REQUEST FOR PROPOSAL #26-033

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REQUEST FOR PROPOSALS

CITY OF ENGLEWOOD

ON-CALL HVAC REPAIR, INSTALLATION &

PREVENTATIVE MAINTENANCE SERVICES

FOR

THE CITY OF ENGLEWOOD, COLORADO

RFP NO: 26-033

RFP ISSUANCE DATE: September 3, 2026 PROPOSAL DUE DATE: October 6, 2026

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Statement of Purpose The City of Englewood seeks qualified Contractors to provide comprehensive on-call Heating, Ventilation, and Air Conditioning (HVAC) repair, installation, and preventative maintenance services for municipal facilities throughout Englewood. This contract will establish a reliable partnership to ensure optimal climate control systems performance across all City of Englewood properties, including administrative buildings, public safety facilities, recreational centers, libraries, and other municipal structures.

Considerations This City invites qualified Contractors to submit a Proposal for on-call services.

Proposals will be reviewed and evaluated using a competitive, best-value selection process described below. Proposals shall be considered from Contractors who are firmly established in the appropriate business. Contractors shall be financially sound and have the resources and ability to perform the required services in a professional and safe manner in accordance with industry standards.

Proposals in response to this Solicitation must be submitted prior to 2:00 PM MDT, October 6, 2026. Sealed proposals (electronic submissions only) will be received and accepted online via the City of Englewood’s Online Procurement System (https://www.englewoodco.gov/government/city-departments/finance/solicitation-opportunities-awards).

Solicitation Process Proposals will be evaluated and scored based on the criteria provided in this RFP. The City will consider the approach to complete the scope of work, qualifications of the project team, experience in similar work, and value of the proposed fee to complete the work.

The City may conduct interviews with short-listed firms.

Negotiations may be held with the Contractor ranked the highest by the evaluation committee based on proposal, fee, and interview (if needed). The City and the top-ranked Contractor may negotiate the details of the final contract, and City Council approval of the award may be requested. Upon Council approval, the contract will be signed, a PO set up, Notice to Proceed issued and work may begin. Should the City be unable to reach an agreement with the top-ranked Contractor, negotiations may commence with the next-ranked Contractor. This process will continue until a satisfactory contract is negotiated, or the City exercises its right to reject all proposals.

City Communications

No oral communications from the Project Manager or any other individual representing or purporting to represent the City are binding. Contractors are restricted from any and all contact with City staff and any public official of these organizations, other than the

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Procurement Division, regarding the project during the procurement process. A violation of this provision may result in disqualification of Contractor.

Questions Questions will be accepted until Tuesday, September 22, 2026 @ 2:00pm. Once the question period expires, the addendum will be posted on the City’s online Strategic Sourcing platform. All questions during the procurement period must be entered via the City’s Strategic Sourcing platform or directed in writing to:

Elizabeth Watts Procurement Specialist Finance Department City of Englewood 1000 Englewood Parkway Englewood, CO 80110 303-762-2412 ewatts@englewoodco.gov

RFP Organization This RFP consists of the following:

• Section 1 – Project Overview, Background, and Goals

• Section 2 – Project Schedule and Milestones

• Section 3 – Scope of Work

• Section 4 – Proposal Submittal Requirements

• Section 5 – Proposal Evaluation and Selection

• Section 6 – Conditions for Contractors

• Attachment A – Sample Contract for Services

Section 1 – Project Overview, Background, and Goals

1.1 Project Background

The City of Englewood is a multi-location property, with a variety of facilities, parks, and golf course. Our organization operates on a 24/7 schedule, and we require reliable and responsive on-call services to ensure smooth operations across our facilities.

This involves multiple City departments and facilities, each of which depends on timely and professional services to maintain public safety, operational continuity, and building integrity. The selected vendors will be expected to coordinate with representatives from the following stakeholder groups:

• Public Works – Facilities Division

• As the lead department, Facilities will manage the contract, oversee service delivery, and coordinate scheduling and access across buildings.

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• Parks and Recreation Department o Includes high-traffic locations such as the Englewood Recreation Center, Malley Recreation Center, and Pirates Cove Water Park, which often require responsive service due to public use and seasonal programming.

• Golf Operations o HVAC services may be required at Broken Tee Golf Course and its Maintenance Facility.

• Public Safety Facilities o The Englewood Police Department, as well as the Acoma and Jefferson Fire Stations.

• Administrative and Operational Buildings o Facilities such as the Civic Center, Service Center, Fox Street Annex, and Tejon Facilities. Building will be included in the scope and may request both emergency and routine services.

• City Center Property Management (CCPM) o Includes City-owned and managed properties throughout the City Center area, including the former 24- Hour Fitness building, The Guild, The Guild Annex, Englewood City Spark, and other city-owned facilities within the property.

o A separate contract would be established for CCPM specifically.

With this in mind, the City requires a provider who is responsive, capable of addressing both scheduled and emergency service requests, and able to manage projects of varying scope and urgency. The need for these services has been driven by aging equipment and expanding facilities that necessitate an increased focus on maintenance and reliability.

1.2 Project Overview

The City of Englewood seeks qualified Contractors to provide comprehensive on-call HVAC repair, installation, and preventative maintenance services for municipal facilities throughout Englewood. This contract will establish a reliable partnership to ensure optimal climate control systems performance across all City of Englewood properties, including administrative buildings, public safety facilities, recreational centers, libraries, and other municipal structures.

1.3 Project Goals

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The City’s objectives for delivery of the Project are as follows:

• Maintain Reliable HVAC Operations o Ensure all HVAC systems remain safe, efficient, and operational to support uninterrupted facility use.

• Provide Timely and Responsive Service o Deliver rapid response for emergency calls and scheduled services to minimize downtime and disruption.

• Implement Preventative Maintenance o Establish a proactive maintenance program to extend equipment life, reduce breakdowns, and improve system performance.

• Ensure Compliance and Safety o Perform all work in accordance with codes, regulations, and safety standards while supporting energy efficiency and cost-effective operations.

Section 2 – Project Schedule and Milestones

2.1 Schedule

The City intends to proceed with the annual on-call HVAC Repair, Installation & Preventative Maintenance Services.

2.2 Project Milestones

These milestones represent the anticipated schedule for resource planning purposes and are subject to change.

Request for Proposals posted September 3, 2026 Deadline for written questions September 22, 2026 @ 2:00 pm Proposal and fee submission due date October 6, 2026 @ 2:00 pm Anticipated Intent to Award October 2025

Section 3 – Scope of Work The Contractor will provide services and obtain resources to perform the required services professionally, safely, and timely.

Scope of Work Includes:

The selected Contractor shall provide all labor, materials, equipment, and transportation necessary to perform HVAC installation and repair services on an as-needed basis.

Services shall be available during regular business hours and for emergency situations requiring immediate response. The City of Englewood will issue individual work orders for specific projects throughout the contract period.

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General Requirements The selected Contractor shall provide comprehensive HVAC services on an as-needed basis to maintain, repair, and install heating, ventilation, and air conditioning systems for the City of Englewood. Services must be available during regular business hours and for emergency situations outside normal operating hours. The Contractor must respond to service calls within established timeframes and maintain detailed records of all work performed on City of Englewood properties.

Preventative Maintenance Services The Contractor shall develop and implement preventative maintenance programs tailored to each facility operated by the City of Englewood. These programs must include:

• Seasonal system inspections and tune-ups for heating and cooling equipment

• Filter replacement and cleaning schedules appropriate for each facility type

• Belt inspection, adjustment, and replacement as needed

• Lubrication of motors, bearings, and moving components

• Electrical connection inspection and tightening

• Thermostat calibration and programming verification

• Ductwork inspection for leaks, damage, and proper insulation

• Coil cleaning for both evaporator and condenser units

• Refrigerant level checks and leak detection

• Documentation of all maintenance activities with photographic evidence when applicable

Repair Services Emergency and routine repair services must be provided to address HVAC system failures and malfunctions across City of Englewood facilities. Repair services shall encompass:

• Diagnostic testing to identify root causes of system problems

• Component replacement including compressors, motors, controls, and sensors

• Refrigerant recovery, recycling, and recharging in compliance with EPA regulations

• Electrical troubleshooting and repair of control circuits and power connections

• Mechanical repairs to pumps, fans, dampers, and actuators

• System rebalancing following repairs to ensure optimal performance

• Emergency after-hours service for critical facility systems

• Coordination with utility companies for gas line and electrical service issues when necessary

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Installation Services New equipment installation and system upgrade services shall be provided to modernize and expand HVAC capacity at City of Englewood facilities. Installation work includes:

• Complete HVAC system design and installation for new construction or major renovations

• Replacement of aging equipment with energy-efficient alternatives

• Ductwork modification and expansion to accommodate facility changes

• Control system upgrades including programmable thermostats and building automation integration

• Indoor air quality improvement systems including ventilation enhancements

• Specialized equipment installation for unique facility requirements such as server rooms or laboratories

• Removal and proper disposal of old equipment in accordance with environmental regulations

• System commissioning and performance verification for all new installations

Technical Requirements

Equipment and Materials Standards All equipment, materials, and components used in City of Englewood facilities must meet current industry standards and local building codes. The Contractor shall utilize equipment that maximizes energy efficiency while providing reliable performance suitable for municipal facility operations. Materials must be appropriate for the Colorado climate and elevation conditions specific to Englewood.

Licensing and Certification Requirements The Contractor and all technicians performing work for the City of Englewood must maintain current licensing and certifications including:

• State of Colorado HVAC Contractor license

• EPA Section 608 certification for refrigerant handling

• City of Englewood, CO business license

• Appropriate trade certifications for specialized equipment

• Safety training certifications including OSHA compliance

• Ongoing education to maintain current knowledge of industry best practices

Response Time Requirements

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Service response times shall be categorized based on the urgency and impact of HVAC issues affecting City of Englewood operations:

• Emergency calls requiring immediate response within two hours during business hours and four hours after hours

• Urgent repairs needed within 24 hours of notification

• Routine maintenance and non-critical repairs scheduled within one week of request

• Planned installations and major projects scheduled in coordination with City of

Englewood facility management

Documentation and Reporting Comprehensive documentation must be maintained for all services provided to the City of Englewood. Required documentation includes:

• Detailed work orders describing services performed, materials used, and time spent

• Before and after photographs for significant repairs or installations

• Equipment maintenance logs tracking service history and component lifecycles

• Energy efficiency reports following major repairs or installations

• Warranty information and registration for all equipment and components

• Regular summary reports of preventative maintenance activities and facility system status

Environmental and Safety Compliance All work performed for the City of Englewood must comply with applicable environmental regulations and safety standards. The Contractor shall implement proper procedures for refrigerant handling, hazardous material disposal, and workplace safety. Work areas must be secured and cleaned following service completion, with minimal disruption to City of Englewood operations and public access.

Quality Assurance The Contractor shall maintain quality control measures ensuring consistent service delivery across all City of Englewood facilities. Quality assurance includes regular performance monitoring, customer satisfaction tracking, and continuous improvement initiatives to enhance service effectiveness and efficiency for the City of Englewood municipal operations.

City Owned Properties include, but are not limited to:

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• Civic Center 1000 Englewood PKWY

• Service Center 2800 S Platte

• Rec Center 1155 W Oxford

• Malley Center 3380 S Lincoln Street

• Pirates Cove 1225 W Belleview Ave

• Broken Tee 2101 W Oxford

• Broken Tee Maint. 4000 Clay

• Police Department 3615 Elati Street

• Jefferson Fire house 555 Jefferson

• Acoma Fire House 4830 S Acoma Street

• Tejon Facilities Bld 3075 S Tejon Street

• Fox St Annex 3629 S Fox Street

• City Center Property Management

The Contractor must be prepared to mobilize quickly and work in a professional and unobtrusive manner at all times.

SPECIFIC FACILITY REQUIREMENTS

Municipal Building Considerations

The Contractor must be prepared to work in occupied government facilities with minimal disruption to City of Englewood operations. Work scheduling shall accommodate public access requirements and security protocols specific to municipal buildings.

Security Requirements

• Background checks may be required for personnel working in secure facilities

• Compliance with City of Englewood security procedures and protocols

• Coordination with facility security personnel for access to restricted areas

CONTRACTOR QUALIFICATIONS

The Contractor shall demonstrate proven experience in HVAC installation and repair services with specific experience serving municipal clients. The Contractor must maintain appropriate licensing, bonding, and insurance coverage as required by the City of Englewood.

WORK ORDER PROCESS

The City of Englewood will issue individual work orders specifying the scope, location, timeline, and special requirements for each project. The Contractor shall provide detailed

Page | 10 cost estimates for approval prior to commencing work except in emergency situations where immediate action is required to maintain facility security or safety.

Each work order shall include specific project requirements, material specifications, completion deadlines, and any special coordination requirements with City of Englewood staff or other Contractors working on related projects.

Supplemental Services

The City has, to the best of its knowledge, defined the scope and tasks to complete the work. The Contractor may propose, at its discretion, additional services beyond those listed in this RFP that it feels are necessary to complete the work or add value to the project. Those additional services shall be included in the scope and fee as a stand-alone task under “Supplemental Services.” The City Project Manager must approve Supplemental Services before performing the work.

Contract Renewal The City of Englewood reserves the right to utilize the awarded Contractor for future phases of the project, which include a similar scope of work or a continuation of the awarded project.

Section 4 – Proposal Submittal Requirements

4.1 Submittal Place and Deadline

The response must be received before the due date and time as specified in this RFP. It is the responsibility of the Contractor to ensure that electronic submittals are received prior to the closing time specified. Bids received after the date and time set for the Bid opening shall be considered non-responsive and returned un-opened to the Bidder.

Electronic submissions will only be accepted online the City of Englewood’s Online Procurement System, https://www.englewoodco.gov/government/city-departments/finance/solicitation-opportunities-awards Questions or technical difficulties should be directed to the websites’ Supplier Support Team support.ionwave@eunasolutions.com.

Submittals will be accepted until 2:00 PM on October 6, 2026.

The City of Englewood utilizes an Online Procurement System for all electronic solicitation submittals. It is the Contractor’s responsibility to ensure the submittal process is started with enough time to meet the 2:00pm deadline; for example: do not start the upload and submittal process at 1:50 pm with the expectation that your submittal will be received by the City prior to the 2:00pm deadline. If the Contractor experiences any problems, has questions or technical difficulties, PLEASE contact the Supplier Support Team, support.ionwave@eunasolutions.com. If the Supplier Support Team is unable to

Page | 11 resolve the problem, contact the procurement agent (contact information in Introduction) by 1:45pm for a submittal resolution.

Proposals may be amended or withdrawn only by written notice prior to the Proposal opening. Amendments or withdrawals received after the Proposal opening will not be effective, and the original Proposal submitted will be considered. The Contractor agrees that its Proposal will not be withdrawn within ninety (90) calendar days following opening of the Proposals, and that during such time its Proposal will remain Contractor and irrevocable. The City reserves the right to reject any or all Proposals and to waive any technical defects in Proposals.

The City reserves the right to request clarification of information submitted and to request additional information of one or more Contractor after the Proposal Submission Due Date.

4.2 Submittal Format

Proposal submittals shall be clear, accurate, comprehensive, and provide specific and succinct answers to all questions and requests for information. Indirect, imprecise, or incomplete responses can serve only to the disadvantage of the proposer. Generic marketing material is discouraged. Excessive or irrelevant material will not be favorably received.

The Proposal must not exceed 10 total pages (8½ × 11 inch with 1-inch or greater margins; up to 2 pages of the total page count may be 11 x 17-inch tri-fold format; each double-sided counts as two pages), excluding the transmittal letter, index or table of contents, front and back covers, title pages/separation tabs, draft agreement acknowledgement form, and appendices.

A font similar in size to or larger than Calibri eleven-point (11-pt) shall be used.

4.3 Submittal Content

The content requirements set forth in this RFP represent the minimum content requirements for the Proposal. Additional information may be provided at Contractor’s discretion and within the available page count.

The Proposal must include, at a minimum, the following information:

• Transmittal Letter

• Company Information

• Part 1 – Experience and Technical Capability

• Part 2 – Project/Scope Understanding and Approach.

• Part 3 – Draft Agreement Review

• Price Proposal (as described on page 16) and Rate Sheet

Transmittal Letter

Include a transmittal letter signed by an authorized representative of the Contractor who can commit the Contractor to the obligations required in the Draft Agreement. Place the

Page | 12 transmittal letter on the Contractor’s letterhead and include the name, address, phone number, and e-mail address for the Contractor contact person. Specify who would be the Contractor’s signatory to any contract documents executed with the City. Include other information deemed relevant by the Contractor.

Proposals must be signed by an authorized corporate officer, principal, or partner (as applicable) with a signature in full. Contractors who are nonresident corporations shall furnish to the City a duly certified copy of their Articles of Incorporation from the State of Colorado Secretary of State Office along with the Proposal. Failure to promptly submit this evidence or qualification to do business in the State of Colorado may be basis for rejection of the Proposal.

The transmittal letter shall be limited to two (2) 8½ x 11-inch pages.

Part 1 – Contractor Experience and Technical Capability

Provide a description of the Contractor’s qualifications, experience, and technical capability. This shall include, at a minimum, the following elements:

• Provide an organizational chart for the Contractors project team, identifying all key personnel, the reporting hierarchy of staff and Contractor/Sub-Contractors, and the specific individuals responsible for coordination of the separate components of the work. Project team must include local personnel.

• Describe the roles, responsibilities, and availability of the key personnel who will be assigned to the Project.

• Identify all Sub-Contractors and describe their roles, and responsibilities. Identify the Sub-Contractors’ key personnel.

• Describe your company's specific experience providing comprehensive HVAC services to municipal facilities comparable to those operated by the City of Englewood, including administrative buildings, public safety facilities, recreational centers, and libraries. Include details about the size, scope, and duration of these projects.

• Describe your technical expertise and experience with building automation system integration and programmable thermostat installations specifically for municipal facilities similar to those operated by the City of Englewood.

• What specialized experience does your company have with unique HVAC requirements such as server room climate control, laboratory ventilation systems, or other specialized municipal facility environments that the City of Englewood may require?

• Provide documentation of your current State of Colorado HVAC Contractor license, EPA Section 608 certification status, and City of Englewood business license.

Include license numbers and expiration dates for verification purposes.

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• List all OSHA safety certifications and specialized equipment training certifications held by your technicians who would be assigned to City of Englewood projects.

How do you maintain ongoing certification compliance?

• Describe your staffing structure and coverage capabilities to ensure you can meet the two-hour emergency response requirement during business hours and four-hour response requirement for after-hours emergencies at City of Englewood facilities.

Note: The identification and utilization of specific key personnel through the life of a project are important factors in the City's consideration and selection of a Contractor. Any changes in identified key personnel after the award of the Agreement must be approved by the City in writing before the change is made. Include availability of the project team to begin work as soon as possible after the selected Contract receives the Notice to Proceed.

Contractor Experience: Provide clear and thorough descriptions of the Contractor’s related and applicable experience and performance, particularly for:

• Personnel must demonstrate commercial HVAC experience with proper licensing and certifications.

• The Contractor must show ability to pass background checks for personnel working in secure City of Englewood facilities and demonstrate understanding of municipal security protocols. Staffing plans must ensure adequate coverage for emergency response times and coordination with facility security personnel.

Provide detailed information on the three (3) most applicable projects that have been substantially completed by the Contractors’ team members. Details shall include the following:

• Project title and contract number.

• Contractor and key personnel’s role in project.

• Owner contact information including phone number.

• Period of performance (contract start and end dates).

• Contract value.

• Summary of work performed.

• Project performance (including change order history, schedule adherence, and budget adherence).

• Describe any major issues or challenges presented on the project(s) and how they were resolved.

Note: Information demonstrating how the Contractor team’s key personnel have collaborated, performed, and resolved issues together on previous projects are important factors in the City's consideration and selection of a Contractor.

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Key Personnel Experience: Describe specific relevant experience of each proposed key personnel providing similar details for projects as requested in Contractor Experience.

Reference Requirements: The City may contact the referenced individual(s) identified by the Contractors in Contractor Experience. The contact person(s) listed as a reference shall be someone who has personal knowledge of the Contractor’s performance during the referenced project. More than one person can be listed, but all must have knowledge of the project.

Part 2 – Project/Scope Understanding and Approach

Provide a description of the Contractor’s approach to managing and delivering the scope of services contained in this RFP, and any additional issues and proposed strategies for meeting the City’s needs for the project based on Contractor’s understanding of the work, for example:

• Explain your 24-hour emergency service availability and dispatch procedures. How many qualified technicians do you have available for emergency calls affecting critical systems at City of Englewood facilities?

• Detail your work order management system and how you maintain comprehensive documentation for all services provided to City of Englewood facilities, including photographic evidence capabilities and equipment maintenance logging.

• What quality control procedures do you implement to ensure consistent service delivery across multiple City of Englewood facilities? Describe your performance monitoring and customer satisfaction tracking methods.

• Describe your experience with energy-efficient equipment upgrades and your ability to provide energy efficiency reports following major repairs or installations at City of Englewood facilities.

• How do you ensure compliance with EPA regulations for refrigerant recovery, recycling, and recharging during repair and maintenance work at City of Englewood facilities?

• Explain your procedures for proper disposal of old HVAC equipment and hazardous materials in accordance with environmental regulations applicable to City of Englewood municipal facilities.

• What is your approach to coordinating with utility companies for gas line and electrical service issues that may arise during HVAC repairs at City of Englewood facilities?

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• Describe your experience with seasonal system maintenance programs specifically designed for Colorado climate and elevation conditions affecting City of Englewood facilities.

• How do you handle system commissioning and performance verification for new HVAC installations at municipal facilities? Provide examples of similar work completed for government entities.

• Detail your capability to provide routine maintenance scheduling within one-week timeframes and your coordination processes for planned installation projects at City of Englewood facilities.

• What warranty information and registration services do you provide for all equipment and components installed at City of Englewood facilities? How do you track and manage warranty coverage?

• Describe your experience with ductwork modification and expansion projects to accommodate facility changes at municipal buildings similar to those operated by the City of Englewood.

• How do you minimize disruption to City of Englewood operations and public access during HVAC service work? Describe your work area security and cleanup procedures.

• What indoor air quality improvement systems and ventilation enhancements can you provide for City of Englewood facilities? Include specific experience with similar municipal building applications.

• Explain your diagnostic testing procedures and capabilities for identifying root causes of HVAC system problems at City of Englewood facilities. What diagnostic equipment and tools do you utilize?

• Describe your continuous improvement initiatives and how you would enhance service effectiveness and efficiency specifically for City of Englewood municipal operations over the contract term.

Part 3 – Draft Agreement Review

The Contractor understands that neither this RFP nor the Proposal shall constitute a contract with the City. No contract is binding or official until Proposals are reviewed and accepted by appointed City staff; approved through the appropriate levels of authority within the City; and an official contract is duly executed by the City.

Attachment A (Draft Agreement) of this RFP contains the proposed Contract for Services Agreement for the Project. Proposers shall review this draft document and provide comments regarding any aspect of such document about which it has any concern, including terms that it considers ambiguous or which it believes should be

Page | 16 modified. Such comments shall be submitted with the Proposal. The City will review all comments received and, if it deems appropriate, in its sole discretion, may modify such document. The Draft Agreement included in the RFP is the form upon which Contractors shall base their Proposal. The comments submitted on the draft agreement will not be counted in the total page count specified above.

Price Proposal

A font similar in size to or larger than Calibri eleven-point (11-pt) must be used for the Price Proposal.

• What is your proposed hourly labor rate structure for regular business hours service calls versus emergency after-hours service calls for City of Englewood facilities? Provide a detailed breakdown of rates for different technician skill levels and service types.

• Explain your material markup percentage policy and how you ensure competitive pricing on HVAC components and equipment for City of Englewood projects. Do you offer any volume discounts for ongoing services across multiple municipal facilities?

• Detail your proposed fixed pricing structure for preventative maintenance programs at City of Englewood facilities. How do you customize maintenance schedules and pricing based on different facility types and equipment complexity?

Appendix A – Key Personnel Resumes

Provide key personnel resumes for project team. Appendix A does not count toward overall page count but is limited to resumes only.

Section 5 – Proposal Evaluation and Selection

5.1 General

The Proposals will be reviewed and evaluated by the City’s Selection Committee according to the requirements and criteria outlined herein. During the Proposal evaluation process, written questions or requests for clarification may be submitted to one or more Contractors regarding its Proposal or related matters.

In addition, the City may require all or a limited number of Contractors to participate in virtual or in-person interviews.

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5.2 Selection Process Overview

For the purpose of selecting the most qualified Contractor, the City will use a competitive selection process as set forth in pertinent City and State procurement requirements. The procedure will involve the following steps:

a. The City will advertise the RFP Invitations on the City’s strategic sourcing platform.

b. Responsiveness and minimum qualifications will be checked.

c. The City’s Selection Committee will review, rank, and may short-list Proposals which meet responsiveness and minimum qualification requirements.

d. Interviews with each of the shortlisted Contractors to clarify their Proposals may be conducted. This decision is at the sole discretion of the City. Interviews will provide short-listed Contractors the opportunity to present their project team and approach to City staff and will include a question-and-answer session.

e. The City’s Selection Committee will then rank each Proposal, Price Proposal, and Interview (if applicable) to prepare a recommendation for approval. Upon authorization, the Project Manager shall negotiate a contract with the selected Contractor. Should the Project Manager be unable to negotiate a satisfactory contract with the Contractor considered to be most qualified, the Project Manager, or designee, shall terminate such negotiations with that Contractor and begin negotiations with the next most qualified Contractor and so on until negotiations are successful.

f. The City reserves the right to modify or reject any contract for the acquisition of goods and/or services submitted to it for consideration.

5.3 Responsiveness

Each Proposal will be reviewed to determine whether it is responsive to the RFP. Failure to comply with the requirements of this RFP may result in a Proposal being rejected as non-responsive. At its sole discretion, however, the City may waive any such failure to meet a requirement of this RFP and may request clarification or additional information to remedy a deficiency.

5.4 Evaluation Criteria

The Selection Committee will evaluate and rank the Proposals that satisfy the minimum qualification requirements identified in this section by applying scores to each Proposal part, as set forth in the table below.

Table 2: Proposal Evaluation Scoring

Proposal Part Scoring

Project Understanding and Management Approach

• Does Proposal address all elements of RFP?

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• Does Proposal demonstrate understanding of the project objectives, methodology to be used, desired results/outcomes of the project?

• Is the proposed timeline reasonable?

• Approach to progress reporting and addressing potential challenges

• Team structure and resource allocation

• Strategies for ensuring on-time delivery of on-call services

Project Team Experience and Technical Capability

• Demonstrated experience on-call services in government facilities similar to the City of Englewood

• Qualifications of technicians who will perform installation and repair services

• Demonstrate experience with proper licensing and certifications

Quality of proposed approach for analyzing existing infrastructure, policies, and procedures

• Staffing plans ensure adequate coverage for emergency response times and coordination with facility security personnel

Price Proposal

• Does Proposal include cost-breakdown of labor rates for routine services, emergency and urgent

• Defined material markup percentage

• Has Contractor demonstrated value in the cost and scope proposed?

Total possible points 100

Section 6 – Conditions for Contractors

6.1 Standard Contract

Contractors shall identify any issues they have with the Contract for Services Agreement standard contract within this RFP. Contractors shall note that from time to time the City will be updating and changing the contracts, and the standard contract attached to a future solicitation will be the basis for that project, not the one contained within this RFP.

The identification of willingness to enter into the standard contract is for general purposes at this time but is part of the evaluation process and must be included. There may be negotiations on a project-by-project basis which provides further clarification. Please note the RFP asks the Contractors to provide comments on the standard contract and indicate their willingness to use the standard contract. The City is not suggesting entering into an

Page | 19 agreement with any Contractor using this contract at the time of RFP submittal, and the City will not provide a response to the Contractors comments provided.

All changes to the contract must be submitted at this time. Any changes after the City award of the contract are grounds for rescinding said award. The Contractor shall identify any issues they have with the standard contract within the RFP. Contractor shall note that from time to time the County will be updating and changing the contracts.

The following are some general clarifications that may be applied when negotiations with a selected Contractor occurs on a future project:

A. Definition of Terms: There may be further clarification as needed on a specific project, for specific contract terms.

B. Time of Completion: Each project will have a specific completion date, and some projects may be more flexible than others. The completion date will be identified by the City and will be negotiated on a project-by-project basis and included in the exhibit portion of the contract.

C. Use of sub-Contractors: The City fully expects that many project categories will require a prime Contractor and sub-Contractors as members of the project team.

The City may consider a modification to contract language that affects sub- Contractor use.

D. Public property: All project information and materials are public information and may be used at public meetings, or by the public when and if requested.

E. Insurance: Minimum values listed are statutory. The City requires being listed on the general liability policy as an additional insured. Copies of insurance certificates are not needed as part of the RFP.

F. Purchase of other items not listed on this solicitation based on percentage discounts: While the City has listed all major items on the solicitation which are utilized by the City and/or departments in conjunction with their operations, there may be ancillary items that must be purchased by the City during the term of this contract. For this reason, Contractors are requested to quote a percentage discount from the Contractor's price list that will be offered to the City for items which do not appear in this solicitation. The City reserves the right to award these ancillary items to the successful Contractor or another Contractor based on the lowest actual price offered.

6.2 Conflict of Interest

The Contractor must disclose with the Proposal, the name of any officer, director, partner, associate, or agent, who is also an officer or employee of the City.

6.3 Rights of the City

In connection with this procurement process, including the receipt and evaluation of Proposals and award of the Agreement, City reserves to itself (at its sole discretion) all

Page | 20 rights available to it under applicable law, including without limitation, with or without cause and with or without notice, the right to:

• Cancel, withdraw, postpone, or extend this RFP, in whole or in part, at any time prior to the execution of the Agreement, without incurring any obligations or liabilities.

• Modify the procurement schedule.

• Waive deficiencies, informalities and irregularities in a Proposal and accept and review a non-conforming Proposal.

• Suspend and terminate the procurement process or terminate evaluations of

Proposals received.

• Permit corrections to data submitted with any Proposal.

• Hold meetings and interviews, and conduct discussions and correspondence, with one or more of the Contractors to seek an improved understanding of any information contained in a submitted Proposal.

• Seek or obtain, from any source, data that has the potential to improve the understanding and evaluation of the Proposals.

• Seek clarification from any Contractor to fully understand information provided in the Proposal and to help evaluate and rank the Contractors.

• Accept or reject any or all Proposals that it may in its sole discretion deem non-responsive, to waive technicalities, or to accept the Proposal that, in its sole judgment, is most advantageous and best serves the over-all interest of the City.

• Reject a Proposal containing exceptions, additions, qualifications, or conditions not called for in the RFP or otherwise not acceptable to the City.

• Conduct an independent investigation of any information, including prior experience, included in a Proposal by contacting project references, accessing public information, contacting independent parties, or any other means.

• Request additional information from a Contractor during the evaluation of its Proposal.

6.4 Obligation to Keep Project Team Intact

Contractors are advised that all key personnel identified in their Proposals remain on the team for the duration of the procurement process and execution of the Project. If extraordinary circumstances require a change, it must be submitted in writing to the City, who shall have sole discretion to determine whether to authorize a change, recognizing that certain circumstances may occur that are beyond the Contractor’s control.

Unauthorized changes to the Project team at any time during the procurement process may result in penalties or termination.

6.5 Additional Conditions

Non-Collusion By submitting a Proposal in response to the RFP, the Contractor represents that, should the Proposal be accepted, the resulting contract(s) would not violate any provisions of federal law or regulations, or any ordinances or regulations established by the City.

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Anti-Discrimination During the performance of the Contract, the Contractor agrees as follows:

• Comply with federal anti-discrimination laws.

• Notices, advertisements, and solicitations placed in accordance with federal law, rule, or regulation shall be deemed sufficient for the purpose of meeting the requirement of this section.

Proposal Preparation Costs By submittal of a Proposal, the Contractor agrees that all costs associated with the preparation of his/her Proposal and interview preparation/materials (if applicable) will be the sole responsibility of the Contractor. The Contractor also agrees that the City bears no responsibility for any costs associated with the preparation of the Proposal and/or any administrative or judicial proceedings resulting from the solicitation process.

Drug Free Workplace The selected Contractor must provide a Drug Free Workplace in accordance with Colorado State law.

Occupational Safety and Health Act (OSHA) In instances where such is applicable due to the nature of the matter with which this Proposal is concerned, all material, equipment, etc., as proposed and offered by Contractors must meet and conform to all OSHA requirements; the Contractor's signature upon the Proposal being by this reference considered a certification of such fact.

Patent Infringement, Etc.:

By submission of a Proposal the Contractor certifies that the services to be furnished will not infringe any valid patent, copyright, or trademark and the successful Contractor shall, at his/her own expense, defend any and all actions or suits charging such infringement and hold the City harmless in case of any such infringements.

6.6 Addenda

If any revisions or clarifications to the RFP or procurement process become necessary or desirable (at the City’s sole discretion), the City may issue written addenda.