PRE-SUBMITTAL MEETING - WELCOME AVIATION DEPARTMENT AVIATION ENVIRONMENTAL ON-CALL CONSULTING SERVICES - Solicitations

WELCOME
                    AVIATION DEPARTMENT
                  AVIATION ENVIRONMENTAL
                ON-CALL CONSULTING SERVICES
                  FISCAL YEARS 21/22 – 24/25
PRE-SUBMITTAL     Meeting will start at 10:05 am
MEETING
                 Please MUTE your microphone

                                                   1

PRE-SUBMITTAL MEETING

                                                                                 CITY OF PHOENIX
Aviation Environmental On-Call Consulting Services, Fiscal Years 21/22 - 24/25   REQUEST FOR
PROCUREPHX PRODUCT CATEGORY CODE: 926000000 and 925000000                        QUALIFICATIONS
RFx Number: 6000001022
                                                                                 AVIATION DEPARTMENT
January 19, 2021

WELCOME AND INTRODUCTIONS
Annette Perez, Contracts Specialist
Point of Contact for Submittals and RFQ Questions
Office of the City Engineer
annette.perez@phoenix.gov (602) 534-1423
Rebecca Godley, P.E., Superintendent - Environmental
Aviation Department
Katherine Coles, Environmental Project Controls Coordinator
Aviation Department

                                                              3

MEETING OVERVIEW
Attendance Sheet and PowerPoint will be posted on City of Phoenix’s ProcurePHX
system (RFx: 6000001022):
                     https://eprocurement.phoenix.gov/irj/portal
                                          (or)
                          https://solicitations.phoenix.gov

It is your responsibility as a RFQ holder to determine, prior to submittal, if any
Notifications have been issued.

This is your ONLY opportunity to discuss this solicitation with City staff.

                                                                                     4

AGENDA
✓   On-Call Services Overview
✓   Program Description
✓   Scope of Work/Services
       - Questions
✓   SOQ Evaluation Criteria / RFQ Overview
✓   Submittal Requirements (Page Count, Disqualifications)
✓   Important Dates: Selection Schedule
✓   Vendor Registration & ProcurePHX
✓   RFx Electronic Submittal
✓   Procurement Information
✓   Questions

                                                             5

ON-CALL SERVICES OVERVIEW
 The City of Phoenix is seeking qualified consultants to
  provide environmental on-call consulting services for the
  Aviation Department on an as-needed basis from:
                July 1, 2021 through June 30, 2025
 Up to 5 firms will be selected per Scope Category (2
  Categories)
 Qualification-Based Selection
 No guarantee of work – City makes every effort to give
  work
 Projects as they come up – on an “As needed” basis

                                                              6

PROGRAM DESCRIPTION
The environmental consultants will be responsible for providing
environmental services for Phoenix Sky Harbor International Airport,
Phoenix Deer Valley Airport, and Phoenix Goodyear Airport, and other
Aviation Department properties on an as-needed basis.

These services will be provided to the Aviation Department’s Planning &
Environmental Division. The total agreement value for each selected firm
will be $650K. Contract term will be 4 years, beginning July 1, 2021.

                                                                           7

SCOPE OF WORK/SERVICES
 Environmental services have been grouped into two Scope Categories which
  may include, but are not limited to:
 Scope Category 1 – Geosciences & Engineering
 Soil, Vapor, Drinking Water and Groundwater Sampling
 Remediation Projects
 Modeling of Soil Vapor and Groundwater Contamination
 Water Distribution Systems
 Storm Water Pollution Prevention Plans
 Spill Prevention Control & Countermeasure Plans
 Environmental Site Assessments
 Environmental Studies

                                                                             8

SCOPE OF WORK/SERVICES (CONT.)
   Scope Category 2 – Data, Compliance & Outreach
   Environmental Data & Information Support Services
   Technical and Scientific Calculations, Analysis, and Reporting
   Regulatory Compliance Programs and Research
   Environmental Permits
   Environmental Training

                                                                     9

SCOPE OF WORK/SERVICES (CONT.)
Selected consultants, depending on the scope of work, may be
expected to:
 Work nights and/or weekends
 Respond quickly to oversee clean up and reporting of spills and
  releases.
The following slides show examples of possible working conditions.

                                                                     10

11

12

13

14

15

16

17

18

QUESTIONS?

             19

SOQ EVALUATION CRITERIA
            Maximum Number of Points is 1,000
A.   Experience of the Firm (250 points)

B.   Experience of Key Personnel (250 points)

C.   Project Understanding and Approach (350 Points)

D.   Staffing Information for Key Personnel (150 Points)

                                                           20

Submit One (1) page Information Sheet: Identify
               the Scope Category(ies) for which your firm is
               submitting qualifications.

               Page Size shall be 8½ “ x11”; Font size no less
               than 10 pt.

SUBMITTAL      Each page containing resumes, evaluation
               criteria, and additional content will be counted
REQUIREMENTS   toward the maximum page limit

               Pages that have project photos, charts and/or
               graphs will be counted toward the maximum
               page limit noted above

               SOQs shall be submitted electronically

                                                                  21

15 pages permitted to address all Criteria
             (one scope category)
             20 pages permitted to address all Criteria
             (two scope categories)
             The following will NOT be counted in the
 MAXIMUM     Maximum Page Count:

PAGE COUNT   *
             *
                 Front and back covers
                 Information Sheet
             *   Table of Contents
             *   Dividers (tabs)
             Pages cannot be shared between categories

                                                          22

Failure to submit
                   electronically through the
                   ProcurePHX online portal
GROUNDS FOR        by the due date and time
DISQUALIFICATION   Violating “Contact with
                   City Employees” policy

                                             23

IMPORTANT DATES:
SOQS DUE                    JANUARY 29, 2021
SELECTION NOTIFICATION      MID-FEBRUARY, 2021
ON-CALL PROGRAM EFFECTIVE   JULY 1, 2021

                                 Selection Schedule
                                               24

VENDOR REGISTRATION              Brief overview for online
                                 registration and procurePHX
   VENDOR.SUPPORT@PHOENIX.GOV    accessibility
                  602.262.1819
                                                           25

NEW TO THE CITY OF PHOENIX?
All Firms MUST be registered in the Vendor Management
System PRIOR TO submitting a Proposal
New Firms – After registering, the City will send an e-mail with
a vendor number in approximately 2 days
NEW – Information on how to register with the City is available
at:
https://www.phoenix.gov/finance/vendorsreg

                                                                   26

ALREADY REGISTERED ON PROCUREPHX?
All Firms MUST be registered in the Vendor Management System to SUBMIT a
Proposal
If your firm is already registered with the City of Phoenix’s ProcurePHX system, visit
https://eprocurement.phoenix.gov/irj/portal to login and access the electronic
solicitation

Product Category Codes are: 926000000 and 925000000
RFx (Event) Number is: 6000001022

Note: The VENDOR NUMBER is to be included on the cover of the Statement Of
Qualifications

                                                                                         27

▪   Registration
               ▪   Login
               ▪   Viewing Solicitations
               ▪   Subscribe to Notifications
RFX OVERVIEW   ▪   Uploading SOQ
               ▪   Submitting SOQ
               ▪   Checking Response Status
               ▪   Editing Response
               ▪   Questions
                                                28

LOGIN
Log in to ProcurePHX portal:

https://eprocurement.phoenix
.gov/irj/portal

Select RFx and Auctions tab on
the top Ribbon

You will be taken to the RFx
Overview (Event) Page

                                 29

FINDING SOLICITATIONS
                        Click the Refresh Button on
                        the RFx Overview (Event)
                        Page to see the most
                        current information.
                        Find the solicitation you
                        would like to view from the
                        list, by RFx (Event) Number.
                        For this solicitation, your
                        RFx (Event) Number is:
                        6000001022

                                                  30

VIEW SELECTED SOLICITATION
1. Click the gray box next
   to the RFx (Event)
   Number you’d like to
   view. Then,

2. Click Display Event

This will open a new window
to view the selected RFx               2

If you don’t see the new window,
check your POP-UP BLOCKER.
                                   1
                                           31

WOULD YOU LIKE UPDATES ON THIS SOLICITATION?
         1
                            Update your Participation
                            Status accordingly

                            1. Click Participate. This will
                               ensure you to get email
                               notifications regarding your
                               RFx Event, i.e., Notifications,
                               New Attachments.

                            2. Review RFx Information
                               Tab for Start/Due dates/
                               Title of Solicitation

                                                         32

DO YOU WANT TO SUBMIT FOR THIS SOLICITATION?
                                    1

1. Click Create Response
2. Review Notes and
   Attachments Tab for the
   RFQ, Pre-Submittal
   Presentation, Attendance
   Sheet, and Notifications,
   etc.

                                            33

HOW TO UPLOAD YOUR SOQ
                 1. Attach SOQ by clicking Add Attachment,
                    there will be a separate pop up window
                 2. Click Browse in the pop up window to
                    navigate to the desired attachment
                    document

                                                2

                                                       34

ADDING AN ATTACHMENT
1. Once you have selected your
   document, add a Description
   and then click OK

                                 2. The Summary Tab provides a
                                    high-level overview of your RFx
                                    Response

                                 3. Under description click the blue
                                    link to double check the file that
                                    has been uploaded                  35

DOUBLE CHECK & SUBMIT
    1. Click the CHECK button to ensure no system errors
    2. Click the SUBMIT button to submit your RFx response
                        1

2

                                                             36

RFX RESPONSE SUBMITTED
    1. You will see a RFx response message that your response was submitted. No email notification will
       be sent.
    2. Confirm you have the required number of attachments listed, as outlined in the RFQ.
    3. Click Close, and return to the RFx Overview (Event) Page.

1

                                                                     2                             37

CHECKING THE RESPONSE STATUS
    1. Click Refresh on the RFx Overview (Event) Page.
    2. Locate the desired RFx (Event) Number, and scroll to the right.
    3. Your Response Status should display ‘Submitted’.
    Note: A Response Status of In Process, or Saved indicates you are still in edit mode, and
    need to complete a step(s) before the system will update your RFx response to Submitted.

2
                                                                                                38

HOW TO EDIT YOUR SUBMISSION
The RFx Overview (Event) Page is also where you can find your saved RFx response.
Locate the desired RFx (Event) Number, and scroll to the right. You will see your RFx response
number shown as a hyperlink.
1. Click on the hyperlink, a new window will pop up to allow you to edit your RFx response.

                                                                                                 39

When I submit, what • Error on page and nothing will be
               does the red
               circle mean?        submitted

             When I submit, what • Typically, a time zone error,
              does the yellow
FREQUENTLY     triangle mean?      information will still be submitted

ASKED        When I submit, what • Verify information is correct and
              does the green
QUESTIONS      square mean?        click submit

                                                                   40

PLACE THE FOLLOWING ITEMS ON THE INFORMATION SHEET:
            PROJECT TITLE
            PROJECT NUMBER
            RFX NUMBER
            FIRM NAME
THINGS TO   FIRM ADDRESS
            FIRM PHONE NUMBER
REMEMBER    VENDOR NUMBER
            NAME, TITLE, EMAIL ADDRESS, AND SIGNATURE OF CONTACT
            PERSON
            IDENTIFY THE SCOPE CATEGORY( IES) BEING SUBMITTED
            DO NOT INCLUDE ANY OTHER INFORMATION

                                                             41

PROCUREMENT INFO
 HTTPS://WWW.PHOENIX.GOV/STREETS/PROCUREMENT-OPPORTUNITIES

Current Opportunities:
   Project-specific RFQs, Notifications, Sign-in Sheets, Presentations
                 https://solicitations.phoenix.gov
Project Interviews, Bid Results, and Project Selections:
          https://solicitations.phoenix.gov/awards

The ProcurePHX online portal will be used for Solicitations
only
     https://eprocurement.phoenix.gov/irj/portal

                                                                      42

Last Day for questions is seven days before
               the SOQs are due, Friday, January 22, 2021.

               Email all questions to:
QUESTIONS      annette.perez@phoenix.gov

AFTER TODAY?   Reference RFx Number: 6000001022 in your
               email subject line

               Or Call Annette at (602) 534-1423

                                                             43

QUESTIONS

            44

THANK YOU FOR
   ATTENDING!

                45