B-4762 Permeiter Fencing Services.pdf

City of Aurora

Finance/Purchasing Services, Suite 5700 15151 E. Alameda Parkway Aurora, Colorado 80012 www.auroragov.org

Invitation for Bids: B-4762

Class/Item: 28536, 33000, 33059, 91082, 91382, 93637, 98815, 98863, Date: July 8, 2025

Bid Deadline: 2:00 p.m. (MT), July 24, 2025

INVITATION FOR BIDS

The City of Aurora (“City”) is requesting written bids from qualified Contractors to provide all materials and labor for the installation of perimeter fencing around a water storage site. Detailed information is fully described in the scope of work.

Bid Submittals Bids shall be submitted electronically only through the Rocky Mountain e-Purchasing System (aka Bidnet at www.bidnetdirect.com/colorado) no later than 2:00 p.m. (MT) on July 24, 2025. Please be advised that bid submittals MUST be submitted through Bidnet to be considered responsive. The bid submittals shall be retained by the City and cannot be returned. If you need assistance with the registration or bid submittal upload process, contact Bidnet vendor support at 1-800-835-4603 or email e-procurementsupport@bidnet.com. No late bids will be considered.

Each electronic Bid submittal must consist of a copy of the Technical Qualifications Submittal Responses in a pdf file. In addition to the Technical Qualifications Submittal Responses each Contractor shall also submit a separate PDF file copy of their Bid Pricing using only those forms provided in this invitation for bids solicitation.

Note: Vendors intending on serving as subcontractors, or material suppliers should not submit a bid under this bid request process. This process is designed to pre-qualify Primary Contractors only. The City will not consider a contractor that intends to sub-contract for any portion of this work.

BIDS SHALL BE PREPARED AND WILL ONLY BE ACCEPTED ON FORMS SUPPLIED BY THE CITY

OF AURORA, COLORADO.

Bid submittals shall consist of:

PERIMETER FENCING

Pre-Bid Conference: Not applicable

Questions regarding this Invitation for Bids will be accepted by e-mail only until July 14, 2025, by 2:00 p.m. When submitting questions, please reference B-4762 in the subject line of your email. Questions shall only be addressed to Heidi Ellis, Senior Procurement Agent, at: heellis@auroragov.org.

http://www.bidnetdirect.com/colorado mailto:e-procurementsupport@bidnet.com mailto:e-procurementsupport@bidnet.com mailto:heellis@auroragov.org

A TENTATIVE SCHEDULE of key dates for the project has been established as follows:

July 11, 2025 2:00 p.m. Deadline for Written Questions July 24, 2025 2:00 p.m. Technical Qualifications Submittal Responses with Bid Pricing Week of July 30, 2025 Notification of Pre-Qualified Contractors Week of August 18, 2025 Work Begin

Solicitation Process The IFB is being solicited under a two-phase procurement process:

First Phase: The First Phase will require all interested Contractors to submit their Technical Qualifications Responses addressing only those items cited in Section IV, Technical Qualifications Submittal Requirements.

In addition to the Technical Qualifications Submittal Requirements, each Contractor shall also submit a separate PDF file labeled Bid Pricing using only Section VI. Bid Pricing Form format provided. A separate Bid must be submitted with each Contractor’s Technical Qualifications Submittal Requirements submitted.

Technical Qualifications Submittal Requirements will be reviewed/evaluated by a selection committee using the general evaluation criteria outlined in Section V, Technical Qualifications Submittal Requirements Review/Evaluation Process, in order to select the pre-qualified contractors who will be allowed to participate in the Second Phase of the Invitation for Bid process. During the Technical Qualification Submittal Requirements Evaluation, the City may at its sole discretion contact any or all the Contractor’s references, conduct interviews and/or discussions in order to complete the City’s responses evaluation of the Contractors submitted technical qualifications responses. Only those contractors who are placed on the pre-qualified list will be able to participate in the Second Phase.

Second Phase: During the Second Phase, the City shall notify all Contractors who responded to IFB-4762 of the results and the Contractors who were pre-qualified. Only those Contractors that the City has pre-qualified for further participation in the solicitation evaluation process shall have their Bid Pricing opened. It is the intent of the City to award the contract to the pre-qualified Contractor submitting the lowest overall Bid Pricing. The City shall be the sole judge in determining which Contractor has submitted the responsive lowest overall bid price.

Contract Award Once the Second Phase of the solicitation evaluation process has been completed, the recommendation for award of the contract will be sent to City of Aurora Council for approval. After approval of the award is obtained and the contract is signed, work may begin. Should the City be unable to execute an agreement with the lowest pre-qualified priced Contractor, the process will commence with the second lowest pre-qualified priced Contractor. This process will continue until a satisfactory contract is awarded by the City, or until the City exercises its right to reject all bid proposals received under this solicitation.

Bids will be considered only from Contractors who are regularly established in an appropriate custodial cleaning services business that provides the services identified in the scope of work, who are financially responsible, and who in the judgement of the City have the experience, resources and ability to perform the identified work in a professional and expedient manner. The City may request additional information as deemed necessary. Failure to provide such information may result in the Contractors bid being considered non-responsive.

The City reserves the right to reject any, and all bids, to waive any informalities in the bids received, and to accept the bid deemed most advantageous to the best interest of the City.

Period of Award The term of the award to be for one-hundred and twenty (120) calendar days from the effective date of award.

ESTIMATE OF QUANTITIES/AMOUNTS

The estimated quantities are given solely as a basis for the computation of the not-to-exceed amount of award. Estimated quantities shown are for bid evaluation only and constitute no guarantee what estimated quantities if any, may actually be ordered.

The City estimate quantities may increase or decrease according to the City’s actual needs during the award period. Any additional requirements in excess of these quantities may be subject to rebid.

Availability of Funds for Next Calendar Year Funds are currently not available for the award beyond this current calendar year. Therefore, the City is not obligated under this award beyond this current calendar year. This provision is notwithstanding any other provision of the Invitation for Bid addressing or affecting the contract period. All decisions to extend the contract are at the option of the City.

Performance Requirements Performance is an essential element of this bid. The successful Contractor failure to meet the performance schedules, or any other deficiencies that should arise, and given a reasonable length of time to correct said deficiencies, will be cause for termination of the contract by issuance of a written notification of cancellation by the City. Locations for all carpet cleaning services are provided in the scope of services.

Licenses The successful Contractor, without additional expense to the City, shall be responsible for obtaining any necessary licenses and for complying with any applicable federal, state, and municipal laws, codes, and regulations in connection with the prosecution of the services.

The successful bidder and any subcontractors, if applicable, will be required to obtain an Aurora Business License. The successful bidder shall provide the Aurora Business License number(s) to Heidi Ellis, Procurement Agent, within thirty (30) days of contract award.

Addenda or Addendums to this Invitation for Bids The City of Aurora reserves the right to amend, by an addendum or addenda to this Invitation for Bid, at any time and/or a multiple number of times prior to the date set for receipt of the submission of proposals.

Addenda or amendments will only be posted and updated on the Rocky Mountain E- Purchasing System located at www.bidnetdirect.com/colorado.

It shall be the responsibility of the bidder to obtain all addenda from the Rocky Mountain E- Purchasing System. Parties obtaining bid information from other sources do so understanding that their information may be incomplete, inaccurate, or out of date and therefore wholly unreliable from a commercial perspective. Contractors registered for the paid bidding notification service shall be notified either by fax or email depending on the service that they have subscribed to. It shall be the responsibility of prospective bidders registered for the no charge, no notification service on the Rocky Mountain E-Purchasing System to monitor the Rocky Mountain E-Purchasing System for any addenda. Failure to do so may lead to reliance on incomplete, inaccurate, or out of date information when submitting proposals subjecting such proposals to automatic disqualification from consideration. If revisions are of such a magnitude to warrant, in the City of Aurora’s opinion, the postponement of the date for receipt of proposals, an addendum will be issued announcing the new date. It is understood that any/all changes or revisions to this Invitation for Bids will be through written addendum from the Office of Purchasing Services only.

http://www.bidnetdirect.com/colorado

Confidentiality Please be aware that bids submitted to the City in response to this IFB shall be subject to the Colorado Open Records Law, Section 24-72-201, et seq., C.R.S. Any privileged or confidential information in the Contractor’s bid shall be specifically identified as such by the Contractor. If any information is considered to be confidential, the Contractor shall agree to indemnify the City for any and all attorney fees the City may incur in defending the withholding of such information by signing and returning the letter found in Section VII of this IFB. Should the City receive a request for the release of any information in the Contractor’s bid’s accordance with the open records law, the City will review the Contractor’s bid, giving consideration to the portions that the Contractor indicated contained trade secrets, privileged information, or confidential commercial, financial, geological, or geophysical data, and may release only that information which has not been identified as confidential so long as Section VII has been signed and returned by the Contractor along with the bid. Should the Contractor choose not to sign and return Section VII, all information in the Contractor’s bid may be considered releasable by the City. If, in the opinion of City's legal counsel, the City is nonetheless compelled to disclose any portion of such information to anyone or else stand liable for contempt or suffer censure or penalty, the City may disclose such information without liability.

Sample Services Agreement Included in this IFB solicitation package is a sample of the standard "Services Agreement", that shall be used by the City for the award of the contract. The awarded contractor will be required to sign this agreement prior to start of service.

Insurance Requirements Attached to the sample "Services Agreement" is a copy of the City's current insurance requirements (Form 410-33). The awarded contractor will be required to provide these prior to award of a contract.

Changes in Scope of Service The Project Manager will agree that any change of scope in the service to be performed after the original contract has been signed shall be documented as a written change order, be accepted by all parties, and made a part of the original contract by change orders.

Invoicing:

The City’s normal payment procedures are thirty (30) days from approval of a correct invoice, and acceptance of the services provided. Therefore, the City is not obligated to accept any accelerated payment procedures on the awarded contract that results from this solicitation.

Further, any Contractor stipulating accelerated payment procedures as a condition of their bid may be considered non-responsive and not considered for award. Invoicing for regular services and special/emergency service shall be sent directly to the City Representatives listed in Section I-Special Conditions, paragraph Monthly Invoice Payment Requests.

Subletting of Contract The successful Contractor agrees not to assign or sublet the whole or any part of the contract without the prior written consent of the City.

Contractors Acceptance of the Invitation for Bids By submitting a bid in response to this Invitation for Bids, the Contractor accepts all of the conditions described in this Invitation for Bids, including the Services Agreement and agrees to abide by all final decisions made by the City.

Award Requirements It is the intent of the City to award to the lowest responsive, responsible Contractor provided the bid has been submitted in accordance with the requirements of the bidding documents, judged to be fair and reasonable, and does not exceed the appropriate funds available. The City shall be the sole judge of the Contractor’s technical qualifications, and whether the bid is in the best interests of the City.

The City shall have the right in its sole discretion to terminate the award with or without cause. The terms and conditions of this “Invitation for Bids”, shall be incorporated in the award by reference. No other documents, agreements, contracts or addendum will be a part of this bid and/or award, unless authorized through Purchasing Services.

THE CITY IS EXEMPT FROM STATE AND FEDERAL TAXES AND WILL EXECUTE THE REQUIRED

EXEMPTION CERTIFICATES.

The City reserves the right to reject any and all bids, to waive any informalities in the bids received, and to accept the proposal deemed most advantageous to the City.

CITY OF AURORA, COLORADO

Heidi Ellis

Senior Procurement Agent

Attachments: Section I Special Conditions Section II Scope of Work Section III Bid Pricing Form Section IV Technical Qualifications Submittal Requirements Section V Evaluation Criteria Section VI Letter of Indemnification for Withholding Confidential Information Section VII W-9 Request for Tax-Payer Identification Section VIII Business Size Status Form Section IX Sample Services Agreement with Insurance Requirements

SECTION I

SPECIAL CONDITIONS

PURPOSE

It is the intent of this “Invitation for Bids” to describe the perimeter fencing work details to secure bids from qualified Contractors. Should any interested Contractor find any part of the listed specifications, terms and conditions to be discrepant, incomplete, or otherwise questionable in any respect, it is the responsibility of concerned party to notify the “City Contact” identified below of such matters to obtain clarification(s). Failure to seek clarification(s) that could possibly have a negative impact on a Contractor’s bids shall not be the fault of the City.

WORK REQUIREMENTS

Performance of work in a timely manner is an important element of this solicitation bid. The successful Contractor’s failure to meet the work schedule, or any other deficiencies that should arise, and given a reasonable length of time to correct said deficiencies, will be cause for termination of the order/contract by issuance of a written notification of cancellation.

PRICES

Prices bided shall be inclusive of any/all labor, licenses, materials, supplies, equipment and delivery to provide required products/work, excluding all non-applicable Federal, State and City taxes. Tax Exemption Certificate will be furnished upon request.

PAYMENTS

The City’s normal payment procedures are net 30 days from approval of a correct invoice.

Therefore, the City is not obligated to accept any accelerated payment procedures on the contract that results from this bid. Further, any Contractor stipulating accelerated payment procedures as a condition of their submitted bid may be considered non-responsive and not considered for award.

RESPONSIBILITY FOR BID PRICING

The City is not liable for any costs incurred by any company associated with the preparation of a bid, the contract, or for work prior to the award of the agreement.

SAMPLE SERVICES AGREEMENT

Included in this solicitation is a sample of the standard Service Agreement the awarded company will be required to execute with the City prior to commencement of work.

INSURANCE REQUIREMENTS

Attached to the sample Service Agreement is a copy of the City’s current insurance requirements (Form 410-33), Attachment 1.

INDEPENDENT CONTRACTOR

The successful company is an independent contractor. The independent Contractor is not entitled to workers’ compensation benefits. An Independent Contractor is obligated to pay federal and state income tax on any monies earned pursuant to the contract relationship.

Additionally, it is understood that the Independent Contractor is not entitled to unemployment insurance benefits unless unemployment compensation coverage is provided by the Independent Contractor or some entity other than the City of Aurora, Colorado.

SUBLETTING OF CONTRACT

The Contractor will agree not to assign or sublet the whole or any part of the contract without the prior written consent of the City.

CHANGES IN SCOPE OF WORK

The City Project Manager will agree that any considerable change of scope in the work to be performed after the original contract has been signed shall be documented as a written change order, be accepted by all parties, and made a part of the original contract by amendment.

The remainder of this page left blank intentionally

SECTION II

SCOPE OF WORK

GENERAL SCOPE OF WORK:

The successful Contractor shall be responsible for providing all materials and labor for the installation of perimeter fencing around a water storage site. Detailed information is fully described in the scope of work.

1. PROJECT OVERVIEW

The City of Aurora ("City") is the owner of a water storage site known as the "Walker Reservoir Complex" in Weld County, Colorado. The Walker Reservoir Complex is approximately 145 acres located at

Portions of the Walker Reservoir Complex have been mined over the last several years and were under the ownership or control of Hall-Irwin and their DRMS Permit. Now that the mining operations are complete, the City would like to have fencing installed around the perimeter of the site to deter trespassing, vandalism, theft, damage or other adverse impact to City property.

2. SCOPE OF SERVICES

The Contractor will be responsible for:

• The installation of a fence approximately 9,000 feet to 10,000 feet of five (5) strand barbless wire fence that includes steel t-posts, in accordance with manufacturer's requirements for preparation of surfaces and material installation instructions.

• The installation of 10-14 Single H-Braces or Wood End Braces as coordinated with the City Project Manager.

• The installation of 20-30 Double Wood Line, Corner Braces, or Double Corner H-Braces as coordinated with the City Project Manager.

• The installation of 4-8 gates either, 12 feet single gate, or 24 feet double farm, as coordinated with the City Project Manager.

• Including all necessary due diligence, reconnaissance and restoration, but not limited to:

core drilling, utility locates, staking, mowing, access controls, site security, landscape reclamation, grounding, permitting, testing, rock drilling, equipment, and surveying, as coordinated with the City Project Manager.

3. MAP DRAWING

A description map drawing is attached following this page for review and reference.

4. WARRANTY

The Contractor is responsible for providing a service and material warranty. Manufacturer Warranty: Provide standard manufacturer warranty for installed sealants and accessories that fail to achieve a watertight seal, exhibit loss of adhesion or cohesion, or do not cure.

Complete forms in Owner's name and register with manufacturer

SECTION III

PRICING FORM

Submitted Bid Pricing must include all labor, materials, supplies, equipment, transportation, and any cost that is required to provide the perimeter fencing work specified in the scope of work.

No additional charges will be reimbursed after contract award unless mutually agreed upon by and between the City Project Manager, the Contractor, and incorporated in a written change order to the contract. Pricing provided must remain firm during the contract award.

Payment terms Net 30.

BID SIGNATURE PAGE

In submitting this bid B-4762, it is understood that the right is reserved by the City of Aurora to reject any and all bids, to waive any informalities in the bids received, and to accept the bid deemed most advantageous to the City of Aurora.

The undersigned further states that this bid is made in good faith and is not founded on, or in consequence of, any collusion, agreement or understanding between oneself or any other interested party.

OFFICIAL ADDRESS:

(REMITTANCE CONTRACTOR NAME)

(TYPE OR PRINT PRINCIPAL’S NAME)

(SIGNATURE OF PRINCIPAL)

(TITLE)

PHONE:

(DATE)

(EMAIL)

SECTION IV

TECHNICAL QUALIFICATIONS SUBMITTAL REQUIREMENTS

Interested Contractors submitted bid shall be limited to fifteen (15) pages, including cover letter, index and table of contents, resumes, and descriptions of similar services. City required or optional forms do not count towards the fifteen (15) page limit. Please do not add extraneous brochures.

Technical Qualifications Submittal responses will only be considered from Contractors who are established in the commercial fencing business, financially responsible and have experienced personnel able to provide the work required by the City.

NOTE: The information provided by your company’s submittal is the basis for evaluation of each

Contractor qualifications. Omissions of any of the requested information will affect your company’s overall evaluation.

CONTRACTOR QUALIFICATIONS AND REQUIREMENTS:

Contractors interested in submitting technical qualifications must submit the information below in order listed.

1. Company Name Address (City, State and Zip)

Business phone number Email Address Primary contact person

2. Company Information:

Company business hours Number of years company has been in business Number of years company has been in business under current business name Number of full-time employees Number of employees that perform fencing work Provide a detailed description of your overall experience Provide a detailed description of your fencing methods Provide a detailed description of your vehicle-mounted fencing equipment to include:

a) Make and model of vehicle(s)

3. Provide three (3) current references that have similar fencing installation work. Include the following for each contract.

a. Name of contact person

b. Phone number of contact person

c. Size of contract including square footage amounts

d. Description of the work and schedule

4. Include Bid Pricing Form and Contractor’s Acknowledgement Form

5. Open Records Request Form

6. Request For Business Size Status

Section V

EVALUATION CRITERIA

The following criteria shall be used to determine which Contractors shall be approved to move to the second phase of the bidding process.

Technical Qualifications Submittal Requirements responses will be reviewed and evaluated based on the criteria listed below:

Criteria Points

1 Contractors Company Background, Experience and Staffing. 25 Demonstrated capability and competence of Contractors’ ability to provide work including availability and required fencing equipment, vehicles, and staff.

2 Contractor description of standard fencing work procedures. 20

3 Contractors key personnel assigned to the project. 20

4 Pricing. 20

5 Past Performance –includes experience of providing services of similar 10 size and scope.

7 Contractors overall ability to perform and provide services. 05

VI

OPEN RECORDS REQUEST FORM

City of Aurora Finance/Purchasing Services, Suite 5700 15151 E. Alameda Parkway Aurora, Colorado 80012 www.auroragov.org

RE: Request under the Colorado Open Records Act

Invitation to Bid, B-4762 Perimeter Fencing Work

Statement of Qualifications and Bid Pricing submitted by bidders in response to the City of Aurora’s Invitation for Bid-4762 are subject to the Colorado Open Records Act. Should the City receive a request for the release of any information in the Contractor’s bid in accordance with the open records law, the City will review the Contractor’s bid, giving consideration to the portions that the Contractor indicated contained trade secrets, privileged information, or confidential commercial, financial, geological, or geophysical data, and may release only that information which has not been identified as confidential and/or proprietary in your bid pursuant to C.R.S. 24-72-201.

By having an authorized officer of the company sign below, contractor agrees to indemnify the City of Aurora for any and all attorney fees that the City may incur in defending the withholding of such information.

Contractor

By:

Signature

Name (Type or Print)

Title

Date

SECTION VII

W-9

REQUEST FOR TAX PAYER IDENTIFICATION NUMBER

AND CERTIFICATION

Form W-9 may be found at the following link https://www.irs.gov/uac/about-form-w9 https://www.irs.gov/uac/about-form-w9

SECTION VIII

REQUEST FOR BUSINESS SIZE STATUS

Bid # 4762

Please provide us with the information requested below to help us do a better job of soliciting City of Aurora requirements:

The North American Industry Classification System (NAICS) code for this award is 541330.

The small business size standard the City of Aurora designates for this award is $12.75 Million U.S. dollars Employees

Identify the business size status of your firm based on the above small business size standard:

Large Business

Small Business Enterprise

If your business is a Small Business Enterprise, please identify if your firm is in one of the following categories:

Minority-owned vendor

Woman-owned vendor

Minority/woman-owned vendor

Veteran

Disabled Veteran

Other

From what source did you learn about this solicitation to which you are now responding?

Website (www.auroragov.org/business)

Newspaper (please name the paper); _____________________________

Fax;

Automatic notice by E-mail;

Telephone call from buyer;

Other (please describe):

Name, address, phone #, e-mail of business, and point of contact preparing this information

SECTION IX