RFP JC Generator Replacement.pdf

Gilpin County Request for Proposal (RFP)

Gilpin County Justice Center Generator and Electrical Upgrades

DEADLINE: April 17 2025

I. Introduction

Gilpin County is inviting proposals from qualified firms to replace and upgrade the emergency backup power generator, automatic transfer switch, conduit and wire as needed to replace all existing components, and install all/ any new equipment to bring the entire Gilpin County Justice on to back up power per the plans provided, within unincorporated Gilpin County. Gilpin is located approximately 35 miles west of Denver. Gaming is the primary industry for Gilpin County and represents approximately 50% of the total revenues for the County.

II. Services Required

Gilpin County is seeking proposals from qualified firms to replace and upgrade the emergency backup power generator, automatic transfer switch, conduit and wire as needed to replace all existing components, and install all/ any new equipment to bring the entire Gilpin County Justice on to back up power. The selected firm will be responsible for providing all necessary labor, materials, research, data, and administrative services required to successfully complete the project as described in this RFP and any associated addenda. The ideal firm will specialize in commercial construction, specifically in commercial electric and power generation systems, have a proven track record of completing municipal projects, and demonstrate the capability to handle construction/ installation of these with minimal reliance on subcontractors by employing skilled personnel across the required trades and disciplines in-house. Completion of this project is needed before November of 2025. Different Generator sets may be recommended in the proposal. The firm should bid the specified unit to keep proposals comparisons accurate, and suggestion of different generator sets can be provided in addition with pricing, and reasoning for recommendation (lead time, durability, reliability, etc.) for consideration.

Firms will be expected to complete the Civil work pertaining only to the Generator relocation and conduit placement outlined in the Civil plan set.

Plan Analysis Review the provided permit plan sets and project manual to confirm constructability to the plan sets to minimize the need for field deviations from the plan set.

Construction The selected firm must provide qualified labor and materials across all relevant trades and divisions to execute the construction and improvements outlined in permit plan sets.

Construction Management The firm will collaborate closely with the County to document and secure approval for all field changes or “redline” modifications made during construction.

The firm must deliver a well-organized project management plan to ensure timely completion of the construction and improvements. This includes adherence to all project standards and specifications.

The project management team should demonstrate experience in coordinating and overseeing similar projects.

Administration The firm must manage project administration effectively, including document management, invoicing, stakeholder communication, and scheduling.

The contractor must ensure smooth execution and compliance with all project requirements.

Deliverables Complete and submit final “as-built” drawings and any associated change iteration documents.

Provide both digital and physical copies of comprehensive Operation and Maintenance (O&M) manuals.

These must include detailed specifications for all materials used, warranties for products and materials, and a warranty guarantee for workmanship.

All Services completed in response to this RFP for the County by the Contractor shall conform to all applicable federal, state, and local laws, rules, regulations, ordinances, codes, and orders.

In performing the work, the Contractor shall use the degree of care and skill ordinarily exercised under similar circumstances by members of the same profession working in the Denver-Boulder metropolitan area. The Contractor represents to the County that the Contractor is, and its employees performing such work are, properly licensed and/or registered within the State of Colorado for the performance of the work (if licensure and/or registration is required by applicable law) and that the Contractor and its employees possess the skills, knowledge, and abilities to competently, timely, and professionally complete the work

III. Submittal Requirements

This Request for Proposal (RFP) describes the requested scope of services and information to be included in each proposal. Failure to submit information to the County in accordance with the requirements of this RFP and its procedures may be cause for disqualification. The proposal should be concise and complete, covering all items identified, emphasizing an understanding of the project and the resources to perform the intended work. Unclear, ambiguous statements such as “all reasonable effort to provide” must be avoided. Failure to address any of the requirements may be subject to rejection and/or misinterpretation. Inability to meet any specified requirements must be so stated and thoroughly explained.

Proposals are to be addressed to the Gilpin County Board of County Commissioners, in accordance with the Instructions to Proposers and all other requirements as referenced in this RFP. Proposals will be received until the Proposal Closing Date and Time set forth on the cover page of this RFP, at which time a representative of the County will publicly announce the names of those firms or individuals submitting proposals. No other public disclosure will be made if and until award of contract.

The RFP Submittal shall include the following:

1. Letter of Transmittal The letter of transmittal must contain the following statements and information, and is not intended to be a summary of the proposal:

• Company name, address, and telephone number(s) of the firm submitting the proposal.

• Name, title, address, email address and telephone number of the contact person or persons, authorized to represent the firm and to whom to direct correspondence.

• Taxpayer identification numbers of the firm.

• Brief statement of your understanding of the services to be performed and a positive commitment to provide the specified services.

• Signature of a corporate officer or other individual who is legally authorized to bind the applicant to both its proposal and cost schedule.

• Statement which indicates “proposal and cost schedule shall be valid and binding for ninety (90) days following proposal due date and will become part of the contract that is negotiated with Gilpin County.”

2. General Vendor Information Please provide the following:

• Length of time in business

• Total number of clients

• Number of full-time personnel

• Location of office which would service this account

3. Technical Proposal Provide a detailed technical and narrative response regarding the ability to provide the components as stated in Section II. The Evaluation Criteria listed in the Evaluation of Proposals section below provides additional information and the criteria that evaluators will use:

a. Understanding the Proposal. Responses will include comprehensive information and narrative statements that illustrate proposer’s understanding of the requirements of the project and the project schedule.

b. Methodology Used for the Proposal. Responses will include comprehensive information and narrative statements that set out the methodology they intend to employ and illustrate how the methodology will serve to accomplish the work.

c. Management Plan for the Proposal. Responses will include comprehensive information and narrative statements that set out the management plan they intend to follow and illustrate how the plan will serve to accomplish the work.

d. Experience and Qualifications. Responses will include a detailed explanation of your experience with similar projects and employees.

i. Provide a detailed narrative describing your firm’s experience with a minimum of three

(3) projects of similar size and scope in the past five (5) years.

ii. Provide a narrative description of the organization and capabilities of the project team and a personnel roster that identifies each person who will actually work on the contract.

iii. Provide a minimum of three (3) current or former clients where work has been performed within the last five years who may be contacted with respect to your firm’s reputation for high quality of work, responsibility and efficiency. Include the name, address and telephone number of the executive in each organization who can speak knowledgeably about the quality, timeliness and cost of your work.

4. Financial/Cost Proposal Submit pricing/cost information in a separate package from the technical proposal, clearly marked on the outside. Do not include costs in the technical proposal. Electronic copies of proposals will include separate files for financial and technical proposals. Separate discs or drives are not required.

Submit a detailed cost proposal including all costs and charges for the proposed services, including any, fees, training, implementation, and any other costs required. Estimate the hours and provide cost schedule detail for any service engagements necessary to meet the goals, if appropriate. Break down the cost proposal to indicate all costs.

• The proposal must contain a schedule of values that clearly highlights detailed all line-item costs to complete the construction of the proposed facility

• Define any additional charges (e.g. travel expenses).

5. Descriptive Pages and Brochures All standard descriptive informational pages and brochures should be submitted in a section titled “APPENDIX.”

IV. Evaluation Criteria and Process

A project committee will evaluate all proposals. Proposals shall be evaluated on the basis of the Evaluation Criteria noted herein. The committee may make a selection on the basis of the proposals received, or may choose to "shortlist" prospective firms for further negotiations. The firm selected for the award will be chosen on the basis of the apparent greatest benefit to the County, and not necessarily on the basis of lowest price. Individual interviews may be required for the top firms who have submitted the required information.

Evaluation Criteria Weight

Cost 30%

Understanding of the project and / or services required 25%

Years in business / experience / history working with government 15%

Methodology / functionality / service or project plan 15%

Management plan / administration 10%

Preference for minority and women owned businesses / labor surplus area firms 5%

TOTAL 100%

Gilpin County will take all necessary affirmative steps to assure that minority businesses, women’s business enterprises, and labor surplus area firms are used when possible.

Reference checks, when conducted, will not be rated but will be considered on a “pass/fail” basis.

Following an individual rating period, the evaluation team will meet to discuss the initial rating and may choose to make an award at that time. Failure of the proposer to provide any information requested in this RFP may result in disqualification of the proposal.

This request for proposal is not a competitive bid based on price only. The Request for Proposal allows Gilpin County to select the contractor that best meets the needs of the County, taking into consideration proposer qualifications, price, and service capabilities and other factors relevant to the County’s policies, programs, administrative resources, and budget.

This RFP has been published at the Rocky Mountain Bid Net System and on the County website, which may be accessed at the following links:

https://www.bidnetdirect.com/colorado https://gilpincounty.colorado.gov/news-notices/request-for-proposals-rfps

Any modifications to this RFP or addenda pertaining to this RFP will be published to the Bid Net System and on the County Website, and all proposers are responsible to periodically check both locations for relevant updates prior to the submittal of a proposal.

Written Inquiries

Interested applicants may make written inquiries concerning this RFP to obtain clarification of requirements or additional information. No inquiries will be accepted after the date and time of the Written Inquiry Deadline indicated in the Schedule of Activities. Send all inquiries via email, referencing the RFP number and title in the subject line, to: rkeenan@gilpincounty.org

V. Deadline for Submission of Proposals

One electronic submission must be received by Gilpin County prior to 12:00 p.m. (noon) on February 14 2025. The submission must be labeled as with the RFP title in the subject line and sent to this email address: rkeenan@gilpincounty.org . Physical submissions will not be accepted.

Number of Copies: One (1) electronic copy via email Schedule of Activities:

https://www.bidnetdirect.com/colorado https://gilpincounty.colorado.gov/news-notices/request-for-proposals-rfps mailto:rkeenan@gilpincounty.org mailto:rkeenan@gilpincounty.org

Activity Date

RFP Issued March 26 2025

Written Question Deadline April 15 2025

Responses to Written Inquiries Published April 16 2025

Proposal Submission Deadline April 17 2025

Anticipated Award May 6 2025

Project Start May 23 2025

VI. Miscellaneous

Gilpin County reserves the right to reject any and all proposals for failure to meet the requirements herein, to waive any technicalities, and to select the proposal which, in the County’s sole judgment, best meets the requirements of the project.

The RFP creates no obligation on the part of the County to award a contract or to compensate the proposer for any costs incurred during proposal presentation, response, submission, presentation or oral interviews (if held). The County reserves the right to award a contract based upon proposals received without further discussion or negotiation. Proposers should not rely upon the opportunity to alter their qualifications during discussions.

The County further reserves the right to make such investigation as it deems necessary to determine the ability of proposers to furnish the required services, and proposers shall furnish all such information for this purpose as the County may request.

Proposers must specifically identify any portions of their submittals deemed to contain confidential or proprietary information, or trade secrets. Those portions must be readily separable from the balance of the proposal. Such designations will not necessarily be conclusive, and proposers may be required to justify why Gilpin County should not, upon written request, disclose such materials.

The County is not responsible for electronic submissions or communications not received, in any way associated with this RFP.

Contract

Pending successful contract negotiations, one or more contracts may be awarded to the Contractor or Contractors whose proposal(s) is/are the most advantageous and offer the best overall value to the County, taking into consideration price and other evaluation factors described in this RFP. If more than one contract is awarded, an effort will be made to award work in an equitable manner taking into consideration the following criteria for each project:

1. Specific area of focus / special requirements

2. Cost

3. Availability of the Contractor

4. Prior performance of the Contractor

The contract may be for a period of approximately 365 day, and may be canceled at any time with 30 days advance written notice from either the County or a Contractor that is awarded a contract by the County.