PH-PR-2025-10-2 Replace Boiler Sunset Pool.pdf

REQUEST FOR QUOTES

FOR

For: RFQ PH-PR-2025-10-2 Replace Boiler Sunset Pool City of Longmont

SECTION I. SCOPE, SPECIFICATIONS, REQUIREMENTS

A. Scope of Services

The selected contractor will be responsible for:

• Removal of Existing Boiler o Opening of the pump room roof (approximately 8–10 feet below grade) for access.

o Disconnection and safe removal of the existing 5 MBTU boiler.

o Proper disposal of all removed equipment and materials in compliance with local regulations.

• Installation of New Boiler o Crane hoisting of new boiler into pump room through roof opening.

o Installation of a properly sized boiler system (final sizing to be confirmed by contractor and City personnel).

o Connection to existing pool heating system and controls.

o All necessary plumbing, including appropriately sized gas piping.

o Sealing and weatherproofing of roof after installation.

• Testing, Commissioning & Certification o Start-up, testing, and verification of proper operation.

o Obtaining all required permits, inspections, and boiler certifications in compliance with state and local codes.

o Training for City staff in operation, basic maintenance, and winterization process.

o Provision of all manuals, warranties, and as-built documentation.

• Additional Contractor Responsibilities o The contractor shall:

o Obtain all permits, inspections, and required boiler certifications.

o Follow all codes, safety standards, and OSHA requirements.

o Coordinate schedules and major activities with the Project Manager.

o Protect existing structures/utilities and keep the site clean including finishing cleanup.

o Provide manuals, warranties, as-builts, and staff training at closeout.

B. Minimum Mandatory Qualifications of Proposer

1. Company Profile – including relevant experience with commercial pool or large boiler installations.

2. Technical Approach – proposed equipment specifications, installation plan, and schedule.

3. Project Team – key personnel assigned to the project and any subcontractors used.

4. Cost Proposal – including equipment, labor, crane services, roof access/repairs, permits, and any contingency.

5. Timeline – estimated start and completion dates, with milestones.

6. References – at least three (3) similar projects completed within the last five (5) years.

SECTION III. ADMINISTRATIVE INFORMATION

A. Process Subject to Purchasing Code

This procurement is subject to the Purchasing Code, Chapter 4.12 of the Longmont Municipal Code, (LMC).

B. Insurance

The awardee will be required to, at its own cost, secure and continuously maintain through the term of the contract the minimum insurance coverages listed below, with forms and insurers acceptable to City.

In addition, the awarded proposer will be required to maintain such coverages for the insurance listed in paragraphs 1, 3 and 4 below for two additional years. For any claims-made policy, awarded proposer will include the necessary retroactive dates and extended reporting periods to maintain continuous coverage.

1. General liability, including contractual liability, of at least $1,000,000 per each occurrence plus an additional amount adequate to pay related attorney's fees and defense cost.

Coverage must include bodily injury, property damage, personal injury, and contractual liability.

2. Comprehensive Automobile Liability with minimum limits for bodily injury and property damage coverage of at least $1,000,000 per each occurrence plus an additional amount adequate to pay related attorneys' fees and defense costs, for each of awarded proposer’s owned, hired or non-owned vehicles assigned to or used in performance of the contract.

3. Workers' Compensation according to the Workers' Compensation Act of the State of Colorado and Employer's Liability with limits of at least $500,000.

C. Modification or Withdrawal of Quotes

Quotes may be modified or withdrawn by the proposer prior to the established due date and time.

D. Minor Informalities

Minor informalities are matters of form rather than substance evident from the response or insignificant mistakes that the City can waive or correct without prejudice to other offerors. The City may waive such informalities or allow the offeror to correct them depending on which is in the best interest of the City.

E. Responsibility Determination

The City will make awards only to responsible offerors. The City reserves the right to assess offeror responsibility and may not make a responsibility determination for every proposer.

F. Confidential/Proprietary Information

The City neither requests nor encourages the submission of confidential/proprietary information in response to this RFQ. All quotes will be confidential until the City awards the successful offeror. At that time, all quotes and documents pertaining to the quotes will be open for public inspection, except for the material that is proprietary or confidential. The City will not consider a proposal in its entirety nor proposal price information to be confidential/proprietary.

G. RFQ Cancellation

The City reserves the right to cancel this RFQ at any time, without penalty.

H. Collusion:

Quotes will be rejected if there is reason for believing that collusion exists among the offerors. Participants in such collusion are subject to suspension and debarment pursuant to the Purchasing Code.

I. Incurring Costs

The City is not liable for any cost incurred prior to issuance of a legally executed contract or an official City purchase order.

J. Utilization of Award by Other Agencies

The City reserves the right to allow other state and local governmental agencies, political subdivisions, and/or school districts to use the resulting award under all terms and conditions specified and upon agreement by all parties. Usage by any other entity will not have a negative impact on the City in the current term or in any future terms.

K. Non-Discrimination

The proposer must comply with all applicable state and federal laws, rules and regulations involving non-discrimination on the basis of race, color, religion, national origin, age or sex.

L. News Releases

Neither the City, nor the proposer, will make news releases pertaining to this RFP prior to execution of the award without prior written approval of the other party. The City’s Public Information Office provides written consent on the City’s behalf.

M. Taxes

Pursuant to § 39-26-114, C.R.S. and §§ 4.04.090 and 4.04.290, Longmont Municipal Code as amended, the City of Longmont is exempt from paying sales or use taxes. Materials and equipment purchased solely for City projects, that will become a permanent part of the final project, are tax exempt. Contractors and all subcontractors must obtain their own tax-exempt number and certificate of exemption from the Colorado State Department of Revenue for each project. The Contractor must furnish a copy of such certificate to the City before purchasing any materials or beginning any Work. The City will furnish its tax-exempt numbers for the Contractor to reference when applying for its own tax-exempt number.

N. Other Statutes

1. The signatory hereto avers that he is familiar with Colorado Revised Statutes, 18-8-301, et seq. (Bribery and Corrupt Influence) and 18-8-401, et seq. (Abuse of Public Office) as amended, and that no violation of such provisions is present.

2. The signatory hereto avers that to his knowledge, no City of Longmont employee has any personal or beneficial interest whatsoever in the service or property described herein.

See C.R.S. 24-18-201 and C.R.S. 24-50-507.

O. Local and Small Business Preference

Effective for solicitations issued on or after October 6, 2009, the City of Longmont purchasing code (L.M.C.

4.12.190) establishes a preference for doing business with local and small, local companies. The following applies to this RFP process:

1. Local businesses will receive a 5% preference in the scoring of proposals.

2. Small Local businesses will receive a 2.5% preference in addition to the local business preference.

Applicable definitions are as follows:

“Local” means an active business that: (1) has an unrevoked Longmont sales and use tax license, (2) has a physical location with at least one employee operating legally within the Longmont city limits, and (3) is not delinquent in any payment or filing obligation related to City taxes.

“Small Local” means that proposer is a “Local” business with 35 or fewer employees. In order to qualify as small, you must first qualify as local.

Proposers who meet these criteria must certify themselves as such on the Proposal Acknowledgement form. Where applicable, the percentage increase will be an adjustment the total score for the proposal.

P. Livable Wage Required

For new contracts for the provision of services issued after January 1, 2023, the awarded proposer must pay at least a minimum livable wage of $21.07 per hour or $43,825.60 annually, not including fringe benefits, to full-time employees of the awarded proposer for work performed and billed under the resulting contract. The City may annually adjust the required livable wage to account for inflation. This requirement will not apply to contracts exempt from the Purchasing Code (L.M.C. §4.12) or when using non-City funds.

Proposer certifies that it will comply with this wage requirement. The minimum livable wage requirement shall be binding upon the assignees and successors in interest of the resulting contract.

Q. Accessibility

Awarded proposer shall comply with all applicable provisions of §§24-85-101, et seq., C.R.S., and the Accessibility Standards for Individuals with a Disability, as established by the Colorado Governor’s Office of Information Technology pursuant to Section §24-85-103 (2.5), C.R.S. Awarded proposer shall also comply with all State of Colorado technology standards related to technology accessibility and with Level AA of the most current version of the Web Content Accessibility Guidelines (WCAG), incorporated in the State of Colorado technology standards.

SECTION IV. EVALUATION AND AWARD

A. Determination of Responsibility of the Offeror

The City of Longmont awards contracts to responsible proposers. The City reserves the right to make its proposer responsibility determination at any time in this RFP process and may not make a responsibility determination for every proposer.

The City of Longmont’s Municipal Code defines a “responsible offeror” as one who is “capable in all respects of fully performing the contract requirements and possessing the integrity and reliability to assure good faith performance.” The City reserves the right to request information it deems necessary to determine a proposer’s responsibility. If the proposer fails to supply the requested information, the City will base the determination of responsibility upon any available information or may find the proposer non-responsible if such failure is unreasonable.

B. Award

The City will award the responsive, responsible offeror providing the most advantageous pricing to the City.