Project Information

Bid Title

SALES TAX AUDITING SERVICE

Issuing Agency

City of Douglas

Location

Arizona

Published Date

Mar 3, 2026

Closing Date

Mar 19, 2026

Government Level

State & Local

Status

Closed

Ref. #

RFP 2026 F 005

Original Source

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Bid Documents

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Project Description

Bid Number:	RFP 2026 F 005
Bid Title:	SALES TAX AUDITING SERVICE
Category:	Financial Services
Status:	Open

Publication Date/Time: 2/3/2026 8:00 AM Closing Date/Time: 3/19/2026 4:00 PM Related Documents: RFP 2026 F 005 Sales Tax Auditing Service

Attachment Preview

REQUEST FOR PROPOSALS

RFP 2026-F-006

EXTERNAL SALES TAX AUDITING SERVICES

1

BID NOTICE

NOTICE IS HEREBY GIVEN that the Mayor and Common Council of the City of

Douglas will receive sealed Bid Proposals until Four O’clock p.m. (4:00 p.m.) on the

19TH day of March 2026 for the following.

External Sales Tax Auditing Services

Specifications may be obtained at our website www.douglasaz.org/bids.aspx. Bids

will be received until the above hour specified and will be opened on said date and time

at a Bid Opening to be conducted by the Procurement Specialist in the Council

Chambers. Address all Bids to City of Douglas, Clerk, Alma Andrade, 425 10th St.,

Douglas, Arizona 85607, specifying on the outside wrapper the nature of the Bid and

reference RFP# 2026-F-005. The Council reserves the right to reject any Bid, defer

action on Bids and to waive any informality thereof. Any late submissions will be

returned to the sender.

Dated at Douglas, Arizona this February 23, 2026

Rene Rios

Procurement Specialist

City of Douglas

2

INSTRUCTIONS TO VENDORS

1. Preparation of Solicitation:

a. All responsive offers shall be on the forms provided in this solicitation. It is

permissible to copy these forms as required. Telegraphic offers or

mailgrams will not be considered.

b. The Offer document of the solicitation must be submitted with an original ink

signature by the person authorized to sign the offer. Unsigned offers will be

considered non-responsive and rejected.

c. Erasures, interlineations or other modifications in the offer must be initialed

by a person authorized to sign the offer section of the solicitation.

d. In case of error in the extension of prices in the offer, the unit price will

govern. No offer shall be altered, amended or withdrawn after the specified

time and date for opening offers.

e. Periods of time, stated as a number of days, shall be calendar days.

f. It is the responsibility of all Offerors to examine the entire solicitation and

seek clarification of any item or requirement that may not be clear to them

and to check all responses for accuracy before submitting an offer.

g. No responsibility will be attached to a City employee for premature opening

of an offer not properly addressed and identified in accordance with the

solicitation documents.

h. A late submittal notification will be sent to the Offeror. Late offer submittals

will not be considered under any circumstances.

i. Envelopes with insufficient postage may not be accepted by the City of

Douglas.

2. Prospective Offerors Conference: A prospective offerors conference may be

held. If scheduled, the date and time of this conference will be indicated on the

cover page of this document. The purpose of this conference will be to clarify the

contents of this solicitation in order to prevent any misunderstandings of the City's

position. Any doubt as to the requirements of this solicitation or any apparent

omission or discrepancy should be presented to the City at this conference. The

City will then determine the appropriate action necessary, if any, and issue a

3

written addendum to the solicitation. Oral statements or instructions will not

constitute an addendum to this solicitation.

3. Withdrawal of Bid/Proposal: At any time prior to the specified time and date set

for bid/proposal opening, an Offeror (or designated representative) may withdraw

the offer. The offer may not be amended or withdrawn after due date and time.

4. Addendum to Solicitation: Receipt of a solicitation addendum must be

acknowledged by the Offeror in the submittal.

5. Discounts: Payment discount periods will be computed from the date of receipt of

goods or correct invoice, whichever is later, to the date payment is mailed. Unless

freight and other charges are itemized, any discount provided will be taken on full

amount of invoice. Payment discounts of twenty (20) calendar days or more will be

deducted from the offer price in determining the low offer. However, the Buyer

shall be entitled to take advantage of any payment discount offered by the Vendor

provided payment is made within the discount period.

6. Taxes Sales Tax shall be included.

7. Award of Contract:

a. Unless the Offeror states otherwise, the Buyer reserves the right to award

by individual line item, by group of line items, or as a total, whichever is

deemed most advantageous to the City. If the Offeror's offer is an "All or

nothing" offer, it must be so indicated on the Offer Sheet.

b. The City of Douglas, notwithstanding any other provisions of this solicitation

(including attached documents), expressly reserves the right to:

1. Waive any insignificant defect or informality in any offer or solicitation

procedure;

2. Reject any or all offers; or

3. Cancel the solicitation.

c. An offer in response to a solicitation is an offer to contract with the City

based upon the terms, conditions and specifications contained in the City's

solicitation. Offers do not become contracts unless, and until, they are

accepted by the City of Douglas. A contract is formed when the City

Purchasing Office gives written notice of award(s) to successful offeror(s).

In the absence of a provision to the contrary in the solicitation, the contract

has its inception in the award as distinguished from a formal signing of a

separate contract. For that reason, all of the terms and conditions of the

procurement contract are contained in the solicitation.

4

CITY OF DOUGLAS

STANDARD TERMS AND CONDITIONS

The following terms and conditions, as applicable, are an explicit part of the solicitation

and any resultant contract. Any exceptions thereto must be specific and in writing.

1. CERTIFICATION. By signature in the Offer section of the solicitation, the Vendor

certifies that:

A. The Vendor has not paid nor agreed to pay any person, other than a bona

fide employee, a fee or a brokerage resulting from the award of any

contract resultant from this solicitation.

B. The prices in this solicitation have been arrived at independently without

consultation, communication, or agreement, for the purpose of restricting

competition as to any matter relating to such prices, with any other

Vendor, or potential Vendor.

C. The Vendor shall not discriminate against any employee, or applicant for

employment in violation of Federal Executive Order 11246 and State

Executive Order No. 75.5 and A.R.S. Section 31-1461 et. seq.

2. CONTRACT MODIFICATION. No modification of this contract shall bind Buyer

unless a formal Contract Amendment is executed between Buyer and Vendor.

3. SHIPMENT UNDER RESERVATION PROHIBITED. Vendor is not authorized to

ship the goods under reservation and no tender of a bill of lading will operate as

a tender of the goods.

4. PACKING AND SHIPPING. Vendor shall be responsible for industry standard

packing, which conforms to requirements of carrier's tariffs and ICC regulations.

Containers must be clearly marked as to lot number, destination, address and

purchase order number.

5. NO REPLACEMENT OF DEFECTIVE TENDER. Every tender of goods must

fully comply with all provisions of this contract as to time of delivery, quantity,

assortment, quality and the like. If a tender is made which does not fully

conform, this shall constitute a breach and Vendor shall not have the right to

substitute a conforming tender.

6. DEFAULT IN ONE INSTALLMENT TO CONSTITUTE TOTAL BREACH. Each

installment or lot of this contract is dependent on every other installment or lot

and a delivery of non-conforming goods or a default of any nature under one

installment or lot will impair the value of the whole contract and constitutes a

breach of the contract as a whole.

7. GRATUITIES. The Buyer may, by written notice to the Vendor, cancel this

Contract if it is found by Buyer that gratuities, in form of entertainment, gifts or

5

Commodity Codes

• NAICS 541211Offices of Certified Public Accountants
• NAICS 541213Tax Preparation Services
• NAICS 541219Other Accounting Services

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