Procurement_Initiation_Form-EM_Solar_Invertor_Replacement.pdf

Internal Use Only

Procurement Initiation

Form

New Procurements

Regional Transportation District Denver, CO

East Metro – Solar Inverter Replacement - 2026

Version 2.1

2/5/25

Prepared By: Abhishek Phanse

Project Manager: Abhishek Phanse Sponsoring Manager: Richard Rost

Rev 2.1 2/5/25

General:

Please fill out all sections of this Procurement Initiation Form (PIF) when submitting a purchase requisition (PR) for a new purchase of non-inventory goods or services. While some sections may not be applicable to your procurement request, this document will provide the purchasing agent the the information necessary to begin processing that request. This document is designed to increase the accuracy and efficiency of the procurement process by ensuring necessary information and documentation is provided at the time of submittial of a PR to allow to Contracting and Procurement (C&P) to timely process the PR. THIS COMPLETED FORM AND SUPPORTING DOCUMENTATION MUST BE

ATTACHED TO YOUR PR SUBMITTAL IN ORACLE.

C&P Contracts Manager, Brenda Leo, will be available to answer questions regarding this PIF. Recorded PIF trainings will be available on the HUB for reference. Failure to properly complete this form and submit the required documentation may result in delays in processing your purchasing request or the possible rejection of your PR.

NOTE: This PIF is NOT a substitute for all steps necessary to obtain interal project approvals such as Infrastructure Change, Change Control Board, Budget approval, Strategic Plan alignment, IT project approval, etc. The purpose of this form is to include reviews which may affect the terms and conditions of the resulting contract. Only use this form once your project is ‘green lighted’ with all required project steps and is ready to submit for a PR to initiate the procurement process.

FORM:

Please fill out the requested items using the comments embedded in the document as guidance and replace all yellow highlighted text with the appropriate information, following the instructions in the comment sections. Please remove all yellow highlights and comments from the final version of this document.

0. Early Assessment Use this step if you are new to RTD procurement, are procuring something you have not procured before, or need guidance.

Name of Project Name of Project

Requester A project representative sends an executive summary of what is involved to C&P Contracts Manager

C&P Contracts Manager or a designee provides early guidance as to what is needed, Procurement representative may be involved early in shaping complex procurements.

1. Request Details

Name of Project East Metro – Solar Inverter Replacement - 2026

Requester Abhishek Phanse

Sponsoring Manager Richard Rost

Project Summary 1-2 sentences max

Scope of work includes design, supply and installation of new (4) solar inverters compatible with existing photo voltaic system with associated design, materials, labor and commissioning. In addition provide pricing for additional inverters that could be supplied and installed as Add/alternates.

Target Date for Contract Award

August 1, 2026

Procurement Type To be reviewed by Contracting and Procurement

Note: Procurements under $10,000.00 do not require a competitive procurement, but still need to be submitted to Contracting and Procurement

BEST VALUE

procurements require Evaluation Criteria.

☒ Request for Proposal (Best Value, ≥ $250,000)

☐ Request for Qualifications (Qualifications Based, ≥ $250,000)

☐ Invitation for Bid (Cost is Only Criteria for recommendation for award, ≥ $250,000)

☐ Request for Quotation (Fixed Price, Cost is Only Criteria, ≤ $250,000)

Other Type of Contract (please select type):

☐ Cooperative ☐ Piggyback ☐ GSA

Vendor Name: Contract #:

Contact Name: Email:

Phone #:

☐ Sole Source

If YES, attach approved Sole Source Justification memorandum.

Federal Funding or Other Grant/Award?

☐ Yes

☒ No

☐ Local funds but may want to add federal funds in the future

Type of Grant/Award:

☐ CDOT Project/Award #:

☐ FHWA Section 130 Project/Award #:

☐ Other Grant Project/Award #:

Please enter name of “Other Grant” Approved in Mid- Term Financial Plan

(MTFP)?

☒Yes, Year Approved: 2026

☐No, Explain Funding Source:

Budget Code(s) Project: 12627 Task: 10.2 Award: LC-01-7402-26

Budget Owner Richard Rost

Period of Performance 1.Base Contract/Project 2.Followed by Maintenance Years and/or Option Years available included as part of base scope (if applicable)

1. Six Months

ICE (Independent Cost Estimate) Total Base Cost Sum of Independent Cost Estimate (ICE) – Base Costs Only

Total Cost: $97,971.23

Cost of Total Option Years (if applicable)

N/A

TOTAL BASE COST

with OPTIONS Sum of Independent Cost Estimate (ICE) – Base Plus All Options

N/A

COMPLETED/FINAL

Statement of Work/Scope of Work/Specifications

The final documents are attached to the Purchase Requisition, including referenced exhibits, drawings, etc.

2. Information Technology Review

If your procurement involves any element of technology you must follow the process in the Technology Procurement Guide found on thehub. This should be completed before a PR is submitted. This review is NOT the IT project approval, but a review to ensure any specific IT terms and conditions such as RTD’s cybersecurity computing policy is included in the procurement packet.

Did IT complete a project intake request and assist in creating your IT Procurement Package?

☐ Yes – IT Procurement Package was approved and contains Scope of Work (SOW), Compliance

Matrix, Internal Cost Estimate (ICE), Technology Terms and Conditions, appendix documents, and Technology & Architecture Governance (TAG) recommendations, or an exception approval from the Senior Manager of IT.

https://rtddenver.sharepoint.com/sites/Admin/IT/IT%20Policies%20and%20Procedures%20Wiki/Technology%20Procurement%20Guide.aspx https://thehub.rtd-denver.com/

☒ No –This Project does not have any IT component.

3. Civil Rights Division (SBO & Title VI) Review

A. SBO Review. All NEW procurements with a cost of $10,000 or more MUST be reviewed by RTD’s SBO for a Small Business Enterprise (SBE) or Disadvantaged Business Enterprise (DBE) goal determination prior to submitting a Purchase Requisition. This includes both locally and federally funded projects.

a. The following documents must be sent to the SBO Manager for review and goal determination:

1. Final SOW/Specifications

2. Final, detailed ICE

3. Completion of the SBO RTD Goal Assessment Form (pages 2 and 3).

4. The SBO may request additional information from the PM as needed.

5. The SBO may require a meeting with the PM to discuss the project to assist in their review and goal determination.

b. Upon SBO’s completion of review and goal assessment, a Goal Determination Letter will be provided to the PM. If a goal is established, SBO will also provide a list of DBEs/SBEs or WMBE certified firms, that could potential be proposers/bidders or serve as a subcontractor, when available. PM review of this list is necessary to ensure that the certified DBEs, SBEs or WMBEs firms are relevant to the solicitation/project.

c. The Goal Determination Letter is attached to the Purchase Requisition.

B. Title VI Review. The Civil Rights Division will also review your SOW for a Title VI assessment if your project contains elements subject to RTD’s Title VI policy. Title VI review is only necessary when a contract will include service provisions, or the work of the contractor directly interfaces with customers. If the Civil Rights Division requires additional terms, conditions, or instructions to apply to your project, you must provide those requirements as part of this packet.

Does your project or service directly interface with customers?

☐ Yes – flag for review by Transit Equity Manager when sending to SBO for goal assessment review.

☒ No - This Project does not have any public interface.

4. Asset Management Requirements

A. Advance Shipping Notice. Will RTD receive any shipped, high-value materials, such as computer hardware, vehicles, office furniture, etc. as part of this procurement?

☐ Yes

If yes, you must include the following requirements in your Statement of Work:

• Vendor must complete the Advanced Shipping Notice template received from IT for IT assets (attach template as appendix to Statement of Work)

• Vendor must apply RTD asset tags to each piece of equipment (a vendor fee may be required)

If you have questions about the purpose or use of these vendor templates, or you are not sure whether these requirements apply to your purchase, please contact the:

- IT Service Delivery or Asset Management team.

☒ No – Not applicable to this purchase

5. Chemicals and Hazardous Materials

Does this project include the purchase or use of chemicals or hazardous materials?

☐ Yes – Include what proposed materials would be included and what contractual term, conditions or documents may be required by RTD’s Safety and Environmental Compliance team such as a Safety/Environmental Product Evaluation Request Questionaire or Safety Data Sheet.

If yes or if you are not certain, you must contact RTD’s Senior Manager, Safety and Environmental Compliance team for pre-approval and any contract terms and conditions related to the shipping, storage or use of specified chemicals or hazardous materials.

☒ No – Not applicable to this purchase.

6. Evaluation Criteria

The following criteria will be used to evaluate proposals for the project engagement. List in descending order of importance (most important first).

Criteria Examples are below. Adjust as needed for your project. Cost must be one of the criteria outlined (unless the solicitation will be a Request for Qualifications).

Criteria Weight (%)

Approach to accomplishing the expectations stated above, ensuring that entire scope of services is fully executed to the satisfaction of

RTD.

15%

Cost 50%

Past relevant experience with the subject matter. Consider references. Experience working with government entities a plus.

15%

Ability to provide the services including developing a timeline, budgeting, planning, software development and customization, team training, scheduling and production.

10%

Qualifications of staff 10%

SBE/DBE Goal (If IFB Pass/Fail, RFP 5% or 10%) https://rtddenver.sharepoint.com/sites/Admin/IT/SM/Lists/Whos%20Who/AllItems.aspx https://rtddenver.sharepoint.com/sites/SSF/AM/Lists/Whos%20Who/AllItems.aspx Patrick Naulty Cross-Out

Patrick Naulty Inserted Text Project Plan and Schedule

Total 100%

7. RTD Key Personnel

The following key RTD personnel are involved in the project implementation:

Name Title Role(s) Proposal Evaluation

Team?

Abhishek Phanse

Electrical Engineer IV

Project Manager Yes

Kevin Wilkes Supervisor, Facilities Maintenance

Assisting contractor and design teams during construction

Yes

Richard Rost Manager, Facilities Engineering

Assisting PM during construction Yes

Alexis Serrano- Castro

Manager, Small Business Opportunity Office (SBO)

Assisting with SBO Opportunities Yes

8. RFP Submittal Information for Evaluation

The following questions can assist proposers in preparing the proposal submittal information.

What information do you need submitted in order to evaluate proposals for your project? Only request information that you think you will use to evaluate the proposer. Some examples are listed below:

Company Information

• Address of headquarters and location(s)

• Main phone number

• Website

• Legal entity type (ex. corporation, partnership, sole proprietor, other)

• State or country of incorporation / registration

• If you are a subsidiary of any other company, please specify your parent company

Company Point of Contact

• Full name

• Title

• Phone number (including country code + area code)

• Email address

Company Background

• How many years has your company been in business?

• Describe the key point of difference between your company and its competitors

• Total number of active accounts / customers by year for the last three years

• Identify by name a minimum of three accounts / customers

Company Experience

• How many projects of this type (using your chosen solutions(s)) has your firm contributed to or completed within the last two years?

• What is the level of ongoing support your firm provides to your prior customers (using the prior question as an example)?

• Provide a short description of at least one significant project within the last two years that is relevant to this project. Please include:

o Industry of the customer company o Customer company size (number of employees or revenue, for example) o A description of the solution implemented o Number of users impacted by the solution implemented o Duration of the project o Number and type of staff assigned to the project o Percentage of work performed onsite vs. remotely o A key lesson learned, or a challenge and how you overcame the challenge o Impact of the project’s final outcome

• Provide a brief overview of your firm’s experience and expertise in the following areas related to the scope of work:

o Scope area 1 o Scope area 2 o Add scope area inquiries as necessary

• Please provide samples of appropriately redacted sample work, such as presentations, reports, or summary of results from similar prior projects

• Please provide reports or other evidence attesting to your company’s security and / or operational controls; for example, third party audit reports or attestations

Personnel Qualifications

• Describe how your firm will provide or structure the staff required to support this project

• Will your firm be using local staff? If not, please elaborate.

• Will your firm be employing any subcontractors or subcontractor services in the fulfillment of the scope of work?

• Describe your firm’s project management, knowledge management, and documentation practices

• For what period(s) or spans of time are the key personnel that will work on this project available?

System Design and Functionality Compliance with Scope (if a compliance matrix is used) Project Plan and Schedule

9. Payment Milestones (Contract will reflect Monthly, Annual, etc.

or Milestone payments)

Suggested payment milestones are as follows:

# Payment Milestone Payment Schedule

1 Monthly Progress Payments

10. RTD Approval

Please indicate the highest level of approval necessary for your request for contract award approval:

☐ RTD Board

☐ General Manager and CEO (under $2.0 million and subject to exceptions)

☐ Director of Contracting and Procurement (up to $1,000,000)

☒ Contract Manager / Manager, Materials Handling and Purchasing (up to $250,000)

☐ Purchasing Agent ($50,000)

☐ Buyer ($5,000)

11. Additional Forms/Information to be included in solicitation (as applicable)

☐ Non-Disclosure Agreement (NDA)

☐ Background Check Certification

☒ Bond Requirements, if applicable.

☒ Liquidated Damages (Provide documentation to include requested amount and basis for calculation of request)

Add other forms as needed.

Purchase Requisition Checklist

Required Documents

New Procurements

The following documents MUST be attached to the Purchase Requisition (PR), if applicable as described in this checklist and the Procurement Initiation Form. If the required documents are not attached, the PR may be returned. Please direct questions to Brenda Leo, Contracts Manager.

I. REQUIRED DOCUMENTS (ALL NEW PROCUREMENTS):

☒ SBO Goal Determination Letter (new solicitations over $10,000 only).

☐ SBO’s Distribution List, if applicable, revised by Project Manager to remove unrelated vendors

☒ Final Scope of Work/Specification (using current RTD Writing Style Guide and business templates [Tahoma 11pt font])

☒ Independent Cost Estimate (ICE) – Detailed, in Excel Format, Preparer’s Name and Date

☐ General Manager Memo (if ICE is over $150,000)

☒ Procurement Initiation Form – complete

☒ Completed Purchase Requisition Checklist

II. ADDITIONAL REQUIRED DOCUMENTS (IF APPLICABLE):

☐ IT Projects: IT Review documentation/approvals.

☐ Cooperative Agreement contract documents

☐ Approved Sole Source Justification (SSJ) Memo, per the required format on Hub

☐ Federal Grant/Award application and award documents

☐ Final Compliance Matrix (IN Excel format)

☐ Final Drawing/Plans

☐ Any Title VI Instructions, Terms or Requirements from Civil Rights division

☐ Any contract terms, conditions or forms for procurements with Chemicals or Hazardous

Materials

☐ List of Vendors to Notify of Solicitation Advertisement (in Excel Template)

☐ Advance Shipping Notice for high value IT materials