INVITATION FOR BID (IFB)

Bunker Renovation at Walnut Creek Golf Preserve

Solicitation No. IFB-PRL-26-719

SCHEDULE OF EVENTS

IFB Advertisement 09/29/2026 Mandatory Pre-Bid Conference 10/20/2026 10:30 AM MT Deadline to Submit Questions 10/23/2026 6:00 PM MT Response to Questions 10/28/2026 6:00 PM MT Bid Due Date and Opening 11/10/2026 2:30 PM MT

Procurement official: Whitney Moore Email: wlmoore@westminsterco.gov

Phone: 303-658-2064

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 bid, hereinafter referred to as the Bidder, offers to furnish to the City of Westminster the materials, supplies, products, or services requested in accordance with the specifications and subject to the Terms and Conditions described herein.

Table of Contents

SECTION A: IFB OVERVIEW AND PROJECT REQUIREMENTS

A.1 INTRODUCTION:

A.2 SCOPE OF WORK/ REQUIREMENTS

A.3 IFB ATTACHMENTS:

A.4 WORK SCHEDULE

A.5 TERM:

A.6 MANDATORY PRE-BID CONFERENCE AND SITE VISIT:

A.7 SITE INVESTIGATION AND VERIFICATION:

A.8 ELECTRONIC SUBMISSION OF BIDS AND COMMUNICATION:

A.9 CLARIFYING QUESTIONS:

A.10 ADDENDA:

A.11 RISK ALLOCATION AND COMPLETENESS OF WORK:

A.12 LUMP SUM COST:

A.13 INSURANCE REQUIREMENTS:

A.14 BID BOND REQUIREMENTS:

A.15 PAYMENT AND PERFORMANCE BONDS:

A.16 LIQUIDATED DAMAGES:

A.17 REGISTRATION WITH THE COLORADO SECRETARY OF STATE:

SECTION B: BID SUBMISSION REQUIREMENTS

B.1 BID SUBMISSION INSTRUCTIONS:

B.2 CHANGES:

B.3 MODIFICATION AND WITHDRAWAL OF BID:

B.4 CONTRACT DOCUMENTS:

B.5 ACCEPTANCE PERIOD:

B.6 BID CONTENTS AND FORMAT:

SECTION C: BID OPENING AND AWARD

C.1 BID OPENING

C.2 AWARD CRITERIA:

C.3 AWARD TYPE:

C.4 NOTICE TO PROCEED:

SECTION D: GENERAL IFB INFORMATION & PROVISIONS

D.1 PAYMENT CONDITIONS:

D.2 IFB CONDITIONS AND PROVISIONS:

D.3 PROTESTS:

D.4 GRATUITIES AND KICKBACKS:

D.5 NON-COLLUSIVE BIDDER CERTIFICATION:

D.6 DISCLOSURE OF CONTENTS OF BIDS:

SECTION A: IFB OVERVIEW AND PROJECT REQUIREMENTS

A.1 INTRODUCTION:

The City of Westminster, hereinafter referred to as the City, is inviting qualified contractors to submit bids for the renovation of bunkers at the Walnut Creek Golf Preserve. This IFB outlines the scope of work, requirements, and conditions for bidding.

The successful Bidder, hereinafter referred to as the Contractor, will enter into a contract with the City for the completion of the work outlined herein.

A.2 SCOPE OF WORK/ REQUIREMENTS

The scope of work (SOW) is attached as Exhibit B to this IFB.

A.3 IFB ATTACHMENTS:

Exhibit A Sample Construction Contract Exhibit B General Conditions to the Construction Contract Exhibit C Project Specifications Exhibit D Construction Drawings Exhibit E PermaEdge Specification 2026 Exhibit F Bid Form

A.4 WORK SCHEDULE

All work on City property shall be done during regular working hours on regular working days (Saturdays, Sundays and Holidays excepted) or as follows:

1. Any excessively noisy work or other work which might disturb procedure at City Building shall be rescheduled through the Project Manager or Building Superintendent.

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

A.5 TERM:

This project is estimated to be completed by 12/31/2027.

A.6 MANDATORY PRE-BID CONFERENCE AND SITE VISIT:

A MANDATORY pre-bid conference and site visit will be conducted by City personnel at the date and time listed above in the Schedule of Events on the cover page. The solicitation terms and conditions will be reviewed and discussed. Interested Bidders MUST ATTEND this conference to have their bids considered responsive.

Participating bidders shall meet at the date and time noted in the Schedule of Events on the cover page at the following location:

Walnut Creek Golf Preserve Clubhouse Banquet Room 10555 Westmoor Dr.

Westminster, CO 80021

For any issues finding the meeting location, Bidders may contact Walnut Creek Golf Preserve at 303-685-2843 on the date of the site inspection.

Bids submitted by firms that did not have a representative at the mandatory site visit will be considered non-responsive.

Outside of pre-bid meetings, communication directed to City personnel, other than Procurement staff, may result in disqualification of the Bidder’s submission.

A.7 SITE INVESTIGATION AND VERIFICATION:

The Bidder represents that they have visited the site, become familiar with local conditions, and correlated its observations with the requirements of the contract documents. Failure to examine the site or become familiar with conditions shall not relieve the Contractor of responsibility for properly estimating the cost and difficulty of the work, except as otherwise provided for differing site conditions.

A.8 ELECTRONIC SUBMISSION OF BIDS AND COMMUNICATION:

The City is using the Rocky Mountain E-Purchasing System (BidNet®) to advertise and manage this solicitation. Registration with BidNet is free and provides access to posted governmental solicitations, with optional notification services available through BidNet. https://www.bidnetdirect.com/colorado/cityofwestminster

All clarifying questions for this solicitation must be submitted electronically through BidNet no later than the date and time specified in the Schedule of Events.

For BidNet technical assistance, contact 1-800-835-4603, Option 2.

A.9 CLARIFYING QUESTIONS:

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

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

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-bid meetings or site visits, communication with City personnel outside of the Procurement staff may result in disqualification of the Bidder’s submission.

A.10 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 Bidder’s responsibility to verify receipt of and compliance with all addenda.

A.11 RISK ALLOCATION AND COMPLETENESS OF WORK:

The Contractor acknowledges that it has reviewed the plans, specifications, and all contract documents and has taken such information into account in preparing its bid.

The Contractor shall provide all labor, materials, equipment, and incidentals necessary to complete a fully functional and operational project, consistent with the intent of the contract documents.

The Contractor shall be responsible for all items reasonably inferable from the contract documents as being necessary to produce the intended result, even if not explicitly stated.

However, the Contractor shall not be responsible for material errors, omissions, or conflicts in the plans and specifications, or for differing site conditions, that could not have been reasonably identified by a prudent contractor prior to bid submission. In such cases, the City reserves the right to issue a change order in accordance with the Contract.

Nothing in this section shall relieve the Contractor from promptly notifying the City of any discovered discrepancies, errors, or omissions prior to or during performance of the work.

A.12 LUMP SUM COST:

The Bidder’s price shall be a fully inclusive, lump sum cost for complete performance of the work and shall include all labor, materials, equipment, supervision, permits, fees, taxes (if applicable), mobilization, demobilization, site conditions, incidentals, and all other costs necessary to construct and deliver a complete and operational project in accordance with the plans, specifications, and contract documents, whether expressly stated or reasonably inferred, with no additional compensation to be paid for items necessary to complete the work.

A.13 INSURANCE REQUIREMENTS:

The Contractor shall carry the insurance specified in Exhibit A, Sample Construction Contract, which is included with this IFB, 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 bid has been awarded.

A.14 BID BOND REQUIREMENTS:

Each invited Bidder must submit a Bid Bond as part of their formal bid, equal to 5% of the total bid price, issued by a surety company authorized in Colorado. The Bond guarantees that the Bidder will enter into a contract and provide the required Performance and Payment Bonds if awarded the contract. If the Bidder withdraws, fails to contract, or provide the required bonds within the specified time, the City may claim the full Bid Bond as liquidated damages. The Bid Bond must be submitted on a standard form, executed by a qualified surety company listed on the U.S. Department of the Treasury’s approved list. Failure to submit a valid Bid Bond may result in disqualification of the Bid.

Failure to provide acceptable proof of bonding capacity or to submit the required bonds upon award may result in disqualification from further consideration or termination of the contract.

A.15 PAYMENT AND PERFORMANCE BONDS:

Upon award of the contract, the Contractor must provide both a Performance Bond and a Payment Bond, each equal to 100% of the total contract price. These bonds must be submitted within 10 business days after a City contract is executed. The bonds must be executed by a surety company authorized in Colorado, listed on the U.S.

Department of the Treasury's approved list, and rated at least "A-" by A.M. Best or an equivalent agency. If the required bonds are not provided within the specified time, the City may rescind the contract award, forfeit the Bid Bond as liquidated damages, and award the contract to the next qualified Bidder.

Both bonds shall remain in effect pursuant to the terms of the general terms and conditions of the Agreement. Claims against the bonds may be pursued directly against the surety or require the Contractor to address any deficiencies, with the Contractor and surety liable for any resulting costs or damages. The bonds must be in forms approved by the City’s legal department.

A.16 LIQUIDATED DAMAGES:

The City and the Contractor acknowledge that timely completion of the work is critical to the success of this Construction Contract, and that the City will incur financial losses if the work is not substantially completed by 12/31/2027, plus any extensions granted by the City through written Change Order. The parties further recognize the difficulties in determining and proving the actual financial loss to the City in the event of delay.

Therefore, in lieu of such proof, the City and Contractor agree that, as liquidated damages (and not as a penalty), the Contractor shall pay the City $1,000.00 for each calendar day the work remains incomplete after the specified completion date, until the work is substantially completed. The parties agree that this amount represents a reasonable estimate of the City's likely damages due to delay. If the Contractor fails to pay these liquidated damages upon demand, the Surety under the Performance Bond shall be liable for payment. Additionally, the City may withhold the liquidated damages from any payment otherwise due to the Contractor under this Contract.

A.17 REGISTRATION WITH THE COLORADO SECRETARY OF STATE:

Bidders shall be 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.

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SECTION B: BID SUBMISSION REQUIREMENTS

B.1 BID SUBMISSION INSTRUCTIONS:

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

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

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

Bidders 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:

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

B.3 MODIFICATION AND WITHDRAWAL OF BID:

Bids may be modified or withdrawn by the bidder through BidNet prior to the bid deadline. After the deadline, bids may not be modified or withdrawn except as allowed by law.

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

B.4 CONTRACT DOCUMENTS:

The City's Sample Contract is provided as Exhibit A of this IFB. 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 the work.

No exceptions to Exhibit A (Sample Contract) will be accepted. Any requested changes must be submitted as questions by the Question Due Date. The City may, at its sole discretion, issue an addendum.

Contract Documents = IFB + Addenda + Bid Set drawings + Specifications + Bid Form + Awarded Contractor’s bid and accepted clarifications.

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

B.5 ACCEPTANCE PERIOD:

Bids shall remain firm for 180 days after bid opening.

B.6 BID CONTENTS AND FORMAT:

All bids must be in either Microsoft Word, an original PDF (not a scanned copy). Pricing must be submitted in Microsoft Excel format.

Bids must specifically include the following, at a minimum and must be submitted electronically:

1. Bidder’s itemized cost schedule. Bidders shall submit a lump sum bid for the complete performance of the work. The lump sum bid shall be the basis for award.

1. Complete the online fee schedule in BidNet.

2. Complete and submit Exhibit F, Bid Form.

The bid form shall be used as a reference for evaluating proposed change orders.

The City reserves the right to request additional cost detail or supporting documentation to substantiate pricing for any portion of the work.

In the event of a discrepancy between the lump sum bid and the itemized fee schedule, the lump sum bid shall govern.

2. References. Provide a minimum of three (3) recent projects of similar size, scope, and complexity that were completed within the last five years. Include a valid contact name, phone number, email address and project description.

3. Capacity and Construction Schedule. Summary of available equipment, staffing, and schedule capacity to perform the work. Include a detailed project timeline, including key milestones.

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

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

6. Bid Bond in the amount of 5% of the total bid price, issued by a surety authorized to do business in Colorado.

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

Successful Bidders 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.

8. Subcontractor List. List all major subcontractors and specialty trades. Bidders must be able to demonstrate to the City's satisfaction the reliability and responsibility of any proposed subcontractors based on the criteria outlined in these Instructions and Bid Requirements.

SECTION C: BID OPENING AND AWARD

C.1 BID OPENING

A virtual bid opening to occur via Microsoft Teams, at the time specified in the Schedule of events, by clicking the link below or calling into the phone number below:

Microsoft Teams Meeting Join on your computer, mobile app or room device Join: https://teams.microsoft.com/meet/280621267318702?p=haDuI5qgKFBc3uhBIq Meeting ID: 280 621 267 318 702 Passcode: pk9pw9x8

Or call in (audio only) +1 720-739-8152 United States, Denver Phone Conference ID: 689 350 783#

C.2 AWARD CRITERIA:

Awards will be made to the lowest responsive and responsible bidder in accordance with Westminster Municipal Code Title XV, including Sections 15-1-4, 15-1-5, and 15-1- 10, and the terms of the final bid package.

Responsiveness will be determined based on compliance with the material requirements of the invitation to bid. Responsibility may be evaluated using factors such as the bidder’s skill, capacity, integrity, ability to perform within the required time, past performance, compliance history, financial resources, future maintenance capability, and the number and nature of conditions attached to the bid.

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 bids.

C.3 AWARD TYPE:

Any award as a result of this IFB shall be contingent upon the execution of a City Contract.

One award will be made on an "all or none" basis. Prices must be shown for each item listed. Bids submitted without individual item prices listed will be considered as non-responsive and rejected.

https://teams.microsoft.com/meet/280621267318702?p=haDuI5qgKFBc3uhBIq tel:+17207398152,,689350783

C.4 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 valid unless it is accompanied by a PO.

SECTION D: GENERAL IFB INFORMATION & PROVISIONS

D.1 PAYMENT CONDITIONS:

Payment to the Contractor will be made within 30 days after the completion of the work 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.

(Option) 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, the contract will terminate as of the end of the last fiscal year for which funds were appropriated.

Nothing in this IFB 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).

D.2 IFB CONDITIONS AND PROVISIONS:

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

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

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

4. Bid 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 bids 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 bid 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 bids, 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 IFB. The City reserves the right to inspect the Contractor’s facilities and equipment to ensure compliance.

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

11. Legal Compliance: The bidder 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 Bidder in the preparation of bids 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 bid 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 bids are rejected or if the solicitation is cancelled without an award.

1. Right to Protest: Any bidder 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 bid specifications before the bid 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 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. IFB 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 bid 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 any gratuities or kickbacks are offered or tendered to any City of Westminster employee, the bid shall be disqualified and shall not be reinstated.

D.5 NON-COLLUSIVE BIDDER CERTIFICATION:

By the submission of this bid, the bidder certifies that:

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

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

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

4. Conflict of Interest Disclosure. Each Bidder shall disclose in its bid 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 integrity of the solicitation or award. Failure to disclose a known conflict may result in disqualification.

D.6 DISCLOSURE OF CONTENTS OF BIDS:

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