Procurement_Initiation_Form_-TVM_Version_1.2.docx

Internal Use Only

Procurement Initiation Form Comment by Author: HOW TO USE THIS TEMPLATE

This template is designed to provide required information to Contracting & Procurement to help process your purchase requesition. Use this form for NEW procurements. Use the Amendment or Change Order version of this form if modifications are needed to an existing agreement.

Information in this document may not be shared external to RTD prior to contract award.

Please fill out the requested items and replace all yellow highlighted text with the appropriate information. Please remove all yellow highlights and comments from the final version of this document.

New Procurements

Regional Transportation District Denver, CO

Ticket Vending Machine (TVM) Replacement

Version 1.2 2/27/26

Prepared By: Scott Alexander

Project Manager: Scott Alexander Executive Sponsor: Kelly Mackey

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 internal 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.

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

Project Summary 1-2 sentences max The goal of this project is to replace current TVMs that are not PCI compliant with new TVMs which are compliant. Additionally, we will install new TVMs for the Colfax BRT corridor on East Colfax.

Procurement Type Comment by Author: Please select the type of solicitation you anticipate is needed. C&P can help with initial questions or discuss appropriate options as you are making initial proposal.

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 with Evaluative Criteria (Best Value, ≤ $250,000)

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

Other Type of Contract (please select type): Comment by Author: If you intend to use a cooperative, piggyback, US General Services Administration (GSA), or other type of contract, please select the type and include the Contract Name, #, and all related contract documentation, including vendor name, contact, email address and phone # with the Purchase Requisition.

☐ Cooperative ☐ Piggyback ☐ GSA Vendor Name: Contract #:

Contact Name: Email:

Phone #:

☐ Sole Source Comment by Author: If you intend to utilize a sole source for your procurement over $10,000, provide the approved request for sole source using the Sole Source Justificaton Memo template found on the C&P page of the Hub. Requests over $150,000 also require General Counsel approval. Submit the request memo directly to Dana Steele or through your Budget Analyst for approval prior to submitting the PR.

If YES, attach approved Sole Source Justification memorandum.

☐ No ☐ Local funds but may want to add federal funds in the future

Type of Grant/Award: Federal

Please enter name of “Other Grant”

☐No, Explain Funding Source:

Period of Performance Comment by Author: This information must be included on this form. It will be used in both the solicitation document and for the Cost Submittal form.

1.Base Contract/Project 2.Followed by Maintenance Years and/or Option Years available included as part of base scope (if applicable) 1.Base Contract 18 months.

2. 8 Years warranty and maintenance

ICE (Independent Cost Estimate) Comment by Author: ICE must detail all components of the service or project – in Excel format. Final ICE must be attached to the Purchase Requisition.

Total Base Cost Sum of Independent Cost Estimate (ICE) – Base Costs Only $18,236,419

Cost of Total Option Years (if applicable)

1,200,000

COMPLETED/FINAL Statement of Work/Scope of Work/Specifications

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. Comment by Author: All software licenses, subscriptions and purchases such as SAAS will need IT review. Additionally, there are products that interact with RTD IT systems that may need review as well. If in doubt of whether it needs IT review, please contact IT for clarification.

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.

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

3. Civil Rights Division (SBO & Title VI) Review Comment by Author: The SBO MUST review ALL new procurements over $10,000 for a goal assessment regardless of the funding source. Allow a minimum of 10 days for this review. This review must be done prior to submitting a PR as the Goal Determination Letter must be attached to the PR. If you are requesting a sole source, please provide SBO with the approved sole source memo as that will expedite their review process.

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 MUST be 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? Comment by Author: If your purchase is for materials with a value of over $5,000 for any one item may be considered “high value”.

☒ 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? Comment by Author: This includes lubricants, chemicals, cleaners, solvents, paints, certain plastics, fuels, etc. that may be purchased, used or stored as part of a project.

This section is to flag procurements that include chemicals and hazardous materials. More information about these requirements will be communicated and published by Q1 2023. Contact RTD’s Safety and Environmental Compliance team with specific questions as these products may affect the contract terms and conditions, including pricing for the proper handling of 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 Comment by Author: Evaluation Criteria is applicable only for NEW Best Value (Request for Proposals) and Qualifications based (Request for Qualifications) Procurements. If not applicable, then delete this section. Comment by Author: Applicable only for NEW Best Value and Qualifications based Procurements. If not applicable, then delete this section.

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

20%

Technical Solution/Work Plan

45%

Cost

35%

100%

This rating system should be applied to each category listed then scores added for the overall score/rating, as follow:

In the evaluation of an offeror’s final rating, RTD may take into account the information provided through communications and any subsequent revisions to their proposal.

7. RTD Key Personnel

The following key RTD personnel are involved in the project implementation: Comment by Author: In addition to the Evaluation Team, C&P needs to know who the Project Manager, and anyone else who should be included on meetings and/or emails relating to the project.

Evaluation Team?

Michael Salomonson

System Analyst, Revenue Systems

Brenden Morgan

8. RFP Submittal Information for Evaluation Comment by Author: Applicable only for NEW Best Value Procurements. If not applicable, then delete this section.

The following can be edited to suit the particular engagement. The purpose is to gather the appropriate information that will be used to evaluate proposals submitted in response to the RFP as the information relates to the Evaluation Criteria above. These are suggested, not required questions, and must be adapted to suit the proposed project as required.

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:

· Industry of the customer company

· Customer company size (number of employees or revenue, for example)

· A description of the solution implemented

· Number of users impacted by the solution implemented

· Duration of the project

· Number and type of staff assigned to the project

· Percentage of work performed onsite vs. remotely

· A key lesson learned, or a challenge and how you overcame the challenge

· 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:

· Scope area 1

· Scope area 2

· 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) Comment by Author: Payment milestones are best suited for construction, large/complex IT and other major projects or procurements. They are not suitable for all types of procurements. If not applicable, then delete this section.

Make sure to directly tie your payment milestones to any important project milestones as described in your SOW.

Suggested payment milestones are as follows: Comment by Author: The following can be edited / adjusted to suit the particular engagement. The payment milestones should be based upon completion of important milestones or deliverables as identified in the Statement of Work. Specify any special requirements for payment types or schedules if known.

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 $150,000)

☐ Contract Manager / Manager, Materials Handling and Purchasing (up to $50,000)

☐ Purchasing Agent ($25,000)

☐ Buyer ($5,000)

11. Additional Forms/Information to be included in solicitation (as applicable) Comment by Author: This section is intended to guide the user in providing direction to Procurement as to which additional contractor forms to include in the Contract. The latest versions of these forms are provided / attached by the Purchasing Agent. Ensure that the forms that you select commensurate with the security and other requirements in your Statement of Work.

☐ Non-Disclosure Agreement (NDA) Comment by Author: If there is confidential information to be shared with or by RTD, please contact C&P or the Legal Services Division for assistance. If sole source vendor requires an NDA, please attach draft.

☐ Background Check Certification Comment by Author: The Project Management Team must advise if Background Checks are required for the procurement for access to RTD facilities or systems.

☐ Bond Requirements, if applicable.

☐ Liquidated Damages (Provide documentation to include requested amount and basis for calculation of request) Comment by Author: If there are milestones, critical delivery dates, system availability requiements, etc. to be met that could impact the value of the project, please contact C&P or the Legal Services Division for assistance in proposing liquidated damages.

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.

1. 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 ☒ General Manager Memo (if ICE is over $150,000) ☒ Procurement Initiation Form – complete ☐ Completed Purchase Requisition Checklist

1. 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

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