Active SLED Opportunity · ARIZONA · CITY OF PHOENIX
AI Summary
The City of Phoenix seeks proposals for fully insured vision benefits under a five-year contract starting January 1, 2028. The RFP includes detailed submission requirements, evaluation criteria, and a pre-proposal meeting. Contact Bruna Lopez for more information.
The City of Phoenix invites sealed offers for fully insured vision benefits for a five-year contract commencing on or about January 1, 2028, in accordance with the specifications and provisions contained herein or the “Effective Date” which is upon award by City Council, conditioned upon signature and recording by the City Clerk’s department, as required by the Phoenix City Code, whichever is later.
This solicitation is available through the City’s Procurement Portal. For technical support issues related to the City's Procurement Portal, Offeror may use the support bubble on the bottom right, or email procurement-support@opengov.com for any assistance. For other issues related to this solicitation please contact the procurement officer listed under Contact Information.
Notwithstanding the foregoing, this Agreement will terminate upon the earliest occurrence: by reaching the end of the term including any extensions exercised, or termination pursuant to the provisions of this Agreement.
Evaluation of Method of Approach will be based on the Offeror’s demonstrated ability to meet the City’s project requirements, project implementation and the project schedule which demonstrates the ability to begin work quickly and ensure all Services will begin by January 1, 2028. In addition, Offeror's answers to the Vision Questionnaire, listed in 'Section 3. Submittals, Subsection 3.2. Vendor Questionnaire, Item No. 5' will be considered in evaluating this criterion.
Provide the required documentation to demonstrate the firm’s compliance to the requirements outlined in this section. Evaluation of Qualifications, Experience and References will be based on the Offeror’s demonstrated qualifications and experience in successfully completing similar projects to the satisfaction of their customers. Offeror must provide a narrative for each requirement and complete the Attachments with corresponding information applicable to this section. Offeror is encouraged to provide supplemental documentation (if applicable) to their narrative responses, provided that the information supplements clearly and concisely the response to the specific requirement. In addition, Offeror's answers to the Vision Questionnaire, listed in 'Section 3. Submittals, Subsection 3.2. Vendor Questionnaire, Item No. 6' will be considered in evaluating this criterion.
The City, in collaboration with their hired consultant for this project, will review and evaluate responses to Attachment 3 – Financial Worksheet (Fee Schedule) in the Submittals section. Scoring will be based on the City's evaluation, supported by the consultant's expertise.
______% - 30 days or 0% – 45 days
If none is specified, the City will default to 0% - net 45 days.
The cover letter shall provide a brief overview of the firm’s history. Describe your organization, including such information as when it was organized, when it began operations, provide a description of all of the services provided by your firm and how many consecutive years the Offeror has been providing Vision Plan Coverage Services as described in this Solicitation.
Provide “an overview” of the services offered in your proposal. The detailed description of the offerings shall be included below, in Item No. 5 Method of Approach of this section.
Evaluation of Method of Approach will be based on the Offeror’s demonstrated ability to meet the City’s project requirements, project implementation and the project schedule which demonstrates the ability to begin work quickly and ensure all Services will begin by January 1, 2028.
Narrative of City’s project requirements and Offerings:
Provide the required documentation to demonstrate the firm’s compliance to the requirements outlined in this section. Evaluation of Qualifications, Experience and References will be based on the Offeror’s demonstrated qualifications and experience in successfully completing similar projects to the satisfaction of their customers. Offeror must provide a narrative for each requirement, provided that the information supplements with a clear and concise response to the specific requirement.
Firm Experience & Qualifications Narrative
1. Describe your firm’s overall your experience providing Fully Insured Vision Benefits to other clients of similar scope and comparable to the City of Phoenix.
2. The Offeror must be lawfully authorized to conduct business in Arizona or must have no impediments to conducting business in Arizona.
3. Describe your firm’s resources available for this project.
4. Demonstrate Offeror’s capabilities, experience and expertise on how you propose to manage the Fully Insured Vision Benefits for the City in accordance with the scope of work requirements.
5. Demonstrate that your firm is HIPAA certified and that protected health information is handled appropriately through the term of the Agreement.
Provide up to a one-page resume for each proposed key personnel (includes all positions identified in the Organizational chart) which will be providing Services covered in the scope of this Solicitation. Refer to Exhibit A – Scope of Work, paragraph 8 Account Management Team, for a listing of the minimum positions identified by the City for the Account Management Team.
Resumes shall reflect relevant experience and qualifications for the Services as outlined in this Solicitation. For each Key Personnel identified, provide the following:
Provide an Organizational chart of the team(s) who will be working on the City’s account. Please identify key personnel by name, title, location and contract role(s). For each proposed team member, include proposed staffing for the City (role, % dedication or number of FTEs who will be designated to the City’s account, and start and end date) that you believe will be necessary to support each project team’s work for each of the following:
Provide a detailed description of the Project Implementation Plan to include a pre and post Implementation Plan. Describe all critical milestones and any and all proposed training plan. Clearly describe how you will ensure Services will begin timely for Plan Year effective January 1, 2028.
Please download the below documents, complete, and upload in pdf and excel formats.
Please download the below documents, complete, and upload.
Please download the below documents, complete, and upload.
Please download the below documents, complete, and upload.
Please download the below documents, complete, sign, and upload.
Failure to submit a signed Certification Regarding Debarment, Suspension, and Other Ineligibility and Voluntary Exclusion will deem your offer non-responsive and result in disqualification from further consideration.
Please download the below documents, complete, sign, and upload.
Failure to submit a signed Conflict of Interest and Transparency form will deem your offer non-responsive and result in disqualification from further consideration.
Please provide a full contact name, telephone number, alternate contact, and their phone number.
Please download the below documents, complete, sign, and upload.
Failure to submit a signed Offer Page will deem your offer non-responsive and result in disqualification from further consideration.
Please download the below documents, complete, and upload.
Please download the below documents, complete, sign, and upload.
Failure to submit the signed FTA - Federal Certifications may deem your offer non-responsive and result in disqualification from further consideration.
Please download the below documents, complete, sign, and upload.
Failure to submit a signed Sensitive Security Information Acknowledgement Form may deem your offer non-responsive and result in disqualification from further consideration
Submit a letter from a licensed bonding or insurance agency stating that the Offeror can qualify for and procure the performance bond and/or payment surety in accordance with RFP Section 1, Paragraph 1.6.19 Statement of Bonding Ability.
Confirm that your entity agrees to execute the Business Associate Agreement (BAA)
This version of your offer will be used in case of a public records request. The City of Phoenix complies with Arizona Public Record Law and the redacted version will be made available if requested.
This section only applies if the Offeror identifies some of the Offeror’s information as Confidential and/or Proprietary. All documents which the Offeror identifies as Confidential and/or Proprietary should be included in this section. Please do not identify every page as Confidential and/or Proprietary.
Failure to submit all required signed documents may deem our offer non-responsive and result in disqualification from further consideration.
Select from one of the following Department Names to insert department-specific provisions and/or attachments.
Enter the description of the procurement here in lowercase.
Enter the contract term in lowercase.
Examples:
five-year contract (strongly recommended)
three-year term, with two option years
one-time purchase
Enter the contract start date (on or about).
Example: March 1, 2023
Selecting "Yes" will insert the Delivery provision into the Instructions section.
Delivery
Delivery is an important consideration and will be a factor in determining the award. A delivery time after receipt of order (ARO) must be stated in definite terms. Should there be variations in delivery times by item, the submittal should be clear concerning these variations.
Selecting "Yes" will insert the Pre-Award Qualifications provision into the Instructions section.
Enter the number of years an Offeror must have been in operation.
Selecting "Yes" will insert the Site Inspection provision into the Instructions section.
By responding "Yes", the provision "Contractor Requirements for the Mitigation of Heat-Related Illnesses and Injuries in the Workplace" will populate in Standard Terms and Conditions.
Select if appropriate.
Discuss with your supervisor and attorney the standard bonds for your scope. It may depend on the cost and type of project as to whether bonds are advisable.
Enter the Performance Bond percentage or dollar amount.
Example: 10% or $1,000.00
Enter the Solicitation Bond percentage.
Example: 10%
Enter the number of days the Payment Bond is required after notice award.
Example: 7
Enter the number of days the City will retain a surety if submitted in a form other than a bond.
Example: 7
This is a list of the Special Terms and Conditions sections available to add to a document. Select all that are applicable.
Please review the selected subsections in detail to ensure that they are relevant to this document. Several areas have options which are dependent on the scope.
Allow adequate time for an attorney to address potential legal issues, of any, including redlines if you wish to change or insert any language.
Select the option(s) appropriate for this document.
Enter the destination address(es) where delivery should be made.
Example: 251 W Washington St, Flr 8, Phoenix, AZ 85003
Enter the delivery timeframe (hours range).
Example: between the hours of 8:00 a.m. and 2:00 p.m.
Enter the delivery contact's phone number.
Example: (602) 555-1234
Select the option(s) appropriate for this document.
Enter the fixed price term (years, months, or days) in lowercase.
Example: one-year, or six-months, or ninety-days
Enter the number of copies of a revised price list that will be required to be submitted with a price adjustment request.
Capitalize the first letter of the first word.
Example: One
If this is not a requirement, this question may be skipped by typing N/A.
Options should be applicable to most agreements. Select as appropriate.
Please review the selected subsections in detail to ensure that they are relevant to this solicitation. Several areas have options which are dependent on the scope.
Allow adequate time for an attorney to address potential legal issues, of any, including redlines if you wish to change or insert any language.
Enter the frequency of payment in lowercase.
Example: one-year, or six-months, or ninety-days
If this is not a requirement, this question may be skipped by typing N/A.
Please enter the date that delivery is required by.
Example: March 1, 2022.
If this is not a requirement, this question may be skipped by typing N/A.
Select as appropriate.
Please review the selected subsections in detail to ensure that they are relevant to this document. Several areas have options which are dependent on the scope.
Allow adequate time for an attorney to address potential legal issues, of any, including redlines if you wish to change or insert any language.
Enter the dollar amount of the liquidated damages to be collected.
Note: Consult with your Procurement Manager and the Department to determine the appropriate amount.
Example: $50.00
If this is not a requirement, this question may be skipped by typing N/A.
Enter the frequency with which the Contractor should submit procurement reports.
Example: monthly, quarterly, yearly
If this is not a requirement, this question may be skipped by typing N/A.
Enter the day of the month that procurement reports are due from the Contractor.
Example: 15th
If this is not a requirement, this question may be skipped by typing N/A.
Enter the reasonable number of hours or days (in lowercase) within which a Contractor should respond. If you are unsure, please consult with the Department.
Example: four hours or one business day
If this is not a requirement, this question may be skipped by typing N/A.
Enter the minimum period of years (in lowercase) from the date of acceptance by the City that a Contractor's warranty should be fully guaranteed.
Example: two
If this is not a requirement, this question may be skipped by typing N/A.
Select as appropriate.
Please review the selected subsections in detail to ensure that they are relevant to this document. Several areas have options which are dependent on the scope.
Allow adequate time for an attorney to address potential legal issues, of any, including redlines if you wish to change or insert any language.
Enter the property address(es) where equipment shall be installed.
If this is not a requirement, this question may be skipped by typing N/A.
Enter the required duration in hours/days (in lowercase) of onsite training to be provided by the Contractor.
Example: eight hours
If this is not a requirement, this question may be skipped by typing N/A.
Enter the minimum number of staff / City personnel to be trained (in lowercase) to assure proper operation and utilization of the equipment.
Example: three
If this is not a requirement, this question may be skipped by typing N/A.
Select as appropriate.
Please review the selected subsections in detail to ensure that they are relevant to this document. Several areas have options which are dependent on the scope.
Allow adequate time for an attorney to address potential legal issues, of any, including redlines if you wish to change or insert any language.
Select as appropriate.
Please review the selected subsections in detail to ensure that they are relevant to this document. Several areas have options which are dependent on the scope.
Allow adequate time for an attorney to address potential legal issues, of any, including redlines if you wish to change or insert any language.
Select as appropriate.
Please review the selected subsections in detail to ensure that they are relevant to this document. Several areas have options which are dependent on the scope.
Allow adequate time for an attorney to address potential legal issues, of any, including redlines if you wish to change or insert any language.
Enter the current warranty hourly labor reimbursement rate.
Example: $70.00
If this is not a requirement, this question may be skipped by typing N/A.
Enter the minimum of years, hours, and miles that vehicles supplied shall be fully warranted by the manufacturer against mechanical and electrical defects.
Example: three years, 200 hours, and 36,000 miles
If this is not a requirement, this question may be skipped by typing N/A.
Select as appropriate.
Please review the selected subsections in detail to ensure that they are relevant to this document. Several areas have options which are dependent on the scope.
Allow adequate time for an attorney to address potential legal issues, of any, including redlines if you wish to change or insert any language.
LAW DEPARTMENT APPROVED INDEMNIFICATION LANGUAGE
(Revised August 2020)
If applicable, Environmental Services Contracts and Technology Software/Hardware Contracts selections shall be used in addition to the appropriate Indemnification clause.
Choose the best and most comprehensive option based on the contract type.
If additional insurance policies are required or if you have questions as to whether additional insurance policies are required, please consult with Finance Risk Management and the Law Department.
Verify the selected options in detail to ensure that they are relevant to this document. If you are unsure, please consult Finance Risk Management.
Verify the selected options in detail to ensure that they are relevant to this document. If you are unsure, please consult Finance Risk Management.
Verify the selected options in detail to ensure that they are relevant to this document. If you are unsure, please consult Finance Risk Management.
Enter the Crime Insurance (or Fidelity Bond) amount.
Example: $250,000
If this is not a requirement, this question may be skipped.
Verify the selected options in detail to ensure that they are relevant to this document. If you are unsure, please consult Finance Risk Management.
Verify the selected options in detail to ensure that they are relevant to this document. If you are unsure, please consult Finance Risk Management.
Verify the selected options in detail to ensure that they are relevant to this document. If you are unsure, please consult Finance Risk Management.
Verify the selected options in detail to ensure that they are relevant to this document. If you are unsure, please consult Finance Risk Management.
Please enter the mailing and/or email address that insurance-related communications/documents should be sent.
Example: City of Phoenix Finance Department, Procurement Division, 251 W Washington Street, Phoenix, AZ 85003 OR procurement@phoenix.gov
Includes Punchout Catalog Integration clause in the Special Terms and Conditions section
Enter the number of calendar days from the opening date that an offer will remain in effect.
Example: 180
Enter the date prior to which additional quantities may be requested from the Contractor.
Example: May 25, 2025
SLED stands for State, Local, and Education. These are solicitations issued by state governments, counties, cities, school districts, utilities, and higher education institutions — as opposed to federal agencies.
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