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DocuSign Envelope ID: C34B5AC8-5368-4738-87 DB-685748DC2810
EXHIBIT A
City of Peoria, Arizona
Notice of Request for Proposal
for Professional Services
PM AZ Time
RFP Mailing Address: 9875 N. 85" Avenue, 2° Floor
Peoria, AZ 85345
Contact: Drew Ashmun
Phone: (623) 773-7115
ard time indicated above. Late proposals will not dc considered, except as provided in the City of Poona
.octypewaticn Offerurs ate strongly encouraged to carefully cad the entire Request for Propasal Package
OFFER
‘To the City of Peona’ The undersigned. on behalf of the eniity, (rin, Company, ‘partnership, or other leyai entity listed below, offers on vis behalf to the City a
of Request for Proposal must be specifically indicated in writin
by the City
Name Fo tan th, Za Email
Phoenix. Rescue Misiovy
Request for Proposal No.: P20-0008 Proposal Due Date: August 22, 2019
Materials and/or Services: Homeless Navigation Services Proposal Due Time: 5:00 P.M. AZ Time
Pre-Proposal Date: August 12, 2019 @ 2:00
Pre-Proposal Location: Ist Floor Point of View
Conference Room
In accordance with City of Peoria Procurement Code, comperiuve sealed proposals (or the services specitiud will be received by the City of Peuna Materials Managernent at
the specified locatton until the date and time cited ahove Proposals shall be in the actual Possession of the City of Poona Materials Management an or priar to the exact dale
Procusemem Code Proposals shall be submitted in a seated
envelope with the Request for Proposal number and the offeror's name and address clearly indicated on the front of the envelope. All proposals shall be completed in ink
ry
conlains all terms, conditions, specifications and amendments in the Notice of Request for Proposal issucd by the City. Any exception to the terms contained in the Notice
1g and are subject to the approval uf the City prior 10 acceptance The signature betow certifies your
understanding and compliance with Paragraph ! of the City of Peursa S: landard Terms and Conditions (form COP 202) contained in the Request lar Peaposal package issued
For clarification of this offer contact Telephone: 602 -59 O-S84 § Fax Gan “a 72 SOM
(A, y ——-
Company Name . Kquttriet signature for Offer
Address Printed Name
Vrouny _ Az 65007 Cer
Cry State Zip Code Tile
_. _ ACCEPTANCE OF OFFER AND CONTRACT AWARD (For City of Peoria Use Only)
Your offer is accepted by the C
tssued by the City, 2.1 Your affer in Response tw the City's Request for Proposal, and ) This witien acceptance and contract award
As the awarded professional service provider, you are naw legally bound ta pro:
ail terms, condibons, specifications, amendments and your offer as nuw accepted by the City
services under this contract unl Ule prolessional service provider receives an executed Purchase Order or a Nouce to Proceed
} Subject to approval of cach writen exceplian that your propusal contained The conunct consists uf the following documents: 1} Request for Proposal
wide the services listed by the sitacled award notice, based on the solicitalzon of proposals, including
The professional service provider shall not commence any bulable work or pravide any
Auested by
CED. Ae} G- Approved as to form
City of Peoria, Arizona Effective Date _ 10/4 {201g .
Rhonda Geriminsky, City(Glerk
S
Vanessa P. flickman, City Attorney v
Contract Number | g 20 a
Contract Awarded Date iO l | U
— ACON46519 — ——
RS. —-__— ____ ... | Mutanais Manager
Copyright 2003 City of Paona, Anzona
‘COP203 Rem10/08/18)CF Page TF of 21
DocuSign Envelope ID: C34B5AC8-5368-4738-87DB-685748DC2810
ORIGINAL SOLICITATION
DocuSign Envelope ID: C34B5AC8-5368-4738-870B-685748DC2810
REQUEST FOR PROPOSAL Materials Management
Procurement
9875 N. 85 Avenue
Peoria, Arizona 85345-6560
INSTRUCTIONS TO OFFEROR Phone: (623) 773-7115
Fax: (623) 773-7118
PREPARATION OF PROPOSAL:
a
aag
—A
All proposals shail be on the forms (i any) provided in Uns Request For Proposal package It is permissible to copy these forms it required
Tele: apc (facsimile) or mailgram proposals will not be considered .
The fi fer and Cantract Award Socurnent {COP Form 203) shall be submited with an orginal ink signature by a person authorized to sign the offer
Erasures, interlineations, ar othet modilications i the praposal shall be inbaled in ariginal ink by the authorized person signing the Offer sheet
[price is a consideration and in case of error in the extension of prices in the proposal, the unit price shall govern No proposal shall be altered,
amended, ar withdrawn after the specttied proposal due date and ume
Pertods of time, stated as a number of days, shall be calendar days.
This the res Hity of all ORerors to examine the entire Request For Proposal ckage and seck clarification of any item or requirement Ural may
hot be clear and ta check all responses far accuracy before submutting a bid. Negligence in Preparing a Proposal conlers no right of withdrawal after
proposal duc date and time
INQUIRIES: Any question related to the Request For Proposal shall be ditected to the purchasing eet whose name appears on the front. The Offeror
shall not contact or ask questtons of the department for which the requirement 15 being procured
uestions shauld be submitted in wating when Ome
Betmits The purchasing agent may require any and all questions be submitted in writing at the Buyer's sofe discretion Any correspandence related to a
&
wait
west Far Proposal number on the outside 0
quest For Proposal should cefer to the appropriate Request For Proposal number, page, and paragraph number. However, the Offeror shall not place the
0 any envelope containing questions since such an envelope may be identified as a sealed proposal and, if so,
Rol be opened until after the official Request For Proposal duc date and time
PROSPECTIVE OFFERORS CONFERENCE: A prospective offerors cunterence may be held {t'scheduled, the date and time of this canterence will
be indicated within this document, The purpose of this conference will be to clarity the contents of this Request For Proposal m order to prevent any
misunderstanding of the City's position. ny doubt as to the requirements of this Request or Proposal o1 any apparent umission of discrepancy should be
presented to the
ity at this conterence ‘The City will then determine if any action 1 Necessary and may sSsue a weitten amendment to the Request for
roposal Oral statements of instructions will aot constitute an amendment to dus Request far Proposal
LATE PROPOSALS: Late Proposals will not be considered, except as provided by the City of Peoria Procuremeat Code. A protesstonal service
provider submitting a late proposal
shall be so natitied.
WITHDRAWAL OF PROPOSAL: At any ume prior to the specified proposal due date and time, a professional service provider (or designated
representative) may withdraw the proposal. Telegraphic (facsimile) or maitgram proposal withdrawals will not be considered
AMENDMENT OF PROPOSAL: Receipt of a Solicitation Amendment (COP Form 207) shall be acknowledged by signing and returning the document
prior to the specificd proposal due date and time.
PAYMENT: The City will make every elfort to process payment for the purchase of services within thirty (30) calendar days after seceipt of services and
a correct notice of amount due, unless a poad faith drspute exists as lo any obligation to pay all ar a portion of the account. Any proposal thal requires
f ie
payment in fess than thirty (30) calendar
lays shall not he considered
DISCOUNTS: Payment discount periods will be computed (rom the date of receipt of service or correct invaice, whichever 1s later, to the date Buyer's
payment is mailed. Unless freight and other chorges are stemized, any discount provided will be taken on full amount of invoice Payment discounts of
thirty (30) calendar days ar inore well be deducied tram the proposal prive in determining the low bid However, the Buyer shal! he entitled ta take advantage
of any payment discount offered by the Offeror provided payment is made within the discount peniad
TANES: The City of Peoria is exempt from Federal Excise Tax, including the Federal Transportation Tax Sales tax, ifany, shall be indicated as a separate
tem
VENDOR REGISTRATION: After the award of a contract, the successful Offeror shall have a completed Vendor Registration Form (COP Form 200)
on file with the City of Peoria Materials Management Division
AWARD OF CONTRACT:
a
b
Notwithstanding any other provision of this Request For Proposal, The Cily expressly reserves the right to
\) Waive any immaterial defect or informality: or
5 Reject any or all proposats, or portions thereof, or
3 Reissue a Request For Proposal
A response loa Request For Proposal is an otter (o contract with the Culy based upon the terms, conditions and specifications cantamed in the City’s
Request Fer Proposal and the written amendments thereto, it any. Proposals do nol become cosuracts unless and unl they are iccepted by che City
Couneil A contract is formed when waitten nolice of award{s) 1s provided to the successful Offeror(s) The contract has its inception in the award
document, eliminating a formal signing of'a separate conuact For that reason, all of the terms and sonditions of the procurement coniract arc contained
in the Request For Propasal, untess modified by & Solicitation Amendment (COP Farm 207) or a Contract Amendment (COP Form 217)
~COP202 Rav{ 10/081 a}CF Page 2 of 2!
DocuSign Envelope ID: C34B5AC8-5368-4738-87DB-685748DC2810
Materials Management |
Procurement
STANDARD 9875 N. 85 Avenue
TERMS AND CONDITIONS Peoria, Arizona 85345-6560
Phone: (623) 773-7115
Fax: (623) 773-7118
THE FOLLOWING TERMS AND CONDITIONS ARE AN EXPLICIT PART OF THE SOLICITATION AND ANY RESULTANT CONTRACT.
CERTIFICATION: By signature in the Offer section of the Offer and Contract Award page (COP Form 203), the
Professional Services Provider, (Consultant), certifies:
a. The submission of the offer did not involve collusion or other anti-competitive practices.
b. The Consultant shall not discriminate against any employee or applicant for employment in violation of Federal Executive
Order 11246,
¢. The Consultant 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. Failure to sign the offer, or signing it with a false statement, shall void the submitted offer or any resulting contracts,
and the Consultant may be debarred.
GRATUITIES: The City may, by written notice to the Consultant, cance! this contract if it is found by the City that gratuities,
in the form of entertainment, gifts or otherwise, were offered or given by the Consultant or any agent or representative of the
Consultant, to any officer or employce of the City with a view toward securing an order, securing favorable treatment with
respect to the awarding, amending, or the making of any determinations with respect to the performing of such order. In the
event this contract is cancelled by the City pursuant to this provision, the City shall be entitled, in addition to any other rights
and remedies, to recover or withhold from the Consultant the amount of the gratuity. Paying the expense of normal business
meals which are generally made available to all eligible city government customers shail not be prohibited by this paragraph.
APPLICABLE LAW: In the performance of this agreement, contractors shall abide by and conform to any and all laws of
the United States, State of Arizona and City of Peoria including but not limited to federal and state executive orders providing
for equal employment and procurement opportunities, the Federal Occupational Safety and Health Act and any other federal
or state laws applicable to this agreement.
Contractor specifically understands and acknowledges the applicability to it of the Americans with Disabilities Act,
including Section 508, the Immigration Reform and Control Act of 1986, and the Drug Free Workplace Act of 1989. In
addition, if this agreement pertains to construction, Contractor must also comply with A.R.S. § 34-301, as amended
(Employment of Alicns on Public Works Prohibited) and A.R.S. § 34-302, as amended (Residence Requirements for
Employees).
Under the provisions of A.R.S. § 41-4401, Contractor hereby warrants to the City that Contractor and each of its
subcontractors (“Subcontractors”) will comply with, and are contractually obligated to comply with, all Federal immigration
laws and regulations that relate to their employees and A.R.S. § 23-214¢A) (hercinafter, “Contractor tmmigration
Warranty”).
A breach of the Contractor Immigration Warranty shall constitute a material breach of this agreement and shall subject
Contractor to penalties up to and including termination of this agreement at the sole discretion of the City. The City may, at
its sole discretion, conduct random verification of the employment records of Contractor and any Subcontractors to ensure
compliance with the Contractor Immigration Warranty. Contractor agrees to assist the City in regard to any random
verifications performed.
Neither Contractor nor any Subcontractor shall be deemed to have materially breached the Contractor Immigration Warranty
if Contractor or the Subcontractor establishes that it has complied with the employment verification provisions prescribed by
§§ 274A and 274B of the Federal Immigration and Nationality Act and the E-Verify requirements prescribed by A.R.S. §23-
214(A).
The provisions of this Paragraph must be included in any contract Contractor enters into with any Subcontractors who
provide services under this agreement or any subcontract. “Services” is defined as furnishing Sabor, time or effort in the
State of Arizona by a contractor or subcontractor. Services include construction or maintenance of any structure, building or
transportation facility or improvement to real property.
Contractor warrants, for the term of this agreement and for six months thereafter, that is has fully complied with the
cequirements of the Immigration Reform and Control Act of 1986 and all related or similar legal authorities.
COP 202 Rev 1OC98xCF Page 3 of 21
DocuSign Envelope !D: C34B5AC8-5368-4738-87 DB-685748DC2310
Materials Management
Procurement
STANDARD 9875 N. 85" Avenue
TERMS AND CONDITIONS Peoria, Arizona 85345-6560
Phone: (623) 773-7115
Fax: (623) 773-7118
This contract shall be governed by the City and Contractor shall have all remedies afforded each by the Uniform Commercial
Code, as adopted in the State of Arizona, except as otherwise provided in this contract or in statutes pertaining specifically to
the City. This contract shal! be governed by the laws of the State of Arizona and suit pertaining to this contract may be brought
only in courts in the State of Arizona.
This contract is subject to the provisions of ARS §38-511; the City may cancel this contract without penalty or further
obligations by the City or any of its departments or agencies if any person significantly involved in initiating, negotiating,
securing, drafting or creating the contract on behalf of the City or any of its departments or agencies, is at any time while the
contract or any extension of the contract is in effect, an employee of any other party to the contract in any capacity or a
consultant to any other party of the contract with respect to the subject matter of the contract.
LEGAL REMEDIES: All claims and controversies shall be subject to resolution according to the terms of the City of Peoria
Procurement Code.
CONTRACT: The contract between the City and the Consultant shall consist of (1) the Solicitation, including instructions,
all terms and conditions, specifications, scopes of work, attachments, and any amendments thereto, and (2) the offer submitted
by the Consultant in response to the solicitation, In the event of a conflict in language between the Solicitation and the Offer,
the provisions and requirements in the Solicitation shall govem. However, the City reserves the right to clarify, in writing,
any contractual terms with the concurrence of the Consultant, and such written contract shall govern in case of conflict with
the applicable requirements stated in the Solicitation or the Consultant's offer. The Solicitation shall govern in all other
matters not affected by the written contract.
CONTRACT AMENDMENTS: This contract may be modified only by a written Contract Amendment (COP Form 217)
signed by persons duly authorized to enter into contracts on behalf of the City and the Consultant.
CONTRACT APPLICABILITY: The Offeror shall substantially conform to the terms, conditions, specifications and other
requirements found within the text of this specific Solicitation, All previous agreements, contracts, or other documents, which
have been executed between the Offeror and the City are not applicable to this Solicitation or any resultant contract.
PROVISLONS REQUIRED BY LAW: Each and every provision of law and any clause required by law to be in the contract
wilt be read and enforced as though it were included herein, and if through mistake or otherwise any such provision is not
inserted, or is not correctly inserted, then upon the applicatian of either party, the contract will forthwith be physically amended
to make such insertion or correction.
SEVERABILITY: The provisions of this contract are severable to the extent that any provision or application held to be
invalid shall not affect any other provision or application of the contract which may remain in effect without the invalid
provision or application.
RELATIONSHIP TO PARTIES: [1 is clearly understood that each party will act in its individual capacity and not as an
agent, employee, partner, joint venturer, or associate of the other. An employee or agent of one party shall not be deemed or
construed to be the employee or agent of the other for any purpose whatsoever, The Consultant is advised that taxes or Social
Security payments will not be withheld from any City payments issued hereunder and that the Consultant should make
arrangements to directly pay such expenses, if any.
INTERPRETATION-PAROL EVIDENCE: This contract represents the entire agreemtent of the Parties with respect to its
subject matter, and al! previous agreements, whether oral or written, entered into prior to this contract are hereby revoked
and superseded by this contract. No representations, warranties, inducements or oral agreements have been made by any of
the Parties except as expressly set forth herein, or in any other contemporaneous written agreement executed for the
purposes of carrying out the provisions of this contact, This contract may not be changed, modified or rescinded except as
provided for herein, absent a written agreement signed by both Parties. Any attempt at oral madification of this contract
shall be void and of no effect.
- NO DELEGATION OR ASSIGNMENT: Contractor shall not delegate any duty under this Contract, and no right or interest
in this Contract shall be assigned by Contractor to any successor entity or third party, including but not limited to an affiliated
successor or purchaser of Contractor or its assets, without prior written permission of the City. The City, at its option, may
cancel this Contract in the event Contractor undertakes a delegation or assignment without first obtaining the City’s written
(COP202 Rew 10/09 B]CF Page 4 of 21
DocuSign Envelope ID: C34B5AC8-5368-4738-870B-685748DC2810
Materials Management
Procurement
STANDARD 9875 N. 85% Avenue
TERMS AND CONDITIONS Peoria, Arizona 85345-6560
Phone: (623) 773-7115
Fax: (623) 773-7118
|
(
approval. Contractor agrees and acknowledges that it would not be unreasonable for the City to decline to approve a delegation
or assignment that results in a matecial change to the services provided under this Contract or an increased cost to the City.
. SUBCONTRACTS: No subcontract shall be entered into by the Consultant with any other party to furnish any of the material,
service or construction specified herein without the advance written approval of the City. The prime Consultant shall itemize
all sub-contractors which shall be utilized on the project. Any substitution of sub-contractors by the prime Consultant shall
be approved by the City and any cost savings will be reduced from the prime Consultant’s bid amount, All subcontracts shall
comply with Federal and State laws and regulations which are applicable to the services covered by the subcontract and shall
include all the terms and conditions set forth herein which shall apply with equal force to the subcontract and if the
Subcontractor were the Consultant referred to herein. The Consultant is responsible for contract performance whether or not
Subcontractors are used.
. RIGHTS AND REMEDIES: No provision in this document or in the Consultant’s offer shall be construed, expressly or by
implication, as waiver by the City of any existing or future right and/or remedy available by law in the event of any claim of
default or breach of contract. The failure of the City to insist upon the strict performance of any term or condition of the
contract or to exercise or delay the exercise of any right or remedy provided in the contract, or by law, or the City's acceptance
of and payment for materials or services, shall not release the Consultant from any responsibilities or obligations imposed by
this contract or by law, and shalt not be deemed a waiver of any right of the City to insist upon the strict performance of the
Contract.
. INDEMNIFICATION: To the fullest extent permitted by law, the Consultant shall indemnify and hold harmless the City,
and its officers and employees, from liabilities, damages, losses and costs, including reasonable attorney fees and court costs,
but only to the extent caused by the negligence, recklessness or intentional wrongful conduct of the Consultant in the
performance of the contract. The amount and type of insurance coverage requirements set forth herein will in no way be
construed as limiting the scope of the indemnity in this paragraph.
. OVERCHARGES BY ANTITRUST VIGLATIONS: The City maintains that, in practice, overcharges resulting from
antitrust violations are borne by the purchaser. Therefore, to the extent permitted by law, che Consultant hereby assigns to the
City any and all claims for such overcharges as to the goods and services used to fulfill the Contract.
» FORCE MAJEURE; Except for payment for sums due, neither party shall be liable to the other nor deemed in default under
this Contract if and to the extent that such party's performance of this Contract is prevented by reason of force Majeure. The
term “force majeure” means an occurrence that is beyond the control of the party affected and occurs without its fault or
negligence. Without limiting the foregoing, torce majeure includes acts of God: acts of the public enemy; war; acts of terror,
hate crimes affecting public order; riots, strikes; mobilization; labor disputes; civil disorders; fire; floods; lockouts,
injunctions-intervention-acts, or failures or refusals to act by government authority; events or obstacles resulting from a
governmental authority’s response to the foregoing; and other similar accurrences beyond the control of the party declaring
force majeure which such party is unable to prevent by exercising reasonable diligence. The force majeure shail be deemed
to commence when the party declaring force majeure notifies the other party of the existence of the force majeure and shall
be deemed to continue as long as the results or effects of the force majeure prevent the party from resuming performance in
accordance with this Contract.
Force majeure shall not include the following occurrences:
a. Last minute failure of office equipment is not force majeure.
b. Late performance by a subcontractor unless the delay arises out of a force majeure occurrence in accordance with this
Force Majeure term and Condition.
Any delay or failure in performance by either party hereto shal! not constitute default hereunder or give rise to any claini for
damages or loss of anticipated profits if, and to the extent that such delay or failure is caused by force majeure. If either party
is delayed at any time in the progress of the work by force majeure, then the detayed party shall notify the other party in
writing of such delay within forty-eight (48) hours commencement thereof and shalt specify the causes of such delay in such
notice. Such notice shal] be hand delivered or mailed Certified-Return Receipt and shall make a specific reference to this
article, thereby invoking its provisions. The delayed party shall cause such delay to cease as soon as practicable and shall
COP 202 Rew 10091 BICF
Page Sof 27
DocuSign Envelope ID: C34B5AC8-5368-4738-87DB-685748DC 2810
Materials Management
Procurement
STANDARD 9875 N. 85" Avenue
TERMS AND CONDITIONS Peoria, Arizona 85345-6560
Phone: (623) 773-7115
Fax: (623) 773-7118
te
~
. RIGHT TO ASSURANCE: Whenever one party to this contract in good faith has reason to question the other party's intent
. RIGHT TO AUDIT RECORDS: The City may, at reasonable times and places, audit the books and records of any
20.
2t.
22.
23.
24,
» DEFAULT IN ONE INSTALLMENT TO CONSTITUTE TOTAL BREACH: Consultant shalt deliver conforming
26.
. PATENTS AND COPYRIGHTS: All services, information, computer program elements, reports and other deliverables,
. PREPARATION OF SPECIFICATIONS BY PERSONS OTHER THAN CITY PERSONNEL; All specifications shall
29.
notify the other party in writing. The time of completion shall be extended by contract modification for a period of time equal
to the time that the results or effects of such delay prevent the delayed party from performing in accordance with this contract.
to perform he may demand that the other party give a written assurance of this intent to perform. In the event that a demand
is made and no written assurance is given within five (5) days, the demanding party may treat this failure as an anticipatory
repudiation of the Contract.
Contractor as related to any contract held with the City. This right to audit also empowers the City to inspect the papers of
any Contractor or Subcontractor employee who works on this contract to ensure that the Contractor or Subcontractor is
complying with the Contractor Immigration Warranty made pursuant to Paragraph 3 above.
RIGHT TO INSPECT: The City may, at reasonable times, inspect the part of the place of business of a Consultant or
Subcontractor which is related to the performance of any contract as awarded or to be awarded.
WARRANTIES: Consultant warrants that all services delivered under this contract shall conform to the specifications of
this contract. Consultant warrants that all services shall be performed in a manner consistent with that degree of care and skill
ordinarily exercised by members of the same profession currently practicing under similar circumstances. Additional warranty
requirements may be set forth in the solicitation.
INSPECTION; All services are subject to final inspection and acceptance by the City. Services faiting to conform to the
specifications of this Contract will be held at Consultant’s risk and may be ceturned to the Consultant. [f so returned, all costs
are the responsibility of the Consultant. The City may elect tu do any or all:
a. Waive the non-conformance.
b. Stop the work immediately.
c. Bring material into compliance.
This shal! be accomplished by a written determination for the City.
TITLE AND RISK OF LOSS: The title and risk of loss of service shall not pass to the City until the City actually receives
the service at the point of delivery, unless otherwise provided within this Contract.
NO REPLACEMENT OF DEFECTIVE TENDER: Every tender of materials shall fully comply with all provisions of the
Contract. Ifa tender is made which does not fully conform, this shall constitute a breach of the Contract as a whole.
materials in each installment of lot of this Contract and may not substitute nonconforming materials. Delivery of
nonconforming materials or a default of any nature, at the option of the City, shall constitute a breach of the Contract as a
whole.
LICENSES: Consultant shall maintain in current status all Federal, State and Local licenses and permits required for the
operation of the business conducted by the Consultant as applicable to this Contract.
which may be patented or capyrighted and created under this contract are the property of the City and shall not be used or
released by the Consultant or any other person except with the prior written permission of the City.
seek to promote overall economy for the purposes intended and encourage competition and not be unduly restrictive in
satisfying the City’s needs. No person preparing specifications shall reccive any direct or indirect benefit from the utilization
of specifications, other than fees paid for the preparation of specifications.
COST OF PROPOSAL PREPARATION: The City shall 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.
COP203 Revi /09F:81CF Page 6 of 21
DocuSign Envelope ID: C34BSAC8-5368-4738-87DB-685748DC2810
Materials Management
Procurement
STANDARD 9875 N. 85° Avenue
TERMS AND CONDITIONS Peoria, Arizona 85345-6560
Phone: (623) 7737115
Fax: (623) 773-7118
30.
31.
32.
33.
34.
35.
36.
37.
PUBLIC RECORD: All offers submitted in response to this solicitation shall become the property of the City and shall
become a matter of public record available for review, subsequent to the award notification, in accordance with the City’s
Procurement Code, However, subsequent to the award of the contract, any information and documents obtained by the City
during the course of an audit conducted in accordance with Paragraph t9 above for the purpose of determining compliance by
Contractor or a Subcontractor with the Contractor Immigration Warranty mandated by Paragraph 3 above shall remain
confidential and shall not be made available for public review or praduced in response to a public records request, unless the
City is ordered or otherwise directed to do so by a court of competent jurisdiction.
ADVERTISING: Consultant shall not advertise or publish information concerning this Contract, without prior written
consent of the City.
DELIVERY ORDERS: The City shall issue a Purchase Order for the services covered by this contract. All such documents
shall reference the contract number as indicated on the Offer and Contract Award (COP Form 203).
FUNDING: Any contract entered into by the City of Peoria is subject to funding availability. Fiscal years for the City of
Peoria are July t to June 30. The City Council approves all budget requests, If a specific funding request is not approved, the
contract shall be terminated.
DISCLAIMER: The City of Peoria, Arizona provides current and complete solicitation information for registered Plan
Holders only. Updates, amendments and related information regarding the solicitation contained herein will be delivered only
to registered Plan Holders. The City assumes no liability or duty to so update or send any update to persons who are not Plan
Holders. Any person who acquircs these documents from any source other than the City website or directly fram the Materials
Management Division, has no assurance that the solicitation is valid. No person may amend this document, nor may any
person publish it without this disclaimer.
PAYMENT: A separate invoice shall be issued for each service performed, and no payment will be issued prior to receipt of
services and correct invoice,
PROHIBITED LOBBYING ACTIVITIES: The Offeror, his/her agent or representative shall not contact, orally or in any
written form any City elected official or any City employee other than the Materials Management Division, the procuring
department, City Manager, Deputy City Manager or City Attorney’s office (for legal issues only) regarding the contents of
this solicitation or the solicitation process commencing from receipt of a copy of this request for proposals and ending upon
submission of a staff report for placement on a City Council agenda. The Materials Manager shalt disqualify an Offeror’s
proposal for violation of this provision. This provision shall not prohibit an Offeror from petitioning an elected official after
submission of a staff report for placement on a City Council agenda or engaging in any other protected first amendment activity
after submission of a staff report for placement on a City Council agenda.
PROHIBITED POLITICAL CONTRIBUTION: Consultant during the term of this Agreement shall not make a
contribution reportable under Title 16, Chapter 6, Article t, Arizona Revised Statutes to a candidate or candidate committee
for any city elective office during the term of this Agreement. The City reserves the right to terminate the Agreement without
penalty for any violation of this provision.
COP202 Revi 12/09/8}0F Page 7of 21”
DocuSign Envelope !D: C34B5AC8-5368-4738-87DB-685748DC2810
SPECIAL TERMS AND —|_—s Materiais Management
CONDITIONS Procurement
9875 N, 85" Avenue
Peoria, Arizona 85345-6560
1
Solicitation Number: P20-0008 | Phone: (623) 773-7115
Fax: (623) 773-7118
1.
wy
12.
Purpose: Pursuant to provisions of the City Procurement Code, the City of Peoria, Materials Management Division intends
to establish a contract for Homeless Navigation Services,
Authority: This Solicitation as well as any resultant contract is issued under the authority of the City. No alteration of any
resultant contract may be made without the express written approval of the City Materials Manager in the form of an official
contract amendment. Any attempt to alter any contract without such approval is a violation of the contract and the City
Procurement Code. Any such action is subject to the legal and contractual remedies available to the City inclusive of, but not
limited to, contract cancellation, suspension and/or debarment of the Consultant.
Offer Acceptance Period: In order to allow for an adequate evaluation, the City requires an offer in response to this
Solicitation to be valid and irrevocable for sixty (60) days after the opening time and date.
Eligible Agencies: Any contract resulting from this Solicitation shall be for the use of alt City of Peoria departments,
agencies and boards.
Cooperative Purchasing: While this contract is for the City of Peoria, other public agencies and political subdivisions
may express interest in utilizing the contract, In addition to the City of Peoria, and with approval of the contractor, this
contract may be extended for use by other eligible public agencies (i.e. municipalities, school districts, nonprofit educational
institutions, public health institutions, community facilities districts, and government agencies of the State). Eligible public
agencies may elect to utilize the contract through cooperative purchasing (or piggybacking) on the contract and do so at
their discretion. No volume is implied or guaranteed, and the contractor must be in agreement with the cooperative
transaction. The Strategic Alliance for Volume Expenditures (SAVE), a group of school districts and other public agencies,
have signed an intergovernmental cooperative purchase agreement to obtain economies of scale. As a member of SAVE,
the City of Peoria will act as the lead agency. Any such usage by other participating public agencies must be in accordance
with the ordinance, charter and/or procurement rules and regulations of the respective public agency. Potential participating
public agencies (i.e. municipalities, school districts, nonprofit educational institutions, public health institutions, community
facilities districts, and government agencies of the State) recognize potential equipment, logistical and capacity limitations
by the contractor may limit the contractar’s ability to extend use of this contract. Any orders placed to the contractor will
be placed by the specific public agency participating in this purchase, and payment for purchases made under this agreement
will be the sole responsibility of each participating public agency. The City of Peoria shall not be responsible for any
disputes arising out of transactions made by others.
Contract Type: Fixed Price
Term of Contract: The term of any resultant contract shall commence on the first day of the month following the date of
award and shall continue for a period of one (1) year thereafter, unless terminated, cancelled or extended as otherwise
provided herein.
Contract Extension; By mutual written contract amendment, any resultant contract may be extended for supplemental
periods of up to a maximum of forty-eight (48) months.
Affirmative Action: It is the policy of the City of Peoria that suppliers of goods or services to the City adhere to a policy of
equal employment opportunity and demonstrate an affirmative effort to recruit, hire, and promote regardless of race, color,
religion, gender, national origin, age or disability. The City of Peoria encourages diverse suppliers to respond to solicitations
for products and services.
. Diseussions: In accordance with the City of Peoria Procurement Code, after the initial receipt of proposals, discussions may
be conducted with Offerors who submit proposals determined to be reasonably susceptible of being selected for award.
» Interview Guidelines: During any requested interview, which would be scheduled in the future, be prepared to discuss your
firm's proposal, staff assignments, project approach and other pertinent information. The presentation shall be approximately
30 minutes, allowing 30 minutes for a question and answer session. The Consultant's ProjecvTeam Manager shall lead the
presentation team and answer questions on behalf of the Consultant. If work involves a major sub-consultant, the firms
ProjecUTeam Manager's presence may also be requested (by the City) at the interview.
Proposal Opening: Proposals shall be submitted at the time and place designated in the request for proposals. All information
contained in the proposals shall be deemed as exempt fram public disclosure based on the City’s need to avoid disclosure of
COPS Rev( 10/091 8)CF —_ Page 8 of 21
DocuSign Envelope ID: C34B5AC8-5368-4738-87DB-685748DC2810
SPECIAL TERMS AND : Materials Management
CONDITIONS oa7s NS Avene
Peoria, Arizona 85345-6560
Solicitation Number: P20-0008 Phone: (623) 773-7115
Fax: (623) 773-7118
- Price Adjustment: The City of Peoria Purchasing Office will review fully documented requests for price increases after
Td.
. Performance Warranty: This section does not relieve Consultant from its obligation to provide Work and Materials/Design
» Scope of Work Deliverable: The successful Consultant shall prepare and provide a detailed Scope of Work for the project.
- Inspection; All work shall be subject to inspection, surveillance, and test by the City at reasonable times during the
. Investigation of Conditions: The Consultant warrants and agrees familiarity of the work that is required, is satisfied as to
20.
21.
. Payments: The City shall pay the Consultant monthly, based upon work performed and completion to date, and upon
24,
contents prejudicial to competing offerors during the process of negotiation. The proposals shall not be open for public
inspection until after contract award. PRICES SHALL NOT BE READ. After contract award, the successful proposal and
the evaluation documentation shall be open for public inspection,
any contract has been in effect for one (1) year. Any price increase adjustment will only be made at the time of contract
extension and will be a factor in the extension review pracess. The City of Peoria Materials Management Division will
determine whether the requested price increase or an alternate option, is in the best interest of the City. Any price adjustment
will be effective upon the effective date of the contract extension.
Price Reduction: A price reduction adjustment may be offered at any time during the term of a contract and shall become
effective upon notice.
Materials appropriate to the purposes of this Project. Nothing in this Agreement creates any contractual liability between the
City of Peoria and any Subcontractor, however, the City of Peoria is an intended thied-party beneficiary of all contracts for
services, all Subcontracts, purchase orders and other agreements between the Consultant and third partics. The Consultant
must incorporate the obligations of this Agreement into its respective Subcontracts, supply agreements and purchase orders.
Permits and Approvals: Consultant agrees and undertakes to obtain necessary permits and approvals, as per the scope of '
work, from all local, state and federal authorities for the project. In all other cases, the consultant agrees to assist the city to
obtain all necessary permits and approvals from all local, state, and federal authorities for the project.
The finalized Scope of Work shall include the agreed upon approach, method, format, and timing to complete the project.
performance of the contract. The Consultant shal! provide and maintain an inspection system which is acceptable to the City.
the conditions under which is performed and enters into this contract based upon the Consultants own investigation.
Acceptance: Determination of the acceptability of work shall be completed in a responsive and professional manner and in
accordance with the specifications, schedules, or plans which are incorporated in the Scope of Work.
Comipensation: Compensation for services shall be based upon fees negotiated, including all approved costs and expenses
incurred in connection with the project; including but not limited to, telephone and other communications, reproduction of
documents, special consultants (as approved by the City) and computer costs.
Iavoices; The Consultant shall submit invoices to the City of Peoria Accounts Payable Department, 8401 W. Manroe St,
Peoria AZ 85345. Invoices may also be submitted electronically to accountspayable@peoriaaz.gov
submission of invoices. All invoices shall document and itemize all work completed to date. The invoice statement shail
include a record of time expended and work performed in sufficient detail to justify payment.
Insurance Requirements: The Consultant, at Consultant’s own expense, shall purchase and maintain the herein stipulated
minimum insurance with companies duly licensed, possessing a current A.M. Best, Inc. Rating of A-, or approved unlicensed
in the State of Arizona with policies and forms satisfactory to the City.
Alt insurance required herein shall be maintained in full force and effect until atl work or service required to be performed
under the terms of the Contract is satisfactorily completed and formal ly accepted; failure to da so may, at the sole discretion
of the City, constitute a material breach of this Contract.
The Consultant's insurance shall be primary insurance as respects the City, and any insurance or self-insurance maintained by
the City shall not contribute to it.
Any failure to comply with the claim reporting provisions of the insurance Policies or any breach of an insurance policy
warranty shail not affect coverage afforded under the insurance policies to protect the City.
CoP209 Rex{70/09/181CF Page 9 of 2]
DocuSign Envelope !D: C34BSAC8-5368-4738-87 DB-685748DC 2810
. SPECIAL TERMS AND Materials Management
CONDITIONS | ays tn
Peoria, Arizona 85345-6560
icitati ° - Phone: (623) 773-7115
Solicitation Number: P20-0008 Mian eee
The insurance policies, except Workers’ Compensation, shall contain a waiver of transfer rights of recovery (subrogation)
against the City, its agents, representatives, directors, officers, and employees for any claims arising out of the Consultant’s
acts, errors, mistakes, omissions, work or service.
The insurance policies may provide coverage which contain deductibles or self-insured retentions. Such deductible and/or
self-insured retentions shall not be applicable with respect to the coverage provided to the City under such policies. The
Consultant shall be solely responsible for the deductible and/or self-insured retention and the City, at its option, may require
the Consultant to secure payment of such deductibles or self-insured retentions by a Surety Bond or an irrevocable and
unconditional letter of credit.
The City reserves the right to request and to receive, within 10 working days, certified copics of any or all of the herein
required insurance policies and endorsements. The City shall not be obligated, however, to review same or to advise Consultant
of any deficiencies in such policies and endorsements, and such receipt shall not relieve Consultant from, or be deemed a
waiver of the City's right to insist on, strict fulfillment of Consultant's obligations under this Contract.
The insurance policies, except Workers’ Compensation and Professional Liability, required by this Contract, shall name the
City, its agents, representatives, officers, directors, officials and employees as Additional Insureds.
. Required Insurance Coverage:
a. Commercial General Liability
Consultant shall maintain Commercial General Liability insurance with a limit of not Jess than $1,000,000 for each
occurrence with a $2,000,000 Products/Completed Operations Aggregate and a $2,000,000 General Aggregate Limit. The
policy shall include coverage for bodily injury, broad form property damage, personal injury, products and completed
operations and blanket contractual coverage including, but not limited to, the liability assumed under the indemnification
provisions of this Contract which coverage will be at least as broad as Insurance Service Office, Inc. Policy Form CG
00011267 or any replacements thereof. The coverage shall not exclude X, C, U.
Such policy shall contain a severability of interest provision, and shall not contain a sunset provision or commutation
clause, nor any provision which would serve to timit third party action over claims.
The Commercial General Liability additional insured endorsement shalt be at least as broad as the Insurance Service
Office, Inc.'s Additional Insured, Form B, CG 20370704, and shall include coverage for Consultant's operations and
products and completed operations.
If required by this Contract the Consultant subletting any part of the work, services or cperations awarded to the
Consultant shall purchase and maintain, at all times during prosecution of the work, services or operations under this
Contract, an Owner's and Consultant Protective Liability insurance policy for bodily injury and property damage,
including death, which may arise in the prosecution of the Consultant’s work, service or operations under this Contract.
Coverage shall be on an occurrence basis with a limit not less than $1,000,000 per occurrence, and the policy shall be
issued by the same insurance company that issues the Consultant’s Commercial General Liability insurance.
b. Automobile Liability
Consultant shall maintain Commercial/Business Automobile Liability insurance with a combined single limit for bodily
injury and property damage of not less than $1,000,000 each occurrence with respect to the Consultant’s any owned,
hired, and non-owned vehicles assigned to or used in performance of the Consultant's work. Coverage will be at least as
broad as coverage code |, “any auto", (Insurance Service Office, [nc. Policy Form CA 00010306, or any replacements
thereof). Such insurance shall include coverage for loading and off loading hazards.
c. Workers' Compensation
The Consultant shall carry Workers' Compensation insurance to cover obligations imposed by federal and state statutes
having jurisdiction of Consultant's employees engaged in the performance of the work or services; and, Employer's
Liability insurance of not less than $100,000 for each accident, $100,000 disease for each employee, and $500,000 disease
policy limit.
COP209 Rew(10/09/13)CF Page 10 of 21
DocuSign Envelope ID: C34B5AC8-5368-4738-87DB-685748DC2810
SPECIAL TERMS AND Materials Management
CONDITIONS SAISN. AS" Avene
Peoria, Arizona 85345-6560
Teer . . Phone: (623) 773-7115
Solicitation Number: P20-0008 Fax. (623) 7739118
26.
- Cancellation and Expiration Notice: Insurance required herein shall not expire, be canceled, or materiatly changed with
28.
29.
In case any work is subcontracted, the Consultant will require the Subcontractor to provide Workers' Compensation and
Employer's Liability to at least the same extent as required of the Consultant.
d. Professional Liability
The Consultant retained by the City to provide the work or service required by this Contract will maintain Professional
Liability insurance covering acts, errors, mistakes and omissions arising out of the work or services performed by the
Consultant, or any person employed by the Consultant, with a limit of not less than $1,000,000 each claim.
Certificates of Insurance: Prior to commencing work or services under this Contract, Consultant shall furnish the City with
Certificates of Insurance, and formal endorsements as required by the Contract, issued by Consultant's insurer(s), as evidence
that policies providing the required coverages, conditions and limits required by this Contract are in full force and effect.
In the event any insurance policy(ies) required by this contract is(are} written on a “claims made" basis, coverage shall extend
for two years past completion and acceptance of the Consultant's work or services and as evidenced by annual Certificates of
Insurance.
(fa policy does expire during the life af the Contract, a renewal certificate must be sent to the City fifteen (15) days prior to
the expiration date.
All Certificates of Insurance shall be identified with bid serial number and title. A $25.00 administrative fee will be assessed
for all certificates received without the appropriate bid serial number and title.
respect to coverage or rating of carrier. All other changes shall be with thirty (30) days prior written notice to the City.
Independent Contractor:
a, General
i. The Consultant acknowledges that all services provided under this Agreement are being provided by him as an
independent Consultant, not as an employee or agent of the City Manager or the City of Peoria.
ti. Both parties agree that this Agreement is nonexclusive and that Consultant is not prohibited from entering into other
contracts nor prohibited from practicing his profession elsewhere.
b. Liability
i. The City of Peoria shail not be liable for any acts of Consultant outside the scope of authority granted under this
Agreement or as the result of Consultant's acts, errors, misconduct, negligence, omissions and intentional acts.
ii. To the fullest extent permitted by law, the Consultant shall defend, indemnify and hold harmless the City, its agents,
representatives, officers, directors, officials and employees for costs or damages for which the Consultant is legally
responsible or for which the City is vicariously liable on account of the Consultant’s willful or negligent acts, errors
or omissions.
The amount and type of insurance coverage requirements set forth herein will in no way be construed as timiting the
scope of the indemnity in this paragraph
c. Other Benefits
The Consultant is an independent Consultant, therefore, the City Manager will not provide the Consultant with health
insurance, life insurance, workmen's compensation, sick leave, vacation leave, or any other fringe benefits. Further,
Consultant acknowledges that he is exempt fram coverage of the Comprehensive Benefit and Retirement Act (COBRA).
Any such fringe benefits shall be the sole responsibility of Corsultant.
Key Persounel: It is essential that the Consultant provide adequate experienced personnel, capable of and deveted to the
successful accomplishment of work to be performed under this contract. The Consultant must agree to assign specific
individuals to the key positions.
COP204 Revit Q09BICF Page IT of 21
DocuSign Envelope iD: C34B5AC8-5368-4738-87DB-685748DC2810
SPECIAL TERMS AND Materials Management
CONDITIONS oa75 NBS Avenue
Peoria, Arizona 85345-6560
Sn ibeati . 7 Phone: (623) 773-7115
Solicitation Number: P20-0008 Fax: (623) 773-7118
30,
| 3h.
32.
a. The Consultant agrees that, once assigned to work under this contract. key personnel shall not be removed or replaced
without written notice to the City.
b. If key personnel are not available for work under this contract for a continuous period exceeding 30 calendar days, or are
expected to devote substantially less effort to the work than initially anticipated, the Consultant shall immediately notify
the City, and shall, subject to the concurrence of the City, replace such personnel with personnel of substantially equal
ability and qualifications.
Confidential Information:
a. [fa person believes that a bid, proposal, offer, specification, or protest contains information that should be withheld, a
statement advising the Materials Manager of this fact shall accompany the submission and the information shall be
identified.
b. The information identified by the person as confidential shall not be disclosed until the Materials Manager makes a written
determination.
¢. The Materials Manager shall review the statement and information and shall determine in writing whether the information
shall be withheld,
d. Ifthe Materials Manager determines to disclose the information, the Materials Manager shall inform the person in writing
of such determination.
Identity Theft Prevention: The Contractor shail establish and maintain Identity Theft policies, procedures and controls for
the purpose of assuring that “personal identifying information,” as defined by A.R.S. § 13-2001(10), as amended, contained
in its records or obtained from the City or from others in carrying out its responsibilities under the Contract, is protected at all
times and shall not be used by or disclosed to unauthorized persons. Persons requesting such information should be referred
to the City. Contractor also agrees that any “personal identifying information” shall not be disclosed other than to employees
or officers of Contractor as needed for the performance of duties under the Contract. Contractor agrees to maintain reasonable
policies and procedures designed to detect, prevent and mitigate the risk of identity the. Contractor is required under this
Contract to review the City of Peoria’s Identity Theft Program and to report to the Program Administrator any Red Flags as
defined within that program. At a minimum, the contractor will have the following Identity Theft procedures in place:
a. Solicit and retain only the “personal identifying information” minimally necessary for business purposes related to
performance of the Contract.
b. Ensure that any website used in the performance of the contract is secure. If a website that is not secure is to be used,
the City shall be notified in advance before any information is posted. The City reserves to right to restrict the use of
any non-secure websites under this contract.
c. Ensure complete and secure destruction of any and all paper documents and computer files at the end of the contracts
retention requirements.
g. Ensure that office computers are password protected and that computer screens lock after a set period of time
e. Ensure that offices and workspaces containing customer information are secure.
f. Ensure that computer virus protection is up to date.
Confidentiality of Records: The Consultant shall establish and maintain procedures and controls that are acceptable to the
City for the purpose of assuring that information contained in its records or obtained from the City or from others in carrying
out its functions under the contract shall not be used or disctosed by it, its agents, officers, or employees, except as required
to efficiently perform duties under the contract. Persons requesting such information should be referred to the City. Consultant
also agrees that any information pertaining to individual persons shall not be divulged other than to employees or officers of
Consultant as needed for the performance of duties under the contract. These provisions shal] not restrict the Design
Professional from giving notices required by law or complying with an order to provide information or data when such order
is issued by a court, administrative agency or other authority with proper jurisdiction.
COPIC¢ Raw 109/8)}CF Page 12 of 2
DocuSign Envelope ID: C34B5AC8-5368-4738-87 DB-685748DC2810
SPECIAL TERMS AND Materials Management
CONDITIONS ssremeurment
Peoria, Arizona 85345-6560
Solicitation Number: P20-0008 Phone: (623) 773-7115
Fax: (623) 773-7118
33. Ordering Process: Upon award of a contract by the City of Pearia, Materials Management Division may procure the specific
service awarded by the issuance of a purchase order to the appropriate Consultant. The award of a contract shall be in
accordance with the City of Peoria Procurement Code and all transactions and procedures required by the Code for public
bidding have been complied with. A purchase order for the awarded service that cites the correct contract number is the only
document required for the department to order and the Consultant to delivery the service,
Any attempt to represent any service not specifically awarded as being under contract with the City of Peoria is a violation of
the contract and the City of Peoria Procurement Cade. Any such action is subject to the legal and contractual remedies
available to the City inclusive of, but not limited to, contract cancellation, suspension and/or debarment of the Consultant.
34. Billing: All billing notices to the City shall identify the specific item(s) being billed and the purchase order number. items
are to be identified by the name, model number, and/or serial number most applicable. Any purchase/delivery order issued
by the requesting agency shall refer to the contract number resulting from this solicitation.
35. Licenses: Consultant shall maintain in current status all Federal, State and local licenses and permits required for the
operation of the business conducted by the Consultant as applicable to this Contract.
36. City of Peoria Business License: Peoria City Code requires that all persans conducting business in the City of Peoria must
first obtain a license. This includes businesses within the Peoria city limits, or those outside the limits who conduct business
or perform services within Peoria. For business license questions or to obtain a license, please contact the City of Peoria Sales
Tax & License Division at (623) 773-7160 or via email at salestax@peoriaAZ.gov.
37. Contract Termination: Any contract entered into as a result of this Solicitation is for the convenience of the City and as
such, may be terminated without default by the City by providing a written thirty (30) day notice of termination.
38. Cancellation: The City reserves the right to cancel the whole or any part of this contract due to failure by the Consultant to
carry out any obligation, term or condition of the contract. The City will issue written notice to the Consultant for acting or
failing to act as in any of the following:
a. The Consultant provides material that does not meet the specifications of the contract;
b. The Consultant fails to adequately perform the services set forth in the specifications of the contract;
c. The Consultant fails to complete the work required or to furnish the materials required within the time stipulated in the
contract;
d. The Consultant fails to make progress in the performance of the contract and/or gives the City reason to believe that the
Consultant will not or cannot perform to the requirements of the contract.
Upon receipt of the written notice of concern, the Consultant shall have ten (10) days to provide a satisfactory response to the
City. Failure on the part of the Consultant to adequately address all issues of concem may result in the City resorting to any
single or combination of the following remedies:
a. Cancel any contract;
b. Reserve all rights or claims to damage for breach of any covenants of the contract;
¢. Perform any test or analysis on materials for compliance with the specifications of the contract. If the results of any test
or analysis find a material non-compliant with the specifications, the actual expense of testing shall be borne by the
Consultant;
d, Incase of default, the City reserves the right to purchase materials, or to complete the required work in accordance with
the City Procurement Code. The City may recover any actual excess costs from the Consultant by:
i. Deduction from an unpaid balance;
ii. Or any other remedies as provided by law
39. Contract Default: The City, by written notice of default to the contractor, may terminate the whale of any part of this contract
in any one of the following circumstances:
COP209 Raw 10:09 ;CF Page 13 of 21
DocuSign Envelope ID: C34B5AC8-5368-4738-87DB-685748DC2810
SPECIAL TERMS AND Materials Management
CONDITIONS 97S N. 45" Avenue
Peoria, Arizona 85345-6560
Solicitation Number: P20-0008 Phone: (623) 773-7115
Fax: (623) 773-7118
a. If the contractor fails to make delivery of the supplies or to perform the services within the time specitied; or
b. If the contractor fails to perform any of the other provisions of this contract: and fails to remedy the situation within a
period of ten (10) days after receipt of notice.
In the event the City terminates this contract in whole or part, the City may procure supplies or services similar to those
terminated, and the contractor shall be liable to the City for any excess costs for such similar supplies or services.
40. Project Travel Reimbursable Expenses: If travel expenses are allowed as part of the contract the reimbursable expenses
will be as follows. Alt expenses will be billed to the City at cost without markup. Copies of bills for expenses are to be
submitted with the invoice. Travel time to and from job site is excluded from this contract. There will be no allowances for
parking or personal car mileage. No incidentals for travel of any kind are allowed under this contract.
The following is a list of allowable travel expenses under this contract agreement:
a. Transportation:
i. Air Transportation — coach class fares, minimum 14 days advanced purchase, unless otherwise agreed upon.
ii. Car Rental — mid size car, gas for rental car (City assumes no liability regarding additional insurance costs).
b. Lodging and Meals:
i. Meals ~ three meals per day, at the current federal per diem rate for Maricopa County.
ii, Lodging — not to exceed the current federal rate for Maricopa County. Vendors are encouraged to stay in hotels
located within the City of Peoria when practical. A listing of accomadations within Peoria can be found on the
following website: hitps://www. visitpeoriaaz.con/local-amenities/where-to-stay
41. Protest Policy and Procedures: The City of Peoria protest policy and procedures are available for review at the following
public websites.
law/city-code. The policy is contained within the City of Peoria Procurement Code, Chapter 26 - Administration, section
26-121. Procurement Code Protests; [Informal and Formal,
a. The City of Peoria Protest Policy and Procedures are available online at htips:/vww.peoriaaz.vov/government/city-
b. The specific protest procedures are contained in the Materials Management “Procurement Guidelines” and can be
accessed at http:/Avww.peoriaaz.gov/procurement,
07209 Raw10.0918}C= Page TF of 21
DocuSign Envelope ID: C34B5AC8-5368-4738-87DB-685748DC2810
Materials Management
SCOPE OF WORK Procurement
9875 N. 85"" Avenue
Peoria, Arizona 85345-6560
icitati : - Phone: (623) 773-7115
Solicitation Number: P20-0008 prone: (62)
PURPOSE
Peoria is seeking non-profit partner(s) to provide navigation services to Peoria's homeless for the purpose of
transitioning individuals and families out of homelessness and on a path to stable housing.
BACKGROUND
The City of Peoria consists of approximately 178 square miles of residential, commercial, industrial and
municipal developments. The City has an estimated population of 179,000. During the most recent homeless
point-in-time count, the City identified 78 individuals living in places not meant for human habitation. Regionally,
the Maricopa Continuum of Care counted over 3,195 homeless individuals on the streets in Maricopa County.
Homelessness remains a regional issue, and the City of Peoria intends to address this issue proactively.
The City of Peoria Police Department Crisis Intervention Team (CIT)/Misdemeanor Repeat Offender Program
(MROP) unit focuses its efforts on homeless outreach with the goal of assisting those experiencing
homelessness with breaking the cycle and finding appropriate resources. The CIT/MROP unit is committed to
keeping those in crisis and experiencing homelessness from repeated involvement with the Criminal Justice
System by working with the Court.
The Neighborhood & Human Services Department currently administers the Community Development Block
Grant (CDBG) from the U. S. Department of Housing and Urban Development (HUD). In addition, the City of
Peoria provides local funding to nonprofit agencies to address the social needs of the community.
The City has identified resources that will be made available for homeless navigation services to assist in
transitioning homeless individuals and families in the City to appropriate care and stable housing
SCOPE OF WORK
Contractor(s) shall provide Peoria with homeless navigation services, based on need, to assist homeless
individuals and families transition from the streets to permanent housing and housing stability. Such services
could include, but not be limited to, the following:
Outreach, identification, progressive engagement and trust-building with homeless living on the streets
Case management
Targeted intervention
Connection to services and resources needed ta end homelessness (including, but not limited to, basic
needs, medical/behavioral health services, housing navigation, educational and job training assistance,
and transportation assistance)
e. Criminal justice diversion
aoop
Contractor(s) will also coordinate efforts with the local business community, the faith-based community, Peoria
public safety personnel, affected City departments, and other relevant parties.
Contractor(s) shall have experience in providing progressive engagement and support services delivered by
highly-qualified navigators for the purpose of removing barriers to housing and providing continuity of services
ta assist the homeless in achieving and maintaining hausing stability.
Contractor(s) shall be familiar with the Coordinated Entry System, and shall, to the extent feasible, coordinate
and integrate coordinated entry into practices and processes.
COP20S Ravi SO 8}CF Page [Sof 2t
DocuSign Envelope ID: C34B5AC8-5368-4738-87 DB-685748DC2810
Materials Management
SCOPE OF WORK Procurement
9875 N. 85" Avenue
Peoria, Arizona 85345-6560
ici i ° a Phone: (623) 773-7115
Solicitation Number: P20-0008 re arate
A. Program Goals
Overall program goals will include:
Reduce street homelessness
Reduce homeless involvement in the criminal justice system
Increase the number of homeless receiving support services
Connect homeless to housing
Connect homeless to employment
eacece
B. Eligible Participants
Eligible project participants are homeless persons, as described below. Participants will generally meet the
fatlowing definition of homeless:
a. Individuals/families that lack a fixed, regular and adequate night time residence; and
b, Have a primary residence that is a public or private place not meant for human habitation; or
c. Sleep in a publicly or privately-operated shelter designated to provide temporary living arrangements
(including congregate shelters, transitional housing, and hotels and motels paid for by charitable
organizations or by federal, state and local government projects)
C. Budget and Contract Term
Budget - This contract will be funded with a one-time general fund budget allocation of up to $75,000.
Future funding for this activity, if any, is undetermined at this time. Any future funding will be allocated
through the City's annual budget process.
Contract Term - The initial contract term is anticipated to commence upon completion of the procurement
process and end on June 30, 2020. {f additional funding is made available, this contract may be extended
by mutual written contract amendment for supplemental periods of 12 months, up to four additional years.
D. Contractor Responsibilities
Contractor(s) shall provide all equipment, materials, supplies and personnel necessary to deliver homeless
navigation services to Peoria homeless.
Contractor(s) shalt be responsible for compliance with all federal, state and local laws. regulations, statutes,
codes, etc. governing the operation of these services.
Contractor(s) will be expected to coordinate services provided with the City’s Crisis Intervention Team to
ensure the most effective and efficient delivery of services to Peoria's homeless
E. Personnel
Contractor(s) shall provide all labor, including supervisory personnel, for the efficient and effective delivery of
services. Contractor(s) will identify an individual to act as liaison with the City for the administration of this
contract. Contractar(s) shall act and work in a professional manner so as not to bring undue criticism to the
City.
COPIGS Revi 1logi1ajcr Page 6 of 21
DocuSign Envelope ID: C34B5AC8-5368-4738-87 DB-685748DC2810
Materials Management
SCOPE OF WORK Procurement
9875 N. 85" Avenue
Peoria, Arizona 85345-6560
Aa : . 7 Phone: (623) 773-7115
Solicitation Number: P20-0008 Fan. (623) 7HIII8
F,
Reporting
Contractor(s) shall provide to the City, not later than the 15" of each month, written progress reports of
contracted activities. These reports shall include a summary report of services provided along with the
following information.
The number of individuals contacted and where
The number of individuals receiving case management
The number of individuals accepting services by type of services accepted
The number of individuals who were successfully placed in housing
The number of individuals who received/completed education services
The number of individuals who received workforce assistance/found gainful employment
The number of individuals who were successfully diverted from the court system
Other data that is valuable to the determination of program success; including Individual success stories
When reasonable and feasible, contractor should track demographic information on homeless individuals
and families receiving housing and/or services
sa-gpaogm
At the end of the contract term, contractor(s) will provide the City with a comprehensive report covering the
agreed upon objectives, activities and expenditures for the period. This report shall be due no later than 15
days after the end of the contract term.
Contractor(s) shall also participate in the Homeless Management Information System (HMIS) for purposes of
compiling and reporting on clients served and related outcomes.
Payment
Contractor(s) shail invoice the City on a quarterly basis; based upon work completed to date. More frequent
billings are acceptable. The invoices to the City shall identify the specific work performed and shall be
accompanied by sufficient documentation to support the costs incurred. Invoices shall be directed to the
Neighborhood & Human Services Department.
Payment will be made within 30 days of receipt of a complete and accurate payment request from the
contractor and acceptance of the work by the City.
If the contractor(s) fails to perform the work in accordance with the contract, the City may deduct or hold part
or alt payments due to the contractor.
COP205 Revit a/0gig}CF Page [7 of 21
DocuSign Envelope ID: C34B5AC8-5368-4738-87DB-685748DC2810
Materials Management
SUBMITTAL REQUIREMENTS Procurement
. 9875 N. 85" Avenue
Peoria, Arizona 85345-6560
Solicitation Number: P20-0008 Phone: (623) 773-7115
Fax: (623) 773-7118
PROPOSAL CONTENT: The following items shall be addressed in the proposal
A. Firm's & Staff's Capabilities and Experience
Brief history of the firm’s history and experience
Location of the offices performing the services
Provide firm's applicable certifications and licenses
Number of staff, assignments and qualifications
Include individual! staffs credentials/licenses/certifications
B. Project Understanding and Method of Approach
e Response time and methods to respond to City's request for service.
« The method of approach should include a written narrative to demonstrate the firm's ability to
satisfy the scape of work.
« The language of the written narrative should be straightforward and limited to facts, and solutions
to problems and plans of proposed action.
C. Cost Considerations
« Offeror to submit pricing (in their own format). Include sufficient detail and identify any inclusions,
exclusions or limitations that may apply.
D. Similar Project Experience
* References — Utilizing the Questionnaire, provide a list of three (3) clients with projects similar in
scope and size, completed within the last five (5) years.
E. Conformance to RFP:
e Failure to provide alt requested information may result in firm's proposal being rejected as non-
responsive
« Complete and return all City forms.
« Exceptions ~ Any exceptions to any part of the RFP must be clearly noted and identified
PRE-SUBMITTAL MEETING: A pre-submittal meeting will be held at the following place and time
ADDRESS: 9875 N. 85" Ave W. Monroe Street
Peoria, Arizona 85345
Point of View Conference Room
DATE: August 12, 2049
TIME: 2:00 PM, Arizona Time
All interested parties are urged to attend the pre-submittal Conference. Since the City staff will not be
available to respond to individual inquiries regarding the project scope outside of this pre-submittal
meeting, it is strongly recommended that interested firms send a representative.
COP20$ Few 1108/1 8}CF Page 18 of 21
DocuSign Envelope ID: C34B5AC8-5368-4738-87DB-685748DC2810
Materials Management
SUBMITTAL REQUIREMENTS Procurement
9875 N. 85" Avenue
Peoria, Arizona 85345-6560
Solicitation Number: P20-0008 Phone: (623) 773-7115
Fax: (623) 773-7118
EVALUATION CRITERIA: In accordance with the City of Peoria Procurement Code, awards shall be made
to the responsible offeror whase proposal is determined in writing to be the most advantageous to the City,
based upon the evaluation criteria listed below. The evaluation factors are fisted in their relative order of
importance.
a. Firm's & Staffs Capabilities and Experience (250 PTS)
b. Project Understanding and Method of Approach (250 PTS)
c, Coast Considerations (150 PTS)
d. Similar Experience / References (250 PTS)
€. Conformance to Request for Proposals (100 PTS)
The City reserves the right to consider historic information and facts, whether gained from the Offeror's
Proposal, questions and answer conferences, references, or other source and the views of the evaluator(s)
with prior Contract or service delivery experience with any of the Offerors, white conducting the proposal
evaluations.
PROPOSAL DUE DATE AND CONTACT INFORMATION:
Proposals are due no later than §:00 P.M. on August 22, 2019. This is not a post-mark date.
Proposals shall be limited to 10 pages and shall be on 8 1/2" & 11" paper with the text on one side only.
Proposals shail be submitted in one (1) original (Do Not Bind The Original) and Five (5) copies and shall
be delivered to:
City of Peoria
Materials Management (2 Floor)
9875 N. 85" Avenue
Peoria, Arizona 85345
Proposals must be submitted in a sealed envelope or package with the solicitation number and the Offeror's
name and address clearly indicated on the envelope or package as shown below:
Attention: Materials Management
Reference RFP# P20-0008, Homeless Navigation Services
Submitted by: Company Name
All questions regarding this proposal should be submitted in writing and directed to Drew Ashmun via E-
mail at drew.ashmun@peoriaaz.gov.
Contact with City staff, other than the designated contact person indicated in the RFP. regarding this
Solicitation is strictly prohibited during the proposal process
COPIIS Revi 1/094 3)CF ° Page 19 of 21