Westworld shavings

The City of Scottsdale is issuing a formal Invitation for Bid (IFB) for the purchase and delivery of packaged wood shavings (bedding) for resale at the WestWorld Equestrian Center located in Maricopa County, Arizona. The primary deliverable is equine-grade wood shavings meeting strict quality specifications, including softwood composition (preferably all pine), triple screening, moisture content between 10-16 percent, kiln drying, and small flake sizing with no splinters, debris, or black walnut content. Products must be bagged in heavy-duty polyethylene bags with compressed quantities between 2.5 and 5 cubic feet, printed with WestWorld logo in one-color print, and palletized with shrink-wrapping not exceeding 92 inches in height. The estimated annual volume is 280,000 cubic feet gross volume for the primary product and 93,000 cubic feet for optional products, to be supplied on an as-needed basis with delivery capabilities between 7:00 a.m. and 3:00 p.m., six days per week. Qualified contractors must demonstrate a minimum of three years of demonstrated experience providing similar products and services and must maintain Commercial General Liability Insurance with minimum limits of $1,000,000 per occurrence and $2,000,000 general aggregate, along with Workers' Compensation Insurance and Vehicle Liability Insurance of $1,000,000 per occurrence. Questions are due by 2:00 p.m. local time on March 19, 2026, and sealed bids must be submitted electronically through the Bonfire procurement portal by 2:00 p.m. local time on March 27, 2026. The contract term is one year with four optional one-year renewal periods, and all pricing must be firm and fixed during the initial one-year term and quoted on a per-cubic-foot basis, all-inclusive of delivery, environmental fees, and all associated costs except applicable sales tax. The City reserves the right to conduct random testing of delivered goods and may terminate the contract if three failed test reports occur within a 12-month period or if warranty issues exceed five percent for two consecutive months.

The solicitation does not specify any set-aside designations or restrictions limiting responses to particular types of organizations, disadvantaged enterprises, or minority-owned businesses based on the available documentation. No incumbent vendors or current contractors are identified in the solicitation materials provided. Respondents must comply with all applicable Arizona state laws, including E-Verify Program requirements for services contracts and demonstration of lawful presence in the United States where applicable, and must obtain necessary Arizona Contractor's licenses as required. All submittals must be completed on City of Scottsdale forms without alterations and signed by an authorized person; a bid bond equal to 10 percent of the total bid may be required. Bids will be evaluated and recommended for award based on the total bid cost excluding applicable taxes, with the contract awarded to the lowest responsible and responsive bidder whose bid conforms to all material requirements; the City reserves the right to award by individual line item, group of line items, or total bid as deemed most advantageous. No specific award value or budget range is disclosed in the solicitation materials, as pricing will be determined competitively through the sealed bid process with costs quoted on a per-cubic-foot basis.