1-RFP 25-014 Traffic School Flashing Beacons Replacement.pdf

Date

August 13, 2025

Solicitation Number

RFP 25-014

Solicitation Title

Services to be performed for

Traffic School Flashing Beacons Replacement

Town of Parker – Traffic

Proposals will be received until 10:00 AM, MST, Friday, September 5, 2025 Electronically through https://parkeronline.bonfirehub.com/portal/?tab=openOpportunities

For additional information please contact Charles Ellis, Procurement Email: celllis@parkerco.gov 303-805-3188

Documents included in this package Cover Sheet Special Terms and Conditions Scope of Work & Specifications Town of Parker Purchase Order Terms & Conditions

The undersigned hereby affirms that (1) he/she is a duly authorized agent of the vendor, (2) he/she has read all terms and conditions and technical specifications which were made available in conjunction with this solicitation and fully understands and accepts them unless specific variations have been expressly listed in his/her offer, (3) that the offer is being submitted on behalf of the vendor in accordance with any terms and conditions set forth in this document, and (4) that the vendor will accept any awards made to it as a result of the offer submitted herein for a minimum of ninety calendar days following the date of submission.

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Town of Parker Finance Department

20120 East Mainstreet Parker, Colorado 80138-7334

REQUEST FOR PROPOSAL RFP-25-014

COVER SHEET

ELECTRONIC SUBMISSION OF OFFERS: The Town of Parker will only accept electronic bid proposals submitted through the www.gobonfire.com portal. A Submittal Log will be posted within three (3) Business days after the Opening and after the Town has had an opportunity to review and verify the submittals offered to the Town.

The original Offer must be received before the due date and time through an electronic package transmitted through the https://parkeronline.bonfirehub.com/portal/?tab=openOpportunities portal. The Vendor is responsible for ensuring its proposal is posted by the due date and time outlined in the solicitation document.

If the submittal arrives late, it will not be included in the electronic lockbox.

SCHEDULE OF ACTIVITIES: The following activities and dates tentatively outline the process to be used to solicit vendor responses and to evaluate each vendor proposal.

Distribute Request for Bid Wednesday, August 13, 2025 Deadline for Submitting Questions Friday, August 29, 2025 @ 10:00am Bid Submission Deadline Friday, September 5, 2025 @ 10:00am

PURPOSE OF SOLICITATION: The Town of Parker is seeking replacements for its Eltec School Flasher Assemblies. Current communication is through radio and using Eltec's software DLPRO 3000 and is installed on a 4" 16' Pelco style pole. The controller is installed in a cabinet that powers two 12" LEDs and one 8" LED and is a 12V solar powered system.

RESPONSE TO QUESTIONS: Questions which arise during the Response preparation period regarding issues around this Solicitation, purchasing and/or award should be directed electronically via the https://parkeronline.bonfirehub.com/portal/?tab=openOpportunities. The Vendor submitting the question(s) shall be responsible for ensuring that the question(s) is received by the date and time listed above in the schedule of activities for submitting the question(s).

Any official interpretation of this Solicitation must be made by an agent of the Town’s Procurement Division who is authorized to act on behalf of the Town. The Town shall not be responsible for interpretations offered by employees of the Town who are not agents of the Town’s Procurement Division.

SOLICITATION DOCUMENTS: The Town of Parker officially distributes solicitation documents through the Rocky Mountain E-Purchasing System and www.gobonfire.com. Copies of solicitations obtained from any other source are not considered official copies. Only those vendors who obtain solicitation documents from the https://parkeronline.bonfirehub.com/portal/?tab=openOpportunities portal will be in receipt of officially posted and relevant information regarding solicitations issued by the Town of Parker.

DEFICIENCIES, DEFECTS AND/OR DAMAGES TO PRODUCTS SHALL BE CORRECTED BY VENDOR: The successful Vendor shall promptly correct all deficiencies, defects and/or damages in equipment or products delivered to the Town in accordance with this Solicitation. All corrections shall be made within fifteen (15) calendar days after such deficiencies, defects and/or damages are verbally reported to the Vendor by the Procurement Division. The Vendor shall be responsible for filing, processing and collecting all damage claims against the shipper when applicable.

WARRANTY SHALL BE SUPPLIED IN WRITTEN FORM: The Vendor shall supply a copy of its written warranty certificates with its Response. If this written warranty is not provided in the Response, the Vendor may be given the opportunity to submit these certificates to the Town during the Response evaluation period in its best interest.

The warranty supplied by the Vendor shall remain in force for the full period identified by the Vendor, regardless of

Town of Parker Finance Department

20120 East Mainstreet Parker, Colorado 80138-7334

REQUEST FOR BID RFP-25-014

SPECIAL TERMS AND CONDITIONS

http://www.gobonfire.com/ https://parkeronline.bonfirehub.com/portal/?tab=openOpportunities whether the Vendor is under contract with the Town at the time of defect. Any payment by the Town on behalf of goods and services received from the Vendor does not constitute waiver of these warranty provisions.

CONFIDENTIALITY: Responses to this Solicitation are considered to be working documents while they are under consideration. The only information released at the public opening of Responses to this Solicitation will be the names of the respondents. Only after staff makes an official recommendation of award and a contract is fully executed will Responses to this Solicitation be available as public record.

Proposals submitted to the Town for consideration shall be subject to the Colorado Open Records Law, Section 24- 72-201, et seq., C.R.S., after award is made. Any confidential information in the Vendor’s proposal shall be identified as such. Should the Town receive a request for the release of any information in the Vendor’s proposal identified as confidential in accordance with the open records law, the Town will notify the Vendor of the request and will exercise best efforts in assisting the Vendor in taking all legally available steps to resist or narrow such request. If, in the opinion of Town’s legal counsel, the Town is nonetheless compelled to disclose any portion of such information to anyone or else stand liable for contempt or suffer censure or penalty, the Town may disclose such information without liability.

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1. Purpose

The Town of Parker is seeking replacements for its Eltec School Flasher Assemblies.

Current communication is through radio and using Eltec's software DLPRO 3000 and is installed on a 4" 16' Pelco style pole. The controller is installed in a cabinet that powers two 12" LEDs and one 8" LED and is a 12V solar powered system.

2. Scope of Work

Selection & Evaluation Process

1. Initial Evaluation

After the close of the RFP on September 5, 2025, Town staff will begin evaluating responses and select vendor(s) to proceed to the testing phase.

2. Testing Phase

a. Vendor(s) shall supply a test controller at no cost to the Town for staff to begin functional testing.

b. Functional testing will occur with the timeline TBD. Test controllers will be returned to vendors after testing.

3. Specifications

1. The unit proposed by any vendor shall consist of both a controller/operating software, whether replacing existing assembly altogether or using existing infrastructure.

2. All units shall have an interface to be able to test in-field and a 12V solar powered system.

3. A sample of any proposed hardware and firmware solution will be submitted to the

Town of Parker for functional testing. Test controllers will be returned to vendors at the conclusion of the RFP process.

4. Final evaluation will be at the Town's sole interpretation of the requirements and demonstrated operational characteristics.

5. Failure to meet all required elements may or may not disqualify a submission.

Town of Parker Finance Department

20120 East Mainstreet Parker, Colorado 80138-7334

REQUEST FOR BID RFP-25-014

SCOPE OF WORK AND SPECIFICATIONS

6. Vendors SHALL NOT contact Town staff during any phase of this RFP unless in response to a question from staff. Vendors can contact Charles Ellis, Chief Procurement Officer.

4. Submittal

Please include the following information in your proposal using the headings below and in the stated order:

1. Firm Description: Provide a brief description of the company including the location of the office proposed to handle this project. Describe the availability of staff to provide local troubleshooting services and their availability.

2. Project Team: Provide names and history of key staff assigned to this project and identify the project manager.

a. Provide an organizational chart for Sales staff and for post-sales Support staff for the company.

3. Comparable Projects & References: Provide a description of at least three (3) related projects completed within the last five years and provide reference information, including current contact name and phone numbers.

4. Scope of Services: Describe the proposed solution (equipment and other materials) and provide warranty and warranty process information.

5. Manufacturing & Delivery Schedule: Typical manufacturing lead times

6. Project Costs: Include per unit costs, software/portal annual fees, maintenance fees, and any other fees required or optional to utilize the equipment. Provide costs annually for up to 5 years.

5. Response Submission & Evaluation

1. GENERAL FORMAT: The respondent shall submit a response electronically via the Bonfire portal in the format detailed in Section 4. Submittal above along with a completed Cover Sheet.

2. INITIAL REVIEW OF RESPONSES BY PROCUREMENT: Only a complete response with the listed required submittal documents and meeting minimum qualifications will be considered. Failure to meet the minimum qualifications and submit the required documents will result in a response being declared non-responsive.

3. EVALUATION COMMITTEE REVIEW: A Town evaluation committee will evaluate and score each response based on established criteria. Respondents shall not contact members of the evaluation committee. Responses will be evaluated according to the respondents’ ability to best satisfy Town requirements.

Respondent’s submission is evaluated and scored on a weighted system to determine the best value as follows:

• Vendor Qualifications (30%): Respondent staff qualifications, history, location, references, and Firmware/Hardware Requirements Review.

• Functional Testing (20%): Operability within Parker testing environment.

• Project Costs (30%): Total project costs.

4. NEGOTIATIONS: Upon completion of presentation evaluation scoring, the Town reserves the right to enter negotiations with one or more selected respondents.

1. BEST AND FINAL OFFER (BAFO): The Town reserves the right to request a BAFO from selected respondent(s).

2. The respondent(s) shall submit a final price and any added value. If more than one respondent reaches this level, the negotiated terms, references, BAFO and added values will be considered in the award.

5. AWARD: The Town reserves the right to award a contract(s) and purchase order(s) to the company that provides the best value in performance of this service. The Town will make the final determination on the best value and award.

Town of Parker – Purchase Order