RFP-25-02-FM (Lafayette Public Library Library RTU-2 Replacement) EAM 1.31.25.docx

Request for Proposal

#RFP-25-02-FM

Lafayette Public Library RTU-2 Replacement

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

RFP Release Date: January 31, 2025 Proposal Due Date: February 28, 2025 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 #25-02-FM

Proposal Submission Deadline:

February 28, 2025 | 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

Lafayette Public Library RTU-2 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 Lafayette Public Library RTU-2 Replacement.

(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.

PURPOSE

The City of Lafayette is requesting proposals for Lafayette Public Library’s HVAC Rooftop unit with an equal or better quality replacement unit, while keeping in mind the space and weight restrictions due to being a replacement project. This project includes interfacing with Setpoint Systems Corporation to connect the Building Automation System (BAS) to the replacement unit.

1.2. SCHEDULE OF ACTIVITIES

Lafayette Public Library 775 W Baseline Rd, Lafayette, CO 80026 Meet at front entryway/lobby

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- LONG 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 03/04/2025 and end on 12/15/2025.

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. BONDS

Each bid shall be accompanied by a bid guarantee bond (bid bond) in an amount not less than five (5) percent of the amount of the bid as a guarantee that the bidder will execute the Contract, if awarded. The bond shall be forfeited to the City if a bid is accepted and the bidder fails to sign a contract within fifteen (15) days of acceptance

The bidder to whom a Contract is awarded shall be required to furnish both a Performance Bond and Payment Bond acceptable to the City of Lafayette for 100% of the Contract Price for each bond, in accordance with the requirements of the Contract Documents.

2.3. 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 this RFP. An enhancement to the Scope of Work may be submitted on a separate sheet.

· Proposed Lift Plan demonstrating how and where crane(s) will be set up, how the area will be secured from the regular public’s entry, safety zone locations, where equipment will be staged, what PPE will be required, and what personnel will be on site in what roles to ensure safety and success.

· Written submittal & approval process for hardware and change orders.

· Gannt chart showing an initial plan for engineering services, Long Lead Time equipment receipt date, and installation timing. Include actual dates and times from a proposed contract signature time of mid to late March, post City Council’s approval of the contract.

· Licenses – List all licenses, certifications and bonding of personnel employed by Contractor.

· Insurance Information – a COI and/or a statement affirming ability to meet Insurance requirements as outlined in this RFP and Appendix A.

· A bid bond equal to five (5) percent of the bid, to be forfeited to the City if a bid is accepted and the bidder fails to sign a contract within fifteen (15) days of acceptance

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

· A Customer Support/Staffing Plan detailing all personnel and subconsultants proposed for assignment to the Project team. Identify the names and experience of staff dedicated to addressing issues that may arise during the term of a contract with the City.

· Provide the list of names of the bidding company’s representatives who will be on-site to act as the on-site liaison, on-site safety officer, and project manager for the project during all phases of the project. Including, the purposeful oversight and management of any sub-contractors involved in the project.

· All key personnel identified in the Staffing Plan shall remain on the team for the duration of the procurement process and execution of the project. If circumstances require a change in the Staffing Plan, it must be submitted in writing to the City, who shall have sole discretion to determine whether to authorize the change, recognizing that certain circumstances may occur that are beyond control. Unauthorized changes to the Staffing Plan during the procurement process may result in disqualification of a proposal or termination of the contract.

· Company information, including answers to the below:

· How long has the company been in business in this name and any previous names that the company has operated under?

· What are the standard services that the company provides?

· Has the company been involved in any litigation or lawsuits in the last five (5) years? If yes, please describe.

· Has the company been involved in a bankruptcy or reorganization proceeding? If yes, please describe.

· Has the company been refused any surety, bond, or liability insurance in the past ten (10) years? If yes, please describe.

· Has the company, or any officer or partner, even failed to complete a contract? If yes, please describe.

· 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. The City reserves the right to obtain financial data or other supplemental information concerning the firm and/or its subcontractors. Failure to provide such information may result in the proposal being considered non-responsive.

· Completed W-9

2.4. SCOPE OF WORK

Execute the procurement and replacement of the 40 Ton Aaon Unit Roof Top (RTU-2) in a safe manner and in a way that minimally disrupts the normal operations of the City of Lafayette’s Public Library.

· Provide structural engineering/analysis to ensure the unit intended for installation will not exceed the buildings current load limits.

· Recover refrigerant from the existing unit in a safe and standard industry fashion, while following all regulatory rules concerning this activity

· Remove and recycle the existing roof top unit (RTU #2: 40-ton Aaon Unit) in a responsible way, keeping in mind good sustainability practices, and providing a report on how this was accomplished.

· Furnish and install a like for like roof top unit to replace the existing RTU Aaon Unit which also contains the appropriate BAC NET technology which will connect easily to Lafayette’s existing Delta Control Package provided by and maintained by Setpoint Systems Corporation. Due to existing conditions and limitations it is the City’s preference to replace with another Aaon, though alternates are welcome as long as it can be demonstrated that they are installed, operated, and maintained in a safe and efficient manner.

· Furnish and install any curb adaptors, ductwork, and ancillary items needing to be repaired, replaced, or altered, to fit the proposed unit to the existing curb, ductwork, and structural characteristics.

· Install all necessary condensates drain lines, hail guards, and economizers

· Provide a licensed electrician, who can partner with the City of Lafayette’s Electrician, and materials to evaluate and tie in with the existing electrical circuits.

· Provide all necessary tools and equipment to execute the above, to include all cribbing/blocking, crane services, trucking services, road & sidewalk cones & barricades, etc.

· Partner with the manufacturer’s rep, Setpoint Systems Corporation, and all other providers necessary to commission and startup the new RTU

· Provide expert personnel to conduct a turnover meeting with the City of Lafayette’s Facility maintenance Team and it’s HVAC technician.

· Provide information and reports on how the proposed replacement unit will improve the City of Lafayette’s energy spend and further aid the City of Lafayette to meet its goals towards becoming a more responsible and sustainable city.

2.5. REQUESTED PROPOSAL FORMAT

Proposals should cover the following areas, with an emphasis on how these areas relate to the evaluation criteria listed in SECTION 3 below.

2.5.I. Demonstrated Experience and Capabilities

· Offeror’s Response – Describe how the Offeror’s experience and capabilities make it the ideal candidate to perform the work. Describe experience with similar projects.

· Offeror’s Response – Indicate key personnel who will be assigned to the project and describe their experience.

2.5.II. Mandatory Requirements

· Offeror’s Response – Offeror shall describe how their proposal solution will meet or exceed the mandatory requirements of this solicitation.

2.5.III. Technical/Business Proposal

· Offeror’s Response – Offer shall describe how they will accomplish the Scope of Work detailed in Section 3.3 of this solicitation.

2.5.IV. Cost Proposal

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

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

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