Occupational_Physical_Therapy_Services_(Addendum_#1_Revision).pdf

REQUEST FOR PROPOSAL - PROFESSIONAL

SERVICES

RFP PS-26-0006

OCCUPATIONAL PHYSICAL THERAPY SERVICES

CITY OF PHOENIX

FINANCE CENTRAL PROCUREMENT

251 W WASHINGTON ST.

PHOENIX, AZ

85003

RELEASE DATE: August 29, 2025

DEADLINE FOR QUESTIONS: September 15, 2025

RESPONSE DEADLINE: October 1, 2025, 2:00 pm

City of Phoenix

REQUEST FOR PROPOSAL - PROFESSIONAL SERVICES

RFP PS-26-0006

Occupational Physical Therapy Services

1. INTRODUCTION

2. INSTRUCTIONS

3. SCOPE OF WORK

4. EVALUATION PROCESS

5. STANDARD TERMS AND CONDITIONS

6. SPECIAL TERMS AND CONDITIONS

7. DEFENSE AND INDEMNIFICATION

8. INSURANCE REQUIREMENTS

9. SUBMITTALS

10. PRICING PROPOSAL

Attachments:

A - RFP PS-26-0006 Exhibit A - Scope of Work

B - RFP PS-26-0006 Exhibit B - Fee Schedule

Request For Proposal - Professional Services #RFP PS-26-0006 Title: Occupational Physical Therapy Services

1. INSTRUCTIONS

1.1. Introduction

1.1.1. Contact Information

Daniel Han

Finance Central Procurement

Email: daniel.han@phoenix.gov

Phone: (602) 262-4439

1.1.2. Schedule of Events

The City reserves the right to change dates, times, and locations, as necessary. The City does not always hold a Pre-Offer Conference or Site Visit. All times in the Schedule of Events are

Local Phoenix, AZ Time.

To request a reasonable accommodation or alternative format for any public meeting, please contact the Procurement Officer (Daniel Han) at (602) 262-4439/Voice or 711/TTY, or daniel.han@phoenix.gov, no later than two (2) weeks prior to the meeting.

Solicitation Issue Date: August 29, 2025

Pre-Offer Conference (Non-Mandatory): September 8, 2025, 10:00am

Join from the meeting link https://cityofphoenix.webex.com/cityofphoen ix/j.php?MTID=m5e3fe45481fb9ad865b621

93dbfd4150

Join by meeting number

Meeting number (access code): 2345 309

Meeting password: acEsmjjs823

Written Inquiries Due Date: September 15, 2025, 2:00pm

Offer Due Date: October 1, 2025, 2:00pm

1.2. Description – Statement of Need

The City of Phoenix invites sealed offers for occupational physical therapy services for a five-year contract commencing on or about July 1, 2026 or the “Effective Date” which is upon award by City Council, conditioned upon signature and recording by the City Clerk’s department, as required by the Phoenix City Code, whichever is later, in accordance with the Minimum

Qualifications, the Scope of Work in the Professional Services Agreement and the additional specifications and provisions contained herein.

https://cityofphoenix.webex.com/cityofphoenix/j.php?MTID=m5e3fe45481fb9ad865b62193dbfd4150 https://cityofphoenix.webex.com/cityofphoenix/j.php?MTID=m5e3fe45481fb9ad865b62193dbfd4150 https://cityofphoenix.webex.com/cityofphoenix/j.php?MTID=m5e3fe45481fb9ad865b62193dbfd4150

This solicitation is available through Arizona Relay Service 7-1-1. Please call TTY 800-367-8939 for assistance.

Notwithstanding the foregoing, this Agreement will terminate upon the earliest occurrence: by reaching the end of the term including any extensions exercised, or termination pursuant to the provisions of this Agreement.

It is the intent of this Solicitation to award one or more than one contract; however, the City reserves the right to award the Contract(s) to whomever best meets the criteria set out in this

Solicitation.

1.3. Minimum Qualifications

The qualified and responsive Offeror must meet all minimum qualifications listed below. Should an Offeror fail to meet one of the minimum qualifications identified, the Offer will be disqualified as non-responsive.

A. Offeror must have a minimum of five years’ experience in administering Occupational

Physical Therapy Services as listed in this Solicitation.

B. Offeror must demonstrate they administer Occupational Physical Therapy Services at a minimum of 35 locations throughout the Phoenix Metropolitan area and all within

Maricopa County.

1.4. Agreement Term and Contractual Relationship

Offerors are responsible for reading the agreement and submitting any questions about it in accordance with the process listed in this agreement. By submitting a proposal, each Offeror agrees it will be bound by the agreement. The City anticipates a five-year contract.

Notwithstanding the foregoing, this Agreement will terminate upon the earliest occurrence of any of the following:

• reaching the end of the term and any extensions;

• completing the services set forth in the Scope of Work (the “Services”);

• payment of the maximum authorized compensation; or

• termination pursuant to the provisions of the Agreement.

1.5. Scope of Work and Special Terms and Conditions

Contractor will provide services that will be in accordance with the Scope of Work which may be supplemented with additional detail from time to time during the term of the Agreement, and that are satisfactory to the City. In performing these services, Contractor will also specifically comply with the applicable Supplemental Terms and Conditions that are set forth in Special Terms and

Conditions section. Contractor will provide progress reports to the department designee, or “the

City” per a mutually agreed-upon schedule.

1.6. Instructions

1.6.1. Preparation of Offer

All forms provided must be completed and submitted with the Offer. The signed and completed

Conflict of Interest and Transparency form must be included or your Offer may be deemed non-responsive.

It is permissible to copy Submittal forms if necessary. Erasures, interlineations, or other modifications of the Offer must be initialed in original ink by the authorized person signing the

Offer. No offer will be altered, amended or withdrawn after the specified offer due date and time.

The City is not responsible for Offeror’s errors or omissions.

All time periods stated as a number of days will be calendar days.

It is the responsibility of all Offerors to examine the entire solicitation and seek clarification of any requirement that may not be clear and to check all responses for accuracy before submitting an offer. Negligence in preparing an offer confers no right of withdrawal after due date and time. Offerors are strongly encouraged to:

A. Consider applicable laws and/or economic conditions that may affect cost, progress, performance, or furnishing of the products or services.

B. Study and carefully correlate Offeror’s knowledge and observations with the solicitation and other related data.

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

D. The City does not reimburse the cost of developing, presenting or providing any response to this solicitation. Offers submitted for consideration should be prepared simply and economically, providing adequate information in a straightforward and concise manner. The Offeror is responsible for all costs incurred in responding to this solicitation. All materials and documents submitted in response to this solicitation become the property of the City and will not be returned.

E. Offerors are reminded that the specifications stated in the solicitation are the minimum level required and that offers submitted must be for products or services that meet or exceed the minimum level of all features specifically listed in this solicitation. Offers offering less than any minimum specifications or criteria specified are not responsive and should not be submitted.

1.6.2. Exceptions

If an Offeror has any exceptions to any terms, conditions or material requirements of this

Solicitation including without limitation to the Professional Services Agreement and the Scope of

Work, the Offeror must include a list of all exceptions to the requirements of the Solicitation and attachment documents, if any, and included in the "Exceptions Statement" within the “Vendor

Questionnaire” Section.

• Clearly reference the solicitation provision (ie title, paragraph number and page number)

• Redline the City's provision and provide alternate language

• Offer must explain the reason for the requested change

Note: Submit a Word document with the following columns: 1) RFP Section, Provision number and Title and page number, 2) Copy of City's RFP provision, 3) City's provision with proposed redlines/changes, and 4) explanation/justification for requested change.

Compliance with the above format for Exceptions is mandatory. If Offeror's Submittal does not include a separate Exceptions statement identifying all specific exceptions, as specifically set forth above, the exceptions will be deemed waived by the Offeror. If the Offeror fails to comply with the Exceptions requirements, and refuses to waive exceptions, their offer will be deemed non-responsive.

It is the intent of the City to award a contract on a fair, competitive basis. For this reason, the

City may view any “Exception” in response to any material conditions or requirement of the solicitation, as an attempt by the Offeror to vary the terms of the solicitation which, in fact, may result in giving the Offeror an unfair advantage. For this reason, the City will, at its option, not allow exceptions to any material requirement if, in the opinion of the City, the exceptions alter the overall intent of the solicitation, unless the exception would be of material benefit to the City.

Additionally, the City may, at its option, deem any submittal non-responsive based on exceptions by the Offeror.

1.6.3. Inquiries

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

Portal and must be received by the due date indicated in the Schedule of Events. The City will not consider questions received after the deadline.

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

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

1.6.4. Addenda

The City of Phoenix will not be responsible for any oral instructions made by any employees or officers of the City of Phoenix regarding this solicitation. Any changes will be in the form of an addendum. The Offeror must acknowledge receipt of any/all addenda through the City's

Procurement Portal with their submittal.

1.6.5. Licenses

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

1.6.6. Certifications

By signature in the Offer section of the Offer and Acceptance page(s), Offeror certifies:

• The submission of the Offer did not involve collusion or other anti-competitive practices.

• The Offeror must not discriminate against any employee, or applicant for employment in violation of Federal or State Law.

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

1.6.7. Submission of Offer

Offers must be in possession of the Department on or prior to the exact time and date indicated in the Schedule of Events. Late offers will not be considered. The prevailing clock will be the

City Department’s clock.

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

Response” via https://procurement.opengov.com/portal/phoenix/projects/170516. Offerors that are unable to submit electronically should contact the Procurement Officer to discuss the logistics of hard copy submittals. Offerors must be registered with OpenGov by signing up via https://procurement.opengov.com/signup. Vendor training guides can be found at: https://opengov.my.site.com/support/s/article/ca6d1285-1e48-4a21-bb0d-715edb7794ed

Any original documents (such as bonds, guaranties, powers of attorney), if required by the solicitation, must be separately delivered to and received by the City on or prior to the exact time and date indicated in the Schedule of Events, with a clear indication of the Offer for which it is attributed.

It is the responsibility of the Offeror to ensure that the Offer is timely and to confirm that there are no technical reasons that any offer submitted electronically may be delayed. The date and time on the upload as received/stamped by the City’s Procurement Portal will provide proof of submission and verification whether the Offer was received on or prior to the exact time and date indicated in the Schedule of Events.

For assistance with submittals, vendors are welcome to use the OpenGov support chat (blue chat bubble in the bottom right corner) to connect with a member of OpenGov's support team who will be able to assist you with your submission.

Please DO NOT submit links to Google Docs, Dropbox Paper, or similar services. Your offer may be deemed non-responsive if your offer is supplied utilizing these services.

1.6.8. Withdrawal of Offer

At any time prior to the solicitation due date and time, an Offeror (or designated representative) may withdraw the Offer by clicking “Unsubmit Response” on the Offer submission via the City’s

Procurement Portal.

1.6.9. Offer Results

Offers will be opened on the offer due date, time and location indicated in the Schedule of

Events, at which time the name of each Offeror, and the prices may be read. Offers and other information received in response to the solicitation will be shown only to authorized City personnel having a legitimate interest in them or persons assisting the City in the evaluation.

https://procurement.opengov.com/portal/phoenix/projects/170516 https://procurement.opengov.com/signup https://opengov.my.site.com/support/s/article/ca6d1285-1e48-4a21-bb0d-715edb7794ed

Offers are not available for public inspection until after the City has posted the award recommendation on the City's Procurement Portal.

The City will post a preliminary offer tabulation on the City's Procurement

Portal: https://procurement.opengov.com/portal/phoenix/projects/170516 within five business days of the offer opening. The City will post the information on the preliminary tabulation as it was read during the offer opening. The City makes no guarantee as to the accuracy of any information on the preliminary tabulation. Once the City has evaluated the offers, the City will post an award recommendation on the City's Procurement Portal. By signing and submitting its

Offer, each Offeror agrees that this posting of the award recommendation to the City's

Procurement Portal effectively serves as the Offeror’s receipt of that notice of award recommendation. The City has no obligation to provide any further notification to unsuccessful

Offerors.

1.6.10. Pre-Award Qualifications

A. Upon notification of an award, but before the finalization of the award, the Offeror will have fourteen (14) calendar days to submit the bonding requirements.

B. As part of this solicitation process, Offerors will be required to complete and submit the following:

1. Data Privacy Questions

a. Offeror shall submit their response to the privacy questions in Section 3.2.

Vendor Questionnaire, Question 8 Data Privacy Questions.

2. Vendor Privacy Due Diligence Questionnaire will be sent via email to the Offeror(s) that is/are the best value and most advantageous to the City based on the evaluation criteria.

3. Vendor Security Maturity Questionnaire will be sent via email to Offerors within the competitive range.

The City will assess the Offeror's risk profile based on these submitted documents, aiming to determine if the Offeror's IT security practices align with the required security standards and present an acceptable level of risk. The risk assessment results will be a significant factor in determining the Offeror's pre-award qualification status. Offerors who do not receive a favorable risk assessment may be disqualified from further consideration in the procurement process.

1.6.11. Award of Contract

Unless otherwise indicated, award(s) will be made to the most responsive, responsible

Offeror(s) who are regularly established in the service, or providing the goods, contained in this solicitation and who have demonstrated the ability to perform in an acceptable manner.

A. Factors that may be considered by the City include:

https://procurement.opengov.com/portal/phoenix/projects/170516

1. Technical capability of the Offeror to accomplish the scope of work required in the

Solicitation. This may include performance history on past and current government or industrial contracts; and,

2. Demonstrated availability of the necessary manpower (both supervisory and operational personnel) and necessary equipment to accomplish the scope of work in the Solicitation; and,

3. Safety record; and,

4. Offeror history of complaints and termination for convenience or cause.

B. Notwithstanding any other provision of this solicitation, the City reserves the right to: (1) waive any immaterial defect or informality; or (2) reject any or all offers or portions thereof; or (3) reissue a solicitation.

C. A response to a solicitation is an offer to contract with the City based upon the terms, conditions, and specifications contained in the City’s solicitation. Offers do not become contracts until they are executed by the Chief Procurement Officer or Department

Director. The City requires formal signing of a separate Professional Services Consultant agreement, to include the Standard Terms and Conditions, Special Terms and

Conditions, all of the terms, conditions and specifications contained in this solicitation, and in any addendum.

1.6.12. City's Right to Disqualify for Conflict of Interest

The City reserves the right to disqualify any Offeror on the basis of any real or apparent conflict of interest that is disclosed by the Offer submitted or any other data available to the City. This disqualification is at the sole discretion of the City. Any Offeror submitting an Offer herein waives any right to object now or at any future time, before anybody or agency, including but not limited to, the City Council of the City of Phoenix or any court.

1.6.13. Solicitation Transparency Policy

A. Commencing on the date and time a solicitation is published, potential or actual Offerors or respondents (including their representatives) shall only discuss matters associated with the solicitation with the Mayor, any members of City Council, the City Manager, any

Deputy City Manager, or any department director directly associated with the solicitation

(including in each case their assigned staff, except for the designated Procurement

Officer) at a public meeting, posted under Arizona Statutes, until the resulting contract(s) are awarded to all Offers or responses are rejected and the solicitation is cancelled without any announcement by the Procurement Officer of the City’s intent to reissue the same or similar solicitation. As long as the solicitation is not discussed, Offerors may continue to conduct business with the City and discuss business that is unrelated to the solicitation with the City staff. Offerors may not discuss the solicitation with any City employees or evaluation panel members.

B. Offerors may discuss their proposal or the solicitation with the Mayor or one or more members of the Phoenix City Council, provided such meetings are scheduled through the Procurement Officer, and are posted as open meetings with the City Clerk at least 24 hours prior to the scheduled meetings. The City Clerk will be responsible for posting the meetings. The posted notice shall identify the participants and the subject matter, as well as invite the public to participate.

C. With respect to the selection of the successful Offerors, the City Manager and/or City

Manager's Office will continue the past practice of exerting no undue influence on the process. In all solicitations of bids and proposals, any direction on the selection from the

City Manager and/or City Manager's Office and Department Head (or representative) to the proposal review panel or selecting authority must be provided in writing to all prospective Offerors.

D. This policy is intended to create a level playing field for all Offerors, assure that contracts are awarded in public, and protect the integrity of the selection process. OFFERORS

THAT VIOLATE THIS POLICY SHALL BE DISQUALIFIED. After official Notice is received by the City for disqualification, the Offeror may follow the Protest process, unless the Solicitation is cancelled without notice of intent to re-issue.

E. “To discuss” means any contact by the Offeror, regardless of whether the City responds to the contact. Offerors that violate this policy will be disqualified until the resulting contract(s) are awarded, or all Offers or responses are rejected and the solicitation is cancelled without any announcement by the Procurement Officer of the City’s intent to reissue the same or a similar solicitation. The City interprets the policy as continuing through a cancellation of a solicitation until Council award of the contract, as long as the

City cancels with a statement that the City will rebid the solicitation.

1.6.14. Protest Process

A. Offeror may protest the contents of a solicitation no later than seven days before the solicitation deadline when the protest is based on an apparent alleged mistake, impropriety or defect in the solicitation. Protests filed regarding the solicitation may be addressed by an amendment to the solicitation or denied by the City. If denied, the opening and award will proceed unless the City determines that it is in the City’s best interests to set new deadlines, amend the solicitation, cancel or re-bid.

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

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

D. Offeror may protest an award recommendation if the Offeror can establish that it had a substantial chance of being awarded the contract and will be harmed by the recommended award. The City will post recommendations on the City’s Procurement

Portal to award the contract(s) to an Offeror(s). Offeror must submit award protests within seven days after the posting of the award recommendation, with exceptions only for good cause shown, within the City’s full and final discretion.

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

1. Identification of the solicitation number;

2. The name, address and telephone number of the protester;

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

4. The form of relief requested; and

5. The signature of the protester or its authorized representative.

F. The Procurement Officer will render a written decision within a reasonable period after the protest is filed. The City will not request City Council authorization to award the contract until the protest process is complete. All protests and appeals must be submitted in accordance with the City’s Procurement Code, (Phoenix City Code, Ch. 43), and administrative regulations and any protests or appeals not submitted within the time requirements will not be considered. Protests must be filed with the Procurement Officer.

1.6.15. Public Record

All Offers submitted in response to this solicitation will become the property of the City and become a matter of public record available for review pursuant to Arizona State law. If an

Offeror believes that a specific section of its Offer response is confidential, the Offeror will isolate the pages marked confidential in a specific and clearly labeled section of its Offer response. An Offeror may request specific information contained within its Offer is treated by the

Procurement Officer as confidential provided the Offeror clearly labels the information

“confidential.” To the extent necessary for the evaluation process, information marked as

“confidential” will not be treated as confidential. Once the procurement file becomes available for public inspection, the Procurement Officer will not make any information identified by the

Offerors as “confidential” available to the public unless necessary to support the evaluation process or if specifically requested in accordance with applicable public records law. When a public records request for such information is received, the Procurement Officer will notify the

Offeror in writing of any request to view any portion of its Offer marked “confidential.” The

Offeror will have the time set forth in the notice to obtain a court order enjoining such disclosure.

If the Offeror does not provide the Procurement Officer with a court order enjoining release of the information during the designated time, the Procurement Officer will make the information requested available for inspection.

1.6.16. Late Offers

Late Offers must be rejected, except for good cause. If a late Offer is submitted, the Department will document the date and time of the submittal of the late Offer, keep the Offer and notify the

Offeror that its Offer was disqualified for being a late Offer.

1.6.17. Right to Disqualify

The City reserves the right to disqualify any Offeror who fails to provide information or data requested or who provides materially inaccurate or misleading information or data. The City further reserves the right to disqualify any Offeror on the basis of any real or apparent conflict of interest that is disclosed by the Offer submitted or any other data or information available to the

City. This disqualification is at the sole discretion of the City. By submission of a solicitation response, the Offeror waives any right to object now or at any future time, before any agency or body including, but not limited to, the City Council of the City or any court as to the exercise by the City of such right to disqualify or as to any disqualification by reason of real or apparent conflict of interest determined by the City. The City reserves the right to replace the disqualified

Offeror.

1.6.18. Statement of Bonding Ability

Offerors must submit a letter from a bonding or insurance company stating that the Offeror can qualify for and procure the performance and/or payment surety required in this solicitation.

Submittals received without the required statement of ability to secure a performance or payment surety may be considered as non-responsive. Offerors anticipating the submittal of a cash surety in lieu of a bond should submit a statement notifying the City.

1.6.19. Performance Bond

A performance surety in the amount of $100,000 of the total contract amount shall be provided by the Contractor immediately after notice of award. The City of Phoenix will not issue a written purchase order or give notice to proceed in any form until the surety is received by the

Procurement Officer. The performance surety must be in the form of a bond, cashier's check, certified check or money order. Personal or company checks are not acceptable unless certified. If surety is in the form of a bond, the company issuing the surety must be authorized by the Insurance Department of Arizona to transact business in the State of Arizona or be named on the approved listing of non-admitted companies. A Certificate of Deposit (CD) issued by a local Phoenix bank may also be used as a form of surety provided that the CD is issued jointly in the name of the City of Phoenix and the Contractor, and that the Contractor endorses the CD over to the City at the beginning of the contract period. Interest earnings from the CD can be retained by the Contractor.

1.6.20. Contract Award

The City reserves the right to award a contract by individual line items, by group, all or none, or any other combination most advantageous to the City. The City reserves the right to award multiple contracts.

1.6.21. Determining Responsiveness and Responsibility

Offers will be reviewed for documentation of minimum qualifications, completeness, and compliance with the Solicitation requirements. The City reserves sole discretion to determine responsiveness and responsibility.

Responsiveness: Nonresponsive Offers will not be considered in the evaluation process. The solicitation states criteria that determine responsiveness, and the solicitation includes terms and conditions that if included or excluded from Offers (as the case may be) will render an Offer nonresponsive.

Exceptions, conditions, reservations, or understandings are presumed to be unacceptable, and an Offer that includes unacceptable exceptions, conditions, reservations, or understandings may be rejected as nonresponsive. Alternatively, the City in its sole discretion may instruct in writing that any Offeror remove the conditions, exceptions, reservations or understandings. If the Offeror fails to do so in writing, the City may determine the Offer to be nonresponsive.

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

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

City’s determination as to whether an Offeror is responsible will be based on all information furnished by the Offeror, interviews (if any), and information received from Offeror’s references, including information about Offeror’s history, terminations for convenience or cause, contract breach lawsuits or notices of claim and any other sources the City deems appropriate. Award of the Contract resulting from the solicitation will not be made until any necessary investigation, which each Offeror agrees to permit by submitting its Offer, is made by the City as it deems necessary. A review of responsibility may occur up to contract award.

The Offeror’s unreasonable failure to promptly supply information about an inquiry with respect to responsibility may be grounds for a determination of non-responsibility with respect to such

Offeror.

1.6.22. Detailed Evaluation of Offers and Determination of Competitive Range

During deliberations, the Evaluation Panel will reach a consensus score for each evaluation criterion except price. The Procurement Officer will score the price, which will be added to the overall consensus score. The overall consensus scores will determine the Offerors’ rankings and which offers are within the Competitive Range, when appropriate.

1.6.23. Offers Not Within the Competitive Range

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

Range.

1.6.24. Discussions with Offerors in the Competitive Range

The City will notify each Offeror whose Offer is in the Competitive Range or made the ‘short list’ and provide in writing any questions or requests for clarification to the Offeror. Each Offeror so notified may be interviewed by the City and asked to discuss answers to written or oral questions or provide clarifications to any facet of its Offer. The Offerors in the competitive range may be required to provide a demonstration of their product.

Demonstrations - Offerors in the competitive range may be invited to construct a hands-on sample or presentation of their solution at the City of Phoenix. In addition, each finalist may prepare and deliver a presentation of their proposed solution based on the script developed by the evaluation panel. The City may also require a hands-on lab demonstration designed specifically for the evaluation panel. The results of the surveys will be tabulated and delivered to the evaluation team for the final review and solution selection session(s).

If an Offer in the Competitive Range contains conditions, exceptions, reservations or understandings to or about any Contract or Solicitation Scope requirement, the City may discuss or negotiate the conditions, exceptions, reservations or understandings during these meetings. But the City in its sole discretion may reject any and all conditions, exceptions, reservations and understandings, and the City may instruct any Offeror to remove the conditions, exceptions, reservations or understandings. If the Offeror fails to do so, the City may determine the Offer is nonresponsive, and the City may revoke its determination that the Offer is in the Competitive Range.

To the fullest extent permitted by law, the City will not provide any information, financial or otherwise, to any Offeror about other Offers received in response to this solicitation. During discussions with Offerors in the Competitive Range, the City will not give Offerors specific prices or specific financial requirements that Offerors must meet to qualify for further consideration.

The City may state that proposed prices are too high with respect to the marketplace or otherwise unacceptable. Offerors will not be told of their relative rankings before Contract award.

1.6.25. Best and Final Offers (BAFO)

A BAFO is an option available for negotiations. Each Offeror in the Competitive Range, which is determined in the City’s sole discretion, may be afforded the opportunity to amend its Offer and make one BAFO.

If an Offeror’s BAFO modifies its initial Offer, the modifications must be identified in the BAFO.

The City will evaluate BAFOs based on the same requirements and criteria applicable to initial

Offers. The City will adjust appropriately the initial scores for criteria that have been affected by offer modifications made by a BAFO. Based on the criteria defined in the solicitation as weighted, the City will then perform final scoring and prepare final rankings.

The Evaluation Panel will recommend the Offer that is the best value and most advantageous to the City based on the evaluation criteria.

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

1.6.26. Fixed Offer Price Period

All offers shall be firm and fixed for a period of 240 calendar days from the solicitation opening date.

1.6.27. Obtaining a Copy of the Solicitation and Addenda

Interested Offerors may download the complete solicitation and addenda from the City's

Procurement Portal: https://procurement.opengov.com/portal/phoenix/projects/170516. Any interested Offerors without internet access may obtain this solicitation by calling the

Procurement Officer or picking up a copy during regular business hours at the City of Phoenix, Finance Department, Central Procurement Division, 251 W Washington Street, 8th Floor, Phoenix, AZ. It is the Offeror’s responsibility to check the City's Procurement Portal, read the entire solicitation, and verify all required information is submitted with their Offer.

1.6.28. Evaluation Criteria

In accordance with the Administrative Regulation 3.10. Competitive Sealed Proposal awards shall be made to the responsive and responsible Offeror(s) whose Offer is determined in writing to be the most advantageous to the City based upon the evaluation criteria listed below. The evaluation factors are listed in the relative order of importance and more details are provided in

Scope of Work. The following evaluation criteria will be used to evaluate all Offers:

1.6.29. Certificates of Insurance

Upon notification of a recommended award, the Offeror will have 14 calendar days to submit a complete certificate of insurance in the minimum amounts and the coverages as required in the

Insurance Requirements of this solicitation. Insurance requirements are non-negotiable.

1.7. Evaluation Criteria

No. Evaluation Criteria Scoring Method Weight (Points)

1. Qualifications and Experience Question

Provide a history of the business including:

A. The date established, B. The type of ownership or legal structure of the business (sole proprietor, partnership, corporation, etc.), C. The length of time that the Offeror has been operating as the legal entity and the length of time the

Offeror has been providing the requested services as provided in

Exhibit A - Scope of Work.

0-100 Points 70 (7% of Total) https://procurement.opengov.com/portal/phoenix/projects/170516

2. Qualifications and Experience Question

The Offeror must identify all key members of Offeror’s team and describe their experience related to Exhibit A - Scope of

Work. The Offeror shall include in their proposal:

A. Proposed key personnel, including their roles and estimated level of participation in delivering the services as detailed in Exhibit

A- Scope of Work.

B. Resumes of the key personnel assigned to provide the services.

Resumes shall clearly state any experience specifically related to the Scope of Work and list similar work successfully completed.

Limit three pages per resume.

0-100 Points 70

3. Qualifications and Experience Question

Provide the total number of occupational physical therapy service locations throughout Phoenix Metropolitan area

(Exhibit A - Scope of Work, 2. General

Requirements 2.1.). List business locations where the Offeror will be providing occupational physical therapy services to

City employees, including:

A. The name of the business, if not all the same, B. The street address, including city, state and zip code.

C. The telephone number for each location, D. Days and hours each business location is open for business.

E. The type of services provided at each location including functional capacity evaluations, F. Manager/Owner information for each location.

1. State the qualifications of each manager/supervisor listed related to occupational physical therapy services, including but not be limited to:

a. Years of Experience

b. Education

c. Training

d. Certifications

e. Licenses

0-100 Points 140 (14% of Total)

4. Qualifications and Experience Question

Provide a map showing each of the locations, with map locations designated as a corresponding number to the list provided in Qualifications and Experience Question

3.

0-100 Points 70

5. Method of Approach Question 1

Provide a narrative of triggers/red flags used by Offeror to determine when a case should be referred to an independent utilization review and Offeror's utilization review process (Exhibit A - Scope of Work,

4. Reporting Requirements 4.3.) .

0-100 Points 50 (5% of Total)

6. Method of Approach Question 2

Provide an outline of Offeror's ability and timeline in performing self-audits to identify discrepancies and to ensure that the fee reductions offered by Offeror are being properly applied and Offeror's clients are refunded monies when fee reductions are not applied correctly (Exhibit A - Scope of

Work, 3 Service Requirements 3.7.)

0-100 Points 50 (5% of Total)

7. Method of Approach Question 3

Provide a narrative of Offeror's process for notifying clients and their third-party administrators or carriers of additions and/or deletions of service locations from

Offeror's network (Exhibit A - Scope of

Work, 2. General Requirements 2.1.A).

0-100 Points 50 (5% of Total)

8. Method of Approach Question 4

The Offeror shall provide a detailed description of the Implementation Plan to include pre- and post-implementation plans so that the Contractor can begin timely for to ensure services requested in this

Agreement will begin timely for the effective date of July 1, 2026. The

Contractor shall describe all critical milestones and the proposed start up plan.

A. The Contractor shall provide the critical milestones and lengths for each milestone.

0-100 Points 50 (5% of Total)

9. Method of Approach Question 5

Provide the physical therapy protocols as established for common diagnoses from the initial treatment through the final treatment for an average case. The protocols for ICD-9/ICD-10 codes listed below will be evaluated . All protocols will be used to compare against treatment provided under the contract. Each protocol should list all of the modalities used to provide physical therapy for the specific diagnosis. The Cost for each of the modalities shall be provided in the Fee

Schedule attachment:

A. Carpal tunnel syndrome ICD-9

354.0/ICD-10 G56.00. G56.03 for both limbs

B. Lumbar spine, lumbar disc w/o myelopathy ICD-9 722.10/ICD-10

M51.06

C. Pain lumbar, lumbar-sacral region

(lumbago) sciatica ICD-9

724.2/ICD-10 M54.5

D. Sprain/strain knee ICD-9 844.0/

ICD-10 S83.6

E. Rupture patella tendon ICD-9

727.66/ICD-10 S86.812A

F. Dislocation of shoulder ICD-9

831.00/ICD-10 S43.004A

G. Rotator cuff tear ICD-9 840.4/ICD-

10 M75.10

H. Elbow strain ICD-9 841.9/ICD-10

S53.402A

I. Sprain/strain lumbar ICD-9

847.2/ICD-10 S33.5XXA

0-100 Points 50 (5% of Total)

10. Method of Approach Question 6

Using a two-year period of Calendar Year

2023 and Calendar Year 2024, provide the number of patients seen, average cost per visit, average cost per claim and average number of visits by the following ICD-

9/ICD-10 codes for each of the following patient groups: General Population

(exclude all government employees); City

Employees (exclude Police and Fire employees); Police Officers; and Fire

Fighters. If possible, segregate data for operative and non-operative care. If the patient population cannot be segregated into the listed groups, segregate government employees from the general population or indicate that the patient population cannot be segregated by employer group. Use ICD-9 or ICD-10 codes:

a. Elbow strain ICD-9 841.9/ICD-10

S53.402A

b. Carpal tunnel syndrome ICD-9

354.0/ICD-10 G56.00. G56.03 for both limbs

c. Sprain/strain knee ICD-9 844.0/ ICD-10

S83.6

d. Sprain/strain lumbar ICD-9 847.2/ICD-

10 S33.5XXA

0-100 Points 50 (5% of Total)

11. Fee Schedule

The City will evaluate based on the Fee

Schedule attachment in the Submittals section.

Reward Low Cost 350 (35% of Total)

2. AGREEMENT

2.1. Professional Services Agreement

BETWEEN

THE CITY OF PHOENIX

AND

CONTRACTOR NAME

This AGREEMENT is made and entered into this July 1, 2026, (“the Effective Date”), or as of the City Clerk date, whichever is later, by and between the City of Phoenix, Arizona, a municipal corporation of the State of Arizona (hereinafter referred to as “City”) and insert legal name of

Contractor here, insert state of corporation and correct business name – Corporation, LLC, etc that you have confirmed on the Arizona Corporation Commission website, (hereinafter referred to as “ Contractor”).

RECITALS

A. The City Manager of the City of Phoenix, Arizona, is authorized by the provisions of the

City Charter to execute agreements for professional services.

B. The City desires to obtain the services that are specifically set forth in this Agreement.

C. The City procured these professional services in accordance with the Phoenix City Code and Administrative Regulation 3.10.

D. Contractor possesses the skills and expertise necessary to provide such services as desired by the City.

E. This Agreement is authorized by the City Council (Ordinance Number and Agenda

Number if applicable) Enter date.

NOW, THEREFORE, it is agreed by and between the parties as follows:

2.2. Term of Agreement

A. This Agreement begins on the Effective Date in the above introductory paragraph, and upon approval by the City, for five-year contract.

B. This Agreement will terminate upon the earliest occurrence of any of the following:

1. reaching the end of the term exercised as set forth in A;

2. completing the services set forth in the Scope of Work attached as EXHIBIT A –

SCOPE OF WORK (the “Services”);

3. payment of the maximum compensation under Paragraph Payment of this

Agreement; or

4. termination pursuant to the provisions of this Agreement.

2.3. Payment

A. The total amount to be remitted by the City to Contractor for all Services satisfactorily performed under this Agreement will not exceed $Enter amount per year including reasonable and necessary travel expenses, if approved in advance by the City and included in the Fee Schedule EXHIBIT B. Under this Agreement, the City will pay for

Services at the rate(s) specified in the Fee Schedule and that comply with the requirements for Reimbursable Expenses as outlined below, with no additional charges for overhead, benefits, local travel or administrative support. Payments will be made in proportion to the Services performed and no more than 90% of the total contract price will be paid before the work is totally completed and accepted by the City.

B. Contractor will submit monthly invoices on or before the 10th calendar day of every month. Each invoice will be accompanied with itemized receipts. The invoice will be submitted free of mathematical errors and/or missing supporting documentation. All appropriate documentation will be provided that supports the charges reflected in the monthly invoice. Upon finding of an error and/or missing documentation, the City will return the invoice to the Contractor. Contractor will promptly resubmit the revised invoice to the City. Each revised invoice will document the date that the revised invoice is submitted to the City. Requests for payment must be submitted with documentation of dates and hours worked, hourly rate charged, and a detailed description of the Services performed. Failure of City to identify an error does not waive any of the City’s rights.

C. Invoices will be submitted to: City of Phoenix3535 S. 35th AvePhoenix, AZ 85009

2.4. Scope of Work and Special Terms and Conditions

Contractor will provide consulting services that will be in accordance with the Scope of Work as set forth in EXHIBIT A – SCOPE OF WORK, which may be supplemented with additional detail from time to time during the term of the Agreement, and that are satisfactory to the City. In performing these services, Contractor will also specifically comply with the applicable Standard and Special Terms and Conditions. Contractor will provide progress reports to the City according to a mutually agreed-upon schedule.

2.5. Exhibit A – Scope of Work

This section is intentionally left blank. Refer to Exhibit A.

2.6. Exhibit B - Fee Schedule

This section is intentionally left blank. Refer to Exhibit B.

2.7. Standard Terms and Conditions

2.7.1. Definition of Key Words Used in the Solicitation

Shall, Will, Must: Indicates a mandatory requirement. Failure to meet these mandatory requirements may result in the rejection of Offer 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 Offer without the information.

May: Indicates something that is not mandatory but permissible.

For purposes of this solicitation, the following definitions will apply:

“A.R.S.” Arizona Revised Statute

“Buyer” or “Procurement Officer” City of Phoenix staff person responsible for the solicitation.

The City employee or employees who have specifically been designated to act as a contact person or persons to the Contractor, and responsible for monitoring and overseeing the

Contractor's performance under this contract.

"City" The City of Phoenix

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

"Contract” or “Agreement" The legal agreement executed between the City of Phoenix, AZ and the Contractor.

“Days” Means calendar days unless otherwise specified.

“Chief Procurement Officer” The contracting authority for the City of Phoenix, AZ, authorized to sign contracts and amendments thereto on behalf of the City of Phoenix, AZ.

“Employer” Any individual or type of organization that transacts business in this state, that has a license issued by an agency in this state and employs one or more employees in this state.

Employer includes this state, any political subdivision of this state and self-employed persons. In the case of an independent contractor, employer means the independent contractor and does not mean the person or organization that uses contract labor. (A.R.S. 23-211).

“Offer” Means a response from a Supplier, Contractor, or Service Provider to a solicitation request that, if awarded, binds the Supplier, Contractor, or Service Provider to perform in accordance with the contract. Same as bid, proposal, quotation or tender.

“Offeror” Any Vendor, Seller or Supplier submitting a competitive offer in response to a solicitation from the City. Same as Bidder or Proposer.

“Solicitation” Means an Invitation for Bid (IFB), Request for Proposal (RFP), Request for

Quotations (RFQ), Request for Qualifications (RFQu) and request for sealed Offers, or any other type of formal procurement which the City makes public through advertising, mailings, or some other method of communication. It is the process by which the City seeks information, proposals, Offers, or quotes from suppliers.

“Suppliers” Firms, entities or individuals furnishing goods or services to the City.

“Vendor or Seller” A seller of goods or services.

2.7.2. City’s Vendor Self-Registration and Notification

Vendors must be registered in the City’s Procurement Portal at https://procurement.opengov.com/portal/phoenix to respond to solicitations and access procurement information.

Vendors must also be registered in the City’s procurePHX Self-Registration System at https://www.phoenix.gov/procure prior to contract execution.

The City may, at its sole discretion, reject any offer from an Offeror who has not registered.

2.7.3. Business in Arizona

The City will not enter contracts with Offerors (or any company(ies)) not granted authority to transact business, or not in good standing, in the state of Arizona by the Arizona Corporation

Commission, unless the Offeror…