biddoc.pdf

REQUEST FOR PROPOSAL (RFP)

TRAFFIC SIGNAL MAINTENANCE

Solicitation No. RFP-PWU-26-636

SCHEDULE OF EVENTS

RFP Advertisement September 14, 2026 Deadline to Submit Questions September 23, 2026 4:00 PM MT Response to Questions September 30, 2026 4:00 PM MT Proposal Due Date October 9, 2026 4:00 PM MT Evaluation October 10 – October 16, 2026 City Council Approval TBD

Procurement official: Bryn Fillinger, Senior Procurement Analyst Email: bfilling@westminsterco.gov

Phone: 303-658-2716

Authorized Communications. From the date of issuance of this Solicitation until award, all communications regarding this Solicitation shall be directed only through BidNet and to the

Procurement official listed on the cover page, unless otherwise authorized by the City.

Communication with other City personnel regarding this Solicitation may result in disqualification, in the City’s sole discretion.

The party submitting a proposal, hereinafter referred to as the Proposer, offers to furnish to the City of Westminster the products and services requested in accordance with the specifications and subject to the Terms and Conditions described herein.

Table of Contents

SECTION A: RFP OVERVIEW AND PROJECT REQUIREMENTS

A.1 INTRODUCTION:

A.2 PROJECT DESCRIPTION

A.3 TERM:

A.4 SCOPE OF WORK/ REQUIREMENTS

A.5 RFP ATTACHMENTS:

A.6 WORK SCHEDULE

A.7 ELECTRONIC SUBMISSION OF PROPOSALS AND COMMUNICATION:

A.8 CLARIFYING QUESTIONS:

A.9 ADDENDA:

A.10 PRICING:

A.11 PRICE REDETERMINATION:

A.12 PAYMENT TERMS:

A.13 INSURANCE REQUIREMENTS:

A.14 ESTIMATED QUANTITIES:

A.15 BRAND AND/OR TRADE NAMES:

A.16 WARRANTY GUARANTEE:

A.17 SPILLAGE:

SECTION B: PROPOSAL SUBMISSION REQUIREMENTS

B.1 GENERAL SUBMISSION INFORMATION:

B.2 CHANGES:

B.3 MODIFICATIONS TO PROPOSAL:

B.4 CONTRACT DOCUMENTS:

B.5 ACCEPTANCE PERIOD:

B.6 PROPOSAL CONTENTS AND FORMAT:

SECTION C: EVALUATION AND AWARD

C.1 EVALUATION OVERVIEW

C.2 PROPOSAL EVALUATION ITEMS:

C.3 EVALUATION AND SELECTION:

C.4 AWARD TYPE:

C.5 NOTICE TO PROCEED:

SECTION D: GENERAL RFP AND CONTRACT INFORMATION

D.1 PAYMENT CONDITIONS:

D.2 RFP CONDITIONS AND PROVISIONS:

D.4 GRATUITIES AND KICKBACKS:

D.5 NON-COLLUSIVE PROPOSER CERTIFICATION:

D.6 DISCLOSURE OF CONTENTS OF PROPOSALS:

D.7 COOPERATIVE PURCHASING:

SECTION A: RFP OVERVIEW AND PROJECT REQUIREMENTS

A.1 INTRODUCTION:

The City of Westminster, hereinafter referred to as the City, is inviting qualified firms to submit proposals for Traffic Signal Maintenance. This RFP outlines the scope of work, requirements, and conditions for proposing. The successful Proposer, hereinafter referred to as the Contractor, will enter into a contract with the City for the completion of the work outlined herein.

A.2 PROJECT DESCRIPTION

The City of Westminster is seeking a qualified Contractor to perform traffic signal maintenance and emergency repair to traffic signals.

The successful Contractor will be required to furnish complete traffic signal maintenance, repair services and extra work on a time and materials basis. Service shall include furnishing all labor, machinery, tools, equipment and personnel necessary to provide this service.

Location: Various locations.

Estimated Duration: On-call for up to five (5) years.

A.3 TERM:

It is the City’s intention to award this Contract for a term of five (5) years. The initial Contract will be one (1) year, with four (4), 1-year renewals. Any additional Contract extensions shall be in accordance with the City’s Procurement Policy.

All payments and obligations under any resulting contract are subject to annual appropriation of funds by the Westminster City Council for each fiscal year. If the City Council does not appropriate funds for any fiscal year during the term, the contract will terminate as of the end of the last fiscal year for which funds were appropriated.

Nothing in this RFP or any resulting contract shall be deemed or construed as creating a multiple-fiscal-year direct or indirect debt or financial obligation under Colorado Constitution Article X, Section 20 (the TABOR Amendment).

A.4 SCOPE OF WORK/ REQUIREMENTS

The Scope of Work (SOW) is attached as Exhibit B to this RFP. The following are required:

IMSA TECHNICIAN LEVEL I/II/III

MASTER ELECTRICIAN

CRANE OPERATOR CERTIFICATIONS

A.5 RFP ATTACHMENTS:

Exhibit A Sample Services Contract Exhibit B Scope of Work Exhibit C Schedule of Signal Locations Exhibit D 2024 City Owned Street Lights Exhibit E Traffic Signal Maintenance Fee Schedule Exhibit F Preventative Maintenance Locations

A.6 WORK SCHEDULE

All work on City property shall be done during regular working hours on regular working days (Saturdays, Sundays and Holidays exempted). Emergency call outs are to be responded to on any day (24/7) and the Contractor is required to respond to emergency call outs within one (1) hour.

If a Contractor must work overtime, on City property, in order to meet required completion dates, they shall get advance approval from the Project Manager involved, and hours of work shall be agreed upon.

Contractor shall comply with the following:

• 24/7 response to emergencies. 1 hour response time of call.

• Sending inspection reports to city staff

• Completing requested inspections prior to September 1st of each year

• Billing all invoices 30 days after work is complete

A.7 ELECTRONIC SUBMISSION OF PROPOSALS AND COMMUNICATION:

The City is using Rocky Mountain E-purchasing System (BidNet®) to advertise and manage formal solicitations. Registration with BidNet® is free and provides access to view posted governmental proposals, with an optional paid notification service.

Submission of all proposals and clarifying questions for this solicitation must be done electronically through BidNet® at https://www.bidnetdirect.com/colorado/cityofwestminster no later than the date and time specified in the Schedule of Events. The City is not responsible for the Proposer's actions or interactions with BidNet® or other third-party services related to this RFP.

For more information or assistance with BidNet®, call 1-800-835-4603, Option 2.

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

A.8 CLARIFYING QUESTIONS:

The City is not bound by, and Proposers shall not rely on any oral interpretations or clarifications of this RFP.

All questions must be submitted via BidNet no later than the date and time specified in the Schedule of Events. Responses will be posted on BidNet for public viewing.

Except for pre-proposal meetings or site visits, communication with City personnel outside of the Procurement staff may result in disqualification of the Proposer’s submission.

A.9 ADDENDA:

If it becomes necessary to revise, clarify, supplement, or cancel any part of this solicitation, the City will issue written addenda through BidNet. It is each Respondent’s responsibility to verify receipt of and compliance with all addenda.

A.10 PRICING:

All prices quoted shall be Unit Pricing/Hourly Rate and shall use Traffic Signal Maintenance Fee Schedule. Unit price for each item proposed on 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.

A.11 PRICE REDETERMINATION:

The contract pricing may be adjusted based on changes in the cost of labor, materials, or other relevant factors, as measured by specific indices such as CPI, PPI, or other agreed benchmarks. Price adjustments may be requested annually, at the time of contract renewal by the Contractor, with supporting documentation detailing the reasons for the increase. Any proposed adjustment will be subject to negotiation and approval by the City.

A.12 PAYMENT TERMS:

Progress payments are authorized in this procurement. Progress payments will be made 30 days from due date.

Under no circumstances will a contractor receive payment for work which was not authorized by the City representative.

Final Inspection: Should final inspection reveal that work accomplished under any resulting purchase order is incomplete, or has not been made in accordance with drawings, specifications and authorized changes thereto, then the contractor shall be required to correct or complete the project before final payment will be made.

Final payment for work accomplished will not be considered until final inspection and approval by the City.

A.13 INSURANCE REQUIREMENTS:

The Contractor shall carry the insurance specified in Exhibit A, Sample Services Contract, which is included with this RFP, and shall submit proof of such insurance when delivering the executed Contract to the City of Westminster.

The City shall be named as an additional insured on the specified liability insurance policies and certificates of insurance. Insurance certificates required for this project shall be sent to the Project Manager, after the proposal has been awarded.

If the services involve professional or design work, the Contractor shall also carry Professional Liability (Errors & Omissions) insurance with minimum limits stated in Exhibit A, maintained for the applicable Colorado statute-of-repose period. Where the services involve City data or systems, Cyber / Network Security and Privacy Liability coverage may also be required.

A.14 ESTIMATED QUANTITIES:

The approximate quantities indicated for the services outlined herein are estimated as closely as possible. However, the City neither states nor implies any guarantee that actual purchases will equal the estimate. It is the intent of this proposal that the City will be supplied with more or less of the material or equipment according to actual needs.

A.15 BRAND AND/OR TRADE NAMES:

Each Proposer shall agree to furnish any proposed equipment or materials that are called for in this RFP in strict accordance with the conditions, requirements and specifications of this RFP to propose. In the event the City includes trade names as a part of the work description of any item, any participating Proposer may submit quotations on other trade-named products, providing they are equivalent, unless the wording "No Substitute"/ "Brand Name Only"/ "No Approved Equals" is indicated.

When the description includes the wording "No Substitute"/ "Brand Name Only"/ "No Approved Equals" in addition to the trade name, quotations of price will be accepted only on the trade-named product indicated. All disputes concerning grades and quality of merchandise or work shall be determined by the Procurement Manager or their authorized representative.

A.16 WARRANTY GUARANTEE:

The Contractor shall be fully responsible for any and all warranty work, regardless of whether or not manufacturers of equipment, and/or its component parts, provide the actual warranty coverage. In addition, Proposer shall have or establish a single, local source that will accomplish or coordinate any necessary warranty work. Contractors shall respond to requests for warranty assistance within twenty-four (24) hours.

A.17 SPILLAGE:

Proposer will be responsible for the cleanup of any contamination or spillage resulting from any work being done within twenty-four (24) hours of such spillage.

The remainder of this page was intentionally left blank

SECTION B: PROPOSAL SUBMISSION REQUIREMENTS

B.1 GENERAL SUBMISSION INFORMATION:

All proposals must be received by the date and time specified in the Schedule of Events on the cover page. Late submissions will not be considered.

Proposals submitted through BidNet are locked until after the due date. Proposers are encouraged to submit their proposals well in advance to allow time for any technical issues, as late proposals will not be accepted by the system.

For assistance with proposal submissions, please contact BidNet® at 1-800-835-4603, Option 2.

Proposers unable to submit electronically must submit a written request to the Procurement Analyst by the Question Due Date to receive permission and instructions for submitting a hardcopy bid.

B.2 CHANGES:

Proposers shall include all costs necessary to provide a complete project. Items required by the scope but omitted from the proposal are deemed included in the proposal price. The City will not approve change orders for work clearly required by the scope. Change orders are reserved for City-directed changes to scope.

B.3 MODIFICATIONS TO PROPOSAL:

No proposal may be modified or withdrawn after the submission deadline. If a firm submits more than one proposal, only the last submission will be considered.

Once submitted, a proposal becomes City property. The City shall retain all proposals submitted regardless of whether that proposal is selected in accordance with the City’s retention policy. Submission of a proposal indicates acceptance by the Proposer of the conditions contained in this RFP.

B.4 CONTRACT DOCUMENTS:

The City's Sample Contract is provided as Exhibit A of this RFP. The awarded Contractor will be required to sign a version of the Contract similar to the one in Exhibit A, with modifications to reflect the actual scope of services.

Any exceptions to the Contract terms should be submitted as questions by the Question Due Date.

The City reserves the right to reject any or all proposed modifications.

B.5 ACCEPTANCE PERIOD:

By responding to this RFP, Proposers shall remain firm for 90 days from the proposal due date.

B.6 PROPOSAL CONTENTS AND FORMAT:

Proposals must be in Microsoft Word or an original PDF (not a scanned copy) as well as Excel if specified.

Proposals should not exceed 15 pages of text and figures. Cover letters, resumes and exhibits to the bid do not count toward the bid page limit. Proposals should address all items outlined in the SOW, including the following:

1. Fee Schedule

a. Provide the Fee Schedule requested as Exhibit E to this RFP; also provide a fee schedule showing standard billing rates. The Fee Schedule does not count toward the 15-page limit and should be submitted in a separate file.

2. Reporting and Monitoring of Traffic Signals

a. Proposer shall describe in detail how the tasks will be accomplished and provide dates as to when these systems will be available.

b. Work Progress Tracking System – Maintenance and repairs reporting

3. Response to the Requirements in the Scope of Work Response to the requirements in the RFP and an approach that clearly indicates understanding of the project scope and City’s goals and expectations.

4. Warranties

Describe warranties on work performed for City of Westminster

5. Experience and References. Recent and relevant project experience in the Colorado region for street light maintenance services of similar size, scope, and complexity.

a. References for three similar contracts, successfully completed within the past five years; include contact person, phone number and email.

1. Proposers will be evaluated on relevance, quality of work, timeliness, and customer satisfaction.

2. The City reserves the right to visit sites to verify information provided or to gain a better understanding of the Proposer’s capabilities.

6. Licenses and Certifications. Proof of valid Colorado contractor’s license and applicable certifications.

7. Insurance. Proof of the contractor’s insurance coverage (general liability, workers' compensation, etc.).

8. Sample Contract Redlines. (if applicable. ) Any exceptions to the Contract terms should be submitted as questions by the Question Due Date.

9. Certificate of Good Standing from the Colorado Secretary of State’s Office.

Successful vendors that 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.

10. Subcontractor List. Proposers must demonstrate to the City's satisfaction the reliability and responsibility of any proposed subcontractors based on the criteria outlined in these Instructions and Proposal Requirements. Prior to contract award, the City will notify the Proposer in writing if there are reasonable objections to any proposed subcontractors. In such cases, the Proposer may:

b. Withdraw its proposal, or

c. Submit an acceptable substitute subcontractor with an adjusted proposal to account for any cost differences. The City may, at its discretion, accept the adjusted proposal.

SECTION C: EVALUATION AND AWARD

C.1 EVALUATION OVERVIEW

The City does not discriminate on the grounds of race, religion, color, age, sex, disability, or national origin in consideration of an award. Disadvantaged business enterprises are afforded a full opportunity to submit proposals.

C.2 PROPOSAL EVALUATION ITEMS:

The Selection Committee will perform a preliminary evaluation of each proposal using the following criteria and weighting:

Evaluation Criteria Weight

1 Proposed Fee Schedule 30 2 Reporting and Monitoring of Traffic Signals 20 3 Response to Requirements in the Scope of Work 20 4 References 15 5 Warranty 15 Total 100

C.3 EVALUATION AND SELECTION:

Selection shall be made to the highest scoring Proposer of the evaluation criteria of this RFP and in accordance with Westminster Municipal Code (W.M.C.) Title XV, Chapter 1, Section 15-1-5.

In evaluating proposals, the City shall consider the qualifications of the Proposers, and whether or not the proposals comply with the prescribed requirements. The City reserves the right to reject proposals that do not pass any such evaluation to the City's satisfaction.

C.4 AWARD TYPE:

Final award as a result of this RFP is contingent upon the successful execution of a City Contract.

The City anticipates making up to two (2) awards. The City reserves the right to make one award, to reject all submittals, or to cancel the solicitation if it is in the City’s best interest.

The City reserves the right to award part or all of the proposal.

C.5 NOTICE TO PROCEED:

Work shall not commence until a contract has been fully executed and the Contractor has received a City Purchase Order (PO). A Notice to Proceed is not considered invalid unless it is accompanied by a PO.

SECTION D: GENERAL RFP AND CONTRACT INFORMATION

D.1 PAYMENT CONDITIONS:

Payment to the Contractor will be made within 30 days after the completion of services and acceptance of a proper invoice. The City reserves the right to withhold payment if the Contractor fails to comply with the purchase agreement or if services are deemed unsatisfactory by the City's inspection. The City will notify the Contractor promptly of any performance issues so that corrections can be made, if possible, before payment is delayed.

Final payment will not be made if the work is found incomplete or does not meet the agreed-upon specifications, including authorized changes. The Contractor must correct or complete any deficiencies before receiving final payment.

Under no circumstances will payment be made for work not authorized by the City, as evidenced by a Purchase Order.

D.2 RFP CONDITIONS AND PROVISIONS:

1. Submission: Proposals (including all required attachments) must be submitted electronically via the Rocky Mountain E-purchasing System (BidNet®).

2. Compliance: All Proposers must comply with the conditions, requirements, and instructions outlined in this RFP. If there are any omissions or conflicts in the instructions, the Proposer must seek written clarification from the Procurement Manager at least forty-eight (48) hours before the proposal opening.

3. Typographical Errors: Errors in proposal pricing may result in the loss of contract award.

4. Proposal Completeness: All requested information must be provided. Failure to submit complete information may result in disqualification.

5. City’s Discretion: The City reserves the right to postpone, cancel, or reject all proposals if deemed in the City’s best interest.

6. Pricing: Unit prices must be provided for each item. In case of discrepancies in price extensions, the unit price will govern.

7. Omissions: Failure to specify manufacturer’s brand, code, or style as requested may result in rejection of the proposal if deemed in the City’s best interest.

8. Waiver of Errors: The Procurement Manager reserves the right to waive minor errors or omissions and to reject any or all proposals, or to award a contract in part or whole, if in the City’s best interest.

9. Compliance with Specifications: The Contractor must comply with all terms, conditions, and specifications of this RFP. The City reserves the right to inspect the Contractor’s facilities and equipment to ensure compliance.

10. Eligibility: Proposals from entities in arrears to the City, or failing to meet required legal or regulatory compliance, will not be accepted. Proposers may be asked to demonstrate the necessary knowledge and financial capacity to perform the work.

11. Legal Compliance: The Proposer agrees to abide by all applicable laws, regulations, and ordinances of the United States, State of Colorado, and City of Westminster, securing all necessary licenses and permits.

12. Standards Compliance: All materials, supplies, equipment, and services provided must meet all applicable federal, state, and local codes.

13. Formal Contract: A formal contract will be prepared by the City, and the Contractor must sign and submit required insurance and documentation within ten (10) days (or as otherwise specified) from receipt of the contract.

14. No Liability for Costs: The City will not be liable for any costs incurred by the Proposer in the preparation of proposals or in connection with work performed prior to the contract’s execution.

15. Permits and Fees: The Contractor is responsible for procuring necessary permits, paying taxes, and complying with all associated fees. All costs should be included in the proposal price.

16. Tax Exemption: The City is exempt from City, State, and Federal sales/excise taxes.

Tax exemption certificates will be provided upon request.

D.3 PROTESTS:

This policy does not apply if all proposals are rejected or if the solicitation is cancelled without an award.

1. Right to Protest: Any Proposer or vendor who feels wronged (referred to as the

"aggrieved party") regarding the solicitation or contract award can protest to the Westminster Procurement Manager, Aran Raz, at araz@westminsterco.gov.

2. Timing of Protests:

a. Pre-Award: If the aggrieved party has concerns about the proposal specifications before the proposal opening date, they must submit their protest at least three (3) business days before that date. The aggrieved party must show that there’s a problem with the specifications. Late protests shall not be accepted.

b. Post Award. If the aggrieved party believes the award process didn’t follow the City’s Procurement rules, they must submit a protest within ten (10) business days after the intent to award is published on Rocky Mountain E- Purchasing System (Bidnet). The aggrieved party must show that the rules were not followed. Late protests shall not be accepted.

c. All protests must be made in writing to the Westminster Procurement Manager, Aran Raz, at araz@westminsterco.gov.

3. Written protest must include:

a. Name, address, and telephone number of the aggrieved party

b. RFP number and date of procurement

c. A clear explanation of the issues.

d. Any evidence or documents that support your protest

e. A detailed explanation of why you believe you are aggrieved.

4. Decision Authority: The Procurement Manager will review and decide on the protest within ten (10) business days of receiving it. The decision will address the issues raised and will be final.

Award Delay: If a protest is filed, the Procurement Manager may choose to delay the award until the protest is resolved.

D.4 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), 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 Contractor 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 of Westminster employee, the proposal shall be disqualified and shall not be reinstated.

D.5 NON-COLLUSIVE PROPOSER CERTIFICATION:

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

1. The proposal has been arrived at by the Proposer independently and has been submitted without collusion with any other Proposer.

2. The contents of the proposal have not been communicated by the Proposer, nor, to its best knowledge and belief, by any of its employees or agents, to any person not an employee or agent of the Proposer 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.

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

4. Any proposer with multiple submissions, shall only have the last proposal considered to accommodate technical difficulty deleting a previous submission.

5. Conflict of Interest Disclosure. Each Proposer shall disclose in its proposal any actual, potential, or perceived conflict of interest, including any current or prior relationship with the City, its officials, or employees, that could affect the Proposer's objectivity or the integrity of the selection process. Failure to disclose a known conflict may result in disqualification.

D.6 DISCLOSURE OF CONTENTS OF PROPOSALS:

The contents of all proposals become a matter of public record and a “Record” under the Colorado Open Records Act, § 24-72-201, et seq., C.R.S. (“CORA”). Upon request to the City, the disclosure of Records is mandatory, with the exception of those Records under CORA which are excluded from disclosure sometimes identified as business or trade secrets or proprietary matters (“Protected Items”). Protected Items so marked may not be disclosed unless disclosure is otherwise required under CORA. If a request is made under CORA for Records, the City will use reasonable efforts to notify the

Proposer of the request, and it will be the responsibility of the Proposer to appropriately redact Protected Items from its submittal to the City. If a Proposer does not respond to the City to redact Protected Items as requested all Records may be disclosed by the City. 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.

D.7 COOPERATIVE PURCHASING:

The City of Westminster encourages and participates in cooperative purchasing endeavors undertaken by or on behalf of other governmental jurisdictions including the Multiple Assembly of Procurement Officials (MAPO) and the Cooperative Educational Purchasing Council (CPEC). We hereby request that any member of MAPO/CPEC be permitted to avail itself of this contract and purchase as specified by the contract resulting from this solicitation request, at the contract prices established therein. Each governmental entity would establish its own contract, issue its own orders, be invoiced directly, make its own payments and issue its own exemption certificates as required. It is understood and agreed that the City of Westminster is not a legally binding party to any contractual agreement made between another governmental entity and the Contractor as a result of this solicitation. The City shall not be liable for any costs or damages incurred by any other entity.