biddoc.pdf

Proposers must RSVP via email to the Procurement Specialist and submit a signed Non- Disclosure Agreement (NDA) before the deadline specified in the Schedule of Events to be eligible to attend the Non-Mandatory Pre-Proposal Conference and Non-Mandatory Site Walks Events. Late RSVPs and submittals will not be accepted. Proposers that fail to meet these requirements will not be permitted to participate in the Non- Mandatory Pre-Proposal Conference and Non-Mandatory Site Walks. See Section 3.2 for further details.

506462 Grounds Maintenance and Mowing Services

SCHEDULE OF EVENTS

Issue Date ........................................................................................................ Wednesday, September 02, 2026 RSVP Deadline for Pre-Proposal Conference ................................... Tuesday, September 08, 2026 2:00 P.M.

Non-Disclosure Submittal Deadline ................................................... Tuesday, September 08, 2026 2:00 P.M.

Mandatory Pre-proposal Conference .......................................... Wednesday, September 09, 2026 11:00 A.M.

Non-Mandatory Site Walk (Location TBD) ......................................... Thursday, September 10, 2026 8:00 A.M.

Requests for Clarification and Additional Information Deadline ............................... Friday, September 11, 2026 Response to Written Requests for Clarification and Additional Information ........ Tuesday, September 15, 2026 Proposal Due Date ................................................................................. Thursday, October 01, 2026 2:00 P.M.

*All dates are tentative and subject to change and/or cancellation at Denver Water’s sole discretion. Denver Water will notify potential Proposers of any and all necessary changes and/or cancellations via written addendum. All times included on this Schedule of Events are Mountain Time.

Pursuant to C.R.S. § 24-72-204(2)(a)(VIII), this Request for Proposals and all related documents included herein contain specialized details of Denver Water’s critical infrastructure and shall not be disclosed without Denver Water’s explicit written authorization.

Procurement Specialist: Emmett Crain

Email: Emmett.Crain@Denverwater.org

Phone: 303-628-6790

Procurement Section, Administrative Services

TABLE OF CONTENTS

SECTION 1: STATEMENT OF WORK

1.1 PURPOSE

1.2 BACKGROUND

1.3 GOALS

1.4 TIMELINE

1.5 ROLES AND RESPONSIBILITIES

1.6 DEFINITIONS

1.7 CATEGORIES OF SERVICES

1.8 SCOPE OF WORK

SECTION 2: GENERAL INFORMATION

2.1 SOLICITATION INTRODUCTION

2.2 INTRODUCTION TO DENVER WATER

2.3 SOLICITATION DOCUMENTS AND ADDENDA

2.4 ADDENDA

2.5 PROPOSAL PREPARATION COST

2.6 ACCEPTANCE

2.7 WITHDRAWAL OR MODIFICATION OF PROPOSALS

2.8 RIGHT TO REJECT PROPOSALS

2.9 RIGHT TO NEGOTIATE

2.10 SAMPLE AGREEMENT

2.11 AGREEMENT TERM

2.12 AGREEMENT PRICING

2.13 SUPPLIER DIVERSITY PROGRAM

2.14 ENVIRONMENTAL COMPLIANCE

1.9 INSURANCE REQUIREMENTS

2.15 PERSONNEL SCREENING

2.16 NON-DISCLOSURE AGREEMENT

SECTION 3 – INSTRUCTIONS FOR RESPONDING TO RFP

3.1 REQUESTS FOR CLARIFICATION AND ADDITIONAL INFORMATION

3.2 PRE-PROPOSAL CONFERENCE / SITE INSPECTION

3.3 PROPOSAL SUBMISSION FORMAT

3.4 DESIGNATION OF ANY PROPRIETARY AND CONFIDENTIAL INFORMATION

3.5 ALTERNATE PROPOSALS

SECTION 4 – EVALUATION AND SELECTION PROCESS

4.1 AGREEMENT REQUIRED

4.2 EVALUATION AND SELECTION PROCESS

4.3 INTERVIEWS/SHORT LIST/SITE VISITS/PRESENTATIONS

EXHIBIT A: SAMPLE AGREEMENT

EXHIBIT B: PROPOSAL

EXHIBIT C: PRICING

SECTION 1: STATEMENT OF WORK

1.1 PURPOSE

Denver Water is seeking Proposals from qualified contractors who can provide turf and native grass mowing, grounds maintenance, and irrigation maintenance services for various facilities throughout the Denver Water service area. These services are divided into two Schedules, which include all services within a designated zone or area, as defined in Exhibit F. Proposers may submit a Proposal for one or both Schedules, as follows:

• Schedule 1: All services in Zone A

• Schedule 2: All services in Zone B

1.2 BACKGROUND

Denver Water is a municipal corporation and a political subdivision of the State of Colorado, under the control of a Board appointed by the Mayor of Denver. As such, it is governed by the Denver Charter and other laws applicable to governmental entities. The Denver Charter grants the Board all the powers of the City and County of Denver, including those granted by the Constitution and by the law of the State of Colorado and by the Charter. Specifically, the Charter gives the Board complete charge and control of a water works system and plant for supplying the City and County of Denver and its inhabitants with water for all uses and purposes.

It is the largest municipal public utility in Colorado, serving water to more than 1.5 million people.

In order to fulfill its mission to provide customers with high quality water and excellent service through responsible and creative stewardship of the assets managed, Denver Water owns and operates a myriad of resources. These resources include, but are not limited to, Water Treatment Plants, Pump and Decentralization Stations, and various Recreation Areas.

Denver Water sites vary significantly in size, function, public visibility, security restrictions, fire risk, and landscape type. Currently, Denver Water maintains separate contracts with multiple contractors to perform turf and native grass mowing, grounds maintenance, and irrigation maintenance services, which has resulted in operational inefficiencies for onsite staff and issues with communication, separation of work, confirmation of work completion, and invoicing. Denver Water is therefore intending to award contracts for all services in Schedules 1 and 2 as identified in Exhibit F to one or two contractors.

1.3 GOALS

Denver Water’s goal is to obtain one or multiple comprehensive contracts that include turf mowing, native grass mowing, grounds maintenance, and irrigation maintenance services. The contract awards will be in accordance with Schedules 1 and 2, as described in Exhibit F.

1.4 TIMELINE

Denver Water seeks to conclude its competitive selection process in the 4th quarter of 2026, with agreement(s) in place April 1, 2027.

1.5 ROLES AND RESPONSIBILITIES

• Contract Administrator (CA) – The Denver Water personnel responsible for handling contractual matters, approvals, invoicing, and change authorization.

• Work Planner – The Denver Water personnel responsible for scheduling, site access, daily work coordination, emergency direction.

1.6 DEFINITIONS

• Fire Break Zone – Native grass or mixed grasses that are located within 30 feet of any structure, fence, tank, or critical infrastructure.

• Native Grass Beyond Fire Break Zone – Native grass areas more than 30 feet from structures.

• Mowing Season – The period during which native and turf grass mowing operations are performed, beginning May 1 and ending October 31 of each calendar year.

• Irrigation Season – The period during which irrigation systems are operated, maintained, and adjusted, beginning April 1 and ending October 31 of each calendar year.

• Seasonal Schedule – The annual grounds maintenance schedule that identifies required maintenance activities and anticipated service frequencies per month throughout the calendar year.

• Work Schedule – The detailed schedule that identifies weekly work activities, including irrigation maintenance, grounds maintenance, native grass mowing, and turf mowing services, and the anticipated dates and locations of performance of those services.

1.7 CATEGORIES OF SERVICES

1. Irrigation Maintenance – Ensures efficient water use, proper system functionality, and protection of landscape assets that will include but is not limited to the following:

a. Season start-up and winterization

b. Minor repairs

c. Emergency responses

d. Routine monitoring

2. Grounds Maintenance – Upkeep of landscaped and non-landscaped areas such as mulch and rock beds, paved areas, lawns, and native grass areas that will include is not limited to the following:

a. Trash and debris removal

b. Weed management and removal

c. Trimming of bushes and shrubs

d. Monthly site condition surveys

e. Mulch and rock bed maintenance

3. Out-of-Season Grounds Maintenance – Grounds maintenance services performed during periods of minimal or dormant vegetation growth and during periods when regular mowing, trimming, and landscape growth-related activities are not required, typically occurring during fall, winter, and early spring months.

4. Native Grass Maintenance – Areas maintained as rangeland or natural grasslands. Native grass maintenance will include but not be limited to the following:

a. Maintenance of native grass areas

b. Trash and debris removal

c. Weed management and removal

5. Turf Grass Maintenance – Areas that are irrigated, non-native grass areas maintained with a formal, regularly mowed appearance that will include but not be limited to the following:

a. Maintenance of irrigated non-native grass areas

b. Trash and debris removal

c. Weed management and removal

d. Aeration

6. Optional Services – Work not included in the base Scope of Work but necessary to address site conditions impacting safety, functionality, or landscape health that will include but is not limited to the following:

a. Trimming or pruning of small ornamental trees within the Contractor’s qualifications.

b. Replenishment or installation of mulch or rock where material is insufficient.

c. Other non-routine or non-recurring maintenance activities not defined in the base scope.

1.8 SCOPE OF WORK

1. General Requirements:

These requirements apply to all categories of services described herein. Any requirement for a category of service that is more specific than these requirements is defined within the specific section below.

The selected Proposer (“Contractor”) shall:

• Provide all equipment, labor, tools, and materials necessary to perform Grounds Maintenance, irrigation maintenance, and turf and native grass mowing.

• Educate and train all field personnel performing irrigation, landscape, native grass mowing, and turf grass mowing services on the requirements of any resulting contract. Personnel must understand all applicable service specifications, location exhibits, site boundaries, and performance requirements before performing work at any site.

• Perform services in compliance with applicable federal, state, and local laws, codes, ordinances, and Denver Water policies, including irrigation restrictions, right‑of‑way (ROW) requirements, and historical preservation guidelines where applicable.

• Comply with 5 CCR 1001-33 - Emission Reduction Requirements for Lawn and Garden Equipment.

• Comply with the Air Quality Control Commission’s Rule 29, which is codified as 5 CCR 1001-33, which prohibits the use of gasoline-powered push and hand-held lawn and garden equipment with an internal combustion engine smaller than 7 kW (10 horsepower) between June 1 and August 31 of each year. Contractor is required to fully understand and strictly comply with Rule 29’s requirements, including but not limited to:

o Ensuring its personnel do not use prohibited lawn and garden equipment between June 1 and

August 31 of each year except under the exemptions listed in the regulation o Maintaining the required records for a minimum of 5 years o Preparing and submitting the required annual report to Denver Water by November 1 of each year and reporting requirements for Work between June 1 and August 3

• Perform all services in a manner that:

o Protects public safety and ADA accessibility o Maintains required fire breaks and reduces wildfire risk o Preserves landscape health and Denver Water assets o Complies with drought restrictions and water conservation requirements o Reflects best practices in sustainable landscape management

a. Work Hours and Scheduling:

The Contractor shall submit a proposed Seasonal Schedule for all services and adhere to but not limited to the following:

i. Perform all services Monday through Friday between the hours of 7:30 a.m. and 4:00 p.m. MT.

ii. Develop an appropriate Seasonal Schedule in accordance with seasonal requirements for grounds maintenance, irrigation maintenance, and turf and native grass mowing with the Contract Administrator and Work Planner. The Seasonal Schedule must be approved by the Contract Administrator before services start at the beginning of the season.

iii. Submit Seasonal Schedules to the Contract Administrator and Work Planner at least 30 business days prior to season start. The Seasonal Schedule is subject to approval and may fluctuate based on site conditions and availability. Season start dates are as follows:

• Irrigation maintenance: April 1

• Grounds maintenance: March 1

• Native grass mowing: May 1

• Turf grass mowing: May 1

iv. Submit change requests to the approved Seasonal Schedule in writing at least two (2) business days in advance of the requested change.

b. Communication:

i. The Contractor shall maintain communication with the Contract Administrator or Denver Water designee in the preferred method required by the Contract Administrator for all services performed at all locations.

ii. The Contractor shall conform to the preferred method of communication requested by the Contract Administrator and Work Planner, including email, telephone calls and text messages.

iii. Denver Water employees other than the Contract Administrator and Work Planner are not authorized to direct additional work.

c. Service Verification, Acceptance, and Documentation:

Due to the number, geographic distribution, and limited on-site staffing at Denver Water facilities, Denver Water will rely on Contractor’s documented evidence of service completion rather than routine physical inspections. This section defines the process by which services will be verified and accepted.

i. Denver Water will provide a mobile application, the “Denver Water Field App”, to support service verification, quality assurance, and contract compliance. Use of the Denver Water Field App is mandatory for all services performed. The Contractor shall ensure that all personnel:

• Are trained in the use of the Denver Water Field App prior to performing services

• Use the Denver Water Field App to document all scheduled and as-needed services in accordance with Denver Water requirements

• Have continuous access, while performing services, to a compatible mobile device capable of running the Denver Water Field App

ii. A compatible mobile device is one that meets the following minimum requirements. The device must:

• Operate on a supported mobile operating system (Apple iOS or Android)

• Be capable of installing and running the Esri Field Maps application

• Include a functioning internal GPS capable of capturing accurate location data

• Support cellular internet connectivity

• Be equipped with a camera capable of capturing clear, high-quality photographs

• Maintain sufficient battery life and functionality to support continuous use throughout the workday

iii. The Denver Water Field App shall be used differently depending on the type of service performed.

iv. Denver Water will provide initial application access and training for designated Contractor representatives. The Contractor is responsible for training all additional personnel and ensuring ongoing compliance with Denver Water Field App requirements.

v. Failure to comply with Denver Water Field App requirements, including device compatibility, documentation standards, or usage obligations, may result in services being deemed incomplete.

2. Irrigation Maintenance Requirements:

The Contractor shall provide full-service irrigation system support. Contractor shall perform irrigation maintenance services in a manner that ensures proper system functionality, identifies irrigation deficiencies, and protects landscape assets.

Irrigation controller programming/configuration, irrigation scheduling, watering duration adjustments, cycle-and-soak programming, and water-use optimization are excluded from this Scope and will be managed separately by Denver Water or its designated irrigation specialist. Contractor shall not modify irrigation controller programs/settings/configuration, schedules, runtimes, watering days, seasonal adjustments, or water budgets, unless specifically authorized in writing by the Denver Water CA.

a. Contractor Responsibilities:

The Contractor is responsible for the following:

i. Compliance with applicable manufacturer operating instructions and industry best practices (e.g., IA standards).

ii. Maintaining qualified irrigation technicians capable of inspecting, diagnosing and repairing irrigation system components.

iii. Promptly reporting observed irrigation programming concerns, excessive watering, inadequate watering, controller alarms, communication failures, or irrigation performance issues to the Denver Water Contract Administrator and Work Planner.

iv. Providing 24/7 emergency contact number(s).

v. Notification of critical irrigation failures, flooding, or safety hazards within two hours to the Work

Planner and Contract Administrator.

vi. Notification of non-critical irrigation failures or safety hazards within 24 hours to the Work Planner and Contract Administrator.

vii. Emergency repairs follow the same cost-authorization rules as outlined in section 1.7 Scope of

Work, paragraph 2., Sub paragraph f.

b. Work Scheduling:

The Contractor shall submit a Work Schedule for irrigation system start-up and winterization. The Contractor shall:

i. Submit the Work Schedule for start-up and winterization to the assigned Work Planner 30 calendar days prior to the start of the season. The Work Planner will review the proposed Work Schedule and notify the Contractor of approval or required revisions. Contractor shall not begin any start-up or winterization services until receipt of written approval of the Work Schedule.

ii. Submit Work Schedule adjustment requests at least two business days prior to the effective change/adjustment.

iii. Notify the Work Planner of all weather-related delays as soon as reasonably possible Denver Water reserves the right to adjust the Work Schedule at any time based on operational needs, weather conditions, site access requirements, or vegetation establishment.

c. Seasonal Start-Up:

The Contractor shall perform a complete system start-up at each property at the beginning of the irrigation season in accordance with the approved Work Schedule. Start-up shall include but is not limited to the following:

i. Reinstall any removed sensors/filters.

ii. Pressurize the system and inspect for leaks, breaks, or malfunctioning components.

iii. Test each zone for proper operation, coverage, and pressure.

iv. Clean, adjust, and align sprinkler heads and nozzles.

v. Verify proper operation of valves, backflow preventers, master valves, and flow sensors.

vi. Prime pumps and check operation (if applicable).

vii. Verify controller connectivity, power, and communication status, but Contractor shall not modify irrigation controller programming, run times, watering schedules, water budgets, seasonal adjustments, cycle-and-soak settings, WeatherTRAK settings, or other irrigation scheduling parameters unless specifically authorized in writing by the Denver Water CA.

d. In-Season Monitoring and Maintenance:

The Contractor shall provide ongoing monitoring and maintenance throughout the irrigation season to ensure optimal system performance. The Contactor shall provide inspection of all zones, including but not limited to the following:

i. Broken, clogged, or misaligned heads

ii. Leaks, pooling, or dry areas

iii. Valve or controller malfunctions

iv. Overspray onto sidewalks, roads, or structures

v. Adjustment of heads and nozzles as needed to maintain proper coverage

vi. Clearing of vegetation that obstructs spray patterns

vii. Reviewing and responding to WeatherTRAK alerts related to equipment failures, communication issues, line breaks, leaks, valve malfunctions, or other maintenance-related conditions.

Contractor shall report programming or scheduling concerns to the Denver Water Work Planner and CA but shall not modify controller programming or WeatherTRAK settings.

viii. Identification and reporting of irrigation scheduling, programming, controller communication, and WeatherTRAK-related concerns observed during routine inspections.

ix. Contractor shall not modify irrigation programming, watering schedules, controller settings, water budgets, seasonal adjustments, or controller configurations unless specifically authorized by Denver Water.

e. Winterization:

The Contractor shall winterize all irrigation systems prior to freezing conditions in accordance with the approved Work Schedule. Winterization shall include:

i. Shutting down water supply and draining mainlines

ii. Blowing out all zones using compressed air per industry standards

iii. Protecting backflow preventers and exposed components from freeze damage

iv. Powering down or placing controllers in winter mode

v. Pump Shutdown (If applicable): Drain the pump and remove the suction line and foot valve

vi. Verify Power: Ensure electrical power to the pump is shut down for the winter

f. Minor Irrigation Repairs (Limited Authorization):

The Contractor may perform minor irrigation repairs as necessary to restore and/or maintain proper irrigation system operation. Minor irrigation repairs are limited to small, routine fixes necessary to maintain system functionality, such as replacement of broken sprinkler heads, minor line repairs, or adjustment of system components. Minor repairs shall be limited to work necessary to restore system functionality and shall not include elective improvements or system upgrades.

The Contractor may perform minor irrigation repairs without prior written approval, provided the total cost does not exceed $500 per occurrence. Repairs exceeding $500 shall be treated as Optional Services and must follow the requirements outlined in Section 1.8 Scope, paragraph 6. Optional Services. The Contractor shall provide the following:

i. All replacement parts. Parts shall be new, of equal or better quality and performance than existing components, and compatible with the system. WeatherTRAK-compatible parts shall be used where applicable.

ii. Description of the issue

iii. Summary of work performed

iv. Itemized costs (labor and materials)

v. Provide supporting photographs showing the pre- and post-repair conditions to the Denver Water

Field App

vi. Notification to the Work Planner within 24–48 hours of completing the repair

3. Grounds Maintenance Requirements:

The Contractor shall provide grounds maintenance, which shall be performed in accordance with Exhibit F.

a. Contractor Responsibilities:

The Contractor is responsible for the following:

i. Trash and debris removal across the designated service areas of each property. Debris includes leaves, dirt, branches, seed pods, animal refuse and similar materials.

ii. Weed removal by manual or mechanical means (no blanket chemical application)

iii. Cleaning walkways and driveways of gravel, dirt, mulch, or other materials that have migrated onto paved surfaces.

iv. Right of way (ROW) and easement trimming where Denver Water is responsible.

v. Removal of all debris from Denver Water property.

vi. Performing a monthly survey to identify:

• Tree trimming needs

• Mulch and rock depletion

• Safety or accessibility issues

vii. Providing the monthly survey to the CA by email within five business days after completing grounds maintenance

b. Water-wise Perennial Bed Maintenance:

The Contractor shall provide water-wise perennial bed maintenance at locations identified in Exhibit F. These areas contain ornamental grasses, perennials, and other landscape plantings requiring a higher level of horticultural care than standard landscape beds. The Contractor shall be responsible for but not limited to the following:

i. Hand weeding of all water-wise perennial beds on a bi-weekly basis during the growing season.

No chemical application unless authorized in writing by the CA.

ii. Removal of spent blooms (deadheading) as necessary to maintain plant health, appearance, and continued flowering.

iii. Pruning and trimming of perennial plant material as necessary to maintain plant vigor, shape, safety, and aesthetic appearance.

iv. Cut back ornamental grasses and other designated perennial plant material during early spring prior to the emergence of new growth.

v. Application of fertilizer only when warranted by plant health, site conditions, or Denver Water direction and in accordance with manufacturer recommendations.

vi. Removal and proper disposal of all weeds, spent blooms, plant cuttings, and other horticultural debris generated during maintenance activities.

vii. Care to preserve desirable perennial plantings and avoid damage during maintenance operations.

viii. Notify Denver Water of plant health concerns, irrigation deficiencies, pest infestations, disease issues, or other conditions that may adversely affect the long-term health of the planting beds.

c. Tree and Bush Maintenance:

Tree and bush/shrub work is limited to routine maintenance, not corrective or structural pruning and limited to routine trimming of small ornamental trees generally less than 12 feet in height. Work involving larger trees or requiring specialized pruning shall not be performed by the Contractor unless explicitly authorized by Denver Water and may require a qualified or certified arborist. The Contractor shall be responsible for but not limited to the following:

i. Maintaining tree, bush and shrub appearances

ii. Ensure ADA access

iii. Prevention of encroachment into paths, fences, or equipment

iv. Maintaining a 3-foot clearance from electrical and security equipment.

d. Mulch and Rock Bed Maintenance:

The Contractor is responsible only for maintenance and redistribution of existing material during scheduled visits. The Contractor shall provide all labor necessary during scheduled grounds maintenance visits to:

i. Inspect mulch and rock beds

ii. Redistribute displaced mulch and rock material

iii. Maintain uniform depth of 2–4 inches to prevent exposure of weed barriers

iv. Maintain edging and borders

The Contractor is responsible only for maintenance and redistribution of existing material during scheduled visits. The Contractor is not required to restore or replenish beds where existing material is insufficient to achieve the specified depth.

In areas where mulch or rock depth is reduced below the required 2- to 4-inch depth due to prior depletion, erosion, removal, or original under-installation will require restoration of depleted mulch or rock beds, including the supply and installation of additional material. These areas shall be treated as additional work and handled in accordance with Section 5, Optional Services.

4. Native Grass Mowing Requirements:

Native grass areas are maintained as rangeland or natural grasslands and are managed differently depending on proximity to structures and fire risk. Native grass mowing shall be performed in accordance with Exhibit F. The Contractor shall provide the following native grass mowing services and comply with the following requirements.

a. Native Grass Mowing Frequency and Scheduling:

The mowing frequencies identified in Exhibit F represent the maximum number of mowing events authorized per site during the May through October mowing season. Actual mowing frequency shall be based on site conditions, vegetation growth, weather patterns, drought conditions, fire risk, and operational needs. The frequencies shown in Exhibit F are not minimum service requirements, and Denver Water may direct fewer mowing events when site conditions do not warrant additional mowing.

The scheduling requirements in this subsection apply only to native grass mowing performed outside of designated Fire Break Zones. Fire Break Zones shall be maintained in accordance with the Fire Break Zone requirements specified in this section and are not subject to the seasonal mowing frequency distribution requirements described below.

Native grass mowing events outside of Fire Break Zones shall be reasonably distributed throughout the mowing season to maintain site conditions for the full duration of the season. The Contractor shall schedule mowing activities in a manner that preserves available mowing events throughout the season and allows for a final mowing event near the end of the growing season.

Unless otherwise directed in writing by the CA:

i. Native grass mowing outside of Fire Break Zones shall not be performed more than once within any thirty (30) calendar-day period at the same site.

ii. Available mowing events shall not be concentrated in the early portion of the season such that all authorized mowing events are exhausted before the end of the mowing season.

iii. The Contractor shall distribute seasonal mowing events throughout the May through October mowing season, with the final mowing event generally occurring between late September and October, as site conditions warrant.

iv. The Contractor shall not perform mowing events solely because unused mowing frequencies remain available under the Contract.

v. If site conditions warrant a mowing schedule that differs from these requirements, the Contractor shall obtain Denver Water CA approval prior to performing the service.

b. Contractor Responsibilities:

These requirements apply to all categories of native grass mowing.

i. Remove trash and debris prior to mowing.

ii. Mowing frequency in accordance with Exhibit F

iii. Provide mowers that are level, properly adjusted, equipped with flotation tires, and in good operating condition.

iv. Operate mowers at speeds not exceeding 5 MPH.

v. Utilize string trimmers in areas too steep for safe mower operation.

vi. Mowers used on top of reservoirs shall not exceed 25 horsepower.

vii. Pause Work when recreation users, or members of the public are nearby and resume only when it is safe to do so.

viii. Clear trimmings and debris from walkways, hardscapes, adjacent landscaped areas and Fire

Break Zones.

ix. Mow Denver Water property, Denver Water rights-of-way, and adjoining public rights-of-way for which DW has maintenance responsibility.

x. Contractor shall not operate walk-behind mowers on slopes exceeding one foot of rise per three feet of run.

xi. Contractor shall not operate riding mowers on slopes exceeding one foot of rise per four feet of run.

xii. Contractor shall not use mowers on top of stone tanks.

c. Native grass Fire Break Zone (0–30 feet) Contractor shall provide native grass mowing in areas located within 30 feet of any structure, fence, tank, or critical infrastructure. The Contractor shall:

i. Maintain grass height at 4 inches or less

ii. Maintain areas as a fire-break throughout the growing season and treat areas as a life-safety and asset protection priority.

d. Native grass beyond fire-break zone (>30 feet) Contractors shall provide native grass mowing in areas more than 30 feet from structures. The Contractor shall provide the following but not limited to:

i. Maintained grass height at 4–6 inches

5. Turf Grass Mowing Requirements:

Turf areas are irrigated, non-native grass areas maintained with a formal, regularly mowed appearance. Turf grass mowing shall be performed in accordance with Exhibit F. The Contractor shall provide the following turf grass mowing services and comply with the following requirements:

a. Contractor Responsibilities:

These requirements apply to all categories of turf grass mowing.

i. Removal of trash and debris prior to mowing

ii. Utilize finish or mulching mowers suitable for turf

iii. Maintain height at 2–4 inches

iv. Removal of clippings only when exceeding 2 inches in length

v. Clear trimmings and debris from walkways, hardscapes, adjacent landscaped areas

vi. Mowing frequency in accordance with Exhibit F

vii. Aeration of each turf area once per season in fall

viii. Walk-behind mowers shall not be operated on slopes exceeding 1 foot of rise per 3 feet of run.

ix. Riding mowers shall not be operated on slopes exceeding 1 foot of rise per 4 feet of run.

x. Provide mowers that are level, properly adjusted, equipped with flotation tires, and in good operating condition.

xi. Operate mowers at speeds not exceeding 5 MPH.

xii. Utilize string trimmers in areas too steep for safe mower operation.

xiii. Mowers used on top of reservoirs shall not exceed 25 horsepower.

xiv. Mowers shall not be used on top of stone tanks.

xv. Pause Work when recreation users, or members of the public are nearby and resume only when it is safe to do so.

6. Optional Services:

Optional Services are defined as work not included in the base scope but necessary to address site conditions impacting safety, functionality, or landscape health. Optional Services may be identified by the Contractor during routine work, site visits, or may be requested by Denver Water based on operational needs, facility input, inspections, or public or agency concerns. Optional Services may include, but are not limited to:

a. Trimming or pruning of small ornamental trees within the Contractor’s qualifications.

b. Replenishment or installation of mulch or rock where material is insufficient.

c. Out of season ground maintenance

d. Other non-routine or non-recurring maintenance activities not defined in the base scope.

Optional Services shall be performed with prior written approval from Denver Water. Denver Water will request a written itemized quote that shall contain but not limited to the following:

a. Description of the issue

b. Recommended corrective action

c. Breakdown of labor and materials

d. Supporting photographs documenting the condition

Authorization for Optional Services will typically be issued through a purchase order (PO) or other formal written authorization as determined by Denver Water. Upon completion, the Contractor shall provide photographs demonstrating completed work. Invoices for Optional Services shall reference the approved quote and include itemized costs consistent with the approved scope of work outlined in the approved quote.

SECTION 2: GENERAL INFORMATION

2.1 SOLICITATION INTRODUCTION

The City and County of Denver, acting by and through its Board of Water Commissioners (also “Denver Water” and “the Board”), is issuing this Request for Proposal (“RFP”). The Board is seeking Proposals from qualified Proposers who have specific experience in the area(s) identified in this RFP. To be eligible for consideration, the Proposer must be capable of meeting all requirements specified in this RFP.

2.2 INTRODUCTION TO DENVER WATER

Denver Water is a municipal corporation and a political subdivision of the State of Colorado, under the control of a five-member Board appointed by the Mayor of Denver. As such, it is governed by the Denver Charter and other laws applicable to governmental entities. The Denver Charter grants the Board all the powers of the City and County of Denver including those granted by the Constitution and by the law of the State of Colorado and by the Charter. Specifically, the Charter gives the Board complete charge and control of a water works system and plant for supplying the City and County of Denver and its inhabitants with water for all uses and purposes. It is the largest municipal public utility in Colorado, serving water to more than one million people, about one-quarter of the state’s population.

2.3 SOLICITATION DOCUMENTS AND ADDENDA

Potential Proposers should obtain all relevant documents pertaining to this solicitation and all issued addenda from the Rocky Mountain E-Purchasing System website at www.bidnetdirect.com/colorado.

2.4 ADDENDA

In the event it becomes necessary to revise, change, clarify, provide additional information about, and/or cancel this RFP, Denver Water will issue a written addendum. It is the sole responsibility of the Proposer to acknowledge all addenda in its Proposal.

2.5 PROPOSAL PREPARATION COST

Denver Water will not be responsible for any costs incurred by Proposers in the preparation of Proposals. All costs, including but not limited to printing, materials, travel and expenses, incurred in the preparation and submission of a Proposal must be borne solely by the Proposer.

2.6 ACCEPTANCE

By submitting a Proposal in response to this RFP, Proposer acknowledges that its Proposal is valid for a period of 180 calendar days from the Proposal due date.

2.7 WITHDRAWAL OR MODIFICATION OF PROPOSALS

Proposals may be withdrawn or modified by Proposers prior to the Proposal due date, but only upon written request.

After the Proposal due date, Denver Water will not return Proposals or other information supplied to Denver Water.

2.8 RIGHT TO REJECT PROPOSALS

The Board may choose to reject any or all Proposals, either in whole or in part, and to waive any formality in Proposals received, if deemed in the best interest of the Board. Basis for rejection may include but is not necessarily limited to the following:

• Any Proposal conditioned upon the Board’s acceptance of terms and conditions deemed by the Board to be unacceptable.

• Any Proposal from a Proposer who is in arrears to the City and County of Denver or the Board upon debt or contract, or who is a defaulter as surety or otherwise, upon any obligation to the City and County of Denver or the Board.

• Any Proposal from Proposers determined to be financially unable to perform the required work. This determination will be at Denver Water’s sole discretion and may be based upon analysis of the Proposer’s Certified Financial Statements, Dun and Bradstreet reports, and/or other requested financial information.

• Any Proposal received after the specified Proposal due date and time. Any Proposal so received may be returned to the Proposer unopened.

• Any Proposal that does not meet the requirements specified in this RFP and/or has been determined to be unsatisfactory, in whole or in part, by Denver Water in its sole discretion.

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2.9 RIGHT TO NEGOTIATE

Denver Water may select one or more Proposals and may negotiate any and all elements of a Proposal, if deemed to be in the best interest of Denver Water.

2.10 SAMPLE AGREEMENT

The selected Proposer will be required to sign a Denver Water Agreement. A sample of this Agreement is attached as Exhibit A and is subject to Denver Water’s revision. Proposer must clearly mark any and all modifications and/or exceptions to the terms and conditions contained in this sample Agreement using Microsoft Word, with the Track Changes function enabled, and submit such modifications and/or exceptions with its Proposal as a separate section.

Denver Water reserves the right to reject the entire Proposal containing any modifications and/or exceptions to the terms and conditions contained in this sample Agreement.

2.11 AGREEMENT TERM

Denver Water expects the term of the resulting Agreement to be three (3) years, commencing on the date the Agreement is executed by the Board.

2.12 AGREEMENT PRICING

Pricing submitted with the Proposal must be as specified in Exhibit B: Proposal Response and may be incorporated in whole or in part into the resulting Agreement.

2.13 SUPPLIER DIVERSITY PROGRAM

The Board recognizes the desirability, need and importance to the City and County of Denver of encouraging the development of Small Business Enterprises (“SBEs”) and Minority- and Women-Owned Business Enterprises (“MWBEs”). The Proposer selected for award agrees to make a good faith effort to involve SBEs and MWBEs in the work if and when the opportunity arises.

2.14 ENVIRONMENTAL COMPLIANCE

Denver Water strives to adhere to all applicable environmental laws, regulations, and policies. In addition, it utilizes an Environmental Management System to monitor and improve its environmental performance. In the performance of the work, Consultant must comply with all applicable environmental laws, regulations, ordinances, specifications, reporting requirements, and any other relevant requirements.

1.9 INSURANCE REQUIREMENTS

The Board’s standard requirements for insurance coverage are described in the attached Exhibit A – Sample Agreement. The Board has the discretion to change these insurance requirements or accept alternative types of insurance if the Board deems such changes or alternatives to be sufficiently protective of its interest.

The selected Proposer will be required to maintain the required insurance in full force and effect during the entire term of the resulting Agreement. The selected Proposer must provide to the Board a certificate of insurance showing evidence of the required coverage and limits before work may commence.

2.15 PERSONNEL SCREENING

Due to the nature of the work to be performed, the selected Proposer will be subject to one of the personnel screening procedure options detailed in Exhibit A – Sample Agreement, depending on Proposer’s type of business, at the sole discretion of the Board. All expenses incurred in performing the required personnel screening will be the sole responsibility of the selected Proposer and must be completed prior to execution of the Agreement.

2.16 NON-DISCLOSURE AGREEMENT

Each Proposer must e-mail a signed copy of the attached Non-Disclosure Agreement to the Procurement Specialist by the date in the Schedule of Events. Any Proposer that does not sign and return the Non-Disclosure Agreement before this deadline will not be permitted to attend the pre-proposal meeting. The same authorized agent signing the Proposal must sign the Non-Disclosure Agreement on behalf of the Proposer. Denver Water will not provide any confidential information to any Proposer that does not return the signed Non-Disclosure Agreement.

Each Proposer shall e-mail a signed copy of the attached Non-Disclosure Agreement to the Procurement Specialist by the date in the Schedule of Events. The same authorized agent signing the Proposal must sign the Non- Disclosure Agreement on behalf of the Proposer. Denver Water will not provide any confidential information to any Proposer that does not return the signed Non-Disclosure Agreement.

The selected Proposer will be required to sign and adhere to Denver Water’s Non-Disclosure Terms and Conditions, which will be incorporated into the resulting Agreement.

SECTION 3 – INSTRUCTIONS FOR RESPONDING TO RFP

3.1 REQUESTS FOR CLARIFICATION AND ADDITIONAL INFORMATION

All requests for clarification or additional information must be made in writing to the Procurement contact at the e-mail address shown below:

Procurement Contact: Emmett Crain E-Mail: Emmett.Crain@denverwater.org Phone: 303-628-6790

The Denver Water Procurement Contact listed above is the sole point of contact between Denver Water and all Proposers. Proposers may not contact any other Denver Water personnel regarding this RFP during the RFP process without prior written authorization of this Procurement Contact.

Responses to requests for clarification and additional information and/or changes to the RFP received before the deadline specified in the Schedule of Events will be made by written addendum. All responses to requests for clarification and additional information from any Proposer will be provided to all Proposers. Oral explanations, interpretations or representations given by Denver Water employees cannot be construed as a change to the RFP requirements.

3.2 PRE-PROPOSAL CONFERENCE / SITE INSPECTION

a. A MANDATORY Pre-Proposal Conference will be conducted on the date(s) and time(s) specified on the Schedule of Events.

b. A NON-MANDATORY Pre-Proposal Site Inspection will be conducted on the date(s) and time(s) specified on the Schedule of Events.

c. Proposers must RSVP via email to the Procurement Specialist and submit a signed Non-Disclosure Agreement (NDA) before the deadline specified in the Schedule of Events to be eligible to attend the Pre-Proposal Event.

Late RSVPs and submittals will not be accepted. Proposers that fail to meet these requirements will not be permitted to participate in the Pre-Proposal Event.

d. Procurement Specialist will confirm Proposer attendance by e-mail and will provide location and/or conference call details for the Pre-Proposal Event after all of the submittal requirements listed above are met.

3.3 PROPOSAL SUBMISSION FORMAT

Proposer must submit response using the format attached to this RFP as Exhibit B: Proposal Template.

All copies of the Proposals should be provided to Denver Water via e-mail and addressed as indicated below.

Denver Water will not be responsible for any Proposal not addressed as indicated below. Denver Water’s size limit for receiving e-mails is 35MB. If you are submitting documents or sending e-mails larger than 35MB, Proposer may split up its Proposal and send it via multiple e-mails to successfully submit all required documents. If Proposer intends to do this, indicate in the e-mail subject line the number of e-mails it is sending to the Denver Water recipient.

Denver Water will not be responsible for any missing Proposal submission via e-mail. Proposals must be e-mailed to the point of contact listed in on the cover page of this RFP.

3.4 DESIGNATION OF ANY PROPRIETARY AND CONFIDENTIAL INFORMATION

Proposers acknowledge that Denver Water may be required to disclose any or all of the documents submitted with a Proposal, pursuant to the Colorado Open Records Act, C.R.S. § 24-72-201.1, et seq. Under C.R.S. § 24-72- 204(3)(a)(IV), Denver Water may deny inspection of any confidential commercial or financial information furnished to Denver Water by an outside party. Therefore, to aid Denver Water in determining what must be disclosed in response to a request for documents under the Colorado Open Records Act, the Proposal shall be submitted in the following manner.

Proposer must submit one (1) Proposal marked ‘ORIGINAL’. In addition, Proposer must submit one (1) second version of their Proposal, which clearly designates any sentences, pages or sections of the Proposal that the Proposer deems confidential or proprietary, and must include it as a separate file on the same e-mail, marked “REDACTED ORIGINAL”. The designation shall be made by stamping, typing, or writing the word “CONFIDENTIAL” in a conspicuous place on every page of the document that is confidential or proprietary. If only some portions of any document are confidential or proprietary, such designation shall be made by redacting those portions only. The Proposer’s designation must be reasonable or it will not be honored. For example, a Proposer may not designate the entire Proposal to be confidential and proprietary.

3.5 ALTERNATE PROPOSALS

Denver Water recognizes that there may be alternate arrangements or approaches to the requested work that may offer cost savings and/or additional benefits while still satisfying the requirements of this RFP. Accordingly, Proposers may submit alternate Proposals for Denver Water’s consideration that offer such cost savings and/or additional benefits. However, alternate Proposals must be identified as such, identify their benefits, and be in addition to the requested primary Proposal. The alternate Proposals will be evaluated in conjunction with the primary Proposal.

SECTION 4 – EVALUATION AND SELECTION PROCESS

4.1 AGREEMENT REQUIRED

This RFP is not a contractual offer. Any Proposer selected in response to this RFP will be required to execute an Agreement with Denver Water.

4.2 EVALUATION AND SELECTION PROCESS

Proposals will be evaluated by criteria described in this RFP. Proposals considered responsive will be evaluated for completeness of information provided, the Proposer’s adherence to RFP requirements, support for claims made, and the overall approach taken. Denver Water’s objective is to select the Proposal(s) judged to be in the best interest of Denver Water.

Proposals may be evaluated using criteria including but not limited to:

• Methodology/Approach

• Company Experience and Qualifications o Qualifications, Certifications and/or Licenses o Equipment and Facilities

• Staffing and Account Management

• Communication and Contract Management

• Pricing

• Professional References

• Supplemental Questions

• Environmental Compliance and Sustainability

• Safety

• Any other relevant and appropriate factors as determined by Denver Water

This list does not reflect or imply any weighting or relative importance of criteria. While price may be a consideration, the Board is not bound to accept the lowest-priced Proposal.

4.3 INTERVIEWS/SHORT LIST/SITE VISITS/PRESENTATIONS

Denver Water may request interviews, oral or visual presentations, site visits, demonstrations, and/or the opportunity to ask additional questions of Proposers as deemed necessary during the evaluation process. Denver Water may require additional information from Proposers after the Proposal due date as necessary to complete the evaluation process.

EXHIBIT A: SAMPLE AGREEMENT

(See attached PDF file titled Exhibit A: Sample Agreement)

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EXHIBIT B: PROPOSAL

(See attached Word Document, use this template to create and submit your proposal.)

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EXHIBIT C: PRICING

(See also the attached Microsoft Excel file titled RFP 506462 Exhibit C – Pricing and 506462 Exhibit A – Sample Agreement for detailed information regarding compensation and invoicing)

1. Price Adjustments:

a. Prices under any resulting contract are to be firm and fixed for the first 12 months;

b. Requests for price increases or decreases after the first 12 months shall be submitted to Denver Water by the selected Proposer with appropriate documentation at least 60 days prior to the end of the next (12) month period. Requests for price increases or decreases not received at least 60 days prior to the next applicable period will not be approved and prices will remain the same for the next period;

c. Denver Water and the selected Proposer will make reasonable efforts to mutually agree on the format and methodology of documented price adjustments.

2. Compensation and Invoicing:

a. The Contractor will be paid an hourly rate that includes labor, payroll, all overhead expenses, and profit for all irrigation maintenance and repairs, quoted minor irrigation repairs and optional services.

b. The Contractor shall provide invoices each month for Work accomplished through the last day of the preceding month for all firm-fixed-price and square foot…