Active SLED Opportunity · ARIZONA · CITY OF COTTONWOOD
AI Summary
City of Cottonwood seeks bids for Taxiway A Reconstruction & Drainage Improvements Phase 1 at Cottonwood Municipal Airport, including asphalt pavement removal and replacement, drainage enhancements, and water line construction. Bids due August 24, 2026 via eProcurement Portal. Pre-bid meeting August 11, 2026.
The City of Cottonwood is soliciting sealed bids for Taxiway A Reconstruction & Drainage Improvements Phase 1 from an experienced individual/firm with direct experience in these services. Sealed bids for the service specified will be received by the City of Cottonwood, Purchasing Division via the City’s eProcurement Portal at: https://procurement.opengov.com/portal/cottonwoodaz . Late submittals or unsigned submittals will not be considered under any circumstances. Additional instructions for preparing your bid are provided in the Proposal Requirements.
Solicitation documents are available to download upon registering as a vendor and following the project via the City's eProcurement Portal.
The City of Cottonwood was established in the 1870's as an agricultural community and incorporated in 1960. The City is located within Yavapai County with a population of 12,296 (2022) and encompasses 27.4 square miles (17,576 acres) within its corporate boundaries.
The Cottonwood Municipal Airport (FAA location identifier: P52) is located in the City of Cottonwood. The Airport is located in the northwestern portion of the City of Cottonwood, approximately 40 miles southwest of the Flagstaff metropolitan area and 100 miles north of the Phoenix metropolitan area. The Airport covers approximately 210 acres.
Cottonwood Municipal Airport, originally known as Clemenceau Airport, opened in 1929. The Airport was initially privately owned and included a 3,600-foot dirt runway, one hangar, and an office facility. In 1940, the Airport was acquired by Yavapai County in order to establish a county airport and oversee future improvements, maintenance, and operations. In the 1940's, Clemenceau Airport hosted primary flight training schools for both the Army and the Navy. After World War II, the Airport offered pilot training, charter air services, scenic rides , and aircraft sales and maintenance services. In 1968, the newly incorporated Town of Cottonwood (which became the City of Cottonwood in 1987) acquired the Airport from Yavapai County and has since operated the Airport through direct management and/or lease agreements with private entities.
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.
Bids will be evaluated based on responsiveness and best value to the City.
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.
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.
See attached Specifications and Plans.
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 |
| E-Mail: | jcook@cottonwoodaz.gov |
| Phone: | (928) 340-2714 |
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.
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 | Tuesday, August 11, 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.
A Pre-Bid Conference and site visit has been scheduled for Tuesday, August 11, 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.
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.
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.
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.
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.
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.
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.
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.
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.
See attachment G.
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.
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
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.
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.
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.
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.
Do you currently hold a City of Cottonwood Business Registration?
Information regarding the City of Cottonwood Business Registration application can be found at www.cottonwoodaz.gov.
Please download the below documents, complete, and upload.
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.
Please download the below documents, complete, and upload.
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 download the below documents, complete with Notary, and upload.
Please download the below documents, complete with Notary, and upload.
Please provide a brief project description. A few sentences of pagraph.
Please mark all that apply
Answer YES if you would like to evaluate Technical and Cost proposals separately.
Answer NO if you would like to receive and unseal Technical Cost information simultenously.
Will this solicitation result in a Contract or a Purchase Order only?
Expected date of the Council meeting that the Contract will be going to
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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