REQUEST FOR QUALIFICATIONS
The Yuma County Board of Supervisors
invites the submittal of a Statement of Qualifications for:
Responses will be received at the
198 Main Street, Yuma, AZ
Please refer to Attachments A and B for procurement schedule activities
For inquiries regarding this Request for Qualifications (RFQ) contact the Yuma County
Facilities Management Department
This is a notice of a procurement process that may result in an award;
however, it is not intended as and should not be construed as an offer to contract.
May 16, 2019
NOTICE OF REQUEST FOR QUALIFICATIONS
NOTICE IS HEREBY GIVEN that sealed proposals will be received by the Clerk of the Board of
Supervisors for furnishing the following items or services to Yuma County as follows:
RFQ NUMBER: YC2019-01
Photovoltaic Electric Generation Systems (Project)
Specifications and proposal packets are available upon request or on the Yuma County web site
at https://www.yumacountyaz.gov/i-want-to/view-request-for-proposals. For any questions
regarding the Project, contact Yuma County Facilities Management David E. Hylland, Director
by telephone (928) 817-5100 or by email at David.Hylland@yumacountyaz.gov.
Proposals shall be opened and the names of the Proposers publicly read in the Board of
Supervisors Auditorium located at 198 S. Main, Yuma, AZ. Details of each proposal will not be
announced at the time of opening. Sealed SOQs will be received until 11:00 A.M. LOCAL
TIME, MAY 16, 2019, at the Yuma County Administration offices located at 198 Main Street
(lobby), Yuma, AZ. SOQs shall be time and date stamped upon receipt by the Owner. Time of
SOQ arrival will be recorded from the Owner’s clock. Such information shall be made public
after all negotiations are completed and an award made by the Board. Award shall be made with
reasonable promptness by giving written notice to the Proposer whose proposal best conforms to
the invitation and will be the most advantageous to Yuma County. Other factors to be considered
may include, but are not limited to, quality, uniformity of product, and Proposer’s past
performance on other contracts. Award may be made to other than the lowest cost proposal.
However, all proposals may be rejected if the Board of Supervisors determines that rejection is in
the public interest.
As an alternative to a pre-proposal meeting, Yuma County is offering the opportunity to
visit the sites included as part of the Project. Prospective proposers can schedule site visits
between April 29 and May 3, 2019 through Yuma County Facilities Management. Please
contact Facilities Management Director David Hylland at (928) 817-5100 or
David.Hylland@yumacountyaz.gov to schedule a site visit.
Published: April 28 & May 5, 2019
Yuma Daily Sun
YUMA COUNTY FACILITES MANAGEMENT
By: /s/ David E. Hyland, Director
INSTRUCTIONS TO PROPOSERS
1. PROPOSALS SHALL BE SUBMITTED WITH ONE ORIGINAL AND SIX COPIES
AND an electronic copy of the proposal on a flash drive. In submitting Proposals, please
reference the serial Proposal number on the envelope/package for the purpose of
identification. All Proposals shall be submitted with original ink signatures by the
person authorized to sign.
2. Proposals shall be delivered to and time stamped by the Clerk of the Board of Supervisors,
198 S. Main Street, Yuma, AZ 85364, on or before the day and hour set for the opening of
Proposals in the published notice. Proposals shall be enclosed in a sealed envelope bearing
the title and number of the RFQ and the name of the Proposer. It is the sole responsibility of
the Proposer to see that his/her Proposal is received at the proper time. Neither electronic nor
“faxed” proposals shall be accepted.
3. Erasures, interlineations or other modifications in the Proposal shall be initialed in original
ink by the authorized person signing the Proposal.
4. In the case of errors in extension of prices in Proposal, the unit price will govern.
xpensive displays, bindings, or promotional materials are neither required nor desired.
6. Any Proposer may withdraw his/her Proposal, either personally or by written request,
including by email with an original, signed notice attached, at any time prior to the closing
time for receipt of Proposals. Telegraphic, “faxed”, or mailgram withdrawals will not be
considered a valid form of withdrawal.
7. All amendments to Proposals must be signed and returned to the Clerk of the Board of
Supervisors with the Proposal on the specified due date and time.
8. Proposals will be opened and read in the meeting room of the Board of Supervisors at the
time indicated in the notice. Details of each proposal, including proposed fees, shall not be
announced at the time of opening. Such information shall be made public after all
negotiations are completed and an award made.
9. Proposals received after the scheduled closing time for receipt of Proposals will be returned,
unopened, to the Proposer.
10. Per A.R.S. §11-254.01, award will be made with reasonable promptness to the Proposer
whose Proposal best conforms to the Proposal Scope of Work and will be the most
advantageous to the County with respect to price, conformity to Scope of Work, and other
11. All Proposals may be rejected if the Board determines that rejection is in the public interest.
12. The County reserves the right to waive any informalities in accepting and evaluating
13. If a person contemplating a Proposal for a proposed contract is in doubt as to the true
meaning of any part of the Proposal documents or finds discrepancies in or omissions from
said documents, he/she shall submit to the Yuma County Compliance Officer a written
request for an interpretation or correction thereof. The request can be transmitted via email
as an attachment as long as an original signature is on the request. The person submitting the
request shall be responsible for its prompt delivery.
14. It is the responsibility of all Proposers to examine the entire set of Proposal documents, to
seek clarification of any item or requirement, and to check all responses for accuracy prior to
submitting a Proposal. Negligence in preparing a Proposal confers no right of withdrawal
after due date and time.
15. The County will respond to Scope of Work questions that are received by 5:00 p.m. May 4,
2019. Any interpretation or correction of the proposed documents will be made only by
addendum and distributed by the County. A copy of such addendum will be emailed to all
who are known to have received a set of Proposal documents. Yuma County is not
responsible for any other explanations or interpretations of the proposed documents. Each
Proposer may ascertain receipt of all addenda issued by telephoning or sending an email
request to the Yuma County Compliance Officer. Proposer shall acknowledge all addenda in
accordance with the instructions on the Proposal.
16. Failure on the part of the Proposer to comply with all of these instructions may result in
Proposal rejection by the Board of Supervisors.
17. All Proposal prices shall be guaranteed by the Proposer to remain unchanged for a period of
one hundred and twenty (120) days from the date of the Proposal opening.
18. The Proposal specifications shall take precedence in any situation where the instructions to
Proposer and the Proposal specifications are contradictory.
19. The County is also a member of the cooperative purchasing group Strategic Alliance for
Volume Expenditures (SAVE) which allows participating agencies to utilize awarded County
contracts. Vendor(s) shall acknowledge and agree that the Proposal and proposal prices
offered to the County will also be offered to these additional agencies should they elect to
purchase off of this contract. Vendor shall note how long the Proposal prices shall remain
firm. Each agency shall be responsible for ordering and payment of each order placed
through this cooperative purchasing agreement.
20. All Proposers shall complete the attached Disclosure of Responsibility Statement and the
Non-Collusion Affidavit. Failure to do so may result in rejection of that proposal.
21. Dispute Resolution. Any dispute arising under or related to this Agreement shall be resolved
exclusively as follows, with the costs of any mediation and arbitration to be shared equally
by both parties:
a. Initial Resolution by Meeting. The parties shall first attempt to resolve amicably the
dispute by meeting with each other, by telephone or in person at a mutually convenient time
and location, within thirty (30) days after written notice of a dispute is delivered from one
party to the other. Subsequent meetings may be held upon mutual agreement of the parties.
b. Mediation. If the dispute is not resolved within sixty (60) days of the first meeting, the
parties shall submit the dispute to mediation by an organization or company specializing in
providing neutral, third-party mediators. Licensee shall be entitled to select either (i) the
location of the mediation or (ii) the organization or company, and Licensor shall select the
other. The mediation shall be conducted within sixty (60) days of the date the dispute is
submitted to mediation, unless the parties mutually agree on a later date.
c. Arbitration. Any dispute that is not otherwise resolved by meeting or mediation shall be
exclusively resolved by arbitration between the parties in accordance with the
Comprehensive Arbitration Rules & Procedures of JAMS, with the arbitration to be
conducted in Yuma, Arizona, or another location mutually agreed by the parties. The results
of such arbitration shall be binding on the parties, and judgment may be entered in any court
having jurisdiction. Notwithstanding the foregoing, either party may seek interim injunctive
relief from any court of competent jurisdiction.
22. All known subcontractors to this project must be indicated in the submittal. No subcontract
will be construed as making the County a party to such subcontract or subjecting the County
to liability of any kind to any subcontractor. No subcontract shall, under any circumstances,
relieve the Independent Contractor of liability and obligation under this contract; and despite
any such subletting, the County shall deal through the Independent Contractor.
23. The Proposer shall be in full compliance with all applicable Federal, State and local health,
environmental, and safety laws, regulations, standards and ordinances regardless of whether
or not they are referred to by the County, including Occupational Safety and Health Act
24. Yuma County’s purchasing policy is in accordance with ARS §11-254.01 and can be viewed
25. Any Proposer objecting to the recommendation of award, rejection of a proposal, solicitation
procedures, or any portion of the RFQ must submit a written protest to the Yuma County
Compliance Officer prior to the Board of Supervisors meeting at which the recommendation
is on the agenda for award or rejection. A complete description of the protest procedures
may be found in the County Purchasing Policy located on the County’s web site at
26. If the County is unable to successfully negotiate a contract with the highest rated Proposer,
the County may begin negotiations with the next highest rated proposal, cancel that RFQ and
re-solicit, or completely cancel the RFQ.