Lead_Hazard_Reduction_and_Healthy_Homes_Services.pdf

County of Gila, AZ

REQUEST FOR PROPOSAL

GIL-RFP-2026-006

LEAD HAZARD REDUCTION AND HEALTHY HOMES SERVICES

BIDDER’S INFORMATION

CONTRACT DOCUMENTS AND SPECIFICATIONS

BOARD OF SUPERVISORS

Tim R. Humphrey, Chairman

Stephen Christensen, Vice Chairman

Woody Cline, Member

COUNTY MANAGER

Michael O’Driscoll

Request For Proposal #GIL-RFP-2026-006 Lead Hazard Reduction and Healthy Homes Services

TABLE OF CONTENTS

1. Notice of Request for Proposals

2. Intent

3. Project Background

4. Scope of Work

5. Deliverables

6. Qualifications

7. Proposal Requirements

8. Evaluation Criteria

9. Instructions to Offerors

10. RFP General Terms and Conditions

11. RFP Contract Award Agreement-SC

12. Minimum Specifications

13. Vendor Questionnaire

14. Pricing Table

Attachments:

A - ACCEPTANCE OF OFFER (Informational Only, Do Not Fill Out)

B - Hard copy offerors only: QUALIFICATION AND CERTIFICATION FORM

C - Hard copy offerors only: REFERENCE LIST

D - Hard copy offerors only: PRICE SHEET

E - Hard copy offerors only: CERTIFICATION REGARDING DEBARMENT SUSPENSION AND

OTHER RESPONSIBILITY MATTERS

F - Hard copy offerors only: CERTIFICATION OF INTENTIONS CONCERNING

SUBCONTRACTING

G - Hard copy offerors only: LEGAL ARIZONA WORKERS ACT COMPLIANCE CERTIFICATION

H - Hard copy offerors only: ISRAEL BOYCOTT CERTIFICATION

I - Hard copy offerors only: CERTIFICATION OF NO FORCED LABOR

J - Hard copy offerors only: CERTIFICATION REGARDING LOBBYING

K - Hard copy offerors only: OFFEROR'S CHECKLIST & ADDENDA ACKNOWLEDGMENT

L - Hard copy offerors only: OFFER PAGE

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M - PERFORMANCE BOND (To Be Completed Upon Contract Award)

N - LABOR AND MATERIALS BOND (To Be Completed Upon Contract Award)

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1. Notice of Request for Proposals

1.1. Notice

Notice is hereby given that Gila County is requesting proposals from qualified firms for Lead Hazard Reduction and Healthy Homes Services.

Competitive sealed proposals for the specified material or service shall be received by the Gila County

Procurement Group until the date and time shown below. Proposals received by the correct time and date shall be publicly recorded. Gila County takes no responsibility for informing recipients of changes to the original solicitation document. Failure to acknowledge addendums with the solicitation response may be grounds for deeming submittal non-responsive.

Proposals submitted electronically must be received through the Gila County Procurement Portal prior to 3:00 pm on Thursday, July 23, 2026. Hard Copy proposals must be in the actual possession of the Gila

County Procurement Group before the stated deadline. Late proposals shall not be considered. For proposals submitted electronically through the Gila County Procurement Portal, the official time shall be the time recorded by the Gila County Procurement Portal at the time of submission. For hard copy proposals, the official time shall be the time recorded by the clock (date stamp and time stamp) located in the Gila County Procurement Office at the location identified below.

Submission Methods

Proposals may be submitted by either of the following methods:

(1) Electronic Submission (Preferred Method). Offerors may submit proposals electronically through the Gila County Procurement Portal at https://procurement.opengov.com/portal/gilacountyaz. Offerors must complete the Vendor Questionnaire and upload all required documents and forms within the portal prior to the solicitation deadline.

(2) Hard Copy. Offerors may submit a sealed proposal in accordance with the requirements contained in the solicitation. Offerors choosing this method must download the required forms from the Gila County

Procurement Portal or request them from the Procurement Officer listed below, complete them, and submit package to the location listed below in a sealed envelope. The project number and the offeror's name and address should be clearly indicated on the outside of the envelope. Failure to clearly indicate project number, name, and address on the outside of the bid package or envelope may be cause for the proposal to be deemed invalid. All proposals must be completed in ink or typewritten. Faxed or emailed proposals will not be accepted. Questions must be addressed to the procurement officer listed below.

PROJECT NUMBER: GIL-RFP-2026-006

PROJECT TITLE: Lead Hazard Reduction and Healthy Homes Services

DEADLINE FOR ALL SUBMISSIONS: Thursday, July 23, 2026 at 3:00 pm

DEADLINE FOR ALL QUESTIONS: Thursday, July 16, 2026 at 3:00 pm https://procurement.opengov.com/portal/gilacountyaz

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SUBMITTAL LOCATION FOR HARD COPIES ONLY: Gila County Finance Department

Mail To: 1400 East Ash Street, Globe, Arizona 85501

Hand-Deliver To: 1350 East Monroe Street, Globe, Arizona 85501

DIRECT WRITTEN QUESTIONS TO:

Olivia M. Todd otodd@gilacountyaz.gov

(928) 402-8746

The Board of Supervisors reserves the right to reject any or all proposals, to accept any proposals, or to waive any informality in any proposals, or to withhold the award if deemed in the best interest of Gila

County. All procurement activities conducted by Gila County are in conformance with the rules and regulations in the Gila County Procurement Code. A copy of the code is available for review in the Clerk of the Board’s office, Globe, Arizona.

Dates advertised in the Payson Roundup: June 23, 2026, and June 30, 2026

2. Intent

Gila County Public Health & Community Services ("County") is soliciting proposals from qualified firms to perform Lead Hazard Evaluation, Lead Hazard Control, and Healthy

Homes Supplemental services under the U.S. Department of Housing and Urban

Development ("HUD") Lead Hazard Reduction Grant Program. The purpose of this program is to identify and control lead-based paint hazards in eligible pre-1978 housing; protect children under age six from lead exposure; implement Healthy Homes interventions when authorized; ensure compliance with applicable federal, state, and local regulations; and assist the County in meeting HUD production benchmarks and audit standards.

Services shall be performed only in eligible pre-1978 privately owned housing units.

Owner-occupied units must serve households at or below eighty percent (80%) of Area

Median Income ("AMI"). Rental units must meet applicable HUD income targeting requirements.

Potential Offerors are encouraged to carefully review all federal compliance requirements associated with HUD-funded lead hazard reduction and healthy homes activities prior to submitting a proposal.

Offerors who agree to provide the Minimum Specifications for this Request for Proposals shall be considered for award.

Quantities of work, number of units, and project volume are estimates only and are dependent upon grant funding, eligibility determinations, environmental clearance, and program participation.

mailto:otodd@gilacountyaz.gov

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3. Project Background

The County has received funding through HUD's Lead Hazard Reduction Grant Program and

Healthy Homes Supplemental funding programs to identify and reduce environmental health hazards in residential housing throughout Gila County.

The Lead Hazard Reduction Program is intended to reduce childhood lead poisoning and other housing-related health hazards through evaluation, testing, interim controls, abatement activities, and related remediation services in eligible housing units. Healthy

Homes Supplemental funding may also be utilized to address additional residential environmental health and safety concerns including moisture intrusion, mold, ventilation deficiencies, asthma triggers, and related hazards.

All work performed under this Request for Proposals shall comply with all applicable federal, state, and local requirements including, but not limited to:

• Residential Lead-Based Paint Hazard Reduction Act of 1992

• 24 CFR Part 35 (Lead Safe Housing Rule)

• 40 CFR Part 745 (EPA Lead Abatement and Renovation, Repair and Painting Rule)

• 2 CFR Part 200 (Uniform Administrative Requirements)

• 24 CFR Part 58 (Environmental Review)

• Build America, Buy America Act ("BABAA")

• 24 CFR Part 75 (Section 3)

The County intends to establish a contract with one or more qualified firms capable of providing professional, compliant, and timely lead hazard reduction and healthy homes services while maintaining all required federal documentation and reporting standards.

4. Scope of Work

4.1. Scope of Work

Contractor shall provide all labor, supervision, materials, equipment, transportation, testing equipment, safety equipment, documentation, incidentals, and related services necessary to perform Lead Hazard Evaluation, Lead Hazard Control, and Healthy Homes Supplemental services as authorized by the County.

4.2. Lead Hazard Evaluation Services

Contractor shall perform lead hazard evaluation services including, but not limited to:

• Visual assessments

• X-Ray Fluorescence ("XRF") testing

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• Dust sampling

• Soil sampling

• Lead risk assessments

• HUD-compliant reporting and documentation

Contractor shall perform all inspections, testing, assessments, and reporting in accordance with applicable HUD and EPA requirements.

4.3. Lead Hazard Control Services

Contractor shall provide lead hazard control services including, but not limited to:

• Interim controls

• Lead hazard abatement

• Component replacement

• Window replacement

• Soil mitigation where lead concentrations meet or exceed one hundred twenty parts per million (120 ppm)

Contractor shall perform all work activities in accordance with applicable federal, state, and local regulations and industry standards.

4.4. Healthy Homes Supplemental Services

When authorized by the County, Contractor may provide Healthy Homes Supplemental services including, but not limited to:

• Moisture control

• Non-structural mold remediation

• Ventilation improvements

• Asthma trigger reduction

• Minor non-structural health and safety repairs directly related to identified Healthy

Homes hazards.

Costs associated with Healthy Homes Supplemental services shall be separately invoiced and separately identifiable from lead hazard reduction activities.

4.5. Environmental Review Requirements (24 CFR Part 58)

No work shall begin until:

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• Tier 1 Environmental Review is completed;

• Site-specific Tier 2 Environmental Review is completed;

• Request for Release of Funds ("RROF") is approved; and

• HUD authorization is received.

Commencement of work prior to completion of the required environmental review process and receipt of HUD authorization shall constitute a material breach of the Contract.

4.6. Clearance Standards

Contractor shall ensure that all clearance activities meet applicable HUD and EPA standards, including:

• Floor mitigation threshold: greater than or equal to four micrograms per square foot

(≥4 µg/ft2)

• Floor clearance standard: less than five micrograms per square foot (<5 µg/ft2)

• Windowsill clearance standard: forty micrograms per square foot (40 µg/ft2)

• Window trough clearance standard: one hundred micrograms per square foot (100 µg/ft2)

Contractor shall be responsible for any required re-cleaning, corrective action, or re-testing necessary to achieve required clearance standards.

Final clearance examinations may be performed by the County or by an independent third-party risk assessor or inspector selected by the County.

4.7. Federal Compliance Requirements

Cost Structure Requirements

Contractor shall comply with all applicable federal cost principles and administrative requirements contained in 2 CFR Part 200.

At least sixty-five percent (65%) of federal funds expended under this program shall be utilized for direct lead hazard control activities. Administrative costs shall not exceed ten percent (10%) of allowable costs.

Build America, Buy America Act ("BABAA")

Contractor shall comply with all applicable requirements of the Build America, Buy America

Act (Pub. L. 117-58, §§ 70901-70952) and any implementing guidance issued by the Office of Management and Budget. All iron, steel, manufactured products, and construction

Lead Hazard Reduction and Healthy Homes Services Page 7 materials used in the performance of the work under this Contract shall be produced in the

United States, to the extent required by applicable law and guidance.

Contractor shall maintain documentation sufficient to demonstrate BABAA compliance for all materials incorporated into work performed under this Contract and shall provide such documentation to the County upon request. Documentation shall include, at minimum, the country of origin for all covered materials and, where applicable, certification from the manufacturer or supplier confirming domestic production.

Waiver Process. If Contractor determines that a required material is not produced in the

United States, is not available in sufficient quantity or quality, or that its use would be inconsistent with the public interest, Contractor shall notify the County in writing prior to procuring such material. The County will not grant waivers unilaterally; any waiver request must be submitted by the County to HUD for review and approval prior to procurement of the non-domestic material. Contractor shall not procure or incorporate any non-domestic covered material into the work without prior written authorization from the County confirming HUD approval of the applicable waiver. Incorporation of non-domestic covered materials without an approved waiver may result in disallowance of costs, corrective action, or termination of the Contract.

Contractor shall flow down all applicable BABAA requirements to subcontractors at all tiers and shall be responsible for ensuring subcontractor compliance with this section.

Section 3 Compliance

Contractor shall comply with 24 CFR Part 75 (Section 3) requirements and shall prioritize the use of Targeted Section 3 workers and Section 3 business concerns whenever feasible.

Contractor shall provide all required Section 3 reporting and documentation, including quarterly reporting as required by HUD or the County.

Section 3 Benchmarks

In accordance with 24 CFR Part 75, Contractor shall meet or make good faith efforts to meet the following Section 3 labor hour benchmarks:

• At least twenty-five percent (25%) of the total number of labor hours worked by all workers on activities funded under this Contract shall be performed by Targeted

Section 3 workers.

For the purposes of this Contract, the following definitions apply:

• Targeted Section 3 Worker means a worker who is a low- or very low-income person;

a worker employed by a Section 3 business concern; or a YouthBuild participant.

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• Section 3 Business Concern means a business that is at least fifty-one percent (51%) owned by low- or very low-income persons; employs low- or very low-income persons for at least thirty percent (30%) of its full-time permanent staff; or subcontracts with business concerns owned by low- or very low-income persons for at least twenty-five percent (25%) of the dollar award of all subcontracts.

• Low- or Very Low-Income Person means a family or individual whose income does not exceed eighty percent (80%) of the median income for the applicable metropolitan area or nonmetropolitan county, as determined by HUD.

If Contractor is unable to meet the Section 3 labor hour benchmark, Contractor shall document and report the good faith efforts taken to comply including, but not limited to:

outreach to Section 3 workers and business concerns; partnerships with workforce development organizations; and solicitation of Section 3 subcontractors. Good faith effort documentation shall be submitted to the County with each quarterly Section 3 report.

Contractor's failure to meet the Section 3 benchmark and failure to demonstrate good faith efforts to do so may be considered a material breach of this Contract and may result in corrective action, suspension of work authorizations, or termination of the Contract.

4.8. Performance Requirements

Contractor shall:

• Meet all applicable HUD production targets and performance benchmarks;

• Maintain an initial clearance pass rate of at least ninety percent (90%);

• Maintain complete and accurate documentation;

• Submit timely and accurate invoices and reporting materials; and

• Perform all work in a timely, professional, and compliant manner.

Failure to meet performance requirements may result in corrective action, withholding of payment, suspension of work, termination of the Contract, or other remedies available to the County. Repeated failure to achieve acceptable clearance rates may result in corrective action plans, suspension of assignments, or termination of the Contract.

5. Deliverables

Contractor shall provide all documentation necessary to support project administration, grant compliance, reimbursement, monitoring, and audit activities, including:

• Unit-level project documentation

• Inspection reports

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• Risk assessment reports

• Clearance reports

• Testing results

• BABAA compliance documentation

• Section 3 reporting

• Before-and-after photographs if requested by the County

• Invoices and supporting documentation

• Resident acknowledgments and sign-offs where applicable

• Electronic copies of required records upon request

• Final project closeout documentation

Contractor shall retain all project records for a minimum of five (5) years following final grant closeout, or longer if otherwise required by applicable federal law, grant conditions, audit findings, litigation holds, or written direction from the County.

Warranty

Contractor shall be responsible for any required corrective work, re-cleaning, or re-testing necessary to achieve required clearance standards and shall correct deficiencies identified by the County or applicable regulatory agencies at no additional cost to the County.

Section 3 Reporting

Contractor shall submit Section 3 labor hour reports to the County on a quarterly basis throughout the term of the Contract. Quarterly reports shall be due within fifteen (15) calendar days following the end of each calendar quarter (i.e., by January 15, April 15, July 15, and October 15). Each quarterly report shall include, at a minimum:

• Total labor hours worked on the Contract during the reporting period, broken down by trade or labor category;

• Total labor hours worked by Targeted Section 3 workers during the reporting period;

• The percentage of total labor hours performed by Targeted Section 3 workers;

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• Identification of any Section 3 business concerns utilized during the reporting period; and

• If the Section 3 labor hour benchmark was not met during the reporting period, a narrative description of the good faith efforts undertaken by Contractor to achieve compliance.

Contractor shall also submit a cumulative annual Section 3 labor hour report within thirty

(30) calendar days following the end of each contract year summarizing Section 3 performance across all quarters of that year. All Section 3 reports shall be submitted in the format required by HUD or the County and shall be sufficient to support grant compliance, monitoring, and audit activities. Contractor shall retain all supporting documentation used to prepare Section 3 reports, including certified payrolls and worker eligibility certifications, for the full records retention period specified in this Contract.

6. Qualifications

General Contractor Requirements

Contractor shall:

• Maintain all licenses, certifications, registrations, and approvals required by federal, state, and local law throughout the term of the Contract;

• Maintain Environmental Protection Agency ("EPA") Certified Lead Firm certification;

• Utilize Certified Lead Abatement Supervisors, Certified Lead Inspectors/Risk

Assessors, and properly certified workers as required by applicable regulations;

• Maintain general liability insurance, pollution liability insurance, and workers' compensation insurance throughout the term of the Contract;

• Perform all work in accordance with applicable HUD, EPA, Occupational Safety and

Health Administration ("OSHA"), federal, state, and local requirements;

• Coordinate all work activities with County representatives, occupants, property owners, tenants, subcontractors, and applicable regulatory agencies;

• Provide all labor, supervision, transportation, materials, tools, testing equipment, safety equipment, incidentals, and related services necessary to perform the work described herein;

• Maintain complete and accurate project documentation and records sufficient to support grant compliance, reimbursement, monitoring, and audit activities;

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• Submit all required reports, certifications, testing results, invoices, and closeout documentation in a timely manner; and

• Be responsible for the acts and omissions of its employees, subcontractors, consultants, and agents.

The County encourages participation by small businesses, minority-owned businesses, women-owned businesses, veteran-owned businesses, and labor surplus area firms consistent with 2 CFR 200.321.

Required Proposal Documentation

To demonstrate Contractor qualifications, Offerors shall provide the following information with their proposal submission:

• Company overview and organizational history

• Number of years performing lead hazard reduction, healthy homes, environmental assessment, and/or related services

• Description of experience with HUD-funded or other federally funded lead hazard reduction or healthy homes programs

• Description of experience performing work in occupied residential environments

• Description of public-sector or local government experience

• Identification of all proposed subcontractors and description of subcontracted work

• Resumes and certifications for proposed key personnel

• A minimum of three (3) references for similar projects completed within the past five (5) years

• Copies of all applicable licenses and certifications

• Disclosure of any OSHA violations, EPA enforcement actions, license suspensions, debarments, or similar regulatory actions within the previous five (5) years.

• Disclosure of any federal debarment, suspension, or exclusion actions involving the

Offeror or its principals.

7. Proposal Requirements

Offerors are responsible for ensuring that all required information, forms, and certifications are included in their proposal submission. Required components include the following:

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Required Forms and Certifications

• Qualification and Certification Form

• Reference List

• Price Sheet

• Certification Regarding Debarment, Suspension, and Other Responsibility Matters

• Certification of Intentions Concerning Subcontracting

• Legal Arizona Workers Act Compliance Certification

• Israel Boycott Certification

• Certification of No Forced Labor

• Offer Page

Required for Hard Copy Submissions Only

• Offeror's Checklist & Addenda Acknowledgment

Proposal Narrative

The proposal shall include, at a minimum:

• Cover Letter

• Project Team

• Project Approach and Methodology

• Timeline

• Staffing Plan

• Resident Coordination Approach

• Compliance Approach

• Description of Quality Control Procedures

• Description of Experience with HUD-funded projects

SUBMISSION INSTRUCTIONS

Electronic Submissions

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Offerors submitting proposals through the Gila County Procurement Portal shall complete the Vendor

Questionnaire and upload all required forms and proposal documents as instructed within the portal.

Forms requiring completion must be downloaded, completed, and uploaded as part of proposal submission.

Addenda issued for the solicitation must be acknowledged electronically through the Gila County

Procurement Portal prior to submission.

Hard Copy Submissions

Offerors submitting hard copy proposals must download the required forms packet included with the solicitation and submit all required forms and proposal materials with the proposal.

Hard copy proposals must include: One (1) original proposal with original signatures and two (2) additional copies for a total of three (3) submissions.

Hard copy submissions must include a completed Offeror's Checklist & Addenda Acknowledgment form acknowledging receipt of all issued addenda.

8. Evaluation Criteria

No. Evaluation Criteria Scoring Method Weight (Points)

1. Technical Experience 0-100 Points 30 (30% of Total)

2. Regulatory Compliance Plan 0-100 Points 20 (20% of Total)

3. Cost and Financial Structure 0-100 Points 15 (15% of Total)

4. Work Plan and Production 0-100 Points 15 (15% of Total)

5. Healthy Homes Integration 0-100 Points 10 (10% of Total)

6. Section 3 Workforce Development 0-100 Points 5 (5% of Total)

7. Local Capacity and Partnerships 0-100 Points 5 (5% of Total)

9. Instructions to Offerors

9.1. Instructions

Preparation of Proposals

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1. Gila County invites proposals from qualified and experienced Offerors capable of providing the products and/or services described in this solicitation. The purpose of this solicitation is to establish a contract with the Offeror whose proposal is determined to be most advantageous to Gila County, taking into consideration evaluation factors set forth in this solicitation.

2. Before submitting its offer, each Offeror shall familiarize itself with the Scope of Work, laws, regulations, and other factors affecting performance of the work. Offeror shall carefully correlate its observations with requirements of the solicitation and otherwise satisfy itself of the expense and difficulties attending the performance of the work.

The submission of an offer will constitute a representation of compliance by the Offeror. There will be no subsequent financial adjustment other than that provided for by the contract for lack of such familiarization.

3. Offerors are responsible for ensuring that all required forms, certifications, and documentation contained in this solicitation are fully completed and submitted with the offer. Failure to include required documentation may result in the offer being deemed non-responsive.

4. Where required, proposals shall be signed by an individual authorized to bind the Offeror contractually. The name and title of the authorized representative shall be clearly printed beneath the signature. The County may require evidence of such authority.

5. The full legal name of each individual, partnership, corporation, or other entity interested in the solicitation shall be listed on the Offer Page.

6. No alterations in proposals shall be made except where authorized by the solicitation documents. Any corrections or changes must be initialed by the authorized representative of the Offeror.

9.2. Submission of Proposals

Proposals may be submitted either electronically through the Gila County Procurement Portal or by hard copy submission. Offerors shall submit proposals using only one method.

1. Electronic Submission (Preferred Method). Offerors may submit proposals electronically through the Gila County Procurement Portal. Electronic submissions must:

o Be uploaded through the Vendor Questionnaire associated with the solicitation.

o Include all required forms, certifications, and attachments.

o Contain electronic signatures or scanned signatures where signatures are required.

o Be fully submitted prior to the deadline stated in the solicitation.

The Offeror is solely responsible for ensuring their offer is successfully uploaded prior to the submission deadline. The County is not responsible for technical issues experienced by the Offeror.

Electronic submissions will not be accepted by the portal after the submission deadline.

2. Hard Copy Submission. Offerors choosing to submit a hard copy offer must download all required solicitation forms from the Gila County Procurement Portal or request a packet via email to the

Procurement Officer listed on the Notice in this solicitation; complete them; and submit them in

Lead Hazard Reduction and Healthy Homes Services Page 15 accordance with the requirements detailed in the Hard Copy Submission Format section of these

Instructions to Offerors.

By signature on the Offer Page, Offeror certifies:

1. The submission of the offer did not involve collusion or other anti-competitive practices.

2. The Offeror has not given, offered to give, nor intends to give at any time hereafter, any economic opportunity, future employment, gift, loan, gratuity, special discount, trip, favor, or service to a public servant in connection with the submitted offer.

3. In order to conserve resources, reduce procurement costs, improve timely acquisition and cost of supplies and to improve efficiency and economy of procurement, any political subdivision, State, County, City, Town, etc., of the State of Arizona will be allowed by the Offeror(s) awarded the contract to provide the same services, at the same prices stated in the proposal. Delivery charges may differentiate depending on geographic location.

9.3. Addenda

Any changes to the solicitation will be issued by written addendum.

Offerors submitting proposals electronically shall acknowledge receipt of addenda through the Gila County Procurement Portal.

Offerors submitting hard copy proposals must acknowledge receipt of all addenda by completing the

Offeror Checklist & Addenda Acknowledgment Form and including it in the submission package. If no addenda have been issued, please indicate so by writing "Not Applicable" in the space provided under

#1. The Offeror Checklist & Addenda Acknowledgment Form must be signed and dated and all addenda acknowledged by initials and date.

Failure to acknowledge addenda may result in the offer being deemed non-responsive.

9.4. Inquiries

All questions, requests for clarification, or other inquiries regarding this solicitation should be submitted through the Question & Answer feature within this solicitation (project) on the Gila County Procurement

Portal. Questions submitted through the portal will be visible to the County and responses will be posted for all prospective Offerors.

As an alternative, inquiries may be submitted in writing to the Procurement Officer identified in the

Notice at the address or email listed therein. Written inquiries must clearly reference the solicitation number and title. Offeror must not place the solicitation number and title on the outside of an envelope containing inquiries since such an envelope may be identified as a sealed proposal and may not be opened until after the official solicitation due date and time.

Questions received after 3:00 pm on Thursday, July 16, 2026 will not be answered. Only questions answered by formal written addenda will be binding. Oral and other interpretations or clarifications will be without legal effect.

9.5. Late Proposals

Any proposals received later than 3:00 pm on Thursday, July 23, 2026 will be not be opened or read. Late proposals shall not be considered. Any Offeror submitting late proposals shall be so notified.

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Attempts to submit a late response electronically will be blocked by the Gila County Procurement portal and will not be accepted or seen.

9.6. Hard Copy Submittal Proposal Format

Hard copy proposals shall:

• Be submitted in a sealed envelope or package.

• Clearly display the following information on the outside of the envelope or package:

GIL-RFP-2026-006

Lead Hazard Reduction and Healthy Homes Services

Thursday, July 23, 2026

3:00 pm

Offeror Name

Offeror Address

Hard copy proposals must be delivered to the location identified in the Notice prior to the solicitation due date and time.

Offerors submitting hard copy proposals shall provide:

• One (1) original with original signatures

• Two (2) copies

The County will not be liable for any cost incident to the preparation of proposals, materials, reproductions, presentations, copyright infringements, etc. It is permissible to copy these forms if required. Facsimiles or emailed proposals shall not be considered. Spiral bound proposals are not permitted. Failure to include all required documents, all with original signatures, may invalidate the proposal.

9.7. Modification or Withdrawal of Offers

An Offeror may modify or withdraw its hard copy offer at any time prior to 3:00 pm on Thursday, July

23, 2026 by providing written notice to the County. Offers submitted through the Gila County

Procurement Portal may be modified or withdrawn through the Portal prior to 3:00 pm on Thursday, July 23, 2026. After the deadline, proposals may not be modified or withdrawn.

9.8. Errors and Omissions

The County is not responsible for errors or omissions made by the Offeror in preparing the offer.

Negligence in preparing an offer confers no right to the Offeror unless the Offeror discovers and corrects such errors prior to the solicitation deadline. Offerors are responsible for verifying the accuracy of all information submitted.

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10. RFP General Terms and Conditions

10.1. Pre-Bid Award Review

After receipt of all proposals, each submittal shall be screened to determine if any shall be deemed non-responsive. Unsigned proposals, unacknowledged addenda, incomplete proposals, nonconformance with mandatory requirements, etc., may result in the determination of non-responsive.

Subsequent to initial review, all remaining proposals shall be reviewed by the County department overseeing the project to evaluate the information submitted, perform tests when necessary, and make comparisons in order to approve or reject the proposal. If rejected, the Gila County Procurement Group shall give written notice to the Offeror.

10.2. Evaluation of Proposal and Negotiations

The Finance Director may appoint a selection committee to evaluate the proposals and make a recommendation based on the criteria set forth in the solicitation. The Board of Supervisors shall not act in the capacity of the selection committee. Proposals shall be evaluated on the factors set forth in the solicitation.

For the purpose of conducting negotiations, the County shall determine what proposals are susceptible for being selected for award. A determination that an offer is unacceptable shall be in writing, state the basis of the determination, and be retained in the County files. If it is determined an offer is not reasonably susceptible of being selected for award, the Offeror shall be notified and shall not be afforded an opportunity to modify its proposal.

10.3. Negotiations with Individual Contractors

Gila County may establish procedures and schedules for conducting negotiations. Disclosure of an

Offeror's price or any information derived from competing offer prices, or any information derived from competing offers, is prohibited.

1. Any response to a request for clarification of an offer shall be in writing.

2. Gila County shall keep a record of all negotiations.

For the purposes of conducting negotiations with Offerors, Gila County may use any of the following methods that, in their judgment, best meets the unique requirements.

1. Concurrent Negotiations. Negotiations may be conducted concurrently with responsible Offerors for the purpose of determining source selection and/or contract award.

2. Exclusive Negotiations. A determination may be made by the Finance Director to enter into exclusive negotiations with the responsible Offeror whose proposal is determined in the selection process to be most advantageous to the County.

Exclusive negotiations may be conducted subsequent to concurrent negotiations or may be conducted without requiring previous concurrent negotiations.

1. A determination to conduct exclusive negotiations shall not constitute a contract award nor shall it confer any property rights to the successful Offeror.

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2. If exclusive negotiations are conducted and an agreement is not reached, the County may enter into exclusive negotiations with the next highest rank Offeror without the need to repeat the formal solicitation process.

10.4. Award of Contract

The Gila County Board of Supervisors reserves the right to award any, all or some proposals, by individual line item, by group of line items, or as total, or any part thereof, whichever is deemed to be in the best interest of and most advantageous to the County of Gila.

Notwithstanding any other provisions of the Request for Proposals, the County reserves the right to:

1. Waive any immaterial defects or informalities; or

2. Reject any or all proposals or portions thereof; or

3. Reissue a Request for Proposals.

It is the responsibility of the Gila County Board of Supervisors to let the County contracts to the

Offeror(s) who, in their sole determination, provides the offer that is most advantageous to the County.

To ensure that all Offerors are experienced, reasonably equipped, and adequately financed to meet their contractual obligations, a determination of responsibility shall be made by the Gila County Board of

Supervisors prior to contract award.

The County reserves the right to make a single award, multiple awards, or no award as determined to be in the best interest of the County.

Further, the County reserves the right to reject the offer of any Offeror(s) who has previously failed to perform adequately after having once been awarded a prior proposal for furnishing and installing materials similar in nature or providing similar services.

All submitted forms provided in this solicitation will be reviewed by the Gila County Board of

Supervisors.

Those Offeror(s) who, in the opinion of the Gila County Board of Supervisors, are best qualified and whose proposals are most advantageous to the County, may be invited to appear before the Board for an oral review.

The apparent successful Offeror(s) shall sign and file with the County, within ten (10) days after the date of the Notice of Intent to Award, all documents necessary to successfully execute the Contract.

10.5. Protests

Only other Offerors who have submitted a timely proposal under this solicitation have the right to protest. A protest of an award must be filed within ten (10) days after the issuance of notification of award or issuance of notice of intent to award. A protest must be in writing and must include:

1. Name, address, and telephone number of the protester.

2. Signature of the protester or its representative and evidence of authority to sign.

3. Identification of the contract and the solicitation or contract number.

4. Detailed statement of the legal and factual grounds of protest including copies of relevant documents.

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5. The form of relief requested.

All protests shall be sent to the attention of the Procurement Officer, Gila County Finance Department, 1400 East Ash Street, Globe, Arizona 85501.

10.6. Laws and Ordinances

This Contract shall be governed and enforced under the laws of the State of Arizona and Gila County.

Offeror shall maintain in current status all federal, state, and local licenses and permits required for the operation of the business conducted by the Offeror. The Offeror shall comply with the applicable provisions of the Americans with Disabilities Act (Public Law 101-336, 42 U.S.C. 12101-12213) and applicable federal regulations under the Act.

11. RFP Contract Award Agreement-SC

11.1. Contract Preamble

GILA COUNTY

CONTRACT NO. GIL-RFP-2026-006

Lead Hazard Reduction and Healthy Homes Services

THIS AGREEMENT, made and entered into this ________ day of ____________________, 20_____, by and between Gila County, a political subdivision of the State of Arizona, party of the first part, hereinafter designated "County," and ______________________________ of the __________________________, State of _______________, party of the second part, hereinafter designated "Contractor."

WITNESSETH: That said Contractor, for and in consideration of the sum to be paid them by County, in the manner and at the time hereinafter provided, and of the other covenants and agreements herein contained, hereby agrees for themselves, their heirs, administrators, successors, and assigns as follows:

11.2. ARTICLE 1 - DEFINITIONS

“Attachment” means any item the Solicitation requires the Offeror to submit as part of the Offer.

“Contract” means the combination of the Solicitation, including the Uniform and Special Instructions to

Offerors, the Uniform and Special Terms and Conditions, and the Specifications and Statement or Scope of

Work; the Offer and any Best and Final Offers; and any Solicitation Addendums or Contract Amendments.

“Contract Amendment” means a written document signed by the Gila County Board of Supervisors or the

County Manager or their designee that is issued for the purpose of making changes in the Contract.

“Contractor” means any person who has a Contract with the County.

“County” means Gila County and any Department or Office of the County.

“County Board of Supervisors” means the contracting authority for the County. The County Manager is authorized to sign contracts and amendments up to $50,000 on behalf of the Board of Supervisors.

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“Days” means calendar days unless otherwise specified.

“Director” means the Finance Director (Chief Financial Officer) for Gila County.

“Exhibit” means any item labeled as an Exhibit in the Solicitation or placed in the Exhibits section of the

Solicitation.

“Fiscal Year” means the period beginning July 1 and ending June 30.

“Gratuity” means a payment, loan, subscription, advance, deposit of money, services, or anything of more than nominal value, present or promised, unless consideration of substantially equal or greater value is received.

“Materials” means all property, including equipment, supplies, printing, insurance, and leases of property but does not include land, a permanent interest in land or real property, or leasing space.

“May” means something that is not mandatory but permissible.

“Office or User Department” means the County elected official’s office or County division responsible for managing the Contract and/or the project.

“Offer” means bid, proposal, or quotation.

“Offeror” means a vendor who responds to a Solicitation.

“Procurement Officer” means the person, or his or her designee, duly authorized by the County to administer Contracts and make written determinations with respect to the Contract.

“Services” means the furnishing of labor, time, or effort by a contractor or subcontractor which does not involve the delivery of a specific end product other than required reports and performance, but does not include employment agreements or collective bargaining agreements.

“Shall, Will, Must” means a mandatory requirement.

“Should” means something that is recommended but not mandatory.

“Solicitation” means an Informal Bid Request (“IBR”), Invitation for Bids (“IFB”), Request for Proposals

(“RFP”), Request for Qualifications (“RFQ”), or Request for Quotations (“RFQ”).

“Subcontract” means any Contract, express or implied, between the Contractor and another party or between a subcontractor and another party delegating or assigning, in whole or in part, the making or furnishing of any material or any service required for the performance of the Contract.

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11.3. ARTICLE 2 - SCOPE OF WORK

2.1 Scope of Work. Contractor shall provide the products and/or services described in the Scope of

Work in Request for Proposals No. GIL-RFP-2026-006 - Lead Hazard Reduction and Healthy Homes

Services, which is incorporated herein by reference, together with Contractor's Offer as accepted by the

County. In the event of a conflict between the RFP and Contractor's Offer, the RFP shall govern unless otherwise expressly agreed in writing.

Services under this Contract shall be authorized on an as-needed, task-order, work authorization, or purchase order basis. The County does not guarantee any minimum or maximum amount of work under this Contract.

2.2 Once the proposal has been awarded, the proposal number GIL-RFP-2026-006 will become the contract number.

11.4. ARTICLE 3 - CONTRACT INTERPRETATION

3.1 Arizona Law. This Contract shall be governed by the law of the State of Arizona, and suits pertaining to this Contract shall be brought only in the Gila County Superior Court, Globe, Arizona.

3.2 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.

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

3.3.1 Special Terms and Conditions;

3.3.2 Uniform Terms and Conditions;

3.3.3 Statement of Scope of Work;

3.3.4 Specifications;

3.3.5 Attachments;

3.3.6 Exhibits;

3.3.7 Documents referenced or included in the solicitation.

3.4 Relationship of Parties. 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.

3.5 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.

3.6 No Parol 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.

3.7 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.

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11.5. ARTICLE 4 - CONTRACT ADMINISTRATION AND OPERATION

4.1 Notice to Proceed/Ordering Authority. Contractor agrees to render goods or services promptly and diligently upon receipt of a written purchase order or notice to proceed. Prior to receiving this notice, Contractor shall not commence any billable activities in the performance of the contract. Any attempt to represent any product not specifically awarded under this Contract is a violation of the contract. Any such action is subject to the legal and contractual remedies available to the County inclusive of, but not limited to, contract termination, suspension and/or debarment of a Contractor. A signed contract and valid purchase order must be in place prior to the start of any work each year, including renewal periods.

4.2 Records. Contractor shall retain all records relating to this Contract for a minimum of five (5) years following final grant closeout or longer if required by applicable federal law, grant conditions, audit findings, litigation holds, or written direction from the County.

4.3 Non-Discrimination. Contractor shall comply with State of Arizona Executive Order No. 2009-9 and all other applicable Federal and State laws, rules, and regulations, including the Americans with

Disabilities Act.

4.4 Contractor Business Facilities and Business Practices. Contractor's personnel, facilities, and equipment shall be in full compliance with all applicable federal, state, and local health, environmental, and safety laws, regulations, standards, ordinances, privilege license and permit requirements, whether or not they have been referenced by the County.

Employee compensation shall meet all applicable requirements of the Fair Labor Standards Act and

Federal and Arizona minimum wage laws, in addition to all applicable OSHA regulations. Contractor bears full responsibility for employee training, safety, and providing necessary equipment to achieve compliance with all such laws and regulations prior to the contract commencement date and to maintain compliance throughout the duration of the contract.

4.5 Drug-Free Workplace Program. Contractor is hereby advised that Gila County has adopted a policy establishing a drug-free workplace for itself and as a requirement for Contractors doing business with the

County, to ensure the safety and health of employees working on its contracts/projects. Contractor shall require a drug-free workplace for all employees working under the contract. Specifically, all Contractor employees who are working under this Contract shall be notified in writing by Contractor that they are prohibited from the manufacture, distribution, dispensation, possession, or unlawful use of a controlled substance in the workplace. Contractor agrees to prohibit the use of intoxicating substances by all employees and shall ensure that employees do not use or possess illegal drugs while in the course of performing their duties. Failure to require a drug-free workplace in accordance with the Policy may result in termination of the contract and possible debarment from bidding on future contracts/projects.

4.6 Audit. Pursuant to A.R.S. § 35-214, at any time during the term of this Contract and six (6) years thereafter, Contractor's or any subcontractor's books and records shall be subject to audit by the County and, where applicable, the Federal Government, to the extent that the books and records relate to the performance of the contract or subcontract.

4.7 Facilities Inspection and Materials/Service Testing. Contractor agrees to permit access to its facilities, subcontractor facilities, and Contractor's processes or services, at a reasonable time for inspection of the facilities or materials covered under this Contract. County shall also have the right to test, at its own cost, the materials to be supplied under this Contract. Neither inspection of Contractor's facilities nor materials testing shall constitute final acceptance of the materials or services.