biddoc.pdf

CITY OF LITTLETON, COLORADO

REQUEST FOR QUALIFICATIONS

On-Call Commercial Plumbing Services

RFQ PUBLISHED September 25th, 2026 PRE-PROPOSAL MEETING October 9th, 2026, 10:00 AM

QUESTIONS DUE October 14th, 2026, 2:00 PM QUESTIONS and ANSWERS

PUBLISHED

October 21st, 2026

SUBMISSION DEADLINE October 28th, 2026, 2:00 PM INTENT TO AWARD November 2026

CONTRACT EXECUTION December 2026

TABLE OF CONTENTS

REQUEST FOR QUALIFICATIONS (“RFQ”)

Section 1 - PROJECT DETAILS

Section 2 - SCOPE OF WORK

Section 3 - SUBMISSION REQUIREMENTS

Section 4 - RFQ TERMS AND CONDITIONS

Section 5 - SELECTION PROCESS

ALL ATTACHMENTS ARE UPLOADED SEPARATELY IN RMEPS

ATTACHMENT A - CONTRACT CERTIFICATION FORM

ATTACHMENT B - SAMPLE CONTRACT

ATTACHMENT C - RMEPS BID QUESTION RESPONSE GUIDE

REQUEST FOR QUALIFICATIONS (“RFQ”)

The City of Littleton (“City”) is requesting qualifications for preventative, remedial, and emergency plumbing services.

Responses must be submitted electronically through Rocky Mountain E-Purchasing System

(“RMEPS”) by October 28th, 2026, 2:00 PM MT.

Pre-Proposal Meeting:

Vendors are encouraged to attend the pre-proposal meeting which shall take place virtually on October 9th, 2026, at 10:00 AM MT via Microsoft Teams:

https://teams.microsoft.com/meet/252413601416950?p=rGrAzKeCfXsk0lK3Gn

Vendors may also attend by calling Meeting ID “252 413 601 416 950”, Passcode ‘6jM6Rb6x”.

The RFQ information meeting is not mandatory, but respondents will be held responsible for all information presented at the meeting. The City will publish meeting notes and questions/answers in RMEPS as indicated on page 1.

No additional site visits or additional meetings will be offered by the City.

Questions:

All inquiries and questions regarding this RFQ must be submitted electronically in RMEPS by October 14th, 2026, 2:00 PM MT.

Selection:

A City selection committee shall review the responses received and consider any causes for rejection or disqualification. Respondents may be requested to participate in interviews to further assess their qualifications.

RFQ Designated Contact:

Sam Traylor, City of Littleton Procurement Specialist, is the RFQ Designated Contact. From the date of issuance of the RFQ through completion of the selection process, any vendor who contacts City employees other than the RFQ Designated Contact may be disqualified from further participation in the selection process, at the City’s sole discretion.

Section 1 - PROJECT DETAILS

A. BACKGROUND:

The City’s portfolio includes approximately 38 structures averaging 75 years in age, all of which are in various conditions and feature some degree of antiquated equipment. As such, the City has a need for on-call plumbing maintenance and repair services to be performed on a scheduled and unscheduled basis, for preventative, remedial, and emergency work across all City-owned facilities. Facilities owned by the City include, but are not limited to: City Center, Police Station, Fire Station, Bellview Service Center, Littleton Museum, Bemis Library, Littleton Municipal Courthouse, and some residential buildings.

The City seeks to establish a group of qualified on-call plumbing contractors who will be responsible for delivering professional, Code-compliant services on a continuing on-call basis.

B. WORK ISSUANCE:

The City anticipates awarding a two (2) year contract (with an option to renew for one additional year at the City’s sole discretion) to multiple contractors, with work issued on an as-needed basis.

The contractors’ compensation will vary depending upon the number of contracts awarded. No minimum amount of work is guaranteed. The City’s anticipated budget for all services combined is $100,000 per year.

When services are needed, documents describing the nature of the work will be issued to the pool of on-call contractors for preparation of quotes. The selected on-call contractor will receive a Work Order specifying a scope of work, cost, and timing expectations as the need arises.

A Performance and Payment Bond shall be furnished covering all Work Orders performed hereunder. An initial bond in the amount of $100,000.00 shall be provided at the time of contract execution. In the event the dollar amount of Work to be performed exceeds this amount on any given Work Order, the Contractor shall provide properly executed bond Change Riders, in the amount(s) not less than 100% of all Work Orders issued.

The City aims to ensure that work is distributed equitably among all awarded contractors during the term of the contract. It is anticipated that work will be assigned on a rotational basis, and/or by requesting quotes from all contractors for work that is over a specific project cost threshold.

For emergency services, work will be distributed on a rotational basis based on the contractor’s immediate availability and spend capacity remaining on their on-call contract, regardless of project cost. The City reserves the right to request quotes or services from multiple contractors, or from a single contractor, based on the City’s need.

Section 2 - SCOPE OF WORK

A. SERVICES:

The Contractor shall provide services to support the plumbing system functional operation, maintenance, repair, and/or replacement at City-owned facilities, including testing, verification, and diagnostics.

Non-Emergency Work: Scheduled and unscheduled services shall be performed during normal business hours of Monday through Friday 7:00 AM – 4:00 PM.

Emergency Work: Emergency services shall be performed at the City’s request. The Contractor shall be available to provide services “on call” on a 24/7 basis for any emergency that may occur, including weekends and holidays. The Contractor shall respond to an emergency within two (2) hours of notification by the City.

Preventative and remedial maintenance and emergency repair services include, but are not limited to:

o Assessment and Evaluation of Plumbing Systems Assess and evaluate plumbing systems to determine if systems are serviceable, including identification of obstructions, leaks, failures, or other areas of concern within internal and external plumbing infrastructure.

• Assessment and evaluation shall include video scoping and inspection of plumbing lines to identify blockages, deterioration, or structural issues.

Ensure City plumbing systems are operational and within manufacturer specifications and applicable safety codes.

Identify and develop a report detailing the Contractor’s assessment and evaluation of the plumbing systems, detailing any maintenance and/or repairs recommended, documenting deficiencies and upgrade recommendations, and adding any manufacturer specific items that may not be addressed.

• The service report shall include corrective actions beyond preventative maintenance, recommendations that will improve and/or lower maintenance and operation costs, and estimated costs per recommendation o Preventative Maintenance Inspect and provide preventative services on plumbing systems and components including valves, piping, drainage, and fixtures on a scheduled basis.

Perform preventative services including:

• mechanical cleaning and clearing of lines using jetting, snaking, and augering methods

• maintenance and inspection of plumbing vents to ensure proper air flow and drainage performance; and

• service of sanitary waste lines, vent lines, cleanouts, toilets, sinks, roof drains, and associated fixtures o Remedial Maintenance and Repairs Troubleshoot and provide immediate response and services for leaks, blockages, and other plumbing failures.

Prepare written cost estimates for any installation, modification, and/or upgrade of the plumbing systems or any components to match Original Equipment Manufacturer (“OEM”) specifications and City requirements.

Services may include repair and/or replacement of piping, drains, fixtures, water heaters, and safety devices.

Provide a warranty on all replacement parts and repair services for a minimum of twelve (12) months.

o Emergency Repairs As requested by the City in writing, perform emergency maintenance and repairs to ensure continuous and safe operation of all plumbing systems. A two (2) hour time window is required from City notification to the Contractor’s expected response time.

At the City’s discretion, the City may elect to contact a separate contractor to respond in an emergency if the Contractor is unable to respond within the two (2) hour window.

Emergency repairs may include, but are not limited to, major water leaks, broken water mains, sewer back-ups, flooding, burst or frozen pipes, and hot water loss.

B. GENERAL REQUIREMENTS:

The Contractor shall provide all labor, materials, equipment, tools, vehicles and transportation, permits (when required), and supervision necessary to successfully perform services. Hourly rates shall be inclusive of on-site time, travel time and mileage, and portal-to-portal labor. The City shall not pay separately for any travel expenses not included in the hourly rates.

Many City-owned facilities are secured; the Contractor shall coordinate access, shutdowns, and restoration of service as needed in advance with City staff. Access to secured sites will need to be scheduled with the City for each day that the Contractor is working at secured sites.

Per Title 3, Chapter 16 of the Littleton Municipal Code, a license or certificate of registration is required for contractors (individuals, business entities, or any combination thereof) performing plumbing work within City limits. Additionally, the Contractor shall have current licensing as required by the Colorado State Plumbing Board, that is appropriate for the type of services being conducted (whether Master Plumber, Journeyman Plumber, etc.)

Work shall comply with the City of Littleton Municipal Code (“Code”), and applicable International Council Codes, as adopted in Title 4 of the Code, including but not limited to the International Building Code, the International Plumbing Code, and International Mechanical Code, as they may be amended. Work shall also be performed according to the best trade practices of the industry.

Manufacturers, types, sizes, outputs, controls, and other elements of the City’s existing services components may vary. For any replacements, all manufacturer warranties shall be transferred to the City. The Contractor shall use OEM parts unless unavailable; substitutes shall require prior written approval from the City. All materials must comply with OEM and EPA requirements.

The Contractor shall maintain clean, organized, and hazard-free work zones, and shall be responsible for clean-up and compliant disposal of waste offsite. Handling and disposal of all waste (including hazardous materials and hazardous waste) shall be conducted by the

Contractor in compliance with applicable federal, state, and local health and environmental regulations, including Occupational Safety and Health Administration (“OSHA”) Regulations.

The Contractor shall implement appropriate safety measures to protect City employees, visitors, and City property; and shall be responsible for all safety training, job specific procedures and requirements, and complying with all OSHA guidelines.

The Contractor shall provide before and after photographs of all work performed on City plumbing systems.

Section 3 - SUBMISSION REQUIREMENTS You must submit all items listed below.

DO NOT SKIP ANY ITEMS OR QUESTIONS. FAILURE TO DO SO MAY RESULT IN

DISQUALIFICATION. DO NOT INCLUDE ANY ADDITIONAL DOCS OR INFO THE CITY DID

NOT REQUEST.

Qualifications and Experience:

• Please answer Qualifications Questions 1-10 and Experience Question 1 directly in RMEPS solicitation.

• The RMEPS Bid Question Response Guide (Attachment C) contains directions to help you view and submit your responses.

Pricing:

• Submit your pricing directly in RMEPS using the template provided in RMEPS.

o Proposers have the option to include an annual proposed percentage rate increase with their pricing submissions. This increase cannot exceed 3%.

o Per the Sample Contract’s Section 4, awarded contractors may submit a request to increase rates around the on-call contract’s anniversary date. Future rate increase requests will not be allowed if not included in the pricing submission during this RFQ process.

Forms:

• Signed Contract Certification Form (Attachment A)

• Certificate of Good Standing issued by the Colorado Secretary of State

Section 4 - RFQ TERMS AND CONDITIONS

A. INTERPRETATIONS AND ADDENDA:

Should a respondent find a discrepancy or omission in this RFQ, or should a respondent be in doubt as to the meaning of any provision of this RFQ, the respondent should submit their question in RMEPS, and any necessary clarifications or addenda will be provided by the City in writing. Respondents are solely responsible for obtaining and reviewing all addenda.

THE CITY WILL NOT BE RESPONSIBLE FOR ANY ORAL INSTRUCTIONS OR

INTERPRETATIONS GIVEN BY OR TO ANYONE. It shall be conclusively presumed that the respondent did, before submitting a response, closely review the RFQ, all exhibits/attachments, and other items relevant to the RFQ. The instructions contained within are not intended to completely define the proposed contractual relationship between the City and the successful respondent. The awarded contract will be similar in form to the attached Sample Contract (Attachment B), but the City reserves the right to make changes and additions prior to contract execution at the sole discretion of the City.

B. PRICING:

All prices quoted shall be firm and fixed for the specified contract period. All City of Littleton sales taxes, which may become due and payable as a result of materials purchased for this contract, shall not be included in the respondent’s pricing or costs, and shall not be reimbursed. The respondent is solely responsible for determining any and all direct and incidental costs associated with performing the work, including but not limited to, insurance, bonds, permits, licenses, tools, vehicles and equipment, labor, minimum wage requirements (if applicable), overhead, and any other related costs.

C. ELECTRONIC SUBMISSION:

The City will only accept and consider responses electronically submitted via RMEPS.

Registration with RMEPS is available at no charge. Hardcopy responses or responses submitted by any other means will not be accepted. The City is not responsible for the actions or lack thereof on the part of the respondent in regards to their interaction with RMEPS, and the City does not have access to or control the vendor side of RMEPS; for technical assistance, contact RMEPS at 1-800-835-4603.

Costs for developing responses in response to this RFQ are entirely the obligation of the respondent and shall not be chargeable in any manner to the City. This includes travel to and from the City for the purpose of participating in any interviews as part of the selection process.

Respondents cannot modify submitted responses after the submission deadline. Any respondent, upon their authorized representative’s written request, will be given permission to withdraw their response at any time before the submission deadline.

D. CONFLICT OF INTEREST:

The respondent and its subsidiaries, affiliates, subcontractors, principals, or employees shall not engage in any transaction, activity, or conduct which would result in a conflict of interest.

If applicable, prior to submitting a response, the respondent must disclose to the City RFQ Designated Contact any and all current or potential conflicts of interest, including transactions, activities, or conduct that would affect the judgment, actions, or work of the respondent by placing the respondent’s own interests, or the interest of any party with whom the respondent has a contractual arrangement, in conflict with those of the City. The respondent should contact the City RFQ Designated Contact with any questions regarding what may constitute a conflict. The City, in its sole discretion, shall determine the existence of a conflict of interest and may disqualify responses in the event such a conflict exists.

Respondents must review and comply with the City’s Code governing prohibited unethical acts and conflicts of interest.

E. CONTRACT EXECUTION:

Using the Contract Certification Form (Attachment A), respondents shall indicate whether all terms and conditions of the Sample Contract are acceptable, or whether the respondent has any proposed modifications. The City reserves the right to conduct negotiations with the successful respondent(s) and to accept scope of work revisions prior to contract execution.

The successful respondent must be properly registered to do business in the State of Colorado or provide certified documentation indicating that the respondent meets an exemption under C.R.S. § 7-90-801(2).

Respondents cannot be presently debarred, suspended, proposed for debarment, or declared ineligible for the award of contracts by any Federal agency. By submitting a response, respondents certify they have not, within a three year period preceding this RFQ, been convicted of or had a civil judgment rendered against them for a commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public (federal, state, local) contract or subcontract; violation of Federal or state antitrust statutes in relation to the submission of offers; commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making a false statement(s), tax evasion, or receiving stolen property; or presently been indicted for, or otherwise criminally or civilly charged by a governmental entity with, the commission of any of the offenses enumerated above.

Respondents shall provide immediate written notice to the City if, at any time prior to contract award, the respondent learns that its certification was erroneous when submitted or has become erroneous by reasons of changed circumstances. If it is later determined that the respondent knowingly rendered an erroneous certification, in addition to other remedies available to the City, the City may terminate the contract resulting from this RFQ for default;

termination for default may result in additional charges being levied for the costs incurred by the City to initiate activities to replace the awarded contractor.

No rights to provide goods or services shall arise unless and until the awarded contract is signed by the City and approved by ordinance/resolution, if applicable. Failure to comply with any of the requirements to execute the contract within 10 days of the City’s request shall be just cause for the annulment of the award. Award may then be issued to the next qualified respondent, or work may be readvertised, or may otherwise be handled at the City’s sole discretion. The City shall not incur any liability whatsoever if the awarded contract is not approved by ordinance/resolution or City Council.

The awarded contract shall be non-exclusive. In the City’s best interests, the City reserves the right to purchase the same materials and services through other procurements.

F. COLORADO OPEN RECORDS ACT:

Any information submitted with the response shall become public information, subject to release, under the Colorado Open Records Act (C.R.S. §§ 24-72-201 through 205) (“CORA”).

It is the responsibility of the respondent to ensure that no confidential or proprietary information is included in the response that the respondent would not wish to be released, or to identify in its response any information the respondent deems confidential, or which contains proprietary information, patents, copyrights, or trade secrets. The respondent must provide justification of what information, upon request, should not be disclosed by the City under CORA. The City may otherwise use or disclose the information submitted by the respondent for any purpose, unless its use is so identified and restricted by the respondent;

however, the respondent’s opinion of what constitutes confidential information under CORA is not binding upon the City. The City shall be held harmless from any claims arising from the release of information within the response.

G. ACCESSIBILITY:

In accordance with the City’s Digital Accessibility Statement, please contact the RFQ Designated Contact if you encounter any accessibility barriers or would like to request reasonable accommodations such as remediated PDFs, sign language interpretation for a meeting, etc.

H. COOPERATIVE PURCHASING:

Other governmental entities seeking like equipment, goods, and/or services are permitted to utilize this solicitation and resulting Contractor award(s) for cooperative purchasing, should the Contractor agree to offer their bid to other governmental entities (“Purchasing Entity”).

Each Purchasing Entity shall determine any reasonable allowances for service delivery areas or other material factors that may impact the price structure. The terms and conditions shall be exclusively between the Purchasing Entity and the Contractor, and each Purchasing Entity shall issue its own purchase orders or contracts, be invoiced directly, and render its own payments. The City is not legally bound to either party on any contract or order issued by the Purchasing Entity and accepted by the Contractor a result of this solicitation. Purchasing Entities using this solicitation in a cooperative purchasing or piggyback manner agree to defend and hold harmless City of Littleton from any dispute or action arising from its use.

Section 5 - SELECTION PROCESS

A. EVALUATION CRITERIA:

Respondents ranked highest based on qualifications and technical elements, as evaluated by the City's selection committee, will be short-listed and move to the next round of City evaluations during which the City will evaluate pricing as part of its final award decision.

Responses may be evaluated based on other relevant considerations as determined by the selection committee. Responses shall also be evaluated to confirm the respondent has conformed with the requirements of the RFQ (signed forms, etc.), and to confirm the respondent is not in arrears to the City, in default with the City, or otherwise subject to award disqualification. The City may, if it deems necessary, request clarifications, conduct discussions or interviews, or request best and final offers.

B. RESPONSE ACCEPTANCE AND DISQUALIFICATION:

In the City’s best interests, and at the City’s sole discretion, the City reserves the right to cancel, suspend, or modify the solicitation; to reject any or all responses; and/or to waive informalities, irregularities, or omissions in any responses. As the City deems necessary and appropriate, and in its sole discretion, the City reserves the right to make any inquiries or other follow-up required to verify or clarify information provided by the respondent. Any one or more of the following causes may result in the disqualification of a respondent and the rejection of a response:

i. Failure to provide complete information, pricing, and/or documentation as required.

ii. Submission of more than one response for the same work from an individual, firm, partnership, or corporation under the same or different names.

iii. Evidence of collusion among contractors; participants in such collusion may receive no consideration for award for any future work.

iv. Default, breach, or termination of other contracts pertinent to respondent’s ability and willingness to perform contractual obligations.

v. Breach or violation of terms and conditions of existing City contracts, licenses, or permits.

vi. Delinquent federal, state, or local tax obligations; or outstanding debts to the City.

vii. Federal debarment or suspension.

viii. Omissions or fraudulent statements.

ix. Lack of competency as revealed by the respondent’s submission, or lack of ability to operate as required.

x. Uncompleted work which, in the judgment of the City, might hinder or prevent the prompt completion of additional work if awarded.

xi. Conviction or indictment of a respondent or respondent’s staff for a felony involving violence, including sexual offenses, and/or listing of same on the Colorado sex offender registry or a similar sexual offender registry of another state or the federal government.

xii. Not being in good standing with the Colorado Secretary of State.

xiii. Failure to disclose potential conflicts of interest.