RFP-25-038_final.pdf

REQUEST FOR PROPOSAL #25-038

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REQUEST FOR PROPOSALS

CITY OF ENGLEWOOD

ON-CALL PLUMBING SERVICES

FOR

THE CITY OF ENGLEWOOD, COLORADO

RFP NO: 25-038

RFP ISSUANCE DATE: August 5, 2025

PROPOSAL DUE DATE: September 2, 2025

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Statement of Purpose The City of Englewood is seeking proposals from qualified plumbing Contractors to provide on-call plumbing services for various City facilities. The City requires one or more reliable and experienced partners to handle a range of plumbing needs including, but not limited to, emergency repairs, routine maintenance, troubleshooting, installations, and upgrades. The ideal Contractor must be licensed, insured, and capable of delivering timely and efficient services to support the City’s ongoing operations.

Considerations This City invites qualified Contractors to submit a Proposal for On-Call Plumbing 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 2, 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.

https://www.englewoodco.gov/government/city-departments/finance/solicitation-opportunities-awards

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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 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 Tuesday, August 19, 2025 @ 2:00pm. Once the question period expires, the addendum will be posted to the City’s Online Procurement System.

All questions during the procurement period must be entered via the City’s Online Procurement System or emailed to:

Elizabeth Watts Procurement Specialist Finance Department City of Englewood 1000 Englewood Parkway, Englewood, CO 80110 303-762-2412 ewatts@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 maintains a wide portfolio of municipal facilities, including administrative buildings, recreational centers, fire stations, police facilities, water park, and parks infrastructure. The City requires reliable and responsive plumbing services to ensure smooth operations across all facilities.

The City operates diverse facilities which require reliable plumbing systems to support daily operations and public services. These systems require ongoing and routine maintenance, troubleshooting, and occasional emergency repairs. The safety, reliability, mailto:ewatts@englewoodco.gov

Page | 4 and functionality of these plumbing systems are vital to daily operations and business continuity; minimizing downtime, improving the logenvity of plumbing systems, and ensuring compliance with all applicable safety codes and regulations is imperative for successful operations.

The ideal Contractor 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 plumbing maintenance and reliability.

1.2 Project Overview

The City of Englewood requires comprehensive on-call plumbing services to support the ongoing maintenance, repair, and enhancement of plumbing systems across all municipal facilities. This engagement encompasses emergency response capabilities, planned maintenance activities, system installations, and infrastructure upgrades to ensure continuous, safe, and reliable plumbing operations throughout the City's portfolio of buildings and facilities.

The selected Contractor(s) must demonstrate the capability to service commercial and institutional plumbing systems of varying complexity and age. Services must be delivered with minimal disruption to City operations while maintaining the highest standards of safety, code compliance, and workmanship quality.

1.3 Project Goals

Project goals are as follows:

1. Minimize Downtime and Disruptions

• Goal: Ensure that plumbing systems are promptly repaired and maintained to prevent disruptions to daily operations.

• Why: Reducing downtime is crucial for maintaining productivity and minimizing any operational losses that might occur due to plumbing issues.

2. Ensure Safety and Compliance

• Goal: Maintain compliance with local plumbing codes, regulations, and safety standards.

• Why: Ensuring safety in the workplace and in plumbing systems is critical to prevent accidents, fires, and other hazards. Compliance with regulations also helps avoid fines and penalties.

3. Maintain Efficient and Cost-Effective Service

• Goal: Obtain reliable plumbing services at competitive and transparent pricing.

• Why: While reliability and quality of work are critical, it's equally important to control costs. This goal emphasizes a balance between quality service and financial prudence.

4. Enhance the Longevity of plumbing Infrastructure

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• Goal: Prolong the lifespan of plumbing systems and components through routine maintenance and proactive inspections.

• Why: Routine maintenance helps prevent costly emergency repairs and extends the life of critical plumbing infrastructure.

5. Achieve Quick Response Times for Emergency Services

• Goal: Ensure that plumbing emergencies are addressed within a defined response time, such as 1-2 hours.

• Why: In the case of plumbing emergencies (like power outages, system failures, etc.), timely response is crucial to avoid prolonged disruption and ensure the safety of the facility and its occupants.

6. Implement Preventative Maintenance Programs

• Goal: Develop and maintain a preventive maintenance schedule that addresses the health of plumbing systems before problems arise.

• Why: Proactive maintenance helps identify and address potential issues before they become emergencies, reducing the frequency and cost of repairs.

7. Improve System Efficiency and Performance

• Goal: Ensure that plumbing systems operate at peak efficiency, reducing energy consumption and improving overall system performance.

• Why: Improving system performance not only reduces operational costs but also enhances reliability and sustainability.

8. Support Business Continuity and Operational Efficiency

• Goal: Ensure plumbing systems support uninterrupted operations across facilities, helping your organization maintain its operational goals without setbacks.

• Why: Efficient, well-maintained plumbing systems are integral to smooth day-to-day operations, especially for businesses with critical plumbing infrastructure.

9. Foster Transparency and Clear Communication

• Goal: Establish a clear communication channel with the selected plumbing contractor for efficient service coordination and reporting.

• Why: Effective communication ensures that service requests, billing, and any concerns are handled promptly and transparently.

Section 2 – Project Schedule and Milestones

2.1 Schedule

The City intends to proceed with On-Call Plumbing 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 5, 2025

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Deadline for written questions August 19, 2025 @ 2:00 pm Proposal and fee submission due date September 2, 2025 @ 2:00 pm Anticipated Intent to Award September 2025

Section 3 – Scope of Work General Requirements The Contractor(s) will provide plumbing services for the City of Englewood, ensuring all work is performed in a professional, safe, and timely manner, in compliance with local, state, and national plumbing codes and regulations. The Contractor(s) will be responsible for managing all necessary resources, equipment, and personnel to perform plumbing work effectively across all designated City-owned properties

Emergency Plumbing Services

The contractor shall provide 24-hour, 7-day-per-week emergency plumbing response services to the City of Englewood. Emergency services encompass:

• Immediate response to burst pipes, major leaks, and water damage prevention

• Sewer line blockages and backups requiring urgent attention

• Water heater failures and related emergency repairs

• Frozen pipe situations and associated damage mitigation

• Toilet and fixture failures in high-traffic public areas

• Emergency shut-off valve repairs and replacements

• Gas line emergency repairs when related to plumbing systems

• Backflow preventer emergency repairs and testing

Emergency response times shall not exceed two hours from initial notification during business hours and four hours during after-hours periods. The contractor must maintain adequate staffing and equipment to meet these response requirements consistently.

Routine Maintenance and Inspection Services

Planned maintenance services are essential for preventing system failures and extending equipment life. The contractor shall provide:

• Scheduled inspections of all plumbing systems and fixtures

• Preventive maintenance on water heaters, pumps, and pressure systems

• Drain cleaning and maintenance to prevent blockages

• Faucet and fixture maintenance including cartridge replacements

• Water pressure testing and adjustment services

• Leak detection services using appropriate diagnostic equipment

• Backflow preventer testing and certification as required by regulations

• Sump pump maintenance and testing procedures

• Grease trap cleaning and maintenance for kitchen facilities

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• Water quality testing coordination when plumbing-related The contractor shall develop and maintain detailed maintenance schedules for each City of Englewood facility, providing recommendations for optimal maintenance frequencies based on usage patterns and system conditions.

Installation Services

New installation work shall be performed to support facility improvements, expansions, and system upgrades. Installation services include:

• Complete fixture installations including toilets, sinks, drinking fountains, and specialized equipment

• Water heater installations and replacements for various capacity requirements

• Pipe installation and routing for new construction and renovation projects

• Pump system installations for specialized applications

• Backflow prevention device installations and upgrades

• Gas line installations related to plumbing appliances

• Drainage system installations and modifications

• Water filtration system installations where required

• Irrigation system connections and modifications

• ADA-compliant fixture installations and modifications

All installations must comply with current plumbing codes, City of Englewood specifications, and manufacturer requirements. The contractor shall obtain all necessary permits and coordinate inspections as required.

System Upgrades and Modifications

The contractor shall perform comprehensive upgrades to existing plumbing infrastructure to improve efficiency, compliance, and reliability:

• Pipe replacement projects including copper, PVC, and specialized materials

• Fixture upgrades to water-efficient models supporting sustainability goals

• Water heater system upgrades including tankless and high-efficiency units

• Pressure regulation system improvements and installations

• Sewer line repairs and replacements using appropriate methods

• Water main connections and service line improvements

• System modernization to meet current code requirements

• Accessibility improvements to meet ADA compliance standards

• Energy efficiency improvements to reduce operational costs

• Smart system integrations for monitoring and control capabilities

Facility Locations City-Owned Properties include, but are not limited to:

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• Civic Center Administrative Building 1000 Englewood Parkway

• Service Center 2800 S Platte River Drive

• Englewood Recreation Center 1155 W Oxford Avenue

• Malley Recreation Center 3380 S Lincoln Street

• Pirates Cove Water Park 1225 W Belleview Avenue, Littleton

• Broken Tee Golf Course 2101 W Oxford Avenue

• Broken Tee Maintenance Facility 4000 S Clay Street

• Englewood Police Department 3615 S Elati Street

• Jefferson Fire House 555 W Jefferson Avenue

• Acoma Fire House 4830 S Acoma Street

• Tejon Facilities Building 3075 S Tejon Street

• Fox St Annex 3629 S Fox Street

• Englewood Farm and Train 5001 S Inca Drive

The City reserves the right to add or remove service locations as needed throughout the contract term, with the same annual contract dates.

Technical Requirements Licensing and Certification Requirements The contractor must maintain all required licenses and certifications throughout the contract period:

• Valid Colorado state plumbing contractor license

• Backflow prevention device testing certification

• Gas line installation and repair certifications

• Lead-safe work practice certifications

• OSHA safety training certifications for all personnel

• Manufacturer certifications for major equipment brands

• Continuing education compliance for all licensed personnel

Equipment and Tool Requirements The contractor shall maintain professional-grade equipment and tools necessary for comprehensive plumbing services:

• Drain cleaning equipment including cable machines and hydro-jetters

• Leak detection equipment including electronic and acoustic devices

• Pipe locating and mapping equipment

• Pressure testing equipment for various system types

• Specialized tools for different pipe materials and fittings

• Safety equipment including confined space entry gear

• Emergency response vehicles equipped with common repair materials

• Lifting and moving equipment for heavy fixtures and equipment

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Performance Standards Response Time Requirements The City of Englewood requires guaranteed response times based on service priority levels:

• Priority 1 Emergency Response:

o Initial response within two hours during business hours o Initial response within four hours during non-business hours o Continuous work until temporary or permanent resolution o Progress updates every two hours during active emergency response

• Priority 2 Urgent Response:

o Response within same business day for calls received before 2:00 PM o Response within next business day for calls received after 2:00 PM o Completion within 48 hours unless materials require extended lead times

• Priority 3 Routine Response:

o Response within three business days of service request o Completion within timeframes agreed upon during initial assessment o Coordination with City of Englewood staff for minimal operational disruption

Quality Standards All work performed must meet or exceed industry standards and local code requirements:

• Compliance with current International Plumbing Code provisions

• Adherence to City of Englewood technical specifications

• Use of approved materials meeting or exceeding specified grades

• Proper installation techniques following manufacturer guidelines

• Complete testing and commissioning of all new installations

• Warranty provisions covering materials and workmanship

• Documentation of all work performed including before and after photographs

• Clean work areas and proper disposal of all waste materials

Communication and Reporting Requirements Effective communication ensures smooth coordination between the contractor and City of Englewood staff:

• 24-hour contact availability through dedicated emergency phone line

• Real-time updates during emergency response situations

• Written work orders and completion reports for all services

• Monthly summary reports detailing all activities and recommendations

• Annual system assessment reports with improvement recommendations

• Immediate notification of safety hazards or code violations discovered

• Coordination with other contractors and utility providers as needed

• Participation in regular progress meetings with City of Englewood staff

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Materials And Supplies Material Standards and Specifications The contractor shall use only high-quality materials appropriate for municipal facility applications:

• Copper piping and fittings meeting ASTM standards for potable water systems

• PVC and ABS piping materials suitable for drainage and waste applications

• Commercial-grade fixtures designed for high-usage public environments

• Water heaters with appropriate efficiency ratings and capacity specifications

• Backflow prevention devices certified for municipal water system protection

• Environmentally responsible materials supporting City of Englewood sustainability goals

• Materials compatible with existing systems to ensure proper integration

• Approved brands and models as specified in City of Englewood standards

Inventory Management The contractor should maintain adequate inventory to support responsive service delivery:

• Common repair parts and materials for immediate availability

• Emergency supplies accessible during after-hours response

• Specialized components for unique City of Englewood facility requirements

• Seasonal materials for weather-related repairs and maintenance

• Coordination with suppliers for expedited delivery of special-order items

Special Considerations Environmental and Safety Compliance All work must comply with environmental regulations and safety standards applicable to municipal facilities:

• Lead and asbestos awareness and appropriate handling procedures

• Proper disposal of hazardous materials including old fixtures and chemicals

• Protection of groundwater and surface water during excavation work

• Compliance with OSHA safety standards for all work activities

• Coordination with environmental consultants when required

• Documentation of environmental compliance measures

Public Facility Considerations Working in active municipal facilities requires special attention to public safety and operational continuity:

• Minimization of service disruptions during business hours

• Public safety measures during work in occupied facilities

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• Coordination with facility managers and department heads

• Security clearance procedures for sensitive facilities

• After-hours access procedures and security protocol compliance

• Noise control measures during work in occupied buildings

Security Requirements

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

• Compliance with City of Englewood security procedures and protocols

• Coordination with facility personnel for access to restricted areas

Historical and Specialized Facilities Some City of Englewood facilities may require specialized knowledge and techniques:

• Experience with older building systems and vintage materials

• Sensitivity to historical preservation requirements where applicable

• Understanding of specialized facility requirements such as emergency services buildings

• Capability to work with unique systems in recreational and community facilities

• Knowledge of accessibility requirements for public buildings

Contractor Responsibilities Professional and Safe Execution of Work

• Compliance: All work must comply with the National Standard Plumbing Code (NSPC) and any applicable local codes and ordinances. The Contractor is also responsible for following all relevant safety standards.

• Licensing: The Contractor must be fully licensed and insured to perform plumbing work in the City of Englewood.

Resource Management

• Personnel: The Contractor will provide qualified plumbers, skilled labor, and other necessary personnel to perform work in a timely manner. All plumbers must be certified and meet the training and experience requirements specified in the contract.

• Equipment and Materials: The Contractor will be responsible for supplying all tools, equipment, and materials needed to complete the work, unless otherwise specified by the City.

Response Time

• Emergency Response: For emergencies, the Contractor will respond to urgent requests within 1 hours and be on-site within 2 hours for resolution.

• Routine Maintenance: For non-urgent work, the Contractor must provide a written schedule of when the work will be completed and adhere to the timeline.

Quality Assurance

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• The Contractor must ensure that all plumbing systems are tested, functioning correctly, and meet the highest industry standards before considering a job complete.

• Post-Work Inspection: After completing the work, the Contractor must perform a final inspection and provide a detailed report to the City, confirming that all systems are operational.

Reporting and Documentation

• Work Orders: The Contractor must generate and maintain detailed work orders for all tasks performed, including time logs, materials used, and specific locations of the work.

• Monthly Progress Reports: The Contractor will provide a monthly report that summarizes completed work, upcoming projects, and any issues encountered during the previous month.

• Maintenance Records: Comprehensive maintenance records shall be maintained and provided to the City including equipment histories, test results, and replacement schedules. Records must be sufficient to support warranty claims, insurance requirements, and regulatory compliance documentation.

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 renew the contract for four (4) additional one-year periods based on contractor performance.

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

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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 2, 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 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:

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• Transmittal Letter

• Company Information

• Part 1 – Experience and Technical Capability

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

• Part 3 – Draft Agreement Review

• Part 4 – Pricing Information, as requested in RFP

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.

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

• Describe experience with plumbing services, routine and emergency, specifically for municipal entities, including any specialized equipment or training required.

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.

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

• Personnel must demonstrate plumbing experience with proper licensing and certifications.

• Detail experience providing on-call plumbing services to municipal facilities in Colorado, including the number of years serving similar clients and specific examples of successful projects.

• Describe comprehensive safety protocols for protecting building occupants and visitors during various plumbing services at City facilities.

• Document communication and coordination strategy to minimize disruption to normal facility operations during work

• Detail emergency response protocol for addressing sudden plumbing issues that threaten City facility operations inside and outside of normal business hours

• 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).

• 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

Page | 16 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:

• Define the Contractor's proposed approach to delivering on-call plumbing services for City of Englewood facilities. The approach must demonstrate understanding of municipal building operations and methods to minimize disruption to City services.

• Contractors must outline procedures for emergency response, routine maintenance scheduling, work order processing, and coordination with City staff.

• Contractor to define the approaches to handling specialized facility requirements including police facilities, fire stations, water park, and recreation centers.

• Define the Contractor’s local presence in Colorado, dispatch capabilities, and after-hours availability for emergency situations including Contractor's plan for maintaining response time commitments while serving multiple City of Englewood facilities.

• Detail your process for work order management, including how you provide cost estimates for approval and handle emergency situations where immediate action is required.

• Detail your after-hours availability for emergency situations and how you maintain the two-hour response time commitment for critical plumbing situations outside normal business hours.

• Explain your dispatch system and how you prioritize and track response times for emergency, urgent, and routine service calls from City of Englewood.

• What is your process for obtaining background checks for personnel who will work in secure City of Englewood facilities, and how do you ensure compliance with municipal security protocols?

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

Page | 17 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.

• Provide trip charge/fee for emergency, urgent, and routine service calls (as defined above on page 9)

• Provide a rate sheet to include current routine/standard business hour (defined as Monday through Friday 8:00 AM to 5:00 PM) pricing and emergency plumbing services requiring response within two (2) hours for critical situations at City of Englewood facilities

• What is your material markup percentage for equipment/consumables?

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.

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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, 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 35

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

• Qualifications of technicians who will perform plumbing services

• Demonstrate plumbing experience with proper licensing and certifications

• Staffing plans ensure adequate coverage for emergency response times

Price Proposal

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

• 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.

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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- 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.

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• 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.

• 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

Page | 22 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.

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