Publishing Services as the Official Newspaper of Record

CITY OF BISBEE
NOTICE OF SOLICITATION
UNIFORM INSTRUCTIONS FOR PROPOSALS
PUBLISHING SERVICES TO SERVE AS THE
OFFICIAL NEWSPAPER OF RECORD
1. Introduction
The City of Bisbee is seeking sealed bids, proposals or statements of qualifications
(hereinafter collectively referred to as "proposals") in the manner specified herein from
qualified contractors capable of providing the following goods and services for
Publishing Services.
2. SCHEDULE OF EVENTS
Submittal Due Date: Monday, June 8, 2026, at 4:00 PM (Arizona,
MST)
Submittal Location:
City of Bisbee
City Clerk Office
118 Arizona Street
Bisbee, AZ 85603
3. Nature of the Purchase
The specifications and descriptions of the work and materials required are described in
the attached "Specifications, Scope of Work or Requirements" that accompanies this
Notice.
4. Preparation of Proposal
4.1 It is the responsibility of the Contractor to examine the entire solicitation
and to seek clarification of any requirement that may not be clear. This solicitation
includes the City of Bisbee's "Standard Terms and Conditions" and any "Special Terms
and Conditions" for this Contract, both of which will be incorporated into any Contract
between the City and the Contractor.
4.2 The City will not reimburse any costs incurred in developing, presenting,
or providing this proposal. All materials and documents submitted in response become
the property of the City and will not be returned.
4.3 A proposal that is submitted to the City becomes a public record. If the
Contractor believes that any information included in a proposal should remain
confidential, the Contractor must specifically identify that information and its reasons. In
the event of any public request for this information, the City will provide the Contractor
with notice of this request and a reasonable opportunity to obtain a court order, at the
Contractor's sole expense, protecting this information from release prior to making it
available.

4.4 The specifications stated in this solicitation are the minimum level
required. All proposals submitted must be for products or services that meet or exceed the
minimum level of all such specifications.
4.5 If brand names or specific products are identified in the specifications, the
Contractor may propose substantially equivalent alternatives. For any such proposal, the
Contractor must submit technical literature or detailed production information sufficient
to allow the City to evaluate the nature of the proposed product.
4.6 Prices shall be submitted on a per unit basis, by line item, when
applicable. The prices offered should not include applicable state and local taxes. The
City will reimburse the Contractor for applicable transaction or sales taxes, provided that
they are separately identified in any invoice. The Contractor will be responsible for the
payment of all applicable taxes.
4.7 Any exceptions that are included with the proposal shall be submitted in a
clearly identified separate statement by which the Contractor specifically identifies the
precise terms to which any exception is made and describes any alternative offer, if
applicable. Any exception that is not clearly identified will be without force and effect.
An attached preprinted form of contract or the Contractor's standard terms will not be
considered to be a specific statement of exception.
5. Submission of the Proposal
5.1 Sealed proposals must be in the actual possession of the City Clerk on or
prior to the exact time and date indicated in the Schedule of Events. Late proposals will
not be considered.
5.2 Sealed proposals must be submitted in a sealed envelope or container with
the following information clearly indicated on the outside:
a. Name of the Solicitation, as indicated by the City.
b. Name and address of the Contractor
5.3 A proposal shall be submitted in writing, by a paper document that is
printed, typed or in ink. Proposals submitted directly to the City by electronic means, by
facsimile, electronic mail, or otherwise, shall not be accepted. Any substitute for any
document forms provided with this Notice must be legible and must contain the same
information requested by any such form.
5.4 A proposal may be withdrawn upon the submission of written, signed
request submitted by the Contractor prior to the due date and time. A proposal may not be
amended or withdrawn after the due date and time.
6. Award of the Contract
6.1 The City reserves the right to waive any immaterial defect or informality
in a proposal; to reject any or all submittals or portions thereof; to reissue this Notice; and
to award this Contract on a partial basis, if in the best interests of the City.

6.2 Unless otherwise stated, this Contract will be awarded to the lowest
responsive, responsible bidder who has demonstrated the ability to
perform as required.
6.3 Factors that will be considered in making this award include technical
capability of the Contractor, performance history, demonstrated
availability of the necessary people and equipment, price and timeliness of
the performance.
7. Certification
7.1 By signing and submitting this Offer, the Contractor certifies that this
submission did not involve any collusion or other anti-competitive practice; that the
Contractor will not discriminate against any employee, applicant, or customer in violation
of applicable state and federal law; and that the Contractor has not given, offered to give
and will not give any economic opportunity, future employment, gift, loan, gratuity, trip,
favor or discount to any City employee or official in connection with this Proposal.
7.2 The Contractor further certifies that the individual signing this Proposal
has the authority to make a binding legal commitment on behalf of the Contractor to
perform and deliver everything that is required in connection with this Proposal. Unless
otherwise stated in the Contract Documents, the Offer shall be effective for a period of
thirty (30) days.

OFFER
TO THE CITY OF BISBEE:
The undersigned hereby offers and agrees to furnish the materials and/ or services
requested in compliance with all of the terms, conditions, specifications, and other
descriptions of the work associated with this proposal. The Contractor certifies that he or
she has read, understands and will fully and faithfully comply with this Contract, its
attachments and any referenced documents. The Contractor also certifies that the prices
offered were independently developed without consultation with any of the other bides or
potential bidders.
______________________________ _____________________
Authorized Signature Date
Printed Name and Title ________________________________________________
Company Name ________________________________________________
Address ________________________________________________
City, State and Zip Code _______________________________________________
Telephone Number(s) ________________________________________________
Company's Fax Number ________________________________________________
Email Address ________________________________________________

ACCEPTANCE OF OFFER
NOTICE OF AWARD
The Offer is hereby accepted by the City of Bisbee. This document shall also constitute
notice of award of this Contract to the Contractor.
The Contractor is now bound to sell the materials or services identified in this Notice of
Solicitation, subject to all terms, conditions, specifications, amendments, and other
associated documents and the Offer.
This Contract shall henceforth be referred to as Contract Publishing Services / Official
Newspaper of Record. The Contractor has been cautioned not to commence any billable
work or to provide any materials or services under this Contract until the Contractor
receives a formal notice to proceed from the City of Bisbee.
City of Bisbee
By _____________________ Date: _________________________
Its: _____________________

SPECIFICATIONS, SCOPE OF WORK OR REQUIREMENTS
1. Newspaper represents that it is a newspaper as defined by A.R.S. Section 39-201
(A) and that it currently does and shall comply in the future with all laws and
rules regarding the publication of materials for a municipality within the State of
Arizona during the term of this Agreement. The Newspaper further affirms that it
is a publisher of a newspaper within the City of Bisbee.
2. Newspaper's official affidavit of compliance with certain statutes of the State of
Arizona, including A.R.S. 39-201, is attached as Exhibit "A" and by reference
made a part of this Agreement.
3. Newspaper's non-collusion affidavit is attached as Exhibit "B" and by reference
made a part of this Agreement. The provisions of A.R.S. 38-511 regarding
conflicts of interest are hereby incorporated by reference.
4. Newspaper shall publish notices or documents at times and as requested by the
City per the following specifications:
A. Publications to be set in 6-point type size with spacing providing at least
11 printed lines per inch.
B. Publications to be set one column (12(11.9) picas) wide unless multiple
column typesetting is authorized by the City. When multiple column
typesetting is authorized, spacing between shall be 1 pica.
C. Publications including indentation and blank lines to be set by the City.
No additional spacing or white space shall be used.
5. Newspaper shall publish notices in accordance with the specifications of Section
4 of this Agreement for the price of ______________________ per column inch
per publication.
6. In the event that Newspaper publishes a notice or document which contains an
error not reflected in the material provided by City for publication, Newspaper
shall republish a corrected notice upon the request of and at no charge to the City.
Newspaper shall also be responsible for any incidental or consequential damages
as the result of its publishing errors.
7. Newspaper shall publish notices or documents for the City, provided material for
publication is received at the Newspaper's business office on _______________
before ________ (AM or PM) for publication on _________________________.
In the event the City has a publication exceeding 5 pages of material in typed,
single-spaced 8 12 "X 11" page format, Newspaper will be given 24 hours'
additional time for each 5 pages of such material, Saturdays and Sundays
excluded.
8. Newspaper shall provide, at no cost to the City, as part of this Agreement, a
subscription for the period beginning July 1, 2026, through June 30, 2027, be
mailed or delivered to the City Clerk, City of Bisbee, 76 Erie Street, Bisbee, AZ
85603. The Newspaper shall also provide, at no additional costs, proof of

publication, in conformance with A.R.S. 39-205, for all notices, or classes of
notices, requested by the City.
9. City hereby designates ___________________ as its Official Newspaper for the
Fiscal Year 2026-2027, for the period from July 1, 2026, through June 30, 2027.
10. In the event City requires publications or notices which do not fall within the
specifications of Section 4 of this Agreement, it shall specify the form, size and
spacing of such publication.
11. This is a non-exclusive contract for printing of notices to the public. The City
hereby reserves the right to contract for the publication of notices in other
newspapers and periodicals; in addition, any required use of the City's Official
Newspaper, as the City may deem to be appropriate.

EXHIBIT "A"
AFFIDAVIT
STATE OF ARIZONA )
)SS
COUNTY OF COCHISE )
The undersigned, being first duly sworn, does depose and state that he/she is the
fully authorized and acting representative of the
_________________________________, a newspaper of general circulation printed in
English within the City of Bisbee, Arizona, as required by A.R.S. 39-204; and that such
newspaper complies with the provisions of A.R.S. 39-201 and 39-203.
Further affiant sayth not.
_______________________________
Personally and as an Authorized
Representative of the Newspaper
Listed Above
Subscribed and sworn before me this ________ day of ______________, 2026.
_________________________
Notary Public
My commission expires: _________________________