RFQu-25-0511_Pre-Offer_Conference_Presentation.pdf

RFP 25-0511

Public Outreach and Community

Engagement

May 7, 2025 – 11:00 a.m.

Via WebEx Finance Department

Please turn off or silence cell phones during this pre-offer conference.

Please mute your microphones, unless you are speaking, to mitigate background noise and potential electronic feedback for the other participants.

We will be touching on each major section of the solicitation, please try and limit your questions to the section being discussed.

Please email your company name, first and last name, telephone number, and email address to the procurement officer: rene.martinez@phoenix.gov

Housekeeping mailto:jonathan.thatcher@phoenix.gov

Legal Notice The purpose of the Pre-Offer Conference is to provide a casual atmosphere to discuss the City’s intent and to determine whether the City’s requirements are clearly stated.

Although an exchange of information may take place, the official position of the City is that which is delivered in the solicitation document and in the form of a written Solicitation Addendum. Therefore, nothing said here today should be construed as a change to the written requirements in the solicitation document.

Any changes will be in the form of a solicitation addendum. Vendors must acknowledge receipt of any/all addenda by signing and returning the document with their submittal, or the response may be considered non-responsive.

Please note that it is the responsibility of the Offeror to read the entire solicitation document. Offerors must contact the Procurement Officer if they have any questions – no other City employees per the Transparency Policy.

Key Dates

Pre-Offer Conference May 7, 2025 at 11:00 a.m.

Written Inquiries Due May 15, 2025 at 2:00 p.m.

Offer Due Date May 23, 2025 at 2:00 p.m.

Agenda RFP 25-0511 Public Outreach and Community

Engagement Review Solicitation Instructions 1.Review Terms and Conditions 2.Review Special Terms and Conditions 3.Review Insurance and Indemnification Requirements 4.Review the Scope of Work 5.Review the Offer Evaluation Criteria 6.Review Submittal Requirements 7.Review Key Dates 8.Closing

Solicitation Instructions Transparency Policy starts at solicitation opening and ends at Council Award All offerors must register at:

https://www.phoenix.gov/procure All written inquiries are due May 15, 2025, by 2:00 p.m.

The City will not be responsible for oral instructions made by employees or officers, any changes will be in the form of solicitation addenda

Businesses must be registered with the Arizona Corporation Commission (this is checked)

Offeror must read the entire solicitation and accept all terms and conditions without exception https://www.phoenix.gov/procure

Instructions

Preparation of Offer (2.1) Fixed Offer Price Period (2.2) Obtaining a Copy of the Solicitation and Addenda (2.3) Exceptions (2.4) Inquiries (2.5) Addenda (2.6) Licenses and Certifications (2.7 and 2.8) Right to Disqualify (2.18) Determining Responsiveness and Responsibility (2.20) Best and Final Offers (BAFO) (2.26) City’s Vendor Self-Registration and Notification (5.2)

Special Terms & Conditions Term of Contract (6.1) All prices offered shall be firm and fixed for the entire term of the contract. Price decrease requests do not require supporting documentation and are allowed at any time during the contract term. (6.2)

Method of Invoicing (6.4) It is the responsibility of the Contractor to promptly update their profile in procurePHX at https://www.phoenix.gov/procure. If Contractor’s legal identify has changed, the Procurement Officer must be notified immediately. Failure to do so may result in non-payment of invoices and contract termination. (6.7)

Federal Clauses: Housing and Urban Development and Federal Transit Administration (Section 7 and 8) https://www.phoenix.gov/procure

Insurance & Indemnification Defense and Indemnification provisions for Professional

Services (9.1) Insurance requirements cover:

General liability Automobile liability Worker’s compensation Professional liability

Upon award, certificates of insurance (ACORD form or equivalent) must be provided to the City within 10-days.

Scope of Work Scope of work (3. Scope of Work) Objective: The City of Phoenix (City) seeks to establish one or more contracts—a Qualified Vendors List (QVL)—with qualified companies to conduct public outreach and community engagement services. For all services, selected contractors are expected to maintain effective communication with City staff whether working independently or closely with the individual department contacts

The selected vendor will develop and implement strategies to effectively reach and involve diverse community members

Definitions (3.3) General Requirements (3.4) Requirements to be met by contractor providing the requested services for this solicitation Engagement Requirements (3.5) Comprehensive project management will consist of

Scope of Work Staffing Requirements (3.6) Requested requirements for contractor and contractor staff.

The City Responsibilities: (3.7)

Submittals Responses must be submitted through the City’s

Procurement Portal.

Vendor questionnaire is provided for requested information and links to downloadable required documentation.

Key Dates

Written Inquiries Due May 15, 2025 at 2:00 p.m.

Offer Due Date May 23, 2025 at 2:00 p.m.