RFQ 25-28.pdf

RFQ-25-28 Page 1 of 11

Solicitation Number: 25-28

Solicitation title: WEATHERIZATION APPLIANCE REPLACEMENT

FOR ELIGIBLE HOMES

Issued: May 13, 2025

Question deadline: May 22, 2025, 2:00 p.m. on www.bidnetdirect.com/colorado Please only enter one question per line #.

Qualifications will be received until: June 10, 2025, 2:00 p.m. on www.bidnetdirect.com/colorado Please name your PDF file beginning with your company name, followed by the solicitation number.

Goods or services to be delivered to or performed at: Various Locations throughout Arapahoe County

Administrative questions not related to scope: Sarah Huerta, CPPB Senior Purchasing Agent

(303) 795-4536

Email Address: shuerta@arapahoegov.com

Contact with the requesting department may result in Contractor disqualification.

Documents included in this package: Request for Qualifications Sample Agreement for Services Appendix A - Colorado Energy Office Weatherization

Assistance Program Policy Binder Program Year 2025

PURPOSE OF THIS SOLICITATION:

The purpose of this solicitation is to establish contracts with multiple vendors qualified to supply and install appliances in residential homes that have been pre-approved under the County’s Weatherization Assistance Program (WX).

THE FOLLOWING INFORMATION MAY BE FOUND ON THE COUNTY PURCHASING WEB SITE:

• Arapahoe County General Terms and Conditions

• Federal Funding additional Terms and Conditions

• Sample Services Agreement

Arapahoe County Purchasing Webpage

Arapahoe County Finance Department Purchasing Division

5334 South Prince Street Littleton, Colorado 80120

REQUEST FOR QUALIFICATIONS

COVER SHEET

http://www.bidnetdirect.com/colorado mailto:shuerta@arapahoegov.com https://www.arapahoeco.gov/Finance/purchasing/General%20Terms%20and%20Conditions.pdf https://www.arapahoeco.gov/Finance/purchasing/Federal%20Funds%20Terms%20and%20Conditions.pdf https://www.arapahoeco.gov/Finance/purchasing/2022%20Sample%20Service%20Agreement.pdf https://www.arapahoeco.gov/your_county/county_departments/finance/purchasing.php

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SPECIAL TERMS AND CONDITIONS.

1. Purpose of Solicitation: Arapahoe County, the “County”, is issuing this Solicitation for the purpose of entering into an agreement for supplying and installing appliances in Weatherization Program eligible homes. It is understood and agreed that the County may, during the term of the awarded agreement, request additional services be performed by the successful Contractor(s) at other locations within the County. This option, if exercised, is the prerogative of the County and shall be honored by the Contractor(s) throughout the contract period. No guarantees are made that additional services will be requested.

2. Prices proposed by the Contractor shall remain fixed and firm during the term of the awarded agreement. The term shall commence upon the date specified in the awarded agreement or purchase order and shall remain in effect until such time as all items/services purchased in conjunction with this Solicitation have been delivered and accepted by the County's authorized representative. It shall be understood and agreed that any warranty period which exceeds this term shall remain in full force for the duration of the warranty period.

3. Option to Renew for Subsequent Years: The prices or discounts quoted in this Solicitation shall prevail for one year from the effective date of the contract, at which time the County shall have the option to renew the contract for four (4) additional one-year periods; provided that the Contractor provided satisfactory performance during the contract period. Continuation of the awarded agreement beyond the initial period is a County prerogative and not a right of the Contractor. During the option period, the County will consider an adjustment to the pricing structure. For consideration, the Contractor must document that it was subject to a price adjustment by the product manufacturer or a direct wholesale supplier. Any price adjustments shall not exceed the amount being passed on.

4. Contractors are prohibited from directly or indirectly communicating with the Arapahoe County

Board of County Commissioners regarding their qualifications or any matter related to the eventual award of a contract for the good and/or services requested in this Solicitation. Contractors are prohibited from contacting County employees or evaluation committee members regarding their qualifications or the award of a contract unless in response to an inquiry from an employee or committee member as part of the formal evaluation process outlined in the Solicitation. Any violation of these provisions will result in the Contractor’s immediate disqualification from the selection process.

5. Due to the service level required in conjunction with this Solicitation, the Contractor may be required to maintain an office within the Metro Denver, Colorado, area. This office shall be staffed by a competent company representative who can be contacted during normal working hours and who is authorized to discuss matters pertaining to the awarded agreement. Metro Denver consists of the County and County of Denver, County and County of Broomfield, Adams County, Boulder County, Douglas County, Larimer County, El Paso County, and Gilpin County, Colorado.

6. Inspection of the Contractor’s facility may be made prior to award of the agreement. Solicitations will only be considered from firms which are engaged in the business of performing services as described in this Solicitation. The Contractors must be able to produce evidence that they have an established satisfactory record of performance for a reasonable period of time and have sufficient financial support, equipment, and organization to ensure that they can satisfactorily execute the services if awarded an agreement.

7. In its Response, Contractor shall be required to identify any and all sub-contractors that will be used in the performance of an awarded agreement resulting from this Solicitation. Contractor shall also identify the capabilities, experience, and portion of the work to be performed by any sub-contractor(s).

Arapahoe County Finance Department Purchasing Division

5334 South Prince Street, Room 480 Littleton, Colorado 80120 http://en.wikipedia.org/wiki/City_and_County_of_Denver%2C_Colorado http://en.wikipedia.org/wiki/Adams_County%2C_Colorado http://en.wikipedia.org/wiki/Adams_County%2C_Colorado http://en.wikipedia.org/wiki/Douglas_County%2C_Colorado http://en.wikipedia.org/wiki/Douglas_County%2C_Colorado http://en.wikipedia.org/wiki/Gilpin_County%2C_Colorado

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The competency of the sub-contractor(s) with respect to skill, responsibility, and business standing will be considered by the County when making the award in the best interest of the County.

8. Responses to this Solicitation are considered to be working documents while they are under consideration and, as such, are not subject to official bid openings. The only information released at the public opening of Responses to this Solicitation will be the names of the respondents. Only after staff makes an official recommendation of award and an agreement is fully executed will Responses to this Solicitation be available as public record.

9. Cooperative Purchasing. The County encourages and participates in cooperative purchasing endeavors undertaken by or on behalf of other governmental agencies including the Multiple Assembly of Procurement Officials (MAPO) and the Cooperative Educational Purchasing Council (CPEC). We hereby request that any member of MAPO/CEPC/Colorado governmental agency be permitted to avail itself of any awarded agreement and purchase, as specified by the awarded agreement resulting from this Solicitation, at the contract prices established therein. Each governmental entity shall establish its own contract, issue its own orders, be invoiced directly, make its own payments, and issue its own exemption certificates as required. It is understood and agreed that the County is not a legally binding party to any other contractual agreement made between another governmental entity and the successful Contractor as a result of this Solicitation. The County shall not be liable for any costs or damages incurred by any other entity.

10. Software Piracy Prohibition. The County or other public funds payable under any awarded agreement shall not be used for the acquisition, operation, or maintenance of computer software in violation of federal copyright laws or applicable licensing restrictions. Contractor hereby certifies and warrants that, during the term of any awarded agreement and any extensions, Contractor has and shall maintain in place appropriate systems and controls to prevent such improper use of public funds. If the County determines that Contractor is in violation of this provision, the County may exercise any remedy available at law or in equity or under the awarded agreement, including, without limitation, immediate termination of the agreement and any remedy consistent with federal copyright laws or applicable licensing restrictions.

11. Insurance. Contractor agrees to procure and maintain, during the life of any awarded agreement, a policy, or policies of insurance against all liability, claims, demands, and other obligations assumed by the Contractor. Contractor shall procure and maintain, during the life of the agreement, for itself and any sub-Contractor, the minimum insurance coverages required by the awarded agreement. The certificate of insurance provided by the selected Contractor shall be completed by the Contractor’s insurance agent as evidence that policies providing the required coverages, conditions, and minimum limits are in full force and effect and shall be reviewed and approved by the County prior to commencement of the agreement.

No other form of certificate shall be used. The certificate shall identify the awarded agreement and the coverages afforded under the policies. The certificate of insurance must be on file with the County prior to commencement of the agreement. The completed certificate of insurance must be sent to:

Jhanadu Garza, Risk Manager JGarza@Arapahoegov.com 5334 S. Prince St.

Littleton, CO 80120 mailto:JGarza@Arapahoegov.com

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ADMINISTRATIVE INFORMATION.

1. Arapahoe County officially distributes Solicitation documents through the Rocky Mountain E- Purchasing System Bidnetdirect.com/Colorado. Copies of solicitations obtained from any other source are not considered official copies. Only those Contractors who obtain Solicitation documents from the Rocky Mountain E-Purchasing System will be in receipt of officially posted and relevant information regarding solicitations issued by the County. The County cannot be held responsible for incorrect information, nor can it attest to the accuracy of information, found on websites other than the Rocky Mountain E-Purchasing System.

2. Questions which arise during the Response preparation period regarding issues around this

Solicitation, purchasing, and/or award should be directed electronically, via the Rocky Mountain E- Purchasing system. Contractor submitting the question(s) shall be responsible for ensuring that the question(s) is received by the date and time listed above for consideration. Please only enter one question per line on the Bidnetdirect.com/Colorado web site.

3. The County shall issue a written addendum if substantial changes which impact the technical submission of Responses are required. Addenda will be posted on the Rocky Mountain E-Purchasing System web site (Bidnetdirect.com/Colorado). Contractors are responsible for revisiting this website prior to the Solicitation due date.

4. Contractors may Response a cash discount for prompt payment. If the Contractor does not enter a percentage discount, it is hereby understood and agreed that the County will typically pay net 30, however, for this contract payment terms shall be stated as net forty-five (45) days. Payment terms shall be effective on the date that the County receives an accurate invoice or accepts the products, whichever is the later date. Payment is deemed to be made on the date of the mailing of the check or electronic transfer.

5. Prices, quotes, and deliveries are to be FOB destination, freight prepaid, and shall require inside delivery unless otherwise specified in the Solicitation’s Special Terms and Conditions. Title and risk of loss shall pass to the County upon inspection and acceptance by the County at its designated point of delivery, unless otherwise specified in the Special Terms and Conditions. In the event that the Contractor defaults on its contract or the contract is terminated due to performance, the County reserves the right to re-procure the materials or services from the next lowest Contractor or from other sources during the remaining term of the terminated/defaulted contract.

6. Method of Award - Best Evaluative Score Based on Written Response. The County is a best value agency. The intent of the County to award this Solicitation to the lowest responsive responsible proposer that meets or exceeds the specifications and requirements as determined by the County's Evaluation Committee.

If it is in the best interest of the County, the Evaluation Committee may invite a limited number of

Contractors who received the highest scores during the written phase to provide an oral presentation and discussion. The number of Contractors who may be invited to participate in this discussion will be determined by the Evaluation Committee at its sole discretion.

The County reserves the right to conduct negotiations with Contractors and to accept revisions of

Responses. During this negotiation period, the County will not disclose any information derived from Responses submitted, or from discussions with other Contractors. Once an award is made, the Solicitation file and Responses contained therein are in the public record.

RFQ-25-28 Page 5

I. BACKGROUND

Arapahoe County has a population of 656,061 people which includes 253,890 households. Arapahoe County spans 806 square miles. The western part of the County is mostly urban with residential, retail, office and industrial areas, while the eastern portion is mostly rural. Littleton, our County seat, along with Aurora, Bennett, Bow Mar, Centennial, Cherry Hills Village, Columbine Valley, Deer Trail, Englewood, Foxfield, Glendale, Greenwood Village and Sheridan make up the 13 incorporated communities of Arapahoe County. There are nine school districts within the county and 450 local improvement and service districts. Within the County these special districts provide Arapahoe County residents with a variety of attractive residential choices, excellent parks, greenbelts and trail systems, and public utilities, including water, storm water and sanitation services.

The County is governed by an elected Board; the Board of County Commissioners. They oversee the County by serving as an administrative and policy-making body. The five-member Board approves the budget, hires staff, oversees land-use planning and development and administers county services.

The County employs 2,766 employees who provide services to the citizens of Arapahoe County. Seventeen offices/departments make up the County structure. The Sheriff’s Office is our largest office consisting of 843 employees. Arapahoe County maintains 1,265 miles of roads.

II. SCOPE OF WORK

It is anticipated that the County will utilize the Contractor’s services on projects needed to allow weatherization efforts to be completed and that the awarded Contractor(s) will be asked to submit bids or quotes on a rotating basis for projects being considered.

At the sole discretion of the County, projects executed under the On-call Agreement may be competitively bid amongst all awarded contractors on the short list for a firm fixed lump-sum price to ensure that the County is receiving a competitive price.

Arapahoe County’s Weatherization Assistance Program serves an estimated 350 – 600 homes each year. Each home qualifies for different energy efficiency and upgrades the actual quantity of appliances is not known - it is estimated that more than half of homes served qualify for appliances.

III. REQUIRED DOCUMENTATION

Failure to provide the required information may deem your submittal non-responsive.

• Document minimum of three (3) years in business under current ownership. Contractor provides a

Certificate of Incorporation or other formal documentation meeting the requirement of years in business in their submittal.

• Provide documentation for Local Office located in the Denver Metro Area

SPECIFICATION FORM

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IV. RESPONSE FORMAT

SUBMISSION OF RESPONSES: ONE (1) electronic submittal must be submitted online via at www.bidnetdirect.com/colorado . It is the responsibility of the contractor to ensure that t h e electronic proposal is submitted prior to the proposal closing time. No physical submissions will be accepted.

Please name your PDF file beginning with your company name, followed by the solicitation number.

Provide submittal without reference to the Arapahoe County logo.

TABLE OF CONTENTS

SIGNATURE FORMS AND REQUIRED DOCUMENTATION

1) Completed Submittal Form

2) Certificate of Liability Insurance

3) Completed W-9 Form

SIGNATURE FORMS AND REQUIRED DOCUMENTATION

4) Completed RFQ Submission Form

5) Certificate of Liability Insurance

The Evaluation Committee will score Responses based on the following criteria:

Cost of Work (Labor Rates) – 34%

• Provide Labor rate cost sheet.

• Provide estimated cost of appliances.

• Provide estimated cost of Delivery and installation – Including all needed accessories (Water lines for ice makers)

• Provide estimated cost of removal of old appliances.

Availability and Approach – 33%

• Provide a brief narrative expressing your company approach to each replacement including the scheduling and availability of your technicians.

• Provide Profile of Firm Include the following for the office this work would originate from:

a. Size of the Company and size of local office (if applicable)

b. Location of the office, where the work on this engagement is to be performed

c. Provide Contact information for staff who will be assigned to our account.

d. Identify the points that make your firm uniquely qualified for this engagement.

e. Provide any substantiated complaints against the firm in the last 3 years and any outstanding litigation.

Quality of Work Completed Similar Tasks - 33%

• Provide examples of similar projects / tasks completed with references.

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I. PRICING

All Appliances need to be Energy Star Rated

ITEM QTY UNIT DESCRIPTION UNIT

NUMB PRICE

1. 1 White 18.3 cu. ft., Top Freezer Refrigerator _______

2. 1 White 18.3 cu. ft., Top Freezer Refrigerator - With Icemaker _______

3. 1 Black 18.3 cu. ft., Top Freezer Refrigerator _______

4. 1 Black 18.3 cu. ft., Top Freezer Refrigerator – With Icemaker _______

5. 1 Stainless 18.3 cu. ft., Top Freezer Refrigerators _______

6. 1 Stainless 18.3 cu. ft., Top Freezer Refrigerators - With Icemaker _______

7. 1 Black 20.5 cu. ft., Top Freezer Refrigerator _______

8. 1 Black 20.5 cu. ft., Top Freezer Refrigerator – With Icemaker _______

9. 1 White 20.2 cu ft., Top Freezer Refrigerator _______

10. 1 White 20.2 cu ft., Top Freezer Refrigerator – With Icemaker _______

11. 1 Stainless 20.2 Cu ft Top Freezer Refrigerator _______

12. 1 Stainless 20.2 Cu ft Top Freezer Refrigerator – With Icemaker _______

13. 1 Stainless 22 cu. ft., French door refrigerator / Freezer _______

14. 1 Stainless 22 cu. ft., French door refrigerator / Freezer – With Icemaker _______

15. Delivery in Metro Area (and removal of old refrigerator) ________________

16. Delivery in Metro Area (and removal of old refrigerator) – With Icemaker ________________

17. Heat Pump Clothes Dryer _______

18. Electric Stove _______

19. Induction Cooktop _______

20. Induction Range

PRICING FORM

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SUBMITTED BY:

Company Name: ___________________________________________________________________________

Contact Names: Sales/Customer Service: ________________________________________________________

Address: __________________________________________________________________________________

Phone: (______) ____________________ Email(s): ________________________________________________

The undersigned hereby affirms that:

• He/she is a duly authorized agent of the Contractor;

• He/she has read all Terms and Conditions and technical specifications made available in conjunction with this solicitation and fully accepts and acknowledges this Response is consistent with the specifications and terms and conditions, unless specific variations have been clearly and expressly listed in the Response.

• The Response is in all respects fair, without outside collusion or otherwise illegal action.

By__________________________________ ______________________ _______________________________ Signature of Authorized Agent Date FEIN

Typed/Printed Name of Agent Title of Agent Agent email

PAYMENT TERMS: If the Contractor does not accept a percentage discount, the County standard is net thirty (30) days after the date that the County receives an accurate invoice and has accepted the product or service. Payment is the date of the check mailing or date of the credit card transaction.

Discount: ____% ____ Days earlier than Net: 30 Days, Accept ACH?__________________________________

VARIATIONS: The Contractor shall identify all variations and exceptions to any Solicitation documents. Submittal of a Contractor’s contract is considered excessive in Variations and may be cause for determining that the Response is non-responsive and ineligible for award. For each variation listed, reference the applicable section of the solicitation document as per the example below. If no variations are listed here, it is understood that the Contractor's Response fully complies with all terms and conditions. Attach additional Variation sheets in the same format as below.

Page #:______ Item # or Section: ________Variance _________________________________________________

REQUIRED SUBMITTAL FORM

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SUBMITTAL INSTRUCTIONS:

Responses shall be submitted in the order listed below with each section clearly identified.

� Submit questions and submittal ON-LINE at BidnetDirect.com before deadlines

� Cover & Executive Summary. Detail Firm’s and employees’ Capabilities, Experience & Licensing

� Details of Response – Proposed products & services, implementation timeline and warrantees.

� Completed Submittal Forms including this sheet and all other attachments specifically requested including a Performance Measures Form when requested and including the completed Vendor Security and Compliance Response if this is for software or the submission has a technology component.

� Pricing – All fee and costs associated with the Response.

� Insurance – Checking this box accepts that the insurance requirements listed by the County are acceptable unless listed in the variations on the previous page.

� CONFIDENTIAL information, if any, MUST be stamped as such on each page and submitted separately.

� Please initial to acknowledge Addenda, if any, have been considered in your Response:

#1 ____________ #2 ____________ #3 __________ #4 ___________ #5 ___________

REFERENCES:

� Check here if Contractor’s standard reference sheet is attached, otherwise, use the space below.

Name: ____________________________________ Contact Person: ________________________

Address: _________________________________________________________________________

Telephone No: ______________________________________ Email: ________________________

Describe type of work/service performed or items supplied: __________________________________

Name: ____________________________________ Contact Person: ________________________

Address: _________________________________________________________________________

Telephone No: ______________________________________ Email: ________________________

Describe type of work/service performed or items supplied: __________________________________

Name: ____________________________________ Contact Person: ________________________

Address: _________________________________________________________________________

Telephone No: ______________________________________ Email: ________________________

Describe type of work/service performed or items supplied: __________________________________

Arapahoe County must have on file a completed W-9 prior to doing business with contractors.

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I. The Sample Agreement for Services is provided in this Solicitation for reference purposes only. To view the Sample Agreement, please refer to the link on the Cover Sheet.

REMAINDER OF PAGE LEFT INTENTIONALLY BLANK

SAMPLE AGREEMENT FOR SERVICES

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I. The Weatherization Assistance Program Policy is included as a separate attachment to this Solicitation for reference purposes only.

REMAINDER OF PAGE LEFT INTENTIONALLY BLANK

APPENDIX A – COLORADO ENERGY OFFICE WEATHERIZATION

ASSISTANCE PROGRAM POLICY BINDER PROGRAM YEAR 2025