Hosted Pension Administration System (PAS)

Agency: City of Phoenix
State: Arizona
Type of Government: State & Local
Posted Date: Jun 28, 2019
Due Date: Aug 30, 2019
Solicitation No: RTM RFP 19-003
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Hosted Pension Administration System (PAS)

Updated: 06/25/2019 3:18 PM

Updated: 06/25/2019 3:18 PM

Solicitation Details
Solicitation/Project Number

RTM RFP 19-003


Retirement Systems

Contract Specialist/Procurement Officer

Lollita Whitfield

Pre-Offer Conference/Pre-Submittal Meeting

07/10/2019 9:00 AM

Date Due

08/30/2019 4:00 PM


920-05 - Application,Infrastructure,Hosting/Cloud Computing Services

Additional Information

The City of Phoenix Employees’ Retirement System (“COPERS” or “the Plan”) is a public pension plan covering the employees of the City of Phoenix. The purpose of the Plan is to provide secure retirement income to Plan members and eligible beneficiaries or survivors. In order to streamline activities, improve operations, reduce operating costs, and provide better service to its members, COPERS is embarking on this Pension Administration System (PAS) Project.

Associated Files

Solicitation responses must be submitted in a sealed envelope, unless otherwise specified in the Solicitation. The response must clearly identify the Company Name and Address, Solicitation Number, and the Bid Opening Date and Time.
It is the Bidder's responsibility to include the number of copies specified in the Solicitation.

NOTE: The City of Phoenix will NOT accept responses submitted after the Date and Time stated in the Solicitation, nor will the City of Phoenix accept responses submitted by fax or e-mail, unless otherwise specified in the Solicitation.

PLEASE NOTE: If you download a Solicitation, you also need to download all current addenda that may have been issued since the original document was posted.
It is the Bidder's responsibility to ensure that they have all addenda prior to submitting their offer.​

Interested Party Form

Please fill out the following information to be placed on the Interested Parties list for this Solicitation.

NOTE: The below form is NOT used to submit bids.
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Attachment Preview

Test Title

Hosted Pension Administration System (PAS)

Request for Proposals (RFP)



ACTIVITY (All times are local Phoenix time)


Issue RFP

June 28, 2019

Pre-Proposal Meeting

July 10, 2019

at 9:00am

Submittal of Written Questions

July 19, 2019

by 4:00pm

Responses to Written Questions

July 26, 2019

Proposal Submittal

August 30, 2019

by 4:00pm

Review Committee Evaluation of Proposals

September 27, 2019

Short Listing and Consultant Interviews / Demonstrations

October 14 - 18, 2019

COPERS Award Recommendation to Board

November 7, 2019

Submit proposals and requests for alternate formats to:

Lollita Whitfield, Project Manager

City of Phoenix Employees’ Retirement System
200 W. Washington Street, 10th Floor
Phoenix, Arizona 85003-1611
Telephone: (602) 262-1877


This RFP does not commit COPERS to award any agreement.

All dates subject to change.

Please read before continuing to the offer document.


Check off each of the following as the necessary action is completed.

◊ All forms have been completed and signed, including Solicitation Disclosure form.

◊ All Submittals are included.

◊ Reviewed and verified prices offered.

◊ Checked price extensions and totals.

◊ Included any required drawings or descriptive literature.

◊ If required, checked and included the amount of the offer surety.

◊ Reviewed the insurance requirements, if any, to assure compliance.

◊ Included the specified number of copies of the offer as indicated in Submittal section.

◊ Included signed addenda, if any.

◊ Addressed the mailing envelope to Lollita Whitfield, Project Manager on the solicitation front page, at the address listed.

◊ The mailing envelope clearly shows your company name and address, the solicitation number, and the offer opening date.

◊ Mailed the response in time – COPERS must receive offers no later than the date and time indicated in the Schedule of Events or addenda.



The City of Phoenix Employees’ Retirement System (“COPERS” or “the Plan”) is a public pension plan covering the employees of the City of Phoenix. The purpose of the Plan is to provide secure retirement income to Plan members and eligible beneficiaries or survivors. In order to streamline activities, improve operations, reduce operating costs, and provide better service to its members, COPERS is embarking on this Pension Administration System (PAS) Project.

Some overall business objectives are broken down into three areas: COPERS, City of Phoenix, Members and Annuitants and we expect the PAS project to address these objectives:


• Gain staff input and support for a large technology project

• Simplify business processes to better support all aspects of COPERS business to better support the member with timely and accurate information

• Modernize to new technology (i.e., internet browser-based solution)

• Add a web-based architecture for ease of deployment and a better user experience

• Minimize manual calculations to only those that are the exception

• Integrate document imaging and electronic document processing with PAS; inclusive of a backfile conversion effort of our paper records

• Documented procedures and training manuals

• Improved system performance and database processing

• Improved reporting capabilities with real-time data updates

• Enhanced contact management capabilities within the PAS, including scheduling, calls and correspondence

• Securely address record retention requirements and data maintenance within the system

For City of Phoenix

• Simplify reporting processes

• Create consistent reporting rules to reduce impact to employer

• Improve response time on questions to support employer inquiries

For Members and Annuitants

• Make benefit estimates more accessible

• Simplify and improve member communications

• Improve pre-retirement planning

• Provide online member access providing members with the ability to perform tasks on their own schedule

• Enhanced self-service functionality to improve access to data and improve data quality; including via a mobile device, personal information, and a retirement benefit estimator

In order to meet the business objectives above we also have the following technical objectives:

• That the system and all of its components / subsystems be fully hosted by the Offeror and/or their 3rd party hosting vendor

• The solution must provide appropriate security to allow online access for our members and annuitants

• All data from legacy systems must be consolidated and converted into a single database in the new system

• The solution must be browser based, with a well-defined maintenance plan

• The system must interface with other City of Phoenix systems including the PeopleSoft (eCHRIS) system for reporting of members’ wages, contributions, and service credit, as well as payment to annuitants, including refunds

• The solution must have adhoc reporting capabilities, or a stand-alone adhoc reporting tool that can be accessed outside of the system.

This request for proposal (RFP) requires vendors to not only propose and implement a state-of-the-art Hosted, Pension Administration System (PAS); but also provide project management services, a proven development methodology, end-user training, vendor testing, data cleansing and conversion services and transition management services. It also includes the requirements for a full Electronic Content Management System (ECMS) and a paper-to-image backfile conversion effort. A full imaging system will increase COPERS’ processing efficiency by allowing their documents to interface with the vendor’s proposed PAS and workflow solution and would also provide a solution to COPERS’ concerns of space and capacity limits in their current storage of physical records.

At this time COPERS envisions the following major project phases and that they be structured in the following sequence:

• Phase 1 Project Initiation and Start-up

• Phase 2 Hosting Setup - Infrastructure, Hardware and Software

• Phase 3 ECMS Implementation

• Phase 4 Paper Backfile Conversion

• Phase 5 Line of Business Requirements Confirmation

• Phase 6 Line of Business (LOB) Rollout

• Phase 7 Member/Retiree Self-Service Rollout

• Phase 8 Post Implementation Support / Hosting Services

• Phase 9 One (1) Year Warranty


Each Consultant must demonstrate in its proposal that it meets the minimum qualifications or its proposal will be disqualified as non-responsive.

To qualify as a Respondent, the Respondent must be able to cite three or more public sector defined benefit pension clients with similar scope as required by COPERS. At least two of those three cited referenced clients must have a project which is fully complete, (i.e., in the warranty period or later). These referenced clients must have at least 15,000 members and retirees.

The Respondent must include the projects it is using to satisfy the minimum requirements described.


Consultants are responsible for reading the agreement and submitting any questions about it in accordance with the process listed in this agreement. By submitting a proposal, each Consultant agrees it will be bound by the agreement. COPERS anticipates a five-year term. Notwithstanding the foregoing, this Agreement will terminate upon the earliest occurrence of any of the following:

• reaching the end of the term and any extensions exercised as set forth above;

• completing the services set forth in the Scope of Work (the “Services”);

• payment of the maximum compensation under this Agreement; or

• termination pursuant to the provisions of this Agreement.


Consultants are encouraged to participate via teleconference in the pre-proposal meeting at the date and time listed on page one. Please contact / register for this meeting by emailing Lollita Whitfield, Project Manager on the front page in order to obtain conference call numbers / instructions.


Contractor will provide solutions and consulting services that will be in accordance with the Scope of Work defined in Section V and as set forth in the following exhibits:

Exhibit A - Functional Requirements

Exhibit B - Technical Requirements

Exhibit C - Project Management / Service Related Requirements

Exhibit D - Backfile Conversion Scope / Requirements

Exhibit E - Listing of COPERS Forms, Letters and Reports

Exhibit F - Conflict of Interest & Solicitation Transparency Disclosure Form

Exhibit G - s1.20 Cloud Computing Standard DRAFT RS 2018-11-20

Exhibit H - Information Security Risk Assessment Questionnaire V1.3 102618

Exhibit I - Respondent Pricing Worksheets.

These exhibits, which may be supplemented with additional detail from time to time during the term of the Agreement, and that are satisfactory to COPERS.


6.1. All forms provided must be completed and submitted with your offer. The signed and completed Solicitation Disclosure form must be included or your offer may be deemed non-responsive.

6.2. It is permissible to copy Submittal forms if necessary. Erasures, interlineations, or other modifications of your offer must be initialed in original ink by the authorized person signing the offer. No offer will be altered, amended or withdrawn after the specified offer due date and time. COPERS is not responsible for Consultant’s errors or omissions.

6.3. All time periods stated as a number of days will be calendar days.

6.4. It is the responsibility of all Consultants to examine the entire solicitation and seek clarification of any requirement that may not be clear and to check all responses for accuracy before submitting an offer. Negligence in preparing an offer confers no right of withdrawal after due date and time. Consultants are strongly encouraged to:

6.5. Consider applicable laws and/or economic conditions that may affect cost, progress, performance, or furnishing of the products or services.

6.6. Study and carefully correlate Consultant’s knowledge and observations with the solicitation and other related data.

6.7. Promptly notify COPERS of all conflicts, errors, ambiguities, or discrepancies, which Consultant has discovered in or between the solicitation and such other related documents.

6.8. COPERS does not reimburse the cost of developing, presenting or providing any response to this solicitation. Offers submitted for consideration should be prepared simply and economically, providing adequate information in a straightforward and concise manner. The Consultant is responsible for all costs incurred in responding to this solicitation. All materials and documents submitted in response to this solicitation become the property of COPERS and will not be returned.


If a Consultant has exceptions based on the scope then Consultant must include a list of exceptions to the requirements of the solicitation and attachment documents, if any, stated on a separate page labeled “Exceptions Statement.” Consultant must identify the reason for the requested change, provide alternate language and provide an explanation.

It is the intent of COPERS to award a contract on a fair, competitive basis. For this reason, COPERS may view any “Exception” in response to any material conditions or requirement of the solicitation, as an attempt by the Consultant to vary the terms of the solicitation, which, in fact, may result in giving the Consultant an unfair advantage. For this reason, COPERS will, at its option, not allow exceptions to any material requirement if, in the opinion of COPERS, the exceptions alter the overall intent of the solicitation, unless the exception would be of material benefit to COPERS. Additionally COPERS may, at its option, deem any submittal non-responsive based on exceptions by the Consultant.


All questions that arise relating to this solicitation should be directed to the point of contact on the solicitation cover page.

To be considered, written inquiries must be received at the address on the cover page by the submittal time. Written inquiries may be emailed to the address on the cover page. Inquiries received will then be answered in an addendum.

No informal contact initiated by Consultants on the proposed service will be allowed with members of COPERS or City staff from date of distribution of this solicitation until after the closing date and time for the submission of offers. All questions concerning or issues related to this solicitation must be presented in writing.


COPERS will not be responsible for any oral instructions made by any employees or officers of COPERS and/or the City of Phoenix in regard to the offering instructions, plans, drawings, specifications, or contract documents. Any changes to the plans, drawings and specifications will be in the form of an addendum. The Consultant must acknowledge receipt of any/all addendum by signing and returning the addenda document with the offer submittal.


If required by law for the operation of the business or work related to this Offer, Consultant must possess all valid certifications and/or licenses as required by federal, state or local laws at the time of submittal.


By signature in the offer section of the Affidavit page, Consultant certifies:

• The submission of the offer did not involve collusion or other anti-competitive practices.

• The Consultant must not discriminate against any employee, or applicant for employment in violation of Federal or State Law. The Consultant 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, or service to a public servant in connection with the submitted offer.


Offers must be in possession at COPERS on or prior to the exact time and date indicated in the Schedule of Events on the cover page. Late offers will not be considered. The prevailing clock will be COPERS clock. Offers must be submitted in a sealed box / envelope and the following information should be noted on the outside of the envelope:

• Consultant’s Name

• Consultant’s Address (as shown on the Affidavit Page)

• Solicitation Number (RFP-19-003)

• Solicitation Title (Hosted, Pension Administration System)

All offers must be completed in ink or typewritten. Include the number of copies that are required as indicated in the Submittal section.


At any time prior to the solicitation due date and time, a Consultant (or designated representative) may withdraw the offer by submitting a request in writing and signed by a duly authorized representative. Facsimiles, telegraphic or mailgram withdrawals will not be considered. Withdrawals may not be made after the proposal due date.


Offers will be opened on the offer due date, time and location indicated in the Schedule of Events. Offers and other information received in response to the solicitation will be shown only to authorized COPERS personnel having a legitimate interest in them or persons assisting COPERS in the evaluation. Offers are not available for public inspection until after COPERS has posted the award recommendation on either the COPERS and/or the City’s website.


15.1. Consultant must have been in operation a minimum of five years. The Consultant’s normal business activity during the past five years will have been for providing complete Pension Administration Software services listed in this solicitation. (This information must be provided in The Submittal section. Years in Business and Customer Reference Listing of this solicitation.)

15.2. Upon notification of an award, the Consultant will have 30 business days to submit a complete certificate of insurance in the minimum amounts and the coverages as required in the Insurance Requirements of this solicitation. Insurance requirements are non-negotiable.

15.3. After COPERS receives and approves the certificate of insurance the Consultant will receive notice to submit a complete work schedule. The Consultant will have 30 business days to complete and submit the work schedule for each location.

15.4. Consultant is required to include in the work schedule the number of workers, for each location, they employ to complete the services as specified in scope of work If any of the above requirements are not met, the Consultant’s submittal will be deemed non-responsive and the next most responsible Consultant will receive notification initiating the pre-award qualification process.

















Unless otherwise indicated, award(s) will be made to the most responsive, responsible Consultant(s) who are regularly established in the service contained in this solicitation and who have demonstrated the ability to perform the required service in an acceptable manner.

Factors that will be considered by COPERS include:

• PAS and ECMS Solution Features and Technical Platform

• Respondent’s Qualifications

• Proposed Project Methodology, Implementation Services, Training, Workplan and Staffing

• Cost

• Reference Checks and (potential) Site Visits

Notwithstanding any other provision of this solicitation, COPERS reserves the right to: (1) waive any immaterial defect or informality; or (2) reject any or all offers or portions thereof; or (3) reissue a solicitation.

A response to a solicitation is an offer to contract with COPERS based upon the terms, conditions, and specifications contained in this solicitation. Offers do not become contracts until they are executed by COPERS. A contract has its inception in the award, eliminating a formal signing of a separate contract. For that reason, all of the terms, conditions and specifications of the procurement contract are contained in the solicitation, and in any addendum or contract amendment.


COPERS reserves the right to disqualify any Consultant on the basis of any real or apparent conflict of interest that is disclosed by the offer submitted or any other data available to COPERS. This disqualification is at the sole discretion of COPERS. Any Consultant submitting an offer herein waives any right to object now or at any future time, before anybody or agency, including but not limited to, COPERS or any court.


18.1. Commencing on the date and time a solicitation is published, potential or actual offerors or respondents (including their representatives) shall only discuss matters associated with the solicitation with members of the COPERS Board of Trustees, the Retirement Plan Administrator, any department director directly associated with the solicitation (including in each case their assigned staff, except for the designated procurement officer) at a public meeting, posted under Arizona Statutes, until the resulting contract(s) are awarded to all offers or responses are rejected and the solicitation is cancelled without any announcement by the Procurement Officer of COPERS’ intent to reissue the same or similar solicitation. As long as the solicitation is not discussed, Offerors may continue to conduct business with COPERS and discuss business that is unrelated to the solicitation with COPERS staff who is not involved in the selection process.

18.2. Offerors may discuss their proposal or the solicitation with the COPERS Board of Trustees, provided such meetings are scheduled through the Procurement Officer, and are posted as open meetings with the City Clerk at least 24 hours prior to the scheduled meetings. The City Clerk will be responsible for posting the meetings. The posted notice shall identify the participants and the subject matter, as well as invite the public to participate.

18.3. With respect to the selection of the successful Offerors, the Retirement Plan Administrator and COPERS’ staff will continue the past practice of exerting no undue influence on the process. In all solicitations of bids and proposals, any direction on the selection from the COPERS’ Plan Administrator and COPERS’ staff to the proposal review panel or selecting authority must be provided in writing to all prospective Offerors.

18.4. This policy is intended to create a level playing field for all Offerors, assure that contracts are awarded in public, and protect the integrity of the selection process. PROPOSERS THAT VIOLATE THIS POLICY SHALL BE DISQUALIFIED. After official Notice is received by COPERS for disqualification, the Proposer may follow the Protest process, unless the Solicitation is cancelled without notice of intent to re-issue.

18.5. “To discuss” means any contact by the proposer, regardless of whether COPERS responds to the contact. Offerors that violate this policy shall be disqualified until the resulting contract(s) are awarded, or all offers or responses are rejected and the solicitation is cancelled without any announcement by the Procurement Officer of COPERS’ intent to reissue the same or a similar solicitation. COPERS interprets the policy as continuing through a cancellation of a solicitation until COPERS award of the contract, as long as COPERS cancels with a statement that COPERS will rebid the solicitation.


19.1. Consultant may protest the contents of a solicitation no later than seven days before the solicitation deadline when the protest is based on an apparent alleged mistake, impropriety or defect in the solicitation. Protests filed regarding the solicitation may be addressed by an amendment to the solicitation or denied by COPERS. If denied, the opening and award will proceed unless COPERS determines that it is in COPERS’ best interests to set new deadlines, amend the solicitation, cancel or re-bid.

19.2. Therefore, unless otherwise notified by a formal amendment, the Protester must adhere to all solicitation dates and deadlines, including timely filing of an offer, regardless of filing a protest.

19.3. Consultant may protest an adverse determination issued by COPERS regarding responsibility and responsiveness, within seven days of the date the Consultant was notified of the adverse determination.

19.4. Consultant may protest an award recommendation if the Consultant can establish that it had a substantial chance of being awarded the contract and will be harmed by the recommended award. COPERS will post recommendations to award the contract(s) to a particular Consultant on the City’s website. Consultant must submit award protests within seven days after the posting of the award recommendation, with exceptions only for good cause shown, within COPERS’ full and final discretion.

19.5. All protests will be in writing, filed with the Procurement Officer identified in the solicitation, and include the following:

• Identification of the solicitation number;

• The name, address and telephone number of the protester

• A detailed statement describing the legal and factual grounds for the protest, including copies of relevant documents;

• The form of relief requested; and

• The signature of the protester or its authorized representative.

19.6. The Procurement Officer will render a written decision within a reasonable period after the protest is filed. COPERS will not request Board authorization to award the contract until the protest process is complete. All protests and appeals must be submitted in accordance with the City’s Procurement Code, (Phoenix City Code, Ch. 43), and administrative regulations and any protests or appeals not submitted within the time requirements will not be considered.


All Offers submitted in response to this invitation will become the property of COPERS and become a matter of public record available for review pursuant to Arizona State law. If a Consultant believes that a specific section of its Offer response is confidential, the Consultant will isolate the pages marked confidential in a specific and clearly labeled section of its Offer response. A Consultant may request specific information contained within its Offer is treated by the Procurement Officer as confidential provided the Consultant clearly labels the information “confidential.” To the extent necessary for the evaluation process, information marked as “confidential” will not be treated as confidential. Once the procurement file becomes available for public inspection, the Procurement Officer will not make any information identified by the Consultants as “confidential” available to the public unless necessary to support the evaluation process or if specifically requested in accordance with applicable public records law. When a public records request for such information is received, the Procurement Officer will notify a Consultant in writing of any request to view any portion of its Offer marked “confidential.” The Consultant will have the time set forth in the notice to obtain a court order enjoining such disclosure. If the Consultant does not provide the Procurement Officer with a court order enjoining release of the information during the designated time, the Procurement Officer will make the information requested available for inspection.


Late Offers must be rejected, except for good cause. If a late Offer is submitted, the Department will document the date and time of the submittal of the late Offer, keep the Offer and notify the Consultant that its Offer was disqualified for being a late Offer.


COPERS reserves the right to disqualify any Consultant who fails to provide information or data requested or who provides materially inaccurate or misleading information or data. COPERS further reserves the right to disqualify any Consultant on the basis of any real or apparent conflict of interest that is disclosed by the Consultant submitted or any other data or information available to COPERS. This disqualification is at the sole discretion of COPERS. By submission of a solicitation response, the Consultant waives any right to object now or at any future time, before any agency or body including, but not limited to, COPERS or any court as to the exercise by COPERS of such right to disqualify or as to any disqualification by reason of real or apparent conflict of interest determined by COPERS. COPERS reserves the right to replace the disqualified Consultant.

23. AWARD:

Award will be made on an “all or none” basis by group. For any group, pricing must be shown for each item(s) within their group. Submittal without individual item prices listed will be considered as non-responsive and rejected.


COPERS will use its discretion in applying the following processes to this solicitation. Any ties in scoring will be resolved with a best and final price request and the lowest price will prevail.


25.1. Offers will be reviewed for documentation of minimum qualifications, completeness, and compliance with the Solicitation requirements. COPERS reserves sole discretion to determine responsiveness and responsibility.

25.2. Responsiveness: Nonresponsive Offers will not be considered in the evaluation process. The solicitation states criteria that determine responsiveness, and the solicitation includes terms and conditions that if included or excluded from Offers (as the case may be) will render an Offer nonresponsive.

25.3. Exceptions, conditions, reservations, or understandings are presumed to be unacceptable, and an Offer that includes unacceptable exceptions, conditions, reservations, or understandings may be rejected as nonresponsive. Alternatively, COPERS in its sole discretion may instruct in writing that any Offeror remove the conditions, exceptions, reservations or understandings. If the Offeror fails to do so in writing, COPERS may determine the Offer to be nonresponsive.

25.4. Responsibility: To obtain true economy, COPERS must conduct solicitations to minimize the possibility of a subsequent default by the contractor, late deliveries, or other unsatisfactory performance that may result in additional administrative costs. It is important that the Offeror be a responsible contractor. Responsibility includes the Offeror’s integrity, skill, capacity, experience, and facilities for conducting the work to be performed.

25.5. The Procurement Officer, in consultation with legal counsel, will review each Offer to determine if the Offeror is responsible. COPERS determination as to whether an Offeror is responsible will be based on the information furnished by the Offeror, interviews (if any), any information at COPERS request, information in any best and final offer, and information received from Offeror’s references, including information about Offeror’s past history, terminations for convenience or cause, contract breach lawsuits or notices of claim and any other sources COPERS deems appropriate. Award of the Contract resulting from the Solicitation will not be made until any necessary investigation, which each Offeror agrees to permit by submitting its Offer, is made by COPERS as it deems necessary. A review of responsibility may occur up to contract award.

25.6. The Offeror’s unreasonable failure to promptly supply information in connection with an inquiry with respect to responsibility may be grounds for a determination of non-responsibility with respect to such Offeror.


During deliberations, the Evaluation Panel will reach a consensus score for each evaluation criterion except price. The Procurement Manager will score the price, which will be added to the overall consensus score. The overall consensus scores will determine the Offerors’ rankings and which Offers are within the Competitive Range, when appropriate.


COPERS may notify Offerors of Offers that COPERS determined are not in the Competitive Range.


28.1. COPERS will notify each Offeror whose Offer is in the Competitive Range or made the ‘short list’ and provide in writing any questions or requests for clarification to the Offeror. Each Offeror so notified may be interviewed by COPERS and asked to discuss answers to written or oral questions or provide clarifications to any facet of its Offer. The Offerors in the competitive range may be required to provide a demonstration of their product.

28.2. Demonstrations - Offerors in the competitive range may be invited to construct a hands-on sample or presentation of their solution at COPERS. In addition, each finalist may prepare and deliver a presentation of their proposed solution based on the script developed by the evaluation panel. The results of the surveys will be tabulated and delivered to the evaluation team for the final review and solution selection session(s).

28.3. If an Offer in the Competitive Range contains conditions, exceptions, reservations or understandings to or about any Contract or Solicitation requirement, COPERS may discuss or negotiate the conditions, exceptions, reservations or understandings during these meetings. But COPERS in its sole discretion may reject any and all conditions, exceptions, reservations and understandings, and COPERS may instruct any Offeror to remove the conditions, exceptions, reservations or understandings. If the Offeror fails to do so, COPERS may determine the Offer is nonresponsive, and COPERS may revoke its determination that the Offer is in the Competitive Range.

28.4. To the fullest extent permitted by law, COPERS will not provide any information, financial or otherwise, to any Offeror about other Offers received in response to this solicitation. During discussions with Offerors in the Competitive Range, COPERS will not give Offerors specific prices or specific financial requirements that Offerors must meet to qualify for further consideration. COPERS may state that proposed prices are too high with respect to the marketplace or otherwise unacceptable. Offerors will not be told of their relative rankings before Contract award.


29.1. A BAFO is an option available for negotiations. Each Offeror in the Competitive Range, which is determined in COPERS’s sole discretion, may be afforded the opportunity to amend its Offer and make one BAFO.

29.2. If an Offeror’s BAFO modifies its initial Offer, the modifications must be identified in the BAFO. COPERS will evaluate BAFOs based on the same requirements and criteria applicable to initial Offers. COPERS will adjust appropriately the initial scores for criteria that have been affected by Offer modifications made by a BAFO. Based on the criteria defined in the solicitation as weighted, COPERS will then perform final scoring and prepare final rankings.

29.3. The Evaluation Panel will recommend the Offer that is the best value and most advantageous to COPERS based on the evaluation criteria.

29.4. COPERS reserves the right to make an award to an Offeror whose Offer is the highest rated, best value, and most advantageous to COPERS based on the evaluation criteria, without conducting written or oral discussions with any Offeror, without negotiations, and without soliciting BAFOs.




Shall, Will, Must

Indicates a mandatory requirement. Failure to meet these mandatory requirements may result in the rejection of Offer as non-responsive.


Indicates something that is recommended but not mandatory. If the Offeror fails to provide recommended information, COPERS may, at its sole option, ask the Offeror to provide the information or evaluate the offer without the information.


Indicates something that is not mandatory but permissible.

For purposes of this solicitation, the following definitions will apply:


Arizona Revised Statute


The City of Phoenix


The individual, partnership, or corporation who, as a result of the competitive process, is awarded a contract by COPERS.

"Contract” or “Agreement"

The legal agreement executed between the COPERS and the Offeror.


City of Phoenix Employees Retirement System


Means calendar days unless otherwise specified.


Any individual or type of organization that transacts business in this state, that has a license issued by an agency in this state and employs one or more employees in this state. Employer includes this state, any political subdivision of this state and self-employed persons. In the case of an independent Offeror, employer means the independent Offeror and does not mean the person or organization that uses contract labor. (A.R.S. 23-211).


Means a response from a supplier, Offeror or service provider to a solicitation request that, if awarded, binds the supplier, Offeror or service provider to perform in accordance with the contract. Same as bid, proposal, quotation or tender.


Any Vendor, Seller or Supplier submitting a competitive offer in response to a solicitation from COPERS. Same as Bidder, Proposer or Consultant.

“Project Manager” or “Buyer” or “Procurement Officer”

COPERS staff person responsible for the solicitation. This individual has specifically been designated to act as a contact person or persons to the Offeror, and responsible for monitoring and overseeing the Offeror's performance under this contract.


Means an Invitation for Bid (IFB), Request for Proposal (RFP), Request for Quotations (RFQ), and request for sealed Offers or any other type of formal procurement which the City or COPERS makes public through advertising, mailings, or some other method of communication. It is the process by which the City or COPERS seeks information, proposals, Offers or quotes from suppliers.


Firms, entities or individuals furnishing goods or services to COPERS.

“Vendor” or “Seller”

A seller of goods or services.


2.1. APPLICABLE LAW: This Contract will be governed by the law of the State of Arizona, and suits pertaining to this Contract will be brought only in Federal or State courts in Maricopa County, State of Arizona.

2.2. CONTRACT ORDER OF PRECEDENCE: In the event of a conflict in the provisions of the Contract, as accepted by COPERS they may be amended, the following will prevail in the order set forth below:

1. Special terms and conditions

2. Standard terms and conditions

3. Amendments

4. Statement or scope of work

5. Specifications

6. Attachments

7. Submittals

8. Exhibits

9. Instructions to Offerors

10. Other documents referenced or included in the Invitation for Offer

2.3. ORGANIZATION: EMPLOYMENT DISCLAIMER: The Agreement resulting hereunder is not intended to constitute, create, give rise to or otherwise recognize a joint venture agreement or relationship, partnership or formal business organization of any kind, and the rights and obligations of the parties will be only those expressly set forth in the agreement. The parties agree that no persons supplied by the Contractor in the performance of Contractor’s obligations under the agreement are considered to be City’s or COPERS employees and that no rights of City civil service, retirement or personnel rules accrue to such persons. The Contractor will have total responsibility for all salaries, wage bonuses, retirement, withholdings, workmen’s compensation, occupational disease compensation, unemployment compensation, other employee benefits and all taxes and premiums appurtenant thereto concerning such persons, and will save and hold the City and COPERS harmless with respect thereto.

2.4. SEVERABILITY: The provisions of this Contract are severable to the extent that any provision or application held to be invalid will not affect any other provision or application of the contract which may remain in effect without the invalid provision or application.

2.5. NON-WAIVER OF LIABILITY: The City of Phoenix and COPERS as public entities supported by tax monies, in execution of its public trust, cannot agree to waive any lawful or legitimate right to recover monies lawfully due it. Therefore, any Contractor agrees that it will not insist upon or demand any statement whereby the City or COPERS agree to limit in advance or waive any right the City or COPERS might have to recover actual lawful damages in any court of law under applicable Arizona law.

2.6. PAROL EVIDENCE: This Agreement is intended by the parties as a final expression of their agreement and is intended also as a complete and exclusive statement of the terms of this agreement. No course of prior dealings between the parties and no usage in the trade will be relevant to supplement or explain any term used in this Contract. Acceptance or acquiescence in a course of performance rendered under this contract will not be relevant to determine the meaning of this Contract even though the accepting or acquiescing party has knowledge of the nature of the performance and opportunity to object.


3.1. RECORDS: All books, accounts, reports, files and other records relating to the contract will be subject at all reasonable times to inspection and audit by the City or COPERS for three years after completion of the contract. Such records will be produced at a City of Phoenix office as designated by the City or COPERS.

3.2. DISCRIMINATION PROHIBITED: Contractor agrees to abide by the provisions of the Phoenix City Code Chapter 18, Article V as amended.

3.2.1. Any Contractor, in performing under this contract, will not discriminate against any worker, employee or applicant, or any member of the public, because of race, color, religion, sex, national origin, age or disability nor otherwise commit an unfair employment practice. The supplier and/or lessee will take action to ensure that applicants are employed, and employees are dealt with during employment without regard to their race, color, religion, sex, or national origin, age or disability and adhere to a policy to pay equal compensation to men and women who perform jobs that require substantially equal skill, effort and responsibility, and that are performed within the same establishment under similar working conditions. Such action will include but not be limited to the following: Employment, promotion, demotion or transfer, recruitment or recruitment advertising, layoff or termination; rates of pay or other forms of compensation; and selection for training; including apprenticeship. The supplier further agrees that this clause will be incorporated in all subcontracts with all labor organizations furnishing skilled, unskilled and union labor, or who may perform any such labor or services in connection with this contract. Contractor further agrees that this clause will be incorporated in all subcontracts, job- Contractor agreements or subleases of this agreement entered into by supplier/lessee.


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