Community Relations Support Services

Regional Public Transportation Authority and Valley Metro Rail, Inc., jointly and severally ("Valley Metro"), invites sealed offers for community support services for an up to five (5) years contract commencing on or about December 1, 2026. This procurement serves the Valley Metro's strategic plan by delivering stakeholder collaboration and marketing mobility solutions to expand transit availability.

Project Details

• Reference ID: 2025-RFP-071
• Department: Communications and Strategic Initiatives
• Department Head: Hillary Foose (Director, Communications and Strategic Initiatives)

Important Dates

• Questions Due: 2026-06-10T00:00:17.657Z
• Pre-Proposal Meeting: 2026-05-27T17:00:05.810Z — Webex: When it's time, join your Webex meeting here. Join from the meeting link https://valley-metro.webex.com/valley-metro/j.php?MTID=m31b69c8056f9d56c408782f896b5566c Join by meeting number Meeting number (access code): 2499 267 2356 Meeting password: PGwetN2vr77

Evaluation Criteria

• Understanding/Approach to the Scope of Services (300 pts) —
  1. Demonstrate understanding of the project scope and provide a detailed description of how Offeror will perform the tasks described in the Scope of Services and how that approach benefits Valley Metro.
  2. Describe project management and coordination procedures for both subcontractors and disciplines.
  3. Describe resources to be allocated to this Contract, delineate resources currently committed to other projects and delineate current excess capacity.
  4.  Identify the technology to be used (i.e. Artificial Intelligence (AI), Business Intelligence (BI), etc.)
  5. Provide at least one and up to three case studies for each service category for which Offeror is proposing to provide services.
     1. The case studies should directly address the category(ies) being applied for. If applying for more than one category, the case study(ies) should highlight Offeror’s experience in each category.
     2. If applying for all eight categories, at least eight cases studies, one for each category, should be submitted. Case studies must correspond to the service categories proposed.
     3. Case studies for either prime or subcontractors are permissible provided that at least one case study for the prime is submitted. For each case study, provide the following:
        1. Stakeholder name (business, resident, interest group), point of contact with title, business address and business phone.
        2. Stakeholder description (what do they do?)
        3. What was the stakeholder need at the time assistance was requested?
        4. How did you/your team approach the project?
        5. What were the final outcomes or deliverables for the project?
        6. How many hours were in the work plan?
        7. How long did the project take?
        8. Was there any deviations from the original estimate? If so, please detail each deviation.
  6. References – 3 references unrelated to the provided case studies
  7. AI products
     1. Describe your AI engine (e.g. open/closed, public/private, etc.)
     2. Describe your validation process
     3. Provide examples of products developed with the cited AI process
     4. Reports generated using AI tools that drive BI and how the use of AI supported insight into community issues.
     5. Provide a media buying fee consistent with the work within the Scope of Work.
• Organizational Capabilities and Experience (250 pts) —
  1. Offeror must demonstrate sufficient organizational capacity and relevant experience to successfully perform the services described in the Scope of Work including how that capacity addresses the requirements of the Scope of Work.
     1. Demonstrate a minimum of five (5) years of experience as a consultant.
     2. Demonstrate a minimum of 3 years of experience operating and delivering services in the areas identified in the Scope of Work.
     3. Describe experience providing bilingual (Spanish) and multicultural community engagement.
     4. Describe prior successful engagement with nonprofit and community-based organizations to support effective stakeholder outreach.
     5. Describe experience working with businesses or communities impacted by transit or long-term construction projects, including:
        1. Types of businesses or stakeholder groups served, highlighting experience working with differing stakeholder groups;
        2. Services provided to each group.
• Personnel Experience (250 pts) —
  1. Offeror must submit detailed information about all personnel, both from the prime contractor and any subcontractors, who will be assigned to Valley Metro projects.
     1. Description of qualifications for all key personnel and sub-contractor staff, including:
        1. Firm affiliation;
        2. Education;
        3. Professional licenses or certifications held or required, if any;
        4. Specialized training;
        5. Total relevant experience;
        6. Length of employment with current firm.
     2. Organizational chart showing the structure of the proposed team and reporting relationships.
     3. Resumes for all key personnel expected to be assigned to Valley Metro work (maximum 2 pages per resume).
     4. Describe the relevant project experience of key staff and sub-contractors, specifically relating to support for businesses affected by transit or long-term construction projects.
     5. Include references for staff or team performance on comparable projects.
• Pricing (200 pts) —
  1. Price Evaluation
     1. Under the Best Value evaluation and selection process, both price and total cost are part of the overall evaluation and selection process. Prices offered will be compared to Valley Metro’s Independent Cost Estimate (ICE) to determine a price fair and reasonable.
     2. Offeror’s grand total price for each category submitted will be allocated the price points identified in the evaluation criteria. Offerors with the lowest price offer will receive the maximum 200 points for each category submitted. Proposals with higher price offers shall receive a proportionately lesser amount of points using the following formula:
        Example:
        1. Offeror A: Total price is $3,000,000
           Offeror B: Total price is $3,250,000
           Offeror C: Total price is $3,500,000
  2. Total points available for Grand Total in the PRICING TAB are 200 points.
     1. 1. Offeror A: $3,000,000/ $3,000,000 x 400 = 1.000 x 200 = 200 points
           Offeror B: $3,000,000/ $3,250,000 x 400 = 0.923 x 200 = 184.6 points
           Offeror C: $3,000,000/ $3,500,000 x 400 = 0.857 x 200 = 171.4points
  3. Valley Metro reserves the right to make a selection for contract award based on the initial price offer submitted without Valley Metro requesting a Best and Final Offer (BAFO).

Submission Requirements

• Proposal Submittal (required) —

  Please upload your proposal document. The proposal document should be a detailed document describing the firm or individual's qualifications and experience responsive to the requirements of the solicitation and evaluation criteria.

  The written offer should be:

  • Typewritten for ease of evaluation
  • Include contact information for the individual(s) authorized to negotiate with Valley Metro.

  Please do not submit pricing in this section.

  Please do not submit links to Google Docs, Dropbox, or similar services. Your offer may be deemed non-responsive if it is supplied using those types of services.

• Offer Form (required) —

  Download the below document, complete, sign, and upload with response.

• Price Schedule (required) —

  Please download the below documents, complete, and upload.

• FTA Lobbying Certification (required) —

  Please download the below documents, complete, and upload.

• FTA Debarment Certification General (required) —

  Please download the below documents, complete, and upload.

• Responsibility Questionnaire (required) —

  Download the below document, complete, sign, and upload with response.

• Non-Collusion Affidavit (required) —

  Please download the below documents, complete, and upload.

• Cyber Security Contractor Obligations (required) —

  Download the below document, complete, sign, and upload with response.

• List of Proposed Subcontractors (required) —

  Please download the below documents, complete, and upload.

• Which legal entity(ies) will be contracting? (required) —

  Select the correct entity or joint that will be a part of the final contract. This selection also defines the term Agency through the documents.

• What type of solicitation will you be using? (required) —

  Select solicitation type.

• Purpose (required) —

  Enter the nature or purpose of the contract in all lowercase because it will be inserted into sentences. For example: fixed-route bus services for the East valley

• Effective Date (required) —

  Enter the desired effective date for the contract, for example: January 1, 2024

• Desired Term (required) —

  Enter the maximum term the contract could be in place if all extensions are exercised. Be sure that the term matches the term in Special Terms and Conditions. The term should be entered in all lowercase for use in the middle of sentence and it is described as an "up to" period.

  For example: five years

• Please select the forms needed:
• Will you be using the Electronic Pricing Table? (required)