RFP B-25-004 Security Equipment Maintenance Services.pdf

Request for Proposal

B-25-004

Security Equipment Maintenance Services

August 7, 2025

Metro Water Recovery

6450 York Street

Denver, CO 80229-7499

RFP Number: B-25-004

Title: Security Equipment Maintenance Services

Proposal Due Date: September 18, 2025 Time: 3:00 PM MT

Issuing Office: Metro Water Recovery

Attn: Jason Lee

Purchasing Division

6450 York Street

Denver, CO 80229-7499

Jlee@MetroWaterRecovery.com

Vendors must ensure that proposals are submitted in accordance with this request for proposal

(RFP) by the due date and time stated herein.

Late proposals will not be accepted nor evaluated.

Proposals that do not comply with the requirements of this RFP may be rejected.

Vendors are encouraged to read the entire RFP prior to submitting a proposal. Metro Water

Recovery reserves the right to make award without discussions, based on initial proposals received.

Therefore, vendors should ensure their best terms and pricing are included with initial proposals.

Likewise, Metro Water Recovery may conduct discussions with one, some, or all vendors as determined, in their sole discretion, to be in Metro Water Recovery’s best interest. Metro Water

Recovery further reserves the right to cancel this RFP and/or reject offers, without obligation, as determined in the best interest of Metro Water Recovery. Any proposal that takes exception to any terms and conditions, including the Short Form Agreement may, at the sole discretion of Metro

Water Recovery, be excluded from further consideration.

General Information mailto:Jlee@MetroWaterRecovery.com

Table of Contents Section 1 Introduction and Background

1.1 Introduction

1.2 Summary of Project Objective

1.3 About Metro Water Recovery

Section 2 Instructions to Vendors

2.1 Schedule of Events

2.2 Administrative Information

3.1 Statement of Work

3.2 Scope of Services

Section 4 Miscellaneous Provisions

4.1 Open Records

4.2 Arrears Vendor

4.3 Independent Proposal

4.4 Work Quality

4.5 Incurred Costs

4.6 Taxes

4.7 Media Release

4.8 Gifts and Gratuities

4.9 Reservation of Rights, No Obligation, Right of Rejection, and Multiple Award

Section 5 Proposal Evaluation

5.1 Evaluation

5.2 Contract Negotiation

5.3 Dissemination of Evaluation and/or Award Information

Section 6 Proposal Response Requirements

6.1 Transmittal Letter and Executive Summary

6.2 Company Background and References

6.3 Proposed Product(s) and Services

6.4 Proposed Team Resources

6.5 Price Proposal

Attachment 1: Equipment List

Attachment 2: Short Form Agreement (SFA)

SFA Exhibit A, Scope of Services

SFA Exhibit C, Fee Schedule

NOTE: The attachment is the standard Metro Water Recovery contract. Metro Water Recovery will only consider exceptions to section 1.0 Services, 2.0 Payment and 3.0 Insurance. Any exceptions must be specifically stated with initial proposals. Metro Water Recovery may accept or reject such exceptions at its sole discretion. Other than these limited enumerated exceptions, non-acceptance of the standard Metro Water Recovery contract will render a vendor non-responsive and ineligible for award, at Metro Water Recovery’s sole discretion.

By submitting a proposal, vendors agree to these terms.

Section 1 Introduction and Background

1.1 Introduction

This RFP is to solicit proposals from vendors capable of satisfying the needs of Metro Water

Recovery as stated herein. In addition to soliciting written responses, this document provides information to assist vendors in preparing their responses and facilitates the evaluation process.

1.2 Summary of Project Objective

Metro is seeking proposals from qualified and experienced vendors to provide comprehensive routine/preventative maintenance, emergency services or critical repairs and upgrades, or new equipment installation for Metro Water Recovery’s comprehensive security system, including access control, video surveillance and alarm monitoring equipment and software.

1.3 About Metro Water Recovery

Metro Water Recovery is the wastewater treatment authority for most of Metropolitan Denver and parts of Northern Colorado. Metro Water Recovery is a Metropolitan sewage disposal district formed in 1961 and is a political subdivision of the State of Colorado.

Metro Water Recovery is committed to protecting the environment and providing for the community's future needs.

• Metro Water Recovery operates and maintains two treatment plants – the Robert W. Hite

Treatment Facility (RWHTF) and the Northern Treatment Plant (NTP) – the METROGRO

Farm, and its 230-mile Interceptor System.

• Metro Water Recovery serves approximately 2.2 million people within the 817-square mile service area.

• Metro Water Recovery treats on average 138 million gallons of wastewater per day from neighborhood sewer lines and removes more than 95% of the pollutants before discharging it into the South Platte River.

Metro Water Recovery’s mission is to protect the region’s health and environment by cleaning water and recovering resources.

Visit at www.MetroWaterRecovery.com http://www.metrowaterrecovery.com/

Section 2 Instructions to Vendors

2.1 Schedule of Events

The following RFP Schedule of Events represents the best estimate of the schedule Metro Water

Recovery will follow, which is subject to change at Metro Water Recovery’s discretion. Metro

Water Recovery reserves the right to add or delete events as may be necessary.

2.2 Administrative Information

All official communication with vendors will be via the Rocky Mountain E-Purchasing System

(Bidnet Direct) at https://www.bidnetdirect.com/colorado/metro_water_recovery prior to the

Proposal Due Date. Notices may include RFP addendums, modifications, questions and answers, clarifications to requirements, and award announcements. It is the responsibility of vendors to monitor Bidnet for any such notices. Communications outside of the Bidnet system must be approved by Metro Water Recovery. Vendors are required to acknowledge receipt of all addendums in the cover letter of their proposal.

Metro Water Recovery is requesting vendor proposals for the items or services described herein.

All proposals must be clear, concise, accurate, and legible. There must be no doubt as to the intent and scope of the proposal. Proposals may be withdrawn, in writing, at any time prior to the Proposal

Due Date and time.

Proposals shall be submitted as follows:

Event Date and Time

RFP Posted on Bidnet

(https://www.bidnetdirect.com/colorado/metro_water_ recovery)

August 7, 2025

Optional Onsite Walk Through – Hite and NTP Plants

*RSVP to jlee@metrowaterrecovery.com August 21, 2025 @ 1:00PM MT

Written Inquiry Deadline (must be submitted in

Bidnet) August 27, 2025 @ 3:00PM MT

Response to Written Inquiries September 4, 2025

Proposal Due Date (must be submitted in Bidnet) September 18, 2025 @ 3:00PM MT

Oral Presentations Week of September 29th or October

6th, 2025 (estimated)

Notice of Award October 10, 2025 (estimated) https://www.bidnetdirect.com/colorado/metro_water_recovery https://www.bidnetdirect.com/colorado/metro_water_recovery https://www.bidnetdirect.com/colorado/metro_water_recovery mailto:jlee@metrowaterrecovery.com

1. Proposals are due on or before the Proposal Due Date enumerated in the Event table included herein.

2. Unnecessarily elaborate proposals are not desired. Font size for basic narrative descriptions must be no smaller than 12 characters per inch. Proposals must be limited to 12 pages (not including cover page, table of contents, appendices)

3. Proposals should include all requirements as identified in Section 3.2 and Section 6.

4. The proposal shall present a full and complete description of how the vendor proposes to meet the scope requirements of this RFP.

5. Recent and relevant references for projects/contracts of similar size and scope.

6. A valid IRS Form W-9

The vendor and its employees will not disclose any written, printed, graphic, or electronically or magnetically recorded information furnished by Metro Water Recovery for the proposer’s use to any person except with Metro Water Recovery approval, and only to the extent necessary to perform the work under the Agreement. This also applies to the vendor’s employees, agents, and subcontractors.

All proposals should be valid for a minimum of 60 calendar days from the Proposal Due Date. All proposals and accompanying documentation will become the property of Metro Water Recovery at the Proposal Due Date.

Any person, vendor, corporation, or association submitting a proposal shall be deemed to have read and understood all the terms, conditions, and requirements in the RFP and SFA.

Vendors may make written inquiries concerning this RFP to obtain clarification of requirements.

No inquiries will be accepted after the Written Inquiry Deadline indicated in the Schedule of Events and no phone calls will be accepted. Metro Water Recovery requires that all inquiries be sent through Bidnet unless otherwise approved. Please ensure the RFP number and title is included in the subject line of all communications. Responses to inquiries may be published as addendums on

Bidnet in accordance with the Schedule of Events. Vendors should not rely on any other statements, either written or oral during the open solicitation period.

During an active solicitation, all communication shall be with the issuing office. Vendors should not contact and/or discuss this solicitation with any other Metro Water Recovery office or individual.

A Pre-proposal conference may be held in accordance with the Schedule of Events. While the conference is not mandatory, participation is highly encouraged. The format of the conference will be an overview of the RFP followed by questions and answers related to the requirements, RFP, and/or overall process. Metro Water Recovery will attempt to answer all questions at the conference; however, the conference is not a substitute for the written questions due in the Schedule of Events. Following the conference, Metro Water Recovery may post questions and answers on

Bidnet and/or make any necessary changes to the RFP via a formal addendum.

Section 3 Scope of Project

3.1 Statement of Work

Metro Water Recovery (Metro) utilizes a security system designed to meet stringent operational and security demands, and our objective is to identify a key partner who can ensure continuous, efficient, and optimal operation of our hardware, software, and network. The security system utilizes LenelS2 OnGuard and consists of access control, video surveillance, alarm monitoring, intrusion detection, credential management, and employee/contractor/visitor tracking. Key components include card readers, alarm systems, badges, and approximately 156 surveillance cameras.

3.2 Scope of Services

Metro’s security system supports both onsite and remote facilities, primarily managed at the

Robert W. Hite Treatment Facility in Denver, with additional coverage at remote lift stations, and the Northern Treatment Facility in Brighton, CO. The awarded vendor will be responsible for providing comprehensive maintenance, support, and enhancements of the system.

Robert W. Hite Treatment Facility (RWHTF) Northern Treatment Plant (NTP)

6450 York Street 51 Baseline Road

Denver, CO 80229 Brighton, CO 80603

Key Vendor Responsibilities

• Preventative and Corrective Maintenance: Perform routine, preventative, or corrective maintenance to ensure system reliability, uptime, and address any issues with software, hardware, and network integrations.

• Troubleshooting and Repair: Diagnose and resolve issues with all system components, including access control, alarms, and the approximately 156 CCTV and Network Video

Systems (NVS) cameras. The vendor must also resolve programming issues and expedite the sourcing and installation of replacement parts to minimize downtime.

• System Upgrades and Installations: Install, program, and integrate new security equipment and perform necessary software, hardware, and network upgrades.

• Licensing and Certification Management: Maintain all required Lenel OnGuard system licenses and service agreements. The vendor must ensure that all technicians are Lenel-certified and provide documentation of these certifications.

• Documentation and Reporting: Maintain up-to-date security drawings and system maps.

The vendor must provide detailed labor logs, itemized invoices, and supporting documentation for all work performed.

• Responsive Service: Adhere to a strict response time policy: critical issues and emergency services must be addressed within 24 hours, and non-critical issues within 48 hours.

• Communication, Compliance, and Coordination: Vendor will maintain and establish frequent and consistent communication channels, project updates, or status meetings as required. Vendor will obtain prior approval from Metro for all parts and equipment acquisition. The vendor must also adhere to Metro's competitive process for proposals

Key Deliverables

• Maintenance Reports: Documentation of all preventative and corrective maintenance activities.

• Detailed Labor Logs: Logs including technician names, tasks completed, on-site hours, check in/check out detail for all work.

• Invoices with Supporting Documentation: Prompt submission of itemized invoices and labor logs/project completion documentation.

• Updated System Documentation: Current security drawings and Lenel system maps reflecting any changes, revisions, or additions.

• Licenses and Certifications: Copies of all Lenel OnGuard licenses, service agreements, and technician certifications.

Minimum Vendor Requirements

• Vendor must be authorized and/or qualified to service, distribute, re-sell, and maintain all equipment and software listed in Attachment A.

• Vendor staff/technicians must be certified and licensed to perform services on equipment and software listed in Attachment A.

• Vendor must operate a local office/warehouse/facility with staffing and capabilities to perform services meeting Metro’s 24-hour and 48-hour response time expectations.

• Minimum of three (3) active clients of similar size and scope as Metro.

Section 4 Miscellaneous Provisions

4.1 Open Records

The vendor acknowledges that Metro Water Recovery is a public entity subject to the Colorado

Open Records Act, §24-72-201, et. seq., C.R.S. (“CORA”). Consequently, the proposal, including any accompanying information and/or documentation that the vendor submits in conjunction therewith is public records available for public review under CORA. Written requests for confidentiality shall be submitted by the vendor with the proposal. The vendor must state, specifically, what elements of the proposal are to be considered confidential and/or proprietary and must state the statutory basis for the request under the Public (open) Records Act. (Section 24-72-

201 et seq., C.R.S.). Confidential and/or proprietary information must be readily identified/marked.

Neither a proposal in its entirety, nor price information will be considered confidential and/or proprietary. Any information that will be included in any resulting contract cannot be considered confidential and/or proprietary.

4.2 Arrears Vendor

No proposal shall be accepted from, nor any purchase order/contract be awarded to, any vendor that is in arrears upon any obligations to Metro Water Recovery, or that otherwise may be deemed irresponsible or unreliable.

4.3 Independent Proposal

By submission of a proposal, the vendor certifies that the proposal has been arrived at independently and submitted without collusion with any other vendor, and that the contents of the proposal have not been communicated to any person not an employee or agent of the vendor, or its surety on any bond furnished herewith, and will not be communicated to any person prior to the Proposal Due

Date.

4.4 Work Quality

The apparent silence of any specification and any supplemental specifications as to any details or the omission from it of a detailed description concerning any point shall be regarded as meaning that only the best commercial practices are to prevail and that only materials of first quality and correct type, size, and design are to be used. All workmanship is to be first quality. All interpretations of the specification shall be made upon the basis of this statement and as determined solely by Metro Water Recovery.

4.5 Incurred Costs

All costs related to the preparation of the proposal, incurred by the vendor, shall be the sole responsibility of the vendor. Metro Water Recovery will not consider and/or reimburse vendors for any costs or expenses incurred in preparing and/or submitting proposals in response to this RFP, attending meetings, presentations, or other necessary requirements.

4.6 Taxes

Metro Water Recovery is exempt from federal taxes and Colorado state and local government sales and use taxes. Where applicable, vendors are responsible for payment of use taxes.

4.7 Media Release

News releases, including social media, pertaining to this RFP and/or resultant award shall not be made without Metro Water Recovery’s written approval.

4.8 Gifts and Gratuities

Metro Water Recovery will not accept gifts or gratuities from vendors. Metro Water Recovery may request product samples from vendors for evaluation purposes with disposition of those samples to be at the discretion of Metro Water Recovery.

4.9 Reservation of Rights, No Obligation, Right of Rejection, and Multiple Award

The solicitation made through this RFP implies no obligation on the part of Metro Water Recovery.

Metro Water Recovery reserves the right to cancel this RFP in whole or in part, at any time, without penalty.

This RFP does not constitute an offer or a contract with any proposed vendor or other party.

The decision to reject a proposal is solely that of Metro Water Recovery. Metro Water Recovery reserves the right to reject or accept any or all proposals, in whole or in part. Proposals received from debarred or suspended vendors will be rejected. Metro Water Recovery may reject any proposal that is not responsive to all of the material and substantial terms, conditions, and performance requirements of this RFP. Metro Water Recovery further reserves the right to award all, some, or none of the components/functional areas included in this RFP. Metro Water Recovery further reserves the right to make one or more awards to competing vendors for all or subsets of functionality as a result of this RFP or as otherwise determined in Metro Water Recovery’s best interests. Metro Water Recovery further reserves the right to reject any proposal determined to be nonresponsive, negotiate with any or all vendors with respect to any or all terms of a proposal or contract, refrain from making an award if it determines it to be in its best interest, abandon the project, and/or to re-advertise and solicit other proposals at its discretion.

Metro Water Recovery reserves the right to award without discussions or to conduct discussions with one, some, or all vendors as it determines in its best interests.

Section 5 Proposal Evaluation

5.1 Evaluation

For proposals to be evaluated and considered for award, they must be deemed responsive to this

RFP in the sole discretion of Metro Water Recovery. To be determined responsive, submitted documents shall conform in all material respects to the requirements stated herein and vendors shall document and validate the capability to fully perform all requirements defined by the RFP. Factors to be considered in connection with a vendor’s capability to fully perform all requirements of the

RFP include, and not limited to, qualifications, experience, innovation, creativity, functionality, value-added services, project approach, and other factors required to provide the products and/or services defined herein.

Metro Water Recovery will evaluate proposals received in response to this RFP that are determined to be responsive. The objective of the evaluation is to determine the proposal that most effectively meets Metro Water Recovery’s needs. Vendors should not assume they will have an opportunity for oral presentations or revisions of proposals, so they should submit their most favorable proposal as the initial proposal. Vendors may be provided an opportunity to make an oral presentation as part of the evaluation process at Metro Water Recovery’s sole discretion.

5.2 Contract Negotiation

In the event Metro Water Recovery and a vendor are unable to agree upon all contract provisions, Metro Water Recovery reserves the right to cease negotiations and negotiate with one or more other vendors, or to reject all proposals with no obligation.

5.3 Dissemination of Evaluation and/or Award Information

Before contract award, information shared concerning the proposal evaluation may only include:

• The number of proposals received

• The company name of vendors participating.

Vendors will be notified of selection on Bidnet after Metro Water Recovery after award of the contract.

Section 6 Proposal Response Requirements

6.1 Transmittal Letter and Executive Summary

SECTION 1 should contain the transmittal letter and executive summary and be limited to four pages.

The transmittal letter shall be signed by an authorized representative of the vendor such as the owner, partner, or in the case of a corporation, the president, vice president, secretary, or other corporate officer(s) responsible for binding the vendor.

The transmittal letter must provide the vendor’s primary contact information, including the following:

1. Name of the vendor representative

2. Title

3. Name of company

4. Address

5. Telephone number

6. E-mail address

7. Signature of authorized officer of the vendor

The transmittal letter must acknowledge all addendums, if applicable. A signature on the transmittal letter provides Metro Water Recovery with the vendor’s acknowledgement and acceptance of the RFP and execution of it during the discharge of any subsequent contract. It shall be clearly understood that by submitting a proposal in response to this solicitation the vendor shall be deemed to have accepted all specifications, terms, general conditions, and requirements set forth unless otherwise clearly noted and explained in the vendor’s proposal. Any exceptions or exclusions may render the proposal non-responsive in the sole discretion of Metro Water

Recovery.

The executive summary may be incorporated as part of the transmittal letter and should include the following:

1. A brief summary of the proposal contents

2. Discussion of unique aspects, strengths, or value-added components being offered

6.2 Company Background and References

SECTION 2 of the proposal shall include company background information and client references.

Vendors should identify and include client references that may be contacted by Metro Water

Recovery for evaluation purposes. Vendors shall provide at least three references of similar clients with whom the vendor has worked during the past five years that are of similar size and scope to this requirement. Metro Water Recovery reserves the right to contact any reference, whether provided by the vendor or obtained by Metro Water Recovery, in connection with evaluation of this RFP. If no such references exist, alternate references may be provided or none, and shall be separately addressed in the proposal.

6.3 Proposed Product(s) and Services

SECTION 3 of the proposal must include a summarized narrative description of the capabilities for each requirement presented throughout the RFP, for the purpose of providing Metro Water

Recovery with a high-level understanding of the proposed solution. The narrative should be written for an audience of the end-user community. Descriptions should include all products proposed by third parties to meet Metro Water Recovery’s Functional and Technical Requirements identified in this RFP.

6.4 Proposed Team Resources

SECTION 4 of the proposal should include the project and implementation team organizational structure, project roles and responsibilities, and key team member resumes of the proposed project personnel resources. The implementation team as well as the personnel involved in live operation and ongoing support and maintenance shall be included as necessary/required. A clear distinction shall be made to identify vendor resources, sub-contractor/third party resources, and Metro resources roles and responsibilities. Key team member resumes shall be specific to the actual personnel to be assigned to this project for all primary roles. Metro Water Recovery reserves the right to require that background checks be conducted on any and all individuals conducting work as either employees or independent contractors of the vendor, or who are otherwise providing services on the vendor’s behalf in connection with the project including, without limitation, employees and independent contractors of any third-party companies or vendors included in the vendor’s proposal.

6.5 Price Proposal

SECTION 5 of the proposal shall be the price proposal, which should be submitted as an annual lump sum fee for routine and/or preventative maintenance services. In addition, please provide hourly rates for time and materials services and all associated fees, including material markup.

Include renewal pricing escalations for up to 4 additional renewals for a max contract term of 5 years.

Contract will be effective January 1, 2026.