Procurement Division

Request For Bid (RFB)

Project: Traffic Control Services

Ref #: RFB-26-216

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 of Yuma will award contracts in accordance with the terms and conditions set forth in this solicitation. Award will be given to the responsive and responsible Bidder(s) whose bid(s) conform to the requirements of the solicitation and are determined to be in the best interest of the City. Evaluation will include all-inclusive pricing for scheduled community events and itemized pricing for additional services as specified. The City reserves the right to make a single award or to award this solicitation to up to two vendors to ensure flexibility in meeting the needs of multiple departments and varying event requirements.

If two vendors are awarded contracts, scheduled community events listed in the Specifications will be assigned to the vendor offering the lowest all-inclusive event pricing for each respective event. Traffic control services required for non-specified events, emergency situations, or projects outside the listed community events will be performed based on the itemized pricing submitted by the awarded vendors. The City will select which vendor to utilize at its sole discretion, considering factors such as availability, project scope, and operational needs. The City reserves the right to allocate work between awarded vendors in any manner it deems to be in its best interest, and no guarantee of equal distribution of work is implied.

1.3. 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 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/

1.4. COOPERATIVE USE OF CONTRACT: The City of Yuma, Arizona has entered into interactive purchasing agreements with other political subdivisions, cities and towns 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.

1.5. EMERGENCY DELIVERIES: The City may purchase goods or services required under “emergency” situations, after-hours, or on weekends.

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

1.7. INSURANCE: Before the commencement of any services, the Contractor shall name the CITY, and its employees as Additional Insured on all required insurance policies, except Workers’ Compensation. Any insurance carried by the CITY, and its employees, is excess coverage, and non-contributory coverage to include endorsements provided by the Contractor.

All insurance policies are subject to approval by the CITY.

Failure to provide required coverage and failure to comply with the terms and conditions of this Agreement shall not waive the contractual obligations herein.

Moreover, failure to provide evidence of required insurance as set forth below shall delay payment for services rendered. If the policy or policies are canceled or not renewed, the insurance company shall provide thirty (30) days written notice to the CITY prior to the effective date of such cancellation or termination.

The Certificate Holder must be named as follows: City of Yuma, Yuma, Arizona All certificates are to be emailed to: purchasingweb@yumaaz.gov

A. Commercial General Liability

The policy shall include bodily injury, property damage, personal injury, and broad form contractual liability, and at least the minimum limits of the following:

• General Aggregate $2,000,000

• Products – Completed Operations Aggregate $ 500,000

• Personal and Advertising Injury $ 500,000

• Blanket Contractual Liability – Written and Oral $ 500,000

• Fire Legal Liability $ 50,000

• Each Occurrence $1,000,000

The policy shall be endorsed to include the following additional language: “The City of Yuma, its officials, officers, employees, and agents shall be named as additional insured’s with respect to liability arising out of the activities performed by the Contractor”.

mailto:purchasingweb@yumaaz.gov

All policies shall contain a waiver of subrogation against the City, its officials, officers, employees, and agents for losses arising from work performed by or on behalf of the Contractor.

B. Business Automobile Liability

The policy shall include bodily injury and property damage for any owned, hired, leased, borrowed, and/or non-owned vehicles used in the performance of this Agreement.

• Combined Single Limit (CSL) $1,000,000

If hazardous materials or wastes are transported, CA 9948 endorsement must be included and $3,000,000.00 per accident, limits for bodily injury and property damage will apply.

The policy shall be endorsed to include the following additional insured language: “The City of Yuma its officials, officers, employees, and agents shall be named as additional insured’s with respect to liability arising out of the activities performed by or on behalf the Contractor involving automobiles owned, leased, hired, borrowed, and/or non-owned by the Contractor”.

The policy shall contain a waiver of subrogation against the City, its officials, officers, employees, and agents for losses arising from work performed by or on behalf the Contractor.

C. Worker’s Compensation and Employers’ Liability

• Workers’ Compensation: Statutory

• Employers Liability Each Accident $100,000 Disease – Each Employee $100,000 Disease – Policy Limit $500,000

The Contractor shall require sub-Contractors to provide Worker’s Compensation and Employer’s Liability with at least as much coverage as that provided by the Contractor.

All policies shall contain a waiver of subrogation against the City, its officials, officers, employees, and agents for losses arising from work performed by or on behalf of the Contractor.

D. The polices of insurance required under this section are to be primary insurance policies and any insurance policy maintained by the City is considered excess insurance. The existence of excess insurance policies should in no way be construed to limit the requirements of insurance described herein.

In the event, any of the above insurance policies are written on a “claims made” basis, coverage must extend for three years past completion and acceptance of the work or services as evidenced by annual Certificates of Insurance.

1.8. NO REPRESENTATION OF COVERAGE ADEQUACY: By requiring insurance herein, the City does not represent that coverage and limits will be adequate to protect Contractor. The City reserves the right to request and review all complete insurance policies and/or endorsements cited in this Contract but has no obligation to do so. Failure to demand such evidence of full compliance with the insurance requirements set forth in the Contract Documents or failure to identify any insurance deficiency shall not relieve Contractor from, nor be construed or deemed a waiver of, its obligation to always maintain the required insurance during the performance of the Contract.

1.9. 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 alternative option is in the best interest of the City. Any price adjustment will be effective upon the date of the contract extension.

1.10. 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.

1.11. 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

BACKGROUND: The City of Yuma is seeking bids from qualified vendors to provide full-service traffic control for community events and both planned and unplanned road closures, including utility work, maintenance activities, and emergency situations. Services will require certified traffic control personnel to establish detours, protect work zones, and manage road closures on an as-needed basis, including holidays.

These services support various departments including but not limited to: Parks & Recreation, Police Department, Public Works, Engineering and City Administration during planned and unplanned events.

All operations must comply with the Manual on Uniform Traffic Control Devices (MUTCD) and any applicable state supplements or local standards—for example, Arizona’s MUTCD—along with City and Yuma County permitting requirements.

2.1. MINIMUM QUALIFICATIONS: Each Bidder must, at a minimum, meet and maintain the qualifications and requirements listed in the following section. If applicable, Bidder is to address these qualifications and requirements in Questionnaire Traffic Control Services Q- 13GP in the Requested Information Section on Bonfire:

2.1.1. Prior to award, the Bidder must possess a City of Yuma business license. All Bidders 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.

2.1.2. Demonstrable Experience: Bidder must have a minimum of three (3) years documented experience providing traffic control services for public events, roadway closures, or construction projects and have the demonstrated ability to develop and implement Temporary Traffic Control Plans (TTCPs) for large-scale events.

2.1.3. The Contractor must be a licensed and registered with the State of Arizona.

2.1.4. All personnel employed by the Contractor shall be trained, licensed and insured, as required.

2.1.5. The successful Bidder shall comply with all current federal, state, and local laws, rules, regulations, and ordinances governing traffic control operations, including but not limited to the Manual on Uniform Traffic Control Devices (MUTCD), Arizona Department of Transportation (ADOT) standards, and Occupational Safety and Health Administration (OSHA) requirements, as well as any revisions occurring after award. The Bidder must also ensure that all subcontractors performing under this contract adhere to these same laws, rules, and regulations while providing services under this agreement.

2.1.6. The Contractor shall maintain all required licenses for its work and is responsible for obtaining all necessary permits. Failure to secure or maintain required permits, documentation, or certifications may be considered grounds for termination of the contract.

mailto:businesslicenses@YumaAz.gov

2.2. VENDOR EMPLOYEES:

2.2.1. Vendor should always have a local field representative available during the contract period.

2.2.2. Vendor employees shall be required to wear a clean uniform bearing the company name and or logo. All employees shall conduct themselves in a professional and courteous manner.

2.2.3. Vendor employees are not to be accompanied in the work area by acquaintances, family members, or any other person unless said person is an authorized Bidder employee.

2.2.4. Vendors will ensure adequate staffing levels to meet event requirements.

2.3. WORK AREA: It shall be the Contractor’s sole responsibility to ensure the work area is always maintained in a safe and secure condition. The Contractor shall, upon completion of work, remove all debris, and put the work site and public right-of-away in a neat and clean condition.

The Contractor shall carry on the operation in such a manner that damage is not inflicted to existing facilities, grounds, utilities or other structures. In the event Contractor causes damage to City property, Contractor shall replace or repair the same at no cost to the City as directed by the City Special Events Coordinator. If damages caused by the Contractor must be repaired or replaced by City Employees, the cost of such work shall be deducted from the Contractor’s payment.

2.4. EQUIPMENT: The Contractor shall provide and maintain during the entire period of this contract, equipment sufficient in number, operational condition, and capacity to efficiently perform the work and render services required by this contract. This includes “back-up” equipment to provide uninterrupted service when equipment breakdown occurs.

Equipment used in the execution of this contract shall comply with all applicable local, state, federal, and tribal laws, statues, ordinances, rules and regulations.

All vehicles must be maintained in good repair, appearance, and conditions at all times.

Equipment, machinery, components, or system failures that affect the safe operation of any equipment shall be corrected prior to using the equipment. In addition, the Contractor’s vehicles and mobile equipment shall be clearly marked with company name and/or logo and identification number.

The City reserves the right to inspect equipment at any time and require the replacement of any that does not meet the minimum serviceability standards. Equipment, machinery, component or system failures that affect the safe operation of any equipment shall be corrected prior to using the equipment.

2.5. SUSPENSION OF WORK: The Vendor should suspend operations if weather conditions such as heavy rainfall and high winds, or road traffic conditions including major accidents or road closures are such that work operations cannot be carried out in a safe and effective manner or will pose an environmental hazard. If such suspension occurs, the Vendor shall immediately notify the City.

The City reserves the right to suspend work at any time if, in their judgment, current or impending conditions—such as adverse weather, traffic congestion, or public safety concerns—make continued operations unsafe or impractical. The Vendor shall comply immediately with any suspension directive issued by the City.

The City of Yuma staff shall immediately suspend operations when observed work performance is in violation of safety rules, regulations or practices. Violation of safety rules, regulations or practices may be considered grounds for termination of the contract.

2.6. SAFETY: The Bidder shall be responsible for the training and instruction of all workers, employees and subcontractors on all required job safety standards. Upon request, the Vendor shall demonstrate to the City’s satisfaction any programs, procedures and other activities used to ensure compliance.

The Bidder shall supply all necessary items and services required to complete the work as described in these specifications, which includes but is not limited to; labor, tools, equipment, permits and incidental materials/supplies.

2.7. PRICING: The City of Yuma has identified 13 community events for which the Contractor shall provide all-inclusive pricing. The all-inclusive pricing is intended to cover the standard scope of each event as described in the Specifications, including reasonable variations in event titles, dates, times, and locations. Normal variations or minor modifications to event logistics shall not result in a change in the agreed-upon all-inclusive pricing.

The Contractor’s all-inclusive pricing shall cover all direct and indirect labor, supervisors, and support personnel; all equipment and materials necessary for traffic control, including but not limited to cones, barricades, signage, arrow boards, variable message signs (VMS), and other devices compliant with the Manual on Uniform Traffic Control Devices (MUTCD); all overhead and administrative expenses associated with planning, scheduling, and coordination; and all travel, mobilization, and demobilization costs required to transport personnel and equipment to and from designated event locations.

BT-12HS includes MUTCD-compliant signs, devices, equipment, cost for certified flaggers and materials intended to support traffic control for events not specifically listed for itemized usage.

These additional materials shall be maintained and made available by the Contractor for deployment as needed to accommodate unlisted or unforeseen events, emergency situations, or changes in event scope. The Contractor shall ensure that sufficient quantities of these materials are always available to meet operational requirements and maintain compliance with applicable standards.

2.8 MONITORING CONTRACT COMPLIANCE: The City will monitor Contractor performance during traffic control operations through on-site observation, discussion, and review of compliance with contract requirements. Inspections may include:

2.8.1. Verification of proper setup and placement of traffic control devices.

2.8.2. Inspection of equipment and materials for MUTCD and ADOT compliance.

2.8.3. Review of employee certifications and adherence to safety standards. The City may also conduct independent audits or third-party reviews at any time.

If performance deficiencies are identified, the following procedure shall apply:

2.8.4. Minor deficiencies shall initially be addressed through on-site discussion with Contract personnel to facilitate prompt correction.

2.8.5. Persistent or significant deficiencies shall be documented by the City and formally communicated to Contractor management. The Contractor shall take immediate action upon receipt of such notice.

2.8.6. Contractor’s management shall meet with the City to review identified deficiencies and develop a written corrective action plan within a timeframe specified by the City. Failure to implement corrective measures in accordance with the agreed plan may result in suspension of work or termination of the contract for cause.

END OF ADDITIONAL REQUIREMENTS