STREET_TRANSPORTATION_DEPARTMENT_PROJECT_MANAGEMENT_ASSISTANCE_ON-CALL_SERVICES.pdf

CITY OF PHOENIX, ARIZONA

OFFICE OF THE CITY ENGINEER

DESIGN AND CONSTRUCTION PROCUREMENT

REQUEST FOR QUALIFICATIONS

STREET TRANSPORTATION DEPARTMENT PROJECT MANAGEMENT

ASSISTANCE ON-CALL SERVICES

FISCAL YEARS 26/27 - 29/30

OPENGOV ID NO. PMGTOC2629

RFQ Rev. 1/25 Page | 2

The City of Phoenix is seeking up to two qualified engineering consultants to provide project management and construction administration and inspection services on an as-needed basis in support of the Street Transportation Department's, Design and Construction Management

Division, Horizontal Project Management Team. Services will include full-time project management for a variety of horizontal transportation infrastructure projects and will be performed on-site at City facilities.

Project Description

The engineering consultants will serve as a City representative on design and construction projects assigned and will work closely with and under the direction of the Horizontal Project

Management – Design Team Engineering Manager, or other managers within the DCM Division.

The consultants will be responsible for providing full-time project management on a variety of horizontal transportation infrastructure projects.

It is anticipated that Project Manager assignments may include, but are not limited to, the following types of work:

• Overseeing design and construction of both federally and locally funded CIP projects within the City right-of-way.

• Producing, reading, reviewing, and interpreting scopes of work, plans, and drawings.

• Producing and reviewing cost estimates.

• Producing and interpreting project specifications.

• Managing project budgets through design and construction phases.

• Advising on technical aspects of project design and construction documents.

• Producing and interpreting bid documents including plans, specifications and engineering opinion cost.

• Reviewing construction document submittals.

• Writing correspondence to vendors.

• Reviewing Material submittals and processing pay estimates.

• Preparing documentation for senior City staff and management.

• Coordinating with multiple/various internal and external stakeholders.

• Facilitating Community Engagement and Public Outreach.

• Conducting project field review, plan review, and addressing Requests for Information.

• Other services as required to support the successful completion of the work and the

City’s interests.

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Additionally, Construction Administration and Inspection assignments may include, but are not limited, to the following types of work:

• Managing construction contracts in accordance with federal, state and local guidance.

• Overseeing the establishment and compliance of all required permits in relation to the construction contract.

• Reviewing and evaluating the Contractor’s schedule and progress payment applications for accuracy and completeness and providing recommendations as appropriate.

• Conducting construction progress meetings.

• Reviewing, evaluating, and coordinating project submittals, Requests for Information, and field directives.

• Reviewing, negotiating, and preparing change orders and allowance utilization documents.

• Completing accurate daily diaries, weekly progress reports, and preparing monthly progress payment applications.

• Coordinating with City staff for utility relocations, new services, materials testing, DBE/SBE monitoring, and labor compliance requirements.

• Tracking and recording construction progress and resolving non-compliance items promptly.

• Performing final inspection and making recommendations for substantial completion.

Scope of Work

Consultants will manage Street Transportation Department and other client department projects, as assigned, that are typically citywide and implemented within the public right-of-way and are either ongoing or scheduled for design and construction.

The Project Management Consultant is expected to possess the following qualifications and be responsible for providing services including, but not limited to, the following:

• Full-time Project Manager, working five days per week from the DCM office.

• Must be available for two years or as needed to complete assigned projects.

• Licensed Professional Engineer (Preferred).

• Horizontal Transportation experience (Preferred).

• Federal-Aid project delivery experience (preferred).

• Ability to work on-site at 1034 E. Madison Street (DCM building)

• Other responsibilities and scope as assigned.

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The firm shall provide vehicles, fuel, all applicable code books, cellular phones, printers, and digital cameras for each member of the field management and inspection team, along with any other equipment deemed necessary to complete the assigned tasks. Inspections must be recorded in real time during the workday. The Consultant shall provide technical support for all equipment they supply. The services shall be provided, at a minimum, by a Senior Construction

Inspector. Construction Supervisors, Staff Engineers, and experienced Construction

Administration staff are preferred. Construction staff will also work from the 1034 E. Madison

Street Office.

Construction inspectors require knowledge of construction practices, civil engineering principles and techniques, terminology, and materials used in construction.

Use of UNIFIER, an Application Service Provider (ASP) web-based project management database, may be required. The following information provides a guideline for utilization. Any questions related to the requirements of UNIFIER should be directed to the Project Manager.

• The Consultant will be required to maintain all project records in electronic format.

• The City provides an ASP web-based project management database which the Consultant will be required to utilize in the fulfillment of the contract requirements.

• The Consultant shall provide a computerized networked office platform with broadband internet connectivity.

• UNIFIER training will be provided through the City of Phoenix to firms under contract.

Pre-Submittal Meeting

A pre-submittal meeting will be held at 10:00 am, Phoenix time on Tuesday, January 20, 2026, at

1034 E. Madison St. Phoenix, AZ 85034 (DCM), Gecko Conference Room and via Microsoft

Teams. At this meeting, City staff will discuss the scope of work, general project requirements, and respond to questions from the attendees. It is strongly recommended that interested firms attend the pre-submittal meeting. Inquiries regarding the project scope outside of this pre-submittal meeting must be directed to the Contracts Specialist.

Pre-Submittal Meeting Teams Information:

Join the meeting now

Meeting ID: 297 988 174 429 65

Passcode: zB6kC7iD

Statement of Qualifications Evaluation Criteria

Firms will be selected through a qualifications-based selection process based on the criteria below. Subcriteria are listed in order of importance in relation to project services. City of Phoenix project experience is not required.

No. Evaluation Criteria Scoring Method Weight (Points) https://teams.microsoft.com/l/meetup-join/19%3ameeting_YTY2MTU5NTMtNWNkZi00ODQ5LTlhNzctMmZjMjhmNzM3MDMz%40thread.v2/0?context=%7b%22Tid%22%3a%2296b9695c-4f0e-42bd-8adf-ba755760346b%22%2c%22Oid%22%3a%22e2d15d8d-06eb-4308-82ea-de03e50042c3%22%7d

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1. Design Experience of the Firm

Describe the firm’s experience and qualifications in providing project management and design services for similar projects. List completed projects, and for each project include the following:

A. Description of the project, including its name, location, scope, owner, budget, schedule start and completion date.

B. Describe the firm’s role and explain how it pertains to the services being requested.

C. Key challenges and outcomes.

D. Team members involved.

Points Based 125 (12.2% of Total)

2. Construction Administration and

Inspection Experience of the Firm

Describe the firm’s experience and qualifications in delivering construction administration and inspection (CA&I) services for similar projects. Identify completed projects, and include CA&I personnel if different from those performing design services. For each project identified, provide the following:

A. Description of the project, including its name, location, scope project owner and the start and completion date.

B. Describe the role of the team or team member and explain its relevance to the services being requested.

C. Project's original contract value, final contract value, and explanation for any variance.

D. Key challenges and outcomes.

Points Based 100 (9.8% of Total)

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3. Design Experience of the Key Personnel

Describe the qualifications and experience of the project team proposed for this assignment, focusing on their work in both project management and design services for similar projects. For each key team member, indicate their tenure with the firm and their role in the referenced projects. If a project overlaps with one already listed under the firm’s experience, provide only the project name and the individual’s role.

For each project identified, include:

A. Description of the project, including its name, location, scope, owner, budget, schedule start and completion date.

B. Describe the role of the team or team member and explain its relevance to the services being requested.

C. Describe team’s role on addressing increase or creep in scope, additional budget request, and time extension. Provide explanation with examples for any variance.

D. Describe the key challenges, solutions and results achieved.

Points Based 200 (19.6% of Total)

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4. Construction Administration and

Inspection Experience of Key Personnel

Detail the qualifications and relevant experience of the project team anticipated to be assigned, highlighting their expertise in construction administration and inspection services for similar projects. For each key individual identified, list their length of time with the firm and their role in the projects provided. If the project overlaps with one already listed for the firm, provide only the project name and the key individual’s role. Include assigned

CA&I personnel if they differ from those performing design services. For each project identified, provide the following:

A. Description of the project, including its name, location, scope, owner , budget, schedule start and completion date

B. Describe the firm’s role and explain its relevance to the services being requested.

C. Describe the key challenges, solutions and results achieved.

Points Based 150 (14.7% of Total)

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5. Project Understanding and Approach

Explain your firm’s understanding of the

City’s requirements for these services, with particular attention to critical considerations such as potential project challenges and issues. Also, as part of the selection process, the City will evaluate the firm’s capacity to manage multiple assignments under this contract that may overlap in time, in addition to other ongoing commitments. Please describe how your firm would address the following:

A. Provide a detailed description of the team’s approach, addressing key elements including scope and technical requirements . Provide details on familiarity with City processes and challenges delivering CIP projects.

B. Managing multiple task orders/assignments under the

Contract. How will the firm retain assigned staff and manage changes to staff obligations.

C. Providing expedited services on requests.

D. Managing the work completed by the firm staff while on permanent assignment to the City, and how the firm will handle issues related to performance.

E. Prioritizing staffing in relation to importance of assigned projects and schedule requirements.

Points Based 300 (29.4% of Total)

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6. Staffing Information for Key Personnel

Provide the following:

A. Full time team’s availability and commitment to the services required.

B. Team’s plan to maintain continuity of the proposed services.

C. Organization chart showing key personnel, current professional licenses, or certifications, and assigned roles for both Design and Construction Administration and Inspection Services.

D. Identify the location of the firm’s principal office and the home office location of key staff to be assigned for these services.

Points Based 125 (12.2% of Total)

7. Reference Checks

Use the form provided in the Attachments section to obtain at least three references.

It is preferred no more than one be a City of Phoenix project. If your firm has not completed prior projects with other agencies, you will not be penalized. It is recommended there be references outside the City of Phoenix.

*These points are in addition to the (1,000) points for the SOQ.

Points Based 21 (2.1% of Total)

Submittal Requirements

Electronic Submittal Process: Firms interested in this project must submit a Statement of

Qualifications (SOQ) electronically through the City's Procurement Portal at https://procurement.opengov.com/portal/phoenix.

Submittal requirements are as follows:

Vendor Information: All firms must be registered in the City’s Vendor Management System prior to submitting a proposal. The vendor number should be included on the cover of the

SOQ. Information on how to register with the City is available at:

https://www.phoenix.gov/financesite/Pages/EProc-help.aspx

If your firm is already registered with the City of Phoenix’s Procurement system, visit https://procurement.opengov.com/portal/phoenix to login and access the electronic solicitation.

Submittals:

https://procurement.opengov.com/portal/phoenix https://www.phoenix.gov/financesite/Pages/EProc-help.aspx https://procurement.opengov.com/portal/phoenix

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• Submit only one SOQ electronically, in .PDF format only, addressing all evaluation criteria. No hard copies will be accepted.

• Clearly display the firm legal name, vendor number, project title, and project number on the cover of the SOQ.

• A maximum of 12 pages is permitted to address all content in the SOQ submittal.

(Maximum page limit includes evaluation criteria and all additional content. It does not include information sheet.)

• Submit electronically the Statement of Qualifications by 12:00 pm, Phoenix time, on

Friday, January 30, 2026.

• Page size must meet requirements of 8½” x 11”.

• Font size must not be less than 10 point.

• Content count:

o Each side of a page containing evaluation criteria and additional content will be counted toward the maximum page limit noted above.

o Pages that have project photos, charts and/or graphs will be counted towards the maximum page limit noted above.

o Front and back covers, information sheet, Table of Contents pages, and divider (tab) pages will NOT be counted toward the maximum page limit noted above, unless they include evaluation criteria and additional content that could be considered by the selection panel.

Information Sheet: Provide an information sheet that includes project title, OpenGov ID number, legal firm name (not a trade name), address, phone number, vendor number, and the name, title, email address and signature of your contact person for the project. Do not include any additional information.

Evaluation Criteria: Address the SOQ evaluation criteria.

Additional Content: Resumes and other information may be included (content shall be included within the permitted maximum page limit).

Note: All pages exceeding the specified maximum page limit will be removed from the submittal and not considered in evaluating a submitted SOQ.

Grounds for Disqualification

The following will be grounds for disqualification, and will be strictly enforced:

• Submitting a Statement of Qualifications for a different project.

• Violating the “Contact with City Employees” policy contained in this RFQ.

Selection Process and Schedule

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Interested firms will submit an SOQ. Firms will be selected through a qualifications-based selection process. A selection panel will evaluate each SOQ per the criteria set forth in the

Statement of Qualifications Evaluation Criteria above.

The City expects to create a final list of at least two, but not more than three firms for this project.

The City will enter into negotiations with the selected firms and execute a contract upon completion of negotiation of fees, contract terms, and City Council approval.

The following tentative schedule has been prepared for this project.

Pre-submittal Meeting 10:00 am on Tuesday, January

20, 2026

SOQs Due 12:00 pm on Friday, January 30, Selection Notification February 26, 2026

On-Call Kick-Off Workshop June 2026

Contracts Effective July 1, 2026

If the City is unsuccessful in negotiating a contract with the best-qualified firms, the City may then negotiate with the next most qualified firm until a contract is executed, or the City may decide to terminate the selection process. Once a contract is executed with the successful firm, the procurement is complete.

All submitting firms will be notified of the selection outcome for this project. The status of a selection on this project will be posted on the City of Phoenix’s Procurement Portal:

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

The selected Consultant should expect to comply with the Arizona State Statutes Title 34 and

City of Phoenix Design and Construction Procurement’s contract provisions.

General Information

Citywide Capital Improvement Projects. Consulting and contractor services supporting the

City’s Capital Improvement Projects are procured under the authority of the City Engineer, currently located within the Street Transportation Department. Design and Construction

Procurement coordinates the citywide consulting and construction contracting procurement processes.

Changes to Request for Qualifications. Any changes to this Request for Qualifications

(RFQ) will be in the form of a Notification. The City of Phoenix shall not be held responsible for any oral instructions. Notifications are available on both the Current Opportunities and City's eProcurement Portal at https://procurement.opengov.com/portal/phoenix.

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It shall be the responsibility of the registered RFQ holder to determine, prior to the submittal of the Statement of Qualifications, if a Notification has been issued. Registered

RFQ holders may refer to the web page or call the Contracts Specialist (listed below) to ascertain if a Notification has been issued for this project.

Alternate Format. For more information or a copy of this publication in an alternate format, contact the Contracts Specialist (listed below) - Voice or TTY 711. Requests will only be honored if made within the first week of the advertising period.

Release of Project Information/Public Records Request. The City shall provide the release of all public information concerning the project, including selection announcements and contract awards. Those desiring to release information to the public must receive prior written approval from the City. To submit a Public Records Request, visit phoenix.gov/prr.

City Rights. The City of Phoenix reserves the right to reject any or all Statements of

Qualifications, to waive any informality or irregularity in any Statement of Qualifications received, and to be the sole judge of the merits of the respective Statements of Qualifications received.

Contact with City Employees. This policy is intended to create a level playing field for all

Proposers, assure that contracts are awarded in public, and protect the integrity of the selection process. OFFERORS THAT VIOLATE THIS POLICY WILL BE DISQUALIFIED.

Beginning on the date the RFQ is issued and until the date the contract is awarded or the RFQ withdrawn, all persons or entities that respond to the RFQ, including their authorized employees, agents, representatives, proposed partner(s), subcontractor(s), joint venture(s), member(s), or any of their lobbyists or attorneys (collectively the Proposer), will refrain from any direct or indirect contact with any person (other than the designated Contract Specialist) who may play a part in the selection process, including members of the evaluation panel, the City Manager, Assistant

City Manager, Deputy City Managers, Department heads, the Mayor and other members of the

Phoenix City Council. As long as the RFQ solicitation is not discussed, Proposers may continue to conduct business with the City and discuss business that is unrelated to this RFQ solicitation with City staff.

Commencing on the date and time a solicitation is published, potential or actual proposers

(including their representatives) will 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 the Arizona

Revised Statutes, 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.

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

Contract Specialist (listed below), conducted in person at 200 W. Washington, Phoenix, Arizona

85003, and are posted as open meetings with the City Clerk at least twenty-four (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.

https://phoenix.gov/prr

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Conflict of Interest. The City reserves the right to disqualify any Proposer on the basis of any real or apparent conflict of interest that is disclosed by the proposal submitted or any other data available to the City. This disqualification is at the sole discretion of the City. Any Proposer submitting a proposal herein waves any right to object now or at any future time, before any body or agency, including but not limited to, the City Council of the City of Phoenix or any court.

Protest Procedures. Firms responding to disqualification or a procurement outcome are referred to the Code of the City of Phoenix Chapter 2, Article XII, Section 2-187 to 2-190.4, which governs protest procedures utilized throughout the selection process. The procedures may be reviewed through the City of Phoenix website at:

http://www.codepublishing.com/az/phoenix/

A copy of the Protest Policy is also available online at:

https://www.phoenix.gov/administration/departments/streets/careers/business-opportunities.html

Questions - Questions pertaining to this selection process or contract issues should be submitted via the Procurement Portal.

Vendor Questionnaire

*Response required http://www.codepublishing.com/az/phoenix/ https://www.phoenix.gov/administration/departments/streets/careers/business-opportunities.html https://www.phoenix.gov/administration/departments/streets/careers/business-opportunities.html