Large Valve Repair and Replacement Job Order Contract (JOC)

1. Pre-Submittal Meeting LARGE VALVE REPAIR AND REPLACEMENT JOB ORDER CONTRACT (JOC) PROCUREPHX PRODUCT CATEGORY CODE: 912000000 RFx Number: 6000000687 FEBRUARY 22, 2019

2. Meeting Overview Sign-in sheet and PowerPoint will be posted on City of Phoenix’s ProcurePHX system (RFx: 6000000687): https://eprocurement.phoenix.gov/irj/portal (or) https://www.phoenix.gov/streets/procurement-opportunities/current-opportunities 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.

3. Welcome and Introductions City of Phoenix Representatives • Viorel D. Gheorghita, Contracts Specialist II • James Taschner, Civil Engineer III

4. AGENDA Project Background / Description Scope of Work SOQ Evaluation Criteria Submittal Requirements (Page Count, Disqualifications) Vendor Registration and ProcurePHX RFx Electronic Submittal Important Dates: Selection Schedule Questions

5. PROJECT BACKGROUND Repair and Replace Large Valves

6. PROJECT DESCRIPTION The principal work requirement of this JOC, at a minimum, the Contractor will be expected to successfully perform the following construction services, including, but not limited to: • Excavate and expose water line valves • Assess repair work needed • Prepare site for repairs • Perform a variety of repairs to the operator mechanisms • Install manholes over valve operators • backfill and compact • perform final street pavement restoration • The JOC Contractor or his subcontractor must be able to inspect faulty mechanisms and secure the appropriate materials and parts to effectively perform the repairs • In some instances, complete operator replacement may be required

7. SCOPE OF WORK The scope of work will vary with each Job Order. • Minor design services may be required for some Job Orders, however, most will be designed through consultants under a separate contract with the City. City staff may design some projects • For Job Orders that may require design services, the Contractor shall seek the services of an Arizona registered professional architect and/or engineer to prepare plans for permitting. • It is the responsibility of the Contractor to provide cost estimating, project scheduling for design, construction and/or maintenance, and obtain permits if needed from the appropriate City departments. The Contractor is also responsible for: • Knowledge of and compliance with current City of Phoenix adopted codes • All other work as it relates to this JOC, and • All work incidental to this JOC • Prior to each Job Order Agreement, a scope of work conference may be scheduled to define design and construction services required of the Contractor. • The City of Phoenix will provide construction administration, inspection, and acceptance material testing for the Job Orders.

8. SCOPE OF WORK - Continued Assumptions about Job Orders: • All sites will be in the State of Arizona. • The Contractor will furnish all necessary tools and test equipment required for the performance of its work in accordance with the scope of work. • All customer-provided documentation is obtained within a reasonable time at project start. • All customer-required approvals are provided within a reasonable and mutually agreed upon time frame. • Any work required at each site outside of this scope of work will be performed in accordance with the adjustment process.

9. STATEMENT OF QUALIFICATIONS (SOQ) SUBMITTAL REQUIREMENTS The selection of the JOC will be based on the following qualifications: • General Information – 150 points • Experience and Qualifications of the Firm – 250 points • Experience of Key Personnel – 200 points • Approach to Performing the Required Services - 300 points • Overall Evaluation of the Firm – 100 points • Reference Check – 75 points • Maximum number of points is 1,075

10. SOQ SUBMITTAL REQUIREMENTS (cont.) • Each page with criteria information will be counted • Pages that have photos, charts, and graphs will be counted toward maximum number of pages • Front and back cover, Information Sheet, Table of Contents and tab dividers will NOT be counted toward the maximum page limit, UNLESS they include information that may be considered by the selection panel • Paper Size shall be 8 ½ x 11 • Font size must not be less than 10 point

11. SOQ SUBMITTAL REQUIREMENTS (cont.) • Submit 1 complete PDF copy of the SOQ only • No Hard Copies Will Be Accepted • SOQ due: • 12:00 p.m. Noon – Phoenix Time • Friday, March 8, 2019

12. SOQ SUBMITTAL REQUIREMENTS • INFORMATION SHEET • EVALUATION CRITERIA (including project organizational chart) • ADDITIONAL CONTENT (resumes or other information) • MAXIMUM PAGES PERMITTED IS 12 PAGES • EACH JOB ORDER AGREEEMENT MUST BE SUBMITTED IN MAG OR CSI FORMAT OR AN APPROVED FORMAT BY THE WATER SERVICES DEPARTMENT

13. SOQ SUBMITTAL – INFORMATION SHEET • Project Title • Project Number • RFx Number • Firm Name • Firm Address • Firm Phone Number • Firm Vendor Number • Name, Title, Email Address, and Signature of Contact Person *DO NOT INCLUDE ANY ADDITIONAL INFORMATION

14. SOQ GROUNDS FOR DISQUALIFICATION • Failure to submit electronically through eProcurement (RFx) portal by due date and time • Violating Contact with City Employees’ Policy • PAGES EXCEEDING THE SPECIFIED MAXIMUM PAGE LIMIT WILL BE REMOVED FROM THE SUBMITTAL AND NOT CONSIDERED IN THE EVALUATION

15. SELECTION SCHEDULE • WRITTEN QUESTIONS DUE BY 12PM March 4, 2019 • CITY POSTS RESPONSES March 6, 2019 • SOQs DUE 12:00 PM PHOENIX TIME March 8, 2019 • SCOPE MEETING May, 2019

16. Vendor Registration 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 approx. 2 days NEW: Information on how to register with the City is available at: https://www.phoenix.gov/finance/vendorsreg

17. 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/portalto login and access the electronic solicitation Product Category Code is: 912000000 RFx Number is: 6000000687 The VENDOR NUMBER is to be included on the cover of the Statement Of Qualifications

18. RFx Electronic Submittals Log in to ProcurePHX portal: https://eprocurement.phoenix.gov/irj/portal Select RFx and Auctions tab on the Ribbon You will be taken to the RFx Overview (Event) Page

19. RFx Electronic Submittals Click the Refresh Button on the RFx Overview (Event) Page to see the most current information. Find the solicitation you’d like to view from the list, by RFx (Event) Number. For this solicitation, your RFx (Event) Number is: 6000000687

20. RFx Electronic Submittals 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. Click on the hyperlink, a new window will pop up to allow you to edit your RFx response.

21. RFx Electronic Submittals Click the gray box next to the RFx (Event) Number you’d like to view. Then, Click Display Event This will open a new window to view the selected RFx If you don’t see the new window, check your POP-UP BLOCKER.

22. RFx Electronic Submittals Update your Participation Status accordingly Click Participate. This will ensure you to get email notifications regarding your RFx Event, i.e. Notifications, New Attachments. Review RFx Information Tab for Start/Due dates/ Title of Solicitation

23. RFx Electronic Submittals Click Create Response Review Notes and Attachments Tab for the RFQ, Pre-Submittal Presentation, Attendance Sheet, and Notifications, etc.

24. RFx Electronic Submittals Attach SOQ by clicking Add Attachment Click Browse in the pop up window to navigate to the desired attachment document

25. RFx Electronic Submittals Once you’ve selected your document, add a Description and then click OK The Summary Tab provides a high-level overview of your RFx Response

26. RFx Electronic Submittals Click the CHECK button to ensure no system errors Click the SUBMIT button to submit your RFx response

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

28. RFx Electronic Submittals Click Refresh on the RFx Overview (Event) Page. Locate the desired RFx (Event) Number, and scroll to the right. Your Response Status should display ‘Submitted’. 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.

29. Procurement Webpagehttps://www.phoenix.gov/streets/procurement-opportunities • Current Opportunities • Project-specific RFQs, Notifications, Sign-in Sheets, Presentations • Project Interviews • Bid Results and Project Selections • Sign up for Procurement’s Weekly e-Newsletter • Submitter’s Handbook- Step-by-stepGuide to RFx Submittals The ProcurePHX online portal will be used for Professional Services Solicitations https://eprocurement.phoenix.gov/irj/portal