biddoc.pdf

THIS PROPOSAL MUST BE RETURNED ELECTRONICALLY THROUGH THE ROCKY MOUNTAIN

E-PURCHASING SYSTEM (BIDNET®).

Department of General Services

ADMINISTRATION DIVISION

Phone: 720-865-7515

City and County of Denver

Contracts Office 201 W. Colfax Ave.

Department 603, 6th Floor Denver, CO 80202

Procurement Analyst: Veronika Hall

Procurement Analyst Email: veronika.hall@denvergov.org

REQUEST FOR PROPOSAL

For City Executed Contract

RFP No. 1049A-2026

Jail and Courthouse Security Systems

SCHEDULE OF EVENTS

• RFP Issued September 4, 2026

• Pre-Proposal Conference September 22, 2026 2:00 P.M. Local Time

• Deadline to Submit Additional Questions September 23, 2026 3:00 P.M. Local Time

• Response to Written Questions September 30, 2026

• Proposal Due Date October 9, 2026 12:00 P.M. Local Time

Vendor offers to furnish to the City and County of Denver the materials, supplies, products or services requested in accordance with the specifications and subject to the Terms and Conditions described herein.

VENDOR SIGN HERE

Company: ______________________________________________________________________________

______Vendor company name to be the legal entity that will enter into a contract with the City if awarded pursuant to this solicitation

Address: ______________________________________________________________________________

Contact: ______________________________________ │ ______________________________________

(Authorized Signature) (Print Name) Signature constitutes acceptance of all Terms and Conditions listed on this form and all documents attached.

Email: ______________________________________________________________________________

Phone: _____________________________________________________________________________

The City contracts with Rocky Mountain E-purchasing System (BidNet®) in the advertisement and facilitation of solicitations administered by the City's General Services Contracts Office; therefore, respondents must ONLY rely on documents provided on the

Rocky Mountain E-purchasing System (BidNet®) website or as communicated directly from the analyst. Only rely on this web address:

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

Table of Contents

SECTION A: GENERAL INFORMATION & PROPOSAL INSTRUCTIONS

A.1 PURPOSE:

A.2 ROCKY MOUNTAIN E-PURCHASING (BidNet®):

A.3 ELECTRONIC SUBMISSION OF PROPOSALS:

A.4 PRE-PROPOSAL CONFERENCE:

A.5 RFP QUESTIONS:

A.6 ADDENDA:

A.7 ACCEPTANCE PERIOD:

A.8 SCOPE OF WORK AND/OR TECHNICAL REQUIREMENTS:

A.9 RFP CONDITIONS AND PROVISIONS:

A.10 GRATUITIES AND KICKBACKS:

A.11 NON-COLLUSIVE VENDOR CERTIFICATION:

A.12 AWARD:

A.13 AWARD(S) EVALUATION:

A.14 BRAND AND/OR TRADE NAMES:

A.15 PRODUCT/PERFORMANCE LITERATURE:

A.16 RECORDS REQUESTS:

A.17 PROOF OF REGISTRATION WITH THE COLORADO SECRETARY OF STATE:

SECTION B: SCOPE OF WORK AND/OR TECHNICAL REQUIREMENTS

B.1 SCOPE OF WORK AND/OR TECHNICAL REQUIREMENTS:

B.2 TERM:

B.3 ESTIMATED QUANTITIES:

B.4 BACKGROUND CHECKS AND DISQUALIFICATION:

B.5 PREVAILING WAGES:

B.6 VENDOR PERFORMANCE MANAGEMENT:

B.7 ENVIRONMENTAL MANAGEMENT SYSTEM, ENVIRONMENTAL POLICY, AWARENESS,

AND COMPLIANCE

B.7.a Environmentally Preferable Purchasing (EPP) Guidance

B.8 VENDOR QUESTIONS AND REQUIREMENTS:

SECTION C: PRICING

C.1 PRICING INFORMATION:

C.2 PRICING INSTRUCTIONS:

C.3 PRICING UPDATES:

SECTION D: SAMPLE EXECUTED CONTRACT TERMS AND CONDITIONS

SECTION E: ADDITIONAL REQUIRED INFORMATION:

E.1 CONTRACT CERTIFICATION FORM (REQUIRED):

E.2 DISCLOSURE OF CONTENTS OF BIDS CERTIFICATION FORM (REQUIRED):

E.3 SMALL BUSINESS INFORMATION REQUEST (OPTIONAL):

E.4 VENDOR’S CHECKLIST (OPTIONAL):

E.5 VENDOR INFORMATION (REQUIRED):

ATTACHMENTS

Attachment A – Scope of Work

Attachment B – Pricing Matrix

Attachment C – Sample Contract

Attachment D – Prevailing Wage Schedule

SECTION A: GENERAL INFORMATION & PROPOSAL INSTRUCTIONS

A.1 PURPOSE:

The City and County of Denver, hereinafter referred to as the City, is soliciting proposals for the contracting of preventive maintenance, onsite support, incident response, Service Level Agreement (SLA) compliance, and project services for detention systems across Denver Sheriff Department (DSD) facilities. Covered systems include biometrics, CCTV, VMS, intercoms, duress alarms, access control, touchscreen controls, doors and locks, PLC/HMI, and detention specific equipment.

Click HERE to go directly to the City’s detailed Scope of Work and/or Technical Requirements.

A.2 ROCKY MOUNTAIN E-PURCHASING (BidNet®):

The City is collaborating with Rocky Mountain E-purchasing System (BidNet®) in the advertisement and facilitation of Requests for Proposals (RFP) administered by the City’s General Services Contracts Office.

It is a requirement of this RFP that interested parties familiarize themselves and register with BidNet®; vendors who do not register may be considered non-responsive.

Registration with BidNet® is available at NO CHARGE and allows vendors access to view governmental bids posted on BidNet®; they offer an additional notification service option with an associated fee. It is the responsibility of the vendor to evaluate and select the service option of their choice.

The City is not responsible for the actions or lack thereof on the part of the vendor in regards to their interaction with BidNet®, or any other third-party bid notification service in relation to this RFP.

More information is available at: www.rockymountainbidsystem.com or by calling 1-800-835-4603.

A.3 ELECTRONIC SUBMISSION OF PROPOSALS:

Submission of proposals for this solicitation may only be done electronically through BidNet®. Proposals must be submitted at www.rockymountainbidsystem.com, no later than the date and time indicated on the cover page of the RFP.

Your proposal shall consist of the following separate sections:

i) Signed Coversheet

ii) Response to ‘VENDOR QUESTIONS AND REQUIREMENTS’: Section B.8

iii) Attachment B – Pricing Matrix (see Section C.)

iv) Section E. Forms

v) Additional Required Information/ Forms/ Documentation

A.4 PRE-PROPOSAL CONFERENCE:

A non-mandatory virtual pre-proposal conference will be conducted at the date and time listed in the Schedule of

Events on the cover page. The RFP terms and conditions will be reviewed and discussed at this time.

The link to the pre-proposal conference can be found here:

http://www.rockymountainbidsystem.com/ http://www.rockymountainbidsystem.com/

Microsoft Teams Meeting

Join: https://teams.microsoft.com/meet/265800281257356?p=RMWUiHftRJdSViSaCQ

Meeting ID: 265 800 281 257 356

Passcode: EL9Jw7uq

Dial in by Phone

Number: 720-388-6219

Phone conference ID: 968 517 427#

A.5 RFP QUESTIONS:

The City shall not be bound by and the vendor shall not request or rely on any oral interpretation or clarification of this RFP. Therefore, any questions regarding this RFP are encouraged and should be submitted in writing by email to:

City Procurement Analyst: Veronika Hall

E-Mail: veronika.hall@denvergov.org

Questions received up to the deadline to submit question in the Schedule of Events will be answered in writing per the Schedule of Events. Answers to questions from any vendor will be provided to all vendors.

Due to the high volume of solicitations conducted by the General Services Contracts Office, it is our policy not to comment on the status of any ongoing procurement until a contract has been executed with an awarded vendor, or the solicitation is cancelled. In either event, the City Procurement Analyst will publish that information on

BidNet®. Any question submitted to the City Procurement Analyst requesting information about this solicitation’s status or outcome prior to the aforementioned BidNet® notification may not receive a response.

All communications regarding this RFP shall only be through the City’s analyst listed above. No communication is to be directed to any other City personnel.

A.6 ADDENDA:

In the event it becomes necessary to revise, change, modify or cancel this RFP or to provide additional information, addenda will be issued and made available on BidNet®. It is the responsibility of the vendor to confirm that they have acquired all addenda related to this solicitation and have reviewed/ complied with the requirements therein.

A.7 ACCEPTANCE PERIOD:

Proposals in response to this RFP shall indicate that they are valid for a period no less than 120 days from the closing date, and if awarded, through the initial contract period.

A.8 SCOPE OF WORK AND/OR TECHNICAL REQUIREMENTS:

Section B of this RFP contains the City’s proposed Scope of Work and/or Technical Requirements. This document shall form the basis of a Contract covering the subject matter of this RFP. Exceptions or deviations to this proposal must not be added to the proposal pages but must be on vendor’s letterhead and accompany proposal.

https://teams.microsoft.com/meet/265800281257356?p=RMWUiHftRJdSViSaCQ tel:+17203886219,,361490752

Any exceptions to this documentation will be taken into consideration when evaluating proposals submitted. The

City reserves the right to reject any or all proposed modifications. The City welcomes cost saving proposals which still satisfy all technical and business objectives.

A.9 RFP CONDITIONS AND PROVISIONS:

This proposal must be signed by a duly authorized official of the proposing company. The completed and signed proposal (together with all required attachments) must be submitted electronically on BidNet® before the time and date of the deadline shown on the cover page.

All participating vendors, by their signature hereunder, shall agree to comply with all of the conditions, requirements and instructions of this RFP as stated or implied herein. Any alteration, erasure or interlineation by the vendor in this proposal shall constitute cause for rejection by the Manager of the General Services Contracts

Office or their authorized representative. Exceptions or deviations to this RFP must not be added to the proposal pages but must be on vendor’s letterhead and accompany proposal. Should the City omit anything from this RFP which is necessary to a clear understanding of the work, or should it appear that various instructions are in conflict, then the vendor shall secure written instructions from the City Procurement Analyst at least forty-eight (48) hours prior to the time and date shown on the cover page.

Typographical errors in entering quotations on your proposal may result in loss of award of this proposal.

All vendors are required to complete all information requested in this proposal. Failure to do so may result in the disqualification of the proposal.

The City reserves the right to postpone or cancel this RFP, or reject all proposals, if determined to be in the best interest of the City.

Unit pricing for each item shall be shown and shall be for the unit of measurement indicated. In case of error in extension of prices, the unit price will govern.

The Manager of the General Services Contracts Office or their authorized representative reserves the right to waive any technical or formal errors or omissions and to reject any and all proposal(s), or to award contract for the items herein, either in part or whole, if deemed to be in the best interests of the City.

The successful vendor shall be in complete compliance with all of the specifications, terms and conditions of this proposal as outlined above. The City shall have the right to inspect the facilities and equipment of the successful vendor to ensure such compliance.

No proposal shall be accepted from, and no contract will be awarded to, any person, firm or corporation that is in arrears to the City, upon debt or contract, or that is a defaulter, as surety or otherwise, upon any obligation to the

City, or that has failed to attain or demonstrate compliance with any law, ordinance, City regulation, or contract term or condition as may be provided for or required in any City contract, or that may be deemed irresponsible or unreliable by the Manager of the General Services Contracts Office or their authorized representative. Vendors may be required to submit satisfactory evidence that they have practical knowledge of the particular work bid upon and that they have the necessary financial resources to perform and complete the work outlined in this invitation.

The vendor agrees to abide by all the laws, regulations and administrative rulings of the United States, the State of Colorado and the City, securing all necessary licenses and permits in connection with the bids.

All materials, supplies and equipment furnished or services performed under the terms of this purchase order or contractual agreement shall comply with the requirements and standards specified in the Williams-Steiger

Occupational Safety and Health Act of 1970 (Public Law 91-596) as well as with other applicable federal, state and local codes.

All merchandise furnished or service performed must comply with City and State Codes.

In the event that this invitation requires a formal contract to be prepared by the City, the successful vendor will properly sign and furnish necessary performance bonds, insurances, Workers’ Compensation, etc., as required by the respective bid within ten (10) days (unless a longer period is allowed) from the date of receipt of the formal contract forms.

All vendors must take into consideration that only the City’s contract documents will be used in the finalization of this agreement. This will include the total bid and the City Attorney’s general form.

The City shall not be liable for any costs incurred by vendor in the preparation of proposals or for any work performed in connection therewith or any work subsequent to the submission and prior to the execution of any contract.

A.10 GRATUITIES AND KICKBACKS:

It shall be a breach of ethical standards for any person to offer, give, or agree to give any employee or former employee (within six months of termination from City employment), or for any employee or former employee

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

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

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

A.11 NON-COLLUSIVE VENDOR CERTIFICATION:

By the submission of this proposal, the vendor certifies that:

i) The proposal has been arrived at by the vendor independently and has been submitted without collusion with any other vendor.

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

iii) No vendor shall submit more than one proposal for this purchase. It shall be the responsibility of each vendor to obtain the prior written permission of the Manager of the General Services Contracts Office or their authorized representative before proposal opening in every situation in which the vendor, due to corporate association or other affiliation, may be found to be impermissibly associated with another vendor. Failure to observe this requirement could result in all such affiliated proposals being rejected.

A.12 AWARD:

One award will be made for the entirety of the solicited Scope of Work and/or Technical Requirements identified in Section B. The actual utilization of any Contract for all or any portion of the scope of work shall be at the sole discretion of the City and should be taken into consideration in the proposal’s pricing.

A.13 AWARD(S) EVALUATION:

The criteria to be used for the proposal evaluation include but are not limited to the items listed below. No weighting or relative importance of criteria is intended or implied by this list.

i) Response to ‘VENDOR QUESTIONS AND REQUIREMENTS:’ posed in Section B.8

ii) Pricing (Section C. and Attachment B – Pricing Matrix)

iii) Other Required Submittals (as applicable)

iv) Qualified, Responsible, Responsive {D.R.MC. Sec. 20-61-(e), (g), (h)}

v) Response to the City’s proposed Sample Contract provisions (Sections D and E.1)

No weighting or relative importance of criteria is intended or implied by this list. The City may request oral presentations, interviews or demonstrations as part of the evaluation process. Additionally, the City reserves the right to conduct negotiations with one or more vendors.

Any award as a result of this proposal shall be contingent upon the execution of an appropriate contract. Section

D of this proposal contains the City’s terms and conditions. These terms and conditions shall form the basis of a contract covering the subject matter of this RFP. If there is contention(s) with the terms and conditions, a brief explanation and alternative language, if any, should be included in your response in the provided Section E.1

CONTRACT CERTIFICATION FORM. Any exceptions to the terms and conditions will be taken into consideration when evaluating proposals submitted. The City reserves the right to reject any or all of the proposed modifications.

A.14 BRAND AND/OR TRADE NAMES:

Where a manufacturer’s brand name of merchandise is given in this solicitation, it does not mean to construe or imply an endorsement by the City of this brand only, but is used as a norm of quality, type, etc.

A.15 PRODUCT/PERFORMANCE LITERATURE:

The vendor shall agree to furnish, upon the written request of the City’s Procurement Analyst, any additional information needed to substantiate or clarify the design and/or performance characteristics of the materials or services being proposed.

A.16 RECORDS REQUESTS:

Records pertaining to solicitation documents such as evaluations and vendor proposals are available upon the completion of an executed contract with the awardee(s) or notice of solicitation cancellation. In either event, a notification will be published on BidNet®. To submit a Records request, vendors must complete the form within the link below:

https://denvergov.org/Government/Agencies-Departments-Offices/Agencies-Departments-Offices-

Directory/General-Services/Contact-General-Services

A.17 PROOF OF REGISTRATION WITH THE COLORADO SECRETARY OF STATE:

Successful vendors are required to furnish a Certificate of Good Standing from the Colorado Secretary of State’s

Office, as proof that they are properly registered to do business in the State of Colorado, prior to finalization of award and contracting.

https://denvergov.org/Government/Agencies-Departments-Offices/Agencies-Departments-Offices-Directory/General-Services/Contact-General-Services https://denvergov.org/Government/Agencies-Departments-Offices/Agencies-Departments-Offices-Directory/General-Services/Contact-General-Services

SECTION B: SCOPE OF WORK AND/OR TECHNICAL REQUIREMENTS

B.1 SCOPE OF WORK AND/OR TECHNICAL REQUIREMENTS:

See Attachment A – Scope of Work

See Attachment B – Pricing Matrix

See Attachment C – Sample Contract

See Attachment D – Prevailing Wage Schedule

B.2 TERM:

The effective period of the contract resulting from this RFP shall be from 1/1/2027 to and including 12/31/2031.

B.3 ESTIMATED QUANTITIES:

Any listed quantities are the City’s best estimate and do not obligate the City to order or accept more than its actual requirements during the period of this contract, as determined by actual needs and availability of appropriated funds. It is expressly understood and agreed that the resulting contract is to supply the City with its complete actual requirement of the services and/ or related materials specified in this RFP for the contract period.

B.4 BACKGROUND CHECKS AND DISQUALIFICATION:

The awarded Contractor, at its expense, must conduct a background check for each of its employees, as well as for the employees of its subcontractors, who will provide services to the City. The term “employee” for the purpose of this requirement, includes anyone who is providing services for the City under this Contract.

Background checks are to be conducted through an independent background check vendor and must include the following:

• Social Security Number Trace;

• Federal Criminal Records (includes wants, warrants, arrests, convictions, and incarcerations);

• Colorado Criminal Records (includes wants, warrants, arrests, convictions, and incarcerations);

• Criminal Records from other States if the employee disclosed, or the background check identifies, that the employee lived in another state in the last seven years (includes wants, warrants, arrests, convictions, and incarcerations); and

• National Sexual Offender Registry Search.

The background check shall include all convictions for the last seven (7) years and may include additional convictions beyond seven (7) years when permitted and/or required by law.

Because of the sensitive location(s) of the work proposed within this solicitation, the City shall automatically disqualify from employment under this contract persons with felony convictions. Alternatively, the City may require that a fidelity bond, or such other assurance in such amount as deemed appropriate, be provided to the

City as a condition precedent to grant permission where an employee’s prior conviction would otherwise preclude their participation under the contract.

All Contractor employees are required to self-disclose to the Contractor any criminal charges and convictions and nolo contendere pleas (not contest pleas) that occur while providing services to the City within three (3) business days of the conviction, charge, or plea. Contractor is required to inform the City of any criminal charges or convictions or nolo contendere pleas (no contest pleas) that arise while an employee is on assignment with the

City. Contractor must inform the City within one business day of the Contractor having knowledge of the charge, conviction, or plea. The City will determine, in its sole discretion, whether the employee will remain on a City assignment.

The background check(s) must be conducted successfully prior to initial access and/or involvement by employees.

Employees who separate from the Contractor’s employment must undergo another background check prior to renewed access and/or involvement in providing services to the City. The City also has the ability to audit the

Contractor’s background check process, to ensure compliance with City standards, at any time.

In addition to the foregoing background check, certain City locations require employees to pass a National Crime

Information Center (NCIC) background check. These background checks will be administered through acceptance, enrollment, and compliance with the CBI CJIS Vendor Management Program. Contractor employees may be required to provide their social security numbers to the City. Contractors will be provided facility access to the areas they support. Contractors are not allowed to share entrance cards to provide services. The following locations require NCIC background checks:

• All Denver Police Department Facilities (Academy and Precincts)

• All Denver Sheriff Department Facilities

• Denver Animal Shelter

• Traffic Operations

• Denver Human Services – Castro Building

• Other City locations may also require a NCIC background check

All work to be completed under this on-call contract will require that each person working on-site at a Denver

Police Facility, City Attorney, Denver 911, Denver DA, and all other secure facilities within the City that has

CJIS information, including all sub-contractors, to have completed CJIS Security Awareness Training. The CJIS

Security Policy written and maintained by the Federal Bureau of Investigation is the standard by which all criminal justice agencies nationwide must protect the sensitive data they possess and share with authorized entities. The policy outlines requirements such as personnel security, training, encryption, physical security, media protection, access control, construction, and more. The CBI CJIS Vendor Management Program is designed to help vendors and criminal justice agencies achieve and maintain compliance more easily by providing an easier fingerprinting/vetting process, assisting with the required training, sharing audit findings, and offering resources for questions about CJIS security.

All Denver law enforcement is now requiring that the Federal CJIS background check be completed to work at any site connected to law enforcement for the City.

The CJIS background check can be completed through the CBI – Vendor Management Program as a CJIS Support

Vendor.

Please use Google Chrome.

1) Please go to the CBI Vendor Management website or https://cbi.colorado.gov/sections/cjis-security/cjis-vendor-management-program. Please click on the CJIS Support Vendor link in the left-hand navigation pane. Click on the individual tabs to learn about the program and how to apply.

https://cbi.colorado.gov/sections/cjis-security/cjis-vendor-management-program https://cbi.colorado.gov/sections/cjis-security/cjis-vendor-management-program

2) You will be applying to be part of the CBI Vendor Management Program. To apply for this, you will need documentation that states that you are contracted to do work with one of the safety agencies for the

City: DPD, DSD, 911, or Department of Safety.

3) Once you have this document, you will need to submit the following:

i) An application to create a fingerprint account.

ii) The vendor agreement.

iii) The above referenced contractual document with one of the safety agencies.

iv) An IRS form W-9 for review. If they are approved, you will receive the code to use for fingerprinting.

4) Once you have completed the fingerprinting, background check and testing, and are a minimum of CJIS

Support Vendor – Security & Privacy: Basic Role, please submit the company name and listed individual names to NCICBackgroundandCJISRequests@denvergov.org.

5) Once this is complete, badges will be provided for the duration of the project and then must be returned.

6) This background check process is good for one year in any safety facility within Colorado as long as the individual is employed/linked with the vendor. If the individual leaves the employment of the vendor, please notify CBI and General Services Contract Office. Any subsequent arrest notification on the individual would mark the vendor as ineligible for the CBI Vendor Management Program.

7) If you have concerns or questions, please contact CBI at: cdps.cbi.cjisvendors@state.co.us

Please note, contractors not part of the CBI Vendor Management Program will not be assigned any work at any site connected to law enforcement for the City. Thank you for your assistance in supporting this process.

B.5 PREVAILING WAGES:

Any Contract in the amount of two thousand dollars ($2,000.00) or more arising out of this RFP shall be subject to the following provisions concerning prevailing wages.

Wages can be found here: https://denvergov.org/Government/Agencies-Departments-Offices/Agencies- Departments-Offices-Directory/Auditors-Office/Denver-Labor

i) The minimum wages to be paid for every class of labor, mechanics and worker shall be not less than the scale of wages from time to time determined to be the prevailing wages.

ii) The vendor or his/her subcontractor shall pay mechanics, laborers and workers employed directly upon the site of the work the full amounts accrued at time of payment, computed at wage rates not less than those stated or referenced in the specifications, and any addenda thereto, on the actual date of proposal opening, or in effect on the date of grant of permit for performance of such work under Denver Revised

Municipal Code (D.R.M.C.) Section 49-171 et seq., or on the date of the written Purchase Order for contracts let by informal procedure under D.R.M.C. Section 20-63(b), regardless of any contractual relationship which may be alleged to exist between the vendor or subcontractor and such laborers, mechanics and workers.

iii) The vendor and subcontractors to pay all workers, mechanics and other laborers at least once a week the full amounts of wages accrued at the time of payment except that the vendor and subcontractor mailto:NCICBackgroundandCJISRequests@denvergov.org mailto:cdps.cbi.cjisvendors@state.co.us https://denvergov.org/Government/Agencies-Departments-Offices/Agencies-Departments-Offices-Directory/Auditors-Office/Denver-Labor https://denvergov.org/Government/Agencies-Departments-Offices/Agencies-Departments-Offices-Directory/Auditors-Office/Denver-Labor shall make such payments to non-construction workers such as janitorial or custodial workers at least twice per month.

iv) The vendor shall post in a prominent and easily accessible place at the site of the work the scale of wages to be paid by the vendor and all subcontractors working under the vendor.

v) If the vendor or any subcontractor shall fail to pay such wages as are required by the contract, the

Auditor shall not approve any warrant or demand for payment to the vendor until the vendor furnishes the Auditor evidence satisfactory to the Auditor that such wages so required by the contract have been paid.

vi) The vendor shall furnish to the Auditor each week during which work is in progress under the contract, a true and correct copy of the payroll records of all workers, laborers and mechanics employed under the contract, either by the vendor or subcontractors.

vii) The copy of the payroll record shall be accompanied by a sworn statement of the vendor that the copy is a true and correct copy of the payroll records of all mechanics, laborers or other workers working under the contract either for the vendor or subcontractors, that payments were made to the workers, laborers and mechanics as set forth in the payroll records, that no deductions were made other than those set forth in such records, and that all workers, mechanics and other laborers employed on work under the contract, either by the vendor or by any subcontractor, have been paid the prevailing wages as set forth in the contract specifications.

viii) If any laborer, worker or mechanic employed by the vendor or any subcontractor under the contract has been or is being paid a rate of wages less than the rate of wages required by the contract to be paid as aforesaid, the City may, by written notice to the vendor, suspend or terminate the vendor’s right to proceed with the work, or such part of the work as to which there has been a failure to pay the required wages, and in the event of termination may prosecute the work to completion by contract or otherwise, and the vendor and any sureties shall be liable to the City for any excess costs occasioned the City thereby.

The vendor and every subcontractor under this contract shall:

i) Pay every worker, mechanic and laborer employed under this purchase order or contractual agreement not less than the scale of wages as determined by the Career Service Board under subsection (c) of

Section 20-76 of the D.R.M.C.

ii) Pay all workers, mechanics and other laborers at least once a week the full amounts of wages accrued at the time of payment, computed at wage rates not less than those stated in the specifications.

iii) Post in a prominent and easily accessible place at the site of the work the scale of wages to be paid by the vendor and all subcontractors working under the vendor.

iv) Furnish the Auditor each week during which work is in progress under the purchase order or contractual agreement, a true and correct electronically certified copy of the payroll records of all workers, laborers and mechanics employed under the contract, either by the vendor or subcontractors. Such payroll records shall include information showing the number of hours worked by each worker, laborer or mechanic employed under the contract, the hourly pay of each such worker, laborer or mechanic, any deductions made from pay, and the net amount of pay received by each worker, laborer or mechanic for the period covered by the payroll. The payroll record shall be accompanied by a sworn statement of the vendor that the copy is a true and correct copy of the payroll records of all mechanics, laborers, or other workers working under the contract either for the vendor or subcontractors, that payments were made to the workers, laborers and mechanics as set forth in the payroll records, that no deductions were made other than those set forth in such records, and that all workers, mechanics and other laborers employed on work under the contract, either by the vendor or by any subcontractor have been paid the prevailing wages as set forth in the contract specifications.

If the vendor or any subcontractor fail to pay such wages as are required by the purchase order or contractual agreement, the Auditor shall not approve any warrant or demand for payment to the vendor until the vendor furnishes the Auditor evidence satisfactory to the Auditor that such wages so required by the purchase order or contractual agreement have been paid.

If any laborers, worker or mechanic employed by the vendor or any subcontractor under the purchase order or contractual agreement has been or is being paid a rate of wages less than the rate of wages required by the purchase order or contractual agreement to be paid as aforesaid, the City may, by written notice to the vendor, suspend or terminate the vendor's right to proceed with the work, or such part of the work as to which there has been a failure to pay the required wages and, in the event of termination, may prosecute the work to completion by contract or otherwise, and the vendor and any sureties shall be liable to the City for any excess costs occasioned the City thereby.

Information as to forms and other requirements concerning prevailing wages may be obtained from the City

Auditor's office, Prevailing Wage Section, 201 West Colfax, Denver, CO 80202, telephone (720) 913-5009.

B.6 VENDOR PERFORMANCE MANAGEMENT:

The City may administer a performance management program as part of this proposal and resulting contract. The purpose of this program is to create a method for documenting and advising the City of exceptional performance or any problems related to the purchased goods and services.

Awarded vendors may be required to furnish a performance report to the City on an annual basis, no later than the anniversary date of the applicable Contract, providing at a minimum the following information:

FOR SERVICES

• Total dollar value of purchases per City Agency

• Total number of transactions per City Agency

• Average response time after receipt of call from the City

• Average time for job completion

Contractor may also be required to provide additional specific reporting/data as required.

B.7 ENVIRONMENTAL MANAGEMENT SYSTEM, ENVIRONMENTAL POLICY, AWARENESS, AND

COMPLIANCE

Some City operations can pose risks to human health and the environment. Proactive environmental management can reduce risk and prevent harm. The Denver Environmental Performance Program (DEPP) is the City’s ISO 14001 Environmental Management System (EMS). The DEPP ensures all aspects of City operations with the potential to cause environmental impacts are proactively managed. The DEPP reinforces the

City’s position that the City’s business partners are aware of the City’s Environmental Policy, and are responsible for supplying goods and services in a manner consistent with this policy. The DEPP also requires business partners ensure the competency of their staff with respect to the environmental impacts of their duties.

The City’s Environmental Policy may be found at:

https://denvergov.org/files/assets/public/v/2/public-health-and-environment/documents/eq/2024-denver-environmental-policy.pdf

All City business partners are required to comply with federal, state, and local environmental regulations. The

DEPP requires all City business partners to be aware of the impacts their products and services have on the environment and implement practices to minimize impacts, prevent pollution, and align outcomes with the

City’s environmental performance goals.

The Contractor shall provide products and services under this agreement consistent with the City’s

Environmental Policy and any environmental performance goals identified by the agency for whom the contractor is performing work.

B.7.a Environmentally Preferable Purchasing (EPP) Guidance

The City defines Environmentally Preferable products and services as those having a lesser or reduced effect on human health and the environment when compared with competing products and services serving the same purpose. The City’s EPP evaluation may extend to materials of manufacture, packaging, transport, recycled content, energy consumption, local recyclability, waste disposal, and other factors. Vendors are encouraged to describe any EPP attributes of the goods or services they offer to the City. Applicable EPP considerations may factor in product and service evaluations.

B.8 VENDOR QUESTIONS AND REQUIREMENTS:

Your proposal must specifically address each of the questions listed below. The quality and detail of your responses will figure significantly in the overall evaluation of your proposal. Vendors are encouraged to give examples and provide additional information to support your compliance on each point. To standardize the format of all proposals, vendors are required to respond to all questions in the order given and to restate and list the question number prior to giving their answer. Do not include any additional documents or information in your proposal that the City did not request. Failure to comply with this requirement may result in your proposal being declared non-responsive.

1. Company Qualifications:

• Provide the legal name of your company and any proposed subcontractors.

• Provide details of the primary point of contact for your company (name, job title, address, phone, email).

• Describe your company’s CJIS/ACA compliance history.

• Disclose any pending, current, or past litigation, arbitration, or administrative proceedings involving your company, its principals, or any proposed subcontractors over the last five (5) years. Please include a summary of the allegations, the current status of the proceedings, and any settlements or judgments rendered.

https://denvergov.org/files/assets/public/v/2/public-health-and-environment/documents/eq/2024-denver-environmental-policy.pdf https://denvergov.org/files/assets/public/v/2/public-health-and-environment/documents/eq/2024-denver-environmental-policy.pdf

2. Experience:

• Describe your company’s detention systems experience, including the number of years you have been in business, brief company history, current permanent staff size and location(s).

• Provide three (3) project examples for similar services within the last five (5) years. Two (2) examples must be with municipal/government clients. For each project describe:

a) Client name

b) Project description and services provided

c) Project budget and final cost

d) Project start date and duration

e) Name, phone number, and email address for the client who the City may contact to discuss all aspects of their experience working with your company

3. Staffing Plan:

• Describe your company’s onsite staffing model.

• Describe relevant certifications that your staff members hold and escalation matrix for outages and severe facility impacts.

4. Methodology:

• Describe your company’s approach to preventive maintenance, Service Level Agreement management, monitoring tools, and spares strategy.

5. Security and Compliance:

• Describe your company’s account management policies (no generics), access controls, CJIS adherence, and incident handling.

6. Documentation:

• Provide examples of the following items with your proposal:

a) Sample checklists

b) Monthly report format

c) Root Cause Analysis template

d) Disaster Recovery plan outline

e) Troubleshooting Guide Table of Contents

7. Exceptions:

• Identify and describe any exclusions, dependencies, and facility access constraints.

8. Value Add Services (OPTIONAL)

• Describe any additional services your company may provide to augment the services specified in the scope of work. Include fees for these services in Attachment B – Pricing Matrix. Proposals offering these services will receive up to 5% extra credit in evaluation.

SECTION C: PRICING

C.1 PRICING INFORMATION:

This section shall include a description of the proposed costs and prices. All pricing information shall be limited solely to this section of your proposal. This section should address all requirements set forth in Section B as well as any other items pertinent to your proposal pricing. The requirements have been developed to allow the City to uniformly evaluate prices submitted for the work. Accordingly, you should follow these instructions carefully and provide all data requested in the formats specified herein and in any referenced attachments.

The proposer’s quoted pricing must take into account all costs associated with providing the services described herein, including but not limited to insurance, tools, vehicles and equipment, gas mileage, labor, travel, lodging, overhead, compliance with the City’s prevailing wage or minimum wage requirements (if applicable), and any other related costs. Any omissions in this proposal shall be identified by each vendor and incorporated into their proposal. The City will not increase the contract or any purchase order (either dollar amount or time) for items not included in the submitted proposal documents. The City reserves the right to purchase part or the entire proposal.

C.2 PRICING INSTRUCTIONS:

Proposers must complete Attachment B – Pricing Matrix. The completed Attachment B must be submitted as an Excel file (do not convert to PDF). Do not include cost or price figures anywhere except in the completed

Attachment B.

C.3 PRICING UPDATES:

All quoted pricing shall be firm and fixed for the first three (3) years of the contract. At the request of the Contractor, rates may be increased one-time for years four (4) and five (5) in accordance with the increases proposed in Attachment B – Pricing Matrix.

Pricing update requests must be received by the City at least six (6) months prior to the effective change and will be reviewed for approval.

SECTION D: SAMPLE EXECUTED CONTRACT TERMS AND CONDITIONS

This section shall include your response to the City’s proposed terms and conditions included in this Section D and shall form the basis for the preparation of a Contractual Agreement covering the subject matter of this RFP.

You shall respond in your proposal either that all terms and conditions are acceptable or that some are acceptable and some are not. Underline or highlight those words, phrases, sentences, paragraphs, etc. that are not satisfactory and note any exceptions by referencing the appropriate article number, a brief explanation and alternative language, if any, and submit same on a separate typewritten sheet. Any exceptions will be taken into consideration when evaluating your proposal.

See Attachment C – Sample Contract

SECTION E: ADDITIONAL REQUIRED INFORMATION:

E.1 CONTRACT CERTIFICATION FORM (REQUIRED):

CITY AND COUNTY OF DENVER

DEPARTMENT OF GENERAL SERVICES

Proposal #_______________________________________________________

NOTICE: ANY PROPOSED MODIFICATIONS TO THE LANGUAGE OF THE CITY’S SAMPLE

AGREEMENT MUST BE CONTAINED IN THE PARAGRAPHS BELOW OR ON A REDLINED VERSION

OF THE SAMPLE AGREEMENT (SEE ATTACHMENT C). ANY VENDOR MODIFICATION THAT

DOES NOT INCLUDE SPECIFIC LANGUAGE CHANGES MAY BE CONSIDERED NON-RESPONSIVE

BY THE CITY AND VENDOR WAIVES ANY RIGHTS TO NEGOTIATE THE SAMPLE AGREEMENT

LANGUAGE AT A LATER TIME. THE FOLLOWING TERMS OF THE AGREEMENT ARE NON-

NEGOTIABLE:

• Governing Law and Venue

• Discrimination in Employment

• Examination of Records

• Defense and Indemnification

THE FOLLOWING TERMS OF THE AGREEMENT ARE ONLY NEGOTIATED IN EXCEPTIONAL

CIRCUMSTANCES:

• Payment

• Termination for Convenience

I, on behalf of the vendor identified below, hereby certify that I have read a copy of the sample contract attached to the Proposal. I further hereby certify that it is the vendor’s intent to agree to, and comply with each and every term and provision contained in the sample contract and propose no modifications to the sample contract except as follows:

1)

2)

3)

☐ Put checkmark in box if no proposed modifications.

I understand that the language modification(s) stated above, if any, are offered for discussion purposes only and that the City reserves the right to accept, reject or further negotiate any and all proposed modification to the sample contract. Vendor expressly agrees to all sample contract language where no modifications are proposed.

Company Name:

Authorized Signature (Required):

Name (please print):

Title: ____________________________________________________________________

Date:____________________________________________________________________

E.2 DISCLOSURE OF CONTENTS OF BIDS CERTIFICATION FORM (REQUIRED):

CITY AND COUNTY OF DENVER

DEPARTMENT OF GENERAL SERVICES

All materials provided in response to this RFP are subject to the Colorado Open Records Act, § 24-72-201, et seq., C.R.S. (“CORA”). In the event of a CORA request to the City for disclosure of such materials, information that a Proposer has clearly and in good faith marked as “confidential” or “trade secrets”

(collectively, “Protected Items”) will not be disclosed by the City, unless otherwise provided by law. If necessary, a Proposer shall seek a court order to protect their Protected Items, and will defend, indemnify, and hold harmless the City from any claim or action related to the City’s withholding of Protected Items.

THE FOLLOWING ARE NOT PROTECTED BY CORA:

1. Proposed pricing information

2. Public Company Information

3. Marketing literature readily viewable to the public on the respondent’s website or otherwise publicly available.

4. Training materials, manuals, procedures, protocols, or other publicly available information.

5. Any proposed content that would be assumed to be included in the awarded agreement (if the proposer was awarded) with the City (City agreements are public documents).

I, on behalf of the proposer identified below, hereby certify that I have read this form and affirm that proposer has NO redactions, and all proposed content is open to the public upon completion of the RFP selection process and award. Proposer will clearly and in good faith mark as “confidential” or “trade secrets” any additional information provided during this RFP process that proposer believes are Protected Items.

Proposer Name: ____________________________________________________________

Authorized Signature (Required):

Name (please print):

Date: ____________________________________________________________________

OR

I, on behalf of the proposer identified below, hereby certify that I have read this form and affirm that proposer has clearly and in good faith marked as “confidential” or “trade secrets” (collectively, “Protected Items”) any information proposer wishes to be withheld in the event of a CORA Request (unless otherwise provided by law) and has provided separate copies/files of any such proposed documents (e.g., Acme Technical Response {Redacted Copy}) with the requested redactions (via black font). Proposer will also clearly and in good faith mark as “confidential” or “trade secrets” any additional information provided during this RFP process that proposer believes are Protected Items.

Proposer Name: ____________________________________________________________

Authorized Signature (Required):

Name (please print):

Date: ____________________________________________________________________

E.3 SMALL BUSINESS INFORMATION REQUEST (OPTIONAL):

In an effort to engage with underutilized businesses or communities, the City is requesting voluntary disclosure of any certification(s) held by your company, whether it is SBE, MBE, VBE, WBE, DBE or a combination of these categories. If the certifying entity is the City, documentation does not need to accompany your proposal.

Such certification is to be current and the certifying entity documentation should reflect the following information:

• The name of the Certifying body

• Name of the Supplier/vendor certified

• Contact information of the certifying body

• Start date/End date of the certification

• If applicable, commodities and services supplier/vendor is certified to perform

• Additional information as identified by the Certifying entity

The City would also like to know if your company is considered a small business but is not certified by any certifying body. In addition, if your company’s supply chain contains products from an underutilized entity/ small business that go into the creation of the products that you offer, please provide their information as well.

This information is for statistical purposes only and will not have any effect when evaluating the bid proposals.

Supplier Name:

Type of Certification (s):

Certifying entity(ies):

Please submit copies of the appropriate certification(s) with your Proposal.

For more information on the SBA small business determination, the link to the process is https://www.sba.gov/size-standards/ https://www.sba.gov/size-standards/

E.4 VENDOR’S CHECKLIST (OPTIONAL):

The following check list should be used to ensure required documentation is attached to the bid. If a document is not required for your bid, write n/a in the blank.

1. Have you signed the cover page of this RFP? _________

2. Have you…