Pleasant_Valley_Veterans_Retreat_Historic_Cabin_Electrical_Modernization.pdf

County of Gila, AZ

REQUEST FOR PROPOSAL

RFP-08012025

PLEASANT VALLEY VETERANS RETREAT HISTORIC

CABIN ELECTRICAL MODERNIZATION

BIDDER’S INFORMATION

CONTRACT DOCUMENTS AND SPECIFICATIONS

BOARD OF SUPERVISORS

Stephen Christensen, Chairman

Woody Cline, Vice Chairman

Tim R. Humphrey, Member

COUNTY MANAGER

James Menlove

Request For Proposal #RFP-08012025

Pleasant Valley Veterans Retreat Historic Cabin Electrical Modernization

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

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: OFFEROR'S CHECKLIST & ADDENDA ACKNOWLEDGMENT

K - Hard copy offerors only: OFFER PAGE

1. Notice of Request for Proposals

Notice is hereby given that Gila County is requesting proposals from qualified firms for

Pleasant Valley Veterans Retreat Historic Cabin Electrical Modernization.

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

County Procurement Group until the time and date shown below. Proposals may be submitted electronically through the Gila County Procurement Portal or as a hard copy to the Gila County

Procurement Group, 1400 East Ash Street, Globe, Arizona 85501. 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 submit amendments with the solicitation response may be grounds for deeming submittal non-responsive.

Proposals submitted electronically must received through the Gila County Procurement Portal prior to the solicitation deadline. Hard copy proposals must be in the actual possession of the Gila

County Procurement Group on or prior to the exact time and date indicated below. 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 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 proposals 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 proposals 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: RFP-08012025

https://procurement.opengov.com/portal/gilacountyaz

PROJECT TITLE: Pleasant Valley Veterans Retreat Historic Cabin Electrical

Modernization

DEADLINE FOR ALL SUBMISSIONS: Thursday, June 4, 2026 at 3:00 pm

DEADLINE FOR ALL QUESTIONS: Thursday, May 28, 2026 at 3:00 pm

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: May 1, 2026, and May 8, 2026

2. Intent

PROJECT SUMMARY

Gila County seeks a qualified, licensed electrical contractor to perform a comprehensive electrical modernization of the historic Pleasant Valley Veterans Retreat (PVVR) residence in Young, Arizona. The work shall bring the structure into full compliance with the 2023 National Electrical

Code (NEC), Arizona Electrical Code, and applicable historic preservation guidelines. The home will serve as short-term residential accommodations for veterans and shall reflect the highest standards of safety, comfort, and aesthetic care.

Potential Offerors are required to attend the site visit to be eligible to bid on the project.

Mandatory Site Visit: Thursday, May 21, 2026, at 1:30 PM Arizona Time

For the purposes of this Request for Proposals, "Offeror" is defined as an individual or entity who submits a proposal.

The County may choose to award this contract, or make multiple awards, depending on what is deemed to be in the County's best interest considering price, specifications, and delivery date. The mailto:otodd@gilacountyaz.gov request for price of an item does not guarantee a purchase but merely provides the County with the option if the need arises.

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

3. Project Background

4. Scope of Work

4.1. Scope of Electrical Work

1. Electrical Service and Main Panelboard.

• Provide existing condition report on current main panel.

o If deemed usable, clean, label, and reconnect new circuits.

o If deemed deficient, provide a full upgrade including:

▪ New panelboard [National Electrical Manufacturers Association (NEMA) 1 or 3R, Underwriters Laboratories (UL)-listed].

▪ Service riser, main breaker, neutral and ground bars, and load center labeling.

▪ Whole home surge protection device (SPD Type 1 or 2).

▪ Emergency disconnect at exterior per NEC 230.85.

• Complete NEC 220 load calculation, accounting for new HVAC systems, water heater, kitchen equipment, and anticipated future growth.

• Install or enhance grounding electrode system per NEC 250, including:

o Two (2) eight-foot (8’) copper ground rods.

o Bonding of metallic water lines, gas piping, HVAC systems.

o Main bonding jumper verification and labeling.

2. Branch Circuit Wiring and Device Installation.

• Remove all existing non-compliant wiring, outlets, surface-mount boxes, and abandoned circuits.

• Install new branch circuits using:

o Copper conductors [minimum 12 American Wire Gauge (AWG)].

o Arc Fault Circuit Interrupter (AFCI)/Ground Fault Circuit Interrupter (GFCI) protection per NEC 210, 310, 406.

• All devices to be tamper-resistant, decorator style, with screw-tightened terminations.

• Outdoor circuits shall utilize:

o Weather-resistant devices.

o In-use covers rated for wet or damp locations.

• All circuits shall be tested, labeled, and documented in the panel schedule.

3. Kitchen Electrical and Appliances.

• Provide new, dedicated circuits with appropriate overcurrent protection for:

o Refrigerator [15-20 ampere (A), GFCI-protected if within six feet (6’) of sink] o Microwave (20A dedicated) o Electric stove/range [240 volt (V), 40-50A]

• Provide GFCI-protected outlets every four feet (4’) along the countertop and within two feet (2’) of ends.

• Power and disconnect for an electric water heater under the stairs (240V).

• Remove old gas vent, cap gas lines, and patch wall as needed.

• Inspect and retain historic light fixtures if safe; otherwise, install Owner-approved Light

Emitting Diode (LED) equivalents.

4. Lighting and Ceiling Fan Upgrades.

• Replace living room ceiling fan; add one in the west bedroom.

• Install only Energy Star-rated, high-efficiency LED lighting.

• Use dimmers in living spaces and common rooms where feasible.

o Outdoor lighting to include photocell, timer, or motion controls for efficiency and security.

5. Life Safety and Emergency Systems

• Install hardwired, interconnected smoke/carbon monoxide (CO) detectors with battery backup in:

o Each bedroom.

o Adjacent hallways.

o Main living areas.

• Add hardwired gas detector in kitchen area (if gas remains).

• Install emergency egress lighting in hallways and near exits.

• Provide emergency signage where required by Authority Having Jurisdiction (AHJ).

6. Laundry and Porch Utility Power.

• Inspect and upgrade laundry circuits on the porch.

o 240V dedicated dryer circuit.

o 120V washer circuit with GFCI.

• Replace any damaged outlet boxes, wiring, or terminations.

• Confirm functional testing of both circuits post-installation.

7. Historic Preservation Standards.

• Limit wall demolition by utilizing:

o Paintable surface-mounted raceways (Wiremold or equivalent).

o Attic or crawlspace routing.

• All visible electrical materials shall be:

o Aesthetic in style (brass, bronze, or vintage finish).

o Approved by the Owner prior to installation.

• Patch and finish all walls disturbed during installation.

8. Low Voltage Infrastructure and Future Smart Home Prep.

• Install one-inch (1”) conduit sleeves or plenum-rated raceways to the following rooms:

o Bedrooms.

o Living Room.

o Porch/Front Entrance.

• Each conduit shall support:

o Voice/data.

o Cable TV.

o Smart devices/security.

• Terminate in labeled junction boxes or central hub.

• Leave pull strings in all raceways for future installation.

9. Testing, Commissioning, and Close-Out.

• Perform full system commissioning:

o Voltage/amperage tests on all circuits.

o GFCI/AFCI verification.

o Continuity and polarity tests.

o Megohmmeter (insulation resistance) testing.

• Provide to Owner:

o As-built drawings with updated panel schedule and one-line diagrams.

o Load calculation summary.

o Product manuals and warranty documents.

o Maintenance requirements for all major components.

• Participate in final walkthrough with Gila County and complete punch list prior to final invoicing.

5. Deliverables

At project closeout, Contractor shall submit:

• As-built electrical drawings

• NEC load calculations

• Electrical permit close-out and AHJ sign-offs

• Warranty documents for all fixtures and equipment

• Equipment cut sheets and Operations and Maintenance (O&M) manuals

• Certification of electrical testing (signed by PE or qualified third party)

WARRANTY

Contractor shall:

• Provide a minimum one (1)-year workmanship warranty on all terminated wiring and installed component.

• Include all manufacturer warranties for materials and fixtures provided.

6. Qualifications

GENERAL CONTRACTOR REQUIREMENTS

Contractor shall:

• Be licensed and bonded in the State of Arizona with documented experience in electrical renovations of historic or legacy structures.

• Perform all work in accordance with the latest National Electrical Code (NEC), Occupational Safety and Health Administration (OSHA) standards, and applicable State of Arizona/local building codes.

• Be responsible for obtaining and including in the proposal all required permits, fees, and inspections.

• Submit a comprehensive work schedule, updated biweekly to reflect progress and critical path items.

• Coordinate all utility shutdowns and electrical disconnections with the local utility provider and provide formal documentation of service termination.

• Coordinate with the County’s representative, HVAC contractor, plumbing, low-voltage providers, and general contractor to ensure seamless project execution.

• Provide and maintain temporary power and site safety throughout the duration of the project.

• Maintain daily job site cleanliness with protection of historic elements (walls, trims, floors).

• Attend weekly coordination meetings during active construction phases.

• Submit formal Requests for Information (RFIs) for any conflicts or inconsistencies.

• Submit all documentation and closeout materials prior to final payment.

• Protect all historic finishes and ensure minimal impact to walls, ceilings, and architectural elements during demolition or fixture removal.

• Provide all required Personal Protective Equipment (PPE) and comply with site-specific safety plans.

ENGINEERING & DESIGN REQUIREMENTS

All work shall be executed under the direction of a licensed Electrical Engineer (PE) registered in

Arizona.

• Contractor shall:

o Submit stamped load calculations (NEC Article 220) o Submit panel schedules, updated one-line diagrams, and engineering drawings.

o Coordinate all equipment sizing, conduit routing, and low-voltage pathways with the

Engineer of Record (EOR).

• All field changes must be reviewed and documented by the EOR and approved by the

County.

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:

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 must include the following information:

• Cover Letter

• Project Team

• Project Approach and Methodology

• Timeline

• Budget

SUBMISSION INSTRUCTIONS

Electronic Submissions

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. Relevant Experience and Qualifications

The Contractor's demonstrated experience performing similar work.

Considerations: Electrical modernization or rewiring projects;

work on historic or other structures;

projects of similar size and complexity; experience working in rural or remote environments; and

Arizona licensing and certifications.

Proposals will be evaluated on depth of experience; similar project scope;

quality of project outcomes.

0-100 Points 25 (25% of Total)

2. Proposed Approach and Methodology

How the Contractor plans to perform the work.

Considerations: Understanding of the scope; proposed sequencing of work; strategy for minimizing disruption to the historic structure;

electrical system upgrade methodology; and safety considerations.

0-100 Points 20 (20% of Total)

3. Key Personnel

The qualifications of the individuals who will perform or manage the work.

Considerations: Project manager experience; master electrician qualifications; relevant certifications; and experience of crew members on similar projects.

0-100 Points 15 (15% of Total)

4. Schedule and Ability to Perform

The Contractor's ability to complete the project in a timely manner.

Considerations: Proposed timeline, availability of personnel; current workload; and ability to mobilize in

Young, Arizona.

0-100 Points 15 (15% of Total)

5. Cost Proposal

The proposed price.

0-100 Points 20 (20% of Total)

6. References and Past Performance

Feedback from previous clients.

Considerations: Quality of work;

timeliness; change order history;

and communication.

0-100 Points 5 (5% of Total)

9. Instructions to Offerors

9.1. Precedence of Instructions

IMPORTANT: INSTRUCTIONS TO OFFERORS AND OFFERORS AWARD

AGREEMENT ARE BASIC CONTENT TO GILA COUNTY SOLICITATION

PACKAGES. INDIVIDUAL SOLICITATIONS MAY REQUIRE DIFFERENT

LANGUAGE FOR INSTRUCTIONS AND AWARD AGREEMENTS. WHERE

APPLICABLE, SUCH CHANGES WILL APPEAR IN MINIMUM PRODUCT

SPECIFICATIONS AND INFORMATION AND TAKE PRECEDENCE OVER THE

LANGUAGE APPEARING IN INSTRUCTIONS TO OFFERORS AND OFFERORS

AWARD AGREEMENT.

9.2. Instructions to Offerors

Preparation of Proposals

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.

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 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, May 28, 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 the date and time specified will be not be opened or read. Late proposals shall not be considered. Any Responder submitting late proposals shall be so notified.

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:

RFP-08012025

Pleasant Valley Veterans Retreat Historic Cabin Electrical Modernization

Thursday, June 4, 2026 at 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 the solicitation due date and time 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 the solicitation due date and time.

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.

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.

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:

A. Waive any immaterial defects or informalities; or

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

C. Reissue a Request for Proposals.

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

Offeror 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.

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.

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. RFP-08012025

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 an 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, and under the penalties expressed in the bond hereto attached, 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 Request for Proposals, including the Intent, Project Background, Scope of Work, Deliverables, Qualifications, Proposal Requirements, Instructions to Offerors, RFP General Terms and

Conditions, Minimum Specifications, and Vendor Questionnaire; the Offer and any best and final Offers; and any Request for Proposals Addenda 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.

“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.

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. RFP-08012025 - Pleasant Valley Veterans Retreat Historic Cabin

Electrical Modernization, 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.

2.2 Once the proposal has been awarded, the proposal number RFP-08012025 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.

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. Under A.R.S. § 35-214 and § 35-215, Contractor shall retain and 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 (5) years after the completion of the contract. All records shall be subject to inspection and audit by the County at reasonable times. Upon request, Contractor shall produce a legible copy of any or all such records.

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. If County determines noncompliance of the materials, Contractor shall be responsible for the payment of all costs incurred by County for testing and inspection. All material or service is subject to final inspection and acceptance by County. Material or service failing to conform to the specifications of this Contract shall be held at Contractor's risk and may be returned. If defective goods are returned or services must be re-performed, all costs are the responsibility of Contractor.

4.8 Notices. Notices to Contractor required by this Contract shall be made by County to the person indicated on the Offer and Acceptance of Offer forms submitted by Contractor unless otherwise stated in the Contract. Notices to County required by the contract shall be made by Contractor to the Solicitation

Contact Person indicated on the solicitation cover sheet through hand delivery or by mail, 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.

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

Procurement Officer.

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

4.11 Offshore Performance of Work Prohibited. Due to security and identity protection concerns, direct services under this Contract shall be performed within the borders of the United States. Any services that are described in the specifications or scope of work that directly serve County or its clients and may involve access to secure or sensitive data or personal client data or development or modification of software for the

State shall be performed within the borders of the United States. Unless specifically stated otherwise in the specifications, this definition does not apply to indirect or "overhead" services, redundant backup services, or services that are incidental to the performance of the contract. This provision applies to work performed by subcontractors at all tiers.

4.12 Ownership of Intellectual Property. Any and all intellectual property including, but not limited to, copyright, invention, trademark, tradename, 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 County shall be considered the creator of such Intellectual Property. The County department requesting the issuance of this Contract shall own (for and on behalf of County) the entire right, title, and interest to the Intellectual Property throughout the world. Contractor shall notify the County, 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 County 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 County. The Intellectual

Property shall not be disclosed by Contractor or its subcontractor(s) to any entity not County without the express written authorization of the County department requesting the issuance of this Contract.

4.13 Confidentiality of Records. Contractor shall maintain the confidentiality and privilege of any documents that Contractor has access to which have been designated by County as confidential or privileged. Contractor shall establish and maintain procedures and controls that are acceptable to County for the purpose of assuring that no information contained in its records obtained from County or from others in carrying out its function under the contract shall be used by or disclosed by it, its agents, officers, or employees, except as required to efficiently perform duties under the contract. Persons requesting such information should be referred to County. Contractor also agrees that any information pertaining to individual persons shall not be divulged other than to employees or officers of Contractor as needed for the performance of duties under the contract, unless otherwise agreed to in writing by County.

4.14 Federal Immigration and Nationality Act. Contractor shall comply with all federal, state, and local immigration laws and regulations relating to the immigration status of their employees during the term of the contract. Further, Contractor shall flow down this requirement to all subcontractors utilized during the term of the contract. County shall retain the right to perform random audits of Contractor and subcontractor records or to inspect papers of any employee thereof to ensure compliance. Should County determine that

Contractor and/or any subcontractors be found noncompliant, County may pursue all remedies allowed by law including, but not limited to, suspension of work, termination of the contract for default, and suspension and/or debarment of Contractor.

4.15 E-Verify Requirements. In accordance with A.R.S. § 41-4401, Contractor warrants compliance with all Federal immigration laws and regulations relating to employees and warrants its compliance with A.R.S.

§ 23-214, Subsection A.

11.6. ARTICLE 5 - COST AND PAYMENTS

5.1 Delivery. Unless stated otherwise in the contract, all prices shall be F.O.B. Destination and shall include all freight delivery and unloading at the destination.

5.2 Applicable Taxes. Contractor shall be responsible for paying all applicable taxes.

County is subject to all applicable state and local transaction privilege taxes. Transaction privilege taxes apply to the sale and are the responsibility of the seller to remit. Failure to collect such taxes from the buyer does not relieve the seller from its obligation to remit taxes.

Contractor and all subcontractors shall pay all Federal, state, and local taxes applicable to its operation and any persons employed by the Contractor. Contractor shall, and shall require all subcontractors to, hold the

County harmless from any responsibility for taxes, damages and interest, if applicable, contributions required under Federal, and/or state and local laws and regulations and any other costs including transaction privilege taxes, unemployment compensation insurance, Social Security and Workers' Compensation.

In order to receive payment, Contractor shall have a current IRS W-9 form on file with County unless not required by law.

5.3 Availability of Funds for the Next County Fiscal Year. Funds may not presently be available for performance under this Contract beyond the current County fiscal year. No legal liability on the part of

County for any payment may arise under this Contract beyond the current County fiscal year until funds are made available for performance of this Contract.

5.4 Availability of Funds for the Current County Fiscal Year. Should the County Board of Supervisors reduce the appropriations for any reason and these goods or services are not funded, County may take any of the following actions: accept a decrease in price offered by Contractor; cancel the contract; or cancel the contract and resolicit the requirements.

11.7. ARTICLE 6 - CONTRACT CHANGES

6.1 Amendment. This Contract is issued under the authority of the County Board of Supervisors who signed this Contract.