Promotional_Examination_Development_and_Administration_for_Tucson_Fire_Department_(Addendum_#1_Revision).pdf

CITY OF TUCSON

REQUEST FOR PROPOSAL

260199

PROMOTIONAL EXAMINATION DEVELOPMENT AND

ADMINISTRATION FOR TUCSON FIRE DEPARTMENT

Due Date: Friday, May 1, 2026

City of Tucson

255 W Alameda St

Tucson, AZ 85701

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

Public Portal https://secure.procurenow.com/portal/tucson-az/projects/242427

PUBLISH DATE: April 10, 2026 https://secure.procurenow.com/portal/%7Bproject.government.code%7D https://secure.procurenow.com/portal/%7Bproject.government.code%7D/projects/%7Bproject.id%7D https://secure.procurenow.com/portal/%7Bproject.government.code%7D/projects/%7Bproject.id%7D

CITY OF TUCSON REQUEST FOR PROPOSAL NO. 260199

BUSINESS SERVICES DEPARTMENT Page 2 of 44 SHARED SERVICES PROCUREMENT DIVISION RESPONSIBLE CONTRACT OFFICER: Brittany Lee

255 W. ALAMEDA, 6TH FLOOR, TUCSON, AZ 85701 PH: (520) 837-4193

Attachments:

A - Offer and Acceptance C - 260199 Price Sheet

BUSINESS SERVICES DEPARTMENT Page 3 of 44

A. NOTICE

A.1. CITY OF TUCSON

NOTICE OF REQUEST FOR PROPOSAL NO 260199

TITLE: Promotional Examination Development and Administration for Tucson Fire Department

SUBMITTAL DUE DATE: Friday, May 1, 2026 AT 2:00 P.M. LOCAL AZ TIME

PRE-SUBMITTAL MEETING DATE: Tuesday, April 21, 2026

TIME: 2:00 pm LOCAL AZ TIME

LOCATION: Microsoft Teams meeting:

https://teams.microsoft.com/meet/27645216899803?p=yS69IxHq5N1ysxpUh9 Meeting ID: 276 452 168 998 03 Passcode: bG6HY962 Dial in by phone +1213-293-2303,,284691810# United States, Los Angeles Phone conference ID: 284 691 810#

QUESTIONS SHALL BE DIRECTED TO: Brittany Lee

(520) 837-4193 brittany.lee@tucsonaz.gov

Posted Date: Friday, April 10, 2026

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

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

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

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B. INTRODUCTION

B.1. Summary

The City of Tucson is seeking proposals from qualified Offerors to develop and administer promotional testing processes for the Tucson Fire Department. The successful Contractor shall perform a job analysis of essential knowledge, skills and abilities and develop and administer promotional testing processes, per the Scope of Work herein, for the positions of Fire Captain and Fire Battalion Chief. These examinations are separate, and shall be conducted independently for each process. The Contractor will be expected to work closely with Fire Department and City of Tucson Human Resources staff. The Contractor selected will be expected to immediately familiarize themselves with the operations and policies of the Tucson Fire Department.

The City of Tucson shall retain responsibility for identifying and developing eligibility requirements for its employees to participate as candidates in these testing processes.

The City is required to comply with the provisions of Uniformed Services Employment and Reemployment Rights Act (USERRA). The successful Contractor(s) shall offer testing in accordance with Uniformed Services Employment and Reemployment Rights Act

(USERRA).

It is the City’s goal that the primary focus of the promotional testing for the position of Fire Captain reflects the first line supervisory nature of that position, as outlined in the current job description. Further, the City desires that the primary focus of the promotional testing for the position of Fire Battalion Chief reflect the managerial nature of that position, as outlined in the current job description. To achieve this goal, interested Offerors may submit a response to Section I – Fire Captain, Section II – Fire Battalion Chief or all Sections, in accordance with the Offeror’s expertise and capacity. Responses to the Sections will be evaluated independently of one another and award of each Section will be made to the Offeror whose submittal is deemed to be most advantageous to the City.

A firm schedule will be set for these promotional processes by the Tucson Fire Department following contract award. Each promotional process is conducted on different calendar years.

B.2. Contact Information

Brittany Lee Contract Officer Email: brittany.lee@tucsonaz.gov Phone: (520) 837-4193 Department:

Fire Department mailto:brittany.lee@tucsonaz.gov tel:(520)837-4193

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B.3. Timeline

BUSINESS SERVICES DEPARTMENT Page 6 of 44

Issue Date April 10, 2026

Pre-Submittal Meeting (Non- Mandatory)

April 21, 2026, 2:00pm

Microsoft Teams meeting:

https://teams.microsoft.com/meet/2764521 6899803?p=yS69IxHq5N1ysxpUh9

Meeting ID:

276 452 168 998 03 Passcode:

bG6HY962

Dial in by phone +1213-293-2303,,284691810# United States, Los Angeles

Phone conference ID:

284 691 810#

Question Submission Deadline April 24, 2026, 2:00pm

Submittal Due Date May 1, 2026, 2:00pm https://teams.microsoft.com/meet/27645216899803?p=yS69IxHq5N1ysxpUh9 https://teams.microsoft.com/meet/27645216899803?p=yS69IxHq5N1ysxpUh9

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C. SCOPE OF WORK

C.1. Scope of Work

A.1. SECTION I – FIRE CAPTAIN

It is the City’s goal that the primary focus of the promotional testing for the position of Fire Captain reflects the first line supervisory nature of that position, as outlined in the current job description.

Contractor’s responsibilities shall include:

1. Contractor shall develop methodology to conduct a job analysis of the positions of Fire Captain that, at a minimum, clearly stipulates a timeline that includes the number and frequency of questionnaires, site visits, interviews, and entry and exit briefings. In addition, the methodology may include alternative areas designed to completely document the nature and requirements of the job. The purpose, scope and focus of this analysis shall be limited to the development and administration of promotional examinations for the enumerated positions only. The scope of the job analysis performed by the Contractor need only be of sufficient depth to allow for the development of the promotional processes.

The job analysis, once completed, becomes property of the Tucson Fire Department.

2. Contractor shall utilize the City of Tucson’s job description for the position of Fire Captain in effect for Calendar Year 2026/2027 as a basis for their review and analysis. The Contractor will not create job descriptions for this position. The Contractor shall utilize the City’s established description together with the analysis listed in Item to develop a valid testing process.

3. Contractor shall develop linkage from essential function statements to knowledge, skill and ability levels required to perform the job of Fire Captain to include, but not limited to:

a. Required reading level

b. Required writing level

c. Required behavioral characteristics

d. Required education level

e. Required mental acuity

f. Problem Solving

g. Decision Making

h. Emotional Intelligence

i. Emergency Scene Command/Control

j. Community Risk Reduction

K. Leadership Ability (Aptitude)

4. Contractor shall develop an examination plan for the positions of Fire Captain that shall include development of testing mechanisms, including a written examination, an oral board and an assessment center process based upon the characteristics identified in Item 3 above. The City of Tucson shall have the right of final approval of all schedules, test materials and sources, resolution of challenges, selection

BUSINESS SERVICES DEPARTMENT Page 8 of 44 of methodologies, assessors and other administrative actions as may be appropriate in these proceedings.

5. Contractor shall identify methodology for developing each examination component identified in Item 4 above. This shall include a description of the areas being evaluated in each component of the examination with linkage to the knowledge, skills and abilities, and essential function statements. In addition, the methods employed should be developmental to the participant as well as reinforce the ideals of the Tucson Fire Department.

6. Contractor shall develop each examination component to include:

a. For written examinations – a plan to prepare, administer, validate, score and process a written examination based upon subject matter relevant to the positions in question, to include Tucson Fire Department rules, policies, and procedures, Administrative Manual of Operations, Emergency Operation Manuel, National Incident Management System compliance, state and local law, and other subject matter areas determined to be appropriate by the Tucson Fire Department, and any additional outside materials, such as textbooks or similar reference items.

This plan shall also include development of pre-test materials to provide to the candidates processing for the positions in question so as to prepare them for the examination process.

b. For oral board interviews – a plan to develop, administer, evaluate, and score an oral board interview process. The plan shall include question development, training and candidate evaluation and scoring.

c. For assessment centers – a plan to develop and administer an assessment center relevant to the positions in question. This plan shall also include assessor selection and training, candidate evaluation and scoring, and development of a final selection list combining performance on the three test components. The plan shall outline the contractor’s ability to provide and support various testing modalities, such as electronic or computer aided examination, use of video systems, etc.

7. Contractor shall establish provisions for legally defending the product provided to the City of Tucson by the Contractor. Expenses incurred by the Contractor for the defense of the product shall be the responsibility of the Contractor.

8. Contractor shall provide the City of Tucson with ten (10) original hard copies of the final product.

Electronic copies shall be provided by the Contractor upon request.

9. Contractor will coordinate with Tucson Fire Department to select assessors to participate in the designated processes.

10. Contractor shall be responsible for production and preparation of test materials to be administered to the candidates, as well as any associated support materials including, but not limited to, answer and scoring sheets, instructions, and assessor materials.

11. Contractor shall provide performance and developmental feedback to candidates in writing within 30 days of the publication of the final assessment scoring. Feedback shall be focused on the individual candidate’s performance and shall be designed as a tool for the candidate’s use to improve performance. Feedback shall not be written or used as a method for the Contractor to assess the promotional process products.

12. Contractor shall offer testing in accordance with USERRA.

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13. Contractor shall update testing materials upon request to reflect relevant changes including changes to the job description, the materials upon which they are based or the outcome of any claims or litigation. In addition, should the analysis conducted and testing materials developed for the Tucson Fire Department be used to conduct analyses or develop test materials for another jurisdiction, the Contractor shall provide the results of such analyses and any testing materials differing from those in use by the Tucson Fire Department to the Tucson Fire Department for review.

14. Contractor shall provide on-site staffing during each testing phase.

15. Contractor shall meet with Tucson Fire Department Senior Leadership Team immediately following award of contract to get guidance on approach, expectations and expected outcomes.

A.2. SECTION II – FIRE BATTALION CHIEF

It is the City’s goal that the primary focus of the promotional testing for the position of Fire Battalion Chief reflects the managerial nature of that position, as outlined in the current job description.

Contractor’s responsibilities shall include:

1. Contractor shall develop methodology to conduct a job analysis of the position of Fire Battalion Chief that, at a minimum, clearly stipulates a timeline that includes the number and frequency of questionnaires, site visits, interviews, and entry and exit briefings. In addition, the methodology may include alternative areas designed to completely document the nature and requirements of the job. The purpose, scope and focus of this analysis shall be limited to the development and administration of promotional examinations for the enumerated positions only. The scope of the job analysis performed by the Contractor need only be of sufficient depth to allow for the development of the promotional processes. The job analysis, once completed, becomes property of the Tucson Fire Department.

2. Contractor shall utilize the City of Tucson’s job description for the position of Fire Battalion Chief in effect for Calendar Year 2021/2022 as a basis for their review and analysis. The Contractor will not create job descriptions for these positions. The Contractor shall utilize the City’s established description together with the analysis listed in Item 1 to develop a valid testing process.

3. Contractor shall develop linkage from essential function statements to knowledge, skill and ability levels required to perform the job of Fire Battalion Chief to include, but not limited to:

a. Required reading level

b. Required writing level

c. Required behavioral characteristics

d. Required education level

e. Required mental acuity

f. Value systems

g. Leadership Ability (Aptitude)

h. Other competencies

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4. Contractor shall develop an examination plan for the position of Fire Battalion Chief that shall include development of testing mechanisms, including a written examination, an oral board and an assessment center process based upon the characteristics identified in Item 3 above. The City of Tucson shall have the right of final approval of all schedules, test materials and sources, resolution of challenges, selection of methodologies, assessors and other administrative actions as may be appropriate in these proceedings.

5. Contractor shall identify methodology for developing each examination component identified in Item 4 above. This shall include a description of the areas being evaluated in each component of the examination with linkage to the knowledge, skills and abilities, and essential function statements. In addition, the methods employed should be developmental to the participant as well as reinforce the ideals of the Tucson Fire Department.

6. Contractor shall develop each examination component to include:

a. For written examinations – a plan to prepare, administer, validate, score and process a written examination based upon subject matter relevant to the positions in question, to include Tucson Fire Department rules, policies, and procedures, Administrative Manual of Operations, Emergency Operation Manuel, National Incident Management System compliance, state and local law, and other subject matter areas determined to be appropriate by the Tucson Fire Department, and any additional outside materials, such as textbooks or similar reference items.

This plan shall also include development of pre-test materials to provide to the candidates processing for the positions in question to prepare them for the examination process.

b. For oral boards – a plan to develop, administer, evaluate and score an oral board interview process. The plan shall include question development, training and candidate evaluation and scoring.

c. For assessment centers – a plan to develop and administer an assessment center relevant to the positions in question. This plan shall also include assessor selection and training, candidate evaluation and scoring, and development of a final selection list combining performance on the three test components. The plan shall outline the contractor’s ability to provide and support various testing modalities, such as electronic or computer aided examination, use of video systems, etc.

7. Contractor shall establish provisions for legally defending the product provided to the City of Tucson by the Contractor. Expenses incurred by the Contractor for the defense of the product shall be the responsibility of the Contractor.

8. Contractor shall provide the City of Tucson with ten (10) original hard copies of the final product.

Electronic copies shall be provided by the Contractor upon request.

9. Contractor will coordinate with Tucson Fire Department to select assessors to participate in the designated processes.

10. Contractor shall be responsible for production and preparation of test materials to be administered to the candidates, as well as any associated support materials including, but not limited to, answer and scoring sheets, instructions, and assessor materials.

11. Contractor shall provide performance and developmental feedback to candidates in writing within 30 days of the publication of the final assessment scoring. Feedback shall be focused on the individual candidate’s performance and shall be designed as a tool for the candidate’s use to improve

BUSINESS SERVICES DEPARTMENT Page 11 of 44 performance. Feedback shall not be written or used as a method for the Contractor to assess the promotional process products.

12. Contractor shall offer testing in accordance with USERRA.

13. Contractor shall update testing materials upon request to reflect relevant changes including changes to the job description, the materials upon which they are based or the outcome of any claims or litigation. In addition, should the analysis conducted and testing materials developed for the Tucson Fire Department be used to conduct analyses or develop test materials for another jurisdiction, the Contractor shall provide the results of such analyses and any testing materials differing from those in use by the Tucson Fire Department to the Tucson Fire Department for review.

14. Contractor shall provide on-site staffing during each testing phase.

15. Contractor shall meet with Tucson Fire Department Senior Leadership Team immediately following award of contract to get guidance on approach, expectations and expected outcomes.

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D. INSTRUCTIONS TO OFFERORS

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

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

City:The City of Tucson, Arizona

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

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

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

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

May: Indicates something that is not mandatory but permissible.

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

Must: The action or condition is required.

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

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

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

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

D.2. PRE-SUBMITTAL MEETING

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

D.3. INQUIRIES

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

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

D.4. ADDENDUM OF SOLICITATION

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

D.5. UNDERSTANDING SCOPE OF WORK

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

D.6. PREPARATION OF OFFER

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

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

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

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

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

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

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

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

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

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

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

D.7. PAYMENT DISCOUNTS

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

D.8. TAXES

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

D.9. EXCEPTIONS TO CONTRACT PROVISIONS

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

D.10. PUBLIC RECORD

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

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

D.11. CONFIDENTIAL INFORMATION

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

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

D.12. WHEN AND HOW TO SUBMIT OFFERS

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

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

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

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

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

DEADLINE WILL NOT BE CONSIDERED.

D.13. CERTIFICATION OF NONCOLLUSION; CONFLICTS OF INTEREST

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

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

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

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

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

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

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D.14. WITHDRAWAL OF OFFER; BINDING OFFER

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

Telephonic or oral withdrawals are not effective.

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

D.15. DISCUSSIONS

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

D.16. VENDOR REGISTRATION; BUSINESS LICENSE

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

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

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

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

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E. OFFER EVALUATION AND CONTRACT AWARD

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

A. Method of Approach

B. Qualifications & Experience

C. Price Proposal

E.2. INTERVIEWS

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

E.3. ADDITIONAL INVESTIGATIONS

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

E.4. OTHER INFORMATION

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

E.5. PRICE

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

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

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

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

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

A. Waive any immaterial defect or informality; or

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

C. Reissue the solicitation.

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E.7. CONTRACT NEGOTIATIONS

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

E.8. AWARD OF CONTRACT

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

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

E.9. MULTIPLE AWARDS

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

E.10. SUBMITTAL RESULTS

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

E.11. PROTESTS

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

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

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

B. The signature of the protestant or its representative;

C. The solicitation or Contract number;

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

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E. The form of relief requested.

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F. EVALUATION CRITERIA

No. Evaluation Criteria Scoring Method Weight (Points)

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1. Method of Approach

SECTION I – FIRE CAPTAIN:

1. Provide a detailed Method of Approach to the Scope of Work which clearly identifies the services proposed to be performed by the Offeror. This section should confirm Offeror’s understanding of the RFP and the needs of the Tucson Fire Department. This should address in depth how Offeror plans to meet the requirements of each of the services and activities as outlined in the Scope of Work of the RFP. The method and approach for each service should be addressed in a manner that reflects understanding and commitment to providing services as needed in a professional manner in the specified time frame.

2. Detail how the process for Fire Captain will be developed and conducted, recognizing that the City expects efficiencies from the Contractor to minimize and streamline meetings, site visits, costs, etc.

3. Provide a detailed description of the Offeror’s proposed timeline approach to the Scope of Work. Include:

a. A list of milestones and proposed deliverables for each milestone

b. A schedule of work

c. An estimate of Offeror’s staff time for each major step

d. A list and description of needs on-site such as office space, conference rooms, clerical support for meeting arrangement, etc.

4.Describe your approach to working with the City in accomplishing these tasks and delineate the steps involved in accomplishing them. The Offeror shall provide a detailed description of the proposed level of participation by City staff.

Include:

a. Type of staff experience

b. Level of staff authority

c. Approximate investment of time by City staff by activity and other assignments

d. Time frames for scoring and final list calculation, etc.

5. Clearly demonstrate an understanding of the first-line supervisory nature of the Fire Captain position, as outlined in the current job description.

6. Detail your proposed approach to achieving compliance with USERRA.

7. Identify potential problem areas and suggest solutions to those problems.

8. If there are additional tasks that you feel were not included in the Scope of Work, thoroughly describe them and provide a detailed pricing proposal for each.

N/A N/A

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9. Explain how their administrative process will ensure that appropriate levels of attention are given and that work is properly performed.

SECTION II – FIRE BATTALION CHIEF:

1. Prepare a detailed Method of Approach to the Scope of Work which clearly identifies the services proposed to be performed by the Offeror. This section should confirm Offeror’s understanding of the RFP and the needs of the Tucson Fire Department. This should address in depth how Offeror plans to meet the requirements of each of the services and activities as outlined in the Scope of Work of the RFP. The method and approach for each service should be addressed in a manner that reflects understanding and commitment to providing services as needed in a professional manner in the specified time frame.

2. Detail how the process for Fire Battalion Chief will to be developed and conducted, recognizing that the City expects efficiencies from the Contractor to minimize and streamline meetings, site visits, costs, etc.

3. Provide a detailed description of the Offeror’s proposed timeline approach to the Scope of Work. Include:

a. A list of milestones and proposed deliverables for each milestone

b. A schedule of work

c. An estimate of Offeror’s staff time for each major step

d. A list and description of needs on-site such as office space, conference rooms, clerical support for meeting arrangement, etc.

4. Describe your approach to working with the City in accomplishing these tasks and delineate the steps involved in accomplishing them. The Offeror shall provide a detailed description of the proposed level of participation by City staff.

Include:

a. Type of staff experience

b. Level of staff authority

c. Approximate investment of time by City staff by activity and other assignments

5. Provide a detailed description of your plan for customer support and your ability to offer assistance to the City of Tucson in each phase of the test development and examination processes. Include:

a. Information on its staffing, experience, ability to offer on-site staff during

BUSINESS SERVICES DEPARTMENT Page 23 of 44 examinations

b. Expectations of types and levels of assistance from City of Tucson staff during process administration

c. Time frames for scoring and final list calculation, etc.

6. Clearly demonstrate its understanding of the first-line supervisory nature of the Fire Sergeant position, as outlined in the current job description.

7. Detail your proposed approach to achieving compliance with USERRA.

8. Identify potential problem areas and suggest solutions to those problems.

9. If there are additional tasks that you feel were not included in the Scope of Work, thoroughly describe them and provide a detailed pricing proposal for each.

10. Explain how their administrative process will ensure that appropriate levels of attention are given and that work is properly

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2. Experience & Qualifications

SECTION I – FIRE CAPTAIN:

Evaluation will examine the Offeror’s qualifications and experience in conducting job analysis and examination processes for similar positions. Offeror’s response to this section should include, but not be limited to, the following:

1. A brief history of the Contractor’s firm, including number of years in business in this capacity.

2. A list of specific qualifications the Offeror, staff or subcontractor, has in supplying the services listed in this proposal, including any professional designations and affiliations, certifications or licenses, etc. Offeror must submit the names and resumes of the key personnel that will perform the functions of each proposed service or task. Resumes of subcontractors shall also be submitted, if applicable.

3. A list of previous and current contracts, if any, which are considered identical or similar to the Scope of Work herein. Include all public agencies served. For each agency listed, please include the name and phone number of a reference who should be able to comment on the related experience.

4. Provide any brochures or materials about your company that will help the City determine whether the Offeror has expertise in dealing with law enforcement, public safety or criminal justice entities, knowledge and expertise in statistical design/analysis and organizational design/development.

5. A list of subcontractors (if applicable), and their respective qualifications to be used in performing the services requested. The City reserves the right to approve or deny proposed subcontractors.

SECTION II – FIRE BATTALION CHIEF:

Qualifications and Experience

Evaluation will examine the Offeror’s qualifications and experience in conducting job analysis and examination processes for similar positions. Offeror’s response to this section should include, but not be limited to, the following:

1. A brief history of the Contractor’s firm, including number of years in business in this capacity.

2. A list of specific qualifications the Offeror, staff or subcontractor, has in supplying the services listed in this proposal, including any professional designations and affiliations, certifications or licenses, etc. Offeror must

BUSINESS SERVICES DEPARTMENT Page 25 of 44 submit the names and resumes of the key personnel that will perform the functions of each proposed service or task. Resumes of subcontractors shall also be submitted, if applicable.

3. A list of previous and current contracts, if any, which are considered identical or similar to the Scope of Work herein. Include all public agencies served. For each agency listed, please include the name and phone number of a reference who should be able to comment on the related experience.

4. Provide any brochures or materials about your company that will help the City determine whether the Offeror has expertise in dealing with law enforcement, public safety or criminal justice entities, knowledge and expertise in statistical design/analysis and organizational design/development.

5. A list of subcontractors (if applicable), and their respective qualifications to be used in performing the services requested. The City reserves the right to approve or deny proposed subcontractors.

3. Price Proposal Please complete Attachment C - Price Sheet

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G. SPECIAL TERMS AND CONDITIONS

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

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

G.2. COOPERATIVE PURCHASING

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

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

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

G.3. CONFLICTS OF INTEREST

An Offeror responding to this solicitation acknowledges that, to the best of its knowledge, information and belief, no person has been employed or retained to solicit or secure a Contract that may be awarded pursuant to this solicitation upon a promise of a commission, percentage, brokerage, or contingent fee, and that no member of the City of Tucson Mayor and Council or any employee of the City has any financial interest in Offeror’s firm. In addition, all communications regarding this solicitation shall be directed to the Business Services Department. Interested Offerors shall refrain from engaging in any communication (written or verbal) regarding this solicitation or the matters involving this solicitation or TCC operations with any other City staff, Mayor & Council or staff of Mayor & Council.

The City reserves the right to disqualify an Offeror from further participation in the solicitation process in the event the City determines that Offeror has an actual or apparent conflict of interest with the purposes of this solicitation, or has violated this Conflict of Interest.

Upon a finding by the City that gratuities in the form of entertainment, gifts or inducements were offered or given by Offeror, or any agent or representative of Offeror, to any officer or employee of the City, including the Mayor and Council and their staff, for the purpose of securing a Contract that may be awarded pursuant to this solicitation, or securing favorable treatment with respect to the awarding, amending, or making of any determination with respect to the performance of a Contract that may be awarded under this solicitation, the City, may, by one (1) calendar day provide written notice to Offeror, http://www.tucsonprocurement.com/coop_partners.aspx http://www.mesaaz.gov/home/showdocument?id=23638

BUSINESS SERVICES DEPARTMENT Page 27 of 44 terminate the right of Offeror to proceed under this solicitation; provided that the existence of the facts upon which the City made such finding shall be an issue and may be litigated in an Arizona court of competent jurisdiction.

G.4. PRICE ADJUSTMENT

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

G.5. TERM AND RENEWAL

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

G.6. TRAVEL EXPENSE ALLOWANCES

The City’s allowance is limited to the total expense resulting from traveling directly to the destination and staying only the number of days necessary to conduct official business. The Consultant is encouraged to arrive earlier or stay longer than is necessary if doing so will result in savings to the City.

In some cases, because of airline discount terms, an additional day(s) of travel will result in substantial airfare savings -- enough savings to offset additional lodging and per diem costs. The Consultant shall fly coach when the flight includes both coach and first-class seats. First-class seats may be allowed if coach seats are not available and no other flight can be substituted. At travel destinations, the City will reimburse the Consultant for the use of airport limousines and taxis.