Pre-Engineered_Fabric_Shade_Structures.pdf

INVITATION FOR BID

25P-1118

PRE-ENGINEERED FABRIC SHADE STRUCTURES

Mohave Educational Services Cooperative

211 N 7th St

Kingman, AZ 86401

RELEASE DATE: October 20, 2025

DEADLINE FOR QUESTIONS: November 11, 2025

RESPONSE DEADLINE: November 18, 2025, 3:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

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

Mohave Educational Services Cooperative

INVITATION FOR BID

Pre-Engineered Fabric Shade Structures

I. Introduction II. Project Details

III. Vendor Submissions IV. Pricing Table (Unverified)

Attachments:

A - IFB 25P-1118 Pre-Engineered Fabric Shade Structures

B - 25P Pre-Engineered Fabric Shade Structures WB

C - IFB 25P-1118 Pre-Engineered Fabric Shade Structures

D - IFB 25P-1118 Current Mohave Members

Invitation for Bid #25P-1118 Title: Pre-Engineered Fabric Shade Structures

1. 1. ......................................................................... Introduction

1.1. 1.1. ............................................................................................. Summary

In order to gain economies of scale, Mohave is formally soliciting sources for pre-engineered fabric shade structures as specified within this Invitation for Bid. These products/services are requested for Mohave’s statewide membership of approximately 480 public agencies. The members currently eligible to participate in any awarded contract(s) as of October 20, 2025 is included in the attachment titled, IFB 25P-1118 Current Mohave Members.pdf. However, other members may be added during the term of an awarded contract(s). Members that are added during the term of an awarded contract(s) are responsible for determining if their purchases would materially increase any volume provided in the original solicitation. A current list of all members can be found on Mohave’s website at www.mesc.org. Contracts, in whole or in part, shall be awarded to bidder, or bidders, for an initial one (1) year term and four (4) potential one-year extensions (contract modification).

The scope of work and specifications define the quality and characteristics of the desired materials and application.

They are based upon specifications for known acceptable manufacturers, processes, materials, and/or brands. The specifications are not intended to be exclusive or to restrict competition. Bidders may offer alternate solutions, including alternate manufacturers, which meet the quality and performance characteristics in the specifications.

Mohave shall review such bids and be the final judge on the acceptance of any alternate solutions.

• Arizona Registrar of Contractors License clarification:

▪ Specification 1.1.03 requires an awarded contract vendor to have and maintain a current Arizona

Registrar of Contractors license and/or to utilize subcontractors with a similar license. This information was confirmed via an email with the Licensing Department of the Arizona Registrar of

Contractors. Bidders shall provide evidence that they have a current A- General Engineering, B-1

General Commercial Contractor, B-2 General Small Commercial Contractor, C-3/CR-3 Awnings, Canopies, Carports and Patio Covers, or CR-5 Restricted by Registrar (to allow installations of fabric shade structures) license from the Arizona Registrar of Contractors. Provide a copy of the

Arizona Registrar of Contractors license held after Tab 2b. For those bidders submitting under a

CR-5 license, provide proof that the restricted license allows installations of fabric shade structures.

▪ Bidders that are in the process of applying for a contractor’s license, shall provide in Tab 2b a copy of the Arizona Registrar of Contractors application receipt with pending number included. An awarded contract will be contingent on successful award of an identified Arizona Registrar of

Contractors License.

▪ Leasing services are not requested and shall not be allowed under an awarded contract.

1.2. 1.2. .......................................................................................... Background

This information is provided as an aid to bidders in preparing bids only. It is not to be considered a guarantee of volume under an awarded contract. The discount and pricing schedule shall apply regardless of the volume of business under the contract.

Six (6) contract vendors hold Mohave’s current contracts for the specified products and services. Activity under the contracts from March 10, 2021, including year to date activity (as of the publication date of this IFB) is

$22,610,678.

http://www.mesc.org/

1.3. 1.3. ............................................................................ Contact Information

Christina Ulman

Contract Specialist

211 N 7th St

Kingman, AZ 86401

Email: christina@mesc.org

Phone: (928) 718-3220

Department:

Contracts

1.4. 1.4. ............................................................................................... Timeline

Late Bids/Proposals Disclaimer: Electronically submitted late bids and/or proposals shall not be considered, whether submitted in whole or in part after the solicitation's due date and time.

Invitation for Bid Issued October 20, 2025

Pre-bid Conference Held (Non-Mandatory) November 4, 2025, 10:00am

Microsoft Teams

Deadline for Questions November 11, 2025, 5:00pm

Question Response Deadline November 12, 2025, 5:00pm

IFB Due Date and Time November 18, 2025, 3:00pm

Contractor Selection Date February 2, 2026

Execution of Contract Date April 3, 2026 mailto:christina@mesc.org tel:(928)718-3220

2. 2. ...................................................................... Project Details

2.1. 2.1. ................................... Important Instructions for Electronic Submittal

Mohave Educational Services Cooperative, Inc. is accepting electronic bid submissions. Bidders shall create a FREE account with OpenGov Procurement by signing up at https://procurement.opengov.com/signup. Once you have completed account registration, browse back to this page, click on "Submit Response", and follow the instructions to submit the electronic bid.

2.2. 2.2. ............................................................ Late Bids/Proposals Disclaimer

Electronically submitted late bids and/or proposals shall not be considered, whether submitted in whole or in part after the solicitation's due date and time.

https://procurement.opengov.com/signup

3. 3. ............................................................. Vendor Submissions

3.1. 1. ................................................................................. Bid Requirements* Did you read through and confirm that you met all of the bid requirements in the solicitation?

☐ Yes

☐ No

*Response required

3.2. 2. ........................................................................................ Amendments* Please type the number for the Amendment you have read (i.e "1, 2, 3"). If you did not receive and read an Amendment, please type "N/A".

*Response required

3.3. 3. ............................................................................................... Bid Bond* Please Upload your completed and fully executed Bid Bond.

Bid Bond: Bidder shall provide an original bid bond or alternate bid security in the amount of $100,000.

Failure to submit the original bid/alternate bid security shall render your bid nonresponsive.

The original bid bond/alternate bid security in the amount of $100,000 is to be mailed to Mohave

Educational Services Cooperative, Inc. 211 N 7th St, Kingman, Arizona 86401 in a sealed envelope with solicitation number, bidder’s name, mailing address, and IFB’s due date and time clearly indicated on the envelope or package.

The bid bond/alternative bid security shall be sent to Mohave’s Kingman office by United States Postal

Service Mail only.

A copy of the bid bond/alternative bid security (as detailed in the Special Terms and Conditions) in the amount of $100,000 is to be placed after Tab 1f in your response. (as part of Question 4 below)

Your current single job and aggregate bonding capacity information (see Special Terms and Conditions

2.2 Bonding Capacity) as required is also placed after Tab 1f.

*Response required

3.4. 4. .........................................................................................................Bid* Upload your Bid to include all completed tabbed sections. Include a PDF copy of the Pricing Workbook

Summary Sections after Tab 3 of your bid. The complete Pricing Workbook and any price files, price lists, and/or catalogs will be uploaded separately in the next step.

*Response required

3.5. 5.Please upload your complete pricing workbook in original unlocked Excel format, along with any price files, price lists, and/or catalogs.*

Confirm that your pricing workbook in original unlocked Excel format, along with any price files, price lists, and/or catalogs are not attached in your bid and is attached separately here.

*Response required

3.6. 6. ................................................ Embedded Attachments or Documents* Do not include “embedded” attachments or documents in your uploaded solicitation response. External attachments or documents “embedded” in your response should be uploaded as separate files.

☐ Please confirm

*Response required

3.7. 7. ........... Provide confirmation of your understanding that Mohave is not responsible for any unsuccessful submission of documents to the OpenGov Procurement website.*

☐ Please confirm

*Response required

4. 4. ..................................................... Pricing Table (Unverified)

Please note that the pricing in the electronic table will be verified during the evaluation stage.

IFB 25P-1118 - UNVERIFIED PRICING

Complete Pricing Table - Fill in Appropriate Pricing

Line Item Description Unit of Measure Unit Cost No Bid

1 General Labor Total

2 Supervisor/Foreman Total

3 Travel Time (Per Employee) Total