IFB #2026-01 Camp Verde HS Library Renovations Project.pdf

Notice of Invitation for Bids

Camp Verde Unified School District 410 Camp Lincoln Road Camp Verde, AZ 86322

928.567.8000

Solicitation No: IFB #2026-001 Description: Camp Verde High School Library Renovations

This solicitation document originated on the District’s website, www.campverdeschools.net, which serves as its official site for all related materials. The District shall not be liable for any solicitation documents or materials obtained by any other source. The District is using a procurement consultant, Sunny Path Associates, which uses Bonfire, a secure electronic portal for receiving, opening, and recording bids and proposals digitally. All amendments and related solicitation documentation may be found on the District’s website and https://sunnypathassoc.bonfirehub.com/opportunities.

All inquiries related to this solicitation shall be in writing and submitted via the “Vendor Discussions” tab in the Bonfire portal, no later than April 30, 2026 at 3:00 PM.

Date April 21, 2026

Pre-Bid Conference Date and Time (Mandatory) April 29, 2026 at 10:00 AM

Pre-Bid Conference Location (Virtual)

Microsoft Teams meeting Join:

https://teams.microsoft.com/meet/27934751033700?p=UB2pi2Hdr0jzJkcDvs Meeting ID: 279 347 510 337 00 Passcode: oV9Pp38L

Due Date and Time May 7, 2026 at 10:00 AM local time (Arizona)

Opening Location and Time https://sunnypathassoc.bonfirehub.com/opportunities

Public opening of the electronic bids received will be held virtually immediately following the deadline. Participants may use the following details to join:

Microsoft Teams meeting Join:

https://teams.microsoft.com/meet/235936076908626?p=q7XDNLHvMBmLC hYa5V Meeting ID: 235 936 076 908 626 Passcode: na6Cs9ii

In accordance with School District Procurement Rules in the Arizona Administrative Code (A.A.C.) promulgated by the State Board of Education pursuant to A.R.S. §15-213, competitive sealed bids for the materials specified, will be received by the Camp Verde Unified School District (“District”), at the above specified location, until the date and time cited. Bids received by the correct time and date shall be opened and the amount bid shall be publicly read and recorded. All other information contained in the Bid shall remain confidential until award is made. Physical bids will not be accepted and electronic submission is required.

The District will not be responsible for the pre-opening of, post-opening of, or failure to open a bid not properly submitted or identified. Bids shall be in the actual possession of the District on or prior to the exact time and date indicated above. Late bids shall not be considered.

One (1) electronic Bid is requested. Bids in response to this solicitation shall be submitted electronically and received on or before the due date and time indicated above. Additional instructions for preparing a Bid are provided herein. Physical, faxed or emailed bids are not acceptable.

BIDDERS ARE STRONGLY ENCOURAGED TO CAREFULLY READ THE ENTIRE SOLICITATION.

Solicitation Contact:

Debbie Witt Debbie Witt Business Manager

Table of Contents

Camp Verde, AZ 86322

928.567.8000

SECTION PAGE

SCOPE OF WORK AND SPECIFICATIONS

SPECIAL TERMS AND CONDITIONS

UNIFORM TERMS AND CONDITIONS

SPECIAL INSTRUCTIONS TO OFFERORS

UNIFORM INSTRUCTIONS TO OFFERORS

ATTACHMENT 1, OFFER AND ACCEPTANCE FORM

ATTACHMENT 2, QUESTIONNAIRE [Excel format] ATTACHMENT 3, BID COST FORM [PDF and Excel format]

ATTACHMENT 4, SUBCONTRACTOR LIST

ATTACHMENT 5, NON-COLLUSION AFFIDAVIT (NOTORIZED)

ATTACHMENT 6, CONFORMANCE AND DISCLOSURE STATEMENT

ATTACHMENT 7, IRS W-9 FORM

ATTACHMENT 8, ASBESTOS AND HAZARDOUS MATERIAL STATEMENT

EXHIBIT A, BID BOND

EXHIBIT B, PERFORMANCE BOND

EXHIBIT C, PAYMENT BOND

EXHIBIT D, CERTIFICATE OF INSURANCE (SAMPLE)

EXHIBIT E, ELECTRONIC SUBMISSION INSTRUCTIONS

BID REQUIREMENTS CHECKLIST

DOCUMENTS REFERENCED

The documents referenced within this solicitation are available at the following websites:

Arizona Revised Statutes (A.R.S.)

www.azleg.state.az.us/ArizonaRevisedStatutes.asp.

Arizona School District Procurement Rules in the Arizona Administrative Code https://apps.azsos.gov/public_services/Title_07/7-02.pdf

Arizona Transaction Privilege and Use Tax Rates https://www.aztaxes.gov/Home/Address

Arizona Transaction Privilege Tax Notice (MRRA) https://azdor.gov/sites/default/files/PUBLICATION_2018_tpn-18-1.pdf

I.R.S W-9 Form (Request for Taxpayer I.D. Number) www.irs.gov/pub/irs-pdf/fw9.pdf https://azdor.gov/sites/default/files/PUBLICATION_2018_tpn-18-1.pdf

Scope of Work

Camp Verde, AZ 86322

928.567.8000

1. Purpose

1.1 The purpose of this solicitation is to establish a contract with a qualified Contractor for the Camp Verde

High School Library Renovations.

2. Background

2.1 Camp Verde Unified School District #28 is a K-12 school district located in the Verde Valley of Yavapai

County, approximately 40 miles east of Prescott. The district has two high schools, a middle and elementary school, along with an administrative support site and multi-use complex.

2.2 The district has made a determination that it is in its best interest to use electronic submission for competitive sealed bids for this project through its procurement consultant, Sunny Path Associates, LLC.

Bonfire is an electronic portal for receiving, opening, and recording bids and proposals digitally. Vendors must create a Bonfire account at no cost to submit a bid response and submission of the bid for this project must be uploaded using the Bonfire portal. Additional instructions are provided herein.

3. Objective

3.1 Camp Verde Unified School Districtis requesting bids for the Camp Verde High School Library Renovations, in accordance with the plans, specifications and requirements included herein. Robert Polcar Architects is the architectural firm managing this project.

3.2 Contractors are required to have the appropriate license(s) to perform the work as determined by the Arizona Registrar of Contractors (ROC).

3.3 Additional site visits may be conducted with prior District approval. All visits shall be made by appointment and shall be for visual reference only. No questions will be answered. Refer to the Special Instructions to Offerors.

4. Procurement Timeline A tentative timeline of procurement activities is provided below and is subject to change to meet the needs of the District.

Activity Date (Tentative)

4.1 IFB Released April 21, 2026

4.2 Pre-Approved Site Visits April 23rd and April 27-30th from 7am – 2pm

Site visits may be conducted with prior District approval. All visits shall be made by appointment for visual reference only. No questions will be answered.

4.3 Questions Due via Bonfire Vendor Discussions April 30, 2026 at 3:00 PM

4.4 Bids Due May 7, 2026 at 10:00 AM local time

4.5 Governing Board Award May 2026

4.6 Construction Anticipated Upon Award / Notice to Proceed

5. Summary of Work

5.1 The project consists of renovating the existing library at the high school to student classrooms and office space. The work includes demolition of existing walls, ceiling tiles, doors and frames, carpeting for reconfiguration of the space.

5.2 Contractor shall complete the project work, in accordance with the information provided herein using industry standards and guidelines.

5.3 All furniture, fixtures and equipment removal shall be the contractor’s responsibility. Conex storage can be placed on the east side of the library in the roundabout area.

Scope of Work

Camp Verde, AZ 86322

928.567.8000

6. Drawings

6.1 The drawing are incorporated herein and attached separately in PDF files named, “Notes_Dimensions

Plan” “Architectural Demo” “Exit Plan Phase 2” and “Floor Plan Phase 2”. These drawings are provided for reference and shall not be considered to scale. Contractor is responsible for field verification.

NOTES_DIMENSIONS

PLAN.pdf

ARCHITECUTURAL

DEMO.pdf

EXIT PLAN PHASE

2.pdf

FLOOR PLAN PHASE

2.pdf

7. Work Schedule

7.1 The construction schedule will be determined and approved upon Governing Board award. Substantial completion is expected within 60 days from notice to proceed. The District will coordinate with the contractor to plan for and accommodate construction.

7.2 There may be restrictions on work hours in order to complete the project if expected during school instruction time and while the campus is occupied. It is preferred that disruptive work is performed during a scheduled Break and/or with the least amount of disruption as possible to the educational environment.

8. Utilities

8.1 Contractor shall provide all of its own power, tools, and staff to successfully perform the work. The District shall not incur any additional expenses for the successful completion of this project. Contractor will also provide and maintain in clean order, temporary toilet facilities for use throughout the project duration.

Locations shall be approved by the District.

9. Cleanup

9.1 The contractor shall repair, rebuild, or otherwise acceptably restore any property on or adjacent to the worksite that was damaged during the course of work on the project. Such restoration shall be at the contractor’s expense and is not subject to reimbursement by the District. Awarded firm shall remove all old equipment, trash/waste from the worksite as a result of their efforts.

10. Site Restoration

10.1 Upon completion of the project, the school campus site shall be made whole. Contractor shall repair, rebuild, or otherwise restore any property on or adjacent to the worksite area that was damaged during project work. Restoration is considered part of the Scope and is not subject to reimbursement to the Contractor. Contractor to properly dispose of all materials not retained by the District.

11. Meetings

11.1 Contractor will be required to participate in meetings for the successful completion of the contract. These meetings, if any, will be at the discretion of the District. The Contractor will be notified in advance of any meeting times, frequency for future meetings and locations to ensure all appropriate representatives attend.

The District reserves the right to decline conference call attendance or participation.

11.2 A preconstruction meeting will be scheduled after award and issuance of a District Purchase Order prior to the commencement of work to outline procedures, schedules, and other specific details during the Project Construction Phase.

Special Terms and Conditions

Camp Verde, AZ 86322

928.567.8000

1. Purpose

1.1 Pursuant to provisions of the School District Procurement Rules, the purpose of the Solicitation is to conduct a competitive process, in accordance with A.R.S. § 15-213 et seq., to establish a Contract(s) for Camp Verde Unified School District to complete Camp Verde High School Library Renovations.

2. Authority

2.1 This solicitation as well as any resulting contract is issued under the authority of the Governing Board or designee. No alteration or any resulting contract may be made without the express written approval of the District in a form of an official contract amendment. Any attempt to alter any contract without such approval is a violation of the contract and the School District Procurement Rules. Any such action is subject to legal and contractual remedies available to the District inclusive of, but not limited to, contract cancellation, suspension and/or debarment of the contractor.

3. Term of Contract

3.1 The term of any resultant contract shall commence on the date of award and shall continue through project completion and acceptance unless terminated, canceled, or extended as otherwise provided herein.

4. Contract Type

4.1 Fixed Firm Price (FFP)

5. Construction Contract

5.1 This contract between the Camp Verde Unified School District and the Contractor shall consist of the solicitation as amended, any requests for clarifications and/or final bid, the bid submitted by the Contractor, their responses to any requests for clarifications and/or their bid. In the event of a conflict in language between the documents referenced above, the provisions and requirements set forth and/or referenced in the solicitation as amended shall govern. However, the District reserves the right to clarify any contractual requirement in writing, and such written clarification shall govern in case of conflict with the applicable requirements stated in the solicitation as amended or the Contractor's bid. In all other matters not affected by the written clarification, if any, the solicitation shall govern.

5.2 Contract Restructure. The District may clarify any contract following award. This clarification shall not substantially alter the contents of the contract but shall only edit and reformat the contract in a manner that will facilitate ease of use, contract administration, and concurrence of the Parties.

5.3 Changes in the Work. After execution of the contract, any Changes in the Work consisting of additions, deletions, or modifications with the Contract Sum and the Contract Time shall only be performed by the Contractor upon written agreement among the District, Contractor, and Architect (if applicable). Any Changes in the Work Contract Sum and the Contract Time shall be authorized only by written Contract Amendment and Change Order executed on a completed AIA Document signed by the Owner. The cost or credit to the District, if any, from a Change in the Work shall be determined by unit prices if specified in the Contract documents, or by mutual agreement.

6. Price Clause

6.1 Prices shall be firm for the term of the contract. Prices as stated must be complete for the requested items and shall include all associated costs.

7. Award Basis

7.1 Award is anticipated to a single Bidder. The District reserves the right to award as many contracts for the services that may be in the best interest of the District.

7.2 The successful Bidder will be determined by Evaluation Criteria outlined in the Special Instructions to Offerors. Award will not be made based on price alone, as the Contractor must be determined responsive and responsible.

Camp Verde, AZ 86322

928.567.8000

7.3 If a Bidder is awarded a Contract and is unable to meet its contractual obligations, the District may cancel the Contract and award a Contract to the next responsive and responsible Bidder with the lowest price, if this determination occurs within a reasonable time period after the original Contract Award.

7.4 In accordance with A.A.C. R7-2-1024(B)(1)(c), the District will not consider partial bids.

8. Brand Name or Equal

8.1 Any brand(s) listed within this solicitation is intended to designate a standard of quality, design, performance, and characteristics of the products herein specified. It is not intended to restrict or limit competition. Products that are of equal quality, type of material, design and performance may be considered if sufficient evidence and information is given to establish it as an equal, and the District determines the product to be an equal to the named brand and these specifications. Camp Verde Unified School District will be the sole judge on the question of equal quality, and the District's decision shall be final.

9. Licenses

9.1 Contractor shall maintain in current status, all federal, state, and local licenses and permits required for the operation of the business conducted by the Contractor. Further, the materials and services supplied under this Contract shall also comply with all applicable Federal, state, and local laws. Contractor shall present copies of any license, certification or permit as requested by the District.

10. Key Personnel

10.1 It is essential that Contractor provides adequate experienced personnel, capable of and devoted to the successful accomplishment of work to be performed under this contract. Contractor must agree to assign specific individuals to the key positions. Contractor agrees that, once assigned to work under this contract, key personnel shall not be removed or replaced without written notice to District.

10.2 If key personnel are not available for work under this contract for a continuous period exceeding thirty (30) calendar days or are expected to devote substantially less effort to the work than initially anticipated, Contractor shall immediately notify District and shall, subject to the concurrence of the District, replace such personnel with personnel of substantially equal ability and qualifications.

10.3 All work performed under the Contract must be performed by contractors licensed by the Arizona Registrar of Contractors. Once assigned to work under the contract, key personnel shall not be removed or replaced without the prior written approval of the Procurement Officer.

11. Employees of the Contractor

11.1 All employees of the Contractor employed in the performance of work under the Contract shall be considered employees of the Contractor at all times, and not employees of the District. The Contractor shall comply with the Social Security Act, Workman’s Compensation laws and Unemployment laws of the State of Arizona and all State, local and Federal legislation relevant to the Contractor’s business.

12. Authorization for Services

12.1 Authorization for the purchase of services shall be made only upon the issuance of a Purchase Order that is signed by an authorized agent. The Purchase Order will indicate the contract number and the dollar amount of funds authorized. The Contractor shall only be authorized to perform services up to the amount on the Purchase Order. The District shall not have any legal obligation to pay for services in excess of the amount indicated on the Purchase Order. No further obligation for payment shall exist unless:

12.1.1 the Purchase Order is changed or modified with an official Change Order; and/or

12.1.2 an additional Purchase Order is issued for purchase of materials or services under this Contract.

Camp Verde, AZ 86322

928.567.8000

13. Bid Security

13.1 Contractor shall provide an irrevocable bid security no less than 10% of the total contract price unless another amount is designated herein. Bid security must be made payable to the District and provided by surety companies licensed in Arizona in accordance with A.R.S. § 15-213 and A.A.C. R7-2-1111. The only acceptable forms of the bid security shall be a bid bond or certified check. This shall be executed on forms substantially equivalent to the form provided as an Exhibit within this solicitation.

14. Performance Bond

14.1 Upon award, the contractor agrees to furnish a 100% (including sales tax) Statutory Performance Bond for all projects that are $100,000 and over, in accordance with A.R.S. § 34-222, and provide a General Power of Attorney from an insurance company, licensed in the State of Arizona and rated "A+" in Best's Guide, or furnish a letter from the bonding company stating that a bond is being processed and provide the delivery date. Personal surety bonds are not accepted by the District.

14.2 As per R7-2-1103, contractor shall be required to furnish an irrevocable security in the amount of 100% of the total contract price payable to the District, binding the contractor to provide faithful performance of the contract. This shall be executed on forms substantially equivalent to the form provided as an Exhibit within this solicitation.

14.3 Upon execution of a contract between the District and contractor, the performance bond shall be provided to the District, as per R7-2-1103 as applicable. The contractor agrees to notify the District in writing of this requirement before accepting any work orders. If the contractor fails to deliver the required performance bond, the contract may be terminated.

15. Payment Bond

15.1 Upon award, the contractor agrees to furnish a 100% (including sales tax) Statutory Payment Bond for all projects that are $100,000 and over, in accordance with A.R.S. § 34-222, and provide a General Power of Attorney from an insurance company, licensed in the State of Arizona and rated "A+" in Best's Guide, or furnish a letter from the bonding company stating that a bond is being processed and provide the delivery date. Personal surety bonds are not accepted by the District.

15.2 Contractor shall be required to furnish an irrevocable security in the amount of 100% of the total contract price payable to the District, binding the contractor to provide faithful performance of the contract. This shall be executed on forms substantially equivalent to the form provided as an Exhibit for this solicitation.

15.3 The payment bond shall be furnished for the protection of all persons supplying labor and material to the contractor or any subcontractor for the performance of any work related to the contract. Payment security shall be in the amount of 100% of the total contract price and be payable to the District. If the contractor fails to deliver the required payment bond, the contract may be terminated.

15.4 Upon execution of a contract between the District and contractor, the payment bond shall be provided to the District, as per R7-2-1103 as applicable. The contractor agrees to notify the District in writing of this requirement before accepting any work orders. If the contractor fails to deliver the required payment bond, the contract may be terminated.

16. Warranty

16.1 Contractor represents and warrants to the District that Contractor has the skill and knowledge possessed by members of its trade or profession and Contractor will apply that skill and knowledge with care and diligence, so Contactor and Contractor's employees and any authorized subcontractors shall perform the Services described in this contract in accordance with the Scope of Work and Specifications.

16.2 Contractor warrants that any equipment or material supplied to the District shall fully conform to all requirements of the contract and all representations of contractor and shall be fit for all purposes and uses required by the contract. Contractor’s warranty will provide for all content as required by the Arizona Registrar of Contractors. Contractor’s warranty will fully comply with the Arizona Registrar of Contractors requirements of 2 years from date of Substantial Completion.

Camp Verde, AZ 86322

928.567.8000

16.3 Contractor warrants that all equipment, materials, and services delivered under this Contract shall conform to the specifications of the Solicitation. Unless stated otherwise, all equipment shall carry a minimum 12-month manufacturer’s warranty, including parts and labor.

16.4 Contractor agrees to help District reach resolution in a dispute with the manufacturer over warranty coverage. Any extended manufacturer’s warranty shall be passed on to District without exception. District reserves the right to cancel the Contract if Contractor charges District for a replacement part that Contractor received at no cost under a warranty.

17. Inspection

17.1 Field inspections will be performed by a representative of the Camp Verde Unified School District. The contractor shall schedule a joint inspection of the completed work for final acceptance.

17.2 Any discrepancies noted during the inspection will be corrected prior to final payment. All punch list items generated during the joint inspection shall be completed to the satisfaction of the District before the final payment will be released.

18. Invoicing

18.1 All billing notices and/or invoices must be sent to the District’s Accounts Payable department, as shown on the purchase orders. All invoices shall identify the specific item(s) being billed, including but not limited to labor, chemicals, supplies, equipment, etc. Any purchase order issued by the District will refer to this Solicitation number.

19. Retention

19.1 As per R7-2-1104, ten (10) percent of all contract payments shall be retained by the District as assurance of proper performance of the contractor. Contractor agrees to identify the amount to be retained on invoices to District for each progress payment.

19.2 When the contract is fifty (50) percent completed, on half of the amount retained shall be paid to the contractor upon the contractor’s requests provided the contractor is making satisfactory progress on the contract and there is no specific cause or claim requiring a greater amount to be retained.

19.3 After the contract is fifty (50) percent completed, no more than five (5) percent of the amount of any subsequent progress payments shall be retained providing the contractor is making satisfactory progress on the project, except if at any time the governing board determines satisfactory progress is not being made, at which point ten percent retention shall be reinstated.

19.4 Retention applies only to amounts payable for construction and does not apply to amounts payable for design services, preconstruction services, finance services, maintenance services, or any other related services included in the contract.

19.5 If the District and the contractor agree to a substitute security, the agreement must comply with R7-2- 1104, D-G. If a substitute security is agreed to, the contractor must provide the District with a signed and acknowledged waiver of any right or power of the obligor to set off any claim against District.

20. Progress Payments

20.1 As per, R7-2-1105, progress payments to the contractor of construction if the contractor agrees to adhere to A.R.S. 41-2577 (B) (D) (F). All progress payments must be invoiced to the District. It is the responsibility of the District to review and approve any estimates of work completed. Payment shall be made within 14 days after the estimate of the work is certified and approve, except that a percentage of all estimates shall be retained as provided in R7-2-1104. If the District issues a written statement to the Contractor that the estimate of work is not approved and certified, the District may withhold an amount from the progress payment that the District reasonably expects to incur in correcting the deficiency set forth in the written finding, as permitted in R7-2-1105 (A). In such cases, the Contractor agrees to hold the District harmless for any deficiency payment.

Camp Verde, AZ 86322

928.567.8000

20.2 Progress payments may be made to the contractor on the basis of a duly certified and approved estimate of work performed during the preceding month. The contractor must agree to pay any subcontractors or material suppliers within seven (7) days of their receipt of the progress payment, unless otherwise agreed on in writing between the parties involved.

20.3 Once all bonds are in place, the contractor and the District will agree upon a schedule of payments based on identifiable milestones.

20.4 If any payment to the contractor is delayed after the date due, interest shall be paid at the rate of one percent per month, or a fraction of a month, on such unpaid balance as may be due. Any late charges will be the responsibility of the District.

20.5 Acceptance of final payment is a waiver of all claims except unsettled claims previously made in writing.

21. Final Payment Contractor must complete or provide the following prior to release of final payment:

21.1 All punch list items generated during the final joint inspection shall be completed to the satisfaction of the District;

21.2 Onsite training for maintenance personnel provided, as per District project manager direction;

21.3 Delivered all required submittals and shop drawings to the District; and

21.4 Project Record Documents.

21.4.1 Contractor shall maintain a complete and accurate record of changes or deviations from the Contract Documents and Shop Drawings, indicating the Work as actually installed throughout the project work. Information shall be recorded in the appropriate locations on a record set of prints of the Drawings and Shop Drawings. A copy of the Specifications shall be maintained solely for the purpose of this documentation. This record set of Contract Documents and Shop Drawings shall be kept at the project site for review by the District and Architect. Information contained in the record documents shall include, but not be limited to:

21.4.1.1 Modifications made by Addenda, Change Orders, Construction Changes Directives and Architect’s Supplemental Instructions which shall be transferred to the record documents; and

21.4.1.2 Modifications made to accommodate field conditions.

21.4.2 Upon Substantial Completion of Work, the complete set of Record Documents including prints, shop drawings and annotated Specifications with two (2) scanned electronic copies of each shall be submitted to the Architect for Approval.

21.4.3 Owner’s Manual: One (1) hard-back, loose-leaf binder containing the following required submittals and any others required in other sections, suitably typed, indexed and labeled for ready reference:

21.4.3.1 Subcontractors, major suppliers list with companies’ names, addresses, email addresses and telephone numbers.

21.4.3.2 Warranties and certifications.

21.4.3.3 Affidavit from general and subcontractors on use of asbestos free materials.

21.4.3.4 Maintenance/operation instructions and parts list.

21.4.3.5 Copy of project Purchase Order.

21.4.3.6 Copy of all submittals and shop drawings.

21.4.3.7 Copy of Contractors last pay application.

21.4.3.8 List of Extra Materials supplied to District, signed by District’s representative.

21.4.3.9 Other items required by the Specifications.

Camp Verde, AZ 86322

928.567.8000

22. Payment Procedures

22.1 The District will not make payments to any Entity, Group or individual other than the Contractor with the

Federal Employer Identification (FEI) Number identified in the contract. Contractor invoices requesting payment to any Entity, Group or individual other than the contractually specified Contractor shall be returned to the Contractor for correction.

22.2 The Contractor shall review and ensure that the invoices for services provided show the correct Contractor name prior to sending them for payment.

22.3 If the Contractor Name and FEI Number change, the Contractor shall complete an “Assignment and Agreement” form transferring contract rights and responsibilities to the new Contractor. The District shall indicate consent on the form. A written Contract Amendment shall be signed by both parties and a new W-9 form shall be submitted by the new Contractor prior to any payments being made to the new Contractor.

23. Insurance

23.1 Contractor shall provide coverages with limits of liability not less than the following, unless otherwise indicated:

23.1.1 Commercial General Liability – Liability arising out of activities performed by or on behalf of Contractor:

General Aggregate $2,000,000

Products – Completed Operations Aggregate $1,000,000

Personal and Advertising Injury $1,000,000

Each Occurrence $1,000,000

The policy shall be endorsed to include the following specific language: "Camp Verde Unified School District is named as additional insured with respect to liability arising out of the activities performed by, or on behalf of Contractor."

23.1.2 Automobile Liability – Bodily injury and property damage for any owned, hired, and non-owned vehicles used in the performance of the Contract.

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

The policy shall be endorsed to include the following language: " Camp Verde Unified School District is named as an additional insured with respect to liability arising out of the activities performed by, or on behalf of Contractor, including automobiles owned, leased, hired or borrowed by Contractor."

23.1.3 Workers’ Compensation and Employers' Liability

Statutory

Each Accident $100,000

Disease -Each Employee $100,000

Disease -Policy Limit $500,000

23.1.4 Property Insurance

Contractors awarded contracts for construction or expansion of buildings shall obtain and maintain for the duration of the project, course of construction builders risk insurance in the amount of the real property being constructed.

Camp Verde, AZ 86322

928.567.8000

23.2 Additional Insurance Requirements. The policies are to contain, or be endorsed to contain, the following provisions:

23.2.1 Contractor's insurance coverage shall be primary insurance and noncontributory with respect to all other available sources.

23.2.2 Coverage provided by Contractor shall not be limited to the liability assumed under the indemnification provisions of this Contract.

24. Compliance with Industry Standards

24.1 Contractors shall offer equipment, supplies, and/or services that meet the specifications as outlined in this solicitation. The work shall meet the minimum industry standards, as applicable.

25. Safety

25.1 Contractor shall take all reasonable precautions for the safety of employees on the worksite and shall erect and properly maintain all necessary safeguards for protection of workers and the public. Contractor shall post warning signs against all hazards created by its operation and work in the progress. Proper precautions shall be taken pursuant to state law and standard practices to protect workers, general public and existing structures from injury or damage.

25.2 All materials and services provided under this contract shall comply with all applicable Occupational Safety and Health Standards of the Arizona Industrial Commission, National Electric Code, National Fire Protection Association Standards.

26. Hazardous Materials

26.1 Products and supplies containing hazardous materials shall not be used including, but not limited to, lead and asbestos. Contractor shall affirm none of these materials will be used in the performance of work for this contract and agrees to notify the District immediately upon identification of said materials on the premises.

27. Damages

27.1 Contractor shall be liable for any and all damage caused by its employees to the District premises.

Contractor shall hold and save the District free and harmless from liability of any nature or kind arising from any use, trespass, or damage occasioned by its operations on premises or third persons.

28. Occupied Campus Restrictions

28.1 Alcohol, Illicit Drugs and Smoking. The use or possession of alcoholic beverages or illicit drugs will not be permitted on the school's property. Contractor’s employees who show evidence of an impaired condition must not be permitted to remain on the premises. Smoking is also not permitted on any district premises.

28.2 Parking. Contractor shall park in designated parking areas, as directed by District staff.

28.3 Weapons. The District does not allow any weapons on the premises, which includes within vehicles.

Local authorities may be contacted if a Contractor’s employee has any weapon onsite.

28.4 No Contact or Offensive Language. Contractor nor its employees shall have contact with any persons aside from the Solicitation Contact and designated District staff. Contractor shall refrain from contact with any student, parent, community member or any staff while onsite for the performance of the work.

Profanity or any other type of offensive language will not be tolerated and the contractor’s employee will be escorted off property.

28.5 Identification. Contractor’s employees shall be neat and clean in appearance and shall wear a clearly visible identification badge. It is the Contractor’s responsibility to obtain such identification and maintain badges in good repair. The badge shall have the employee's name, photograph, and company name on the face of the badge and must always be displayed while the employee is on the premises. No employee will be allowed to work in the building without such badge. Failure to have any of these items may result with the employee being escorted off property.

Camp Verde, AZ 86322

928.567.8000

28.6 Daily Log. Contractor shall maintain a daily log of employees and/or subcontractors assigned to perform work onsite. This record shall be provided to the district immediately upon request.

28.7 Proper Attire. Contractor’s employees should wear proper attire that is free of any stains, rips or tears and does not have any disparaging terms, graphics, images, or profanity in any way. If contractor’s employees appear onsite with any of these items will result with the employee being escorted off property.

28.8 Lunch/Break Periods. Bidder's employees shall take breaks and lunch periods in designated areas. Under no condition shall employees utilize offices or other unauthorized areas for break or lunch periods.

28.9 District Property and Equipment. Bidder shall insure that their employees do not use any office equipment, radios, telephones, or other equipment located in the facility.

29. Stored Materials

29.1 Contractor shall be responsible for coordinating delivery and off-loading of Bidder owned materials.

Storage and set-up locations should be agreed upon by the District prior to any action by the Contractor.

Storage in unauthorized areas is prohibited. Hazardous materials shall be identified, stored and used in compliance with applicable safety regulations.

30. Site Cleanliness

30.1 The Contractor, at all times, shall keep the premises free from accumulation of waste materials or rubbish caused by construction operations. Upon completion of the work, remove all waste materials and rubbish from and about the project, as well as tools, construction equipment, machinery, and surplus materials. If the contractor fails to clean up the work, the District may do so and the cost thereof shall be charged to the contractor. All worksites are to be maintained in an organized, clean, and in a safe condition.

31. Liquidated Damages

31.1 If the Contractor fails to deliver the supplies or perform the service within the time specified in this solicitation, or any extension thereof, the actual damages to the District for the delay will be difficult or impossible to determine. Therefore, in lieu of actual damages, the Contractor shall pay to the District as fixed, agreed, and liquidated damages for each calendar day of delay in final completion, the amount of $500.00.

31.2 The District may terminate this Contract in whole or part as provided in the Uniform Terms and Conditions. In that event, the Contractor shall be liable for such liquidated damages accruing until such time as the District may reasonably obtain the delivery or performance of similar supplies or services, respectively. The District’s right to liquidated damages for delay shall be in addition to any other remedies available to the District arising from Contractor’s breach. The District shall have the right to off-set any amounts owed to the Contractor by the liquidated damage amount.

31.3 District shall grant an extension for completion of work if the work is delayed for an unforeseeable cause beyond the control and without fault of Contractor and Contractor notifies District in writing immediately in writing of the cause of the delay and provides sufficient information for District to determine whether an extension is justified. The District shall determine whether an extension is justified in its sole discretion.

32. Change Orders

32.1 The cost of any change in construction due to improper checking of site and/or conditions, or coordination by contractor, shall be the Contractor’s responsibility. Contractor shall not be entitled to reimbursement for such costs.

32.2 Contractor shall follow the requirements of all specifications, drawings, terms, and conditions outlined in this solicitation, as closely as actual construction and work of contractors shall permit. If existing conditions or limitations require a major change or modification to the contract as outlined, the change shall be allowed only upon issuance of a written change order. These circumstances should be presented to the District as soon as identified and reasonably possible.

Camp Verde, AZ 86322

928.567.8000

32.3 The District shall establish a procedure approving change orders and should include field change orders.

In accordance with A.A.C. R7-2-1005, any change order or contract modification that exceeds $100,000 or five percent, whichever is greater, requires a governing board determination in writing that:

32.3.1 the change order or contract modification is advantageous to the school district; and

32.3.2 the price is determined to be fair and reasonable.

32.4 All approved change orders shall be kept on file with the District.

33. Gratuities and Gifts

33.1 The District, by written notice, may terminate the Contract in whole or in part, if the school district determines that employment or a gratuity was offered or made by the Contractor or a representative of the Contractor to any officer or employee of the school district for the purpose of influencing the outcome of the procurement or securing the Contract, an amendment to the Contract, or favorable treatment concerning the Contract, including making of any determination or decision about contract performance.

33.2 The District will not accept any gifts, gratuities, or advertising products from firms. The District has adopted a zero-tolerance policy concerning gifts.

34. Lobbying

34.1 Offerors are hereby advised that lobbying is not permitted with any District personnel or Board Members related to or involved with this solicitation until the Administration’s recommendation for award has been approved by the Governing Board. All inquiries must be directed through the Solicitation Contact.

34.2 Offeror warrants that it will not engage in lobbying activities, as defined in 40 CFR part 34 and A.R.S. § 41-1231, et seq., using monies awarded under the Contract, provided that, the foregoing does not intend to constrain Offeror’s use of its own monies or property, including without limitation any net proceeds duly realized under the Contract or any value thereafter derived from those proceeds; and, upon award of the Contract, it will disclose all lobbying activities to the District to the extent they are an actual or potential conflict of interest or where such activities could create an appearance of impropriety.

34.3 Offeror shall implement and maintain adequate controls to assure compliance with this Section. Offeror shall also include an equivalent no-lobbying provision in all Subcontracts.

34.4 Lobby is defined as “any action taken by an individual, firm, association, joint venture, partnership, syndicate, corporation, and all other groups who seek to influence the Governmental Decision of a Board Member or ANY District Personnel after release and prior to the award of this contract by all entities.” Any Offeror or any individuals that lobby on behalf of the Offeror during the time specified will result in the rejection and disqualification of said solicitation.

35. Pandemic Contractual Performance The Contractor shall have a plan that illustrates how the Contractor shall perform contractual requirements in the event of and/or during a pandemic. At a minimum, the plan shall include:

35.1 Key succession and performance planning in the event of sudden significant decrease in Contractor’s workforce;

35.2 Alternative methods to ensure there are products in the supply chain; and

35.3 A current organizational chart and contact list.

35.4 In the event of a pandemic, as declared by the Governor of Arizona, U.S. Government or the World Health Organization, which makes performance of any term under this Contract impossible or impracticable, the following shall apply:

35.5 The District may temporarily void the Contract(s) in whole or specific sections if the Contractor cannot perform contractual requirements;

Camp Verde, AZ 86322

928.567.8000

35.6 The District shall not incur any liability if a pandemic is declared and emergency procurements are authorized by the School District Procurement Rules adopted by the Arizona State Board of Education;

and

35.7 The District may, at its sole discretion, reinstate the voided contracts or sections of contracts when the pandemic is officially declared over and/or the Contractor can demonstrate the ability to perform.

35.8 The District, at any time, may request to see a copy of the written plan from the Contractor. The Contractor shall produce the written plan within seventy-two (72) hours of the request.

Uniform Terms and Conditions

Camp Verde Unified School District

410 Camp Lincoln Road Camp Verde, AZ 86322

928.567.8000

1. Contract Interpretation

1.1 Arizona Law. The laws of Arizona apply to this Contract including, where applicable, the Uniform Commercial

Code as adopted by the State of Arizona and the Arizona School District Procurement Code, Arizona Revised Statutes (A.R.S.) § 15-213, and its implementing rules, Arizona Administrative Code (A.A.C.) Title 7, Chapter 2, Articles 10 and 11.

1.2 Implied Contract Terms. Each provision of law and any terms required by law to be in this Contract are a part of this Contract as if fully stated in it.

1.3 Contract Order of Precedence. In the event of a conflict in the provisions of the Contract, as accepted by the District, and as they may be amended, the following shall prevail in the order set forth below:

1.3.1 Amendments

1.3.2 Special Terms and Conditions;

1.3.3 Uniform Terms and Conditions;

1.3.4 Statement or Scope of Work;

1.3.5 Specifications;

1.3.6 Attachments;

1.3.7 Exhibits;

1.3.8 Documents referenced or included in the Solicitation; and

1.3.9 Bidder’s Response.

1.4 Relationship of Parties. The Contractor under this Contract is an independent Contractor. Neither party to this Contract shall be deemed to be the employee or agent of the other party to the Contract.

1.5 Severability. The provisions of this Contract are severable. Any term or condition deemed illegal or invalid shall not affect any other term or condition of the Contract.

1.6 No Parole Evidence. This Contract is intended by the parties as a final and complete expression of their agreement. No course of prior dealings between the parties and no usage of the trade shall supplement or explain any terms used in this document and no other understanding either oral or in writing shall be binding.

1.7 No Waiver. Either party’s failure to insist on strict performance of any term or condition of the Contract shall not be deemed a waiver of that term or condition even if the party accepting or acquiescing in the nonconforming performance knows of the nature of the performance and fails to object to it.

2. Contract Administration and Operation

2.1 Records. Under A.R.S. § 35-214 and § 35-215, the Contractor shall retain and shall contractually require each subcontractor to retain all data and other “records” relating to the acquisition and performance of the Contract for a period of five years after the completion of the Contract. All records shall be subject to inspection and audit by the District at reasonable times. Upon request, the Contractor shall produce a legible copy of any or all such records.

2.2 Non-Discrimination. The Contractor shall comply with State Executive Orders No. 2023-01, 2009-09 and all other applicable Federal and State laws, rules and regulations, including the Americans with Disabilities Act.

2.3 Audit. Pursuant to A.R.S. § 35-214, at any time during the term of this Contract and five (5) years thereafter, the Contractor’s or any subcontractor’s books and records shall be subject to audit by the District and, where applicable, the Federal Government, to the extent that the books and records relate to the performance of the Contract or Subcontract.

2.4 Inspection and Testing. The Contractor agrees to permit access to its facilities, subcontractor facilities and the Contractor’s processes or services, at reasonable times for inspection of the facilities or materials covered under this Contract. The District shall also have the right to test, at its own cost, the materials to be supplied under this Contract. Neither inspection of the Contractor’s facilities nor materials testing shall constitute final acceptance of the materials or services. If the District determines non-compliance of the materials, the Contractor shall be responsible for the payment of all costs incurred by the District for testing and inspection.

410 Camp Lincoln Road Camp Verde, AZ 86322

928.567.8000

2.5 Notices. Notices to the Contractor required by this Contract shall be made by the District to the person indicated on the Offer and Acceptance form submitted by the Contractor unless otherwise stated in the Contract. Notices to the District required by the Contract shall be made by the Contractor to the Solicitation Contact Person indicated on the Solicitation cover sheet, unless otherwise stated in the Contract. An authorized Procurement Officer and an authorized Contractor representative may change their respective person to whom notice shall be given by written notice to the other and an amendment to the Contract shall not be necessary.

2.6 Advertising, Publishing and Promotion of Contract. The Contractor shall not use, advertise or promote information for commercial benefit concerning this Contract without the prior written approval of the Procurement Officer.

2.7 Property of the District. Any materials, including reports, computer programs and other deliverables, created under this Contract are the sole property of the District. The Contractor is not entitled to a patent or copyright on those materials and may not transfer the patent or copyright to anyone else. The Contractor shall not use or release these materials without the prior written consent of the District.

2.8 Ownership of Intellectual Property. Any and all intellectual property, including but not limited to copyright, invention, trademark, trade name, service mark, and/or trade secrets created or conceived pursuant to or as a result of this contract and any related subcontract (“Intellectual Property”), shall be work made for hire and the District shall be considered the creator of such Intellectual Property. The District shall own the entire right, title and interest to the Intellectual Property throughout the world. Contractor shall notify the District, within thirty

(30) days, of the creation of any Intellectual Property by it or its subcontractor(s). Contractor, on behalf of itself and any subcontractor(s), agrees to execute any and all document(s) necessary to assure ownership of the Intellectual Property vests in the District and shall take no affirmative actions that might have the effect of vesting all or part of the Intellectual Property in any entity other than the District.