englewood RFQ-26-038_final.pdf

REQUEST FOR QUALIFICATIONS #26-038

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REQUEST FOR QUALIFICATIONS

CITY OF ENGLEWOOD

ON-CALL ARCHITECTURE AND DESIGN SERVICES

FOR

THE CITY OF ENGLEWOOD, COLORADO

RFQ NO: 26-038

RFQ ISSUANCE DATE: September 29, 2026 PROPOSAL DUE DATE: October 27, 2026

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Statement of Purpose The City of Englewood’s Facilities Division (“the City” or “City”) is seeking qualified firms to provide on-call architecture and design services for City-owned and managed properties. This solicitation aims to establish a pool of pre-qualified Consultants who can respond to a wide range of architectural and design needs as they arise across the City's facility portfolio. This on-call arrangement will enable the City to address planned capital projects, tenant improvements, and unforeseen facility needs in a timely and cost-effective manner.

Considerations

The City of Englewood is seeking on-call architecture and design services for City-owned and managed properties. Contract(s) will be awarded for an initial one-year base period, with an option to extend for four (4) additional one-year periods.

This is not a Request for Proposal or Invitation to Bid for a specific project and does not guarantee the issuance of any work. Work will be primarily located within the City of Englewood.

Proposals will be reviewed and evaluated using a competitive, best-value selection process described below. Proposals shall be considered from Consultant who are firmly established in the appropriate business. Consultants 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 27, 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 RFQ. The City will consider the Consultant qualifications, 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 Consultant ranked the highest by the evaluation committee based on proposal, fee, and interview (if needed). The City and the top-ranked Consultant 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 Consultant, negotiations may commence with the next-

Page | 3 ranked Consultant. 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. Consultants are restricted from any and all contact with City staff and any public official of these organizations, other than the Procurement Division, regarding the project during the procurement process. A violation of this provision may result in disqualification of Consultant.

Questions Questions will be accepted until October 13, 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 Online Solicitation 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

RFQ Organization This RFQ 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 Consultants

• Attachment A – Sample Professional Services Agreement

Section 1 – Project Overview, Background, and Goals

1.1 Project Background

The City of Englewood’s Facilities Division manages maintenance, improvements, and long-term planning for City-owned and managed buildings. Through this solicitation, the City intends to establish an on-call contract with qualified architectural firms to support projects of varying size and complexity. Services may include, but not limited to, facility

Page | 4 assessments, programming, space planning, conceptual design, construction drawings and specifications, cost estimating, code and ADA compliance reviews, permitting assistance, bidding support, and construction administration. Work will be assigned on a project-by-project basis and may involve renovations, repairs, tenant improvements, accessibility upgrades, and other facility needs. The selected firm or firms will work closely with City staff to provide responsive, practical, and cost-effective design solutions that support the City’s functional needs and capital improvement goals.

1.2 Project Overview

The City of Englewood is seeking qualified firms to provide on-call architecture and design services for City-owned and managed properties. This solicitation aims to establish a pool of pre-qualified Consultants who can respond to a wide range of architectural and design needs as they arise across the City of Englewood's facility portfolio. This on-call arrangement will enable the City of Englewood to address planned capital projects, tenant improvements, and unforeseen facility needs in a timely and cost-effective manner.

1.3 Project Goals

The Goal of this solicitation is to establish a dependable pool of qualified firms the City can call on as facility projects arise. Having firms under contract will allow the City to begin design work more quickly, improve project planning, and reduce delays with procuring architectural services separately for each project. The City also wants practical, cost-effective designs that meet operational needs, applicable codes, accessibility requirements, schedules, and approved budgets.

Section 2 – Project Schedule and Milestones

2.1 Schedule

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

Request for Proposals posted September 29, 2026 Deadline for written questions October 13, 2026 @ 2:00 pm Proposal and fee submission due date October 27, 2026 @ 2:00 pm Anticipated Intent to Award November 2026

Section 3 – Scope of Work Awarded Consultants shall be prepared to provide architecture and design services on an as-needed basis for a variety of projects at City owned and managed facilities.

Services may include, but are not limited to, the following:

1. Architectural Design and Planning

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• Programming, space planning, and conceptual design for City facilities.

• Schematic design, design development, and construction documentation.

• Tenant improvement designs for leased and occupied spaces within City-owned and managed properties.

• Feasibility studies, site assessments, and existing conditions evaluations.

• Development of design alternatives, cost-benefit analyses, and phasing recommendations.

2. Capital Improvement Projects

• Design and documentation for capital improvement projects at City facilities.

• Building system upgrades, renovations, remodels, and modernization efforts.

• Accessibility improvements and code compliance upgrades.

• Energy efficiency and sustainability design considerations.

3. Construction Documentation and Support

• Preparation of construction documents, drawings, specifications, and detailing.

• Development of bid-ready documents suitable for competitive procurement.

• Review of submittals, shop drawings, and requests for information (RFIs).

• Response to contractor inquiries and coordination during construction.

• Site visits, field observations, and construction administration support.

• Preparation of record drawings and project close-out documentation.

4. Specialized Design Disciplines

The City of Englewood prefers access to the full range of design disciplines and may issue task orders requiring one or more of the following areas of expertise:

• Architectural design

• Structural engineering

• Mechanical engineering

• Electrical engineering

• Plumbing engineering

• Civil engineering

• Landscape architecture and site design

• Interior design and space planning

• Cost estimating and constructability review

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All work shall be performed in accordance with applicable federal, state, and local codes, standards, and regulations. Professional engineers licensed in Colorado shall seal all engineering deliverables as required by state law. The Consultant shall coordinate with City staff throughout project execution and provide regular progress reporting and communication.

Supplemental Services

The City has, to the best of its knowledge, defined the scope and tasks to complete the work. The Consultant may propose, at its discretion, additional services beyond those listed in this RFQ which 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 initial contract term will be for one year from the date of execution. The City reserves the option to renew the contract for up to four (4) additional one-year periods, subject to satisfactory performance, availability of funds, and mutual written agreement by both parties. Renewal shall be exercised at the sole discretion of the City.

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 RFQ. It is the responsibility of the Consultant 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 27, 2026.

The City of Englewood utilizes an Online Procurement System for all electronic solicitation submittals. It is the Consultant’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 Consultant 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 | 7 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 Consultant 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 Consultant 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 Consultant 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; 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 Consultant’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, Approach, and Schedule.

• Part 3 – Draft Agreement Review

• Price Proposal

Transmittal Letter

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

Page | 8 transmittal letter on the Consultant’s letterhead and include the name, address, phone number, and e-mail address for the Consultant contact person. Specify who would be the Consultant’s signatory to any contract documents executed with the City. Include other information deemed relevant by the Consultant.

Proposals must be signed by an authorized corporate officer, principal, or partner (as applicable) with a signature in full.

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

Part 1 – Consultant Experience and Technical Capability

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

• Provide a general description of the Consultant.

o Overview & brief history of company.

o Number of years in business o Number of employees o Corporate headquarters location o Location of local office

• Describe the Proposer’s overall project team organization and specify the main point of contact.

• List qualifications of key team members and the role of each individual, provide resumes for each.

• Identify any special knowledge or skills that may be related or helpful to the services requested herein.

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

• Previous experience with other municipalities of similar size and scope.

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 Consultant. 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.

Consultant Experience: Consultant experience refers to the demonstrated qualifications, expertise, and past performance of the Consultant in providing general Consultant services.

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

• Project title and contract number.

• Consultant and key personnel’s role in project.

• Owner contact information including phone number.

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• 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 Consultant 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 Consultant.

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

Licensing Requirements: Demonstrate the appropriate licenses to complete the scope of work for both the City of Englewood and the State of Colorado. Licenses will be in the Consultant’s name as it appears on the Proposal. Supply copies of appropriate licenses showing the qualifying agent and expiration dates, as part of their Proposal. Failure to hold and provide proof of proper licensing, certification, and registration may be grounds for rejection of the Proposal.

Reference Requirements: The City may contact the referenced individual(s) identified by the Consultants. The contact person(s) listed as a reference shall be someone who has personal knowledge of the Consultant’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 Consultant’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 Consultant’s understanding of the work, including:

• Describe the project approach including designing for tenant improvement projects or other municipal entities.

• Describe the communication approach and tools that will be utilized to ensure the timely delivery of high-quality services and coordination among the Consultant, City, and other Project stakeholders.

• Describe the quality control/quality assurance approach.

• Describe your firm's experience preparing construction documents, drawings, specifications, and detailing that resulted in bid-ready packages suitable for competitive procurement.

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• Explain your firm's capacity and availability to respond to task orders in a timely manner, including how you would handle multiple concurrent assignments from the City of Englewood.

• Describe a project where your firm encountered unforeseen facility conditions or scope changes and explain how you adapted the design and schedule to address them.

• Describe your proposed approach to managing on-call assignments issued through task orders, including how you define deliverables, schedules, and performance expectations for each project.

• Explain how your firm develops design alternatives, cost-benefit analyses, and phasing recommendations for capital improvement projects at City facilities.

Draft Agreement Review

The Consultant understands that neither this RFQ 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 RFQ contains the proposed Professional 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 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 RFQ is the form upon which Consultants 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.

Provide Respondent firm’s billing structure, including labor rate structures by labor categories and other non-labor rates.

The rate table must provide information on all proposed fees, and will be incorporated into the selected firm’s Agreement. Note the City will only allow other direct costs to be billed at cost and will not allow a markup on subconsultants. No project development costs, or similar hourly cost recovery charges will be allowed, as all of these costs are to be included in the hourly billing rates.

Appendix A – Key Personnel Resumes

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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 Consultants regarding its Proposal or related matters.

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

5.2 Selection Process Overview

For the purpose of selecting the most qualified Consultant, 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 RFQ 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 Consultants to clarify their Proposals may be conducted. This decision is at the sole discretion of the City. Interviews will provide short-listed Consultants 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 Consultant. Should the Project Manager be unable to negotiate a satisfactory contract with the Consultant considered to be most qualified, the Project Manager, or designee, shall terminate such negotiations with that Consultant and begin negotiations with the next most qualified Consultant 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 RFQ. Failure to comply with the requirements of this RFQ 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 RFQ and may request clarification or additional information to remedy a deficiency.

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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?

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

• Approach to progress reporting and addressing potential challenges

• Team structure and resource allocation

Project Team Experience and Technical Capability

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

• Qualifications of Consultant’s team

• Demonstrate experience with proper licensing and certifications

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

Price Proposal

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

• Are the rates reasonable?

Total possible points 100

Section 6 – Conditions for Consultants

6.1 Standard Contract

Consultants shall identify any issues they have with the Professional Services Agreement standard contract within this RFQ. Consultants 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 RFQ.

The identification of willingness to enter into the standard contract is for general purposes

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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 Consultant shall identify any issues they have with the standard contract within the RFQ. Consultant 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 Consultant 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 Consultant 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 RFQ.

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, Consultants are requested to quote a percentage discount from the Consultant'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 Consultant or another Consultant based on the lowest actual price offered.

6.2 Conflict of Interest

The Consultant 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.

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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 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 RFQ, 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 Consultants 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 Consultant to fully understand information provided in the Proposal and to help evaluate and rank the Consultants.

• 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 RFQ 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 Consultant during the evaluation of its Proposal.

6.4 Obligation to Keep Project Team Intact

Consultants 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 Consultant’s control.

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

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6.5 Additional Conditions

Non-Collusion By submitting a Proposal in response to the RFQ, the Consultant 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.

Anti-Discrimination During the performance of the Contract, the Consultant 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 Consultant 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 Consultant. The Consultant 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 Consultant 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 Consultants must meet and conform to all OSHA requirements; the Consultant's signature upon the Proposal being by this reference considered a certification of such fact.

Patent Infringement, Etc.:

By submission of a Proposal the Consultant certifies that the services to be furnished will not infringe any valid patent, copyright, or trademark and the successful Consultant 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.

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6.6 Addenda

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