07/28/2026

Castle Pines Village Metro District

Request For Proposals On-Call Pump Station Maintenance and Repair

Services

Table of Contents

1. Introduction

Questions

2. Proposal Information

2.1 Procurement Process and Project Implementation

2.2 Proposal Evaluation and Selection

2.3 Other Procurement Requirements

3. Proposal Submittal Requirements

3.1 General Requirements

4. Scope of Work — On-Call Pump Station Maintenance and Repair Services

4.1 General Scope of Work

4.2 Facilities and Equipment Covered

4.3 Service Categories

4.4 Personnel Qualifications

4.5 Response Time Requirements

4.6 Compensation and Pricing Structure

4.7 Documentation and Reporting

4.8 Safety and Compliance

4.9 District Responsibilities

Attachment A — Price Schedule

B.1 — Hourly Labor Rates

B.2 — Materials, Parts, and Trip Charges

B.3 — Response Time Certification

B.4 — Certification

1. Introduction Notice is hereby given that Castle Pines Village Metropolitan District, Colorado (the "District") is requesting hourly labor rates, materials markup, and proposed service terms from qualified pump and mechanical service contractors for On-Call Pump Station Maintenance and Repair Services, on a Time and Materials (T&M) basis, as further described in Section 4 (Scope of Work) of this RFP.

The District intends to award resulting agreements to two (2) qualified Contractors on a multiple-award, non-exclusive basis. Work will be assigned by the District to either or both awarded Contractors on an as-needed basis over the term of the agreements. Award of an agreement to a Contractor does not guarantee that Contractor any specific volume or dollar amount of work, and the District reserves the right to assign work between the two awarded Contractors at its sole discretion, based on factors including responsiveness, pricing, availability, and performance.

The District will receive proposals by electronic submission through BidNet on the Rocky Mountain Bid System:

https://www.bidnetdirect.com/colorado/castlepinesmetropolitandistrict

Proposals must be submitted by 4 September 2026 at 2:00 p.m. to be considered by the District.

The RFP is available electronically via BidNet on the Rocky Mountain Bid System.

Questions Any questions must be submitted in writing by email to Jason LeTellier, Operations Superintendent, at jletellier@cpvmetroco.gov. Emailed questions shall contain the project name in the email subject line and must be received no later than 2:00 PM local time on 26 September 2026. Questions will be answered via addendum posted to BidNet on the Rocky Mountain Bid System.

2. Proposal Information

2.1 Procurement Process and Project Implementation

A summary schedule of the upcoming major activities associated with this process is presented below.

Dates shown in this schedule are target dates only; the District reserves the right to alter this schedule. If a Contractor requires alterations to the schedule, those alterations shall be included with the proposal for consideration by the District.

APPROXIMATE ACTIVITY SCHEDULE

Issue Request for Proposals 14 August 2026

Final Date to Submit Questions 26 August 2026, at 2:00 pm MST

Proposal Due Date 4 September 2026, at 2:00 pm MST

2.2 Proposal Evaluation and Selection

2.2.1 Evaluation Process Overview

The Contractor's proposal should be concise and complete, covering all items identified, emphasizing an understanding of the project and the resources to perform the intended work.

A Selection Team will evaluate all proposals. Proposals shall be evaluated based on the Evaluation Criteria noted herein. The District reserves the right to request additional information from any respondent after the submission deadline as necessary to complete the evaluation process. The firms selected for award will be chosen on the basis of the apparent greatest benefit to the District, and not necessarily on the basis of lowest price. The result of the evaluation will be a recommendation to the approving authority for the two Contractors with which to initiate negotiations.

2.2.2 Evaluation Criteria

Contractors will be evaluated based on their exhibited understanding and familiarity of the project issues as demonstrated by the Contractor’s unique perspective and presentation on the proposed strategies, approach, team structure, experience/expertise, and rate schedule. The Selection Team will consider all criteria in performing a comprehensive evaluation of the proposal.

• Project Understanding (25%) – The firm’s understanding of the project scope and the District’s objectives, as well as an understanding of the work to be performed.

• Qualifications (50%) – The firm’s expertise and professional qualifications with vertical turbine, centrifugal, and peristaltic pump service, VFD/PID programming, and related electrical work in a municipal or industrial water/wastewater setting. Results of reference checks and past performance for other clients.

• Rate Schedule (25%) – The completeness and competitiveness of the hourly labor rates and materials markup percentage proposed in Attachment B – Price Schedule.

2.2.3 Reference Checks

The Selection Team will verify experience and qualifications, including verification of quality on past projects, through interviews. Reference checks may be evaluated as part of the Qualifications evaluation criteria.

2.2.4 District Requests for Clarification or Resubmissions

At its sole discretion, the Selection Team may seek written clarifications regarding a Contractor’s proposal and may request an updated Proposal during the evaluation process prior to entering formal discussions.

2.3 Other Procurement Requirements

2.3.1 Work for Hire

Regardless of whether the District awards an agreement, the Proposals submitted pursuant to this RFP, including the data, information, concepts, and ideas contained therein, shall be "works made for hire," and the District shall have the right to use the Proposals for the purposes of the District in any manner or combination it so elects, without notice to or the consent of the Contractor(s). Such "purposes" do not include the publication, distribution, or sale of such proposals to third parties not employed by or under contract to the District, except in connection with Requests for Proposals to perform consulting services on behalf of the District. Notwithstanding the foregoing, the District agrees that any use of such Proposal(s) by the District without the Contractor’s verification or adaptation for the specific purpose intended shall be at the sole risk of the District.

2.3.2 Contractor Responsibility for Proposal Cost

District is not liable for any costs incurred by any Contractor associated with the preparation of a proposal or the negotiation of an agreement for services prior to the issuing of the agreement.

2.3.3 Substantive Proposals

By submitting a proposal, the Contractor certifies that (a) Contractor’s proposal is genuine and is not made in the interest of, or on behalf of, an undisclosed person, Contractor, or corporation; (b) Contractor has not directly or indirectly induced or solicited any other Contractors to put in a false or sham proposal; (c) Contractor has not solicited or induced any other person, Contractor, or corporation to refrain or abstain from proposing; (d) Contractor has not sought by collusion to obtain for themselves any advantage over any other Contractor or over the District.

2.3.4 Information Disclosure to Third Parties

All material provided to the District during the RFP process and agreement negotiation and administration would be expected to be used without restriction by the District in the future. Please be specific about any exceptions the Contractor may have to this provision.

2.3.5 Colorado Open Records Law

Ownership of data, materials, and documents originated and prepared for the District pursuant to this Request for Proposal shall belong exclusively to the District and be subject to public inspection in accordance with the Colorado Open Records Act and any other applicable government transparency laws.

Trade secrets or other proprietary information submitted by a Contractor shall not be subject to public disclosure under the Colorado Open Records Act, however, the Contractor must invoke its protections at the time the data, material, or documents are submitted. The Contractor must specifically identify the data, materials, or documents to be protected by highlighting them and marking them plainly as "Confidential," "Trade Secret," or "Proprietary" and state the reason the protection is necessary within the Proposal, including citation to specific laws and supporting case law, if any, and a statement signed by legal counsel for the Contractor that the request for such non-disclosure is legally appropriate and that the Contractor understands and acknowledges that Contractor is obliged to defend its alleged right to non-disclosure and hold harmless the District for all damages, costs, and fees. Further, the classification of an entire proposal document and/or total proposal price as proprietary or trade secret is not acceptable and may be deemed non-responsive and result in rejection of the Proposal. Although the Colorado Open Records Act recognizes that certain confidential trade secret information may be protected from disclosure, the District may not accept or approve that the information a Contractor submits is a trade secret. If a request is made for information marked as "Confidential," "Trade Secret," or "Proprietary," the District shall make a reasonably good faith effort to provide the Contractor who submitted the information with notice such that the Contractor may seek protection from disclosure by a court of competent jurisdiction.

2.3.6 District Rights

This RFP constitutes an invitation to Contractors to submit Proposals to the District. The District reserves, holds without limitation, and may exercise, at its sole discretion, the following rights and conditions with regard to this procurement process. By responding to this RFP, Contractors acknowledge and consent to the following District rights and conditions:

• To terminate the procurement process or decide not to award an agreement as a result thereof by written notice to the Contractors for any reason whatsoever.

• To waive any defect, technicality, or any other minor informality or irregularity in any Proposal, or any other response from Contractors.

• To make major changes or alterations to the RFP schedule for any events associated with this procurement process upon notice to the Contractor. Minor modifications may be made without notice to Contractors.

• To eliminate any Contractor that submits an incomplete or inadequate response or is not responsive to the requirements of this RFP or is otherwise deemed to be unqualified during any stage of the procurement process.

• To seek clarifications, at any time, with one or more Contractor, with the understanding that any such clarifications would remain confidential with respect to other Contractors.

• To amend the Agreement Scope of Services, at any time, to omit services therein or to include services not currently contemplated therein.

• Without prior notice, to supplement, amend, or otherwise modify this RFP, or otherwise request additional information.

• In the event the District receives questions concerning this RFP from Contractors prior to the deadline for response, the District reserves the right to provide such questions, and the District’s responses, if any, to all Contractors.

• Neither the District, its staff, agents, employees, representatives, nor contractors will be liable for any claims or damages resulting from any aspect of this procurement process.

• To conduct investigations with respect to the qualifications and experience of each Contractor included in its Proposal and to request additional evidence to support any such information.

• To take any action affecting the RFP process or the Project that is determined to be in the District’s best interests.

• To request clarifications, information, and/or revised proposals from one or more Contractors.

• To discontinue negotiations with a Selected Contractor and commence negotiations with another Contractor.

• To select and enter into agreements with two (2) Contractors whose Proposals best satisfy the interests of the District and are most responsive in the judgment of the District to the requirements of this RFP.

• To award to more or fewer than two (2) Contractors, or to a single Contractor, if in the District’s sole judgment doing so best serves the District’s interests.

2.3.7 Award of Agreements

Agreements may be negotiated with the two (2) Contractors whose proposals are determined to be most responsive to the District’s needs and most advantageous to the District, considering all factors based on the criteria described herein, all as solely determined by the District. Proposals should, therefore, be submitted initially on the most favorable terms. The District reserves the right to reject any or all proposals, to award to more or fewer than two (2) Contractors, and to award an agreement in whole or in part.

3. Proposal Submittal Requirements

3.1 General Requirements

Submit the complete proposal electronically through the Rocky Mountain Bid System (Bid-Net). Proposals must be submitted and received by the District on Bid-Net by the following date and time:

[Proposal Due Date TBD], 2:00 p.m. MT

Proposals must be received by the date and time stated herein.

Interested Contractors are responsible for the timely and accurate delivery of their proposals. Proposals may not be withdrawn after the submission period closing.

3.1.1 Format Requirements and Organization

The total length of the proposal shall be no more than 6 pages. No information after page 6 will be evaluated. The proposal shall be on 8½ x 11 format. The font size in the body of the proposal shall be at least 11 point.

The proposal page limit does not include the cover letter, index and/or table of contents, front and back covers, title page, section dividers, and requested appendix items (keep resumes to 2 pages each, maximum, and provide in an appendix). Use of figures, photographs, or other graphics within the page constraints indicated is up to the discretion of the Contractor. The District cannot guarantee review of voluminous Contractor-specific or other information contained as an appendix.

Contractors shall provide the appropriate information in accordance with the content and format requirements set forth in this RFP. Proposals must be separated by section dividers into the following sections and subsections:

Cover Letter

1.0 Project Understanding

2.0 Company/Personnel Qualifications and Recent Experience

3.0 Rate Schedule / Pricing Proposal

4.0 Appendices (including resumes and rate schedule backup)

Failure of a Contractor to organize the information as prescribed in this RFP, or as prescribed in subsequent addenda, may result in the District, at its sole discretion, deeming the Proposal unresponsive to the requirements of this RFP. Contractors may reduce the repetition of identical information within several sections of the Proposal by making the appropriate cross-references to other sections of their Proposal. Appendices for resumes and certain technical information such as drawings, charts, forms, and tables may be used to facilitate Proposal preparation.

3.1.2 Proposal Contents

Contractors must provide the appropriate information in accordance with the content and format requirements set forth in each of the following Proposal sections.

Cover Letter (max one page)

The Proposal shall include a cover letter. The cover letter shall contain the name, address, telephone number, fax number, and e-mail address of the Contractor and the principal contact person. The cover letter shall detail any exceptions to this RFP.

Section 1.0 – Project Understanding

Describe your (the Contractor’s) interpretation and understanding of the District’s objectives regarding this RFP and the key issues involved.

Section 2.0 – Project Approach

Describe the approach your firm would apply to providing on-call, T&M pump station maintenance and repair services under this agreement, including how the firm will meet the emergency and non-emergency response time requirements of Section 4, how work will be dispatched and staffed, and how the firm coordinates with other on-call vendors when the District has more than one awarded Contractor.

Provide a list of the subcontractors, their area(s) of expertise, and include all other applicable information herein requested for each subcontractor/partner. Please keep in mind that the District will contract solely with the Contractor, therefore subcontractors remain the Contractor’s responsibility. If no subcontractor is used, clearly state that.

Section 3.0 – Company/Personnel Qualifications and Recent Experience

The Contractor shall describe their business philosophy as it relates to their approach to this project and identify the individuals who will be involved, their responsibilities, and their qualifications servicing vertical turbine, centrifugal, and peristaltic pumps, VFDs, and PID control loops in a municipal or industrial water/wastewater setting. Include a brief description of the team’s previous experience with similar work.

Provide resumes of the key personnel that will be performing the proposed services, including the primary point of contact. Information should include, but is not limited to:

Provide the names and resumes (resumes to be included in the appendix) of the key personnel and licensed electrician(s) who will be performing the proposed services.

Demonstrate the ability, capability, and skills necessary to service the pump, VFD, and instrumentation assets described in Attachment A.

List a minimum of three (3) municipal or industrial clients for which the Contractor currently provides, or has provided within the past five years, similar on-call pump/VFD maintenance and repair services. Include a brief description, and a reference name, phone number, and email address. The District reserves the right to contact the references provided as well as other references without prior notification.

Briefly discuss any familiarity with the District and/or the Village and local conditions as they pertain to this project. The quality of performance on previous District contracts or services will be considered.

Failure on the part of any Contractor to carry out a previous contract satisfactorily shall be deemed sufficient cause for disqualification.

Section 4.0 – Rate Schedule / Pricing Proposal

Provide a completed Price Schedule as provided in Attachment B of this RFP, including hourly labor rates by category, materials/parts markup percentage, and any minimum trip or service charge. Pricing shall be submitted for both standard and after-hours/emergency conditions.

Section 5.0 – Appendices

Appendices for resumes (Contractor should include resumes for all key personnel at a minimum) and other additional information that may be used to facilitate Proposal review may be provided.

3.1.3 Proposal Evaluation

Each proposal will be scored by the Selection Team against four criteria, weighted equally:

Criteria Weight

Project Understanding 25%

Qualifications & Experience 50%

Rate Schedule (Attachment B) 25%

Project Understanding — Does the Contractor show a clear grasp of the District's pump/VFD equipment and the on-call, T&M service model?

Project Approach — Is the staffing/dispatch plan credible, and can the Contractor realistically meet the 4-hour emergency response requirement?

Qualifications & Experience — Relevant experience with vertical turbine, centrifugal, and peristaltic pumps and VFD/PID tuning; licensed electrician on staff; verifiable municipal or industrial references.

Rate Schedule — Completeness of Attachment B and competitiveness of the hourly rates and materials markup proposed.

Since the District intends to award to two Contractors, each proposal is scored on its own merits rather than ranked against the other. A proposal that scores poorly across multiple criteria may be set aside from consideration regardless of the two-award intent.

4. Scope of Work — On-Call Pump Station Maintenance and Repair Services

4.1 General Scope of Work

The Contractor shall furnish all labor, supervision, tools, equipment, materials, and transportation necessary to perform maintenance, repair, and calibration services described below at the District facilities identified in Section 4.2. Work shall include, at a minimum, the following capabilities:

• Diagnose and repair leaks in pump station plumbing, including piping, fittings, valves, and seals.

• Repair, rebuild, and perform preventive maintenance on vertical turbine, centrifugal, and peristaltic pumps, including impellers, bearings, seals, and shafts.

• Diagnose, repair, and reprogram VFDs, including adjustment of pressure setpoints and tuning of

PID control loops to match station operating conditions.

• Perform associated electrical and wiring work connected to pump and VFD repairs, including motor leads, control wiring, and instrumentation connections.

• Calibrate pressure transducers, flow meters, and related instrumentation affected by repair or maintenance work.

• Provide both emergency (unscheduled) response and scheduled preventive maintenance services under the same agreement.

Work does not include full station design, capital replacement of major structural assets, or SCADA programming outside of VFD/PID parameters, unless separately authorized in writing by the District.

4.2 Facilities and Equipment Covered

Services under this agreement cover the following District facilities and associated pump/VFD assets. A detailed equipment schedule by make, model, and rating is provided in Attachment B- Statement of Work.

Facility / Station Pump Assets VFDs Ancillary Equipment Water Treatment Plant #1 4 Vertical Turbine Pumps

(3 high service, 1 jockey) 4 2 Blowers; 4 Peristaltic

Pumps Water Treatment Plant #2 4 Vertical Turbine Pumps

(reclaim, surface wash, backwash)

4 2 Blowers; 2 Peristaltic Pumps

Booster Pump Station #1 4 Vertical Turbine Pumps 4 — Booster Pump Station #2 4 Vertical Turbine Pumps 4 1 Centrifugal Pump

Transfer Pump Station 3 Vertical Turbine Pumps 3 2 Lift Pumps (vault, backwash service)

Toll Brothers Lift Station 2 Pumps 2 — Lost Elk Lift Station 2 Pumps 2 — Village Lake Pump Station 1 Multi-Stage Pump

(“waterfall”) 1 —

Equipment counts and configurations are provided for bidding purposes and are subject to verification at a pre-bid site visit. The District reserves the right to add or remove facilities from coverage under this agreement during its term.

4.3 Service Categories

4.3.1 Emergency / On-Call Repairs

• Contractor shall maintain 24/7/365 availability for emergency service calls related to pump failure, VFD failure, or plumbing leaks that threaten station operation, water delivery, or property.

• Contractor shall respond on-site within four (4) hours of District notification for emergency calls.

• Contractor shall provide a direct emergency contact number and escalation point staffed at all times.

4.3.2 Scheduled Preventive Maintenance

• Contractor shall perform routine inspection, lubrication, and calibration services on a schedule to be established jointly with the District (e.g., quarterly or semi-annual, by station).

• Preventive maintenance visits shall include documented inspection of pump condition, VFD operating parameters, and associated plumbing/wiring.

4.4 Personnel Qualifications

• Technicians shall have demonstrated experience servicing vertical turbine, centrifugal, and peristaltic pumps in a municipal or industrial water/wastewater setting.

• Technicians performing VFD programming and PID tuning shall have manufacturer-specific training or equivalent documented experience on the VFD makes/models in use at District facilities.

• Electrical work shall be performed by, or under the direct supervision of, a licensed electrician in accordance with Colorado licensing requirements.

• Contractor shall submit resumes or qualification summaries for all technicians proposed to perform work under this agreement.

4.5 Response Time Requirements

Contractor shall meet the following minimum response standard:

• Emergency calls: on-site response within 4 hours of notification, 24 hours a day, 7 days a week.

• Non-emergency service requests: scheduling confirmation within 1 business day, with on-site service scheduled at a mutually agreed time.

Failure to consistently meet response time requirements may be grounds for reduction of work assignments or termination for cause under the resulting agreement.

4.6 Compensation and Pricing Structure

Compensation shall be based on Time and Materials (T&M), structured as follows:

• Hourly labor rates, itemized by labor category (e.g., service technician, licensed electrician, supervisor), including any differential for after-hours, weekend, or holiday emergency response.

• Materials and parts shall be billed at cost plus a markup percentage, to be proposed by the Contractor.

• Contractor shall propose a not-to-exceed markup percentage on materials/parts and disclose any minimum trip or service charges.

• No mobilization, standby, or retainer fees shall apply unless separately negotiated and stated in the agreement.

Pricing shall be submitted using the District’s Price Schedule (Attachment B) and shall remain firm for the initial term of the agreement, subject to any escalation provisions set forth in the resulting Agreement. The District intends to hold each awarded Contractor to the rates submitted in its Attachment B Price Schedule for the duration of the initial term.

4.7 Documentation and Reporting

• Contractor shall provide a detailed service ticket/work order for every visit, including date/time of call and arrival, description of problem, work performed, parts used, and technician name(s).

• For VFD/PID adjustments, Contractor shall document prior and post-adjustment setpoints.

• Contractor shall submit invoices referencing the applicable work order number(s) and District facility.

• Contractor shall notify the District immediately of any condition observed during service that presents an immediate safety or operational risk, even if outside the original scope of the call.

4.8 Safety and Compliance

• Contractor shall comply with all applicable OSHA, electrical, and confined-space entry requirements where work occurs in vaults or enclosed station spaces (e.g., lift/backwash vault at the Transfer Pump Station).

• Contractor shall maintain and provide proof of general liability, automobile, and workers’ compensation insurance, with the District named as additional insured, in amounts to be specified in the resulting agreement.

• Contractor personnel shall follow District site access, lockout/tagout, and safety orientation requirements prior to performing work.

4.9 District Responsibilities

• Provide Contractor access to facilities and existing as-built drawings, control schematics, or

O&M manuals reasonably necessary to perform the work.

• Designate a primary point of contact for scheduling and technical coordination.

• Review and approve/deny non-emergency work estimates in a timely manner.

Attachments:

• Attachment A – Price Schedule

• Attachment B — Statement of Work

Attachment A — Price Schedule Contractor shall complete this Price Schedule in full and submit it as part of the Proposal (Section 4.0 — Rate Schedule / Pricing Proposal). Pricing shall remain firm for the initial term of the resulting agreement.

The District intends to award agreements to two (2) Contractors on a Time and Materials (T&M), multiple-award basis; each Contractor’s pricing will be evaluated and held independently.

Contractor Name: _____________________________________________

B.1 — Hourly Labor Rates Provide fully burdened hourly rates, inclusive of wages, benefits, tools, and normal travel within the District’s service area. Rates shall apply per technician, per hour, portal-to-portal unless otherwise noted.

Labor Category Standard Rate (M– F, 7am–5pm)

After-Hours / Weekend Rate

Holiday / Emergency Rate

Service Technician $_______ /hr $_______ /hr $_______ /hr Licensed Electrician $_______ /hr $_______ /hr $_______ /hr Supervisor / Lead Technician $_______ /hr $_______ /hr $_______ /hr Apprentice / Helper (if applicable)

$_______ /hr $_______ /hr $_______ /hr

Other (specify):

$_______ /hr $_______ /hr $_______ /hr

Note any minimum billable increment (e.g., 1-hour minimum, 15-minute increments thereafter):

B.2 — Materials, Parts, and Trip Charges Item Contractor Response Markup on materials/parts (cost-plus %) _______ % Not-to-exceed markup percentage on materials/parts _______ % Minimum trip / service charge (if any) $_______ Mobilization, standby, or retainer fee $_______ (state $0 if none, per

Section 4.6) Vehicle / equipment charge (if separately billed) $_______

B.3 — Response Time Certification By completing this Price Schedule, Contractor certifies its ability to meet the response time requirements of Section 4.5 of this RFP:

• Emergency calls: on-site response within 4 hours of notification, 24/7/365.

• Non-emergency service requests: scheduling confirmation within 1 business day.

Contractor confirms ability to meet the above response times: □ Yes □ No (explain below)

B.4 — Certification The undersigned certifies that the rates and terms provided above are accurate, complete, and firm for the initial term of the resulting agreement, subject to the escalation provisions (if any) set forth in the resulting Agreement.

Authorized Representative (print name): _____________________________________

Title: _____________________________________

Signature: _____________________________________

Date: _____________________________________