Lewis_Kingman_Park_Backflow_Replacement.pdf

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Lewis Kingman Park Backflow Replacement
Solicitation number
2025-QUOTE-026
Issued by
Mohave County, Arizona

About this file

This is a Request for Quotation (RFQ) issued by the City of Kingman Parks Department for the Lewis Kingman Park Backflow Replacement project, identified as solicitation 2025-QUOTE-026. The project involves the removal and replacement of a 4" backflow preventer located in the northwest corner of the park's dog park. Quotes are due by August 15, 2025, at 2:00 pm Arizona Time, to be submitted electronically through the ProcureNow portal. The solicitation requires bidders to provide a comprehensive quote including the backflow device, labor, materials, applicable taxes, and fees, with an emphasis on timely completion due to the project's time-sensitive nature of park irrigation system downtime.

The pricing proposal includes line items for the backflow device, labor (3 hours), materials and supplies, permits/inspections, and taxes, with bidders expected to provide unit costs for each category. The City of Kingman has specific preference guidelines for purchasing, prioritizing resident bidders and goods/services manufactured or produced in Arizona. Vendors must comply with insurance requirements, including commercial general liability with $1,000,000 per occurrence and $2,000,000 aggregate coverage. Additional requirements include maintaining current business licenses, completing vendor registration documents, and potentially providing a City of Kingman business license. The City reserves the right to reject any quote and will award the contract based on the best product at the lowest price within the specified delivery time.

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REQUEST FOR QUOTATION

CITY OF KINGMAN

Parks

2025-QUOTE-026

LEWIS KINGMAN PARK BACKFLOW REPLACEMENT

ISSUE DATE: August 7, 2025

QUOTE DUE DATE: August 15, 2025, 2:00 pm (Arizona Time)

CONTACT PERSON:

Mathew Golder, Assistant Park Superintendent

(928) 716-1797 mgolder@cityofkingman.gov

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://secure.procurenow.com/portal/cityofkingman

PLEASE NOTE: Bidder is responsible for obtaining any addenda and acknowledging it through the procurement portal.

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

Request for Quotation, Lewis Kingman Park Backflow Replacement, 2025-QUOTE-026 2

1. INTRODUCTION

1.1. Summary

The City of Kingman is soliciting quotes for 4" Backflow Replacement. The City reserves the right to reject any quote. This procurement is being solicited as an Intermediate Purchase where an informal competitive process is required.

If you have questions regarding this Request for Quotation, please contact:

Mathew Golder, Assistant Park Superintendent

1.2. Contact Information

Mathew Golder

Assistant Park Superintendent

2. WRITTEN SPECIFICATIONS

2.1. 4" Backflow Replacement

Project Scope:

Removal and replacement of a 4” backflow preventer at Lewis Kingman Park.

Location:

Backflow unit is located in the northwest corner of the dog park.

Bid Requirements:

Quotes should include all costs associated with the project, including:

• Backflow device

• Labor

• Applicable taxes and fees

Please include any lead times necessary to receive backflow.

Please specify estimated start and completion dates.

Request for Quotation, Lewis Kingman Park Backflow Replacement, 2025-QUOTE-026 3

Include warranty information on parts and labor, if available.

Additional Information:

Please note, once work begins, the project is time-sensitive. Irrigation to the park will be offline during the repair, so timely completion is essential.

3. INSTRUCTIONS TO BIDDERS

3.1. Quote Submission

Quotes can be submitted through the procurement portal or directly to Mathew Golder at mgolder@cityofkingman.gov. The department prefers quotes be submitted through the OpenGov

Portal but can accept quotes by email, electronically through the OpenGov portal, or hand delivered to 3333 Harrison St. Companies wishing to submit quotes or receive future notifications when newly published solicitations should register for a free OpenGov account at:

https://procurement.opengov.com/signup and then subscribe to the City of Kingman by clicking here: https://procurement.opengov.com/portal/cityofkingman?status=all. For instructions on how to register and subscribe, you can also visit the City of Kingman's website at:

https://www.cityofkingman.gov/government/advanced-components/list-detail-pages/rfp-posts-list.

Please send mailed quotes to:

City of Kingman - 2025-QUOTE-026

Mathew Golder

3333 Harrison St

Kingman, AZ 86409

3.2. Quote Submission Due Date

Quotes must be received by no later than 2:00 pm on Friday, August 15, 2025.

3.3. Offer and Award of Contract/Purchase

The City of Kingman intends to award this solicitation to the company who can offer the best product, at the lowest price, within the specified time for delivery. The quote selected for award will be notified by email or phone.

3.4. Product Delivery Expectations

Products are expected to be delivered The replacement 4” backflow preventer must be delivered to the job site prior to the start of work to avoid delays. All components must be new, code-https://procurement.opengov.com/portal/cityofkingman https://procurement.opengov.com/portal/cityofkingman?status=all https://www.cityofkingman.gov/government/advanced-components/list-detail-pages/rfp-posts-list https://www.cityofkingman.gov/government/advanced-components/list-detail-pages/rfp-posts-list

Request for Quotation, Lewis Kingman Park Backflow Replacement, 2025-QUOTE-026 4 compliant, and appropriate for potable water and irrigation systems. Backflow preventer must meet all local and state plumbing codes, and be lead-free as required by current regulations. Contractor is responsible for verifying compatibility with existing system and ensuring all necessary fittings and connections are provided. Delivery and installation must be coordinated to minimize irrigation system downtime, with work completed in a timely manner once started..

3.5. Taxes

The City is not exempt from Transaction Privilege Tax (TPT); Bidders must include tax in the pricing proposal, when applicable.

3.6. Withdrawal of Submittal

By submitting a quote in response to this solicitation, the responding company is agreeing to provide a product or service, as requested in this Request for Quotation. The Bidder may withdraw their submission at any time prior to the submittal deadline by contacting the City of Kingman contact listed for this solicitation.

3.7. Public Record

Documents and quotes submitted to the City of Kingman in response to this solicitation will become property of the City of Kingman and are subject to the public records requirements contained within A.R.S. 39-101 through 39-161.

3.8. No Requirement to Award a Purchase

By submitting a quote, there is no expressed or implied guarantee to make a purchase. The City of

Kingman will not be responsible for any costs incurred by the responding company in submitting a response to this solicitation.

3.9. Contract Term

The term of the contract cannot exceed five (5) years. Contracts with a total value greater than

$50,000 require the approval of the City Council.

3.10. Commencement of Work

Respondent will not perform any billable work, provide any material or service under this contract until the Respondent receives a purchase order, or is otherwise directed to do so in writing by the

City of Kingman.

Request for Quotation, Lewis Kingman Park Backflow Replacement, 2025-QUOTE-026 5

3.11. Licenses

Respondent will maintain, in current status, all Federal, State, and local licenses and permits required for the operation of the business.

Pursuant to the Kingman Municipal Code, Chapter 8, Article 1.5, Business Licenses, Vendors conducting business within the City of Kingman with a permanent or temporary physical business location within the city limits must apply for a business license and pay the applicable license fee, unless exempted under section 8-13. The full municipal code can be found on the City's website or at the following link:

https://www.codepublishing.com/AZ/Kingman/#!/Kingman08/Kingman08.html.

For details regarding how to submit an application, pay the license fee, etc., please visit our website at: https://www.cityofkingman.gov/government/departments/city-clerk/business-licenses.

3.12. Insurance Requirements

Required Insurance Policies

All insurance, with the exception of Workers Compensation and Professional Liability, must name the City as additional insured before a final contract can be executed. The City reserves the right to request a copy of the full policy for review. A copy of additional insured endorsement will be required prior to contract execution.

Insurance must be primary and include a waiver of subrogation. Proposer agrees to obtain and maintain the following insurance coverage from insurers licensed to do business in the state of Arizona that have an "A.M.

Best" rating of not less than "A-VII" with the following minimum insurance required:

Commercial General Liability

Policy must include Bodily Injury, Property Damage, Personal Injury and Broad Form Contractual Liability with coverage limits of not less than:

A. Each Occurrence: $1,000,000

B. General Aggregate: $2,000,000

Commercial Automobile Liability

$1,000,000 Commercial Auto (can be waived, depending on circumstances)

Worker's Compensation

Per Occurrence: statutory requirement

Other and Professional Liability

$1,000,000 - Applicable to design services (architects or engineers).

Pollution, where necessary.

https://www.codepublishing.com/AZ/Kingman/#!/Kingman08/Kingman08.html https://www.cityofkingman.gov/government/departments/city-clerk/business-licenses

Request for Quotation, Lewis Kingman Park Backflow Replacement, 2025-QUOTE-026 6

Builders Risk (for new construction). Bid bonds may be required and if awarded, payment and performance bonds. All bonds must be verified before work can begin.

Minimum Limits

The City in no way warrants that the minimum limits contained herein are sufficient to protect the contractor from liabilities that might arise out of the performance of work under this contract/agreement. The contra

3.13. Vendor Registration

Responding companies selected for the award of a purchase, who are not already established as a

Vendor with the City of Kingman, must complete a New Vendor Application and submit a signed

W-9 (with a signature date within two (2) years of submittal date). The company may also choose to complete the Vendor EFT form for automatic bank deposit payments (this is optional). All

Vendor forms have been included in the Attachments section of this solicitation.

3.14. Questions

If you have questions regarding this Request for Quotation, please contact Mathew Golder at mgolder@cityofkingman.gov or by calling (928) 716-1797.

4. PRICING PROPOSAL

Line Item Description Quantity Unit of

Measure Unit Cost Total

4" Backflow

Device 4" Backflow Device - (lead-free, code complaint) 1 each

Labor Labor - Removal of existing unit and installation of new unit.

3 hours

Materials &

Supplies Materials & Supplies - fittings, adapters, sealants, etc.

1 each

Permits/Inspections Permits/Inspections - Local permit and inspection cost. (If Applicable) 1 each

Taxes Taxes - sales tax on materials and services.

1 each

TOTAL

5. PREFERENCE IN PURCHASING

Preference in Purchasing (City of Kingman, Procurement Code, 2-349):

Request for Quotation, Lewis Kingman Park Backflow Replacement, 2025-QUOTE-026 7

A. Resident bidders. When evaluating a bid, except for procurement of construction services, the applicable amount of the City’s transaction privilege taxes shall not be included when the City is evaluating an award to be made between a City of Kingman bidder and an

Arizona based non-City of Kingman bidder. This section may be utilized for non-bid purchases as well.

B. Non-resident bidders; award of identical offers. When a department receives offers identical in price, fitness, availability, and quality, and chooses to award a contract, the department shall award the contract based on the following order of precedence:

1. The department shall award the contract to the offeror among those submitting identical offers that is offering goods and/or services that have been manufactured or produced in Arizona.

2. If 2 or more offerors submit identical offers, and they offer goods and/or services manufactured or produced in Arizona, the department shall award the contract by drawing lots among the identical offers offering goods and/or services that have been manufactured or produced in Arizona. The department may request either in the solicitation document, following closing of the solicitation or at any other time deemed appropriate, any information needed to determine if the goods and/or services in the solicitation are manufactured or produced in Arizona. The offerors that submitted the identical offers subject to the drawing of lots shall be given notice and an opportunity to be present when the lots are drawn.

3. If the department receives identical offers, and none of the identical offers offer goods and/or services manufactured or produced in Arizona, and then the department shall award the contract by drawing lots among the identical offers. The offerors that submitted the identical offers subject to the drawing of lots shall be given notice and an opportunity to be present when the lots are drawn.

C. Determining if offers are identical. A department shall consider offers identical in price, fitness, availability, and quality as follows:

1. Bids received in response to an invitation to bid (RFB) or request for quotation are identical in price, fitness, availability, and quality if the bids are responsive and offer the goods and/or services described in the RFB or request for quotation at the same price.

2. Proposals received in response to a request for proposals (RFP) are identical in price, fitness, availability, and quality if they are responsive and achieve equal scores when scored in accordance with the evaluation criteria set forth in the RFP.

3. Evaluating each offeror’s performance of previous work history for the City.

D. Procedure for drawing lots. In any instance when this section calls for the drawing of lots, the department shall draw lots by a procedure that affords each offeror subject to the drawing a substantially equal probability of being selected, and that does not allow the

Request for Quotation, Lewis Kingman Park Backflow Replacement, 2025-QUOTE-026 8 person making the selection the opportunity to manipulate the drawing of lots to increase the probability of selecting 1 offeror over another.

If the solicitation is for the procurement of goods for less than $50,000, the offeror shall include a statement as to qualification for any preference in purchasing pursuant to CC 2-

349.

6. VENDOR QUESTIONNAIRE

6.1. Quote to be Uploaded*

Please upload your quote document here.

*Response required

6.2. New Vendor Application/Existing Vendor Verification Form*

Please download the below documents, complete, and upload. If you are a new vendor, please complete the New Vendor Application. If you are already a vendor with the City of Kingman, please complete the Vendor Verification Form.

• New_Vendor_Application.pdf

• Vendor_Verification_Form.pdf

*Response required

6.3. Blank W-9 Form*

Please download the below documents, complete, and upload.

• W-9.pdf

*Response required

6.4. (Optional) Vendor EFT Form, FAQ, and Instructions

Please download the below documents, complete, and upload.

• Vendor_EFT_form,_FAQ_and_in...

6.5. Please upload a copy of your City of Kingman business license (if applicable) 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File details come from the government source that posted it. Updated .