Mail_Courier_Services.pdf

CITY OF TUCSON

REQUEST FOR PROPOSAL

250085

MAIL COURIER SERVICES

Due Date: Thursday, February 27, 2025

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/138430

PUBLISH DATE: February 6, 2025 https://secure.procurenow.com/portal/%7Bproject.government.code%7D https://secure.procurenow.com/portal/%7Bproject.government.code%7D/projects/%7Bproject.id%7D https://secure.procurenow.com/portal/%7Bproject.government.code%7D/projects/%7Bproject.id%7D

CITY OF TUCSON REQUEST FOR PROPOSAL NO. 250085

BUSINESS SERVICES DEPARTMENT Page 2 of 39 SHARED SERVICES PROCUREMENT DIVISION RESPONSIBLE CONTRACT OFFICER: Garrett Gillespie

255 W. ALAMEDA, 6TH FLOOR, TUCSON, AZ 85701 PH: (520) 837-4396

Attachments:

A - Offer and Acceptance

BUSINESS SERVICES DEPARTMENT Page 3 of 39

A. NOTICE

A.1. CITY OF TUCSON

NOTICE OF REQUEST FOR PROPOSAL NO 250085

TITLE: Mail Courier Services

SUBMITTAL DUE DATE: Thursday, February 27, 2025 AT 2:00 P.M. LOCAL AZ TIME

PRE-SUBMITTAL CONFERENCE DATE: Thursday, February 13, 2025

TIME: 10:00 am LOCAL AZ TIME

LOCATION: https://teams.microsoft.com/l/meetup-join/19%3ameeting_OTc2MTFhNGEtNTYyOS00YTQ4LWIwM2QtMjA3Zjg3NTVmZTVl%40thread.v2/ 0?context=%7b%22Tid%22%3a%22d21e59ec-c208-43eb-aaf1-cf06d9a196e0%22%2c%22Oid%22%3a%22cf5f1c84-9c75-4335-95df-8379f1820640%22%7d Join the meeting now Meeting ID: 295 904 614 434 Passcode: XZ2AP6Yc Dial in by phone +1 213-293- 2303,,394145742# United States, Los Angeles Find a local number Phone conference ID: 394 145 742#

QUESTIONS SHALL BE DIRECTED TO: Garrett Gillespie

(520) 837-4396 garrett.gillespie@tucsonaz.gov

Posted Date: Thursday, February 6, 2025

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

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

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

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B. INTRODUCTION

B.1. Summary

The City of Tucson intends to establish an annual contract to provide Mail Courier Services for the Tucson Police Department and City Courts (Including County Jails) as described in the Scope of Work.

B.2. Contact Information

Garrett Gillespie Contract Officer Email: garrett.gillespie@tucsonaz.gov Phone: (520) 837-4396 Department:

Police Department

B.3. Timeline mailto:garrett.gillespie@tucsonaz.gov tel:(520)837-4396

BUSINESS SERVICES DEPARTMENT Page 5 of 39

Release Project Date February 6, 2025

Pre-Proposal Meeting (Non- Mandatory)

February 13, 2025, 10:00am https://teams.microsoft.com/l/meetup-join/19%3ameeting_OTc2MTFhNGEtNTYy OS00YTQ4LWIwM2QtMjA3Zjg3NTVmZTV l%40thread.v2/0?context=%7b%22Tid%22 %3a%22d21e59ec-c208-43eb-aaf1-cf06d9a196e0%22%2c%22Oid%22%3a% 22cf5f1c84-9c75-4335-95df- 8379f1820640%22%7d

Join the meeting now Meeting ID: 295 904 614 434 Passcode: XZ2AP6Yc Dial in by phone +1 213-293-2303,,394145742# United States, Los Angeles Find a local number Phone conference ID: 394 145 742#

Question Submission Deadline February 18, 2025, 2:00pm

Proposal Submission Deadline February 27, 2025, 2:00pm https://teams.microsoft.com/l/meetup-join/19%3ameeting_OTc2MTFhNGEtNTYyOS00YTQ4LWIwM2QtMjA3Zjg3NTVmZTVl%40thread.v2/0?context=%7b%22Tid%22%3a%22d21e59ec-c208-43eb-aaf1-cf06d9a196e0%22%2c%22Oid%22%3a%22cf5f1c84-9c75-4335-95df-8379f1820640%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_OTc2MTFhNGEtNTYyOS00YTQ4LWIwM2QtMjA3Zjg3NTVmZTVl%40thread.v2/0?context=%7b%22Tid%22%3a%22d21e59ec-c208-43eb-aaf1-cf06d9a196e0%22%2c%22Oid%22%3a%22cf5f1c84-9c75-4335-95df-8379f1820640%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_OTc2MTFhNGEtNTYyOS00YTQ4LWIwM2QtMjA3Zjg3NTVmZTVl%40thread.v2/0?context=%7b%22Tid%22%3a%22d21e59ec-c208-43eb-aaf1-cf06d9a196e0%22%2c%22Oid%22%3a%22cf5f1c84-9c75-4335-95df-8379f1820640%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_OTc2MTFhNGEtNTYyOS00YTQ4LWIwM2QtMjA3Zjg3NTVmZTVl%40thread.v2/0?context=%7b%22Tid%22%3a%22d21e59ec-c208-43eb-aaf1-cf06d9a196e0%22%2c%22Oid%22%3a%22cf5f1c84-9c75-4335-95df-8379f1820640%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_OTc2MTFhNGEtNTYyOS00YTQ4LWIwM2QtMjA3Zjg3NTVmZTVl%40thread.v2/0?context=%7b%22Tid%22%3a%22d21e59ec-c208-43eb-aaf1-cf06d9a196e0%22%2c%22Oid%22%3a%22cf5f1c84-9c75-4335-95df-8379f1820640%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_OTc2MTFhNGEtNTYyOS00YTQ4LWIwM2QtMjA3Zjg3NTVmZTVl%40thread.v2/0?context=%7b%22Tid%22%3a%22d21e59ec-c208-43eb-aaf1-cf06d9a196e0%22%2c%22Oid%22%3a%22cf5f1c84-9c75-4335-95df-8379f1820640%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_OTc2MTFhNGEtNTYyOS00YTQ4LWIwM2QtMjA3Zjg3NTVmZTVl%40thread.v2/0?context=%7b%22Tid%22%3a%22d21e59ec-c208-43eb-aaf1-cf06d9a196e0%22%2c%22Oid%22%3a%22cf5f1c84-9c75-4335-95df-8379f1820640%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_OTc2MTFhNGEtNTYyOS00YTQ4LWIwM2QtMjA3Zjg3NTVmZTVl%40thread.v2/0?context=%7b%22Tid%22%3a%22d21e59ec-c208-43eb-aaf1-cf06d9a196e0%22%2c%22Oid%22%3a%22cf5f1c84-9c75-4335-95df-8379f1820640%22%7d

BUSINESS SERVICES DEPARTMENT Page 6 of 39

C. SCOPE OF WORK

C.1. SCOPE OF WORK

Listed below are the designated locations and approximate pick-up and delivery times for the locations. It is imperative that the mailbags are delivered and picked-up at the designated time and days. Pick-up and delivery times for the County jail locations, Tucson Police Department Headquarters and City Courts must be met due to strict timeframes for daily business transactions.

C.2. SERVICE SCHEDULES - WEEKDAYS

MORNING PICK-UP: Courier will pick up approximately nineteen (19) (may be more or less at times) bags at TPD Headquarters to be delivered to eight (8) city locations. When delivering bags to TPD remote sites and other locations, the courier will also pick up a bag to be delivered back to TPD Headquarters.

Bags will be picked-up from TPD Headquarters at 270 SOUTH STONE AVE by 5:00 am.

Bags will be delivered to TPD Headquarters by 07:30 am: Unless notated with an asterisk*, those bags will be delivered to TPD Headquarters by 09:00 am.

103 EAST ALAMEDA STREET (Must be picked up by 5:00 a.m.)

TUCSON CITY COURT

TUCSON CITY PROSECUTOR

4410 SOUTH PARK AVE

OPERATIONS DIVISION SOUTH

4004 SOUTH PARK AVE

COMMUNICATIONS

945 EAST OHIO STREET (picked up after 08:30am)

EVIDENCE*

IDENTIFICATION*

1310 WEST MIRACLE MILE

OPERATIONS DIVISION WEST

CRIME LAB

TRAFFIC INVESTIGATIONS

SPECIAL INVESTIGATIONS

SERVICE DOG UNIT

COUNTER NARCOTIC ALLIANCE

ALARMS/RED TAG UNIT

BUSINESS SERVICES DEPARTMENT Page 7 of 39

SPECIAL DUTY

1100 SOUTH ALVERNON WAY

OPERATIONS DIVISION MIDTOWN

SPECIALIZED RESPONSE DIVISION

9670 EAST GOLF LINKS ROAD

OPERATIONS DIVISION EAST

2225 EAST AJO WAY (picked up after 08:30am)

PIMA COUNTY JUVENILE COURT – COUNTY ATTORNEY’S OFFICE*

PIMA COUNTY JUVENILE COURT – INTAKE*

AFTERNOON PICK-UP: Courier will pick up approximately four (4) (may be more or less at times) bags at TPD Headquarters to be delivered to three (3) city locations. When delivering bags to TPD remote sites and other locations, the courier will also pick up a bag to be delivered back to TPD Headquarters.

Bags will be picked up from TPD Headquarters at 270 S. STONE by 12:30pm.

Bags will be delivered to TPD Headquarters by 3:30 pm:

103 E ALAMEDA STREET (Must be picked up by 2:00 p.m.)

TUCSON CITY COURT

TUCSON CITY PROSECUTOR

10001 SOUTH WILMOT ROAD

ACADEMY

6702 SOUTH PLUMER AVE

HELIPORT

7575 E SPEEDWAY BLVD

TUCSON FIRE STATION 16 (EAST DOORS)

In addition, the courier picks up bags seven (7) days a week and on holidays at the following locations and times for delivery to TUCSON CITY COURT at 103 EAST ALAMEDA.

COUNTY JAIL 1204 WEST SILVERLAKE RD

PICK UP TIMES: 4:45 AM, 12:30 PM and 2:45 PM

COUNTY JAIL 1801 SOUTH MISSION

PICK UP TIMES: 4:50 AM, 12:35 PM AND 2:50 PM

BUSINESS SERVICES DEPARTMENT Page 8 of 39

C.3. II. SERVICE SCHEDULE – WEEKENDS AND HOLIDAYS

MORNING PICK-UP: Courier will pick up approximately six (6) (may be more or less at times) bags at TPD Headquarters to be delivered to five (5) city locations. When delivering bags to TPD remote sites and other locations, the courier will also pick up a bag to be delivered back to TPD Headquarters.

Bags will be picked up from TPD Headquarters at 270 S. STONE by 5:00 am.

Bags will be delivered to TPD Headquarters by 07:30 am:

103 EAST ALAMEDA STREET (Must be picked up by 5:00 a.m.)

TUCSON CITY COURT

TUCSON CITY PROSECUTOR

4410 SOUTH PARK AVE

OPERATIONS DIVISION SOUTH

1310 WEST MIRACLE MILE

OPERATIONS DIVISION WEST

1100 SOUTH ALVERNON WAY

OPERATIONS DIVISION MIDTOWN

9670 EAST GOLF LINKS ROAD

OPERATIONS DIVISION EAST

AFTERNOON PICK-UP: Courier will pick up two (2) bags at TPD Headquarters at 270 S. Stone Avenue by 2:00 PM to be delivered to one (1) city location. When delivering bags to TPD and other locations, the courier will also pick up a bag to be delivered back to TPD Headquarters by 2:30 PM.

103 EAST ALAMEDA STREET (Must be picked up by 2:00 p.m.)

TUCSON CITY COURT

TUCSON CITY PROSECUTOR

C.4. GENERAL REQUIREMENTS

A. The courier route will start at the County Jail locations and proceed to TPD Headquarters. The Contractor (courier) will pick up the mail and continue to the appropriate remote sites for distribution. Each route, including the last run of the day with end at Police Headquarters.

B. It will be necessary for the courier to contact the Records Section on the law enforcement only line (791-4645) when picking up the bags at 5:00 am and delivering the bags at 7:30 am. There is no staff at the Headquarters Desk until 8:00 am.

C. The courier will pick up mail from the lock box located at and attached to the outside of each remote site. However, there is no lock box at City Court. Instead, the guard will admit the courier and locked bags will be exchanged.

D. The Contractor may assign the same courier for succeeding runs. It is acceptable for the courier to leave mail picked up from remote sites during the immediately preceding run at TPD Headquarters at

BUSINESS SERVICES DEPARTMENT Page 9 of 39 the start of the next run. The only exception is the last run of the day. Mail picked up at remote sites on the last run of the day must be delivered to TPD Headquarters before the run is considered complete.

E. Records Staff will be responsible for ensuring that mail is available when the courier driver arrives.

F. Records Staff will be responsible for distribution of all mail received at TPD Headquarters.

G. In the rare event that the delivery will be late, the courier shall telephone Tucson City Court.

H. Tucson City Court must be given a contact number for the courier Service by which the City can contact the contractor, if necessary in the event a delivery is late and there has been no contact with the courier.

I. If more than one vehicle is used for any pick up or delivery, it will still be expected that the offeror sustains the established schedule.

C.5. SECURITY REQUIREMENTS

A. Timely Delivery

A. Many documents to be delivered are time sensitive. Timely delivery is critical.

B. The Contractor (Courier Service) will hold the City entirely harmless from lawsuits and other legal actions which arise from the failure of documents to be delivered to their respective delivery locations on time.

B. Employee Information Prior to beginning work as a courier, the successful contractor shall submit a list of potential driver candidates. Candidates will be required to complete and successfully pass a background check. Candidates shall submit the following information:

1. Full Name

2. Date of Birth

3. Race and Sex

4. Social Security Number

C.6. ADDITIONAL REQUIREMENTS AND SERVICES

A. Every vehicle utilized by the Contractor under this contract shall be insured and licensed by, and registered in, the State of Arizona. In addition, every approved driver utilized under this contract shall have and maintain a current Arizona Driver’s License.

B. The City reserves the right to add or delete pickup locations and adjust times of service as needed. Any changes to the original Scope of Work may be negotiated on a case-by-case basis.

C. Other City departments may have a need for services similar to those specified in this Request for Proposal. The City reserves the right to add services for other City departments to this contract. Said changes will be negotiated on a case-by-case basis.

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D. INSTRUCTIONS TO OFFERORS

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

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

City:The City of Tucson, Arizona

Contract:The legal agreement(s) executed between City and the Successful Offeror(s). The Contract will be deemed to include all the conditions and requirements set forth in this solicitation and any Addenda to the solicitation, all the Special Terms and Conditions and Standard Terms and Conditions, and all the terms of the Offer submitted by Offeror as finally negotiated and accepted by the City.

Contractor/Consultant:A Successful Offeror that enters into a Contract with the City.

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

Business Services Director:The contracting authority for the City, authorized to sign contracts and addenda thereto on behalf of the City.

May: Indicates something that is not mandatory but permissible.

May not:The indicated party is prohibited from taking the action.

Must: The action or condition is required.

Offer:Any proposal, statement of qualifications, bid, or other submission provided by an Offeror in response to this Solicitation.

Offeror: Each individual or entity that submits an Offer in response to this solicitation.

Successful Offeror: An Offeror who received a Notice of Award or a Notice of Intent to Award from the City.

Will:The indicated party is promising to take the action or abide by the condition.

D.2. PRE-SUBMITTAL MEETING

A Pre-Submittal Meeting will be held at the date and time stated on the cover page of this solicitation, if such a date and time is provided. Attendance at this meeting is not mandatory, but written minutes and/or notes regarding the meeting will NOT be provided, so attendance is encouraged. The purpose of this meeting will be to clarify the contents of this solicitation in order to prevent any misunderstanding of the City's position.

D.3. INQUIRIES

Any questions about this solicitation or the proposed Contract must be presented at the Pre-Submittal Meeting, if there is one (see above), or submitted in writing, via email, or through the online bidding system, to the Contract Officer by the Question Submission Deadline. The email must refer to the solicitation number and the paragraph number of the provision that the question concerns. The Contract

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Officer may respond by email or may, if they deem it appropriate, address the question in a solicitation addendum or response through the question and answer portal in the online bidding system. Offeror may not rely on oral interpretations or clarifications about the solicitation; only questions answered in an email by the Contract Officer, posted through the online bidding system, or posted as a formal solicitation addendum will be binding.

D.4. ADDENDUM OF SOLICITATION

Solicitation Addenda will be posted on the City’s link to the online bidding website. Offeror is responsible for checking the webpage regularly for new solicitation addenda and must acknowledge each addendum to this solicitation in its submittal. Please note that vendors who have registered with the Business Services Department at https://procurement.opengov.com/portal/tucson-az and follow the City of Tucson will receive email notifications of solicitation addenda.

D.5. UNDERSTANDING SCOPE OF WORK

Before submitting an Offer to this solicitation, Offeror must familiarize itself with the Scope of Work, laws, regulations, physical conditions, and other factors affecting the obligations – including the expense and difficulty of fulfilling those obligations – that Offeror will have under the Contract if awarded to Offeror. No adjustment to the financial or other terms of the Contract will be justified by Offeror’s failure to fully understand or appreciate the Contract requirements or other factors affecting Contract performance.

D.6. PREPARATION OF OFFER

A. Form and Organization. If Offer forms are included in this Solicitation, Offeror’s Submittal must be on those forms. Supporting documentation must be arranged in a manner that follows and clearly refers to corresponding sections of the solicitation. Offeror may copy the submittal forms in order to complete them electronically but may not alter or rearrange them or change any paragraph designations.

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

C. Offer Contents. Offeror’s submittal must contain responses to all sections of this solicitation, any Offer forms provided must be completed and any requested supporting documentation must be attached.

D. Signatures. Offeror must include in their submittal signed copies of the Offer and Acceptance page. Any cover letter accompanying the proposal documents must be signed. Offeror must initial each erasure, interlineation or other modification in the submittal. The person signing and initialing on behalf of Offeror must be a person authorized to legally bind Offeror.

E. Prices. Where a unit price is provided it will govern over any erroneous extension of the price.

F. Time Periods. Periods of time, stated as a number of days, will be calendar days unless specifically stated otherwise.

G. Accuracy. Mistakes in preparation of its submittal confers on Offeror no right to modify or withdraw its submittal after the Submittal Deadline.

https://procurement.opengov.com/portal/tucson-az

BUSINESS SERVICES DEPARTMENT Page 12 of 39

H. Cost of Preparation. The City will not reimburse Offeror for the cost of developing, presenting, submitting or providing any response to this solicitation.

I. Subcontractors. Offeror must, in their submittal, list any subcontractors that it will utilize in the performance of the Contract if they are awarded the Contract and must describe their qualifications in detail.

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

D.7. PAYMENT DISCOUNTS

Payment discount periods shall be computed from the date of receipt of the material/service or correct invoice, whichever is later, to the date City’s payment warrant is mailed. Unless freight and other charges are itemized, any discount provided shall be taken on full amount of invoice. Payment discounts of twenty-one calendar days or more shall be deducted from the proposed price in determining the price points. However, the City shall be entitled to take advantage of any payment discount offered by a vendor provided payment is made within the discount period. The payment discount shall apply to all purchases and to all payment methods.

D.8. TAXES

The City is exempt from federal excise tax, including the federal transportation tax, but is not exempt from any other taxes, including state and local sales and excise taxes.

D.9. EXCEPTIONS TO CONTRACT PROVISIONS

By submitting an offer in response to this solicitation, Offeror is offering to enter into the Contract with the City. If Offeror wishes to modify any Contract terms and conditions, Offeror must, in its Offer, clearly identify the changes it is requesting. No requested modification will be deemed accepted by the City unless and until the City’s Business Services Director or their designee expressly accepts it in writing.

D.10. PUBLIC RECORD

Any documents submitted by Offeror in response to this solicitation will become the property of the City.

Except as set forth below with respect to Confidential Information, the Submittal will be deemed to be a public record available for review by the public after the award notification.

D.11. CONFIDENTIAL INFORMATION

The City is obligated to abide by the Arizona Public Records Law, A.R.S. §§ 39-101 through 39-161. If Offeror believes that any portion of its Offer, specification, protest or correspondence contains information that is confidential and subject to being withheld from disclosure in the event that the City receives a public records request to which the record is responsive, Offeror must, when the record is submitted, provide the Contract Officer written notification of that fact. The records or portions of records that Offeror wishes to be treated as confidential must also be clearly marked “CONFIDENTIAL” on their face. Pricing will not be treated as confidential.

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If the City, after award notification, receives a public-records request the scope of which includes a document submitted by Offeror and marked "CONFIDENTIAL", the Contract Officer will make a written determination regarding whether the document will be provided to the requestor. If the Contract Officer determines that the document should be released, City will notify Offeror in writing. Unless Offeror, within 10 days after the date of that notice, obtains and provides to City an order from a court of competent jurisdiction prohibiting the City from releasing the documents, the City may release the documents without any liability to Offeror.

D.12. WHEN AND HOW TO SUBMIT OFFERS

In order to be considered, Offeror must, no later than the Offer Submittal Deadline, submit its Offer electronically through the City’s online bidding system:

https://procurement.opengov.com/portal/tucson-az

NOTE: THE ENTIRE OFFER MUST BE IN "“SUBMITTED"” STATUS IN THE CITY’S ONLINE

BIDDING SYSTEM IN ORDER TO BE CONSIDERED. RESPONSES THAT HAVE BEEN CREATED

IN THE SYSTEM, BUT THAT ARE NOT IN "“SUBMITTED"” STATUS BY THE OFFER SUBMITTAL

DEADLINE WILL NOT BE CONSIDERED.

D.13. CERTIFICATION OF NONCOLLUSION; CONFLICTS OF INTEREST

Offeror will not communicate, orally or in writing, with any member of the Mayor and Council, or with any City staff outside the Procurement Division of the Business Services Department, regarding this Solicitation. By submitting an Offer, Offeror warrants that:

A. Preparation and submission of the submittal did not involve collusion or other anti-competitive practices.

B. Offeror has not given, offered to give, nor intends to give at any time hereafter, any economic opportunity, future employment, gift, loan, gratuity, special discount, trip, favor, meal or service to a public servant in connection with this solicitation.

C. No person has been employed or retained to solicit or secure a Contract under this solicitation upon a promise of a commission, percentage, brokerage, or contingent fee.

D. No employee of the City involved in this Solicitation process, or any family member of such an employee, has any substantial financial interest in Offeror’s firm. No member of the City of Tucson Mayor and Council who has, or whose family member has, any substantial financial interest in Offeror’s firm will participate in any action taken by the Mayor and Council with respect to this Contract. The terms “relative” and “substantial interest” have the meanings assigned in A.R.S. § 38-502

The City may disqualify Offeror from further participation in the solicitation process if the City determines that any City employee or official involved in this Solicitation process has an actual or apparent conflict of interest or if Offeror has engaged in any collusion or anti-competitive practices.

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D.14. WITHDRAWAL OF OFFER; BINDING OFFER

By submitting an Offer in response to this Solicitation, Offeror is offering to enter into the Contract with the City. Offeror may withdraw a submitted Offer at any time prior to the Offer Submittal Deadline.

Telephonic or oral withdrawals are not effective.

Offeror cannot withdraw an Offer that is in “submitted” status as of the Offer Submittal Deadline unless the Director of the Business Services Department consents in writing to the withdrawal. The Offer will be irrevocable for 90 days after the Offer Submittal Deadline.

D.15. DISCUSSIONS

The City may, at its discretion, conduct discussions with Offeror for the purpose of eliminating minor irregularities, informalities, or apparent clerical mistakes in Offeror’s submittal in order to clarify the offer and assure full understanding of, and responsiveness to, solicitation requirements.

D.16. VENDOR REGISTRATION; BUSINESS LICENSE

In order to be eligible for award of a Contract, Offeror must:

A. Register with the City’s Business Services Department. Registration can be completed at https://procurement.opengov.com/portal/tucson-az

B. Obtain a City of Tucson Business License or a written determination from the City's Business License Section that a license is not required. For questions contact the City's Business License Section at

(520) 791-4566 or email at license@tucsonaz.gov mailto:license@tucsonaz.gov

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E. OFFER EVALUATION AND CONTRACT AWARD

E.1. PROPOSAL EVALUATION CRITERIA – (listed in relative order of importance)

A. Qualifications & Experience

B. Price Proposal

C. Method of Approach

E.2. INTERVIEWS

The City may interview some or all of the offerors at any point during the evaluation process. If interviews are conducted, information provided during the interview process will be taken into consideration in the evaluation process. The City will not reimburse the Offeror for any costs Offeror incurs during its participation in the interview process.

E.3. ADDITIONAL INVESTIGATIONS

The City may undertake any additional investigations it deems appropriate to evaluate the competence and financial stability of any offeror.

E.4. OTHER INFORMATION

Information that evaluation committee members have about an offeror beyond what is provided in the offeror’s Offer may be taken into consideration during the evaluation process.

E.5. PRICE

A. Tax Offset Policy. If applicable under Section 28-18(6) or Section 28-17(7)(d) of the Tucson Procurement Code, the City will include the amount of all business privilege taxes other than the City’s in evaluating the pricing component of each Offer.

B. Payment Discounts. Any discounts offered by Offeror for payments made within 21 calendar days or more will be deducted from the proposed price in evaluating an offeror’s pricing.

However, the City may take advantage of any early- or timely-payment discounts offered by a vendor. Any proposed payment discount will apply to all purchases and to all payment methods

E.6. CITY’S RIGHT TO WAIVE DEFECTS OR REJECT OFFERS

Notwithstanding any other provision of this solicitation, the City may:

A. Waive any immaterial defect or informality; or

B. Reject any or all submittals, or portions thereof; or

C. Reissue the solicitation.

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E.7. CONTRACT NEGOTIATIONS

At the City’s discretion, it may negotiate with one or more responsible offerors to agree upon the final conditions, terms and price of the Contract. In doing so, the City will treat offerors fairly and will not disclose to any offeror information from responses submitted by other offerors. Exclusive or concurrent negotiations do not constitute a contract award and do not confer any rights to the offerors participating in such negotiations. In the event the City deems that negotiations are not progressing, the City may formally terminate these negotiations and may enter into concurrent or exclusive negotiations with the next most qualified firm(s).

E.8. AWARD OF CONTRACT

A Contract is created when, and only when, it is formally awarded, which occurs when the Business Services Director and the City Attorney sign the Offer and Acceptance page of the Successful Offeror’s submittal. When a Contract is awarded, the City will send the Contractor a Notice of Award.

The City may first issue a Notice of Intent to Award to the Successful Offeror(s). Offeror, if it receives a Notice of Intent to Award from the City, must sign and file with the City, within ten (10) days after receipt of the Notice, all documents necessary for execution of the Contract. A Notice of Intent to Award does not create a contract. Only a subsequent formal award, as described above, creates a Contract.

E.9. MULTIPLE AWARDS

The City, at its sole discretion, may award multiple Contracts.

E.10. SUBMITTAL RESULTS

After the City issues a Notice of Award, the City will post the name(s) of the Successful Offeror(s) on the Business Services Department’s Internet site at https://procurement.opengov.com/portalucson-az/contracts

E.11. PROTESTS

Any interested party, may, in accordance with Article IX of the Tucson Procurement Code, protest either this solicitation or the award of a Contract under this solicitation. A protest based on alleged improprieties in this solicitation must be filed no later than five (5) working days before the Proposal Submittal Deadline. A protest of a proposed or actual award must be filed no later than ten (10) calendar days after the City issues a Notice of Intent to Award or, if no Notice of Intent to Award is issued, after the City issues a Notice of Award.

A protest must be made in writing and filed with the Contract Officer. It must include:

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

B. The signature of the protestant or its representative;

C. The solicitation or Contract number;

D. A detailed statement of the legal and factual grounds for the protest along with copies of all relevant documents; and https://procurement.opengov.com/portalucson-az/contracts https://procurement.opengov.com/portalucson-az/contracts

BUSINESS SERVICES DEPARTMENT Page 17 of 39

E. The form of relief requested.

BUSINESS SERVICES DEPARTMENT Page 18 of 39

F. EVALUATION PHASES

No. Evaluation Criteria Scoring Method Weight (Points)

BUSINESS SERVICES DEPARTMENT Page 19 of 39

1. Qualifications & Experience

A. Describe your firm’s relevant experience and qualifications in regards to the Scope of Work.

B. Offeror shall provide a brief history of organization, including:

2.1 Number of

Employees

2.2 Years in Business

2.3 Locations, including;

2.3.1 Physical

Address

2.3.2 Service

Area

2.3.3 Phone

and Fax Numbers

3. Offeror shall provide three

(3) relevant references. Each reference should include:

3.1 Reference Name

3.2 Address

3.3 Contact Name

3.4 Contact

Information (phone number and email) D. Offeror shall identify all key personnel for the resulting contract. Please provide an

Organizational Chart clearly identifying key personnel and the following information for each individual, to include sub-contractors:

4.1 Name

4.2 Title/Role

4.3 Qualifications

4.4 Duties, responsibilities and

reporting relationships

4.5 Specific

qualifications in regards to this solicitation

4.6 Certifications (if

applicable) D. Has the firm, parent corporation or any affiliated

N/A N/A

BUSINESS SERVICES DEPARTMENT Page 20 of 39 subsidiary or commonly owned corporation thereof, or any officers of the aforementioned been convicted of any regional violations of any Federal, State or Local statutes, ordinances and/or regulations relating to

Courier Services?

1. If so, what was the nature of the violation?

2. Please provide this information for all proposed subcontractors.

D. Offerors shall be fully licensed, permitted and insured.

3. Provide copies of the following:

a. Any valid license

b. Any valid permits

c. Insurance

7. Provide detailed qualifications for the main Point of Contact, including on-call and or emergency contacts.

7.1 Name

7.2 Contact Information

7.3 Licenses and

Certifications

7.4 Resume

7.5 Work History

2. Price Proposal Provide price proposal as requested on the Price Page attached herein.

BUSINESS SERVICES DEPARTMENT Page 21 of 39

3. Method of Approach

A. Offeror shall provide a point by point narrative response to each item in the Scope of Work section of this

RFP.

B. Offeror shall provide a detailed outline explaining how services would be performed under this contract.

C. Offeror certifies that their vehicles have and will continue to have passed state vehicle emissions requirements, maintain current registrations, and maintain license plate tags for the duration of the contract.

D. Offeror shall describe criteria used for staff member selection, screening efforts made of prospective personnel, and training program offered to employees.

BUSINESS SERVICES DEPARTMENT Page 22 of 39

G. PRICING

Line Item Description Quantity Unit of Measure

Unit Cost Discount

Total

ONE Monthly Courier Services

1 Each

TOTAL

BUSINESS SERVICES DEPARTMENT Page 23 of 39

H. SPECIAL TERMS AND CONDITIONS

H.1. AVAILABILITY OF FUNDS FOR THE NEXT FISCAL YEAR

Funds are not presently available for performance under this Contract. The City's obligation for performance of this Contract is contingent upon the availability of funds from which payment for Contract purposes can be made. No legal liability on the part of the City for any payment may arise for performance under this Contract until funds are made available for performance of this Contract.

H.2. COOPERATIVE PURCHASING

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

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

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

H.3. LIVING WAGE REQUIREMENTS

Contractor will comply with all applicable provisions of the City’s Living Wage Ordinance (Article XIV of the Tucson Procurement Code). Contractor will, upon request, affirm in writing that Contractor is in compliance and will provide City with information and documentation demonstrating that compliance.

The City’s Living Wage ordinance can be found at the following link:

https://tucsonprocurement.com/bidders_livingwage.aspx.

H.4. PRICE ADJUSTMENT

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

H.5. TERM AND RENEWAL

The term of the Contract will commence when awarded to Contractor and remain in effect for a period of one (1) year, unless terminated, canceled or extended as otherwise provided herein. The City may, at its sole option, extend the Contract's term for up to four (4) additional one-year periods or portions thereof.

http://www.tucsonprocurement.com/coop_partners.aspx http://www.mesaaz.gov/home/showdocument?id=23638 https://tucsonprocurement.com/bidders_livingwage.aspx

BUSINESS SERVICES DEPARTMENT Page 24 of 39

I. INSURANCE REQUIREMENTS

I.1. Required Insurance Policies

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

I.2. Commercial General Liability

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

A. Each Occurrence: $1,000,000

B. General Aggregate: $2,000,000

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

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

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

I.3. Commercial Automobile Liability

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

I.4. Worker's Compensation

Policy must have coverage limits no lower than:

A. Per Occurrence: Statutory

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

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

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

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

BUSINESS SERVICES DEPARTMENT Page 25 of 39

I.5. Professional Liability (Errors & Omissions)

Policy must have coverage limits no lower than:

A. Each Claim: $1,000,000

B. Annual Aggregate: $2,000,000

I.6. Professional Liability - Technology Errors & Omissions

Policy must have coverage limits no lower than:

A. Each Claim: $1,000,000

B. General Aggregate: $2,000,000

I.7. Policy Change Notice

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

I.8. Additional Insured

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

I.9. Claims-Made Coverage

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

I.10. Additional Requirements

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

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

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

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

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

BUSINESS SERVICES DEPARTMENT Page 26 of 39

I.11. Verification of Coverage

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

B. Contractor must deliver the certificates directly to the Procurement Division of the City’s Business Services Department before the Contractor commences work under this Contract.

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

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

I.12. Subcontractors

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

I.13. Public Entities

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

I.14. Sufficiency of Coverage

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

BUSINESS SERVICES DEPARTMENT Page 27 of 39

J. STANDARD TERMS AND CONDITIONS

J.1. ADVERTISING

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

J.2. COMPLIANCE WITH LAWS

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

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

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

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

J.3. GOVERNING LAW AND VENUE

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

J.4. ARBITRATION

Notwithstanding any other provision in this Contract, no agreement by the City to arbitrate a dispute is binding unless given expressly and in writing after execution of this Contract. However, if both parties agree, disputes may be resolved through arbitration following the process in A.R.S. § 12-1501, et seq.

Contractor must continue to perform under this Contract without interruption, notwithstanding the provisions of this section.

J.5. ASSIGNMENT

Contractor may not assign its rights or obligations under this Contract without the prior written permission of the City's Business Services Director. The City will not unreasonably withhold approval for a requested assignment.

J.6. SUBCONTRACTS

Contractor may not enter into any subcontracts for work under this Contract without the advance written approval of the City's Business Services Director. All subcontracts will incorporate all the terms and

BUSINESS SERVICES DEPARTMENT Page 28 of 39 conditions of this Contract. Contractor is responsible for contract compliance and quality of work of any subcontractors used.

J.7. PROTECTION OF CITY PROPERTY

If this Contract requires Contractor to perform any work on City-owned property, Contractor will use reasonable care to avoid damaging existing buildings, equipment, and vegetation (such as trees, shrubs, and grass) on the property. Contractor will replace or repair any damage caused by Contractor or any employee, agent, or subcontractor of Contractor, at no expense to the City. If Contractor fails or refuses to make such repair or replacement, the City will estimate the cost of repair and, upon receiving an invoice from the City for that estimated cost, Contractor will pay the City the invoiced amount. City may, at its discretion, instead deduct the amount from any payments due Contractor under this or any other City contract.

Contractor will, during the course of its work on City property, keep the work area, including any storage areas used by the Contractor, free from accumulation of waste material or rubbish. Upon completion of the work, Contractor will leave the work area in a clean and neat condition, free of any debris, and will remove any non-City-owned materials or equipment or other personal property that it has caused to be located on the City property.

J.8. COMMENCEMENT OF WORK

Contractor will not commence any billable work or provide any material or service under this Contract until Contractor receives a purchase order or is otherwise directed to do so, in writing, by the City.

J.9. CONFIDENTIALITY OF RECORDS

Contractor will establish and maintain procedures to ensure that no information contained in its records or obtained from the City or from others in carrying out its functions under this Contract is used or disclosed by it, its agents, officers, or employees, except as required to efficiently perform its duties under the Contract, and will take appropriate measures to protect any personal identifying information of any individuals.

J.10. CONTRACT ADDENDA; ADDITIONAL WORK

This Contract may only be amended by a written agreement signed by the parties. The City’s Business Services Director or their designee may, on behalf of the City (1) approve and execute any addenda, change orders, or supplemental written agreements; and (2) grant time extensions or contract renewals. Except in the case of a documented emergency, Contractor will not perform any work under this Contract that exceeds the scope of work or contract amount unless a formal addendum or change order has first been approved and executed by the City.

J.11. ENTIRE CONTRACT; INTERPRETATION

This Contract, which includes all the conditions and requirements set forth in the Solicitation and all addenda to the Solicitation, all the Special Terms and Conditions and Standard Terms and Conditions, and all the terms of the Offer submitted by Contractor as finally negotiated and accepted by the City, BUSINESS SERVICES DEPARTMENT Page 29 of 39 constitutes the entire agreement of the parties regarding the services described in the Scope of Work and will prevail over any and all previous agreements, contracts, proposals, negotiations, purchase orders, or master agreements in any form.

No course of prior dealings between the parties and no usage of the trade will be deemed to supplement or explain any term used in the Contract.

J.12. SEVERABILITY

The provisions of this Contract are severable. If any provision or application of a provision of this Contract is held to be invalid, that will not affect the validity of any other provision or application of a provision that can remain meaningfully effective without the invalidated provision or application.

J.13. DUPLEXED/RECYCLED PAPER

Whenever practicable, all printed materials produced by Contractor in the performance of this Contract will be duplexed (two-sided copies), printed on recycled paper, and labeled as such.

J.14. NON-DISCRIMINATION

Contractor will comply with all provisions and requirements of Arizona Executive Order 2009-09, which is hereby incorporated into this Contract, including flow-down of all provisions and requirements to any subcontractors. During the term of this Contract, Contractor will not discriminate against any employee, client, or any other individual in any way because of race, color, religion, ancestry, sex, age, disability, national origin, sexual orientation, gender identity, familial status, and/or marital status.

J.15. DELIVERABLES PROPERTY OF CITY; NO LIENS

All services, information, computer program elements, reports and other deliverables created under this Contract are the sole property of the City and may not be used or released by Contractor except with the City’s prior written permission.

All deliverables supplied to the City under this Contract will be free of all liens and encumbrances.

J.16. FEDERAL IMMIGRATION LAWS AND REGULATIONS

Contractor warrants and will require each subcontractor performing work on this Contract to warrant that it will comply with all federal immigration laws and regulations that relate to its employees and with the requirements of A.R.S. § 23-214(A). A breach of this warranty will be deemed a material breach of this Contract that is subject to penalties up to and including termination of this Contract. City may inspect the records of any employee of Contractor or any subcontractor performing work on this Contract to monitor Contractor’s and its subcontractors’ compliance with this warranty.

J.17. FORCE MAJEURE

Except for payment of sums due, neither party will be liable to the other nor deemed in default under this Contract if and to the extent that such party's performance of this Contract is prevented by reason of Force Majeure. The term "Force Majeure" means an occurrence that is beyond the control of the

BUSINESS SERVICES DEPARTMENT Page 30 of 39 party affected and occurs without its fault or negligence.