biddoc.pdf

Purchasing Department

Request for Proposal

RFP-26-062

Whitlock Treatment Plant Ammonia Gas Line

Replacement for

Treating and Pumping Department Water Quality, Facilities & Maintenance Division

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REQUEST FOR PROPOSALS (RFP)

#RFP-26-0620 – Whitlock Treatment Plant, Ammonia Gas Line Replacement

Procurement Specialist: Lottie Delgado Email Address: purchasing@pueblowater.org Telephone Number: 719-584-0201

Proposals must be received no later than:

2:00 p.m. MST, Tuesday, September 29, 2026

Proposals received after this date and time will not be considered for the award.

Price quoted shall include any charges for packaging, containers, freight, and delivery to:

Pueblo Water Whitlock Treatment Plant 1920 W. 11th St.

Pueblo, Colorado 81003

Public Bid Openings will be conducted via conference call at the bid closing time. To participate:

1. Dial 1-650-479-3208

2. Enter the access number: 26622523722

3. You will then be placed on the conference call joined by the Procurement Specialist who will begin reading the submitted bid proposals.

The Board of Water Works of Pueblo, CO (Pueblo Water) accepts proposals via;

email, submitted online using Rocky Mountain E-Purchasing System (https://www.bidnetdirect.com/colorado), hard copy mailed or dropped off. Pueblo Water is not obligated to accept quotes from offerors that are not submitted on time for any reason.

If submitting the proposal via mail or drop off, they are to be submitted in a sealed package with the following on the outside of the envelope:

Company Name RFP Title RFP Number Due Date and Time Purchasing Department

Package must include:

• One Original Proposal, identified as “Original”

Deliver proposals to:

Board of Water Works of Pueblo, CO Purchasing Department 319 W. 4th Street Pueblo, Colorado 81003

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Schedule of Events (subject to change) All times are given in local Colorado time RFP Issued September, 14th, 2026 Mandatory Site Visit & Pre-Proposal Conference

Thursday, September 17th, 2026, at 10:00 AM, MST Whitlock Treatment Plant 1920 W. 11th Street Pueblo, CO, 81003

Inquiry Deadline Wednesday, September 23rd, 2026, 2:00 pm, MST Proposal Due Date and Time September 29th, 2026, 2:00 pm , MST Notice of Award (tentative) October 21 – 23rd, 2026 Project Completion Date December 18th, 2026

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Table of Contents Section Title Page I. Background, Overview & Goals 5 II. Statement of Work 5-8 III. Special Conditions 8-16 IV. Proposal Submission 16-17 V. Response Format 17-18 VI. Evaluation of Award 19-20

Attachments Section Title Page A. Bid Form 21 B. Proposal Acknowledgement Form 22 C. Sample Acceptance Form 23 Attachment A Drawings of Ammonia Feed Lines 24-27

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SECTION I. – Background, Overview and Goals

A. Background:

Pueblo Water’s existing ammonia gas piping system was installed in 1990 and provides gaseous ammonia essential to our water treatment process. This system plays a critical role in maintaining effective treatment operations. After decades of service, sections of the piping have begun to deteriorate. The affected piping includes overhead runs as well as lines located in an outdoor utility area. To ensure long-term reliability and safety, Pueblo Water is seeking to replace the existing system with new piping constructed using welded socket joints.

B. Overview:

This project involves complete removal and replacement of the existing ammonia gas piping system. The work includes overhead piping, outdoor utility area piping, associated supports, valves, and any components required to restore full functionality.

Pueblo Water seeks installation using welded socket pipe joints to improve durability and reduce the risk of future leaks. Contractors will be responsible for providing all labor, materials, equipment, and technical expertise, and for adhering to all applicable codes and safety requirements related to ammonia gas systems. Coordination with Pueblo Water’s operations personnel will be necessary to minimize impacts on critical treatment processes.

C. Goals:

The primary goals of this project are to replace Pueblo Water’s deteriorating ammonia gas piping system with a safe, reliable, and fully compliant installation while ensuring continuity of critical treatment operations. The new piping must be installed while the existing system remains active, with only a brief, planned outage permitted for final tie-in and commissioning. The project encompasses two distinct sections: the piping segment running from the bulk tank room to the feeder room, and the segment extending from the feeder room to the chemical ditch. Completion of this work will eliminate existing leaks, enhance operational safety, and establish a durable ammonia delivery system designed for long-term reliability and minimal operational disruption.

SECTION II. – Statement of Work

A. Scope of Services:

Scope of Services Pueblo Water is seeking to enter into an Installation Service Agreement Contract for demolition and install for the specified bill of services and material stated in this RFP (Request for Proposal). The Contractor shall furnish all labor, materials, equipment, supervision, documentation, and expertise necessary to replace Pueblo Water’s existing ammonia gas piping system. All work shall comply with applicable codes, safety standards, and Pueblo Water procedures. The Scope of Services includes, but is not limited to, the following:

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A Mandatory pre-construction site visit will be held Thursday, September 17th , 2026 at 10:00 am MST. All interested contractors should meet at the Whitlock Treatment Plant located at 1920 W. 11th St. Pueblo, CO 81003. If you have a safety vest, please bring it with you to this meeting for the site walk-through. If you do not have one, a Pueblo Water team member can assign you one. Only those vendors/contractors in attendance will be allowed to submit a proposal for this RFP.

A. Project Requirements and Mobilization Activities

1. Conduct a detailed site assessment of the existing ammonia gas piping system, including all piping segments, supports, valves, and associated components.

2. Submit a comprehensive installation plan outlining construction sequencing, safety measures, outage requirements, and coordination needs.

3. Ensure all assigned personnel complete and pass required background checks prior to working onsite.

4. Coordinate with Pueblo Water for facility access, including FOB entry permissions and required orientation.

5. Participate in pre-construction coordination meetings with Pueblo Water personnel.

6. Provide sanitary facilities for contractor staff in accordance with applicable health and safety regulations.

B. Removal and Installation

1. Remove designated sections of the existing ammonia gas piping as approved by Pueblo Water.

2. Pueblo Water will provide disposal of removed piping and associated materials.

3. Fabricate and install new ammonia gas piping constructed of Schedule 80 pipe.

All piping connections shall utilize welded socket-joint construction and shall comply with all applicable codes, standards, and project requirements.

4. Replace both system segments as follows:

• Segment 1: Bulk Tank Room to Feeder Room

• Segment 2: Feeder Room to Chemical Ditch

5. Install all required supports, hangers, valves, fittings, and accessories to provide a complete, structurally sound, and fully functional piping system.

6. Apply a protective coating to all new piping in accordance with project specifications.

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7. Maintain operation of the existing ammonia gas system during installation, except for a brief, coordinated outage required for final tie-in and commissioning.

8. Perform all work during Pueblo Water business hours: Monday through Friday, 7:00 a.m. to 3:30 p.m., excluding observed holidays.

9. Reference Drawings (Attachment A)

C. Safety and Compliance Requirements

1. Implement all required safety procedures for working with gaseous ammonia, including ventilation control, leak monitoring, emergency response planning, and proper PPE use.

2. Ensure compliance with all federal, state, and local regulations related to ammonia handling and industrial piping installation.

3. Maintain a safe work environment at all times and coordinate continuously with the Pueblo Water employee assigned to be onsite during active work activities.

4. Follow all Pueblo Water facility safety protocols and procedural requirements.

D. Testing and Commissioning

1. Perform pressure testing, leak testing, and functional verification of all newly installed ammonia piping.

2. Conduct a steam clean and nitrogen dry of the new piping system as required for commissioning.

3. Ensure all testing and verification activities are witnessed and approved by Pueblo Water personnel.

4. Complete final tie-in, system startup, and commissioning within the approved outage window.

E. Documentation and Deliverables

1. Provide detailed as-built drawings reflecting the final installed configuration.

2. Submit all inspection reports, welding certifications, coating documentation, and test results.

3. Provide any required compliance records, permits, or regulatory documentation.

4. Furnish a workmanship and materials warranty for a minimum of two (2) years from the date of acceptance.

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B. Period of Award:

The effective date of providing the required product and services shall be from approximate award date of October 21 – 23rd 2026 through December 18th, 2026.

C. Minimum Mandatory Qualifications of Contractor:

The Contractor must meet or exceed the following minimum mandatory qualifications to be considered for this project. Any Contractor failing to satisfy these requirements will be disqualified from further evaluation.

• The Contractor shall have a minimum of five (5) successfully completed projects of similar scope, complexity, and technical requirements involving comparable industrial gas piping systems.

• The Contractor shall possess demonstrated experience with welded socket joint fabrication and installation in industrial environments.

• The Contractor shall have documented compliance with all applicable federal, state, and local regulations governing industrial gas piping systems and related construction activities.

• The Contractor shall employ personnel who hold the appropriate certifications and training necessary for welding, industrial piping installation, and work involving hazardous or pressurized gas systems.

• The Contractor shall maintain an active safety program, including procedures for hazardous gas handling, leak mitigation, emergency response, and workplace safety compliance.

• The Contractor shall be properly licensed, insured, and authorized to perform industrial piping work within the State of Colorado.

SECTION III. – Special Conditions

A. Issuing Office:

Pueblo Water’s Procurement Specialist listed herein is to be the sole point of contact concerning this RFP. Bidders shall not directly contact other personnel regarding matters concerning this RFP or to arrange meetings related to such.

B. Official Means of Communication:

All official communication from Pueblo Water to Bidders will be via postings on an electronic solicitation notification system, the Rocky Mountain Bid System (www.rockymountainbidsystem.com). The Procurement Specialist will post notices that will include, but not be limited to, any modifications to administrative or performance requirements, answers to inquiries received, clarifications to requirements, and the announcement of the award.

It is incumbent upon Bidders to monitor the Rocky Mountain Bid System carefully and regularly for any such postings. In addition, communications may be sent to attendees of the pre-proposal conference, if any, via fax or email.

C. Inquiries:

Prospective Bidders may make written inquiries by e-mail before the written inquiry deadline concerning this RFP to obtain clarification of requirements. There will be an opportunity to

RFP-26-062, Whitlock Treatment Plant, Ammonia Gas Line Replacement Page | 9 make inquiries during the pre-proposal conference, if any. No inquiries will be accepted after the deadline. Inquiries regarding this RFP (be sure to reference RFP number) should be referred to:

E-Mail: purchasing@pueblowater.org Subject Line: RFP-26-062 - Whitlock Treatment Plant Ammonia Gas Line Replacement

Response to Bidder inquiries will be published as a modification on the Rocky Mountain Bid System in a timely manner. Bidders cannot rely on any other statements that clarify or alter any specification or other term or condition of the RFP.

Should any interested Bidder, sales representative, or manufacturer find any part of the listed specifications, terms, and conditions to be discrepant, incomplete, or otherwise questionable in any respect, it shall be the responsibility of the concerned party to notify the Procurement Specialist of such matters immediately upon discovery.

D. Hold Harmless and Indemnification:

Successful bidder (Contractor) agrees to defend and hold harmless the Purchaser, its customers and users of the material provided, against all loss, expense and damages, arising from bodily injury to any person, including death there from, and damage to property caused by any defective products supplied hereunder by the negligence or by the willful acts of Contractor, its agents or employees engaged in the manufacture, installation, delivery, erection, repair or operation of any equipment or material covered hereunder.

The Contractor shall indemnify and save harmless the Board of Water Works against all claims for damages and any loss or expense, including attorney's fees, sustained by reasons of royalties, patent, trademark, or copyright infringement which may be involved in the manufacture or use of the material to be furnished.

E. Insurance:

Commercial General Liability. This insurance shall be written on a commercial form and shall protect the Contractor against all claims arising from injury to persons other than his employees or damage to property of Pueblo Water or others arising out of any act or omission of Contractor, his agents, employees, or subcontractors. This coverage form will provide protection against all claims insured by usual personal injury liability coverage, will provide for a per project aggregate, and will provide for contractual liability assumed by Contractor under the "Indemnification" section, and “Completed Operations and Projects Liability” coverage. To the extent that Contractor's work, or work under his direction, may require blasting, explosive conditions, or underground operations, the commercial general liability coverage shall contain no exclusion relative to blasting, explosion, collapse of building, or damage to underground property.

Limits of liability shall be not less than:

General Aggregate -- $2,000,000 Products - Comp/OP Agg. --$2,000,000 Personal & Adv. Injury -- $1,000,000 Each Occurrence --$1,000,000 Fire Damage (Any one fire) -- $ 50,000 Medical Expense (Any one person) -- $ 5,000 Automobile Liability. This insurance shall be written to provide coverage for any auto, owned, leased by, hired, or used by the Contractor or its employees and shall protect Contractor against all claims for injury to members of the public and damage to property of others arising from the

RFP-26-062, Whitlock Treatment Plant, Ammonia Gas Line Replacement Page | 10 use of motor vehicles, and shall cover operation on or off the site of all motor vehicles licensed for highway use.

Limits of Liability shall be not less than:

Combined Single Limit -- $1,000,000 per accident Umbrella Excess Liability. This insurance shall protect Contractor against all claims in excess of the limits provided under the Worker's Compensation/Employer's Liability, Commercial General Liability and Automobile Liability policies.

Limits of Liability shall be not less than:

Umbrella Excess Liability -- $1,000,000 Worker's Compensation and Employer's Liability. This insurance shall protect Contractor against all claims under applicable State Worker's Compensation laws.

Limits of Liability shall be not less than:

Worker's Compensation -- Statutory Employer's Liability Each Accident -- $100,000 Disease-Policy Limit -- $500,000 Disease-Each Employee -- $100,000 or an amount necessary to comply with Umbrella Excess Liability requirements.

This coverage shall include all of the Contractor's employees, including the owner(s).

In every case, the insurance coverage shall amount to at least the limits stated above. However, where the Financial Compulsory Insurance laws of the State of Colorado require higher limits, the Automobile Liability Insurance policy shall provide coverage of at least those limits.

Coverage and limits enumerated in this insurance provision represent only the minimum insurance required by Pueblo Water, and Contractor should rely on its expertise to obtain any additional insurance coverage needed for Pueblo Water and the Contractor in its performance hereunder.

Said Contractor Commercial General Liability Insurance and said Automobile Liability Insurance shall include coverage of the contractual liability assumed by Contractor under Section C.0614-Indemnification and shall name Pueblo Water as additional insured on the Commercial General Liability Insurance.

Any Subcontractor shall be required by the Contractor under the terms of the subcontract to obtain insurance coverage to that specified in Paragraph A. Limits of coverage shall be subject to agreement between Contractor and subcontractor.

With respect to workers’ compensation and employer’s liability, comprehensive automobile liability, commercial general liability, and umbrella liability insurance, and all other liability insurance specified herein to be provided by Contractor, Contractor shall require its insurance carriers to waive all rights of subrogation against Owner, Engineer, and their respective officers, directors, partner, employees, and agents.

F. Modification or Withdrawal of Proposals:

Proposals may be modified or withdrawn by the Bidder prior to the established due date and time.

G. Changes Clause:

No change will be made to the requirements of this order without the express written consent of Pueblo Water. Any excess cost incurred by the Contractor, in the event an unauthorized change is made, will be at the Contractor’s expense and not chargeable to Pueblo Water. Any change made without the consent of Pueblo Water may result in the cancellation of this order. Pueblo

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Water reserves the right to procure any/all emergency requirements on the open market.

Please note in your proposal exceptions and modifications to the contract you desire to be made.

Any exceptions or modifications to the contract may be grounds for considering a proposal non-responsive.

H. Inspection:

Pueblo Water will inspect each item delivered under this order at the time of delivery or as soon thereafter as possible. Any item found not to meet the specifications of this order will be returned to the Contractor for alteration or repair. Any item will be considered accepted by Pueblo Water after a satisfactory inspection has been made and any alterations or repairs required have been accomplished.

I. Acceptance:

A proposal submitted in response to this RFP shall constitute a binding offer. The autographic signature of a person who is legally authorized to execute contractual obligations on behalf of the Bidder shall indicate acknowledgment of this condition. A submission in response to this RFP acknowledges acceptance by the Bidder of all terms and conditions as set forth herein. A Bidder shall identify clearly and thoroughly any variations between its proposal and the RFP in the cover letter. Failure to do so shall be deemed a waiver of any rights to subsequently modify the terms of performance, except as outlined or specified in the RFP.

In submitting the proposal, Bidder agrees that acceptance of any or all bids by the Procurement Specialist within a reasonable period does not constitute a contract. No delivery shall become due or be accepted unless a purchase order has been issued by the Purchasing Department.

Any goods shall remain the property of the Contractor until delivered to and accepted by Pueblo Water.

J. Invoice and Payment:

Invoices shall contain a non-duplicated number. Invoices can be sent electronically to accounting@pueblowater.org or a hardcopy to the following address:

Board of Water Works Accounts Payable P.O. Box 400 Pueblo, Colorado 81002-0400

Pueblo Water has the ability to remit payment via the following methods:

Procurement-Card (P-Card): Pueblo Water utilizes a corporate procurement card (Visa) to transact smaller dollar payments by Pueblo Water staff. This provides benefits and efficiencies associated with credit card purchases and vendor reimbursements.

Check/ACH: With this option Pueblo Water will remit payment 30 days after receiving an invoice.

K. Exceptions:

All prospective Bidders shall separately record any proposed specification deviations from those herein provided. Bidders must also be aware that bids submitted to Pueblo Water which are not in full compliance with the published specifications may be rejected as non-responsive. Pueblo Water shall be the sole judge in determining which exceptions, if any, to the published specifications are acceptable based on Pueblo Water’s intended use.

mailto:accounting@pueblowater.org

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L. Estimate of Quantities/Amounts:

The estimates of quantities/amounts noted are based on past procurement records and/or projection for the next twelve (12) month period. Quantities/amounts shown on the Bid are for bid evaluation only and constitute no guarantee what quantities/amounts, if any, may be ordered.

Additionally, any items not specifically listed but required for successful completion of the scope of work must be provided by the awarded vendor at a discounted rate, in recognition of their status as the current contract holder.

M. Overshipment:

Material shipped in excess of quantity ordered may be returned at Contractor’s expense.

N. Freight (F.O.B. Destination):

Contractor assumes full responsibility for all transportation, transportation scheduling, packing, handling, insurance and other services associated with delivery of all products under this Contract.

O. Protested Solicitations and Awards:

Any actual or prospective Contractor who is aggrieved in connection with either the solicitation or award of a contract may protest in writing to the Procurement Specialist. The protest shall be submitted within three calendar days after such aggrieved person knows, or reasonably should have known, of the facts giving rise thereto.

With regard to requirements or specifications set forth in this RFP, it is important for Contractors to note that a challenge should be made within three (3) calendar days of when the item being protested is known.

P. Confidential/Proprietary Information:

Pueblo Water neither requests nor encourages the submission of confidential/proprietary information in response to this Request for Proposal. All proposals will be confidential until a contract is awarded and fully executed. At that time, all proposals and documents pertaining to the proposals will be open for public inspection, except for material that is proprietary or confidential. However, requests for confidentiality can be submitted to the Procurement Specialist provided that the submission is in accordance with the following procedures. This remains the sole responsibility of the Contractor. The Procurement Specialist will make no attempt to cure any information that is found to be at variance with this procedure. The Contractor may not be given an opportunity to cure any variances after proposal opening.

Neither a proposal in its entirety, nor proposal price information will be considered confidential/proprietary.

Q. Informalities and RFP Cancellation:

The Procurement Specialist reserves the right to reject any and all bids for any or all items covered in the bid request; to waive informalities or defects in bids or to accept such bids as shall be deemed in the best interest of Pueblo Water. Pueblo Water reserves the right to cancel this RFP at any time, without penalty.

R. Negotiation of Award:

In the event only one (1) responsive proposal is received by Pueblo Water, Pueblo Water reserves the right to negotiate the award for the services with the Contractor submitting the proposal in lieu of accepting the proposal as is.

S. Annulment Without Fault of Contractor:

Pueblo Water shall have the right at any time, for reasons which appear good to it, to annul this contract upon giving written notice “Notice of Termination” to the Contractor, in which event

RFP-26-062, Whitlock Treatment Plant, Ammonia Gas Line Replacement Page | 13 the Contractor shall be entitled to the full amount of the Material provided by him under this contract up to the time of such annulment. The Notice of Termination will specify the extent to which performance of the work is terminated and the date upon which termination becomes effective. The contractor may only terminate this contract with cause.

U. Notice to Cure:

Pueblo Water shall have the right to issue the Contractor a Notice to Cure in the event conditions of the contract are not being satisfied and are endangering performance of the contract. The failure shall be cured within the time allotted by Pueblo Water or will face termination of the contract for default.

V. Termination for Default:

Pueblo Water may terminate this Contract for default if Pueblo Water in its sole discretion determines that the Contractor has failed to comply with the Contract Documents; fails to make progress, so as to endanger performance; acts or fails to act so that it reasonably appears Contractor’s future performance is uncertain; or fails to perform the Work within the time specified or any written extension; and does not cure such failure within a reasonable period of time after written notice. In the event of termination for default, Pueblo Water may purchase replacement Work or Materials, and the Contractor shall reimburse Pueblo Water for any excess costs incurred by Pueblo Water. Pueblo Water shall pay to the Contractor, as full compensation, the unit or prorated Contract Price for the performance and accepted portion of the Work or Materials. Termination for default will result in the removal of the Contractor’s name from the approved Bid list for two (2) years or a different period of time, at Pueblo Water’s discretion.

If, after notice of termination for default, Pueblo Water determines that the Contractor was not in default or that the Contractor’s failure to perform was due to cause beyond the control and without the fault or negligence of the Contractor, the termination shall be deemed “Annulment without Fault of Contractor” per clause above.

W. Force Majeure:

The parties shall not be responsible for any failure or delay in the performance of any obligations under this Contract caused by natural disasters, flood, fire, war or public enemy. (Economic conditions and labor strikes shall not be considered force majeure events.) If a party asserts force majeure as an excuse for failure to perform the party’s obligation, then the nonperforming party must provide that the party took reasonable steps to minimize delay or damages caused by the force majeure, that the party substantially fulfilled all non-excused obligations, and that the other party was timely notified of the likelihood or actual occurrence of a force majeure. In the event of a force majeure is declared and in effect for more than ten (10) Days, Pueblo Water may terminate this Contract without any further obligation or liability.

X. Subcontracting and Assignment:

The Contractor shall not assign or subcontract the work, or any part thereof, without the previous written consent of Pueblo Water, nor shall they assign, by power of attorney or otherwise, any of the money payable under the Contract unless written consent of Pueblo Water has been obtained. No right under the Contract, nor claim for any money due or to become due shall be asserted against Pueblo Water, or persons acting for Pueblo Water, by reason of any so-called assignment of the Contract or any part thereof, unless such assignment has been authorized by the written consent of Pueblo Water. In case the Contractor is permitted to assign moneys due or to become due under the Contract, the instrument of assignment shall contain a clause subordinating the claim of the assignee to all prior liens for services rendered or materials supplied for the performance of the work.

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Y. Safety and Protection:

a) Provide and maintain proper protection for all material and equipment, including material and equipment furnished to the Contractor by Pueblo Water. The Contractor shall protect exterior surfaces of Board property against any defacement that would detract from its appearance.

b) Provide all necessary safeguards to protect persons and property generally, and particularly Pueblo Water’s operating property, since no interruption of water service is permissible, except as expressly authorized by Pueblo Water.

c) Upon completion of the Work, make good all damages, leaving the site in a clean and orderly condition.

d) Always maintain safe conditions in the various Work areas and install barricades and warning devices where required.

Z. Procedure for Price Adjustments:

In the event of a price increase due to tariffs, supply chain disruptions, or other unforeseen market conditions, the vendor must provide supporting documentation, including references to relevant indices such as the Consumer Price Index (CPI) or Producer Price Index (PPI), to justify the adjustment including but not limited to delivery, materials, transportation, labor, unforeseen statutory or regulatory mandates, or other impacts. Pueblo Water will require a comprehensive breakdown detailing the price increase and impact to the finished product as well as official importer receipts or customs documentation showing proof of payment and transaction date.

Pueblo Water, at its sole discretion, shall have the right to approve or deny the request based on the demonstration of the direct impact of the increase for the specific goods or components being purchased under this contract and shall have the right to renegotiate pricing or seek alternative suppliers. Pueblo Water has the right to require additional documentation and evidence from the vendor pertaining to the requested increase, and the vendor must comply with Pueblo Water’s request. Failure to provide the requested documentation, denial of the request, or failure to renegotiate pricing shall deem the contract noncompliant and subject to Section V. Termination for Default. Increases solely to increase profit margins shall not be considered. If an increase is requested, no additional increases shall be accepted for a period of 6 months. Otherwise, all required documentation shall be provided within 30 days of request.

The vendor must clearly identify any components within their bid proposal that are subject to tariffs or potential price increases. For transparency, the vendor must provide the associated cost values as of a date no later than five (5) business days after the bid opening. Supporting documentation demonstrating the basis for these cost values must also be included. Any subsequent price adjustments must be justified with verifiable evidence and, where applicable, aligned with recognized economic indices.

If market conditions result in a price decrease, the vendor must adhere to the revised pricing and pass the reduction along to the purchaser within 30 days for all orders on the effective date of the decrease and thereafter. Periodically throughout the term of the contract, Pueblo Water shall have the right to conduct market research, review pricing indexes, and use other resources to review and verify contract pricing, vendor requested increases, and vendor provided information.

Pueblo Water will only consider price adjustments to contracts that are stated as a 6 month or longer contract. Contracts awarded as a “supply of” contract will not be considered for price adjustments as the vendor should stipulate required timeframes for orders to hold prices on these types of bids. Pueblo Water will consider all price adjustments to be a pass-through cost from the vendor, with no added profit or markup to the vendor for additional costs stemming from tariffs, supply chain disruptions, or other unforeseen market conditions.

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AA. Liquidated Damages:

Time is an essential condition of the contract. Should Contractor fail to complete the Work by the “Work Completion Date” shown in the proposal, Contractor shall pay to Board, as liquidated damages and not as a penalty, $400.00 per day of default unless the Contract Time is extended by Board.

In the event the Contractor is delayed in the prosecution and completion of the Work because of any delays caused by Pueblo Water or Engineer, the Contractor shall have no claim against Pueblo Water or Engineer for damages or contract adjustment other than an extension of the Contract Time and the waiving of liquidated damages during the period occasioned by the delay.

Pueblo Water shall have the right to deduct the liquidated damages from any money in its hands, otherwise due, or to become due, to Contractor, or to sue for and recover compensation for damages for nonperformance of this contract within time stipulated.

BB. Damages for Breach of Contract:

In addition to any other legal or equitable remedy Pueblo Water may be entitles to for a breach of this Contract, if Pueblo Water terminates this Contract, in whole or in part, due to Contractor’s breach of any provision of this Contract, Contractor shall be liable for actual and consequential damages to Pueblo Water.

CC. Incurring Costs:

Pueblo Water is not liable for any cost incurred prior to the issuance of a legally executed contract and/or purchase order.

DD. Non-Discrimination:

The Contractor shall comply with all applicable state and federal laws, rules and regulations involving non-discrimination on the basis of race, color, religion, national origin, age or sex.

EE. Taxes:

Pueblo Water certifies that the material covered by this proposal is for its exclusive use in its official capacity and that it is exempt from Federal excise taxes, State and County sales and use taxes. Certificate(s) available upon request.

FF. Access and Security:

Pueblo Water shall provide reasonable means of access to all Pueblo Water locations covered under this Contract if applicable. The Contractor shall comply with all Pueblo Water’s access and building security policies that are available by contacting the Purchasing Department.

GG. Standard of Conduct:

The successful firm shall be responsible for maintaining satisfactory standards of employees' competency, conduct, courtesy, appearance, honesty, and integrity, and shall be responsible for taking such disciplinary action with respect to any employee, as may be necessary.

Pueblo Water may request the successful firm to immediately remove from this assignment any employee found unfit to perform duties due to one or more of the following reasons:

(1) Neglect of duty.

(2) Disorderly conduct, use of abusive or offensive language, quarreling, intimidation by words or actions or fighting.

(3) Theft, vandalism, immoral conduct or any other criminal action.

(4) Selling, consuming, possessing, or being under the influence of intoxicants, including alcohol, or illegal substances while on assignment for Pueblo Water.

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Agents and employees of Contractor or Consultant working in Board facilities shall present a clean and neat appearance. Prior to performing any work for Pueblo Water, the Contractor or Consultant shall require each of their employees to wear ID badges or uniforms identifying: the Contractor or Consultant by name, the first name of their employee and a photograph of their employee if using an ID badge. Their employee shall always wear or attach the ID badge to the outer garments.

HH. Proposal Price:

Estimated proposal prices are not permitted unless specifically requested herein. Bidders are urged to submit prices that reflect accurate and reasonable predictions of costs insofar as possible. Bidders are alerted that Pueblo Water reserves the right to request a Best and Final Offer, any revisions, including costs, will be closely evaluated by the evaluation committee to ensure the elimination of any perceived inequities and unacceptable conditions.

II. Selection of Proposal – Notice of Intent to Award:

All Contractors will be notified in writing regarding the results of the RFP evaluation process.

Upon review and approval of the evaluation committee’s recommendation for award, the Purchasing Department will issue a “Notice of Intent to Award”. The Notice of Intent to Award, by itself, does not create any express or implied property interest or right of any kind in the RFP or a potential contract. Therefore, the apparent successful Contractor shall not rely on that Notice to make commitments of any kind to third parties, not take any action(s) to prepare for or start the performance of the services described in this RFP until a contract is fully executed. If the parties are unable to agree on contract terms, then Pueblo Water may elect to cancel the “Notice of Intent to Award” and make a contract award to the next most responsible and responsible Contractor whose proposal is next most advantageous to Pueblo Water.

JJ. Confidentiality/Records Request:

All materials submitted to the Board of Water Works of Pueblo, Colorado (Pueblo Water) are public records. The language on each page containing information the entity or individual does not want disclosed because it is considered confidential commercial or financial information must be identified and marked “Confidential” at the time of submittal. Failure to identify confidential information will result in all unmarked sections being deemed non-confidential and subject to public disclosure. Entire submissions may not be marked as Confidential. Pueblo Water will evaluate the information marked Confidential pursuant to Colorado law in determining whether to deny public disclosure of such information. The final decision as to what information will be disclosed, however, lies with Pueblo Water.

SECTION IV. – Proposal Submission

The following are the response requirements for this RFP. All specific response items represent the minimum information to be submitted. Deletions or incomplete responses in terms of content or aberrations in form may, at Pueblo Water’s discretion, render the proposal non-responsive.

Contractors shall submit in a sealed package:

• One (1) Original Proposal, identified as “Original”

To facilitate the evaluation, the Bidder shall submit and organize all responses in the same order as listed in Section V. Proposals that are determined to be at a variance with this requirement may not be accepted. The Board of Water Works of Pueblo, CO (Pueblo Water) accepts proposals via;

email, submitted online using Rocky Mountain E-Purchasing System (https://www.bidnetdirect.com/colorado), hard copy mailed or dropped off. Pueblo Water is not obligated to accept quotes from offerors that are not submitted on time for any reason.

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Proposals shall be typewritten or written in ink on the form prepared by Pueblo Water. Officials of Corporations shall designate their official title; partners or sole owners shall state. The person signing the bid shall initial all corrections or erasures.

Late proposals will not be accepted. It is the responsibility of the Bidder to ensure that the proposal is received at Pueblo Water’s Purchasing Department on or before the proposal’s opening date and time.

The outside of the package will include the following information:

• Company Name

• RFP Title and Number

• Due Date and Time

• Purchasing Department

It is the policy of Pueblo Water to afford the opportunity for any and every business or Bidder to participate in business dealings with Pueblo Water. These business relationships are based on the premise that Pueblo Water shall not discriminate against any person, regardless of race, color, creed, sex, sexual orientation, marital status, national origin, ancestry, age religion or disability.

These instructions, proposal form and specifications have been developed with the hope of raising the standard of purchase negotiations to a satisfactory plane so that all transactions will be mutually satisfactory to all concerned. Your cooperation is invited.

SECTION V. – Response Format

The following items are to be included in your proposal, in the order listed. Deviation from this may render your proposal non-responsive.

A. Cover Letter and Table of Contents Include a cover letter introducing your company, summarizing your qualifications, and detailing any exceptions to this RFP (please note that significant exceptions may make your proposal non-responsive). This letter should also provide principal contact information for this RFP, including address, telephone number, fax number, e-mail, and website (if applicable).

B. Use of Subcontractors/Partners There may be areas for use of subcontractors or partners in this project. If you are utilizing this approach, your proposal must list the subcontractors/partners, their area(s) of expertise, and include all other applicable information herein requested for each subcontractor/partner.

Please keep in mind that Pueblo Water will contract solely with your company, therefore subcontractors/partners remain your sole responsibility.

C. Minimum Mandatory Qualifications Include an itemized description of how your company meets each of the minimum mandatory qualifications outlined in Section II, C. Failure to meet or exceed these requirements will disqualify your response.

D. Company Information

• Provide the following information as listed: Company Name, Address, Phone Number, and Names of Principals.

• Identify the year in which your company was established and began providing consulting services.

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• Describe any pending plans to sell or merge your company.

• Provide a comprehensive listing of all the services you provide.

E. Evaluation Criterion #1 Company and Personnel Qualifications

1) Describe your customer service philosophy.

2) Provide information from at least three accounts of similar scope. Include, at a minimum, the following information: 1) company name, 2) contact name, 3) phone number, 4) fax number, 5) email address, 6) brief description of project scope and value, 7) status of project. Pueblo Water reserves the right to contact the references provided in your proposal as well as other references without prior notification to you.

3) List the number of people that you can commit to working on this project and the amount of time each is expected to spend on the project. (List any discipline you would like to see - examples for a design service might be - design of HVAC, mechanical systems, electrical systems, architectural, structural, geotechnical, etc.)

4) Provide the names of the key personnel that will be performing the proposed services, including the primary project manager.

5) List the names of the subcontractors you expect to use, the services to be provided by the subcontractors and the amount of time that each is expected to spend on the project.

Also, include the names and resumes of the key subcontractor personnel who will be working on the project.

6) Provide a specific timeline or schedule for the work. (Spell out mile marks if needed.

Example: including development of preliminary design & cost estimates, meetings with Board staff, completion of final design, cost estimates and bidding documents.) Show milestones and completion dates on the schedule.

7) Describe the methods and timeline of communication your firm will use with Pueblo Water’s project manager, other involved Board staff, and other interested parties.

D. Bid Form & Proposal Acknowledgement Pages

E. Addendums, if applicable

F. Samples or Descriptive Material

G. Material Safety Data Sheets If this product requires Material Safety Data Sheet literature, the current MSDS, product literature, and any NSF/ANSI 60 or 61 material information must be included with your bid.

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SECTION VI. Evaluation Process and Award

A. Evaluation Committee:

An evaluation committee will be formed of individuals bringing varying expertise and business, functional and technical knowledge to independently assess the merit of each proposal using the evaluation factors defined solely in this RFP. The sole objective of the evaluation committee will be to analyze and score the proposals, check references, and utilize other methods and sources they elect for clarification and evaluation purposes (i.e. proposal clarifications, interviews, demonstrations, etc.). Following an independent review and scoring, the evaluation committee will meet to discuss each proposal and prepare their written recommendation as to the proposal determined most responsible and advantageous to Pueblo Water’s needs. The evaluation committee’s written recommendation will be forwarded to the Executive Director and a contract award recommendation to the elected Board of Pueblo Water.

The evaluation committee will score the proposals and recommend the Bidder, whose proposal is most advantageous to Pueblo Water, taking into consideration the price and all evaluation factors set forth herein and as defined. While numeric evaluations may be used in some aspects of the process to identify strengths and weaknesses of proposals, the final decision will be a business decision and will not be based on a numerical score.

B. Evaluation Criteria and Proposal Scoring

Pueblo Water’s Project Team will evaluate Bidder Proposals based on these specific criteria and number of available points out of 100:

• Total Cost of Ownership (50)

• Compatibility of design with existing network architecture, network equipment, and security (10).

• Proven Contractor experience with similar implementations (10)

• Ease of deployment and management (10)

• Overall ability of solution to meet present and future needs (10)

• Completion Timeline (10)

In evaluating the Proposals, the evaluation committee will consider the factors described below in addition to the evaluation criteria described above. The evaluation committee reserves the right to modify the evaluation factors for cause as it is deemed necessary to ensure appropriate Contractor selection. Proposals should be submitted in the format requested in this RFP providing sufficient detail to allow the evaluation panel to determine whether the submitted proposal evidences:

• An understanding of Pueblo Water’s needs, requirements and contract terms and conditions;

and

• An ability to meet Pueblo Water’s needs; requirements, and contract terms and conditions;

• The experience and resources necessary to carry out the contracted work in a timely and satisfactory manner; and

• Costs that are reasonable and consistent with the offered services to meet Pueblo Water’s needs and requirements.

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During the evaluation phase, each evaluation committee member will independently review each proposal and assign a score within each category. The evaluation of each proposal will be scored based upon a comparison between the information submitted by a Bidder and the specific evaluation criteria outlined below.

After independent review and scoring has been completed by each evaluation committee member, the evaluation committee will discuss each proposal and modify scores, if necessary, based on those discussions. The scores of each evaluation committee member will then be averaged for each proposal.

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Board of Water Works of Pueblo, Colorado Bid Form – REQUIRED FORM Attachment A.

RFP-26-062 - Whitlock Treatment Plant Ammonia Gas Line Replacement

DESCRIPTION

Lump sum price for the design, build and installation of

GRAND TOTAL

PLEASE STATE THE FOLLOWING:

Manufacturer:

Make/Model:

FOB Destination:

Pueblo Water Whitlock Treatment Plant 1920W. 11th St.

Pueblo, CO 81003

Delivery time required:

Terms of Sale (check all that apply):

Net 15, Net 30, Net 60

Due on Receipt

P-Card

Check/ACH

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ATTACHMENT B

PROPOSAL ACKNOWLEDGEMENT – THIS DOCUMENT IS A REQUIRED

DOCUMENT TO BE SUBMITTED BY CONTRACTOR/VENDOR

The undersigned Bidder warrants that the material or services offered for sale hereunder complies in all respects with the instructions and specifications for said item(s) incorporated herein.

Falsifying this information is cause to deem your proposal nonresponsive and therefore ineligible for consideration. In addition, falsification of this information is cause to cancel a contract awarded based on one or both of the above preferences.

Bidder hereby acknowledges receipt of Addendum No. _________________________

IN WITNESS WHEREOF, this offer is made this ___________ day of ____________, 20__.

Name of Firm

By:

Signature of…