Northwest_Well_Treatment_Facility_(Addendum_#2_Revision).pdf

CITY OF TUCSON

REQUEST FOR QUALIFICATIONS

240220

NORTHWEST WELL TREATMENT FACILITY

Due Date: Tuesday, July 16, 2024

City of Tucson

255 W Alameda St

Tucson, AZ 85701

Procurement portal https://secure.procurenow.com/portal/tucson-az

Public Portal https://secure.procurenow.com/portal/tucson-az/projects/94279

PUBLISH DATE: June 4, 2024 https://secure.procurenow.com/portal/%7Bproject.government.code%7D https://secure.procurenow.com/portal/%7Bproject.government.code%7D/projects/%7Bproject.id%7D https://secure.procurenow.com/portal/%7Bproject.government.code%7D/projects/%7Bproject.id%7D

CITY OF TUCSON REQUEST FOR QUALIFICATIONS NO. 240220

BUSINESS SERVICES DEPARTMENT Page 2 of 43 SHARED SERVICES PROCUREMENT DIVISION RESPONSIBLE CONTRACT OFFICER: Vanessa Guzman

255 W. ALAMEDA, 6TH FLOOR, TUCSON, AZ 85701 PH: (520) 837-4375

Attachments:

A - OFFER_AND_ACCEPTANCE_RFQ

D - 2 CFR Part 200.321 ARPA DBE Program Provisions E - EID WIFA COT Northwest Wellhead Treatment F - WIFA Complete Contract Package for Professional Services G - TW TM-Northwest Area Wells Alternatives Evaluation Dec 2020 H - TW TM-Updates to Northwest Area Wells Alternatives Evaluation Aug 2022 I - COT ARPA Terms and Conditions

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A. Notice of Request for Qualifications

A.1. City of Tucson

NOTICE OF REQUEST FOR QUALIFICATIONS NO. 240220

PROFESSIONAL DESIGN SERVICES FOR Northwest Well Treatment Facility

Pursuant to ARS Title 34, notice is hereby given that the City of Tucson, hereinafter referred to as "COT" is conducting a competitive Two-Step Process to retain ONE (1) Firm to provide Professional Design Services. The City is seeking firms (hereinafter referred to as “Consultant”) to provide consultant services in the form of a multi-disciplinary team.

The City invites interested firms to submit written Statements of Qualifications relating to this solicitation.

A Screening Committee will evaluate firms’ qualifications and experience with similar projects (Step 1). Up to THREE (3) firms determined to be best qualified will then be invited to participate in a presentation/interview (Step 2) with the highest rated firm then entering into contract negotiations with the City.

Questions must be addressed to the Contract Officer listed in the solicitation.

SUBMITTAL DUE DATE: Tuesday, July 16, 2024 AT 2:00 pm LOCAL AZ TIME

PRE-SUBMITTAL CONFERENCE DATE: Tuesday, June 25, 2024

TIME: 10:00 am

LOCATION: MICROSOFT TEAMS VIRTUAL MEETING

Join on your computer, mobile app or room device

CLICK HERE TO JOIN THE MEETING

Meeting ID: 231 264 548 297 Passcode: YnfANL

Or call in (audio only) +1 213-293-2303,,28450371# United States, Los Angeles Phone conference ID: 284 503 71#

QUESTIONS SHALL BE DIRECTED TO: Vanessa Guzman

(520) 837-4375 vanessa.guzman@tucsonaz.gov

Publication Dates: Thursday, June 6 and Thursday, June 13 published in The Daily Territorial https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZjJkMTA3NDgtY2NlNS00NDU5LThhY2QtY2JlZWVmNTE0OTNh%40thread.v2/0?context=%7b%22Tid%22%3a%22d21e59ec-c208-43eb-aaf1-cf06d9a196e0%22%2c%22Oid%22%3a%22de1302c3-4c28-4ff5-92ab-edd57dfd8a44%22%7d tel:+12132932303,,28450371

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B. Introduction

B.1. Summary

The City of Tucson (City) is requesting professional services and design of the Northwest Well Treatment Facility that will treat raw water from three wells for perfluoroalkyl substances (PFAS) and 1,4-dioxane and provide up to 3.7 MGD of potable water to the northwest portion of the service area.

The northwest area currently has limited capacity and redundancy, due to PFAS and 1,4-dioxane in the groundwater supply. The objective for this project is to restore lost capacity and redundancy by treating the elevated levels of PFAS and 1,4-dioxane and maintaining a high level or service to Tucson Water customers.

B.2. Contact Information

Vanessa Guzman Contract Officer Email: vanessa.guzman@tucsonaz.gov Phone: (520) 837-4375 Department:

Water Department mailto:vanessa.guzman@tucsonaz.gov tel:(520)837-4375

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C. Scope of Work

C.1. Overview

Nine wells in the northwest portion of Tucson Water’s service area were taken out of service in 2016 due to groundwater monitoring results indicating the presence of 1,4-dioxane and Per substances (PFAS), particularly perfluorooctane sulfonic acid (PFOS) and perfluorooctanoic acid (PFOA) above the Safe Drinking Water Act (SDWA) Health Advisory (HA). Due to the air-gapping of these nine wells, the northwest area is limited in capacity, and potable water is conveyed from long distances through a single pipeline.

With the goal of bringing back potable water capacity and system redundancy lost due to groundwater contamination to the northwest area, the City commissioned an evaluation that developed blending approaches and treatment process technologies for PFAS, 1,4-dioxane, and/or TCE for nine wells (Carollo, 2020; Carollo, 2022) [Attachments G and H]. Three clusters were identified based on the location of these wells and feasibility of centralized treatment. This scope of work includes one centralized treatment facility for well sites Z-013, Z-014, and Z-015, which could provide a combined flow rate up to 3.7 MGD to the potable system. The Northwest Well Treatment Facility will treat for PFAS and 1,4-dioxane and will be located at well site Z-013 due to its proximity to a 42-inch main, which serves a large portion of Tucson Water’s northwest service area.

The City is requesting professional engineering services from a design consultant for:

• Well equipping for three new or rehabilitated wells located at sites Z-013, Z-014, and Z-015 and piping to the property line

• Conveyance from well sites Z-014 and Z-015 to the centralized treatment site at Z-013 and the replacement discharge main from well site Z-013 to the potable water 42-inch main at Camino De Oeste

• A treatment facility for PFAS and 1,4-dioxane utilizing UV Advanced Oxidation process (AOP) and granular activated carbon (GAC) contactors and ancillary equipment.

The construction delivery method will be via a construction manager at risk (CMAR).

At minimum, the scope of work includes the following. The consultant will provide a detailed scope of work with additional items deemed necessary.

A. Project Management

B. CMAR Procurement Support and Coordination

C. Pipeline Route Refinement

D. Preliminary Design

E. Development of Early (guaranteed maximum price) GMP Specifications for Long-Lead Equipment

F. Detailed Design

G. Permitting and Regulatory Support

H. Construction Services

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C.2. Project Management

Project management requirements include:

A. Monthly schedule updates

B. Monthly progress meetings and meeting summaries

C. Monthly budget monitoring

D. Subconsultant management

C.3. CMAR Procurement Support and Coordination

CMAR Procurement Support

The consultant will support the City during the CMAR selection process by assisting in preparation of the CMAR request for qualifications (RFQ), attending and supporting the City at CMAR pre-submittal meeting, and reviewing CMAR statements of qualification. CMAR RFQ advertisement is planned to occur at the beginning of the project.

CMAR Coordination

Once the CMAR is under contract, the consultant will organize and facilitate meetings with the CMAR to provide a project overview. Feedback will be solicited from the CMAR through the remainder of the project, and the CMAR will be included in project progress meetings and correspondence that pertain to the CMAR. The consultant will assist the City in reviewing CMAR’s GMP scope, cost packages, and schedules.

C.4. Site Plan Development for Well Drilling

Wells Z-013, Z-014, and Z-015 have been proposed for extraction and treatment at well site Z-

013. Tucson Water is assessing if wells need to be rehabilitated or redrilled. The consultant will provide up to 3 site plan iterations for each site with the Tucson Water title block and in CAD for City consecutive review. The site plan is needed for well redrilling locations. Wells must be tested prior to completing 60% design for the other components of the project.

Consultant will develop a memorandum summarizing a plan for well replacement and/or rehabilitation, well permitting, well placement, design, construction, development, and testing. Consultant will revise the plan based on Tucson Water comments prior to implementation. Consultant will work with CMAR to implement plan for well drilling.

A. Design consultant will provide Well Design and Depth of well with collaboration with Tucson Water Hydrology department. Tucson Water historical well documentation and video log results will be shared with the successful Consultant for review. Tucson Water Hydrology will provide a word document with specifications and requirements for the well drilling.

B. All permits will be completed by CMAR contractor, with assistance from the Design Consultant and Tucson Water. This includes final installation report of well.

C. Construction Management will be performed by Design Consultant, Tucson Water Hydrology will provide input as needed.

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C.5. Pipeline Route Refinement

Consultant will provide up to three potential pipeline alignments based on preliminary assessment of rights-of-way, known utilities, wash crossings, topography, traffic impacts, cultural resources, and any other applicable screening factors.

C.6. Preliminary Design

The preliminary design will include a new PFAS and 1,4-dioxane treatment facility at well site Z-013, conveyance pipelines, and well equipping at well sites Z-013, Z-014, and Z-015. Tucson Water will provide the pressure of the 42-in main where the treated water will tie into the system. The consultant will provide a hydraulic analysis and transient analysis if no forebay is recommended for the treatment system.

Preliminary design will include:

• Equipment design criteria

• Hydraulic modeling from the wells to the distribution system including the raw water and treated water pipelines

• Water quality analysis, including a post treatment water quality analysis ensuring that the treated water meets the Lead and Copper Rule Revisions (LCRR) corrosion control requirements

• Preliminary power requirements and feasibility for powering the facility with a generator in case of emergency. The generator would be stored offsite. If powering the facility with a generator is feasible, and if Tucson Water would like to be able to power this facility with a generator, add a transfer switch and generator connections in detailed design.

• Preliminary drawings equivalent to a 30% design will include, but are not limited to:

o Preliminary site layout o Preliminary pipeline route o Process flow and instrumentation diagram o Electrical load projections and one-line diagram o Process and instrumentation diagrams (P&IDs) o Control and communications schematic and description.

• Preliminary major equipment specifications:

o Ultraviolet treatment equipment o GAC contactors

The preliminary design will be summarized in a preliminary design report and submitted to the City for review. The final design report will be completed after detailed design.

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C.7. Develop Early GMP Specifications for Long-Lead Equipment

The consultant will work with the CMAR and the City to identify long lead equipment and provide a plan for the CMAR to procure long lead equipment early for the purposes of the overall schedule. Early procurement by the CMAR will be accomplished via a GMP proposal developed by the CMAR during project design. Consultant will develop technical specifications with specific acceptable manufacturers for early procurement identified by the project team (City, Consultant, and CMAR). Early procurement equipment is anticipated to include the following:

• Ultraviolet treatment equipment

• GAC Contactors

• Major pumps, motor and valves, as required

• Major electrical, instrumentation, control equipment, as required

• Station Control Panel

• Others identified by the project team

The CMAR will be responsible for packaging procurement documents with the consultant’s technical documents.

C.8. Detailed Design

Detailed design will begin after the CMAR has reviewed the preliminary design report and provided a preliminary cost opinion for the preliminary design. Detailed design will include pre-design activities, detailed design, and 3D renderings for use in public information documentation. Detailed design components include:

• Well equipping for three new or rehabilitated wells located at sites Z-013, Z-014, and Z-015 and piping to the property line

• Conveyance pipeline from wells at Z-015 and Z-014 to well site Z-013 and potable pipeline from well site Z-013 to the 42-inch main on Camino De Oeste

• A treatment facility for PFAS and 1,4-dioxane utilizing UV Advanced Oxidation process (AOP) and granular activated carbon (GAC) contactor technologies

Pre-Design Activities

Pre-design activities include:

• Land survey and mapping in Arizona State Plane NAD1983 HARN State Plain AZ Central FIPS (International Feet) with a Basis of Elevation as NAVD88.

o Tucson Water has completed portions of the topographic survey.

o Aerial mapping and imagery

• Right-of-way and easement assessment

• Utility investigations

• Floodplain investigations

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• Cultural resources investigations

• Native Plant Preservation Ordinance (NPPO)

• Geotechnical evaluations

• Potholing plan

• Prepare and hold a meeting with Tucson Water Maintenance to discuss preferred equipment like electrical equipment, instruments, pumping equipment, motors, specialty valves, and safety equipment.

• Coordinate with Tucson Water Disinfection for design extents of chlorination system.

Detailed Design

The design package will include design documents for competitive bidding purposes.

Design deliverables will be as follows:

Drawings and specifications for 60 percent, 90 percent, and Agency Review will be provided in electronic (pdf) format.

Final design submittals will include:

• Two half size sets of drawings, 11 inches by 17 inches

• Two sets of bound specifications

• Electronic (pdf) set of sealed drawings and specifications

• Electronic copies of drawings in AutoCAD

• Electronic copies of survey files

• Electronic (pdf) set of the Design Report

The following standards will be used for design and construction:

A. Tucson Water Specifications and Details, 2017 Edition

B. Tucson Water Design Standards Manual, 2005 Edition

C. Tucson Water Design Standards Illustrations, 2023 3 Edition

D. Tucson Water Standard Details for Facilities provided by Tucson Water

E. Pima Association of Governments (PAG) Standard Specifications and Details for Public Improvements, 2015 Edition

F. ADEQ Engineering Bulletins 8 and 10.

G. American Water Works Association (AWWA) standards.

Renderings and Public Outreach Support

Consultant will produce a 3D digital rendering of the final site design for use in publicly available documentation. Supporting information and documentation for public outreach efforts led by Tucson Water Public Information Office may be requested.

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C.9. Permitting and Regulatory Coordination

The consultant shall prepare studies, documents, drawings, and applications required to obtain all necessary permits for construction. The consultant shall submit applications for all required permits on the City’s behalf, and work through the review processes to obtain permit approvals. Well site Z-013 comprises of two parcels: Parcel 225370990 is in unincorporated Pima County and is zoned CR-3 (Single Residence), and Parcel 22536014G is in the Town of Marana and is zoned VC Village Commercial. Well sites Z-014 and Z-015 are within the Town of Marana city limits. Consultant is responsible for identifying required changes in zoning, if needed.

Anticipated permitting agencies and permits include, but are not limited to:

• Town of Marana Development Services development plan, building permit, and right-of-way permit

• Pima County Development Services, if needed

• ADEQ Approval to Construct and Approval of Construction Permits

• Arizona Department of Water Resources (ADWR) permit preparation

• WIFA has determined that the project requires an Environmental Information Document (EID).

SWCA is contracted directly with WIFA to produce this document. The consultant will make the City aware of any changes to the project that will impact the EID.

The consultant will be responsible for WIFA compliance documentation.

C.10. Construction Phase Services

The consultant will provide construction administration and resident engineering and inspection services during the CMAR construction efforts for treatment plant construction and well equipping.

Services will include:

• Attendance at construction progress meetings

• Resident engineering and inspections, as needed

• Special inspections

• Coordinate with Tucson Water Construction Department for the duration of construction and notify them of all scheduled activities. Tucson Water will provide inspections for pipeline work.

• Review of submittals, shop drawings, request for information (RFI), and design clarifications

• Review and evaluate change requests or value engineering proposals

• Prepare sealed as-builts that include contractor markups, consultant markups, Tucson Water Inspector’s markups, and all documented changes from submittals, RFIs and design clarifications

• Provide all final submittals to Tucson Water upon Substantial Completion

• Inform CMAR of all needed permits, including potential noise permit, dust control permit, SWPP, water discharge permits, etc.

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• Ensure CMAR surveys below-ground piping, equipment, electrical conduits, and any other under-grade points prior to backfilling.

C.11. Post Construction Phase Services

Post construction services will be done in close coordination with the City and the CMAR. Post construction services includes:

• Prepare a start-up plan

• Prepare and hold up to three start up meetings with Tucson Water, consultant, and CMAR prior to start up.

• Coordinate with Tucson Water and CMAR to assess and exercise electrical and instrumentation prior to start up.

• Prepare an operation and maintenance manual

• Coordinate operator training for major equipment including UV AOP, GAC contactors, and desanders.

• Preparation of a water quality sampling plan for compliance and operation of the treatment system.

• As-needed instrumentation and control support during and after startup.

• Coordinate with Tucson Water Public Information Office on startup activities.

C.12. Project Assumptions

Consultant will ensure professional services and designs align with requirements of the WIFA loan agreement including the use of American Iron and Steel (AIS), DBE Program Requirements, Contract Work Hours Safety Standards Act, and Build America, Buy American (BABA) Act and other requirements.

References

Carollo Engineers, Inc. Impacts of Targeted Emerging Contaminants on Water Supplies and Capital Assets: Technical Memorandum: Northwest Area Wells Alternatives Evaluation, December 2020 (Attachment G).

Carollo Engineers, Inc. Impacts of Targeted Emerging Contaminants on Water Supplies and Capital Assets: Technical Memorandum: Updates to Northwest Area Wells Alternatives Evaluation, August 2022 (Attachment H).

Water Infrastructure Finance Authority of Arizona Environmental Information Document, Northwest Wellhead Treatment Project, SWCA, March 2024 (Attachment E).

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D. Instructions to Offerors

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

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

City: The City of Tucson, Arizona

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

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

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

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

May: Indicates something that is not mandatory but permissible.

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

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

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

D.2. PRE-SUBMITTAL CONFERENCE

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

D.3. INQUIRIES

Any question related to the Request for Qualifications shall be directed to the Contract Officer. An offeror shall not contact or ask questions of the department for whom the requirement is being procured.

The Contract Officer may require any and all questions be submitted in writing. Offerors are encouraged

BUSINESS SERVICES DEPARTMENT Page 13 of 43 to submit written questions via the Question and Answers section or electronic mail, at least five days prior to the submittal due date. Any correspondence related to a solicitation should refer to the appropriate Request for Qualifications number, page and paragraph number. Oral interpretations or clarifications will be without legal effect.

D.4. ADDENDUM OF REQUEST FOR QUALIFICATIONS

The Offeror shall acknowledge receipt of a Request for Qualifications Addendum through the City’s online bidding system by the specified due date and time.

D.5. FAMILIARIZATION OF SCOPE OF WORK

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

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

D.6. PREPARATION OF STATEMENT OF QUALIFICATIONS

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

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

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

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

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

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

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

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D.7. SUBMITTAL FORMAT

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

D.8. EXCEPTIONS TO CONTRACT PROVISIONS

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

D.9. PUBLIC RECORD

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

D.10. CONFIDENTIAL INFORMATION

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

D.11. CERTIFICATION

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

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

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

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

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

D.12. WHERE TO SUBMIT STATEMENT OF QUALIFICATIONS

In order to be considered, Offeror must, no later than the Offer Submittal Deadline, submit its Offer electronically through the City’s online bidding system, https://procurement.opengov.com/portal/tucson-az

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

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

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

WILL NOT BE CONSIDERED.

D.13. LATE SUBMITTALS

Late submittals will be rejected.

D.14. OFFER PERIOD

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

D.15. WITHDRAWAL OF SUBMITTAL

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

Telephonic or oral withdrawals shall not be considered.

D.16. CONTRACT NEGOTIATIONS

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

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D.17. VENDOR APPLICATION

Prior to the award of a Contract, the successful offeror shall register with the City’s Business Services Department. Registration can be completed at http://www.tucsonprocurement.com/ by clicking on Vendor Registration for Purchase Orders. Please note that email notifications of newly published solicitations and addenda will be provided to those vendors that select email as their preferred delivery method in their vendor record through the City's Online Bidding System.

D.18. CITY OF TUCSON 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/portalucson-az.

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

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

D.19. UPON NOTICE OF INTENT TO AWARD

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

D.20. AWARD OF CONTRACT

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

A. waive any immaterial defect or informality; or

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

C. reissue the Request for Qualifications.

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

D.21. SUBMITTAL RESULTS

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

https://procurement.opengov.com/portalucson-az mailto:license@tucsonaz.gov https://procurement.opengov.com/portal/tucson-az

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D.22. PROTESTS

A protest shall be in writing and shall be filed with the Director of Business Services. A protest of a Request for Qualifications shall be received at the Business Services Department not less than five (5) working days before the Request for Qualifications due date. A protest of a proposed award or of an award shall be filed within ten (10) days after issuance of notification of award or issuance of a notice of intent to award, as applicable. A protest shall include:

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

B. The signature of the protestant or its representative;

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

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

E. The form of relief requested.

D.23. REQUEST FOR QUALIFICATIONS

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

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

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

D. The City shall enter into negotiations for a contract with the highest qualified person or firm for the professional services or for the construction services. The negotiations shall include consideration of compensation and other contract terms that the City determines to be fair and reasonable to the City. In making this decision, the City shall take into account the estimated value, the scope, the complexity and the nature of the professional services or construction services to be rendered. If the City is not able to negotiate a satisfactory contract with the person or firm considered to be the most qualified at compensation and other contract terms the City determines to be fair and reasonable, the City shall formally terminate negotiations with that person or firm. The City may undertake negotiations with the next most qualified person or firm in sequence until an agreement is reached or a determination is made to reject

BUSINESS SERVICES DEPARTMENT Page 18 of 43 all persons or firms on the short list. If a contract for construction services is entered into pursuant to this subsection, construction shall not commence until the City and contractor agree in writing on a fixed price or a guaranteed maximum price for the construction to be commenced.

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

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E. Selection Process

E.1. SELECTION PROCESS

The selection process is provided below:

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

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

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

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

EVALUATION CRITERIA

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

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F. Special Terms and Conditions

F.1. CONTRACT TERM

The term of this contract shall commence upon award and shall remain in effect for a period to be determined with the selected firm.

F.2. NOTICE TO PROCEED

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

F.3. PRINCIPAL CONSULTANT’S RESPONSIBILITY

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

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

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

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

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

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

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

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F.4. DRAWING, STANDARD DETAILS, ETC.

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

F.5. ADVICE AND CONSULTATION

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

F.6. PUBLIC HEARINGS

The Consultant shall upon request, attend any public hearing on matters related to the scope of professional services set forth in this Contract.

F.7. TIME RECORDS

The Consultant shall maintain complete, current and daily records covering all hours actually worked on this project by the various classes of workers. The City shall have the right to audit and/or examine such records at any time during the progress of this Contract and shall withhold payment if such documentation is found by the City to be incomplete or erroneous.

F.8. WORK SCHEDULE

The consultant shall adhere to any and all work schedules developed under this contract. The work schedule will provide for the completion of services within a specified number of consecutive calendar days following the starting date established by a written notice to proceed. If the Consultant is unable to adhere to the accepted schedule, they shall prepare a justification letter with a proposed revised schedule and submit the same to the City for review and approval. It shall be the sole option of the City to approve any such requests. The City shall be furnished two (2) copies of the original work schedule and two (2) copies after each revision, if any, is approved.

F.9. ADDITIONAL COMPENSATION

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

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

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F.10. OTHER CONTRACTS

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

F.11. COMPENSATION AND METHOD OF PAYMENT

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

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

F.12. INVOICING

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

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

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

F.13. PROJECT AWARD

The City intends to request project specific Statements of Qualifications (SOQs) from all firms awarded under the contract. City staff will review, score and rank the SOQs with highest ranked firm invited to submit a fee proposal and enter into negotiations for the project. Should the City be unable to reach an agreement with the highest ranked firm, negotiations will be terminated and the City may enter into negotiation with the next highest ranked firm for the project.

If this is impracticable, the City may elect to direct select a firm without project SOQs by reviewing initial SOQs submitted during the selection process for evaluation relative to the project requirements. The City will then enter into negotiations the firm deemed be the best qualified for the project.

The City shall not reimburse consultants for the cost of proposal preparation. Each project shall be negotiated and approved by the City Project Manager or designee prior to issuance of Notice to Proceed. The consultant shall not begin any work prior to receipt of Notice to Proceed

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Individual projects not to exceed N/A unless a written wavier is approved by the Business Services Department.

F.14. KEY PERSONNEL

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

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

F.15. DIRECT EXPENSES

Estimated direct expenses shall be submitted to the Project Manager prior to authorization to proceed.

All direct expenses will be compensated at cost with no markup. Travel, mileage and per diem expenses shall be in accordance with General Services Administration (GSA) rates for the Tucson area or for the area that travel is taking place. Vehicle usage, lodging, and per diem expenses for the Contractor’s out of town staff or sub-consultants must be identified and approved in the Contractor’s cost proposal.

Estimated travel expenses shall be submitted to the Project Manager for approval prior to authorization of specific travel. Contractor will make every effort to minimize or eliminate the need for direct expenses and will actively pursue options to consolidate travel/lodging expenses whenever possible.

Contractor shall not be reimbursed for normal business use mileage within Pima County. Contractor shall consider normal computer and telephone usage for daily activities as a part of overhead.

Travel expenses are limited to the total expense resulting from traveling directly to the destination and staying only the number of days necessary to conduct official business. The Contractor is encouraged to arrive earlier or stay longer than is necessary if doing so will result in savings to the City. In some cases, because of airline discount terms, an additional day(s) of travel will result in substantial airfare savings -- enough savings to offset additional lodging and per diem costs. The Contractor shall fly coach when the flight includes both coach and first-class seats. First-class seats may be allowed if coach seats are not available and no other flight can be substituted. Additional fees or fares incurred during air travel must be substantiated by a receipt. The total reimbursement for vehicular transportation shall in no case exceed the amount that would be incurred using air transportation. Travel by personal vehicle shall be reimbursed in accordance with the current Federal per diem rates.