confirming the services for which payment is requested.

F.12. INVOICING

The City will pay the Contractor following the submission of an itemized invoice(s) on the prescribed form as provided by the Contract Representative. Each itemized invoice must bear a written certification by an authorized City representative confirming the services for which payment is requested. The invoice shall be submitted based upon work completed and direct costs incurred. Upon completion of the project to the satisfaction of the City and acceptance of the work, final payment shall be made.

The City shall make every effort to process payment for the purchase of materials or services within twenty-one (21) calendar days after receipt of materials or services and a correct invoice.

Invoices shall be submitted to the City’s Project Manager within 30 calendar days of the end of the month for all actual work completed for the billing period performed during the preceding month. The invoice to the City shall include invoices for sub-consultants for the same billing period included by the Contractor. The invoices shall be accompanied by any required labor and reporting forms.

F.13. KEY PERSONNEL

It is essential that the contractor provide adequate experienced personnel, capable of and devoted to the successful accomplishment of work to be performed under this contract. The City encourages the Contractor to hire or subcontract if necessary in order to provide the best personnel. The Contractor must agree to assign specific individuals to the key positions.

The Contractor agrees that, once assigned to work under this contract, key personnel shall not be removed or replaced without written notice to the City. If key personnel are not available for work under this contract for a continuous period exceeding thirty calendar days, or are expected to devote substantially less effort to the work than initially anticipated, the Contractor shall immediately notify the City, and shall, subject to the concurrence of the City, replace such personnel with personnel of substantially equal ability and qualifications.

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G. Insurance Requirements

G.1. The Contractor agrees to:

A. Obtain insurance coverage of the types and amount required in this section and…