biddoc.pdf

INVITATION FOR BID (IFB) – SERVICES

On-Call Hydro Excavation Services

Solicitation No. IFB-PWU-26-028

SCHEDULE OF EVENTS

IFB Advertisement 8/10/2026

Pre-Bid 8/17/2026 10:00 AM MST

Deadline to Submit Questions 8/21/2026 9:00 AM MST

Response to Questions 8/31/2026 9:00 AM MST

Bid Due Date 9/4/2026 9:00 AM MST

Bid Opening 9/4/2026 9:05 AM MST

Procurement official: Jesse Sitzman, Senior Procurement Analyst Email: jsitzman@westminsterco.gov

Authorized Communications. From the date of issuance of this Solicitation until award, all communications regarding this Solicitation shall be directed only through BidNet and to the

Procurement official listed on the cover page, unless otherwise authorized by the City.

Communication with other City personnel regarding this Solicitation may result in disqualification, in the City’s sole discretion.

The party submitting a bid, hereinafter referred to as the Bidder, offers to furnish to the City of Westminster the materials, supplies, products, or services requested in accordance with the specifications and subject to the Terms and Conditions described herein.

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Table of Contents

A.IFB OVERVIEW AND PROJECT REQUIREMENTS

A.1.INTRODUCTION:

A.2.TERM:

A.3.SPECIFICATIONS & REQUIREMENTS

A.4.IFB ATTACHMENTS:

A.5.PRE-BID CONFERENCE:

A.6.ELECTRONIC SUBMISSION OF BIDS AND COMMUNICATION:

A.7.CLARIFYING QUESTIONS:

A.8.ADDENDA:

A.9.PRICING:

A.10.PRICE REDETERMINATION:

A.11.INSURANCE REQUIREMENTS:

A.12.REGISTRATION WITH THE COLORADO SECRETARY OF STATE:

B.BID SUBMISSION REQUIREMENTS

B.1.BID SUBMISSION INSTRUCTIONS

B.2.CHANGES:

B.3.MODIFICATION AND WITHDRAWAL OF BID:

B.4.CONTRACT DOCUMENTS:

B.5.ACCEPTANCE PERIOD:

B.6.BID CONTENTS AND FORMAT:

C.BID OPENING AND AWARD

C.1.BID OPENING

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C.2.AWARD CRITERIA:

C.3.AWARD TYPE:

C.4.NOTICE TO PROCEED:

D.GENERAL IFB INFORMATION & PROVISIONS

D.1.PAYMENT CONDITIONS:

D.2.IFB CONDITIONS AND PROVISIONS:

D.4.GRATUITIES AND KICKBACKS:

D.5.NON-COLLUSIVE BIDDER CERTIFICATION:

D.6.DISCLOSURE OF CONTENTS OF BIDS:

D.7.COOPERATIVE PURCHASING:

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A.IFB OVERVIEW AND PROJECT REQUIREMENTS

A.1.INTRODUCTION:

The City of Westminster, hereinafter referred to as the City, is inviting qualified firms to submit bids for on-call hydro excavation services. This IFB outlines the scope of work, requirements, and conditions for bidding. The successful Bidder, hereinafter referred to as the Contractor, will enter into a contract with the City for the completion of the work outlined herein.

A.2.TERM:

It is the City’s intention to award this Contract for a term of five (5) years. The initial Contract will be one (1) year, with four (4), 1-year renewals. Any additional Contract extensions shall be in accordance with the City’s Procurement Policy.

A.3.SPECIFICATIONS & REQUIREMENTS

Specifications and requirements are attached as Exhibit B to this IFB.

A.4.IFB ATTACHMENTS:

Exhibit A Sample Services Contract Exhibit B Scope of Work Exhibit C Fee Schedule

A.5.PRE-BID CONFERENCE:

A recommended pre-bid conference will be conducted on the date and time listed in the Schedule of Events on the cover page. The solicitation terms and conditions will be reviewed and discussed at this time. Interested Bidders may attend virtually via Microsoft Teams.

Microsoft Teams meeting Join: https://teams.microsoft.com/meet/261872380843665?p=7VeXJLualJy05WL7Ed Meeting ID: 261 872 380 843 665 Passcode: UH9S2k9Z

Need help? | System reference Dial in by phone +1 720-739-8152,,212047841# United States, Denver Find a local number Phone conference ID: 212 047 841# For organizers: Meeting options | Reset dial-in PIN

A.6.ELECTRONIC SUBMISSION OF BIDS AND COMMUNICATION:

Page of 5 16 https://teams.microsoft.com/meet/261872380843665?p=7VeXJLualJy05WL7Ed https://aka.ms/JoinTeamsMeeting?omkt=en-US https://teams.microsoft.com/l/meetup-join/19%253ameeting_ZDExYjAwNDgtOTEyNS00NDBmLThlM2MtYjg4MTM1ZGNiYTg0%2540thread.v2/0?context=%257b%2522Tid%2522%253a%2522f94ebb71-3556-4624-9547-b725ee971c94%2522%252c%2522Oid%2522%253a%25229d985c35-0a88-43ae-90a7-70d1c9ed8ac2%2522%257d https://dialin.teams.cloud.microsoft/77747cee-d5df-416b-9b35-5fd3cb883e86?id=212047841 https://teams.microsoft.com/meetingOptions/?organizerId=9d985c35-0a88-43ae-90a7-70d1c9ed8ac2&tenantId=f94ebb71-3556-4624-9547-b725ee971c94&threadId=19_meeting_ZDExYjAwNDgtOTEyNS00NDBmLThlM2MtYjg4MTM1ZGNiYTg0@thread.v2&messageId=0&language=en-US https://dialin.teams.cloud.microsoft/usp/pstnconferencing

The City is using Rocky Mountain E-purchasing System (BidNet®) to advertise and manage formal solicitations. Registration with BidNet® is free and provides access to view posted governmental bids, with an optional paid notification service.

Submission of all bids and clarifying questions for this solicitation must be done electronically through BidNet® at https://www.bidnetdirect.com/colorado/cityofwestminster no later than the date and time specified in the Schedule of Events. The City is not responsible for the Bidder's actions or interactions with BidNet® or other third-party services related to this IFB.

For more information or assistance with BidNet®, call 1-800-835-4603, Option 2.

A.7.CLARIFYING QUESTIONS:

The City is not bound by, and bidders shall not rely on, any oral interpretations or clarifications of this IFB.

All questions must be submitted via BidNet no later than the date and time specified in the Schedule of Events. Responses will be posted on BidNet for public viewing.

Except for pre-bid meetings or site visits, communication with City personnel outside of the Procurement staff may result in disqualification of the Bidder’s submission.

A.8.ADDENDA:

If it becomes necessary to revise, clarify, supplement, or cancel any part of this solicitation, the City will issue written addenda through BidNet. It is each Respondent’s responsibility to verify receipt of and compliance with all addenda.

A.9.PRICING:

All prices quoted shall be provided as unit pricing/hourly pricing and calculated as lump sum.

A.10.PRICE REDETERMINATION:

The contract pricing may be adjusted based on changes in the cost of labor, materials, or other relevant factors. Price adjustments may be requested annually, at the time of contract renewal by the Contractor, with supporting documentation detailing the reasons for the increase. Any proposed adjustment will be subject to negotiation and approval by the City.

A.11.INSURANCE REQUIREMENTS:

The Contractor completing work on City property shall carry the insurance specified in Exhibit A, Sample Contract, which is included with this IFB, and shall submit proof of such insurance when delivering the executed Contract to the City of Westminster.

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The City shall be named as an additional insured on the specified liability insurance policies and certificates of insurance. Insurance certificates required for this project shall be sent to the Project Manager, after the bid has been awarded.

A.12.REGISTRATION WITH THE COLORADO SECRETARY OF STATE:

Bidders shall be required to furnish a Certificate of Good Standing from the Colorado Secretary of State’s Office, as proof that they are properly registered to do business in the State of Colorado, prior to finalization of award and contracting.

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B.BID SUBMISSION REQUIREMENTS

B.1.BID SUBMISSION INSTRUCTIONS

All bids must be received by the date and time specified in the Schedule of Events on the cover page. Late submissions will not be considered.

Bids submitted through BidNet are locked until after the due date. Bidders are encouraged to submit their bids well in advance to allow time for any technical issues, as late bids will not be accepted by the system.

For assistance with bid submissions, please contact BidNet® at 1-800-835-4603, Option 2.

B.2.CHANGES:

Bidder shall include all costs necessary to provide a complete project. Items required by the Bid Set but omitted from the Bid are deemed included in the Bid price. The City will not approve change orders for work clearly required by the Bid Set. Change orders are reserved for City-directed changes to scope.

B.3.MODIFICATION AND WITHDRAWAL OF BID:

Bids may be modified or withdrawn by the bidder through BidNet prior to the bid deadline. After the deadline, bids may not be modified or withdrawn except as allowed by law.

Once submitted, a bid becomes City property. The City shall retain all bids submitted regardless of whether that bid is selected in accordance with the City’s retention policy.

Submission of a bid indicates acceptance by the bidder of the conditions contained in this IFB.

B.4.CONTRACT DOCUMENTS:

The City's Sample Contract is provided as Exhibit A of this IFB. The awarded Contractor will be required to sign a version of the Contract similar to the one in Exhibit A, with modifications to reflect the actual scope of the goods to be supplied.

No exceptions to Exhibit A (Sample Contract) will be accepted. Any requested changes must be submitted as questions by the Question Due Date. The City may, at its sole discretion, issue an addendum.

The City reserves the right to reject any or all proposed modifications.

B.5.ACCEPTANCE PERIOD:

Bids shall remain firm for 90 days after bid opening.

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B.6.BID CONTENTS AND FORMAT:

All bids must be in either Microsoft Word, an original PDF (not a scanned copy).

Pricing must be submitted in Microsoft Excel format. Do not alter the excel document in anyway.

Bids must specifically include the following, at a minimum and must be submitted electronically:

1. Bidder’s itemized cost schedule. Bidders shall provide unit pricing and submit a lump sum bid for the complete performance of the Work. The lump sum bid shall be the basis for award.

1.Complete the attached Excel spreadsheet format

In the event of a discrepancy between the lump sum bid and the itemized fee schedule, the lump sum bid shall govern.

2. References. At least three comparable projects, in scope and cost, completed within the last five years. Including a valid contact name, phone, email and project description.

3. Insurance. Proof of insurance coverage (general liability, workers' compensation, etc.).

4.Certificate of Good Standing from the Colorado Secretary of State’s Office.

Successful vendors that are required to furnish a Certificate of Good Standing from the Colorado Secretary of State’s Office, as proof that they are properly registered to do business in the State of Colorado, prior to finalization of award and contracting.

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C.BID OPENING AND AWARD

C.1.BID OPENING

A virtual bid opening to occur via Microsoft Teams, at the time specified in the Schedule of events, by clicking the link below or calling into the phone number below:

Microsoft Teams meeting Join: https://teams.microsoft.com/meet/284324178042873?p=njLnxj3soTlZ1snCBx Meeting ID: 284 324 178 042 873 Passcode: KF22yN2r

Need help? | System reference Dial in by phone +1 720-739-8152,,593601715# United States, Denver Find a local number Phone conference ID: 593 601 715# For organizers: Meeting options | Reset dial-in PIN

C.2. AWARD CRITERIA:

Awards will be made to the lowest responsive and responsible bidder in accordance with Westminster Municipal Code Title XV, including Sections 15-1-4, 15-1-5, and 15-1-10, and the terms of the final bid package.

Responsiveness will be determined based on compliance with the material requirements of the invitation to bid. Responsibility may be evaluated using factors such as the bidder’s skill, capacity, integrity, ability to perform within the required time, past performance, compliance history, financial resources, future maintenance capability, and the number and nature of conditions attached to the bid.

The City does not discriminate on the grounds of race, religion, color, age, sex, disability, or national origin in consideration of an award. Disadvantaged business enterprises are afforded a full opportunity to submit bids.

C.3.AWARD TYPE:

Any award as a result of this IFB shall be contingent upon the execution of a City Contract.

One award will be made on an "all or none" basis. Prices must be shown for each item listed.

Bids submitted without individual item prices listed will be considered as non-responsive and rejected.

The City reserves the right to award multiple contracts in response to this IFB.

Page of 10 16 https://teams.microsoft.com/meet/284324178042873?p=njLnxj3soTlZ1snCBx https://aka.ms/JoinTeamsMeeting?omkt=en-US https://teams.microsoft.com/l/meetup-join/19%253ameeting_YjRlMGNjMTYtODQ3ZC00OTdjLThhMjEtNGQxMTdkMjc1OGIw%2540thread.v2/0?context=%257b%2522Tid%2522%253a%2522f94ebb71-3556-4624-9547-b725ee971c94%2522%252c%2522Oid%2522%253a%25229d985c35-0a88-43ae-90a7-70d1c9ed8ac2%2522%257d https://dialin.teams.cloud.microsoft/77747cee-d5df-416b-9b35-5fd3cb883e86?id=593601715 https://teams.microsoft.com/meetingOptions/?organizerId=9d985c35-0a88-43ae-90a7-70d1c9ed8ac2&tenantId=f94ebb71-3556-4624-9547-b725ee971c94&threadId=19_meeting_YjRlMGNjMTYtODQ3ZC00OTdjLThhMjEtNGQxMTdkMjc1OGIw@thread.v2&messageId=0&language=en-US https://dialin.teams.cloud.microsoft/usp/pstnconferencing

C.4.NOTICE TO PROCEED:

Work shall not commence until a contract has been fully executed and the Contractor has received a City Purchase Order (PO). A Notice to Proceed is not considered valid unless it is accompanied by a PO.

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D.GENERAL IFB INFORMATION & PROVISIONS

D.1.PAYMENT CONDITIONS:

Payment to the Contractor will be made within 30 days after the successful delivery of goods and acceptance of a proper invoice. The City reserves the right to withhold payment if the Contractor fails to comply with the purchase agreement or if services are deemed unsatisfactory by the City's inspection. The City will notify the Contractor promptly of any issues so that corrections can be made, if possible, before payment is delayed.

Final payment will not be made if the work is found incomplete or does not meet the agreed-upon specifications, including authorized changes. The Contractor must correct any deficiencies before receiving final payment.

Under no circumstances will payment be made for work not authorized by the City, as evidenced by a Purchase Order.

D.2.IFB CONDITIONS AND PROVISIONS:

1. Submission: Bids (including all required attachments) must be submitted electronically via the Rocky Mountain E-purchasing System (BidNet®).

2. Compliance: All Bidders must comply with the conditions, requirements, and instructions outlined in this IFB. If there are any omissions or conflicts in the instructions, the Bidder must seek written clarification from the Procurement Manager at least forty-eight (48) hours before the bid opening.

3. Typographical Errors: Errors in bid pricing may result in the loss of contract award.

4. Bid Completeness: All requested information must be provided. Failure to submit complete information may result in disqualification.

5. City’s Discretion: The City reserves the right to postpone, cancel, or reject all bids if deemed in the City’s best interest.

6. Pricing: Unit prices must be provided for each item. In case of discrepancies in price extensions, the unit price will govern.

7. Omissions: Failure to specify manufacturer’s brand, code, or style as requested may result in rejection of the bid if deemed in the City’s best interest.

8. Waiver of Errors: The Procurement Manager reserves the right to waive minor errors or omissions and to reject any or all bids, or to award a contract in part or whole, if in the City’s best interest.

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9. Compliance with Specifications: The Contractor must comply with all terms, conditions, and specifications of this IFB. The City reserves the right to inspect the Contractor’s facilities and equipment to ensure compliance.

10.Eligibility: Bids from entities in arrears to the City, or failing to meet required legal or regulatory compliance, will not be accepted. Bidders may be asked to demonstrate the necessary knowledge and financial capacity to perform the work.

11. Legal Compliance: The bidder agrees to abide by all applicable laws, regulations, and ordinances of the United States, State of Colorado, and City of Westminster, securing all necessary licenses and permits.

12.Standards Compliance: All materials, supplies, equipment, and services provided must meet all applicable federal, state, and local codes.

13.Formal Contract: A formal contract will be prepared by the City, and the Contractor must sign and submit required insurance and documentation within ten (10) days (or as otherwise specified) from receipt of the contract.

14.No Liability for Costs: The City will not be liable for any costs incurred by the Bidder in the preparation of bids or in connection with work performed prior to the contract’s execution.

15.Permits and Fees: The Contractor is responsible for procuring necessary permits, paying taxes, and complying with all associated fees. All costs should be included in the bid price.

16.Tax Exemption: The City is exempt from City, State, and Federal sales/excise taxes. Tax exemption certificates will be provided upon request.

D.3.PROTESTS:

This policy does not apply if all bids are rejected or if the solicitation is cancelled without an award.

1. Right to Protest: Any bidder or vendor who feels wronged (referred to as the "aggrieved party") regarding the solicitation or contract award can protest to the Westminster Procurement Manager, Aran Raz, at araz@westminsterco.gov.

2. Timing of Protests:

a. Pre-Award: If the aggrieved party has concerns about the bid specifications before the bid opening date, they must submit their protest at least three (3) business days before that date. The aggrieved party must show that there’s a problem with the specifications. Late protests shall not be accepted.

b. Post Award. If the aggrieved party believes the award process didn’t follow the City’s Procurement rules, they must submit a protest within ten (10) business days after the award is published on Rocky Mountain E-Purchasing System (Bidnet). The

Page of 13 16 aggrieved party must show that the rules were not followed. Late protests shall not be accepted.

c. All protests must be made in writing to the Westminster Procurement Manager, Aran Raz, at araz@westminsterco.gov.

3. Written protest must include:

a. Name, address, and telephone number of the aggrieved party

b. IFB number and date of procurement

c. A clear explanation of the issues.

d. Any evidence or documents that support your protest

e. A detailed explanation of why you believe you are aggrieved.

4. Decision Authority: The Procurement Manager will review and decide on the protest within ten (10) business days of receiving it. The decision will address the issues raised and will be final.

Award Delay: If a protest is filed, the Procurement Manager may choose to delay the award until the protest is resolved.

D.4.GRATUITIES AND KICKBACKS:

It shall be a breach of ethical standards for any person to offer, give, or agree to give any employee or former employee (within six months of termination from City employment), to solicit, demand, accept, or agree to accept from another person, a gratuity or an offer of employment in connection with any decision, approval, disapproval, recommendation, preparation of any part of a program requirement or a purchase request, influencing the content of any specification or procurement standard, rendering of advice, investigation, auditing, or in any other advisory capacity in any proceeding of application, request for ruling, determination, claim or controversy, or other particular matter, pertaining to any program requirement or a contract or subcontract, or to any solicitation or bid therefore.

It shall be a breach of ethical standards for any payment, gratuity, or offer of employment to be made by or on behalf of a Subcontractor under a contract to the prime Contractor or higher tier Subcontractor or any person associated therewith, as an inducement for the award of a subcontract or order.

In the event that any gratuities or kickbacks are offered or tendered to any City of Westminster employee, the bid shall be disqualified and shall not be reinstated.

D.5.NON-COLLUSIVE BIDDER CERTIFICATION:

By the submission of this bid, the bidder certifies that:

1. The bid has been arrived at by the bidder independently and has been submitted without collusion with any other bidder.

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2. The contents of the bid have not been communicated by the bidder, nor, to its best knowledge and belief, by any of its employees or agents, to any person not an employee or agent of the bidder or its surety on any bond furnished herewith, and will not be communicated to any such person prior to the official opening of the bid.

3. No bidder shall submit more than one bid for this purchase. It shall be the responsibility of each bidder to obtain the prior written permission of the Procurement Manager before bid opening in every situation in which the bidder, due to corporate association or other affiliation, may be found to be impermissibly associated with another bidder. Failure to observe this requirement could result in all such affiliated bids being rejected.

4. Conflict of Interest Disclosure. Each Bidder shall disclose in its bid any actual, potential, or perceived conflict of interest, including any current or prior relationship with the City, its officials, or employees, that could affect the integrity of the solicitation or award. Failure to disclose a known conflict may result in disqualification.

D.6.DISCLOSURE OF CONTENTS OF BIDS:

The contents of all bids become a matter of public record and a “Record” under the Colorado Open Records Act, § 24-72-201, et seq., C.R.S. (“CORA”). Upon request to the City, the disclosure of Records is mandatory, with the exception of those Records under CORA which are excluded from disclosure sometimes identified as business or trade secrets or proprietary matters (“Protected Items”). Protected Items so marked may not be disclosed unless disclosure is otherwise required under CORA. If a request is made under CORA for Records, the City will use reasonable efforts to notify the bidder of the request, and it will be the responsibility of the bidder to appropriately redact Protected Items from its submittal to the City.

If a bidder does not respond to the City to redact Protected Items as requested all Records may be disclosed by the City. If necessary, a bidder shall seek a court order to protect their Protected Items, and will defend, indemnify, and hold harmless the City from any claim or action related to the City’s withholding of Protected Items.

D.7.COOPERATIVE PURCHASING:

The City of Westminster encourages and participates in cooperative purchasing endeavors undertaken by or on behalf of other governmental jurisdictions including the Multiple Assembly of Procurement Officials (MAPO) and the Cooperative Educational Purchasing Council (CPEC). 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 solicitation request, 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 Westminster is not a legally binding party to any contractual agreement made between another governmental entity and the Contractor as a result of this solicitation. The City shall not be liable for any costs or damages incurred by any other entity.

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