Doors,_Locking_Systems,_Access_Control,_and_Room_Dividers.pdf

INVITATION FOR BID

26I-0806

DOORS, LOCKING SYSTEMS, ACCESS CONTROL, AND ROOM

DIVIDERS

Mohave Educational Services Cooperative

211 N 7th St

Kingman, AZ 86401

RELEASE DATE: July 13, 2026

DEADLINE FOR QUESTIONS: July 29, 2026

RESPONSE DEADLINE: August 6, 2026, 3:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://secure.procurenow.com/portal/mesc https://secure.procurenow.com/portal/%7bproject.government.code%7d

Mohave Educational Services Cooperative

INVITATION FOR BID

Doors, Locking Systems, Access Control, and Room Dividers

I. Introduction II. Instructions to Bidder and Solicitation Information

III. Primary Vendor Information IV. Past Performance Surveys V. Special Terms and Conditions

VI. General Terms and Conditions VII. Standard Terms and Conditions for Construction

VIII. Pricing Information / Price Workbook Instructions IX. Vendor Submissions X. Bid Pricing

Attachments:

A - IFB 26I-0806 Specifications

B - IFB 26I-0806 Specifications

C - IFB_26I-0806_Doors_Locks_Pricing_Workbook

D - IFB 26I-0806 Bid and Acceptance Form

E - IFB 26I-0806 Bid and Acceptance Form

F - IFB 26I-0806 Anti-Lobbying Certification Form

G - IFB 26I-0806 Anti-Lobbying Certification Form

H - IFB 26I-0806 USDA

I - IFB 26I-0806 USDA

J - IFB 26I-0806 EDGAR Certification

K - IFB 26I-0806 EDGAR Certification

L - IFB 26I-0806 Contact Information for Firm

Invitation for Bid #26I-0806 Title: Doors, Locking Systems, Access Control, and Room Dividers

M - IFB 26I-0806 Contact Information for Firm

N - IFB 26I-0806 Current Mohave Members

1. Introduction

Pursuant to the provisions in the Arizona procurement rules and code, Mohave Educational Services

Cooperative, Inc. (Mohave) seeks bids to establish contract(s) for Doors, Locking Systems, Access Control, and Room Dividers. To be considered, bids shall be electronically submitted, via OpenGov Procurement, prior to the specified due date and time. A public opening will be held by teleconferencing. If you would like to attend the opening, please contact the Contract Specialist for instructions. Bids shall be opened immediately following the bid due date and time, with the name of each bidder publicly listed and the unverified bid pricing listed via OpenGov Procurement. Late bids shall not be considered.

Mohave is not responsible for any unsuccessful submission of documents to the OpenGov Procurement website.

Bidders are strongly encouraged to carefully read the entire contents of this solicitation prior to submitting a bid. Failure to examine any of the requirements will be at the bidder's risk.

Mohave reserves the right to cancel this solicitation and/or reject all bids in whole, or in part, if Mohave determines that cancellation and/or rejection is advantageous to Mohave and/or its members.

1.1. Questions

IFB Questions Must Be Directed To:

Lorraine Barbacano, CPPB, Email: contracts@mesc.org Telephone: (928) 718-3204

Questions may also be submitted through the OpenGov Procurement “Questions and Answers” tab.

Last Day For Questions: Wednesday, July 29, 2026, 5:00 p.m. (local Arizona time)

1.2. Pre-bid Conference Participation

Pre-bid Conference Held: Wednesday, July 22, 2026, 9:00 AM (local Arizona time)

For login, contact the Contract Specialist, no later than Tuesday, July 21, 2026.

mailto:contracts@mesc.org

2. Instructions to Bidder and Solicitation Information

2.1. Submission of Bids

Bids should provide straightforward, concise information that satisfies the requirements. Emphasis should be placed on conformity to the requirements, as well as the completeness and clarity of the submitted content.

A bid submitted in response to this solicitation shall be valid and irrevocable for one hundred twenty

(120) days after specified due date and time.

2.2. Contract Type

The term contract shall be a percent of discount off manufacturer’s price list or catalog, fixed price, or a combination of both with indefinite quantities.

2.3. Award Criteria

The weighted award criteria for this solicitation, in relative order of importance, are as follows:

Award(s) shall be made to the lowest responsive and responsible bidder(s) whose bid(s) conform in all material respects to the requirements and evaluation criteria below:

Responsive and responsible bidder(s) shall provide the following requirements:

1) Pricing Information: Completed pricing workbook, price schedules, additional requested price information, volume discount information, quick pay discount information, Pcard/credit card acceptance information, mobilization, travel description and bond methodology, extended warranty, or maintenance service plan information;

2) Bid and Acceptance, Terms and Conditions, Scope of Work and Specification Documents, Bid Bond, Bonding Capacity: Bid and Acceptance Form, Confidential/Proprietary Submittal, amendments (if any), General and Special Terms and Conditions Acceptance, Standard Terms and Conditions for Construction

Acceptance, Scope of Work, Specifications with exceptions/deviations noted, Scope of Work and

Specifications Acceptance Form, original bid bond/alternate bid security, current single job and aggregate bonding capacity information, Anti-Lobbying Certification Form, USDA Form AD-1048, and

EDGAR Certification;

3) Primary Vendor Information: Complete response to the Method of Approach and Qualifications and

Experience pages, references (past performance information), certificate of insurance, and financial information;

4) Supporting Contract Documents: Completed supporting contract documents, support and maintenance information, sample supplemental or end-user agreements;

5) Additional Information: Descriptive literature, slicks and any supporting documents, overall evaluation orderliness, readability of bid and evidence that the firm has the ability to follow instructions, complete manufacturer specifications, and additional information.

2.4. References Used for Terms and Conditions

Acronyms used in the solicitation are noted in bold font below:

Arizona Administrative Code (A.A.C.): https://azsos.gov/rules/arizona-administrative-code

Arizona Executive Orders: https://azgovernor.gov/executive-orders

Arizona Revised Statutes (A.R.S.): https://www.azleg.gov/arstitle/

Code of Federal Regulations (CFR): http://www.ecfr.gov/

Davis-Bacon Act: https://www.dol.gov/agencies/whd/laws-and-regulations/laws/dbra

Education Department General Administrative Regulations (EDGAR):

https://www2.ed.gov/policy/fund/reg/edgarReg/edgar.html

E-Verify: https://www.e-verify.gov/employers/enrolling-in-e-verify

Public Law: https://www.congress.gov/public-laws/116th-congress

State of Arizona Accounting Manual (SAAM) - Travel Policy: Section IID - Section II:

https://gao.az.gov/travel/welcome-gao-travel

Uniform Commercial Code as adopted by the State of Arizona (UCC): https://www.azleg.gov/arsDetail/?title=47

United States Department of Housing and Urban Development (HUD): https://www.hud.gov/ https://azsos.gov/rules/arizona-administrative-code https://azgovernor.gov/executive-orders https://www.azleg.gov/arstitle/ http://www.ecfr.gov/ https://www.dol.gov/agencies/whd/laws-and-regulations/laws/dbra https://www2.ed.gov/policy/fund/reg/edgarReg/edgar.html https://www.e-verify.gov/employers/enrolling-in-e-verify https://www.congress.gov/public-laws/116th-congress https://gao.az.gov/travel/welcome-gao-travel https://www.azleg.gov/arsDetail/?title=47 https://www.hud.gov/

3. Primary Vendor Information

Instructions

Each Section below contains questions that will provide Mohave with an understanding of your firm's

Method Of Approach and Qualifications.

Copy each set of questions to a separate document and provide complete answers. This is your firm's opportunity to show Mohave what your firm is about and how you can provide the requested products or services in this solicitation.

The finished documents will be uploaded in Vendor Submissions.

Failure to complete all questions may result in your bid being considered non-responsive.

3.1. Method of Approach - Project Plan

Bidder shall provide a project plan that describes how the bidder intends to implement the plan. This information shall include, but not be limited to:

A. Account team structure (for a Mohave contract) and role which includes, but is not limited to:

description of sales contact process, account team support, and periodic account review processes.

B. Communication process with Mohave and its members.

C. Standard delivery time for products/services after receipt of purchase order.

D. Contract vendor training of staff assigned to specifically administer, sell products or services, or monitor duties and processes under an awarded Mohave contract.

E. Specific value-added services that may benefit members.

F. Indicate how you will ensure your sales staff does not sell products or services that are not on contract.

G. Are there any limitations to the types of members that you will provide services to? If so, indicate what those limitations are.

3.2. Qualifications and Experience - About Firm Questionnaire

Prepare a summary of your firm, explaining the qualifications and experience necessary to provide the products/services in this solicitation as follows:

A. Provide a short narrative description of what you are offering for this contract.

B. Provide a brief history of your company that includes length of time in business, how long your company has provided the products/services you are proposing, and your firm’s philosophy of doing business.

C. Provide written verification if bidder has recently purchased an established business or has proof of prior success in this business or a closely related business.

D. Provide information regarding your authorization to submit a bid for the specified products/services and confirm that you can provide the products/services if awarded a contract.

E. Indicate if you are an authorized dealer for the products/services in the bid, or if you are a producer or manufacturer of the products/services in the bid.

3.3. Qualifications and Experience - Supplementary Questions

Provide a current manufacturer’s authorization/dealer letters for each manufacturer you are offering. The following information should be on each manufacturer’s letter:

A. Manufacturer’s name on their company letterhead with contact information of the manufacturer, including corporate address, phone number, and fax number.

B. Recent date.

C. Specific information detailing whether the entire manufacturer’s product line is being offered for this

IFB, or if only a portion or specific product lines have been authorized.

D. The level or tier for the dealership. Provide details of what that level or tier entails, including what the level/tier allows the dealer to do as representative of the manufacturer.

E. Information confirming if dealer is authorized to perform specific services for the manufacturer (e.g.

installation services, warranty service work, and/or maintenance service work).

F. Information concerning restrictions on type of sales, if any.

G. Information or an indication if manufacturer would be willing to step in to provide sales, warranty work, or installation services if the dealer ceases to be in business.

H. Indication if the manufacturer would transfer authorization to another awarded Mohave contract vendor.

I. Authorized signature (e.g., manufacturer’s corporate officer, regional manager), including contact information for phone, email and fax numbers.

If a manufacturer’s letter is not provided with the submitted bid and pricing, the manufacturer’s product line may be removed from consideration at Mohave’s discretion.

3.4. Qualifications and Experience - Arizona Registrar of Contractors License(s)

Provide copy(ies) of current Arizona Registrar of Contractors license(s) B-1 General Commercial, B-2 General

Small Commercial, C-7/CR-7 Carpentry (Doors/Hardware), C-11/CR-11 Electrical (Overhead Doors/Room

Dividers), and/or C-67/CR-67 Low Voltage Communication Systems (Locking Systems) held by your company

(Specification 1.1.03 requirement). If applicable, provide a copy of the Arizona Registrar of Contractors application receipt with pending number (Specification 1.1.04 requirement).

Submit Arizona Registrar of Contractors License(s) in 9. Vendor Submissions: 7.2

4. Past Performance Surveys

4.1. PPI Survey Request

An online survey has been created to allow for the collection of reference information from Arizona public agencies where you have successfully accomplished work or sold products and services in the past five (5) years, for specific products/services similar to this solicitation. Provide the following link to Arizona public agencies who can provide reference information for your firm: https://www.surveymonkey.com/r/2PD52ZH

The above survey is now active and will remain active until the due date and time for this solicitation. It is recommended that you send this link to as many Arizona public agencies as you determine to be appropriate, in order to ensure that Mohave receives a minimum of three (3) completed surveys.

If you cannot provide the link to three (3) Arizona public agencies, provide the link to other public agencies not located in Arizona. If you cannot provide the link to public agencies, do so with private business entities.

https://www.surveymonkey.com/r/2PD52ZH

5. Special Terms and Conditions

Some Special Terms and Conditions may specify placement of information in Vendor

Submissions. Pay close attention to placement information as indicated in select Special Terms and Conditions.

5.1. Bidder Qualifications

It is preferred that the bidder has extensive knowledge and at least three (3) years experience with the provision, installation, and maintenance of the product, material, process, or services offered. Mohave reserves the right to accept or reject newly formed companies based solely on information provided in the bid and/or its own investigation of the company.

5.2. Bid Bonds and Bonding Capacity

A. Bid Bond: Bidder shall provide an original bid bond or alternate bid security in the amount of

$100,000. Note: Bid security as a percentage of the bid value (e.g., – 10% of contract award) is not acceptable.

If the original bid bond is not signed and/or has conflicting information, it may render your bid non-responsive.

B. Bonding Capacity: The required minimum single job bonding capacity for this contract shall be

$300,000. Bidder shall provide a letter from your bonding agency describing your current bonding capacity, as follows:

• Your single job bonding capacity.

• Your aggregate bonding capacity.

• An agent of your licensed bonding agency shall sign the letter.

If the letter provided by your bonding agency is not signed, has conflicting or missing information, and/or is not provided in your bid, it shall render your bid non-responsive.

Copy of the Original Bid Bond and Bonding Capacity Letter will be submitted in Vendor Submissions.

5.3. Delivery

A. Default in one installment to constitute total breach: Contract vendor shall deliver conforming materials in each installment or lot under this contract and may not substitute nonconforming materials.

Mohave reserves the right to declare a breach of contract if contract vendor delivers nonconforming materials to any member under this contract.

B. Defective goods: Contract vendor agrees to arrange and pay for return shipment of goods that arrive in a defective or non-operable condition.

C. Delivery time: Failure to deliver any order within the time frame specified on the purchase order may result in cancellation of that purchase order.

D. Improper delivery: If the goods or tender of delivery fail in any respect to conform to this contract, member may reject the whole, accept the whole, or accept any commercial unit or units and reject the rest.

E. Liens: All materials shall be free of liens.

F. Restocking fees: A restocking fee may only be charged on products ordered and delivered to member’s site. Restocking fees in excess of fifteen percent (15%) shall not be allowed. Contract vendor may waive restocking fees. Restocking and return shipping charges shall be identified on the price workbook.

G. Serial numbers: Bids shall be for equipment on which the original manufacturer’s serial number has not been altered in any way.

5.4. Form of Contract

A. Contract vendor documents: If a firm submitting a bid requires member to sign an additional agreement, a copy of the proposed agreement shall be included with the bid. If awarded a contract, any additional contract vendor’s documents shall not become part of Mohave’s contract unless, and until, an authorized representative of Mohave reviews and approves them. Contract vendor agrees to provide

Mohave a copy of any agreements that are revised during the term of an awarded contract, prior to having the member sign the agreement.

B. Form of contract: The form of contract for this solicitation shall be the Invitation for Bid, any issued amendments, best and final offer(s), the awarded bid(s), contract modifications, and properly issued and reviewed purchase orders referencing the awarded contract number.

C. Parol evidence: The contract represents the final written expression of agreement. All agreements are contained herein and no other agreements or representations that materially alter it are acceptable.

5.5. Installation

Installation shall be scheduled directly with member and be done in a reasonable amount of time.

Installation shall be in accordance with the manufacturer’s instructions and shall be accomplished by skilled and properly licensed individuals.

5.6. Insurance

A. Certificate of Insurance: Evidence of the required insurance shall be provided with your bid by means of a current certificate of insurance with the coverages as stated within the requirements below. Before any orders are processed under an awarded contract, contract vendor shall provide a certificate that names Mohave Educational Services Cooperative, Inc. as the certificate holder.

Certificate of Insurance (or certificates of insurance if using multiple carriers) shall include, at a minimum, coverage for:

1. General Liability

2. Automobile liability

3. Umbrella or Excess Liability (If needed to meet aggregate amount)

4. Workers’ Compensation

In addition, contract vendor must be willing to provide, upon request, identical certificate of insurance to any member using this contract. Contract vendor must also be willing, upon request, to add any member as an additional insured entity. Any costs for adding a member as an additionally insured entity, or member requested additional coverage(s), shall be clearly identified in submitted contract pricing. If no pricing is identified, adding a member as an additionally insured entity, or providing additional coverage(s) shall be provided at no additional cost.

Provide evidence of current insurance coverage, upload in Vendor Submissions 5.3.

Failure to provide the coverages stated above, with any minimum stated aggregate amounts provided in the requirements below, may render your bid as non-responsive.

B. Deductibles: Contract vendor shall pay the deductibles required by the insurance provided under this contract.

C. Liability insurance: Prior to commencing services under this contract, contract vendor shall procure and maintain during the life of this agreement, comprehensive general liability insurance, to include automobile liability, providing limits of an aggregate amount of not less than $2,000,000.

D. Scope of Insurance: Contract vendor’s insurance shall provide adequate protection for contract vendor against damage claims which may arise from operations under this contract, whether such operations are by the insured or by anyone directly or indirectly employed by the insured. All insurance must be written by companies incorporated within the United States (exclusive of Territories or Possessions) and licensed or authorized to do business in Arizona.

E. Subcontractor insurance: Prior to commencing any work, any subcontractor shall procure and maintain at its own expense until final acceptance of the work, insurance coverage in a form and from insurers acceptable to the prime contractor. All subcontractors will provide workers’ compensation insurance, which waives all subrogation rights against the prime contractor, member, and Mohave.

F. Umbrella/Excess Liability insurance: Contract vendor’s insurance shall provide adequate protection for contract vendor against damage claims which may arise from operations under this contract. Contract vendor may use umbrella/excess liability insurance to meet the general liability aggregate amount of not less than $2,000,000.

G. Workers’ compensation insurance: Contract vendor shall also procure and maintain during the life of this agreement, workers' compensation insurance for all of contract vendor’s employees engaged in work under the contract. All workers' compensation insurance will comply with Arizona state statute and evidenced by a certificate of insurance.

5.7. Maintenance Facilities and Support

It is preferred that each contract vendor should have maintenance facilities and a maintenance support system available for servicing products throughout Arizona, or the regions specified in their bid.

Maintenance facilities shall have sufficient parts inventory to provide quality service on products sold to members. Trained and qualified technicians shall be available to cover all parts of the state, or specific regions within the state for regional bids. It is preferred that maintenance services are available within 24 hours. If a third party is used to provide maintenance or warranty work, bidder shall include details of any such arrangement in the bid.

5.8. Manufacturer Support

Bidders submitting bids as a manufacturer’s representative must be able, if requested by Mohave, to supplement the bid with a letter from the manufacturer certifying that bidder is an authorized dealer for the equipment bid, and that bidder is authorized to submit a bid on such equipment.

5.9. Member Agreements

Some members may request the addition of specific requirements that would apply to products and services purchased under an awarded contract. These additional requirements shall be addressed through the use of an additional member agreement. In any agreement between contract vendor and a member based on this contract, the terms and conditions of this contract shall prevail. Contract vendor and member must agree to all provisions in any additional agreements. If agreement requirements result in additional costs to contract vendor, contract vendor shall be entitled to direct reimbursement for these costs, in addition and separately to approved contract pricing. A copy of the additional member agreement shall accompany member’s purchase order.

5.10. Pricing

A. Administration fee: Mohave’s 1% administration fee shall be included in bidder's contract price.

Contract vendor shall not add the administration fee to approved contract prices. The value of trade-ins or rebates shall not affect the amount of administration fee paid to Mohave.

B. Application of pricing: In Mohave’s purchase order review process, the date of a valid contract vendor’s quote or the date Mohave receives a member purchase order will generally be used to determine contract pricing that is in effect for that order. The date Mohave receives a member purchase order will only be used to determine contract pricing that is in effect for an order when a contract vendor’s quote does not exist or is invalid. However, other factors may apply.

C. Basis for pricing: Contract pricing under this IFB shall be based upon:

1. Percent of discount(s) off manufacturer’s price list(s) or catalog(s);

The manufacturer’s price list or catalog price is defined as a catalog, price list, schedule, or other form that:

a) Is regularly maintained by a manufacturer, distributor, or contractor;

b) Is either published or otherwise available for inspection by customers; and/or

c) States prices at which sales are currently or were last made to a significant number of buyers for the product, material, process, or services.

2. Firm fixed price with economic price adjustment.

Economic price adjustments are defined as an unexpected price increase for services, raw materials, or that are outside the control of the bidder. Any contingencies for economic price adjustments shall be identified in the bid. Mohave shall make the sole determination whether contingencies for economic price adjustments identified in your bid are appropriate under an awarded contract; or

3. A combination of the above.

Established catalog price is referred to as manufacturer’s price list, price list, or catalogs throughout this solicitation.

D. Initial catalogs/price lists: A copy of the latest edition of the price list or catalog to which discount shall be applied shall be included with bid. Include a copy of the latest edition of all applicable price lists or catalogs to which discount shall be applied with your bid. Submission of outdated price lists or catalogs may result in rejection of bid.

E. Fixed prices: Fixed price bids shall include prices for any and all items. Fixed prices shall be firm until each anniversary date of the contract, unless there is an occurrence of allowed contingencies for economic price adjustment outlined in the bid. If allowed contingencies for price adjustment occur, contract vendor shall submit a fully documented request for price adjustment to Mohave. The documentation must substantiate that any requested price increase was clearly unpredictable at the time of submittal and results from an increased cost to contract vendor that was out of contract vendor’s control. Mohave shall review requests for fixed price adjustments to determine if the requested adjustments will be allowed. New fixed prices shall not apply until approved by Mohave. Price changes shall be a factor in contract renewal (contract modification).

F. Combination pricing: Bids for combination contracts shall clearly identify items covered by discount(s) and those with fixed prices. Prices for such contracts shall be adjusted as identified for the appropriate contract type above.

G. Decimal places: Pricing shall use a maximum of three (3) decimal places, unless specified otherwise.

H. Discounts: Submitted pricing shall clearly identify the percent of discount to apply to the price list. If multiple discounts apply, bidder shall clearly indicate the discounts and applicable materials or services.

Bidder shall agree that there will be no reduction in discount(s) during the term of contract.

I. New catalogs/price lists: New price lists, workbooks, and/or catalogs may be submitted for review throughout the term of the contract. Mohave will review new price lists, workbooks, and/or catalogs to determine if the new prices or an alternative option is in the members’ best interests. New price lists, workbooks, and/or catalogs shall apply to the contract only upon approval from Mohave. New price lists, workbooks, and/or catalogs found to be non-competitive at any time during the contract may be grounds for terminating the contract. Any new catalogs/price lists shall meet requirements as stated in Basis for pricing.

J. Percent of discount as fixed price: Percent of discount bids that are not based upon published price lists or catalogs shall be administered as fixed price contracts.

K. Price reduction and adjustment: Price reduction may be offered at any time during a contract and shall become effective upon notice of acceptance from Mohave. Price reductions (e.g., quantity discounts, time sensitive offers, bundles) must apply to all Mohave orders of similar size and scope. Price reductions limited to a single member are not acceptable. Special time-limited reductions are permissible under the following conditions: 1) reduction is available to all members equally; 2) reduction is for a specific time period, normally not less than thirty (30) days; 3) original price is not exceeded after the time-limit; and

4) Mohave has approved the new prices prior to any offer of the prices to a member. Mohave shall be the sole judge on the acceptance of price reductions under an awarded contract.

L. Reimbursement for transportation, mileage, lodging, meals, and incidental expenses (M&IE):

Contract vendor may charge for transportation, mileage, lodging, and M&IE costs for employees that are required to travel to perform services at member site under this contract. An overnight stay is required for lodging reimbursement. Mileage reimbursement shall be at a specified rate. Transportation charges are separate from mileage, and may include airfare, car rental, etc.

Reimbursements under this section shall not exceed the rates listed in approved pricing and shall not exceed the actual charge. To be eligible for reimbursement, estimated charges must be on the quote and approved by the member. Receipts for such reimbursements must be provided upon request from the member.

M. Travel/drive rates or mobilization: Contract vendor may charge for travel/drive rates or mobilization under this contract. Travel/drive rates are only applicable for out of area employees working under this contract. Charges under this section shall not exceed the rates listed in approved pricing. Such charges must be on the quote and approved by member.

Travel/drive rates may be an hourly rate or a per mile rate. If you are using a per mile rate, list your travel/drive reimbursement separately from mileage reimbursement.

Mobilization charges are for the movement of equipment and are not intended as an additional charge for equipment that is transported in the same vehicle with contract vendor employees, to the jobsite.

Mobilization may be billed at a per mile rate or a flat rate.

5.11. Samples

A. Sample evaluation: Samples will be compared to bid specifications and evaluated as to materials used in construction, quality and workmanship, durability, adaptability to the use for which the items were intended, and overall appearance.

B. Sample requirements: Samples may be required prior to awarding a contract. Bidder shall provide adequate samples and detailed specifications for any item offered. Samples must be submitted within ten

(10) days of request from Mohave.

C. Sample submittals: Samples shall be free of charge and submitted and removed by bidder at bidder’s expense. Mohave shall not be held responsible for samples damaged or destroyed in examination or testing. Samples not removed within thirty (30) days after notice to bidder shall be considered abandoned, and Mohave shall have the right to dispose of them.

5.12. Site Requirements

A. Cleanup: Contract vendor shall clean up and remove all debris resulting from their work as required or directed by member. Upon completion of the work, the premises shall be left in good repair and unobstructed condition.

B. Contract vendor employee fingerprinting: Contract vendor and its employees or subcontractors working under an awarded contract who are required to provide services on a regular basis at an individual school, shall obtain and present a valid Department of Public Safety fingerprint clearance card in accordance with A.R.S. § 15-512(H). The fingerprint card shall be issued pursuant to Title 41, Chapter

12, Article 3.1. Charges for such fingerprint checks will be the responsibility of the contract vendor, subcontractor, or individual employee. An exception to this requirement may be authorized in member’s

Governing Board policy, for persons who, “as part of the normal job duties of the persons, are not likely to have independent access to or unsupervised contact with pupils.”

Contract vendor and its employees or subcontractors shall not provide services on school district property until so authorized by the school district. Additionally, contract vendor shall comply with applicable governing board fingerprinting policy(ies) at the school district where services are provided.

C. Onsite contract vendor responsibilities: Contract vendor is responsible for ensuring that all onsite work performed under this contract meets or exceeds the current OSHA standards and is responsible for ensuring safe work performance of employees and subcontract vendors.

Prior to performing any services at member site, contract vendor shall contact member regarding their safety and security procedures and requirements for contract vendor’s personnel and their subcontractors. As required by the member, all contract vendor personnel and their subcontractors shall be responsible for full compliance with member’s safety and security procedures and requirements.

Member may also require contract vendor to provide their personnel and subcontractors with proper identification displaying both the firm name and employee name. Identification must be worn and remain visible at all times while performing onsite services. These requirements apply at all times, including site visits, project evaluations, and performance of work.

While on any member facility, all contract vendor personnel and their subcontractors shall respond appropriately to all emergency announcements. There is no differentiation between drills and actual emergencies; all announcements shall be treated as a real emergency. Contract vendor shall provide all personnel and their subcontractors performing onsite services training on the safety and security procedures, requirements, and a copy of the member’s evacuation map and/or secure location in the event of an emergency.

Contract vendor and its employees or subcontractors shall report accidents and incidents immediately to member’s responsible staff or its administration. Contract vendor is responsible for providing and obtaining appropriate medical and emergency assistance and notifying fire and law enforcement agencies, when necessary. Except for rescue and emergency measures, the scene of the accident or incident shall not be disturbed, and the operation shall not resume until authorized by member’s responsible staff or administration. Contract vendor must assist and cooperate fully with the investigation of the accident/incident and ensure availability of all information, personnel, and data pertinent to the investigation.

For preemptive purposes, contract vendor and its employees or subcontractors shall immediately report to member’s responsible staff or administration all areas of concern that could potentially lead to accident or injury.

D. Preparation: Contract vendor shall not begin a project for which the member has not prepared the site. Site preparation includes, but is not limited to: moving furniture, installing wiring for networks or power, and similar pre-installation requirements.

E. Registered sex offender restrictions: For work to be performed at an Arizona school, contract vendor agrees that no employee, or employee of its subcontractor, who is required to register as a sex offender pursuant to A.R.S. § 13-3821 will perform work on member’s premises or equipment at any time when students, are or are reasonably expected to be present. Contract vendor agrees that a violation of this condition shall be considered a material breach and may result in the cancellation of the order at the member’s discretion.

F. Safety measures: Contract vendor shall take all reasonable precautions for safety on the worksite and shall erect and properly maintain all necessary safeguards for protection of workers and the public.

Contract vendor shall post warning signs against all hazards created by its operation and work in progress.

Proper precautions shall be taken pursuant to current Arizona law and standard practices to protect workers, general public, and existing structures from injury or damage.

G. Smoking: Persons working under the contract shall adhere to current local smoking policies.

H. Stored materials: Upon prior written agreement between contract vendor and member, payment may be made for materials not incorporated in the work but delivered and suitably stored at the site or some other location, for installation at a later date. An inventory of the stored materials shall be provided to member prior to payment. Such materials shall be stored and protected in a secure location and be insured for their full value by contract vendor against loss and damage. Contract vendor agrees to provide proof of coverage and/or addition of member as an additional insured upon member’s request.

Additionally, if stored offsite, the materials shall also be clearly identified as property of member and be separated from other materials. Member shall be allowed reasonable opportunity to inspect and take inventory of stored materials, on or offsite, as necessary.

Payment for stored materials shall not constitute final acceptance of such materials. Contract vendor shall be responsible for the protection of all material and equipment, whether stored on or offsite. Title for all work, materials, and equipment shall pass to member only upon final inspection and payment of remaining job costs.

5.13. Subcontractors

A. Awarding subcontracts: Bidder agrees that any subcontract competitively solicited by contract vendor shall not be awarded solely upon membership or non-membership in a union or professional association.

B. Entering subcontracts: Subcontracts shall incorporate by reference the terms and conditions of the

Mohave contract.

C. Prime contractor: Contract vendor shall be considered a prime contractor and not a subcontractor.

Neither Mohave nor member shall establish a contractual relationship with subcontractors.

D. Subcontracts: No subcontracts shall be entered into with any unlicensed party. Contract vendor must use subcontractors openly, include such arrangements in the bid, and certify upon request that such use complies with the current rules of the Arizona Registrar of Contractors and the Arizona procurement rules and code. No subcontracting costs may be hidden in a cost bid to member.

E. Subcontractor payment: Contract vendor agrees to pay subcontractors within seven (7) days after receipt of payment from member, as required in Arizona procurement rules and code. If contract vendor receives any interest monies for delay of payment from member, contract vendor will pay subcontractor the correct proportion of interest received. Complaints by subcontractor may be resolved as described in

Arizona procurement rules and code. Failure to pay subcontractor for work faithfully performed and properly invoiced may result in the suspension or cancellation of this contract.

F. Use of subcontractors: Use of subcontractors shall permit work to be managed effectively and without delay and shall not cause any disturbance or interference to the progress of the project (e.g., engaging in strike, work stoppage, picketing, ceasing work due to a labor dispute). Subcontractor shall not employ anyone whose employment may be objected to by prime contractor, member, or Mohave.

5.14. Term of Contract and Extension

A. Contract period: It is Mohave’s intent to award a multi-term contract for the specified product, material, process, or services. The initial contract term shall be for one (1) calendar year from the effective date of contract award. By mutual written agreement between Mohave and contract vendor, contract may be extended for up to four (4) consecutive additional 12-month periods, beginning immediately after expiration of the prior term. However, no contract extension (contract modification) exists unless and until contract vendor is so notified by Mohave.

B. Contract extension (contract modification): Conditions for contract extension (contract modification) may include, but are not limited to: contract usage, satisfactory performance of services during the preceding contract term, ability to continue to provide satisfactory services, continued adherence to the contract requirements, and continued competitive prices for the materials and services provided under the contract. Mohave shall prepare a performance report for all contracts prior to issuing any extension

(contract modification). This performance report shall use past performance information gathered by your assigned Contract Specialist. Past performance information shall be used when determining whether a contract receives an extension (contract modification).

C. Month-to-month extensions (contract modification): Mohave reserves the right to offer month-to-month extensions (contract modification), if that is determined to be in the best interests of members.

5.15. Warranty/Quality Guarantee

A. Extended warranties contracts: Contract vendor or a manufacturer may offer extended warranties available at extra cost for members. Any applicable extended warranty pricing shall be included in the

Excel pricing workbook.

B. Fitness: Contract vendor warrants that any equipment or material supplied to Mohave, or its members shall fully conform to all requirements of the contract, all representations of contract vendor, and shall be fit for all purposes and uses required by the contract.

C. Inspection: The warranties set forth in this section shall not be affected by inspection or testing of, or payment for, the product or materials to contract vendor by member.

D. Quality: Unless otherwise specified, contract vendor warrants that for a period of one (1) year or two

(2) years (for construction contracts) after acceptance of the equipment or materials by member, they shall be:

1. Of a quality to pass without objection in the industry or trade normally associated with them;

2. Fit for the intended purpose(s) for which they are used;

3. Of even kind, quantity, and quality within each unit and among all units, within the variations permitted by the contract;

4. Adequately contained, packaged, and marked as the contract may require; and

5. Conform to the written promises or affirmations of fact made by contract vendor.

E. Warranty requirements: Contract vendor warrants that all products, materials, processes, and services delivered under this contract shall conform to the specifications. Unless stated otherwise, all equipment shall carry a minimum twelve (12)-month manufacturer’s warranty that includes parts and labor. Contract vendor agrees to help member reach resolution in a dispute with the manufacturer over warranty terms.

Any extended manufacturer’s warranty shall be passed on to member without exception. Mohave reserves the right to cancel the contract if contract vendor charges member for a replacement part that the contract vendor received at no cost under a warranty.

F. Warranty work: Contract vendor shall perform all warranty work and remain available to the member should continued services be required after warranty obligations are met.

6. General Terms and Conditions

Some General Terms and Conditions may specify placement of information in Vendor

Submissions. Pay close attention to placement information as indicated in select General

Terms and Conditions.

6.1. Advertising

Bidder shall not advertise or publish information concerning this solicitation prior to an award being announced by Mohave. After award, contract vendor(s) may advertise the availability of contracted products, materials, processes, and services to members. Any promotional marketing materials using the

Mohave logo shall be approved by a Mohave Contract Specialist in advance.

6.2. Availability of Funds

Member fund availability is unknown to Mohave at the time this solicitation was issued. Use of any contract awarded by Mohave will be conditioned upon the availability of member funds.

6.3. Bid Acceptance Period/Withdrawal

A. Late bids: Except as authorized by Arizona procurement rules and code, late bids shall not be considered. Bidder shall be responsible for all shipping costs when requesting the return of a late bid.

B. Withdrawal of bid: A bidder may withdraw a bid in writing at any time before bid opening if the withdrawal is received before the bid due date and time at the location designated in the Invitation for

Bid for receipt of bids. After the opening time and date, bids may not be withdrawn, except as allowed by

Arizona procurement rules and code.

6.4. Bid Opening

Bids shall be opened immediately following the bid due date and time. Unverified pricing will be publicly read and recorded in the presence of witness and available on OpenGov Procurement. All other information in the bids shall remain confidential until after award of contracts, with the exception of review by Mohave staff and selected evaluators.

Reservations need to be made in advance for any live public inspection of documents. Refer to the

Mohave Contract Specialist’s contact information in the Introduction, 1.1 Questions, for inquiries.

6.5. Cancellation

A. Cancellation Process: The following requirements shall apply to all cancellation notices issued under an awarded contract:

1. A written notice of cancellation shall be sent to contract vendor, and the effective date of cancellation shall be the date specified within the written notice of cancellation.

2. Upon cancellation, all products, materials, processes, and services paid for by the member, along with documents, data, and reports prepared by contract vendor under the contract shall become the property of member.

3. Contract vendor shall be entitled to receive just and equitable compensation in accordance with applicable contract pricing for authorized work in progress, authorized work completed, and materials accepted before the effective date of the cancellation.

4. Cancellation shall have no effect on projects in progress prior to the effective date of the cancellation.

5. Contract vendor is obligated to continue submitting monthly reconciliation reports and administrative fee payments until all purchases are complete and closed.

B. Cancellation for bankruptcy or acquisition: Mohave reserves the right to cancel, or suspend the use of, any contract if contract vendor files for bankruptcy protection, or if the original contract holder is sold and ownership is transferred to a new party.

C. Cancellation for conflict of interest: In accordance with A.R.S. § 38-511, Mohave may cancel the contract within three (3) years after contract execution without penalty or further obligation if any person significantly involved in initiating, negotiating, securing, drafting, or creating the contract on behalf of

Mohave is or becomes at any time while the contract, or an extension of the contract is in effect, an employee of or a consultant to any party to the contract with respect to the subject matter of the contract.

The cancellation shall be effective when contract vendor receives written notice of the cancellation unless the notice specifies a later time.

D. Cancellation for convenience: Mohave reserves the right to immediately cancel the contract without penalty or recourse, in whole or in part, when Mohave determines that action to be in the best interests of its members.

E. Cancellation for no or low-usage: Mohave may terminate any contract if members have not used the contract, or if purchase volume is determined to be “low volume” in any 12-month period.

F. Cancellation for non-performance or contract vendor deficiency: Mohave reserves the right to cancel the whole or any part of this contract due to failure by contract vendor to carry out any obligation, term, or condition of the contract. Mohave may issue a written deficiency notice to contract vendor for acting or failing to act in any of the following:

1. Failing to comply with the accepted terms and conditions of the contract;

2. Providing material that does not meet the specifications of the contract;

3. Providing work and/or material that was not awarded under the contract;

4. Failing to adequately perform the services set forth in the scope of work and specifications;

5. Failing to complete required work or furnish required materials within a reasonable or specified amount of time;

6. Failing to make progress in performance of the contract and/or giving Mohave reason to believe that contract vendor will not or cannot perform the requirements of the contract; or,

7. Failing to provide required performance bonds; or

8. Performing work or providing products, materials, processes, or services under the contract prior to receiving a Mohave reviewed member purchase order for such work.

Upon receipt of a written deficiency notice, contract vendor shall have ten (10) days to provide a satisfactory response to Mohave to adequately address all issues of concern. Failure to adequately address all issues of concern may result in contract cancellation. Upon cancellation under this clause, all goods, materials, and work paid for by member, along with documents, data, and reports prepared by contract vendor under the contract shall become the property of member.

G. Cancellation for replacement: Mohave reserves the right to cancel a contract awarded under this solicitation, if a new solicitation has been issued and a contract has been awarded to the same contract vendor for similar products, materials, processes, and services. Mohave may, at its option, either replace a contract resulting from this solicitation or delay a new award until the existing contract expires. The decision to delay or replace the contract rests solely with Mohave.

H. Contract vendor cancellation: Contract vendor may cancel this contract at any time upon thirty (30) days prior written notice to Mohave or at time of annual contract renewal (contract modification).

Termination shall have no effect on projects in progress at the time the notice of cancellation is received by Mohave.

I. Continuation of performance: Contract vendor shall continue to perform in accordance with the requirements of the contract, up to the date of cancellation and as directed in the cancellation notice.

J. Gratuities: If Mohave determines that any contract vendor or an employee of contract vendor has offered, conferred, or agreed to confer any personal gift or benefit on any employee of Mohave or a member employee who supervised or participated in the planning, recommending, selecting, or contracting of the contract, in accordance with A.R.S. § 15-213(O), Mohave may, by written notice, terminate the contract, in whole or in part.