5-RFP-26-247 Real Estate Services.pdf

September 25, 2025

REQUEST FOR PROPOSALS

RFP-26-247

Professional Real Estate Services

The City of Yuma invites qualified and experienced firms to submit a Proposal for real estate brokers to assist with the sale of City owned properties and potential acquisitions the City may enter into for the benefit of the City of Yuma’s residents and community.

All respondents must register with City’s Procurement Portal in order to obtain all the documents and submit a Response to the Request for Proposal. All documentation is located in the City’s Procurement Portal at:

https://yumaaz.bonfirehub.com

Sealed proposals from qualified firms will be received through the City’s Procurement Portal https://yumaaz.bonfirehub.com by 11:00 a.m., AZ time, 3/19/26 unless changed by Addendum.

Proposals must be submitted in accordance with the requirements of the Request for Proposal

(RFP).

Public opening to be conducted via Microsoft Teams on 3/19/2026 at 11:10 AM MST at:

Microsoft Teams Click here to join the meeting Meeting ID 250 375 466 245 Passcode:

GNHyjB

CONTRACTORS ARE STRONGLY ENCOURAGED TO READ THE ENTIRE SOLICITATION

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TABLE OF CONTENTS

ATTACHMENTS (Located in Procurement Portal) *Certification & Addenda Acknowledgement Form *Authorization for Release Performance Information and Waiver *Offer and Acceptance Form Sample Contract

*Required to be sign, completed and submitted in the Procurement Portal

Section Title Page Title and Information Page 1 Table of Contents 2

Purpose of RFP / Background 3 I Instructions to Contractors 4 II Special Terms and Conditions 10 III Scope of Work 11 IV Delineation of Responsibilities 12 V Selection Process 14 VI Contents of Proposal 16 VII Additional Information 17

Purpose of this RFP The City of Yuma, is requesting proposals from qualified real estate brokers to assist with the sale of City-owned properties and potential acquisitions the City may enter into for the benefit of the City of Yuma’s residents and community Respondents to this Request for Proposals may submit a proposal to the City of Yuma, which will address the various components as set forth in this RFP.

Background

The City of Yuma’s population consists of approximately 103,559 full-time residents with that number nearly doubling in the winter season. Spanning at over 120 square miles of land, the City of Yuma maintains the idea that “Growth pays for growth” which happens by offering businesses and residents incentives to recapture some of the investment dollars put into the community which creates more jobs, keeping a strong developing workforce and attracting companies from all around the world.

Yuma is located on the southwestern border of Arizona, 25 miles north of the Mexican border crossing at San Luis, AZ, and about 175 miles equidistant from Phoenix and San Diego, CA. Situated in Yuma County, bordered by the Colorado River and bisected by the Gila River, Yuma holds senior water rights on the lower Colorado River basin and ranks highly in US agriculture production, particularly for fruits and vegetables. The city's population is 99,600 with 209,920 in Yuma County. The local economy is primarily based on agriculture, defense/military installations, tourism, and manufacturing.

I. INSTRUCTIONS TO CONTRACTORS

A. Communications / Questions

1. All communications concerning this solicitation must be directed to the Procurement

Division via the City’s Procurement Portal.

2. No other City official or City employee is empowered to speak for the City with respect to the RFP. Any Contractor seeking to obtain information, clarification, or interpretations from any other City official or City employee other than identified above, is advised that such material is used at the firm’s own risk. The City will not be bound by any such information, clarification, or interpretation. Any such contact may result in the RFP being disqualified.

3. At no time during the solicitation and prior to award, Contractors shall not have communication with any City employee. Contact by a Contractor regarding this RFP with a City employee other than a Procurement Division representative may be considered grounds for rejection of the RFP submitted.

4. As questions submitted require adequate time for response preparation, Contractors are asked to submit all questions by the date and time indicated in this solicitation.

5. Questions must be received through the City’s Procurement Portal by 11:00 AM MST on, March 9, 2026, so that a response may be posted as an addendum to the RFP, through the Procurement Portal.

B. Preparation for Response

1. It is the responsibility of all Contractors to examine the entire solicitation package and seek clarification by submitting questions through the City’s Procurement Portal (Bonfire) prior to the end of the Questions Due Date and Time for any item or requirement that may not be clear, and to check all responses for accuracy before submitting any documents for the response to the RFP.

2. All responses shall be on the forms provided in the solicitation package unless otherwise indicated.

3. The Offer and Acceptance form shall be returned with the submittal with an original signature or electronic signature by a person authorized to sign for the firm.

4. It is the Contractor’s responsibility to obtain any addenda relevant to this solicitation.

Failure to submit Addenda Form with the solicitation response shall be grounds for deeming the RFP non-responsive.

5. Periods of time, stated as a number of days, shall be calendar days.

6. Negligence in preparing a Response confers no right of withdrawal after the due date and time of the RFP. No Response shall be altered, amended, or withdrawn after the specified RFP due date and time.

7. The City shall not reimburse the cost of developing, presenting, or providing any responses to this solicitation. Response submitted for consideration should be prepared simply and economically, providing adequate information in a straightforward and concise manner.

C. PROCESSING OF RFP

Proposals will be received through the City’s Procurement Portal https://yumaaz.bonfirehub.com by 11:00 am MST on 3/19/2026. Public reading will be held 3/19/2026 11:10am AZ Time Microsoft Teams, Meeting ID 250 375 466 245 Passcode:

GNHyjB

**NOTICE OF POTENTIAL DISQUALIFICATION FOR INCOMPLETE SUBMITTAL**

Please be advised that failure to comply with the following criteria may result in disqualification due to an incomplete submittal:

1. Provide all the correct, signed, completed and required information through the Procurement Portal.

2. Adherence to maximum page requirements of the Proposal.

3. Providing any fee proposal within the response documentation.

The Contractor shall identify any exceptions it takes to the terms and conditions of the solicitation and contract. Exceptions will not automatically result in the Contractor being deemed non-responsive; however, such a determination is at the discretion of the City.

Contractors are cautioned that the submittal may be considered non-responsive, if proposals are conditioned to modifications, changes, or revisions to the terms and conditions of this solicitation.

a) Proposal Opening Proposals received in response to this RFP will be opened at the Procurement Office on the RFP due date and time indicated in this solicitation or as modified by addenda.

The Contractor(s) who wishes to be present via Microsoft Teams will be informed of only the names, date and time of the Contractor(s) submitting proposals. No other information will be made available at that time.

b) Rejection of RFP The City reserves the right, after opening the proposals, to reject any or all proposals, or to accept the proposal that in its sole judgment may be in the best interest of the City.

D. ORGANIZATION AND FORMAT OF RESPONSE

This information is provided to Contractors as a guide to addressing items in your response. Submittals should contain direct responses to the following requests for information and be organized so that they are readily identifiable. Responses should be as thorough and detailed as possible so that the firm’s capabilities may be properly evaluated and shall, at a minimum, contain the following information:

1. General Responses should present clearly and accurately the experience, knowledge, and capability of the Contractor by providing a brief, straight forward, concise description of the Contractor’s ability to meet the requirements of this RFP. Response emphasis should be on quality, completeness, clarity of content and responsiveness to the requirements.

Responses should be fully self-contained, follow the format outlined below and be without addenda. Presentations within the statement should reflect consideration of the specific evaluation criteria identified in the Evaluation Criteria.

2. Format of Response The Selection Committee will evaluate responses based on the RFP information provided by the Contractors. To allow for a standard basis of evaluation, all RFPs are required to follow the following format.

Contractors shall submit through the City’s Procurement Portal their Response. Each Response shall not exceed 15 pages total (PDF pages) in length, excluding front and back cover pages, title page, table of contents, Offer and Acceptance, and any addenda issued. Pages shall be single-sided 8½” x 11”. Font size shall be no less than 11 point with margins no less than .75” on all sides.

Do not include any fees, man-hours or any pricing related to this project within the RFP response. Failure to comply with this provision may result in the rejection of the submittal and will not be considered.

3. Organization

3.1 Front Cover

The cover at a minimum must contain the following data:

Statement indicating response to: RFP-26-247 Professional Real Estate Services Attn: Griselda Enriquez City of Yuma, Procurement One City Plaza Yuma, AZ 85364

3.2 Title Page (one page maximum):

Include company name, addresses, email/website addresses, phone numbers, and names (s) of Principals.

3.3 Signed Cover/Transmittal Letter:

Provide a signed cover/transmittal letter on company letterhead identifying the Contractors and include firm’s interest in being selected. (One page maximum).

a) Provide a brief narrative that summarizes the background and distinguishing qualities or capabilities that uniquely qualify the Contractors for this project.

b) Areas of specialty.

c) Number of employees.

d) Identify the contact person for the firm’s submittal and confirm the availability of the key personnel identified in the RFP.

e) Provide Vendor identification information. Explain the Vendor’s legal organization including the legal name, address, identification number and legal form of the Vendor (e.g., partnership, corporation, joint venture, limited liability company, sole proprietorship). If a joint venture, identify the members of the joint venture and provide all of the information required under this section for each member. If a limited liability company, provide the name of the member or members authorized to act on the company’s behalf. If the Vendor is a wholly owned subsidiary of another company, identify the parent company. If the corporation is a nonprofit corporation, provide nonprofit documentation. Provide the name, address, email address, and telephone number of the person to contact concerning the

RFP.

f) List Principal Office location and describe local office work role. Include any documentation that supports the Contractor’s authority to provide services in Arizona, such as a business or professional licenses.

g) Provide a general description of the firm that is proposing to provide the services and the length of time your firm has been in business.

h) Identify any contract or subcontract held by the Contractor or officers of the Contractor terminated within the last five years. Briefly describe the circumstances and the outcome.

i) Identify any claims arising from a contract that resulted in litigation or arbitration within the last five years. Briefly describe the circumstances and the outcome. This information should also be provided for all firms that make up the team.

j) The Cover/Transmittal Letter is to be signed by the individual with authority to bind the Contractors contractually. Please address the letter as indicated in Section 1, subsection 3.1 as identified.

3.4 Table of Contents:

The Table of Contents shall include all listed RFP sections. Please provide the required documents as indicated in City’s Procurement Portal (Bonfire).

All submittals are to be organized in the following order and, at a minimum, contain the following components:

a) Executive Summary: a brief narrative that outlines the key elements of the proposal.

b) Vendor: a profile of the Vendor including its business history, range of services provided, and overall Proposals for the contract.

c) Strategy and Approach: overall methodology to be used in conducting the requested analysis while meeting the Scope of Work requirements.

d) Experience: The proposal must include a demonstration of the Real Estate Firm’s knowledge and experience relative to the items identified under the Scope of Work. This will include a list of similar projects and a description of the Real Estate Firm's general organization and names of key personnel, indicating the depth, breadth and quality of experience.

e) Team makeup: The RFP response must include the identification and organization of the team proposed to be assigned to any of the real estate projects, with individual resumes and the specific areas of responsibility of key personnel, concentrating on both breadth of experience and experience on similar assignments. The same information must be provided for any sub-Providers proposed to be involved in any work under this RFP. Please identify the percentage of work that is anticipated to be accomplished locally. (Resumes may be printed with more than one person on a page.)

Please identify, if applicable, the percentage of work that is anticipated to be accomplished by a local sub-Provider.

All proposed sub-Contractors to be used for this contract must be listed and must provide the information addressed above. Any change to the proposed project team requires written pre-approval from the City.

f.) Technical:

1. Respondents must be able to demonstrate professional experience and knowledge in providing real estate services including a synopsis of the qualifications of the personnel that the Real Estate Firm could be expected to call upon during contract period.

2. Real Estate Firm shall include their proposed methods of proceeding with the work, including the method of keeping the City informed on the progress of projects.

3.5 Additional Requests

The following shall be included part of the response and will not be part of the page count.

References (three minimum) identifying each client, a contact person and the client’s mailing address, email address and telephone number for similar private or municipal government projects accomplished by the project team to be involved in these projects. One of the clients must be a government agency.

References from current City employees are not needed and should not be requested.

4. Fee Proposal

The fee proposal (BidTable (BT-06EG) contained in the Procurement Portal) will include a flat rate to include any and all travel expenses. No other additional miscellaneous expenses shall be invoiced or deducted from the final sale of property.

There shall not be any fees contained in the proposal response. Fees should only be listed in the Fee Proposal BidTable through the Procurement Portal.

The fee proposal submitted must remain valid for a period of 120 calendar days from the opening date of the RFP. The City’s intent is to have a fully executed contract within this time.

The fee proposal will be opened after initial proposal evaluation. Selection will be based upon the Criteria listed in this solicitation.

END OF INSTRUCTIONS TO CONTRACTORS

II. SPECIAL TERMS AND CONDITIONS

A. City’s Access and Information: 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.

B. Public opening to be conducted via Microsoft Teams on 3/19/2026 at 11:10 AM MST Click here to join the meeting Meeting ID 250 375 466 245 Passcode: GNHyjB

C. The City shall not be held responsible for any oral instructions. Any changes to this RFP will be in the form of an addendum to the RFP. The addenda, if applicable are available via download from the City’s Procurement Portal. Submit the Addenda Form signed and completed appropriately.

D. City rights: The City reserves the right to reject any or all RFP’s, to waive any informality or irregularity in any RFP received, and to be the sole judge of the merits of the respective RFP received.

E. Contact with City Employees: Beginning on the date the RFP is issued and until the date the contract is awarded or the RFP withdrawn, all persons or entities that respond to the RFP, including their authorized employees, agents, representatives, proposed partner(s), sub-Contractor(s), joint venture(s), member(s), or any of their lobbyists or attorneys (collectively the Contractor), will refrain from any direct or indirect contact with any person (other than the designated Procurement Officer) who may play a part in the selection process, including members of the evaluation panel, the City Administrator, Deputy City Administrator, City Department heads, the Mayor and other member of the Yuma City Council. If the RFP solicitation is not discussed, Contractors may continue to conduct business with the City and discuss business that is unrelated to this RFP solicitation with City staff.

F. Reservation of Rights: There shall be no express or implied intent to contract until expressly stated in writing by the City, an award is made, and all conditions stated herein are satisfied. The City reserves the right to reject any or all RFPs, or to withhold the award for any reason it may elect, and to waive or decline to waive irregularities in any proposal.

G. Insurance: See the sample contract for Insurance requirements for this project.

END OF SPECIAL TERMS AND CONDITIONS

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III. SCOPE OF WORK

The selected Real Estate Firm shall provide Professional Real Estate Services including, but not limited to marketing city-owned property in the Multiple Listing Service (MLS), providing signage on parcels for sale, providing broker price opinions within 72 hours of request, assisting with contract, closing and escrow services, talking and negotiating with prospective buyers, and/or handling all other customary activities and services associated with real estate transactions as may be found necessary by the City. Real Estate services shall be performed in accordance with current State of Arizona statutes, the Arizona Department of Real Estate regulations, and other applicable codes, rules, and regulations.

All Real Estate services are to be performed by a real estate agent/broker licensed in the State of Arizona, and in compliance with the standards set forth by the City of Yuma in this Request for Proposal.

Services shall include consultation with City staff relating to reporting efforts/strategies to market real estate.

Presentations at public meetings may be required.

The material developed by the Contractor for the purpose of this Contract must meet the standards on Ethical Considerations for Assessment Center Operations, as adopted by the Seventh International Congress on Assessment Center Methods, and accreditation standards as they relate to assessment centers, as outlined by the Commission on Accreditation for Law Enforcement Agencies, Inc. (CALEA).

All material developed and provided by the Contractor, as a result of this Contract shall become the property of the City of Yuma.

END OF SCOPE OF WORK

IV. DELINEATION OF RESPONSIBILITIES

The Contractor’s Responsibilities:

A. Contractor may be a single firm or a joint venture and must show evidence of its professional capability in this work. Contractor shall also be knowledgeable in all applicable federal, state, and local government laws and regulations governing the scope of work. Services will be accomplished in conformance with current professional practices in the State of Arizona.

B. Contractor will be responsible for undertaking the services identified in this solicitation, or as negotiated (if required) with the City, upon execution of the contract by both parties.

C. To receive prompt payment for the services to the City of Yuma, the Contractor is required to submit an original invoice to City of Yuma Finance Department/Accounting Division at payables@YumaAz.gov as indicated on the Purchase Order. ACH Enrollment is secured and strongly encouraged for timely payment. Please submit the completed form from the website.

Invoices must show:

1) Contract (RFP) Number: RFP-26-247

2) Name of Department/Division:

3) City staff person’s name:

4) Complete description of the services received

5) Quantity, Unit Prices, and Extensions

6) All applicable taxes

7) Contractor’s invoice number and contact information

D. During the course of the contract, the Contractor may invoice the City for services rendered no more than once per month. (Note: Invoices for work performed during the month of June must be received no later than the end of the first week in July, for City of Yuma fiscal year end closing purposes).

E. Contractor recognizes that all work completed under this contract will be considered property of the City and may be used or reproduced by the City for any purpose. All reports, research, calculations, and other work performed under this scope of work will become property of the City and will be delivered to the City within 30 days following completion of the work or termination of the contract.

F. The City logo is copyrighted and registered with the US Copyright Office, and all rights are reserved. The City logo may not be used without prior written permission and that permission is not offered or extended for the purpose of this RFP. The City will vigorously pursue any and all infringements on our copyrighted materials.

G. Immigration Compliance / Employment Verification

a) Contractor warrants, and shall require its sub-Contractors to warrant, that it is in compliance with all federal immigration laws and regulations that relate to its employees and with A.R.S. § 23-214 relating to verification of employment eligibility.

mailto:payables@YumaAz.gov https://secure.blueink.com/portal/ZLpxnINYkltdzp0FmcC6FBCz https://secure.blueink.com/portal/ZLpxnINYkltdzp0FmcC6FBCz

b) A breach of this clause shall be deemed a material breach of the Contract and is subject to penalties up to and including termination of this contract.

c) City retains the legal right to inspect the papers of any Contractor or sub-Contractor employee who works on this Agreement to ensure that the Contractor or sub- Contractor is complying with this warranty.

d) Contractor warrants that this company is in full compliance of this requirement, and further represents and warrants that all Contractors or sub-Contractors are also in full compliance of this requirement.

H. Insurance Requirements Specific insurance requirements are contained in the Sample Contract that accompanies this solicitation. Contractor is responsible for reviewing all insurance requirements before submitting a response to this RFP.

I. Records and Audits

a) Contractor shall maintain accurate and complete financial records of its activities and operations relating to the Contract in accordance with generally accepted accounting principles. The City, and/or its authorized representatives, shall have access to and the right to examine, audit, excerpt, copy, or transcribe any pertinent transaction, activity, or records relating to the Contract. All such material, including, but not limited to, architectural clearances, permits, all financial records, timecards and other employment records, and proprietary data and information, shall be turned over to the City following the final site inspection, and before a final invoice is paid.

b) In the event that an audit of the Contractor is conducted specifically regarding this Contract by any Federal or State of Arizona (State) auditor, or by any auditor or accountant employed by the Contractor or otherwise, then the Contractor shall file a copy of such audit report with the City’s finance director within thirty (30) days of the Contractor’s receipt thereof, unless otherwise provided by applicable Federal or State law or under this Contract. City shall make a reasonable effort to maintain the confidentiality of such audit report(s). Failure on the part of the Contractor to comply with any of the provisions of this subsection shall constitute a material breach of Contract and may be cause for debarment per Yuma City Code § 36-56.

J. Compliance with Federal and State Employment Laws:

By submitting a response to the RFP, the Contractor warrants that it is in compliance with all federal immigration laws and regulations that relate to its employees and with A.R.S. § 23-214 relating to verification of employment eligibility. A breach of this clause shall be deemed a material breach of the Contract and is subject to penalties up to and including termination of the Contract.

The City retains the right to inspect the papers of any Contractor who works on this Contract to ensure that the Contractor is complying with this warranty.

K. Conflict of Interest Information on possible conflicts of interest should be provided as part of RFP response. Such information will be taken into account in making a decision on the selection of the Contractor(s) must immediately advise the City of such conflict.

L. The Responsibilities of the City

a) The City of Yuma will make available to the Contractor(s) all documents in the

City’s possession that may be useful in completing the project or services requested. However, it will remain the Contractor’s responsibility to gather and verify necessary data.

b) The City of Yuma will make payment on invoices, submitted in conformance with the contract within 30 calendar days of receipt and verification of the invoice, but payment on invoices will not be more than once per month.

c) The City reserves the option to not consider RFP for award if the Contractor: i) takes any exception to the specifications and the City does not agree or accept the proposed changes; or ii) proposes a unit, which does not meet the City’s specifications exactly and the Contractor does not additionally propose the specified unit prior to bid opening, and the City rejects the alternative identified.

V. SELECTION PROCESS

The City intends to award a Contract to the most qualified Contractor based on demonstrated competence and qualifications. The RFP Responses that are responsive to the requirements of this RFP will be evaluated by a Review Committee and awarded points for each stated criteria based upon the following criteria:

Criteria Description Maximum Points Service Quality, Expertise and Experience 50 Service Offered 20 Local Yuma Office with Local License Agent 5 Fee Proposal 25

Total Maximum Points 100

The final selected Contractor will be recommended for contracting for this work. However, if it is determined to be in the best interest of the City, all proposals may be rejected, and the City may reissue Requests for Proposals.

The City will enter negotiations, if necessary, with the top-ranked respondent.

A. Should the City determine that only one Contractor is fully qualified or that one Contractor is clearly more highly qualified than others, a contract may be negotiated and subsequently awarded to that Contractor.

B. Award shall be made to the responsive and responsible Contractor meeting all requirements as set forth in the solicitation and to be the most advantageous to the city taking into consideration the Payment Price with the evaluation factors set forth in the RFP.

The contract file shall contain the basis on which the award is made. The award of a contract shall be at the sole discretion of the City. The award shall be based on the evaluation of all information as the City may request. The City reserves the right to accept or reject any or all proposals in whole or in part and to waive any informality in the RFP.

Further, the City reserves the right to enter a contract deemed to be in its best interest.

C. Review Committee The City of Yuma will have a review committee to review the proposals. The City may conduct discussions with Contractors for eliminating minor irregularities, informalities, or apparent clerical mistakes in the submittal to clarify an RFP and assure full understanding of, and responsiveness to, solicitation requirements.

D. Negotiation of Contract

1) After selection of the successful Contractor and upon the successful determination of a final payment structure, City Council will be requested to approve a contract under which the services are to be performed, with the selected Contractor.

2) Upon approval by City Council and all required documents have been received, a contract for service will be prepared and emailed to the successful Contractor.

3) The Contractor will not assign or transfer any or all of its rights, duties or obligations without the prior written consent of the City.

E. Terms and Conditions

1) This RFP does not commit the City of Yuma to award a contract, to defray any costs incurred in the preparation of a response to this request, or to procure or contract for services.

2) The City of Yuma reserves the right to extend the date by which the submittals are due. The City of Yuma reserves the right to cancel, in part or in its entirety, this RFP including but not limited to: selection schedule, submittal date, and submittal requirements. If the City of Yuma cancels or revises the RFP all potential Respondents of record will be notified.

3) All submittals become the property of the City of Yuma. Except for the name of firms on the final list, no information contained in the responses shall be made public until after award and execution of a contract.

4) The City of Yuma reserves the right to request additional information and/or clarifications from any or all Respondents to this RFP.

5) All specifications shall seek to promote overall economy for the purposes intended and encourage competition and not be unduly restrictive in satisfying the City’s needs.

No person preparing specifications shall receive any direct or indirect benefit from the utilization of specifications, other than fees paid for the preparation of specifications.

VI. CONTENTS OF PROPOSAL

Proposals shall be scored in accordance with Section 5.0 and contain the following information:

1. Service Quality, Expertise of Experience: The proposal must include a demonstration of the Real Estate Firm’s knowledge and experience compared to the items identified under the Scope of Work. This will include a list of similar projects and a description of the Real Estate Firm's general organization and names of key personnel, indicating the depth, breadth and quality of experience (50 points)

2. Services Offered: Provide Professional Real Estate Services including, but not limited to marketing city-owned property in the Multiple Listing Service (MLS), providing signage on parcels for sale, providing broker price opinions within 72 hours of request, assisting with contract, closing and escrow services, talking and negotiating with prospective buyers, and/or handling all other customary activities and services associated with real estate transactions as may be found necessary by the City. Real Estate services shall be performed in accordance with current State of Arizona statutes, the Arizona Department of Real Estate regulations, and other applicable codes, rules, and regulations. (20 points)

3. Local Yuma Office with Local Licensed Agent: The RFP response must include the identification and organization of the team proposed to be assigned to any real estate projects, with individual resumes and the specific areas of responsibility of key personnel, concentrating on both breadth of experience and experience on similar assignments. The same information must be provided for any sub-Providers proposed to be involved in any work under this RFP. Please identify the percentage of work that is anticipated to be accomplished locally. (Resumes may be printed with more than one person on a page.)

Please identify, if applicable, the percentage of work that is anticipated to be accomplished by a local sub-Provider.

All proposed sub-Contractors to be used for this contract must be listed and must provide the information addressed above. Any change to the proposed project team requires written pre-approval from the City (5 points)

4. Fee Proposal: Complete the Fee Proposal (BidTable (BT-06EG)) contained in the Procurement Portal and upload in as a Requested Information.

Submittal through Procurement Portal ONLY as instructed. Any other method may lead to possible disqualification if submitted. (15 Points)

VII. ADDITIONAL INFORMATION

A. Late Responses/Modifications/Withdrawals

Responses, modifications of Responses, and withdrawals may be withdrawn if the project deadline has not passed.

B. Public Record/Confidential Information

This contract is a public record and must be retained by the City for a minimum of six

(6) years. All contracts are open to public inspection after contract award, except for any portions determined to be confidential by law. This is the only notification concerning confidential information that will be given to potential respondents. This provision should be taken into consideration prior to submitting a response to ensure the information submitted does not contain confidential information the respondent wishes to remain confidential.

C. Response Acceptance Period

To allow for an adequate evaluation, the City requires an RFP in response to this Solicitation to be valid for 120 days after the opening time and date.

D. Personnel

It is essential that the Contractor provide adequate experienced personnel, capable of and devoted to the successful accomplishment of the work to be performed in this solicitation. The Contractor agrees that those persons identified in their submittal shall not be removed or replaced without a written request to and approval from the City.

E. Business Registration Permit (Business License)

All Contractors awarded contracts with the City that come on City property to conduct business or perform services shall be required to obtain a City of Yuma Business License. For further information email businesslicenses@YumaAz.gov or call (928) 373-5074.

F. Protest Policy

a) Contractors may file a protest regarding the selection process and/or award of the associated contract in accordance with City of Yuma Code § 36-55. The protest shall be submitted in writing to the City Administrator within ten days after the Contractor knows or should have known of the facts giving rise to the protest. The Administrator shall place the protest on the next City Council agenda if not resolved prior to that time.

b) The City Council shall have the authority, prior to the commencement of an action in court concerning the controversy, to settle and resolve a protest of an aggrieved Contractor, Contractor, actual or prospective, concerning the solicitation or award of a contract.

mailto:businesslicenses@YumaAz.gov

c) If the protest is not resolved by mutual agreement, the Procurement Agent shall issue notice in writing of the Council's decision. The notice shall:

1) State the reasons for the action taken; and

2) Inform the protestor of right to judicial review

d) A copy of the decision under this section shall be mailed or otherwise furnished immediately to the protestor and any other party intervening.

e) A decision under this section shall be final and conclusive unless fraudulent, or unless any person adversely affected by the decision commences an action in court.

G. Panel Contact Contractor shall have no exclusive meetings, conversations, or communications with an individual evaluation panel member on any aspect of the solicitation, during the solicitation process or after submittal.

H. Results Responses to the RFP will be opened on the stated due date, time and location indicated in this solicitation or if changed via addenda, at which time the name of each respondent shall be read. Information received in response to the RFP shall be shown only to authorized City personnel having a legitimate interest in them or persons assisting the City in the evaluation. Responses and scoring are not available for public inspection until after an executed contract has been issued.

After the opening, a list of the firm’s name, date and time received will be posted on the City’s Procurement Portal, (Past Pubic Opportunities) https://yumaaz.bonfirehub.com/portal/?tab=pastOpportunities (View Opportunity, Opening Results) within three (3) business days of the RFP opening. The information will be posted as it was read during the opening. Once the responses have been evaluated and the City has an executed contract, a notification will be posted on the City’s Procurement Portal.

I. Term of Contract

a) It is the City's intent to enter into a single agreement with a selected Contractor to provide professional services as is determined to best serve the interests of the City of Yuma.

b) The fee proposal, as negotiated prior to contract execution (if required), will become the final fees under the terms of this contract for the initial term of the contract for twelve (12) months.

c) The Contract term is for an initial one-year term with the option to renew for four additional one-year periods, one period at a time, depending on appropriation of funds and satisfactory performance.

d) Unless the City notifies Contractor in writing 30 days prior to the contract anniversary date that the Agreement is not renewed for the upcoming year, the Agreement shall continue in effect for another year, unless otherwise terminated pursuant to the https://yumaaz.bonfirehub.com/portal/?tab=pastOpportunities contract. Renewals can only be made in one-year increments, effective on the anniversary date.

e) If the Contractor desires any changes to the terms and conditions of the Agreement, such requests must be presented to the City in writing at least 60 days prior to the contract anniversary date. Failure to make such requests 60 days prior to the anniversary date may result in the denial of any changes requested. Any agreed upon changes will be reduced to writing as an amendment to this Agreement and such amendment will not become effective until fully executed by both parties.

f) In the event the City does not opt to renew the contract, or the City and Contractor 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 for a period not to exceed six months for the purpose of completion of services started prior to current contract expiration or until a new contract can be established.

J. Estimated RFP Timeline/Event Sequence The following RFP sequence of events represents the City’s best estimate of the schedule that will be followed. Exact due dates and times for questions / answers are noted in this document and will be published in the City’s Procurement Portal (Bonfire).

Event Estimated Date

RFP released February 23, 2026 Questions due in Procurement Portal March 9, 2026 Addenda responding to questions March 12, 2026 Proposals Due in Procurement Portal March 19, 2026 Notifications of finalist April 23, 2026 Target date for council approval May 6, 2026 Fully executed contract May 20, 2026

K. Cooperative Use of Contract

In addition to the City and with approval of the Contracted Contractor, this Contract may be extended for use by other municipalities, school districts and governmental agencies of the State. Any such usage by other entities must be in accordance with the City Code, Charter and/or procurement rules and regulations of the respective governmental entity.

L. Termination of Contract

The City reserves the right to terminate any part of or the entirety of any Contract that may result from this RFP, with or without cause, at any time with 30 calendar-days’ written notice by the City. In such case, the Contractor shall be paid for services rendered through the date of the termination notice, and the results of all such work, including all documents and files, through that date will become the property of the City.

M. Equal Opportunity

The City of Yuma is an equal opportunity employer. Minority and women’s business enterprises are encouraged to submit proposals for the project.

N. Conflict of Interest Information

Information on possible conflicts of interest should be provided as part of proposal response. Such information will be taken into account in making a decision on the selection of the Contractor to perform the services.

Should a conflict arise during preparations for or while undertaking these services, the Contractor shall immediately advise the City of such conflict.

O. Policy on Non-Discrimination on the Basis of Disability

In accordance with the Americans with Disabilities Act (ADA) and Section 504 of the Rehabilitation Act of 1973, the City of Yuma does not discriminate on the basis of disability in the admission of or access to, or treatment or employment in, its programs, activities, or services.

For information regarding rights and provisions of the ADA or Section 504, or to request reasonable accommodations for participation in City programs, activities, or services contact:

ADA/Section 504 Coordinator City of Yuma Human Resources One City Plaza Yuma, Arizona 85364-1436

(928) 373-5125, (928) 373-5149 (TTY)