CITY OF AVONDALE
REQUEST FOR PROPOSALS
SOLICITATION INFORMATION AND SELECTION SCHEDULE
Citywide Towing Services
April 25, 2018
April 25 and May 2, 2018 - SW Valley Publication
April 26, 2018 – Arizona Business Gazette
May 9, 2018
11:00 a.m. (local time, Phoenix, Arizona)
Avondale City Hall
11465 West Civic Center Drive
Avondale, Arizona 85323
Final Date for Inquiries:
May 14, 2018
Proposal Due Date and Time:
May 24, 2018
3:00 p.m. (local time, Phoenix, Arizona)
Shortlist Announced for Oral Interviews: May 30, 2018
Oral Interviews/Facility Evaluation:
June 5, 2018
Target City Council Award Date:
July 16, 2018
Anticipated Agreement Start Date:
August 1, 2018
* In the event that a Vendor cannot be selected based solely on Proposals submitted,
Oral Interviews may be conducted at the City’s sole discretion.
** The City of Avondale reserves the right to amend the solicitation schedule as
TABLE OF CONTENTS
I. RFP Process, Award of Agreement
II. Proposal Format; Scoring
III. Oral Interviews/Facility Evaluation; Scoring
IV. Vendor Information Form
Sample Professional Services Agreement
CITY OF AVONDALE
CITY OF AVONDALE
PART I. RFP PROCESS; AWARD OF AGREEMENT
1.1 Purpose; Scope of Work. The City of Avondale (the “City”) is issuing this
Request For Proposals (this “RFP”) seeking proposals (“Proposals”) from qualified, licensed
firms (“Vendors”) interested in providing professional services consisting of (i) motor vehicle
towing and roadside assistance (the “Towing Services”) and (ii) storage of motor vehicles (the
“Storage Services”). The Towing Services and Storage Services are collectively referred to
herein as the “Services” and are more particularly described in the Scope of Work attached to the
sample Professional Services Agreement as Exhibit B, and incorporated herein by reference. In
accordance with the City’s Procurement Code, the City will accept sealed Proposals for the
Services specified in the Scope of Work.
A. The City is seeking to establish a non-exclusive Agreement for the
Services which may include, but are not limited to, towing and storage of vehicles involved in
accidents, improperly parked vehicles, vehicles that obstruct or impede the flow of traffic or
obstruct emergency lanes, walkways and handicapped parking spaces, police impound,
including, without limitation thereto, towing mandated by ARIZ. REV. STAT. § 28-3511 and
seizure of evidence. The Services may also include towing and storage of commercial trucks,
vans or other heavy vehicles.
B. The selected Vendor must have sufficient equipment and personnel to
respond to the City’s calls for Services 24 hours per day, in accordance with the response times
indicated in the Scope of Work. It is estimated that approximately 63% of all requests for
Towing Services will occur during the night or weekend hours and 37% will occur during
daylight hours. It is also estimated that 95% of the vehicles towed will have a gross vehicle
weight (“GVW”) of 8,000 pounds or less and the remaining 5% will in excess of 8,000, but less
than 18,000 pounds. Actual experience may vary from these figures and the City does not
guarantee that a minimum number of tows will occur or that they will occur in any ratio when
comparing one time versus another.
C. The selected Vendor must have at least one storage facility (or shall have
prior to award of an Agreement) that meets the requirements specified in the Scope of Work (the
“Storage Facility”). The Storage Facility must be appropriately zoned and located no further
than ten miles driving distance from Avondale City Hall. (Note: Driving distance will be
calculated using an online map program like MapQuest.)
D. Proposals submitted with the intention to subcontract with another towing
company will only be considered if (1) Vendor subcontracts with only one firm, (2) Vendor
identifies that subcontractor in its proposal, (3) Vendor’s selected subcontractor is not listed by
any other Vendor(s) responding to the RFP, (4) Vendor’s selected subcontractor has not
submitted a separate response to the RFP and (5) all subcontractor’s drivers are employees (not
independent contractors) and each driver is (a) individually identified in Vendor’s Proposal
and (b) individually listed in the certificate of insurance covered by the subcontractor’s general
liability and vehicle insurance policies. If Vendor submits a Proposal as a joint venture, the joint
venture agreement is not considered to be a contractor/subcontractor arrangement.
CITY OF AVONDALE
1.2 Preparation/Submission of Proposal. Vendors are invited to participate in the
competitive selection process for the Services outlined in this RFP. Responding parties shall
review their Proposal submissions to ensure the following requirements are met.
A. Irregular or Non-responsive Proposals. The City shall consider as
“irregular” or “non-responsive” and reject any Proposal not prepared and submitted in
accordance with this RFP, or any Proposal lacking sufficient information to enable the City to
make a reasonable determination of compliance to the minimum qualifications. Unauthorized
conditions, limitations, or provisions shall be cause for rejection. Proposals may be deemed non-
responsive at any time during the evaluation process if, in the sole opinion of the City Manager
or authorized designee, any of the following are true:
(1) Vendor does not meet the minimum required skill, experience or
requirements to perform or provide the Services.
(2) Vendor has a past record of failing to fully perform or fulfill
(3) Vendor cannot demonstrate financial stability.
(4) Vendor’s Proposal contains false, inaccurate or misleading
statements that, in the opinion of the City Manager or authorized designee, are intended
to mislead the City in its evaluation of the Proposal.
B. Submittal Quantities. Interested Vendors must submit one original and
four copies (five total submittals) of the Proposal. In addition, interested parties must submit
one PDF copy of the Proposal on a CD-ROM or similar electronic storage device. Failure to
adhere to the submittal quantity criteria shall result in the Proposal being considered non-
C. Required Submittal. The Proposal shall be a maximum of 15 pages to
address the Proposal criteria (excluding cover letter, resumes and the Vendor Information Form,
but including the materials necessary to address project understanding, general information,
organizational chart, photos, tables, graphs, and diagrams). Each page side (maximum 8 1/2” x
11”) with criteria information shall be counted. However, one page may be substituted with an
11” x 17” sheet of paper, folded to 8 1/2” x 11”, showing a proposed project schedule or
organizational chart and only having information on one side. Cover, back, table of contents and
tabs may be used and shall not be included in the page count, unless they include additional
project-specific information or Proposal criteria responses. The minimum allowable font for the
Proposal is 11 pt, Arial or Times New Roman. Failure to adhere to the page limit, size and font
criteria shall result in the Proposal being considered non-responsive. Each Proposal shall be
submitted with the following documents:
CITY OF AVONDALE
(1) Cover letter with an original ink signature by a person authorized
to bind the Vendor. Proposals submitted without a cover letter with an original ink
signature by a person authorized to bind the Vendor shall be considered non-responsive.
(2) Vendor Information Form, with original ink signature.
(4) Project Schedule, if required.
(5) Resumes, Licenses and Certifications (if any).
(6) Price Sheet, with an original ink signature, and the same number
of copies as described in Part I, Subsection 1.2(B) (Submittal Quantities) in a separate,
sealed envelope enclosed with the Vendor’s Proposal. Pricing shall be inclusive of all of
the Services in the Scope of Work as described in the Professional Services Agreement in
Exhibit B. A sample Price Sheet is attached to the Professional Services Agreement as
(7) Acknowledgment page, with an original ink signature, for any
D. Vendor Responsibilities. All Vendors shall (1) examine the entire RFP,
(2) seek clarification of any item or requirement that may not be clear, (3) check all responses for
accuracy before submitting a Proposal and (4) submit the entire Proposal by the Proposal Due
Date and Time. Late Proposals will not be considered. A Vendor submitting a late Proposal
shall be so notified. Negligence in preparing a Proposal shall not be good cause for withdrawal
after the Proposal Due Date and Time.
E. Sealed Submittals. All Proposals shall be sealed and clearly marked with
the RFP number and title, PD 18-105 Citywide Towing Services, on the lower left hand corner
of the mailing envelope. A return address must also appear on the outside of the sealed Proposal.
The City is not responsible for the pre-opening of, post-opening of, or the failure to open, any
Proposals not properly addressed or identified.
F. Address. All Proposals shall be directed to the following address: City
Clerk, 11465 West Civic Center Drive, Suite 200, Avondale, Arizona 85323. Proposals must be
received in the City Clerk’s office by the Proposal Due Date and Time indicated on the cover
page of this RFP. Telegraphic (facsimile), electronic (e-mail) or mailgram Proposals will not be
G. Pricing Errors. If price is a consideration and in case of error in the
extension of prices in the Proposal, the unit price shall govern. Periods of time, stated as number
of days, shall be calendar days.