Annual Contract for Advertising and Printing

NAVAJO COUNTY
NOTICE OF INVITATION FOR BIDS
B26-03-031
Annual Contract for Advertising and Printing
Pursuant to ARS 11-255, the Navajo County Board of Supervisors has called for bids of an annual contract for all
advertising and printing required or authorized to be made by all departments of county government for the year July 1,
2026 to June 30, 2027. All "qualified newspapers" (as defined below) within the county are invited to submit bids. Bidders
should familiarize themselves with the contents of ARS 11-254.01, 39-201 through 39-205, and 39-221.
The bidder shall be a qualified newspaper. A qualified newspaper is one that (1) is published within the county from
a known office of publication; (2) bears dates of issue and is numbered consecutively; (3) is regularly issued for the
dissemination of news of a general and public character at stated short intervals of time (daily, weekly, etc.); (4) is not
designed primarily for advertising, free circulation or circulation at nominal rates; (5) has a bona fide list of paying
subscribers; and (6) has been admitted in the United States as second-class mail matter for at least one year as of the
date of the bid. All bids must be accompanied by an affidavit of the publisher that the newspaper is qualified
pursuant to the foregoing requirements.
Competitive sealed bids for the specified material or service shall be received by the Clerk of the Board of Supervisor's
Office,100 East Code Talkers Drive, Holbrook, Arizona 86025, until the time and date shown below. Proposals received by
the correct time and date shall be publicly recorded. Navajo County takes no responsibility for informing recipients of
changes to the original solicitation document. Failure to submit amendments with the solicitation response may be
grounds for deeming submittal non-responsive.
Bids must be in actual possession of the Clerk of the Board of Supervisor's Office at the location indicated, on or prior to the
exact time and date indicated below. Late proposals shall not be considered. The official prevailing clock is in the Clerk of the
Board of Supervisor's Office.
Bid packets can be obtained by contacting the procurement officer below or may be downloaded from the County's website
at: https://www.navajocountyaz.gov/571/Procurement---Solicitations .
Bids must be submitted in a sealed envelope. The IFB number and the bidder's name and address should be clearly
indicated on the outside of the envelope. Failure to clearly indicate IFB number, name and address on the outside of the bid
package or envelope may be cause for the proposal to be deemed invalid. All proposals must be completed in ink or
typewritten. Questions must be addressed to the Procurement Officer listed below.
IFB NUMBER: B26-03-031
IFB DUE DATE: May 14, 2026, AT 3:00 P.M. LOCAL AZ TIME
BID OPENING DATE: May 14, 2026, AT 3:15 P.M. LOCAL AZ TIME
SUBMITTAL LOCATION: Clerk of the Board of Supervisor's Office
100 East Code Talkers Drive
P.O. Box 668 (if mailing U.S.P.S.)
Holbrook, Arizona 86025
DIRECT WRITTEN QUESTIONS TO: Kathleen Outland
(928) 524-4100
procurement@navajocountyaz.gov
Holbrook Tribune
4/15/26 & 4/22/26 - Publish Date(s)
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TABLE OF CONTENTS
Scope of Work Page 3 - 5
Instruction to Offerors Page 6 - 8
Standard Terms and Conditions Page 9 - 15
Special Terms and Conditions Page 16
Debarment Certification Page 17 - 19
Price Page Page 20
Offer Form Page 21
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Scope of Work
1. The bidder shall be a qualified newspaper. A qualified newspaper is one that (1) is published
within the county from a known office of publication; (2) bears dates of issue and is
numbered consecutively; (3) is regularly issued for the dissemination of news of a general
and public character at stated short intervals of time (daily, weekly, etc.); (4) is not designed
primarily for advertising, free circulation or circulation at nominal rates; (5) has a bona fide
list of paying subscribers; and (6) has been admitted in the United States as second-class
mail matter for at least one year as of the date of the bid. All bids must be accompanied by
an affidavit of the publisher that the newspaper is qualified pursuant to the foregoing
requirements.
2. The bid shall be for the publishing of official or legal notices, publications and classified
advertisements required or authorized to be made by Navajo County in the conduct of the
county's business, and other matters deemed necessary by the county to be published. Bid
award will be based on lowest cost for legal advertising.
3. The bid shall be at a rate per column inch for County publications (legal, classified display,
display advertising, etc.). Legal publications shall not be larger than the regular body type of
the newspaper in which it is published.
4. Enclosed is a sample of a legal publication item. The bid shall include a sample billing for
this item and an example of how this item would appear pursuant to the above requirements.
5. The bidder shall agree to provide the Navajo County Clerk of the Board of Supervisors with a
copy of every issue of the paper in which county publications, advertisements or notices are
published. In addition, the bidder shall agree to provide 10 additional copies to the Clerk of
the Board.
6. The bidder shall agree that all items will be published on the date specified by the requesting
department, and no alternative publishing date will be used unless approved by the
requesting department. The successful bidder will be responsible for proof-reading, except
for camera-ready items. All items shall be in the type and form prescribed by law.
7. All items to be published will be made available to the successful bidder at the Board of
Supervisors' Office in Holbrook, Arizona or by e-mail directly to the publisher. The successful
bidder shall pick up these items for publication upon notification of their availability or at a
set time agreed upon by the Clerk of the Board or confirm by e-mail the receipt of such items.
8. The bidder shall convert Excel documents to Word documents in order to publish documents
in the format provided.
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9. The bidder shall conform to ARS:
42-18109. Publication and posting of list and notice
C. The newspaper that prints the list and notice under section 42-18106
Delinquent tax list and notice of sale, shall also post the list and notice
from the first publication date through March 1 of the current year on the
internet on a website that posts the legal notices of ten or more Arizona
newspapers.
42-18110. Affidavits of posting and publication
B. Immediately after the last publication of the Delinquent tax list and
notice of sale, each publisher who publishes the list and notice on the
order of the county treasurer shall deliver to the treasurer and record an
affidavit of publication made by the publisher, manager or editor of the
newspaper to whom the facts of publication are known. A publisher who
fails to furnish and record the affidavit within ten days after the last
publication shall not be paid for the publication of the list and notice. The
recorded affidavit is prima facie evidence of the recited facts in any action
in the courts of this state.
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10. Sample - please provide a sample billing and how this item would appear in your
publication.
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INSTRUCTIONS TO OFFERORS
1. PROPOSAL FORMAT: Original and 2 copy (3 total) of each bid proposal should be submitted.
The original copy of the bid should be clearly labeled "Original" and shall be unbound and single-
sided. The material should be in sequence and related to the IFB. The sections of the submittal
should be tabbed, clearly identifiable and shall include a minimum of the following
sections: Price, Offer and Acceptance, Original IFB. The County will not provide any
reimbursement for the cost of developing or presenting bids in response to this IFB. Failure to
include the requested information may have a negative impact on the evaluation of the Offeror's
bid.
2. PREPARATION OF BID:
A. Facsimiles, telegraphic bids or mailgrams shall not be considered.
B. The offer and acceptance page shall be submitted with an original ink signature by the person
authorized to sign the bid.
C. Erasures, interlineations, or other modifications in the bid shall be initialed in original ink by the
authorized person signing the vendor offer.
D. In case of error in the extension of prices in the bid, unit price shall govern when applicable.
E. Periods of time, stated as several days, shall be in calendar days.
F. It is the responsibility of all Offerors to examine the entire invitation for bids package and seek
clarification of any requirement that may not be clear and to check all responses for accuracy
before submitting a bid. Negligence in preparing a bid confers no right of withdrawal after due
time and date.
3. WHERE TO SUBMIT BIDS: In order to be considered, the Offeror must complete and submit
their bid to the Clerk of the Board of Supervisor's Office at the location indicated, or prior to the
exact time and date indicated on the Notice of Invitation for Bids page. The Offeror's bid shall be
presented in a sealed envelope. The words "SEALED BID" with SERVICE DESCRIPTION, IFB
NUMBER, DATE AND TIME OF BID OPENING should be written on the envelope.
4. OFFER AND ACCEPTANCE PERIOD: In order to allow for an adequate evaluation, the County
requires an offer in response to this solicitation to be valid and irrevocable for sixty (60) days after
the opening time and date.
5. INQUIRIES: Any questions related to this Invitation for Bid shall be in writing and directed to the
Procurement Officer whose name appears on the front side of this document. The Offeror shall
not contact or ask questions of the department for whom the requirement is being procured. Any
correspondence related to a solicitation should refer to the appropriate Invitation for Bid
number, page and paragraph number. However, the Offeror must not place the number on the
outside of an envelope containing questions since such an envelope may be identified as a
sealed bid and may not be opened until after the official bid due time and date. Oral
interpretations or clarifications will be without legal effect. Only questions answered by formal
written Invitation for Bid amendment will be binding. Questions shall be submitted no later than
12:00 p.m. M.S.T., Wednesday, May 6, 2025 to allow a reply to reach all bidders before
submissions of their proposal. If the Department determines interpretations or explanations are
warranted, the response will be issued as an amendment to the Proposal Form and will be
posted on the County website at: https://www.navajocountyaz.gov/571/Procurement---
Solicitations by end of day on Friday, May 8, 2025.
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6. REQUEST FOR ADDITIONAL INFORMATION: The County reserves the right to request additional
information from Offerors for explaining the contents of their bid. Any such request shall be for
informational purposes only and does not constitute discussions.
7. AWARD OF CONTRACT: Notwithstanding any other provision of the Invitation for Bids, the
County reserves the right to:
(1) Waive any immaterial defect or informality; or
(2) Reject any or all bids, or portions thereof; or
(3) Reissue the Invitation for Bids.
A response to any Invitation for Bids is an offer to contract with the County based upon the terms,
conditions, and specifications contained in the County's Invitation for Bids. Bids do not become
contracts unless and until they are executed by the County's Procurement Manager. A contract
has its inception in the award, eliminating a formal signing of a separate contract. For that
reason, all of the terms and conditions of the contract are contained in the Invitation for Bids,
unless any of the terms and conditions are modified by an Invitation for Bids amendment, a
contract amendment, or by mutually agreed terms and conditions in the contract documents.
8. FAMILIARIZATION OF SCOPE OF WORK: Before submitting a bid, each Offeror shall familiarize
itself with the Scope of Work, laws, regulations and other factors affecting performance of work.
It shall carefully correlate its observations with requirements of the Contract and otherwise
satisfy itself as to the expense and difficulties attending the performance of the work. The
submission of a Bid will constitute a representation of compliance by the Offeror. There will be
no subsequent financial adjustment, other than that provided by the Contract, for lack of such
familiarization.
9. LATE BIDS: Late bids shall not be considered.
10. WITHDRAWAL OF BIDS: At any time prior to a specified solicitation due time and date an Offeror
(or designated representative) may withdraw the bid. Facsimile or telephone withdrawals shall
not be considered.
11. AMENDMENT OF INVITATION FOR BIDS: The Offeror shall acknowledge receipt of an Invitation
for Bids amendment by signing and returning the document by the specified due time and date.
Amendments may be obtained during regular business hours at the Navajo County Procurement
Office at: 100 West Public Works Drive, Holbrook, Arizona 86025 or may be downloaded at:
https://www.navajocountyaz.gov/571/Procurement---Solicitations. It is the bidder's
responsibility to obtain a copy of any amendment relevant to this solicitation. The County takes
no responsibility for informing recipients of changes to the original solicitation document.
Failure to submit signed amendments with the bid response may be grounds for deeming
submittal non-responsive.
12. SUBMITTAL: The offer and contract award sheet, the pricing schedule, and any solicitation
amendments must be signed and returned with the Offeror's bid.
13. CONFIDENTIAL INFORMATION: If a person believes that any portion of a proposal, bid, offer,
specification, protest, or correspondence contains information that should be withheld, then the
Procurement Manager should be so advised in writing (price is not confidential and will not be
withheld). The County shall review all requests for confidentiality and provide a written
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determination. If the confidential request is denied, such information shall be disclosed as
public information, unless the person utilizes the "Protest" provision.
14. EXCEPTIONS TO CONTRACT PROVISIONS: A response to any Invitation for Bids is an offer to
contract with the County based upon the contract provisions contained in the County's Invitation
for Bids, including but not limited to, the specifications, scope of services and any terms and
conditions. Offerors who wish to propose modifications to the contract provisions must clearly
identify the proposed deviations and any proposed substitute language. However, the provisions
of the Invitation for Bids cannot be modified without the express written approval of the Manager
or his designee. If a bid or offer is returned with modifications to the contract provisions that are
not expressly approved in writing by the Director or his designee, the contract provisions
contained in the County's Invitation for Bids shall prevail.
15. BID RESULTS: Bid results are not provided in response to telephone inquiries. A tabulation of
bids received is on file in the Procurement Office and available for review after contract award.
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STANDARD TERMS AND CONDITIONS
1. CERTIFICATION: By signature in the offer section of the Offer and Acceptance page, Offeror
certifies:
A. The submission of the offer did not involve collusion or other anti-competitive practices.
B. The proposer shall not discriminate against any employee or applicant for employment in
violation of Federal Executive Order 11246.
C. The proposer has not given, offered to give, nor 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 submitted offer.
D. The proposer submitting the offer hereby certifies that the individual signing the proposal
is an authorized agent for the company and has the authority to bind the proposer to the
contract.
E. Prohibition of Boycott of Israel: Contractor certifies that neither it nor its subcontractors
are currently or will be engaged in, for the duration of this Contract engage in, a boycott of
Israel as defined by A.R.S. 35-393 et seq. Violation of this certification may result in an
action by the County up to and including termination of the Contract.
F. Written Certification Pursuant to A.R.S. 35-394: Pursuant to A.R.S. 35-394, Contractor
certifies that it is not currently using, and agrees for the duration of this Agreement to not
use (1) the forced labor of ethnic Uyghurs in the People's Republic of China; (2) any goods
or services produced by the forced labor of ethnic Uyghurs in the People's Republic of
China; and (3) any contractors, subcontractors, or suppliers that use the forced labor of
ethnic Uyghurs in the People's Republic of China. The Subrecipient further acknowledges
and agrees that (1) if the Subrecipient becomes aware during the term of this Agreement
that it is not in compliance with this certification that the Subrecipient will notify the
County within five (5) business days after becoming aware of the noncompliance; and (2)
if the Subrecipient does not provide the County with a written certification that the
Subrecipient has remedied the noncompliance within one hundred eighty (180) after
giving notice thereof, the same shall constitute a material breach of this Agreement,
which shall then terminate automatically, except that if the Agreement termination date
occurs before the end of the remedy period, this Agreement terminates on the
Agreement's termination date. The County retains the legal right to inspect the records of
the Contractor and all Subcontractors to ensure compliance with this certification for the
duration of this Agreement.
2. TERMINATION OF CONTRACT: This contract may be terminated at any time by mutual written
consent, or by the County, with or without cause, upon giving thirty (30) days written notice to
you. The County at its convenience, by written notice, may terminate this contract, in whole or
in part. If this contract is terminated, the County shall be liable only for payment under the
payment provisions of this contract for services rendered and accepted material received by
the County before the effective date of termination.
The County reserves the right to cancel the whole or any part of this contract due to failure of
contractor to carry out any term, promise, or condition of the contract. The County will issue
a written ten (10) day notice of default to contractor for acting or failing to act as in any of the
following:
In the opinion of the County, contractor provides personnel that do not meet the requirements
of the contract;
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In the opinion of the County, contractor fails to perform adequately the stipulations, conditions
or services/specifications required in this contract;
In the opinion of the County, contractor attempts to impose on the County personnel or
materials, products or workmanship, which is of an unacceptable quality.
Contractor fails to furnish the required service and/or product within the time stipulated in the
contract;
In the opinion of the County, contractor fails to make progress in the performance of the
requirements of the contract and/or give the County a positive indication that contractor will
not or cannot perform to the requirements of the contract.
Each payment obligation of the County created hereby is conditioned upon the availability of
County, State and Federal funds which are appropriated or allocated for the payment of such
an obligation. If funds are not allocated by the County and available for the continuance of
service herein contemplated, the contract period for the service may be terminated by the
County at the end of the period for which funds are available. The County shall notify
contractor at the earliest possible time which service will or may be affected by a shortage of
funds. No penalty shall accrue to the County in the event this provision is exercised, and the
County shall not be obligated or liable for any future payments due or for any damages as a
result of termination under this paragraph.
3. RECORDS: Internal control over all financial transactions related to this contract shall be in
accordance with sound fiscal policies. The County may, at reasonable times and places, audit
the books and records of you or any and all of your subcontractors. Said audit shall be limited
to this contract and its scope of services.
4. ARBITRATION: It is understood and agreed that no provision of the contract relating to
arbitration or requiring arbitration shall apply to or be binding upon the County except by the
County's express written consent given subsequent to the execution of the contract. However,
at the County's sole option, or by other means expressly approved by the County, disputes may
be resolved through arbitration. The dispute shall be resolved as provided for in A.R.S. 12-
1501, et seq. Contractor shall continue to render the services required by this contract without
interruption, notwithstanding the provisions of this section.
5. INDEPENDENT CONTRACTOR: It is clearly understood that each party shall act in its
individual capacity and not as an agent, employee, partner, joint venturer, or associate of the
other. An employee or agent of one party shall not be deemed or construed to be the employee
or agent of the other party for any purpose whatsoever.
Contractor shall not be entitled to compensation in the form of salaries, or to paid vacation or
sick days by the County, and that such days do not accumulate for the use of same later.
Navajo County will not provide any insurance coverage to the Contractor, including Workmen's
Compensation coverage. The Contractor is advised that taxes or social security payments
shall not be withheld from a County payment issued hereunder and that Contractor should
decide to directly pay such expenses, if any.
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