RFP 25-016 SPR Admin Building Roof Replacement_Final.pdf

REQUEST FOR PROPOSALS #26-016 1

South Platte Renew

Administration Building Roof Replacement Project April 4, 2025

REQUEST FOR PROPOSAL

SOUTH PLATTE RENEW

ADMINISTRATION BUILDING ROOF REPLACEMENT

FOR

THE CITY OF ENGLEWOOD, COLORADO

RFP NO: 25-016

RFP ISSUANCE DATE: April 4, 2025

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Contents SECTION 1. Introduction

1.1. Statement of Purpose

1.2. RFP Organization

SECTION 2. Project Overview/Statement of Work

2.1. Background Information

2.2. Objectives

2.3. Project Milestones

2.4. Scope of Work

2.4.1. Task 1: Project Management

2.4.1.1. Schedule and Cost Forecasting

2.4.1.2. Project Updates

2.4.1.3. Monthly Invoices

2.4.2. Task 2: Inspection and Assessment

2.4.3. Task 3: Roof Repair and Replacement

2.4.4. Task 4: Final Inspection and Warranty

2.4.5. Additional Services

2.5. Contractor Responsibilities

2.5.1. Bond Information

2.5.2. Construction Use Tax & Arapahoe County Open Space Tax

2.6. Small Business Information Request

SECTION 3. Proposal Submittal Requirements

3.1. Submittal Place and Deadline

3.2. Submittal Format

3.3. Submittal Content

3.3.1. Transmittal Letter

3.3.2. Part 1- Executive Summary

3.3.3. Part 2- Experience and Technical Capability

3.3.4. Part 3- Project Understanding and Management Approach

3.3.5. Part 4 - Draft Agreement Review

3.3.6. Part 5 – Statement of Work Review and Completion

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3.3.7. Appendix A – Forms for Affirmation of Compliance

3.3.8. Appendix B – Resumes

3.3.9. Appendix C – Evidence of Ability to Obtain Insurance

3.3.10. Appendix D –Termination for Default, Criminal Convictions, and Debarment

3.3.11. Price Proposal

3.4. Mandatory Preproposal Meeting

SECTION 4. Proposal Evaluation and Selection

4.1. General

4.2. Selection Process Overview

4.3. Responsiveness

4.4. Evaluation Criteria

4.4.1. Proposal Evaluation

SECTION 5. Conditions for Firms

5.1. Pre-selected Firms and Individuals

5.2. Conflict of Interest

5.3. Rights of the City

5.4. Obligation to Keep Project Team Intact

5.5. Additional Conditions

5.6. Addenda

Attachment A Definition of Terms

Attachment B Draft Agreement

Attachment C Draft Statement of Work

Attachment D Affidavit of Authenticity

Attachment E Supporting Documents

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SECTION 1. Introduction

1.1. Statement of Purpose

The City of Englewood (“the City” or “City”) is seeking a qualified firm to perform services for the SOUTH PLATTE RENEW (SPR) Administration Building Roof Replacement (the “Project”).

The City invites firms to submit Proposals according to the requirements set forth in the Request for Proposals (RFP). Proposals in response to this Solicitation must be submitted to Bidnet before 2:00 PM MST, May 1, 2025. Proposals must be fully compliant with the requirements contained within this RFP in Section 3. Proposal Submittal Requirements.

The Proposals will be reviewed and evaluated using a competitive, best-value selection process described in Section 4. The capitalized terms in this RFP have the meanings as first used in the text of this RFP and as defined in Attachment A Definition of Terms.

Brianna Miller will serve as the City’s Project Manager (PM) and will administer the City’s contract with the selected firm for the City. All questions during the procurement period should be directed in writing to:

Alyssa Hoffman Procurement Specialist South Platte Renew 2900 South Platte River Drive Englewood, CO 80110 procurement@englewoodco.gov

No interpretation of this RFP will be provided to any firm verbally. To be given consideration, such requests must be submitted prior to the due date identified in 2.3 Project Milestones.

Firms are restricted from any and all contact with City staff (includes City of Littleton, City of Englewood and SPR), and any public official of these organizations, other than the Procurement Specialist listed above, regarding the Project during the procurement process. A violation of this provision may result in disqualification of firm.

mailto:procurement@englewoodco.gov

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1.2. RFP Organization

This RFP consists of the following five (5) Sections and five (5) Attachments:

• Section 1. Introduction

• Section 2. Project Overview/Statement of Work

• Section 3. Proposal Submittal Requirements

• Section 4. Proposal Evaluation and Selection

• Section 5. Conditions for Firms

• Attachment A Definition of Terms

• Attachment B Draft Agreement

• Attachment C Draft of Work

• Attachment D Affidavit of Authenticity

• Attachment E Supporting Documents

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SECTION 2. Project Overview/Statement of Work

2.1. Background Information

SPR is the third largest water resource recovery facility (WRRF) in Colorado, treating approximately 18 million gallons per day (MGD) of residential and industrial wastewater from 300,000 residents in Littleton, Englewood, and 19 connecting communities.

The Administration Building at SPR has a deteriorating roof that is experiencing leaks, leading to water damage in the recently remodeled interior spaces. The ongoing roof issues have resulted in increased maintenance costs and safety concerns for staff. Persistent water infiltration contributes to mold growth, weakened building materials, and can compromise the overall integrity of the facility, which houses millions of dollars’ worth of assets required to operate the treatment process. To mitigate these risks, protect valuable assets within the building, and ensure a safe and productive working environment, SPR is seeking a qualified firm to conduct a comprehensive assessment of the existing roof conditions, perform necessary repairs, and replace the older section of the roof with a durable, long-lasting solution that meets current industry standards.

2.2.Objectives

The Project, including construction, is to be completed by October 31, 2025. The firm is expected to be highly collaborative and coordinate efforts with SPR staff.

The Project delivery objectives are as follows:

• Quality: Deliver the work products to be consistent with project specifications and in full compliance with federal, state, and local regulations.

• Cost: Cost-effective to comply with the SPR project budget.

• Schedule: Achieve or beat the scheduled completion date for the Project.

• Risk: Achieve an optimal balance of risk allocation between the City and the firm.

• Safety: Incorporate best industry practices for the protection of SPR and contractor staff.

2.3. Project Milestones

SPR reserves the exclusive right to select a firm for award of the Contract for Services Agreement. SPR also reserves the exclusive right to reject any or all Proposals or firms at its sole discretion, with or without cause, at any time throughout the selection process, and it may waive formalities in the selection process as it deems appropriate.

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The following are the project milestones to be met by the firm for the remainder of the selection process and completion of the Project:

Request for Proposal Posted April 4, 2025 Mandatory Pre-Proposal Meeting Deadline for Questions

April 10, 2025 8:30 AM MST April 17, 2025 2:00 PM MST

Issue Final Addendum April 24, 2025 Proposal Submission Due Date May 1, 2025 2:00 PM MST Contractor Selection Week of May 5, 2025 Supervisory Committee Action June 2025 Notice to Proceed July 2025 Final Completion October 31, 2025

2.4.Scope of Work

SPR is requesting proposals from qualified contracting firms (Contractor) to provide services for assessment and construction services, including:

• Conduct a thorough condition assessment of the existing roof to identify the extent of damage and areas requiring repair or replacement.

• Repair or replace compromised structural elements, including decking and underlayment.

• Install high-quality roofing materials that meet or exceed industry standards for durability and weather resistance.

• Ensure proper sealing and waterproofing to prevent future leaks.

• Provide all necessary testing.

• Assess and repair or replace drainage systems, including gutters and downspouts to ensure proper water flow and prevent pooling.

• Protection of all existing equipment and materials which are to remain in-place during the work, including all exterior brick, finishes, HVAC equipment, etc.

• Conduct a final inspection with SPR to verify all work meets specifications.

• Provide a warranty on materials and workmanship, along with any maintenance recommendations to extend the life of the roof.

• All required permits, taxes, and fees.

The Project includes several different assets and components, some of which are not easily accessible, and the work involved in the replacement or repair of said assets must be accounted for. Therefore, SPR requests a detailed explanation describing the approaches and processes to be used when completing work on site. All condition assessments shall include a report outlining the existing conditions of the assets, recommendations, and procedures for either repair or replacement with rationale. Additional information on equipment specifications, site drawings, and control strategies can be found in Attachment E Supporting Documents.

The award of the initial contract as described shall not preclude the successful firm from bidding on any subsequent phases of work, including, but not limited to, additional phases, designs, other future planning studies, and any related implementation phase support services that may result from this work.

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2.4.1. Task 1: Project Management

2.4.1.1. Schedule and Cost Forecasting

The Contractor shall prepare a project schedule which shall include tasks and subtasks for the duration of the Project. The schedule shall be updated by the Contractor on an as-needed basis or if requested by SPR. The Contractor shall also prepare a forecast of all costs associated with project activities and provide to SPR for budget tracking and planning. The document shall be broken up by costs per month throughout the duration of the project in table and graphical formats. The forecast shall be updated by the Contractor on an as-needed basis or if requested by SPR.

A Draft and Final schedule shall be provided to SPR. The Contractor shall provide one (1) electronic (Adobe PDF) copy of the Draft schedule for review and comment, and one (1) electronic (Adobe PDF) of the Final schedule.

2.4.1.2. Project Updates

The Contractor shall send weekly updates through out the duration of the Project to highlight key issues and review progress including schedule and cost forecast.

2.4.1.3. Monthly Invoices

The Contractor shall submit to SPR monthly invoices detailing costs incurred in conjunction with the Project. Each invoice shall cover a period of one (1) calendar month or a four (4) week time period and shall be submitted to SPR within six (6) weeks from the end of each billing cycle.

Minimum required information is provided below, but this list is not all-inclusive. Final invoice format shall be approved by the SPR project manager prior to issuance of first invoice.

• Project Title and Number

• Invoice date

• Invoice number and billing period

• Summary of work performed during invoice period, broken down by Task and Subtask

• Contractor staff hours utilized to date and total staff hours allocated, for each Task and Subtask

• Contractor direct labor costs, indirect costs, and sub-contractor costs

• Costs for each Task and Subtask, with current balances

• Scope of work percent complete by task and for total project as estimated by Contractor independent of expenditure percent complete

• Remaining funds by task and for total project shall be clearly presented

• Graphical representation of budget shall include but is not limited to: total budget, monthly invoice forecast, monthly invoice actual, cumulative invoice forecast, and cumulative invoice actual

2.4.2. Task 2: Inspection and Assessment

The Contractor shall conduct a condition assessment of the existing roof and drainage system to identify the extent of the damage and determine the areas that require repair or replacement. The Contractor shall provide a detailed report outlining findings and recommended corrective actions.

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The Contractor shall provide one (1) electronic (Adobe PDF) copy of the condition assessment report for review and comment.

2.4.3. Task 3: Roof Repair and Replacement

The Contractor shall repair or replace compromised structural elements, including decking, underlayment, drainage system, and other necessary items. All materials used for installation must be of high quality and meet or exceed industry standards for durability and weather resistance. Additionally, gutters and downspouts shall be repaired or replaced as needed to ensure proper water flow and prevent pooling that could lead to further structural damage. The roof must be installed with effective sealing and waterproofing measures to prevent future leaks and extend its lifespan.

2.4.4. Task 4: Final Inspection and Warranty

The Contractor shall conduct a final inspection with SPR to verify all specifications have been met. The inspection shall include a detailed walkthrough of the completed work, assessment of the material quality and verification that all required work has been successfully executed. Any deficiencies or outstanding issues identified during the inspection must be addressed before final approval is granted.

The Contractor shall provide a comprehensive warranty covering both materials and workmanship, ensuring long-term durability and performance.

The Contractor shall supply maintenance recommendations and procedures to extend the service life of the roof.

The Contractor shall provide one (1) electronic (Adobe PDF) copy of the Final Inspection for review and comment.

2.4.5. Additional Services

SPR has made every effort to define a comprehensive scope of services for the Project. However, the Contractor is encouraged in its proposal to identify any additional work that is not specified in this Scope of Work that would be, in the Contractor’s opinion, necessary to complete the Project as defined herein and meet SPR project goals. Innovation and evaluation for sustainable options are encouraged and the Contractor may propose additional services that in its opinion shall improve the efficiency and quality of the project. If identified, the Additional Work or Services must be included in the proposal, but separated out in the Contractor’s Fee Schedule.

2.5. Contractor Responsibilities

Anticipated Contractor responsibilities include, but are not limited to:

1. Contractor shall collaborate with SPR staff to complete the evaluations and investigations that achieve all Project objectives.

2. Contractor shall provide the following deliverables:

a. Project Management Plan and Project Schedule

b. Condition Assessment Report

c. Final Inspection Report

d. Maintenance recommendations and procedures

e. Any additional items recommended by Contractor and agreed upon by SPR

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3. Contractor shall submit all deliverables electronic PDF, unless otherwise noted, to SPR.

4. Contractor shall coordinate any subcontractors as needed.

5. Contractor shall submit approach to support costs proposed.

6. Working hours are from 7:00 am to 4:30 pm unless requested in writing and arrangements are made otherwise with three (3) days advance notice.

7. Access to site will be granted only during the above-mentioned working hours or other hours as agreed to with SPR staff. Staff will provide entry into the facility.

8. Requests for additional work or change orders must be submitted in writing and approved by SPR in advance of commencing work.

9. Contractor may propose additional services that, in its opinion, will improve the efficiency and quality of the project. If identified, the Additional Work or Services must be included in the proposal, but separated out in the Proposed Fee.

2.5.1. Bond Information

There is a 5% bid bond required for this project.

Each Bid shall be accompanied by an appropriate guarantee in the form of a Bid Bond, Certified Check or Cashier’s Check made payable to the City of Englewood in an amount of not less than 5% of the bid amount.

The awarded Contractor will be required to have ready and furnish a “Performance, Payment and Maintenance Bond” in the amount of 100% (copy attached) executed by a surety company acceptable to the City of Englewood within 10 days of Notice of Award.

2.5.2. Construction Use Tax & Arapahoe County Open Space Tax

City of Englewood Construction Use Tax and Arapahoe County Open Space Use Tax

Contractors and sub-Contractors who “build, construct or improve any building, dwelling or other structure or improvements to realty whatsoever” (Englewood Municipal Code) within the city are required to pay City of Englewood use tax and Arapahoe County Open Space use tax on any construction materials built into, incorporated or used on such projects, including building, constructing, or improving public infrastructure such as roads, sidewalks and government-owned buildings and facilities. City construction use tax and Arapahoe County Open Space use tax is collected on permits for construction materials that become part of such improvements to realty. Construction materials can be purchased exempt from city and county sales tax by providing a copy of the city building permit to suppliers. Sub-Contractors on projects should purchase construction materials in the same manner.

Contractors who apply for city permits are required to pay city use tax of 3.8% and county open space use tax of .25% on 50% of the contract value/price for improvements to structures, and on 40% of the contract value/price of improvements other than to structures (roads, sidewalks, right-of-way improvements, for example).

Materials and supplies other than construction materials are subject to both state-collected and locally-collected retail sales taxes in effect at the place of purchase. Examples include temporary fencing, tools, equipment purchased or rented for the project, cleaning and crew supplies and any other items that would normally be subject to regular retail sales taxes and used consumed/used by Contractors and sub-

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Contractors. Materials and supplies other than construction materials cannot be purchased exempt with a city-issued building permit.

Contractors and sub-Contractors may be exempt from state-collected taxes (for example, State and RTD tax) when the material becomes part of the structure for a tax-exempt entity. The Contractor must obtain an exemption certificate from the Department of Revenue to purchase the materials exempt from state-collected sales and use taxes. See https://tax.colorado.gov/sites/tax/files/documents/DR0172_2022.pdf for more detail. Important Note: The tax-exempt status of a Contractor’s customer – including the City of Englewood – does not flow through to Contractors and sub-Contractors with respect to the payment of city and county use tax on construction materials. Contractors and sub-Contractors the end-users and consumers of construction materials, and the Englewood Municipal Code clarifies that construction materials are subject to city and county use tax at the time city building permits are issued, regardless of the tax-exempt status of Contractors’ customers.

Contractors and sub-Contractors are required to keep records sufficient to verify that the correct amount of City use tax and Arapahoe County Open Space use tax was paid on construction materials used and consumed on permitted projects in the City. Records for permitted projects are required to be maintained for three years after the issue date of the Certificate of Occupancy and shall be made available to the City of Englewood for examination upon request.

See Englewood Municipal Code – Sections 4-4-2; 4-4-4-3; 4-4-5-1; 4-4-5-2; 4-4-5-3.

2.6. Small Business Information Request

In an effort to engage with underutilized businesses or communities, the City is requesting voluntary disclosure of any certification(s) held by your company, whether it is SBE, MBE, VBE, WBE, DBE or a combination of these categories.

Such certification is to be current, and the certifying entity documentation should reflect the following information:

• The name of the Certifying body

• Name of the Supplier/vendor certified

• Contact information of the certifying body

• Start date/End date of the certification

• If applicable, commodities and services supplier/vendor is certified to perform

• Additional information as identified by the Certifying entity

The City would also like to know if your company is considered a small business but is not certified by any certifying body. In addition, if your company’s supply chain contains products from an underutilized entity/ small business that go into the creation of the products that you offer, please provide their information as well.

https://tax.colorado.gov/sites/tax/files/documents/DR0172_2022.pdf

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This information is for statistical purposes only and will not have any effect when evaluating the solicitations.

Supplier Name: __________________________________________________

Type of Certification (s): ____________________________________________

Certifying entity(ies): ______________________________________________

Please submit copies of the appropriate certification(s) with your Solicitation.

For more information on the SBA small business determination, the link to the process is https://www.sba.gov/size-standards/ https://www.sba.gov/size-standards/

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SECTION 3. Proposal Submittal Requirements

3.1. Submittal Place and Deadline

The Proposal must be received by the City Project Manager before the due date and time specified in Section 1.1 Statement of Purpose.

Each Firm assumes full responsibility for timely delivery of its Proposal. Proposals cannot be submitted after the deadline.

All Proposals must be submitted via BidNet.

SUBMISSION OF RESPONSES: The response must be received before May 1, 2025 prior to 2:00 pm (MST) as specified in this Solicitation. It is the responsibility of the Contractor to ensure that electronic submittals are received prior to the closing time specified.

Electronic submissions will be accepted online via Rocky Mountain E-Purchasing Systems (RMEPS), www.bidnetdirect.com/colorado. Questions or technical difficulties should be directed to the websites’ Vendor Support Team, (800) 835-4603, option 2.

The City of Englewood utilizes the Rocky Mountain E-Purchasing (Bidnet) SYSTEM for all electronic solicitation submittals. It is the Contractors’ responsibility to ensure the submittal process is started with enough time to meet the 2:00 pm deadline; for example: do not start the upload and submittal process at 1:50 pm with the expectation that your submittal will be received by the City prior to the 2:00 pm deadline. If the Contractor experiences any problems, has questions or technical difficulties, PLEASE contact the Bidnet Vendor Support Team, (800) 835-4603, option 2. If Bidnet is unable to resolve the problem, contact the procurement agent (contact information in Introduction) by 1:45 pm for a submittal resolution.

Proposals may be amended or withdrawn only by written notice prior to the Proposal opening.

Amendments or withdrawals received after the Proposal opening will not be effective, and the original Proposal submitted will be considered. The Firm agrees that its Proposal will not be withdrawn within ninety (90) calendar days following opening of the Proposals, and that during such time its Proposal will remain firm and irrevocable. The City reserves the right to reject any or all Proposals, and to waive any technical defects in Proposals.

The City reserves the right to request clarification of information submitted and to request additional information of one or more Firms after the Proposal Submission Due Date.

3.2. Submittal Format

The Proposal must be submitted using BidNet as a searchable PDF format with bookmarks. No hard copies of the Proposal will be accepted by SPR.

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SUBMISSION OF RESPONSES: The response must be received before the due date and time as specified in this Solicitation. It is the responsibility of the Contractor to ensure that electronic submittals are received prior to the closing time specified.

Electronic submissions will be accepted online via Rocky Mountain E-Purchasing Systems (RMEPS), www.bidnetdirect.com/colorado. Questions or technical difficulties should be directed to the websites’ Vendor Support Team, (800) 835-4603, option 2.

The Proposal must not exceed 7 total pages (8½ × 11 inch with 1-inch or greater margins; up to 2 pages of the total page count may be 11 x 17-inch tri-fold format; excluding the transmittal letter, index or table of contents, front and back covers, title pages/separation tabs, and appendices. A font similar in size to or larger than Times New Roman font eleven-point (11-pt) must be used in the Executive Summary, Experience and Technical Capability, Project Understanding and Management Approach, and Price Proposal.

3.3. Submittal Content

The content requirements set forth in this RFP represent the minimum content requirements for the Proposal. It is the Firm’s responsibility to include information in its Proposal that clearly presents the information requested in this RFP. The Proposal, however, should not contain standard marketing or other general materials. It is the Firm’s responsibility to modify such materials so that only directly relevant information is included.

Any Firm who submits information that is determined by the City, in its sole opinion, to be substantially inaccurate, misleading, exaggerated, or incorrect may be disqualified from consideration.

The Proposal must include the following information in the order listed below:

• Transmittal Letter

• Part 1 - Executive Summary

• Part 2 - Experience and Technical Capability

• Part 3 - Project Understanding and Management Approach

• Part 4 - Draft Contract for Services Agreement Review

• Part 5 – Statement of Work Review and Completion

• Appendix A – Forms for Affirmation of Compliance

• Appendix B – Key Personnel Resumes

• Appendix C – Evidence of Ability to Obtain Insurance

• Appendix D – Termination for Default, Criminal Convictions, and Debarment

The Price Proposal with all supporting material shall be submitted as a separate PDF file via Bidnet.

http://www.bidnetdirect.com/colorado

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3.3.1. Transmittal Letter

Include a transmittal letter signed by an authorized representative of the Firm who can commit the Firm to the obligations required in the Agreement. Place the transmittal letter on the Firm’s letterhead and include the name, address, phone number and e-mail address for the Firm’s contact person. Specify who would be the Firm’s signatory to any contract documents executed with the City. Include other information deemed relevant by the firm.

Proposals must be manually and duly signed by an authorized corporate officer, principal, or partner (as applicable) with a signature in full. Firms who are nonresident corporations shall furnish to the City a duly certified copy of their Articles of Incorporation from the State of Colorado Secretary of State Office along with the Proposal. Failure to promptly submit this evidence or qualification to do business in the State of Colorado may be basis for rejection of the Proposal.

The transmittal letter shall be limited to one (1) 8½ x 11-inch page.

3.3.2. Part 1- Executive Summary

Provide an executive summary that includes a concise overview of the key elements of the Proposal, and that summarizes and refers to information in the Proposal. The executive summary shall not be used to convey additional information not found elsewhere in the Proposal.

3.3.3. Part 2- Experience and Technical Capability

Provide a description of the Firm’s qualifications, experience, and technical capability. Specifically:

• Provide an organizational chart for the Project team, identifying all Key Personnel (as defined in Attachment A) and the reporting hierarchy of staff and subcontractors/subcontractors and the specific individuals responsible for coordination of the separate components of the work

• Describe the roles, responsibilities, accountabilities, and availability of the Key Personnel who will be assigned to the Project through completion

• Identify all subcontractors/subcontractors, if applicable, and describe their roles, responsibilities, and accountabilities. Identify the subcontractors Key Personnel

Note: The identification and utilization of specific Key Personnel through the life of a project are important factors in the City's consideration and selection of a Firm. Any changes in identified Key Personnel after the award of the Agreement must be approved by the City in writing before the change is made. Include availability of the project team to begin work as soon as possible after the selected firm receives the Notice to Proceed.

A. Firm Experience:

Provide clear and thorough descriptions of the Firm's related and applicable experience and performance.

Provide detailed information on the most recent and applicable projects that have been substantially completed by firm within the last five (5) years. Details shall include the following:

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• Project title and contract number

• Firm and Key Personnel

• Owner contact information including phone number

• Period of performance (contract start and end dates)

• Contract value

• Summary of work performed

• Project performance (including change order history, schedule adherence, and budget adherence)

Also, describe any major issues or challenges presented on the project(s) and how they were resolved.

B. Key Personnel Experience:

Describe specific relevant experience of each proposed Key Personnel providing similar details for projects as requested in 3.3.3 Part 2- Experience and Technical Capability. Resumes for each key project team member should be provided in 3.3.8 Appendix B – Resumes of the Proposal.

C. Reference Requirements:

The City may contact the referenced individual(s) identified by the Firm in 3.3.3 Part 2- Experience and Technical Capability. The contact person(s) listed as a reference shall be someone who has personal knowledge of the Firm’s performance during the referenced project. More than one person can be listed but all must have knowledge of the project. DO NOT list principals or officers who will not be able to answer specific questions regarding the project.

3.3.4. Part 3- Project Understanding and Management Approach

Provide a description of the Firm’s approach for managing and delivering the services described in Section 2.

3.3.5. Part 4 - Draft Agreement Review

The Firm understands that neither this RFP nor the Proposal shall constitute a contract with the City. No contract is binding or official until Proposals are reviewed and accepted by appointed City staff; approved through the appropriate levels of authority within the City; and an official contract is duly executed by the City.

RFP Attachment B Draft Agreement contains the proposed Contract for Services Agreement for the Project in a Microsoft Word document format. Proposers shall review this draft document and state acknowledgement of their review in the Transmittal Letter. The selected proposer may submit comments on the Draft Agreement for consideration by the City during contract negotiations. The Attachment B Draft Agreement is the form upon which Respondent shall base its Proposal.

3.3.6. Part 5 – Statement of Work Review and Completion

Attachment C Draft of Work contains the template for the Statement of Work for the Project. The Statement of Work is a document attached to the Contract for Services Agreement describing the scope of

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April 4, 2025 work, deliverables, pricing, and other contractual aspects of the Project. Proposers shall review this template and complete the sections as labeled in a Microsoft Word utilizing “Track Changes”. The City will review the completed draft Statement of Work from the proposers and, if the City deems appropriate and in its sole discretion, may modify such document. The template Statement of Work is the form upon which Respondent shall base its Proposal. The pages submitted on the Draft Statement of Work will not be counted in the total page count specified above.

3.3.7. Appendix A – Forms for Affirmation of Compliance

Complete and submit the form provided in Attachment D Affidavit of Authenticity of the RFP. Submit all forms and documentation required in the RFP.

3.3.8. Appendix B – Resumes

Provide Key Personnel resumes as described in 3.3.3 Part 2- Experience and Technical Capability.

3.3.9. Appendix C – Evidence of Ability to Obtain Insurance

Provide a letter or Certificate of Insurance from Firm’s insurance company stating its ability to acquire and provide insurance coverages and limits as identified in Attachment B Draft Agreement. The insurance company/ies must meet the requirements set forth in the Draft Agreement.

3.3.10. Appendix D –Termination for Default, Criminal Convictions, and Debarment

Provide the following information with respect to the Key Personnel and subcontractors:

a. Identification of any contract that has been terminated for default within the last five (5) years.

b. Identification of any criminal conviction, and any violation of any federal, state, or local statute or regulation, or of any court order addressing or governing antitrust, public contracting, employment discrimination, false claims, or prevailing wages within the last five (5) years.

c. Identification of any debarment, or any consideration for debarment, on public contracts by the federal, state, or local government, or by any agency of such government within the last five (5) years.

Provide a position and response on the matters identified and how such matters could impact successful completion of this Project.

The City will evaluate the facts and may, at its sole discretion, reject the Proposal if the facts discovered indicate that completion of this Project may be impacted.

3.3.11. Price Proposal

Having examined the RFP and supporting documentation including the Attachment B Draft Agreement, the Contractor shall submit one (1) copy of the proposed fee in a separate PDF file labeled “Proposed Fee.” The Price Proposal will be used as a basis for firm selection as described in 4.4 Evaluation Criteria. The Contractor’s price proposal shall include a detailed cost breakdown for each

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April 4, 2025 of the project tasks defined in this RFP, resource assignments/titles, estimated hours for each title for completion of each task, total labor hours per tasks, billing rates for each title, total task completion cost, and services by others.

The Price Proposal should include the following:

• Cover Sheet

Category Sum ($) Task 1: Project Management Task 2: Initial Condition Assessment Task 3: Roof and Drainage Repair or Replacement Task 4: Final Inspection and Warranty Additional Services

Overall Total

• Supporting Material for Price Proposal

A font similar in size to or larger than Times New Roman font eleven-point (11-pt) must be used for the Price Proposal. Any additional proposed Work or Services must be included as separate line item(s) in the price proposal and shall be detailed in the same manner.

3.4. Mandatory Preproposal Meeting

A mandatory pre-proposal meeting will be held in an in-person on Thursday, April 10, 2025, at 8:30 AM MST. Contractors must attend in-person at South Platte Renew. The purpose of the pre-proposal meeting is to assist prospective Contractors in the interpretation of the Request for Proposals, Scope of Work, and other technical matters. The in-person meeting will be held at the following location:

South Platte Renew 2900 South Platte River Drive Englewood, CO 80110

A representative of the Contractor must attend this mandatory pre-proposal meeting in order to qualify to respond to this Solicitation. Firms that fail to arrive/attend at the scheduled starting time shall be considered nonresponsive and ineligible for award.

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SECTION 4. Proposal Evaluation and Selection

4.1. General

The Proposals will be reviewed and evaluated by the SPR Selection Committee (with assistance provided by other outside advisors, if desired by SPR) according to the requirements and criteria outlined herein. During the Proposal evaluation process, written questions or requests for clarification may be submitted to one or more firms regarding its Proposal or related matters. Failure to respond in a timely manner to any such questions or requests may be grounds for elimination of the firm from further consideration. In addition, the City may require that all or a limited number of firms participate in interviews.

4.2. Selection Process Overview

For the purpose of selecting the most qualified firm, SPR will use a competitive selection process as set forth in pertinent City and State procurement requirements. The procedure will involve the following steps:

a. The City will advertise the RFP Invitations on Bidnet.

b. Responsiveness and minimum qualifications will be checked.

c. The City’s Selection Committee will review, rank, and shortlist all Proposals that meet responsiveness and minimum qualification requirements. If necessary, the committee may decide that interviews are required to provide clarification on the proposals and determine selection.

d. The City’s Selection Committee will then rank each Proposal and prepare a recommendation for approval. Upon authorization, the City’s Project Manager shall negotiate a contract with the selected firm. Should the Project Manager be unable to negotiate a satisfactory contract with the firm considered to be most qualified, the Project Manager, or designee, shall terminate such negotiations with that firm and begin negotiations with the next most qualified firm and so on until negotiations are successful.

e. The SPR Director and/or Supervisory Committee reserves the right to modify or reject any contract for the acquisition of goods and/or services submitted to it for consideration.

4.3. Responsiveness

Each Proposal will be reviewed to determine whether it is responsive to the RFP. Failure to comply with the requirements of this RFP may result in a Proposal being rejected as non-responsive. At its sole discretion, however, the City may waive any such failure to meet a requirement of this RFP and may request clarification or additional information to remedy a deficiency.

4.4. Evaluation Criteria

The Selection Committee will evaluate and rank the Proposals that satisfy the minimum qualification requirements identified in this section by applying scores to each Proposal Part, as set forth in Table 4.4.1, to information provided in Proposals.

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4.4.1. Proposal Evaluation

Proposal Part Points Criteria Experience and Technical Capability up to 40 Experience in the inspection and installation of commercial building roofs. Consideration will be given to past performance of both the organization and individual team members based on the quality of work, responsiveness, the utilization of personnel and sub-contractors, the ability to meet deadlines, and remain within budget.

Project Understanding and Management Approach up to 30 Must demonstrate complete and specific understanding of the scope of work, overall project approach, proposed schedule, and the ability to meet deadlines, and remain within budget.

Price Proposal up to 30 Priced components- maximum points for proven best value of cost

SECTION 5. Conditions for Firms

5.1. Pre-selected Firms and Individuals

None.

5.2. Conflict of Interest

The firm must disclose with the Proposal, the name of any officer, director, partner, associate, or agent, who is also an officer or employee of SPR, the Cities of Englewood and/or Littleton.

5.3. Rights of the City

In connection with this procurement process, including the receipt and evaluation of Proposals and award of the Agreement, City reserves to itself (at its sole discretion) all rights available to it under applicable law, including without limitation, with or without cause and with or without notice, the right to:

• Cancel, withdraw, postpone, or extend this RFP, in whole or in part, at any time prior to the execution of the Agreement, without incurring any obligations or liabilities.

• Modify the procurement schedule.

• Waive deficiencies, informalities and irregularities in a Proposal and accept and review a non-conforming Proposal.

• Suspend and terminate the procurement process or terminate evaluations of Proposals received.

• Permit corrections to data submitted with any Proposal.

• Hold meetings and interviews, and conduct discussions and correspondence, with one or more of the firms to seek an improved understanding of any information contained in a Proposal.

• Seek or obtain, from any source, data that has the potential to improve the understanding and evaluation of the Proposals.

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• Seek clarification from any firm to fully understand information provided in the Proposal and to help evaluate and rank the firms.

• Accept or reject any or all Proposals that it may in its sole discretion deem non-responsive, to waive technicalities, or to accept the Proposal that, in its sole judgment, is most advantageous and best serves the over-all interest of the City.

• Reject a Proposal containing exceptions, additions, qualifications or conditions not called for in the RFP or otherwise not acceptable to the City.

• Conduct an independent investigation of any information, including prior experience, included in a Proposal by contacting project references, accessing public information, contacting independent parties, or any other means.

• Request additional information from a firm during the evaluation of its Proposal.

5.4. Obligation to Keep Project Team Intact

Firms are advised that all Key Personnel identified in their Proposals remain on the team for the duration of the procurement process and execution of the Project. If extraordinary circumstances require a change, it must be submitted in writing to the City, who shall have sole discretion to determine whether to authorize a change, recognizing that certain circumstances (such as termination of employment) may occur that are beyond the firm’s control. Unauthorized changes to the Project team at any time during the procurement process may result in penalties or termination.

5.5. Additional Conditions

NON-COLLUSION: By submitting a Proposal in response to the RFP, the firm represents that, should the Proposal be accepted, the resulting contract(s) would not violate any provisions of federal law or regulations, or any ordinances or regulations established by the City.

ANTI-DISCRIMINATION: During the performance of the Contract, the firm agrees as follows:

a. The firm will not discriminate against any employee or applicant for employment because of race, religion, color, sex, sexual orientation, or national origin.

b. Notices, advertisements and solicitations placed in accordance with federal law, rule, or regulation shall be deemed sufficient for the purpose of meeting the requirement of this section.

PROPOSAL PREPARATION COSTS: By submittal of a Proposal, the firm agrees that all costs associated with the preparation of his/her Proposal and interview preparation/materials (if applicable) will be the sole responsibility of the firm. The firm also agrees that the City bears no responsibility for any costs associated with the preparation of the Proposal and/or any administrative or judicial proceedings resulting from the solicitation process.

DRUG FREE WORKPLACE: The selected firm must provide a Drug Free Workplace in accordance with Colorado State law.

OCCUPATIONAL SAFETY AND HEALTH ACT (OSHA): In instances where such is applicable due to the nature of the matter with which this Proposal is concerned, all material, equipment, etc., as

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April 4, 2025 proposed and offered by firms must meet and conform to all OSHA requirements; the firm's signature upon the Proposal being by this reference considered a certification of such fact.

PATENT INFRINGEMENT, ETC: By submission of a Proposal the firm certifies that the services to be furnished will not infringe any valid patent, copyright, or trademark and the successful firm shall, at his/her own expense, defend any and all actions or suits charging such infringement and hold the City harmless in case of any such infringements.

5.6. Addenda

If any revisions or clarifications to the RFP or procurement process become necessary or desirable (at the City’s sole discretion), the City may issue written addenda.

Failure of any firm to obtain any such addendum shall not relieve said firm from any obligation under the RFP as submitted. All addenda so issued shall become part of the Contract Documents and firm shall acknowledge receipt on the Affidavit of Authenticity provided in Attachment D.

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Attachment A Definition of Terms The definitions of some of the capitalized terms used in this RFP are presented below:

Firm – The firm or other any other firm (such as a subcontractor or joint-venture partner) that will provide services and have responsible charge of the Project. Also, the entity responding to this RFP by submitting the Proposal.

Draft Agreement– The draft Contract for Services Agreement, including the agreement and all of its attachments, presented as RFP Attachment B (Draft Agreement).

Key Personnel – The individuals, employed by firm or other firms included on the Project Team and identified in Proposal Part 2, who would fill certain key roles in delivering the Project and related services by the firm, including at least the following positions: project manager, safety manager, quality manager, and procurement manager.

City – South Platte Renew, the City of Englewood, Colorado, and the City of Littleton Colorado.

Project – South Platte Renew Administration Building Roof Replacement Project

Project Team – The firm’s key personnel and any additional firms (such as subcontractors and sub-consultants) included in the Proposal.

Work – Work comprises all services required by the Contract Documents, including procuring and furnishing all materials, equipment, services and labor reasonably inferable from the Contract Documents.

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Attachment B Draft Agreement

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Attachment C Draft Statement of Work

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Attachment D Affidavit of Authenticity

By signing below, I agree to the terms and conditions of this RFP, except where expressly described. All information pertaining to and provided in the attached proposal is to the best of my knowledge, true and correct and if called upon to testify, I could testify competently thereto.

Falsification is cause to deem my proposal nonresponsive and therefore ineligible for consideration. In addition, falsification of information is cause to cancel a contract awarded based on one or both of the above preferences.

I acknowledge receipt of the Addenda to this RFP by identifying the following Addenda numbers and dates of receipt (if any):__________________________________________.

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Attachment E Supporting Documents

2.6. Small Business Information Request

3.4. Mandatory Preproposal Meeting