Communications Protocol

CITY OF PHOENIX

Phoenix, Arizona

Lake Pleasant Water Treatment Plant Project
Project No. WS85350004-P

1. INTRODUCTION

The City of Phoenix (City) has established this Communications Protocol for use in connection with the competitive procurement process being undertaken by the City for the Lake Pleasant Water Treatment Plant Project (Project). The City is procuring the services for the Project in accordance with Chapter 6 of Title 34 of the Arizona Revised Statutes, and relevant provisions of the City Charter. The Project will be developed using a Design-Build-Operate (DBO) project delivery approach, which consists of a Request for Qualifications (RFQ) phase and a Request for Proposals (RFP) phase. This Communications Protocol includes five components:

2. COMMUNICATION OBJECTIVES

The City is committed to a fair and open competitive process that allows all interested parties to receive information about the procurement for the Project. This Communications Protocol is intended to maintain the integrity of the procurement process, to maximize the benefits of a fair and open competitive process and to set forth the guidelines for all permitted communications relating to the procurement. The City will work to:

All interested parties, including the respondents to the RFQ (Respondents) and the short- listed Respondents (Proposers) and any of their representatives, will be required to manage their communications in a manner consistent with this Communications Protocol. Any failure to comply with this Communications Protocol may result in the disqualification of a Respondent or Proposer from the procurement process.

3. KEY PROJECT CONTACT

The City requires that all questions, requests for information and clarifications from interested parties, Respondents and Proposers and any of their representatives be made in writing directly to the Project Manager at the following address:

Madeline Goddard, P.E.
Project Manager Phoenix Water Services Department
200 West Washington Street, 8th Floor
Phoenix, Arizona 85003-1611
Phone: (602) 534-3887
Fax: (602) 534-4795
E-mail: madeline.goddard@phoenix.gov

After the City's announcement for the submittal of qualification statements, no interested party, Respondent or Proposer, including any of their representatives, shall contact the Mayor, any City Council Member, any City official, any Selection Committee member, any employee or representative of the City or any consultant or other agent involved with this procurement other than the Project Manager. Respondents and Proposers are advised that only those communications directed through the Project Manager will be subject to the confidentiality provisions set forth in Chapter 6 of Title 34 of the Arizona Revised Statutes.

4. CONTACT WITH ELECTED OFFICIALS

The Mayor and the City Council are committed to the procurement process as the means of ensuring that the selection of a contractor for the Project is completely based on a Proposal's merit. Elected officials will be briefed by the Water Services Department as necessary and their input and direction sought at key Project milestones. Notwithstanding the provisions of Section 3 above, the City's elected officials do not mean to preclude interested parties, Respondents or Proposers, including any of their representatives, from discussing their interests in the Project with one or more members of the City Council, provided such meetings are scheduled through the Water Services Department's Project Manager in the manner described herein and in Section 3. The Water Services Department will prepare and submit the meeting notices to the Phoenix City Clerk's office. The meetings will be conducted at Phoenix City Hall, and posted as an open meeting with the City Clerk at least twenty-four (24) hours prior to the scheduled meeting. The City Clerk's posting shall include and detail the participants, the subject matter and shall invite the public and press to participate. The posting shall also be listed on the Project's Internet web site.

All interested parties, Respondents or Proposers, including any of their representatives interested in meeting with the City's elected officials, if required pursuant to Section §2- 1000 of the City Code, must register as a "lobbyist" with the City Clerk Office, 15th Floor, Phoenix City Hall, 200 West Washington Street, or by calling (602) 262-6811.

Respondents and Proposers are advised that no contacts permitted under this Section shall be made by telephone, other than to schedule a public meeting. In the event calls related to this Project are received by the Mayor, any City Council Member or their staff, they will be directed to Michael Gritzuk, P.E., Water Services Director for proper response. All requests for meetings permitted under this Section shall be made to the Project Manager via letter, facsimile, E-mail or other written method and shall be made available to the public, press and all other Respondents and Proposers.

If a Respondent or Proposer, including any of its representatives, violates this Communication Protocol with elected officials with respect to the Project, after the City's announcement for the submittal of qualification statements, the City reserves the right to reject the Respondent or Proposer.

5. CONTACT WITH THE CITY MANAGER'S OFFICE

In the event calls related to this Project are received by the City Manager's office or their staff, they will be directed to Michael Gritzuk, P.E., Water Services Director for proper response.

6. PROJECT INFORMATION ACCESSIBILITY

In order to ensure a fair and equitable distribution of information and foster a professional competitive environment for the Project, the City will develop and issue solicitation documents and other materials. These documents will provide interested parties with the information necessary to prepare responsive and responsible statement of qualifications or proposals. The City provides the following guidelines for firms wishing to acquire information on the Project.

6.1 Written Background Documentation

Written Project background documentation relating to the Project will be made available to any interested party as such information becomes available. Thereafter, listings of available materials will be provided in procurement documents and can also be located at the Project Internet web site (see below).

6.2 DBO Solicitation Related Materials

The City intends to issue the following formal procurement documents for use by Respondents and Proposers:

Only the Proposers will receive a RFP. State legislation limits the number of firms short- listed to three firms. The procedures for providing comments and requesting clarification will be addressed in the RFQ and RFP.

In addition, the City may provide some preliminary information on the anticipated overall Project schedule and milestones in advance of issuing formal procurement documents. Public notification of the availability of these materials will be posted on the Project Internet web site and/or in the Arizona Business Gazette.

6.3 Workshops and Meetings

Due to the complex nature of these solicitation documents, the City anticipates hosting one or more conferences during the RFQ and RFP procurement phases. The City may also conduct information sessions and workshops in advance of commencing the procurement process. Formal announcements and meeting notes about these sessions and conferences during the RFQ and RFP procurement phases will be posted and updated on the Project Internet web site and the Arizona Business Gazette.

6.4 Internet Web Site

The City has established a Project Internet web site, which statements will not be binding and will provide the following:

 

Last Modified on 02/12/2008 19:14:58