RFP.pdf

CITY OF LITTLETON, COLORADO

REQUEST FOR PROPOSALS

Fiber and Signalized Intersection Mapping

(City project #25-40)

RFP PUBLISHED September 12, 2025 PRE-PROPOSAL MEETING October 3, 2025

10:00 AM MDT

QUESTIONS DUE October 6, 2025

12:00 PM MDT

Q&A PUBLISHED October 10, 2025

PROPOSAL SUBMISSION

DEADLINE

October 17, 2025

12:00 PM MDT

INTENT TO AWARD November 2025

CONTRACT EXECUTION November 2025

TABLE OF CONTENTS

REQUEST FOR PROPOSALS

SECTION 1 - SCOPE OF WORK

SECTION 2 - PROPOSAL SUBMISSION REQUIREMENTS

SECTION 3 - GENERAL REQUIREMENTS

SECTION 4 - SELECTION PROCESS

ALL ATTACHMENTS ARE UPLOADED SEPARATELY IN RMEPS

ATTACHMENT 1 - SAMPLE CONTRACT

ATTACHMENT 2 - CONTRACT CERTIFICATION FORM

ATTACHMENT 3 - TASK FEE SCHEDULE

ATTACHMENT 4 - MAP

REQUEST FOR PROPOSALS (“RFP”)

The City of Littleton (“City”) is requesting proposals for field mapping and digital geographic data collection of all City-managed fiber infrastructure and all power and communications infrastructure at

City-managed signalized intersections. Proposals must be submitted electronically through Rocky

Mountain E-Purchasing System (“RMEPS”) by 12:00 PM MDT on October 17, 2025.

Pre-Proposal Meeting:

Proposers are strongly encouraged to attend the pre-proposal meeting which shall take place at 10:00

AM MDT on October 3, 2025 online via https://tinyurl.com/ysar2k8c (or by calling 213-493-9428, ID

458441387#).

Proposers will be held responsible for all information presented at the meeting, and the City will publish meeting notes and questions/answers in RMEPS as indicated on page 1.

No site visits or additional meetings will be offered by the City.

Questions:

All inquiries and questions regarding this RFP shall be submitted electronically in RMEPS by 12:00 PM

MDT on October 6, 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.

https://www.bidnetdirect.com/colorado https://www.bidnetdirect.com/colorado https://tinyurl.com/ysar2k8c

Section 1 - SCOPE OF WORK

A. PROJECT OVERVIEW:

The City manages an estimated 12 miles of fiber optic infrastructure and approximately 70 signalized intersections city-wide, as well as approximately 30 streetlights specifically in Littleton

Village at the northeast corner of Broadway and Dry Creek Road. The City desires to conduct a geographic inventory of the city-wide fiber optic infrastructure, signalized intersection wiring, and streetlight infrastructure (see Attachment 4 Map).

The Contractor shall conduct field mapping and digital geographic data collection of all City-managed fiber infrastructure, and all power and communications infrastructure at City-managed signalized intersections. The Contractor shall also conduct field mapping of the streetlight power wiring within Littleton Village. The Contractor shall provide all materials and labor necessary to complete the data collection and associated activities to compile the full fiber and wiring systems.

Additionally, the City may request the Contractor to complete additional data collection services for specific attributes for the respective systems.

It’s anticipated the Contractor’s work will begin fall 2025, and be completed by June 2026.

The City will not be disclosing the budget for this scope of work.

B. SCOPE OF WORK:

The City has developed a draft scope of work and tasks, along with deliverables that will accomplish the project’s goals. Proposers may deviate from the City’s proposed scope of work if doing so will better achieve the project’s goals or make more efficient use of available resources. If deviating from the scope of work below, your proposal must explicitly highlight proposed changes and include explanations for why the different approach is advantageous.

Data edits and conversions are allowed but should be clearly specified in your proposal.

All work must be completed in compliance with local, state, and federal safety regulations, and the

Contractor shall wear safety equipment and follow OSHA protocol while on site.

Project Initiation

The Contractor shall schedule a kick-off meeting with City staff to:

• Provide project team introductions

• Confirm goals and objectives

• Review the scope of work

• Review existing data and confirm areas to be evaluated

• Discuss any anticipated issues and traffic control

• Review the quality assurance/quality control (“QA/QC”) plan, confirm other key documentation and project requirements (permits, safety, etc.)

• Confirm deliverables, deliverable format(s), and schedule

• Discuss additional task activities

Task 1 – Data Collection

The Contractor shall collect geographic data of all fiber infrastructure, all power and communications infrastructure at signalized intersections, and streetlight wiring in Littleton Village. The data will be compiled into the following data layers:

• Fiber Points o includes pull boxes, manholes, and any other fiber optic structures

• Fiber Optic Lines

• Conduit (for fiber or any wiring), including any empty conduit owned by the City

• Wiring Points o includes pull boxes or any other point features for wiring (save for cabinets)

• Wiring Lines o includes signal communications and electrical power wiring

• Supports o includes all pole structures for fiber, signals, or streetlights

• Signal Cabinet

The above data layers may be collected in any format, but must be delivered to the City in the format specified in Task 2.

The City will provide any relevant background information and data to aid in data collection, including original plans, schematics, reports, and current Geographic Information System (“GIS”) data. The City shall clarify the accuracy of each item regarding their usefulness to the collection of the respective systems. Final GIS deliverables shall contain the final collection values for each data layer as well as the final database schema for the city to import into the City’s GIS enterprise database.

Spatial location data should be collected in a surveying or Geographic Positioning System (“GPS”) method that most accurately and effectively provides the inventory for the City’s use. The City utilizes its own survey control network, with established horizonal control, vertical control, and control points listed on the City’s Land Surveying webpage. All data collected should adhere to the survey control guidelines on that page, with any questions or concerns directed toward the project manager.

The Contractor shall provide traffic control as need be. Any traffic control plans shall be submitted to the City and must receive City approval prior to collection of data. Typical Methods of Handling Traffic

(“MHT”) sheets are acceptable for applicable situations, and may be found on the City’s Engineering

Standards and Traffic Control Plans webpage.

Task 1 Deliverables:

• Fiber optic, signalized communications, and power data layer collection

• Traffic control plans (as needed) https://www.littletonco.gov/Government/Departments/Public-Works-Engineering/Land-Surveying https://www.littletonco.gov/Government/Departments/Public-Works-Engineering/Engineering-Standards-and-Traffic-Control-Plans https://www.littletonco.gov/Government/Departments/Public-Works-Engineering/Engineering-Standards-and-Traffic-Control-Plans

Task 2 – Data Processing and Delivery

From the data collected in Task 1, the Contractor shall ensure the following attributes are accounted for each respective layer:

• Spatial location (horizontal coordinates)

• Location description (additional location notes here)

• Facility identifier (unique identifier defined by the City)

• Field location (aerial, underground)

• Power source (for signalized and streetlight infrastructure)

• Type of feature (different types for each respective layer)

• Status (active, abandoned, removed, etc.)

All data collected, processed, and evaluated will be complied and provided in ESRI file geodatabase

(“GDB”) format.

Task 2 Deliverables:

• Data delivery to City compiled in ESRI GDB format o Data spatial reference shall match the survey control referenced in Task 1.

Additional Task

The City may request the Contractor to complete additional services as described below. Task 3 work will be completed at the sole discretion of the City, and work shall not begin unless authorized by the City.

Task 3 – Additional Data Collection, Processing, and Delivery

Using the data from Tasks 1 and 2, the Contractor shall provide additional attributes for each data layer. Examples of additional attributes for collection as appropriate for each data layer include but are not limited to:

• Fiber Points o type (pullbox, etc.)

o rim elevation (vertical coordinate) o depth o notes

• Fiber Optic Lines o born on date o strands count o mode/route type (backbone, lateral) o sheath material o notes

• Conduit o material o size o tracer wire o notes

• Wiring Points o type (pullbox, etc.)

o rim elevation (vertical coordinate) o depth o notes

• Wiring Lines o point of service o direct bury o notes

• Supports o support function (signal, power, etc.)

o material o notes

• Signal Cabinets o cabinet type o controller type o notes

Task 3 Deliverables:

• Fiber optic, signalized communications, and power data layer collection (may be combined with data collection from Task 1)

• Data compiled into ESRI GDB format (may be combined with data delivery from Task 2)

• Traffic control plans (as needed--may be combined with plans from Task 1)

Section 2 - PROPOSAL SUBMISSION 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 the capacity and qualifications of the proposer who can provide the highest level of services to the City.

Proposals should not exceed ten (10) pages in length. The page limit is not affected by the cover letter, Attachment 2, Attachment 3, Certificate of Good Standing, cover/divider pages, or table of contents.

Proposal responses must include the following information, in the order listed below.

Cover Letter

• Address the letter to the Littleton Selection Committee.

• Provide the name and email address of the individual authorized to represent your company.

Qualifications

1. Describe your company's number of years in operation, office location, and staff size.

2. Provide brief biographies of the key personnel who will be assigned work under the contract.

3. Identify and describe any current outstanding litigation.

4. List the names of subconsultants who will assist with work outside of your company's expertise, and describe the services they will provide.

5. Describe your team’s capacity to complete the work by June 1, 2026.

Experience

6. Describe your experience with locating and mapping fiber infrastructure.

7. Describe your experience with locating and mapping signalized intersection and streetlight wiring.

8. Describe your experience with GIS data management and delivery.

9. Provide no more than five (5) examples of past relevant projects.

o For each project, include the name, phone number, and email address for a reference the City may contact who is free to discuss all aspects of their experience working with your company.

Approach

10. Describe your proposed approach to complete the scope of work. At a minimum, include:

o an understanding of the City’s needs and requirements for Tasks 1 and 2 o a description of the additional attributes you propose to include for each data layer for

Task 3 o a thoughtful and logical process of how the project will be organized that can be easily understood by the project team and external stakeholders o how your team will manage the schedule and deliverables to ensure timely completion o (if applicable) locations that necessitate traffic control for data collection safety o (if applicable) any proposed scope of work changes, and explanation of why the changes are beneficial

▪ Any scope deviations must also include project examples of where else you have performed such deviation; a reference for the project; and any additional or reduced costs associated with the deviation.

11. Provide a milestone schedule consistent with your proposed approach, that aligns with a June 1, 2026 completion date.

12. Describe any anticipated challenges, complexities, or opportunities related to the scope of work, and how you will address them.

Pricing

13. Using the Task Fee Schedule (Attachment 3), provide a budget by task based on the scope of work.

o include additional services costs for Task 3 o include any traffic control costs if part of your proposed approach o identify the hourly rate for each staff member by task, and projected number of hours to complete the task o include all costs associated with providing the services including reimbursable expenses such as milage, red-line copies, reproducible materials, etc.

Forms

14. Signed Contract Certification Form (Attachment 2)

15. Certificate of Good Standing issued by the Colorado Secretary of State

Section 3 - GENERAL REQUIREMENTS

A. 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 1), but the City reserves the right to make changes and additions prior to contract execution at the sole discretion of the City.

B. PRICING:

All prices quoted shall be firm and fixed for the specified contract period. 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 proposal. The proposer is solely responsible for determining any and all direct and incidental costs associated with performing the work, including but not limited to, insurance, tools, vehicles and equipment, labor, minimum wage requirements (if applicable), overhead, and any other related costs.

C. 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.

D. 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 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 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.

E. CONTRACT EXECUTION:

Using the Contract Certification Form (Attachment 2), proposers shall indicate whether all terms and conditions of the Sample Agreement are acceptable, or whether the proposer has any proposed modifications. The City reserves the right to conduct negotiations with the successful proposer(s) and to accept scope of work revisions prior to contract execution.

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 or provide certified documentation indicating that the proposer meets an exemption under C.R.S. § 7-90-801(2).

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 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. 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.

F. 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.

G. 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.

Section 4 - 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.

1. Qualifications

2. Experience

3. Approach

4. 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, and 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.

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

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

vii. Failure to disclose potential conflicts of interest.