RFP.pdf

CITY OF LITTLETON, COLORADO

REQUEST FOR PROPOSALS

Mechanical Replacement for

Museum

RFP PUBLISHED August 12, 2025

MANDATORY

PRE-PROPOSAL MEETING

& SITE VISIT

August 25, 2025

12:00 PM MDT

QUESTIONS DUE August 27, 2025

12:00 PM MDT

Q&A PUBLISHED September 3, 2025

PROPOSAL SUBMISSION

DEADLINE

September 10, 2025

12:00 PM MDT

INTENT TO AWARD October 2025

CONTRACT EXECUTION November 2025

TABLE OF CONTENTS

REQUEST FOR PROPOSALS

SECTION 1 - PROJECT BACKGROUND

SECTION 2 - SCOPE OF WORK

SECTION 3 - PROPOSAL REQUIREMENTS

SECTION 4 - GENERAL REQUIREMENTS

SECTION 5 - SELECTION PROCESS

ALL ATTACHMENTS ARE UPLOADED SEPARATELY IN RMEPS

ATTACHMENT A - SAMPLE CONTRACT

ATTACHMENT B - CONTRACT CERTIFICATION FORM

ATTACHMENT C - MECHANICAL DRAWINGS

ATTACHMENT D - ELECTRICAL DRAWINGS

REQUEST FOR PROPOSALS (“RFP”)

The City of Littleton (“City”) is requesting proposals from mechanical contractors for full replacement of a boiler plant and rooftop-mounted air handlers for its museum, including post-construction testing. Proposals must be submitted electronically through Rocky Mountain E- Purchasing System (“RMEPS”) by 12:00 PM MDT on September 10, 2025.

Ideally the mechanical contractor will self-perform as much of the scope of work as possible.

Proposal Submission Requirements (see Section 3 of RFP):

• Proposal Responses

• Forms

MANDATORY Pre-Proposal Meeting & Site Visit:

Proposers are REQUIRED to attend the pre-proposal meeting and site visit which shall take place in the Museum’s Lecture Hall at 6028 S Gallup St in Littleton on August 25, 2025 at 12:00 PM (noon) MDT. No other site walks or tours will be offered by the City.

Proposers who do not attend the pre-proposal meeting and site visit are not eligible to submit a proposal or be awarded a contract.

Questions:

All inquiries and questions regarding this RFP must be submitted electronically in RMEPS by 12:00 PM MDT on August 27, 2025.

Selection:

A City selection committee shall review the proposals received and consider any causes for rejection or disqualification. Proposers may be requested to participate in interviews to further assess their qualifications.

RFP Designated Contact:

Megan Sullivan, City of Littleton Procurement Manager, is the RFP Designated Contact. From the date of issuance of the RFP through completion of the selection process, any proposer who contacts City employees other than the RFP Designated Contact may be disqualified from further participation in the selection process, at the City’s sole discretion.

Section 1 - PROJECT BACKGROUND

A. BACKGROUND:

The Littleton Museum (“Museum”) main building was renovated and expanded in 2004, increasing the structure’s square footage from 9,000 to almost 32,000. Much of the Museum’s mechanical equipment is now reaching or has surpassed its expected service life. The original engineering and installed systems were only marginally sufficient at the time of installation, and their performance and reliability has declined greatly with age. System refurbishments began in 2023 due to nearly constant mechanical failures with the chiller, with the rebuilding of the chiller, chilled water expansion tank and internal air handling unit (AHU1).

Remaining work requires the purchase and full replacement of the boiler plant and rooftop-mounted air handlers. This consists of two boilers, four pumps, variable fan drives, demolishing and replacing concrete pads, removing abandoned pipe, and replacing rooftop units 1, 2 and 3 each with a designated steam humidification unit.

Aside from the mechanical problems occurring due to the aging equipment, certain standards for temperature and humidity are required to maintain the Museum’s standing as a Smithsonian Affiliate and as an accredited museum by the American Alliance of Museums. Maintaining these standards allow the museum to schedule traveling exhibits from the Smithsonian and other well-respected organizations.

The current equipment has always struggled to maintain acceptable levels for temperature and humidity for both visitors and artifacts. Staff face ongoing challenges in maintaining the equipment’s functionality. Due to its unreliability, both facilities and curatorial teams have been forced to make last-minute adjustments to gallery exhibitions and restrict the types of exhibitions and artifacts that can be safely presented to the community. With this much needed renovation, the Museum will be able to expand its offerings to the community and not risk of damaging artifacts.

Engineering evaluations project the replacement of this equipment will result in an energy consumption reduction of 27% electric and 29% natural gas, resulting in significant utility bill savings.

The City’s also expecting retro-commissioning work to address and resolve issues related to the operation of terminal boxes within the Museum building, and to optimize energy usage. The terminal boxes are critical components of the HVAC system, responsible for regulating airflow and maintaining appropriate environmental conditions for both exhibits and visitors.

Additionally, the Museum has been experiencing high and inconsistent energy usage, which needs to be addressed to improve efficiency and reduce operational costs.

Systematic diagnostics, corrective actions, optimization, and energy-saving measures will increase system efficiency and reliability, while reducing energy consumption and operational costs.

B. TIMEFRAME:

To avoid project delays, the City expects the awarded contractor to order equipment immediately after contract execution due to potentially long lead times. Demolition and installation work is expected to begin in the shoulder season (fall or spring) to avoid extreme temperature fluctuations within the building. The City anticipates project close-out by June

2026.

Section 2 - SCOPE OF WORK Work includes removal and replacement of the Museum’s key mechanical systems to ensure long term reliability, increase energy efficiency, and improve control over interior environmental conditions. See the Mechanical Drawings (Attachment C) and Electrical Drawings (Attachment D).

During open hours, the Museum is an active space with City employees and public visitors. The Contractor’s work hours shall be Monday through Friday 7:00 AM – 4:00 PM.

Building closures shall be minimal, but may be necessary for systems changeover or crane work; any closures shall require prior City approval and coordination.

In general, the Contractor shall:

• Coordinate cross-department work with City staff.

• Phase work to mitigate extended periods of limited building condition control.

• Install temporary barriers (drains, doorways, etc.) to limit debris and dust from expanding outside of work zone, taking special care to limit use of floor drains to prevent clogs and backups.

• Conduct plan reviews and obtain necessary permits.

• Utilize a Verisco-approved vendor for roofing work.

A. MECHANICAL:

The Contractor shall supply and install new equipment as follows:

• (3) Roof-mounted AHUs RTU-1, RTU-2, and RTU-3

• (3) Roof-mounted steam humidifiers SH-1, SH-2, and SH-3

• (2) Aerco BMK2000 boilers B-1 and B-2

• (2) Building pumps P-1 and P-2 (secondary loop), replacing existing pumps in the boiler room and providing new Variable Frequency Drives (VFDs)

• (2) Boiler pumps P-3 and P-4

• (1) Air separator AS-1

• (1) Expansion tank ET-2

• (1) Water softener WSS-1

• (1) Electric unit heater EUH-1

• (1) Pot Feeder

Demolition and Preparation The Contractor shall shut down, isolate, and apply lock-out/tag-out procedures to the existing equipment as described below.

• Disconnect all electrical, controls, gas piping, and water piping.

• Demolish and remove (properly recycle or dispose of):

o (3) Roof-mounted AHUs (RTU-1, RTU-2, and RTU-3) o (2) Existing PK Modu-Fire heating boilers (B-1 and B-2) o (1) Existing Hurst boiler and steam generator (B-3) o (2) Hot water unit heaters o (2) Building heating water pumps and associated VFDs (P-3 and P-4), with VFDs to be removed from their current location o (2) Boiler pumps (P-1 and P-4) and associated VFDs o (1) Air separator (AS-1) o (1) Expansion tank (ET-2) o (1) Accumulator tank o (1) Water softener brine tank and resin tanks o (1) Pot feeder

• Remove any associated combustion air intakes, flues, water and gas piping, conduits and wiring, and controls no longer required for the new system.

• Provide roofing patch for roof openings that are no longer required.

• Demolish and remove (2) existing exterior doors in the boiler room.

Installation The Contractor shall:

• Provide and install (2) new non-louvered exterior boiler room doors.

• Perform concrete work to extend the existing concrete pad for new boilers and the new water softener.

• Set in place and provide rigging services, where required, for:

o (2) New heating boilers B-1 and B-2 o (2) New building heating water pumps P-3 and P-4, with associated VFDs mounted near the pumps o (1) New expansion tank ET-2 o (1) Water softener WSS-1

• Hang the new electric unit heater EUH-1.

• Provide curb adaptor on the roof next to existing AHU curbs to accommodate new humidifiers, including roofing services to seal in new curb extensions.

• Provide curb adaptors for new AHUs to set on existing curbs.

• Provide a crane to lift new curb adaptors, AHUs, and steam humidifiers.

• Install new water piping and insulation (where required) per drawings for new boilers, boiler pumps, building pumps, expansion tank, and water softener.

• Install neutralizer kits on new boilers and pipe to a nearby floor drain.

• Incorporate new air separator (AS-1), pot feeder, and associated valves, strainers, circuit setters, gauges, and test ports.

• Provide new combustion air intake and flue piping for (2) new boilers, re-using existing roof penetrations and patching the roof where required.

• Install new water piping, per drawing, from the water softener to feed (3) new steam humidifiers.

• Rework existing and provide new gas lines to feed (2) new boilers.

• Install new gas piping to serve (3) new steam humidifiers.

• Provide electrical power to new boilers and boiler pumps.

• Rework existing power to old building pumps to power new building pumps and associated VFDs.

• Provide power to feed new steam humidifiers.

• Re-use existing power to repower the new water softener.

• Provide power to the new electric unit heater.

• Reconnect existing power to (3) new roof-mounted air handlers.

• Install (2) new Emergency Power Off (EPO) switches for boiler shutdown, one at each boiler room entrance.

• Remove lock-out/tag-out.

• Open water valves and fill the system.

• Turn on electrical power to the new system(s).

• Prepare equipment for start-up.

• Perform factory start-up on new equipment.

• Perform test and balance of heating water loop boilers, pumps, and coils at AHUs.

• Perform test and balance cubic feet per minute check at AHUs (does not include building ductwork or diffusers).

• Perform clean-up of all work areas.

B. CONTROLS:

Existing Trane Tracer SC+ System Controllers shall be reused. The City will provide the Contractor with access to existing blueprints and Tracer Ensemble controls. Trane shall assist with system programming and project oversight, and conduct Building Automation System (BAS) checkout and verification. The heating water system and AHUs will be controlled and monitored through the BAS.

Heating Water System The Contractor shall:

• Remove and replace the existing heating water system equipment and piping, including existing water boilers, steam boiler, pumps, expansion tanks, etc.

• Provide high voltage wiring.

• Remove the existing Trane MP581 controller and enclosure. All existing control devices associated with the heating water system will be demolished with the piping.

• Provide a new Trane UC600 BACnet controller.

• Provide and install a new enclosure.

• Coordinate 120VAC power to the enclosure.

• Wire new BACnet communication link to the existing Tracer SC+.

• Install (2) new boilers (B-1 and B-2).

o Wire BACnet communication link to the primary boiler.

o Wire Cascade communication link to the secondary boiler.

o Wire (2) factory-provided common temperatures sensors (HWS and

HWR).

o Provide and wire primary boiler enable / disable (relay), alarm status

(relay), and setpoint.

• Install (2) new boiler circulation pumps (P-1 and P-2).

o Provide and wire pump start / stop (relay) to associated boiler.

o Provide and wire pump status (current switch) for each pump.

• Install (2) new distribution pumps (P-3 and P-4).

o Wire BACnet (communication link each pump VFD) o Provide and wire pump start / stop (relay), status (current switch), and signal for each pump.

• Provide and wire (1) new HW system differential pressure transducer.

• Provide and wire (2) new temperature sensors (HWS and HWR).

• Reuse (1) existing glycol feeder.

o Wire glycol feeder low level alarm (dry contacts).

• Rewire (1) existing outside air temperature / humidity sensor.

• Rewire (1) existing domestic circulation pump start / stop and status.

• Rewire (1) existing exhaust fan EF-6 start / stop and status.

• Rewire (1) existing exhaust fan EF-7 status.

• Rewire (1) existing crawlspace intake damper open / close.

• Provide (2) new EPO switches.

o Coordinate boiler shutdown with electrical work.

o Wire EPO switch status.

• Provide six months of controls troubleshooting to ensure two full seasons of proper operation.

AHU (RTU-1)

• Remove existing AHU and replace with (1) new VAV AHU (RTU-1).

• Provide high voltage wiring.

• Remove existing Trane MP581 controller, expansion modules, and enclosures. All existing control devices associated with the AHUs will be demolished, unless otherwise instructed.

• Provide and wire new XM70 expansion module to existing UC600 BACnet controller. All devices are factory-installed, however the Contractor shall provide field wiring / installation as follows:

▪ Wire new BACnet communication link to the Tracer SC+.

▪ Provide new two-Way HW control valve and wire 2-10VDC signal and feedback.

▪ Provide new two-way CHW control valve and wire 2-10VDC signal and feedback.

▪ Rewire existing under-floor control damper 2-10VDC signal.

▪ Provide and wire (reusing wire) new combo space CO2, humidity, and temperature sensor #1.

▪ Provide and wire (reusing wire) new combo space CO2, humidity, and temperature sensor #2.

▪ Provide and wire (reusing wire) new combo space CO2, humidity, and temperature sensor #3.

▪ Provide and wire (reusing wire) new combo space CO2, humidity, and temperature sensor #4.

▪ Provide and install new steam humidifier SH-1 with appropriate roof curb adapter.

• Wire new BACnet communication link to the Tracer SC+.

• Wire factory-provided airflow switch and high limit humidistat.

▪ Provide and wire new discharge air humidity sensor.

▪ Provide and wire new building pressure transducer and install poly-tubing to building static pressure reference and outside air reference.

▪ Provide and wire new return plenum pressure transducer and install poly-tubing to duct static pressure reference.

▪ Wire supply air and return air smoke detectors to unit for emergency shutdown circuit. (Supply air and return air smoke detectors shall be provided, installed, and powered by the City or its separate contractor.)

▪ Provide and wire high static pressure switch, and install poly-tubing to duct pressure reference. (Contractor shall not combine poly-tubing to the duct static pressure reference and high static pressure reference--they will remain separate.)

AHU (RTU-2)

• Remove existing units and replace with (1) new VAV AHU (RTU-2).

• Provide high voltage wiring.

• Remove existing Trane MP581 controller, expansion modules, and enclosures. All existing control devices associated with the AHUs will be demolished, unless otherwise instructed.

• Provide and wire new XM70 expansion module to existing UC600 BACnet controller. All devices are factory-installed, however the Contractor shall provide field wiring / installation as follows:

▪ Provide new two-way HW control valve and wire 2-10VDC signal and feedback.

▪ Provide new two-way CHW control valve and wire 2-10VDC signal and feedback.

▪ Provide and wire (reusing wire) new space CO2 sensor for conference room 114.

▪ Provide and wire (reusing wire) new space humidity sensor #1 for room 120.

▪ Provide and wire (reusing wire) new space humidity sensor #2 for hall 123.

▪ Provide and wire (reusing wire) new space humidity sensor #3 for office 116.

▪ Provide and wire (reusing wire) new space humidity sensor #4 for library 113.

▪ Provide and wire (reusing wire) new space humidity sensor #5 for storage room 135.

▪ Provide and install new Steam Humidifier SH-2 with appropriate curb adapter on roof.

▪ Wire new BACnet communication link to Tracer SC+.

• Wire factory-provided airflow switch and high limit humidistat.

• Provide and wire new discharge air humidity sensor.

▪ Install poly-tubing to the duct static pressure reference from factory-installed duct static pressure transducer.

▪ Provide and wire new building pressure transducer and install poly-tubing to the building static pressure reference and outside air reference.

▪ Provide and wire new return plenum pressure transducer and install poly-tubing to the duct static pressure reference.

▪ Wire supply air and return air smoke detectors to unit for emergency shutdown circuit. (Supply air and return air smoke detectors shall be provided, installed, and powered by the City or its separate contractor.)

▪ Provide and wire high static pressure switch and install poly-tubing to the duct pressure reference. (Contractor shall not combine poly-tubing to the duct static pressure reference and high static pressure reference--they will remain separate.)

AHU (RTU-3)

The Contractor shall:

• Remove existing unit and replace with (1) new Trane VAV AHU (RTU-3).

• Provide high voltage wiring.

• Remove existing Trane MP581 controller, expansion modules, and enclosures.

All existing control devices associated with the AHU will be demolished, unless otherwise instructed.

• Provide and wire new XM70 expansion module to existing UC600 BACnet controller. All devices are factory-installed, however the Contractor shall provide field wiring / installation as follows:

▪ Provide new two-way HW control valve and wire 2-10VDC signal and feedback.

▪ Provide new two-way CHW control valve and wire 2-10VDC signal and feedback.

▪ Provide and wire (reusing wire) new space temperature sensor.

▪ Provide and wire (reusing wire) new space humidity sensor #1.

▪ Provide and wire (reusing wire) new space humidity sensor #2.

▪ Provide and install humidifier SH-3 and appropriate roof curb adapter.

▪ Wire new BACnet communication link to Tracer SC+.

▪ Wire factory-provided airflow switch and high limit humidistat.

▪ Provide and wire new discharge air humidity sensor.

▪ Provide and wire new building pressure transducer and install poly-tubing to the building static pressure reference and outside air reference.

▪ Provide and wire new return plenum pressure transducer and install poly-tubing to duct static pressure reference.

▪ Wire supply air and return air smoke detectors to unit for emergency shutdown circuit. (Supply air and return air smoke detectors shall be provided, installed, and powered by the City or its separate contractor.)

▪ Provide and wire high static pressure switch and install poly-tubing to duct pressure reference. (Contractor shall not combine poly-tubing to the duct static pressure reference and high static pressure reference--they will remain separate.)

C. POST-CONSTRUCTION COMMISSIONING & FUNCTIONAL PERFORMANCE TESTING:

The Contractor shall diagnose, repair, and optimize the terminal box operation and energy usage to ensure efficient and reliable performance, as described below.

Preliminary Assessment (City shall provide 2025 initial assessment to Contractor)

• Perform site visit to understand the current HVAC system layout, terminal box locations, and energy usage patterns.

• Review existing documentation, including HVAC system design plans, maintenance records, previous inspection reports, and energy consumption data.

• Interview Museum staff to gather information on observed issues, frequency, and impact on Museum operations and energy usage.

System Diagnostics

• Perform a detailed inspection of each terminal box to identify operational issues such as improper airflow, damper malfunction, sensor inaccuracies, and control failures.

• Utilize diagnostic tools and equipment to measure airflow rates, temperature, humidity, and pressure levels at various points in the system.

• Check calibration and functionality of sensors and controllers associated with terminal boxes.

• Conduct energy audit to identify areas of high and inconsistent energy usage within the HVAC system and other energy-consuming systems.

Data Analysis

• Analyze collected data to pinpoint root causes of terminal box malfunctions and high energy usage.

• Evaluate performance of terminal boxes in relation to overall HVAC system efficiency and energy consumption.

• Identify patterns or trends that may indicate systemic issues or specific problem areas contributing to high energy usage.

Corrective Actions

• Develop list of recommended corrective actions based on diagnostic findings and energy audit results.

• Prioritize actions based on severity of issues and impact on Museum operations, environmental conditions, and energy usage.

• Implement repairs, adjustments, or replacements of faulty components such as dampers, actuators, sensors, and controllers.

• Recalibrate sensors and controllers to ensure accurate readings and proper operation.

• Address energy inefficiencies by optimizing HVAC system settings, improving insulation, and upgrading to energy-efficient components.

System Optimization

• Fine-tune terminal boxes to optimize airflow and environmental control within Museum.

• Adjust control settings to achieve desired temperature, humidity, and pressure levels while maintaining energy efficiency.

• Integrate terminal box operation with central HVAC system to ensure coordinated and balanced performance.

• Implement energy-saving measures such as scheduling HVAC operation based on occupancy, utilizing VFDs, and enhancing building automation systems.

Verification and Testing

• Conduct post-repair testing to verify terminal boxes are operating correctly and efficiently.

• Monitor system performance and energy usage over a specified period to ensure stability, reliability, and reduced energy consumption.

• Perform additional adjustments if necessary, based on monitoring results.

Documentation and Reporting

• Document all findings, actions taken, and results achieved during retro-commissioning process.

• Provide comprehensive report detailing issues identified, corrective actions implemented, system performance improvements, and energy savings.

• Include recommendations for ongoing maintenance, monitoring, and energy management to prevent future issues and sustain energy efficiency.

Training and Handover

• Train Museum maintenance staff on proper operation and maintenance of terminal boxes, associated HVAC components, and energy management practices.

• Provide detailed handover package including manuals, maintenance schedules, energy-saving tips, and contact information for future support.

Manual and Document Turnover

• Provide all operation information in both PDF and hard copy/paper format, including:

o as-built drawings o equipment manuals and warranties o operation and maintenance documentation package o final commissioning report

Section 3 - PROPOSAL REQUIREMENTS Proposals must specifically address each of the questions or items listed below. The information provided will be a guide, subject to verification, for determining which proposer can provide the highest level of services to the City.

Provide your proposal response which must include the following information, in the numerical order listed below.

Qualifications:

1. Provide the name and email of the individual authorized to represent your company; the project manager’s name; and your office location.

2. Identify all necessary federal, state, and/or local licensing and certifications required for this scope of work.

• Describe which licenses and certifications your staff and/or subcontractors currently hold.

3. Identify and describe any current outstanding litigation.

Experience:

4. Provide at least three (3) examples of recent past projects similar in scope to this RFP. Projects should highlight self-performed work.

• Include the name, phone, and email for each project’s point-of-contact / reference who the City may contact.

Schedule:

5. Provide your phased project schedule for completing all work.

• At a minimum, include milestones such as lead time, delivery of materials, installation duration, and post-construction commissioning.

Approach:

6. Describe how much of the scope will be self-performed by your company.

7. List the names of any subcontractors who will be assigned work for this project.

• Describe the services each subcontractor will provide.

8. List the name of the Verisco-approved vendor who will perform roofing work.

9. Describe your current staffing capacity, and how many local staff are available to work on this project.

10. Describe any anticipated challenges or complexities for this project.

11. Describe your methodology for keeping projects within budget and on schedule.

Pricing:

12. Enter your bid schedule/pricing in RMEPS.

• Prices must include all labor and materials, including all subcontractor costs.

• Prices must include direct and incidental costs associated with performing the work, including but not limited to insurance, bonding, permits, tools, travel, vehicles and equipment, labor, overhead, etc.

• All City of Littleton sales taxes, which may become due and payable as a result of materials purchased for this contract, shall not be included in the costs.

Forms:

• Signed Contract Certification Form (Attachment B)

• 5% bid security guarantee

• Certificate of Good Standing issued by the Colorado Secretary of State

Section 4 - GENERAL REQUIREMENTS

A. EXAMINATION OF PLANS, SPECIFICATIONS, SPECIAL PROVISIONS, AND SITE OF

WORK:

Proposers are required to carefully examine the RFP, site of the proposed work, plans, specifications, and all contract documents. Proposers shall judge for themselves their qualifications, quality and quantities of work to be performed, and materials to be furnished.

The submission of a proposal shall be conclusive evidence that the proposer has made such an examination. Failure on the part of any proposer to make such thorough examination or to thoroughly investigate the conditions of the RFP shall not be grounds for a declaration that the successful proposer did not understand the RFP and shall not relieve the successful proposer of their obligation to enter into a contract and complete the contemplated work in strict accordance with the contract documents.

The proposer is responsible for verifying, to their complete satisfaction, all information concerning site and subsurface conditions. Any information shown on the plans as to the soil or material borings or tests of existing materials is for convenience of the proposer. The information is not guaranteed, and no claims for extra work or damages will be considered if it is found during construction that the actual soil or material condition vary from those indicated by the borings.

Failure to do so will not relieve the successful contractor of their obligation to enter into a contract and complete the contemplated work in strict accordance with the contract documents.

Information derived from plans or from drawings showing location of utilities and structures will not in any way relieve the successful proposer from any risk, or from properly examining the site and making such additional investigations as they may elect, or from properly fulfilling all other terms of the contract.

Proposers shall familiarize themselves with, and the successful proposer shall comply with, federal, state and local laws, statutes, and the ordinances relative to the execution of the work. These include, but are not limited to, applicable regulations concerning minimum wage rates, nondiscrimination in the employment of labor, protection of public and employee safety and health, environmental protection, the protection of natural resources, fire protection, burning and nonburning requirements, permits, fees, and similar subjects.

B. INTERPRETATIONS AND ADDENDA:

Should a proposer find a discrepancy or omission in this RFP, or should a proposer be in doubt as to the meaning of any provision of this RFP, the proposer should submit their question in RMEPS, and any necessary clarifications or addenda will be provided by the City in writing. Proposers are solely responsible for obtaining and reviewing all addenda.

THE CITY WILL NOT BE RESPONSIBLE FOR ANY ORAL INSTRUCTIONS OR

INTERPRETATIONS GIVEN BY OR TO ANYONE. It shall be conclusively presumed that the proposer did, before submitting a proposal, closely review the RFP, all exhibits/attachments, and other items relevant to the RFP.

The instructions contained within are not intended to completely define the proposed contractual relationship between the City and the successful proposer. The awarded contract will be similar in form to the attached Sample Contract (Attachment A), but the City reserves the right to make changes and additions prior to contract execution at the sole discretion of the City.

C. PRICING:

All prices quoted shall be firm and fixed for the specified contract period. Proposals must be priced on a unit price basis for any bid schedule(s), and include any alternatives allowed for in the specifications. The price of the proposal will be increased or decreased accordingly if the City selects any or all proposed alternatives. All City of Littleton sales taxes, which may become due and payable as a result of materials purchased for this contract, shall not be included in the amount of the bid. The proposer is solely responsible for determining all direct and incidental costs associated with performing the work, including but not limited to, insurance, bonds, permits, tools, vehicles and equipment, labor, minimum wage requirements (if applicable), overhead, and any other related costs. Proposers are required to bid on all bid items, alternates, and unit prices shown in this RFP unless otherwise indicated; failure to do so may result in disqualification.

D. ELECTRONIC PROPOSAL SUBMISSION:

The City will only accept and consider proposals electronically submitted via RMEPS.

Registration with RMEPS is available at no charge. Hardcopy proposals or proposals submitted by any other means will not be accepted. The City is not responsible for the actions or lack thereof on the part of the proposer in regards to their interaction with RMEPS, and the City does not have access to or control the vendor side of RMEPS; for technical assistance, contact RMEPS at 1-800-835-4603.

Costs for developing proposals in response to this RFP are entirely the obligation of the proposer and shall not be chargeable in any manner to the City. This includes travel to and from the City for the purpose of participating in any interviews as part of the selection process.

Proposers cannot modify submitted proposals after the proposal submission deadline. Any proposer, upon their authorized representative’s written request, will be given permission to withdraw their proposal at any time before the proposal submission deadline.

E. BID SECURITY GUARANTEE:

Each proposal must be accompanied by a bid security guarantee in the amount of five percent (5%) of the total amount bid, confirming the proposer will be able to fulfill the contract obligations and obtain a performance, labor and material payment bond, if awarded. Bid security guarantees must be provided by a surety company authorized to do business in Colorado. Alternatively, proposers may issue a certified check payable to the City of Littleton;

certified checks must be delivered or mailed and verified by the City’s finance department prior to the proposal submission deadline. Should the successful proposer fail or refuse to execute and deliver the required performance, labor and material payment bond within ten

(10) days of receiving the contract documents, the successful proposer shall forfeit their bid security guarantee to the City as liquidated damages. The bid security guarantee will be returned to the successful proposer after adequate insurance and the performance, labor and material payment bond have been accepted by the City and the contract has been executed.

Within thirty (30) days of awarded contract execution, withdrawal of proposal, or cancelation of solicitation, the City will return the bid security guarantees to proposers not awarded a contract.

F. MATERIAL GUARANTY:

Before any contract is awarded, contractors may be required to furnish a complete statement of the origin, composition and manufacture of all or any materials to be used in the construction of the work, together with samples, which samples may be subjected to the tests provided for in the specifications to determine their quality and fitness for the work.

G. PERFORMANCE, LABOR AND PAYMENT BOND:

The successful proposer will be required to furnish the City a performance, labor and material payment bond (or Letter of Credit acceptable to the City attorney) for one hundred percent (100%) of the awarded contract amount. The City shall provide the form template for the bond. The surety company issuing the bond must be authorized to do business in Colorado, and must be included on the current list of "Surety Companies Acceptable on Federal Bonds" as published in the Treasury Department Circular No. 570.

H. CONFLICT OF INTEREST:

All proposers must review and comply with the City’s code governing City employees’ interest in any contract with the City, not related to the employees’ employment with the City.

• https://online.encodeplus.com/regs/littleton-co-cc/doc-viewer.aspx#secid-4727

• https://online.encodeplus.com/regs/littleton-co-cc/doc-viewer.aspx#secid-4728

The proposer and its subsidiaries, affiliates, subcontractors, principals, or employees shall not engage in any transaction, activity or conduct which would result in a conflict of interest.

If applicable, prior to submitting a proposal, the proposer must disclose to the City RFP Designated Contact any and all current or potential conflicts of interest, including transactions, activities, or conduct that would affect the judgment, actions, or work of the proposer by placing the proposer’s own interests, or the interest of any party with whom the proposer has a contractual arrangement, in conflict with those of the City. The proposer should contact the City RFP Designated Contact with any questions regarding what may constitute a conflict. The City, in its sole discretion, shall determine the existence of a conflict of interest and may disqualify proposals in the event such a conflict exists.

I. CONTRACT EXECUTION:

Using the Contract Certification Form (Attachment B), proposers shall indicate whether all terms and conditions of the Sample Contract are acceptable, or whether the proposer has any proposed modifications.

Prior to finalization of award, the successful proposer will be required to furnish a Certificate of Good Standing from the Colorado Secretary of State’s Office as proof that they are properly registered to do business in the State of Colorado.

Proposers cannot be presently debarred, suspended, proposed for debarment, or declared ineligible for the award of contracts by any Federal agency. By submitting a proposal, proposers certify they have not, within a three year period preceding this RFP, been convicted of or had a civil judgment rendered against them for a commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public (federal, state, local) contract or subcontract; violation of Federal or state antitrust statutes https://www.fiscal.treasury.gov/surety-bonds/list-certified-companies.html https://online.encodeplus.com/regs/littleton-co-cc/doc-viewer.aspx#secid-4727 https://online.encodeplus.com/regs/littleton-co-cc/doc-viewer.aspx#secid-4728 relation to the submission of offers; commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making a false statement(s), tax evasion, or receiving stolen property; or presently been indicated for, or otherwise criminally or civilly charged by a governmental entity with, the commission of any of the offenses enumerated above.

Proposers shall provide immediate written notice to the City if, at any time prior to contract award, the proposer learns that its certification was erroneous when submitted or has become erroneous by reasons of changed circumstances. If it is later determined that the proposer knowingly rendered an erroneous certification, in addition to other remedies available to the City, the City may terminate the contract resulting from this RFP for default;

termination for default may result in additional charges being levied for the costs incurred by the City to initiate activities to replace the awarded contractor.

No rights to provide goods or services shall arise unless and until the awarded contract is signed by the City and approved by ordinance/resolution, if applicable. Failure to comply with any of the requirements to execute the contract within 10 days of the City’s request shall be just cause for the annulment of the award. In the event of such annulment of the award, the amount of bid security guarantee shall be retained by the City. Award may then be issued to the next qualified proposer, or work may be readvertised, or may otherwise be handled at the City’s sole discretion. The City shall not incur any liability whatsoever if the awarded contract is not approved by ordinance/resolution or City council.

The awarded contract shall be non-exclusive. In the City’s best interests, the City reserves the right to purchase the same materials and services through other procurements.

J. COLORADO OPEN RECORDS ACT:

Any information submitted with the proposal shall become public information, subject to release, under the Colorado Open Records Act (C.R.S. §§ 24-72-201 through 205) (“CORA”). It is the responsibility of the proposer to ensure that no confidential or proprietary information is included in the proposal that the proposer would not wish to be released, or to identify in its proposal any information the proposer deems confidential, or which contains proprietary information, patents, copyrights, or trade secrets. The proposer must provide justification of what information, upon request, should not be disclosed by the City under CORA. The City may otherwise use or disclose the information submitted by the proposer for any purpose, unless its use is so identified and restricted by the proposer; however, the proposer’s opinion of what constitutes confidential information under CORA is not binding upon the City. The City shall be held harmless from any claims arising from the release of information within the proposal.

K. ACCESSIBILITY:

The City’s Digital Accessibility Statement can be viewed here. Please contact the RFP Designated Contact if you encounter any accessibility barriers or would like to request reasonable accommodations such as remediated PDFs, sign language interpretation for a meeting, etc.

https://www.littletonco.gov/Government/City-Policies/Digital-Accessibility-Statement

Section 5 - SELECTION PROCESS

A. EVALUATION CRITERIA:

Proposals shall be evaluated based on the criteria below and other relevant considerations as determined by the selection committee. Proposals shall also be evaluated to confirm the proposer has conformed with the requirements of the RFP (signed forms, etc.), and to confirm the proposer is not in arrears to the City, in default with the City, or otherwise subject to award disqualification. The City may, if it deems necessary, request clarifications, conduct discussions or interviews, or request best and final offers.

• Qualifications

• Experience

• Schedule

• Approach

• Pricing

B. PROPOSAL ACCEPTANCE AND DISQUALIFICATION:

In the City’s best interests, and at the City’s sole discretion, the City reserves the right to cancel, suspend, or modify the solicitation; to reject any or all proposals; and/or to waive informalities, irregularities, or omissions in any proposals. As the City deems necessary and appropriate in its sole discretion, the City reserves the right to make any inquiries or other follow-up required to verify or clarify information provided by the proposer. Any one or more of the following causes may result in the disqualification of a proposer and the rejection of a proposal:

i. Failure to provide complete information, pricing, and/or documentation as required.

ii. Submission of more than one proposal for the same work from an individual, firm, partnership, or corporation under the same or different names.

iii. Evidence of collusion among contractors; participants in such collusion may receive no consideration for award for any future work.

iv. Default, breach, or termination of other contracts pertinent to proposer’s ability and willingness to perform contractual obligations.

v. Breach or violation of terms and conditions of existing City contracts, licenses, or permits.

vi. Delinquent federal, state, or local tax obligations; or outstanding debts to the City.

i. Federal debarment or suspension.

ii. Omissions or fraudulent statements.

iii. Lack of competency as revealed by the proposer’s submission, or lack of ability to operate as required.

iv. Uncompleted work which, in the judgment of the City, might hinder or prevent the prompt completion of additional work if awarded.

v. Conviction or indictment of a proposer or proposer’s staff for a felony involving violence, including sexual offenses, and/or listing of same on the Colorado sex offender registry or a similar sexual offender registry of another state or the federal government.

vi. Not being in good standing with the Colorado Secretary of State.

vii. Failure to disclose potential conflicts of interest.