INSTRUCTIONS FOR BIDDING
• CONTRACT DOCUMENTS
The contract documents may be obtained by electronic downloading from the internet at
http://www.planroomdirect.com/group/yavapai-county-public-works-department . It is the bidder’s responsibility to
check this website within 48 hours of scheduled bid opening to check for addenda and to comply with the final
contract specifications, including revisions in submitting the contractor’s bid. No revisions to the contract documents
will be posted online within 48 hours of the scheduled bid opening. Yavapai County will not be supplying bidders with
hard copies of the contract documents. It will be the bidder’s responsibility to contract printing services for hard copies
of the contract documents.
• SUBMITTING AN INQUIRY
All inquiries from bidders shall be sent in writing to Yavapai County via fax, email, or carrier service prior to 72 hours
of the scheduled bid opening. No inquiries will be accepted after this time.
• BIDDING DOCUMENTS
The bidder shall submit the following required documents in the specific format that follows, using two envelopes.
Both envelopes shall be securely sealed and identified by: envelope number, project name and number, the
bidder’s company name, and the date of submittal.
Envelope #1 – The first sealed envelope, Envelope #1 is required to contain the following completed and
signed documents and Envelope #2:
✓ Subcontracting Certification
✓ Affidavit of Non-collusion
✓ Addenda (if any)
✓ Envelope #2
Envelope #1 will be opened first and the contents reviewed for compliance. If all required documents are
provided, then Envelope #2 will be opened and the contents read aloud. Failure to submit any of the above
required documents may result in all bidding documents being returned to the bidder. Envelope #2 may not be
opened, and the bid may be disqualified in the County’s sole discretion, if any of the above required bidding
document(s) are missing.
Envelope #2 - The second sealed envelope, Envelope #2 is required to contain the following completed and
• BID SUBMITTAL DATE, TIME & LOCATION
Sealed bids shall be submitted on September 5, 2019, by 1:30 p.m. to the office of the Yavapai County Board of
Supervisors, 1015 Fair Street, Room 310, Prescott, Arizona 86305. Yavapai County will not be responsible for those
bids submitted that are not time/date stamped as received by the Yavapai County Board of Supervisors Office or sent
to the wrong address. NOTE: If submitting a bid via courier service (FedEx, UPS, DHL, etc.) or U.S. Postal
Service, the courier/mailing envelope may NOT be used as Envelope #1; i.e. all bid envelopes/documents
must be marked as indicated above and entirely contained within the mailing device. No bids will be accepted
after 1:30 p.m. (according to the Clerk of the Board’s official clock). The bids will be publicly opened and read aloud at
Yavapai County makes every effort to ensure a successful bid process. However, it is ultimately the bidder’s
responsibility to obtain, complete and submit the required paperwork in accordance with the above instructions.
Failure to do so will result in disqualification of the bid. By submitting a bid, the bidder acknowledges and agrees
that: (1) bidder has read, understands and agrees to be bound by the terms of these instructions; (2) bidder is
solely responsible for submitting a bid in compliance with these instructions, project plans, documents and all
addenda as may be posted at www.planroomdirect.com; and (3) if bidder’s bid does not comply in all respects
with the foregoing, bidder shall hold Yavapai County harmless for any and all losses that may result from the
disqualification of its bid or from Yavapai County awarding the contract to another individual or entity.
OPERATED EQUIPMENT - #1922779