RFP FORM Rev. 06/05/2026

4750 SIGNAL TREE DR.

TIMNATH, CO 80547

(970) 224-3211

(970) 224-3217 – FAX

TOWN OF TIMNATH

REQUEST FOR PROPOSAL (RFP)

COVER PAGE

Solicitation Number: RFP2600218 Date: August 11, 2026 Title: Town of Timnath Streetlight Maintenance Services Proposal Deadline: August 28, 2026 at 12:00pm Mountain Time

Proposals must be submitted via Rocky Mountain e-Purchasing System (BidNet).

For additional information, questions, or documents, please contact Stephanie Mas, Procurement Specialist, via phone at 970-224-3211 Ext. 1410 or email at smas@timnathgov.com.

Documents included in this package:

1 Cover Sheet 2 Specifications 3 General Terms and Conditions 4 Special Terms and Conditions

List of Attachments:

1 Sample Agreement

The undersigned hereby affirms that:

(1) The signer is a duly authorized agent of the Contractor;

(2) The signer has read all terms and conditions and specifications which were made available in conjunction with this

Solicitation and fully understands and accepts them unless specific variations have been expressly listed in his/her Proposal;

(3) The Proposal is being submitted on behalf of the Contractor in accordance with any terms and conditions set forth in this document;

(4) The signer acknowledges and confirms the receipt of all Addenda issued for this Request for Proposal, including the following:

a. Addendum __ Dated __/__/____

b. Addendum __ Dated __/__/____

c. Addendum __ Dated __/__/____

d. Addendum __ Dated __/__/____

e. Addendum __ Dated __/__/____

f. Addendum __ Dated __/__/____

(5) The Contractor will accept any awards made to it as a result of the Proposal submitted herein for a minimum of ninety

(90) calendar days following the date of submission, and the signer understands and accepts that all contract awards are subject to acceptance of the terms of the Town’s Independent Contractor Agreement (ICA), a sample copy of which is attached to this Solicitation.

CONTRACTOR INFORMATION (PRINT OR TYPE INFORMATION)

Name of Company:

Address: City/State: Zip:

Primary Contact Name: Phone:

Email:

Authorized Representative’s Signature: Title:

Printed Name: Phone:

Email:

https://www.bidnetdirect.com/colorado/town-of-timnath mailto:smas@timnathgov.com

4750 SIGNAL TREE DR.

TIMNATH, CO 80547

SPECIFICATIONS

I INTRODUCTION:

The Town of Timnath (“Town”) desires to solicit Proposals from interested firms or persons to perform the services outlined in Section IV of the Specifications (“Scope”). This document sets forth general information and requirements for persons and firms (“Contractors”) interested in submitting Proposals (“Proposals”) in response to this Request for Proposals (“Solicitation”).

II SCHEDULE OF ACTIVITIES:

The following activities and dates are a tentative outline of the process to be used to solicit Contractor responses and evaluate Proposals.

August 11, 2026, 2026................................................................................................. Issue Request for Proposal

August 18, 2026 (12:00pm MT) .............................................................................. Question Submittal Deadline

August 21, 2026 ....................................................................................... Final Response to Questions Released

August 28, 2026 (12:00pm MT) .............................................................................. Proposal Submittal Deadline

Week of September 7-11, 2026 ...................................................................................... Contractor Interviews**

September 18, 2026 .................................................................................................. Intent to Award Notification

October 14, 2026 .......................................................................................................................... Award Contract

**Contractor Interviews may be held at the Town’s discretion. See Specifications Section VI, Proposal Scoring and Selection Process, for details.

III PURPOSE:

The Town of Timnath requests Proposals from qualified Contractors for all labor, supervision, equipment, materials, traffic control, reporting, and coordination necessary to perform routine and emergency maintenance of the Town of Timnath streetlight system. Services shall ensure the safe, reliable, and efficient operation of all Town-owned streetlights and associated infrastructure.

IV SCOPE:

General Services The Contractor shall:

• Provide routine and emergency streetlight maintenance services 24 hours per day, 7 days per week, 365 days per year.

• Maintain qualified personnel, vehicles, bucket trucks, equipment, tools, and materials necessary to perform required services.

• Coordinate all work with the Town's designated Streetlight Coordinator, the Public Works Operations Supervisor, and at times the designated person on-call 970-481-6692.

• Comply with all applicable federal, state, and local regulations, including OSHA, MUTCD, and Town standards.

• Coordinate directly with utility providers when utility involvement is required.

• Provide installation of new equipment as needed.

Routine Maintenance Services Routine maintenance services shall include, but are not limited to:

• Replacement of failed LED fixtures.

• Replacement of photocells.

• Replacement of lamps where applicable.

• Repair or replacement of wiring and electrical components.

• Repair of loose or damaged conductors.

• Replacement of damaged fixture components.

• Cleaning fixtures and lenses during maintenance activities.

• Inspection of poles, arms, fixtures, and electrical components.

• Investigation and correction of reported outages.

• Repair of day-burning fixtures.

• Repair of flickering fixtures.

• Identification and documentation of additional maintenance needs.

Routine service requests shall be completed within five (5) business days of notification unless otherwise approved by the Town.

Emergency Maintenance Services Emergency maintenance includes any condition that presents an immediate public safety hazard, including:

• Pole knockdowns.

• Damaged or exposed electrical conductors.

• Hanging fixtures or equipment.

• Severed wiring.

• Vehicle strikes involving streetlight infrastructure.

• Any electrical or structural condition deemed hazardous.

Emergency Response Requirements:

• Contractor shall respond on-site within two (2) to four (4) hours of notification.

• Contractor shall provide emergency contact information available 24/7/365.

• Contractor shall secure the area, eliminate hazards, and implement temporary or permanent repairs.

• Contractor shall coordinate utility disconnects when required.

• Contractor shall provide photographs and documentation of emergency conditions.

Traffic Control The Contractor shall:

• Furnish all traffic control devices, warning signs, barricades, and safety equipment.

• Develop and implement traffic control in accordance with the MUTCD and Colorado Department of

Transportation standards.

• Maintain safe traffic flow during all maintenance activities.

• Utilize appropriate vehicle warning lights and safety markings.

Reporting and Documentation For every maintenance activity, the Contractor shall provide:

• Location and pole number.

• Date and time of service.

• Description of issue.

• Repairs performed.

• Materials utilized.

• Photographs before and after repairs.

• Additional work recommendations.

• Utility coordination notes when applicable.

Documentation shall be submitted electronically to the Town within three (3) business days following completion of work.

Inventory Management

The Contractor shall:

• Maintain a secure storage location for Town-owned streetlight inventory.

• Track inventory usage and availability.

• Maintain sufficient stock of commonly used materials.

• Provide quarterly inventory reports.

• Maintain specification sheets for all stocked materials.

• Retain salvageable components removed during maintenance.

Warranty Services The Contractor shall:

• Provide a minimum one-year warranty on maintenance labor.

• Assist the Town with manufacturer warranty claims.

• Retain failed warranty materials until disposition instructions are received.

• Maintain records of all warranty-related repairs.

Inspections The Contractor shall:

• Perform inspections as part of maintenance activities.

• Notify the Town of any deficiencies identified.

• Assist the Town with post-installation inspections following pole replacements or major repairs.

• Verify proper operation of all repaired streetlights prior to closing work orders.

Invoicing Invoices shall include:

• Date of service.

• Work order or dispatch number.

• Labor hours.

• Equipment utilized.

• Materials utilized.

• Location serviced.

• Associated photographs and service records.

• Applicable prevailing wage documentation.

Invoices shall be submitted as work is completed and shall be subject to Town review and approval.

Insurance Claim Support For knockdowns and vehicle damage incidents, the Contractor shall provide:

• Photographs of damages.

• Repair cost documentation.

• Labor and material breakdowns.

• Associated emergency response costs.

• Documentation necessary to support insurance recovery efforts.

Coordination The Contractor shall coordinate with:

• Town Public Works.

• Town Engineering.

• Police Department.

• Utility providers.

• Insurance representatives when required.

Performance Requirements The Contractor shall:

• Meet all response time requirements.

• Maintain qualified staff and equipment.

• Provide timely communication and reporting.

• Comply with all safety requirements.

• Maintain accurate maintenance and inventory records.

Failure to meet performance requirements may result in corrective action, liquidated damages, or termination of services as determined by the Town.

V PROPOSAL CONTENTS:

Interested Contractors shall provide at least the following information:

1 Introduction (not included in page count):

o RFP Cover Page, completed and signed by the Contractor’s authorized signatory.

o Additional contact information including name(s), business address(es), phone number(s), and email address(es) of other applicable points of contact.

o Copy of Certificate of Fact of Good Standing for the State of Colorado.

o A statement of availability of the Contractor to undertake the Scope.

2 A detailed approach to providing the proposed Scope.

3 Resumes, organization chart, specific duties, and responsibility commitments for individuals involved in performance of the Scope. Resumes will not be included in the page count; all other organizational information will be included.

4 Relevant experience, including the scope, for projects of a similar size, scope, and magnitude within the past five (5) years.

5 References from at least three (3) current or recent projects of a similar size, scope, and magnitude within the past five (5) years.

6 Pricing: Proposal shall indicate the costs/rates for all proposed products and/or services. Prices shall include the cost of parts and labor, and the aggregate price for the full Scope.

Item/Service Unit Cost/Rate Visor Repair/Replace Base Replace 12 ft pole full assembly replacement 18 ft pole full assembly replacement 28 ft pole full assembly replacement Bucket Truck Business Hours Labor Rate New Installation Labor Rate After Hours/Emergency Labor Rate

VI PROPOSAL SCORING AND SELECTION PROCESS:

Proposals will be evaluated using the following criteria with a maximum of 100 points available. Contractors will be evaluated based on the price and non-price factors listed below. Proposals will be scored to determine the top-rated Proposal(s) that present the best value to the Town for award of the resultant Contract.

1 Technical Approach and Capability – 30 points The Contractor’s overall technical approach will be evaluated to assess the Town’s level of confidence in the Contractor’s understanding of, approach to, and ability to successfully perform the requirements as described in the Scope.

2 Experience – 30 points The Contractor’s background and experience regarding recent projects of a similar size, scope, and magnitude will be assessed to determine the likelihood that the Contractor can successfully perform the requirements.

3 Qualifications of Proposed Team – 30 points The Contractor’s proposed team will be assessed to determine whether the Contractor meets the qualification requirements to perform the Scope.

4 Price – 10 points The Contractor’s price will be evaluated for completeness, reasonableness, and compatibility in relation to the requirements.

Interviews with Top-Rated Contractors:

If, at any stage of the evaluation, the top-rated Proposals are determined to be equal, or virtually equal, in regard to the evaluation criteria listed above, or the Town otherwise determines that interviews would be helpful, the Town may, at its sole discretion, invite those Contractors to participate in oral interviews. The Town prefers interviews to be held in-person at the Timnath Town Center.

Interview Scoring:

If Contractors are selected for oral interviews, interview content will be evaluated and scored using the same criteria above following the interviews. A total of up to 10 points may be awarded to each Proposal’s original score based on the interview. The final evaluation will be based on the Contractor’s written Proposal, interview (if conducted), and any supplemental information requested.

Selection Process:

The Town intends to award a Contract resulting from this Solicitation to the responsible top-rated Contractor(s) whose initial Proposal conforming to the Solicitation will be the most advantageous to the Town, price and other factors considered.

The Town may make award to other than the lowest-priced Contractor or the Contractor with the highest technical rating if the Town determines that to do so would result in the best value to the Town. The Town will not make an award at a significantly higher overall price to achieve only slightly superior performance capability. Award of a contract is subject to approval by the Town Council at a public meeting.

VII CLARIFICATIONS AND MODIFICATIONS TO THE SOLICITATION:

Answers to questions the Town receives and that the Town, in its sole discretion, determines are a substantive provision of new information, will be issued as official Addenda to this Solicitation. When appropriate, as determined by the Town in its sole discretion, revisions, substitutions, or clarifications of the Solicitation will be issued as Addenda on BidNet. Changes or modifications to this Solicitation will be binding on the Town only if in the form of written Addenda issued by the Town. The Town will provide any Addenda to all Contractors who have received this Solicitation via BidNet.

VIII ADDENDA:

Contractor is responsible for obtaining and acknowledging all subsequent Addenda. Failure to submit acknowledgement of subsequent Addenda may deem the Contractor non-responsive.

IX REQUESTS FOR CLARIFICATIONS:

The Town reserves the right to require clarification or further information with respect to any Proposal received, and to determine the final terms of any Contract for services.

4750 SIGNAL TREE DR.

TIMNATH, CO 80547

GENERAL TERMS AND CONDITIONS

I GENERAL CONDITIONS:

1 Contractors responding to the Solicitation do so solely at their expense. The Town is not responsible for any

Contractor expenses associated with the Solicitation.

2 Contractors shall make all investigations necessary to thoroughly inform themselves regarding the conditions associated with this Solicitation. No plea of ignorance by the Contractor of conditions that exist or that may hereafter exist as a result of failure to fulfill the requirements of the contract documents will be accepted as the basis for varying the requirements of the Town or the compensation to the Contractor.

3 Contractors are advised that all Town contracts are subject to all legal requirements contained in the Town’s Purchasing Policies and federal, state, and local statutes, ordinances, and regulations. When conflicts between the Solicitation and these legal documents occur, the legal requirements will control.

4 All Proposals and other materials submitted in response to this Solicitation shall become the property of the Town upon receipt and will not be returned to the Contractor. Selection or rejection will not affect this right.

Information that is considered proprietary should be clearly marked as such and will be handled in accordance with applicable federal and state laws. Neither cost information nor any response in total will be considered proprietary, and Contractors should assume that all portions of their response other than proprietary information will be public records subject to disclosure under the Colorado Open Records Act (CORA).

5 The provisions herein are solely for the fiscal responsibility of the Town and confer no rights or entitlements to Contractors.

6 This Solicitation is not an offer to contract.

II CLARIFICATIONS AND MODIFICATIONS IN TERMS AND CONDITIONS:

1 Where there appear to be variances or conflicts between the General Terms and Conditions, the Special Terms and Conditions and the technical specifications outlined in this Solicitation, the technical specifications then the Special Terms and Conditions will prevail over the General Terms and Conditions.

2 If any Contractor contemplating submitting a Proposal under this Solicitation is in doubt as to the true meaning of the specifications, the Contractor must submit a written request for clarification to the Town through Stephanie Mas, Procurement Specialist, via email at smas@timnathgov.com. The Contractor submitting the request shall be responsible for ensuring that the request is received by the Town at least five

(5) calendar days prior to the scheduled deadline for submission of Proposals.

Any official interpretation of this Solicitation must be made in writing by an agent of the Town who is authorized to act on behalf of the Town. The Town shall not be responsible for interpretations offered by employees of the Town who are not agents nor authorized to do so.

The Town shall issue a written Addendum if substantial changes which impact the technical submission of Proposals are required. A copy of such Addendum will be made available to each Contractor receiving the Solicitation via BidNet. The Contractor shall certify its acknowledgment of the Addendum by listing it on the completed and signed RFP Cover Page submitted with its Proposal. In case of conflicting language with other documents that are part of the agreement between the Town and Contractor, the most recent Addendum shall prevail over any previous Addenda and the original Solicitation.

III PRICES CONTAINED IN PROPOSALS – DISCOUNTS, TAXES, COLLUSION:

1 Contractors may offer a cash discount for prompt payment. Discounts will be considered in determining the lowest net cost for the evaluation of Proposals; discounts for periods of less than twenty days, however, will not be considered in making the award. Contractors are encouraged to provide a discount for their prompt payment. If no prompt payment discount is being offered, the Contractor shall enter a zero (0) for the percentage discount to indicate NET 30 days. If the Contractor does not enter a percentage discount, it is hereby understood and agreed that the payment terms shall be NET 30 days, effective on the date that the Town receives an accurate invoice or accepts the products, whichever is the later date. Payment is deemed to be made on the date of the mailing of the check or issuance of ACH payment.

2 Contractors shall not include federal, state, or local excise or sales taxes in prices offered, as the Town is exempt from payment of such taxes. Town tax identification numbers will be made available to the selected Contractor.

3 The Contractor, by affixing its signature to this Solicitation, certifies that its Proposal is made without previous understanding, agreement, or connection either with any persons, firms or corporations making a Proposal for the same items, or with the Town. The Contractor also certifies that its Proposal is in all respects fair, without outside control, collusion, fraud, or otherwise illegal action. To ensure integrity of the Town’s public procurement process, all Contractors are hereby placed on notice that any and all Contractors who falsify the certifications required in conjunction with this section will be prosecuted to the fullest extent of the law.

IV PREPARATION AND SUBMISSION OF PROPOSALS:

1 Preparation of Proposals:

o Proposals must be typed, and must not exceed twenty (20) pages (not including cover pages, dividers, table(s) of contents, and/or manufacturer/OEM specification sheets). Microsoft Word and Excel, and Adobe PDF document types will be accepted.

o Proposals must contain a signature of an authorized agent of the Contractor in the space provided on the RFP Cover Page. The original cover page of this Solicitation must be included in all Proposals. If the Contractor’s authorized agent fails to sign and return the original cover page of the Solicitation, its Proposal may be determined as non-responsive.

o Unit prices, if applicable, shall be for the unit of measure requested. Prices that are not in accordance with the measurements and descriptions requested may be determined as non-responsive. Where there is a discrepancy between the unit price and the extension of prices, the unit price shall prevail.

o The accuracy of the Proposal is the sole responsibility of the Contractor. No changes in the Proposal shall be allowed after the date and time that Proposals are due.

2 Submission of Proposals:

o Proposals shall be submitted via BidNet. Proposals that are not submitted in accordance with these instructions may be determined as non-responsive.

o Contractors that qualify their Proposals by requiring alternate contractual terms and conditions as a stipulation for Contract award must include such alternate terms and conditions in their Proposals.

The Town reserves the right to declare Contractors’ Proposals as non-responsive if any of these alternate terms and conditions are in conflict with the Town’s terms and conditions, or if they are not in the best interests of the Town, as determined in the discretion of the Town.

3 Late Proposals:

Proposals received after the specified deadline will be determined as non-responsive and may not be considered.

V MODIFICATION OR WITHDRAWAL OF PROPOSALS:

1 Modification of Proposals:

Proposals may only be modified via BidNet prior to the submittal deadline. If more than one modification is submitted regarding the same subject matter, the modification bearing the latest date of receipt by the Town will be considered the valid modification.

2 Withdrawal of Proposals:

Proposals may be withdrawn prior to the submittal deadline via BidNet.

VI REJECTION OF PROPOSALS:

1 Rejection of Proposals:

The Town may, at its sole and absolute discretion:

o Accept or Reject any and all, or parts of any or all, Proposals submitted by prospective Contractors;

o Re-advertise this Solicitation;

o Postpone or cancel the process;

o Waive any irregularities or informalities in the Proposals received in conjunction with this

Solicitation;

o Determine the criteria and process whereby Proposals are evaluated and awarded; and/or o Disregard all non-conforming, non-responsive, or conditional Proposals.

No damages shall be recoverable by any challenger as a result of these determinations or decisions by the Town.

2 Elimination from Consideration:

o A Proposal may not be accepted from, nor any Contract be awarded to, any person or firm which: is in arrears to the Town upon any debt or Contract; or which is a defaulter as surety; or is otherwise in default upon any obligation to the Town.

o A Proposal may not be accepted from, nor any Contract awarded to, any person or firm which has failed to perform faithfully any previous Contract with the Town, state, or federal government, for a minimum period of three years.

VII AWARD OF SOLICITATION:

The Town shall award the Solicitation to the successful Contractor(s) through the issuance of an Intent to Award Notification. No services shall be provided until the Contract has been fully executed and distributed by the Town.

4750 SIGNAL TREE DR.

TIMNATH, CO 80547

SPECIAL TERMS AND CONDITIONS

I QUALIFICATIONS OF CONTRACTOR:

The Town may make such investigations as deemed necessary to determine the ability of the Contractor to perform the Scope, and the Contractor shall furnish all information and data for this purpose as the Town requests. The Town reserves the right to reject any Proposal if the evidence submitted by, or investigation of, such Contractor fails to satisfy the Town that such Contractor is properly qualified to carry out the obligations of the Contract and to complete the Scope contemplated therein. Conditional Proposals will not be accepted.

II MATERIAL PRICED INCORRECTLY:

As part of any award resulting from this process, Contractor(s) will discount all transactions as agreed. In the event the Town discovers, through its contract monitoring process or formal audit process, that material was priced incorrectly, Contractor(s) agrees to promptly refund all overpayments and to pay all reasonable audit expenses incurred as a result of the non-compliance.

III EQUAL OPPORTUNITY:

The Town of Timnath intends and expects that the contracting processes of the Town and its Contractors provide equal opportunity without regard to gender, race, ethnicity, religion, age or disability.

IV CONFLICTS OF INTEREST:

Prior to the execution of, and during the performance of, the resultant Agreement, the Contractor agrees to notify the Town of any conflicts of interest known to the Contractor that impact the Contractor’s provision of services to the Town.