Temporary_Employment_and_Staffing_Services_(Addendum_#3_Revision).pdf

CITY OF TUCSON

REQUEST FOR PROPOSAL

260164

TEMPORARY EMPLOYMENT AND STAFFING SERVICES

Due Date: Friday, February 27, 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/224975

PUBLISH DATE: January 28, 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. 260164

BUSINESS SERVICES DEPARTMENT Page 2 of 56 SHARED SERVICES PROCUREMENT DIVISION RESPONSIBLE CONTRACT OFFICER: Salvador Servin III

255 W. ALAMEDA, 6TH FLOOR, TUCSON, AZ 85701 PH: (520) 837-4141

Attachments:

A - Offer and Acceptance C - Temporary Employee Retiriee Disclosure Form J - Staffing Request Information Form K - Axia Cooperative Purchasing Program

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A. NOTICE

A.1. CITY OF TUCSON

NOTICE OF REQUEST FOR PROPOSAL NO 260164

TITLE: Temporary Employment and Staffing Services

SUBMITTAL DUE DATE: Friday, February 27, 2026 AT 2:00 P.M. LOCAL AZ TIME

PRE-SUBMITTAL MEETING DATE: Wednesday, February 4, 2026

TIME: 10:00 am LOCAL AZ TIME

LOCATION: https://teams.microsoft.com/meet/2416184849295?p=sYCf9xX3QyA0YBmMdX Meeting ID: 241 618 484 929 5 Passcode: qr3VT3in Dial in by phone 213-293- 2303,,633180513#,,633180513#+1 213-293-2303,,633180513# United States, Los Angeles Find a local number Phone conference ID: 633 180 513#

QUESTIONS SHALL BE DIRECTED TO: Salvador Servin III

(520) 837-4141 salvador.serviniii@tucsonaz.gov

Posted Date: Wednesday, January 28, 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 soliciting proposals from qualified vendors to provide Temporary Employment and Staffing Services to support the operational needs of various City departments. Services may include, but are not limited to, the placement of temporary personnel for short-term, project-based, seasonal, or as-needed assignments, in accordance with the Scope of Work.

This solicitation includes distinct service categories, including General Staffing, Information Technology (IT) Staffing, and Finance and Business Services Staffing, each identified as separate groups. Offerors may submit proposals for all service groups or for one or more specific groups, based on their qualifications and capacity. Offerors are also encouraged to propose additional service groups for use by participating agencies of the Axia Cooperative purchasing program.

To ensure adequate coverage and flexibility, the City intends to award contracts to multiple vendors as a result of this solicitation. Using departments may request services from any awarded vendor, at their discretion, based on availability and departmental needs. Services will be provided on an as-needed basis, and the City makes no guarantee regarding the volume, duration, or frequency of services to be requested under any resulting contract.

B.2. Background

NATIONAL CONTRACT REQUIREMENTS

Axia Coop LLC (“Axia Cooperative” or “Axia”) is a national public sector cooperative purchasing organization. Axia works with respected leaders from the public procurement community to offer a growing portfolio of master agreements that leverage national volume to deliver savings, efficiency, and innovation for non-federal public sector agencies. Each agreement is publicly solicited by a lead agency utilizing the strictest of procurement standards. The resulting awards address the dynamic needs of today’s evolving market while providing both value and cutting-edge solutions. For more information about the contracting process, please visit axiacoop.org/contracting-process.

The City of Tucson has entered into an agreement with Axia Cooperative to facilitate the Request For Proposals (RFP) and act as the primary contracting authority for the term of the resulting contract(s). Resulting contract(s) is/are made available to other public agencies nationally for “piggybacking” through the Axia Cooperative purchasing program and authorized by various joint powers authority statutes, rules and regulations within each state and local jurisdiction.

While Axia Cooperative makes no guarantees as to exact quantities and/or purchase volume made by Participating Agencies, the estimated annual volume for purchases made nationwide through this contract category is $25,000,000. Please see Attachment K for more information regarding the Axia Cooperative purchasing program.

B.3. Contact Information

Salvador Servin III Contract Officer

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Email: salvador.serviniii@tucsonaz.gov Phone: (520) 837-4141 Department:

Human Resources

B.4. Timeline mailto:salvador.serviniii@tucsonaz.gov tel:(520)837-4141

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Issue Date January 28, 2026

Pre-Submittal Meeting (Non- Mandatory)

February 4, 2026, 10:00am https://teams.microsoft.com/meet/2416184 849295?p=sYCf9xX3QyA0YBmMdX

Meeting ID: 241 618 484 929 5 Passcode: qr3VT3in

Dial in by phone 213-293- 2303,,633180513#,,633180513#+1 213- 293-2303,,633180513# United States, Los Angeles Find a local number Phone conference ID: 633 180 513#

Question Submission Deadline February 19, 2026, 8:00am

Submittal Due Date February 27, 2026, 2:00pm https://teams.microsoft.com/meet/2416184849295?p=sYCf9xX3QyA0YBmMdX https://teams.microsoft.com/meet/2416184849295?p=sYCf9xX3QyA0YBmMdX

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C. SCOPE OF WORK

C.1. General Requirements

A. The Contractor shall provide qualified temporary employees to support the operational needs of any and all City of Tucson departments on an as-needed, if-needed basis.

1. The City makes no guarantee regarding the volume, duration, or frequency of services to be requested under any resulting contract.

B. Account Manager

1. The Contractor shall assign one or more dedicated account managers to serve as the primary point of contact for the City and to manage the City's account.

2. Account managers shall be responsible for coordination, issue resolution, reporting, and overall administration.

3. Once assigned, account managers shall not be removed or replaced without written concurrence of the City.

C. Location of Work

1. All work shall be performed on City property. By mutual written agreement between the Contractor and the City department, certain assignments or projects may be performed offsite.

2. If travel is required as part of an assignment, such travel shall be conducted in accordance with applicable City policies.

D. Supervision

1. The City department utilizing temporary services shall provide day-to-day supervision and direction related to assigned tasks and work activities to Contractor's employees while they perform services under the contract.

2. In the event any such temporary employee fails to comply with departmental direction, security requirements, or performance expectations, or is determined to be unqualified, the department shall notify the Contractor.

a. The Contractor shall remove and replace the individual at no additional cost to the City within sixteen (16) normal business working hours, defined as two (2) business days.

E. Work Policies and Schedules

1. Temporary employees shall comply with all City work policies, standards, procedures, and security requirements at all times while performing services, including but not limited to:

a. No smoking/eating/drinking in work area.

b. Signing in and presenting positive identification upon reporting for duty.

c. Interacting cordially with City personnel.

d. Responding professionally to City supervisory personnel.

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e. Following other City rules as required.

f. Park in City assigned locations when reporting for duty.

2. Temporary employees shall conform to all physical, fire, safety, and security policies applicable to City facilities and property.

3. The using City department shall establish work schedules.

F. Personal Time Off and Holiday Pay

1. Temporary employees shall not receive personal time off, holiday pay, or City-provided benefits.

2. As a condition of assignment, the Contractor shall require all temporary employees to sign an acknowledgement that they are employees of the Contractor and are not entitled to any City employee benefits, including but not limited to, holidays, vacations, disability, insurance, pensions, retirement plans or any other benefits offered or provided by the City to its City employees.

G. Quality Control

1. All personnel assigned by Contractor must be employees of the Contractor at the time of any specific work assignment to the City.

2. The Contractor shall ensure that all personnel assigned:

a. Meet or exceed the minimum qualifications for the assignment.

b. Are capable of performing assigned duties upon placement with minimal training and orientation.

c. Maintain professional conduct at all times.

3. The City reserves the right to interview and accept or reject any proposed personnel based on qualifications, experience, and suitability.

a. A resume shall be submitted upon request on or before the interview, if an interview is required.

4. If a temporary employee assigned from the Contractor to the City does not satisfactorily perform the assigned duties, or if the City considers any employee's conduct to be detrimental to the City's program, the Contractor shall withdraw such employee immediately upon the City's notification and replace the individual within sixteen (16) normal business working hours, defined as two (2) business days, with another employee at no additional charge to the City.

5. Contractor will ensure that any temporary employee performing work for the City under this Contract who will, as part of their duties, operate a City-owned commercial vehicle, are properly licensed and trained for commercial vehicle operation in compliance with all applicable federal and state regulations, including those of the Federal Motor Carrier Safety Administration.

a. The Contractor shall provide a comprehensive management and compliance program for commercial driving licensed (CDL) temporary employees and temporary assignment positions, including those assigned to operate City commercial vehicles.

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i. At a minimum, the Contractor shall identify all key personnel responsible for program oversight, maintain complete and current driver qualification files, verify and track certification cards, and administer or coordinate required drug and alcohol testing programs, to include pre-employment, post-accident, and random drug and alcohol testing.

ii. All activities shall be performed in compliance with applicable federal, state, and local laws, regulations, and City policies, in collaboration with, but not limited to, City of Tucson Risk Management, City of Tucson Human Resources Department, and City of Tucson Attorney's Office.

b. The City may pay the cost of any random drug testing that occurs.

c. The Contractor shall maintain records regarding all temporary employees who operate City-owned commercial vehicles, for a minimum of five (5) years, consistent with both State and local laws, and City Administrative Directive 6.01-8(IV)(A)(4), and will provide copies of those documents promptly to the City upon request.

d. The Contractor shall instruct all temporary employees who operate City-owned commercial vehicles to immediately report any accidents, including injury and property damage, in which they are involved, regardless of fault, following the process in Administrative Directive 6.01-1(IX).

e. Upon any accident involving a City vehicle for property damage or injury, the temporary employee who was driving shall immediately notify their direct supervisor with the City.

i. The City will notify the Contractor within one (1) hour of the accident and with the help of the employee who was driving, if able, will provide to the best of their ability the City's Fleet Incident Investigation Report form to the Contractor within twenty-four (24) hours of the incident.

6. If a temporary employee leaves one City Contractor for another City Contractor, the City department may, at its sole option, choose not to allow that employee to continue on in the assignment with the City.

7. The City may require that investigations of an individual candidate's background be conducted prior to assignment.

a. These investigations may be conducted by the City or by the Contractor, at the City's sole discretion.

b. Should the City perform the investigation, the Contractor shall provide any and all information required to complete such investigation upon request.

c. Should the Contractor conduct the investigation at the City's request, the Contractor shall provide the results to the City for review.

d. The level of background will depend on the position the temporary employee is fulfilling.

H. Retirees

1. The Contractor shall comply with all applicable City Code provisions, administrative directives, policies, and procedures regarding the rehire of retirees.

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2. The Contractor shall require all temporary employees, as a condition of placement with the

City, to disclose whether they are retirees under the Tucson Supplemental Retirement System (TSRS) or the Public Safety Personnel Retirement System (PSPRS).

3. Contractor shall ensure that each temporary employee completes the City-designated retiree disclosure form (Attachment C to this solicitation) and provides it to the Contractor prior to placement with the City.

a. Contractor shall submit the completed form to the City on or before the first day of placement.

4. Contractor shall not place any TSRS or PSPRS retiree in a City position without prior written approval from the City's Human Resources Department.

I. Accounting and Payroll

1. The Contractor shall be responsible for all payroll, tax, and accounting obligations in connection with its services.

2. The Contractor must maintain complete and accurate accounting records to substantiate all charges and must provide each of its employees with weekly timecards.

a. Timecards shall be maintained by each employee on a daily basis and, at the end of each week, the hours of work by each employee shall be approved by the City department.

b. These timecards shall serve as the basis for the Contractor's billing to the City.

3. All invoices shall reference the appropriate purchase order number associated with it.

J. Shifts

1. For purposes of this contract, shifts are defined as follows:

a. 1st Shift is within the hours of 7:00 a.m. to 5:00 p.m. (local Arizona time)

b. 2nd Shift is within the hours of 5:00 p.m. to 7:00 a.m. (local Arizona time)

K. Overtime

1. For purposes of this contract, overtime is defined as any time in excess of forty (40) hours per week in an assignment with the City.

a. Time worked in other assignments shall not be included in the weekly City assignment hour count.

2. Overtime must be approved in writing in advance by the using department in order to be reimbursable.

3. Weekend work shall not be considered overtime unless in excess of forty (40) hours.

4. The pay rate shall not be in excess of time and one half for all approved additional hours.

L. Delivery

1. Using City departments shall initiate requests for temporary staffing by completing the City's Staffing Request Information Form (Attachment J to this solicitation).

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a. Once completed, the document shall be submitted to both the City's Human Resources

Department and Contractor for coordination and recordkeeping.

2. The Contractor shall acknowledge receipt of the request and respond within twenty-four

(24) hours, confirming availability and estimated placement timing.

3. City departments will generally submit requests by 5:00 p.m. (local AZ time) on the business day prior to the requested start date.

a. In times of urgency, however, City departments may submit requests by 12:00 p.m.

(local AZ time) on the same day services are required.

4. The Contractor shall clearly communicate when personnel will be available.

5. Turnaround time shall not exceed sixteen (16) normal business working hours, defined as two (2) business days, unless otherwise agreed in writing.

M. Position Descriptions

1. The Contractor shall provide a catalog of job descriptions, including minimum and maximum experience and education requirements for each job description.

a. All personnel assigned by the Contractor shall meet these minimum requirements indicated in the job descriptions included with the pricing pages.

2. Levels of Positions

a. Entry Level is less than one (1) year of direct experience with minimal education.

b. Senior level is one (1) to three (3) years of direct experience and/or educational equivalency.

c. Principal level is three (3) to five (5) years of direct experience and/or educational equivalency.

d. Executive level is more than five (5) years of direct experience and formal education.

N. Agency Furnished Materials/Services

1. The using City department shall provide equipment, tools, facilities, workspace, and supervision necessary to perform assigned duties.

O. Length of Service

1. Individuals may work a maximum of 1,040 hours assigned to a specific role and department in the City.

a. Once an individual has worked 1,040 hours, that individual is no longer eligible for placement in any position in that department at the City.

2. The Contractor shall notify the City, outside of the requirements below, when the temporary employee has reached 800 hours of work.

3. The Contractor and using City department shall notify the City of Tucson Human Resources Department and Procurement Division when a temporary employee reaches six

(6) consecutive months of assignment, regardless of hours worked, to ensure continued compliance and tracking for assignments anticipated to extend beyond six (6) months.

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4. If there is a need to retain the temporary employee past 1,040 hours, both the Contractor and the using City department shall notify the City of Tucson Human Resources Department, Procurement Division, and City Attorney's Office.

a. The City of Tucson Human Resources Department, Procurement Division, and City Attorney's Office will work together with the requesting City department to address the staffing issue and notify the Contractor if authorization to retain temporary employee past 1,040 hours is approved.

5. Contractor shall not place any temporary employee in a City position for more than twelve

(12) consecutive months unless otherwise approved in writing by the Tucson City Manager.

a. With approval from the City Manager's Office, temporary employees may receive one

(1) extension of six (6) months, for a maximum of eighteen (18) consecutive months assigned to a City position.

6. The Contractor and using City Department shall notify the City of Tucson Human Resources Department, Procurement Division, and City Attorney's Office when any temporary employee has reached ten (10) consecutive months of work assigned to a specific City position.

P. Conversion Fees

1. Any and all temporary employees of the Contractor may apply for City employment through the public posted positions for the entire public.

2. The Contractor shall not charge any conversion or placement fees if a temporary employee is hired by the City through its standard recruitment process.

Q. Compliance with Affordable Care Act (ACA)

1. Contractor is responsible for compliance with the Affordable Care Act (ACA).

2. Contractor shall make an offer of coverage that is affordable and provides both minimum essential coverage and minimum value to all employees under the contract pursuant to the

ACA.

3. The City will pay a higher fee for Contractor's employees enrolled in Contractor's health insurance than City would pay to the Contractor for the same employee if the employee is not enrolled in health coverage under the Contractor's plan.

R. Reporting

1. The Contractor shall prepare and submit reports on a calendar monthly basis.

2. The City requires all reports to have the below data in a useful Excel format that is clear and concise and will help the City monitor the Affordable Care Act (ACA) and Fair Labor Standards Act (FLSA) compliance.

3. Contractor(s) shall provide, at a minimum, the listed metrics in their monthly report:

a. Employee name

b. Employee job title

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c. Using department

d. Name of requestor from using department

e. Date of placement

f. End date of placement

g. Total number of hours worked (cumulative)

h. Total number of overtime hours worked (cumulative), if applicable

i. Hourly rate paid to the employee

j. The markup amount in dollars ($), that is added to the hourly rate

k. Total amount charged to the City (cumulative), showing the employee's bill rate

l. Total monthly billing

m. Date employee was offered insurance

n. Employee acceptance or denial of insurance benefits

4. Reports shall be submitted to the City on or before the following dates:

a. January 1st

b. February 1st

c. March 1st

d. April 1st

e. May 1st

f. June 1st

g. July 1st

h. August 1st

i. September 1st

j. October 1st

k. November 1st

l. December 1st

5. Reports shall be submitted to the City at the following email address:

Salvador.Serviniii@tucsonaz.gov

6. Failure to comply with the reporting requirements set forth above in this Scope of Work, including but not limited to accuracy, format, content, and required submission timelines, may and will be deemed a material failure of performance.

a. The City reserves the right, at its sole discretion and in accordance with the Contract Standard Terms and Conditions, require corrective action, and/or terminate the contract(s) after award.

mailto:Salvador.Serviniii@tucsonaz.gov

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7. Notwithstanding anything to the contrary, if the City receives and provides information about the Contractor's personnel in response to a public records request, the City agrees to redact such information as protected, private information to the fullest extent required by applicable law.

S. This contract includes the following staffing groups:

1. General Clerical and Administrative Staffing

2. Information Technology Staffing (IT)

3. Finance and Business Services Staffing

4. Additional groups, as proposed by Offerors, may be made available for participating agencies of the Axia Cooperative purchasing program

5. Below groups and sample positions listed in this solicitation are illustrative only and do not limit in any capacity.

C.2. General, Clerical, and Administrative Staffing

A. The Contractor shall provide qualified temporary personnel to perform general, clerical, administrative, and operational support services for City departments.

B. Temporary personnel assigned shall possess the knowledge, skills, and experience necessary to perform assigned duties with minimal training and supervision.

C. Examples of positions that may be requested under this staffing group include, but are not limited to, the following at all levels identified in the Scope of Work:

1. Administrative Assistant

2. Office Assistant

3. Administrative Support Specialist

4. Data Entry Specialist

5. Clerical Specialist

6. Cashier

7. Customer Service Representative

8. Receptionist

9. Program Assistant

10. General Laborer

D. Heavy Equipment and/or Commercial Driving License (CDL) Temporary Staffing Positions

1. For temporary employees who may operate City owned commercial vehicles, the Contractor shall oversee and facilitate all commercial driving compliance and related administrative processes in coordination with the City’s Risk Manager and other designated City departments, as applicable, in accordance with Section G.5., of the Scope of Work.

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2. While working collaboratively with the City, the Contractor shall remain fully responsible for managing, documenting, and ensuring adherence to all CDL related requirements in accordance with Section G.5., of the Scope of Work.

E. Duties associated with these positions may include, but are not limited to, document preparation, data entry, records management, scheduling, customer service, front desk support, basic reporting, filing, general office support, general labor, and heavy equipment operations.

F. The above examples are provided for illustrative purposes only and do not limit the City's ability to request other general, clerical or administrative classifications on an as-needed, if-needed basis.

C.3. Information Technology (IT) Staffing

A. The Contractor shall provide qualified temporary personnel to perform information technology, systems, and technical support services for City departments.

B. Temporary personnel assigned shall possess relevant technical expertise, knowledge, skills, certifications where applicable, and experience appropriate to the level and complexity of the assignment.

C. Examples of positions that may be requested under this staffing group include, but are not limited to, the following at all levels identified in the Scope of Work:

1. IT Project Manager

2. IT Support Technician

3. Network Technician

4. Systems Administrator

5. Database Administrator

6. Application Support Analyst

7. Business Systems Analyst

8. Software Developer

9. Web Developer

10. Cybersecurity Analyst

D. Duties associated with these positions may include, but are not limited to, user support, hardware and software troubleshooting, system maintenance, application support, network administration, data management, cybersecurity support, systems analysis, and IT project coordination.

E. The above examples are provided for illustrative purposes only and do not limit the City's ability to request other information technology (IT) classifications on an as-needed, if-needed basis.

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C.4. Finance and Business Services Staffing

A. The Contractor shall provide qualified temporary personnel to perform finance, accounting, budgeting, and business operations services for City departments.

B. Temporary personnel assigned shall possess relevant education, knowledge, skills, and experience with public sector and/or complex financial practices as applicable to the assignment.

C. Examples of positions that may be requested under this staffing group include, but are not limited to, the following at all levels identified in the Scope of Work:

1. Accounting Specialist

2. Accounts Payable Specialist

3. Accounts Receivable Specialist

4. Bookkeeper

5. Staff Accountant

6. Senior Accountant

7. Payroll Specialist

8. Budget Analyst

9. Business Analyst

10. Financial Analyst

D. Duties associated with these positions may include, but are not limited to, financial recordkeeping, reconciliations, invoice processing, payroll support, budget preparation, financial analysis, grant administration, financial documentation, and financial compliance reporting.

E. The above examples are provided for illustrative purposes only and do not limit the City's ability to request other finance or business services classifications on an as-needed, if-needed basis.

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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. Qualifications & Experience

B. Method of Approach

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. Qualifications and Experience

A. Provide details regarding your organization, including years in operation, organization structure, and experience providing temporary employment and staffing services.

B. Provide details in your experience providing services of similar scope, size, and complexity, including experience staffing general clerical and administrative, information technology (IT), and finance and business services positions/assignments.

C. Describe in detail your experience working within public sector, governmental, or similarity regulated environments, including familiarity with applicable rules, regulations, and compliance requirements.

D. Provide details on your firm's local or regional presence and ability to support the City's departments within the Tucson metropolitan area.

E. Describe in detail your account management structure for the City of Tucson.

1. Identify all key personnel who will be responsible for managing the City's account and provide resumes for each.

F. Demonstrate the qualifications and relevant experience of all key personnel and the overall management program responsible for administering and/or working with City of Tucson Risk Management regarding commercial driving licensed (CDL) temporary employees and temporary assignment positions, including those assigned to operate City commercial vehicles.

1. The response shall clearly identify Contractor personnel responsible for maintaining driver qualification files, verifying and tracking valid certification cards, and administering or coordinating required drug and alcohol testing programs.

2. Experience with applicable federal, state, and local transportation safety and compliance requirements should be clearly described.

G. Describe in detail your capacity to support the Scope of Work, including staffing levels, candidate pools, technology, and overall operational resources and success.

1. Provide details how you can manage staffing services across multiple departments, job classifications, and simultaneous assignments within a single organization.

H. Provide details on staffing expertise and resources that will meet the City's needs across all staffing groups for all City departments.

N/A N/A

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I. Provide 3 references from current or past clients in which you have provided identical or similar services described herein. For each reference, provide the following:

1. Name

2. Title

3. Organization

4. Address

5. Contact information including phone number and email address

6. Contract size/scope

J. Demonstrate your company’s ability to meet the evolving needs of public sector customers of varying sizes and locations.

K. How many sellers are dedicated to selling and supporting temporary employment services to the state, local & education (SLED) government market?

L. Detail your national service network.

M. Provide any additional information that may help clarify your responses to the above statements or distinguish your company from other respondents.

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2. Method of Approach

A. Provide details describing recruitment, advertising, screening, and selection processes that will be used to ensure the availability of qualified temporary personnel across all proposed staffing groups.

B. Provide a full and complete catalog of all proposed positions, clearly identifying each job title and the corresponding hourly rate.

1. NOTE: The requested catalogs are for informational purposes only. The City and the Contractor must agree upon an hourly wage rate for each individual temporary employee that is utilized.

C. Describe in detail any retention strategies or incentive programs utilized to promote workforce continuity, assignment completion, and candidate availability.

D. Describe in detail your ability to conduct background investigations, including typical turnaround times.

1. Identify the types of background checks performed and describe the information included in the resulting reports.

E. Describe in detail your proposed approach for managing commercial driving licensed (CDL) temporary employees and temporary assignment positions, including those who may operate City commercial vehicles. The response shall address processes for establishing and maintaining driver qualification files, verifying commercial driving credentials and certification cards, and identifying the entity responsible for conducting random drug and alcohol testing when required.

1. The methodology should also describe oversight,…