biddoc.pdf

Request for Proposal

#B-26-019

Switchgear and Protective Relay

Maintenance Services

October 13, 2026

Metro Water Recovery

6450 York Street

Denver, CO 80229-7499 www.MetroWaterRecovery.com http://www.metrowaterrecovery.com/

RFP Number: B-26-019

Title: Switchgear and Protective Relay Maintenance Services

Proposal Due Date: November 12, 2026 Time: 2:00 PM MT

Issuing Office: Metro Water Recovery

Attn: Brian Sward

Purchasing Division

6450 York Street

Denver, CO 80229-7499

Bsward@metrowaterrecovery.com

Vendors must ensure proposals are submitted in accordance with this request for proposal (“RFP”) by the due date and time stated herein.

Late proposals will not be accepted nor evaluated.

Proposals that do not comply with the requirements of this RFP may be rejected.

Vendors are encouraged to read the entire RFP prior to submitting a proposal. Metro Water

Recovery (“Metro”) reserves the right to make award without discussions, based on initial proposals received. Therefore, Vendors should ensure their best terms and pricing are included with initial proposals. Likewise, Metro may conduct discussions with one, some, or all Vendors as determined, in their sole discretion, to be in Metro’s best interest. Metro further reserves the right to cancel this

RFP and/or reject offers, without obligation, as determined in the best interest of Metro. Any proposal that takes exception to any terms and conditions, including the Short Form Agreement

(“SFA”) may, at the sole discretion of Metro, be excluded from further consideration.

General Information

Table of Contents Section 1 Introduction and Background

1.1 Introduction

1.2 Summary of Project Objective

1.3 About Metro Water Recovery

Section 2 Instructions to Vendors

2.1 Schedule of Events

2.2 Administrative Information

Section 3 Scope of Project

3.1 Statement of Work

3.2 Scope of Services

Section 4 Miscellaneous Provisions

4.1 Confidentiality/Open Records

4.2 Arrears Vendor

4.3 Independent Proposal

4.4 Work Quality

4.5 Incurred Costs

4.6 Taxes

4.7 Media Release

4.8 Gifts and Gratuities

4.9 Reservation of Rights, No Obligation, Right of Rejection, and Multiple Award

Section 5 Proposal Evaluation

5.1 Evaluation

5.2 Contract Negotiation

5.3 Dissemination of Evaluation and/or Award Information

Section 6 Proposal Response Requirements

6.1 Transmittal Letter and Executive Summary

6.2 Company Background and References

6.3 Proposed Product(s) and Services

6.4 Proposed Team Resources

6.5 Price Proposal

Attachment 1: RFP B-26-019 Scope of Services

Attachment 2: RFP B-26-019 Price Proposal

Attachment 3: Short Form Agreement (“SFA”)

SFA Exhibit A, Scope of Services

SFA Exhibit C, Fee Schedule

NOTE: Attachment 3 is the standard Metro contract. Metro will only consider exceptions to section 1.0 Services; 2.0 Payment; and 3.0 Insurance. Any exceptions must be specifically stated with initial proposals. Metro may accept or reject such exceptions at its sole discretion.

Other than these limited enumerated exceptions, non-acceptance of the standard Metro’s contract will render a Vendor non-responsive and ineligible for award, at Metro’s sole discretion. By submitting a proposal, Vendors agree to these terms.

Section 1 Introduction and Background

1.1 Introduction

This RFP is to solicit proposals from Vendors capable of satisfying the needs of Metro Water

Recovery (Metro) as stated herein. In addition to soliciting written responses, this document provides information to assist Vendors in preparing their responses and facilitates the evaluation process.

1.2 Summary of Project Objective

Metro is seeking qualified and experienced firms capable of providing preventive maintenance, inspection, testing, and servicing of critical electrical distribution equipment at the Robert W. Hite

Treatment Facility and the South Thornton Lift Station. The expected outcome is reliable, properly maintained electrical equipment supported by consistent testing and maintenance documentation throughout the 2027–2031 contract term.

1.3 About Metro Water Recovery

Metro is the wastewater treatment authority for most of Metropolitan Denver and parts of Northern

Colorado. Metro is a Metropolitan sewage disposal district formed in 1961 and is a political subdivision of the State of Colorado.

Metro is committed to protecting the environment and providing for the community’s future needs.

• Metro operates and maintains two treatment plants – the Robert W. Hite Treatment Facility

(RWHTF) and the Northern Treatment Plant (NTP) – the METROGRO Farm, and its 251-mile Interceptor System.

• Metro serves more than 2 million people within the 817-square mile service area.

• Metro Water Recovery treats on average 130 million gallons of wastewater per day from neighborhood sewer lines and removes more than 95% of the pollutants before discharging it into the South Platte River.

Metro Water Recovery’s mission is to protect the region’s health and environment by cleaning water and recovering resources.

Visit at www.MetroWaterRecovery.com http://www.metrowaterrecovery.com/

Section 2 Instructions to Vendors

2.1 Schedule of Events

The following RFP Schedule of Events represents the best estimate of the schedule Metro will follow, which is subject to change at Metro’s discretion. Metro reserves the right to add or delete events as may be necessary.

2.2 Administrative Information

All official communication with Vendor will be via the Rocky Mountain E-Purchasing System

(Bidnet Direct) at https://www.bidnetdirect.com/colorado/metro-water-recovery prior to the

Proposal Due Date. Notices may include RFP addendums, modifications, questions and answers, clarifications to requirements, and award announcements. It is the responsibility of the Vendor to monitor Bidnet for any such notices. Communications outside of the Bidnet system must be approved by Metro’s issuing office. Vendors are required to acknowledge receipt of all addendums in the cover letter of their proposal.

Metro is requesting Vendor proposals for the items or services described herein. All proposals must

Event

Date and Time

RFP Posted on Bidnet

(https://www.bidnetdirect.com/colorado/metro-water-recovery)

October 13, 2026

Pre-Proposal Conference/Site Visit

RSVP to Issuing Office by October 23, 2026, 2pm MT

Please limit attendance to no more than two representatives per Vendor.

October 27, 2026, 9am MT

(not mandatory)

Written Inquiry Deadline (must be submitted in

Bidnet) November 2, 2026, 2pm MT

Response to Written Inquiries November 6, 2026

Proposal Due Date (must be submitted in Bidnet) November 12, 2026, 2pm MT

Oral Presentations (at Metro’s sole discretion) TBD, if necessary

Estimated Notice of Award January 2027 (estimated) https://www.bidnetdirect.com/colorado/metro-water-recovery https://www.bidnetdirect.com/colorado/metro-water-recovery https://www.bidnetdirect.com/colorado/metro-water-recovery be clear, concise, accurate, and legible. There must be no doubt as to the intent and scope of the proposal. Proposals may be withdrawn, in writing, at any time prior to the Proposal Due Date and time.

Proposals shall be submitted as follows:

1. Proposals are due on or before the Proposal Due Date enumerated in the Event table included herein.

2. Unnecessarily elaborate proposals are not desired. Font size for basic narrative descriptions must be no smaller than 12 characters per inch. Limit of 12 pages (excluding cover page, page separators, table of contents, appendices)

3. Proposals should include all requirements as identified in Section 3 and Section 6.

4. The proposal shall present a full and complete description of how the Vendor proposes to meet the scope requirements of this RFP.

5. Recent and relevant references for projects/contracts of similar size and scope.

6. A valid IRS Form W-9

Vendor and its employees will not disclose any written, printed, graphic, or electronically or magnetically recorded information furnished by Metro for the proposer’s use to any person except with Metro approval, and only to the extent necessary to perform the work under the Agreement.

This also applies to Vendor’s employees, agents, and subcontractors.

All proposals should be valid for a minimum of 60 calendar days from the Proposal Due Date. All proposals and accompanying documentation will become the property of Metro at the Proposal Due

Date.

Any person, Vendor, corporation, or association submitting a proposal shall be deemed to have read and understood all the terms, conditions, and requirements in the RFP and SFA.

Vendors may make written inquiries concerning this RFP to obtain clarification of requirements.

No inquiries will be accepted after the Written Inquiry Deadline indicated in the Schedule of Events and no phone calls will be accepted. Metro requires that all inquiries be sent through Bidnet unless otherwise approved. Please ensure the RFP number and title is included in the subject line of all communications. Responses to inquiries may be published as addendums on Bidnet in accordance with the Schedule of Events. Vendors should not rely on any other statements, either written or oral during the open solicitation period.

During an active solicitation, all communication shall be with the issuing office. Vendors should not contact and/or discuss this solicitation with any other Metro office or individual.

A Pre-Proposal Conference/Site Visit will be held in accordance with the Schedule of Events.

Although attendance is not mandatory, participation is highly encouraged. The event will include an overview of the RFP followed by questions and answers related to the requirements, the RFP, and the overall process. Metro will attempt to answer questions during the event; however, the Pre-

Proposal Conference/Site Visit is not a substitute for submitting written questions by the deadline in the Schedule of Events. Following the event, Metro may post questions and answers on Bidnet

Direct and make any necessary changes to the RFP through a formal addendum.

Section 3 Scope of Project

3.1 Statement of Work

Metro Water Recovery is seeking a qualified Vendor to provide scheduled inspection, preventive maintenance, testing, and servicing of designated electrical distribution equipment located at the

Robert W. Hite Treatment Facility (RWHTF) and South Thornton Lift Station (STL). Services will support Metro’s preventive maintenance program for the 2027–2031 contract period and will be performed in accordance with the applicable annual equipment schedules and detailed Scope of

Work.

3.2 Scope of Services

Attachment 1 - RFP B-26-019 Scope of Services

Attachment 2 - RFP B-26-019 Price Proposal

Vendor to be required to provide all services included on referenced Attachment 1 and enter pricing in Attachment 2.

Section 4 Miscellaneous Provisions

4.1 Confidentiality/Open Records

The Vendor acknowledges that Metro is a public entity subject to the Colorado Open Records Act, § 24-72-201, et. seq., C.R.S. (“CORA”). Consequently, the proposal, including any accompanying information and/or documentation that the Vendor submits in conjunction therewith is public records available for public review under CORA.

By submitting a proposal, the Vendor certifies that the proposal and any accompanying materials do not contain trade secrets or other information that is exempt from public inspection under CORA.

4.2 Arrears Vendor

No proposal shall be accepted from, nor any purchase order/contract be awarded to, any Vendor that is in arrears upon any obligations to Metro, or that otherwise may be deemed irresponsible or unreliable.

4.3 Independent Proposal

By submission of a proposal, Vendor certifies that the proposal has been arrived at independently and submitted without collusion with any other Vendor, and that the contents of the proposal have not been communicated to any person not an employee or agent of the Vendor, or its surety on any bond furnished herewith, and will not be communicated to any person prior to the Proposal Due

Date.

4.4 Work Quality

The apparent silence of any specification and any supplemental specifications as to any details or the omission from it of a detailed description concerning any point shall be regarded as meaning that only the best commercial practices are to prevail and that only materials of first quality and correct type, size, and design are to be used. All workmanship is to be first quality. All interpretations of the specification shall be made upon the basis of this statement and as determined solely by Metro.

4.5 Incurred Costs

All costs related to the preparation of the proposal, incurred by the Vendor, shall be the sole responsibility of the Vendor. Metro will not consider and/or reimburse Vendors for any costs or expenses incurred in preparing and/or submitting proposals in response to this RFP, attending meetings, presentations, or other necessary requirements.

4.6 Taxes

Metro is exempt from federal taxes and Colorado state and local government sales and use taxes.

Where applicable, Vendors are responsible for payment of use taxes.

4.7 Media Release

News releases, including social media, pertaining to this RFP and/or resultant award shall not be made without Metro’s written approval.

4.8 Gifts and Gratuities

Metro will not accept gifts or gratuities from Vendors. Metro may request product samples from

Vendors for evaluation purposes with disposition of those samples to be at the discretion of Metro.

4.9 Reservation of Rights, No Obligation, Right of Rejection, and Multiple Award

The solicitation made through this RFP implies no obligation on the part of Metro. Metro reserves the right to cancel this RFP in whole or in part, at any time, without penalty.

This RFP does not constitute an offer or a contract with any proposed Vendor or other party.

The decision to reject a proposal is solely that of Metro. Metro reserves the right to reject or accept any or all proposals, in whole or in part. Proposals received from debarred or suspended Vendors will be rejected. Metro may reject any proposal that is not responsive to all of the material and substantial terms, conditions, and performance requirements of this RFP. Metro further reserves the right to award all, some, or none of the components/functional areas included in this RFP. Metro further reserves the right to make one or more awards to competing Vendors for all or subsets of functionality as a result of this RFP or as otherwise determined in Metro’s best interests. Metro further reserves the right to reject any proposal determined to be nonresponsive, negotiate with any or all Vendors with respect to any or all terms of a proposal or contract, refrain from making an award if it determines it to be in its best interest, abandon the project, and/or to re-advertise and solicit other proposals at its discretion.

Metro reserves the right to award without discussions or to conduct discussions with one, some, or all Vendors as it determines in its best interests.

Section 5 Proposal Evaluation

5.1 Evaluation

For proposals to be evaluated and considered for award, they must be deemed responsive to this

RFP in the sole discretion of Metro. To be determined responsive, submitted documents shall conform in all material respects to the requirements stated herein and Vendors shall document and validate the capability to fully perform all requirements defined by the RFP. Factors to be considered in connection with a Vendor’s capability to fully perform all requirements of the RFP include, and not limited to, qualifications, experience, innovation, creativity, functionality, value-added services, project approach, and other factors required to provide the products and/or services defined herein.

Metro will evaluate proposals received in response to this RFP that are determined to be responsive.

The objective of the evaluation is to determine the proposal that most effectively meets Metro’s needs. Vendors should not assume they will have an opportunity for oral presentations or revisions of proposals, so they should submit their most favorable proposal as the initial proposal. Vendors may be provided an opportunity to make an oral presentation as part of the evaluation process at

Metro’s sole discretion.

5.2 Contract Negotiation

In the event Metro and a Vendor are unable to agree upon all contract provisions, Metro reserves the right to cease negotiations and negotiate with one or more other Vendors, or to reject all proposals with no obligation.

5.3 Dissemination of Evaluation and/or Award Information

Before contract award, information shared concerning the proposal evaluation may only include:

• The number of proposals received

• The company name of the Vendor participating.

Vendor will be notified of selection on Bidnet after Metro after award of the contract.

Section 6 Proposal Response Requirements

6.1 Transmittal Letter and Executive Summary

SECTION 1 should contain the transmittal letter and executive summary and be limited to four pages.

The transmittal letter shall be signed by an authorized representative of the Vendor such as the owner, partner, or in the case of a corporation, the president, vice president, secretary, or other corporate officer(s) responsible for binding the Vendor.

The transmittal letter must provide the Vender’s primary contact information, including the following:

1. Name of the Vendor representative

2. Title

3. Name of company

4. Address

5. Telephone number

6. E-mail address

7. Signature of authorized officer of the Vendor

The transmittal letter must acknowledge all addendums, if applicable. A signature on the transmittal letter provides Metro with the Vendor’s acknowledgement and acceptance of the RFP and execution of it during the discharge of any subsequent contract. It shall be clearly understood that by submitting a proposal in response to this solicitation the Vendor shall be deemed to have accepted all specifications, terms, general conditions, and requirements set forth unless otherwise clearly noted and explained in the Vendor’s proposal. Any exceptions or exclusions may render the proposal non-responsive in the sole discretion of Metro.

The executive summary may be incorporated as part of the transmittal letter and should include the following:

1. A brief summary of the proposal contents

2. Discussion of unique aspects, strengths, or value-added components being offered

6.2 Company Background and References

SECTION 2 of the proposal shall include company background information and client references.

Vendor should identify and include detailed client references that may be contacted by Metro for evaluation purposes. Vendor shall provide at least three references of similar clients with whom the Vendor has worked during the past five years that are of similar size and scope to this requirement. Metro reserves the right to contact any reference, whether provided by the Vendor or obtained by Metro, in connection with evaluation of this RFP.

6.3 Proposed Product(s) and Services

SECTION 3 of the proposal must include a summarized narrative describing the Vendor’s approach and capabilities for meeting each requirement presented throughout the RFP. The narrative must provide Metro with a clear understanding of the proposed services, work methods, scheduling, testing, maintenance, documentation, quality control, safety practices, and use of subcontractors or other third parties necessary to perform the Scope of Work.

6.4 Proposed Team Resources

SECTION 4 of the proposal shall describe the organizational structure and personnel proposed to support Metro’s Switchgear and Protective Relay Maintenance program. The proposal shall identify the roles, responsibilities, qualifications, certifications, and relevant experience of all key personnel who will perform, supervise, manage, or support the services.

At a minimum, the proposed team shall identify, as applicable:

• Program/Project Manager responsible for overall coordination, scheduling, communication, reporting, and contract performance;

• Field Supervisor or Lead Technician responsible for directing and overseeing field activities;

• Qualified electrical technicians and testing personnel who will perform inspections, preventive maintenance, testing, troubleshooting, and related services;

• Safety personnel or other individuals responsible for compliance with applicable electrical safety requirements and Metro site-specific safety procedures;

• Engineering or technical support resources available to evaluate identified deficiencies, equipment condition, test results, and other technical issues; and

• Subcontractors or other third-party resources proposed to perform any portion of the services.

Resumes or qualifications shall be provided for key personnel proposed for primary roles and shall identify experience relevant to the inspection, testing, preventive maintenance, troubleshooting, and servicing of electrical distribution systems and associated equipment.

The proposal shall identify all applicable professional licenses, technical certifications, safety training, manufacturer-specific training, and other qualifications held by proposed personnel. As applicable to the services being performed, these qualifications should include NETA Certified

Electrical Testing Technician credentials, Qualified Electrical Equipment Maintenance Worker

(QEMW) qualifications, or equivalent industry-recognized credentials. NETA certification establishes competency levels for electrical testing technicians based on examinations, training, continuing education, and experience requirements.

Personnel performing electrical maintenance, testing, or other work involving electrical hazards shall have documented training and qualifications appropriate to the work being performed.

Proposers shall identify personnel with applicable electrical safety training, including NFPA 70E training where required for the assigned work, and shall describe how required qualifications and training are maintained throughout the contract term.

For specialized testing or maintenance activities, the proposal shall identify the certification or qualification level of the personnel proposed to perform the work. Metro may require documentation verifying licenses, certifications, training, and qualifications prior to commencement of work and throughout the contract term.

A clear distinction shall be made between Vendor personnel, subcontractor or third-party personnel, and Metro personnel, including the respective roles and responsibilities of each. The Vendor shall identify any services anticipated to be performed by subcontractors and describe how those resources will be managed and coordinated.

The Vendor shall also describe its approach for maintaining adequate staffing and qualified personnel throughout the term of the program, including how personnel substitutions, emergency support, and specialized technical needs will be addressed. Replacement personnel assigned to key roles shall possess qualifications and experience comparable to or greater than those of the personnel originally proposed.

Metro reserves the right to require background checks for individuals performing services on

Metro’s behalf or accessing Metro facilities, including Vendor employees, independent contractors, subcontractors, and personnel of any third-party companies utilized in connection with the services.

6.5 Price Proposal

SECTION 5 of the proposal shall contain the completed price proposal in the format provided in

Attachment 2 - RFP B-26-019 Price Proposal.

Pricing should be submitted as an itemized annual lump sum for each year of the 5-year life of the contract term.