DQ-CSX-25-649_Neighborhood Abatement Services for Income-Qualified City Residents.pdf

Documented Quote (DQ)

Neighborhood Abatement Services for Income-Qualified City Residents

Solicitation No. DQ-CSX-25-649

SCHEDULE OF EVENTS

DQ Advertisement 10/28/25

Proposal Due Date 11/10/25 4:00 PM MST

The party submitting a proposal, hereinafter referred to as the Proposer, 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.

All quotes for this project shall be submitted to the Procurement contact below:

Contact information

Aran D Raz, Procurement Manager araz@westminsterco.gov 303-658-2744

Table of Contents

SECTION A: OVERVIEW AND PROJECT REQUIREMENTS

A.1 INTRODUCTION:

A.2 TERM:

A.3 SCOPE OF WORK/ REQUIREMENTS

A.4 ADDITIONAL ATTACHMENTS:

A.5 CLARIFYING QUESTIONS:

A.6 ADDENDA:

A.7 PRICING:

A.8 PAYMENT TERMS:

A.9 INSURANCE REQUIREMENTS:

SECTION B: PROPOSAL SUBMISSION REQUIREMENTS

B.1 GENERAL SUBMISSION INFORMATION:

B.2 CONTRACT DOCUMENTS:

B.3 PROPOSAL CONTENTS AND FORMAT:

SECTION C: EVALUATION AND AWARD

C.1 EVALUATION OVERVIEW

C.2 AWARD CRITERIA:

C.3 AWARD TYPE:

C.4 NOTICE TO PROCEED:

SECTION D: GENERAL DQ AND CONTRACT INFORMATION

D.1 PAYMENT CONDITIONS:

D.2 CONDITIONS AND PROVISIONS:

D.3 GRATUITIES AND KICKBACKS:

D.4 NON-COLLUSIVE PROPOSER CERTIFICATION:

D.5 DISCLOSURE OF CONTENTS OF QUOTES:

D.6 COOPERATIVE PURCHASING:

SECTION A: OVERVIEW AND PROJECT REQUIREMENTS

A.1 INTRODUCTION:

The City of Westminster, hereinafter referred to as the City, seeks to establish a contract with a qualified vendor to provide comprehensive landscaping and abatement services for properties owned or occupied by income-qualified residents within the City of Westminster. This program aims to assist elderly, disabled, and low-income residents who are unable to maintain their properties due to physical limitations or financial constraints, and to address code violations that may result in fines or penalties. The Contractor will be responsible for both the income qualification verification process and the delivery of landscaping and abatement services.

A.2 TERM:

It is the City’s intention to award this Contract for a term of three (3) years. The initial Contract will be one (1) year, with two (2), 1-year renewals.

A.3 SCOPE OF WORK/ REQUIREMENTS

The Scope of Work (SOW) is attached as Exhibit B to this DQ.

A.4 ADDITIONAL ATTACHMENTS:

Exhibit A Sample Services Contract Exhibit B Scope

A.5 CLARIFYING QUESTIONS:

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

Questions should be submitted via email to the Project manager listed below.

Viviane Del Pizzo, Housing Administrator vdelpizzo@westminsterco.gov 303-658- 2102

A.6 ADDENDA:

In the event it becomes necessary to revise, change, modify or cancel this DQ or to provide additional information, addenda will be issued and made available on BidNet®. It is the responsibility of the Proposer to confirm that they have reviewed all addenda related to this solicitation and they have reviewed and complied with the DQ requirements.

A.7 PRICING:

All prices quoted shall be Time and Material.

A.8 PAYMENT TERMS:

On-call contracts require that each project be proceeded by a detailed quote in accordance with the Contract terms. Work may begin upon the issuance of a valid Purchase Agreement.

A.9 INSURANCE REQUIREMENTS:

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

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

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SECTION B: PROPOSAL SUBMISSION REQUIREMENTS

B.1 GENERAL SUBMISSION INFORMATION:

This section outlines the submittal requirements for all documents and pricing.

Proposers must carefully follow these instructions and provide all requested information in the specified formats.

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

B.2 CONTRACT DOCUMENTS:

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

B.3 PROPOSAL CONTENTS AND FORMAT:

Quotes should address all items outlined in the SOW and align with the evaluation criteria, including the following:

1. Proposal. Narrative of how your company provides all services included in the

Scope of Work.

2. Experience and References. Recent and relevant project experience in the Colorado region for design projects of similar size, scope, and complexity.

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

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

3. Project Cost and fee schedule. Bidders shall submit their own fee schedule in a Microsoft Excel spreadsheet.

a. The fee schedule should address all items requested in the Scope of Work.

b. Bidders should list any additional services typically performed in these services.

The cost schedule should address all requirements set forth in the SOW as well as any other items pertinent to your proposal pricing.

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

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

6. Sample Contract Redlines. (if applicable)

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

Successful vendors that are required to furnish a Certificate of Good Standing from the Colorado Secretary of State’s Office, as proof that they are properly registered to do business in the State of Colorado, prior to finalization of award and contracting..

SECTION C: EVALUATION AND AWARD

C.1 EVALUATION OVERVIEW

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

C.2 AWARD CRITERIA:

Awards will be made to the lowest responsive and responsible bidder in accordance with Westminster Municipal Code (W.M.C.) Title XV, Chapter 1, Section 15-1-5.

The criteria to be used for the bid evaluation includes but is not limited to:

1. Bidder’s qualifications and resources to perform the work.

2. Compliance with bid submission requirements.

3. Bid amount (lowest bid may not always be selected).

4. Contractor’s qualifications and experience.

5. Proposed project timeline.

6. References from previous projects of similar scope.

7. Ability to meet bonding and insurance requirements.

C.3 AWARD TYPE:

It is the City’s intention that one award will be made on an "all or none" basis. Prices must be shown for each item listed. Multiple awards may be made if in the best interest of the City.

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

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). No performance of work may proceed without this formal authorization.

SECTION D: GENERAL DQ AND CONTRACT INFORMATION

D.1 PAYMENT CONDITIONS:

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

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

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

D.2 CONDITIONS AND PROVISIONS:

1. Submission: Quotes (including all required attachments) must be submitted to the Procurement contact on the cover page, or electronically via Bidnet.

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

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

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

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

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

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

8. Waiver of Errors: The Procurement Manager reserves the right to waive minor errors or omissions and to reject any or all quotes, 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 DQ. The City reserves the right to inspect the Contractor’s facilities and equipment to ensure compliance.

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

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

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

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

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

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

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

Tax exemption certificates will be provided upon request.

D.3 GRATUITIES AND KICKBACKS:

It shall be a breach of ethical standards for any person to offer, give, or agree to give any employee or former employee (within six months of termination from City employment), to solicit, demand, accept, or agree to accept from another person, a gratuity or an offer of employment in connection with any decision, approval, disapproval, recommendation, preparation of any part of a program requirement or a purchase request, influencing the content of any specification or procurement standard, rendering of advice, investigation, auditing, or in any other advisory capacity in any proceeding of application, request for ruling, determination, claim or controversy, or other particular matter, pertaining to any program requirement or a contract or subcontract, or to any solicitation or proposal therefore.

It shall be a breach of ethical standards for any payment, gratuity, or offer of employment to be made by or on behalf of a Subcontractor under a contract to the prime Contractor or higher tier Subcontractor or any person associated therewith, as an inducement for the award of a subcontract or order.

In the event that any gratuities or kickbacks are offered or tendered to any City of Westminster employee, the proposal shall be disqualified and shall not be reinstated.

D.4 NON-COLLUSIVE PROPOSER CERTIFICATION:

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

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

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

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

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

D.5 DISCLOSURE OF CONTENTS OF QUOTES:

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

Proposer of the request, and it will be the responsibility of the Proposer to appropriately redact Protected Items from its submittal to the City. If a Proposer does not respond to the City to redact Protected Items as requested all Records may be disclosed by the City. If necessary, a Proposer shall seek a court order to protect their Protected Items, and will defend, indemnify, and hold harmless the City from any claim or action related to the City’s withholding of Protected Items.

D.6 COOPERATIVE PURCHASING:

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