Taxiway_A_Reconstruction___Drainage_Improvements_Phase_1_(Addendum__1_Revision).pdf

INVITATION FOR BID

FY27-AP-01

TAXIWAY A RECONSTRUCTION & DRAINAGE IMPROVEMENTS

PHASE 1

City of Cottonwood

821 N. Main Street

Cottonwood, AZ 86326

RELEASE DATE: July 28, 2026

DEADLINE FOR QUESTIONS: August 13, 2026

RESPONSE DEADLINE: August 24, 2026, 1:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

Invitation For Bid #FY27-AP-01 Title: Taxiway A Reconstruction & Drainage Improvements Phase 1 https://secure.procurenow.com/portal/cottonwoodaz https://secure.procurenow.com/portal/%7bproject.government.code%7d

City of Cottonwood

INVITATION FOR BID

Taxiway A Reconstruction & Drainage Improvements Phase 1

I. Legal Notice II. Scope of Work

III. Bid Requirements IV. Evaluation Procedures V. Bid Schedule

VI. Administrative Requirements VII. Vendor Questionnaire

Attachments:

A - Exhibit A - BIDDER Section with Subcontractor

B - Exhibit B - General Conditions

C - Exhibit C - SAMPLE Construction Contract

D - Exhibit D - Immigration Warranty

E - Exhibit E - Non-Collusion Affidavit

F - Exhibit F - Disclosure

G - Exhibit G - Federal Contract Provisions

H - Exhibit H - DBA Wage Decision Highway

I - Exhibit I - Special Provisions

J - Exhibit J - FAA General Contract Provisions

K - Exhibit K - FAA Tech Specs Combined

L - Exhibit L - Final CSPP

M - Exhibit M - 100% Plans

N - Exhibit N - Final Geotechnical Engineering Report

1. 1. .......................................................................... Legal Notice

SOLICITATION TYPE: IFB

SOLICITATION TITLE: Taxiway A Reconstruction & Drainage Improvements Phase 1

SOLICITATION NUMBER: FY27-AP-01

SUBMITTAL DUE DATE: Monday, August 24, 2026 at 1:00 pm LOCAL AZ TIME

PRE-SUBMITTAL CONFERENCE:

DATE: Wednesday, August 12, 2026

TIME: 10:00 am LOCAL AZ TIME

LOCATION: 1001 W Mingus Avenue (Airport Terminal)

Pursuant to Arizona Revised Statutes Section 34-201, notice is hereby given that the City of Cottonwood

("City") will accept bids with the intention of entering into a contract for the Taxiway A Reconstruction &

Drainage Improvements Phase 1 project in Cottonwood, AZ ("Project"). This work is to provide phase 1 construction services for the reconstruction and drainage improvements for Taxiway A at the

Cottonwood Municipal Airport (P52) per plans and specifications. Complete specifications are included in the solicitation package which can be found by going to https://procurement.opengov.com/portal/cottonwoodaz.

Competitive sealed Bids for the service specified in this solicitation must be submitted through the City's online bidding system. No late submitted bids will be accepted or considered. Responses submitted in physical form or by facsimile or email will not be considered. Bidders are cautioned to commence the submittal process sufficiently ahead of time to allow for unanticipated delays resulting from things like slow internet connection, internet outage, difficulty uploading large documents, differing system requirements, etc.

Each bid shall be accompanied by a certified check, cashier’s check or surety bond for ten percent (10%) of the amount of the bid as a guarantee that if selected, the bidder will enter into a contract to construct the Project in accordance with the plans and specifications. Any surety bond submitted in compliance with this requirement shall be executed by a surety company or companies holding a certificate of authority to transact surety business in this state issued by the director of the Department of Insurance pursuant to Arizona Revised Statutes Title 20, Chapter 2, Article 1; shall follow the form prescribed in

Arizona Revised Statutes Section 34-201; and all liabilities on the bond shall be determined in accordance with that section as if it were copied at length therein.

The City of Cottonwood will select a contractor based on the lowest responsible and responsive bid. In accordance with Arizona Revised Statutes Section 34-201(A) (4), the City reserves the right to waive informalities in any bid and to reject any or all bids in whole or in part with or without cause and/or to accept the bid that, in its judgment, will be in the best interest of the City. The City reserves the right to reject any conditional bid and will normally reject those which make it impossible to determine the intent of the bid. All bidders must fully understand the “all inclusive” nature of the City’s work scope request and must therefore structure their bid to eliminate contingency pricing.

Questions about this solicitation must be addressed to the responsible Contract Officer listed herein.

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

Published Dates: Verde Independent, Saturday August 1, and Saturday August 8, 2026

2. 2. ...................................................................... Scope of Work

2.1. 2.1. ....................................................................................... Project Scope

The airfield consists of one runway and one partial-length parallel taxiway. Runway ‘14-32’ is 4,250 feet in length and 75 feet wide, while Taxiway ‘A’ is 3,515 feet in length and 40 feet wide with a 150-foot centerline to-centerline separation. Four connector taxiways provide access to the runway.

The Phase 1 project includes the following major elements:

• Removal of 4,005 square yards (SY) of existing AC pavement.

• Removal of 377 linear feet (LF) of existing reclaimed water line.

• Construction of 3,493 SY of new AC pavement.

• Construction of drainage improvements including earthen berm, regrading, and seeding.

• Construction of approximately 3,720 LF of new reclaimed water line.

2.2. 2.2. ........................................................................ Specifications and Plan

See attached Specifications and Plans.

3. 3. ................................................................. Bid Requirements

3.1. 3.1. .............................................................. Date and Time Requirements

All Bids must be received via the City's eProcurement Portal before 1:00 pm on Monday, August 24, 2026. Late submittals will not be accepted or considered. Bids may not be submitted in facsimile or electronic email. A facsimile or electronic email bis shall be rejected.

It is the responsibility of the Bidder to ascertain any additional security requirements with respect to packaging and delivery to the Owner. Bidders should be mindful of any potential delays due to security screening procedures, weather, connectivity issues, or other delays whether foreseeable or unforeseeable. Failure to submit a response before the Bid Due Date will result in disqualification of the

Bid.

3.2. 3.2. ....................................................................Submission Requirements

The Bidder must submit one (1) electronic bid via the City’s eProcurement Portal at:

https://procurement.opengov.com/portal/cottonwoodaz. All files must be in Adobe PDF, MS Word or

MS Excel format.

3.3. 3.3. ........................................................ Submission Completion Checklist

The Bidder must ensure that their Bid includes all of the documents identified in this Section.

Bid Submission Checklist

Bidder's Affidavit

Bid Submission Agreement

Bid Schedule

Contractor's Qualification Sheet

Bid Guarantee/Statutory Bid Bond (alternatives are certified check or cashier's check)

Project Reference Sheet

Non-Collusion Affidavit

Disclosure of Responsibility Statement

List of Subcontractors & DBE Utilization

Letter of Intent to Perform as DBE Subcontractor

Identification Statement for DBE

Demonstration of Good Faith Efforts

Federal Certificate of Compliance with FAA Buy American Preference

Any Submittal Form that does not follow these instructions may be deemed non responsive and rejected. The City also reserves the right, in its sole discretion, to modify a Bid to remove any minor information that may be non-compliant.

3.4. 3.4. .............................................................................................. Bid Bond

A bid bond (or certified check or cashier’s check) in the amount of ten percent (10%) of the Total Bid amount shall be submitted at the time of bid in strict compliance with A.R.S. 34-201(A)(3). Bid bond is to be issued by a surety authorized to do business in Arizona. In lieu of a bid bond, a certified check, cashier’s check, or draft will be accepted. Check is to be certified or issued by either a solvent state or national bank. The bid bond or check shall be payable to the City as a guarantee that Bidder will enter into a contract with City in accordance with the terms of the specifications in case such Bidder be awarded the Contract.

The successful Bidder’s security shall be retained until a contract has been signed and the required performance bond has been signed and delivered to City. City reserves the right to retain the security of the next highest ranked Bidder until a contract has been executed or until one hundred twenty (120) days after opening, whichever is first. All other securities will be returned as soon as is practicable.

3.5. 3.5. ........................................................................ Additional Information

• If a bidder wishes to use items of equipment and/or materials other than those in the drawings or specifications identified by trade or manufacturer's name, model number, or catalog number, a request for approval shall be submitted to the City's Contract Administrator via the City's eProcurement Portal Q&A feature. The Contract Administrator shall receive such requests before 12:00 pm on Thursday, August 13, 2026. Any requests submitted after this time period will not be accepted. Each request shall include all basic data and characteristics and must be clearly legible. The specified item as well as the proposed item shall be presented in such a manner that a direct comparison of the alternative and specified equipment or material can be readily made. It shall be Bidder's burden to fully justify a substitution of equipment or materials.

The Contract Administrator shall not be required to perform substantial research or analysis to accomplish the comparison; it shall remain Bidder's burden to provide all of the research, information or other materials necessary for consideration and approval of any requested alternative. It is the Bidder's responsibility to submit complete, descriptive and technical information for the Contract Administrator to readily perform a complete and proper appraisal.

All requests shall be in submitted via the City's eProcurement Portal. The City shall have the sole discretion whether or not to approve any requested alternative. Any approvals will be issued in writing and transmitted to all bidding plan holders.

• No person, firm, or corporation shall be allowed to make, file, participate in or have an interest in more than one bid for the same work. However, a person, firm, or corporation who has submitted a sub-proposal to a bidder, or who has quoted prices on materials to a bidder, is not disqualified from submitting a sub-proposal or quoting prices to other bidders.

3.6. 3.6. ............................................................................................... Post-Bid

After bid opening, the lowest responsible Bidder herein after (Contractor) shall be required to provide proof of insurance which may be required by all Federal and State Laws, County or City Ordinances, Regulations and Codes, including the following minimum insurance: General Liability coverage in the amount of $2,000,000 naming the City of Cottonwood as additional insured, and shall be required to keep said insurance coverage in force for the life of this contract. The City shall have the right to approve the insurance being provided. The Contractor shall provide proof of not only this General Liability, but also Automobile Liability and Worker’s Compensation Insurance equaling that required within the

Contract Documents. The City shall have no liability or responsibility in the provision of this required insurance. Insurance shall be secured by the Contractor that meets or exceeds the requirements of the

Contract Documents for the life of the contract.

The Contractor shall attend a Pre-Construction meeting with City of Cottonwood staff at the

Cottonwood Municipal Airport at 1001 W. Mingus Ave in Cottonwood, Arizona at a time and date approved by the City. At this time the appropriate project schedule required in the Contract Documents shall be presented by the Contractor to the City of Cottonwood Staff.

There shall be no contract between the Contractor and the City until such time as an express, written contract is fully executed by the parties.

4. 4. .......................................................... Evaluation Procedures

4.1. 4.1. ............................................................................ Evaluation Summary

Bids will be evaluated based on responsiveness and best value to the City.

4.2. 4.2. ............................................................................................ Disclosure

If the firm, business or person submitting this bid has been debarred, suspended or otherwise lawfully precluded from participating in any public procurement activity, including being disapproved as a subcontractor with any Federal, state or local government, or if any such preclusion from participation from any public procurement activity is currently pending, the Bidder shall fully explain the circumstances relating to the preclusion or proposed preclusion in the bid. The Bidder shall include a letter with its bid setting forth the name and address of the governmental entity, the effective date of this suspension or debarment, the duration of the suspension or debarment, and the relevant circumstances relating to the suspension or debarment. If suspension or debarment is currently pending, a detailed description of all relevant circumstances including the details enumerated above shall be provided.

An Applicant (including each of its principals) who is currently debarred, suspended or otherwise lawfully prohibited from any public procurement activity may have its bid rejected.

4.3. 4.3. .................................................................................... Responsiveness

To be considered responsive, at a minimum, Bidders must complete and submit all of the required information (requested in this IFB) on time and submitted as specified in this IFB.

4.4. 4.4. ........................................................................................ Clarifications

City reserves the right to obtain Bidder clarifications where necessary to arrive at full and complete understanding of Bidder's product, service, and/or solicitation response. Clarification means a communication with an Bidder for the sole purpose of eliminating ambiguities in the bid and does not give Bidder an opportunity to revise or modify its bid.

4.5. 4.5. .......................................................................... Operations Inspection

The City expressly reserves the right to personally visit and inspect the Bidder’s physical assets and operations. This inspection is intended to verify that the Bidder possesses sufficient capabilities to perform services as deemed necessary by the City.

The attributes of the Bidder and the Bidder’s parent company or subordinate company (where applicable) shall be considered one in the same for the purposes of this evaluation process so long as both entities operate from the same head-quarters facility, share management personnel and cooperatively endeavor to provide the products and services required by this bid.

4.6. 4.6. ................................................................................ Unit Price Prevails

In the case of discrepancy between the unit price or rate and the extension of that unit price or rate, the unit price or rate shall govern.

4.7. 4.7. ........................................................................................... Agreement

The potential best value Bidder will be expected to sign an Agreement (sample agreement attached). By submitting a bid in response to this IFB, the Bidder expressly accepts the terms and conditions set forth in the applicable Agreement. Any attempt to bid terms inconsistent with, or in addition to the applicable standard terms in the Agreement shall be deemed ineffective. The City may consider requests to alter the Agreement, if these requests are made prior to the ‘Deadline for Questions’ identified in the procurement schedule. Any changes, inconsistencies, or additional terms must be expressly accepted by the City in writing.

4.8. 4.8. ...................................................... Award Procedures and Agreement

Award(s) shall be made to the lowest responsive and responsible Bidder(s) who have neither been disqualified nor rejected pursuant to the listed evaluation criteria. The successful Bidder(s) will be notified, in writing, when a recommendation for award has been completed, and of the award date of the contract. No payment can be made for action taken or work started prior to the award date of the contract.

Single Award Contract. It is the City's intent that one Bidder shall be selected for this solicitation. All items within this IFB have been grouped together for purposes of obtaining these items collectively from a single source due to such factors as delivery location, pricing advantage, compatibility, etc. To be considered for award of this IFB, the Bidder is required to provide prices on all items within this IFB.

Failure to provide pricing for any item within the IFB shall result in the rejection of the bid.

Within ten (10) days of Council approval of the recommended award, the City will send and Bidder shall execute and return the original Contract to the Purchasing/Contract Administrator.

5. 5. ......................................................................... Bid Schedule

BASE BID SCHEDULE 1A

Line No. Item No. Description Quantity Unit of

Measure Unit Cost Total

1 C-100-14.1 Contractor Quality

Control Program

1 LS

2 C-105-6.1 Mobilization 1 LS

3 SP-50.01.1 Location of

Underground Utilities

1 LS

4 SP-60.04.01 Airfield Safety and

Security

1 LS

5 SP-90.01.1 4-Inch Reclaimed

Water Main (PVC C900, DR-14, Restrained)

154 LF

6 SP-90.01.2 6-Inch Reclaimed

Water Main (PVC C900, DR-14, Restrained)

14 LF

7 SP-90.01.3 8-Inch Reclaimed

Water Main, Unpaved

Areas (PVC C900, DR-

14, Restrained)

3,641 LF

8 SP-90.01.4 8-Inch Reclaimed

Water Main, Paved

Areas (PVC C900, DR-

14, Restrained)

79 LF

9 SP-90.01.5 4-Inch Gate Valve with

Valve Box & Cover

(COC Std Det 1502)

2 EA

10 SP-90.01.6 6-Inch Gate Valve with

Valve Box & Cover

(COC Std Det 1502)

1 EA

11 SP-90.01.7 8-Inch Gate Valve with

Valve Box & Cover

(COC Std Det 1502)

8 EA

Line No. Item No. Description Quantity Unit of

Measure Unit Cost Total

12 SP-90.01.8 2-Inch Air Release

Valve (COC Std Det

1317)

1 EA

13 SP-90.01.9 Connect to Existing 4-

Inch PVC Reclaimed

Water Main

2 EA

14 SP-90.01.10 Connect to Existing 6-

Inch PVC Reclaimed

Water Main

1 EA

15 SP-90.01.11 Connect to Existing 8-

Inch PVC Reclaimed

Water Main

1 EA

16 SP-90.01.12 18-Inch Steel Casing

DET 1, DWG CU2.1

216 LF

17 P-101-5.3 Remove Reclaimed

Water Main and

Appurtenances (8-Inch or 6-Inch)

202 LF

18 P-101-5.4 Remove Irrigation Line, Appurtenances and

Valves (4-Inch and smaller)

175 LF

19 P-101-5.5 Cut & Plug Reclaimed

Water Main Size Per

Plan

2 EA

20 P-151-4.1 Clear and Grub 0.59 AC

21 P-620-5.1 Pavement Markings, Yellow, Reflective

Media, Type I

21 SF

TOTAL

ADDITIVE ALTERNATE NO. 1 BID SCHEDULE 1B

Unit Cost Total

1 SP-90.01.3 8-Inch Reclaimed

Water Main, Unpaved

Areas (PVC C900, DR-

14, Restrained)

91 LF

2 SP-90.01.4 8-Inch Reclaimed

Water Main, Paved

Areas (PVC C900, DR-

14, Restrained)

746 LF

3 SP-90.01.7 8-Inch Gate Valve with

Valve Box & Cover

(COC Std Det 1502)

2 EA

4 SP-90.01.8 2-Inch Air Release

Valve (COC Std Det

1317)

1 EA

5 SP-90.01.11 Connect to Existing 8-

Inch PVC Reclaimed

Water Main

1 EA

6 SP-90.01.12 18-Inch Steel Casing

DET 1, DWG CU2.1

26 LF

7 P-101-5.5 Cut & Plug Reclaimed

Water Main Size Per

Plan

1 EA

8 P-620-5.1 Pavement Markings, Yellow, Reflective

Media, Type I

25 SF

BASE BID SCHEDULE 2

Measure Unit Cost Total

1 C-100-14.1 Contractor Quality

Control Program

1 LS

Unit Cost Total

2 C-102-6.1 Storm Water Pollution

Prevention Plan

1 LS

3 C-105-6.1 Mobilization 1 LS

4 SP-50.01.1 Location of

Underground Utilities

1 LS

5 SP-60.04.1 Airfield Safety and

Security

1 LS

6 SP-90.02.1 Stabilized Asphalt

Millings (4-Inch Depth)

2,973 SY

7 P-101-5.1 Sawcut Asphalt

Concrete Pavement

(Full Depth, ±3-Inch)

151 LF

8 P-101-5.2 Remove Asphalt

Concrete Pavement

(Full Depth, ±3-Inch)

4,005 SY

9 P-151-4.1 Clear and Grub 2.19 AC

10 P-152-4.1 Unclassified Excavation 5,900 CY

11 P-152-4.2 Compacted Subgrade

(12-Inch Depth)

3,493 SY

12 P-208-5.1 Aggregate Base Course 583 CY

13 P-401-8.1 Asphalt Surface Course

(3-Inch Thick)

3,493 SY

14 P-620-5.1 Pavement Markings, Yellow, Reflective

Media, Type I

414 SF

15 P-620-5.2 Pavement Markings, Yellow, Reflective

Media, Type III

234 SF

Unit Cost Total

16 P-620-5.3 Pavement Markings, White, Reflective

Media, Type III

730 SF

17 T-901-5.1 Seeding 2.52 AC

18 L-100-5.1 Remove Existing

Taxiway Reflector

20 EA

19 L-100-5.2 Excavate and Remove

Existing Conduit and

Conductors

120 LF

20 L-100-5.3 Remove Existing

Conductor, Conduit to

Remain (1680 LF)

1 LS

21 L-100-5.4 Remove and Salvage

Post Mounted

Unlighted Airfield

Guidance Sign

1 EA

22 L-100-5.5 Remove Existing

Lighted Airfield

Guidance Sign and

Isolation Transformer, Demo Sign Base

2 EA

23 L-100-5.6 Excavate and Remove

Existing Pull Box /

Junction Can

3 EA

24 L-100-5.7 Temporary Airfield

Lighting Cable Jumpers

(RWY 32 & REIL 32)

1 LS

25 L-108-5.1 L-824, Type C, 1/C #8

AWG, 5kV Cable

320 LF

26 L-108-5.2 L-824, Type C, 2/C #8

AWG, 5kV Cable

90 LF

Unit Cost Total

27 L-108-5.3 L-824, Type C, 2/C #8

AWG, 5kV Cable, #8

Ground (Voltage

Powered REIL)

1,575 LF

28 L-110-5.1 Single-way, (1) - 2"

Conduit, Direct Buried with #6 Counterpoise

50 LF

29 L-110-5.2 Multiple-way, (4) - 2"

Conduit, Concrete

Encased with #6

Counterpoise

95 LF

30 L-115-5.1 New Handhole, Prefabricated Concrete

2'x3'x3' with HS20

Traffic-Rated Lid, Furnished and Installed

2 EA

31 L-125-5.1 Salvaged L-858 Size 2, 2-Module, Airfield

Guidance Sign and

Isolation Transformer, on New Concrete Sign

Base

1 EA

32 L-125-5.2 Salvaged L-858 Size 2, 1-Module, Airfield

Guidance Sign and

Isolation Transformer, on New (3-Mod)

Concrete Sign Base

1 EA

33 L-125-5.3 Reinstall Salvaged

Unlighted Post

Mounted Sign

1 EA

34 L-125-5.4 New L-853

Retroreflective Taxiway

Edge Marker

20 EA

6. 6. ............................................... Administrative Requirements

6.1. 6.1. ................................................................................................... Buyer

The individual listed below (referred to as “Buyer” herein) is responsible for the conduct of this procurement. All questions, inquiries, concerns, or clarifications regarding this solicitation must be submitted electronically (via eProcurement Portal) to this individual. Bidders shall not contact or communicate with any other City employees. Unauthorized contact about this IFB with any other City employees may result in immediate disqualification.

Contact Name: Jeff Cook

Title: Accounting Manager

Address: 821 N Main Street

Cottonwood, AZ 86326

E-Mail: jcook@cottonwoodaz.gov

Phone: (928) 340-2714

6.2. 6.2. .........................................................................Procurement Schedule

The City will make every effort to adhere to the schedule below. However, the City reserves the right, at its sole discretion, to adjust the IFB Schedule of Events as it deems necessary.

No. Activity Time* Date

1 IFB Issued Tuesday, July 28, 2026

2 Pre-Proposal Meeting and Site Visit 10:00 am Wednesday, August 12, 2026

3 Deadline for Questions 12:00 pm Thursday, August 13, 2026

4 Deadline for Bid Submission 1:00 pm Monday, August 24, 2026

5 Notice of Intent to Award

All times are local Arizona time.

6.3. 6.3. ..............................................................Pre-Bid Meeting and Site Visit

A Pre-Bid Conference and site visit has been scheduled for Wednesday, August 12, 2026 at 10:00 am, local Arizona time, 1001 W Mingus Avenue (Airport Terminal). Potential Bidders and subcontractors should raise any questions about the IFB at that time. A Bidder may not rely on any verbal responses to questions at the Conference. Material issues raised at the Conference that result in changes to the IFB will be responded to by City through a written Solicitation Addendum. Should you be unable to attend the meeting, please contact the Contract/Purchasing Administrator listed, preferably before the

Conference with any questions.

6.4. 6.4. ............. Questions, Inquiries, Clarifications, Requests for Information

Bidders are expected to promptly review this solicitation, including all of the submittals, exhibits, appendix, and addendum. If there are any discrepancies, inconsistencies, or omissions, the Bidder shall immediately notify the designated Buyer. If the Bidder has questions or requires clarification of the statement of work, the intent, or any aspect of this solicitation, they shall immediately notify the

City. All questions, inquiries, clarifications, must be submitted to the Buyer by the due date identified in the Procurement Schedule.

6.5. 6.5. .............................................................................................. Addenda

This IFB may only be modified by a written Addendum. The City may issue addenda to make changes to the IFB, changes to the statement of work, respond to any questions, or provide clarification to information stated within the IFB. Potential Bidders are responsible for obtaining all addenda via the

City’s eProcurement Portal. All written/published addenda shall become part of this IFB. All other communications are unofficial and nonbinding. Bidders who submit Bids without acknowledgement of addenda may have their responses rejected.

6.6. 6.6. ........................................................... Electronic Procurement System

City’s eProcurement Portal is used for all questions and answers, issuing addenda and receiving proposal responses. Please click here for instructions on how to register as a vendor. Click here for all Vendor

Guides available.

Bidders are encouraged to register via the City's eProcurement Portal in order to automatically receive notification of Solicitation Addendum or notice of other solicitation opportunities.

6.7. 6.7. ........................................................General Terms of This Solicitation

A. Business Registration

The Bidder understands and agrees that, if awarded, the Bidder may be required to maintain a current Business Registration with the City of Cottonwood. Applications are available on the

City's website at www.cottonwoodaz.gov.

B. Terms and Conditions

The Bidder accepts all terms and conditions of the advertisement or Invitation to Bid and of the

Bid Requirements, including those terms and conditions relating to the requirement and disposition of Bid Security.

C. Contractor Immigration Warranty

Depending on the solicitation, the Bidder will either confirm or complete the Contractor

Immigration Warranty (Exhibit D). The confirmation will be a part of the Vendor Questionnaire.

https://procurement.opengov.com/portal/cottonwoodaz https://procurement.opengov.com/portal/cottonwoodaz https://opengov.my.site.com/support/s/article/dceacbcf-203c-4b0d-aa57-550043bb0dc0 https://opengov.my.site.com/support/s/topic/0TO8X000000Mhi0WAC/vendor-guides https://www.cottonwoodaz.gov/

D. Discussion with Responsible Bidders and Revision to Bid

Discussions may be conducted with responsible Bidders who submit bids determined to be reasonably susceptible of being selected for award for the purpose of clarification to assure full understanding of, and responsiveness to, the solicitation requirements. Bidders shall be accorded fair and equal treatment with respect to any opportunity for discussion and revision of bids, and such revisions may be permitted after submissions and prior to award for the purpose of obtaining best and final bids. In conducting discussions, there shall be no disclosure of any information derived from bids submitted by competing Bidders. The purposes of such discussions shall be to:

1. Determine in greater detail such Bidder's qualifications;

2. Explore with the Bidder the scope and nature of the project, the Bidder's proposed method of performance, and the relative utility of alternate methods of approach;

3. Determining that the Bidder will make available the necessary personnel and facilities to perform within the required time;

4. Agreeing upon compensation, which is fair and reasonable, considering the estimated value of the required services, and the scope, complexity and nature of such services.

E. Exception

Any exceptions to the Bid or Contract terms must be included with the application and submitted on the ‘Exceptions to Bid’ area in Bidder's Section. Failure to list an exception or objection shall preclude a request for changes to the specifications or Contract language. The proposed form of Contract is included as a part of this IFB. The application must include a statement that the Bidder has reviewed the specifications and Contract and list any objections to them. Any objections to specifications or the form of Contract will be considered and included in City’s evaluation of the application. If Bidder fails to list any objections to the specifications or form of Contract, Bidder will not be allowed to raise any objections later if selected for award. An application that takes exception to a material requirement of any part of the IFB, specifications or form of Contract, shall be rejected as non-responsive.

F. Financial Statement

Bidder shall furnish, upon request, a copy of the Bidder's most recent financial statement and/or other evidence of his qualifications as may be requested by City. If a Bidder fails to furnish in a timely manner the information requested, it shall be considered sufficient grounds for rejection of such Bidder's entire bid. A financial statement must be notarized by a Notary Public licensed in the Bidder's state of business.

G. Insurance

Bidder shall agree to carry all insurance which may be required by Federal and State laws, County and City ordinances, regulations and codes in the amounts specified below and shall keep such insurance coverage in force throughout the life of the Contract.

H. Negotiations

The City expressly reserves the right to negotiate with any, all or none of the Bidders, and waive informalities, minor irregularities and discrepancies, and award a Contract without interviews, discussions or negotiations.

I. Bid Acceptance Period

All bids shall remain open for ninety (90) days after the day of the opening of bids, but the City may, at its sole discretion, release any Bidder and return the security (as applicable) prior to that date. No Bidder may withdraw his/her bid during this period without written permission from the City. Should any Bidder refuse to enter into a contract, under the terms and conditions of the IFB, City may retain the security (as applicable), not as a penalty, but as liquidated damages.

J. Bid Amendment or Withdrawal

A bid may be withdrawn any time before the IFB due date and time via the City's eProcurement

Portal. A bid may not be amended or withdrawn after the IFB due date and time except as otherwise provided by applicable law.

K. Options and Alternatives

Bidder is requested to provide price quotes for any special options or alternatives available for its goods or equipment, which may not have been covered in the specification. The option and/or alternative prices will not be considered in the bid evaluation process. Also, City may or may not elect to purchase these options or alternatives.

L. Payment

Bidders may agree to accept the City Procurement Card (Mastercard) for payment. It is requested that each Bidder indicate on the Bid Section of this IFB, their willingness to accept City

Procurement Card (Mastercard) payments. The inability to accept payment by City Procurement

Card (Mastercard) will not disqualify a Bidder's response. Bidders may also agree to accept other traditional payment methods, including Automated Clearinghouse (ACH). Payment terms for traditional payment methods are net 30 upon receipt of an accurate invoice, although the

Bidder may bid additional discounts for early payment within their proposal.

M. Persons with Disabilities

Persons with a disability may request a reasonable accommodation, such as a sign language interpreter, by contacting the Contract/Purchasing Administrator. Requests shall be made as early as possible to allow time to arrange the accommodation.

N. Preparation Costs

All bids submitted in response to this IFB and all evaluation related records shall become property of City. City will not reimburse any Bidder the cost of responding to an IFB.

O. Bid Opening

Bids shall be opened and prices shall be read on the date and time at the place designated on the Notice page of this document, unless amended in writing by the Contract/Purchasing

Administrator issuing the IFB. Bids, modifications and all other information received in response to the IFB shall be shown only to authorized personnel having a legitimate interest in the evaluation. A list of vendors that submit a response can be found on the Followers tab in the eProcurement Portal.

P. Protest ProceduresA protest must be in writing and be filed with the Purchasing/Contract

Administrator. A protest of a solicitation shall be received before the solicitation opening date. A protest of a proposed award must be filed before the City Council meeting at which the recommendation will be presented. If the award is less than $50,000, City Council approval is not needed, and protests must be submitted within ten (10) days after the protestor knows or should have known the basis of the protest. City shall determine whether to issue a written response or hold an administrative hearing. A protest must include: The name, address and telephone number of the protester. The signature of the protester or its representative.

Identification of the project and the Solicitation or Contract Number. A detailed statement of the legal and factual grounds of the protest including copies or relevant documents. The form of relief requested.

Q. Public Disclosure Requirements

All bids submitted in response to this IFB and evaluation related records shall become a matter of public record for review, subsequent to publication by the City Clerk of the proposed award in the agenda for the City Council meeting or award by the appropriate approving authority or as otherwise required by law. Request for nondisclosure of data such as trade secrets and other proprietary data, must be made known to City in bids submitted. City will not ensure confidentiality of any portion of the IFB documents that are submitted in the event that a public record request is made. City will provide forty-eight (48) hours’ notice before releasing materials identified by the Bidder as confidential or proprietary in order for the Bidder to apply for a court order blocking the release of the information.

R. References

The Bidder shall list at least three (3) references of other agencies to which Bidder has supplied similar goods or services, including names, email addresses, addresses and telephone numbers.

The City reserves the right to only contact references from firms deemed reasonably susceptible of receiving a contract award.

S. Taxes

The Bidder understands that the Bidder will be responsible for and shall pay all sales, consumer, use, and other taxes. When equipment, materials or supplies generally taxable to the Bidder are eligible for a tax exemption due to the nature of the item, Bidder shall assist City in applying for and obtaining such tax credits and exemptions which shall be paid or credited to City.

T. Term of Contract

Please see the attached sample contract for a description of the term of the Contract.

U. Waiver and Rejection of All Bids

City reserves the right to reject any or all bids or to cancel the solicitation altogether, to waive any informality or irregularity in any bid received, and to be the sole judge of the merits of the respective bids received. The City may cancel this IFB at any time. The City is not responsible for any costs incurred by Bidders in the preparation and presentation of Bids submitted in response to this IFB.

6.8. 6.8. ........................................................ Federal Terms of This solicitation

See attachment G.

6.9. 6.9. ........................................................................... Comments Welcome

The City’s Purchasing Office periodically reviews the Administrative Requirements and welcomes any comments you may have. Please submit your comments to: City of Cottonwood, Contract/Purchasing

Administrator. 821 N. Main Street, Cottonwood, AZ 86326. jcook@cottonwoodaz.gov

7. 7. .......................................................... Vendor Questionnaire

7.1. 1. .................................................................................. Bid Confirmation * The Bidder hereby proposes and agrees, if this bid is accepted, to enter into a Formal Agreement with the City of Cottonwood for the proposed amount or Contract Price, within the Contract Time indicated by these bid documents and in accordance with all other terms and conditions of the attached Bid and

Contract Documents.

The Bidder accepts all terms and conditions of the advertisement or Invitation to Bid and of the Bid

Requirements, including those terms and conditions relating to the requirement and disposition of Bid

Security. All bids shall remain open for ninety (90) days after the day of the opening of bids.

Bidder has fully examined copies of all Bidding Documents, Approved Construction Plans and

Specifications, and any issued Addenda.

Bidder has familiarized themself with the proposed work, worksite conditions, project construction plans and specifications, City of Cottonwood Specifications, Maricopa Association of Governments

Specifications and ADOT Specifications, local laws, ordinances, and regulations that may affect or change their bid amount with regards to the project's costs, project progress, and their ability to perform or furnish the work.

Bidder has carefully studied the conditions of the worksite and has determined what equipment will be adequate or necessary for the proposed work such that they may perform and furnish the work at the

Contract Price within the Contract Time and in accordance to the terms and conditions of the Contract

Documents.

Bidder has reviewed and checked that no existing underground facilities or utilities or other worksite conditions will interfere with Bidder's ability to perform and furnish the work at the Contract Price within the Contract Time and in accordance to the terms and conditions of the Contract Documents.

Bidder has visited the site and carefully examined the Contract Documents relating to the work covered by this bid, and has checked carefully all the costs and calculations in the bid and understands that the

City will not be responsible for any errors or omissions on the part of the Bidder.

Bidder has given the Owners Contract Administrator written notice of any and all conflicts, errors, or discrepancies that Bidder has discovered within the Contract Documents or Project Construction Plans and Specifications.

Bidder confirms that the Base Bid as stated herein includes the cost of insurance bonds, taxes and all other applicable costs required as listed in the Statement of Work, or as otherwise required by the

Specifications or other Contract Documents.

☐ Please confirm

*Response required

7.2. 2. ............................................ City of Cottonwood Business Registration* Do you currently hold a City of Cottonwood Business Registration?

☐ Yes

☐ No

*Response required

When equals "Yes"

7.2.1. 2.1. If yes, please enter the Business Registration number.* *Response required

When equals "No"

7.2.2. 2.2. If no and you are the selected Bidder, you understand that you are required to attain a Business Registration before the start of work.* Information regarding the City of Cottonwood Business Registration application can be found at www.cottonwoodaz.gov.

☐ Please confirm

*Response required

7.3. 3. ................................. BIDDER INFORMATION WITH SUBCONTRACTORS* Please download the below documents, complete, and upload.

• Exhibit_A_-_Offeror_Informa...

*Response required

7.4. 4. ....................................................................... Certificate of Insurability* I hereby certify that as an Offeror to the City of Cottonwood (City) for Solicitation No. FY27-AP-01, I am fully aware of the insurance requirements contained in the Agreement and by the submission of this proposal. I hereby assure City that I am able to produce the insurance coverage required should I be selected to be awarded the Agreement.

Should I be awarded the Agreement by the City and then become unable to produce the insurance coverage specified within ten (10) days, I am fully aware and understand that this shall constitute a material breach of this Agreement and shall be subject to penalties up to and including termination of the Agreement at the sole discretion of the City. I also understand am fully aware that I may not be considered for further projects by City.

*Response required

7.5. 5. ................................................................... IMMIGRATION WARRANTY* Please download the below documents, complete, and upload.

• Exhibit_D_-_Immigration_War...

*Response required https://www.cottonwoodaz.gov/ https://government-project.s3.us-west-2.amazonaws.com/39944/8b7fe47f-e32b-46b2-8905-42f68a17a5b0_Exhibit_A_-_Offeror_Information_with_Subcontractor.pdf?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4EEUPCFGM%2F20260810%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20260810T165931Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjENj%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FwEaCXVzLXdlc3QtMiJGMEQCIASuOVo%2BCMTaULuuUDqdDn4LPM82igmaSHd7UkvDxvERAiA3VPlo9GS4H%2FRBLly55O9CRomNwJuArTlfa1jXqgMalyqVBQih%2F%2F%2F%2F%2F%2F%2F%2F%2F%2F8BEAIaDDg5MjM2NDY4NzY3MiIMuvJ0zxLljP97LgZsKukEM%2FGUxAbWt9D2DGmenvK0KMe0sQ1597bTP8shwsAZwexJIPXOOv8eMdlbcbphHTJ3Jhpn%2Bt0bjVrAHf45pDd2tDPVeWIQhyq7uVfJqqSIv6zpJli3A587CULKaCOf4jxohIAxm4kvY%2BkVCc3LsKlinJvtIG0Nl5gYAx%2BTI8DQ%2B2Q3IZS8LQDdKID0LVUrIulfQ1M%2FbwCJf1S0dKTWAutDt1uwHZE3kIGwJ8ZUHjWQGyZpN9847OtNGNgl3QBrreIKyZIiOgHbz83zZThZia0fZTEC5WTFjdtpSvYZ4NuaVZAGhAWWR1VZCxTmzlRjsW9SuXGu%2FK88XpicDAYQwZD%2FGMmYG1xDpJyFR54V6MS70BWYYNV145J3B6S%2FfNBNKafvPaTmF63Jp7FCRCe1TpZzBJyM6bet2qp52ptG3T3bY%2FHP6QYs4xVX8cYaD9U2TOqeTm3XnJtyhJJ9FsVBGMrfQXkfAYwsQcQlfeAD9PjVWVqS4IThbPQlpyxBl%2FjF95R%2Bh7eVTpGRYAZ3o6iqgRnuBdfEreufsNClwHbTiRHABExNl0o2b9mYQoe3rPVNqk%2FdmxxoHeLFm10neDshhbR9vXphv8Xx99fscbYnWc20KOyt88lPSiogGUKR3%2BTKITT7PbK%2B8ehBA2YDuFrBsBnlZATgfb%2BGxv7uNIh2d063nGZSS7dGYy1SOalM3f9bQ0lDAKrbuCIkMiR%2B2aMkHlW4Kf9o15NRu0Q0I6yhwx6l0ADmOTBxPztB5cSul38Ond332067YenRqIB79VFsCwW1uCtriGTsv32YjqeoSxnHU9nRuTTryjFHcEkwhe3n0wY6mgGGwKafN%2FCyuNAqti3eTqgkzA19W7AZWq3rKOIjb7Fac6HiJFaMaIOqdvnR%2BCB%2B69%2F408hlYLMUjeg1lPgjfPRgNRdrHI66WMZRS6dbOuoFDmuxVXN6YDYIGyd95lCWXHdzI6O0shSk%2F1KHIUK9EtcDQyF36aPLaLfg8%2FIAalMBqnzMAH%2BfJOWpmdS4%2FoNbck9fI37G5Yb3oHO9&X-Amz-Signature=0db9e5c676c6630903b7a188195a9d57af2b951148286bd21994a1be67cf0b4e&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22Exhibit_A_-_Offeror_Information_with_Subcontractor.pdf%22&x-id=GetObject https://government-project.s3.us-west-2.amazonaws.com/39944/1ecd83ae-5700-4251-ac67-e7942b214cd5_Exhibit_D_-_Immigration_Warranty.pdf?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4EEUPCFGM%2F20260810%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20260810T165931Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjENj%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FwEaCXVzLXdlc3QtMiJGMEQCIASuOVo%2BCMTaULuuUDqdDn4LPM82igmaSHd7UkvDxvERAiA3VPlo9GS4H%2FRBLly55O9CRomNwJuArTlfa1jXqgMalyqVBQih%2F%2F%2F%2F%2F%2F%2F%2F%2F%2F8BEAIaDDg5MjM2NDY4NzY3MiIMuvJ0zxLljP97LgZsKukEM%2FGUxAbWt9D2DGmenvK0KMe0sQ1597bTP8shwsAZwexJIPXOOv8eMdlbcbphHTJ3Jhpn%2Bt0bjVrAHf45pDd2tDPVeWIQhyq7uVfJqqSIv6zpJli3A587CULKaCOf4jxohIAxm4kvY%2BkVCc3LsKlinJvtIG0Nl5gYAx%2BTI8DQ%2B2Q3IZS8LQDdKID0LVUrIulfQ1M%2FbwCJf1S0dKTWAutDt1uwHZE3kIGwJ8ZUHjWQGyZpN9847OtNGNgl3QBrreIKyZIiOgHbz83zZThZia0fZTEC5WTFjdtpSvYZ4NuaVZAGhAWWR1VZCxTmzlRjsW9SuXGu%2FK88XpicDAYQwZD%2FGMmYG1xDpJyFR54V6MS70BWYYNV145J3B6S%2FfNBNKafvPaTmF63Jp7FCRCe1TpZzBJyM6bet2qp52ptG3T3bY%2FHP6QYs4xVX8cYaD9U2TOqeTm3XnJtyhJJ9FsVBGMrfQXkfAYwsQcQlfeAD9PjVWVqS4IThbPQlpyxBl%2FjF95R%2Bh7eVTpGRYAZ3o6iqgRnuBdfEreufsNClwHbTiRHABExNl0o2b9mYQoe3rPVNqk%2FdmxxoHeLFm10neDshhbR9vXphv8Xx99fscbYnWc20KOyt88lPSiogGUKR3%2BTKITT7PbK%2B8ehBA2YDuFrBsBnlZATgfb%2BGxv7uNIh2d063nGZSS7dGYy1SOalM3f9bQ0lDAKrbuCIkMiR%2B2aMkHlW4Kf9o15NRu0Q0I6yhwx6l0ADmOTBxPztB5cSul38Ond332067YenRqIB79VFsCwW1uCtriGTsv32YjqeoSxnHU9nRuTTryjFHcEkwhe3n0wY6mgGGwKafN%2FCyuNAqti3eTqgkzA19W7AZWq3rKOIjb7Fac6HiJFaMaIOqdvnR%2BCB%2B69%2F408hlYLMUjeg1lPgjfPRgNRdrHI66WMZRS6dbOuoFDmuxVXN6YDYIGyd95lCWXHdzI6O0shSk%2F1KHIUK9EtcDQyF36aPLaLfg8%2FIAalMBqnzMAH%2BfJOWpmdS4%2FoNbck9fI37G5Yb3oHO9&X-Amz-Signature=ff75131c6ae17bcd03fb4bd306318b41b64177bcbf7b766c58887c7920658239&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22Exhibit_D_-_Immigration_Warranty.pdf%22&x-id=GetObject

7.6. 6. ..................................... NON-COLLUSION AND NON-DISCRIMINATION* The Bidder certifies that:

The Bidder did not engage in collusion or other anti-competitive practices in connection with the preparation or submission of its offer.

The Bidder does not discriminate against any employee or applicant for employment or person to whom it provides services because of race, color, religion, age, sex, national origin, or disability, and that it complies with all applicable Federal, state and local laws and executive orders regarding employment.

☐ Please confirm

*Response required

7.7. 7.NON-COLLUSION AFFIDAVIT (NOTARIZED) SELECT ONE OR THE OTHER*

Please download the below documents, complete with Notary, and upload.

• Exhibit_E_-_Non-Collusion_A...

*Response required

7.8. 8. ................. DISCLOSURE OF RESPONSIBILITY STATEMENT (NOTARIZED)*

Please download the below documents, complete with Notary, and upload.

• Exhibit_F_-_Disclosure.pdf

*Response required

7.9. 9.Please provide Federally Required Certifications (if attached to this IFB) https://government-project.s3.us-west-2.amazonaws.com/39944/e825cb85-f28a-44ce-bb7b-b63f683b6f02_Exhibit_E_-_Non-Collusion_Affidavit.pdf?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4EEUPCFGM%2F20260810%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20260810T165931Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjENj%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FwEaCXVzLXdlc3QtMiJGMEQCIASuOVo%2BCMTaULuuUDqdDn4LPM82igmaSHd7UkvDxvERAiA3VPlo9GS4H%2FRBLly55O9CRomNwJuArTlfa1jXqgMalyqVBQih%2F%2F%2F%2F%2F%2F%2F%2F%2F%2F8BEAIaDDg5MjM2NDY4NzY3MiIMuvJ0zxLljP97LgZsKukEM%2FGUxAbWt9D2DGmenvK0KMe0sQ1597bTP8shwsAZwexJIPXOOv8eMdlbcbphHTJ3Jhpn%2Bt0bjVrAHf45pDd2tDPVeWIQhyq7uVfJqqSIv6zpJli3A587CULKaCOf4jxohIAxm4kvY%2BkVCc3LsKlinJvtIG0Nl5gYAx%2BTI8DQ%2B2Q3IZS8LQDdKID0LVUrIulfQ1M%2FbwCJf1S0dKTWAutDt1uwHZE3kIGwJ8ZUHjWQGyZpN9847OtNGNgl3QBrreIKyZIiOgHbz83zZThZia0fZTEC5WTFjdtpSvYZ4NuaVZAGhAWWR1VZCxTmzlRjsW9SuXGu%2FK88XpicDAYQwZD%2FGMmYG1xDpJyFR54V6MS70BWYYNV145J3B6S%2FfNBNKafvPaTmF63Jp7FCRCe1TpZzBJyM6bet2qp52ptG3T3bY%2FHP6QYs4xVX8cYaD9U2TOqeTm3XnJtyhJJ9FsVBGMrfQXkfAYwsQcQlfeAD9PjVWVqS4IThbPQlpyxBl%2FjF95R%2Bh7eVTpGRYAZ3o6iqgRnuBdfEreufsNClwHbTiRHABExNl0o2b9mYQoe3rPVNqk%2FdmxxoHeLFm10neDshhbR9vXphv8Xx99fscbYnWc20KOyt88lPSiogGUKR3%2BTKITT7PbK%2B8ehBA2YDuFrBsBnlZATgfb%2BGxv7uNIh2d063nGZSS7dGYy1SOalM3f9bQ0lDAKrbuCIkMiR%2B2aMkHlW4Kf9o15NRu0Q0I6yhwx6l0ADmOTBxPztB5cSul38Ond332067YenRqIB79VFsCwW1uCtriGTsv32YjqeoSxnHU9nRuTTryjFHcEkwhe3n0wY6mgGGwKafN%2FCyuNAqti3eTqgkzA19W7AZWq3rKOIjb7Fac6HiJFaMaIOqdvnR%2BCB%2B69%2F408hlYLMUjeg1lPgjfPRgNRdrHI66WMZRS6dbOuoFDmuxVXN6YDYIGyd95lCWXHdzI6O0shSk%2F1KHIUK9EtcDQyF36aPLaLfg8%2FIAalMBqnzMAH%2BfJOWpmdS4%2FoNbck9fI37G5Yb3oHO9&X-Amz-Signature=c09e42ed57083acd352542086bada8b58451664bb59dca09fdd9b1dfa25e7254&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22Exhibit_E_-_Non-Collusion_Affidavit.pdf%22&x-id=GetObject…