SLED Opportunity · ARIZONA · COUNTY OF YAVAPAI, AZ
AI Summary
Yavapai County seeks bids for mill and fill pavement replacement and AR-ACFC installation on Williamson Valley Road in Prescott, AZ. The project includes asphalt paving, concrete median paving (additive alternate), and roadway striping. Bids due by April 16, 2026, with a mandatory virtual pre-bid conference on April 7, 2026.
Yavapai County requests Bids pursuant to A.R.S. § 34-201 for a mill and fill pavement replacement and Asphalt Rubber Asphalt Concrete Friction Course (AR-ACFC) installation of Williamson Valley Road between Shadow Valley Ranch Road and Mile Marker 3 in Prescott, Arizona.
ENGINEER'S ESTIMATE BASE BID $3,297,902.70
ENGINEER'S ESTIMATE ADDITIVE ALTERNATE BID $423,080.00
Section 2.6 ESTIMATED TIMELINE:
Changed: "Pre-Bid Conference (Non-Mandatory):"
To: "Pre-Bid Conference (Mandatory):"
Please use the See What Changed link to view all the changes made by this addendum.
The scope of work includes the furnishing of all labor, materials, equipment, fixtures, and services required for a mill and fill pavement replacement and Asphalt Rubber Asphaltic Concrete Friction Course (AR-ACFC) installation on Williamson Valley Road between City of Prescott boundary and Mile Marker 3 north of Pioneer Pkwy in Prescott, Arizona. The total project length is 10,562 feet with approximately 68,334 square yards of roadway surface receiving mill and fill treatment and AR-ACFC. Major project work includes 68,334 square yards of pavement milling and hauling; 8,616 tons of asphaltic concrete paving with PG 64-22 binder; and 2,434 tons of AR-ACFC installation. Other associated work includes: 1,800 square yards of shoulder widening paving, 6,833 gallons of bituminous tack coat (SS-1H); 5,467 gallons of bituminous tack coat for AR-ACFC, and implementing new roadway striping and marking layouts.
An additive alternate bid is also requested for paving the existing medians with 4-inch thick concrete at three locations on Williamson Valley Road and Pioneer Pkwy. The additive alternate bid includes 3,601 square yards of median base grading and concrete paving.
All work is to be done in accordance with the plans, specifications, and contract documents.
Examination by Bidders. At its own expense and prior to submitting its Bid, each Bidder shall (a) examine the full IFB including all Plans and Specifications, provisions, Specifications and specimen Contract, (b) visit the site and determine the local conditions which in any way may affect the performance of the work, including prevailing wages and other pertaining cost factors, (c) familiarize himself with all Federal, State, and local laws, ordinances, rules, regulations and codes affecting the performance of the work, including the cost of permits and licenses required for the work, (d) make such surveys and investigation, including investigation of subsurface or latent physical conditions at the site where the work is to be performed, as may be reasonably necessary for performance of the work, at its Bid price within the terms of the Contract, (e) determine the character, quality, and quantities of the work to be performed and the materials and equipment to be provided, and (f) correlate its observations, investigations, and determinations with the requirements of the Contract. The Contract contain the conditions, surveys, and other data used in the design of the work.
Payment shall be made only for the number of units/items actually used to complete the job and shall be compensation in full for furnishing all overhead, labor, materials, devices, equipment and appurtenances, as are necessary to complete the work under this contract. All work will be reviewed and found in a satisfactory manner as indicated in the Contract and as otherwise implied or required to fulfill the objective of this IFB. It is the intent of the Contract that maximum payments shall not exceed the agreed upon unit price(s) without duly authorized change orders, in the manner specified in the Contract. Each item, fixture, piece of equipment, work, etc., as indicated in the Contract, or specified anywhere in these documents, shall be completed with all necessary connections and appurtenances for the satisfactory use and operation of said item, and the total system or systems.
Any and all patents, license fees, permits, insurance premiums, etc., for the right to use equipment or processes included in this contract shall be included in the Bid price, and shall include all applicable taxes.
Cost of testing, and other incidental operations, profit and overhead cost, including the cost of supervision, temporary field offices, move-in, move-out, insurance, taxes, equipment not a permanent part of the job, and other incidental items, shall be included in the Bid price.
Alternative Bids will not be considered unless specifically called for. If a Bidder is in doubt as to the true meaning of any part of the Plans and Specifications, or finds discrepancies in, or omissions from the Plans and Specifications, they should submit these questions or observations through the OpenGov Procurement Portal no later than 1:30 pm on Monday, April 13, 2026, for an interpretation or correction thereof. The person submitting the request will be responsible for its prompt delivery.
Any interpretation or correction of the Solicitation will be made only by an Addendum duly issued by the County and posted on the OpenGov Procurement Portal, no later than no later than1:30 pm on Tuesday, April 14, 2026. The County will not be responsible for any other explanations or interpretations of the documents.
It is the responsibility of Bidder to examine the entire Solicitation, seek clarification in writing, consult with Bidder’s legal, financial, tax, and technical experts and check its Bid for accuracy before submitting a Bid. Lack of care in preparing a Bid shall not be grounds for withdrawing a Bid after the Bid Deadline.
Means a supplement to any of the Solicitation documents issued, in writing, after advertisement of but prior to the opening of Bids for a contract.
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.
The County requires electronic submission of all Bids. Please submit electronic responses via the OpenGov Procurement Portal. All submissions made through the OpenGov Procurement Portal will be locked and digitally encrypted until the submission deadline.
The Contract will be awarded to the lowest Responsible and Responsive Bidder complying with these instructions and with the Invitation for Bids. Notwithstanding any contrary or inconsistent provision in the Contract, Yavapai County reserves the right to accept or reject any or all Bids if it deems it in the best interests of the County. Yavapai County reserves the right, but is not obligated, to waive any lack of formal compliance in the Bids received. Deviations from County Specifications may result in rejection of Bid(s). The Award, if made, will be within sixty (60) calendar Days after the opening of Bids.
All information submitted with a Bid, including but not limited to pricing and cost information, is not confidential and any request for confidentiality of information submitted to Solicitation Contact Person shall not be protected from disclosure after Award notification. Requests to protect information or the entire Bid from disclosure will be denied.
Solicitation Contact Person may contact Bidder to confirm understanding of the Bid. Such contact shall occur after the Bid Deadline, after opening of Bids, and prior to Award. County shall seek written confirmation from Bidder and shall retain the request and confirmation, if obtained, in the procurement file.
Bidder may withdraw a Bid any time prior to the Bid Deadline. The Bid may not be amended or withdrawn after the Bid Deadline, except as otherwise provided by law or court order.
Bidders shall submit all inquiries regarding this Bid via the OpenGov Procurement Portal. Please note the deadline for submitting inquiries. All answers to inquiries will be posted on the OpenGov Procurement Portal. Bidders may also click “Follow” on this Bid to receive an email notification when answers are posted. It is the responsibility of the Bidder to check the OpenGov Procurement Portal for answers to inquiries
All contents of a Bid submitted in response to this Solicitation are subject to disclosure under Arizona Public Records Law (ARS § 39-121, et. seq.) after Award notification.
Bid tabulations and opening records will be posted to the OpenGov Procurement Portal within 2 business Days from the opening date.
It is Bidder’s responsibility to download this Solicitation from the OpenGov Procurement Portal. County will not supply Bidder with hard copies of this Solicitation, except for cause and in the sole and absolute discretion of Yavapai County. It is Bidder’s responsibility to check the OpenGov Procurement Portal for any inquiries, responses to inquiries, Solicitation Addenda, revisions, and other changes or clarifications to this Solicitation. A Bid must comply with this Solicitation and be submitted with all information requested in this Solicitation. If a substitute document is used for any supplied documents or forms such as the questionnaire or any Exhibits to this Solicitation, then the substitute documents must be legible and contain the same information requested in any such supplied documents or forms.
A Bid submitted in response to this Solicitation is an offer to contract with County based upon the terms, conditions, scope of work, and Plans and Specifications contained in this Solicitation. A Bid does not become a Contract unless and until County makes an Award. A Contract is formed when the Yavapai County Board of Supervisors signs the Contract on behalf of County, subject to the resolution of protests, if any, as specified in Section 9.1. No work may commence, or products be delivered until a work order or purchase order has been issued to Contractor.
A Bidder may submit a request for an unsubstantial, non-material exception or deviation to a specific term, condition, or other provision in this Solicitation. Requests for an exception must identify the specific condition, term, or other provision to be excepted or modified and clearly state any proposed substitutions or modifications.
A requested exception that substantially or materially alters a term, condition, or other provision may be rejected. Solicitation Contact Person shall determine, whether an exception is substantial or material and advise Bidder of the decision in the questions and answers section of the OpenGov Procurement Portal.
If a Bidder submits a preprinted contract, the preprinted contract shall be rejected.
A request for exception should be submitted through the question and answer section of the OpenGov Procurement Portal. Exceptions must be received no later than 1:30 pm on Monday, April 13, 2026. A request for exceptions shall not be accepted, in whole or in part, except in writing, per section Submission of Inquiries.
The County may extend the deadline for submittal through an Addendum, if any substantial change is made as a result of a request for exception.
If Bidder does not receive a written response to a request for exceptions prior to the Bid Deadline, Bidder may restate the request for an unsubstantial and nonmaterial exception in its Bid. A request for exceptions in a Bid will be considered by County when evaluating the Bid. If the request for exceptions is not acceptable, County may reject the Bid in County’s sole and absolute discretion. Bids taking exception to the Special Requirements of Solicitation stated within this Solicitation may cause the Bid to be considered nonresponsive and rejected.
Means the selection of one or more successful Bidders in connection with this Solicitation.
The Non-Collusion Affidavit within this Solicitation shall be submitted with a Bid through the SUBMITTALS section and shall include a signature by a person authorized to sign the Non-Collusion Affidavit. Failure to submit this form may result in rejection of the Bid, in County’s sole and absolute discretion.
Bidder shall hold its Bid open for a minimum of Ninety (90) Days from the Bid Deadline.
A copy of the certified check, cashier's check or surety bond in the amount of ten percent (10%) of the Bid shall be submitted with the Bid through the OpenGov Procurement Portal. The original must be mailed to Public Works, Attn: Amanda Cronkhite, 1100 Commerce Drive, Prescott, AZ 86305, within five (5) business Days after Bid opening. The Bid guarantee shall be in accordance with A.R.S. § 34-201(A)(3).
Contract shall include a contingency allowance contained in the pricing sheet to allow for unforeseen design changes. Use of this requires County’s approval prior to expenditures and invoicing. Access is not guaranteed, and any remaining amount will be returned to County via deduction change order.
The Contractor shall not assign payments of a Contract or any portion thereof without approval of surety and written consent of the County.
Any inquiry shall be submitted through the OpenGov Procurement Portal no later than 1:30 pm on Monday, April 13, 2026. Failure to do so will result in the inquiry not being answered.
Means the response to this Solicitation that offers to provide the requested goods, services or both.
Pursuant to A.R.S. § 34-201(A)(4), the County may reject any or all Bids or withhold the Award for any reason the County determines.
The County follows State and Federal guidelines for electronic signatures. An electronic signature shall be unique to the person using it, shall be capable of reliable verification and shall be linked to a record in a manner so that if the record is changed the electronic signature is invalidated.
Any inquiry that results in changes to this Solicitation shall be answered solely through a written response through the OpenGov Procurement Portal in questions and answers or a Solicitation Addendum. A Bidder may not rely on verbal responses from Solicitation Contact Person to inquiries.
Means the final date and time for submission of Bids to this Solicitation.
The Contractor or subcontractor shall not work on any part of the project or incur any expenses or obligations until a Notice to Proceed has been issued by the County. The County is not responsible for any costs incurred prior to issuance of the Notice to Proceed. The Notice to Proceed will be sent to the Contractor via email or delivered to the Contractor in person.
A Bidder shall clearly list any proposed subcontractors and the subcontractor’s proposed responsibilities in the Bid.
Plans, Specifications, and all other documents required by Bidders may be obtained by electronic download from the OpenGov Procurement Portal. It is Bidder’s responsibility to check this website on or after 1:30 pm on Tuesday, April 14, 2026, prior to the scheduled Bid opening, to check for addenda and review the final project Plans and Specifications for revisions prior to submitting their Bid. If a revision of the project Plans and Specifications is needed, they will be posted online by 1:30 pm on Tuesday, April 14, 2026, prior to the scheduled Bid opening.
Pursuant to A.R.S. § 34-201(A)(2), Contractors desiring to submit Bids may obtain copies of full or partial sets of Plans and Specifications for estimate on request or by appointment. The return of the Plans and Specifications shall be guaranteed by a deposit of $50.00 that shall be refunded on return of the Plans and Specifications in good order.
Prior to submission of Bids, Bidders must have a valid Arizona Contractor’s License of a type which meets all criteria and requirements to perform the work as specified in the Contract in accordance with the Arizona Registrar of Contractors. A copy of Contractor’s License shall be submitted with other required documents.
To the fullest extent permitted by law, County will not reimburse a Bidder for the cost of responding to this Solicitation.
Any attempted partial or full assignment by the Contractor of any Contract to be entered into hereunder, or any part thereof, or of funds received there-under by the Contractor, will have no legal effect nor will it be recognized by the County unless such assignment has had prior written approval of the Yavapai County Board of Supervisors and surety has been given due notice of such assignment in writing and has consented thereto in writing.
Means a person or corporate entity who responds to this Solicitation by submission of a Bid.
Yavapai County is not liable for any costs, expenses, fees, etc. incurred by Bidder prior to issuance of a Contract.
If any person contemplating submitting a Bid for the proposed Contract is in doubt as to the true meaning of any part of the Plans, Specifications, Contract or other proposed documents, or finds discrepancies in or omission from those documents, they shall submit via the OpenGov Procurement Portal a request for an interpretation or correction thereof no later than 1:30 pm on Monday, April 13, 2026, prior to the scheduled Bid opening. Any interpretation or correction of the proposed documents will be made and posted to the OpenGov Procurement Portal.
If the Contractor fails, neglects, or refuses to perform work tasks necessary for the completion of the total job; to replace defective work or to repair or resurface, in a manner that is acceptable to the Department Director; public rights-of-way disturbed by his work which are a nuisance, hazard, impedes or endangers vehicular traffic and the public; the Department Director may serve written notice upon the Contractor if its intention to have the work performed by others. Unless, within three (3) calendar Days after the service of such notice, the Contractor has made such arrangement and scheduled the accomplishment of said work tasks to the satisfaction of the Department Director, The County will proceed to have the work accomplished by others or by itself and deduct the costs thereof from amounts due to the Contractor.
Means days when Yavapai County is open for business and does not include weekends or the following holidays recognized by Yavapai County: New Year’s Day, Civil Rights Day, President’s Day, Memorial Day, Independence Day, Labor Day, Veteran’s Day, Thanksgiving Day, Day After Thanksgiving, and Christmas Day
Means the executed contract entered into pursuant to this Solicitation along with this Solicitation, including any Addendum, Exhibits, the Special Requirements of Solicitation, and the Scope of Work; the conforming Bid and any best and final offers; and any amendments to this Solicitation or the Contract; and any terms applied by law.
Unless otherwise stated in this Solicitation, each Solicitation Addendum shall be acknowledged through the OpenGov Procurement Portal no later than the Bid Deadline. Failure to acknowledge the Solicitation Addendum or to follow the instructions for acknowledgment of the Solicitation Addendum may result in rejection of a Bid, in the sole and absolute discretion of County.
Means any successful Bidder who has entered into a Contract with Yavapai County pursuant to this Solicitation.
A Bidder must provide his or her Arizona Transaction Privilege Tax number and/or Federal Employer Identification number, if applicable, in the space provided on the proposal and provide the tax rate and amounts where applicable in the Bid.
County is exempt from paying federal excise tax and state property taxes. County is not exempt from state and local transaction privilege (sales) taxes. The amount of any applicable transaction privilege or use tax of a political subdivision of the State is not a factor in determining an Award.
Means Yavapai County, a political subdivision of the State of Arizona.
For this Solicitation the following documents are listed in their order of precedence:
In the event of conflicts or discrepancies among the foregoing Solicitation documents, the document with a higher position (lower number) has a higher order of precedence.
Means calendar days unless otherwise specified.
The Contract will be in substantially the form of the included Specimen Contract. Any proposed contracts submitted with Bids will be rejected. If a Bidder objects to any term in the Specimen Contract, that Bidder must present that objection as an exception in the Bid for that objection to be considered, as outlined in section “Requests for Exceptions”.
Means all items attached as a part of this Solicitation.
Means the County employee responsible for the Finance Department of Yavapai County.
Are a sum of money specified in some contracts that are to be paid by one party to another as compensation for intangible losses.
Means the graphic portion of the Solicitation prepared by licensed professionals, illustrating the scope, layout, and intent of the work. Plans include, but are not limited to, drawings, diagrams, schedules, details, and notes. All information contained in the Plans is legally binding.
Means the County employee responsible for the Procurement division of the Finance Department of Yavapai County.
Means a person who has a current engineering registration granted by the Arizona State Board of Technical Registration in one or more branches of engineering recognized by the board.
Means a Bidder who has the capability to perform the contract requirements and the integrity and reliability which will assure good faith performance and as further clarified in the pricing sheet and scope of work.
Means a Bidder who submits a Bid which conforms in all material respects to the Invitation for Bids and as further clarified in the pricing sheet and scope of work.
Refers to this document with the Solicitation Number listed on the cover page and all terms and conditions and Exhibits herein, including any Solicitation Addendum subsequently issued.
Means Amanda Cronkhite Yavapai County Public Works Department, who may be contacted during the Solicitation process for questions and answers on the Solicitation. If the Solicitation Contact Person is unavailable, any supervisor in the Solicitation Contact Person’s department m ay perform the functions assigned to the Solicitation Contact Person.
Refers to the unique number designated on the cover page to this Solicitation.
Means the written portion of the Solicitation that describe the materials, products, systems, equipment, standards, and workmanship required for the project. Specifications define how the work is to be performed and what quality is expected and are legally binding. Specifications may follow CSI MasterFormat (commonly used in facility and building projects) or agency standards such as the MAG Uniform Standard Specifications and Details or the ADOT Standard Specifications for Road and Bridge Construction (used in public works and transportation projects). Specifications are used in addition to the Plans to fully define the scope, quality, and execution of the work.
Means any agreement, expressed or implied, between Contractor and another party or between a subcontractor and another party for performance of any work or furnishing of any material or any service required for the performance of the Contract.
Means additional terms, conditions, or requirements for the execution of the project.
Means the reference materials provided by the County to assist Bidders in understanding existing site conditions, design assumptions, or project context. These may include, but are not limited to, geotechnical reports, topographic or boundary surveys, utility records, environmental assessments, and engineering calculations. Supporting Documents are not part of the Plans and Specifications and are not contractually binding unless they are explicitly incorporated by reference in the Contract. Bidders are responsible for reviewing these materials and conducting their own due diligence as needed.
Means ten hours a day four days a week, exclusive of Fridays, Saturdays, Sundays, and the following holidays recognized by Yavapai County: New Year’s Day, Civil Rights Day, President’s Day, Memorial Day, Independence Day, Labor Day, Veteran’s Day, Thanksgiving Day, Day After Thanksgiving, and Christmas Day.
The following proposal is made for Williamson Valley Road Mill and Fill, 26-PW-51, Project # 2550548, in the County of Yavapai in the State of Arizona.
The Bidder certifies that the approved solicitation addenda, special requirements of Solicitation; including general submission instructions including all forms, scope of work, solicitation attachments and Exhibits, special provisions, Plans and Specifications, Supplemental Provisions, uniform instructions for Bid, pricing sheet and bonds authorized by the County of Yavapai and constituting essential parts of this proposal, have been carefully examined, and that the site of the work has been personally inspected. The undersigned declares that the amount and nature of the work to be done is understood and that at no time will misunderstandings of the documents or conditions to be overcome be plead.
The Bidder, further proposes to perform all extra work that may be required on the basis provided in the Specifications.
The Bidder further proposes to execute the specimen Contract and furnish the satisfactory labor and materials bond and performance bond within ten (10) calendar Days from the date of Notice of Award, time being of the essence. The Bidder further proposes to begin the work as specified in the Contract attached hereto, and to complete the work within Thirty (30) Working Days for the base Bid and Seven (7) Working Days for the additive alternate Bid, if additive alternate Bid is awarded (no construction activities shall be performed on July 1st or July 2nd), after the date of the written notice to proceed, and maintain at all times the bonds approved by the County, in an amount equal to one hundred (100) percent of the total Bid. These bonds shall serve not only to guarantee the completion of the work on the part of the Bidder, but also to guarantee the excellence of both workmanship and material and the payment of all obligations incurred, until the work is accepted.
The Bidder hereby offers and agrees to furnish the material, service and/or construction in compliance with all terms and conditions in the Solicitation. By confirming below, Bidder also certifies understanding and compliance with the Solicitation. Bidder certifies that prices offered were independently developed without consultation with any other Bidder or potential Bidder.
President:
Secretary:
Treasurer:
Corporate Seal:
If not applicable, please type in N/A.
Please download the below document, complete, and upload.
Please download the below document, complete, and upload.
Please download the below document, complete, and upload. The original must be mailed to the address noted in section 1.5.3. Bid Security.
Example: [Number of days] (##) Days
Five (5) Days
Example: [Number of days] (##) Working Days
Sixty (60) Working Days
Example: $50.00
Example: Public Works, Attn: Amanda Cronkhite, 1100 Commerce Drive, Prescott, AZ 86305
Q (Contract Time): Will Yavapai County entertain increasing the Contract Time from 16 working days to 40 working days?
A: An addendum has been issued to address this inquiry.
Q (Bituminous Material for AR-ACFC): Will Yavapai County allow a Terminal Rubber Blend vs. the specified Crumb Rubber for the bituminous material for the AR-ACFC?
A: An addendum has been issued to address this inquiry.
Q (Time Frame): The County time frame for this project is virtually unattainable. If allowed to work a full five-day week twelve hours/day and mill the project in its entirety and then pave, we feel we could meet your schedule. We understand that this would require building ramps and temp stripe the roadway to keep the road safe and passable. One option would be to mill one day ahead of paving with a 6-6 workday, five days/week so that day two we would be milling and paving at the same time.
A: An addendum has been issued to address this inquiry.
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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