Procurement Division

Request For Bid (RFB)

Project: Fire Hydrants and Accessories

Ref #: RFB-26-308

11/3/2025

Public opening to be conducted via Microsoft Teams at 11:10 AM MST Teams: Click here to join the meeting Meeting ID: 250 375 466 245 Passcode: GNHyjB

All City of Yuma solicitations are accessed through the City’s Procurement Portal1 (Portal). A schedule of events and all other information pertaining to the solicitation are located in the Portal. Bid submittal assistance is available at Support@gobonfire.com, Monday through Friday, 8AM to 8PM, EST.

All documents issued as part of this solicitation, including but not limited to the Instructions, Standard Terms and Conditions, Special Terms & Conditions, Additional Requirements, Specifications, Addenda, and any Attachments, collectively constitute the contract between the City and the awarded party.

Throughout these documents, the entity responding to or awarded this solicitation may be referenced as “Bidder,” “Contractor,” or “Vendor.” These terms are used interchangeably and refer to the same party.

1. SPECIAL TERMS AND CONDITIONS

1.1. ANNUAL CONTRACTS: Bidder will hold firm, fixed pricing for a period of 12 months after notice of award. Contractors may also be requested to make multiple deliveries to one or more locations, at no additional cost to the City.

1.2. AWARD OF BID The City reserves the right to award the contract resulting from this solicitation to the lowest responsive and responsible bidder who meets all specifications and requirements set forth in this document. The determination of the lowest responsive and responsible bid will be based on the total bid price.

1.3. BRAND NAMES: Unless otherwise specified, the mention of a particular manufacturer’s brand name or number in the specifications does not imply that this particular product is the only one that will be considered for purchase. This reference is intended solely to designate the type of quality of merchandise that will be acceptable. Alternate offers will be considered and must include descriptive literature and/or specifications. Failure to provide descriptive literature and/or specifications with alternate offers may be considered non-responsive.

1.4. CONTRACT EXTENSION: In the event the City does not opt to renew the contract or the City and Contractor(s) are unable to reconfirm or renegotiate unit rates for another year, the City will have the option of extending this contract at the current rates, but not-to-exceed six months total.

1.5. COOPERATIVE USE OF CONTRACT: The City of Yuma, Arizona has entered into interactive purchasing agreements with other political subdivisions, cities and towns in order to conserve resources, reduce procurement costs, and improve the timely acquisition and costs of goods or services. The Bidder(s) to whom this contract is awarded may be requested by other parties to said interactive purchasing agreements to extend to those parties the right to purchase goods or services provided by the Contractor(s) under this contract, pursuant to the terms and conditions stated herein.

1 https://yumaaz.bonfirehub.com/portal/ https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZTNlNWExZGYtZDJkYS00YWZlLTkxODEtMWZkYTFlZGIzZDVm%40thread.v2/0?context=%7b%22Tid%22%3a%224e49d791-03db-4828-89dc-e44f935572f2%22%2c%22Oid%22%3a%22b41e605e-c234-470e-9208-b74f9b491bb8%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZTNlNWExZGYtZDJkYS00YWZlLTkxODEtMWZkYTFlZGIzZDVm%40thread.v2/0?context=%7b%22Tid%22%3a%224e49d791-03db-4828-89dc-e44f935572f2%22%2c%22Oid%22%3a%22b41e605e-c234-470e-9208-b74f9b491bb8%22%7d mailto:Support@gobonfire.com https://yumaaz.bonfirehub.com/portal/

1.6. EMERGENCY DELIVERIES: The City may purchase goods or services required under “emergency” situations, after-hours, or on weekends. The City reserves the right to purchase items that may be needed from other suppliers, in the event of emergency or unanticipated repairs being required.

1.7. EXPANSION CLAUSE: This contract may be further expanded to include any other item normally offered by the Contractor, as long as the price of such additional products is based on the same cost/profit formula as the listed items.

1.8. PRICE ADJUSTMENT: The City’s Procurement Manager and the user department will review documented requests for price increases after any contract has been in effect for one year. Any general price increase adjustment will only be made at the time of contract extension and will be a factor in the extension review process. The City Procurement Manager will determine whether the requested price increase or an alternate option, is in the best interest of the City. Any price adjustment will be effective upon the date of the contract extension.

1.9 PRICE REDUCTION: If the contracted price is higher than the current Fair Market Value for the commodity, the City of Yuma may request the awarded Bidder(s) to reduce the price to the current Fair Market Value. The current awarded Bidder may offer to the City of Yuma a price reduction adjustment at any time during the term of contract. The price reduction adjustment will become effective upon the City’s receipt of notice.

1.10 TERM: This contract will be renewable for four (4) additional one-year terms, one year at a time.

It will be the vendor's responsibility to notify City of any price change 30 days prior to the anniversary date of contract renewal. Failure to do so may result in the denial of any increase requested. The contract will automatically be renewed annually at the same price(s) if no request has been received.

END OF SPECIAL TERMS AND CONDITIONS

2. Additional Requirements

2.1. BACKGROUND: The City of Yuma is seeking bids from qualified manufacturers and suppliers for the purchase of Fire Hydrants, Fire Hydrant Extensions and breakaway kits, on an as-needed basis. These hydrants and related products are essential for providing firefighters with immediate, high-volume access to pressurized water from the municipal system. These Hydrants connect directly to the City’s pressurized water distribution system, delivering sustained high-flow water exactly where and when needed.

2.2. INSPECTION OF PARTS, MATERIALS, AND SUPPLIES: The Utilities Department may conduct inspection or testing of any and all parts, materials, and supplies provided by the Contractor to verify contract requirements regarding compliance with manufactures’ specifications.

2.3. PRICING: Prices shall include all costs, including but not limited to, direct and indirect labor costs of labor, overhead, materials, equipment, travel and mileage, etc. This contract may be further expanded to include any other Fire Hydrants & Accessories normally offered by the bidder, as long as the price of such additional products is based on the same cost/profit formula as the listed items.

2.4. MULTIPLE AWARDS: Multiple suppliers may be awarded this bid. The City reserves the right to obtain materials from any of the awarded suppliers.

2.5. PACKAGING: Materials with multiple quantity packaging, if applicable, must be in standard package quantities with the following information clearly identified on the packaging: name of manufacturer, quantity and size.