REQUEST FOR PROPOSAL - GOODS AND SERVICES

AVN RFP 25-0495

IT PROJECT MANAGEMENT SERVICES

CITY OF PHOENIX

AVIATION

2485 E BUCKEYE RD

PHOENIX, AZ

85034

RELEASE DATE: July 2, 2025

DEADLINE FOR QUESTIONS: July 16, 2025

RESPONSE DEADLINE: August 20, 2025, 2:00 pm

City of Phoenix

REQUEST FOR PROPOSAL - GOODS AND SERVICES

AVN RFP 25-0495

IT Project Management 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 - Supplemental Terms And Conditions To All Airport Agreements

Request For Proposal - Goods and Services #AVN RFP 25-0495 Title: IT Project Management Services

1. Introduction

1.1. Contact Information

Kyle Brack

Aviation

Email: kyle.brack@phoenix.gov

Phone: (602) 683-3886

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 (Kyle Brack) at (602) 683-3886/Voice or 711/TTY, or kyle.brack@phoenix.gov, no later than five (5) days prior to the meeting.

Solicitation Issue Date: July 2, 2025

Pre-Offer Conference (Non-Mandatory): July 11, 2025, 10:00am

To RSVP / register, please visit:

https://cityofphoenix.webex.com/weblink/reg ister/r3c3e7b7d7a7c6e0f8ee62caf0f97336b

Written Inquiries Due Date: July 16, 2025, 5:00pm

Offer Due Date: August 20, 2025, 2:00pm

Public offer opening will begin at 2:15pm

To attend virtually, please visit:

https://cityofphoenix.webex.com/cityofphoen ix/j.php?MTID=m790ae4b9bc3d0e289c92b

8511efaae4b

Join by phone:

+1-415-655-0001 US Toll

Access code: 2334 766 2056

Please note: registration or RSVP to participate in the Pre-Offer Conference is required in order to obtain the Pre-Offer Conference meeting information. An Offeror who wishes to join the Pre-https://cityofphoenix.webex.com/weblink/register/r3c3e7b7d7a7c6e0f8ee62caf0f97336b https://cityofphoenix.webex.com/weblink/register/r3c3e7b7d7a7c6e0f8ee62caf0f97336b https://cityofphoenix.webex.com/cityofphoenix/j.php?MTID=m790ae4b9bc3d0e289c92b8511efaae4b https://cityofphoenix.webex.com/cityofphoenix/j.php?MTID=m790ae4b9bc3d0e289c92b8511efaae4b

Offer Conference for this solicitation is required to register using the weblink or access code provided prior to the meeting. Upon completion of registration, the Pre-Offer Conference meeting information will be forwarded to the registered email address.

2. Instructions

2.1. Summary

The City of Phoenix (City) Aviation Department (Aviation) invites sealed offers for IT Project

Management Services for a five-year term commencing on or about March 5, 2026, in accordance with the specifications and provisions contained herein or the “Effective Date” which is upon award by Phoenix 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 the City’s Procurement Portal. For technical support issues related to the OpenGov e-Procurement Portal, Offeror may use the support bubble on the bottom right, or email procurement-support@opengov.com for any assistance. For other issues related to this solicitation please contact the procurement officer listed under Contact

Information.

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.

2.2. Background

Phoenix Sky Harbor International Airport (PHX) is a large-hub U.S. airport with approximately 50 million annual passengers and 24/7 operations. Aviation is responsible for maintaining these round-the-clock airport operations. Many of the airport operations depend on efficient use of technology and the implementation of new applications, systems, and automated workflow systems. Aviation is responsible for providing support for technology and technology-related operations at PHX.

Developing large scale and complex technology and technology-related systems at PHX require meticulous planning in defining requirements, selecting contractors, implementing systems, testing, and executing system productivity for smooth operations. Airport technology projects must be managed by systems experts who have a strong airport or aviation IT project management background and focus to achieve strategic goals of Aviation.

Aviation has implemented and will continue to implement many technology projects that require a dedicated team of IT professionals specializing in project management and the implementation of airport IT and airport IT-related projects. The IT Project Management

Services staff are expected to provide Aviation with an advanced level of expertise and support.

Aviation’s project management methodology includes the following five (5) phases: define, discover, plan, execute, and close. This includes a specific phase to define the resource scope and schedule requirements. In addition, many software application development projects are delivered utilizing an agile/scrum methodology. Each project is assessed to determine the right project management approach.

2.3. Minimum Qualifications

The qualified and responsive Offeror must meet all minimum qualifications. If an Offeror fails to meet one or more of the minimum qualifications, their Offer will be disqualified as non-responsive.

mailto:procurement-support@opengov.com

A. Offeror must currently be providing IT Project Management Services and have a minimum of ten (10) years of continuous experience providing these services in the airport industry.

2.4. 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 City is 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 City of all conflicts, errors, ambiguities, or discrepancies that Offeror has discovered in or between the solicitation and other related documents.

D. The City does 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. Offer responses submitted for products considered by the seller to be acceptable alternates to the brand names or manufacturer’s catalog references specified herein must be submitted with technical literature and/or detailed product brochures for the

City’s use to evaluate the products offered. Offers submitted without this product information may be considered as non-responsive and rejected. The City will be the sole judge as to the acceptability of alternate products offered.

G. 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.

2.5. Fixed Offer Price Period

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

2.6. 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/174625. 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, Aviation Headquarters, 2485 East Buckeye Road, Phoenix, Arizona 85034. 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.

2.7. Exceptions

Offeror must not take any exceptions to any terms, conditions or material requirements of this solicitation. Offers submitted with exceptions may be deemed non-responsive and disqualified from further consideration in the City’s sole discretion. Offerors must conform to all the requirements specified in the Solicitation. The City encourages Offerors to send inquiries to the

Procurement Officer rather than including exceptions in their Offer.

2.8. Inquiries

All questions that arise relating to this solicitation should be directed via City’s OpenGov

Procurement Portal and must be received by the due date indicated in the Schedule of Events.

The City will not consider questions received after the deadline.

No informal contact initiated by Offerors on the proposed service will be allowed with members of City’s staff from date of distribution of this solicitation until after city council awards the contract. All questions concerning or issues related to this solicitation must be presented in writing.

The Procurement Officer will answer written inquiries in an addendum and publish any addenda on the City’s OpenGov Procurement Portal.

2.9. Addenda

The City of Phoenix will not be responsible for any oral instructions made by any employees or officers of the City of Phoenix 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.

https://procurement.opengov.com/portal/phoenix/projects/174625

2.10. Licenses

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

2.11. 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.

2.12. Submission of Offer

Offers must be in possession of the Department 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 Department’s clock.

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

Response” via https://procurement.opengov.com/portal/phoenix/projects/174625. 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

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.

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.

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.

https://procurement.opengov.com/portal/phoenix/projects/174625 https://procurement.opengov.com/signup https://opengov.my.site.com/support/s/article/ca6d1285-1e48-4a21-bb0d-715edb7794ed

2.13. 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 “Unsubmit Response” on the Offer submission via the City’s

Procurement Portal.

2.14. Offer Results

Offer openings will take place on their designated date and time indicated in the Schedule of

Events, through remote video and telephone conference with the link and dial-in phone number below:

Meeting Link https://cityofphoenix.webex.com/cityofphoenix/j.php?MTID=m790ae4b9bc3d0e289c92b8511efa ae4b

Join by phone:

+1-415-655-0001 US Toll

Access code:

2334 766 2056

The name of each Offeror, and the price may be read and/or viewed. Offers are not available for public inspection until after the City has posted the award recommendation on the City's

Procurement Portal.

The City will post the Offeror’s name on the City's Procurement

Portal: https://procurement.opengov.com/portal/phoenix/projects/174625 within five business days of the offer opening. Offers are not available for public inspection until after the City has posted the award recommendation on the City's Procurement Portal. Once the City has reviewed the offers, the City will post an award recommendation on the City's Procurement

Portal. The City will not provide any further notification to unsuccessful Offerors.

2.15. 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.

2.16. Award of Contract

Unless otherwise indicated, award(s) will be made to 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 in a timely manner. This may include performance history on past and current government or industrial contracts; and, https://cityofphoenix.webex.com/cityofphoenix/j.php?MTID=m790ae4b9bc3d0e289c92b8511efaae4b https://procurement.opengov.com/portal/phoenix/projects/174625

2. Demonstrated availability of the necessary manpower (both supervisory and operational personnel) and necessary equipment to accomplish the Scope of Work in the Solicitation in a timely manner;

3. Safety record; and,

4. Offeror('s') references, history of complaints, and terminations 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; (3) cancel a solicitation; and (4) cancel a solicitation with the intent to 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 approved by the Phoenix City Council, signed by the Chief

Procurement Officer, or his designee, or the Aviation Department Director and recorded by the City Clerk as noted above. A contract has its inception in Offer and subsequent award by Phoenix City Council, thereby eliminating a formal signing of a separate contract(s). For that reason, all of the terms, conditions and specifications of the awarded procurement contract pursuant to this Solicitation are contained in the

Solicitation, and in any related addenda and contract amendment.

2.17. Solicitation Transparency Policy

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 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 City’s intent to reissue the same or similar solicitation.

As long as the solicitation is not discussed, Offerors may continue to conduct business with the

City and discuss business that is unrelated to the solicitation with the City staff. Offerors may not discuss the solicitation with any City employees or evaluation panel members.

Offerors may discuss their proposal or the solicitation with the Mayor or one or more members of the Phoenix City Council, 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.

With respect to the selection of the successful Offerors, the 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 bids and proposals, any direction on the selection from the 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.

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 City for disqualification, the Offeror may follow the Protest process, unless the Solicitation is cancelled without notice of intent to re-issue.

“To discuss” means any contact by the Offeror, regardless of whether the 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 City’s intent to reissue the same or a similar solicitation. The City interprets the policy as continuing through a cancellation of a solicitation until Council award of the contract, as long as the City cancels with a statement that the City will rebid the solicitation.

2.18. Protest Process

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 a denial by the City. If denied, the opening and award will proceed unless the City determines that it is in the City’s best interests to set new deadlines, amend the Solicitation, cancel altogether, or cancel and re-bid.

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

Offeror may protest an adverse determination issued by the City regarding responsibility and responsiveness, within seven days of the date the Offeror was notified of the adverse determination.

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

City’s full and final discretion.

All protests will be in writing, filed with the Procurement Officer identified in the Solicitation and include the following:

• Identification of the solicitation number;

• The name, address and telephone number of the protester;

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

• The form of relief requested; and

• The signature of the protester or its authorized representative.

The Procurement Officer will render a written decision within a reasonable period after the protest is filed. The 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 any protests or appeals not submitted within the time requirements will not be considered. Protests must be filed with the

Procurement Officer.

2.19. Public Record

All Offers submitted in response to this solicitation will become the property of the 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.

2.20. 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.

2.21. Right to Disqualify

The 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 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

City. This disqualification is at the sole discretion of the 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 Council of the City or any court as to the exercise by the City of such right to disqualify or as to any disqualification by reason of real or apparent conflict of interest determined by the City. The City reserves the right to replace the disqualified

Offeror.

2.22. Contract Award

The 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 City. The City reserves the right to award multiple contracts.

2.23. Determining Responsiveness and Responsibility

Offers will be reviewed for documentation of minimum qualifications, completeness, and compliance with the Solicitation requirements. The City 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 nonresponsive.

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 City 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 City may determine the Offer to be nonresponsive.

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

The Procurement Officer will review each Offer to determine if the Offeror is responsible. The

City’s 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 City deems 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 City 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.

2.24. Evaluation of Competitive Sealed Offers

The 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.

2.25. 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.

2.26. Offers Not Within the Competitive Range

The City may notify Offerors of Offers that the City determined are not in the Competitive

Range.

2.27. 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 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 City of Phoenix. In addition, each finalist may prepare and deliver a presentation of their proposed solution based on the script developed by the evaluation panel. The City 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 of Work requirement, the City may discuss or negotiate the conditions, exceptions, reservations or understandings during these meetings. But the City in its sole discretion may reject any and all conditions, exceptions, reservations and understandings, and the City may instruct any Offeror to remove the conditions, exceptions, reservations or understandings. If the Offeror fails to do so, the City may determine the Offer is nonresponsive, and the City may revoke its determination that the Offer is in the Competitive Range.

To the fullest extent permitted by law, the 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 City will not give Offerors specific prices or specific financial requirements that Offerors must meet to qualify for further consideration.

The 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.

2.28. Best and Final Offers (BAFO)

A BAFO is an option available for negotiations. Each Offeror in the Competitive Range, which is determined in the 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 City will evaluate BAFOs based on the same requirements and criteria applicable to initial

Offers. The 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 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 City based on the evaluation criteria.

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

3. Scope of Work

3.1. Contractor's Responsibilities

3.1.1 The successful Offeror who is awarded the Contract (Contractor) will provide IT

Project Management Services associated with the planning and implementation of IT projects and initiatives at PHX. Under the terms of this Contract, Contractor will recruit, screen, and recommend candidates to provide any of the positions listed below. Aviation may require the positions below at the commencement of the Contract. During the life of the Contract, Aviation may require additional or fewer staff, as shown below, to support the management of technology projects.

o IT Project Manager o Senior IT Project Manager o IT Project Coordinator o IT Business Analyst o Senior IT Business Analyst o IT Program Manager o IT Product Manager

3.1.2 Aviation reserves the right to participate in all phases of the hiring process, including, but not limited to, reviewing resumes and interviewing the recommended candidates. Aviation also reserves the right to make non-binding hiring recommendations to Contractor. However, Contractor will have final hiring authority.

3.1.3 Contractor must provide Aviation with resumes for proposed staff within two (2) weeks of Aviation's written request or within two (2) weeks of a contracted position's vacancy, whichever occurs first.

3.1.4 Unless otherwise mutually agreed upon between the City and the

Contractor, standard contracted staff work hours are Monday through Friday, 8:00 a.m. to 5:00 p.m. local Phoenix time, excluding City holidays

(https://www.phoenix.gov/calendar/holidays).

3.1.5 This Contract will have an Aviation Department Representative (ADR) as noted in Section 3.13. At the request of the ADR, Contractor's staff may be required to provide after hour services, and/or be available via cell phone, in addition to standard contracted hours for special projects.

3.1.6 Aviation will not pay increased rates for overtime, after hours, holiday, or weekend hours. Aviation will only pay for actual billable hours worked at the rates established in the Fee Schedule. Billable hourly rates (labor plus overhead) will be invoiced and paid per the Fee Schedule, subject to the ADR’s approval.

https://www.phoenix.gov/calendar/holidays)

3.1.7 Aviation will provide laptops to the contracted staff. All contracted staff must adhere to City Administrative Regulations (A.R.) regarding the use of City computers, computers systems, and software including, but not limited to, the list below. The ADR will provide a

City link to the A.R.s which will be viewable upon the contracted staff’s start date.

o A.R. 1.65 Use of Generative Artificial Intelligence (AI) for City Business o A.R. 1.83 IT Asset Management o A.R. 1.84 Information Security Management o A.R. 1.86 Legal Use of Software o A.R. 5.13 Accountability and Inventory Control for City-owned Property

3.1.8 Contracted staff who are issued or use City-owned property will be responsible for making every reasonable effort to care for and prevent damage, loss, or theft of City-owned property or equipment. Contracted staff are not responsible for damage to property resulting from normal wear and tear or for property lost or damaged due to situations beyond contracted staff’s control. When it has been determined by the City that the

Contractor's negligence resulted in the damage, loss, or theft of City-owned property, the

Contractor will be subject to reimbursement of the equipment. Missing or stolen City-owned property must be reported immediately to the police. Contracted staff will be required to provide a Police Department report number regarding the incident. The ADR will be the sole judge in determining who the responsible party is for the loss, theft, or damage of City-owned property.

3.1.9 Contracted staff are expected to be available by cell phone during standard contracted staff hours.

3.2. Job Descriptions and Qualifications

3.2.1 IT Project Manager

3.2.1.1 General Description

o The role of the IT Project Manager is to apply project management methodology to plan, organize, integrate, and execute cross-functional technology projects of medium scope and complexity to deliver specific measured results in accordance with established deadlines and budgets. The IT Project Manager coordinates the work of professionals and administrative staff across other functions and disciplines.

3.2.1.2 Duties may include but are not limited to:

o Develop project scope, work plans, and budgets; identify resources needed; develop schedules and methods for measuring results o Guide and perform strategic analysis for projects o Organize and manage all phases of a project to ensure on-time completion o Assemble and coordinate project team members, and assign individual responsibilities o Assist with development of requests for proposals o Conduct all necessary meetings to coordinate project tasks and the completion of project deliverables o Identify and mitigate project risks and issues o Monitor agreements, including review of invoices o Maintain regular communication with 3rd party service provider(s) and vendors o Plan and oversee the preparation and dissemination of project communications o Produce project reports

3.2.1.3 Required Qualifications, Skills, and Experience

o Bachelor's degree in Management Information Systems, Computer Technology, or related field or three (3) years of experience in the IT industry o Project Management Professional (PMP) certification or three (3) years of IT project management experience o Agile / Scrum experience in application development projects o Three (3) or more years of project management experience in an IT environment o Experience and competencies with MS Project, MS, Visio, MS SharePoint, and MS

Office

3.2.1.4 Preferred Qualifications, Skills, and Experience

o Experience in the airport IT environment

3.2.2 Senior IT Project Manager

3.2.2.1 General Description

o The role of the Senior IT Project Manager is to manage the account and relationship with Aviation, provide oversight of the project management team, and ensure the success of the project management services engagement. The Senior IT Project

Manager is responsible for applying project management methodology to planning, organizing, integrating, and executing cross-functional technology projects with large scopes and complexities to deliver specific measured results in accordance with established deadlines and budgets. The Senior IT Project Manager is also responsible for coordinating with and responding to feedback from Aviation's designated contracted program manager or his/her designee to ensure delivery of the highest quality services. The Senior IT Project Manager leads the work of the

Project Manager, Project Coordinator and Business Analyst and will report to the

Assistant Chief Information Officer for the City of Phoenix Aviation Department, Technology Division.

3.2.2.2 Duties may include but are not limited to:

o Source and provision of resources upon request; effectively and efficiently plan provision resources and manage turnover to maintain required service level support o Act as primary contact for service delivery escalations and coordinate strategies and action plans to remediate issues with Aviation's designated Program Manager or his/her designee o Develop project scope, work plans, and budgets; identify resources needed, develop schedules and methods for measuring results o Guide and perform strategic analysis for projects o Organize and manage all phases of a project to ensure on-time completion o Monitor agreements and oversee time reporting and payment invoicing in accordance with Contract terms and conditions o Review and provide quality control for project management service deliverables o Collaborate with Aviation's designated Program Manager, or his/her designee, to develop and execute strategies for improving project management service delivery o Assemble and coordinate project team members and assign individual responsibilities, lead the training and mentoring of IT Project Managers and the IT

Project Coordinator o Assist with development of requests for proposals o Conduct all necessary meetings to coordinate project tasks and the completion of project deliverables o Identify and mitigate project risks and issues o Proactively manage changes in project scope and develop contingency plans, identify and manage project dependencies and critical path, and track project milestones and deliverables o Produce project reports

3.2.2.3 Required Qualifications, Skills, and Experience

o Bachelor's degree in Business Administration, Management Information Systems, Computer Technology, or related field and five (5) years of experience in the IT or airport industry o Project Management Professional (PMP) certification or five (5) years of airport project management experience o Agile / Scrum experience in application development projects o Experience and competencies with MS Project, MS Visio, MS SharePoint and MS

Office

3.2.3 IT Project Coordinator

3.2.3.1 General Description

o The role of the IT Project Coordinator is to coordinate small short-term projects or support IT Project Managers in the coordination of cross-functional IT resources to support construction projects that have secondary technology components. The IT

Project Coordinator will work directly with an IT Project Manager or Senior IT Project

Manager as a project resource.

3.2.3.2 Duties may include but are not limited to:

o Act as a single point of contact for the coordination of cross-functional IT resources or IT subject matter experts o Develop action plans and schedules o Track and document progress of IT tasks and deliverables o Determine responsibilities and direct project staff responsible for the implementation of IT tasks and deliverables, hold regular project coordination meetings o Communicate progress and prepare written status reports for AVN o Ensure project results conform to quality, time, and budgetary requirements

3.2.3.3 Required Qualifications, Skills, and Experience

o Bachelor's degree in Management Information Systems, Computer Technology, or related field or three (3) years of experience in the IT industry o One (1) or more years of project coordination experience in an IT environment o Basic understanding of PMI/PMP principles and experience o Agile / Scrum experience in application development projects o Experience and competencies with MS Project, MS Visio, MS SharePoint, and MS

Office

3.2.3.4 Preferred Qualifications, Skills, and Experience

o Experience in the airport IT environment

3.2.4 IT Business Analyst

3.2.4.1 General Description

o The role of the IT Business Analyst is to coordinate with stakeholders from all business units and related Contractors to define and document business processes and software requirements for technology initiatives, including online products, content management systems, and business information systems. The IT Business

Analyst will work directly with an IT Project Manager or Senior IT Project Manager as a project resource.

3.2.4.2 Duties may include but are not limited to:

o Analyze and model the business domain to create a complete picture of workflows and technical requirements fulfilled by existing and proposed software o Identify and validate the key business requirements o Define the business problem and primary objectives of new projects.

o Lead cross-functional business process re-engineering teams and continuous improvement efforts o Evaluate potential software solutions, including off-the-shelf and open-source components, and the system architecture to ensure they meet business requirements o Create functional requirements in use cases. Coordinate required walk-throughs and signoffs, verifying with user stakeholders that use cases and process models accurately portray business needs o Contribute to project plans o Communicate progress and prepare written status reports for AVN o Ensure project results conform to quality, time, and budgetary requirements

3.2.4.3 Required Qualifications, Skills, and Experience

o Bachelor's degree in Information Systems Geography, Engineering, Business, or related field or five (5) years of experience in the IT industry o One (1) or more years of business analysis experience in an IT environment o Strong understanding of software development methodologies o Experience with business modeling o Strong familiarity with business analysis frameworks and methodologies, such as

BABOK and Agile practices o Proficient with computer applications, including demonstrated skills in spreadsheets, databases, query tools, and general applications usage o Agile / Scrum experience in application development projects o Experience and competencies with MS Project, MS Visio, MS SharePoint and MS

Office, Jira and other project tools

3.2.4.4 Preferred Qualifications, Skills, and Experience

o Experience in the airport IT environment o Certifications include Certified Business Analysis Professional (CBAP), PMI-PBA, or equivalent o Agile or Scrum certifications (e.g., CSM, SAFe)

3.2.5 Senior IT Business Analyst

3.2.5.1 General Description

o The role of the Senior IT Business Analyst is to define, detail and document business processes and software requirements for technology initiatives. This position is highly analytical and can understand the nuances of various lines of business, their workflows and can distill those into clear swim lane processes, both for new capabilities and improvement in existing processes. The Senior IT Business Analyst works very closely with the Project Manager, technical Subject Matter Experts

(SMEs), and the business stakeholders. This individual will collaborate with stakeholders to analyze, document, and validate business requirements, translating them into technical specifications. This position will work on complex projects, lead process improvement initiatives, and ensure IT solutions align with organizational goals and strategies.

3.2.5.2 Duties may include but are not limited to:

o Conduct detailed requirements elicitation sessions using techniques such as interviews, workshops, and surveys o Analyze and model the business domain to create a complete picture of workflows and technical requirements fulfilled by existing and proposed software o Define the business problem and primary objectives of new projects.

o Identify and validate the key business requirements o Translate business requirements into clear, concise technical specifications o Lead cross-functional business process re-engineering teams and continuous improvement efforts o Evaluate potential software solutions, including off-the-shelf and open-source components, and the system architecture to ensure they meet business requirements o Create functional requirements in use cases. Coordinate required walk-throughs and signoffs, verifying with user stakeholders that use cases and process models accurately portray business needs o Work closely with IT teams, including developers, architects, and Quality Assurance

(QA), to design and implement solutions that meet business needs o Facilitate user acceptance testing (UAT) and obtain stakeholder sign-off on project deliverables o Act as a key liaison between business units and IT during project planning and execution o Serve as a trusted advisor, offering insights and recommendations to address business challenges through technology o Contribute to project plans o Communicate progress and prepare written status reports for AVN o Ensure project results conform to quality, time, and budgetary requirements

3.2.5.3 Required Qualifications, Skills, and Experience

o Bachelor's degree in Information Systems, Engineering, Business, or related field or five (5) years of experience in the IT industry o Five (5) or more years of business analysis experience in an IT environment o Strong understanding of software development methodologies o Experience with business modeling, large scale complex IT projects o Strong familiarity with business analysis frameworks and methodologies, such as

BABOK and Agile practices o Proficient with computer applications, including demonstrated skills in spreadsheets, databases, query tools, and general applications usage o Agile / Scrum experience in application development projects o Experience and competencies with MS Project, MS Visio, MS SharePoint and MS

Office, Jira and other project tools

3.2.5.4 Preferred Qualifications, Skills, and Experience

o Experience in the airport IT environment o Certifications include Certified Business Analysis Professional (CBAP), PMI-PBA, or equivalent o Agile or Scrum certifications (e.g., CSM and SAFe)

3.2.6 IT Program Manager

3.2.6.1 General Description

o The IT Program Manager is responsible for overseeing and managing multiple related IT projects within a cohesive program to achieve strategic objectives and deliver business value. This role involves coordinating resources, stakeholders, budgets, and schedules, ensuring alignment with the organization's goals and digital strategy. The IT Program Manager plays a key role in mitigating risks, monitoring performance, and communicating progress to senior leadership and stakeholders.

3.2.6.2 Duties may include but are not limited to:

o Establish governance standards for program execution, monitoring, and reporting.

o Oversee multiple projects within the program, ensuring they meet business objectives and adhere…