Project Information

Bid Title

AUDITING SERVICES

Issuing Agency

City of Douglas

Location

Arizona

Published Date

Dec 11, 2025

Closing Date

Jan 7, 2026

Government Level

State & Local

Status

Closed

Ref. #

RFP 2026 F 004

Original Source

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Bid Documents

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Project Description

Bid Number:	RFP 2026 F 004
Bid Title:	AUDITING SERVICES
Category:	Financial Services
Status:	Open

Description: Professional Audit Services FY 2026-2028 Publication Date/Time: 12/11/2025 8:00 AM Closing Date/Time: 1/7/2026 4:00 PM Contact Person: Alejandro Martinez alejandro.martinez@douglasaz.gov Related Documents: 2026-F-001 Auditing Services Final

Attachment Preview

REQUEST FOR PROPOSAL

RFP 2026-F-004

Professional Auditing Services

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 7th day of January, 2026 for the following:

Professional Auditing Services

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, Alma Andrade, Acting City Clerk, 425 10th St., Douglas, Arizona 85607, specifying on the

outside wrapper of the sealed Bid and reference RFP# 2026-F-004. The Council reserves the right to reject

any Bid, defer action on Bids and to waive any informality thereof. Any late bids will be returned. RFP may

be downloaded by visiting our website http://www.douglasaz.gov/Bids.aspx.

Dated at Douglas, Arizona this December 11, 2025

Rene Rios

Procurement Specialist

City of Douglas

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.

1. PROPOSAL FORMAT: Original and 2 copies (3 total) of each proposal should be submitted on the

forms and in the format specified in the RFP. The original copy of the proposal should be clearly labeled

"Original" and shall be unbound and single-sided. The material should be in sequence and related to the

RFP. The City will not provide any reimbursement for the cost of developing or presenting proposals in

response to this RFP. Failure to include the requested information may have a negative impact on the

evaluation of the offeror's proposal

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 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 Finance Department 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.

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 otherwise were offered or given by the

Vendor or any agent or representative of the Vendor, to any officer or employee of the City of

Douglas with a view toward securing an order or securing favorable treatment with respect to the

awarding or amending, or the making of any determinations with respect to the performing of such

order. In the event this Contract is canceled by Buyer pursuant to this provision, Buyer shall be

entitled, in addition to any other rights and remedies, to recover or withhold from the Vendor the

amount of the gratuity.

8. WARRANTIES. Vendor warrants that all goods delivered under this contract will conform to the

requirements of this contract (including all applicable descriptions, specifications, drawings, and

samples), and will be free from defects in material and workmanship and will be free from defects

Commodity Codes

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

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