2-GI-RFP-FederalNonConstruction-062725.docx

PROPOSAL INFORMATION – Federally Funded Projects and/or Non-Construction

1. Understanding of the Work: All participating firms or individuals (hereinafter referred to as Offeror) are expected to examine all documents contained herein. Failure to do so shall in no way relieve an Offeror from obligations with respect to his/her offer or to the resultant award. Nonresponsive and incomplete submittals may be deemed cause for rejection. The County is not required to give consideration to any claim of misunderstanding.

2. Questions: Offerors, by their signature hereunder, shall agree to comply with all the conditions, requirements, and instructions of this Request for Proposal (herein referred to as RFP) as stated or implied herein. Should the County omit anything from this RFP package which is necessary to a clear understanding of the project, or should it appear that various instructions are in conflict, then the Offeror shall secure instructions from Jefferson County Purchasing. All questions must be submitted in writing or via e-mail to Jefferson County Purchasing by the time and date specified in the RFP. Questions must reference the RFP Proposal Number and the Project Title. Responses to Supplier inquiries for project budget or engineer's estimate will be deferred until after bid opening (for competitive sealed bids) or after award (for competitive sealed proposals).

3. RFP Modifications: Modifications to any of the terms, conditions, or specifications of this RFP which are made by the County after the packages have been distributed to prospective Offerors, and prior to the due date and time, will be made in writing, and signed by the Purchasing Manager. No employee of Jefferson County is authorized to modify any of the terms, conditions, or specifications of this package without written approval of the Purchasing Manager. This is not to imply that offers will not be accepted or considered for specifications which are different than those herein.

4. Joint Ventures: Principals from all Offerors participating in a joint venture must be present at the pre-proposal conference, if Mandatory, and indicate on the sign-in sheet their intentions to participate as a joint venture.

5. Collusion: By submitting an offer, the Offeror certifies that (a) the prices in the proposal have been arrived at independently without collusion, consultation, communication or agreement for the purpose of restricting competition as to any matter relating to such prices with any other participating Offeror or with any competitor; (b) the prices quoted herein have not been and will not be knowingly disclosed, directly or indirectly, by the Offeror to any other participating Offerors, competitors or County's representatives prior to the final date for submission of such offer; and (c) no attempt has been made and none will be made by the Offeror to induce any other person partnership or corporation to submit a proposal or not to submit a proposal (complementary or otherwise) for the purpose of restricting competition.

6. Obligation: By submitting a proposal, the Offeror acknowledges that (a) the preparation and submission of the proposal, and other quotations herein contained, does not obligate the County in any way; (b) the County assumes no obligation to enter into an agreement for the project; (c) all RFP documents are understood; and (d) the Offeror has the equipment, technical ability, personnel and facilities to complete the project as specified herein in accordance with the RFP documents.

7. Proprietary Information: Any information submitted may subject to disclosure as a public record under the Colorado Open Records Act, § 24-72-201 et seq., C.R.S. (“CORA”). If you consider any of the information being submitted to be trade secrets, privileged information, or confidential commercial, financial, geological, or geophysical data, it is your responsibility to label the information as such. The County has the final discretion in determining whether information is subject to disclosure under CORA.

8. Payment for Information: Any and all costs, fees and expenditures paid for, or incurred by, the Offeror in connection with (1) the RFP (2) negotiations (if any) between the Offeror and Jefferson County shall be the Offeror’s sole responsibility, and the Offeror shall have no recourse whatsoever against the County for reimbursement of such expenses.

9. Pre-submittal Corrections: Proposals should be free of erasures. Errors may be crossed out with corrections printed in ink or typed adjacent, and must bear dated initials of the person signing the proposal.

10. FOB Point: All prices offered are to be FOB DESTINATION unless otherwise specified.

11. Exceptions/Deviations: Any item which does not meet all of the terms, conditions, or specifications of this RFP must be identified on a point-by-point basis on a separate sheet of paper and returned with your proposal. Indicate the paragraph numbers from the RFP, or describe the specific location of a requirement specified in any attachment, for each deviation proposed. Deviations may be considered, provided that you submit adequate explanation and justification for any proposed deviation. If there are no exceptions/deviations, so state under the EXCEPTIONS section of the RFP.

12. Prices: All prices offered shall be less all taxes and discounts, and shall, in every way, be the total net price which the Offeror will expect the County to pay if awarded the project.

13. Withdrawal of Proposal: No proposal shall be withdrawn for a period of one hundred eighty (180) days subsequent to the opening of proposals without the consent of the County's Purchasing Director or his/her delegated representative.

Withdrawal of inadvertently erroneous proposals before the award may be permitted if the Offeror submits proof which clearly and convincingly demonstrates, as determined by the County, that an error was made. PROPOSALS MAY NOT BE RE-SUBMITTED.

14. Submittal Deadline: Hard copy proposals, faxed proposals, and emailed proposals are stamped with the date and time they are received in the County’s Purchasing office. Electronic proposals are stamped with the date and time they are received on the Rocky Mountain E-Purchasing System (RMEPS). Your proposal must be received in the format requested by the County by Purchasing no later than the date and time indicated in the RFP. Late proposals will not be accepted or considered.

It is the responsibility of the Offeror to ensure the proposal arrives in the County's Purchasing office or is uploaded to RMEPS by or prior to the time indicated on the RFP. The County will not accept any late proposals, regardless of the cause (e.g. traffic, inclement weather, parking, courier service, erroneous delivery to any other County office, delays in electronic uploads etc.), unless the County causes the delay.

15. Clarification: The County reserves the right to request additional written or oral information from Offerors in order to obtain clarification of their proposal.

16. Award Recommendation: The award recommendation shall be made to that responsible Offeror whose proposal is most advantageous to Jefferson County, price, qualifications as submitted with the proposal, and other factors considered.

17. Preliminary Procedures: The RFP, the RFP process and any negotiation towards a final contract are preliminary procedures only and SHALL NOT BE BINDING on the County unless and until the County has duly approved and executed a written agreement with the Offeror.

18. Process Termination: The County may terminate the RFP process and any negotiation or discussion in connection with the RFP at any time with or without notice to the Offeror or any other person. In such event, the county shall have NO LIABILITY whatsoever to the Offeror or any other person in connection with such termination.

19. Terms of Payment: The terms of payment shall be Net 30 following inspection and acceptance of goods/services or receipt of invoice, whichever is later, unless agreed to otherwise.

20. Nonperformance: Offerors who fail to perform in accordance with their proposal are subject to the County striking that Offeror from future bidding opportunities for a period of time to be determined by the Purchasing Manager.

21. Acknowledgement: By signing the Proposal Sheet contained in this RFP, the Offeror acknowledges that it has the proper legal authority to sign the document, it has received a copy of the RFP and it has read and understands each of the foregoing and all other documents in this RFP package.

22. Cooperative Purchasing: Jefferson County encourages cooperative purchasing in an effort to assist other agencies to reduce their cost of bidding and to make better use of taxpayer dollars through volume purchasing. Offerors may, at their discretion, agree to extend the prices and/or terms of the resulting award to other state or local government agencies, school districts, or political subdivisions in the event they would have need for the same product/services. Usage by any other entity shall not have a negative impact on Jefferson County in the current term or in any future terms.

23. Disposal of Unsolicited Financial Data: If unsolicited financial data is submitted with a bid response, such information will be destroyed so as not to become part of the public record open to inspection. Vendors are advised to not submit financial information unless it was specifically included as a requirement of the bid response.

24. Disadvantaged Business Enterprises: All disadvantaged business enterprises will be afforded full opportunity to submit proposals in response to all invitations and will not be discriminated against on the grounds of race, color or national origin for all proposals for negotiated agreements. Vendors are encouraged to utilize the services of the Small Business Administration and the Minority Business Development Agency of the Department of Commerce as applicable.

25. Consideration of Past Performance: Jefferson County reserves the right to consider past performance, historical information and fact, whether gained from the Offeror’s proposal, interviews, references, or any other source in the evaluation process.

26. Information Obtained from Private Plan Rooms: Jefferson County is not responsible for the accuracy of information obtained by Offerors from private plan rooms or other sources not authorized by Jefferson County.

27. Specifications Development Vendor Exclusion: Vendors that develop or draft specifications, requirements, or statements of work associated with the work included in this Invitation, or that assist in these activities, are excluded from submitting a bid. By submitting a bid, the Vendor affirms that they did not draft or develop any of the above-referenced items associated with this Invitation.

28. Domestic Preferences: Offerors shall to the greatest extent practicable consistent with law, use goods, products, or materials produced in the United States for their proposal.

29. Recoverable Materials: Offerors shall make maximum use of products containing recovered materials that are EPA-designated items unless the product cannot be acquired based upon not being competitively available within a timeframe included in the performance schedule; not meeting the bid performance requirements; or not being available at a reasonable price. Refer to https://www.epa.gov/smm/comprehensive-procurement-guideline-cpg-program.

30. Digital/Technology Accessibility: For RFPs with a digital interface or experience for users (e.g. monitors, signs, software, etc.), Offerors shall provide the Jefferson County’s Vendor Accessibility Checklist and an accessibility compliance report utilizing the current Information Technology Industry Council’s (ITIC) Voluntary Product Accessibility Template (VPAT 2.5 WCAG) and / or manual testing reports to demonstrate that all digital experiences including websites, applications, digital assets and digital interfaces meet all applicable Level A and AA success criteria of the Web Content Accessibility Guidelines (WCAG) version 2.1 with any exceptions approved by the County. Refer to C.R.S. § 24-85-103(2.5) and 8 CCR 1501-11 Technology Accessibility Rules for additional information.

GI-RFPS-Federal.docx (REV 06-24-25)