IFB_Fire Protection Maintenance Services (B-4763).pdf

IFB #: B-4763 – Fire Protection Maintenance, Repair, Testing and Inspections

City of Aurora

Finance/Purchasing & Contracts 15151 E. Alameda Parkway Suite 5700 Aurora, Colorado 80012 Phone: 303.739.7100 www.auroragov.org

INVITATION FOR BIDS: B-4763

CLASS/ITEM: 99042

DATE: July 10, 2025

BID DEADLINE: 10:00 a.m. MDT, July 28, 2025

INVITATION FOR BID

The City of Aurora, Colorado (City) is seeking bids from qualified Contractors to perform maintenance on a variety of emergency/standby generators located in City facilities throughout the City. The City of Aurora, Facilities Operations Division, is seeking proposals from qualified Fire Protection companies to provide a full comprehensive National Fire Protection Association (NFPA) Fire Protection program to include systematic inspections, repairs and maintenance services for alarm panels, fire sprinkler systems, and kitchen hood systems.

BIDS SHALL BE PREPARED ON FORMS SUPPLIED BY THE CITY OF AURORA, COLORADO.

Bids shall consist of:

Fire Protection Maintenance, Repair, Testing and Inspections

Bid Submittals Bids shall be submitted electronically through the Rocky Mountain E-Purchasing System (BidNet) at www.bidnetdirect.com/colorado no later than 10:00 a.m. MDT, July 28, 2025. Late bids will not be accepted.

Bids delivered using another method such as email, mail, or hand delivery will not be accepted or considered.

For assistance with BidNet registration or uploading of documents, contact BidNet’s Vendor support by phone at 1.800.835.4603 or by email at:e-procurementsupport@bidnet.com.

Note: BidNet file size is limited to 500MB per file. Should your bid submission exceed that size, make sure to split the document to accommodate the limitation and upload multiple documents if necessary. For any questions or issues contact vendor support referenced above.

Questions Questions regarding this Invitation for Bids (IFB) will be accepted by e-mail until July 21, 2025, by 3:00 p.m.

When submitting questions, please reference IFB #B-4763 in the subject line of your email. Questions shall only be addressed to Michelle Evans, Procurement Agent, at: mevans1@auroragov.org

A responses to questions received by the deadline will be posted/answered in the form of an addendum and published on BidNet by July 23, 2025.

http://www.auroragov.org/ http://www.bidnetdirect.com/colorado mailto:e-procurementsupport@bidnet.com mailto:mevans1@auroragov.org

Invitation for Bid #B-4763: Fire Protection Maintenance, Repair, Testing and Inspections

Tentative Schedule Listed below is a tentative schedule of key actions related to this IFB. In the event the City finds it necessary to change dates and times, it will do so by issuing an addendum to this IFB. There may or may not be a formal notification issued for changes in the estimated dates and times.

Activity Date and Time

Bid Published on BidNet July 10, 2025

Pre-Bid Meeting via Microsoft Teams July 17, 2025 at 10:00 a.m. MDT

Question Acceptance Deadline July 21, 2025 by 3:00 p.m. MDT

Addendum Published on BidNet July 23, 2025

Statement of Qualifications and Bid Pricing Due July 28 2025 at 10:00 a.m. MDT

Pre-Qualified Contractor Notification August 1, 2025 (Estimate)

Anticipated Contract Start Date August 2025

Pre-Bid Meeting A non-mandatory pre-bid meeting will be held to aid prospective Contractors in the interpretation of the IFB, Scope of Services, Sample Service Agreement, Insurance Requirements, and any other technical and contractual matters. Attendance is not mandatory but highly recommended. This event will be held online using Microsoft Teams, please use the following meeting details to join:

Join the meeting now Meeting ID: 257 348 144 203 6

Passcode: km2Se7Em

Solicitation Process This Invitation for Bid is being solicited under a two-step procurement process.

Step 1 Interested Contractors shall submit a Statement of Qualifications that addresses only the items listed in Section II - Submittal Requirements. In addition, each Contractor shall submit a separate file, containing the bid pricing sheet and Contractor Acknowledgement Form, provided as in this IFB.

Responses will be evaluated by City personnel using the evaluation criteria outlined in Section III - Evaluation Criteria to identify pre-qualified Contractors for further consideration under Step 2 of the selection process.

During Step 1, the City may, at its sole discretion, conduct discussions with Contractors and/or request additional information to aid in the evaluation of the submitted Statement of Qualifications. Failure to provide any requested additional information may result in the Contractor’s submission being deemed non-responsive and removed from further consideration. Only Contractors determined to be pre-qualified by the City’s evaluation team will advance to Step 2. The City shall be the sole judge for each Contractor’s qualifications, and all decisions are final.

Step 2 The list of pre-qualified Contractors will be posted on BidNet as a Communication. A public bid opening will be held virtually through Microsoft Teams to announce the bids submitted by the pre-qualified contractors. An invitation to the bid opening will be emailed directly to all pre-qualified Contractors.

Please note: Bid pricing WILL NOT be disclosed to Facilities Operations Division or its personnel until a written list of pre-qualified Contractors has been received, following the completion of all evaluations.

https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZTU2NzA1N2UtMGI2YS00ZmE2LTg5ODktNTBmOGM1OWIxMzA3%40thread.v2/0?context=%7b%22Tid%22%3a%229cf07bc1-6fa2-4d49-bc93-7acced6cc8d7%22%2c%22Oid%22%3a%22f9a43ff2-f0ef-4bd8-869a-a9607ada67cd%22%7d

Contract Award Upon completion of Step 2, recommendation for contract award will be submitted to City Council for approval. While the approval process is underway, Purchasing Services will begin facilitating the execution of the required Service Agreement, including obtaining the required certificate of insurance.

If the City is unable to execute an agreement with the lowest responsive and responsible bidder, the City will initiate the process with the next lowest bidder. This procedure will continue until a satisfactory contract is awarded or until the City elects to reject all bid responses submitted under this IFB.

Conditions of Award It is the intent of the City to award to the lowest responsive and responsible bidder provided the bid has been submitted in accordance with the requirements of the bidding documents, judged to be fair and reasonable, and does not exceed the appropriated funds available. The City shall be the sole judge of the bidder’s qualifications, and whether the bid is in the best interests of the City.

The City may conduct such investigations as the City considers necessary to assist in the evaluation of any bid and to establish the responsibility, qualifications, and financial ability of the bidders and award in accordance with the bidding documents to the City’s satisfaction within the prescribed time. The City may consider, but not be limited to operating costs, maintenance requirements, performance data, Contractor personnel, guarantees of workmanship, and available equipment.

The City shall have the right in its sole discretion to terminate the award with or without cause.

This “Invitation for Bids” shall be incorporated in the award by reference. No other documents, agreements, contracts or addenda will be a part of this bid and/or award, unless authorized through the Office of Purchasing and Contracts.

Period of Award The initial term of the contract will be twelve (12) months, beginning on the date of the award. Upon expiration of said period, the contract will automatically terminate, without the need for written or oral notice.

The total contract duration, including any approved extensions, shall not exceed a total of sixty (60) months.

Extensions The City shall have the option to extend the contract for up to four (4) additional years, in 12-month increments, from the expiration date of the award under the same terms and conditions. If the City desires to extend the contract, the City shall send a notice in writing to the vendor requesting firm pricing for the next twelve-month period. Any proposed price increases for contract extensions should align with the prevailing market price index; however, adjustments remain open to reasonable negotiation based on specific circumstances. After the City receives the firm pricing proposal from the contractor, it will determine whether to extend the contract. All awards and extensions are subject to annual appropriation of funds. The provisions of the foregoing paragraphs with respect to the extension of the term of the contract shall be null and void if the contract has been terminated or revoked during the initial term or thereof. All decisions to extend the contract are at the option of the City.

Availability of Funds for Next Calendar Year Funds are currently not available for the award beyond this current calendar year. Therefore, the City is not obligated under this IFB beyond this current calendar year.

Licenses The successful offeror, without additional expense to the City, shall be responsible for obtaining any necessary licenses and for complying with any applicable federal, state, and municipal laws, codes and regulations in connection with the execution of the services. The successful Contractor and any subcontractors, if applicable, will be required to obtain an Aurora Business License. The successful offeror shall provide the Aurora Business License number(s) within the first thirty (30) days of contract award.

Contractor Acceptance of the Invitation for Bids By submitting a bid in response to this IFB, Contractor accepts all of the conditions described in this IFB, including the Services Agreement and Insurance Requirements and agrees to abide by all final decisions made by the City.

Special Conditions Please refer to “Special Conditions” section for any/all additional terms and conditions relevant to this IFB as appropriate to the City’s specific requirements and/or application.

The City of Aurora reserves the right to reject any and all bids, to waive any informality in the bids received, and to accept the bid deemed most advantageous to the best interest of the City.

City of Aurora, Colorado

Michelle Evans Procurement Agent

Section I Scope of Work Section II Submittal Requirements Section III Evaluation Criteria Section IV Bid Price Sheet Section V Contractor Acknowledgement Form (Binding Offer) Section VI Request for Business Size Section VII Open Records Request Form Section VIII W-9 Form Section IX Bid Response Check List Section X Small Business Enterprise Program Forms Section XI Sample Service Agreement and Insurance Requirements

Attachment 1 – Fire Protection Field Equipment Data Sheet Attachment 2 – Fire Protection Building Square Footage List Attachment 3 – Bid Pricing Sheet

SPECIAL CONDITIONS

General Conditions

Hours of Operation All scheduled inspection and repair work shall be performed Monday – Friday between 7:00AM to 4:00PM. Saturday inspection times will be determined. All work times outside these parameters must be approved by the Facilities Supervisors.

Tools and Equipment All hand tools, electric tools, battery-powered tools, ladders, specialized painting equipment, 2-wheeled dollies, scaffolding and lifting devices shall be supplied by the successful bidder with no extra expense to the City

Authorized Contractor Employee

This term refers to persons under the employment of the Contractor. At no time may other family members, children and/or friends be allowed to accompany a Contractor employee at the work site.

Parking

Contractor vehicles (both company and privately owned) are to park in areas designated. Handicap parking spaces are not to be used unless the vehicle operator possesses the appropriate handicap designation.

Telephone Use

Phone calls using a City telephone is not permitted. If a situation occurs that cell service is not available, the use of city telephones must be kept to a minimum and no long distance or directory assistance shall be used.

Computers, Copiers, Fax/Scanner

At no time shall the contractor or their employees use any city computer, copy machine, fax, scanner or any other type office equipment without approval from Facilities Operations Supervisor

Smoking Contractors are reminded that the City has a strict NO Smoking Policy within the buildings. Smoking is allowed outside only and no closer than 50 feet from any entrance and at designated areas.

Damage to Property Any building finish or property that is damaged or soiled due to Contractor’s operations will be cleaned, repaired, replaced, or restored, to the satisfaction of a Facilities Supervisor, to a condition not less than that existing immediately prior to the damage and without any expense to the City.

Designated Storage It is the responsibility of the Contractor to maintain and protect their expendable materials, supplies and equipment to service the contract. The Facilities Operations Supervisor will identify a designated storage area that material and equipment can be stored at the end of each work shift, if required. It shall always be the responsibility of the Contractor to maintain these areas in an orderly and clean manner at all times.

Clothing Employees need to maintain a clean and neat appearance while on the job. Clothing consisting of pants and shirts shall not be ripped or have holes in the material. Shirts and hats shall be free of obscene or questionable language. No cutoffs or short pants are allowed. The contractor is representing the City of Aurora while on site.

Contractor’s Equipment The City shall not be responsible in any way for the Contractor’s supplies, materials, equipment or personal belongings that may be damaged or lost by fire, theft, accident, or other conditions or circumstances.

Security Clearance All employees will be issued a personal photo ID badge provided by Facilities Operations Division.

This badge is required to be worn and visible at all times while on the work site. The City reserves the right to deny access to any individual at the Cities sole discretion.

Safety Requirements

General

The contractor shall comply with all applicable safety rules, regulations, and safety standards as adopted by the Colorado Department of Labor and Employment, and/or adopted by the City of Aurora.

All Contractor supplies and equipment shall be kept out of traffic lanes or other areas where they might be hazardous and shall be properly secured at the end of each work period in designated areas approved by the Facilities Management Division.

Electrical All electrical equipment used by the Contractor shall meet all OSHA safety requirements and shall be UL approved. All tools will be required to be GFCI protected. This equipment must operate using existing building circuits. The Contractor shall prevent the operation or attempted operation of electrical equipment or combination of equipment, which require excessive power requirements causing building circuits to trip out.

Safety Identification Signage The Contractor shall be responsible for posting temporary Work Area Safety Signs when needed or required, notifying others that a hazard exists.

City Observed Holidays The city observes the following holidays. All requests for working any of these city holidays to perform routine inspections will require a special variance and authorized by the Facilities Operations Supervisor 3 days in advance.

1. New Year’s Day

2. Martin Luther King Jr. Day

3. President’s Day

4. Memorial Day

5. Juneteenth Day

6. July 4th

7. Labor Day

8. Veterans Day

9. Thanksgiving Day

10. Day After Thanksgiving Day

11. Christmas Day

SECTION I

SCOPE OF WORK

General Scope of Work:

The City of Aurora, Facilities Operations Division, is seeking bids from qualified Fire Protection companies to provide a full comprehensive NFPA Fire Protection program to include systematic inspections, repairs and maintenance services for alarm panels, fire sprinkler systems, and kitchen hood systems. Fire extinguisher inspections and backflow certifications are not included within this proposal.

General Building Descriptions Facilities Operations is responsible for approximately 140 buildings, of which, 60 buildings have fire protection systems consisting of 50 fire panels, 34 sprinkler systems, pre-action systems and 7 kitchen hood systems.

Four (4) of the campus locations have multiple buildings connected to a common fire panel. A complete list of all building properties and associated fire protection systems is listed in Attachment 1 - Fire Protection Field Equipment Data Sheet.

Fire Inspection Requirements The following fire inspections are required:

• Fire Alarm Panels

• Fire Sprinkler Systems

• Fire Sprinkler 5-Yr Pipe Inspection and Flow Test

• Pre-Action Systems

• Kitchen Hood Systems

• HVAC - Roof Top Duct Detector Systems

It’s the cities intention to provide an escort from Facilities Operations staff during all inspections. All Inspections must be accomplished during normal business hours with the exception of City Hall and the Aurora Courts Building, so as not to interrupt normal business within City Hall or during Court Hearings.

Aurora Fire Department Acceptable Minimum Standards The Aurora Fire Department has the following minimum acceptable standards and shall be adhered to in all areas of the Fire Protection Systems.

1. General Alarm Monitoring Standards Facilities Operations currently holds a contract with Mountain Alarm for all fire alarm monitoring. Before proceeding with any fire inspection, the fire alarm technician shall work directly with Facilities staff to notify the monitoring agency of inspections being performed and when to restore monitoring service, as appropriate.

2. Technician Required Certifications

a. All fire protection systems are to be maintained and tested by a certified Fire protection company. At a minimum, Field Inspectors shall hold a current NICET 2 license or greater.

b. At a minimum, each Technician must have a current NICET 1 certification/license or equivalent.

c. Documentation of personal certifications/licenses will be required for each Technician assigned to this contract. See submittal requirements.

3. Report Requirements

All inspection reports must adhere to current NFPA codes and Aurora Fire Department requirements (Agency Having Jurisdiction). At the completion of each inspection, the contractor shall submit a detailed report within 5 business days to both Facilities Operations and Aurora Fire Department, refer to contact information for each Facilities Supervisor below. Failure to provide a report in a timely manner may result in the contractor being considered non-responsive and the contract terminated.

Fire Protection Preventive Maintenance Inspections A periodic inspection is required for each type of fire protection system and shall be scheduled 10 days in advance with the appropriate Facilities Supervisor prior to arriving on site. It’s preferable to pre-schedule with each supervisor all inspections by the end of the month prior to next month’s inspection. This will allow each Facilities Supervisor enough time to notify building users of the upcoming inspections. If an inspection must be rescheduled for any reason, a minimum of 10 days must be given to the supervisor so they can again confirm the new date with the building users.

After each periodic inspection is complete, a written report shall be provided to Facilities Operations General Mailbox within 5 business days after the inspection is complete. Deficiency that do not meet current NFPA requirements should be noted and included within each inspection report.

All Inspections must be accomplished during normal business hours, except for City Hall and Court Building, so not to interrupt normal business operations or Court hearings.

Note: Aurora Senior Center (ACAA) - has a hybrid nitrogen fire sprinkler system that requires special attention and inspection requirements.

Note: City Hall, Courts and Police Headquarter buildings shall schedule testing all horns and strobes on a Saturday so not to interfere with normal building operations

City buildings are divided into three (3) separate areas. Below is the contact information for each Facilities Supervisor’s area and will be the point of contact for coordinating monthly inspections:

North Maintenance Area Supervisor Jeremy Madril jmadril@auroragov.org

South Maintenance Area Supervisor Jacob Hayes jhayes@auroragov.org

AMC / City Hall Maintenance Area Supervisor Vince Cox vcox@auroragov.org

Facilities Operations – General Mailbox All Reports fm-vendors@auroragov.org

Routine and Emergency Repair and Maintenance Requirements All repair and emergency services must adhere to the current NFPA standard codes and Aurora Fire Department requirements. Contractor must be able to service and repair all systems types and manufactures of Fire alarm panels, pull stations, smoke detectors, heat detectors, duct detectors, thermal detectors, horn devices, strobe devices, horn/strobe devices, fire dampers, sprinkler heads, tampers, flow switches, fire pumps and kitchen hood components.

Facilities operations staff will contact the Fire Protection vendor for all emergency and routine maintenance repairs and provide a specific Work Order number for each job that identifies authorization to proceed. Most immediate repairs are requested during normal working hours with the occasional calls during nights, weekends and holidays It is assumed that all time and material repair requirements mailto:jmadril@auroragov.org mailto:jhayes@auroragov.org mailto:vcox@auroragov.org mailto:fm-vendors@auroragov.org will require only one (1) technician. Prior authorization from a facilities Supervisor is required before billing for additional manpower. In some situations, Facilities Supervisors will request written estimates for repairs prior to approval and issuing a work order number for authorization.

During emergency repairs the contractor is required to respond on site within 4 hours after receiving the initial emergency call. This requirement is 24hrs, 7 days a week, 365 days a year. Facilities will identify the initial call as being an emergency.

Contractor Personnel Contractor shall provide qualified inspectors and repair personnel to perform all inspections, repairs and services. Contractor personnel working on-site shall hold a NICT 2 Certificate or greater and have a minimum of six years hands-on- experience in repairing all types of fire protections services.

Work Site Requirements While performing onsite inspections, proper precautions must be observed to avoid unnecessary dust, accumulated debris or damage to any building surface. In the case that damage does occurs while working on site, the contractor shall be responsible to make repairs to the full satisfaction of the City without any additional cost to the city. The successful contractor shall also cooperate with all those in authority and observe all city rules and regulations.

SECTION II

SUBMITTAL REQUIREMENTS

Contractors seeking pre-qualification for the subsequent bid opening must submit one (1) PDF file, organized in order and addressing items 1 through 19. The Statement of Qualifications shall be retained by the City of Aurora and cannot be returned. The information provided in your company’s submittal is the basis for evaluation of each company’s qualifications. Omission of any of the requested information will affect your company’s overall evaluation for the IFB. Please provide responses on your company’s letterhead.

Statement of Qualification responses will only be considered from Contractors who are established in the fire protection inspection, maintenance and repair services industry and have experienced personnel able to provide the services required by the City. Please do not include extraneous brochures.

1. Company Name, Address, Phone Number, Web Site

2. Contact information for service calls during normal business hours and non-business hours

3. Number of years company has been established under its current company name

4. Total number of Journeyman NICET 2 Fire Panel Technicians available for field service at any given time

5. Total number of Journeyman NICET 2 Fire Sprinkler Mechanics available for field service at any given time

6. Total number of Kitchen Hood Mechanics available for field service at any given time

7. Provide training certifications and/or professional licenses for relevant employees

8. Total number of company service vehicles available to provide service at any given time

9. Provide a complete list of all Fire panel manufacturers that your company is certified to repair

10. Provide a complete list of all Fire panel manufacturers that your company is certified to re-program

11. Describe in detail company experience of similar type inspection and repair contracts over the past 3 years

12. Describe in detail company experience in inspecting and repairing sprinkler systems

13. Describe in detail company experience in inspection and repairing kitchen hood systems

14. Provide a list of (5) five local customers that can be contacted as a reference.

Include the following information for each reference: Business type, Contact name, Phone number, Brief description of services performed

15. Provide a list of all proposed subcontractors that your company would use, if required, to assist in providing any portion of this contract

16. Provide a sample copy of your company’s service repair work-order ticket

17. Provide a sample copy of your company’s Annual Inspection document for alarms, sprinklers, and kitchen hoods.

18. Describe in detail your dispatching procedures when receiving a repair or emergency call during normal business hours and non-business hours

19. Forms

• Request for Business Size Status; refer to Section VI

• Open Records Request Form; refer to Section VII

• W-9 Taxpayer Identification; refer to Section VIII

• Bid Response Check List; refer to Section IX

The Bid Price Sheet and signed Contractor Acknowledgement Form (Binding Offer) form must be submitted as a separate file, using the attached Excel spreadsheet and referenced form in Section V.

SECTION III

EVALUATION CRITERIA

Each contractor’s submittal will be evaluated based upon the following criteria. The evaluation team will develop a list of pre-qualified contractors. Only those pre-qualified will move forward in the process and shall have their bid pricing opened.

CRITERIA: Points

Company Service Tickets and Annual Inspection Reports 10

Company Experience and Qualifications 25

Company Personnel Qualifications 25

Company References/Past Performance 25

Overall Ability to Perform the Requirements 15

Section IV Bid Price Sheet

The bid price sheet has been provided in an Excel format; refer to attachment titled “Bid Price Sheet”.

The undersigned, having familiarized themselves with the requirements of Invitation for Bids B-4763, issued by the City of Aurora, Colorado, hereby propose to furnish Fire Protection Maintenance, Repair, Testing and Inspections Services to the City of Aurora in accordance with the requirements of said bid request. Pricing must remain firm during the first 12-month period.

Bids must be provided on attached Bid Pricing Sheet form only. Bids submitted in any other format will not be accepted. Do not alter the document or add pages, or additional line items or your bid will be considered non-responsive and removed from consideration. The City prefers the Bid Pricing Sheet be submitted as an Excel document and the Contractor’s Acknowledgement Form as a PDF.

Should any interested contractor find any part of the listed specifications, terms and conditions to be discrepant, incomplete, or otherwise questionable in any respect, it is the responsibility of concerned party to notify the “City Contact” identified in this solicitation of such matters to obtain clarification(s). Failure to seek clarification(s) that could possibly have a negative impact on a contractor’s bid shall not be the fault of the City.

Quantities/hours provided on the Bid Price Sheet are the City’s best estimates provided for evaluation purposes only and constitute no guarantee of what service quantities/amounts, if any, may actually be ordered during the contract period.

Bidders must price all line items to be considered for award.

Vendors shall complete the Bid Price Sheet attached separately from this solicitation document as an Excel spreadsheet. Unit price shall be for quantity of 1 each for all items specified on the price sheet. Vendors are responsible for confirming their unit pricing, total pricing, and total bid price.

Section V Contractor Acknowledgement Form (Binding Offer)

In submitting this bid, it is understood that the right is reserved by the City of Aurora to reject any and all bids, and to waive any informality in bidding.

The undersigned, having familiarized themselves with the requirements of Invitation for Bids #B-4763 issued by the City of Aurora, Colorado, hereby proposes to provide Fire Protection Maintenance, Repair, Testing and Inspections Services to the City of Aurora in accordance with the requirements of this bid request.

The undersigned further states that this proposal is made in good faith and is not founded on, or in consequence of, any collusion, agreement or understanding between themselves and any other interested party.

Please print or type complete information under each category with exception of signature of principal.

PURCHASE ORDER ADDRESS FIRM NAME

PRINCIPAL’S NAME

SIGNATURE OF PRINCIPAL

REMITTANCE ADDRESS IF DIFFERENT

THAN ABOVE

TITLE

DATE

PHONE

EMAIL

WEBSITE ADDRESS

Section VI Request for Business Size Status

Please provide us with the information requested below to help us do a better job of soliciting City of Aurora requirements:

The North American Industry Classification System (NAICS) code for this award is: 561790

The small business size standard the City of Aurora designates for this award is $4.00 million U.S. dollars Employees

Identify the business size status of your firm based on the above small business size standard:

Large Business

Small Business Enterprise

If your business is a Small Business Enterprise, please identify if your firm is in one of the following categories

Minority-owned Contractor

Woman-owned Contractor

Minority/woman-owned Contractor

Veteran

Disabled Veteran

Other

From what source did you learn about his solicitation to which you are now responding?

Website;

Newspaper (please name the paper);

Fax;

Automatic notice by E-mail;

Telephone call from buyer;

Other (please describe):

Section VII Open Records Request

Finance/Purchasing &Contracts 15151 E. Alameda Parkway, Ste. 5700 Aurora, Colorado 80012 Phone: 303-739-7100 www.auroragov.org

RE: Request under the Colorado Open Records Act

IFB #B-4763: Fire Protection Maintenance, Repair, Testing, and Inspections

Bids submitted by contractors in response to the City of Aurora’s Invitation for Bids, B-4758 are subject to the Colorado Open Records Act. Should the City receive a request for the release of any information in the Contractor’s proposal in accordance with the open records law, the City will review the Contractor’s proposal, giving consideration to the portions that the Offeror indicated contained trade secrets, privileged information, or confidential commercial, financial, geological, or geophysical data, and may release only that information which has not been identified as confidential and/or proprietary in your proposal pursuant to C.R.S. 24-72-201.

By having an authorized officer of the company sign below, offeror agrees to indemnify the City of Aurora for any and all attorney fees that the City may incur in defending the withholding of such information.

Company Name

Name (Print or Type) and Title

Signature

Date http://www.auroragov.org/

Section VIII W-9 Form

Request for taxpayer identification number and certification (W-9 Form) may be found using the following link:

https://www.irs.gov/pub/irs-pdf/fw9.pdf https://www.irs.gov/pub/irs-pdf/fw9.pdf

SECTION IX

Bid Response Check List

BID NUMBER: B-4763

BID TITLE: Fire Protection Maintenance, Repair, Testing and Inspections BID DEADLINE: July 28, 2025, by 10:00 a.m. MDT

To: Bids shall be submitted electronically only through the Rocky Mountain E-Purchasing System (BidNet @ www.bidnetdirect.com/colorado ) no later than 10:00 a.m. MDT, July 28, 2025. Bids shall consist of the following:

_____ Completed Section II – Submittal Requirements

_____ Completed Section IV – Bid Sheet (separate Excel document)

_____ Completed Section V – Contractor Acknowledgement Form (Binding Offer)

_____ Completed Section VI – Request for Business Size Status

_____ Completed Section VII– Open Records Request

_____ Completed Section VIII – W-9 Form

Informational:

_____ Review of Section XI – Sample Service Agreement and Insurance Requirements that will be required to be executed with awarded Contractor http://www.bidnetdirect.com/colorado

SECTION X

SMALL BUSINESS ENTERPRISE PROGRAM

Objectives of the SBE Program The City’s Small Business Enterprise (SBE) Program demonstrates the City’s commitment to the SBE community by promoting economic growth within the local business community and providing a development program to assist SBEs regardless of gender, age, race or ethnicity.

For purposes of the City’s Program, SBEs are defined as a small business if they meet 50% of the Small Business Administration’s size standard that applies to the appropriate North American Industry Classification (NAICS) code for the scope being procured. SBEs shall self-certify as to their business size status.

As part of the SBE Program, contracts over $250,000 awarded to large businesses by the City’s Office of Purchasing Service shall require that the large business use a good faith effort to award no less than 10% of their subcontracting dollars to SBEs, if they plan to subcontract any portion of the work. This Program does not apply to large businesses that will perform 100% of the contract work with their own workforce without using any subcontractors and or to the apparent low bidder that has self certified themselves as a small business enterprise.

Contractors are encouraged to identify as many aspects of the work as possible to enhance the utilization of SBEs. Contractors are expected to use qualified SBEs. To be qualified, SBEs must have the necessary financial capabilities, skill, experience, and access to the necessary staff, facilities and equipment to perform the work or to provide the supplies or services that are required.

Good Faith Effort If the objective specified herein has not been met, it shall be the responsibility of the large business apparent low bidder to demonstrate its good faith efforts in attempting to meet the objective. The large business apparent low bidder, if it has not met the specified objective, must provide a completed Good Faith Effort Questionnaire in support of its good faith effort to meet the objective for evaluation and approval by the City.

SBE Program Documents In order to demonstrate compliance with the City’s SBE Program, the apparent low bidder must complete the initial “Request for Business Status” form (refer to Section V I of this IFB). If the apparent low bidder has self certified as a large business, then that contractor must sign and submit the attached forms entitled Statement of Intent to Use Small Business Enterprises (SBEs) and Individual Letter of Intent for Each Small Business Enterprise. In addition, if the SBE objective has not been met, the large business apparent low bidder will be required to submit the attached Good Faith Effort Questionnaire as provided for herein under "Good Faith Effort." All forms shall be submitted to the following location, preferably by email, by the large business apparent low bidder no later than three (3) working days following the bid opening:

Office of Purchasing Services

Attn: Michelle Evans Procurement Agent

15151 E. Alameda Parkway

Aurora, CO 80012

Email: mevans1@auroragov.org

Evaluation Criteria for a Good Faith Effort The adequacy of the large business apparent low bidder’s good faith effort will be evaluated based upon the following criteria:

1. The bidder’s outreach efforts, including:

➢ Advertising in trade association publications and other publications;

➢ Mailings to SBEs;

➢ Contacts with SBE contractor organizations;

➢ Phone contacts with SBEs; and

➢ Other activities identified by the bidder.

2. List items of work identified by the bidder for subcontract or supply to meet the Program objectives;

3. Efforts to negotiate with SBEs to obtain them as subcontractors or suppliers;

4. Efforts to provide SBEs a full and fair opportunity to bid, including the opportunity to review scope of work and to have the time to prepare bids and negotiate; and

5. The reasons why the bidder was unsuccessful in its efforts to obtain SBEs as subcontractors, suppliers or joint venture partners.

If the City determines that the large business apparent low bidder failed to make a good faith effort, the bid will be deemed non-responsive and will be rejected.

STATEMENT OF INTENT TO USE SMALL BUSINESS ENTERPRISES (SBE)

The large business apparent low bidder shall complete this form for the involvement of SBEs on this project. This form shall be submitted by the apparent low bidder within three (3) working days after bid opening.

The following SBEs will be utilized:

1. Name: ____________________________________

Type of Work: __________________________________________________________________

Amount of Contract:

2. Name: ____________________________________

3. Name: ____________________________________

(Attach additional sheets as required)

By executing this document, the bidder hereby certifies that it fully intends to employ the SBEs listed on this STATEMENT OF INTENT TO USE SMALL BUSINESS ENTERPRISES. Should one or more listed SBEs be deleted after the bid has been submitted or if it becomes necessary to replace an SBE, the

CONTRACTOR MUST OBTAIN PRIOR WRITTEN APPROVAL FROM THE CITY.

Total Amount of Anticipated to be Subcontracted: %

Total SBE Program Participation Achieved: %

Bidder:

(Company Name)

By:

(Bidder’s Authorized Representative)

Name:

(Type or Print)

Title:

Date:

INDIVIDUAL LETTER OF INTENT FOR EACH SMALL BUSINESS ENTERPRISE

The large business apparent low bidder shall complete this form for the involvement of SBEs on this project. This form shall be submitted by the apparent low bidder within three (3) working days after bid opening.

BIDDER INFORMATION:

Name:

Address:

Telephone:

SBE INFORMATION:

Name:

Address:

Telephone:

Type of Firm: Subcontractor Supplier

The North American Industry Classification System (NAICS) code for this award is __________.

The small business size standard designated for this award in accordance with the City of

Aurora’s SBE Program is ________________ U.S. dollars Employees

Description of work to be performed:

Estimated start date: __________________

Total value of estimated work:

BIDDER INTENDS TO UTILIZE THE ABOVE-NAMED SBE FIRM FOR THE WORK DESCRIBED

ABOVE.

Bidder: SBE Firm:

(Company Name) (Company Name)

By: By:

(Bidder’s Authorized Representative) (SBE’s Authorized Representative)

Name: Name:

(Type or Print) (Type or Print)

Title: Title:

Date: Date:

GOOD FAITH EFFORT QUESTIONNAIRE

The large business apparent low bidder who has failed to meet the SBE objective is required to complete and submit this form, along with supporting documentation. This form shall be submitted by the apparent low bidder within three (3) working days after bid opening. Please use an additional sheet when space is inadequate.

Project SBE Objective: 10% CONTRACTOR SBE PARTICIPATION: %

1. Did your firm advertise for SBE participation? Yes No

If yes, were the advertisements specific or general ?

In what publication(s) did your ad appear?

Please provide a copy of your advertisements.

2. What other sources did your firm use to solicit bids from SBE subcontractors and suppliers?

Please provide a copy of your advertisements.

3. What items of work were identified for SBE contracting opportunities? List the items of work identified and the percent of contract:

Item Percent of Total Subcontract Dollars

4. How many SBE firms did you contact by mail?

Please provide a copy of all materials mailed and a list showing to which SBE firms the various mailings were sent.

5. How many SBE firms did you contact by phone?

Please provide a list showing which SBE firms were contacted by phone.

GOOD FAITH EFFORT QUESTIONNAIRE (CONTINUED)

6. For subcontracts or supply contracts where an SBE bid, but was not used, provide the following information:

A. Scope of work SBE bid vs. scope of work non-SBE bid:

B. Amount of SBE bid vs. amount of non-SBE bid. (Note: Include the date the bids were received.)

7. If you negotiated with SBEs, but no negotiated subcontracts resulted, please give the reasons that your negotiated efforts failed relative to each such failure.

8. If you did not negotiate with any SBE firm(s) please explain why.

9. Please indicate how many negotiated subcontracts you entered into:

10. How many SBE firms reviewed the IFB at your office?

11. Have you previously proposed on work with public entities in which the bid documents set forth objectives for SBEs? Yes No

If the answer to this question is yes, please provide the following information:

A. Were you ever the selected firm? Yes No

B. Have you ever failed to meet a specified objective? Yes No

If yes, relative to each incident in which you have failed to reach the objective, please set forth the reasons for any such failure.

C. Has a bid submitted by your firm ever been rejected for its failure to respond to an SBE program? Yes No

D. Have you ever competed successfully for a public project and met the objectives specified therein? Yes No

If yes, please identify those projects.

Relative to each of the questions set forth above, please respond in detail on a separate piece of paper, if necessary. This information will be used by the City as an indication of your commitment to the City’s SBE Program.

Section XI Sample Service Agreement

SERVICE AGREEMENT

CITY OF AURORA

AURORA, COLORADO

TITLE: ______________________________________________

FILE NO.: _______________________________________________

P.O. NO.: _______________________________________________

Service Agreement (REV. 10 2024)

TABLE OF CONTENTS

Section I Contractor Responsibilities and Basic Services

Section II The City's Responsibilities

Section III Mutual Obligations of the City and Contractor

Section IV Payment and Fee Schedule

Section V Charter, Laws and Ordinances

Section VI Termination of Contract

Section VII Change Orders or Extensions

Section VIII Equal Employment Opportunity

Section IX Special Conditions

Section X Insurance Requirements

Section XI Examination of Records

Section XII Indemnification

Attachment 1: Scope of Work Attachment 2: Pricing Attachment 3: Insurance Requirements

A G R E E M E N T

THIS AGREEMENT, made as of the ___ day of ___ in the year 20___ by and between the CITY OF AURORA, hereinafter called the CITY, and ___________________________ with its principal place of business at______________________________________, hereinafter called the CONTRACTOR, WITNESSETH, that whereas the CITY intends that the CONTRACTOR, upon written authorization as hereinafter specified, shall perform services as hereinafter provided; which are in accordance with the project scope and any addenda thereto, which scope of services by this CONTRACTOR together with addenda, if any, shall become a part of this Agreement.

NOW, THEREFORE, the CITY and the CONTRACTOR for the consideration hereinafter set forth agree as follows:

SECTION I - CONTRACTOR RESPONSIBILITIES AND BASIC SERVICES

A. The CONTRACTOR agrees to perform services in connection with projects as hereinafter stated.

Refer to Special Conditions where applicable.

B. All work to be performed by the CONTRACTOR shall be authorized in writing through the Office of Purchasing Services subject to award as provided by Ordinance.

C. Time of performance. The services to be performed under this Agreement shall be commenced immediately upon issuance of a Service Agreement and a Purchase Order from the CITY and shall be completed no later _______________unless extended by the CITY in writing.

D. The CONTRACTOR shall inform the CITY in writing of any additional firms it intends to hire to perform work in connection with this Agreement and shall keep the CITY informed on any changes or additions to this information. The CITY will approve any additional firms prior to commencement of work per this Agreement. The CONTRACTOR shall be responsible for the performance of the additional firm(s). Nothing contained herein shall create any contractual relationship between any additional firm(s) and the CITY.

E. Scope of Work:

F. The CONTRACTOR shall be responsible for any injury to persons or damage to property to the extent arising from negligent or otherwise wrongful acts or errors and omissions of the CONTRACTOR, its agents and employees. If the CONTRACTOR knows of the damage the CONTRACTOR shall immediately notify the CITY, in writing, at their principal place of business, through the signatory to this contract. If the CITY discovers the damage, the CITY shall immediately notify the CONTRACTOR, in writing, at their principal place of business, through the signatory to this contract. Repair shall be accomplished under City direction and to City specifications so property is in as good or better condition than before damage. The CONTRACTOR shall provide the CITY with a certificate of liability coverage in accordance per the attached form 410-33.

SECTION II - THE CITY'S RESPONSIBILITIES

The CITY shall:

A. Provide full information including detailed scope as to its requirements for the services.

B. Give prompt notice to the CONTRACTOR whenever the CITY observes or otherwise becomes aware of any discrepancies in the services provided.

C. Furnish, or direct the CONTRACTOR to provide at the CITY'S expense, any necessary additional services.

D. The CONTRACTOR is not liable for delays in performance which are caused by the CITY, the CITY’S contractors, or events which are outside the control of the parties and could not be avoided by the exercise of due care.

SECTION III - MUTUAL OBLIGATIONS OF THE CITY AND CONTRACTOR

A. This Agreement does not guarantee to the CONTRACTOR any work except as authorized in accordance with Section I above, or create an exclusive contract.

B. The services and any and all interests contemplated under this Agreement shall not be assigned, sublet or transferred without the written consent of the CITY.

C. The CONTRACTOR and any and all of its personnel utilized by the CONTRACTOR under the terms of this Agreement shall remain the agents and employees of the CONTRACTOR and are not, nor shall be construed to be, agents or employees of the CITY.

D. All documents prepared in connection with these services shall become the property of the City.

E. Any information identified by the City as confidential shall be kept confidential by the CONTRACTOR.

SECTION IV - PAYMENT AND FEE SCHEDULE

It is understood and agreed by and between the parties hereto, that the CITY shall pay the CONTRACTOR for services furnished, and the CONTRACTOR shall accept as full payment for such services, amounts of money computed as follows:

A. Total Compensation: The CITY agrees to pay and the CONTRACTOR agrees to accept for the services contained in Section I contracted herein a sum not to exceed Dollars ($0.00). This amount shall include all services rendered by the CONTRACTOR under this Agreement including all travel, living and overhead expenses incurred in connection with performing the services herein except for special services authorized in writing by the CITY. The sum above stipulated shall be considered a "Not to Exceed" cost to the CITY. CONTRACTOR shall submit an invoicing schedule to be approved by the Project Manager.

B. Upon submission of CONTRACTOR invoicing to the CITY, payment shall be issued. It is to be understood and agreed that the CITY may require up to 30 days to process payment after date of receipt of invoicing.

SECTION V - CHARTER, LAWS AND ORDINANCES

The CONTRACTOR, at all times, agrees to observe all applicable Federal and State Laws, Ordinances and Charter Provisions of the City of Aurora, and all rules and regulations issued pursuant thereto, which in any manner affect or govern the services contemplated under this Agreement.

SECTION VI - TERMINATION OF CONTRACT

A. TERMINATION FOR CAUSE

In the event a material breach of this Agreement remains uncured following reasonable notice of said breach, the non-breaching Party may terminate this Agreement upon written notice specifying the effective date thereof, provided the other party shall have at least ten (10) days to cure any such alleged breach. In the event CONTRACTOR illegally discriminates among or against any person or persons, no opportunity to cure such breach need be provided by the CITY.

B. TERMINATION FOR GOVERNMENTAL CONVENIENCE

1. Change in CITY Policy. The CITY may terminate this Agreement at any time upon reasonable notice specifying the date thereof, provided the CONTRACTOR shall be compensated in accordance with this Agreement for all work performed up to the effective date of termination.

2. Non-Appropriation of Funds. The terms and conditions of this Agreement are subject to annual appropriation by the Aurora City Council.

3. The City’s liability for termination of this Agreement shall not exceed the total amount of this

Agreement.

C. EFFECT OF TERMINATION

1. Ownership of Work Product. In the event of termination, all finished and unfinished work product(s) prepared by CONTRACTOR pursuant to this Agreement shall become the sole property of the CITY, provided the CONTRACTOR is compensated in accordance with this Agreement for all work performed in accordance with this Agreement up to the effective date of termination. CONTRACTOR shall not be liable with respect to the CITY’S subsequent use of any incomplete work product, provided CONTRACTOR has notified the CITY in writing of the incomplete status of such work product.

2. CITY’S…