Senior_Contract_Specialist_(Addendum_#4_Revision).pdf

Town of Cave Creek | Cooperative Contract Quote Request

REQUEST FOR QUOTE (RFQ)

COOPERATIVE CONTRACT QUOTE COMPARISON

Town of Cave Creek, Arizona

For Use with an Existing Cooperative Purchasing Contract

1. Project Overview

Project / Service Senior Contract Specialist

Town Department Procurement

Cooperative Organization Multiple – See Scope of Services

Cooperative

Contract No.

To Be Provided by Responding Vendor

Cooperative

Contract Title

Contract Specialist / Procurement Support Services

Quote Due Date /

Time

Tuesday, November 10, 2026 at 3:00 pm

Estimated Start Date Upon Contract Approval and Notice to Proceed

Town Contact Monique Harris, Procurement Administration

2. Purpose

The Town of Cave Creek (“Town”) is requesting quotes from qualified contractors holding an applicable cooperative purchasing contract for the goods and/or services described in this request. The purpose of this

Request for Quote is to compare qualified cooperative contract solutions, pricing, availability, experience, and overall value before the Town selects a contractor.

This request is a quote comparison among contractors available through an existing competitively procured cooperative contract. It is not a new Invitation for Bids (IFB), Request for Proposals (RFP), or Request for

Qualifications (RFQ) intended to establish a new master contract.

3. Cooperative Purchasing Authority

This procurement is being conducted under Town Code § 37.01(B), Cooperative Purchasing. Section 37.01(B) provides that the Town’s purchasing subchapter does not apply to cooperative purchases and authorizes the

Town to participate in cooperative purchasing with public agencies and qualifying organizations, provided competitive purchasing procedures comparable to those required by the Town were employed and, in the opinion of the Purchasing Agent, a separate bidding process is not likely to result in a lower price for the items or services.

The Town intends to utilize the cooperative contract identified in the Project Overview. Participation in this quote comparison does not create a new cooperative award. Any resulting purchase or contract will be made under the applicable cooperative contract, subject to verification of contract eligibility, scope, pricing, terms, and any required Town approvals.

4. Nature of the Quote Request

The Town is voluntarily requesting quotes from one or more awarded cooperative contractors to document price reasonableness, compare available solutions, and determine which cooperative contractor provides the best overall value for the Town’s specific requirements.

The Town may consider price together with the contractor’s ability, capacity, experience, availability, proposed personnel or solution, responsiveness, contract compliance, and the quality and adaptability of the goods or services. These considerations are consistent with the responsibility factors identified in Town Code §

37.05(B).

5. Scope of Work / Specifications

This section outlines the responsibilities, qualifications, work schedule, and deliverables for the Senior

Contract Specialist assignment. The selected contractor will provide remote procurement support for a 60-day period, including researching cooperative purchasing agreements, creating and maintaining contract records in OpenGov, uploading supporting documentation, and tracking additional agreements assigned by the

Procurement Administrator. All contract records will be subject to Town review and approval.

5.1. Senior Contract Specialist – Scope of Services

Project Description

The Town of Cave Creek is seeking a qualified contractor to provide temporary Contract Specialist services for a period of 60 calendar days. The selected contractor will support the Procurement Administrator in establishing, organizing, and maintaining the Town's cooperative purchasing contract library within OpenGov

Procurement.

Services will be performed 100% remotely. The Town will provide authorized access to OpenGov, and the contractor shall independently access cooperative purchasing resources to retrieve and manage contract documentation

5.2. Scope of Work

Scope of Work

The selected contractor shall perform the following services:

A. Cooperative Contract Research

A. Research cooperative purchasing agreements available through the Town's approved cooperative organizations.

B. Locate and retrieve awarded contracts, solicitation documents, amendments, renewals, pricing schedules, and related documentation.

C. Verify contract numbers, titles, effective dates, expiration dates, renewal options, and awarded vendors.

D. Identify cooperative agreements available for use by the Town of Cave Creek.

E. Document missing information or potential eligibility concerns for review by the Procurement

Administrator.

B. OpenGov Contract Administration

A. Create and maintain cooperative contract records in the Town's OpenGov Procurement platform.

B. Upload supporting cooperative contract documentation.

C. Enter vendor names, cooperative organizations, contract numbers, descriptions, effective dates, expiration dates, and renewal information.

D. Organize contract records to support searching, reporting, and departmental access.

E. Review records for completeness and accuracy before submitting them for Procurement approval.

C. Additional Contract and Agreement Administration

A. Complete the Town's initial list of cooperative agreements.

B. Research and add additional agreements identified by the Procurement Administrator throughout the

60-day assignment.

C. Update existing records when amendments, renewals, or additional supporting documentation become available.

D. Maintain a tracking log of all agreements entered, updated, pending, or requiring additional review.

The tracking document shall be shared with the Procurement Administrator and updated regularly throughout the 60-day assignment to support ongoing review, collaboration, and progress monitoring.

E. The Procurement Administrator may assign additional procurement-related administrative projects throughout the contract period, including agreement administration, cooperative contract research, insurance documentation tracking, and organization of federal grant records. Specific assignments, priorities, and anticipated completion dates will be established after contract award and may be adjusted during the assignment. All work must remain within the authorized contract amount and the scope of services permitted by the underlying cooperative purchasing agreement.

D. Reporting and Quality Assurance

A. Provide weekly progress reports identifying completed contract records, outstanding items, and anticipated completion dates.

B. Maintain a master inventory of agreements entered into OpenGov.

C. Correct incomplete or inaccurate records identified during Procurement review.

D. Submit a final inventory and project status report at the conclusion of the assignment.

5.3. Approved Cooperative Purchasing Organizations

Approved Cooperative Purchasing Organizations

The contractor must have independent, authorized access to cooperative purchasing resources, including, as applicable:

• 1GPA

• OMNIA Partners

• NPPGov

• Sourcewell

• BuyBoard

• TIPS

• NASPO ValuePoint

• Arizona State Procurement Contracts

• U.S. General Services Administration (GSA)

• Strategic Alliance for Volume Expenditures (S.A.V.E.)

• Mohave Educational Services Cooperative

5.4. Work Schedule and Location

Work Location: 100% Remote. The assigned Senior Contract Specialist must be physically located within the

United States while performing services under this agreement. Offshore or international performance is not permitted.

Work Schedule: Part-time, as needed, with coordination during the Town's normal business hours of Monday through Thursday, 7:00 a.m. to 5:00 p.m., Arizona Time.

Authorized Hours: The contractor shall work only those hours authorized by the Procurement Administrator.

No minimum number of weekly hours is guaranteed.

Contract Duration: The initial contract term shall be 60 calendar days from Notice to Proceed. The Town may authorize one additional 30-calendar-day extension, subject to satisfactory performance, available funding, and the terms of the applicable cooperative purchasing agreement.

Contract Amount: Total compensation shall not exceed $16,000, including any authorized extension, unless otherwise approved in writing by the Town.

Availability and Coordination: The contractor shall be available for scheduled virtual meetings, communication, and coordination with the Procurement Administrator during mutually agreed-upon hours.

Equipment and Technology: The contractor shall provide their own computer, internet connection, and necessary equipment. The Town will provide authorized access to OpenGov Procurement.

Work Assignments: The Procurement Administrator will establish priorities and assign tasks throughout the contract period, including cooperative agreement entry, COI tracking, additional agreements, and other authorized procurement administration projects.

5.5. Work Location and Remote Services

Services will be performed 100% remotely. However, the assigned Senior Contract Specialist must be physically located within the United States while performing services under this agreement. Offshore or international performance is not permitted.

The contractor must be available for scheduled meetings and coordination during mutually agreed-upon hours within the Town's normal business hours, Monday through Thursday, 7:00 a.m. to 5:00 p.m., Arizona Time.

5.6. Contractor Qualifications

Contractor Qualifications

The contractor shall demonstrate:

A. Experience in public-sector procurement and contract administration.

B. Knowledge of cooperative purchasing agreements and applicable documentation requirements.

C. Experience researching, reviewing, and organizing government contracts.

D. Proficiency with electronic contract management platforms. OpenGov experience is preferred.

E. Ability to work independently, maintain accurate records, and meet established deadlines.

F. Access to the cooperative purchasing resources necessary to perform the assigned work.

5.7. Contract Term and Compensation

Contract Term and Compensation

The initial contract term shall be 60 calendar days from the Notice to Proceed.

Contractors shall provide their proposed hourly rate under an eligible cooperative purchasing agreement.

Services will be performed on an as-needed basis within the authorized contract amount. No minimum number of billable hours is guaranteed.

The contractor shall not exceed the authorized contract amount without prior written approval.

5.8. Deliverables

Milestone 1 – Initial Inventory and Setup

Within 10 business days of Notice to Proceed

Review the 75 identified cooperative contracts, establish the OpenGov tracking process, identify missing documentation, and initiate Certificate of Insurance (COI) requests.

Milestone 2 – Contract Entry and Documentation

Throughout the 60-day assignment

Research, enter, and update assigned agreements in OpenGov. Track COI requests, upload received documentation, and submit completed records for Procurement Administrator review and approval.

Additional agreements and related procurement administration tasks may be assigned based on priorities and available funding.

Milestone 3 – Final Inventory and Transition

By the end of the 60-day assignment

Provide a final inventory identifying completed records, outstanding agreements, pending COIs, missing documentation, and additional items requiring follow-up. Submit a summary of completed work and recommendations for any remaining priorities.

5.9. Contract Budget and Pricing

The Town of Cave Creek has established an estimated not-to-exceed budget of $16,000 for the 60-calendar-day assignment.

Respondents shall submit one all-inclusive hourly billing rate under an eligible cooperative purchasing agreement.

The Town will determine the number of authorized service hours based on the proposed hourly rate, assigned workload, and available funding.

The Town does not guarantee a minimum number of hours or expenditures. All services must remain within the authorized contract amount unless otherwise approved in writing by the Town.

5.10. Estimated Workload and Additional Assignments

The Town has identified approximately 75 cooperative purchasing agreements requiring research, documentation, and entry into OpenGov Procurement.

The contractor shall also assist with obtaining and tracking required Certificates of Insurance (COIs), including contacting vendors, documenting outstanding requests, uploading received certificates, and identifying expired or deficient coverage for Town review.

Throughout the 60-day assignment, the Procurement Administrator may assign additional work, including:

• Researching and entering additional contracts and agreements.

• Updating existing records with amendments, renewals, and supporting documentation.

• Organizing and uploading federal grant documentation provided or identified by the Town.

• Performing other related procurement and contract administration tasks within the scope of the applicable cooperative purchasing agreement.

The Procurement Administrator will establish priorities and authorize assignments based on operational needs and available funding.

The estimated workload is provided for planning purposes and does not guarantee a minimum quantity of work or completion of every identified assignment within the contract period.

5.11. Town Responsibilities

Town Responsibilities

The Town will:

A. Provide authorized access to OpenGov Procurement.

B. Supply the initial list of cooperative agreements to be researched and entered.

C. Identify additional cooperative agreements during the assignment.

D. Provide instructions regarding contract record organization and required documentation.

E. Review and approve completed contract records.

The contractor shall not independently approve cooperative contract eligibility, execute agreements, or commit Town funds.

6. Contractor Response Requirements

Respondents shall provide sufficient information to demonstrate their qualifications, relevant public-sector procurement and contract administration experience, and ability to perform the required services during the

60-day assignment. Responses shall include the proposed Senior Contract Specialist's résumé, applicable cooperative contract information, confirmation of remote availability, and an all-inclusive hourly billing rate.

The Town will review submissions to verify cooperative contract eligibility, qualifications, and pricing before selecting a contractor.

• Company name and primary contact information.

• Applicable cooperative organization, contract number, and contract title.

• Confirmation that the proposed goods/services are within the awarded scope of the identified cooperative contract.

• Description of the proposed goods, services, approach, or solution.

• Qualifications and relevant experience, when applicable.

• Proposed personnel and resumes/qualifications, when personnel are material to performance.

• Implementation schedule, availability, lead time, or proposed start date, as applicable.

• Itemized pricing or hourly rates, as applicable.

• Identification of the applicable cooperative contract pricing, discount, fee schedule, or awarded labor category supporting the quote.

• Identification of any additional discount offered to the Town.

• Identification of all travel, administrative, delivery, implementation, or other fees.

• Confirmation that the proposed Senior Contract Specialist will perform all services while physically located within the United States.

• Any assumptions, exclusions, exceptions, or additional terms associated with the quote.

7. Pricing

Respondents shall submit a fixed, all-inclusive hourly billing rate for the 60-day Senior Contract Specialist assignment. The Town anticipates a not-to-exceed budget of $16,000. Pricing must be supported by an active, eligible cooperative purchasing agreement and include all costs associated with providing the required services. The Town will authorize work based on available funding and actual service needs.

ALL-INCLUSIVE HOURLY BILLING RATE

Respondents shall provide one all-inclusive hourly billing rate for Senior Contract Specialist services under an eligible cooperative purchasing agreement. The proposed hourly rate shall include all labor, wages, benefits, payroll costs, administrative fees, overhead, equipment, technology, insurance, profit, and any other expenses associated with providing the required services. No additional fees, surcharges, or expenses will be permitted unless expressly authorized in writing by the Town. The proposed rate shall remain fixed throughout the 60-day contract period. The Town will compensate the contractor only for actual hours worked and authorized, subject to the contract's not-to-exceed amount. No minimum number of billable hours is guaranteed.

Respondents shall identify the applicable cooperative contract number and provide documentation verifying the proposed hourly rate.

Line Item Description Quantity Unit of

Measure All-Inclusive

Hourly Rate

Total ($)

1 Senior Contract Specialist – U.S.-

Based Remote Services 1 Hour

TOTAL

8. Quote Comparison and Selection

The Town will compare quotes submitted under eligible cooperative purchasing agreements to identify a qualified Senior Contract Specialist offering the best overall value. Selection will consider cooperative contract eligibility, relevant experience, availability, and the proposed all-inclusive hourly billing rate. The Town reserves the right to verify qualifications, contract coverage, and pricing before making a selection.

The Town does not anticipate conducting interviews or oral presentations. Selection will be based on the submitted qualifications, cooperative contract eligibility, availability, and all-inclusive hourly billing rate. The

Town may request written clarification or supporting documentation as necessary to complete its review.

9. Cooperative Contract Verification

The Town will verify that the respondent holds an active, eligible cooperative purchasing agreement authorizing the proposed Senior Contract Specialist services. Verification will include the awarded scope of services, contract term, pricing, cooperative purchasing eligibility, and applicable contract requirements.

Respondents may be required to provide supporting documentation before the Town authorizes services.

As part of the Town’s review, the Town may verify:

• The cooperative contract is current and available for use by the Town.

• The contractor is an awarded contractor under the identified cooperative contract.

• The requested goods/services fall within the awarded cooperative scope.

• The proposed pricing complies with the cooperative contract.

• The underlying cooperative procurement used competitive procedures comparable to Town requirements.

• The cooperative contract permits the contemplated purchase and any applicable ordering or administrative requirements are satisfied.

• The proposed Senior Contract Specialist labor classification and all-inclusive hourly billing rate are authorized under the awarded cooperative contract, including any applicable staffing, subcontracting, or personnel substitution provisions.

10. Questions and Communications

All communications regarding this RFQ shall be conducted through the Town of Cave Creek's OpenGov

Procurement Portal. The Town will host an optional virtual Pre-Quote Meeting and Question-and-Answer

Session on October 29, 2026, at 10:00 a.m. Arizona Time. Vendors may ask questions during the meeting;

however, only written responses, clarifications, and addenda issued through OpenGov shall be considered official and binding.

Questions regarding this request shall be submitted through the Town of Cave Creek’s OpenGov Procurement

Portal by the deadline identified in the project schedule. Responses, clarifications, and any updates may be communicated through the OpenGov Procurement Portal.

11. Required Certifications / Acknowledgments

Respondents shall review and acknowledge the following certifications as part of their quote submission.

These acknowledgments confirm cooperative contract eligibility, pricing compliance, authority to submit a quote, disclosure of potential conflicts of interest, and understanding of applicable Arizona public records requirements. The Town may request supporting documentation to verify compliance before authorizing services.

• Cooperative Contract Confirmation – Respondent confirms that it holds the cooperative contract identified in its response and that the proposed goods/services are within its awarded scope.

• Pricing Certification – Respondent certifies that proposed pricing is consistent with the applicable cooperative contract and that all applicable costs have been disclosed.

• Authorized Representative – The individual submitting the quote is authorized to submit the response on behalf of the contractor.

• Conflict of Interest – Any actual or potential conflict of interest related to the proposed work must be disclosed.

• Public Records – Responses may be subject to Arizona Public Records Law, A.R.S. § 39-121 et seq.

• Confidentiality and System Access – Respondent acknowledges that access to the Town's OpenGov

Procurement platform and contract records shall be limited to authorized personnel and used solely for performing assigned services. The contractor shall safeguard Town information, comply with applicable security requirements, and return or discontinue access to Town systems upon completion of the assignment.

12. Reservation of Rights

The Town of Cave Creek reserves the right to review, clarify, negotiate, accept, or reject quotes in accordance with applicable procurement requirements and the terms of the underlying cooperative purchasing agreement. Issuance of this request does not obligate the Town to award a contract or authorize expenditures. Any selection is subject to verification of cooperative contract eligibility, available funding, and required Town approvals.

The Town reserves the right to:

• Request clarification or additional information.

• Verify cooperative contract scope, pricing, and eligibility.

• Negotiate pricing, scope, schedule, or other terms to the extent permitted by the cooperative contract.

• Accept or reject any quote in whole or in part.

• Select the cooperative contractor determined to provide the best overall value and serve the Town’s best interests.

• Cancel the quote request without award.

• Use another lawful procurement method if determined appropriate.

• Adjust the quantity of services or authorized hours based on available funding, project priorities, and the Town's operational needs, consistent with the applicable cooperative contract.

13. Submission Instructions

Respondents shall submit their quotes electronically through the Town of Cave Creek's OpenGov Procurement

Portal by the published deadline. Submissions must include all required qualifications, cooperative contract information, supporting documentation, and the proposed all-inclusive hourly billing rate. Respondents are responsible for ensuring their submissions are complete and received before the deadline.

Quotes shall be submitted electronically through the Town of Cave Creek’s OpenGov Procurement Portal by the date and time identified in the Project Overview. Respondents are responsible for submitting all requested information and supporting documentation.

14. Evaluation Criteria

No. Evaluation Criteria Scoring Method Weight (Points)

1. Minimum Qualifications and

Cooperative Contract Compliance

Evaluate whether the respondent meets all mandatory requirements of the RFQ, including:

• An active and eligible cooperative contract covering the proposed services and hourly rate;

• A qualified Senior Contract

Specialist with relevant procurement and contract administration experience;

• Experience with OpenGov or a comparable electronic contract management system;

• Availability for the 60-day remote assignment;

• Confirmation that the assigned specialist will perform all services while physically located within the United States; and

• Submission of all required documentation.

PASS: Respondent meets all mandatory requirements.

FAIL: Respondent does not meet one or more mandatory requirements.

Only respondents receiving a PASS will advance to the all-inclusive hourly rate comparison.

N/A N/A

15. Vendor Questionnaire

1. Cooperative Contract Information*

Identify the cooperative purchasing organization, contract number, contract title, expiration date, and applicable labor category. Confirm that the proposed services are included in the awarded contract scope.

*Response required

2. Cooperative Contract Documentation*

Upload the applicable cooperative contract, awarded pricing schedule, and documentation supporting the proposed hourly rate and labor classification.

*Response required

3. Proposed Contract Specialist*

Provide the name and résumé of the individual assigned to this project, including relevant public-sector procurement, cooperative purchasing, and electronic contract management experience. Identify any experience using OpenGov.

*Response required

4. Availability*

Confirm your ability to begin upon Notice to Proceed and provide remote, part-time services during the 60-calendar-day assignment, with coordination during Town business hours.

☐ Yes

☐ No

*Response required

5. U.S.-Based Work Location Requirement*

Does the respondent confirm that the proposed Senior Contract Specialist will perform all services while physically located within the United States?

☐ Yes

☐ No

*Response required

6. Project Understanding*

Confirm your ability to research and enter approximately 75 cooperative contracts into OpenGov, obtain and track Certificates of Insurance (COIs), maintain a shared tracking document, and perform additional authorized procurement administration assignments within the contract budget.

☐ Yes

☐ No

*Response required

7. Contractor Response Requirements*

Respondents are not required to submit a separate technical proposal. Responses to the OpenGov Vendor

Questionnaire, required supporting documentation, and the completed pricing table will constitute the contractor's quote. The Town may request additional clarification or documentation as necessary.

☐ Please confirm

*Response required

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