4-Special Terms Conditions and Additional Requirement.pdf

Procurement Division

Request For Bid (RFO)

Project: Sale of Firearms

Ref #: RFO-26-129

January 2020

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.

This Request for Bid will receive sealed bids for the sale of assorted lots of surplus firearms. Interested bidders must possess a valid and current Federal Firearms License (FFL) and will be required to submit a copy of the FFL in order to obtain Attachment A – RFO-26-129 to: Jimmy.Sanchez@YumaAz.gov.

Only holders of an FFL will be sent the Request for Bid. Each lot of firearms will be sold to the highest bidder of each lot. Lots will not be broken. Bidders may bid on one or multiple lots.

1.0 SPECIAL TERMS AND CONDITIONS

1.1 This is a one-time bid for the Sale of Firearms identified in Attachment A.

1.2 AWARD OF BID: Awards will be made with reasonable promptness to the highest responsible, responsive Bidder(s) whose Bid(s) best conform to the bid and is in the best interest of the City.

a. The award will be given to a single highest bidder for each lot of firearms. Bidders may bid on a single lot or multiple lots. Bidders are advised that this sale will be conducted in accordance with City Ordinance 02004-64. Award of Request for Bid shall be by lot, to the highest and most responsive and responsible submission meeting the requirements of the City. In the event of identical bids, lots will be drawn to break the tie.

b. Multiple Awards: The City reserves the right to award multiple bidders. The actual utilization of any contract will be at the sole discretion of the City. The City may make multiple awards, which each Bidder should consider.

1.3 INSPECTION OF FIREARMS (PRE-BID CONFERENCE)

a. Bidders wishing to view the firearms must have presented a copy of their valid and current Federal Firearms License (FFL) to the City’s representative prior to scheduling a viewing appointment. All bidders will be required a signed copy of their valid and current FFL when requesting the solicitation documents.

b. Firearms shall be viewed by appointment only. An appointment for viewing must be scheduled for Tuesday, December 16, 2025, between the hours of 8:00 AM and 11:00 AM, (Arizona time). To schedule a viewing time, contact Jimmy Sanchez at:

Jimmy.Sanchez@YumaAz.gov. Please DO NOT contact anyone at the Yuma Police Department.

1.4 WARRANTIES

a. The Bidder/Buyer shall acknowledge that the firearms are purchased “AS IS WHERE IS”, and at Buyer’s own risk, and that the City of Yuma has made no warranty, either expressed

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 mailto:Jimmy.Sanchez@YumaAz.gov mailto:Jimmy.Sanchez@YumaAz.gov https://yumaaz.bonfirehub.com/portal/ or implied, as to quality or condition of any item(s), and further that the City of Yuma has made no warranty as to the fitness and/or safety for use of any items.

b. The Buyer further understands that he/she is not entitled to damages, rescission, or any other remedy on account of the quality of any item purchased.

c. The City of Yuma does not guarantee the condition of any of the firearms offered for sale and encourages the bidder to have them inspected by a qualified individual prior to resale or use.

The Bidder, in submitting payment agrees to hold the City harmless and to indemnify same from all expenses or liability arising through injury to persons or property as a result of this purchase.

d. Although the City has made a good faith effort to accurately describe each firearm offered for sale, bidders are encouraged to verify the firearm type, make, model, caliber, serial number and any other information pertinent when firearms are available for viewing. No amendments to or withdrawal of bids will be permitted based on the description of any firearm, or an error in description.

1.5 DEPOSIT

a. Sealed Request for Bids including a copy of the deposit of 10 percent (10%) of the proposed bid must be submitted with the signed requested forms and be received in the City’s Procurement Portal PRIOR to bid opening date and time.

i. Bid deposit must be in the form of a Certified or Cashier’s check payable to “City of Yuma”. NO CASH, PERSONAL OR COMPANY CHECKS WILL BE ACCEPTED.

ii. Bid deposit is also available through ACH. If bidder chooses to utilize this method of the deposit, please send a message through the Bidder Discussions in the Procurement Portal and the information of the ACH will be provided.

b. The highest, responsive and responsible bidders shall provide a copy of the original Bid Deposit submitted through the City’s Procurement Portal. The awarded Bidder(s) will be notified and shall submit the Bid Deposit to the Procurement Division or through ACH within five days after notification.

c. Deposits received will be applied to the successful bidders remaining balance with final payment due and payable prior to receipt of purchased from City of Yuma. Final payment must be delivered to the Procurement Division, One City Plaza, Yuma, AZ 85364 or via ACH.

d. This deposit shall be forfeited to the City of Yuma should the selected bidder fail to post payment.

1.6 FINAL PAYMENT

a. The successful bidder(s) will be required to submit full payment within ten working days after receiving the City’s Notice of Award. Full payment is defined as the difference between the total bid amount and the good faith bid deposit.

i. Full Payment must be made at the Procurement Division Office. Final payment must be in the form of a Certified or Cashier’s check payable to “City of Yuma”. NO CASH, PERSONAL

OR COMPANY CHECKS WILL BE ACCEPTED.

ii. Full Payment is also available through ACH. If bidder chooses to utilize this method of the final payment, please send a message through the Bidder Discussions in the Procurement Portal and the information of the ACH will be provided.

The Procurement Division will provide a receipt and a Bill of Sale for firearms to the Bidder after full payment has been received.

b. In the event of default or dismissal of bid award(ees), the City of Yuma may exercise the option to award to the next highest responsive and responsible bidder. The award would be dependent on said bidder, holding the price bid for a minimum ninety (90) days from bid opening date.

1.7 REMOVAL OF FIREARMS

a. The awarded bidder will have ten calendar days after final payment is submitted to pack and remove the purchased firearms from City premises. It is strictly understood that the packing, removal and transportation is solely the bidder’s responsibility, although the removal of the firearms will be at the convenience of the Police Department representatives.

b. A picture I.D., receipt and Bill of Sale must be shown to the Police Department representative at the time of removal.

c. The City shall not be held responsible for any damage or loss that may occur in the event the firearms are not removed at the allowed time.

d. It is the sole responsibility of the bidder to file for the registration of all firearms purchased as required by law.