2025- 174 ITB - As Needed Radio Telemetry, Software, and Electric Services (2).docx

Invitation to Bid

2025-174 As-Needed Radio Telemetry, Software, and Electric Services

Due Date: 2:00 PM, May 16th 2025

427 Rio Grande Place Aspen, CO 81611 (970)920-5059 Aspen, CO | Official Website

INVITATION TO BID

Sealed bids will be received by the City of Aspen, Colorado, through the Bidnet Direct website, www.bidnetdirect.com, until 2:00pm, May 16th, 2025 at which time the bids will be opened, for the following City of Aspen project:

2025-174 As-Needed Radio Telemetry, Software, and Electrical Services

Complete bid packages are available to download or from www.bidnetdirect.com. Vendors must be registered to view the bid packages. There is no charge to register. Call 800-835-4603 if you need assistance registering for free access.

The City reserves the right to reject any or all bids or accept what is, in its judgment, the bid which is in the City's best interest. The City further reserves the right, in the best interests of the City, to accept a late submittal or to waive any technical defects or irregularities in any and all bids submitted. The City cannot accept faxed or emailed bids.

Pursuant to the Colorado Open Records Act, C.R.S. Section 24-72-200.1 (CORA), any and all of the documents that are submitted to the City of Aspen may be deemed public records subject to examination and inspection by third parties. The City of Aspen reserves the right, at its sole discretion, to release for inspection or copying any document, plan, specification, proposal or other writing submitted pursuant to this request. Candidates should identify any portion of their proposals which they consider confidential.

Non-Discrimination Policy Any business that enters into a contract for goods or services with the City of Aspen or any of its boards, agencies, or departments shall:

(a) Implement an employment nondiscrimination policy prohibiting discrimination in hiring, discharging, promoting or demoting, matters of compensation, or any other employment-related decision or benefit on account of actual or perceived race, color, religion, national origin, gender, physical or mental disability, age, military status, sexual orientation, gender identity, gender expression, or marital or familial status.

(b) Not discriminate in the performance of the contract on account of actual or perceived race, color, religion, national origin, gender, physical or mental disability, age, military status, sexual orientation, gender identity, gender expression, or marital or familial status.

(c) Incorporate the foregoing provisions in all subcontracts hereunder.

Diversity and Inclusion The City shall acquire its goods and services in a manner that integrates fiscal responsibility, social equity, women and minority business opportunity, and environmental stewardship. Bidders should provide any additional information and or certifications describing the above.

Sustainability Considerations One of the City of Aspen’s values is stewardship, and the City has taken significant strides in embedding sustainable practices into our operations. In 2022, Aspen City Council set new greenhouse gas reduction goals (science-based targets) of 63% by 2030 and 2050. While not a requirement for this contract (unless otherwise stated in the scope of work or criteria list), the City encourages all vendors to share in their proposals how their products and services are supporting the City’s climate initiatives and goals. For more information on the City’s sustainability efforts and the Aspen Sustainability Action Plan, visit www.aspen.gov/climate.

Bids must be submitted, as a single Word or .PDF document, electronically through the Bidnet Direct website and named: “2025-174 by XYZ Company (enter company name)”.

No bid may be withdrawn within a period of sixty (60) calendar days after the date fixed for opening bids.

1. Overview

The City is accepting bids from qualified vendors to provide services on an as- needed basis that includes, but is not limited to:

· Radio telemetry, software, and electric for maintenance, optimization, design, emergency repairs, cybersecurity, and implementation projects located throughout the City for the water department

1. Requirements

· Shall be properly license in accordance with applicable local, state and federal regulations and should demonstrate their ability to:

· Perform all tasks in accordance with generally accepted professional standards.

· Provide to the City the best possible advice and consultation within Consultant’s authority and capacity as a Colorado Licensed Electrical Contractor, experienced SCADA, Electromechanical and software integrator.

· Comply with the regulations, laws, ordinances and requirements of all governmental agencies and authorities that have jurisdiction over design criteria and environmental impact applicable to individual projects.

· Keep all access credentials, licensing information, schematics, and other systems data that is in Consultant’s possession, whether digital or hard copy, properly secured per information security best practices.

· Assign work to be performed to qualified personnel in sufficient numbers to meet negotiated performance schedules.

· All inspection, planning, and design services shall meet all City of Aspen Information Technology (IT) requirements, applicable Cybersecurity protections, Water Distribution Standards, AWWA Standards, FCC Standards, and other applicable local, state, or federal regulations.

· Must have or obtain a current City of Aspen business license.

· Must have or obtain insurance at the specified levels in the Professional Services Agreement (Exhibit C).

1. Contract Agreement

The contract will be for a period of three (3) years with two (2) one-year options to renew if both parties are agreeable. The contract will begin in June of 2025. The City will allow an annual price increase based on CPI for years two and three, and the renewals if exercised.

The City does not guarantee a minimum dollar value per work, per year or throughout the contract period. The maximum dollar value per year shall be between $150,000 per contractor. Contract rates will be valid for all City departments.

Invoices must contain the following information in order to be processed in a timely manner.

· No lump sum totals. Invoices include the number of hours and the hourly rates.

· Invoices are paid NET 30.

· Invoices must be sent to the person who ordered the service. It is the contractor’s responsibility to get the name of person ordering the service along with telephone number and email address. Failure to send the invoice to the person ordering the service may result in a significant delay in processing and paying the invoice.

1. Proposal Process

Bids must be submitted, as a single Word or .PDF document, electronically through the Bidnet Direct website and named: “2025-174 by XYZ Company (enter company name)”.

1. Bid Timeline

The City estimates the following procurement timeline and reserves the right to modify it at any time for our convenience.

1. Selection Process

The bids shall be evaluated to determine which are the lowest responsive and responsible bids. In making that evaluation, service costs and the following specific criteria shall be considered:

1. Firm Experience: 20%

2. Public Awareness: 15%

3. Team Experience: 20%

4. Project understanding: 25%

5. Cost: 20%

1. Questions

Questions must be posted on the Bidnet Direct website, www.bidnetdirect.com. Answers are posted online for all Offerors to review and consider. It is the Vendor’s responsibility to check the website for Q&As, addendums, and other important information. Closing date for online questions is May 12, 2025.

1. Legal

The City reserves the right to reject any or all Proposals or accept what is, in its judgment, the Proposal which is in the City's best interest. The City further reserves the right, in the best interests of the City, to accept a late submittal or to waive any technical defects or irregularities in any and all Proposals submitted.

Pursuant to the Colorado Open Records Act, C.R.S. Section 24-72-200.1 (CORA), any and all of the documents that are submitted to the City of Aspen may be deemed public records subject to examination and inspection by third parties. The City of Aspen reserves the right, at its sole discretion, to release for inspection or copying any document, plan, specification, proposal or other writing submitted pursuant to this request. Candidates should identify any portion of their proposals which they consider confidential.

In order to fully understand the legal parameters of the City’s procurement process and contractual requirements, Respondents must review Exhibit A Instructions to Offerors of Professional Services and Exhibit C Professional Services Agreement.

By participating in the City’s procurement process, you are agreeing to the terms and conditions of the procurement process and the legal parameters of doing business with the City without change.

1. Exhibits

Exhibit A – Instructions to Offerors of Professional Services Agreement Exhibit B – Bid Proposal Form Exhibit C – Professional Services Agreement 2024 image1.png