Operations_Control_Center_&_Data_Collection_Services_(Addendum_#1_Revision).pdf

REQUEST FOR PROPOSAL - GOODS AND SERVICES

PTD26-003

OPERATIONS CONTROL CENTER & DATA

COLLECTION SERVICES

CITY OF PHOENIX

PUBLIC TRANSIT

251 W WASHINGTON ST

PHOENIX, AZ

85003

RELEASE DATE: July 15, 2026

DEADLINE FOR QUESTIONS: July 29, 2026

RESPONSE DEADLINE: September 2, 2026, 11:59 pm

City of Phoenix

REQUEST FOR PROPOSAL - GOODS AND SERVICES

PTD26-003

Operations Control Center & Data Collection 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 - Exhibit A - Incumbent OCC Job Descriptions & Wages

B - Exhibit B - OCC Site Plan

C - Exhibit C - OCC Warm Site Plan

D - Exhibit - D - Facility Incident-Repair Request Procedure 04.22.26

E - Exhibit E - Technical Requirements

F - Exhibit F - A.R. 4.45 Contract Worker Background Checks

G - Exhibit G - Security Access & Control

H - Exhibit H - A.R. 2.324 Substance Abuse Policy

Request For Proposal - Goods and Services #PTD26-003 Title: Operations Control Center & Data Collection Services

1. Introduction

1.1. Contact Information

Ben Arballo

Public Transit

Email: benjamin.arballo@phoenix.gov

Phone: (602) 262-4857

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 (Ben Arballo) at (602) 262-4857/Voice or 711/TTY, or benjamin.arballo@phoenix.gov.

Solicitation Issue Date: July 15, 2026

Pre-Offer Conference (Non-Mandatory): July 22, 2026, 10:00am

Microsoft Teams meeting

Click the link to join --> https://teams.microsoft.com/meet/25815019

551229?p=3TFSgmrKJmP9TJiwc8

Meeting ID: 258 150 195 512 29

Passcode: si6Qk3JW

Site Visit (Non-Mandatory): July 23, 2026, 10:00am

Please meet in the lobby of the City of

Phoenix Public Transit Building at the meeting time listed above.

City of Phoenix

Public Transit Building

302 N 1st Ave

Phoenix, AZ 85003

Written Inquiries Due Date: July 29, 2026, 11:59pm https://teams.microsoft.com/meet/25815019551229?p=3TFSgmrKJmP9TJiwc8 https://teams.microsoft.com/meet/25815019551229?p=3TFSgmrKJmP9TJiwc8

Offer Due Date: September 2, 2026, 11:59pm

2. Instructions

2.1. Description – Statement of Need

The City of Phoenix invites sealed offers for operations control center & data collection services.

The Effective Date of this Agreement will be upon final signature and recording by the City

Clerk’s department.

The Commencement Date of this Agreement will be on or about July 1, 2027.

The term of this Agreement will be for five (5) years, beginning on the Commencement Date, with one two-year option to extend, which may be exercised by the City in its sole discretion.

This solicitation is available through the City’s Procurement Portal. For technical support issues related to the City's Procurement Portal, Offeror may use the support bubble on the bottom right, or email procurement-support@opengov.com for any assistance. For other issues related to this solicitation please contact the procurement officer listed under Contact Information.

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

2.2. 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.

mailto:procurement-support@opengov.com

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

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

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

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

G. Prices will be submitted on a per unit basis by line item, when applicable. In the event of a disparity between the unit price and extended price, the unit price will prevail unless obviously in error.

2.3. Fixed Offer Price Period

All offers shall be firm and fixed for a period of 365 calendar days from the solicitation opening date.

2.4. 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/275740. 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, Public Transit Department, Procurement and Contracts Section, 302 N. 1st Avenue, 9th Floor, Phoenix, AZ 85003. It is the Offeror’s responsibility to check the City's Procurement Portal, read the entire solicitation, and verify all required information is submitted with their Offer.

2.5. Exceptions

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

Procurement Officer rather than including exceptions in their Offer.

https://procurement.opengov.com/portal/phoenix/projects/275740

2.6. Inquiries

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

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

The City will not consider questions received after the deadline.

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

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

2.7. 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.

Changes to terms and conditions of the Solicitation and resulting Agreement made pursuant to an addendum shall be memorialized in the Solicitation and resulting Agreement document. To that end, a parenthetical will be added to applicable provision(s) referencing the addendum that imposed the change. The language in the final provision will reflect the updated version.

2.8. 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 asserts a statutory exception prior to entering a contract with the City.

2.9. Licenses

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

2.10. Certifications

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

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

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

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

2.11. 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/275740. 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.

2.12. Withdrawal of Offer

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

Procurement Portal.

2.13. Offer Results

Offers will be opened in OpenGov on the offer due date and time 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.

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/275740 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 https://procurement.opengov.com/portal/phoenix/projects/275740 https://procurement.opengov.com/signup https://opengov.my.site.com/support/s/article/ca6d1285-1e48-4a21-bb0d-715edb7794ed https://procurement.opengov.com/portal/phoenix/projects/275740 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.

2.14. Pre-Award Qualifications

Offeror must have been in operation a minimum of five (5) years. The Offeror’s normal business activity during the past five (5) years will have been for providing the goods or services in this solicitation. This information must be provided in Vendor Questionnaire section, under Years in

Business and References form of this solicitation.

2.15. Certificates of Insurance

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

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

2.16. Award of Contract

Unless otherwise indicated, award(s) will be made to responsive, responsible Offeror(s) who are regularly established in the service, or providing the goods, contained in this solicitation and who have demonstrated the ability to perform in an acceptable manner.

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

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

Solicitation. 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. A contract has its inception in the award, eliminating a formal signing of a separate contract. For that reason, all of the terms, conditions and specifications of the procurement contract are contained in the solicitation, and in any addendum or contract amendment.

2.17. Solicitation Transparency Policy

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

Manager, or any department director directly associated with the solicitation (including in each case their assigned staff, except for the designated Procurement Officer) at a public meeting, posted under Arizona Statutes, until the resulting contract(s) are awarded to all offers or responses are rejected and the solicitation is cancelled without any announcement by the

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

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

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

Offerors may discuss their proposal or the solicitation with the Mayor or one or more members of the Phoenix City Council, provided such meetings are scheduled through the Procurement

Officer, and are posted as open meetings with the City Clerk at least 24 hours prior to the scheduled meetings. The City Clerk will be responsible for posting the meetings. The posted notice shall identify the participants and the subject matter, as well as invite the public to participate.

With respect to the selection of the successful Offerors, the City Manager and/or City Manager's

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

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

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

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

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

2.18. Protest Process

Offeror may protest the contents of a solicitation no later than seven days before the solicitation deadline when the protest is based on an apparent alleged mistake, impropriety or defect in the solicitation. Protests filed regarding the solicitation may be addressed by an amendment to the solicitation or 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.

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.

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

Offeror may protest an award recommendation if the Offeror can establish that it had a substantial chance of being awarded the contract and will be harmed by the recommended award. The City will post recommendations on the City’s Procurement Portal to award the contract(s) to an Offeror(s). Offeror must submit award protests within seven days after the posting of the award recommendation, with exceptions only for good cause shown, within the

City’s full and final discretion.

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

• Identification of the solicitation number;

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

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

• The form of relief requested; and

• The signature of the protester or its authorized representative.

The Procurement Officer will render a written decision within a reasonable period after the protest is filed. The City will not request City Council authorization to award the contract until the protest process is complete. All protests and appeals must be submitted in accordance with the

City’s Procurement Code, (Phoenix City Code, Ch. 43) and any protests or appeals not submitted within the time requirements will not be considered. Protests must be filed with the

Procurement Officer.

2.19. Public Record

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

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

Procurement Officer as confidential provided the Offeror clearly labels the information

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

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

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

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

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

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

2.20. Late Offers

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

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

2.21. Right to Disqualify

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

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

Offeror.

2.22. Site Inspection

A one-time walk-through site inspection tour will be conducted at the date and time indicated in the Schedule of Events. Submission of an offer will be prima facie evidence that the Offeror did, in fact, make a site inspection and is aware of all conditions affecting performance and offer prices.

2.23. Contract Award

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

2.24. Determining Responsiveness and Responsibility

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

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

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

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

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

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

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

Offeror.

2.25. Clarifications

The City may request written clarifications for such purposes as information gathering or eliminating minor informalities in offers. Clarifications shall not otherwise afford the Offerors the opportunity to alter or change their offers.

2.26. Equal Low Offer

Contract award will be made by putting the names of the tied vendors in a cup for a blind drawing limited to those bidders with tied offers. If time permits, the offerors involved will be given an opportunity to attend the drawing. The drawing will be witnessed by at least three persons, and the contract file will contain the names and addresses of the witnesses.

2.27. Evaluation of Competitive Sealed Offers

The City will use its discretion in applying the following processes to this solicitation. Any ties in scoring will be resolved with a best and final price request and the lowest price will prevail.

2.28. Detailed Evaluation of Offers and Determination of Competitive Range

The City will appoint an Evaluation Panel, which may consist of City staff, staff from other City departments or transit agencies, and other persons. The City may also appoint a Technical

Advisory Team to provide technical assistance to the Evaluation Panel. The Technical Advisory

Team may consist of City staff, staff from other City departments or transit agencies, and other persons. The Technical Advisory Team will review the technical portion of each offer for compliance with the RFP specifications. The Procurement Officer will chair the Evaluation

Panel, serving in a non-voting capacity.

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

2.29. Offers Not Within the Competitive Range

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

Range.

2.30. 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.

2.31. Best and Final Offers (BAFO)

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

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

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

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

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

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

3. Scope of Work

3.1. Background

A. The primary function of the Operations Control Center (OCC) is to oversee and manage

Phoenix’s fixed-route transit fleet through the Computer-Aided Dispatch/Automatic

Vehicle Location (CAD/AVL) system. In addition to real-time monitoring, the OCC takes a proactive approach to service management by continuously tracking vehicles in revenue service, identifying potential delays, and coordinating with the transit yards to implement corrective actions before and when service disruptions occur. OCC staff coordinate closely with bus operators and transit yard personnel to mitigate missed service, address equipment or service issues, and ensure that buses are deployed efficiently. This collaboration is critical to maintaining schedule adherence and achieving system-wide on-time performance standards. By leveraging CAD/AVL data and effective communication protocols, the OCC plays a central role in delivering reliable, safe, and customer-focused transit service across the CITY and region.

B. The OCC also provides several critical regional functions, both independently and in coordination with the CITY. These responsibilities include, but are not limited to:

1. Data Collection and Reporting: Gathering operational data and producing detailed reports to support performance analysis and compliance.

2. Transit System Monitoring: Overseeing Phoenix-operated transit services as a function of regional transit operations to ensure service reliability and adherence to schedules.

3. Emergency Coordination: Acting as a central point for managing incidents and coordinating emergency services across agencies.

4. Public Communication: Creating and disseminating onboard public service announcements and distributing real-time trip information using the CAD/AVL system.

5. Farebox Management: Reporting farebox malfunctions to maintain revenue integrity.

6. Training and Support: Providing CAD/AVL system training to CITY contractors and partner agencies to promote consistent operational standards.

7. Contract Compliance: Developing operational reports tailored to agency-specific agreements with contracted fixed-route transit service providers.

Through these functions, the OCC plays a vital role in maintaining seamless regional transit operations, fostering collaboration among agencies, and ensuring a safe, efficient, and customer-focused transportation network.

C. The OCC directly manages transit vehicles engaged in revenue and non-revenue service, deadheading to and from routes, performing special event services, and staging in holding areas. This oversight applies to vehicles operating from the City’s three primary transit facilities: North Facility (located at 2010 West Desert Cove Lane), South

Facility (at 2225 West Lower Buckeye Road), and West Facility (at 405 North 79th

Avenue). The OCC provides centralized, real-time operational control in an impartial manner, independent of the private firms contracted to deliver transit services. This ensures consistent application of service standards and operational protocols across all facilities, regardless of provider.

D. OCC personnel are also responsible for gathering operational data to support route planning, performance analysis, and compliance reporting, including submissions to the

National Transit Database (NTD).

E. The OCC is located on the 5th floor of the Public Transit Building at 302 North 1st

Avenue, Phoenix, Arizona. The OCC suite currently houses eight CAD/AVL and radio workstations. Adjacent to the suite are two offices designated for the OCC Project

Manager and administrative/data collection personnel. To support continuity of operations, additional office and workspace have been designated at the West Transit

Facility (located at 405 North 79th Avenue). This secondary location serves as a recovery site, training center, and operations overflow area ensuring resilience and flexibility in managing transit operations under various emergency scenarios.

CONTRACTOR is required to staff the secondary site, test equipment, and maintain the location in accordance with this scope of work.

3.2. Operations Control Center Function

A. The OCC oversees the CITY’s fixed route bus operations, which currently consist of 48 routes and over 21 million service miles per year. On a monthly basis, the OCC responds to over 3,000 phone calls from bus operators, Phoenix Police Department, and

Valley Metro (VM) Customer Service personnel. Additionally, the OCC uses the

CAD/AVL system to make and respond to over 65,000 radio calls and text messages monthly to facilitate transit service. During peak service, the OCC is responsible for the concurrent oversight of over 400 vehicles in revenue service.

B. The OCC’s primary responsibility is to monitor revenue service activity for the Phoenix transit fleet in order to minimize service disruptions. The CITY’s transit service reliability goals are as follows:

1. Achieve a minimum on-time performance of 85% on a per-route basis, defined by buses departing timepoints on-time, within 59 seconds early to 5 minutes and 59 seconds late, except for the last stop where early arrivals are acceptable.

2. No early departures greater than 59 seconds early from any timepoint for any route and trip.

3. Operate 100% of scheduled service.

C. In addition, the OCC provides oversight for:

1. Deadheading Operations: Vehicles traveling to and from revenue service.

2. Special Event Services: Coordinating transit support for planned events and directing those vehicles in the provision of special event services as requested by the City.

3. Vehicle Staging: Managing buses positioned throughout the transit environment as needed.

D. OCC personnel communicate vital operational information regularly to the CITY’s contracted transit operations dispatch and maintenance teams. The OCC also serves as:

1. Primary Contact for Emergency Services: Coordinating with Phoenix Police and Fire

Departments during emergency requests.

2. Key Liaison for CITY and Valley Metro: Supporting CITY personnel and the VM

Customer Service Center.

3. Regional Support Role: Aid member agencies of the Regional Public Transportation

Authority (RPTA), also known as Valley Metro, as needed.

3.3. Reports and Data Collection

A. Using the CITY’s CAD/AVL system’s reporting functions, CONTRACTOR will provide or assist the CITY in the preparation of specific, routine or non-specific documents or reports as required by federal, state, county, or agencies and/or the CITY. This may include the preparation of grant applications and related quarterly reports, short and long-range transit plans, annual FTA reports, and ongoing operating and statistical analysis statements. Such reports will be completed in accordance with CITY and federal requirements. Additionally, the CONTRACTOR may be asked to assist with the preparation or generation of regional reports in support of the CITY and its regional partners.

B. Examples of reports to be provided by CONTRACTOR as requested unless otherwise specified, include, but are not limited to, the following:

1. OCC Reports:

a. Operational Reports (daily and monthly)

b. Emergency Services (daily and monthly)

c. Priority/Emergency Calls

d. Detour Database

e. Daily Maintenance Operations

f. Vehicles Towed

g. Road Calls

h. Accidents

i. Bus Changes

j. ADA Incidents

k. On-Time Performance (daily and monthly; all facilities, per facility, by route, by timepoint, by operator)

l. Missed Service (daily and monthly)

m. Missed Trips

n. Schedule Delays

o. Call Volume

p. Vehicle Data Download Status

q. Incoming Messages

r. CAD/AVL User Management

s. Farebox Malfunctions

t. Creation and Design of As-Needed CAD/AVL Reports

u. Wheelchair Lift Status

v. Wheelchair Lift Deployment Count

w. Automatic Passenger Counter System Status

x. Mobile Radio Failure Status

y. GPS Failure Status

z. Vehicle Count by Garage

2. Data Collection Function Reports

a. Monthly National Transit Database (NTD) reports

3.4. Staffing and Personnel Requirements

A. CONTRACTOR shall maintain a comprehensive staffing plan designed to provide proactive and concurrent oversight of all CITY fixed route vehicles in revenue service and to perform all data collection functions. OCC Staff shall be maintained under a Full-

Time Commitment: Ability to work a minimum of 40 hours per week.

B. On-Site Presence: Physical presence for the OCC Project Manager is required at the

Operations Control Center during standard business hours (8:00 a.m. – 5:00 p.m.), with flexibility for occasional after-hours, holidays, and weekend support. Physical presence for the CAD/AVL Controllers is required seven days a week, nearly 24 hours per day.

C. The Contractor shall ensure that designated Key Personnel/other supervisory personnel, provide continuous operational oversight throughout all required service periods. Key

Personnel shall be physically present and actively performing their duties for a minimum of forty (40) hours per week (as shown above) and must remain available and onsite during all standard operating hours unless otherwise authorized in writing by the City.

The Contractor acknowledges that operational needs may require Key Personnel to work weekends, holidays, non-standard hours, or respond to emergent situations. Such coverage shall be provided at no additional cost unless expressly approved in writing. In the event Key Personnel are unavailable for any period, the Contractor shall ensure a qualified and pre approved alternate is immediately assigned to maintain uninterrupted supervision and service continuity. Contractor's staffing plan must ensure:

1. Adequate Staffing Levels: Sufficient personnel to monitor fleet operations and maintain real-time situational awareness and proactive service monitoring including the bus-to-controller staffing requirements of Section 3.10.F.1.

2. Cross-training and Skill Diversification: Staff are trained on multiple OCC functions

(e.g., dispatch, data collection and emergency coordination) so coverage remains steady during absences or turnover.

3. Flexible Scheduling and Backup Coverage: Rotating shifts, with a pool of on-call or part-time staff to cover unexpected vacancies or staff leave.

4. Succession Planning: Maintain trained candidates ready to step into critical roles if needed.

5. Specialization of Labor: Clearly defined roles and responsibilities to support effective fleet oversight and operational efficiency.

6. Responsive Communication: Capacity to manage heavy volume of controller-related communications, including phone calls, radio transmissions, and text messages, especially during controller absences, vacations, or other staffing disruptions.

D. The CITY defers to the offerors and their subject matter expertise in determining appropriate staffing levels necessary to perform the functions outlined in this Scope of

Work. This includes incorporating administrative and support positions not explicitly identified in the Scope of Work but that enhance the OCC’s responsiveness, efficiency, and overall ability to manage transit services in a dynamic operating environment.

However, the CITY reserves the right to review and approve the CONTRACTOR’s staffing plan (as specified in section 3.4.A. Staffing and Personnel Requirements) and corresponding budget to ensure adequacy, compliance, and alignment with operational requirements and transit industry best practices.

E. Operations Control Center Function: The OCC currently operates with one (1) Manager and twenty (20) CAD/AVL Controllers, providing services seven days a week, nearly 24 hours per day.

1. OCC Project Manager: The current OCC Manager oversees revenue transit service operations by supervising and staffing the Operations Control Center, managing

CAD/AVL system data, and developing policies to optimize performance. The role also serves as the primary liaison for interagency communication, coordinates with fixed-route contractor management on compliance issues and monitors operational performance to drive continuous improvement. The manager is required to work a minimum of the standard business hours listed above. The manager position also requires strong leadership, communication, and problem-solving abilities, with a proven track record of managing teams in high-pressure environments, and experience in transit operations, OCC management, and proficiency with CAD/AVL systems. The manager must be familiar with OCC technologies, Windows-based applications, and reporting tools, and can maintain effective, unbiased relationships with internal teams, contractors, and external agencies.

2. Lead OCC Controller(s): The current Lead OCC Controller(s) supervise and guide

OCC Controllers in monitoring bus operations, serving as the escalation point for complex issues and coordinating responses to major incidents, emergencies, and service disruptions while maintaining real-time situational awareness of the transit network. They also ensure compliance with operational policies, assist in training and mentoring staff, and prepare incident reports and operational summaries for management review.

3. OCC Controllers: Current OCC Controllers provide front-line monitoring and support for bus operations, making real-time decisions to assist operators with schedule adherence, safety, and service quality. They also coordinate responses to incidents, security events, and equipment issues while communicating critical information to operators, emergency services, city officials, and other stakeholders.

F. Data Collection Function: The Data Collection function is currently staffed by (1) one

Data Collection Coordinator and (2) two Data Collectors. Services are provided seven days per week across an approximately seventeen-hour operational window; however, reporting deadlines may necessitate work outside the normal operational window.

1. Data Collection Coordinator: The current Data Collection Coordinator plans, organizes, and manages data workflows for Federal National Transit Database reporting, ensuring compliance with applicable rules, regulations, and timelines established by the CITY. This role also coordinates random trip generation, compiles daily, weekly, monthly, and special reports for transit planning staff, and assists in training and supporting Data Collectors.

2. Data Collector(s): Current Data Collectors conduct on-board and stationary checks to gather accurate ridership, schedule adherence, and fare payment data for statistical reporting and service improvement. They also evaluate bus stop and shelter usage, collect site-specific information, and distribute survey questionnaires to support transit planning and grant applications.

G. Refer to Exhibit A – Incumbent OCC Job Descriptions & Wages for the above-described

OCC and Data Collection positions.

3.5. Staffing During Contract Transition Period

A. To ensure continuity of service during contract transition, the CONTRACTOR shall offer to retain, and if the offer is accepted, retain the current employees of the incumbent contractor for a 90-day transition period beginning on the commencement date of the contract, subject to the following:

1. The CONTRACTOR is not required to offer to retain a current employee of the incumbent contractor if: (1) the CONTRACTOR determines, based on reliable evidence of the employee’s past performance history, that there would be just cause to discharge the employee if employed by the CONTRACTOR; or (2) the employee held a key management position with the incumbent contractor, as specified in

3.4.C.

2. For purposes of this provision, the term “current employee of the incumbent contractor” means an employee of the incumbent contractor performing services covered by this Scope of Work that was employed by the incumbent contractor on the date of award of this contract to the CONTRACTOR and had been employed continuously by the incumbent contractor for, at a minimum, the sixty (60) day period immediately preceding the date of award or commencement date of the contract to the CONTRACTOR.

B. During the 90-day transition period, retained employees shall be employed under terms and conditions established by the CONTRACTOR or as required by law; provided, however, that the CONTRACTOR shall pay each retained employee an hourly wage, at the outset of their employment with the CONTRACTOR, that is not less than the hourly wage in effect for such employee on the date of their separation from employment with the incumbent contractor.

C. If the CONTRACTOR determines that fewer employees are required to deliver the services required under this contract than were required by the incumbent contractor, the CONTRACTOR shall retain current employees of the incumbent contractor by seniority within job classification and maintain a preferential hiring list of current employees not retained by the CONTRACTOR from which the CONTRACTOR may hire additional employees, if needed, during the 180-day transition period.

D. During the 180-day transition period, the CONTRACTOR shall not discharge an employee retained by the CONTRACTOR pursuant to this provision without cause.

3.6. Service Area

A. The CITY’s fixed-route transit services are designed to operate as directly and efficiently as possible, ensuring routes are easy to understand and minimize…