biddoc.pdf

Request for Proposal

RFP-26-30-FM

Boiler Replacements – City of Lafayette Public Library

Proposals must be uploaded to the Rocky Mountain E- Purchasing System, Bidnet®, at: https:// www.bidnetdirect.com/Colorado/CityofLafayette

RFP Release Date: October 2, 2026 Proposal Due Date: October 30, 2026 | 5:00PM MT City of Lafayette 1290 South Public Road

Page of Rev. 9/20231 21 https://www.bidnetdirect.com/Colorado/CityofLafayette

Lafayette, Colorado 80026

Contents

REQUEST FOR PROPOSAL COVER SHEET & SIGNATURE PAGE 4

NON-COLLUSION CERTIFICATE 6

1. SECTION 1 – GENERAL INFORMATION 7

1.1. BACKGROUND, OVERVIEW, AND GOALS 7

Statement of Vision 7

Statement of Values 7

PURPOSE 7

1.2. SCHEDULE OF ACTIVITIES 8

1.3. ADMINISTRATIVE INFORMATION 8

1.3.I.Official Means of CommunicaQon 8

1.3.II.ModificaQon or Withdrawal of Proposals 9

1.3.III.Proposal Submission 9

1.3.IV.Addendum or Supplement to Request for Proposal 9

1.3.V.Oral PresentaQons/Site Visits 9

1.3.VI.Incurring Costs 9

1.3.VII.ConfidenQality 9

1.3.VIII.Acceptance of RFP terms 10

1.3.IX.Independent Price DeterminaQon 10

1.3.X.Conflicts of Interest/Ethics 11

1.3.XI.Protested SolicitaQons and Awards 11

1.3.XII.Accessibility 12

1.4. CONTRACT AND TERM 12

2. SECTION 2 – REQUIREMENTS AND SCOPE OF WORK 12

2.1. INSURANCE REQUIREMENTS 12

2.2. BONDS 13

2.3. MANDATORY SUBMISSION REQUIREMENTS 13

2.4. SCOPE OF WORK 14

2.5. REQUESTED PROPOSAL FORMAT 16

I. DEMONSTRATED EXPERIENCE AND CAPABILITIES 16

II. MANDATORY REQUIREMENTS 17

III. TECHNICAL AND BUSINESS PROPOSAL 17

IV. Cost Proposal 17

Page of Rev. 9/20232 21

3. SECTION 3 – EVALUATION METHODOLOGY & AWARD 17

3.1. EVALUATION PROCESS 17

3.2. EVALUATION COMMITTEE 18

3.3. PROPOSAL EVALUATION CRITERIA 18

3.4. DEMONSTRATIONS AND DISCUSSIONS 19

3.5. SINGLE PROPOSAL 20

3.6. AWARD 20

APPENDIX A – SAMPLE CONTRACT 21

Page of Rev. 9/20233 21

REQUEST FOR PROPOSAL COVER SHEET & SIGNATURE PAGE

Boiler Replacements – City of Lafayette Public Library The Request for Proposal Coversheet and Non-Collusion Certificate must be signed by the Offeror or an officer of the Offeror legally authorized to bind the Offeror to the proposal.

Verifiable digital signatures are accepted.

RFP-26-30-FM

Proposal Submission Deadline:

October 30, 2026 | 5:00PM MT

Submit Sealed Proposals to:

bidnetdirect.com/Colorado/CityofLafayette

Project Manager:

Steve Teeters

Steve.Teeters@lafayetteco.gov

Ron Dominick

Ronald.Dominick@lafayetteco.gov

Procurement Manager:

Elizabeth Messner

Elizabeth.Messner@lafayetteco.gov

Legal Company Name (Offeror):

Authorized Signature:

Typed/Printed Name:

Title:

F.E.I.N.

Company Address:

City: State: Zip:

Contact for clarifications:

Title:

Email Address:

Phone Number:

Page of Rev. 9/20234 21 https://www.bidnetdirect.com/colorado/cityoflafayette mailto:Steve.Teeters@lafayetteco.gov mailto:Ronald.Dominick@lafayetteco.gov mailto:Elizabeth.Messner@lafayetteco.gov

By signing this Request for Proposal Coversheet, the authorized agent acknowledges acceptance of all terms and conditions of this solicitation.

ONLINE PROPOSAL SUBMISSION: Offerors must be registered with the Rocky Mountain E- Purchasing System at https://www.bidnetdirect.com prior to the due date and time so that the proposal and other required information may be uploaded. Proposals sent by other methods will not be accepted.

Please be advised that telegraphic or electronic responses (Email, Fax, Drop Box, Etc.)

CANNOT BE ACCEPTED as a sealed proposal. Vendors are urged to read these documents thoroughly before submitting a response.

Page of Rev. 9/20235 21

NON-COLLUSION CERTIFICATE

The undersigned, being duly sworn, deposes and says that the person, firm, association, co-partnership or corporation herein named, has not, either directly or indirectly, entered into any agreement, participated in any collusion, or otherwise taken any action in restraint of free competitive bidding in the preparation and submission of a proposal to the City of Lafayette for consideration in the award of a Contract for Boiler Replacements – City of Lafayette Public Library

(Offeror Name)

By: _______________________________________________

(Authorized Signature)

Title: _______________________________________________

1. SECTION 1 – GENERAL INFORMATION

1.1. BACKGROUND, OVERVIEW, AND GOALS

Statement of Vision

Lafayette’s panoramic view of the Rocky Mountains inspires our view into the future. We value our heritage, our unique neighborhoods, a vibrant economy, and active lifestyles.

We envision a future that mixes small town livability with balanced growth and superior city services.

Statement of Values

We foresee a strong economy that is diverse and sustainable, attracts innovators, encourages a balance of big and small businesses, and meets the community’s needs.

We intend to shape the future through strengthening our voice on environmental stewardship and social issues, taking an active role in sustainability and strategic planning development, and facilitating leadership development and fresh thinking.

We strive to be a connected community that encourages cooperative relationships and inclusivity, expects accessibility and communication, nurtures resiliency, appreciates multiculturalism, and humanizes physical and social interactions within the City.

We support placemaking endeavors that stimulate historic preservation and the arts, encourage open space stewardship and networking of neighborhoods, and promote comprehensive planning and livability.

PURPOSE

The City of Lafayette is soliciting proposals for the replacement of two existing boilers serving the Library.

1.2. SCHEDULE OF ACTIVITIES

1.3. ADMINISTRATIVE INFORMATION

1.3.I.Official Means of Communication

The RFP is published on the Rocky Mountain E-Purchasing System (Bidnet), so that proposals may be uploaded electronically to that system. The uploaded proposals are sealed by the system and can’t be viewed by the Procurement department or the evaluators until the due date and time have passed. This meets the Colorado procurement code requirement of “sealed proposals”.

The Procurement Manager will post notices that will include, but are not limited to, modifications to administrative or performance requirements, answers to inquiries received, clarifications to requirements, and the announcement of the apparent winning vendor.

No inquiries will be accepted after the date and time indicated in Section 1.2., Schedule of Activities. Where appropriate, inquiries should include references to any relevant Section/paragraph of the solicitation.

The only official response to an Offeror's inquiries are those responses that are published as a modification in Bidnet. Offerors should not rely on any other statements, whether written or verbal, that alter any specification or other term or condition of this RFP.

Activity Date and Time

RFP Issued via Rocky Mountain E- Purchasing System/Bidnet October 2, 2026

Pre-bid Walk - Mandatory

October 8, 2026 | 9:00AM

Lafayette Public Library

775 Baseline Rd, Lafayette, CO 80026

Meet at front door

Prospective Vendors Written Inquiry Deadline (No questions will be accepted after this date and time.)

October 20, 2026 | 5:00PM MT

City’s Response to Written Inquiry October 23, 2026

Proposal Submission Deadline October 30, 2026 | 5:00PM MT

Interviews/Oral Presentations At City’s discretion; week of November 2, 2026

It is incumbent upon Offerors to monitor Bidnet carefully and regularly for any such postings prior to the proposal submission deadline, as this is the primary means for communicating any clarifications or changes to solicitation content, timeline and/or requirements.

1.3.II.Modification or Withdrawal of Proposals

Proposals may be modified or withdrawn by an Offeror up to twenty-four (24) hours prior to the established due date and time. Withdrawal of an Offeror’s proposal after award is prohibited.

1.3.III.Proposal Submission

Proposals must be uploaded to Bidnet at https://www.bidnetdirect.com/Colorado/ CityofLafayette on or before the date and time indicated in the Schedule of Activities. Late proposals will not be accepted. It is the responsibility of the Offeror to ensure that the proposal is uploaded on or before the closing date and time.

The Request for Proposal Cover Page and the Non-Collusion Certificate must both be signed in ink or with a verifiable digital signature by the Offeror or an officer of the Offeror legally authorized to bind the Offeror to the proposal. The signed Cover Page and Certificate may be scanned and included with the uploaded proposal.

Documents signed with DocuSign are acceptable.

1.3.IV.Addendum or Supplement to Request for Proposal

In the event that it becomes necessary to revise any part of all of this RFP, an addendum notice will be published on Bidnet.

1.3.V.Oral Presentations/Site Visits

The City may, it its sole discretion, request that Offerors make an oral presentation.

1.3.VI.Incurring Costs

Offerors are solely responsible for all costs incurred as a result of responding to this solicitation, which may include, but is not limited to, proposal development and materials, meetings, presentations, or negotiations.

1.3.VII. Confidentiality

Following the proposal submission deadline, individuals/entities may request from the City a list of the names of the responding Offerors. All other information related to the solicitation process will remain confidential until award.

Following the Notice of Intent to Award, all Offeror proposals will be open to public inspection with exception of information determined to be a trade secret or confidential or proprietary, per §24-72-200.1 et seq., C.R.S., as amended, Colorado Open Records Act.

An Offeror may submit, as a part of its proposal, a written request for classification of certain portions of the proposal as a trade secret or other confidential or proprietary information. Material for which the Offeror is requesting confidentiality shall be readily identifiable and separated from other portions of the proposal to facilitate public inspection of the non-confidential portion of the proposal.

Commingling of confidential information and non-confidential information is not acceptable. Neither price information nor any information that will be included in a resulting Contract will be considered confidential.

The Offeror must include the rationale for any request to classify portions as a trade secret or confidential or proprietary, including references to the authority that allows for such treatment.

In no event shall an entire proposal be classified as confidential.

Any additional Offeror information, which many be a part of evaluation/negotiation process and for which an Offeror claims confidentiality, is subject to the same requirements and processes identified above.

1.3.VIII.Acceptance of RFP terms

A proposal submitted in response to this RFP shall constitute a binding offer. The autographic signature of the Offeror or an officer of the Offeror legally authorized to execute contractual obligations shall include acknowledgement of this condition.

The proposal, including pricing, shall allow for a minimum of 180 calendar days for acceptance by the City, unless otherwise specified in this solicitation.

A submission in response to this RFP acknowledges acceptance by the Offeror of all terms and conditions as set forth herein. An Offeror shall identify clearly and thoroughly any variations between its proposal and this RFP. 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.

The contents of the proposal of the awarded Offeror will become contractual obligations under the awarded Contract. Failure of the awarded Offeror to accept these obligations may result in cancelation of the award to that Offeror.

1.3.IX.Independent Price Determination

By its signature on the Cover Page and Certificate of Non-Collusion the Offeror certifies that the prices and other terms in the proposal have been arrived at independently without any consultation, communication, agreement with, or knowledge of the contents of the proposal by any other competing Offerors. For purposes of this paragraph, "consultation, communication, agreement with, or knowledge" does not include knowledge of prices or terms gained through availability of established price lists or catalogues made available to the public by the competing Offerors. No attempt has been made or will be made by the Offeror to induce any other person or firm to submit or not to submit a proposal for restricting competition per §6-4-101, C.R.S., et seq., (Colorado Antitrust Act of 1992) as amended.

1.3.X.Conflicts of Interest/Ethics

The Offeror must disclose in its proposal any potential or actual conflict of interest in connection with a response to this solicitation. A conflict of interest may include, but is not limited to, access to any non-public information by the Offeror regarding the solicitation or its subject matter.

The Offeror acknowledges that even the appearance of a conflict of interest may be harmful to the City’s interests. The Offeror shall disclose in its proposal whether there currently is, or potentially could be, the appearance of a conflict of interest regarding this solicitation, its staff, any proposal subcontractors or partners, or any related business with the City.

Requirements set forth in this Section are continuing requirements throughout the solicitation process and, for the awarded Offeror, the Contract term, including any extensions.

1.3.XI.Protested Solicitations and Awards

Any actual or prospective vendor or contractor who is aggrieved in connection with the solicitation or award of a contract may protest to the City’s Finance Department.

The protest shall be submitted in writing to the Procurement contact listed above within seven (7) working days after such aggrieved person knows, or should have known, of the facts giving rise thereto (emphasis added).

With regard to the emphasized language above, it is important for Offerors to note that a challenge to the solicitation's requirements or specifications should be made within seven (7) working days of when the protestable item is known. In other words, if you believe that the solicitation contains a requirement you want to protest, the protest should be submitted within the seven (7) working day time period, even if that means it is filed during the time the solicitation is still open.

Announcement of the apparent winning vendor will be made via a posting on Bidnet. The requirement for timely submission of any protest (seven (7) working days) will begin no later than the first working day following posting of the award notice on Bidnet.

1.3.XII. Accessibility

On June 30, 2021, Colorado HB21-1110 strengthened the Colorado law for protection against discrimination against persons with disabilities; specifically, it requires the accessibility of all digital government information technology. To comply, all digital experiences including websites, applications, digital assets, and digital interfaces provided by the Offeror must meet all applicable Level A and AA success criteria of the Web Content Accessibility Guidelines (WCAG) version 2.1.

In order to comply with Colorado law, the proposed product or deliverable must meet these WCAG guidelines. To assess the current status of compliance, the City may request a functional accessibility evaluation such as providing an accessibility compliance report utilizing the current ITIC Voluntary Product Accessibility Template (VPAT 2.5 WCAG) or manual testing reports. If the product or deliverable does not or cannot meet these compliance standards or you cannot provide these evaluations, the City may engage in dialogue to understand the status of the product and how to bring the product into compliance. This may include your organization either performing or procuring manual testing of the product, providing reports for the current accessibility compliance status and providing a roadmap for when issues can be remediated.

1.4. CONTRACT AND TERM

The City’s Sample GENERAL CONTRACT- LONG FORM (“Contract”) is included as Appendix A of this RFP. Any exceptions to the Contract documentation will be taken into consideration when evaluating proposals submitted. Offerors should submit any requested modifications in a redlined copy of the City’s Contract when submitting their proposal.

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

The initial term of the awarded Contract is anticipated to begin on or around November 9, 2026.

The City may, within its sole discretion, choose not to exercise any option or extension term in the Contract for any reason. If the City chooses not to exercise any option or extension term, it may re-procure the goods and/or services in its sole discretion.

2. SECTION 2 – REQUIREMENTS AND SCOPE OF WORK

2.1. INSURANCE REQUIREMENTS

Offeror shall, at its own expense, keep in full force and effect during the term of any Contract resulting from this solicitation, and during the term of any extension or amendment to that Contract, insurance as stated below:

• Commercial General Liability Insurance with minimum combined single limits of One Million Dollars and No Cents ($1,000,000.00) for each occurrence and Two Million Dollars and No Cents ($2,000,000.00) aggregate

• If professional services are provided, Professional Liability Insurance with limits of One Million Dollars and No Cents ($1,000,000.00) per claim and Two Million Dollars and No Cents ($2,000,000.00) aggregate.

• Workers’ Compensation Insurance to cover all obligations imposed by applicable laws for all of the Offeror’s employees engaged in the performance of work under any Contract resulting from this solicitation, based on statutory limits prescribed by and in accordance with Colorado law. In the event any services are performed by a subcontractor, the Offeror shall require such subcontractor to provide workers’ compensation insurance for its employees.

• Comprehensive Automotive Liability Insurance for the duration of any Contract resulting from this solicitation, covering all owned, non-owned, and hired vehicles used in connection with the work performed by or on behalf of the Offeror under that Contract, in an amount not less than Five Hundred Thousand Dollars and No Cents ($500,000.00) combined single limit per occurrence for bodily injury and property damage.

2.2. BONDS

Each bid shall be accompanied by a bid guarantee bond, or certified cashier's check made payable City of Lafayette in an amount not less than five (5) percent of the amount of the bid as a guarantee that the bidder will execute the Contract, if awarded. The bond shall be forfeited to the City if a bid is accepted and the bidder fails to sign a contract within fifteen (15) days of acceptance

The bidder to whom a Contract is awarded shall be required to furnish both a Performance Bond and Payment Bond acceptable to the City of Lafayette for 100% of the Contract Price for each bond, in accordance with the requirements of the Contract Documents.

2.3. MANDATORY SUBMISSION REQUIREMENTS

• Signed Request for Proposal Cover Sheet and Non-Collusion Certificate/Cover Letter

• Proposal - Provide a written narrative that defines the methods and means by which the proposing firm will perform the Scope of Work outlined in this RFP. An enhancement to the Scope of Work may be submitted on a separate sheet.

• Licenses – List all licenses, certifications and bonding of personnel employed by Contractor.

• Insurance Information

• Bid Bond, if required

• Completed W-9

• At least three (3) reference contacts for similar projects, including names and contact information for individuals who can speak to the team’s qualifications.

• A Customer Support/Staffing Plan detailing all personnel and subconsultants proposed for assignment to the Project team. Identify the names and experience of staff dedicated to addressing issues that may arise during the term of a contract with the City.

o All key personnel identified in the Staffing Plan shall remain on the team for the duration of the procurement process and execution of the project. If circumstances require a change in the Staffing Plan, it must be submitted in writing to the City, who shall have sole discretion to determine whether to authorize the change, recognizing that certain circumstances may occur that are beyond control. Unauthorized changes to the Staffing Plan during the procurement process may result in disqualification of a proposal or termination of the contract.

• Proposals will be considered only from firms or individuals that are well established in an appropriate field, who are financially responsible, and who have the resources and ability to provide services in a professional and timely manner. The City may request additional information as deemed necessary. The City reserves the right to obtain financial data or other supplemental information concerning the firm and/or its subcontractors. Failure to provide such information may result in the proposal being considered non-responsive.

o Company information, including answers to the below:

▪ How long has the company been in business in this name and any previous names that the company has operated under?

▪ What are the standard services that the company provides?

▪ Has the company been involved in any litigation or lawsuits in the last five (5) years? If yes, please describe.

▪ Has the company been involved in a bankruptcy or reorganization proceeding? If yes, please describe.

▪ Has the company been refused any surety, bond, or liability insurance in the past ten (10) years? If yes, please describe.

▪ Has the company, or any officer or partner, even failed to complete a contract? If yes, please describe.

o Please provide a Recent Loss Run/History Report and 300A OSHA Report

2.4. SCOPE OF WORK

• Scope of Work o Project: Boiler Replacements – City of Lafayette Public Library o Location: 775 Baseline Rd, Lafayette, CO 80026

Project Overview

The City of Lafayette is soliciting proposals for the replacement of two existing boilers serving the Library. Per the nameplate information, the existing equipment consists of two Bryan Boilers “Flexible Water Tube” natural gas boilers, model CL120-W-GI, installed in approximately 1997, with nameplate input shown as 1200/600 MBH and output shown as approximately 960 MBH each. Offerors shall field verify all existing conditions, capacities, utility connections, controls, venting, clearances, access limitations, and space constraints prior to finalizing equipment selection and pricing.

The intent of this solicitation is to obtain pricing and technical recommendations replacement of the existing boilers with gas-fired boiler equipment with a minimum of 90% efficiency.

Because the Library is an occupied public facility, the building must remain operational throughout the work. The Contractor shall plan and coordinate the project in a manner that minimizes disruption to Library operations, building occupants, and public use.

Work which would disrupt the normal operations of the library should be planned between the hours of 5AM to 10AM.

The City seeks a complete replacement solution that addresses current heating demand, reliability, maintainability, code compliance, and long-term operational considerations.

General Requirements

The Contractor shall furnish all labor, supervision, materials, equipment, rigging, permits, demolition, disposal, installation, startup, testing, commissioning, and incidental work necessary to provide a complete and operational boiler replacement project. The Contractor shall field verify all existing conditions before ordering equipment or beginning work, including boiler capacities, piping arrangements, venting systems, combustion air requirements, gas service, electrical connections, controls, pumps, valves, flues, drains, condensate systems if applicable, access limitations, housekeeping pads, and all other conditions affecting the work.

All work shall comply with applicable federal, state, and local codes, regulations, safety requirements, utility requirements, and manufacturer recommendations. The Contractor shall coordinate all outages, shutdowns, tie-ins, and changeover activities with the City in advance. The Contractor shall also include all temporary measures necessary to maintain building operations during demolition, changeover, and startup, including temporary heat, phased replacement, or sequencing measures if necessary to avoid unreasonable interruption of service. The Contractor shall protect adjacent finishes, equipment, piping, and occupied building areas throughout the work and shall repair any damage caused by the work.

Like-for-Like Gas Boiler Replacement

The Contractor shall remove the two existing boilers and furnish and install two new gas-fired boiler units sized and configured to serve the existing Library heating system.

The proposal shall clearly identify the basis of design for the replacement equipment and shall address compatibility with the existing hydronic system, venting, combustion air, gas service, controls, pumps, piping connections, flues, drains, and related building systems.

This work shall include all demolition, disposal, piping modifications, venting modifications, flue or combustion air revisions, gas piping revisions as required, control integration, electrical reconnection, insulation repair, startup, testing, balancing as required, and commissioning necessary to provide a complete and operational installation. The Contractor shall identify any recommended ancillary improvements associated with the replacement, including pumps, valves, controls, expansion tank components, air separators, sensors, venting components, and other related accessories or system improvements necessary to ensure reliable operation.

Controls, Integration, and System Compatibility

The Contractor shall provide a complete and coordinated installation that fully integrates with the existing Library heating system and control sequence. The proposal shall address how the replacement equipment will interface with existing Delta Controls BAS Systems, boiler sequencing, pumps, safeties, sensors, alarms, and any related building automation or monitoring systems. The contractor will be expected to work with the City of Lafayette Facilities team and our controls team, Setpoint Systems Corporation, who will be hired by the City of Lafayette to work alongside the contractor to ensure full integration into our existing systems. Any modifications necessary to achieve proper integration and reliable operation shall be included in the proposal.

Testing, Startup, and Commissioning

The Contractor shall provide factory-authorized startup and commissioning of the replacement boiler system and shall perform all testing necessary to verify reliable operation. This shall include testing of boiler operation, controls, safeties, sequencing, alarms, pumps, and related system functions. The Contractor shall demonstrate proper system performance prior to final acceptance and shall provide all startup and commissioning documentation to the City.

Scheduling and Deliverables

The Contractor shall provide a project schedule showing submittals, procurement, demolition, installation, outage coordination, startup, testing, and completion, and shall clearly identify any long-lead equipment items. Required deliverables shall include equipment submittals and product data, a written basis-of-design narrative any recommendations for ancillary system improvements, startup and commissioning documentation, operations and maintenance manuals, warranty documentation, training for City staff, record drawings or as-builts, and a final acceptance walkthrough.

Initial preparation and parts shall be ordered by December 15, 2026.

2.5. REQUESTED PROPOSAL FORMAT

Proposals should be organized in the following format and should address each item with sufficient detail to allow the City to evaluate the Offeror’s qualifications, technical approach, and pricing.

I. DEMONSTRATED EXPERIENCE AND CAPABILITIES

The proposal shall describe the Offeror’s experience and certifications performing boiler replacement projects in occupied public buildings, municipal facilities, libraries, or similar commercial or institutional environments. The Offeror shall identify key personnel assigned to the project and summarize their qualifications, licenses, certifications, and responsibilities. The proposal shall also identify the boiler manufacturers the Offeror proposes to support and shall provide at least three references for similar projects.

II. MANDATORY REQUIREMENTS

The proposal shall confirm that the Offeror can provide complete replacement of the two existing boilers and can furnish pricing for a gas-fired replacement option. The proposal shall confirm that the Offeror can provide a complete turnkey installation, including demolition, removal, replacement, startup, testing, commissioning, and coordination with an occupied Library facility.

III. TECHNICAL AND BUSINESS PROPOSAL

The technical proposal shall describe the Offeror’s approach to replacing the two existing boilers, including field verification, demolition, sequencing, installation, controls integration, startup, and commissioning. It shall identify the proposed gas-fired replacement equipment by manufacturer, model, capacity, fuel type, venting requirements, controls, lead time, and warranty.

The proposal shall explain the basis used to size each replacement option and shall describe how each option will integrate with the existing Library heating system. The proposal shall also identify any recommended ancillary improvements to the heating system, controls, pumps, venting, gas piping, or electrical infrastructure that the Offeror believes are necessary for a complete and reliable installation.

The proposal shall describe recommended outage coordination, temporary heating if needed, and other mitigation measures necessary to complete the work in an occupied building. The proposal shall also provide a project schedule from notice of award through final completion and identify any proposed subcontractors.

IV. Cost Proposal

The cost proposal shall remain firm during the initial term of the Contract and shall include all labor, materials, equipment, permits, demolition, disposal, delivery, freight, installation, startup, testing, commissioning, training, warranty, and all incidental costs required for a complete project.

Pricing shall be presented in a clear format. The Offeror shall provide one price for complete replacement of the two existing boilers with gas-fired boiler equipment, including all associated demolition, piping, venting, controls, reconnection, startup, testing, and commissioning.

If the Offeror believes additional alternate pricing would be beneficial, such alternates may be proposed separately. The Offeror shall clearly identify all exclusions, assumptions, contingencies, lead-time assumptions, utility coordination requirements, and owner-responsibility items included in the pricing.

3. SECTION 3 – EVALUATION METHODOLOGY & AWARD

3.1. EVALUATION PROCESS

A comprehensive, thorough, complete, and impartial evaluation of each proposal received will be conducted. The award shall be made to the responsible Offeror whose proposal is determined to be the most advantageous to the City, taking into consideration the price and evaluation factors set forth in this Request for Proposal.

3.2. EVALUATION COMMITTEE

An Evaluation Committee will be established utilizing measures to ensure the integrity of the evaluation process. These measures include the following:

• Selecting committee members who do not have a conflict of interest regarding this solicitation.

• Facilitating the independent review of proposals.

• Requiring the evaluation of the proposals to be based strictly on the content of the proposals.

• Ensuring the fair and impartial treatment of all Offerors.

The objective of the Evaluation Committee is to conduct reviews of the proposals that have been submitted, to hold frank and detailed discussions among themselves, and to recommend an Offeror for award.

3.3. PROPOSAL EVALUATION CRITERIA

• The City will evaluate proposals to determine if each Offeror meets all mandatory qualification requirements; provided, however, that the City has the authority to waive non-material mandatory requirements in certain circumstances. The mandatory qualification requirements are scored on a Met/Not Met basis and only those proposals found to meet all mandatory requirements, other than non-material mandatory requirements waived by the City, can be considered for a Contract resulting from this solicitation.

• Proposals will be evaluated by the Evaluation Committee using the evaluation criteria listed below. The evaluators will consider whether the Scope of Work requirements in the solicitation have been addressed, and they will review the capabilities of the Offeror, as well as the quality of the approach proposed, the price, and any other aspect determined relevant to the evaluation criteria.

• The evaluation criteria to be used in evaluating the proposals are as follows (and are listed in no particular order):

3.4. DEMONSTRATIONS AND DISCUSSIONS

The Evaluation Committee may, if it deems necessary, request clarifications, conduct discussions or oral presentations, or request best and final offers. Discussions may be held with responsible offerors whose proposals are determined to be reasonably susceptible to be selected for award to:

a. Promote understanding of the City’s requirements and the Offerors’ proposals; and

Technical Approach and Proposed Equipment Solution - This criterion evaluates the quality, completeness, and technical soundness of the Offeror's approach to replacing the boilers. Evaluators will consider

• The clarity of the basis of design, including manufacturer, model, capacity, turndown ratio, verified minimum 90 percent efficiency, heat exchanger construction, venting category, air combustion, gas supply requirements, lead time, and warranty.

• The sizing method used and how well it reflects field-verified heating load and existing hydronic system conditions.

30 points

Demonstrated Experience, Key Personnel, and References - This criterion evaluates the Offeror's proven capability to perform the work.

Evaluators will consider:

• The Offeror's record of completing commercial boiler replacement projects in occupied public buildings, municipal facilities, library or educational facilities, or similar institutional environments.

• Experience with condensing gas-fired boilers

• Experience integrating boiler plants with existing building automation systems.

• The qualifications, licenses, certifications, and defined responsibilities of assigned key personnel.

• The boiler manufacturers the Offeror supports and its access to factory-authorized startup.

• The relevance and quality of at least three references for similar projects.

25 points

Total project cost - This criterion evaluates the completeness, clarity, and reasonableness of pricing. Evaluators will consider:

• If replacement is fully priced as a turnkey installation, including demolition, disposal, piping, venting, gas piping, condensate neutralization, electrical reconnection, controls integration, temporary heat or phasing measures, permits, startup, and commissioning.

• Whether ancillary improvements are priced separately.

• Whether assumptions, exclusions, clarifications, and owner-responsibility items are transparently identified.

• The overall value to the City considering long-term operating and maintenance cost for the unit proposed.

35 points

Proposed schedule and ability to make the transition in a public space seamless and non-intrusive while building remains operational.

10 points

SCORE 100 points

b. Facilitate a Contract that will be most advantageous to the City taking into consideration price and the other evaluation factors set forth in the request for proposals.

The Evaluation Committee may adjust its scoring based on the results of such activities.

However, proposals may be reviewed and determinations made without such activities.

Offerors should be aware that the opportunity for further explanation might not exist;

therefore, Offerors should ensure that their submission is complete, and are encouraged to submit their best possible proposal, including pricing.

3.5. SINGLE PROPOSAL

If only one bid or proposal is received in response to a solicitation, an award may be made to the single bidder or Offeror if the procurement official finds that the price submitted is fair and reasonable and that other prospective bidders or Offerors had reasonable opportunity to respond.

3.6. AWARD

A Notice of Intent to Award will be published on Bidnet.

The award determination is ultimately a business decision that will reflect an integrated assessment of the relative merits of the proposals received, using the factors set forth in Section 3.3. The City intends to award Contract(s) to the Offeror(s) whose proposal(s), conforming to the solicitation, will be most advantageous to the City, price and other factors considered.

The City reserves the right to award to multiple offerors if is determined to be in the best interest of the City.

APPENDIX A – SAMPLE CONTRACT

CONTRACT AND TERM