SLED Opportunity · ARIZONA · CITY OF FLAGSTAFF, AZ
AI Summary
City of Flagstaff seeks bids for rebuilding the signalized intersection of Highway 89 and Smokerise Drive, including signal replacement, median realignment, curb ramps, signing, and striping to improve safety and compliance with MUTCD.
This project will rebuild the signalized intersection of Highway 89 and Smokerise Drive. Work includes complete signal replacement, median realignment, curb ramps, signing, and striping. This project will bring the intersection into compliance with the MUTCD and improve the safety for all modes of travel by providing adequate signal heads, sight distance, road alignment, pedestrian facilities, and street lighting. Included in this invitation is a bid alternate for work at the Country Club and Nestle Purina intersection to complete a signal replacement and related work as shown on engineering plans.
The intersection of Highway 89 and Smokerise Drive exists on a major arterial and serves a high volume of vehicles, large recreational vehicles that use the adjacent KOA campground, and semi-trucks that use the adjacent gas stations. This project provides essential safety and operational improvements that will mitigate collisions experienced at this intersection in the past and improve the efficiency of vehicle movements.
The Contract will be awarded to the lowest responsible Bidder whose bid is responsive to this Invitation for Bids and will be most advantageous to the Owner. The responsibility of the Bidder will be based on the factors described in Article 16 of the Procurement Code Manual:
The responsibility criteria include:
Any single factor or combination of factors may be grounds for determination of non-responsibility. Additional factors shall include the Bidder’s past performance, specifically, on contracts with the Owner, or other public agencies. This includes threats of litigation, contract terminations for any reason, and the lack of ability to resolve disputes without litigation.
The Owner may select a Bidder and enter into a Contract for reasons other than the lowest price bid. Those desiring to submit bids shall obtain copies of detailed plans, specifications and proposal forms and full information as to the proposed work from the OpenGov website: https://procurement.opengov.com/portal/flagstaffaz. All documents related to the Project are located on the PlanetBids website. There will be no plan holders list available.
Please use the See What Changed link to view all the changes made by this addendum.
These two attachments will be the Exhibit D & C that you the vendor will need to utilize to complete a submitted bid. The City will extend out the due date to the end of this week 4/10/2026.
Please use the See What Changed link to view all the changes made by this addendum.
The City of Flagstaff will accept competitive bids from qualified contractors to NO VALUE.
Bids must be submitted in electronic form via the City’s e-Procurement Portal, OpenGov https://procurement.opengov.com/portal/flagstaffaz. Bids shall be received until Friday, April 10, 2026 at 12:00 pm Arizona time, at which time the bids shall be opened and reviewed by project management team.
Late bids shall not be accepted.
The City of Flagstaff is requesting bids from qualified Contractors for Hwy 89 and Smokerise Rebuild Project, 2026-144 to be received no later than Friday, April 10, 2026 at 12:00 pm Arizona time. All bids received after bid response deadline will not be accepted.
This Project will consist of Hwy 89 and Smokerise Rebuild
It shall be the Contractor's responsibility to complete the work specified herein and on the project plans. The contractor shall supply and/or provide any incidental services or accessories necessary to make the work complete and perfect in all respects and ready for operation. Any apparatus, appliance, material, or work not mentioned in the Specifications, or vice versa, or any incidental appurtenances necessary for the system to operate as to the intent of these Specifications, even if not particularly specified, shall be included in the bid price and furnished, delivered, and installed by the Contractor without additional expense to the City of Flagstaff.
If a pre-solicitation meeting is scheduled:NO VALUENO VALUENO VALUE
Any bidder interested in submitting a bid proposal shall obtain a bid packet via the City's e-Procurement Portal, OpenGov. No other bids may be reviewed outside of the OpenGov platform submissions.
All questions related to this IFB shall be submitted in writing through the OpenGov Question/Answer Tab via the City's e-Procurement portal, on or before, Monday, March 30, 2026 by 12:00 pm Arizona time. Please include the section title for each question, if applicable, in order to ensure that questions asked are responded to correctly. All questions submitted and answers provided shall be electronically distributed to bidders following this solicitation on the City's e-Procurement Portal.
Date: NO VALUE, 12:00 pm
Location: NO VALUE
No bid proposal shall be read unless accompanied by the required forms.
Any changes to the bid documents will be distributed to all bidders in the form of an Addendum. Verbal discussions or comments will not change the official bid docs unless provided in a written Addendum. Addenda shall be posted on the City's e-Procurement Portal. Addenda notifications will be emailed to all persons on record as following this IFB. Failure of any bidder to receive any such addenda or interpretation shall not relieve such bidder from any obligation under their bid as submitted. All addenda so issued shall become part of the contract documents.
The following reasons shall be considered as being sufficient for the disqualification of a bidder and the rejection of a bid proposal:
Bids may be withdrawn through the City's e-Procurement Portal, the responding firm may “unsubmit” their proposal in OpenGov. After withdrawing a previously submitted proposal, the responding firm may submit another proposal at any time up to the deadline for submitting proposals prior to the bid opening.
No bidder may withdraw his bid for a period of NO VALUEdays following the bid openings.
Each bidder shall denote the related Arizona State Contractor's License Number and Classification as evidence that the bidder is qualified to contract and perform the work as indicated in the specifications and plans.
No bid proposal shall be withdrawn for a period of NO VALUEdays after opening without consent of the City of Flagstaff through the body or agent duly authorized to accept or reject the bid proposal except that in the case of Federally assisted projects or other projects award of which is conditioned on the approval of an agency not under the control of the City of Flagstaff, withdrawal shall not be made within a period of NO VALUEdays after opening without such consent. The successful bidder shall be furnished a Notice of Award on to the address shown on the bid proposal.
The contract(s) shall be awarded to the lowest responsive/responsible bidder.
The City reserves the right to waive any informality in bids received, and to accept, increase, or reduce the quantities of any or all items of any bid proposal, unless the bidder qualifies such bid by specific limitation.
The City may condition award of any successful bid upon payment of any and all required taxes, license fees, or other monies due to the City of Flagstaff or another governmental agency.
Each bid shall be submitted in OpenGov under the Section titled "Bid Pricing," to the specifications and shall be accompanied by a bid bond acceptable to the City of Flagstaff for a sum of not less than ten percent (10%) of the amount of the bid made payable to the order of the City of Flagstaff.
A Pre-Construction Conference will be held with the successful Bidder after the Notice of Award is issued. The date and time of the Conference will be agreed upon between the Bidder and the Engineer. The meeting will be held electronically via Microsoft Teams to be setup by the assigned Project Manager. The purpose of the meeting is to outline specific construction items and procedures that the City feels require special attention on the part of the Bidder. The Bidder may also present any variations in procedures that they feel may improve the workability of the Project, reduce the cost, or reduce inconvenience to the public.
The Owner will provide the release of all public information concerning the Project, including selection announcements and contract awards. Release of submissions, selection results and contract award will not take place until after the formal award by the City Council and the relevant contracts have been fully executed by both parties. Those desiring to release information to the public must receive prior written approval from the Owner.
The prospective participant certifies by signing and submitting this bid or proposal to the best of his or her knowledge and belief, that:
All persons and/or Contractors that are interested in this Project (including the Contractor’s employees, representatives, agents, lobbyists, attorneys, and subcontractors) will refrain, under penalty of disqualification, from direct or indirect contact for the purpose of influencing the selection or creating bias in the selection process with any person who may play a part in the selection process. This includes but is not limited to the evaluation panel, the City Manager, Assistant City Manager(s), Deputy City Manager(s), Department Directors, or other staff. This policy is intended to create a level playing field for all potential Contractors, assure that contract decisions are made in public, and to protect the integrity of the selection process. All contact on this selection process should be addressed to the authorized Procurement Section representative identified above.
Any contact pertaining to this selection process with elected officials must be scheduled, in person, through the Flagstaff City Clerk’s Office, 211 W. Aspen Avenue, Flagstaff AZ 86001, and are posted by the City Clerk at least twenty-four (24) hours prior to the scheduled meeting. The Clerk’s posting shall include and detail the participants and the subject matter and shall invite the public to participate. No contacts made by telephone, other than to schedule a public meeting, are permitted. Copies of contacts made by letter, facsimile, e-mail, or other written method shall be made available to the public, press, and all submitting Contractors, upon written request to the City Clerk.
There shall be no express or implied intent to contract until expressly stated in writing by the Owner, an award is made, and all conditions stated herein are satisfied. The Owner reserves the right to reject any or all SOQs, or to withhold the award for any reason it may elect, and to waive or decline to waive irregularities in any proposal.
Any protest shall be in writing and shall be filed with the Purchasing Director. A protest of an Invitation for Bids shall be received by the Purchasing Director before the Bid opening date. A protest of an award or of a proposed award shall be filed within fourteen (14) days after the protester knows or should have known the basis of the protest. A protest shall include:
Bidding Checklist, Statutory Bond, Record Drawing Checklist, etc...
Please download the below documents, complete, and upload.
Please download the below documents, complete, and upload.
Please download the below documents, complete, and upload.
Notations: Any strikeouts, notes or modifications to the Solicitation documents shall be initialed in ink by the authorized person who signs a Proposal. If notations are made, they must be submitted with a Proposal and are considered Exceptions.
Exceptions: In addition to any notations on the Solicitation documents, please identify and list any exceptions to the Solicitation, by section/paragraph, on this Exceptions Form. The City reserves the right to reject, accept or further negotiate Exceptions. Exceptions may render a Proposal non-responsive.
Exceptions to Form of Contract: A Submitter may request changes to the form of contract (including any Standard or Special Terms and Conditions or Insurance Requirements) on the Exceptions Form. A Submitter may also submit its own form of contract. The City will consider these in the same manner as any other exceptions.
A Submitter must indicate any and all exceptions taken to the requirements, specifications, and/or terms and conditions of this Solicitation, including the form of contract. If "Yes" is selected, please upload a document detailing the exception.
Pursuant to Section 11.3(A)(7) of the Procurement Code Manual, information provided in a Proposal shall be confidential so as to avoid disclosure of contents prejudicial to competing Submitters during the process for evaluation. Proposals shall be open for public inspection after Contract award. Except to the extent a Proposer designates, and the Director of Procurement concurs, trade secrets or other proprietary data contained in the Proposal documents shall remain confidential.
If a Submitter believes that part of a Proposal is a trade secret or contains other proprietary data, a Submitter shall mark the page(s) “CONFIDENTIAL” and isolate the pages as an attachment to this form. A Submitter shall also include an explanation why the information is a trade secret or contains other proprietary data.
Requests to deem the entire Proposal as confidential will not be considered.
A Submitter must provide notice if it would like confidential information returned after final Contract award (and a Submitter is not selected for contract award). A Submitter is responsible for pick-up.
Upon City Council Contract award, information submitted in response to a Solicitation is subject to disclosure pursuant to the Arizona Public Records Law. A.R.S. § 39-121, et seq. If a Submitter has clearly marked its trade secrets or other proprietary information as “confidential”, the City will endeavor to notify the Submitter prior to release of such information.
Is Submitter currently involved in an ongoing bankruptcy as a debtor, or in a reorganization, liquidation, or dissolution proceeding, or has a trustee or receiver been appointed over all or a substantial portion of the property of Submitter under federal bankruptcy law or any state insolvency law?
I hereby verify and declare that, to the best of my knowledge, neither the Submitter nor anyone associated with the Submitter has given, offered to give, or 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 Proposal (“Gratuities”).
I hereby verify and declare that:
The pricing for this Proposal has been arrived at independently and without consultation, communication or agreement with any other Submitter who may submit a Proposal.
The pricing for this Proposal has not been disclosed to any other Submitter who may submit a Proposal, and will not be, prior to the Closing Date and Time.
Submitter has made no attempt and will make no attempt to induce any Submitter person to refrain from submitting a Proposal, or to submit a proposal with higher pricing than this Proposal, or to submit an intentionally high or noncompetitive proposal or other form of complementary proposal.
This Proposal is made in good faith and not pursuant to any agreement or discussion with, or inducement from, any other Submitter or person to submit a complementary or other noncompetitive proposal.
In the past five (5) years, neither Submitter, its affiliates, subsidiaries, officers, directors, nor employees have been under investigation, convicted or found liable by any governmental agency for allegations of conspiracy or collusion, including, specifically, related to procurement of a public contract.
I hereby verify and declare that, to the best of my knowledge, neither the Submitter nor anyone associated with the Submitter have ever made a claim against the City of Flagstaff, filed suit against the City of Flagstaff, or taken an adverse position in a lawsuit filed against the City of Flagstaff.
If the Submitter has ever made a claim, filed suit, or taken an adverse position in a lawsuit against the City of Flagstaff, identify the name of the parties, the year the action was taken, the court where the lawsuit was filed and the case number. Provide a brief description of the adverse position.
Failure to provide this information may result in a rejection of the Proposal.
Ex: Two hundred and twelve (212) - agreed upon amount of time to complete project.
Ex: December, as in the month to start project.
This number should include the Project Number and Engineering ID.
Ex: 03-25009 & ST3613
Q (ARAMID Fiber as a life extending material): I am looking to have the ACE-XP fiber added to the specification as an option for the City of Flagstaff specification, just as in Oro Valley. Please let me know who I need to reach out to.
A: Please direct questions and suggestions about changing City of Flagstaff specifications to David Millis, Development Engineer.
Q (Geotechnical Report ): Is there a geotechnical report available for the project?
A: No, there was not a geotechnical report done for this project.
Q (No subject): In the downloads, there is a bidding checklist (Attachment AA) which references documents not available in the bid response required forms. How should the contractor submit these forms?
A: April, thank you for your request for more information. All the PDF's are available in the attachments section. The I added two different areas in the beginning of the required forms to upload all needed documents for a successful bid.
Q (No subject): In the downloads, there is a bid schedule (Attachment C) which is not available in the bid response required forms. How should the contractor submit this form?
A: Great question, please see the above response. I added an area in the required forms to upload all important documents.
Q (No subject): In project documents, Item number 8- Bid Packet Download Acknowledgement, this is to be signed and turned in with the bid. There is no designated spot for upload in the bid submission tab, how should this be uploaded?
A: Please see above.
Q (No subject): For required form question number 9 – Declaration related to adverse position – how shall the bidder answer this question if there is no adverse position?
A: Thank you for your request for more information. All the PDF's are available in the attachments section. Then I added two different areas in the beginning of the required forms to upload all needed documents for a successful bid.
Q (Bid Schedule): There is an Exhibit C Bid Schedule in the bid documents, but when you go into draft a response there is only a place to put total project cost not to add the bid schedule. How or where do we attach the full bid schedule?
A: Thank you for your request for more information. All the PDF's are available in the attachments section. Then I added two different areas in the beginning of the required forms to upload all needed documents for a successful bid.
Q (No subject): Please clarify the address of the city yard for the delivery of all salvaged poles and related electrical equipment as stated in the plan sheet noted on sheet C-105 in the bid documents.
A: The address for delivery will be 3200 W Route 66, City Public Works Yard.
Q (No subject): In the “Exhibit C – Bid Schedule” on page #3 of the document item 100.2 Mobilization, Bonds, Insurance, Demobilization please clarify if the cost of bonds and insurance for the bid alternate #1 only are to be included in the pricing of this bid item or if it will just be mobilization related costs for the contractor for the bid alternate #1 items of work.
A: Thank you for the question. Please include all items specified on the bid schedule for the bid alternate #1 items of work.
Q (No subject): Please clarify what permits the contractor shall obtain from the City of Flagstaff regarding this project and if there are fee’s associated with these permits?
A: The contractor will need to obtain a Public Improvements Permit, Temporary Construction Permit for staging yard, and any applicable Over the Counter Permit. The City of Flagstaff will be responsible for covering permit fees.
Q (No subject): Please provide additional clarification, details and specifications for the construction of the temporary overhead signal per Bid Item 800.1 on the base bid section of the bid schedule. There is more detail required to understand the necessary signal heads, the phasing plan, how it will be connected to existing power, etc…
A: Thank you for the question. We have received clarification from the design engineer that this line item was included in the bid schedule to allow contractors to provide an estimate for any temporary operations that will need to take place while transitioning from the existing signal poles to the proposed ones. This could be trailers with mast arms, coordination with the Police Department, full temporary signal operations, etc. Please use your professional judgement to determine how construction phasing will influence the need for temporary operations and the cost associated with that.
Q (No subject): Please provide additional clarification on the type of striping for the pavement marking scope of work, are the stripes epoxy or paint?
A: Please refer to City of Flagstaff Engineering Standards 13-16-006-0001 and 13-16-006-0002 for pavement markings information.
Q (No subject): Does the City of Flagstaff have a location for a temporary construction yard for this project?
A: Please refer to SP-6 in the Special Provisions provided: "The Contractor is required to supply their own construction staging yard and comply with the requirements of the Temporary Use Permit".
Q (No subject): Please provide clarification on the existing tree removal bid item for removal of trees, bushes and stumps in the base bid section of the bid schedule. Will the City of Flagstaff mark those items that are intended for removal in the work area? What size of trees are intended for removal in the intersection improvement areas for this project?
A: Thank you for the question. These are all smaller diameter landscape trees and some low-profile bushes. There are five trees and eight shrubs as called out on the construction plans. Exact measurements were not taken but can be if necessary.
Q (No subject): What firm is the City of Flagstaff using for Quality Assurance on this project?
A: That is not determined at this time.
SLED stands for State, Local, and Education. These are solicitations issued by state governments, counties, cities, school districts, utilities, and higher education institutions — as opposed to federal agencies.
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