Agreement with Matrix Design Group, Inc
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City of Glendale
Solicitation Number: RFP 25-35 / 42500058
LAND USE PLANNING AND DESIGN ASSISTANCE
FOR THE GLENDALE GENERAL PLAN REWRITE
CITY OF GLENDALE
Procurement Division
5970 West Brown Street,
Suite 210
Glendale, Arizona 85302
3
1.
INTRODUCTION
The City of Glendale (City) invites proposals from qualified land use and development
consultants (Consultant) to undertake a comprehensive rewrite of the Glendale General
Plan (Plan). This updated Plan will serve as a strategic framework for guiding future
decisions on land use, development, transportation, infrastructure, neighborhood
improvement, and other key elements of the built environment. The Plan will emphasize
strategies for infill development, adaptive reuse, and redevelopment while meeting the
requirements of Arizona Revised Statutes (A.R.S.) § 9-461.
The City intends to enter into a contract for the outlined services for a term not exceeding
eighteen (18) months, targeting City Council adoption of the new Plan by April 2026, with
voter consideration planned for August 2026. The City retains the option to extend the
contract term, contingent upon successful negotiation of terms, including a mutually
agreeable price with the selected Consultant.
Community Profile
The City of Glendale, founded in 1892, spans approximately 60 square miles in the
Phoenix metropolitan area, situated nine miles northwest of downtown Phoenix. Located
in the West Valley, Glendale is characterized by its flat desert landscape and proximity to
surrounding mountain ranges. As the sixth-largest city in Arizona and the fifth-largest in
the Phoenix metropolitan area, Glendale has an estimated population of 253,855 (2023).
The city’s boundaries include several unincorporated "islands" between 75th Avenue and
El Mirage Road, along with large incorporated areas to the west connected by city-
managed roadways. Glendale's largely landlocked geography presents unique growth
challenges, necessitating a heightened focus on infill development, adaptive reuse, and
redevelopment strategies to complement traditional growth approaches.
2.
OBJECTIVES
The Glendale General Plan aims to establish a foundational framework for citywide plans,
policies, and development initiatives. This framework ensures that all city activities align
with the overarching vision of the Plan, which integrates new development while
addressing infill, adaptive reuse, and redevelopment opportunities within established
areas. The Plan is designed to enhance the built environment, foster sustainable growth,
optimize land use, and address community needs while considering environmental
sustainability.
The primary objectives of the Plan include:
City of Glendale
Solicitation Number: RFP 25-35 / 42500058
LAND USE PLANNING AND DESIGN ASSISTANCE
FOR THE GLENDALE GENERAL PLAN REWRITE
CITY OF GLENDALE
Procurement Division
5970 West Brown Street,
Suite 210
Glendale, Arizona 85302
4
•
Identifying Development Opportunities: Pinpoint and prioritize opportunities for
infill, adaptive reuse, and redevelopment to revitalize existing areas while
accommodating growth.
•
Promoting Sustainable Development: Develop strategies that support
responsible, sustainable development practices that balance economic,
environmental, and social considerations.
•
Fostering Public Engagement: Actively involve residents, businesses, and other
key stakeholders in an inclusive planning process to ensure the Plan reflects
community values and priorities.
•
Establishing Development Guidelines: Create clear and actionable guidelines for
zoning, infrastructure, and public services to support cohesive and well-planned
growth.
•
Incorporating Targeted Policies: Integrate specific policies and recommendations
that emphasize infill development, adaptive reuse of existing structures, and
strategic redevelopment efforts.
This Plan will serve as a long-term roadmap for Glendale’s growth and development,
ensuring a vibrant, sustainable, and inclusive future for the community.
3.
SCOPE OF WORK
The City seeks proposals from qualified Consultants with demonstrated expertise in
urban planning, infill development, adaptive reuse, and redevelopment to conduct a
comprehensive rewrite of the Glendale General Plan. The selected Consultant will deliver
a Plan that establishes a clear vision, along with actionable goals, objectives, and
policies, to shape the City’s development and redevelopment strategies, with a particular
emphasis on integrating infill, adaptive reuse, and redevelopment initiatives.
The Consultant will be responsible for creating a Plan that serves as a guiding document
for the City Council, Planning Commission, City departments, developers, property
owners, and residents, ensuring appropriate growth and redevelopment throughout
Glendale.
Key elements of the Plan will address all aspects of urban development, including but not
limited to:
•
Demographics
•
Land Use
•
Public Facilities and Infrastructure
•
Transportation
•
Environmental Considerations
•
Economic Growth Recommendations
The selected Consultant is expected to adopt a creative and innovative approach,
incorporating a thorough understanding of community needs and priorities.
City of Glendale
Solicitation Number: RFP 25-35 / 42500058
LAND USE PLANNING AND DESIGN ASSISTANCE
FOR THE GLENDALE GENERAL PLAN REWRITE
CITY OF GLENDALE
Procurement Division
5970 West Brown Street,
Suite 210
Glendale, Arizona 85302
5
In compliance with A.R.S. § 9-461, the following elements must be included and
integrated into the Plan:
•
Land Use
•
Circulation
•
Growth Areas
•
Housing
•
Economic Development
•
Recreation and Open Space
•
Public Services
•
Public Buildings
•
Environmental Planning
•
Safety
•
Cost of Development
•
Energy
•
Water Resources
•
Conservation
•
Rehabilitation and Redevelopment
•
Bicycling
•
Neighborhood Preservation and Revitalization
In addition to the statutory requirements, the Plan will incorporate the following
elements to ensure a comprehensive approach to Glendale’s growth and redevelopment:
•
Urban Design
•
Arts and Culture
•
Infill, Adaptive Reuse, and Redevelopment
•
Military and Aviation
The selected Consultant will collaborate closely with the City to develop a forward-
thinking General Plan that aligns with the City’s vision for a sustainable, inclusive, and
innovative future.
4.
CONSULTANT EXPECTATIONS
The Consultant is expected to provide a comprehensive range of services and
deliverables for the Glendale General Plan rewrite. The Plan must include detailed text,
strategies, charts, graphs, maps, and other relevant graphics to effectively communicate
findings and recommendations. Required services include, but are not limited to:
•
Land Use Map Evaluation: Assess the existing land use map and categories and
propose a revised or new map and categories aligned with the City's vision.
•
Future Development Opportunities: Identify trends and opportunities for
development and redevelopment to strengthen the City’s housing, industrial, and
commercial sectors.
•
Growth Policies: Develop and refine policies with a focus on infill, adaptive reuse,
and re-development within established neighborhoods.
City of Glendale
Solicitation Number: RFP 25-35 / 42500058
LAND USE PLANNING AND DESIGN ASSISTANCE
FOR THE GLENDALE GENERAL PLAN REWRITE
CITY OF GLENDALE
Procurement Division
5970 West Brown Street,
Suite 210
Glendale, Arizona 85302
6
•
Land Use Needs Assessment: Conduct a comprehensive review of current land
use, zoning and development regulations and propose changes to reflect the
broader vision and goals of the General Plan.
•
Parks, Open Space, and Environmental Integration: Incorporate parks, open
spaces, and environmental features into redevelopment strategies where feasible.
•
Economic and Fiscal Analysis: Perform an analysis to evaluate current and future
demand for commercial, retail, residential, and other land uses.
•
Public and Stakeholder Engagement: Develop and implement a robust
stakeholder and public participation plan, including City Council and Planning
Commission presentations.
•
Ongoing Communication: Maintain consistent and effective communication with
City staff throughout the project.
5.
QUALIFICATIONS AND EXPERIENCE
Consultants must demonstrate expertise in the following areas:
•
Land Use Planning and Urban Design: Proven experience developing land use or
urban design plans for a variety of settings, including neighborhoods, corridors,
and districts, as well as creating land use or urban design components for general
plans.
•
Policy Development: Ability to translate general plan objectives and knowledge
from multiple planning disciplines into actionable policies and procedures.
•
Public and Stakeholder Engagement: Expertise in facilitating charrettes,
workshops, and other public outreach strategies throughout the planning process.
•
Infrastructure and Civic Amenities: Experience in planning new or enhanced
infrastructure or civic amenities that deliver community benefits.
•
Regulatory Expertise: Knowledge in creating or modifying municipal codes related
to land use, development, and infrastructure.
•
Economic Analysis: Ability to connect planning, regulatory, and policy objectives
with the economic potential of local sub-markets.
6.
CONSULTANT AND SUBCONTRACTOR ORGANIZATION
Proposers must provide the following information to demonstrate the organizational
structure, qualifications, and experience of the lead firm and any subcontractors:
•
Overview of the history and organizational structure of the lead firm and
subcontractors, including size, location, years in business, and an organizational
chart.
•
Identification of the parent company and/or affiliates, primary business focus,
and ownership details, including principal parties.
•
Names, positions, and office locations of team members responsible for project
execution and ongoing support.
•
Examples of similar projects successfully completed by the firm that have been
approved by a local legislative body.
•
Any additional factors that differentiate the firm from its competitors.
City of Glendale
Solicitation Number: RFP 25-35 / 42500058
LAND USE PLANNING AND DESIGN ASSISTANCE
FOR THE GLENDALE GENERAL PLAN REWRITE
CITY OF GLENDALE
Procurement Division
5970 West Brown Street,
Suite 210
Glendale, Arizona 85302
7
The selected Consultant must demonstrate their ability to meet the City’s objectives
while delivering innovative, high-quality services tailored to Glendale’s unique needs.
7.
TASKS AND PROJECT DELIVERABLES
A. Contract Kickoff
•
Kickoff Meeting: The Consultant shall host a project kickoff meeting following
the contract award and prior to initiating work requirements. This meeting will:
o
Introduce the Consultant team and City staff.
o
Review contractual requirements.
o
Discuss the Plan kickoff meeting.
o
Outline a clear path forward for successful contract execution.
o
Include a review and discussion of the Consultant’s draft Project
Management Plan (PMP).
B. Project Management
•
Project Management Plan (PMP):
The Consultant shall develop, submit, and maintain a comprehensive PMP that
outlines the approach, resources, and schedule for executing the tasks and
deliverables described in the Scope of Work (SOW). At a minimum, the PMP
will address:
o
Technical approach.
o
Project schedule and management controls.
o
Organization of the Project Delivery Team (PDT).
o
Quality management and assurance.
o
Project communication strategies, including points of contact (POC).
•
Monthly Progress Reports (MPR):
The Consultant shall provide monthly progress reports throughout the project,
documenting the following:
o
Summary of work performed, highlighting progress and key milestones.
o
Tasks planned for the upcoming month.
o
Issues encountered and resolved, as well as potential issues and
mitigation strategies.
o
Updated project schedule.
o
Requests for Information (RFI) tracker.
The Consultant will submit MPRs by the fifth business day of each
month and review them with the City’s Project Manager during monthly
status meetings. Agendas and meeting minutes will be prepared and
submitted for these meetings.
C. Public Participation and Stakeholder Engagement
City of Glendale
Solicitation Number: RFP 25-35 / 42500058
LAND USE PLANNING AND DESIGN ASSISTANCE
FOR THE GLENDALE GENERAL PLAN REWRITE
CITY OF GLENDALE
Procurement Division
5970 West Brown Street,
Suite 210
Glendale, Arizona 85302
8
•
Develop and implement a comprehensive stakeholder and public engagement
plan.
•
Organize charrettes, workshops, and public meetings to gather input from
community members, businesses, agencies, and elected officials.
•
Provide materials, maps, graphics, and digital tools for effective outreach and
engagement.
•
Prepare a summary report detailing feedback and key concerns raised during
the engagement process.
•
Ensure all engagement activities comply with local, state, and federal
regulations.
D. Data Collection and Analysis
•
Conduct ongoing data collection activities to support the project, including:
o
Gathering and synthesizing existing city documents, plans, and studies
provided by the City.
o
Reviewing geospatial information and databases.
o
Analyzing regional documents and plans from county, state, and federal
agencies that influence Glendale’s planning efforts.
o
Identifying deficiencies, opportunities, and land/facility requirements to
meet future needs.
o
Conducting a comprehensive assessment of existing land use, zoning
regulations, and demographic trends.
•
Develop preliminary assessments and recommendations for emerging issues
not documented elsewhere.
E. Draft the General Plan
•
Develop the Plan as a practical tool for implementation by City staff.
•
Ensure the Plan reflects the vision, goals, and objectives identified through
stakeholder and public participation.
•
Address the following key areas:
o
Land use concepts, including infill, adaptive reuse, and redevelopment.
o
Infrastructure and transportation networks and development patterns
impacting the City and surrounding areas.
o
Review of City department plans for infrastructure and facilities
requiring near-, mid-, and long-term updates.
•
Propose effective strategies for infill development, adaptive reuse, and
redevelopment, including:
o
Best practices from comparable communities.
o
Housing, transportation, and economic development strategies.
F. Implementation Plan
City of Glendale
Solicitation Number: RFP 25-35 / 42500058
LAND USE PLANNING AND DESIGN ASSISTANCE
FOR THE GLENDALE GENERAL PLAN REWRITE
CITY OF GLENDALE
Procurement Division
5970 West Brown Street,
Suite 210
Glendale, Arizona 85302
9
•
Establish policies and departmental reporting requirements to align City
operations with the General Plan.
•
Develop an action plan with timelines, responsible parties, and resource needs
for proposed strategies.
•
Create metrics to measure the success of Plan goals and objectives for the
short, mid, and long ranges.
•
Propose a system for ongoing evaluation and adjustments to the Plan based
on community feedback and changing conditions.
This comprehensive approach ensures that the Glendale General Plan will serve as a
robust framework for sustainable growth and development while addressing the City’s
unique challenges and opportunities.
8.
HOW WE CHOOSE
8.1
SCORING RESPONSES
The evaluation criteria are weighted in accordance with the Submission
Requirements. Your response will be rated as follows:
o
30% Technical Approach and Methodology
o
25% Qualifications and Experience of the Consultant Team
o
20% Stakeholder and Public Engagement Plan
o
15% Project Management and Communication
o
10% Cost
8.2
EVALUATION PANEL: Submittals will be evaluated by a panel based on the
stated criteria and are responsible for selecting the proposal that is most
advantageous to the City.
8.3
PANEL CONTACT: Offerors shall have no exclusive meetings, conversations
or communications with an individual evaluation panel member on any
aspect of the RFP, after submittal.
8.4
INTERVIEWS: City may ask some or all Offerors to participate in an
interview at any point during the evaluation process but is not required to
do so. Information gathered in an interview will be used by the panel to
make a selection. Offeror is responsible for any costs incurred to
participate in an interview.
8.5
ADDITIONAL INVESTIGATIONS: City may conduct additional
investigations needed to determine the competence or financial stability of
any Offeror.
8.6
BEST AND FINAL OFFERS: City may request best and final offers and will
determine the scope and subject of any best and final request.
City of Glendale
Solicitation Number: RFP 25-35 / 42500058
LAND USE PLANNING AND DESIGN ASSISTANCE
FOR THE GLENDALE GENERAL PLAN REWRITE
CITY OF GLENDALE
Procurement Division
5970 West Brown Street,
Suite 210
Glendale, Arizona 85302
10
8.7
PROPOSAL EVALUATION: City reserves the right to secure additional
information from the Offeror in various forms and to award based on
submitted information.
9.
NOTICE OF INTENT TO AWARD AND PROTEST PERIOD: Information about the
recommended award for this solicitation will be posted here and will be available
immediately after the City has completed its evaluation process. Questions
regarding the notice of intent to award must be directed to the listed Procurement
Officer immediately.
10.
WITHDRAWAL OF PROPOSAL: Offeror may withdraw a submitted proposal at any
time prior to the specified solicitation due date and time through the City’s online
bidding system. Withdrawals must be made by the Offeror or designated
representative listed on the proposal. Telephonic or oral withdrawals cannot be
accepted.
11.
OFFER ERRORS OMISSIONS AND CORRECTIONS: City will not be responsible for
any offeror errors or omissions. Any corrections shall be submitted through the
City’s online bidding system prior to due date and time of the RFP. No corrections
will be permitted after the offers have been opened.
12.
COMPETITIVE NEGOTIATIONS: City may negotiate with multiple Offerors at the
same time. Negotiations may result in changing the conditions, terms, or price of
the proposed contract for the benefit of the City unless prohibited herein. All
Offerors shall be treated fairly and equally while conducting negotiations and the
City is prohibited from disclosing any information submitted by competing
Offerors. Entering into negotiations does not constitute a contract award or confer
any rights to Offerors. The City may formally terminate negotiations and enter
into concurrent or exclusive negotiations with the next most qualified Offeror/s if
it is in the City’s best interest to do so.
13.
NO CONTACT, NO INFLUENCE DURING THE RFP PROCESS: City is conducting a
competitive RFP process for the contract, free from improper influence or
lobbying. There shall be no contact concerning this RFP from Offerors submitting
a Proposal with any member of the City Council, RFP Evaluation Committee
Members, or anyone connected with the process for or on behalf of the City.
Contact includes direct or indirect contact by the Offeror, its employees,
attorneys, lobbyists, surrogates, etc. in an attempt to influence the RFP process.
From the time the RFP is issued until the expiration of the protest period or the
resolution of any protest, whichever is later (the “Silent”), Offerors, directly or
indirectly through others, are restricted from attempting to influence in any manner
the decision making process through, including but not limited to, the use of paid
media; contacting or lobbying the City Council or City Manager or any other City
employee (other than Material Management employees); the use of any media for
City of Glendale
Solicitation Number: RFP 25-35 / 42500058
LAND USE PLANNING AND DESIGN ASSISTANCE
FOR THE GLENDALE GENERAL PLAN REWRITE
CITY OF GLENDALE
Procurement Division
5970 West Brown Street,
Suite 210
Glendale, Arizona 85302
11
the purpose of influencing the outcome; or in any other way that could be construed
to influence any part of the decision-making process about this RFP. This provision
shall not prohibit an Offeror from petitioning an elected official or engaging in any
other protected first amendment activity after the protest period has run or any
protest has been resolved, whichever is later.
Violation of this provision will cause the proposal or offer of the Offeror to be found
in violation and to be rejected.
14.
PROPRIETARY INFORMATION Offeror shall clearly mark any proprietary
information contained in its bid with the words “Proprietary Information.” Offeror
shall not mark any Solicitation Form as proprietary. Pricing data shall not be
considered proprietary. Marking all, or nearly all, of a bid as proprietary may
result in rejection of the bid.
Offerors acknowledge that the City is required by law to make certain records
available for public inspection. In the event that the City receives a request for
disclosure of Proprietary Information by any person, court, agency or administrative
body, or otherwise has a reasonable belief that it is obligated to disclose the
Proprietary Information to any such person or authority, the City will provide Offeror
with prompt written notice so that Offeror may seek a protective order or other
appropriate remedy. The Offeror, by submission of materials marked Proprietary
Information, acknowledges and agrees that the City will have no obligation to
advocate for non-disclosure in any forum or any liability to the Offeror in the event
that the City must legally disclose the Proprietary Information.
15.
SUBMISSION CHECKLIST
This section provides an overview of the submission instructions including a
checklist to aid in the submission of complete proposals. Offerors shall complete
the fillable “RESPONSE WORKBOOK” attachment and submit as their proposal.
Vendors are strongly advised to read this section in its entirety and complete the
checklist to avoid disqualification. Please note that the City will NOT be able to
consider proposals that are submitted late or that do not follow these guidelines.
The Offeror shall bear all costs associated with submitting the proposal, including
proposal preparation, site visitation or any travel connected with submission of
the proposal. The City shall have no liability whatsoever for such costs.
Checklist for Submitting Proposal
Complete
()
Submission Requirements
City of Glendale
Solicitation Number: RFP 25-35 / 42500058
LAND USE PLANNING AND DESIGN ASSISTANCE
FOR THE GLENDALE GENERAL PLAN REWRITE
CITY OF GLENDALE
Procurement Division
5970 West Brown Street,
Suite 210
Glendale, Arizona 85302
12
OFFER SHEET (Response Workbook)
Offeror Name
Offeror Address
1. TECHNICAL APPROACH AND METHODOLOGY
(5 questions)
2. QUALIFICATIONS AND EXPERIENCE OF THE TEAM
(3 questions)
3. STAKEHOLDER AND PUBLIC ENGAGEMENT PLAN
(4 questions)
4. PROJECT MANAGEMENT AND COMMUNICATION
(3 questions)
5. COST (Must be submitted in a separate electronic file)
(1 question)
COMPLETED PRICING WORKBOOK
ADDENDUM RESPONSES (if applicable)
Return of Offer
•
Electronic copies of all "SUBMISSION REQUIREMENTS” listed
above. Pricing Workbook must be submitted separately from
the rest of the proposal.
16.
SUBMISSION REQUIREMENTS
For this proposal, you must provide a completed OFFER SHEET in addition to
answering the questions identified in the REQUIRED RESPONSES. (see Response
Workbook)
Responses must be numbered to correspond to the question numbers to aid in
the evaluation process; failure to do so may result in disqualification.
Should your offer contain any PROPRIETARY INFORMATION you must clearly mark
that information with the words “Proprietary Information.” Only information
contained in your response questions may be marked as such, information on the
OFFER SHEET or PRICING SHEET (if applicable) are not considered proprietary.
Offerors acknowledge that the City is required by law to make certain records
available for public inspection. By submitting any materials marked as Proprietary
Information, Offeror acknowledges and agrees that the City will have no obligation
to advocate for non-disclosure in any forum or any liability to the Offeror if the City
must legally disclose the Proprietary Information.
Helpful Hints:
•
Answer each question completely, your answers will be the only basis on
which your proposal is scored.
City of Glendale
Solicitation Number: RFP 25-35 / 42500058
LAND USE PLANNING AND DESIGN ASSISTANCE
FOR THE GLENDALE GENERAL PLAN REWRITE
CITY OF GLENDALE
Procurement Division
5970 West Brown Street,
Suite 210
Glendale, Arizona 85302
13
•
Do not unnecessarily elaborate, keep your response complete and effective.
•
Do not provide general answers or reference to sales literature.
•
Only when applicable attach and reference supporting documents.
City of Glendale
Solicitation Number: RFP 25-35 / 42500058
LAND USE PLANNING AND DESIGN ASSISTANCE
FOR THE GLENDALE GENERAL PLAN REWRITE
CITY OF GLENDALE
Procurement Division
5970 West Brown Street,
Suite 210
Glendale, Arizona 85302
14
EXHIBIT 1: SPECIAL NOTICES
By signing on the Offer/Bid page, solicitation Addendum(a), or cover letter accompanying
the submittal documents, Offerors are certifying that they understand the following notices
and agree to comply with all required terms and conditions.
1.
RETURN OF OFFER
The Offeror shall submit required proposal responses electronically in Vendor
Self Service (VSS).
Offeror is required to register in VSS prior to submitting a proposal if they have
not already registered.
https://glendaleazvendors.munisselfservice.com/Vendors/default.aspx
Guide to Register as a new vendor:
https://www.glendaleaz.com/your_government/city_finances/procurement/vendo
r_self_service___v_s_s_ (This is a PDF document “Vendor Registration
Instructions” at the bottom of page.)
a.
The Offeror shall complete all sections of the solicitation in the format
given and the spaces provided. Proposals that do not conform to the above
format may be rejected.
b.
The Offeror shall bear all costs associated with submitting the proposal,
including proposal preparation, site visitation or any travel connected with
submission of the proposal. The City shall have no liability whatsoever for
such costs.
2.
PRE-OFFER CONFERENCE & SITE VISITS
A Pre-Offer meeting will be held on the time and at the location shown on page 1
of this document. Attendance is not required. Copies of the Request for Proposal
(RFP) will NOT be available.
The purpose of the conference will be to clarify the contents of the solicitation to
prevent any misunderstanding of the City of Glendale’s position. Any doubt as to
the requirements of the solicitation or any apparent omission or discrepancy should
be presented to the City at the conference. The City will determine the appropriate
action necessary, if any, and issue a written amendment to the solicitation if
required. Oral statements or instructions will not constitute an amendment to the
solicitation.
3.
NO CONTACT, NO INFLUENCE DURING THE RFP PROCESS
The City is conducting a competitive RFP process for the contract, free from
improper influence or lobbying. There shall be no contact concerning this RFP
from Offerors submitting a Proposal with any member of the City Council, RFP
Evaluation Committee Members, or anyone connected with the process for or on
behalf of the City. Contact includes direct or indirect contact by the Offeror, its
City of Glendale
Solicitation Number: RFP 25-35 / 42500058
LAND USE PLANNING AND DESIGN ASSISTANCE
FOR THE GLENDALE GENERAL PLAN REWRITE
CITY OF GLENDALE
Procurement Division
5970 West Brown Street,
Suite 210
Glendale, Arizona 85302
15
employees, attorneys, lobbyists, surrogates, etc. in an attempt to influence the RFP
process.
From the time the RFP is issued until the expiration of the protest period or the
resolution of any protest, whichever is later (the “Silent Period”), Offerors, directly
or indirectly through others, are restricted from attempting to influence in any
manner the decision making process through, including but not limited to, the use
of paid media; contacting or lobbying the City Council or City Manager or any other
City employee (other than Procurement employees); the use of any media for the
purpose of influencing the outcome; or in any other way that could be construed to
influence any part of the decision-making process about this RFP. This provision
shall not prohibit an Offeror from petitioning an elected official or engaging in any
other protected first amendment activity after the protest period has run or any
protest has been resolved, whichever is later.
Violation of this provision will cause the proposal or offer of the Offeror to be found
in violation and to be rejected.
4.
CONFLICT OF INTEREST
Contractor shall disclose the following: 1) the name(s) and position(s) of each
Contractor’s employee or subcontractor that participated in the preparation of the
submittal or who will be involved, directly or indirectly, with performing the
contract, if awarded; 2) the name(s) of any City of Glendale employee who is a
relative of persons identified pursuant to No. 1; 3) the name(s) and position(s) of
Contractor’s personnel that have a financial or proprietary interest in the contract;
4) the name(s) of any City of Glendale employee who is a relative of persons
identified pursuant to No. 3.
Providing such disclosure will not necessarily disqualify a Contractor. Failure to
disclose the requested information or any potential conflict of interest pursuant to
A.R.S. § 38-511 et seq. may result in rejection of the proposal or bid or any contract
being void or terminated.
For purposes of this provision, the following definitions apply:
i.
“Employee” means all persons who are employed on a full-time, part-time or
contract basis by the City of Glendale.
ii.
“Relative” means the spouse, child, child’s child, parent, grandparent,
brother or sister of the whole or half blood and their spouses and the parent,
brother, sister or child of a spouse.
5.
INQUIRIES
Any question related to the Request for Proposal shall be directed to the
Procurement Officer whose name appears above. An Offeror shall not contact or ask
questions of the department for whom the requirement is being procured. The
Procurement Officer may require any and all questions be submitted in writing.
Offerors are encouraged to submit written questions via electronic mail or facsimile,
City of Glendale
Solicitation Number: RFP 25-35 / 42500058
LAND USE PLANNING AND DESIGN ASSISTANCE
FOR THE GLENDALE GENERAL PLAN REWRITE
CITY OF GLENDALE
Procurement Division
5970 West Brown Street,
Suite 210
Glendale, Arizona 85302
16
no later than FIVE days prior to the proposal due date. Any correspondence related
to a solicitation should refer to the appropriate Request for Proposal number, page
and paragraph number. An envelope containing questions should be identified as
such; otherwise, it may not be opened until after the official proposal due date and
time. Oral interpretations or clarifications will be without legal effect. Only questions
answered by a formal written amendment to the Request for Proposal will be
binding.
6.
SPECIAL TERMS AND CONDITIONS
Additional terms and conditions specific to the provision of the services referenced
will be negotiated with the successful bidder for inclusion in the contract.
7.
PUBLIC RECORD REQUIREMENTS
Offeror acknowledges that the City is a public agency and must comply with all
Public Records laws and proposals submitted become the property of the City and
are subject to public disclosure requirements in accordance with Arizona Public
Records Law. Any portion of the proposal that the offeror deems confidential or
proprietary must be clearly labeled as such. Labeling material does not
automatically preclude the material from public disclosure, as the City is required
to make an appropriate determination as to the confidentiality of the material in
accordance with Arizona Public Records Law. It is the offeror’s sole responsibility
and cost to take action, including legal actions, to protect such material. Price is
not confidential and will not be withheld.
8.
PERMITS AND LICENSES
It is the offeror’s sole responsibility to determine and secure any and all licenses
and permits the contractor needs to operate the facility, from any regulatory body
having jurisdiction related to the services being provided. Such costs are the
exclusive responsibility of the operator, operator must also ensure appropriate
licensing of any sub-contractors, operator shall notify the City in writing within two
(2) working days of any suspension, revocation or renewal.
9.
NO COLLUSION OR ANTI-COMPETITIVE PRACTICES
The submission of the offer did not involve collusion, and without any agreement,
understanding or planned common course of action with, any other vendor of
materials, supplies, equipment or services described in the invitation to bid,
designed to limit independent bidding or competition or other anti-competitive
practices.
10.
NON-DISCRIMINATION
Contractor agrees not to discriminate against any employee or applicant for
employment on the basis of race, color, religion, sex, national origin, age, marital
status, sexual orientation, gender identity or expression, genetic characteristics,
familial status, U.S. military veteran status or any disability. Contractor will require
any Sub-contractor to by bound to the same requirements as stated within this
City of Glendale
Solicitation Number: RFP 25-35 / 42500058
LAND USE PLANNING AND DESIGN ASSISTANCE
FOR THE GLENDALE GENERAL PLAN REWRITE
CITY OF GLENDALE
Procurement Division
5970 West Brown Street,
Suite 210
Glendale, Arizona 85302
17
section. Contractor, and on behalf of any subcontractors, warrants compliance with
this section.
11.
NO CONSIDERATIONS
The Contractor has not given, offered to give, nor intends to give at any time
hereafter, any economic opportunity, future employment, gift, loan, gratuity, special
discount, trip, favor, meal or service to a public servant in connection with the
submitted offer.
12.
AUTHORIZED AGENT
The individual signing the submittal is an authorized agent and has the authority to
bind the Offeror to the proposal and subsequent contract if awarded.
13.
KEY PERSONNEL
If awarded, Offeror shall assign a specific individual as the key point of contact for
the management of the contract, subject to specific notification requirements to be
included in the final contract.
14.
SITE INSPECTION
It is the responsibility of the Offeror to become familiar with any conditions which
may affect the performance and cost of providing the service and this submission
will serve as evidence that the Offeror did, in fact, make a site inspection and is
aware of all conditions.
City of Glendale
Solicitation Number: RFP 25-35 / 42500058
LAND USE PLANNING AND DESIGN ASSISTANCE
FOR THE GLENDALE GENERAL PLAN REWRITE
CITY OF GLENDALE
Procurement Division
5970 West Brown Street,
Suite 210
Glendale, Arizona 85302
18
EXHIBIT 2: SPECIAL TERMS AND CONDITIONS
By signing on the Offer/Bid page, solicitation Addendum(a), or cover letter accompanying
the submittal documents, Offerors are certifying that they understand the following notices
and agree to comply with all required terms and conditions. The following terms are found
on the City’s Website and are applicable to Request for Proposal: Standard Terms and
Conditions
1.
TYPE OF AWARDS
The City reserves the right to make multiple awards or to award by individual line
items, by group of line items, or to make an aggregate award, whichever is deemed
most advantageous to the City. If the City determines that an aggregate award to
one offeror is not in the City's best interest, "all or none" offers shall be rejected.
2.
ALTERNATE OFFERS
Offers submitted as alternates, or on the basis of exceptions to specific conditions
of purchase and/or required specifications, must be submitted as an attachment
referencing the specific paragraph number(s) and adequately defining the alternate
or exception submitted. Detailed product brochures and/or technical literature,
suitable for evaluation, must be submitted with the offer. If no exceptions are taken,
City will expect and require complete compliance with the specifications and all
Conditions of Purchase.
3.
EFFECTIVE PERIOD OF OFFER Offers shall be valid for a minimum of 120 days
following the deadline for submitting offers. If an award is not made during that
period, all offers shall be automatically extended for another 120 days. Offers will
be automatically renewed until the solicitation is either canceled, an award is made,
or proper Notice is given to the Procurement Officer of Offeror’s intent to withdraw
its offer. Offers may only be withdrawn by submitting Notice at least 15 days before
the expiration of the then current 120-day period.
4.
PAYMENT TERMS If payment terms are not indicated, terms of NET 30 days shall
be applied by the City. Payment terms to apply after receipt of invoice or final
acceptance of the products/services, whichever is later. Payment terms offering
less than 20 days for payment will not be considered.
5.
UNIT PRICE TO PREVAIL In the event of a price disparity between the unit and
extended price, the unit price shall prevail unless judged obviously in error by the
City.
6.
OFFER ERRORS OMISSIONS AND CORRECTIONS The City will not be responsible
for any offeror errors or omissions. All prices and notations shall be written in ink
or typed. Changes or corrections made on the offer form must be initialed in ink by
the individual signing the offer. No corrections will be permitted after the offers have
been opened.
City of Glendale
Solicitation Number: RFP 25-35 / 42500058
LAND USE PLANNING AND DESIGN ASSISTANCE
FOR THE GLENDALE GENERAL PLAN REWRITE
CITY OF GLENDALE
Procurement Division
5970 West Brown Street,
Suite 210
Glendale, Arizona 85302
19
7.
BRAND NAME REFERENCES AND TECHNICAL SPECIFICATIONS Brand names or
manufacturer's references shall be construed as a quality or performance level and
does not indicate the item cited is mandatory. Technical specifications define the
acceptable standard.
8.
RESTRICTIVE OFFER PROVISIONS If specifications preclude an otherwise qualified
offeror from submitting an offer, a written request for modification must be received
by the Buyer at least seven (7) calendar days prior to the proposal due date. All
offerors will be notified by a written addendum to the solicitation of any approved
changes.
9.
DEFAULT In case of default by the contractor, the City may, by written notice,
cancel this contract and repurchase from another source and may recover the
excess costs by (1) deduction from an unpaid balance due; (2) collection against
the bid and/or performance bond; or (3) a combination of the aforementioned
remedies or other remedies as provided by law.
10.
TERM
The term of the resultant contract shall be for a one (1) year term.
11.
OPTION TO EXTEND
Based on satisfactory Bidder performance, the City, may at its option and upon
mutual agreement with the Bidder, extend the term of this agreement for an
additional six (6) months if needed. Bidder shall be notified in writing by the City
Procurement office of the City's intention to extend the contract period.
12.
TERMINATION FOR CONVENIENCE The City reserves the right to terminate any
order or contract upon thirty days written notice. The City will be responsible only
for those standard items which have been delivered and accepted. If the items are
unique and not saleable or useable for any other application, the City will reimburse
the Seller for actual labor, material, and burden costs, plus a profit not to exceed
8%. Title to all materials, work-in-process, and completed but undelivered goods
will pass to the City after costs are claimed and allowed.
13.
SUB-CONTRACTING The contract or any portion thereof, shall not be sub-
contracted without the prior written approval of the Materials Manager. No such
approval will be construed as making the City a party of or to such sub-contract or
subjecting the City to liability of any kind to any sub-contractor. No sub-contract
shall, under any circumstances, relieve the contractor of liability and obligation
under this contract; and despite any such subletting the City shall deal through the
contractor. Sub-contractors will be dealt with as workmen and representatives of
the contractor.
City of Glendale
Solicitation Number: RFP 25-35 / 42500058
LAND USE PLANNING AND DESIGN ASSISTANCE
FOR THE GLENDALE GENERAL PLAN REWRITE
CITY OF GLENDALE
Procurement Division
5970 West Brown Street,
Suite 210
Glendale, Arizona 85302
20
14.
SAFETY DATA SHEETS (SDS). Contractor is to supply SDS) in accordance with
Federal requirements for The Globally Harmonized System of Classification and
Labeling of Chemicals (GHS). Contractor entering the City workplace with
hazardous materials will supply the City with a Safety Data Sheets (SDS) covering
those particular products the contractor may expose City employees or the general
public to while working at the site.
15.
GENERAL INDEMNIFICATION: Contractor shall indemnify, defend, save and hold
harmless the City of Glendale and its officers, officials, agents, and employees
(hereinafter referred to as “Indemnitee”) from and against any and all claims,
actions, liabilities, damages, losses, or expenses (including court costs, attorneys’
fees, and costs of claim processing, investigation and litigation) (hereinafter
referred to as “Claims”) for bodily injury or personal injury (including death), or loss
or damage to tangible or intangible property caused, or alleged to be caused, in
whole or in part, by the negligent or willful acts or omissions of Contractor or any
of its owners, officers, directors, agents, employees or subcontractors. This
indemnity includes any claim or amount arising out of or recovered under the
Workers’ Compensation Law or arising out of the failure of such Contractor to
conform to any Federal, State or local law, statute, ordinance, rule, regulation or
court decree. It is the specific intention of the parties that the Indemnitee shall, in
all instances, except for Claims arising solely from the negligent or willful acts or
omissions of the Indemnitee, be indemnified by Contractor from and against any
and all claims. It is agreed that Contractor will be responsible for primary loss
investigation, defense and judgment costs where this indemnification is applicable.
In consideration of the award of this contract, the Contractor agrees to waive all
rights of subrogation against the City, its officers, officials, agents, and employees
for losses arising from the work performed by the Contractor for the City.
16.
RESPONSIBILITY FOR COMPLIANCE WITH LEGAL REQUIREMENTS The offeror's
products, services, and facilities shall be in full compliance with all applicable
Federal, State, and local health, environmental, and safety laws, regulations,
standards, and ordinances, regardless of whether or not they are referred to by the
City.
17.
RESPONSIBILITY FOR CORRECTION It is agreed that the offeror shall be fully
responsible for making any correction, replacement, or modification necessary for
specification or legal compliance. In the event of a call back, Offeror agrees to give
the City first priority. Offeror agrees that if the product or service offered does not
comply with the written specification, the Materials Manager has the right to cancel
the sale at any time with full refund within thirty (30) calendar days after notice of
noncompliance and offeror further agrees to be fully responsible for any
consequential damages suffered by the City.
18.
WARRANTY Unless otherwise specified, all items shall be guaranteed for a
minimum period of one year against defects in material and workmanship. During
the period, if a defect should occur, that item shall be repaired or replaced by the
City of Glendale
Solicitation Number: RFP 25-35 / 42500058
LAND USE PLANNING AND DESIGN ASSISTANCE
FOR THE GLENDALE GENERAL PLAN REWRITE
CITY OF GLENDALE
Procurement Division
5970 West Brown Street,
Suite 210
Glendale, Arizona 85302
21
Seller at no obligation to the City, except where it be shown that the defect was
caused by misuse and not by faulty manufacture. The offeror expressly warrants all
items to be new, free from defects in design, materials, and workmanship, and to
be fit and sufficient for their intended purpose. Any sample submitted shall create
an expressed warranty that the whole of the goods shall conform to the sample or
model.
19.
REJECTION OF OFFERS The City reserves the right to reject any or all offers, or any
part thereof; to accept any offer or any part thereof; or to waive any informalities
when it is deemed to be in the City's best interest.
20.
DELAY IN EXERCISING CONTRACT REMEDY Failure or delay by the City to exercise
any right, power, or privilege shall not be deemed a waiver thereof.
21.
TAX EXEMPTION The City is not exempt from paying Federal Excise Taxes and will
furnish an exemption certificate upon request.
22.
ORDER OF PRECEDENCE In the event of conflict, the following precedence shall
prevail: (1) Special Terms and Conditions incorporated by attachment; (2) Special
Terms and Conditions; (3) Drawings and Specifications; (4) referenced documents;
and (5) the Standard Terms and Conditions.
23.
CHANGES The City reserves the right to make changes in any of the following: (a)
specifications; (b) methods of shipment; (c) place of delivery; (d) time of delivery;
(e) quantities. If any change causes an increase or decrease in the cost of or the
time required for performance, an equitable adjustment may be made in the price
or delivery schedule, or both. Any claim for adjustment shall be deemed waived
unless asserted in writing within thirty days from receipt of the change. Price
increases or extensions of delivery time shall not be binding on the City unless in
writing and approved by the Materials Manager prior to the institution of the change.
24.
PRICE ADJUSTMENTS Price adjustments shall be addressed a minimum of Ninety
(90) days prior to the contract renewal date, shall be in writing and include
supportive justification for the proposed increase. Supportive justification means
that the request shall include detailed information and calculations that make it
clear how the claimed increase has an impact on the contract unit prices. The
requested price increase must be based upon a cost increase that was clearly
unpredictable at the time of the offer and can be shown to directly affect price of
the item concerned. The rate increase shall only be considered at time of contract
extension. The City will review the request and shall determine if the increase shall
be granted or if an alternate option is in the best interest of the City. The price
increase adjustment, if approved, will be effective and executed via a contract
amendment.
City of Glendale
Solicitation Number: RFP 25-35 / 42500058
LAND USE PLANNING AND DESIGN ASSISTANCE
FOR THE GLENDALE GENERAL PLAN REWRITE
CITY OF GLENDALE
Procurement Division
5970 West Brown Street,
Suite 210
Glendale, Arizona 85302
22
25.
LATE SUBMISSION OF CLAIM The City will not honor any invoices or claims which
are tendered one year after the last item of the account accrued.
26.
PROTEST OF AWARD Any person who has an objection to the awarding of a
solicitation by the City, pursuant to competitive solicitation procedures, shall
lodge that protest, in writing, with the Materials Manager. The protest should
specifically identify the objection to the award, pursuant to the formal
purchase procedure. Any protest must be submitted to the Finance director
no later than: (i) seven (7) calendar days after the date upon which the
protestor knew or should have known the basis of its objection; or (ii) 15
calendar days after notice of the intent to award has been issued by the
Finance director, whichever is shorter. The notice of intent to award is posted
on the City’s Procurement Internet here. Untimely protests will not be
considered.
27.
REMEDIES City shall have, in addition to the remedies provided herein, all remedies
afforded by the Uniform Commercial Code as adopted by the State of Arizona.
Contractor shall have, subject to the limitation imposed by the terms of this
agreement, all remedies afforded by the Uniform Commercial Code as adopted by
the State of Arizona.
28.
ASSIGNMENT Neither an order nor monies due thereunder shall be assigned in
whole or in part without the City's prior written consent.
29.
ADDENDA Any change to the proposal will be in the form of a numbered addendum
issued by the Procurement Division. The addendum will be furnished to all who
received the proposal. The City will not be responsible for any oral or written
instructions made by any employees, officers, contracted consultant or agent of the
City in regard to the proposal. The City will not be responsible for offerors adjusting
their offer based on oral or written instructions.
30.
SPECIAL ACCOMMODATIONS Please contact Procurement at 930-2862 at least 3
days prior to the meeting for special accommodation. Hearing impaired persons,
please use the Arizona Relay Service (1-800-367-8939).
31.
OFFER IDENTIFICATION The City is not responsible for the pre-opening of, post-
opening of, or the failure to open, an offer not properly addressed or identified.
32.
OFFER TABULATION An electronic copy of the scoring may be requested by e-
mailing the Procurement office at procurement@glendaleaz.com and referencing
the proposal title and number. The information will be available for distribution
when the City has completed its evaluation process of the offers received.
City of Glendale
Solicitation Number: RFP 25-35 / 42500058
LAND USE PLANNING AND DESIGN ASSISTANCE
FOR THE GLENDALE GENERAL PLAN REWRITE
CITY OF GLENDALE
Procurement Division
5970 West Brown Street,
Suite 210
Glendale, Arizona 85302
23
33.
LIABILITY Except for the sole negligence of the City, its officers, managers,
employees, or agents, Contractor shall be liable to the City for any physical damage
to City property or for the death of, or personal injury to, City personnel arising out
of Contractor's occupancy, maintenance, repair, replacement, installation and/or
any other work performed pursuant to the contract. Contractor agrees to indemnify,
defend and hold the City harmless from any claim or loss arising from such damage
or injury.
34.
OSHA GUIDELINES The contractor shall be familiar with and operate within the
guidelines set forth by the Occupational Safety and Health Act.
35.
PATENTS Seller agrees to defend City at seller's own expense, in all suit, actions,
or proceedings in which City is made a defendant for actual or alleged infringement
of any United States of America or foreign letters patent resulting from City’s use
of the goods purchased as a result of this RFP. Seller further agrees to pay and
discharge any and all judgments or decrees, which may be rendered in any such
suit, action or proceedings against City. Seller agrees to indemnify and hold
harmless the City from any and all license, royalty and proprietary fees or costs,
including legal costs, which may arise out of City’s purchase and use of goods
supplied by the seller. It is expressly agreed by seller, that these covenants are
irrevocable and perpetual.
36.
VENDOR PERFORMANCE Prior offeror performance in regard to product, service,
or representation of/from the offeror may be used in evaluation of this offer.
Unsatisfactory performance to the City may be considered sufficient grounds for
rejection of this offer. No offer will be awarded to any offeror who is in default on
any contract with the City.
37.
PERFORMANCE SURETY REQUIREMENTS The performance sureties shall be in
the form of a bond, cashier's check, certified check or money order. Personal or
company checks are not acceptable unless certified. Letters of credit are not
acceptable. Individual sureties are not acceptable.
PERFORMANCE SURETY The successful proposer shall, at the time of entering
into the contract, furnish a performance surety in the form of a bond, money
order or certified or cashier's check, in the amount of 10 percent of the contract
amount guaranteeing the faithful performance of the contract by the proposer.
If a bond is submitted, it shall be written on the form provided by the City as
an attachment to the proposal documents. The attorney-in-fact who executes
the bond on behalf of the surety shall affix to the bond a certified and current
copy of the power of attorney. The bond must be written by a surety with a Best
Rating no less than an A and must be authorized and licensed to do business
in this State by the Arizona Department of Insurance. Individual sureties and
letters of credit are not acceptable.
City of Glendale
Solicitation Number: RFP 25-35 / 42500058
LAND USE PLANNING AND DESIGN ASSISTANCE
FOR THE GLENDALE GENERAL PLAN REWRITE
CITY OF GLENDALE
Procurement Division
5970 West Brown Street,
Suite 210
Glendale, Arizona 85302
24
38.
FUND APPROPRIATION CONTINGENCY The contractor and the City recognize that
the continuation of any contract after the close of any given fiscal year of the City;
which ends on June 30, shall be subject to the approval of the budget of the City
providing the contract item is an expenditure therein. The City does not guarantee
that the budget item will be actually adopted, as it is the determination of the City
Council at the time of the adoption of the budget.
39.
NOTIFICATION OF AWARD The successful offeror(s) will be notified that their offer
has been accepted by the City Council as recommended for award.
40.
NON-EXCLUSIVITY The City, in its sole discretion, reserves the right to request the
materials or services set forth herein from other sources when deemed necessary
and appropriate. No exclusive rights are included in this Agreement.
41.
PROHIBITIONS - Contractor, and on behalf any subcontractor, certifies, to the
extent applicable under A.R.S. §§ 35-391 et seq and 35-393 et seq, that neither has
"scrutinized" business operations, as defined in the proceeding statutes, in the
countries of Sudan or Iran.
42.
IMMIGRATION LAW COMPLIANCE Contractor, and on behalf any subcontractor,
warrants, to the extent applicable under A.R.S. § 41-4401, compliance with all
federal immigration laws and regulations that relate to their employees as well as
compliance with A.R.S. § 23-214(A) which requires registration and participation
with the E-Verify Program. Any breach of warranty described above is considered
a material breach of this Agreement and is subject to penalties up to and including
termination of this Agreement. City of Glendale (“City”) retains the legal right to
inspect the papers of Contractor or subcontractor employee who performs work
under this Agreement to ensure that Contractor or any subcontractor is compliant
with the warranty described above. City may conduct random inspections, and
upon request of the City, Contractor shall provide copies of papers and records
demonstrating
continued
compliance
with
the
warranty
described
above. Contractor agrees to keep papers and records available for inspection by
the City during normal business hours and will cooperate with City in exercise of its
statutory duties and not deny access to its business premises or applicable papers
or records for the purposes of enforcement of this Section. Contractor agrees to
incorporate into any subcontracts under this Agreement the same obligations
imposed upon itself and expressly accrue those obligations directly to the benefit
of the City. Contractor also agrees to require any subcontractor to incorporate into
each of its own subcontracts under this Agreement the same obligations above and
expressly accrue those obligations to the benefit of the City. Contractor’s warranty
and obligations under this Section I to the City is continuing throughout the term of
this Agreement or until such time as the City determines, in its sole discretion, that
Arizona law has been modified in that compliance with this section is no longer a
requirement. The “E-Verify Program” above means the employment verification
City of Glendale
Solicitation Number: RFP 25-35 / 42500058
LAND USE PLANNING AND DESIGN ASSISTANCE
FOR THE GLENDALE GENERAL PLAN REWRITE
CITY OF GLENDALE
Procurement Division
5970 West Brown Street,
Suite 210
Glendale, Arizona 85302
25
program administered by the United States Department of Homeland Security, the
Social Security Administration, or any successor program.
43.
CONTRACT ADMINISTRATOR The staff member identified as the Contract
Administrator for a solicitation serves as the liaison between Procurement, the city
and the successful contractor. The Contract Administrator manages the contract,
overseeing the daily operations, scheduling, performance and compliance of the
agreement by all parties. The Contract Administrator is responsible for:
a.
Establishing and maintaining records and documentation
b.
Monitoring the contractor’s performance
c.
Handling issues and disputes
d.
Exercising extension options
e.
Initiating contract modifications
f.
Initiating rebids or new solicitations
44.
FORCE MAJEURE
a.
Except for payment of 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
part
affected
and
occurs
without
its
fault
or
negligence. Without limiting the foregoing, force majeure includes acts of
God; acts of the public enemy; war; riots; strikes; mobilization; labor
disputes; civil disorders, fire; flood; lockouts; injunctions-interventions-acts;
or failures or refusals to act by government authority; and other similar
occurrences beyond the control of the party declaring force majeure which
such party is unable to prevent by exercising reasonable diligence.
b.
Force majeure shall not include the following circumstances:
i.
Late delivery of equipment or materials caused by congestion at a
manufacturer’s plant or elsewhere, or an oversold condition of the
market.
ii.
Late performance by a subcontractor unless the delay arises out of a
force majeure occurrence in accordance with this force majeure term
and condition; or
iii.
Inability of either the Contractor or any subcontractor to acquire or
maintain any required insurance, bonds, licenses or permits.
45.
SUSPENSION AND DEBARMENT. (APPLIES TO ALL PURCHASES.)
a.
This contract is a covered transaction for purposes of 2 CFR pt. 180 and 2
CFR pt. 3000. As such, the Contractor is required to verify that none of
Contractor’s principals (defined at 2 CFR § 180.995) or its affiliates (defined
at 2 CFR § 180.905) are excluded (defined at 2 CFR § 180.940) or
disqualified (defined at 2 CFR § 180.935).
City of Glendale
Solicitation Number: RFP 25-35 / 42500058
LAND USE PLANNING AND DESIGN ASSISTANCE
FOR THE GLENDALE GENERAL PLAN REWRITE
CITY OF GLENDALE
Procurement Division
5970 West Brown Street,
Suite 210
Glendale, Arizona 85302
26
b.
The Contractor must comply with 2 CFR pt. 180, subpart C and 2 CFR pt.
3000, subpart C, and must include a requirement to comply with these
regulations in any lower tier covered transaction it enters into.
c.
This certification is a material representation of fact relied upon by the City
of Glendale. If it is later determined that the contractor did not comply with
2 CFR pt. 180, subpart C and 2 CFR pt. 3000, subpart C, in addition to
remedies available to the City, the Federal Government may pursue available
remedies, including but not limited to suspension and/or debarment.
d.
The Contractor agrees to comply with the requirements of 2 CFR pt. 180,
subpart C and 2 CFR pt. 3000, subpart C while this offer is valid and
throughout the period of any contract that may arise from this offer. The
Contractor further agrees to include a provision requiring such compliance
in its lower tier covered transactions.
City of Glendale
Solicitation Number: RFP 25-35 / 42500058
LAND USE PLANNING AND DESIGN ASSISTANCE
FOR THE GLENDALE GENERAL PLAN REWRITE
CITY OF GLENDALE
Procurement Division
5970 West Brown Street,
Suite 210
Glendale, Arizona 85302
27
EXHIBIT 3: INSURANCE REQUIREMENTS
By signing on the Offer/Bid page, solicitation addenda, or cover letter accompanying the submittal
documents, Offerors are certifying that they understand the following notices and agree to comply
with all required terms and conditions.
1)
INSURANCE REQUIREMENTS. Offeror shall procure and maintain until all their
obligations have been discharged, insurance against claims for injury to persons or
damage to property that may arise from or in connection with this Solicitation. The
insurance requirements herein are minimum requirements for this Solicitation and
in no way limit the indemnity covenants contained herein. The City of Glendale in
no way warrants that the minimum limits contained herein is sufficient to protect
the OFFEROR from liabilities that might arise. Offeror is free to purchase such
additional insurance as Offeror determines necessary.
a)
Minimum Scope and Limits of Insurance: Offeror shall provide coverage with
limits of liability not less than those stated below.
i)
Commercial General Liability – Occurrence Form
Policy shall include bodily injury, property damage, personal and advertising
injury and broad form contractual liability coverage.
General Aggregate
$2,000,000
Products – Completed Operations Aggregate
$1,000,000
Personal and Advertising Injury
$1,000,000
Each Occurrence
$1,000,000
(1)
The policy shall be endorsed to include the following additional
insured language: “The City of Glendale, and its departments,
officers, officials, agents, employees and volunteers shall be
named as additional insureds with respect to liability arising
out of the solicitation. Such additional insured shall be
covered to the full limits of liability purchased by the OFFEROR,
even if those limits of liability are in excess of those required
herein.
(2)
Policy shall contain a waiver of subrogation endorsement in
favor of the “City of Glendale, and its departments, officers,
officials, agents, employees and volunteers”. This provision
applies regardless of whether or not the City of Glendale has
received a waiver of subrogation endorsement from the
insurer.
ii)
Business Automobile Liability – (if driving is not a part of the scope
of work, excluding driving from the place of business and to the City
departments, this coverage can be eliminated.)
City of Glendale
Solicitation Number: RFP 25-35 / 42500058
LAND USE PLANNING AND DESIGN ASSISTANCE
FOR THE GLENDALE GENERAL PLAN REWRITE
CITY OF GLENDALE
Procurement Division
5970 West Brown Street,
Suite 210
Glendale, Arizona 85302
28
Bodily Injury and Property Damage for any owned, hired, and/or non-owned
vehicles used in the performance of this Agreement. Combined Single Limit
(CSL) $1,000,000.
(1)
The policy shall be endorsed to include the following additional
insured language: “The City of Glendale and its departments,
officers, officials, agents, employees and volunteers shall be
named as additional insureds with respect to liability arising
out of the activities performed by or on behalf of the Offeror,
involving automobiles owned, licensed, hired or borrowed by
the OFFEROR." Such additional insured shall be covered to the
full limits of liability purchased by the Offeror, even if those
limits of liability are in excess of those required by this license.
(2)
Policy shall contain a waiver of subrogation endorsement in
favor of the “City of Glendale, and its departments, officers,
officials, agents, employees and volunteers” for losses arising
from work performed by or on behalf of the Offeror. This
provision applies regardless of whether or not the City of
Glendale has received a waiver of subrogation endorsement
from the insurer.
iii)
Worker's Compensation and Employers' Liability
Workers' Compensation Statutory
Employers' Liability
Each Accident
$1,000,000
Disease – Each Employee
$1,000,000
Disease – Policy Limit
$1,000,000
(1)
Policy shall contain a waiver of subrogation endorsement in
favor of the “City of Glendale, and its departments, officers,
officials, agents, employees and volunteers” for losses arising
from OFFEROR activities. This provision applies regardless of
whether or not the City of Glendale has received a waiver of
subrogation endorsement from the insurer.
iv)
Fidelity Insurance (Crime Bond)
(1)
The policy shall be issued with minimum limits of $1,000,000.
(2)
The policy shall include coverage for all directors, officers, agents and
employees of the Offeror.
(3)
The policy shall include coverage for third party fidelity.
(4)
The policy shall include coverage for theft.
(5)
The policy shall contain no requirement for arrest and conviction.
(6)
The policy shall cover loss outside the premises of the Named Insured.
(7)
The Department shall be endorsed (Blanket Endorsements are not
acceptable) as a Loss Payee as our interest may appear.
City of Glendale
Solicitation Number: RFP 25-35 / 42500058
LAND USE PLANNING AND DESIGN ASSISTANCE
FOR THE GLENDALE GENERAL PLAN REWRITE
CITY OF GLENDALE
Procurement Division
5970 West Brown Street,
Suite 210
Glendale, Arizona 85302
29
v)
Professional Liability (Errors & Omissions) – no less than $2,000,000 per
occurrence or claim, $4,000,000 aggregate. Should include coverage for
Plan administration and fiduciary administrative duties. Full description of
the E&O Coverage provided.
Errors & Omissions are written as Claims Made Policies. If any of the policies
provide coverage on a claims-made basis the following shall apply:
(1)
The Retroactive Date must be shown and must be before the date of
the contract or the beginning of contract work.
(2)
Insurance must be maintained and evidence of insurance must be
provided for at least five (5) years after completion of the contract of
work.
(3)
If coverage is canceled or non-renewed, and not replaced with another
claims-made policy form with a Retroactive Date prior to the contract
effective date, the Consultant must purchase “extended reporting”
coverage for a minimum of five (5) years after completion of contract
work
vi)
Cyber Liability – with limits not less than $5,000,000 per occurrence or
claim, $10,000,000 aggregate. Coverage shall be sufficiently broad to
respond to the duties and obligations as is undertaken by the Vendor in this
agreement and shall include but not be limited to, claims involving
infringement of intellectual property, including but not limited to
infringement copyright, trademark, trade dress, invasion of privacy
violations, information theft, damage to or destruction of electronic
information, release of private information, alteration of electronic
information, extortion and network security. The policy shall provide
coverage for breach response costs as well as regulatory fines and penalties
as well as credit monitoring expenses with limits sufficient to respond to
these obligations. If the policy is written on a claims-made basis a
Retroactive Date must be shown as indicated item v) above.
vii)
Additional Insurance Requirements: The policies shall include, or be
endorsed to include, the following provisions:
(1)
Policies shall stipulate that the insurance afforded by the organization
shall be primary insurance and that any insurance carried by the City
of Glendale shall be excess and not contributory insurance.
(2) Coverage provided by the organization shall not be limited to the
liability assumed under the indemnification provisions of the license
or contract.
(3) If the Vendor maintains broader coverage and/or higher limits than
the minimum shown, the City requires and shall be entitled to the
broader coverage and/or the higher limits maintained by the Vendor.
City of Glendale
Solicitation Number: RFP 25-35 / 42500058
LAND USE PLANNING AND DESIGN ASSISTANCE
FOR THE GLENDALE GENERAL PLAN REWRITE
CITY OF GLENDALE
Procurement Division
5970 West Brown Street,
Suite 210
Glendale, Arizona 85302
30
Any available insurance proceeds in excess of the specified minimum
of insurance and coverage shall be available to the City.
(4) Vendor
shall
require
and
verify
that
all
subcontractors
(subconsultants) maintain insurance meeting all the requirements
stated herein, and Vendor shall ensure that City is an additional
insured on insurance required from subcontractors (subconsultants).
(5) If the Vendor is awarded the solicitation, the Vendor shall furnish the
City with original Certificates of Insurance including all required
amendatory endorsements before the work begins. However, failure
to obtain the required documents prior to the work beginning shall
not waive the Vendor’s obligation to provide them. The City reserves
the right to require complete, certified copies of all required insurance
policies including endorsements required by these specifications, at
any time.
Price
City of Glendale
Solicitation Number: RFP 25-35 / 42500058
LAND USE PLANNING AND DESIGN ASSISTANCE
FOR THE GLENDALE GENERAL PLAN REWRITE
PRICING WORKBOOK
CITY OF GLENDALE
Procurement Department
5970 West Brown Street,
Suite 210
Glendale, Arizona 85302
PRICING WORKBOOK
Contractor must complete the Pricing Schedule below. Any items not clearly listed on
Contractor’s submitted price proposal will be considered included in Contractor’s price at
no additional cost to the City. All pricing should contemplate compliance with the
performance requirements as specified in the Scope of Work.
1.
INSTRUCTIONS:
a.
The cost proposal must be submitted separately from the rest of the
written proposal.
b.
Cost proposals shall be quoted as an all-inclusive fixed fee for services.
c.
All inclusive – covers all direct and indirect necessary expenses including
but not limited to: travel, telephone, copying, and other out-of-pocket
expenses.
d.
Not to Exceed – The actual fees shall not exceed the amount specified in
fee proposal.
2.
PRICE SCHEDULE
Cost Proposal
Offerors must submit a detailed cost proposal that includes both a summary and
a breakdown of costs. The breakdown should clearly outline fees associated with
individual tasks, milestones, and deliverables. Each component should be
itemized to ensure transparency and facilitate evaluation.
3.
DISCOUNT/PAYMENT TERMS: The City standard is 2% 20 days
Comply:
YES NO X
If your answer is NO, please state terms offered: (Matrix does not offer discounts - our
payment terms are net 30 days.%
4.
PAYMENT Contractor shall provide monthly statements of itemized services.
Payment will be reviewed and approved by the Contract Administrator or designee.
The itemized statement shall not exceed the proposal fee in this Section.
5.
TAX AMOUNT Do not include any use tax or federal tax in your proposal.
OFFEROR NAME: Matrix Design Group, Inc.
TOTAL LABOR
COST
TOTAL
REIMBURSABLES
COST
Total Cost by
Task
Task A: Contract Kickoff
$11,410
$0
$11,410
Project Kick-off
$3,070
$0
$3,070
City Staff Kick-off
$8,340
$0
$8,340
Task B: Project Management
$24,610
$0
$24,610
Project Management Plan
$3,590
$0
$3,590
Monthly Progress Reoprts
$7,110
$0
$7,110
Monthly Project Status Meetings
$13,910
$0
$13,910
Task C: Public Participation and Stakeholder Engagement
$103,380
$905
$104,285
Public Outreach and Education Plan
$6,135
$0
$6,135
Project Website and Digital Engagement
$12,800
$0
$12,800
Steering Committee Meetings
$13,380
$39
$13,419
Joint Workshops with Commission and Council
$16,760
$39
$16,799
Community Meetings
$31,820
$827
$32,647
Stakeholder Focus Groups and Interviews
$13,460
$0
$13,460
Informational Brochures and Educational Materials
$9,025
$0
$9,025
Task D: Data Collection and Analysis
$92,495
$0
$92,495
Data Collection
$3,065
$0
$3,065
Data Analysis
$14,440
$0
$14,440
Housing Needs Assessment
$57,920
$0
$57,920
Existing Conditions Report
$17,070
$0
$17,070
Task E: Draft the General Plan
$217,290
$4,746
$222,036
Administrative Draft
$127,510
$456
$127,966
Draft Update
$52,260
$1,884
$54,144
Administrative Final Update
$21,150
$456
$21,606
Final General Plan
$16,370
$1,950
$18,320
Task F: Implementation Plan
$24,840
$0
$24,840
$24,840
$0
$24,840
$474,025
$5,651
Glendale General Plan
Price Proposal
TOTAL COSTS (Technical Staff + Expenses)
$479,676
Technical Work
Total Labor Cost
REIMBURSABLE EXPENSES
Project
Director
Project
Manager
Deputy
Project
Manager
Senior
Advisor
Senior
Task Lead
Senior
Planning
Support
Planning
Support
GIS
Analyst
Graphics
Support
Admin
Hours
Labor Cost
ODC and
Printing
Travel
Subtotal
Wilson &
Company
DIG Studio
Elliott D.
Pollack &
Company
Bergin, Frakes,
Smalley, &
Oberholtzer
Total Sub
Labor
Hours
Total Sub Labor
Cost
TOTAL LABOR
HOURS
TOTAL LABOR
COST
TOTAL ODC AND
PRINTING
TOTAL TRAVEL
TOTAL
REIMBURSABLES
COST
Total Cost by
Task
Task A: Contract Kickoff
3
12
12
5
2
2
18
4
5
0
63
$11,410
$0
$0
$11,410
0
0
0
0
$0
$0
63
$11,410
$0
$0
$0
$11,410
Project Kick-off
1
4
4
1
6
1
17
$3,070
$0
$0
$3,070
0
$0
17
$3,070
$0
$0
$0
$3,070
City Staff Kick-off
2
8
8
4
2
2
12
4
4
46
$8,340
$0
$0
$8,340
0
$0
46
$8,340
$0
$0
$0
$8,340
Task B: Project Management
7
28
16
11
0
14
44
4
6
14
144
$24,610
$0
$0
$24,610
0
0
0
0
$0
$0
144
$24,610
$0
$0
$0
$24,610
Project Management Plan
1
4
4
1
8
2
2
22
$3,590
$0
$0
$3,590
0
$0
22
$3,590
$0
$0
$0
$3,590
Monthly Progress Reoprts
2
12
4
2
12
4
4
40
$7,110
$0
$0
$7,110
0
$0
40
$7,110
$0
$0
$0
$7,110
Monthly Project Status Meetings
4
12
12
6
12
24
12
82
$13,910
$0
$0
$13,910
0
$0
82
$13,910
$0
$0
$0
$13,910
Task C: Public Participation and Stakeholder Engagement
24
84
68
48
16
42
172
36
100
32
622
$103,380
$650
$255
$104,285
0
0
0
0
0
$0
622
$103,380
$650
$255
$905
$104,285
Public Outreach and Education Plan
1
10
4
2
16
2
2
37
$6,135
$0
$0
$6,135
0
$0
37
$6,135
$0
$0
$0
$6,135
Project Website and Digital Engagement
2
8
4
2
4
24
8
38
4
94
$12,800
$0
$0
$12,800
0
$0
94
$12,800
$0
$0
$0
$12,800
Steering Committee Meetings
2
12
12
8
2
8
12
8
6
4
74
$13,380
$0
$39
$13,419
0
$0
74
$13,380
$0
$39
$39
$13,419
Joint Workshops with Commission and Council
6
16
12
8
2
8
24
8
6
4
94
$16,760
$0
$39
$16,799
0
$0
94
$16,760
$0
$39
$39
$16,799
Community Meetings
8
18
18
18
8
12
48
12
36
14
192
$31,820
$650
$177
$32,647
0
$0
192
$31,820
$650
$177
$827
$32,647
Stakeholder Focus Groups and Interviews
4
12
12
8
4
6
24
70
$13,460
$0
$0
$13,460
0
$0
70
$13,460
$0
$0
$0
$13,460
Informational Brochures and Educational Materials
1
8
6
2
4
24
12
4
61
$9,025
$0
$0
$9,025
0
$0
61
$9,025
$0
$0
$0
$9,025
Task D: Data Collection and Analysis
4
66
38
23
38
80
162
40
12
2
465
$78,695
$0
$0
$78,695
28
28
13
0
69
$13,800
534
$92,495
$0
$0
$0
$92,495
Data Collection
6
1
8
4
19
$3,065
$0
$0
$3,065
0
$0
19
$3,065
$0
$0
$0
$3,065
Data Analysis
12
4
8
14
20
12
70
$12,040
$0
$0
$12,040
4
4
4
12
$2,400
82
$14,440
$0
$0
$0
$14,440
Housing Needs Assessment
4
38
38
14
30
60
122
24
8
338
$57,120
$0
$0
$57,120
4
4
$800
342
$57,920
$0
$0
$0
$57,920
Existing Conditions Report
10
4
6
12
4
2
38
$6,470
$0
$0
$6,470
24
24
5
53
$10,600
91
$17,070
$0
$0
$0
$17,070
Task E: Draft the General Plan
40
92
96
38
36
62
316
112
62
32
886
$142,890
$4,746
$0
$147,636
122
122
112
16
372
$74,400
1258
$217,290
$4,746
$0
$4,746
$222,036
Administrative Draft
12
40
44
20
16
30
200
80
12
18
472
$73,110
$456
$0
$73,566
100
100
72
272
$54,400
744
$127,510
$456
$0
$456
$127,966
Draft Update
12
20
20
8
8
16
60
20
28
8
200
$32,260
$1,884
$0
$34,144
22
22
40
16
100
$20,000
300
$52,260
$1,884
$0
$1,884
$54,144
Administrative Final Update
8
16
16
6
8
8
40
4
14
4
124
$21,150
$456
$0
$21,606
0
$0
124
$21,150
$456
$0
$456
$21,606
Final General Plan
8
16
16
4
4
8
16
8
8
2
90
$16,370
$1,950
$0
$18,320
0
$0
90
$16,370
$1,950
$0
$1,950
$18,320
Task F: Implementation Plan
4
12
12
8
12
24
40
0
12
0
124
$21,640
$0
$0
$21,640
0
0
0
16
16
$3,200
140
$24,840
$0
$0
$0
$24,840
4
12
12
8
12
24
40
12
124
$21,640
$0
$0
$21,640
16
16
$3,200
140
$24,840
$0
$0
$0
$24,840
Total hours / units
82
294
242
133
104
224
752
196
197
80
2,304
150
150
125
32
457
2,761
HOURLY BILLING RATES
$275
$210
$200
$325
$235
$170
$120
$130
$110
$85
$200
$200
$200
$200
$22,550
$61,740
$48,400
$43,225
$24,440
$38,080
$90,240
$25,480
$21,670
$6,800
$382,625
$30,000
$30,000
$25,000
$6,400
$91,400
$382,625
$388,276
$474,025
$5,396
$255
$5,651
$479,676
SUBCONSULTANTS
Matrix
REIMBURSABLE EXPENSES
TOTAL COSTS (Technical Staff + Expenses)
Total Labor Cost
Labor Subtotals
Glendale General Plan
Price Proposal
Technical Work