5-Special Terms Conditions and Additional Requirement.pdf

Procurement Division

Request For Bid (RFB)

Project: Kitchen Remodel for Fire Station No. 2 and Fire Station No. 5

Ref #: RFB-26-287

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. ONE-TIME PROJECT CONTRACT: This contract is for a one-time kitchen remodel at Fire Station 2 and Fire Station 5. The Contractor shall provide firm, fixed pricing for all goods and services required to complete the scope of work as specified in the solicitation documents. All materials, equipment, and labor must be delivered, installed, and completed at the designated fire station locations as specified by the City, at no additional cost to the City.

This contract is exclusive to this project and shall not extend beyond the completion and final acceptance of the Fire Station 2 and Fire Station 5 Kitchen Remodel. No additional obligations or commitments shall be implied or inferred beyond the scope of this project.

1.2. 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.

1.3. 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.

1.4. 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.

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/

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”.

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 mailto:purchasingweb@yumaaz.gov

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.

1.11 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 any and 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.

1.12 PRE-BID CONFERENCE: A non‑mandatory Pre‑Bid Conference will be held on April 9th at 2:30 PM. The walkthrough will begin at Fire Station 2, located at 3284 S 15th Ave, Yuma, AZ 85365, and upon completion will proceed to Fire Station 5, located at 6490 E 26th St, Yuma, AZ 85365.

These walkthroughs will allow bidders to conduct field measurements and assess site conditions.

1.13 PROJECT COMPLETION DEADLINE: All work associated with Fire Station No. 2 and Fire Station No. 5 shall be fully completed no later than June 26, 2026. The Contractor is responsible for scheduling, labor allocation, procurement, and coordination necessary to meet this deadline.

END OF SPECIAL TERMS AND CONDITIONS

2. Additional Requirements

2.1. BACKGROUND: The City of Yuma is seeking proposals from experienced and qualified Contractors to provide all labor, materials, and services necessary for the kitchen remodel at Fire Station 2, located at 3284 S 15th Ave, Yuma, AZ 85365, and Fire Station 5, located at 6490 E 26th St, Yuma, AZ 85365.

Fire stations operate 24 hours a day, seven days a week, and the kitchen serves as a critical space for firefighters and emergency personnel to prepare meals, maintain nutrition, and foster camaraderie during long shifts and emergency responses. The kitchen is not only a place for meal preparation, but also supports the health, well-being, and operational readiness of the fire station crew.

The existing kitchens at Fire Station 2 and Fire Station 5 are original to the buildings and have become dated, with cabinetry, countertops, and finishes that no longer meet the functional, durability, or aesthetic standards required for a modern fire station environment. The current layouts and materials do not adequately support the high-frequency use and heavy-duty demands of a public safety facility.

To address these needs, the City intends to remodel the kitchens at both stations by replacing all existing cabinetry and, where applicable, countertops with new commercial‑grade materials and construction. At Fire Station No. 2, only the cabinetry will be replaced, with existing stainless‑steel countertops and fixtures remaining. At Fire Station No. 5, both the cabinetry and countertops will be fully replaced, with new stainless‑steel work surfaces installed. The remodel will ensure the kitchens are durable, easy to maintain, and consistent with the standards established in the City’s newest fire station facilities, including the finish and appearance detailed in Attachment A – Visuals.

The City seeks a contractor with demonstrated experience in public facility renovations, particularly in high-use environments such as fire stations, and with a commitment to quality, safety, and timely project completion.

2.2. MINIMUM QUALIFICATIONS: The Bidder shall meet and maintain the following minimum, verifiable qualifications and requirements necessary to perform the kitchen remodeling work described in this solicitation. Bidder is to address these qualifications and requirements in Questionnaire Q-67DJ and in the Requested Information Section on Bonfire:

2.2.1. 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.

2.2.2. Contractor Licensing: Bidders must hold a valid Arizona Registrar of Contractors license in either the B‑1 (General Commercial Contractor) or KB‑1 (Dual Building Contractor) classification. Dual licensure with specialty classifications (e.g., C‑7 Carpentry, C‑60 Finish Carpentry) is also acceptable.

2.2.3. Demonstrable Experience: The Bidder shall have a minimum of three years of verifiable experience performing commercial or public‑facility kitchen remodels, including the successful completion of at least five (5) projects of similar size, scope, and complexity.

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

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

2.2.6. Technical Expertise: The Bidder shall possess strong technical expertise and demonstrated experience in the planning, fabrication, and execution of commercial or public‑facility kitchen remodels. Bidders must be able to provide examples of past projects successfully completed, including details such as cabinetry fabrication methods, countertop materials installed, integration with existing appliances, finish selections, and any custom or specialty millwork performed.

The Bidder should demonstrate familiarity with industry‑standard construction practices, including the installation of solid surface countertops, high‑pressure laminate cabinetry, commercial‑grade hardware, ceramic tile backsplashes, and stainless‑steel fixtures.

Experience in field verification, accurate measurement, and coordination within existing occupied facilities is essential.

The Bidder shall also demonstrate knowledge of applicable building codes, safety protocols and best practices for working within active public safety facilities. The Bidder should be able to describe their approach to minimizing disruptions, ensuring site safety, protecting existing building elements, and completing work efficiently within the operational needs of a 24/7 fire station environment.

2.2.7. 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.

2.2.8. The successful Bidder agrees to abide by and comply with all applicable federal, state, and local laws, codes, regulations, and ordinances governing construction work and kitchen remodeling services. This includes, but is not limited to, requirements established by agencies or authorities having jurisdiction, such as the Occupational Safety and Health Administration (OSHA), Environmental Protection Agency (EPA), Arizona Registrar of Contractors (ROC), local building and fire code officials, and any other applicable regulatory bodies.

The successful Bidder shall also ensure that any subcontractor performing work under this contract complies with all applicable laws, codes, regulations, and ordinances while delivering services under this agreement. Any revisions, updates, or new regulatory requirements that become effective after award must also be followed for the duration of the project.

2.3. CONTRACTOR EMPLOYEES:

2.3.1. Contractor employees shall be required to wear a clean uniform bearing the Contractor’s company name and/ or logo. All employees shall conduct themselves in a professional and courteous manner.

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

2.4. WORK AREA: The Contractor shall be solely responsible for maintaining a safe, clean, and secure work area at all times throughout the duration of the project. The Contractor shall perform all work in a manner that prevents damage to existing facilities, structures, utilities, equipment, and surrounding areas within the fire stations.

If the Contractor causes damage to City property, the Contractor shall repair or replace the damaged item(s) at no cost to the City, as directed by the City’s Facilities Maintenance Representative. Should the City determine that repairs must be performed by City staff or another service provider, the cost of such repairs will be deducted from the Contractor’s final payment.

2.5. EQUIPMENT: The Contractor shall provide and maintain all equipment, tools, and machinery necessary to efficiently perform the kitchen remodeling work required under this contract. All equipment must be sufficient in quantity, capacity, and operational condition to ensure timely and safe completion of the project. Backup tools or equipment shall be available as needed to prevent delays due to equipment failure.

All equipment used in the execution of this contract shall comply with all applicable federal, state, and local laws, codes, regulations, and safety standards. This includes, but is not limited to, OSHA regulations, manufacturer safety guidelines, and any requirements established by authorities having jurisdiction.

All vehicles and equipment brought onto City property must be maintained in safe working condition and present a professional appearance. Any equipment with defects, malfunctions, or safety concerns shall be repaired or removed from service prior to use.

The City reserves the right to inspect any equipment used on site and may require the Contractor to replace or remove any equipment that does not meet minimum safety or performance standards. The Contractor shall correct all equipment-related safety issues before resuming work.

2.6. SUSPENSION OF WORK: The Contractor shall immediately suspend work if conditions arise that create potential safety hazards, including but not limited to structural concerns, fire risks, utility conflicts, or any other situation that may endanger City personnel, contractors, or occupants of the fire station. The Contractor shall promptly notify the City’s Facilities Maintenance Representative of any such suspension.

The City’s Facilities Maintenance Representative, or designated City staff, may suspend work at any time if, in their judgement, weather conditions, site conditions, or operational considerations of the fire station make continued work unsafe or impractical.

The City’s Facilities Maintenance Representative, or designated City staff, shall immediately suspend work if observed work practices are in violation of safety rules, regulations, or established procedures. Violations of safety requirements may be considered grounds for corrective action up to and including termination of the contract.

2.7. SAFETY: The Contractor shall adhere to all applicable federal, state, county, and City of Yuma regulations, codes, ordinances, and safety standards when performing work under this contract.

The Contractor is responsible for ensuring that all employees, workers, and subcontractors are properly trained and instructed in required job‑site safety practices, construction safety standards, and any procedures necessary for safe operations within an active fire station environment.

Upon request, the Contractor shall provide documentation or demonstrate to the City’s satisfaction the programs, training, procedures, and safety practices used to ensure compliance with all applicable requirements.

2.8. PRICING: All pricing shall be firm, fixed, and all‑inclusive, covering the complete performance of the work as specified. Prices shall include, but are not limited to: direct and indirect labor, materials, fabrication, equipment, tools, transportation, delivery, disposal, permits, insurance, overhead, profit, protection of existing facilities, and all other incidental costs required to complete the kitchen remodel work at each fire station.

Bidders shall provide pricing for the following line items:

2.8.1. Fire Station 2:

2.8.1.1. Demolition & Preparation (remove existing cabinets; patch/prepare surfaces as needed; protect existing stainless-steel countertops)

2.8.1.2. Cabinetry – Fabrication & Installation (base, wall and pantry cabinets;

hardware matching Station 7 style but without soft-close; cabinet finish shall be Wilsonart 7960K-18 Studio Teak, as shown in Attachment A - Visuals)

2.8.1.3. Countertops - No countertop work at Fire Station 2. Contractor shall protect existing stainless-steel countertops during cabinet removal/installation.

2.8.1.4. Sink & Faucet - No sink or faucet replacement at Fire Station 2. Existing fixtures to remain. Contractor shall coordinate with City Facilities for temporary removal/reinstallation.

2.8.1.5. Painting & Finishes (paint walls/trim affected by cabinet work, color selected by City)

2.8.1.6. Hardware & Accessories (pulls and hinges matching Station 7 style but without soft‑close mechanisms; include blocking, corner guards if needed)

2.8.1.7. Miscellaneous Items (appliance removal/reinstallation, protection, cleanup, and other required work)

2.8.2. Fire Station 5:

2.8.2.1. Demolition & Preparation (remove existing cabinets and countertops;

patch/prepare surfaces as needed; protect adjacent finishes)

2.8.2.2. Cabinetry – Fabrication & Installation (base, wall, and pantry cabinets;

hardware matching Station 7 style but without soft‑close; cabinet finish shall be Wilsonart 7960K-18 Studio Teak, as shown in Attachment A - Visuals)

2.8.2.3. Countertops - Stainless Steel (Type 304, 16‑gauge minimum; fabricate and install; include required cutouts)

2.8.2.4. Sink & Faucet - No sink or faucet replacement. Existing fixtures shall remain. Contractor shall coordinate with City Facilities for temporary removal/reinstallation.

2.8.2.5. Painting & Finishes (walls/ceilings/trim affected by work; colors selected by City)

2.8.2.6. Hardware & Accessories (pulls and hinges matching Station 7 style but without soft‑close; include blocking and corner guards if required)

2.8.2.7. Miscellaneous Items (appliance removal/reinstallation, protection, cleanup, and other required work)

The City reserves the right to award one station, both stations, or any combination of line items deemed most advantageous to the City, based on pricing, budget availability, and the best interest of the project.

2.9. SALVAGE AND DISPOSAL OF MATERIALS: The City reserves the right to keep any item(s) being replaced under this contract on a case-by-case basis. If the City elects to keep the item(s), the successful Bidder shall be responsible for removing and delivering the items to the Procurement Warehouse, 190 W. 14th Street. If the City determines the material or equipment is not salvageable and can be disposed of, successful Bidder shall be responsible for proper disposal.

2.10. DEBRIS MANAGEMENT: All materials, debris, and waste generated during the Services shall be disposed of through proper channels in compliance with applicable regulations and local waste management guidelines. The bidder shall be responsible for the safe and responsible disposal of all materials, ensuring that they are transported to approved disposal sites. Any costs associated with the lawful disposal of materials shall be the sole responsibility of the bidder.

2.11. WARRANTY: The successful Bidder shall guarantee the work performed for a period of one year, or as specified by manufacturer, from the date of final acceptance and/or inspection of the project by City personnel. The warranty period shall commence the day after inspection has been completed and approved by City personnel. The successful Bidder shall furnish the City with all manufacturers or suppliers’ written guarantees and/or warranties covering materials and equipment furnished under each project. In the event the successful Bidder must perform repairs during the warranty period, all costs associated with warranty item(s) shall be borne by the successful Bidder, unless other arrangements have been mutually agreed upon between the City and successful Bidder.

END OF ADDITIONAL REQUIREMENTS