26-19RFQ Job Order Contracting Services Maintenance.pdf

City of Sedona, RFQ Number- 26-19RFQ

REQUEST FOR QUALIFICATIONS (“RFQ”) FOR

JOB ORDER CONTRACTING (JOC)

SERVICES FOR MAINTENANCE & UPGRADES

FOR

THE CITY OF SEDONA ARIZONA

RFQ No. 26-19RFQ

ISSUED

April 29, 2026

Submittals will be electronically accepted on Bonfire no later than 2:00 p.m. local time, Wednesday, May 20, 2026

The City requires all responses to be submitted electronically on the eProcurement system. The City of Sedona is always conscious and extremely appreciative of your time and effort in the preparing of this information. All questions or requests for interpretations must be submitted electronically via the “Public Q&A” related to this RFQ on the City’s eProcurement system at:

https://sedonaaz.bonfirehub.com/portal/?tab=openOpportunities

City of Sedona– RFQ No. 26-19RFQ Page 2 of 20

RFQ No. 26-19RFQ

TABLE OF CONTENTS

ADVERTISEMENT- REQUEST FOR QUALIFICATIONS

SECTION 1 - INTRODUCTION

1.1 BACKGROUND AND SPECIAL CONCERNS:

1.2 REFERENCE SPECIFICATIONS:

1.3. SCOPE OF WORK

1.4. SCHEDULING REQUIREMENTS

1.5. ORDERING AND JOB COMPLETION PROCESS

1.6 RESPONSE INFORMATION

1.7 SELECTION CRITERIA:

1.8 SELECTION PROCESS:

SECTION 2 - NOTICE TO RESPONDENTS

2.1 INQUIRIES AND INTERPRETATIONS:

2.2 PUBLIC RECORDS LAW:

2.3 RESPONDENT'S ACCEPTANCE OF EVALUATION METHODOLOGY:

2.4 RESPONDENT'S COMMITMENT:

2.5 RESPONDENTS ELIGIBILITY:

2.6 KEY EVENTS SCHEDULE:

2.7 INSURANCE REQUIREMENTS:

SECTION 3 - SUBMITTAL REQUIREMENTS

3.1 GENERAL INSTRUCTIONS:

3.2 PREPARATION AND SUBMITTAL INSTRUCTIONS:

3.3 PRICING:

3.4 SUBMITTAL CHECKLIST:

SECTION 4 - RESPONSE LETTER TO RFQ NO. 26-19RFQ

SECTION 5 - REFERENCES

ATTACHMENT A - 2026 GENERAL CONDITIONS

ATTACHMENT B - SAMPLE AGREEMENT FOR JOC SERVICES

City of Sedona– RFQ No. 26-19RFQ Page 3 of 20

ADVERTISEMENT- REQUEST FOR QUALIFICATIONS

City of Sedona 102 Roadrunner Drive

Sedona, AZ 86336

The City of Sedona (City) is seeking sealed Statements of Qualifications (SOQ) for Job Order Contracting (JOC) services related to the City’s maintenance and upgrades, with projects to be allocated on an as-needed basis. SOQ’s will be received by the City until 2:00 P.M. local time, May 20, 2026. At that time, SOQ’s will be publicly opened, and the names of respondents read aloud in the Finance Conference Room located at 106 Roadrunner Dr.

Details of the SOQ will not be announced at the time of the opening. Such information shall be made public after all SOQ’s are reviewed and evaluated. Evaluation criteria will include previous experience in completing projects of similar scope, references, and innovative value of proposed services to the City. The City intends to award up to five (5) contracts to the top respondents. Respondents are invited, but not required, to be present at the opening.

PROJECT: 26-19RFQ - JOB ORDER CONTRACTING SERVICES FOR MAINTENANCE &

UPGRADES

Copies of the RFQ Instructions for use in preparing SOQ may be obtained from the City’s eProcurement System at https://sedonaaz.bonfirehub.com/portal/?tab=openOpportunities.

Each SOQ shall be made on forms furnished in the Instructions to Respondents. Completed SOQs must be submitted electronically through the City’s eProcurement System at https://sedonaaz.bonfirehub.com/portal/?tab=openOpportunities until 2:00 P.M. local time, May 20, 2026 (as determined by reference to www.time.gov ref Arizona area).

Contract Documents will be posted on the City’s eProcurement website along with the RFQ.

The City of Sedona, Arizona reserves the right to reject any or all SOQ(s), and to waive or not to waive any informalities, or irregularities in the SOQ(s) received. All questions or requests for interpretation are required to be submitted in writing via the City’s eProcurement System.

FIRST ADVERTISEMENT: May 6, 2026 SECOND ADVERTISEMENT: May 13, 2026

RED ROCK NEWS

City of Sedona– RFQ No. 26-19RFQ Page 4 of 20

SECTION 1 - INTRODUCTION

1.1 BACKGROUND AND SPECIAL CONCERNS:

The purpose of this Request for Qualifications is to establish contracts with responsive/responsible contractors that provide services to be utilized by the City of Sedona (the City) on an as-needed basis.

The City reserves the right to award in whole or in part, for all services or a portion thereof where such action serves the best interest of the City.

1.2 REFERENCE SPECIFICATIONS:

Products and services provided under this contract shall comply with all applicable state, local and federal laws, statutes, ordinances and codes including the most current version of the Uniform Standard Specifications and Details for Public Works Construction sponsored and distributed by the Maricopa Association of Governments (https://azmag.gov/programs/public-works/specifications-and-details) and be in accordance with the current standards and specifications set forth by the American National Standards Institutes (ANSI – https://www.ansi.org) and the American Society for Testing Materials (ASTM – https://www.astm.org). The City’s General Conditions are hereby incorporated by reference and attached to this Request for Qualifications.

1.3. SCOPE OF WORK

The scope of work for this solicitation includes an extensive and comprehensive array of services as outlined herein.

1.3.1 Categories. The categories listed below represent the products and services needed, however this is not intended to be a fully comprehensive list. The contract will include any related products and services.

a. Existing Maintenance that may include, but is not limited to:

Asphalt repair Asphalt replacement Curb & gutter repair Curb & gutter replacement Sidewalk repair Sidewalk replacement Catch basin repair Catch basin replacement Storm drain pipe & culvert cleaning Storm drain pipe repair Storm drain pipe replacement Drainage ditch excavation/repair Sign repair Sign replacement Pavement marking replacement https://azmag.gov/programs/public-works/specifications-and-details https://azmag.gov/programs/public-works/specifications-and-details https://www.ansi.org/ https://www.astm.org/

City of Sedona– RFQ No. 26-19RFQ Page 5 of 20

b. New Installation and or Upgrades may include but is not limited to:

New parking areas Driveways Shared use paths Sidewalks Playground walkways Golf cart and bicycle paths Curb & gutter Storm drain pipe Drainage ditches Catch basins Bus/transit stops Sedona Red chip seal Paver installation

c. Related Products and Services may include but are not limited to:

Speed bumps/humps Fabric underlays Saw cutting Milling Pulverizing Rock hammering Aggregate base course Cement treatment of subgrade Lime soil stabilization Site grading Material screening/sorting/processing Manhole adjustment Water/sewage cover adjustments Survey monuments Safety bollards Concrete extruded curbs (with or without rebar) Wheel stops Ramps (handicap) Flatwork Construction surveys Traffic controls and barricades Preventative maintenance Guardrail Safety rail Headwalls/end sections Grout drainage Riprap Dry-stack rock retaining walls

City of Sedona– RFQ No. 26-19RFQ Page 6 of 20

d. Contractor Requirements

i. The Contractor shall have the licenses, tools, equipment, materials, and technical ability to provide the required services.

ii. The Contractor shall provide all labor, supervision, transportation, equipment (including personal protection equipment), tools, and all effort necessary to install, repair, maintain and remove various materials related to the contracted work. The Contractor shall also provide planning, administration, and management services necessary to provide the required services.

iii. The Contractor shall protect existing structures to prevent damage and shall restore damaged structures to their original state. Trees and existing vegetation shall be protected against unnecessary cutting, breaking or skinning of roots, skinning or bruising of bark, smothering of trees by stockpiling construction materials or excavated materials within drip line, excess foot or vehicular traffic or parking of vehicles within a drip line.

iv. Any work performed under this contract shall be compliant with manufacturer recommendations as to not void any applicable warranties.

v. Any work performed in the City right-of-way requires a Right-of-Way permit from the City. Where there is work that will interfere with the normal flow of traffic, the Contractor shall submit to the City for approval a plan for the maintenance of traffic through the construction area (Temporary Traffic Control Plan). This plan should show the type of warning signs, barricades, traffic cones, etc., and their placement, and where flagmen, if necessary, will be stationed. The Contractor shall not begin any work which will interfere with any traffic until the plans are approved.

vi. The Contractor shall remove small trees, shrubs, grass and other vegetation, improvements or obstructions as indicated in the Scope of Work for the specific project, if applicable. Removal includes digging out and off-site disposal of stumps and roots. This shall be required for all identified invasive/noxious species even if not called out in the plans.

vii. The Contractor shall remove from City’s property and legally dispose of all waste materials removed during the construction of each project. Contractor shall not dump nor put any waste into dry wells, dumpsters, or landscape areas at any time.

viii. Prior to starting any work, Contractor shall notify the City of any portion of the Scope of Work or specification that conflicts with applicable rules, regulations, statutes, ordinances, codes, and

City of Sedona– RFQ No. 26-19RFQ Page 7 of 20 standards, and offer an alternate solution. Contractor shall obtain approval from the City prior to using any alternate specifications for any work to be performed.

ix. All work shall be accomplished in a manner to match adjacent existing work in the same area where practicable. The Contractor shall not alter City’s existing facilities without prior approval from the City.

x. Upon request from the City, the Contractor shall obtain permits required for a job. The City shall reimburse Contractor for actual cost of such permits. No amount for overhead and profit will be allowed for permits.

e. Change Orders: All change orders shall be approved by the City by issuance of a PO Change Order prior to the start of work. Contractor shall keep a record at jobsite of all changes and corrections to the layouts shown in the drawings, if applicable, and record all changes and corrections on record drawings. Each sheet of the corrected set shall be stamped with “Record Drawings As-Built,” or similar notation.

Record Drawings shall include the actual location of all sub-surface utility lines encountered, and any overhead obstructions, as applicable.

f. Quality: All work performed by the Contractor shall be subject to inspection and approval by the City. Standard of quality and performance indicated in the specifications and Scope of Work shall be understood as the minimum requirements. Unless otherwise indicated in the specifications or drawings, all work shall be done in accordance with specifications and/or recommendations of the manufacturer of the product to be installed. This may include photo documentation by all parties.

g. Safety: The Contractor shall take all necessary precautions for the safety of, and shall provide all necessary protection to prevent damage, injury, or loss to the following:

All employees on the worksite and all other persons who may be affected thereby.

All the work, materials, and equipment to be incorporated therein.

The City may issue a Stop Work Order if a safety item is not addressed or if there is a near-miss/injury accident.

Other properties at the site of, adjacent thereto, including trees, shrubs, lawns, walks, pavements, roadways, structures, and utilities not designated for removal, relocation, or replacement in the course of construction.

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The Contractor shall provide and place barricades, tarps, plastic, flag tape and other safety/traffic equipment required to protect its employees, the public, surrounding areas, equipment and vehicles.

Safety Data Sheet (SDS) forms are required for compliance with OSHA safety and health standards for products including but not limited to containing asphalt, artificial asphalt, asphalt rock or bituminous rock, amesite, catalyzed asphalt, petroleum asphalt, petroleum pitch, coal tar pitch, all paints used for striping and making, whether oil or acrylic base and cement.

This information shall be supplied by the manufacturer to the Contractor and made available to the City, if requested.

1.4. SCHEDULING REQUIREMENTS

1.4.1. The Contractor shall provide a proposed schedule for each project and coordinate all service schedules with the City.

1.4.2. The Contractor shall be prepared with well-maintained equipment inventory/materials and satisfactory transportation for delivery at the work site to meet each project’s demand and delivery requirements. This includes good housekeeping practices throughout the project schedule.

1.5. ORDERING AND JOB COMPLETION PROCESS

1.5.1. Request for Service: The City will notify the Contractor of the need for maintenance related services on a project-by-project basis. The Contractor shall have the ability to create and manage numerous individual projects for order placement, billing, and reporting purposes.

1.5.2. Site Visit: Dependent upon the complexity/nature of a project, a site visit may be held by the City to allow the Contractor to inspect and observe important issues regarding the project to ensure accurate cost estimates.

1.5.3. Project Quotations: After a site review of a project, the Contractor shall submit a project price quote and proposed schedule to the City within the specified time frame. Quotes should be easily verified against the contract pricing and include the City’s project name and number.

1.5.4. Purchase Order: The City will issue a purchase order for each project upon approval of the price quotation and proposed schedule and prior to the commencement of any work. The purchase order will reference the City’s project name and number. No work shall commence until a purchase order is issued by the City.

1.5.5. Delivery and Installation: Installation shall start within seven (7) working days after material is received unless otherwise agreed upon by the City and the Contractor. Materials shall be delivered to the worksite in new, dry, unopened and well-marked containers showing the product and Contractor’s name.

City of Sedona– RFQ No. 26-19RFQ Page 9 of 20

Damaged or unlabeled materials may be rejected by the City. Materials will be delivered in sufficient quantity to allow for continuity of work. Delivery will be coordinated with the designated City’s representative. Damaged or rejected materials shall be immediately removed from the work area unless otherwise approved by the City.

1.5.6 Preconstruction Meeting: When requested by the City, the Contractor will arrange a meeting at the site with the supervisor and the City to review site conditions, security procedures, work responsibilities, loading and unloading restrictions.

1.5.7 Final Cleanup: Final cleanup shall include replacing any materials disturbed as a result of erecting or removing barricades, removal and proper disposal of all debris generated, and repair of defaced or disfigured finishes caused by work performed including any concrete structures where asphalt products have been splashed or stained by other products. Good housekeeping practices with maintained equipment shall be incorporated to minimize cleanup or spills.

1.5.8 Final Inspection: Each project will have a final inspection by the City prior to final payment. Deficiencies that the City notifies Contractor of shall be corrected by Contractor within three (3) business days unless otherwise agreed upon between the City and the Contractor. Photo documentation is expected by all parties.

1.5.9 Invoicing: After completion of contracted services for a project, the Contractor shall submit a detailed invoice to the City. The invoice shall be easily verifiable against the contract pricing schedule and shall include the City’s purchase order number, the City’s project and project manager’s names, and the job location.

1.5.10 Payment After Job Completion: Payment shall not be provided until inspection is completed, any deficiencies are corrected, and an approval signature is provided by the City’s representative. In case of non-satisfactory completion of any individual project, the City reserves the right to withhold payment as permissible by law until all deficiencies are corrected and approved by the City’s representative.

1.5.11 Progress Payments: The City may make progress payments for each milestone achieved if agreed to by the City prior to issuing the corresponding purchase order.

1.6 RESPONSE INFORMATION

Each firm is responsible for ensuring its SOQ is responsive. Only firms with relevant experience should submit.

The SOQ can contain up to ten (10) pages. Supplemental forms and requested documents (Response Letter, Reference Letters) requested under this RFQ will NOT count towards the page limit and should be included in an appendix or attachment.

Covers, a one-page maximum cover letter, table of contents, and dividers will not count

City of Sedona– RFQ No. 26-19RFQ Page 10 of 20 against the page limit, provided no additional information is included on these pages.

All pages must be 8-1/2” x 11” and must use a minimum font size of 11-point Arial (or equivalent size in other standard style fonts).

The SOQ must include the following:

• A proposed project team containing the names and associated contact information for the team and their contract responsibilities/role(s). Tasks assigned to each team member are to be developed by each respondent and should cover all major work tasks applicable to the services to be provided. Team member experience should be provided, at a minimum, for all major team task leads and include their home office location, key qualifications/certifications, and brief resume overview specific to the services being requested. All proposed team individuals must be currently employed by the respondent. Any subsequent changes to key members of the project team after selection must be approved in writing by the City prior to any further projects being awarded.

• Information showing the Contractor’s experience with similar projects as identified in this RFQ for each applicable category in the last five (5) years; similar project-related experience of the task leaders in the last five (5) years; and other pertinent information. For each similar project referenced, identify either the project manager’s or the task leader’s specific role(s) and work contributed. Contact information (name, organization, title, phone number, and email address) for at least three (3) professional references from public sector agencies from similar project experience must be provided on the supplemental reference form.

Respondents may provide additional project references within the SOQ for each representative project shown. Past project-related experience by project managers and/or other contractor personnel while at another firm are acceptable so long as it is clearly stated in the response.

• A detailed response to Subcontractor Selection Plan as described further in

Section 1.7.

• All other content provided is solely at the discretion of the respondent. It is the responsibility of the respondent to be sure that the response provides sufficient detail and clarity to evaluate the respondent’s ability to perform the services requested.

1.7 SELECTION CRITERIA:

Evaluation will occur in two phases as specified in this Section and Section 1.8.

The City will initially review SOQs from respondents. Once evaluated, a final list of no more than five (5) respondents will be invited to provide technical and price proposals. Respondents are cautioned to read this section and Section 1.8 carefully. Any technical and price proposals received during the SOQ Evaluation phase of this solicitation will be cause for the city to reject the response and disqualify the prospective respondent.

City of Sedona– RFQ No. 26-19RFQ Page 11 of 20

SOQ EVALUATION PHASE

All SOQs submitted will be evaluated by the Selection Committee. All responses will be reviewed for completeness and may be considered non-responsive if they fail to provide the requested information or adhere to the guidelines outlined in this RFQ. All responses must provide sufficient detail to evaluate the respondent’s ability to perform the services requested. The review of the SOQ will be based on the following selection criteria:

A. CONTRACTOR’S SIMILAR PROJECT EXPERIENCE AND CLIENT

SATISFACTION (40%) Past experience of Contractor on comparable contracts or projects within the past 5 years. For the purposes of this RFQ, comparable projects should include contracts/projects of similar scope to be awarded under this RFQ. For each representative project, respondent should include, at a minimum, the project location/scope, Contractor’s role, date of contract, and contract status (e.g. complete date or current status). City may verify similar project experience through reference checks.

B. EXPERIENCE OF PERSONNEL ASSIGNED TO CITY PROJECTS

(40%) For each key person identified, list their length of time with the firm and at least two comparable projects in which they have played a primary role. If a project selected for a key person is the same as one selected for the firm, provide just the project name and the role of the key person.

For other projects, provide the following:

i. Description of project

ii. Role of the person

iii. Project’s original contracted construction cost and final construction cost

iv. Construction dates

v. Project owner

vi. Reference information (two current names with telephone numbers per project)

Among the key persons identified shall at minimum be the project manager, project superintendent and the cost estimator.

C. SUBCONTRACTOR SELECTION PLAN (20%). Describe the subcontractor selection process the firm would prefer to use for this project and procedures to implement your subcontractor selection plan.

Demonstrate how your subcontractor selection plan will be based on a combination of qualifications and price and will not be based on price alone. Discuss how the plan encourages innovative initiatives to solicit participation by local, MBE, WBE, and DBE firms in the subcontractor selection. The City does not have a subcontractor selection plan.

City of Sedona– RFQ No. 26-19RFQ Page 12 of 20

PROPOSAL PHASE

Once all SOQs have been reviewed and scored by the Selection Committee, no more than five (5) respondents will be placed on the final list. Further information will be provided to the city by these finalist respondents. The selection of respondents for award recommendation will be based on the following selection criteria:

RESPONDENTS SHALL NOT PROVIDE THIS INFORMATION IN THEIR INITIAL

SOQ RESPONSE.

A. TECHNICAL PROPOSAL (30%)

1. Quality Management Plan – i.How do you inspect the work to ensure quality?

ii.How do you stay on schedule? What means and methods does your company use to ensure projects are completed according to contractual dates?

iii.Provide an example of how your company has provided value added services at little or no cost to the client on previous projects.

iv.What is your complaint and dispute resolution procedure?

v.Provide a statement of your history for submitting claims and change orders. Provide specific information, i.e., type of claim, date, reason, amount, and outcome.

vi.Provide other pertinent information that will help evaluate your firm and its quality management capabilities.

2. Safety -i.Provide an overview of your firm’s safety management plan.

ii.Provide an overview of your firm’s safety training program.

iii.Provide a letter from your firm’s insurance company stating the

Workers’ Compensation Experience Modification Rate (EMR) for the past three (3) years. The letter to be on the insurance company’s letterhead and signed by an appropriate individual employed by the insurance company.

B. COST PROPOSAL (70%) The City will provide respondents with a schedule of line items that may be used under the resulting contract. The respondent with the lowest cost shall receive all available points and all other Respondents will receive a proportional share of the points based on the proration of their cost to the lowest cost provided- (Lowest Price Proposal / Price of Proposal being Evaluated) x Maximum Price Score Possible = Points Earned.

In accordance with the Arizona Revised Statutes § 34-604, the City will first score technical proposals before opening and scoring price proposals.

The City reserves the right, without prejudice, to reject any or all submittals.

City of Sedona– RFQ No. 26-19RFQ Page 13 of 20

1.8 SELECTION PROCESS:

A. Selection Process:

1) The City has prepared this RFQ and will evaluate each respondent's experience, technical competence, capability to perform, past performance of the respondent's team and members of the team, subcontractor selection plan, and other appropriate factors submitted by the team or firm. Cost-related or price-related evaluation factors will not be used during the initial stage of this procurement process. The City shall review written responses and rank Respondents on demonstrated competence, qualifications, and responsiveness to the RFQ. The Contractor member(s) of the firm will have full responsibility for complying with all legal requirements, including obtaining and maintaining all required professional licenses, certifications, and registrations.

2) The City will develop a final list of the highest evaluated respondents consisting of the top five (5) evaluated respondents. These finalists will be invited to provide technical and price proposals to the City. The City will first score the technical proposals then review and score price proposals. After evaluation of the technical and price proposals, the City may award no more than five (5) contracts to the highest ranked respondents.

3) CONTRACTS – Multiple projects may be awarded as needed under each contract for the types of projects identified in the RFQ and for similar projects over a (3) three-year period following City Council award and execution of the Agreement for JOC Services. Contractors will be expected to execute the City’s standard Agreement for JOC Services and to comply with the requirements outlined therein (please see Attachment “B” for a sample of the City’s standard Agreement for JOC Services). Multiple Agreements for JOC Services may be awarded, each for an amount not to exceed $1,000,000 in aggregate per City fiscal year (July 1st through June 30th). Award of contract does not guarantee any minimum quantity of work or projects under the resulting contract. Respondents acknowledge that opportunities will be contingent upon the needs and budget of the City.

4) The City may request additional information regarding demonstrated competence and qualifications, the feasibility of implementing these project(s) as proposed, the ability of the respondent to meet schedules, or other factors as appropriate.

B. Upon execution of the Contract, the Contractor must show ability to provide the

City required insurance.

City of Sedona– RFQ No. 26-19RFQ Page 14 of 20

SECTION 2 - NOTICE TO RESPONDENTS

Request for Qualifications (RFQ) Notice:

RESPONDENTS ARE CAUTIONED TO READ THE INFORMATION CONTAINED

IN THIS RFQ CAREFULLY AND TO SUBMIT A COMPLETE RESPONSE TO ALL

REQUIREMENTS AND QUESTIONS AS DIRECTED.

Submittal Format:

Responses must comply with the submittal requirements set out in this RFQ.

Submittal Deadline:

The City will accept responses to this RFQ until the date and time listed in the eProcurement system, after which time all responses received will be publicly opened, and the names of the Respondents read aloud. Responses received after the submittal deadline will not be considered.

Place for Submission:

Responses shall be submitted electronically on the City’s eProcurement System at:

https://sedonaaz.bonfirehub.com/portal/?tab=openOpportunities .

First-time users should consider submitting their SOQ early to ensure receipt. It is the responsibility of each Respondent to ensure responses are submitted in a timely manner. The City shall not be obligated to reimburse any expenses incurred by any Respondents in preparing their response.

The City’s Contact:

Any questions or concerns regarding this Request for Qualifications process or procedural items shall be in writing and emailed directly to the City of Sedona contact:

Ian Coubrough, CPPB Procurement Officer

City of Sedona icoubrough@sedonaaz.gov

The City specifically requires that Respondents restrict all contact and questions regarding this RFQ to the above-mentioned individual and requires that questions or requests for interpretation be submitted via the City’s eProcurement system.

2.1 INQUIRIES AND INTERPRETATIONS:

Responses to inquiries which directly affect an interpretation or change to this RFQ shall be issued in writing by addendum and made available to all parties recorded by the City as having received a copy of the RFQ. All questions related to this RFQ must be submitted via the “Public Q&A” tab related to this project, on the City of Sedona’s eProcurement system by the time and date listed in the eProcurement system. All such addenda issued by the City prior to the last date that submittals are required to be mailto:buyersemail@mckinneytexas.org

City of Sedona– RFQ No. 26-19RFQ Page 15 of 20 received shall be considered part of the RFQ, and the Respondent shall be required to consider and acknowledge receipt of such in its response.

Only those responses to inquiries, which are made by formal written addenda, shall be binding. Oral and other interpretations or clarifications will be without legal effect and shall not be binding on the City. The Respondent must acknowledge receipt of all addenda in its response.

2.2 PUBLIC RECORDS LAW:

All SOQs and supporting materials submitted in response to this solicitation, as well as correspondence relating to this RFQ, shall become the property of the City and become a matter of public record available for review pursuant to Arizona State law. If a Respondent believes that a specific section of its proposal is confidential, the Respondent will isolate the pages marked confidential in a specific and clearly labeled section of its response. A Respondent may request specific information contained within its proposal is treated by the Procurement Officer as confidential provided the Respondent 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 Respondents 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 the Respondent in writing of any request to view any portion of its proposal marked “confidential.” The Proposer will have the time set forth in the notice to obtain a court order enjoining such disclosure. If the Respondent 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.

2.3 RESPONDENT'S ACCEPTANCE OF EVALUATION METHODOLOGY:

WAIVER OF CLAIMS: Each Respondent by submission of a response to this RFQ waives any claims it has or may have against the City and the City’s Representative(s) in this process and their respective employees, officers and elected officials, members, directors and partners, agents and representatives regarding the administration of the RFQ process, the RFQ evaluation, and the critique and selection of qualified Respondents. Submission of a qualifications statement indicates the Offeror’s and Respondent’s acceptance of the evaluation technique set out in this Request. In this regard, Respondent acknowledges that the selection process and evaluations of responses submitted constitute public information under Arizona law and Respondent waives any claim it has or may have regarding any information contained in or derived from such evaluations.

2.4 RESPONDENT'S COMMITMENT:

Respondent understands and agrees that the City has the ability to terminate its selection process at any time, and to reject any and all responses, or any and all submittals, and that the City has made no representation, written or oral, that it will award a contract for these project(s). Furthermore, Respondent recognizes and

City of Sedona– RFQ No. 26-19RFQ Page 16 of 20 understands that any cost incurred by the Respondent which arises from Respondent’s submittal of a response to this RFQ, or any subsequent submittal to the City’s future RFQ for Services, if applicable, shall be the sole responsibility of Respondent.

2.5 RESPONDENTS ELIGIBILITY:

Two firms may not respond jointly unless they have formed a joint venture. (This does not preclude a Respondent from having sub-consultants.)

Prior to issuance of an Agreement for JOC Services, Respondents are required to file all necessary documentation with the Arizona Corporation Commission (ACC) and be listed as Active and In Good Standing on the ACC website, https://ecorp.azcc.gov/, unless a valid statutory exception is asserted. Additionally, Respondents shall be licensed with the Arizona Registrar of Contractors as applicable.

2.6 KEY EVENTS SCHEDULE:

The tentative timeline established by the City for its selection process is listed under the “Important Events” section of the eProcurement system.

2.7 INSURANCE REQUIREMENTS:

The successful Respondents will be required to obtain the insurance specified in the Agreement for JOC Services (Attachment B).

https://ecorp.azcc.gov/

City of Sedona– RFQ No. 26-19RFQ Page 17 of 20

SECTION 3 - SUBMITTAL REQUIREMENTS

3.1 GENERAL INSTRUCTIONS:

A. Respondents should carefully read the information contained herein and submit a complete response to all requirements and questions, as directed.

B. Responses and any other information submitted by Respondents in response to this RFQ shall become the property of the City.

C. The City will not provide compensation to Respondents for any expenses incurred by the Respondent(s) for submittal preparation or for any demonstrations that may be made, unless otherwise expressly stated or required by law. Respondents submit qualifications and other submittal information in response to this RFQ at their own risk and expense.

D. Responses which are incomplete or qualified with conditional clauses, or alterations, or items not called for in the RFQ documents, or irregularities of any kind, are subject to disqualification by the City, at its option. The City reserves the right to waive any irregularity or informality in a response or submittal.

E. Each response should be prepared simply and economically, providing a straightforward, concise description of the Respondent’s ability to meet the requirements of this RFQ. Emphasis should be on completeness, clarity of content, responsiveness to the requirements, and an understanding of the City's needs.

F. The City makes no guarantee that an award will be made as a result of this

RFQ or any subsequent RFQ, and reserves the right to accept or reject any or all submittals, waive any formalities, irregularities, or minor technical inconsistencies, or delete any item / requirements from this RFQ or contract when deemed to be in the City's best interest. Representations made within the submittal will be binding on responding firms.

G. Failure to comply with the requirements contained in this RFQ may result in a finding that the Respondent is not qualified and is ineligible to submit a submittal in response to any subsequent RFQ.

3.2 PREPARATION AND SUBMITTAL INSTRUCTIONS:

Respondents must complete, sign and return the attached Response Letter to RFQ, Section 4, as part of their submittal. Respondent’s company official(s) authorized to execute such submittals on behalf of Respondent must sign submittals. Failure to sign and return these forms will subject your submittal to disqualification.

City of Sedona– RFQ No. 26-19RFQ Page 18 of 20

3.3 PRICING:

Initial submittals shall not include proposal of fees, pricing, or other compensation.

Pricing will be solicited from contractors qualified by the City at a later time in accordance with Section 1.8 of this RFQ.

3.4 SUBMITTAL CHECKLIST:

Respondents are instructed to complete, sign, and return the following documents as a part of their submittal. Failure to return these documents may subject your submittal to disqualification.

o Respondent’s Responses to Requested Information o Signed and Completed Response Letter to RFQ (reference Section 4) o Reference page (Section 5)

City of Sedona– RFQ No. 26-19RFQ Page 19 of 20

SECTION 4 - RESPONSE LETTER TO RFQ NO. 26-19RFQ

Ian Coubrough, CPPB Procurement Officer 102 Roadrunner Drive Sedona, Arizona 86336

Mr. Coubrough;

This response is being submitted by the undersigned, on behalf of the Respondent

The person signing this response on behalf of the Respondent represents to the City that:

1) The information provided herein is true, complete and accurate to the best of the knowledge and belief of the undersigned; and

2) Respondent has received the Addenda to this RFQ, specifically, Addenda numbered and dated ________________.

3) Respondent’s Arizona Corporation Commission Filing Number (If Applicable)

Executed this ______ day of _________________________, 2026.

RESPONDENT:

By:

Name:

Title :

Email : ______________________________

City of Sedona– RFQ No. 26-19RFQ Page 20 of 104

SECTION 5 - REFERENCES

List at least three (3) companies or governmental agencies (preferably a municipality) where the same or similar products and/or services as contained in this specification package were recently provided.

COMPANY/AGENCY NAME

Contact Person Title

Address PO Box City

State Zip e-mail

Phone Number Fax Number

COMPANY/AGENCY NAME

Contact Person Title

Address PO Box City

State Zip e-mail

Phone Number Fax Number

COMPANY/AGENCY NAME

Contact Person Title

Address PO Box City

State Zip e-mail

Phone Number Fax Number

ATTACHMENT A - 2026 GENERAL CONDITIONS

City of Sedona– RFQ No. 26-19RFQ Page 21 of 104

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General Conditions

TABLE OF CONTENTS

1. CONTENTS

2. DEFINITIONS AND TERMS

3. CONTRACTOR'S UNDERSTANDING

4. DEFECTIVE WORK

5. NOTICE AND SERVICE THEREOF

6. MATERIAL AND EQUIPMENT SPECIFIED BY NAME

7. CONTRACT BONDS AND GUARANTEES

8. INSURANCE

9. SCHEDULE OF CONSTRUCTION

10. PROGRESS MEETINGS

11. TAXES

12. ASSIGNMENTS

13. SUBCONTRACTING

14. COOPERATION AND COLLATERAL WORK

15. LINES AND GRADES

16. EXCAVATIONS, UNDERGROUND FACILITIES LOCATION, AND STORMWATER

POLLUTION PREVENTION

17. EXISTING UTILITIES, RIGHTS-OF-WAY, EASEMENTS

18. OPERATIONS, LAYDOWN YARD AND STORAGE AREAS

19. RIGHT-OF-ENTRY

20. ACCESS AND DRAINAGE

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21. SANITARY CONVENIENCES

22. CLEANUP PRACTICES

23. PLANS AND SPECIFICATIONS

24. CORRELATION OF DOCUMENTS

25. SHOP DRAWINGS, SAMPLES, AND OPERATOR'S INSTRUCTION

26. DRAWINGS SHOWING CHANGES DURING CONSTRUCTION

27. MATERIALS, EQUIPMENT, SUPPLIES, SERVICES, AND FACILITIES

28. WORKMANSHIP, MATERIALS, AND EQUIPMENT

29. QUALITY OF MATERIALS IN ABSENCE OF DETAILED SPECIFICATIONS

30. VARIATIONS FROM ESTIMATED QUANTITIES

31. PROGRESS PAYMENTS

32. PAYMENT WITHHELD

33. MEASUREMENTS

34. PAYMENT, USE OR OCCUPANCY OF WORK

35. CLOSEOUT PROCEDURE

36. FINAL PAYMENT

37. SUPERVISION BY CONTRACTOR

38. WEATHER

39. OVERTIME

40. INDEMNIFICATION

41. DEFENSE

42. ACCIDENT PREVENTION - EMERGENCY - AUTHORITY TO ACT

43. PROTECTION OF WORK

44. PROTECTION OF PROPERTY

45. PROTECTION OF PERSONS

46. POTENTIALLY DANGEROUS WORK

47. PATENTS, COPYRIGHTS, AND ROYALTIES

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48. CHANGE ORDERS FOR CHANGED OR EXTRA WORK

49. PROCEDURE FOR REQUESTING CHANGE ORDERS –EXTRA

50. PROCEDURE FOR REQUESTING CHANGE ORDERS--EXTRA TIME

51. DIFFERING SITE CONDITIONS

52. WARRANTY PERIOD

53. AUTHORITY OF ENGINEER

54. DECISIONS OF THE CITY

55. TEMPORARY SUSPENSION OF THE WORK

56. AUTHORITY AND DUTIES OF CITY‘S FIELD REPRESENTATIVE

57. CHARACTER OF WORKERS, METHODS, AND EQUIPMENT

58. WARRANTY OF COMPLIANCE WITH STATE AND FEDERAL LAW

59. QUALITY CONTROL AND TESTING

60. TERMINATION OF CONTRACT

61. TIME IS OF THE ESSENCE

62. LIQUIDATED DAMAGES

63. CITY'S REMEDIES CUMULATIVE AND NONWAIVER

64. SEVERABILITY CLAUSE, DISPUTE RESOLUTION, APPLICABLE LAW

65. POTHOLING REQUIREMENTS

66. UNMARKED UTILITY REPAIR

67. UTILITY SEPARATION

68. NOTIFICATION TO RESIDENTS & COMMUNITY RELATIONS

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GENERAL CONDITIONS

1. CONTENTS

The following Contract Provisions are general in scope and may refer to conditions, which will not be encountered in the performance of the work, included in this Contract and which are not applicable thereto. Any requirements, provisions, or other stipulation of these General Conditions, which pertain to a non-applicable condition, shall be excluded from the scope of the Contract. Where conflict appears, “Special Conditions” shall take precedence over "General Conditions". Full compensation for compliance with these General Conditions shall be considered as included in the total and various bid items of the contract and the contract time.

2. DEFINITIONS AND TERMS

When the Contract indicates that work shall be "accepted, acceptable, approve, authorized, condemned, considered necessary, contemplated, deemed necessary, designated, determined, directed, disapproved, established, given, indicated, insufficient interpreted, ordered, permitted, rejected, required, reserved, satisfactory, specified sufficient, suitable, suspended, unacceptable, unsatisfactory," it shall be understood that these expressions are followed by the words "by the City of Sedona".

Wherever the following abbreviations, terms, or pronouns are used in the specifications, plans, or other Contract Documents, the intent and meaning shall be interpreted as follows:

ABBREVIATIONS

AAN American Association of Nurserymen AAR Association of American Railroads AASHTO American Association of State Highway and Transportation Officials ACI American Concrete Institute ADOT Arizona Department of Transportation AGC Associated General Contractors of America AI Asphalt Institute AIA American Institute of Architects AISC American Institute of Steel Construction AISI American Iron and Steel Institute AITC American Institute of Timber Construction ANSI American National Standards Institute, Inc.

ARA American Railway Association AREA American Railway Engineering Association ARTBA American Road and Transportation Builders Association ASCE American Society of Civil Engineers ASLA American Society of Landscape Architects ASME American Society of Mechanical Engineers ASTM American Society for Testing and Materials ATSSA American Traffic Safety Services Association A WG American Wire Gauge AWPA American Wood Preservers' Association

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AWS American Welding Society AWWA American Water Works Association CRSI Concrete Reinforcing Steel Institute EIA Electric Industries Association FHWA Federal Highway Administration, Department of Transportation FSS Federal Specifications and Standards IEEE Institute of Electrical and Electronics Engineers IES Illuminating Engineering Society IMSA International Municipal Signal Association IPCEA Insulated Power Cable Engineers Association ITE Institute of Transportation Engineers MAG Maricopa Association of Governments MIL Military Specifications MUTCD Manual on Uniform Traffic Control Devices NEC National Electrical Code NEMA National Electrical Manufacturers' Association NIST National Institute of Standards and Technology NSF National Sanitation Foundation (NSF) SAE Society of Automotive Engineers UL Underwriters Laboratories, Inc.

ADVERTISEMENT - A public announcement inviting proposals for work to be performed or materials to be furnished.

AWARD - The acceptance by the City of a proposal.

BASIS OF PAYMENT - The terms under which "work" is paid, as a designated pay item in accordance with the quantity measured and the pay unit.

BIDDER - Any individual, partnership, joint venture, firm or corporation submitting a proposal for the advertised work, acting directly or through a duly authorized representative.

CALENDAR DAY - Each and every day shown on the calendar, beginning, and ending at midnight.

CERTIFIED INVOICE - An invoice from a supplier which has been reliably endorsed by the Contractor guaranteeing that the material was purchased and received for the project and establishing the value of the material.

CLAIM - A written demand or request for additional compensation or additional time submitted to the Engineer that:

A. Contains the words “This is a claim…”, within its Subject line or the first paragraph B. Cites the contractual basis for the demand or request C. Relates the Contractual basis cited to factual events occurring or that have occurred within the project.

COMPLETION DATE - The date on which the contract work is specified to be completed.

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CONTRACT ITEM (PAY ITEM) - A specifically named unit of work for which a price is provided in the Contract. The description, whether general or detailed, the content of the named unit of work shall be as per the project plans and specifications.

CONTRACT CHANGE ORDER - A written order issued to the Contractor by the City covering extra work, additions or alterations to the plans and specifications, and establishing the basis of payment and time adjustment for the work affected by the changes. The Contract Change Order is the only method authorized for changing the Contract.

CONTRACT DOCUMENTS - The following comprise the Contract Documents:

Advertisement for Bids, Information for and Instructions to Bidders, Bid Proposal and Bid Guarantee Bond, Construction Contract, Change Orders, Addenda, Performance Bond, Labor and Material Payment Bond, Special Conditions, General Conditions, Technical Specifications, Notice of Award, Notice to Proceed, Drawings, Plans, Standard Specifications and Certificate of insurability. All of these documents together constitute the CONTRACT.

CONTRACT TIME - The number of calendar days allowed for the entire completion of the Contract, including authorized time extensions and work required to be complete after substantial completion. Where a calendar date of completion is specified, the Contract shall be completed on or before that date.

CONTRACTOR - Party contracting directly with the City to furnish and perform all work and services in accordance with the Contract Documents.

COUNTY - The County in which the work is to be done.

DAY - Unless otherwise defined shall mean "calendar" day.

ENGINEER - The City Engineer; or his designated representative.

EXTRA WORK - Work not provided for in the Contract as awarded but determined by the City to be essential to the satisfactory completion of the Contract within its intended scope.

FINAL ACCEPTANCE - The acknowledgment by the City that the project or the work has been completed in accordance with the Contract Documents and provides the date at which the warranty or guarantee period begins.

INSPECTOR - A person, persons, or firm authorized by the Engineer to make detailed reviews, observations, reports and determinations of contract performance.

MAY - Used to refer to permissive actions.

METHOD OF MEASUREMENT - The manner in which a pay item is measured to conform with the pay unit.

NOTICE OF CLAIM - A written notification submitted to the Engineer that a demand

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or request for additional compensation or additional time may be made. The notification shall

1. Contain the words “notification of a potential claim” within its Subject line or the first paragraph

2. Describe the occurrence which is the reason that the Notice of Claim is being presented

NOTICE TO PROCEED - Written notice to the Contractor to proceed with the contract work including, when applicable, the date of beginning of contract time. Start of Construction, as defined below, may start at a later date.

PLANS - The drawings and pictures depicting the location and special orientation of the work to be done.

PROJECT - The work to be completed pursuant to this contract.

PROPOSAL - A standard form plus information supplied by the City, which contains spaces for completion by the Bidder which, when completed in its entirety and executed by the Bidder, along with all required additional documents, shall constitute the Bid. Said Bid shall constitute the Contractor's offer to perform all work required as set forth in the Contract Documents for the amount of money stated in the Bid.

PROPOSAL FORM - The documents furnished by the City on which the offer of a bidder is submitted.

PROPOSAL GUARANTY - The security furnished with a proposal to Guaranty that the bidder will enter into the Contract if the proposal is accepted.

RIGHT OF WAY - A general term denoting land, property, or interest therein, acquired for or devoted to the construction of an improvement.

SALVABLE MATERIAL - Material that can be saved or salvaged. Unless otherwise designated or directed by the City or shown on the plans, all salvable material shall become the property of the Contractor.

SAMPLES - Samples are physical examples furnished or constructed by the Contractor to illustrate materials, equipment, workmanship, or finishes, and to establish standards by which the work will be judged.

SHALL - Refers to mandatory actions by either the Contractor or the City.

SHOP DRAWINGS - Drawings, diagrams, illustrations, certificates, test reports, schedules, performance charts, brochures, shop layouts, fabrication layouts, assembly layouts, foundation layouts, wiring and piping layouts, specifications and descriptive literature required by the Contract Documents which the Contractor is required to submit for approval.

START OF CONSTRUCTION – The date in which the Contractor begins physical work at the project site.