RFP-24-20-FM (Police Department VCT Flooring).docx

Request for Proposal

#RFP-24-20-FM

Police Department: VCT Flooring Replacement

Proposals must be uploaded to the Rocky Mountain E-Purchasing System, Bidnet®, at: https://www.bidnetdirect.com/Colorado/CityofLafayette

RFP Release Date: August 5, 2024 Proposal Due Date: September 5, 2024 | 5:00PM MT City of Lafayette 1290 South Public Road Lafayette, Colorado 80026 Contents

Page 1 of 19 Rev. 9/2023

REQUEST FOR PROPOSAL COVER SHEET & SIGNATURE PAGE

RFP-24-20-FM

Proposal Submission Deadline:

September 5, 2024 | 5:00PM MT Submit Sealed Proposals to: bidnetdirect.com/Colorado/CityofLafayette

Project Manager:

Mike Nielsen Mike.Nielsen@LafayetteCO.gov Procurement Manager:

Elizabeth Messner Elizabeth.Messner@LafayetteCO.gov

Police Department: VCT Flooring Replacement The Request for Proposal Coversheet and Non-Collusion Certificate must be signed by the Offeror or an officer of the Offeror legally authorized to bind the Offeror to the proposal. Verifiable digital signatures are accepted.

Legal Company Name (Offeror):

Authorized Signature:

Typed/Printed Name:

Title:

F.E.I.N.

Company Address:

City: State: Zip:

Contact for clarifications:

Title:

Email Address:

Phone Number:

By signing this Request for Proposal Coversheet, the authorized agent acknowledges acceptance of all terms and conditions of this solicitation.

ONLINE PROPOSAL SUBMISSION: Offerors must be registered with the Rocky Mountain E-Purchasing System at https://www.bidnetdirect.com prior to the due date and time so that the proposal and other required information may be uploaded. Proposals sent by other methods will not be accepted.

Please be advised that telegraphic or electronic responses (Email, Fax, Drop Box, Etc.) CANNOT BE ACCEPTED as a sealed proposal. Vendors are urged to read these documents thoroughly before submitting a response.

NON-COLLUSION CERTIFICATE

The undersigned, being duly sworn, deposes and says that the person, firm, association, co-partnership or corporation herein named, has not, either directly or indirectly, entered into any agreement, participated in any collusion, or otherwise taken any action in restraint of free competitive bidding in the preparation and submission of a proposal to the City of Lafayette for consideration in the award of a Contract for the Police Department: VCT Flooring Replacement Project.

(Offeror Name)

By: _______________________________________________ (Authorized Signature)

Title: _______________________________________________

1. SECTION 1 – GENERAL INFORMATION

1.1. BACKGROUND, OVERVIEW, AND GOALS

Statement of Vision Lafayette’s panoramic view of the Rocky Mountains inspires our view into the future. We value our heritage, our unique neighborhoods, a vibrant economy, and active lifestyles. We envision a future that mixes small town livability with balanced growth and superior city services.

Statement of Values We foresee a strong economy that is diverse and sustainable, attracts innovators, encourages a balance of big and small businesses, and meets the community’s needs.

We intend to shape the future through strengthening our voice on environmental stewardship and social issues, taking an active role in sustainability and strategic planning development, and facilitating leadership development and fresh thinking.

We strive to be a connected community that encourages cooperative relationships and inclusivity, expects accessibility and communication, nurtures resiliency, appreciates multiculturalism, and humanizes physical and social interactions within the City.

We support placemaking endeavors that stimulate historic preservation and the arts, encourage open space stewardship and networking of neighborhoods, and promote comprehensive planning and livability.

Police Department Mission “Service with Honor and Integrity” The Lafayette Police Department provides professional, ethical, impartial, and community-oriented law enforcement services to residents and visitors alike. The department promotes community safety and well-being, reduces crime, the fear of crime and neighborhood decay, and protects life and property.

PURPOSE OF THIS RFP

The City of Lafayette is seeking proposals from qualified firms for the replacement of VCT flooring at the Lafayette Police Department building at 451 N. 111th St, Lafayette, CO 80026. The area floor plan is included as Appendix B.

1.2. SCHEDULE OF ACTIVITIES

August 12, 2024 | 10:00AM Lafayette Police Department 451 N 111th St, Lafayette, CO 80026

1.3. ADMINISTRATIVE INFORMATION

1.3.I. Official Means of Communication The RFP is published on the Rocky Mountain E-Purchasing System (Bidnet), so that proposals may be uploaded electronically to that system. The uploaded proposals are sealed by the system and can’t be viewed by the Procurement department or the evaluators until the due date and time have passed. This meets the Colorado procurement code requirement of “sealed proposals”.

The Procurement Manager will post notices that will include, but are not limited to, modifications to administrative or performance requirements, answers to inquiries received, clarifications to requirements, and the announcement of the apparent winning vendor.

No inquiries will be accepted after the date and time indicated in Section 1.2., Schedule of Activities. Where appropriate, inquiries should include references to any relevant Section/paragraph of the solicitation.

The only official response to an Offeror's inquiries are those responses that are published as a modification in Bidnet. Offerors should not rely on any other statements, whether written or verbal, that alter any specification or other term or condition of this RFP.

It is incumbent upon Offerors to monitor Bidnet carefully and regularly for any such postings prior to the proposal submission deadline, as this is the primary means for communicating any clarifications or changes to solicitation content, timeline and/or requirements.

1.3.II. Modification or Withdrawal of Proposals Proposals may be modified or withdrawn by an Offeror up to twenty-four (24) hours prior to the established due date and time. Withdrawal of an Offeror’s proposal after award is prohibited.

1.3.III. Proposal Submission Proposals must be uploaded to Bidnet at https://www.bidnetdirect.com/Colorado/CityofLafayette on or before the date and time indicated in the Schedule of Activities. Late proposals will not be accepted. It is the responsibility of the Offeror to ensure that the proposal is uploaded on or before the closing date and time.

The Request for Proposal Cover Page and the Non-Collusion Certificate must both be signed in ink or with a verifiable digital signature by the Offeror or an officer of the Offeror legally authorized to bind the Offeror to the proposal. The signed Cover Page and Certificate may be scanned and included with the uploaded proposal. Documents signed with DocuSign are acceptable.

1.3.IV. Addendum or Supplement to Request for Proposal In the event that it becomes necessary to revise any part of all of this RFP, an addendum notice will be published on Bidnet.

1.3.V. Oral Presentations/Site Visits The City may, it its sole discretion, request that Offerors make an oral presentation.

1.3.VI. Incurring Costs Offerors are solely responsible for all costs incurred as a result of responding to this solicitation, which may include, but is not limited to, proposal development and materials, meetings, presentations, or negotiations.

1.3.VII. Confidentiality Following the proposal submission deadline, individuals/entities may request from the City a list of the names of the responding Offerors. All other information related to the solicitation process will remain confidential until award.

Following the Notice of Intent to Award, all Offeror proposals will be open to public inspection with exception of information determined to be a trade secret or confidential or proprietary, per §24-72-200.1 et seq., C.R.S., as amended, Colorado Open Records Act.

An Offeror may submit, as a part of its proposal, a written request for classification of certain portions of the proposal as a trade secret or other confidential or proprietary information. Material for which the Offeror is requesting confidentiality shall be readily identifiable and separated from other portions of the proposal to facilitate public inspection of the non-confidential portion of the proposal. Commingling of confidential information and non-confidential information is not acceptable. Neither price information nor any information that will be included in a resulting Contract will be considered confidential.

The Offeror must include the rationale for any request to classify portions as a trade secret or confidential or proprietary, including references to the authority that allows for such treatment.

In no event shall an entire proposal be classified as confidential.

Any additional Offeror information, which many be a part of evaluation/negotiation process and for which an Offeror claims confidentiality, is subject to the same requirements and processes identified above.

1.3.VIII. Acceptance of RFP terms A proposal submitted in response to this RFP shall constitute a binding offer. The autographic signature of the Offeror or an officer of the Offeror legally authorized to execute contractual obligations shall include acknowledgement of this condition. The proposal, including pricing, shall allow for a minimum of 180 calendar days for acceptance by the City, unless otherwise specified in this solicitation.

A submission in response to this RFP acknowledges acceptance by the Offeror of all terms and conditions as set forth herein. An Offeror shall identify clearly and thoroughly any variations between its proposal and this RFP. Failure to do so shall be deemed a waiver of any rights to subsequently modify the terms of performance, except as outlined or specified in the RFP.

The contents of the proposal of the awarded Offeror will become contractual obligations under the awarded Contract. Failure of the awarded Offeror to accept these obligations may result in cancelation of the award to that Offeror.

1.3.IX. Independent Price Determination By its signature on the Cover Page and Certificate of Non-Collusion the Offeror certifies that the prices and other terms in the proposal have been arrived at independently without any consultation, communication, agreement with, or knowledge of the contents of the proposal by any other competing Offerors. For purposes of this paragraph, "consultation, communication, agreement with, or knowledge" does not include knowledge of prices or terms gained through availability of established price lists or catalogues made available to the public by the competing Offerors. No attempt has been made or will be made by the Offeror to induce any other person or firm to submit or not to submit a proposal for restricting competition per §6-4-101, C.R.S., et seq., (Colorado Antitrust Act of 1992) as amended.

1.3.X. Conflicts of Interest/Ethics The Offeror must disclose in its proposal any potential or actual conflict of interest in connection with a response to this solicitation. A conflict of interest may include, but is not limited to, access to any non-public information by the Offeror regarding the solicitation or its subject matter.

The Offeror acknowledges that even the appearance of a conflict of interest may be harmful to the City’s interests. The Offeror shall disclose in its proposal whether there currently is, or potentially could be, the appearance of a conflict of interest regarding this solicitation, its staff, any proposal subcontractors or partners, or any related business with the City.

Requirements set forth in this Section are continuing requirements throughout the solicitation process and, for the awarded Offeror, the Contract term, including any extensions.

1.3.XI. Protested Solicitations and Awards Any actual or prospective vendor or contractor who is aggrieved in connection with the solicitation or award of a contract may protest to the City’s Finance Department. The protest shall be submitted in writing to the Procurement contact listed above within seven (7) working days after such aggrieved person knows, or should have known, of the facts giving rise thereto (emphasis added).

With regard to the emphasized language above, it is important for Offerors to note that a challenge to the solicitation's requirements or specifications should be made within seven (7) working days of when the protestable item is known. In other words, if you believe that the solicitation contains a requirement you want to protest, the protest should be submitted within the seven (7) working day time period, even if that means it is filed during the time the solicitation is still open.

Announcement of the apparent winning vendor will be made via a posting on Bidnet. The requirement for timely submission of any protest (seven (7) working days) will begin no later than the first working day following posting of the award notice on Bidnet.

1.4. CONTRACT AND TERM

The City’s Sample GENERAL CONTRACT-SHORT FORM (“Contract”) is included as Appendix A of this RFP. Any exceptions to the Contract documentation will be taken into consideration when evaluating proposals submitted. Offerors should submit any requested modifications in a redlined copy of the City’s Contract when submitting their proposal.

The City reserves the right to reject any or all proposed modifications.

The initial term of the awarded Contract is anticipated to begin on or around June 30th, 2024 and end on November 1st, 2024.

The City may, within its sole discretion, choose not to exercise any option or extension term in the Contract for any reason. If the City chooses not to exercise any option or extension term, it may re-procure the goods and/or services in its sole discretion.

2. SECTION 2 – REQUIREMENTS AND SCOPE OF WORK

2.1. INSURANCE REQUIREMENTS

Offeror shall, at its own expense, keep in full force and effect during the term of any Contract resulting from this solicitation, and during the term of any extension or amendment to that Contract, insurance as stated below:

· Commercial General Liability Insurance with minimum combined single limits of One Million Dollars and No Cents ($1,000,000.00) for each occurrence and One Million Five Hundred Thousand Dollars and No Cents ($1,500,000.00) aggregate

· If professional services are provided, Professional Liability Insurance with limits of One Million Dollars and No Cents ($1,000,000.00) per claim and One Million Five Hundred Thousand Dollars and No Cents ($1,500,000.00) aggregate.

· Workers’ Compensation Insurance to cover all obligations imposed by applicable laws for all of the Offeror’s employees engaged in the performance of work under any Contract resulting from this solicitation, based on statutory limits prescribed by and in accordance with Colorado law. In the event any services are performed by a subcontractor, the Offeror shall require such subcontractor to provide workers’ compensation insurance for its employees.

· Comprehensive Automotive Liability Insurance for the duration of any Contract resulting from this solicitation, covering all owned, non-owned, and hired vehicles used in connection with the work performed by or on behalf of the Offeror under that Contract, in an amount not less than Five Hundred Thousand Dollars and No Cents ($500,000.00) combined single limit per occurrence for bodily injury and property damage.

2.2. MANDATORY SUBMISSION REQUIREMENTS

· Signed Request for Proposal Cover Sheet and Non-Collusion Certificate/Cover Letter

· Proposal

· Provide a written narrative that defines the methods and means by which the proposing firm will perform the Scope of Work outlined in Section 3.3 of this RFP. An enhancement to the Scope of Work may be submitted on a separate sheet.

· Include a Gantt Chart illustrating the stages and workdays to complete the project for the flooring to be replaced.

· Demonstrated Experience and Capabilities

· Describe how the Offeror’s experience and capabilities make it the ideal candidate to perform the work.

· Describe experience with similar projects.

· Indicate key personnel who will be assigned to the project and describe their experience.

· Provide at least three (3) reference contacts for similar projects, including names and contact information for individuals who can speak to the team’s qualifications.

· Cost

· Proposed pricing must remain firm during the initial term of the Contract. Pricing must include any fees associated with the delivery of the goods or services, including, but not limited to, shipping, installation, travel, or other implementation costs.

· Include a detailed quote (preferably from an established software such as RSMeans or in similar form) calling out Materials & Labor for each stage of execution of the project. If weekend work is being proposed, the premium expected to pay for this timing above and beyond the costs of a regular Monday thru Friday install.

· The proposed price shall be exclusive of any Federal or State taxes from which the City is exempt by law.

· Other

· Certificate of Insurance Information/statement of ability to meet all insurance requirements

Proposals will be considered only from firms or individuals that are well established in an appropriate field, who are financially responsible, and who have the resources and ability to provide services in a professional and timely manner. The City may request additional information as deemed necessary.

2.3. SCOPE OF WORK

· Develop a “staged” plan and schedule, with the City’s Facilities Maintenance Department and/or Project Manager for removal & replacement of existing VCT flooring during operating hours in a way which ensures the 24/7 police department can continue to function. Friday through Sunday is preferred due to a lower level of occupation in the building.

· The floor plan is included here as Appendix B.

· Remove and discard all demo material on a daily basis while maintaining dust and debris within the work area, limiting infiltration into other areas through proper containment.

· All replacement items should be of the same or better quality and subject to the Facilities Manager’s discretion if an exact like for like item cannot be located.

· Establish and maintain a safe work site to prevent traffic & pedestrians from entering the work area or staging area during all work times, days, and phases.

· Service provider will supply all their own equipment, supplies, and personnel to accomplish the outlined repairs.

· Service provide is responsible for all code compliance, including pulling required permits. Permit fees will be waived for projects on city facilities.

3. SECTION 3 – EVALUATION METHODOLOGY & AWARD

3.1. EVALUATION PROCESS

A comprehensive, thorough, complete, and impartial evaluation of each proposal received will be conducted. The award shall be made to the responsible Offeror whose proposal is determined to be the most advantageous to the City, taking into consideration the price and evaluation factors set forth in this Request for Proposal.

3.2. EVALUATION COMMITTEE

An Evaluation Committee will be established utilizing measures to ensure the integrity of the evaluation process. These measures include the following:

· Selecting committee members who do not have a conflict of interest regarding this solicitation.

· Facilitating the independent review of proposals.

· Requiring the evaluation of the proposals to be based strictly on the content of the proposals.

· Ensuring the fair and impartial treatment of all Offerors.

The objective of the Evaluation Committee is to conduct reviews of the proposals that have been submitted, to hold frank and detailed discussions among themselves, and to recommend an Offeror for award.

3.3. PROPOSAL EVALUATION CRITERIA

· The City will evaluate proposals to determine if each Offeror meets all mandatory qualification requirements; provided, however, that the City has the authority to waive non-material mandatory requirements in certain circumstances. The mandatory qualification requirements are scored on a Met/Not Met basis and only those proposals found to meet all mandatory requirements, other than non-material mandatory requirements waived by the City, can be considered for a Contract resulting from this solicitation.

· Proposals will be evaluated by the Evaluation Committee using the evaluation criteria listed below. The evaluators will consider whether the Scope of Work requirements in the solicitation have been addressed, and they will review the capabilities of the Offeror, as well as the quality of the approach proposed, the price, and any other aspect determined relevant to the evaluation criteria.

· The evaluation criteria to be used in evaluating the proposals are as follows (and are listed in no particular order):

3.4. DEMONSTRATIONS AND DISCUSSIONS

The Evaluation Committee may, if it deems necessary, request clarifications, conduct discussions or oral presentations, or request best and final offers. Discussions may be held with responsible offerors whose proposals are determined to be reasonably susceptible to be selected for award to:

a. Promote understanding of the City’s requirements and the Offerors’ proposals; and

b. Facilitate a Contract that will be most advantageous to the City taking into consideration price and the other evaluation factors set forth in the request for proposals.

The Evaluation Committee may adjust its scoring based on the results of such activities. However, proposals may be reviewed and determinations made without such activities. Offerors should be aware that the opportunity for further explanation might not exist; therefore, Offerors should ensure that their submission is complete, and are encouraged to submit their best possible proposal, including pricing.

3.5. SINGLE PROPOSAL

If only one bid or proposal is received in response to a solicitation, an award may be made to the single bidder or Offeror if the procurement official finds that the price submitted is fair and reasonable and that other prospective bidders or Offerors had reasonable opportunity to respond.

3.6. AWARD

A Notice of Intent to Award will be published on Bidnet.

The award determination is ultimately a business decision that will reflect an integrated assessment of the relative merits of the proposals received, using the factors set forth in Section 3.3. The City intends to award Contract(s) to the Offeror(s) whose proposal(s), conforming to the solicitation, will be most advantageous to the City, price and other factors considered.

The City reserves the right to award to multiple offerors if is determined to be in the best interest of the City.

APPENDIX A – SAMPLE CONTRACT

APPENDIX B – FLOOR PLAN & FINISH PLAN

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