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Invitation for Bid under A.R.S. § 41-2533

Notice Page

Arizona Department of Emergency & Military Affairs

Solicitation Requirements (IFB) | Revision No. 0 | Revised 08-25 | Page 1 of 54

Solicitation Number: BPM007596

Description: Bridge Inspections CN

Solicitation Due Date and Time: July 2, 2026 3PM as indicated in APP

Pre-Offer Conference: Site Visit June 16th 10am

1 Hughes Ave Bldg.16 Bellemont AZ,86015

Bids will only be accepted online in the “State’s eProcurement System”, Arizona Procurement Portal (APP), at https://app.az.gov until the “Bid/Offer Due Date” indicated in the “State’s eProcurement System” for the Solicitation No. shown at the top of this page. Bids must be in the State Procurement Office’s possession online no later than that deadline.

Submit technical inquiries about navigating and/or submitting bids in the State’s eProcurement System to the State’s eProcurement System Help Desk by phone at (602) 542-7600, option 2; or by email to app@azdoa.gov.

LATE BIDS WILL NOT BE CONSIDERED. No extension or grace period will be given for delays or incomplete bids caused by internet connectivity problems, file uploading difficulties, or misunderstanding of the requirements or procedures for online submission in the “State’s eProcurement System”.

It is the responsibility of the Prospective Bidders to routinely check the APP website for Solicitation Amendments. Additional instructions for preparing an Offer are included in this solicitation.

Persons with a disability may request a reasonable accommodation, such as a sign language interpreter, by contacting the Solicitation contact person. Requests shall be made as early as possible to allow time to arrange for the accommodation.

https://app.az.gov/ https://app.az.gov/ mailto:app@azdoa.gov

Solicitation Summary

Solicitation No. BPM007596 Bridge Inspections CN

Arizona Department of Emergency & Military Affairs

Solicitation Requirements (IFB) | Revision No. 0 | Revised 08-25 | Page 2 of 54 Click here to return to the Table of Contents

Solicitation Summary

Issuing Agency: Department of Emergency and Military Affairs

Eligible Agency: Department of Emergency and Military Affairs single agency for [DEMA], and for their sole use

State Need: Multiple Bridge Inspections Camp Navajo

Offeror Qualifications:

Inspector shall be a registered Engineer and submit documentation of professional engineer registration.

BPM007596 Solicitation Requirements

See Table of Contents

BPM007596 Solicitation Instructions (IFB)

Special Instructions to Offerors Standard Instructions to Offerors (IFB)

Solicitation Attachments ● Offer and Acceptance

● Confidential Information Designation

● Key Personnel

Amendments The State may issue a Solicitation Amendment at any time after Solicitation publication and before the Offer due date. It is the responsibility of the Prospective Offeror to routinely check the APP website for any Solicitation Amendments and revised documents.

Table of Contents Invitation for Bid under A.R.S. § 41-2533

Solicitation No. BPM007596 Bridge Inspections CN

Arizona Department of Emergency & Military Affairs

Solicitation Requirements (IFB) | Revision No. 0 | Revised 08-25 | Page 3 of 54 Click here to return to the Table of Contents

Notice Page

Table of Contents

Solicitation Summary 2 Scope of Work 4 Special Terms and Conditions 37

Scope of Work

Solicitation No. BPM007596 Bridge Inspections CN

Arizona Department of Emergency & Military Affairs

Solicitation Requirements (IFB) | Revision No. 0 | Revised 08-25 | Page 4 of 54

Click here to return to the Table of Contents

Scope of Work

Scope of Work

1. Legal Authority: The Arizona Department of Administration, State Procurement Office (State), as authorized under A.R.S. § 41-2501 et seq. is seeking to establish one single-agency Contracts on behalf of [DEMA], and for their sole use, to provide Annual and Triennial Inspection of Trestle Bridge.

2. Scope of Work

1. Trestle Bridge Inspection

1.1. General

1.1.1. The awarded firm shall provide all services, materials, labor, tools, equipment, transportation, supervision and all items necessary to inspect four railroad bridges (Trestles) for classification, load carrying capacity, and identify deficiencies, defects and damage.

1.1.2. The four bridges are timber, open-deck types constructed circa 1943.

1.1.3. Annual inspections shall be completed by Camp Navajo with the exception of when triennial inspections are due; in this case both inspections (annual AND triennial) shall be completed by the awarded Firm.

1.2. Intent

1.2.1. The intent of this project is to inspect four (4) railroad trestle bridges in accordance with the following:

1.2.1.1. Perform inspections of four wooden structure trestle bridges located at

Camp Navajo. Bridges #052, #251, #355, and #393.

1.2.1.2. Inspection shall satisfy the annual frequency, per Army TM 5-600 and Army Regulation 420-72 latest editions.

1.2.1.3. Provide to Camp Navajo (Director of Engineering), a written (Engineer Stamped) Annual and Triennial report of findings per the above mentioned Army regulations.

1.2.2. All work performed and all material furnished such as the written report (Annual/ Triennial Findings) shall be in conformity with the minimum requirements of Army TM 5-600 and Army Regulation 420-72 latest editions.

1.3. The Arizona Department of Emergency & Military Affairs (DEMA), Camp Navajo is seeking qualified firm to provide bridge inspection services, please reference Army Technical Manual (TM) 5-600 Chapter I Section IV paragraph 1-8.

Solicitation No. BPM007596 Bridge Inspections CN

Solicitation Requirements (IFB) | Revision No. 0 | Revised 08-25 | Page 5 of 54

1.4. All qualified firms interested in providing these services shall submit their

Qualifications and shall comply with the requirements specified in this Scope of Work. Below are the minimum qualifications that are required to be submitted and uploaded as a separate attachment in Procure AZ.

1.4.1. Qualifications of Inspection Personnel In Accordance with Army TM 5-600

Chapter I Section IV paragraph 1-8.

1.4.1.1. Inspector shall be a registered professional engineer (or under the direct supervision of a registered professional engineer). Inspector shall submit documentation of Professional Engineer registration.

1.4.1.2. Inspector shall have a minimum of 2 years experience in Railroad bridge inspection assignment in a responsible capacity. Firm shall provide copy of Inspector’s certifications and experience with bid submittal.

1.4.1.3. Inspector shall be thoroughly familiar with design and construction features of the bridge to properly interpret what is observed and reported. Firm shall provide Inspector’s experience with bid submittal.

1.4.1.4. Inspector shall be capable of determining the safe load carrying capacity of the structure. Firm shall provide Inspector’s experience with bid submittal.

1.4.1.5. Inspector shall be able to recognize any structural deficiency, defect, or damages assess its seriousness, and take appropriate action necessary to keep the bridge in a safe condition. Firm shall provide Inspector’s experience with bid submittal.

1.4.1.6. Inspector shall also recognize areas of the bridge where a problem is incipient so that preventative maintenance can be properly programmed.

1.4.1.7. The qualifications, certification, registrations, and licenses of each person directly or indirectly involved with the inspection shall be submitted with bid documents.

1.5. Inspection Specifications

1.5.1. General

1.5.1.1. Trestle inspections shall meet all applicable standards and regulatory agency requirements and shall conform with the minimum requirements of Army TM 5-600 and Army Regulation 420-72 latest editions, to include, but not limited to:

Solicitation No. BPM007596 Bridge Inspections CN

Solicitation Requirements (IFB) | Revision No. 0 | Revised 08-25 | Page 6 of 54

1.5.1.1.1. TM 5-600 Chapter 1, Section III, Frequency of inspection

1.5.1.1.2. TM 5-600 Chapter 1, Section IV, Qualification of Inspection

Personnel

1.5.1.1.3. TM 5-600 Chapter 7, Section III, Documentation of the bridge inspection 7-14 and 7-15 (inclusive)

1.5.1.1.4. TM 5-600 Chapter 7, Section IV, Inspection procedure

1.5.1.1.5. TM 5-600 Chapter 9, Final Documentation, 9-1and 9-2

1.5.1.1.6. TM 5-600 Appendix B, and Appendix C, Section c. Suggested

Component ratings.

1.5.1.1.7. Army Regulation 420-72 Section III 3-7

1.5.2. Preparation

1.5.2.1. Conduct trestle inspection operations and remove debris to ensure minimum interference with roads. Do not close or obstruct roads without permission from the Contracting Officer's Representative.

1.5.2.2. Conduct trestle inspection operations to prevent injury to people. Ensure safe passage of people around the trestle inspection area.

1.5.3. Quality Assurance

1.5.3.1. Inspections and analyses of the trestle bridge shall be conducted by an engineer or appointee qualified in bridge design, capacity, and characteristics.

1.6. Environmental Compliance

1.6.1. Promptly dispose of any materials used in the performance of testing and or marking. Remove any testing items that could contaminate watersheds. Do not allow paints or marking materials to accumulate on-site without prior

Solicitation No. BPM007596 Bridge Inspections CN

Solicitation Requirements (IFB) | Revision No. 0 | Revised 08-25 | Page 7 of 54 authorization of the Contracting Officer's Representative. Firm shall transport demolished materials off Owner's property and legally dispose of them per local, state, and federal regulation.

1.7. Permits

1.7.1. Firm shall obtain a camera permit from the Project Manager located in Building

1.7.2. All personnel involved with the inspection who will enter the restricted area shall be required to pass a criminal background check, and attend an Ammunition Safety briefing prior to be given clearance to enter the Restricted area. A DD form 369 and form 19b available from the CN Project manager, should be filled out, and submitted, ASAP after reward of contract.

1.8. Government (Camp Navajo) Responsibilities

1.8.1. Camp Navajo Equipment Operators section will provide an FRA certified locomotive engineer and an 80 Ton GE locomotive with attached car for visual deflection. Coordination to be made two weeks in advance.

1.8.2. Camp Navajo Planning department personnel will provide escort of the

Inspection team to bridge sites unless prior arrangements are approved with Camp Navajo Security.

1.8.3. Camp Navajo Planning department personnel will provide an on-site review of existing historical plans, drawings, and related trestle documents, as needed, for the purpose of familiarization. Requests for information to be made two weeks in advance.

1.9. Deliverables

1.9.1. Findings Report

1.9.1.1. The awarded firm shall provide two bound copies of the Report of

Findings which shall include but not limited to:

1.9.1.1.1. Introduction and Background,

1.9.1.1.2. Load classification Summary,

1.9.1.1.3. Repair Cost Summary,

1.9.1.1.4. Bridge Data per TM 5- 600, Chapter 9; Sections 9-1and 9-

2.

Solicitation No. BPM007596 Bridge Inspections CN

Solicitation Requirements (IFB) | Revision No. 0 | Revised 08-25 | Page 8 of 54

1.9.1.2. Firm shall provide two electronic version of Report of Findings on disk.

2. Vehicle Bridge Inspection

2.1. General

2.1.1. The awarded firm shall provide all services, materials, labor, tools, equipment, transportation, supervision, coordination with Burlington Northern Santa Fe Railroad and all items necessary to inspect Vehicle Bridge #00050.

2.1.2. The Bridge is a three span (40' - 60' -40') design spanning over the Burlington Northern Santa Fe Railroad at the entrance to Camp Navajo Training Site.

2.1.3. The bridge substructure consists of concrete bents and caps, with a steel riveted girder system to support a concrete deck.

2.1.4. In 1996 the bridge saw extensive modifications and or repairs to the bridge bents, approaches, deck, and guard rails.

2.1.5. Annual inspections shall be completed by Camp Navajo with the exception of when triennial inspections are due; in this case both inspections (annual AND triennial) shall be completed by the awarded Firm.

2.2. Intent

2.2.1. The intent of this project is to inspect the Vehicle Bridge in accordance with the following:

2.2.1.1. Perform inspection of one bridge structure consisting of concrete and steel, Vehicle Bridge #00050, located at Camp Navajo.

2.2.1.2. The inspection must satisfy both an annual and triennial frequency per: Federal Highway Administration (FHWA), National Bridge Inspection (NBI), Army TM 5-600 and Army Regulation 420-72-latest editions.

2.3. The Arizona Department of Emergency & Military Affairs (DEMA), Camp Navajo is seeking qualified firm to provide bridge inspection services, please reference Army Technical Manual (TM) 5-600 Chapter I Section IV paragraph 1-8.

2.4. All qualified firms interested in providing these services shall submit their Qualifications and shall comply with the requirements specified in this Scope of

Solicitation No. BPM007596 Bridge Inspections CN

Solicitation Requirements (IFB) | Revision No. 0 | Revised 08-25 | Page 9 of 54

Work. Below are the minimum qualifications that are required to be submitted and uploaded as a separate attachment in Procure AZ.

2.4.1. Qualifications of Inspection Personnel In Accordance with Army TM 5-600

Chapter I Section IV paragraph 1-8.

2.4.1.1. Inspector shall be a registered Professional Engineer (or under the direct supervision of a registered professional engineer). Inspector shall submit documentation of Professional Engineer registration.

2.4.1.2. Inspector shall have a minimum of 2 years experience in bridge inspection assignment in a responsible capacity. A copy of the Inspector’s certifications and experience shall be provided by the Firm with bid submittal.

2.4.1.3. Inspector shall be thoroughly familiar with design and construction features of the bridge to properly interpret what is observed and reported.

2.4.1.4. Inspector shall be capable of determining the safe load carrying capacity of the structure.

2.4.1.5. Inspector shall be able to recognize any structural deficiency, damage or defects, assess its seriousness, and take appropriate action necessary to keep the bridge in a safe condition.

2.4.1.6. Inspector shall also recognize areas of the bridge where a problem is incipient so that preventative maintenance can be properly programmed.

2.4.1.7. The qualifications, certification, registrations, and licenses of each person directly or indirectly involved with the inspection shall be submitted with bid documents.

2.5. Inspection Specifications

2.5.1. General

2.5.1.1. The vehicle bridge inspection shall meet all applicable standards and regulatory agency requirements written in the Army TM 5-600 and Army Regulation 420-72 latest editions, but not limited to:

2.5.1.1.1. TM 5-600 Chapter 1, Section III, Frequency of inspection.

2.5.1.1.2. TM 5-600 Chapter l, Section IV, Qualification of Inspection

Personnel.

Solicitation No. BPM007596 Bridge Inspections CN

Solicitation Requirements (IFB) | Revision No. 0 | Revised 08-25 | Page 10 of 54

2.5.1.1.3. TM 5-600 Chapter 7, Section III, Documentation of the bridge inspection 7-14 and 7-15 (inclusive)

2.5.1.1.4. TM 5-600 Chapter 7, Section IV, Inspection procedure.

2.5.1.1.5. TM 5-600 Chapter 9, Final Documentation, 9-1and9-2

2.5.1.1.6. TM 5-600 Appendix B, and Appendix C, Section c. Suggested Component ratings.

2.5.1.1.7. Army Regulation 420-72 Section III 3-7

2.5.1.1.8. FHWA regulations

2.5.1.1.9. NBI regulations

2.6. Preparation

2.6.1. Conduct bridge inspection operations and remove debris to ensure minimum interference with roads. Do not close or obstruct roads without permission from the FMO.

2.6.2. Conduct bridge inspection operations to prevent injury to people.

2.6.3. Ensure safe passage of people around the bridge inspection area.

2.6.4. Firm shall confine inspection operations to areas being inspected.

2.6.5. The Firm shall keep roadways serving the premises clear and available at all times.

2.6.6. Traffic control, lane closures, and flaggers will be provided by the FMO.

2.7. Quality Assurance

2.7.1. Inspections and analyses of vehicle bridge shall be conducted by an engineer or appointee qualified in bridge design, capacity, and characteristics.

2.8. Environmental Compliance

2.8.1. The Firm shall be responsible for the following as it applies to the bridge inspections in and around adjacent railroads and paved roads: Promptly dispose of any materials used in the performance of testing and or marking.

Remove any testing items that could contaminate watersheds. Dispose of all materials legally per local state, and federal regulations.

Solicitation No. BPM007596 Bridge Inspections CN

Solicitation Requirements (IFB) | Revision No. 0 | Revised 08-25 | Page 11 of 54

2.9. Permits

2.9.1. All applicable permits are the responsibility of the Firm. Permits include but are not limited to, Blue Stake and Burlington Northern Santa Fe Railroad coordination.

2.9.2. No cell phone or camera permits are necessary for Bridge 50 inspection (trestle bridge inspections DO require these permits).

2.10. Deliverables

2.10.1. Findings Report

2.10.1.1. The Firm shall provide two bound copies of the Report of Findings and two electronic CD (PDF format) disk version of the findings report including but not limited to:

2.10.1.1.1. Introduction and Background,

2.10.1.1.2. Repair Cost Summary.

2.10.1.1.3. Bridge Data per TM 5-600, Chapter 9; Sections 9-1 and

9-2.

2.10.2. Firm shall provide two electronic version of Report of Findings on disk.

2.10.3. Firm shall provide and install load rating based on load rating findings and post a sign stating such ratings, on both sides (North and South) of the bridge approaches.

3. Camp Navajo Site Specific Requirements

3.1. Safety requirements

3.1.1. The Firm shall comply with all OSHA applicable requirements to include 29 CFR 1900-1910 and 29 CFR 1926

3.1.2. The Firm shall appoint an individual as the single point of contact for any safety issues. This individual shall speak the English language and be thoroughly familiar with the project.

3.2. Communication

3.2.1. The Firm is responsible for supplying a cell phone for communication between security personnel at Post 3 Sentry Station, Camp Navajo Fire Department and the Project Manager.

3.3. Security Requirements

3.3.1. The Firm shall comply with all applicable Camp Navajo security requirements to include:

3.3.1.1. Consultant and employee vehicle requirements

3.3.1.2. Search and Seizure

Solicitation No. BPM007596 Bridge Inspections CN

Solicitation Requirements (IFB) | Revision No. 0 | Revised 08-25 | Page 12 of 54

3.3.1.3. All applicable traffic regulations

3.3.1.4. Consultant access to limited access areas.

3.3.1.5. All Firm vehicles that the Firm wishes to drive into the Restricted area are required to have a fully operational 10 ABC fire extinguisher, and are subject to search at any time.

3.3.2. See attachment titled, “M16-0041 011410-2015 WRSP (CN Work

Restrictions and Special Provisions)” for site specific requirement and restrictions.

End of Scope of Work

Uniform Terms and Conditions

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Arizona Department of Emergency & Military Affairs

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Special Terms and Conditions

The Special Terms and Conditions modify the Uniform Terms and Conditions. It can modify them by replacing, deleting, appending to, or revising the text of an existing provision or by inserting a new paragraph into an existing article. No other document modifies or adds to the Uniform Terms and Conditions, except as may subsequently be otherwise and expressly agreed and incorporated by Contract Amendment.

1. Definition of Terms: As used in the Contract, the terms listed below are defined as follows:

1.1. Acceptance: The document titled “Offer and Acceptance Form” bearing the state contract number once Procurement Officer has signed it to signify (1) State’s formal acceptance of the Accepted Offer and (2) the formation of the Contract. For clarity of intent, the foregoing is not to be confused with the term “acceptance” used throughout the Contract in the context of delivery, inspection, etc., with respect to Materials or Services.

1.2. Accepted Offer: If State did not request a Revised Offer, then “Accepted Offer” means the Initial Offer.

1.3. Arizona Procurement Code: The Arizona Procurement Code consists of Arizona Revised Statutes (A.R.S.) §§ 41-2501 et seq. and Arizona Administrative Code (A.A.C.) R2-7-101 et seq. There is additional information in the Solicitation Instructions regarding how to access these state statutes and rules.

1.4. Arizona Transaction Privilege Tax (TPT): For information, refer to the Arizona Department of Revenue (DOR) website at: https://azdor.gov/transaction-privilege-tax-tpt

1.5. Attachment. Any item that:

1.5.1. The Solicitation required Offeror to submit as part of the Offer;

1.5.2. Was attached to an Offer when submitted; and

1.5.3. Was included in the Accepted Offer.

1.6. Cloud Services: Cloud or Cloud Services means any Software as a Service (SaaS), Infrastructure as a Service (IaaS), or Platform as a Service (Paas) involving the transfer, processing, or storage of state Data outside the control of state-managed and controlled networks.

1.7. Contract Terms and Conditions: The Special Terms and Conditions and the Uniform Terms and Conditions taken collectively.

1.8. Contractor: The Person identified on the Accepted Offer who has entered into the Contract with the State.

1.9. Contractor Indemnitor: Contractor or any of its owners, officers, directors, agents, employees, or Subcontractors.

https://azdor.gov/transaction-privilege-tax-tpt

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1.10. Co-Op Buyer: A member of the State Purchasing Cooperative that has entered into a “Cooperative Purchasing Agreement” with the Arizona Department of Administration State Procurement Office under A.R.S. § 41-2632. Unless there is an applicable Cooperative Purchasing Agreement in effect at the time, a State Purchasing Cooperative member cannot be a Co-Op Buyer. For reference, “Co-Op Buyer” is to be construed as encompassing an “eligible procurement unit” under A.A.C. R2-7-101(23).

NOTE: Membership in the State Purchasing Cooperative is open to all Arizona political subdivisions, including cities, counties, school districts, and special districts. Membership is also available to non-profit organizations, other state governments, the federal government and tribal nations. For reference, “non-profit organizations” are defined in A.R.S. § 41-2631(4) as any nonprofit corporation as designated by the I.R.S. under Section 501(c)(3) through 501(c)(6) of the tax code.

1.11. Data Breach: Data Breach is used herein as defined as stated in A.R.S. Title 18, chapter 5, article 4 (Data Security Breaches), or in any relevant state or federal standard, to indicate an unauthorized acquisition of and unauthorized access that materially compromises the security or confidentiality of unencrypted and unredacted computerized personal information maintained as part of a database of personal information regarding multiple individuals.

1.12. Eligible Agency:

1.12.1. If the Special Terms and Conditions indicate that the Contract is a “single-agency” contract, then “Eligible Agency” means the particular State of Arizona agency, university, commission, or board identified therein.

1.12.2. If the Special Terms and Conditions indicate that the Contract is a mandatory statewide contract, then “Eligible Agency” means any State of Arizona department, agency, university, commission, or board.

1.12.3. If the Special Terms and Conditions indicate that the Contract is a “cooperative” contract available for use by Co-Op Buyers, then “Eligible Agency” means any State of Arizona department, agency, university, commission, board, or any Co-Op Buyer.

1.13. Federal Risk and Authorization Management Program (FedRAMP): A federal government program that provides a standardized approach to security assessment, authorization, and continuous monitoring specifically for Cloud products and services relied upon by federal entities that store, process and transmit federal information.

1.14. Instructions to Offerors: The Solicitation Instructions document of the Solicitation.

1.15. NIST: NIST is the National Institute of Standards and Technology. For more information, see https://www.nist.gov/.

https://www.nist.gov/

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1.16. Order: The instrument by which the Eligible Agency or Co-Op Buyer authorizes a Contractor to perform some or all of the Work. Whether the Contract will have one Order or many Orders depends on the scope of the Contract and how the State will use it. The Special Terms and Conditions provide that information. Any of the following are construed as an “Order”: “Purchase order,” “task order,” “service order,” or “job order”.

1.17. State’s eProcurement System: The State’s official electronic procurement system, established pursuant to A.A.C. R2-7-201 as set forth in the Arizona Department of Administration State Procurement Office policy document Technical Bulletin No. 020, The State’s eProcurement System–The Official State eProcurement System. Technical Bulletin No. 020 is available online at:

https://spo.az.gov/for-agencies/resources-and-documents/procurement-regulations

1.18. State: With respect to the Contract generally, “State” means the State of Arizona and its department, agency, university, commission, or board that has executed the Contract.

With respect to administration or rights, remedies, obligations and duties under the Contract for a given Order, “State” means each Eligible Agency or Co-Op Buyer who has issued the Order.

1.19. State Indemnitees: Collectively, the State of Arizona, its departments, agencies, universities, commissions, and boards and, and their respective officers, agents, and employees.

1.20. Work: The totality of the Materials and the Services and all the acts of administration, creation, production, and performance necessary to fulfill and incidental to fulfilling all of Contractor's obligations and duties under the Contract in conformance with the Contract and applicable laws.

2. Contract Interpretations

2.1. Usage. Where the Contract:

2.1.1. assigns obligations to Contractor, any reference to “Contractor” is to be construed to be a reference to the Contractor and all Subcontractors, whether they are first-tier Subcontractors, sub-subcontractors, suppliers, sub-suppliers, consultants, or sub-consultants, as well as all of Contractor’s and the Subcontractor’s respective agents, representatives, and employees in every instance unless the context plainly requires that it is a reference only to Contractor as apart from Subcontractors.

2.1.2. uses the permissive “may” with respect to a party’s actions, determinations, etc., the terms is to be interpreted as in A.A.C. R2-7-101(32) [Definitions]. For clarity of intent, any right given to State using “State may” or a like construction denotes discretion and freedom to act so far as any regulatory or operative https://spo.az.gov/for-agencies/resources-and-documents/procurement-regulations

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Solicitation Requirements (IFB) | Revision No. 0 | Revised 08-25 | Page 16 of 54 constraints permit in the relevant circumstances, provided that: (a) where written “may, at its discretion,” the discretion extends to whatever is most advantageous to State; and (b) where written only as “may,” the discretion is constrained by what is fair, reasonable, and as accommodating of the respective best interests of both parties as practicable under the circumstances;

2.1.3. uses the imperative “shall” with respect to a party’s actions, duties, etc., the term is to be interpreted as in A.A.C. R2-7-101(44) [Definitions]. Conversely, the phrase “shall not” is to be interpreted as an imperative prohibition.

2.1.4. uses the term “must” with respect to a requirement, criterion, etc., the term is to be interpreted as conveying compulsion or strict necessity;

2.1.5. uses the term “might” with respect to an event, outcome, action, etc., the term is to be interpreted as conveying contingency or non-discretionary conditionality; and

2.1.6. uses the term “will” or the phrases “is to be” or “are to be” with respect to an event, outcome, action, etc., the term or phrase is to be interpreted as conveying such certainty or imperativeness that “shall” is either unnecessary or irrelevant in that instance.

2.2. Contract Order of Precedence

2.2.1. Complementary Documents. All of the documents forming the Contract are complementary. If certain work, requirements, obligations, or duties are set out only in one but not in another, Contractor shall carry out the Work as though the relevant Work, requirements, obligations, or duties had been fully described in all, consistent with the other documents forming the Contract and as is reasonably inferable from them as being necessary to produce complete results.

2.2.2. Conflicts. In case of any inconsistency, conflict, or ambiguity among the documents forming the Contract and their provisions, they are to prevail in the following order, descending from most dominate to most subordinate, provided that, among categories of documents or provisions having the same rank, the document or provision with the latest date prevails. Information being identified in one document, but not in another, is not to be considered a conflict or inconsistency.

2.2.2.1. Contract Amendments;

2.2.2.2. The final Solicitation Documents, in the following order:

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(1) Special Terms and Conditions;

(2) Exhibits to the Special Terms and Conditions;

(3) Uniform Terms and Conditions;

(4) Scope of Work;

(5) Exhibits to the Scope of Work;

(6) Specifications; and

(7) Any other documents referenced or included in the

Solicitation;

2.2.2.3. Orders, in reverse chronological order; and

2.2.2.4. Accepted Offer.

2.2.3. Attachments and Exhibits. For clarity of intent, if an item was an Attachment in the Solicitation Documents or an Offer and was subsequently made into an Exhibit, or its content was incorporated into one of the other Contract documents, then that Attachment no longer exists contractually as an “Attachment” since it has at that point been made into some other Contract document. In every other case, an Attachment and the Offeror Data therein remain part of the Accepted Offer for purposes of precedence and contractual effect.

3. Contract Administration and Operation

3.1. Term of Contract. The term of the Contract will commence on the date indicated on the Acceptance and continue for twelve (12) months unless canceled, terminated, or permissibly extended.

3.2. Contract Extensions. State may at its discretion extend the initial Contract term in increments of one (1) or more months and do so one or more times, provided that the maximum aggregate term of the Contract including extensions cannot exceed the maximum aggregate term of five (5) years.

3.3. Notices and Correspondence

3.3.1. To Contractor. State shall address all Contract correspondence other than formal notices to the email address indicated as “Default for Type” for “General Mailing Address” in Contractor’s corresponding State’s eProcurement System Vendor Profile; and address any required notices to Contractor to the “Contact

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Name and Title” at the “Mailing Address” indicated on the Accepted Offer, as that address might have been amended during the term of the Contract.

3.3.2. To State. Contractor shall address all Contract correspondence other than formal notices to the email address indicated in “Contact Instructions” in the State’s eProcurement System Summary for State; and address any required notices to State via email to the Procurement Officer identified as “Purchaser” in the State’s eProcurement System and via mail to the following mailing address:

Arizona Department of Administration State Procurement Office 1802 W. Jackson, #100, Phoenix, AZ 85007

3.3.3. Changes. State may change the designated Procurement Officer, update contact information, or change the applicable mailing address.

3.4. Signing of Contract Amendments. Contractor’s counter-signature (or “approval” in the State’s eProcurement System, in the case of an amendment) is not required to give effect if the Contract Amendment only covers either:

3.4.1. extension of the term of the Contract within the maximum aggregate term; or

3.4.2. modifications of a clerical nature that have no effect on terms, conditions, price, scope, or other material aspect of the Contract.

In every case other than those listed in 3.4.1 and 3.4.2 above, both parties’ signatures (or “approval” in the State’s eProcurement System in the case of an Amendment) are required to give it effect.

3.5. Click-through Terms and Conditions. If either party uses a web-based ordering system, an electronic purchase order system, an electronic order acknowledgement, a form of an electronic acceptance, or any software based ordering system with respect to the Contract (each an “Electronic Ordering System”), the parties acknowledge and agree that an Electronic Ordering System is for ease of administration only, and Contractor is hereby given notice that the persons using Electronic Ordering Systems on behalf of State do not have any actual or apparent authority to create legally binding obligations that vary from the terms and conditions of the Contract. Accordingly, where an authorized State user is required to “click through” or otherwise accept or be made subject to any terms and conditions in using an Electronic Ordering System, any such terms and conditions are deemed void upon presentation. Additionally, where an authorized State user is required to accept or be made subject to any terms and conditions in accessing or employing any Materials or Services, those terms and conditions will also be void.

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3.6. Books and Records

3.6.1. Retain Records. In addition to the audit rights detailed in the Uniform Terms and Conditions, State also requires that, pursuant to A.R.S. § 41-2548(B), Contractor shall retain and shall contractually require each Subcontractor to retain books and records relating to any cost and pricing Data submitted in satisfaction of § 41-2543 for the period specified in the statute.

3.6.2. Usage Information. Additionally, any and all information (including, but not limited to, documentation or Data) related to Eligible Agency and Co-Op Buyer usage retained solely within the Contractor’s system (for example, related to punch-out or Contractor catalog sales) shall be considered public information or information that can be shared with and distributed by the State freely and for any purpose under the State’s government purpose rights detailed in Section 3 of the Uniform Terms and Conditions [Ownership of Intellectual Property]. Any modifications to this Contract notwithstanding, the State shall have free use of any and all information related to Eligible Agency or Co-Op Buyer purchasing. Upon request by the State, Contractor shall promptly provide the State with any usage information requested and shall not attempt to limit the State's use in any way.

3.6.3. Right To Audit. The retained books and records are subject to audit by State during that period. Pursuant to A.R.S. § 41-2548(B), Contractor shall retain and shall contractually require each Subcontractor to retain books and records relating to performance under the Contract for the period specified in the statute and those retained books and records are subject to audit by State during that period.

3.6.4. Auditing. Contractor or Subcontractor shall either make all such books and records under subparagraphs 3.6.1 and 3.6.2 available to State at all reasonable times or produce the records at a designated State office on State’s demand, the choice of which being at State’s discretion. For the purpose of this paragraph, “reasonable times” are during normal business hours and in such a manner so as to not unreasonably interfere with normal business activities.

3.7. Subcontract

3.7.1. Initial list. At the time of Contract execution, Contractor’s candidate Subcontractors were identified in Attachment Proposed Subcontractors to the Accepted Offer [Proposed Subcontractors]. Agreeing to them being included in the Accepted Offer signified Procurement Officer’s advance consent for Contractor to enter into a Subcontract with each candidate, which Contractor shall do as promptly as necessary to ensure its ability to carry out the Work in a timely manner.

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3.7.2. Additional names. Contractor shall not enter into a Subcontract to perform Work under the Contract, without first obtaining Procurement Officer’s written consent with any prospective Subcontractor that (a) was not listed on the Attachment Proposed Subcontractors at time of Contract execution or (b) is for any Materials or Services categories other than the ones for which they were previously consented. For either case (a) or (b), Contractor shall submit a written request sufficiently in advance of the need date for those materials or services so that performance under the Contract is not impaired. Procurement Officer may request any additional information he or she determines is necessary to assess the submittal, and may withhold consent pending it.

Approval of additional subcontractors shall be added to the Contract by a bilateral Contract Amendment.

3.7.3. Flow-down. Contractor shall incorporate the provisions, terms, and conditions of the Contract into every Subcontract by inclusion or by reference, as appropriate. When making any post-execution consent requests, Contractor shall include its warrant that it will do the same for the pending Subcontracts covered by the request. Entering into Subcontracts will not relieve Contractor of any of its obligations or duties under the Contract, including, among other things, the duty to supervise and coordinate the work of Subcontractors.

Nothing contained in any Subcontract will create or is to be construed as creating any contractual relationship between State and the Subcontractor.

3.8. Orders

3.8.1. Order Sufficiency. The Contract was awarded in accordance with the Arizona Procurement Code; the transactions and procedures required by the Arizona Procurement Code for competitive source selection have been met. An Order issued that cites the correct State contract number will suffice to authorize the Contractor to provide the Materials and perform the Services covered by that Order.

3.8.2. Order Terms. All Orders are subject to the Contract Terms and Conditions; an Order cannot modify the Contract Terms and Conditions. Any Contractor terms added to quotes or otherwise unilaterally added to Eligible Agency or Co-Op Buyer Orders are null and void.

3.8.3. Orders are Obligatory. Until the expiration or earlier termination of the Contract, State may issue and Contractor shall accept Orders that make proper reference to the Contract and are permissible hereunder, provided that, Contractor is not obliged to accept any Order that is not consistent with the then-current pricing, lead times, specifications, or payment provisions of the Contract. Contractor shall fulfill and complete any Orders that are begun but

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3.8.4. No Minimums or Commitments. (a) Contractor shall not impose any minimum dollar amount, item count, services volume, or services duration on Orders; (b) State makes no commitment of any kind concerning the quantity or monetary value of activity actually initiated or completed during the term of the Contract;

(c) Contractor shall only deliver or perform as authorized by Orders; and (d) State is not limited as to the number of Orders it may issue for the Contract.

For clarity of intent, the foregoing applies equally whether an Eligible Agency issues the Order or, if applicable, a Co-Op Buyer issues it.

3.8.5. Non-contracted Materials or Services. Any attempt to knowingly represent for sales, marketing, or related purposes that Materials or Services not specifically awarded are under a State contract is a violation of the Contract and law.

3.9. Order Cancellations. State may cancel Orders within a reasonable period after issuance and at its discretion. The same method used for ordering will be used for cancellation.

3.9.1. If State cancels an Order, then State shall:

3.9.1.1. pay Contractor for any portion of the Materials and Services from that Order that have been properly delivered or performed as of the cancellation effective date; and

3.9.1.2. reimburse Contractor for actual, documented costs incurred in fulfilling the Order up to the cancellation effective date and the cost of any obligations incurred in fulfilling the Order up to the cancellation effective date that demonstrably cannot be canceled or that have pre-established cancellation penalties specified in the relevant Subcontracts, to the extent the penalties are reasonable and customary for the work in question.

3.9.2. Contractor shall not charge or be entitled to charge State for any new costs it incurs after receiving the cancellation notice; State is not liable for any Materials that were produced, shipped, or delivered, or Services that were performed before Contractor had acknowledged the corresponding Order.

3.9.3. State shall also be able to cancel Orders freely and without any further obligation at any time prior to Contractor’s formal acknowledgement of the Order.

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This contract is a single-agency contract for the sole use of [DEMA].

3.9.4. Contractor shall acknowledge each Order from Eligible Agencies within one (1) business day after receipt by either: (a) “approving” the Order electronically in the State’s eProcurement System, which will indicate Contractor’s unqualified acceptance of the Order as‑issued; or (b) “rejecting” the Order electronically in the State’s eProcurement System, with a concurrent explanation by email to relevant originator as to the reason for rejecting it. By way of reminder, the only grounds on which the Contractor may reject or refuse an Order are those set out in subparagraph 3.8.3 [Orders are Obligatory]. Unless and until Contractor has approved the Order in the State’s eProcurement System, it will have no effect under the Contract and will not oblige either State or Contractor. If the relevant Eligible Agency explicitly instructs at the time that a verbal acceptance is sufficient because of urgency or other unusual circumstances and Contractor duly gives its verbal acceptance, then Contractor will be deemed to have accepted the Order immediately upon commencing performance, provided that, Contractor must follow-up its verbal acceptance by accepting the Purchase Order electronically in the State’s eProcurement System within three

(3) business days. Contractor shall thereafter be barred from subsequently rejecting the Order in the State’s eProcurement System and if it does so the rejection will be void.

3.10. Multiple-Use Provisions. Eligible Agencies may issue Orders for Services in several forms, all of which become final and effective by a Purchase Order in the State’s eProcurement System. Orders issued by Co-Op Buyers will be in whatever form the Co-Op Buyer normally uses. Regardless of origin, Orders must cite the State contract number to be valid. State may, at its discretion in each instance, determine the scope, schedule, and price for each Order in any of the following ways:

3.10.1. By choosing some or all of the Materials or Services items covered by the Contract for which a price is established in the Contract, then preparing an Order using those prices (e.g. filling out an order form), and sending it to the Contractor;

3.10.2. By instructing Contractor to provide a comprehensive quote of item quantities, combinations, etc., or services hours, personnel, etc., for a defined scope using those established prices as a basis, then…