biddoc.pdf

R2-12026 1 RFP 26-PWT-032

REQUEST FOR PROPOSAL

Proposal #: 26-PWT-032 Title: School Zone Flasher Upgrade Project RFP Issued: July 29, 2026

Pre-proposal Meeting: NON-MANDATORY, ONLINE VIA ZOOM Thursday, August 06, 2026, at 10:00 AM MT

Join Zoom Meeting https://arvadaco-gov.zoom.us/j/82760221375?pwd=6aHiaxO9mrrVbOVDb4LK7zE8t55SPc.1

Question Deadline: August 13,2026, NO LATER THAN 2:00 PM MT Questions must be submitted through BidnetDirect.com. Responses will be posted on BidNet via addendum.

Proposals Due By: August 25,2026, NO LATER THAN 2:00 PM MT Electronic Submissions must be submitted online at BidNetDirect.com. This is the only valid source for postings regarding this solicitation.

Late responses will not be considered for award.

For additional administrative information not related to the project contact: Melanie Ortiz, mortiz@arvada.org Contact with the requesting department may result in vendor disqualification.

Documents included in this Request:

General Terms and Conditions page(s) 2-4 Special Terms and Conditions page(s) 5 Insurance Requirements page(s) 6 Administrative Information and Evaluation Criteria page(s) 7-8 Statement of Work page(s) 9-11 Required Vendor Submittal Form, Submittal Checklist page(s) 12-14 Performance Measures Form page(s) 15 Attachments External Documents

• Attachment A – CoA Vendor Technology & Security Profile

• School Zone Map https://arvadaco-gov.zoom.us/j/82760221375?pwd=6aHiaxO9mrrVbOVDb4LK7zE8t55SPc.1 https://arvadaco-gov.zoom.us/j/82760221375?pwd=6aHiaxO9mrrVbOVDb4LK7zE8t55SPc.1

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GENERAL TERMS AND CONDITIONS

1. NO MULTI-YEAR FISCAL OBLIGATION. Financial obligations of Arvada payable after the current fiscal year are contingent on funds for that purpose being appropriated, budgeted, and otherwise made available by the City Council for Arvada. Arvada’s obligations under the Agreement shall be from year to year only and shall not constitute a multiple-fiscal year direct or indirect debt or other financial obligation of Arvada within the meaning of Article X, Section 20 of the Colorado Constitution (TABOR).

2. TAXES. Arvada shall not be liable for the payment of any excise, sales, or use taxes. Arvada is exempt from federal excise taxes under I.R.C. Chapter 32 (26 U.S.C., Subtitle D, Ch. 32) and from State and local government sales and use taxes under §§39-26-704(1), et seq., C.R.S. (Colorado Sales Tax Exemption Identification Number 98-01789). Contractor shall not invoice Arvada for any state, federal or local taxes. Upon written notification by Arvada, Contractor shall reimburse Arvada in a timely manner for any taxes erroneously paid by Arvada.

3. NO INDEMNIFICATION BY ARVADA. Arvada is prohibited under Article XI, Section 1 of the Colorado Constitution from indemnifying anyone. Despite any provision in any contract document to the contrary, Arvada does not indemnify Contractor or anyone else under the Agreement.

4. INDEMNIFICATION OF ARVADA. Contractor shall indemnify, defend, and hold harmless Arvada, its employees, agents and assignees (the “Indemnified Parties”), against any and all costs, expenses, claims, damages, liabilities, court awards, and other amounts (including attorneys’ fees and related costs) arising from or related to any act or omission by Contractor, or its employees, agents, Subcontractors, or assignees in connection with the Agreement.

4.1. Confidential Information Indemnification. Disclosure or use of Arvada Confidential Information by Contractor may be cause for legal action by third parties against Contractor, Arvada, or their respective agents. Contractor shall indemnify, defend, and hold harmless the Indemnified Parties, against any and all claims, damages, liabilities, losses, costs, expenses (including attorneys’ fees and costs) incurred by Arvada in relation to any act or omission by Contractor, including any unauthorized disclosure of Arvada Confidential Information, or by its employees, agents, assigns, or subcontractors. “Confidential Information” means any and all Arvada Records not subject to disclosure under CORA.

Confidential Information includes, but is not limited to, Personally Identifiable Information (“PII”), Protected Health Information (“PHI”), Payment Card Industry data (“PCI”), data related to tax information, Criminal Justice Information (“CJI”), and Arvada personnel records not subject to disclosure under the Colorado Open Records Act (C.R.S. §§24- 72-200.1 et seq.)(“CORA”). Confidential Information shall not include information or data concerning individuals that is not deemed confidential but nevertheless belongs to Arvada, which has been communicated, furnished, or disclosed by Arvada to Contractor which (i) is subject to disclosure pursuant to CORA; (ii) is already known to Contractor without restrictions at the time of its disclosure to Contractor; (iii) is or subsequently becomes publicly available without breach of any obligation owed by Contractor to Arvada; (iv) is disclosed to Contractor, without confidentiality obligations, by a third party who has the right to disclose such information; or (v) was independently developed without reliance on any Confidential Information. “Arvada Records” means any and all Arvada data, information, and records, regardless of physical form, including, but not limited to, information subject to disclosure under the CORA.

4.2. Intellectual Property Indemnification. Contractor shall indemnify, save, and hold harmless the Indemnified Parties, against any and all costs, expenses, claims, damages, liabilities, and other amounts (including attorneys’ fees and costs) incurred by the Indemnified Parties in relation to any claim that any deliverable, good or service, software, or work provided by Contractor under the Agreement (collectively, “IP Deliverables”), or the use thereof, infringes a patent, copyright, trademark, trade secret, or any other intellectual property right. Contractor’s obligations shall not extend to the combination of any IP Deliverables provided by Contractor with any other product, system, or method, unless the other product, system, or method is (a) provided by Contractor or Contractor’s subsidiaries or affiliates; (b) specified by Contractor to work with the IP Deliverables; (c) reasonably required in order to use the IP Deliverables in its intended manner and the infringement could not have been avoided by substituting another reasonably available product, system, or method capable of performing the same function; or (d) is reasonably expected to be used in combination with the IP Deliverables.

4.3. Artificial Intelligence (AI). Contractor shall be fully responsible for all acts and omissions related to its use of any AI functionality to provide the Work. Contractor shall indemnify, save, and hold harmless the Indemnified Parties, against any and all costs, expenses, claims, damages, liabilities, and other amounts (including attorneys’ fees and costs) incurred by the Indemnified Parties in relation to any claim arising from Contractor’s use of AI functionality to provide the Work.

5. GOVERNMENTAL IMMUNITY. Liability for claims for injuries to persons or property arising from the negligence of Arvada, its departments, boards, commissions, committees, bureaus, offices, employees and officials, shall be governed by the provisions of the Colorado Governmental Immunity Act, §§24-10-101, et seq., C.R.S. (CGIA). No term or condition of the Agreement shall be construed or interpreted as a waiver, express or implied, of any of the immunities, rights, benefits, protections, or other provisions contained in the CGIA.

6. OPEN RECORD REQUESTS. Arvada is obligated to comply with the Colorado Open Records Act (C.R.S. §§24-72-200.1 et seq.) (CORA), which may require Arvada to disclose all or a portion of communications relating to the Agreement, any transaction under the Agreement, and other related matters. Contractor has been advised to familiarize itself with CORA. Any confidentiality provisions in any contract documents are subject to the provisions of CORA.

7. PROTECTION OF PERSONAL IDENTIFYING INFORMATION. In the event the Agreement includes or requires Arvada to disclose to Contractor any Personal Identifying Information as defined in C.R.S. § 24-73-101, Contractor shall comply with the applicable requirements of C.R.S. §§ 24-73-101, et seq., relating to third-party service providers.

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8. NO THIRD-PARTY BENEFICIARIES. The Agreement does not and is not intended to confer any rights or remedies upon any person or entity other than Arvada and Contractor. Enforcement of the Agreement and all related rights and obligations are reserved solely to Arvada and Contractor. Any services or benefits which third parties receive as a result of the Agreement are incidental and do not create any rights for such third parties.

9. ASSIGNMENT. Contractor’s rights and obligations under the Agreement are personal and may not be transferred or assigned without the prior, written consent of Arvada. Any attempt at assignment or transfer without such consent shall be void. Any assignment or transfer of Contractor’s rights and obligations approved by Arvada shall be subject to the provisions of the Agreement. Any provision of an assignment that enlarges any duty, responsibility, or obligation of Arvada, or that limits, curtails, or diminishes any right or privilege of Arvada, without Arvada’s express written consent, shall be void.

10. BINDING EFFECT. This Agreement shall inure to the benefit of, and be binding upon, the parties, their respective legal representatives, successors, heirs, and assigns.

11. SURVIVAL. Any provision of the Agreement that imposes an obligation on a party after the Agreement’s termination or expiration shall survive the termination or expiration and shall be enforceable by the other party.

12. SUBCONTRACTS. Contractor shall not subcontract any of its responsibilities without Arvada's prior written approval, which will not be unreasonably withheld. Contractor shall submit to Arvada a copy of each such subcontract upon Arvada’s request. All subcontracts Contractor enters into in connection with the Agreement shall comply with all applicable federal, state, and local laws and regulations, shall provide that they are governed by the laws of the State of Colorado, and shall be subject to all provisions of the Agreement. Contractor agrees it is fully responsible for subcontractors performing services under the Agreement. Contractor shall be Arvada's sole point of contact regarding the services, including with respect to payment.

13. INDEPENDENT CONTRACTOR. Contractor shall perform its duties under the Agreement as an independent contractor and not as an employee. Neither Contractor nor any agent or employee of Contractor shall be deemed to be an agent or employee of Arvada. Contractor shall not have authorization, express or implied, to bind Arvada to any agreement, liability, or understanding, except as expressly set forth herein. Contractor and its employees and agents are not entitled to unemployment insurance or workers compensation benefits through Arvada and Arvada shall not pay for or otherwise provide such coverage for Contractor or any of its agents or employees. Contractor shall pay when due all applicable employment taxes and income taxes and local head taxes incurred pursuant to the Agreement. Contractor shall: (i) provide and keep in force workers’ compensation and unemployment compensation insurance in the amounts required by law; (ii) provide proof thereof when requested by Arvada; and (iii) be solely responsible for its acts and those of its employees and agents.

14. LICENSES, PERMITS, AND OTHER AUTHORIZATIONS. Contractor shall secure, prior to the effective date, and maintain at all times during the term of the Agreement, at its sole expense, all licenses, certifications, permits, and other authorizations required to perform its obligations under the Agreement, and shall ensure that all employees, agents and subcontractors secure and maintain at all times during the term of their employment, agency or subcontract, all license, certifications, permits and other authorizations required to perform their obligations in relation to the Agreement.

15. STANDARD AND MANNER OF PERFORMANCE. Contractor shall perform its obligations under the Agreement in accordance with the highest standards of care, skill, and diligence in Contractor’s industry, trade, or profession.

16. TIME OF THE ESSENCE. Contractor acknowledges and agrees that time is of the essence for this Agreement and that it is an essential term of this Agreement that Contractor maintain a rate of progress in the Work that will result in completion of the Work in accordance with this Agreement. To that end, Contractor agrees to proceed with all due diligence to complete the Work in a timely manner in accordance with this Agreement, and further agrees that failure to complete any of the Work during the Term of this Agreement, or as may be more specifically set forth in an attachment, exhibit, or modification, shall be deemed a breach.

17. WAIVER OF BREACH. A waiver by any party to the Agreement of a breach of any Agreement term shall not operate or be construed as a waiver of any subsequent breach by either party.

18. RIGHT TO TERMINATE. Arvada shall have the right to terminate, without cause, the Agreement. Any such termination shall not be considered a breach of the Agreement or any extension. In the event Arvada terminates for convenience, Arvada will pay Contractor for requested work performed up until the time of termination, not to exceed the total amount of the contract price agreed upon by Arvada and Contractor.

19. EXTERNAL TERMS AND CONDITIONS. Notwithstanding anything to the contrary, Arvada shall not be subject to any provision included in any terms, conditions, or agreements appearing on Contractor’s or a subcontractor’s website or any provision incorporated into any click-through or online agreements related to the Work unless that provision is specifically referenced in the Agreement.

20. PROHIBITED TERMS. Any term included in the Agreement that requires Arvada to indemnify or hold Contractor harmless;

requires Arvada to agree to binding arbitration; limits Contractor’s liability for damages resulting from death, bodily injury, or damage to tangible property; or that conflicts with this provision in any way shall be void ab initio. Any term included in the Agreement that limits Contractor’s liability that is not void under this section shall apply only in excess of any insurance to be maintained under the Agreement, and no insurance policy shall be interpreted as being subject to any limitations of liability of the Agreement.

21. COMPLIANCE WITH ALL LAWS. Contractor shall comply with all applicable federal, Colorado and Arvada laws, rules, regulations, policies and procedures in effect or hereafter established, including, without limitation, laws applicable to discrimination and unfair employment practices.

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22. BINDING ARBITRATION PROHIBITED. Arvada does not agree to binding arbitration by any extra-judicial body or person. Any provision to the contrary shall be null and void.

23. GOVERNING LAW AND VENUE. Colorado law, rules, and regulations shall be applied in the interpretation, execution, and enforcement of the Agreement. Any provision included or incorporated herein by reference which conflicts with said laws, rules, and regulations shall be null and void. All suits or actions related to the Agreement shall be filed and proceedings held in the State of Colorado and exclusive venue shall be in Jefferson County.

24. OWNERSHIP OF WORK PRODUCT. The originals of all plans, reports, studies, data, or other materials or information relating to the Work that are produced by Contractor shall be delivered to and become the property of Arvada. Contractor may retain copies of any originals; however, no plans, reports, studies, data, or other materials or information relating to the Work shall be released to any person or entity without the prior written consent of Arvada. Nothing in this clause is intended to affect Contractor’s right to use generic know-how learned while providing services under the Agreement for the future benefit of Arvada or others.

25. SOFTWARE PIRACY PROHIBITION. Arvada or other public funds payable under the Agreement shall not be used for the acquisition, operation, or maintenance of computer software in violation of federal copyright laws or applicable licensing restrictions. Contractor hereby certifies and warrants that, during the term of the Agreement and any extensions, Contractor has and shall maintain in place appropriate systems and controls to prevent such improper use of public funds. If Arvada determines that Contractor is in violation of this provision, Arvada may exercise any remedy available at law or in equity or under the Agreement, including, without limitation, immediate termination of the Agreement and any remedy consistent with federal copyright laws or applicable licensing restrictions.

26. ACCESSIBILITY COMPLIANCE UNDER C.R.S. §24-85-104.

26.1 Contractor shall comply with the accessibility standards for an individual with a disability adopted by the office of information technology pursuant to C.R.S. §24-85-103.

26.2 Contractor shall indemnify, hold harmless, and assume liability on behalf of Arvada, and Arvada’s officers, employees, and agents, for all costs, expenses, claims, damages, liabilities, court awards, attorney fees and related costs, and any other amounts incurred by the state agency or public entity in relation to Contractor’s noncompliance with the accessibility standards for an individual with a disability adopted by the office of information technology pursuant to C.R.S. §24-85-103.

26.3 Arvada may require that Contractor’s compliance with the accessibility standards for an individual with a disability adopted by the office of information technology pursuant to C.R.S. §24-85-103 be determined and attested to by a qualified third party selected by Arvada.

27. ARTIFICIAL INTELLIGENCE (AI) DISCLOSURE & USE. Contractor shall not use any AI functionality while performing the work or providing the goods or deliverables without Arvada’s prior written consent. Contractors shall not use, access, or permit access to any Arvada Records for the purpose of training, improving, or refining any AI functionality, regardless of whether the functionality belongs to Contractor or a third-party, without Arvada’s prior written consent.

28. PROHIBITED PRICING PRACTICES. Contractor shall not include speculative tariff increases, unsupported contingency amounts, or broad percentage markups labeled as “tariff risk” in any contract document. Any line-item or percentage factor appearing on any document incorporating these terms and conditions must be tied to current, published tariff levels and documented upon request in a manner satisfactory to Arvada.

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SPECIAL TERMS AND CONDITIONS

1. PRICES FIXED AND FIRM FOR THE TERM OF THE CONTRACT

Prices proposed by the vendor shall remain fixed and firm during the term of the contract; however, the vendor may offer incentive discounts from the fixed price. This contract shall commence upon the date specified in the Contract or Purchase Order and shall remain in effect until such time as all items/services purchased in conjunction with this solicitation have been delivered and accepted by the City's authorized representative. It shall be understood and agreed that any warranty period which exceeds this term shall remain in full force for the duration of the warranty period.

2. NO OPTION TO RENEW FOR SUBSEQUENT YEARS

The prices or discounts quoted in this Solicitation shall prevail for one year from the effective date of the contract with no option to renew.

3. CONTENTS OF OFFER

Vendors are required to submit offers with the following conditions:

3.1. Vendors shall make all investigations necessary to inform themselves of the facilities affected by the delivery of products and services required by the Solicitation.

3.2. Any official interpretation of the Solicitation may only be issued by an authorized agent of the City. The City shall not be responsible for other interpretations offered by employees who are not authorized.

3.3. The City shall issue Addenda if substantial changes are required which may impact on the content and submission of Offers.

A copy of such addenda will be publicly posted with the original RFP posting.

3.4. The apparent silence or omissions within this Solicitation regarding a detailed description of the materials or services shall be interpreted to mean that only the best commercial practices are to prevail and that only materials and workmanship of first quality are to be provided.

4. CLARIFICATION AND MODIFICATIONS

The contract resulting from this solicitation will be subject to the Solicitation materials, City Ordinance, State and Federal Statutes.

When conflicts occur, the highest authority shall prevail. Vendors are required to indicate any variances to the terms, conditions, requirements and specifications of this Solicitation; no matter how slight. If variations are not stated in the vendor's Offer, it shall be agreed that the vendor's Offer fully complies with all conditions identified in this Solicitation.

5. ELIGIBILITY OF VENDORS: MUST BE ENGAGED IN SUPPLYING PRODUCTS OR SERVICES RENDERED Offers will only be considered from firms which have been engaged in the business of manufacturing or distributing the goods and/or performing services described in this Solicitation. Vendors must be able to produce evidence that they have an established satisfactory record of performance for at least two (2) years and have sufficient finances and structure to ensure that they can satisfactorily execute the Contract requirements, as determined by authorities of the City. The City reserves the right, before awarding the contract, to require a vendor to submit evidence of its qualifications including, but not limited to, financial, technical and other qualifications, as well as past performance with the City, for consideration in making the award in the best interest of the City.

6. CONFIDENTIAL DOCUMENTS

Vendors may designate specific pages or sections within their submission as trade secret or confidential commercial information or as otherwise protected by law (“Confidential Information”). Documents and data that are considered Confidential Information shall be clearly marked as such and separated from the rest of the solicitation submission documents. Comingling is not acceptable. The City does not favor blanket assertions of Confidential Information. Please note that blanket assertions that merely classify and/or broadly claim information is confidential are insufficient as a matter of law. See, International Brotherhood of Electrical Workers Local 68 v. Denver Metropolitan Major League Baseball Stadium District, 880 P.2d 160 (Colo.App. 1994). Any information that will be included in any resulting contract cannot be considered Confidential. Under no circumstances may submission pricing information be considered Confidential. In the event a formal contract is entered into with the City and a portion of the Proposal/Response carries a designation indicating the Vendor believes it is Confidential Information, then the City agrees that it will use its best efforts to forward any request for the disclosure of the Confidential Information to the Vendor. By its submission of the Proposal/Response, Vendor agrees to promptly respond to the request for disclosure with any objections and reasons therefor in accordance with the Colorado Open Records Act C.R.S. §§24-72-101 et seq. and any other applicable law. Further, Vendor agrees to assume the obligation to defend, hold harmless, and indemnify the City in any legal proceeding that arises from non-disclosure of documents or data pursuant to the Vendor’s objection.

7. COOPERATIVE PURCHASING

7.1. The City of Arvada encourages and participates in cooperative purchasing endeavors undertaken by or on behalf of other governmental agencies including the Multiple Assembly of Procurement Officials and the Cooperative Educational Purchasing Council (CPEC).

7.2. We hereby request that any member of MAPO/CPEC be permitted to avail itself of this contract and purchase, as specified by the contract resulting from this RFP, at the contract prices established therein. Each governmental entity would establish its own contract, issue its own orders, be invoiced directly, make its own payments and issue its own exemption certificates as required. It is understood and agreed that the City of Arvada is not a legally binding party to any contractual agreement made between another governmental entity and the successful vendor as a result of this solicitation. The City shall not be liable for any costs or damage incurred by any other entity.

8. MODIFICATIONS TO EXISTING CONTRACT

Terms and conditions may be added, modified, and deleted upon mutual agreement between authorized agents of the City and the vendor provided that such terms and conditions remain within the scope and original intent of the Solicitation. Said terms and conditions may include, but are not limited to, additions or deletions of service levels and/or commodities and increases or decreases in the time limits for an existing contract. Any and all modifications must be signed by authorized agents of the City and the vendor prior to the enactment of such modifications.

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INSURANCE REQUIREMENTS

The following listed insurance requirements shall be carried out by the selected vendor for the entirety of the contract. Applicable requirements for this solicitation are identified by completed check boxes.

1. ☒ Commercial General Liability, written on an occurrence form, for limits not less than $1,000,000 for bodily injury and property damage for each occurrence and not less than $2,000,000 aggregate. Coverage shall include premises and operations liability, blanket contractual, broad form property damage, products and completed operations and personal injury endorsements.

2. ☒ Workers’ Compensation and Employers Liability as required by statute. Employers Liability coverage is to be carried out for a minimum limit of $1,000,000 each accident/disease and $2,000,000 aggregate.

3. ☐ Automobile Liability for limits not less than $1,000,000 combined single limit for bodily injury and property damage for each occurrence. Coverage shall include owned, non-owned and hired automobiles.

4. ☐ Umbrella Liability of $ , following form to the Commercial General Liability.

5. ☐ Builders Risk or Course of Construction Purchased by contractor to cover physical damage to property in construction or rehab. Contractors will ensure that City and subcontractors will be covered as additional insureds, excluding their own machinery, tools and equipment.

6. ☒ Professional Liability: Professional Liability insurance in an amount of not less than $1,000,000 per occurrence, covering the professional work contemplated under this proposal. The coverage shall have an extended reporting period of three (3) years following the date of substantial completion of the work for reporting of claims.

7. ☐ Pollution Legal Liability Insurance for limits not less than $1,000,000 per occurrence (or claims made) and not less than $1,000,000 aggregate for bodily Injury, personal Injury and property Damage.

8. ☒ Privacy/Network/Cyber Liability Insurance for limits not less than $1,000,000 for any firm providing products or services associated with IT, software, communication, or network.

Additional Insurance Requirements:

● Contractor will be required to, at its own expense, keep in full force and effect during the term of the Agreement, and during the term of any extension or amendment of the Agreement, insurance reasonably sufficient to insure against the liability assumed by Contractor pursuant to the provisions of the solicitation sent by the City of Arvada or as determined by the City of Arvada Risk Manager.

● Issuance of a Purchase Order/Contract is contingent upon the receipt of the insurance documents. Work shall not commence before this requirement is met. If the vendor fails to submit the required insurance documents within fifteen (15) calendar days after notice to submit such policies is given to the vendor by a City representative, the vendor may be in default of the Award.

● Except for Workers Compensation, Employer’s Liability insurance, Automobile Liability and Professional Liability insurance, the City of Arvada must be endorsed as an additional insured on a Certificate of Insurance.

● All coverage must be written with carriers holding a minimum A.M. Best rating of A-: VII, and authorized to do business in Colorado. Coverage shall be primary, and any insurance held by the City of Arvada is excess and non-contributory.

● The City, through its Risk Manager, reserves the right to require additional insurance coverage and other requirements.

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ADMINISTRATIVE INFORMATION

1. PURPOSE - TO OBTAIN PROPOSALS

1.1. The purpose of this Solicitation is to provide qualified vendors with sufficient information regarding the City's needs in order to adequately prepare and submit a Proposal. Proposals must be received by the date and time established in this solicitation.

Once the deadline has passed, Proposals will not be able to upload to the BidNet site. Proposals are proprietary working documents offered by prospective vendors and, as such, are not subject to public inspections until an official award is made.

2. PREPARATION AND SUBMISSION

Offers will be prepared as follows:

2.1. A blank shall be construed as "No Bid/not offered". Where there is a discrepancy between the unit price and the extension of prices, the unit price shall prevail.

2.2. Vendors will not knowingly participate in solicitations where there exists a conflict of interest with their firm and a member of

City staff or their immediate family.

2.3. Solicitations and addenda are available at WWW.BIDNETDIRECT.COM. Registration is available to receive email notification of new solicitations, addenda and communications.

2.4. Vendors who qualify their Offers by requiring alternate contractual terms and conditions as a stipulation for contract award, must include such alternate terms and conditions in their Offer. The City reserves the right to declare the vendor's Offer as non-responsive if any of these alternate terms and conditions are in conflict with the City's terms and conditions, or its best interest.

2.5. Once Offers have been opened, the City shall not consider any subsequent submissions of alternate terms and conditions.

3. MODIFICATION OR WITHDRAWAL OF OFFERS

3.1. Modifications to Offers- Changes to the Offer after the submission deadline shall be allowed only when the vendor can show convincing evidence that an unintentional factual mistake was made. Modification requests must be made in writing. Any modification submitted to the City must have the vendor's name, address, Solicitation Number and title included.

3.2. Withdrawal of Offers- Offers may not be withdrawn after the deadline for the Solicitation for a period of ninety (90) calendar days. If an Offer is withdrawn by the vendor during this ninety (90) day period, the City may, at its option, suspend the vendor and may not accept any Offer from the vendor for a six (6) month period following the withdrawal.

4. REJECTION OF OFFERS

4.1. The City may reject an offer, in whole or in part, for reasons including, but not be limited to:

4.1.1. The vendor misstates or conceals any material fact in its Proposal;

4.1.2. The vendor's Offer does not strictly conform to the law or requirements of the Solicitation;

4.1.3. The Offer expressly requires or implies a conditional award that conflicts with the method of award stipulated in the Special

Conditions;

4.1.4. The Offer does not include documents which are required for submission with the Offer; or

4.1.5. The Offer has not been executed by the vendor through an authorized signature.

4.2. The City may, at its sole and absolute discretion:

4.2.1. Reject all or parts of Offers submitted by prospective vendors;

4.2.2. Re-advertise this Solicitation;

4.2.3. Postpone or cancel the Solicitation;

4.2.4. An Offer may not be accepted from, nor any contract be awarded to, any person or firm which

4.2.4.1. is in arrears to the City for any debt or Contract or is a defaulter as surety for any obligation to the City.

4.2.4.2. has failed to perform faithfully any previous contract with the City, State or Federal governmental for a minimum period of one (1) year after this previous Contract was terminated for cause.

4.2.4.3. has pending litigation against the City on the date and time that the Solicitation is due.

5. BEST VALUE AGENCY

5.1. The City of Arvada is a best value agency. Best value means a technique in a competitive solicitation process which emphasizes value over price and permits the evaluation of criteria such as, but not limited to, qualifications, experience, and performance data to determine the best overall value to the city. It is solely incumbent on the staff of the City of Arvada to conduct due diligence to determine best value prior to award.

6. METHOD OF AWARD - BEST EVALUATIVE SCORE BASED ON WRITTEN PROPOSAL:

6.1. The selection process will consist of evaluation of qualified proposals received based on the criteria outlined in this RFP.

Presentations may be requested to confirm or clarify the information contained in the proposal’s response(s). It is the intent of the City to award a contract to the vendor(s) who receives the highest score from the City's RFP Evaluation Committee.

6.1.1. The Committee will score written Proposals by reviewing documentation submitted by the vendors. Evaluation will be based on the following criteria:

Category Weight Technical Approach and Understanding of Scope 40% Cost Proposal 30% Schedule & Staffing Strategy 15% Software / Communication Capabilities 10% Performance Measures 5%

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Exceptions to specifications or terms and conditions may result in submission being deemed non-responsive.

7. PRESENTATIONS

7.1. A second phase MAY be incorporated, in which the Committee will invite a limited number of vendors who received high scores during phase one, to provide an oral presentation. The evaluative score from the oral presentations will determine the top ranked vendor(s).

8. NEGOTIATIONS

8.1. Upon selection of a vendor through the process set forth in this solicitation, the highest-ranked vendor and the City may then enter into negotiations for a mutually agreeable contract. If the City and the highest-ranked vendor are unable to successfully negotiate an agreement within a reasonable timeframe, the City reserves the right, at its sole discretion, to terminate negotiations and initiate discussions with the next-highest-ranked vendor. Such action shall not require re-solicitation of proposals and shall be consistent with the evaluation ranking established by the evaluation committee. The City reserves the right to select the firm which, in its sole judgment, best meets the needs of the City. Negotiations may be entered into with subsequent proposers until an agreement is reached or all proposals are rejected.

9. PROPOSAL FORMAT REQUIREMENTS

9.1. Written proposal should include the information in the format outlined below and be limited to no more than twenty-five (25) pages. Required City forms, resumes, title pages are excluded from page count. Information should be concise, without extraneous content. Refrain from submitting generic marketing materials, alternate and unapproved agreements, and any other information not requested.

9.2. All information should be contained within one pdf file, with sections bookmarked. The file name should start with proposer’s name, then the proposal number. Imbedded links for required information are NOT acceptable. All information that proposers want to evaluate must be contained in the pdf file.

9.2.1. Section 1 – Cover Letter and executive Summary

9.2.2. Section 2 – Project Approach

9.2.3. Section 3 – Software Solution Recommendations

9.2.4. Section 4 - Implementation timeline

9.2.5. Section 5 – Previous projects of similar size and scope, with references

9.2.6. Section 6 – Warranty and Support Information

9.2.7. Section 7 – Safety Procedures and Traffic Control Plans

9.2.8. Section 8 - Cost Proposal

9.2.9. Complete all attached City submittal forms and all other forms or attachments specifically requested

10. MINIMUM REQUIREMENTS

10.1. The following requirements must be met with verifiable evidence that a respondent meets or exceed these requirements in order to be found responsive and responsible.

10.1.1. Contractors must hold all required licenses and certifications.

10.1.2. Vendors must fill out and submit Attachment A – CoA Vendor Technology & Security Profile form along with their submission as a separate document. Do not embed this form in your company’s submission.

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STATEMENT OF WORK

1. BACKGROUND AND OBJECTIVES

1.1. The City of Arvada (City) is soliciting proposals from qualified contractors to upgrade, modernize, and provide centralized communication and monitoring for the City’s school zone flasher system. The City currently owns and operates approximately 66 school zone flashers. Some locations will require full replacement of internal components.

1.2. The City of Arvada is a full-service municipality located approximately 10 miles northwest of downtown Denver. Arvada serves a population of approximately 120,000 residents and encompasses approximately 39.5 square miles.

1.3. The City's school zone flasher system consists of approximately 66 school zone flashing beacon installations serving approximately 30 public and private schools throughout the community. The project area spans the entire city, with schools located from the northwest (Candelas area) to the southeast (Olde Town Arvada area), requiring the selected contractor to perform work across the full geographic extent of the City.

1.4. The existing school flasher system has been installed and expanded over several decades. The oldest installations date back approximately 20 to 30 years, while the newest installations have been constructed within the past year. The City's current inventory includes a variety of equipment manufacturers, communication methods, and installation configurations.

1.5. The intent of this project is to modernize and standardize the City's school flasher system by providing a single platform capable of centralized scheduling, monitoring, remote programming, and maintenance management.

2. SUMMARY DESCRIPTION OF WORK TO BE PERFORMED

2.1. The selected contractor will provide all labor, materials and equipment to furnish and install all necessary hardware, software integration, cellular communications, configuration, testing, and documentation to ensure all flashers operate reliably and uniformly under a single management platform.

2.2. The Contractor shall remove all existing school zone flasher equipment identified for replacement as part of this project.

Removal shall include, at a minimum, flashers, signs, mounting hardware, communication devices, controllers, and any other equipment identified in the project plans or directed by the City.

2.3. Unless otherwise directed by the City, all removed equipment shall become the property of the Contractor and shall be disposed of or recycled in accordance with all applicable federal, state, and local regulations.

2.4. Prior to disposal, the Contractor shall provide the City an opportunity to identify any equipment it wishes to retain for spare parts, evaluation, or archival purposes. Equipment designated by the City shall be delivered to a City-designated facility within the City of Arvada.

2.5. The Contractor shall be responsible for all labor, transportation, recycling, disposal fees, and associated costs necessary to properly remove and dispose of equipment not retained by the City. Disposal of materials on City property is prohibited.

3. SPECIFICATIONS

The primary objectives of this project are:

3.1. Replace aging and unreliable flasher equipment:

3.1.1. The Contractor shall replace or retrofit all identified school zone flashing beacon equipment with new equipment that meets or exceeds applicable federal, state, and local standards and is fully operational upon acceptance.

3.1.1.1. All upgraded or replaced must be identified and locations shared with City staff.

3.1.1.2. Equipment must pass the City’s functional testing and commissioning.

3.1.1.3. No recurring equipment failures attributable to installation deficiencies.

3.2. Establish full remote connectivity and monitoring of equipment.

3.2.1. The Contractor shall provide a communications solution that enables authorized City personnel to remotely monitor, configure, diagnose, and manage each installed school zone flasher location from a centralized platform.

3.2.1.1. All installed devices must successfully communicate with the central management platform.

3.2.1.2. Real-time device status, operational alarms, and connectivity information shall be accessible to authorized users.

3.2.1.3. Remote configuration changes must be successfully transmitted and verified by City staff.

3.3. Implement a unified central management software solution

3.3.1. The Contractor shall provide and configure a centralized management software solution that enables administration, scheduling, monitoring, reporting, and management of all installed school zone flashing beacon systems through a single interface.

3.3.1.1. Software must be fully installed, configured, and operational.

3.3.1.2. All project locations must be represented within the system.

3.3.1.3. City staff must be able to successfully demonstrate the ability to manage schedules, monitor equipment status, generate reports, and receive alerts following training

3.4. Improve school-area safety, reliability, and operational efficiency

3.4.1. The completed system shall improve the operational reliability, visibility, and management of school zone flashing beacon infrastructure while reducing manual intervention and improving response to equipment failures.

3.4.1.1. Flashers must fully operate according to approved federal/state schedules and without operational deficiencies.

3.4.1.2. Automated fault notifications shall be generated for system failures.

3.4.1.3. Manual site visits required solely for schedule updates are eliminated except when maintenance is required.

3.4.1.4. System availability meets the required service level established in the contract.

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3.5. Minimize downtime and disruption during the school year

3.5.1. The Contractor shall plan and perform installation activities to minimize disruption to school operations, pedestrian traffic, and vehicular traffic while maintaining continuous operation of school zone safety devices whenever practical.

3.5.1.1. Installation schedule is approved by the City.

3.5.1.2. Work occurring during school hours is coordinated in advance.

3.5.1.3. Existing flashers remain operational until replacement is commissioned whenever feasible.

3.5.1.4. Any planned service interruptions are communicated in advance and limited to approved maintenance windows.

4. PERFORMANCE STANDARDS

4.1. System Availability

4.1.1. The central management system and field communications network shall maintain a minimum operational availability (e.g., 99%) excluding scheduled maintenance.

4.2. Equipment Compatibility

4.2.1. All installed equipment shall operate as an integrated system and be fully compatible with the central management software without requiring third-party applications.

4.3. Cybersecurity

4.3.1. Remote communications and software shall employ current industry-standard security protocols to protect system access and data integrity.

4.4. User Access

4.4.1. The system shall support role-based user permissions for authorized City personnel

4.5. Training

4.5.1. The Contractor shall provide comprehensive administrator and end-user training, along with training materials and operating manuals.

4.6. Documentation

4.6.1. The Contractor shall provide as-built drawings, equipment inventories, configuration documentation, warranty information, and maintenance manuals prior to final acceptance.

4.7. Warranty

4.7.1. The Contractor shall correct defects in materials, equipment, software configuration, and workmanship identified during the warranty period at no additional cost to the City.

4.8. Technical Support

4.8.1. The Contractor shall provide technical support during implementation and throughout the warranty period, including defined response and resolution times.

5. SCOPE OF WORK TO BE PERFORMED

The selected contractor shall provide the following services:

5.1. Hardware and Installation

5.1.1. Replacement of existing flashers as required

5.1.2. Retrofitting of existing locations where feasible

5.1.3. Communication-enabled controllers/clocks capable of remote scheduling and diagnostics

5.1.4. All necessary wiring, electrical work, and safety restoration

5.1.5. Provide a narrative on how your company will fulfill MUTCD warranty items.

5.2. Central Software Platform

5.2.1. The Contractor shall furnish, configure, and implement AI Glance or an approved equivalent centralized school flasher management software solution.

5.2.2. Software shall support:

5.2.2.1. Real-time monitoring and reporting

5.2.2.2. Automated scheduling

5.2.2.3. Training and support for City staff included.

5.3. Communications

5.3.1. The Contractor shall furnish a complete school flasher system with integrated communications capable of supporting remote monitoring, scheduling, programming, and automated fault notifications through the proposed centralized management software. Cellular communication is the City's preferred method of connectivity. The City’s preferred solution is TAPCO school flasher equipment with integrated cellular communications and AI Glance software, or an approved equivalent that provides comparable functionality

5.3.2. Assist in identifying and activating a cellular service plan

5.3.3. Ensure continuous, secure remote connectivity

5.4. Programming and Testing

5.4.1. Configure all flashers with correct timing schedules based on City-provided school calendars

5.4.2. Complete end-to-end communication testing for each device

5.4.3. Provide functional testing and troubleshooting prior to acceptance by the city of Arvada.

5.5. Deliverables

5.5.1. As-built drawings for each installation location

5.5.2. Full equipment inventory including, both equipment and workmanship warranties, and support contacts

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5.5.3. Software configuration documentation

5.5.4. Training manual

5.5.4.1. All documentation shall be provided electronically in searchable PDF format. As-built drawings shall be provided in PDF.

6. City Responsibilities

6.1. The City will provide access to the existing school flasher inventory, coordinate with the affected schools and school districts regarding project scheduling, and review and approve shop drawings, equipment submittals, and proposed installation schedules. The City will perform inspections as necessary and provide final acceptance upon satisfactory completion of the work.

7. Contractor Responsibilities

7.1. The Contractor shall furnish all labor, materials, equipment, software, communications, traffic control, and incidentals necessary to complete the project, to include all permitting. The Contractor shall coordinate all construction activities with the City's Project Manager and maintain safe work zones in accordance with applicable regulations and the MUTCD. The Contractor shall restore any disturbed areas resulting from the work and provide all required project closeout documentation, training, and warranties.

7.2. The Contractor shall remove all existing equipment identified for replacement. Removed equipment shall be disposed of or recycled in accordance with all applicable federal, state, and local regulations unless the City specifically identifies equipment to be retained. Any equipment designated by the City for retention shall be delivered to a City-designated location.

8. SCHEDULE OR TIMELINE FOR PERFORMANCE

8.1. The following is an anticipated implementation timeline upon receipt of all material goods. Respondent must provide a timeline in tangent with the provided timeline below.

Phase Anticipated Implementation Timeline Planning, Data Collection, Material Procurement 12 Weeks Field Installation (summer construction window) 4-6 Weeks Programming, Testing, Acceptance 2-4 Weeks Full Operational Readiness Before School Year 2-4 Weeks

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REQUIRED VENDOR SUBMITTAL FORM

SUBMITTED BY:

Company Name: _____________________________________________________________________________________________

Contact Names: Sales/Customer Service __________________________________________________________________________

Address: ____________________________________________________________________________________________________

Phone: (______) ____________________ Email(s): _________________________________________________________________

The undersigned hereby affirms that:

● They are duly authorized agents of the vendor;

● They have read all Terms and Conditions and technical specifications made available in conjunction with this solicitation and fully accepts and acknowledges this offer is consistent with the specifications and terms and conditions, unless specific variations have been clearly and expressly listed in the offer.

● The Offer is fair in all respects, without outside collusion or otherwise illegal action.

By:__________________________________ ______________________ _______________________________ Signature of Authorized Agent Date FEIN

Typed/Printed Name of Agent Title of Agent Agent email

Type of Business: Corporation, State of Incorporation Partnership (general)

Partnership (limited) Sole…