Unemployment_Cost_Management_Services_(Addendum_#1_Revision).pdf

REQUEST FOR PROPOSAL - PROFESSIONAL

SERVICES

RFP PS-26-0009

UNEMPLOYMENT COST MANAGEMENT SERVICES

CITY OF PHOENIX

FINANCE CENTRAL PROCUREMENT

251 W WASHINGTON ST

PHOENIX, AZ

85003

RELEASE DATE: August 20, 2025

DEADLINE FOR QUESTIONS: September 16, 2025

RESPONSE DEADLINE: October 3, 2025, 2:00 pm

City of Phoenix

REQUEST FOR PROPOSAL - PROFESSIONAL SERVICES

RFP PS-26-0009

Unemployment Cost Management Services

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

Request For Proposal - Professional Services #RFP PS-26-0009 Title: Unemployment Cost Management Services

1. INSTRUCTIONS

1.1. Introduction

1.1.1. Contact Information

Chad Elms

Finance Central Procurement

Email: chad.elms@phoenix.gov

Phone: (602) 261-8053

1.1.2. 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 (Chad Elms) at (602) 261-8053/Voice or 711/TTY, or chad.elms@phoenix.gov, no later than two (2) weeks prior to the meeting.

Solicitation Issue Date: August 20, 2025

Pre-Offer Conference (Non-Mandatory): August 28, 2025, 9:00am https://cityofphoenix.webex.com/cityofphoen ix/j.php?MTID=ma5f5b3b89525e1118cc2d2 e22d23cd59

Written Inquiries Due Date: September 16, 2025, 2:00pm

Offer Due Date: October 3, 2025, 2:00pm

1.2. Description – Statement of Need

The City of Phoenix invites sealed offers for unemployment cost management services for a five year period commencing on or about March 1, 2026 or the “Effective Date” which is upon award by City Council, conditioned upon signature and recording by the City Clerk’s department, as required by the Phoenix City Code, whichever is later, in accordance with the

Minimum Qualifications, the Scope of Work in the Professional Services Agreement and the additional specifications and provisions contained herein.

This solicitation is available through Arizona Relay Service 7-1-1. Please call TTY 800-367-8939 for assistance.

Notwithstanding the foregoing, this Agreement will terminate upon the earliest occurrence: by reaching the end of the term including any extensions exercised, or termination pursuant to the provisions of this Agreement.

https://cityofphoenix.webex.com/cityofphoenix/j.php?MTID=ma5f5b3b89525e1118cc2d2e22d23cd59 https://cityofphoenix.webex.com/cityofphoenix/j.php?MTID=ma5f5b3b89525e1118cc2d2e22d23cd59 https://cityofphoenix.webex.com/cityofphoenix/j.php?MTID=ma5f5b3b89525e1118cc2d2e22d23cd59

It is the intent of this Solicitation to award one or more than one contract; however, the City reserves the right to award the Contract(s) to whomever best meets the criteria set out in this

Solicitation.

1.3. Minimum Qualifications

The qualified and responsive Offeror must meet all minimum qualifications listed below. Should an Offeror fail to meet one of the minimum qualifications identified, the Offer will be disqualified as non-responsive.

A. A responsible offeror will have a minimum of five years of experience providing the services listed in this solicitation to public and private entities. These years of experience will be listed in the References submittal.

1.4. Agreement Term and Contractual Relationship

Offerors are responsible for reading the agreement and submitting any questions about it in accordance with the process listed in this agreement. By submitting a proposal, each Offeror agrees it will be bound by the agreement. The City anticipates a five-year contract.

Notwithstanding the foregoing, this Agreement will terminate upon the earliest occurrence of any of the following:

• reaching the end of the term and any extensions;

• completing the services set forth in the Scope of Work (the “Services”);

• payment of the maximum authorized compensation; or

• termination pursuant to the provisions of the Agreement.

1.5. Scope of Work and Special Terms and Conditions

Contractor will provide consulting services that will be in accordance with the Scope of Work as set forth in Scope of Work section, which may be supplemented with additional detail from time to time during the term of the Agreement, and that are satisfactory to the City. In performing these services, Contractor will also specifically comply with the applicable Standard and Special

Terms and Conditions that are set forth herein. Contractor will provide progress reports to the

City HR Representative, or “the City” per a mutually agreed-upon schedule.

1.6. Instructions

1.6.1. 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 offering less than any minimum specifications or criteria specified are not responsive and should not be submitted.

1.6.2. Exceptions

If an Offeror has any exceptions to any terms, conditions or material requirements of this

Solicitation including without limitation to the Professional Services Agreement and the Scope of

Work, the Offeror must include a list of all exceptions to the requirements of the Solicitation and attachment documents, if any, and included in the "Exceptions Statement" within the “Vendor

Questionnaire” Section.

• Clearly reference the solicitation provision (ie title, paragraph number and page number)

• Redline the City's provision and provide alternate language

• Offer must explain the reason for the requested change

Note: Submit a Word document with the following columns: 1) RFP Section, Provision number and Title and page number, 2) Copy of City's RFP provision, 3) City's provision with proposed redlines/changes, and 4) explanation/justification for requested change.

Compliance with the above format for Exceptions is mandatory. If Offeror's Submittal does not include a separate Exceptions statement identifying all specific exceptions, as specifically set forth above, the exceptions will be deemed waived by the Offeror. If the Offeror fails to comply with the Exceptions requirements, and refuses to waive exceptions, their offer will be deemed non-responsive.

It is the intent of the City to award a contract on a fair, competitive basis. For this reason, the

City may view any “Exception” in response to any material conditions or requirement of the solicitation, as an attempt by the Offeror to vary the terms of the solicitation which, in fact, may result in giving the Offeror an unfair advantage. For this reason, the City will, at its option, not allow exceptions to any material requirement if, in the opinion of the City, the exceptions alter the overall intent of the solicitation, unless the exception would be of material benefit to the City.

Additionally, the City may, at its option, deem any submittal non-responsive based on exceptions by the Offeror.

1.6.3. Inquiries

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

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 Procurement Portal.

1.6.4. 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 through the City's

Procurement Portal with their submittal.

1.6.5. 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.

1.6.6. 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.

1.6.7. 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 Procurement Portal by clicking on “Draft

Response” via https://procurement.opengov.com/portal/phoenix/projects/186823. 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 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.

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.

1.6.8. 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.

1.6.9. 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 Procurement Portal.

The City will post a preliminary offer tabulation on the City's Procurement

Portal: https://procurement.opengov.com/portal/phoenix/projects/186823 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 City's Procurement Portal. By signing and submitting its

Offer, each Offeror agrees that this posting of the award recommendation to the City's https://procurement.opengov.com/portal/phoenix/projects/186823 https://procurement.opengov.com/signup https://opengov.my.site.com/support/s/article/ca6d1285-1e48-4a21-bb0d-715edb7794ed https://procurement.opengov.com/portal/phoenix/projects/186823

Procurement Portal 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.

1.6.10. Pre-Award Qualifications

A. Upon notification of an award, but before the finalization of the award, the Offeror will have fourteen (14) calendar days to submit the bonding requirements.

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 Offerors are required to complete and submit the required questionnaire, within the timeframe indicated, for the following:

o Vendor Privacy Due Diligence Questionnaire o 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.

1.6.11. 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. 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. The City requires formal signing of a separate Professional Services Consultant agreement, to include the Standard Terms and Conditions, Special Terms and

Conditions, all of the terms, conditions and specifications contained in this solicitation, and in any addendum or contract amendment.

1.6.12. City's Right to Disqualify for Conflict of Interest

The City 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 available to the City. This disqualification is at the sole discretion of the City. Any Offeror submitting an Offer herein waives any right to object now or at any future time, before anybody or agency, including but not limited to, the City Council of the City of Phoenix or any court.

1.6.13. Solicitation Transparency Policy

A. 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.

B. 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.

C. 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.

D. 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.

E. “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.

1.6.14. Protest Process

A. 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.

B. 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.

C. 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.

D. 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 Procurement

Portal 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.

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

1. Identification of the solicitation number;

2. The name, address and telephone number of the protester;

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

4. The form of relief requested; and

5. The signature of the protester or its authorized representative.

F. 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 administrative regulations and any protests or appeals not submitted within the time requirements will not be considered. Protests must be filed with the Procurement Officer.

1.6.15. 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.

1.6.16. 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.

1.6.17. 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.

1.6.18. Statement of Bonding Ability

Offerors must submit a letter from a bonding or insurance company stating that the Offeror can qualify for and procure the performance and/or payment surety required in this solicitation.

Submittals received without the required statement of ability to secure a performance or payment surety may be considered as non-responsive. Offerors anticipating the submittal of a cash surety in lieu of a bond should submit a statement notifying the City.

1.6.19. Performance Bond

A performance surety in the amount of 10% of the total contract amount shall be provided by the

Contractor immediately after notice of award. The City of Phoenix will not issue a written purchase order or give notice to proceed in any form until the surety is received by the

Procurement Officer. The performance surety must be in the form of a bond, cashier's check, certified check or money order. Personal or company checks are not acceptable unless certified. If surety is in the form of a bond, the company issuing the surety must be authorized by the Insurance Department of Arizona to transact business in the State of Arizona or be named on the approved listing of non-admitted companies. A Certificate of Deposit (CD) issued by a local Phoenix bank may also be used as a form of surety provided that the CD is issued jointly in the name of the City of Phoenix and the Contractor, and that the Contractor endorses the CD over to the City at the beginning of the contract period. Interest earnings from the CD can be retained by the Contractor.

1.6.20. 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.

1.6.21. 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.

1.6.22. 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.

1.6.23. Offers Not Within the Competitive Range

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

Range.

1.6.24. 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.

1.6.25. 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.

1.6.26. Fixed Offer Price Period

All offers shall be firm and fixed for a period of 240 calendar days from the solicitation opening date.

1.6.27. Obtaining a Copy of the Solicitation and Addenda

Interested Offerors may download the complete solicitation and addenda from the City's

Procurement Portal: https://procurement.opengov.com/portal/phoenix/projects/186823. 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 85003. It is the Offeror’s responsibility to check the City's Procurement Portal, read the entire solicitation, and verify all required information is submitted with their Offer.

1.6.28. 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.

1.7. Evaluation Criteria

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 Weight (Points) for each Evaluation Criteria are the maximum points that may be assigned for that Criteria. The following evaluation criteria will be used to evaluate all Offers:

https://procurement.opengov.com/portal/phoenix/projects/186823

No. Evaluation Criteria Scoring Method Weight (Points)

1. Method of Approach - Claims

Management Requirements - Q1

The implementation timeline is very tight for services and must be completed by

March 1, 2026.

Will your firm be able to meet this deadline with full cooperation from the City?

Discuss how your firm will meet or exceed quality and timeline expectations.

0-100 Points 15 (1.5% of Total)

2. Method of Approach - Claims

Management Requirements - Q2

What number of implementations will your firm's implementation manager be assigned to while assigned the City of

Phoenix implementation?

Describe how they will ensure the needs of the City are met.

0-100 Points 10 (1% of Total)

3. Method of Approach - Claims

Management Requirements - Q3

Provide a detailed description of the implementation process and schedules for this program.

0-100 Points 5 (0.5% of Total)

4. Method of Approach - Claims

Management Requirements - Q4

Discuss how your firm will provide a responsive and available Dedicated Claim

Specialist available during regular business hours of Monday through Friday, with working hours (8:00 a.m. — 5:00 p.m. local

Arizona time) and available via voice message after normal business hours.

0-100 Points 15 (1.5% of Total)

5. Method of Approach - Claims

Management Requirements - Q5

Confirm that the Dedicated Claims

Specialist Team will be available to meet with advanced notice.

0-100 Points 5 (0.5% of Total)

6. Method of Approach - Claims

Management Requirements - Q6

Confirm that all phone calls and emails sent to the Dedicated Claim Specialist during regular business hours will be responded within 4 hours, the day on which they receive the message.

0-100 Points 15 (1.5% of Total)

7. Method of Approach - Claims

Management Requirements - Q7

Confirm that all messages sent during non-business hours will be responded to within

4 hours of the opening of the next business day.

0-100 Points 5 (0.5% of Total)

8. Method of Approach - Claims

Management Requirements - Q8

Discuss how your firm ensures that the experience and workload management of the Dedicated Claim Specialist will be sufficient to meet the needs of the City when processing unemployment claims.

0-100 Points 15 (1.5% of Total)

9. Method of Approach - Claims

Management Requirements - Q9

Discuss how your firm ensures that the

Dedicated Claim Specialist will have extensive work experience with reimbursors as well as claim activity in the

State of Arizona; and, the Dedicated Claim

Specialist will have a workload that will allow them to provide effective and prompt responses to all required tasks.

0-100 Points 15 (1.5% of Total)

10. Method of Approach - Claims

Management Requirements - Q10

Discuss how your firm ensures that the claim status updates from the Dedicated

Claim Specialist will be provided upon resolution of each claim; that the status of each claim in-process will be provided at frequencies as requested by the City and that Claim status updates will be provided by email or another medium as agreed.

0-100 Points 15 (1.5% of Total)

11. Method of Approach - Claims

Management Requirements - Q11

Discuss how your firm will provide high quality analysis, expert advice, guidance on determinations and appeal rights, and file appeals, if needed (at no additional charge).

0-100 Points 15 (1.5% of Total)

12. Method of Approach - Hearing

Representation Requirements - Q1

How many days is your typical response time from receipt of the initial claim from the state?

0-100 Points 5 (0.5% of Total)

13. Method of Approach - Hearing

Representation Requirements - Q2

Confirm that your firm will be appointed by the City to act as the City's agent and

Attorney in Fact in unemployment claim related matters.

0-100 Points 5 (0.5% of Total)

14. Method of Approach - Hearing

Representation Requirements - Q3

Discuss how your firm's Hearing

Representative will guide the City's designated representatives through the hearing to ensure a favorable outcome (at no additional charge).

0-100 Points 15 (1.5% of Total)

15. Method of Approach - Hearing

Representation Requirements - Q4

Discuss how your firm will process all initial claims, review benefit decisions, appeals, hearing preparation and representation, written arguments and briefs.

0-100 Points 15 (1.5% of Total)

16. Method of Approach - Hearing

Representation Requirements - Q5

Discuss how your firm will secure pertinent information and, where appropriate, process, in a timely manner, the information and file a detailed protest of the payment and/or charging of benefits.

0-100 Points 15 (1.5% of Total)

17. Method of Approach - Hearing

Representation Requirements - Q6

Discuss how your firm assists with case analysis, witness preparation, and document review in preparation for a hearing.

18. Method of Approach - Hearing

Representation Requirements - Q7

Confirm that your firm will manage the appeal process including stating appropriate arguments and filing appropriate paperwork.

0-100 Points 5 (0.5% of Total)

19. Method of Approach - Hearing

Representation Requirements - Q8

Confirm that your firm will attend all unemployment hearings on behalf of the

City, with appropriate City personnel in attendance as needed.

0-100 Points 5 (0.5% of Total)

20. Method of Approach - Hearing

Representation Requirements - Q9

Discuss how your firm will prepare City staff for the hearing in a pre-hearing conference; advise City staff regarding hearing procedures; review all elements of the case; and examine documentation and review those elements to secure a favorable decision.

0-100 Points 15 (1.5% of Total)

21. Method of Approach - Hearing

Representation Requirements - Q10

Discuss how your firm will: consult with the

City to determine if an unfavorable decision by a hearing officer should be appealed;

appeal such decision in a timely manner on the City's behalf; prepare all written arguments to appeal a hearing officer's decision; research precedent decisions, and a written or oral argument will be presented to the appropriate review board.

0-100 Points 15 (1.5% of Total)

22. Method of Approach - Benefit Charge

Audit Requirements - Q1

Discuss how your firm will ensure that benefit charges are made only to current or former employees entitled to such benefits.

0-100 Points 15 (1.5% of Total)

23. Method of Approach - Benefit Charge

Audit Requirements - Q2

Discuss how your firm will audit 100% of charges and identify erroneous charges pursuant to Arizona unemployment requirements and will verify corresponding credits to the City's state accounts within

30 days of charges to the City.

24. Method of Approach - Benefit Charge

Audit Requirements - Q3

Discuss how your firm will conduct regular reviews of the City's unemployment reports, including review of wage reports, payments, and verification of billing; and file adjustment reports as required.

0-100 Points 15 (1.5% of Total)

25. Method of Approach - Benefit Charge

Audit Requirements - Q4

Discuss how your firm will effectively protest and resolve any identified erroneous charges; appeal any unfavorable charge statement rulings; and actively pursue protests and any refunds or credits due as a result of such protests.

0-100 Points 15 (1.5% of Total)

26. Method of Approach - Benefit Charge

Audit Requirements - Q5

Discuss how your firm will provide cost control strategies and compliance support.

0-100 Points 15 (1.5% of Total)

27. Method of Approach - Reporting

Requirements - Q1

Discuss how your firm will provide the City with access to clear and accurate reporting of detailed activity of claims, appeals, decisions, and charges.

0-100 Points 15 (1.5% of Total)

28. Method of Approach - Reporting

Requirements - Q2

Discuss how your firm will provide access to real-time data for the purposes of audits and process improvements as they relate to claims, appeals, decisions, and charges;

including reports to include ad-hoc reporting at no additional cost to the City.

0-100 Points 15 (1.5% of Total)

29. Method of Approach - Reporting

Requirements - Q3

Discuss how your firm will transmit all favorable and/or unfavorable determinations to the City through an individual claim report and, with final decisions that are unfavorable, provide any feedback to avoid future unfavorable determinations.

0-100 Points 10 (1% of Total)

30. Method of Approach - Reporting

Requirements - Q4

Confirm that reports for claims activity and summary reports by City department that include a complete, detailed listing of unemployment claims activity for the City;

and that each report will contain a summary listed by; "type of separation" and by protested charges/credits.

0-100 Points 5 (0.5% of Total)

31. Method of Approach - Reporting

Requirements - Q5

Provide samples of these reports.

0-100 Points 5 (0.5% of Total)

32. Method of Approach - Reporting

Requirements - Q6

Confirm that additional reporting may be requested by the City.

0-100 Points 5 (0.5% of Total)

33. Method of Approach - Legislative

Update Requirements - Q1

Confirm that your firm will provide the City with legislative updates that pertain to unemployment laws.

0-100 Points 5 (0.5% of Total)

34. Method of Approach - Legislative

Update Requirements - Q2

Confirm that your firm will provide updates within 30 days of legislation being passed into law.

0-100 Points 5 (0.5% of Total)

35. Method of Approach - Legislative

Update Requirements - Q3

Confirm that your firm will provide updates that include information relevant to the

City’s responsibilities under the law.

0-100 Points 5 (0.5% of Total)

36. Method of Approach - Legislative

Update Requirements - Q4

Confirm that your firm will provide updates by email or during a scheduled meeting or training if the update is not urgent.

0-100 Points 5 (0.5% of Total)

37. Method of Approach - Training

Requirements - Q1

Confirm that your firm will provide in-person or webinar-based training to the

City staff as-needed and up to four times annually at no additional cost.

38. Method of Approach - Training

Requirements - Q2

Confirm that your firm will provide training on unemployment legislative changes, updates to unemployment cost management practices, and updates regarding federal and state tax law changes.

0-100 Points 5 (0.5% of Total)

39. Method of Approach - Training

Requirements - Q3

Confirm that your firm will use industry-wide claim data to improve outcomes and reduce liabilities and that training curriculums will be based on Contractor's observations of best practices.

0-100 Points 5 (0.5% of Total)

40. Method of Approach - Training

Requirements - Q4

Confirm that the City may also request training on specific subjects related to unemployment cost management and changes in the law.

0-100 Points 5 (0.5% of Total)

41. Method of Approach - Training

Requirements - Q5

Confirm that your firm will provide the training in a format that is most convenient and impactful for the City and will have the ability to provide training in either a webinar or in-person format to be scheduled at times and locations convenient for the City.

0-100 Points 5 (0.5% of Total)

42. Method of Approach - Data and Security

Requirements - Q1

Confirm that your firm will collect and store ongoing electronic employee separation data to respond to unemployment claims.

0-100 Points 5 (0.5% of Total)

43. Method of Approach - Data and Security

Requirements - Q2

Confirm that your firm's system will have the ability to collect and store electronic employee separation data securely.

0-100 Points 5 (0.5% of Total)

44. Method of Approach - Data and Security

Requirements - Q3

Confirm that your firm will accept the City's database file ("Update File").

45. Method of Approach - Data and Security

Requirements - Q4

Confirm that your firm will accept the City's

Update File using a mutually agreed electronic file transfer protocol containing the required fields of information.

0-100 Points 5 (0.5% of Total)

46. Method of Approach - Data and Security

Requirements - Q5

Confirm which fields of information will be required to correctly reflect the City's employee records.

0-100 Points 5 (0.5% of Total)

47. Method of Approach - Data and Security

Requirements - Q6

Discuss how your firm will replace the old database with the new database and update the pay history information following receipt of the updated database from the

City and how long this will take to complete.

0-100 Points 10 (1% of Total)

48. Qualifications and Experience Q1

Discuss your firm's key project personnel who have subject matter expertise in case management systems and prior implementation experience on projects similar in scope.

0-100 Points 25 (2.5% of Total)

49. Qualifications and Experience Q2

Discuss your firm's key personnel involved in implementation, and indicate system requirements, setup and acceptance-testing activities.

0-100 Points 25 (2.5% of Total)

50. Qualifications and Experience Q3

Discuss the qualifications and number of your firm's dedicated claims representation staff in the initial claims process and their ability to work with City staff to provide effective and timely unemployment claims management and responses.

0-100 Points 30 (3% of Total)

51. Qualifications and Experience Q4

Discuss the qualifications and number of your firm's staff representing the City during hearings and confirm that your firm has expertise in Arizona unemployment laws and regulations and all Contractor's hearing representatives will be supervised by a licensed attorney (State of Arizona).

0-100 Points 30 (3% of Total)

52. Qualifications and Experience Q5

Discuss your firm's performance record representing similar sized institutions in unemployment claims litigation.

0-100 Points 25 (2.5% of Total)

53. Qualifications and Experience Q6

Where is your firm's headquarters located?

0-100 Points 10 (1% of Total)

54. Qualifications and Experience Q7

List the cities and states of the customer service centers.

0-100 Points 10 (1% of Total)

55. Qualifications and Experience Q8

List the hours of operation for the customer service centers.

0-100 Points 10 (1% of Total)

56. Qualifications and Experience Q9

Identify any overseas offices by location and function.

0-100 Points 10 (1% of Total)

57. Qualifications and Experience Q10

How many years has your firm been in the business of providing unemployment cost management services?

0-100 Points 10 (1% of Total)

58. Qualifications and Experience Q11

What are the total number of company employees?

0-100 Points 10 (1% of Total)

59.…