Time_and_Labor_Management_System_Solution_(Addendum_#4_Revision).pdf

REQUEST FOR PROPOSAL - GOODS AND SERVICES

RFP-25-0704

TIME AND LABOR MANAGEMENT SYSTEM SOLUTION

CITY OF PHOENIX

FINANCE CENTRAL PROCUREMENT

251 W WASHINGTON ST

PHOENIX, AZ

85003

RELEASE DATE: July 7, 2025

DEADLINE FOR QUESTIONS: August 1, 2025

RESPONSE DEADLINE: September 17, 2025, 2:00 pm

City of Phoenix

REQUEST FOR PROPOSAL - GOODS AND SERVICES

RFP-25-0704

Time and Labor Management System Solution

1. INTRODUCTION

2. INSTRUCTIONS

3. SCOPE OF WORK

4. EVALUATION PROCESS

5. STANDARD TERMS AND CONDITIONS

6. SPECIAL TERMS AND CONDITIONS

7. DEFENSE AND INDEMNIFICATION

8. INSURANCE REQUIREMENTS

9. SUBMITTALS

10. PRICING PROPOSAL

Attachments:

A - Exhibit A - Functional Requirements Matrix

E - RFP-25-0704 Time and Labor Pricing Proposal

F - Acceptance of Offer Form 2025

G - Supplemental Terms And Conditions To All Airport Agreements (Rev._5-22-24)

Request For Proposal - Goods and Services #RFP-25-0704 Title: Time and Labor Management System Solution

1. Introduction

1.1. Contact Information

Ben Arballo

Finance Central Procurement

Email: benjamin.arballo@phoenix.gov

Phone: (602) 262-4857

1.2. Schedule of Events

The City reserves the right to change dates, times, and locations, as necessary. The City does not always hold a Pre-Offer Conference or Site Visit. All times in the Schedule of Events are

Local Phoenix, AZ Time.

To request a reasonable accommodation or alternative format for any public meeting, please contact the Procurement Officer (Ben Arballo) at (602) 262-4857/Voice or 711/TTY, or benjamin.arballo@phoenix.gov, no later than two (2) weeks prior to the meeting.

Solicitation Issue Date: July 7, 2025

Pre-Offer Conference (Non-Mandatory): July 17, 2025, 10:30am

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Written Inquiries Due Date: August 1, 2025, 2:00pm

Offer Due Date: September 17, 2025, 2:00pm https://cityofphoenix.webex.com/cityofphoenix/j.php?MTID=mf36505cc3a619191d75b1d936d0bc2da https://cityofphoenix.webex.com/cityofphoenix/j.php?MTID=mf36505cc3a619191d75b1d936d0bc2da https://cityofphoenix.webex.com/cityofphoenix/j.php?MTID=mf36505cc3a619191d75b1d936d0bc2da mailto:23368564137@cityofphoenix.webex.com http://173.243.2.68/

2. Instructions

2.1. City’s Vendor Self-Registration and Notification

Vendors must be registered in the City’s OpenGov Procurement Portal at https://procurement.opengov.com/portal/phoenix to respond to solicitations and access procurement information.

Vendors must also be registered in the City’s procurePHX Self-Registration System at https://www.phoenix.gov/procure prior to contract execution.

The City may, at its sole discretion, reject any offer from an Offeror who has not registered.

2.2. Preparation of Offer

All forms provided must be completed and submitted with the Offer. The signed and completed

Conflict of Interest and Transparency form must be included, or your Offer may be deemed non-responsive.

It is permissible to copy Submittal forms if necessary. Erasures, interlineations, or other modifications of the Offer must be initialed in original ink by the authorized person signing the

Offer. No offer will be altered, amended or withdrawn after the specified offer due date and time.

The City is not responsible for Offeror’s errors or omissions.

All time periods stated as a number of days will be calendar days.

It is the responsibility of all Offerors to examine the entire solicitation and seek clarification of any requirement that may not be clear and to check all responses for accuracy before submitting an offer. Negligence in preparing an offer confers no right of withdrawal after due date and time. Offerors are strongly encouraged to:

A. Consider applicable laws and/or economic conditions that may affect cost, progress, performance, or furnishing of the products or services.

B. Study and carefully correlate Offeror’s knowledge and observations with the solicitation and other related data.

C. Promptly notify the City of all conflicts, errors, ambiguities, or discrepancies that Offeror has discovered in or between the solicitation and other related documents.

D. The City does not reimburse the cost of developing, presenting or providing any response to this solicitation. Offers submitted for consideration should be prepared simply and economically, providing adequate information in a straightforward and concise manner. The Offeror is responsible for all costs incurred in responding to this solicitation. All materials and documents submitted in response to this solicitation become the property of the City and will not be returned.

E. Offerors are reminded that the specifications stated in the solicitation are the minimum level required and that offers submitted must be for products or services that meet or exceed the minimum level of all features specifically listed in this solicitation. Offers https://procurement.opengov.com/portal/phoenix https://www.phoenix.gov/procure offering less than any minimum specifications or criteria specified are not responsive and should not be submitted.

F. Offer responses submitted for products considered by the seller to be acceptable alternates to the brand names or manufacturer’s catalog references specified herein must be submitted with technical literature and/or detailed product brochures for the

City’s use to evaluate the products offered. Offers submitted without this product information may be considered as non-responsive and rejected. The City will be the sole judge as to the acceptability of alternate products offered.

G. Prices will be submitted on a per unit basis by line item, when applicable. In the event of a disparity between the unit price and extended price, the unit price will prevail unless obviously in error.

2.3. Fixed Offer Price Period

All offers shall be firm and fixed for a period of 290 calendar days from the solicitation opening date.

2.4. Obtaining a Copy of the Solicitation and Addenda

Interested Offerors may download the complete solicitation and addenda from Solicitation’s

Public Page: https://procurement.opengov.com/portal/phoenix/projects/161204. Any interested

Offerors without internet access may obtain this solicitation by calling the Procurement Officer or picking up a copy during regular business hours at the City of Phoenix, Finance Department, Central Procurement Division, 251 W Washington Street, 8th Floor, Phoenix, AZ. It is the

Offeror’s responsibility to check the website, read the entire solicitation, and verify all required information is submitted with their Offer.

2.5. Exceptions

The Offeror is expected to comply with all terms, conditions, and material requirements of this solicitation. While the City discourages exceptions, any exceptions included in an Offer must be clearly identified in a separate section of the Offer, with specific reference to the solicitation terms being excepted, and a detailed explanation of the nature and rationale for the exception.

An Offer that includes exceptions may be deemed non-responsive and rejected at the City’s sole discretion. The City reserves the right, at its sole discretion, to reject any Offer containing exceptions or to accept or negotiate specific exceptions as deemed in the City’s best interest.

Any exception not expressly accepted by the City in a written statement executed by the

Procurement Officer shall be without force or effect in any resulting contract. Preprinted or standard terms provided by an Offeror shall not be considered part of any resulting contract unless explicitly accepted in writing by the City.

2.6. Inquiries

All questions that arise relating to this solicitation should be directed via City’s OpenGov

Procurement Portal and must be received by the due date indicated in the Schedule of Events.

The City will not consider questions received after the deadline.

https://procurement.opengov.com/portal/phoenix/projects/161204

No informal contact initiated by Offerors on the proposed service will be allowed with members of City’s staff from date of distribution of this solicitation until after city council awards the contract. All questions concerning or issues related to this solicitation must be presented in writing.

The Procurement Officer will answer written inquiries in an addendum and publish any addenda on the City’s OpenGov Procurement Portal.

2.7. Addenda

The City of Phoenix will not be responsible for any oral instructions made by any employees or officers of the City of Phoenix regarding this solicitation. Any changes will be in the form of an addendum. The Offeror must acknowledge receipt of any/all addenda by signing and returning the document with the Offer submittal.

2.8. Business in Arizona

The City will not enter contracts with Offerors (or any company(ies)) not granted authority to transact business, or not in good standing, in the state of Arizona by the Arizona Corporation

Commission, unless the Offeror asserts a statutory exception prior to entering a contract with the City.

2.9. Licenses

If required by law for the operation of the business or work related to this Offer, Offeror must possess all valid certifications and/or licenses as required by federal, state or local laws at the time of submittal.

2.10. Certifications

By signature in the Offer section of the Offer and Acceptance page(s), Offeror certifies:

• The submission of the Offer did not involve collusion or other anti-competitive practices.

• The Offeror must not discriminate against any employee, or applicant for employment in violation of Federal or State Law.

• The 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, or service to a public servant in connection with the submitted Offer.

2.11. Submission of Offer

Offers must be in possession of the Department on or prior to the exact time and date indicated in the Schedule of Events. Late offers will not be considered. The prevailing clock will be the

City Department’s clock.

Offers should be submitted electronically via the City’s e-Procurement Portal by clicking on

“Draft Response” via https://procurement.opengov.com/portal/phoenix/projects/161204. Offerors that are unable to submit electronically should contact the Procurement Officer to discuss the logistics of hard copy submittals. Offerors must be registered with OpenGov by signing up via https://procurement.opengov.com/signup. Vendor training guides can be found at: https://opengov.my.site.com/support/s/article/ca6d1285-1e48-4a21-bb0d-715edb7794ed

Any original documents (such as bonds, guaranties, powers of attorney), if required by the solicitation, must be separately delivered to and received by the City on or prior to the exact time and date indicated in the Schedule of Events, with a clear indication of the Offer for which it is attributed.

It is the responsibility of the Offeror to ensure that the Offer is timely and to confirm that there are no technical reasons that any offer submitted electronically may be delayed. The date and time on the upload as received/stamped by the City’s e-Procurement Portal will provide proof of submission and verification whether the Offer was received on or prior to the exact time and date indicated in the Schedule of Events.

The City recognizes that some Offerors may propose as a single entity providing both the Time and Labor (T&L) solution and implementation services, while others may propose a partnership between a solution provider and an implementation partner.

Both approaches will be considered; however, in all cases, a single Prime Contractor must be designated. The Prime Contractor shall:

• Submit the proposal on behalf of all involved parties;

• Serve as the sole point of contact for the City;

• Be contractually responsible for the full delivery of all requirements outlined in this RFP, including the work of any subcontractors or partner firms.

If a partnership model is proposed, the proposal must clearly identify all firms involved, and describe the roles and responsibilities of each party

For assistance with submittals, vendors are welcome to use the OpenGov support chat (blue chat bubble in the bottom right corner) to connect with a member of OpenGov's support team who will be able to assist you with your submission.

Please DO NOT submit links to Google Docs, Dropbox Paper, or similar services. Your offer may be deemed non-responsive if your offer is supplied utilizing these services.

2.12. Withdrawal of Offer

At any time prior to the solicitation due date and time, an Offeror (or designated representative) may withdraw the Offer by clicking “Unsubmit Response” on the Offer submission via the City’s

Procurement Portal.

2.13. Offer Results

Offers will be opened on the offer due date, time and location indicated in the Schedule of

Events, at which time the name of each Offeror, and the prices may be read. Offers and other information received in response to the solicitation will be shown only to authorized City personnel having a legitimate interest in them or persons assisting the City in the evaluation.

Offers are not available for public inspection until after the City has posted the award recommendation on the City’s website.

https://procurement.opengov.com/signup https://opengov.my.site.com/support/s/article/ca6d1285-1e48-4a21-bb0d-715edb7794ed

The City will post a preliminary offer tabulation on the Solicitation's Public Page:

https://procurement.opengov.com/portal/phoenix/projects/161204 within five business days of the offer opening. The City will post the information on the preliminary tabulation as it was read during the offer opening. The City makes no guarantee as to the accuracy of any information on the preliminary tabulation. Once the City has evaluated the offers, the City will post an award recommendation on the website. By signing and submitting its Offer, each Offeror agrees that this posting of the award recommendation to the City’s website effectively serves as the

Offeror’s receipt of that notice of award recommendation. The City has no obligation to provide any further notification to unsuccessful Offerors.

2.14. Pre-Award Qualifications

A. The Offeror must meet the following qualifications (Note: Subcontractor experience may not be used by Offeror to meet minimum qualifications).

1. The Offeror must have a minimum of five (5) years of experience developing and implementing a T&L Management System Solution.

2. The Offeror must have completed at least two (2) implementations of a large-scale

T&L project that included data conversion, system integration, and interfaces. For this solicitation, a large-scale T&L is defined as similar in scope, size, and complexity or larger than the City’s system.

3. Within the past five (5) years, the Offeror must have implemented in production, at least two (2) T&L solutions in a City or other public sector entity within the United

States that provide functional and technical capabilities as similar as described in

Exhibit A Functional Requirements Matrix.

4. The Offeror must be FedRAMP Moderate certified, However, the City will consider alternative security certifications or frameworks (e.g., ISO/IEC 27001, or SOC 2 Type

II) provided that the Offeror can meet the City's risk and compliance standards.

5. The Offeror’s hosting must be onshore with "no remote access" at any time for anyone who is not physically based in the United States

B. As part of the proposal submission process, Offerors within the competitive range will receive an email communication from the Procurement Officer with a link. The Offers are required to complete and submit the required questionnaire, within the timeframe indicated, for the following:

1. Vendor Privacy Due Diligence Questionnaire

2. Vendor Security Maturity Questionnaire

The City will assess the Offeror’s risk profile based on these submitted documents to determine if the Offeror’s IT security practices align with the required security standards and present an acceptable level of risk. The risk assessment results will be a significant factor in determining the Offeror's pre-award qualification status. Offerors who do not receive a favorable risk assessment may be disqualified from further consideration in the procurement process.

C. Upon notification of an intent to award, the Offeror will have ten calendar days to submit a complete certificate of insurance in the minimum amounts and the coverages as required in the Insurance Requirements of this RFP. Insurance requirements are non-negotiable.

2.15. Certificates of Insurance

Upon notification of a recommended award, the Offeror will have 14 calendar days to submit a complete certificate of insurance in the minimum amounts and the coverages as required in the

Insurance Requirements of this solicitation. Insurance requirements are non-negotiable.

2.16. Award of Contract

Unless otherwise indicated, award(s) will be made to the most responsive, responsible

Offeror(s) who are regularly established in the service, or providing the goods, contained in this solicitation and who have demonstrated the ability to perform in an acceptable manner.

A. Factors that may be considered by the City include:

1. Technical capability of the Offeror to accomplish the scope of work required in the

Solicitation. This may include performance history on past and current government or industrial contracts; and,

2. Demonstrated availability of the necessary manpower (both supervisory and operational personnel) and necessary equipment to accomplish the scope of work in the Solicitation; and,

3. Safety record; and,

4. Offeror history of complaints and termination for convenience or cause.

B. Notwithstanding any other provision of this solicitation, the City reserves the right to: (1) waive any immaterial defect or informality; or (2) reject any or all offers or portions thereof; or (3) reissue a solicitation.

C. A response to a solicitation is an offer to contract with the City based upon the terms, conditions, and specifications contained in the City’s solicitation. Offers do not become contracts until they are executed by the Chief Procurement Officer or Department

Director. A contract has its inception in the award, eliminating a formal signing of a separate contract. For that reason, all of the terms, conditions and specifications of the procurement contract are contained in the solicitation, and in any addendum or contract amendment.

2.17. Solicitation Transparency Policy

Commencing on the date and time a solicitation is published, potential or actual Offerors or respondents (including their representatives) shall 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 Arizona Statutes, until the resulting contract(s) are awarded to 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 similar solicitation.

As long as the solicitation is not discussed, Offerors may continue to conduct business with the

City and discuss business that is unrelated to the solicitation with the City staff. Offerors may not discuss the solicitation with any City employees or evaluation panel members.

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

Officer, and are posted as open meetings with the City Clerk at least 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.

With respect to the selection of the successful Offerors, the City Manager and/or City Manager's

Office will continue the past practice of exerting no undue influence on the process. In all solicitations of bids and proposals, any direction on the selection from the City Manager and/or

City Manager's Office and Department Head (or representative) to the proposal review panel or selecting authority must be provided in writing to all prospective Offerors.

This policy is intended to create a level playing field for all Offerors, assure that contracts are awarded in public, and protect the integrity of the selection process. OFFERORS THAT

VIOLATE THIS POLICY SHALL BE DISQUALIFIED. After official Notice is received by the City for disqualification, the Offeror may follow the Protest process, unless the Solicitation is cancelled without notice of intent to re-issue.

“To discuss” means any contact by the Offeror, regardless of whether the City responds to the contact. Offerors that violate this policy will be disqualified 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. The City interprets the policy as continuing through a cancellation of a solicitation until Council award of the contract, as long as the City cancels with a statement that the City will rebid the solicitation.

2.18. Protest Process

Offeror may protest the contents of a solicitation no later than seven days before the solicitation deadline when the protest is based on an apparent alleged mistake, impropriety or defect in the solicitation. Protests filed regarding the solicitation may be addressed by an amendment to the solicitation or denied by the City. If denied, the opening and award will proceed unless the City determines that it is in the City’s best interests to set new deadlines, amend the solicitation, cancel or re-bid.

Therefore, unless otherwise notified by a formal amendment, the Protester must adhere to all solicitation dates and deadlines, including timely filing of an offer, regardless of filing a protest.

Offeror may protest an adverse determination issued by the City regarding responsibility and responsiveness, within seven days of the date the Offeror was notified of the adverse determination.

Offeror may protest an award recommendation if the Offeror can establish that it had a substantial chance of being awarded the contract and will be harmed by the recommended award. The City will post recommendations on the City’s website to award the contract(s) to an

Offeror(s). Offeror must submit award protests within seven days after the posting of the award recommendation, with exceptions only for good cause shown, within the City’s full and final discretion.

All protests will be in writing, filed with the Procurement Officer identified in the solicitation and include the following:

• Identification of the solicitation number;

• The name, address and telephone number of the protester;

• A detailed statement describing the legal and factual grounds for the protest, including copies of relevant documents;

• The form of relief requested; and

• The signature of the protester or its authorized representative.

The Procurement Officer will render a written decision within a reasonable period after the protest is filed. The City will not request City Council authorization to award the contract until the protest process is complete. All protests and appeals must be submitted in accordance with the

City’s Procurement Code, (Phoenix City Code, Ch. 43) and any protests or appeals not submitted within the time requirements will not be considered. Protests must be filed with the

Procurement Officer.

2.19. Public Record

All Offers submitted in response to this solicitation will become the property of the City and become a matter of public record available for review pursuant to Arizona State law. If an

Offeror believes that a specific section of its Offer response is confidential, the Offeror will isolate the pages marked confidential in a specific and clearly labeled section of its Offer response. An Offeror may request specific information contained within its Offer is treated by the

Procurement Officer as confidential provided the Offeror clearly labels the information

“confidential.” To the extent necessary for the evaluation process, information marked as

“confidential” will not be treated as confidential. Once the procurement file becomes available for public inspection, the Procurement Officer will not make any information identified by the

Offerors as “confidential” available to the public unless necessary to support the evaluation process or if specifically requested in accordance with applicable public records law. When a public records request for such information is received, the Procurement Officer will notify the

Offeror in writing of any request to view any portion of its Offer marked “confidential.” The

Offeror will have the time set forth in the notice to obtain a court order enjoining such disclosure.

If the Offeror does not provide the Procurement Officer with a court order enjoining release of the information during the designated time, the Procurement Officer will make the information requested available for inspection.

2.20. Late Offers

Late Offers must be rejected, except for good cause. If a late Offer is submitted, the Department will document the date and time of the submittal of the late Offer, keep the Offer and notify the

Offeror that its Offer was disqualified for being a late Offer.

2.21. Right to Disqualify

The City reserves the right to disqualify any Offeror who fails to provide information or data requested or who provides materially inaccurate or misleading information or data. The City further reserves the right to disqualify any Offeror on the basis of any real or apparent conflict of interest that is disclosed by the Offer submitted or any other data or information available to the

City. This disqualification is at the sole discretion of the City. By submission of a solicitation response, the Offeror waives any right to object now or at any future time, before any agency or body including, but not limited to, the City Council of the City or any court as to the exercise by the City of such right to disqualify or as to any disqualification by reason of real or apparent conflict of interest determined by the City. The City reserves the right to replace the disqualified

Offeror.

2.22. Contract Award

The City reserves the right to award a contract by individual line items, by group, all or none, or any other combination most advantageous to the City. The City reserves the right to award multiple contracts.

2.23. Determining Responsiveness and Responsibility

Offers will be reviewed for documentation of minimum qualifications, completeness, and compliance with the Solicitation requirements. The City reserves sole discretion to determine responsiveness and responsibility.

Responsiveness: Nonresponsive Offers will not be considered in the evaluation process. The solicitation states criteria that determine responsiveness, and the solicitation includes terms and conditions that if included or excluded from Offers (as the case may be) will render an Offer nonresponsive.

Exceptions, conditions, reservations, or understandings are presumed to be unacceptable, and an Offer that includes unacceptable exceptions, conditions, reservations, or understandings may be rejected as nonresponsive. Alternatively, the City in its sole discretion may instruct in writing that any Offeror remove the conditions, exceptions, reservations or understandings. If the Offeror fails to do so in writing, the City may determine the Offer to be nonresponsive.

Responsibility: To obtain true economy, the City must conduct solicitations to minimize the possibility of a subsequent default by the Contractor, late deliveries, or other unsatisfactory performance that may result in additional administrative costs. It is important that the Offeror be a responsible Contractor. Responsibility includes the Offeror’s integrity, skill, capacity, experience, and facilities for conducting the work to be performed.

The Procurement Officer will review each Offer to determine if the Offeror is responsible. The

City’s determination as to whether an Offeror is responsible will be based on all information furnished by the Offeror, interviews (if any), and information received from Offeror’s references, including information about Offeror’s history, terminations for convenience or cause, contract breach lawsuits or notices of claim and any other sources the City deems appropriate. Award of the Contract resulting from the solicitation will not be made until any necessary investigation, which each Offeror agrees to permit by submitting its Offer, is made by the City as it deems necessary. A review of responsibility may occur up to contract award.

The Offeror’s unreasonable failure to promptly supply information about an inquiry with respect to responsibility may be grounds for a determination of non-responsibility with respect to such

Offeror.

2.24. Equal Low Offer

Contract award will be made by putting the names of the tied vendors in a cup for a blind drawing limited to those bidders with tied offers. If time permits, the offerors involved will be given an opportunity to attend the drawing. The drawing will be witnessed by at least three persons, and the contract file will contain the names and addresses of the witnesses.

2.25. Evaluation of Competitive Sealed Offers

The City will use its discretion in applying the following processes to this solicitation. Any ties in scoring will be resolved with a best and final price request and the lowest price will prevail.

2.26. Evaluation Criteria

In accordance with City Administrative Regulation 3.10, Competitive Sealed Proposal awards shall be made to the responsive and responsible Offeror(s) whose Offer is determined in writing to be the most advantageous to the City based upon the evaluation criteria listed below. The evaluation factors are listed in no relative order of importance and more details are provided in

Section, 2 Offer Evaluation Criteria. The following evaluation criteria will be used to evaluate all

Offers with a maximum possible score of 1000 points:

Round One

Solution Capabilities - 235 Points

Experience - 150 Points

Offeror Services & Implementation - 315 Points

Price - 125 Points

Round Two

Demonstrations - 175 Points

2.27. Detailed Evaluation of Offers and Determination of Competitive Range

During deliberations, the Evaluation Panel will reach a consensus score for each evaluation criterion except price. The Procurement Officer will score the price, which will be added to the overall consensus score. The overall consensus scores will determine the Offerors’ rankings and which offers are within the Competitive Range, when appropriate.

2.28. Offers Not Within the Competitive Range

The City may notify Offerors of Offers that the City determined are not in the Competitive

Range.

2.29. Discussions with Offerors in the Competitive Range

The City will notify each Offeror whose Offer is in the Competitive Range or made the ‘short list’ and provide in writing any questions or requests for clarification to the Offeror. Each Offeror so notified may be interviewed by the City and asked to discuss answers to written or oral questions or provide clarifications to any facet of its Offer. The Offerors in the competitive range may be required to provide a demonstration of their product.

Demonstrations - Offerors in the competitive range may be invited to construct a hands-on sample or presentation of their solution at the City of Phoenix. In addition, each finalist may prepare and deliver a presentation of their proposed solution based on the script developed by the evaluation panel. The City may also require a hands-on lab demonstration designed specifically for the evaluation panel. The results of the surveys will be tabulated and delivered to the evaluation team for the final review and solution selection session(s).

If an Offer in the Competitive Range contains conditions, exceptions, reservations or understandings to or about any Contract or Solicitation Scope requirement, the City may discuss or negotiate the conditions, exceptions, reservations or understandings during these meetings. But the City in its sole discretion may reject any and all conditions, exceptions, reservations and understandings, and the City may instruct any Offeror to remove the conditions, exceptions, reservations or understandings. If the Offeror fails to do so, the City may determine the Offer is nonresponsive, and the City may revoke its determination that the Offer is in the Competitive Range.

To the fullest extent permitted by law, the City will not provide any information, financial or otherwise, to any Offeror about other Offers received in response to this solicitation. During discussions with Offerors in the Competitive Range, the City will not give Offerors specific prices or specific financial requirements that Offerors must meet to qualify for further consideration.

The City may state that proposed prices are too high with respect to the marketplace or otherwise unacceptable. Offerors will not be told of their relative rankings before Contract award.

2.30. Best and Final Offers (BAFO)

A BAFO is an option available for negotiations. Each Offeror in the Competitive Range, which is determined in the City’s sole discretion, may be afforded the opportunity to amend its Offer and make one BAFO.

If an Offeror’s BAFO modifies its initial Offer, the modifications must be identified in the BAFO.

The City will evaluate BAFOs based on the same requirements and criteria applicable to initial

Offers. The City will adjust appropriately the initial scores for criteria that have been affected by offer modifications made by a BAFO. Based on the criteria defined in the solicitation as weighted, the City will then perform final scoring and prepare final rankings.

The Evaluation Panel will recommend the Offer that is the best value and most advantageous to the City based on the evaluation criteria.

The City reserves the right to make an award to an Offeror whose Offer is the highest rated, best value, and most advantageous to the City based on the evaluation criteria, without conducting written or oral discussions with any Offeror, without negotiations, and without soliciting BAFOs.

3. Offer Evaluation Criteria

OFFERORS SHALL ONLY SUBMIT PRICING INFORMATION IN SECTION 10, VENDOR

QUESTIONNAIRE, QUESTION ONE, 'PRICING PROPOSAL TEMPLATE SUBMISSION'

The evaluation process will consist of two rounds. Round One will focus on the Offeror’s submission in response to this RFP using a points-based method aligned to the questions provided below under the corresponding evaluation criteria. The evaluation will consist of the respondent’s solution, expertise, experience, and approach to meeting the goals and requirements outlined in the RFP.

For Round Two of the evaluation, Offerors will be invited to the Solution Demonstration if their scores in Round One are deemed, at the City's sole discretion, to be in the competitive range.

Offerors within the competitive range will be required to conduct comprehensive in-person demonstrations for the evaluation team. This round aims to complement the Round One evaluation with the primary goal of selecting the optimal solution that aligns with the City’s operational requirements.

In accordance with the Administrative Regulation 3.10, Competitive Sealed Proposal awards shall be made to the responsive and responsible Offeror(s) whose Offer is determined in writing to be the most advantageous to the City based upon the evaluation criteria listed below.

The evaluation factors are listed in the relative order of importance and more details are provided in Scope of Work. The following evaluation criteria will be used to evaluate all Offers:

Round One - T&L Solution Questionnaire

No. Evaluation Criteria Scoring Method Weight (Points)

1. Experience - Offeror Experience

Offeror must describe their experience with successfully completing implementations of

Time and Labor System Solutions that included data conversion, system integration, and interfaces for organizations that are similar in size and scope or larger than the City of Phoenix. (Reference Scope of Work, Section 4.5, item D).

0-100 Points 75 (9.1% of Total)

2. Experience - Key Personnel

Offeror must describe their project team including an organizational chart of the project team including subcontractors, staffing for all phases, description of roles and responsibilities through a RACI matrix, staffing assumptions, resumes for each key personnel, process for replacement of key personnel and approach for staffing additional project team members. (Reference Scope of

Work, Section 4.5)

0-100 Points 75 (9.1% of Total)

3. Solution Capabilities - Solution

Overview

Offeror must provide an overview of the proposed solution, including proposed modules to meet functional requirements, technical infrastructure, software development tools and languages, database platform, type and structure, COTS product solution, middleware and frameworks, etc. (Reference Scope of

Work, Section 4.4, items A and B)

0-100 Points 25 (3% of Total)

4. Solution Capabilities - Future HCM

Integration

Describe your system's flexibility to disengage from PeopleSoft and integrate with a future human capital management

(HCM) system. Please identify any configuration or customization requirements that would need to be addressed in the event of an HCM transition. Include any relevant tools, architecture considerations, and past experiences supporting similar system change.

0-100 Points 25 (3% of Total)

5. Solution Capabilities - Solution

Enhancements Overview

Offeror must describe its approach to ongoing upgrades, deployments, and all enhancement process, including the process for working with customers to identify future enhancements, method of prioritization and frequency in which enhancements are released. Offeror must include a five-year roadmap detailing major new features and technology upgrades.

(Reference Scope of Work, Section 4.7, item F)

0-100 Points 25 (3% of Total)

6. Solution Capabilities - Functional

Requirements Matrix

The Offeror shall describe how the proposed T&L solution addresses the following functional requirements critical to a large, complex organization. The Offeror shall also provide responses pertaining to the functionality of their solution in Exhibit

A - Functional Requirements Matrix.

Furthermore, the Offeror must provide responses to the subsequent questions pertaining to the functionality of their solution. The responses provided in

Exhibit A - Functional Requirements

Matrix will be subject to evaluation and scoring, with consideration given to the answers to the following questions

(Reference Exhibit A Functional

Requirements Matrix and Scope of Work, Section 4.6):

A. Complex Scheduling

1. The Offeror must describe the existing complex scheduling functionality, including the ability to support varying scheduling types and patterns (e.g., rotating shifts, on-call scheduling, shift differentials, and department-specific scheduling rules), labor union rules, and schedule bidding for daily and future staffing requirements. Include examples of how these capabilities are configured, maintained, and tailored to different employee groups or departments.

B. Time Collection & Time

Processing

1. Describe how your solution enables decentralized and mobile time collection and processing across a diverse range of departments, employee types, and locations. Include the supported time capture methods, how the system

0-100 Points 85 (10.3% of Total) ensures data accuracy and approval in a decentralized model, and any offline capabilities available.

C. Earnings Calculation

1. The Offeror must describe functionality for the ability to calculate standard and complex earnings (e.g.

differential pay, skill-based pay, holiday pay etc.) based on configurable business rules. Any manual processing for additional pay calculation shall be eliminated at the

City, resulting in improved efficiency for providing or loading department data to payroll.

D. Self Service Functionality

1. The Offeror must describe the employee and manager self-service functionality and knowledge-based documentation for time, attendance, leave, labor union rules, additional earnings calculations, and scheduling.

E. Mobility and Remote Capabilities

1. The Offeror must describe the functionality of the mobile application which will allow remote access to the solution by field users, particularly inspectors, field workers, and public safety employees, using a city-owned mobile device to perform activities such as time entry, leave approvals, etc.

F. Electronic Document Manager

1. The Offeror shall describe its approach to Document

Management including ability to store/embed documents within the T&L solution and/or link to an external document management platform. If the

Offeror proposed solution is based on leveraging an external document management platform provide the related details.

The Offeror shall indicate whether its solution has the capability to integrate with an external document management platform (if the

City procures one).

7. Solution Capabilities - Technical

Requirements

Offerors are required to provide written narrative responses that describe how their proposed solution and services meet the

City’s technical expectations. These responses will be evaluated based on the

Offeror’s demonstrated ability to provide a secure, scalable, integrated, and maintainable solution that aligns with modern enterprise architecture and the

City’s technology strategy.

Offerors must provide clear, detailed responses for each of the following topics.

Where applicable, include specific technologies, service-level commitments, architectural diagrams, hosting models, or client references that illustrate your approach (Reference Scope of Work, Section 4.7).

A. Hosting, Scalability, and

Availability - Describe the proposed hosting environment for the Time and Labor solution, including whether it is SaaS, PaaS, or IaaS, and the use of enterprise-grade cloud platforms

(e.g., AWS, Azure).

1. Specify whether hosting is offered through a dedicated or multi-tenant model.

2. Confirm compliance with onshore U.S. hosting and access requirements, including restrictions on foreign access.

3. Describe how the solution supports elasticity, fault tolerance, and regional failover to meet performance, recovery (RPO/RTO), and availability requirements of an enterprise municipality

B. Security and Compliance -

Describe the security framework and compliance certifications maintained by the solution (e.g., SOC 2 Type II, ISO 27001, NIST

SP 800-53).

1. Explain how your solution integrates with the City’s identity and access management infrastructure

(e.g., Azure AD, Single Sign-

On, RSA MFA).

2. Describe how your security controls align with the City’s adoption of the NIST/CSS cybersecurity framework and how ongoing compliance is maintained and audited.

3. Detail how the system enforces role-based access control and secures sensitive data at rest and in transit.

C. Integration Capabilities - Describe your proposed integration strategy between the T&L solution and other City systems. Additionally, describe how your solution can easily integrate with other third-party HCM solutions.

1. Highlight support for modern

APIs, including RESTful web services, and confirm if your solution supports direct database access and/or secure data exchange.

2. Highlight how your system can easily integrate with other solutions.

3. Identify any proposed middleware, data transformation tools, or

Azure-native integration services utilized.

4. Explain how you will determine the level of effort for integration development

(e.g., low/medium/high complexity), and provide examples of integrations completed in similar public sector environments.

D. Reporting and Analytics -

Describe the reporting, dashboarding, and analytics capabilities of the proposed T&L solution.

1. Include self-service features for business users, support for ad hoc queries, and native or embedded business intelligence tools.

2. Describe your approach to developing the 100 custom reports/queries expected during implementation.

3. Explain how your solution supports real-time or near-real-time data sharing with the City’s enterprise analytics tools (e.g., Oracle BI), and the formats supported for report export.

E. Data Migration and Environment

Readiness - Describe your approach to migrating ~50GB of transaction and master data from the City’s legacy systems into the new T&L solution.

1. Include strategies for mapping, validation, and transformation of data across different schemas and data quality levels.

2. Explain how you will work with City staff to clean and stage data in preparation for migration and how you ensure continuity with the

City’s identity management systems.

F. Operations and Support -

Describe your proposed operations and maintenance support model, including support tiers and service-level commitments.

1. Include post-go-live support services aligned to ITIL or similar standards (e.g., service management, break/fix, integration maintenance).

2. Describe how upgrades, patches, and enhancements will be managed with minimal business disruption.

3. Explain your approach to environment management for dev/test/train/prod/DR and how continuity is maintained during planned outages or incidents.

G. Master Data Management - The

Offeror shall describe its approach to Master Data Management

(MDM) for all key entities, beyond individuals (e.g., departments positions, cost centers, locations, projects, etc.) within the proposed

T&L solution. Please specifically address the following:

1. How the system manages and maintains master data for non-individual entities to ensure accuracy, consistency, and integrity across modules and integrations.

2. The Offeror's approach to reference data management, including how reference data

(e.g., job codes, pay types, business units) is standardized, governed, and synchronized across the solution.

3. The tools, processes, and methodologies used to support linking and reconciling master and reference data migrated from legacy or third-party IT systems.

8. Offeror Services - Training

Describe the proposed approach to

Training and the tools that will be used to assure a successful project. How will the

Offeror perform a training needs analysis, develop a detailed training plan, develop user training documentation, and perform knowledge transfer for the new T&L solution, which meet the requirements of the City’s project team, end users, and support staff?

Please include a RACI matrix assigning the

Offeror and City responsibilities for training tasks required to execute the Offeror's described approach (Reference Scope of

Work, Section 4.8, item G).

0-100 Points 25 (3% of Total)

9. Offeror Services - Solution Development and Configuration

Explain the Offeror’s approach to solution development and configuration. Include how they plan to configure the system to meet City requirements, develop any necessary extensions or modules, and manage version control. Discuss any tools and methodologies used (e.g., Agile, DevOps). Provide a RACI matrix for system setup, configuration, development activities, code reviews, versioning, and related tasks (Reference Scope of Work, Section 4.8, item D).

0-100 Points 25 (3% of Total)

10. Offeror Services - Testing

Detail the Offeror’s methodology for testing the Time and Labor solution. Include testing types (unit, integration, user acceptance, regression), tools, quality assurance practices, issue tracking, and test data strategies. Provide a RACI matrix that includes test planning, test case development, execution, defect resolution, and sign-off processes (Reference Scope of Work, Section 4.8, item F).

0-100 Points 25 (3% of Total)

11. Offeror Services - Change Management

Plan

The Offeror shall provide their change management strategy for implementing the proposed T&L solution in a large organization with multiple departments and diverse user groups. Please specifically address the following (Reference Scope of

Work, Section 4.8, item E):

A. Approach to stakeholder engagement and communication across departments

B. Strategies for managing organizational resistance and promoting user adoption

C. Training and support programs for various user roles (e.g., frontline staff, managers, HR, payroll)

D. Methods for identifying and addressing departmental-specific change impacts

E. Use of change readiness assessments and success metrics

F. Examples of successful change management in similar large-scale implementations

0-100 Points 75 (9.1% of Total)

12. Offeror Services - Enterprise Analysis and Design

Describe the Offeror’s methodology for conducting enterprise analysis and design.

This should include how the Offeror will gather and validate business requirements, analyze current processes, define the future-state design, and align the solution with City objectives and compliance requirements. Provide a RACI matrix outlining responsibilities for workshops, documentation, process mapping, functional and technical requirement validation, and design sign-off (Reference

Scope of Work, Section 4.8, item C).

0-100 Points 30 (3.6% of Total)

13. Offeror Services - Cutover Readiness and Production Go-Live

Describe the Offeror’s approach to cutover planning and managing the go-live event.

Include how readiness will be assessed, cutover steps coordinated, risk managed, rollback planned, and systems transitioned to production.