BPM007129, Pre-Solicitation Documents.pdf

Office of the State Forester

Arizona Department of Forestry and Fire Management

Katie Hobbs

Governor

Thomas A. Torres State Forester

Duty ❿ Respect ❿ Integrity

1110 West Washington Street, Suite 500 ❿ Phoenix, Arizona 85007 ❿ Main: (602) 771-1400 ❿ Fax: (602) 771-1421

Memo

TO: Salvador Lozano, Perryville 2 Crew Supervisor, DFFM

FROM: Ted Cooper, Chief Procurement Officer, Procurement Services

DATE: July 25, 2025

SUBJECT: Pre-engineered Shade Canopy and Office Conex

It has been determined that a solicitation requirement for a Pre-engineered Shade Canopy and Office Conex are needed for DFFM. Prior to issuing this new solicitation with options to renew, we are requesting your comments;

1. Does your department have a Scope of Work/Specs?

☒YES ☐NO

If no, please provide a timeline when Procurement can expect a copy of your program’s first draft.

2. Do you have vendor(s) you want invited to respond to the Solicitation?

If yes, please provide names and addresses. Attach a separate sheet if needed.

All Star Storage, AZ containers.

3. Please provide the estimated expenditure amount. $__80k________

a. Please indicate if the expenditure provided is provided per year or by total aggregate over a five year term by selecting from the options below.

☐ Annual or ☐ Over 5 Year Term

Estimated Total Expenditure Over 5 Year Term: $ _N/A__

New Solicitation Request Memo Office Conex

1110 West Washington Street, Suite 100 ❿ Phoenix, Arizona 85007 ❿ Main: (602) 771-1400 ❿ Fax: (602) 771-1421

4. Are funds expected to be available for this product expenditure?

5. In accordance with the Arizona State Procurement Code: The agency chief procurement officer shall not award a contract or incur an obligation on behalf of the state unless sufficient funds are available for the procurement, consistent with A.R.S. § 35-154.

With this information, procurement will start the solicitation process and provide a solicitation that more closely reflects your needs. Please return your replies no later than July 18, 2025.

Salvador Lozano Salvador Lozano 7/10/2025 Requester Name Signature Date

Supervisor Name Signature Date

Authorized Approver Signature Date (Budget Owner)

Director, or Signature Date Assistant Director Approval

If you have any questions regarding the procurement, please contact Athena Fierro, Procurement Specialist, afierro@dffm.az.gov or (602) 556-5721 or Ted Cooper, Chief Procurement Officer, tcooper@dffm.az.gov or 602-448-3243.

TC/af

Corrine Dolan 07/25/2025

John Richardson 07/28/2025

Thomas Torres (07/28/2025 11:37:07 PDT) Thomas TorresThomas Torres 07/28/2025

Athena Fierro <afierro@dffm.az.gov>

Significant Procurement Notification Form 1 message

Google Forms <forms-receipts-noreply@google.com> Thu, Aug 14, 2025 at 3:02 PM To: afierro@dffm.az.gov

Thanks for filling out Significant Procurement Notification Form Here's what was received.

Edit response

Significant Procurement Notification Form The following information is required to be provided to the State Procurement Administrator by all state governmental units (SGU; agencies, boards, and commissions) as per Standard Procedure 003 - Significant Procurement Role (SP 003 link).

Notes about this Google Form to provide notification of a SPR:

• You will receive a copy of your response via email

• You may edit your response after it is submitted in two ways. To ensure there's no duplication of efforts, please do one of the following:

1) Once you submit the form, you may click on "Edit you response" in the same browser; or

2) If some time has passed and it's necessary to make edits, please check your email for the original submission as it will have an "Edit response" link. If you don’t remember when you originally submitted your SPR notification, you may check the date and time on the spreadsheet via https://spo.az.gov/contracts/significant-procurement-roles and match it to the email.

• If your entry needs to be deleted, email SPOCompliance@azdoa.gov to provide an explanation for the deletion. If accepted, SPO Compliance will delete the entry.

Please contact the State Procurement Office (SPO) at SPOCompliance@azdoa.gov for any questions.

Email *

8/14/25, 3:04 PM State of Arizona Mail - Significant Procurement Notification Form https://mail.google.com/mail/u/0/?ik=e990a8599e&view=pt&search=all&permthid=thread-f:1840469960491631707%7Cmsg-f:1840469960491631707… 1/3 https://docs.google.com/forms/d/e/1FAIpQLSdxSzWnNvO30KUubljXrDSub3gfqJ1GX15weZF0kbYkDUx3Qw/viewform?usp=mail_form_link https://docs.google.com/forms/d/e/1FAIpQLSdxSzWnNvO30KUubljXrDSub3gfqJ1GX15weZF0kbYkDUx3Qw/viewform?edit2=2_ABaOnueDi1FnU0cT0BnuCMdsEJ6w-IXqa-gX2bkiBWCsDfrTCprClnbhsIQl4dOJhHCVrOY https://spointra.az.gov/resources/standard-procedures https://spo.az.gov/contracts/significant-procurement-roles https://spo.az.gov/contracts/significant-procurement-roles mailto:SPOCompliance@azdoa.gov mailto:SPOCompliance@azdoa.gov afierro@dffm.az.gov

What is the name of the person leading the procurement? *

Athena Fierro

Which agency is the procurement for? If it is a mandatory statewide contract, select your agency. *

Forestry and Fire Management

What is the title of the procurement? *

Office Conex and Shade Structure

What is the procurement type? *

✓ RFQ - Request for Quotation

IFB - Invitation for Bid

RFP - Request for Proposal

CI - Competition Impracticable (SPO Form 101)

Emergency Procurement (SPO Form 102)

SS - Sole Source (SPO Form 103)

NPTQ - Not Practicable to Quote (Determination Template D301(4))

Other:

8/14/25, 3:04 PM State of Arizona Mail - Significant Procurement Notification Form https://mail.google.com/mail/u/0/?ik=e990a8599e&view=pt&search=all&permthid=thread-f:1840469960491631707%7Cmsg-f:1840469960491631707… 2/3 mailto:afierro@dffm.az.gov

What is the date when the first procurement disclosure statement (PDS) was signed (i.e. SPO Form 120 or SPO Form 130)? *

MM

08 /

DD

12 /

YYYY

What is the actual date or estimated date that the purchased materials will be delivered or the purchase of services or construction will begin, per A.R.S. § 41- 753(D)? *

MM

10 /

DD

14 /

YYYY

What is your name (if different from above)?

What is your e-mail address (if different from above)?

Create your own Google Form Does this form look suspicious? Report

8/14/25, 3:04 PM State of Arizona Mail - Significant Procurement Notification Form https://mail.google.com/mail/u/0/?ik=e990a8599e&view=pt&search=all&permthid=thread-f:1840469960491631707%7Cmsg-f:1840469960491631707… 3/3 https://docs.google.com/forms?usp=mail_form_link http://reportabuse/

Office of the State Forester

Arizona Department of Forestry and Fire Management

Katie Hobbs

Governor

Thomas A. Torres State Forester

1110 West Washington Street, Suite 500 ❿ Phoenix, Arizona 85007 ❿ Main: (602) 771-1400 ❿ Fax: (602) 771-1421

Memo To: All DFFM Staff

Date: August 14, 2025

From: Ted Cooper, Chief Procurement Officer, Procurement Services

Subject: Internal Legal Publication, BPM007129, RFQ, Office Conex and Shade Structure

As required pursuant to A.R.S. § 41-753(D), the Arizona Department of Forestry and Fire Management, is issuing this significant procurement role period notice. During this period, state employees who have had a significant procurement role, as defined by A.R.S. § 41-2503, in the procurement described below, are prohibited from accepting, soliciting, or having discussions regarding employment with a person or firm lobbying or potentially responding to the procurement described below.

The Arizona Department of Forestry and Fire Management is in the process of procuring Office Conex and Shade Structure - Solicitation BPM007129. Agency employees with a significant procurement role have signed a Procurement Disclosure Statement. The significant procurement role period is active for this procurement, pursuant to the requirements in A.R.S. § 41-753(D). Additional information explaining the significant procurement role can be found at https://spo.az.gov/contracts/significant-procurement-roles.

If you have any questions regarding the procurement, please contact Ted Cooper, Procurement Services, tcooper@dffm.az.gov or 602-771-5108.

TC/sw

Athena Fierro <afierro@dffm.az.gov>

ANNOUNCEMENT: Internal Legal Publication, BPM007129, RFQ, Office Conex and Shade Structure 1 message

Rhonda Bell <rbell@dffm.az.gov> Fri, Aug 15, 2025 at 8:50 AM To: Rhonda Bell <rbell@dffm.az.gov> Bcc: dffm_all_staff@dffm.az.gov

This email is being sent on behalf of the Procurement Unit

Original Publication Memo ATTACHED

8/15/25, 8:57 AM State of Arizona Mail - ANNOUNCEMENT: Internal Legal Publication, BPM007129, RFQ, Office Conex and Shade Structure https://mail.google.com/mail/u/0/?ik=e990a8599e&view=pt&search=all&permthid=thread-f:1840537208641535830%7Cmsg-f:1840537208641535830… 1/2

Rhonda Bell

EXECUTIVE STAFF ASSISTANT

Arizona Department of Forestry and Fire Management

1110 W. Washington, Suite 500 Phoenix, AZ 85007

602.771.1574 Office

480.617.2378 Mobile

dffm.az.gov

8/15/25, 8:57 AM State of Arizona Mail - ANNOUNCEMENT: Internal Legal Publication, BPM007129, RFQ, Office Conex and Shade Structure https://mail.google.com/mail/u/0/?ik=e990a8599e&view=pt&search=all&permthid=thread-f:1840537208641535830%7Cmsg-f:1840537208641535830… 2/2 https://dffm.az.gov/

ARIZONA DEPARTMENT OF ADMINISTRATION

STATE PROCUREMENT OFFICE

ANNUAL PROCUREMENT DISCLOSURE STATEMENT

DISCLOSURE STATEMENT FOR PUBLIC OFFICER/EMPLOYEE CONCERNING

CONFLICTS OF INTEREST & SIGNIFICANT PROCUREMENT ROLE

I I Ted Cooper I, ._ _________________ -,.1.., a public officer or employee of the State of Arizona with a significant procurement role as defined in A.RS.§ 41-741 and A.RS.§ 41-2503, acknowledge having read A.RS.

§§ 38-501 to 38-511, 41-741, 41-753, 41-2503, 41-2517, and 41-2616 which establish minimum standards for the conduct of public officers and employees. The intent of the statutes is to remove or limit the possibility of personal influence, which may bear upon a contract or an official decision, as well as to discourage deliberate dishonesty. I further acknowledge that I am familiar with and understand that I have a continuing responsibility to observe and apply these provisions and that this disclosure statement is an official record of the agency, open to public inspection.

As mandated by A.RS. § 38-503, I have listed on this form all ownerships, employments, public and private affiliations and relationships held by me and/or a relative1 which may have a substantial (pecuniary2 and proprietary3) interest as defined in A.RS.§ 38-502(11) in any contract, sale, purchase or service involving the agency. I understand that as my interests or those of my relatives change, I may need to modify this statement.

I also understand that I shall not participate in any way as a public officer or employee of the agency on any matter or decision in which I and/or a relative have a substantial interest.

I also understand that my relatives and/or I shall not contract to supply any equipment, materials, supplies or services to the agency except after public competitive bidding.

If I am or become an officer or employee of more than one public agency, I understand I shall not apply for reimbursement of travel or other expenses from more than one such agency.

The substantial interests, both pecuniary and proprietary, held by me and/or a relative which may involve the State include (attach additional sheets as necessary):

"N/A".

1 "Relative" means my spouse, child, child's child, parent, grandparent, brother or sister (of the whole or half-blood) and their spouses and the parent, brother, sister or child of my spouse.

2 "Pecuniary" means money or economic or other benefits that can be valued in monetary terms

3 "Proprietary" means ownership or rights by virtue of ownership, whether public or private.

Citations listed above are available on the SPO website, https:l/spointra.az.gov/resources/standard-forms-and-documents cc: Agency File Page 1 of 2 SPO Form 110 - Annual Procurement Disclosure Statement (rev 05-23-25)

Statements

The Undersigned attests to and agrees to abide by the following statements:

I have not and will not communicate with any potential Offerer or vendor in preparation or approval of specifications/scopes of work, evaluation tool or other confidential information which would provide an unfair advantage or to prepare specifications/scope of work which favor particular vendor(s).

I have not and will not provide insight, Confidential Information or assistance to any potential Offerer or vendor that might give an unfair advantage or inhibit fair competition for any Solicitation or other type of purchase made by the State.

My input regarding the development of the Solicitation documents, if any, has been and will be based solely on the State's requirements. I have not and will not communicate those requirements or confidential information to any potential Offerer or vendor.

I know of no conflict of interest on my part nor shall I take any action (e.g., commit an indiscretion or accept any gratuities or favors) that would compromise my impartiality or my responsibilities. Should a conflict of interest become known to me relevant to my role, I shall immediately disclose such conflict of interest.

I shall not receive any direct benefit from the utilization of confidential information, specifications, plans or scopes of work, or evaluation tools I prepared or assisted in the preparation of.

I understand that if any actions by a public officer or employee of the State of Arizona has acted in a way that is inconsistent with State of Arizona procurement law, the inconsistent actions should be reported to the Compliance Unit of the State Procurement Office (SPO) via the Compliance Hotline.

Upon termination of my employment with the State, for any reason, these provisions and statements remain in effect until such time as all solicitations with which I am involved have been successfully awarded by the State, or the State provides me a written release. These provisions and statements apply if I accept employment with any entity, its affiliates, subcontractors, or business partners that may submit an offer or are included in an offer to this solicitation. I shall not accept an offer of employment from or have employment discussions with any person or entity lobbying for or potentially responding to a solicitation for one year following the delivery of purchased materials or the purchase of services or construction begins.

I understand that if I knowingly violate the terms of this Agreement, I will be subject to suspension for not less than ninety days or dismissal from State service.

["Confidential Information" includes without limitation the following: Any work products, documents, information (verbal or written), whether distributed or derived, regarding the development of or associated with a Solicitation.]

The Undersigned has read and understands the above and agrees to be bound by the statements, rules and principles represented herein and in accordance with the provisions of the State Statutes and Rules regarding personnel, conflict of interest, confidentiality and procurement.

I 2026 Effective for Fiscal Year: '=====

[7.11.2025 Forestry and Fire Management

Signature Date Agency

Ted Cooper tcooper@dffm.az.gov

Typed or Printed Name Email

Chief Procurement Officer 662-448-3243 Title Phone cc: Agency File Page 2 of 2 SPO Form 110 - Annual Procurement Disclosure Statement (rev 05-23-25)

ARIZONA DEPARTMENT OF ADMINISTRATION

STATE PROCUREMENT OFFICE

PROCUREMENT DISCLOSURE STATEMENT

Dear Employee:

You have been selected to participate in the particular procurement activity as referenced above. Your selection was based on your technical knowledge and expertise in this area. Your regular job duties may not include procurement activities but for the purpose of this process you may play a significant procurement role in one or more of the following: participating in the development of a procurement as defined in A.R.S. § 41-2503;

participating in the development of an evaluation tool; approving a procurement as defined in A.R.S. § 41-2503 or an evaluation tool; serving as a technical advisor or an evaluator who evaluates a procurement as defined in A.R.S. § 41-2503; or recommending or selecting a vendor that will provide materials, services or construction to this state.

It is essential that the integrity of the procurement process be maintained to ensure that each Offeror is given fair and equal consideration. Your familiarity with particular brands, types of equipment, material, services, individuals or firms may tend to influence your evaluation; however, you are required in this specific instance to be particularly objective and guard against any tendency that might slant your evaluation in favor of a personal preference.

You are required to report to the Procurement Officer, or person facilitating the above referenced procurement process, any actual or potential conflict of interest as defined in A.R.S. §§ 38-503, 41-2616(C), 41-753, and 41-2517. You are also subject to the Code of Ethics set forth in Section A.A.C. R2-5A-501 of the Arizona Department of Administration, Personnel Division, Administrative Rules, and Regulations.

An additional consideration is the legal mandate to maintain strict security and confidentiality regarding the content of any proposal, as well as the proceedings of the Evaluation Committee meetings during the evaluation process.

Once the evaluation process has started, it is essential that any contact with Offerors, other than that disclosed, be through, and by, the Procurement Officer or person facilitating the above referenced procurement.

In addition, the Employee shall not have any communication related in any way to the particular procurement, except during formal Committee meetings, with any Offeror or potential subcontractor to that Offeror prior to award, nor shall that Member discuss the proposal or their evaluation with anyone other than the Procurement Officer, or person facilitating the above referenced procurement and Evaluation Committee Members. This is mandatory.

A person who holds a Significant Procurement Role as defined by A.R.S. §§ 41-741 and 41-2503 for a particular procurement shall sign a statement before starting any participation that the person has no financial interest in the procurement other than that disclosed and will have no contact with any representative of a competing Offeror related to the particular procurement during the course of evaluation of proposals, except those contacts specifically authorized per A.R.S. §§ 41-2534, 41-2537, 41-2538, and 41-2578. The person shall disclose on this statement any contact unrelated to the pending procurement that the person may need to have with a representative of a competing offeror and any contact with a representative of a competing offeror during the evaluation of proposals except those contacts specifically authorized per A.R.S. §§ 41-2534, 41-2537, 41-2538, and 41-2578. A person who has been identified as having a significant procurement role for this procurement and fails to disclose contact with a representative of a competing Offeror or who fails to provide accurate information on this statement is subject to civil penalty of at least one thousand dollars but not more than ten thousand dollars per A.R.S. § 41-2616(C).

cc: Agency File Page 1 of 3 SPO Form 120 - State Employee Procurement Disclosure Statement (rev 05-23-25 v3)

Office Conex and Shade Structure

As mandated by A.R.S. § 38-503, I, , have listed on this form all ownerships, employments, public and private affiliations, and relationships held by me and/or a relative1 which may have a substantial (pecuniary2 and proprietary3) interest as defined in A.R.S. § 38-502(11) in any contract, sale, purchase or service involving the agency. I understand that as my interests or those of my relatives change, I may need to modify this statement.

The substantial interests, both pecuniary and proprietary, held by me and/or a relative which may involve the State include (attach additional sheets as necessary):

During the course of my regular business, I may have contact, unrelated to this procurement, with the Offerors or potential Offerors/Bidders listed below, who have submitted, or may submit, proposals in response to this solicitation (attach additional sheets as necessary):

1 “Relative” means my spouse, child, child’s child, parent, grandparent, brother or sister (of the whole or half-blood) and their spouses and the parent, brother, sister or child of my spouse.

2 “Pecuniary” means money or economic or other benefits that can be valued in monetary terms

3 “Proprietary” means ownership or rights by virtue of ownership, whether public or private.

Citations listed above are available on the SPO website, https://spointra.az.gov/resources/standard-forms-and-documents.

Statements

The Undersigned attests to and agrees to abide by the following statements:

I have read and understand the above and agree to be bound by the rules and principles represented. If applicable, I have also received, read and understand the Evaluation Committee Instructions for this procurement.

I know of no conflict of interest on my part nor have I committed any indiscretion or accepted any gratuities or favors that would compromise my impartiality. Further, I will not accept an offer of employment from or have employment discussions with any person or entity lobbying for or potentially responding to a solicitation during the defined time frame stated in A.R.S. § 41-753. I will maintain all deliberations of the Evaluation Committee in strict confidence during the evaluation process. My recommendations shall be based upon an objective/ subjective review of the Offeror’s response and the appropriate award criteria from the solicitation in accordance with the Arizona Procurement Code. I have read and understand A.R.S. §§ 41-753, 41-2517, and 41-2616(C) and will fully comply with the requirements.

I have not and will not communicate with any potential Offeror or vendor in preparation of specifications/scopes of work, evaluation tool or other confidential information related to the above referenced Solicitation which would provide an unfair advantage or to prepare specifications/scopes of work which favor particular vendor(s).

I have not and will not provide insight, confidential information or assistance to any potential Offeror or vendor that might give an unfair advantage or inhibit fair competition for the above referenced Solicitation. My input regarding the development of the Solicitation documents, if any, has been and will be based solely on the State’s requirements. I have not and will not communicate those requirements or confidential information to any potential Offeror or vendor.

cc: Agency File Page 2 of 3 SPO Form 120 - State Employee Procurement Disclosure Statement (rev 05-23-25 v3)

Salvador Lozano

N/A

N/A

I know of no conflict of interest on my part nor shall I take any action (e.g., commit an indiscretion or accept any gratuities or favors) that would compromise my impartiality or my responsibilities. Should a conflict of interest become known to me relevant to my role, I shall immediately disclose such conflict of interest.

I shall not receive any direct benefit from the utilization of confidential information, specifications, plans, scopes of work, or evaluation tools I prepared or assisted in the preparation of.

I understand that if any actions by a public officer or employee of the State of Arizona has acted in a way that is inconsistent with State of Arizona procurement law, the inconsistent actions should be reported to the Compliance Unit of the State Procurement Office (SPO) via the Compliance Hotline.

I shall maintain strict security and confidentiality regarding the content of any proposal, as well as the proceedings of the Evaluation Committee meetings during the evaluation process that I may be a participant or attend as a committee member or a technical advisor.

I shall maintain strict security and confidentiality regarding the process or decisions regarding any protest or appeal that I am a participant, advisor or decision maker.

Whether recommending or selecting a vendor that will provide materials, services or construction to the State, approving a procurement or an evaluation tool or soliciting quotes greater than ten thousand dollars for the provision of materials, services or construction, I shall maintain strict security and confidentiality regarding the process and decisions to ensure fair competition.

Upon termination of my employment with the State, for any reason, these provisions and statements remain in effect until such time as the solicitation has been successfully awarded by the State, or the State provides me a written release. These provisions and statements apply if I accept employment with any entity, its affiliates, subcontractors, or business partners that may submit an offer or are included in an offer to this solicitation. I shall not accept an offer of employment from or have employment discussions with any person or entity lobbying for or potentially responding to a solicitation for one year following the delivery of purchased materials or the purchase of services or construction begins.

I understand that if I knowingly violate the terms of this Agreement, I will be subject to suspension for not less than ninety days or dismissal from State service.

The Undersigned has read and understands the above and agrees to be bound by the statements, rules, and principles represented herein and in accordance with the provisions of the State Statutes and Rules regarding personnel, conflict of interest, confidentiality, and procurement.

Please check the applicable box below:

Yes No I am an architect or an engineer registered pursuant to section A.R.S. § 32-121

Yes No I am a State employee who was employed within the past year by a person or firm responding to a solicitation, pursuant to A.R.S. § 41-2517(F)

Signature Date Agency

Name Email Address

Title Telephone cc: Agency File Page 3 of 3 SPO Form 120 - State Employee Procurement Disclosure Statement (rev 05-23-25 v3)

8/12/2025

Salvador Lozano

Forestry Crew Supervisor

AZDFFM

slozano@dffm.az.gov

602-980-4183