RFP-25-035.pdf

REQUEST FOR PROPOSAL #25-035

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REQUEST FOR PROPOSALS

CITY OF ENGLEWOOD

ON-CALL GLASS

AND REPAIR SERVICES

FOR

THE CITY OF ENGLEWOOD, COLORADO

RFP NO: 25-035

RFP ISSUANCE DATE: August 12, 2025

PROPOSAL DUE DATE: September 9, 2025

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Statement of Purpose The City of Englewood Facilities Division seeks qualified vendors to provide on-call glass services across Englewood’s facilities. Services will include emergency response (e.g., board-ups), routine replacement of damaged panes, safety glazing upgrades, and maintenance of glass entryways and structural features.

Considerations This City invites qualified Contractors to submit a Proposal for on-call services.

Proposals will be reviewed and evaluated using a competitive, best-value selection process described below. Proposals shall be considered from Contractors who are firmly established in the appropriate business. Contractors shall be financially sound and have the resources and ability to perform the required services in a professional and safe manner in accordance with industry standards.

Proposals in response to this Solicitation must be submitted prior to 2:00 PM MDT, September 9, 2025. Sealed proposals (electronic submissions only) will be received and accepted online via the City of Englewood’s Online Procurement System (https://www.englewoodco.gov/government/city-departments/finance/solicitation-opportunities-awards).

Solicitation Process Proposals will be evaluated and scored based on the criteria provided in this RFP. The City will consider the approach to complete the scope of work, qualifications of the project team, experience in similar work, and value of the proposed fee to complete the work.

The City may conduct interviews with short-listed firms.

Negotiations may be held with the Contractor ranked the highest by the evaluation committee based on proposal, fee, and interview (if needed). The City and the top-ranked Contractor may negotiate the details of the final contract, and City Council approval of the award may be requested. Upon Council approval, the contract will be signed, a PO set up, Notice to Proceed issued and work may begin. Should the City be unable to reach an agreement with the top-ranked Contractor, negotiations may commence with the next-ranked Contractor. This process will continue until a satisfactory contract is negotiated, or the City exercises its right to reject all proposals.

Project Manager

Jeff Stoker will serve as the City Project Manager.

City Communications

No oral communications from the Project Manager or any other individual representing or purporting to represent the City are binding. Contractors are restricted from any and https://www.englewoodco.gov/government/city-departments/finance/solicitation-opportunities-awards

Page | 3 all contact with City staff and any public official of these organizations, other than the Procurement Division, regarding the project during the procurement process. A violation of this provision may result in disqualification of Contractor.

Questions Questions will be accepted until Wednesday, August 27, 2025 @ 2:00pm. Once the question period expires, the addendum will be posted on the City’s online Strategic Sourcing platform. Verbal questions during the recommended pre-proposal meeting and site visit will be screened for applicability and, as applicable, responded to in an addendum. All questions during the procurement period must be directed in writing to:

Trudi Peepgrass, NIGP-CPP, CPPB Procurement & Contracts Manager Finance Department City of Englewood 1000 Englewood Parkway, Englewood, CO 80110 303-762-2419 tpeepgrass@englewoodco.gov

RFP Organization This RFP consists of the following:

• Section 1 – Project Overview, Background, and Goals

• Section 2 – Project Schedule and Milestones

• Section 3 – Scope of Work

• Section 4 – Proposal Submittal Requirements

• Section 5 – Proposal Evaluation and Selection

• Section 6 – Conditions for Contractors

• Attachment A – Sample Contract for Services

Section 1 – Project Overview, Background, and Goals

1.1 Project Background

The City of Englewood is a multi-location property, with a variety of facilities, parks, and golf course. Our organization operates on a 24/7 schedule, and we require reliable and responsive on-call services to ensure smooth operations across our facilities.

This involves multiple City departments and facilities, each of which depends on timely and professional glass repair services to maintain public safety, operational continuity, and building integrity. The selected vendors will be expected to coordinate with representatives from the following stakeholder groups:

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• Public Works – Facilities Division As the lead department, Facilities will manage the contract, oversee service delivery, and coordinate scheduling and access across buildings.

• Parks and Recreation Department Includes high-traffic locations such as the Englewood Recreation Center, Malley Recreation Center, and Pirates Cove Water Park, which often require responsive service due to public use and seasonal programming.

• Golf Operations Glass services may be required at Broken Tee Golf Course and its Maintenance Facility, particularly around storefronts, pro shops, and restrooms.

• Public Safety Facilities The Englewood Police Department, as well as the Acoma and Jefferson Fire Stations, will require quick, secure responses to maintain building safety and security during or after a breakage event.

• Administrative and Operational Buildings Facilities such as the Civic Center, Service Center, Fox Street Annex, and Tejon Facilities. Building will be included in the scope and may request both emergency and routine glass services.

With this in mind, we require a provider who is responsive, capable of addressing both scheduled and emergency service requests, and able to manage projects of varying scope and urgency. The need for these services has been driven by aging equipment, expanding facilities that necessitate an increased focus on glass maintenance and reliability.

1.2 Project Overview

The City of Englewood seeks qualified contractors to provide comprehensive on-call glass installation and repair services for municipal facilities throughout the City.

This contract will establish a pool of pre-qualified vendors to respond to emergency and routine glass requests across all City properties including administrative buildings, public works facilities, recreation centers, fire stations, police facilities, and other municipal structures.

1.3 Project Goals

The City’s objectives for delivery of the Project are as follows:

• Maintain uninterrupted access to glass repair and replacement services for all City facilities

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• Reduce response time and service delays for both emergency and scheduled repairs

• Ensure all work is completed in accordance with applicable safety glazing codes and OSHA standards

• Protect public and employee safety by securing broken or damaged openings promptly

• Establish reliable, cost-effective, and performance-based vendor relationships

Section 2 – Project Schedule and Milestones

2.1 Schedule

The City intends to proceed with the annual on-call glass services.

2.2 Project Milestones

These milestones represent the anticipated schedule for resource planning purposes and are subject to change.

Request for Proposals posted August 12, 2025 Deadline for written questions August 27, 2025 @ 2:00 pm Proposal and fee submission due date September 9, 2025 @ 2:00 pm Anticipated Intent to Award September 2025

Section 3 – Scope of Work The Contractor will provide glass services and obtain resources to perform the required services professionally, safely, and timely.

Scope of Work Includes:

The selected contractor shall provide all labor, materials, equipment, and transportation necessary to perform glass installation and repair services on an as-needed basis.

Services shall be available during regular business hours and for emergency situations requiring immediate response. The City of Englewood will issue individual work orders for specific projects throughout the contract period.

• Emergency Board-Up and Securing Services o Respond to emergency calls within 4 hours o Secure broken or compromised openings to protect against weather and unauthorized access o Vendor must be available 24 hours a day, 7 days a week, including holidays.

Page | 6 o Emergency board-up or make-safe service must occur within four (4) hours of City notification.

o Vendor shall provide temporary securement of doors, windows, or glass storefronts using appropriate materials that protect against weather, unauthorized entry, and injury.

o City staff will provide initial access and designate areas requiring immediate service.

o Weekend and holiday emergency service availability o Rapid assessment and cost estimation for emergency repairs

• Glass Repair and Replacement o Replace damaged or broken panes in doors, windows, storefronts, and interior partitions o Remove and dispose of old glazing in compliance with applicable safety standards o Install new glazing using appropriate safety-rated materials where required o Weatherstripping replacement and maintenance o Caulking and sealing services to prevent water infiltration o Glass cleaning and maintenance for specialty installations o Assessment and reporting of potential glass-related safety hazards

• Safety Glazing Compliance o Proper labeling of safety glazing is required for code compliance o Technicians must identify when safety-rated glass is required and notify

City staff if upgrades are needed o All installations must comply with applicable International Building Code

(IBC) requirements and federal safety glazing standards:

ANSI Z97.1

CPSC 16 CFR 1201 Categories I and II

• Safety-rated glass must be installed in doors, sidelights, and other high-impact zones where required by code.

• Vendor must provide documentation verifying glazing compliance upon request.

• Routine and Preventative Services o Perform inspections and minor adjustments to ensure glass doors, seals, and hardware are functioning properly o Replace weather stripping, door sweeps, or associated glass-related components as needed o Repairs not considered emergencies must be completed within 2 business days of the service request unless otherwise agreed upon.

Page | 7 o Vendor shall coordinate all access and work schedules with the assigned City contact prior to dispatch.

o Routine services include inspections, pane replacements, seal and gasket maintenance, and corrective measures for window and door functionality.

• Documentation and Invoicing o Maintain a service log detailing work performed and response time o Submit summaries of services rendered to the Facilities Division o After each service call, vendor must provide a written summary of work completed, time of arrival and departure, materials used, and any follow-up actions needed.

o Monthly invoices shall include:

Service date and location Itemized labor and material costs Photos if requested by the City

• Coordination and Site Access o Schedule all work in advance with the designated site contact unless responding to an emergency o Observe all City security and access procedures, including check-in and check-out processes o Maintain clean and safe work areas during and after service

• Site Safety and Security o Vendor personnel shall adhere to all City security policies, including sign-in/out procedures and identification requirements.

o Use of ladders, scaffolding, or lifts must be performed safely and in compliance with OSHA guidelines.

o Work shall be performed during regular business hours unless prior written approval is granted for after-hours service.

• Workmanship Standards o All materials shall be new, commercial-grade, and suitable for public/commercial use.

o Work must be conducted in a professional manner, with work areas kept clean, safe, and free of debris.

o Vendor must take care to avoid damage to surrounding materials such as framing, mullions, flooring, and finishes.

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• Materials and Equipment o Vendor must maintain an inventory or supplier relationship that ensures quick access to common glass sizes, safety glazing, and framing components.

o The City may request quotes for specialty items, including custom tempered or laminated glass.

o All tools and equipment necessary to perform the work must be provided by the vendor.

City Owned Properties include, but are not limited to:

• Civic Center 1000 Englewood PKWY

• Service Center 2800 S Platte

• Rec Center 1155 W Oxford

• Malley Center 3380 S Lincoln Street

• Pirates Cove 1225 W Belleview Ave

• Broken Tee 2101 W Oxford

• Broken Tee Maint. 4000 Clay

• Police Department 3615 Elati Street

• Jefferson Fire house 555 Jefferson

• Acoma Fire House 4830 S Acoma Street

• Tejon Facilities Bld 3075 S Tejon Street

• Fox St Annex 3629 S Fox Street

The contractor must be prepared to mobilize quickly and work in a professional and unobtrusive manner at all times.

SPECIFIC FACILITY REQUIREMENTS

Municipal Building Considerations

The contractor must be prepared to work in occupied government facilities with minimal disruption to City of Englewood operations. Work scheduling shall accommodate public access requirements and security protocols specific to municipal buildings.

Security Requirements

• Background checks may be required for personnel working in secure facilities

• Compliance with City of Englewood security procedures and protocols

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• Coordination with facility security personnel for access to restricted areas

CONTRACTOR QUALIFICATIONS

The contractor shall demonstrate proven experience in glass installation and repair services with specific experience serving municipal clients. The contractor must maintain appropriate licensing, bonding, and insurance coverage as required by the City of Englewood.

Required Certifications and Licenses

• Proven experience working with government entities or large commercial clients

• Appropriate insurance coverage including general liability and workers compensation

• Bonding capacity for individual projects as may be required by City of Englewood

• Safety training and certification for personnel performing work on City of

Englewood properties

• Inventory management capabilities to ensure timely availability of common glass types and sizes

WORK ORDER PROCESS

The City of Englewood will issue individual work orders specifying the scope, location, timeline, and special requirements for each project. The contractor shall provide detailed cost estimates for approval prior to commencing work except in emergency situations where immediate action is required to maintain facility security or safety.

Each work order shall include specific project requirements, material specifications, completion deadlines, and any special coordination requirements with City of Englewood staff or other contractors working on related projects.

Supplemental Services

The City has, to the best of its knowledge, defined the scope and tasks to complete the work. The Contractor may propose, at its discretion, additional services beyond those listed in this RFP that it feels are necessary to complete the work or add value to the project. Those additional services shall be included in the scope and fee as a stand-alone task under “Supplemental Services.” The City Project Manager must approve Supplemental Services before performing the work.

Contract Renewal The City of Englewood reserves the right to utilize the awarded Contractor for future phases of the project, which include a similar scope of work or a continuation of the awarded project.

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Section 4 – Proposal Submittal Requirements

4.1 Submittal Place and Deadline

The response must be received before the due date and time as specified in this RFP. It is the responsibility of the Contractor to ensure that electronic submittals are received prior to the closing time specified. Bids received after the date and time set for the Bid opening shall be considered non-responsive and returned un-opened to the Bidder.

Electronic submissions will only be accepted online the City of Englewood’s Online Procurement System, https://www.englewoodco.gov/government/city-departments/finance/solicitation-opportunities-awards Questions or technical difficulties should be directed to the websites’ Supplier Support Team support.ionwave@eunasolutions.com.

Submittals will be accepted until 2:00 PM on September 9, 2025.

The City of Englewood utilizes an Online Procurement System for all electronic solicitation submittals. It is the Contractor’s responsibility to ensure the submittal process is started with enough time to meet the 2:00pm 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 2:00pm deadline. If the Contractor experiences any problems, has questions or technical difficulties, PLEASE contact the Supplier Support Team, support.ionwave@eunasolutions.com. If the Supplier Support Team is unable to resolve the problem, contact the procurement agent (contact information in Introduction) by 1:45pm 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 Contractor 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 Contractor 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 Contractor after the Proposal Submission Due Date.

4.2 Submittal Format

Proposal submittals shall be clear, accurate, comprehensive, and provide specific and succinct answers to all questions and requests for information. Indirect, imprecise, or incomplete responses can serve only to the disadvantage of the proposer. Generic marketing material is discouraged. Excessive or irrelevant material will not be favorably received.

The Proposal must not exceed 10 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; each

Page | 11 double-sided counts as two pages), excluding the transmittal letter, index or table of contents, front and back covers, title pages/separation tabs, draft agreement acknowledgement form, and appendices.

A font similar in size to or larger than Calibri eleven-point (11-pt) shall be used.

4.3 Submittal Content

The content requirements set forth in this RFP represent the minimum content requirements for the Proposal. Additional information may be provided at Contractor’s discretion and within the available page count.

The Proposal must include, at a minimum, the following information:

• Transmittal Letter

• Company Information

• Part 1 – Experience and Technical Capability

• Part 2 – Project/Scope Understanding, Approach, and Anticipated Schedule.

• Part 3 – Draft Agreement Review

Transmittal Letter

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

Proposals must be signed by an authorized corporate officer, principal, or partner (as applicable) with a signature in full. Contractors 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 two (2) 8½ x 11-inch pages.

Part 1 – Contractor Experience and Technical Capability

Provide a description of the Contractor’s qualifications, experience, and technical capability. This shall include, at a minimum, the following elements:

• Provide an organizational chart for the Contractors project team, identifying all key personnel, the reporting hierarchy of staff and Contractor/Sub-Contractors, and the specific individuals responsible for coordination of the separate components of the work. Project team must include local personnel.

• Describe the roles, responsibilities, and availability of the key personnel who will be assigned to the Project.

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• Identify all Sub-Contractors and describe their roles, and responsibilities. Identify the Sub-Contractors’ key personnel.

• Describe your experience with glass installation and repair for public works facilities, including any specialized equipment or training required.

• What experience do you have providing glass and repair services specifically for government entities, and can you provide examples of similar municipal contracts you have maintained over the past five years?

• Describe your technical expertise and experience working with storefront and curtain wall glass systems that may be present at City of Englewood administrative buildings and public facilities.

• What is your current staffing capacity and how do you ensure adequate personnel availability to meet the City of Englewood four-hour emergency response requirement during business hours?

• Describe your 24-hour emergency contact system and explain how City of Englewood personnel would reach your emergency response team during off-hours, weekends, and holidays.

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 Contractor. 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 Contract receives the Notice to Proceed.

Contractor Experience: Provide clear and thorough descriptions of the Contractor’s related and applicable experience and performance, particularly for:

• Personnel must demonstrate commercial glass experience with proper licensing and certifications.

• The contractor must show ability to pass background checks for personnel working in secure City of Englewood facilities and demonstrate understanding of municipal security protocols. Staffing plans must ensure adequate coverage for emergency response times and coordination with facility security personnel.

Provide detailed information on the three (3) most applicable projects that have been substantially completed by the Contractors’ team members. Details shall include the following:

• Project title and contract number.

• Contractor and key personnel’s role in project.

• Owner contact information including phone number.

• Period of performance (contract start and end dates).

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• Contract value.

• Summary of work performed.

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

• Describe any major issues or challenges presented on the project(s) and how they were resolved.

Note: Information demonstrating how the Contractor team’s key personnel have collaborated, performed, and resolved issues together on previous projects are important factors in the City's consideration and selection of a Contractor.

Key Personnel Experience: Describe specific relevant experience of each proposed key personnel providing similar details for projects as requested in Contractor Experience.

Reference Requirements: The City may contact the referenced individual(s) identified by the Contractors in Contractor Experience. The contact person(s) listed as a reference shall be someone who has personal knowledge of the Contractor’s performance during the referenced project. More than one person can be listed, but all must have knowledge of the project.

Part 2 – Project/Scope Understanding, Approach, and Anticipated Schedule

Provide a description of the Contractor’s approach to managing and delivering the scope of services contained in this RFP, and any additional issues and proposed strategies for meeting the City’s needs for the project based on Contractor’s understanding of the work, including:

• How do you ensure compliance with International Building Code requirements as adopted by Englewood and what specific training do your technicians receive regarding local building codes?

• What is your current staffing capacity and how do you ensure adequate personnel availability to meet the City of Englewood four-hour emergency response requirement during business hours?

• Describe your 24-hour emergency contact system and explain how City of Englewood personnel would reach your emergency response team during off-hours, weekends, and holidays.

• What procedures do you have in place for coordinating with City of Englewood security personnel when accessing facilities during off-hours for emergency glass repairs?

• How do you maintain inventory of common glass types and sizes to ensure timely service delivery to City of Englewood facilities without extended delays for material procurement?

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• Describe your experience installing security glazing for sensitive facilities similar to City of Englewood police stations, fire stations, and emergency operations centers.

• What specific safety training and certifications do your personnel possess for working on City of Englewood public facilities, and how often is this training updated?

• Explain your quality control procedures for ensuring all glass installations meet manufacturer specifications and warranty requirements at City of Englewood, facilities.

• How do you ensure compliance with accessibility standards for public buildings when performing glass installation and repair work at City of Englewood facilities?

• Describe your experience with automatic door systems and related glass components that may be present at City of Englewood community centers, libraries, and administrative buildings.

• What methods do you employ to minimize disruption to ongoing City of Englewood operations while performing glass repair and installation services during business hours?

• Describe your documentation procedures for providing warranty information, work completion reports, and maintenance recommendations to City of Englewood facility managers.

• How do you handle the cleanup and debris removal process following glass installation or repair work at City of Englewood facilities to ensure professional appearance and safety?

Part 3 – Draft Agreement Review

The Contractor 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.

Attachment A (Draft Agreement) of this RFP contains the proposed Contract for Services Agreement for the Project. Proposers shall review this draft document and provide comments regarding any aspect of such document about which it has any concern, including terms that it considers ambiguous or which it believes should be modified. Such comments shall be submitted with the Proposal. The City will review all comments received and, if it deems appropriate, in its sole discretion, may modify such document. The Draft Agreement included in the RFP is the form upon which Contractors shall base their Proposal. The comments submitted on the draft agreement will not be counted in the total page count specified above.

Price Proposal

A font similar in size to or larger than Calibri eleven-point (11-pt) must be used for the Price Proposal.

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• What is your proposed hourly labor rate for routine glass installation and repair services during standard business hours at City of Englewood facilities, and how does this rate differ for emergency services provided during non-business hours, weekends, and holidays?

• Describe your material markup percentage structure for different types of glass installations including single-pane, double-pane, tempered, laminated, and insulated glass units specifically for City of Englewood municipal facilities.

• What is your pricing structure for emergency temporary boarding services when glass breakage compromises building security at City of Englewood facilities, and how quickly can you mobilize these services?

Appendix A – Key Personnel Resumes

Provide key personnel resumes for project team. Appendix A does not count toward overall page count but is limited to resumes only.

Section 5 – Proposal Evaluation and Selection

5.1 General

The Proposals will be reviewed and evaluated by the City’s Selection Committee 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 Contractors regarding its Proposal or related matters.

In addition, the City may require all or a limited number of Contractors to participate in virtual or in-person interviews.

5.2 Selection Process Overview

For the purpose of selecting the most qualified Contractor, the City 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 the City’s strategic sourcing platform.

b. Responsiveness and minimum qualifications will be checked.

c. The City’s Selection Committee will review, rank, and may short-list Proposals which meet responsiveness and minimum qualification requirements.

d. Interviews with each of the shortlisted Contractors to clarify their Proposals may be conducted. This decision is at the sole discretion of the City. Interviews will provide short-listed Contractors the opportunity to present their project team and approach to City staff and will include a question-and-answer session.

e. The City’s Selection Committee will then rank each Proposal, Price Proposal, and Interview (if applicable) to prepare a recommendation for approval. Upon authorization, the Project Manager shall negotiate a contract with the selected Contractor. Should the Project Manager be unable to negotiate a satisfactory contract with the Contractor considered to be most qualified, the Project Manager, Page | 16 or designee, shall terminate such negotiations with that Contractor and begin negotiations with the next most qualified Contractor and so on until negotiations are successful.

f. The City reserves the right to modify or reject any contract for the acquisition of goods and/or services submitted to it for consideration.

5.3 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.

5.4 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 the table below.

Table 2: Proposal Evaluation Scoring

Proposal Part Scoring

Project Understanding and Management Approach

• Does Proposal address all elements of RFP?

• Does Proposal demonstrate understanding of the project objectives, methodology to be used, desired results/outcomes of the project?

• Is the proposed timeline reasonable?

• Approach to progress reporting and addressing potential challenges

• Team structure and resource allocation

• Strategies for ensuring on-time delivery of on-call services

Project Team Experience and Technical Capability

• Demonstrated experience on-call services in government facilities similar to the City of Englewood

• Qualifications of technicians who will perform glass installation and repair services

• Demonstrate glass experience with proper licensing and certifications Quality of proposed approach for analyzing existing security infrastructure, policies, and procedures

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• Staffing plans ensure adequate coverage for emergency response times and coordination with facility security personnel

Price Proposal

• Does Proposal include cost-breakdown of labor rates for routine services, emergency and urgent

• Defined material markup percentage

• Has Contractor demonstrated value in the cost and scope proposed?

Total possible points 100

Section 6 – Conditions for Contractors

6.1 Standard Contract

Contractors shall identify any issues they have with the Contract for Services Agreement standard contract within this RFP. Contractors shall note that from time to time the City will be updating and changing the contracts, and the standard contract attached to a future solicitation will be the basis for that project, not the one contained within this RFP.

The identification of willingness to enter into the standard contract is for general purposes at this time but is part of the evaluation process and must be included. There may be negotiations on a project-by-project basis which provides further clarification. Please note the RFP asks the Contractors to provide comments on the standard contract and indicate their willingness to use the standard contract. The City is not suggesting entering into an agreement with any Contractor using this contract at the time of RFP submittal, and the City will not provide a response to the Contractors comments provided.

All changes to the contract must be submitted at this time. Any changes after the City award of the contract are grounds for rescinding said award. The Contractor shall identify any issues they have with the standard contract within the RFP. Contractor shall note that from time to time the County will be updating and changing the contracts.

The following are some general clarifications that may be applied when negotiations with a selected Contractor occurs on a future project:

A. Definition of Terms: There may be further clarification as needed on a specific project, for specific contract terms.

B. Time of Completion: Each project will have a specific completion date, and some projects may be more flexible than others. The completion date will be identified by the City and will be negotiated on a project-by-project basis and included in the exhibit portion of the contract.

C. Use of sub-Contractors: The City fully expects that many project categories will require a prime Contractor and sub-Contractors as members of the project team.

The City may consider a modification to contract language that affects sub-

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Contractor use.

D. Public property: All project information and materials are public information and may be used at public meetings, or by the public when and if requested.

E. Insurance: Minimum values listed are statutory. The City requires being listed on the general liability policy as an additional insured. Copies of insurance certificates are not needed as part of the RFP.

F. Purchase of other items not listed on this solicitation based on percentage discounts: While the City has listed all major items on the solicitation which are utilized by the City and/or departments in conjunction with their operations, there may be ancillary items that must be purchased by the City during the term of this contract. For this reason, Contractors are requested to quote a percentage discount from the Contractor's price list that will be offered to the City for items which do not appear in this solicitation. The City reserves the right to award these ancillary items to the successful Contractor or another Contractor based on the lowest actual price offered.

6.2 Conflict of Interest

The Contractor must disclose with the Proposal, the name of any officer, director, partner, associate, or agent, who is also an officer or employee of the City.

6.3 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 Contractors to seek an improved understanding of any information contained in a submitted Proposal.

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

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

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• 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 Contractor during the evaluation of its Proposal.

6.4 Obligation to Keep Project Team Intact

Contractors 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 may occur that are beyond the Contractor’s control.

Unauthorized changes to the Project team at any time during the procurement process may result in penalties or termination.

6.5 Additional Conditions

Non-Collusion By submitting a Proposal in response to the RFP, the Contractor 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 Contractor agrees as follows:

• Comply with federal anti-discrimination laws.

• 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 Contractor 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 Contractor. The Contractor 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 Contractor must provide a Drug Free Workplace in accordance with Colorado State law.

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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 proposed and offered by Contractors must meet and conform to all OSHA requirements; the Contractor's signature upon the Proposal being by this reference considered a certification of such fact.

Patent Infringement, Etc.:

By submission of a Proposal the Contractor certifies that the services to be furnished will not infringe any valid patent, copyright, or trademark and the successful Contractor 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.

6.6 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.

6.6 Addenda