Sterling Debris Removal RFP 2025.docx

Energy Resource Center 601 S 10th Ave Sterling, CO 80751

(970) 463-7020 Request for Proposal for

DEBRIS REMOVAL

July 1, 2025 thru June 30, 2026 (program year) Submission deadline: May 23, 2025 General Information

The Energy Resource Center (Agency) is a tax exempt federally funded non-profit organization that keeps people warm and safe by providing no cost weatherization, insulation, furnace services and essential health and safety repairs to eligible low-income households. Over 1000 homes were serviced last program year.

1) Energy Resource Center is receiving Requests for Proposals for certain debris removal for the Colorado Weatherization Program.

2) All workmanship must be in compliance with the city and county jurisdictions in which they are performed and the Colorado Energy Office Weatherization Program Standards.

3) SUBMISSION OF RESPONSES: ONE (1) electronic submittal must be submitted online via Rocky Mountain E-Purchasing System (RMEPS) at www.bidnetdirect.com/colorado . It is the responsibility of the Contractor to ensure that the electronic proposal is submitted prior to the proposal closing time.

No physical submissions will be accepted.

4) The contact person for this Request for Proposal is: Kevin Kurth. kevink@erc-co.org.

5) The following counties are covered by this agreement:

0. Sterling, serving Morgan, Washington, Logan, Sedgwick, Phillips and Yuma Counties; Aaron Williams (970-381-0063) Conditions of RFP

1) All proposals become the property of Energy Resource Center and will not be returned to the Sub-Contractor.

2) All costs, terms and conditions contained in the proposal shall remain fixed and valid for one year from the contract date. Process shall include shipping/delivery charges, if applicable.

3) The proposal shall be signed by a person legally authorized to bind the proposer/bidder.

4) Failure to furnish all information requested in the RFP or failure to follow the RFP format may disqualify the proposal.

5) The cost of developing the proposal is entirely the responsibility of the proposer/bidder; no costs shall be reimbursed by Energy Resource Center.

6) Late RFPs will not be accepted or considered. It is the responsibility of the proposer/bidder to ensure that his proposal is properly delivered to the proper authority at such time and place stipulated in the RFP. Telephone quotes will not be accepted when competitive sealed bids are solicited.

7) Bids must be received by this company by 3:00 p.m. (MDT) of the submission deadline. Sub-Contractor(s) should be prepared to negotiate the terms and conditions of the contract with the Energy Resource Center immediately upon notification.

8) The Energy Resource Center will notify unsuccessful proposers/bidders in writing within thirty(30) days following the closing date for receiving proposals.

9) Issuance of the RFP does not constitute a commitment by The Energy Resource Center to award a contract. The Energy Resource Center reserves the right to reject any or all proposals received in response to this RFP or to cancel this RFP if it is in the best interest of The Energy Resource Center to do so.

10) The Energy Resource Center reserves the right to accept or reject any and/or all proposals and to waive minor irregularities and informalities in RFPs received.

11) The Energy Resource Center reserve the right to award to the most responsible proposer/bidder whose proposal is deemed most advantageous to Energy Resource Center by price, specifications, previous work history, and other pertinent factors.

12) Energy Resource Center is exempt from Colorado State Sales Tax(State Sales Tax Exempt No. 98-03942) and from Federal Sales Tax (Federal Sales Tax Exempt No. 84-0809393).

13) Energy Resource Center is part of the State of Colorado Purchasing Agreement (NP2079) and as such may purchase goods and services covered by the State Purchasing Agreements on the same terms and conditions as the State Agencies.

Proposal/Evaluation Process

The Energy Resource Center shall employ the procurement process of "competitive negotiation" in securing certain Electrical Services for the Weatherization Program. Competitive negotiation will be utilized because it is not feasible or possible to enumerate complete specifications of the work or materials required.

Competitive negotiation insures the required free and open competition while acknowledging that negotiations maybe necessary to assess the numerous factors involved in the selection process. Under this process, the Energy Resource Center will negotiate with the proposers/bidders in an attempt to make the proposals meet the specifications set forth in the request; i.e., work experience, work orders to be completed within 5 days, etc.

In the Energy Resource Center's process, proposals must meet the Minimum Requirements listed below to be considered as "responsive" versus "not acceptable". Once all proposals received have gone through an initial screening, proposals will be evaluated against the prioritized Evaluation Factors.

A. Minimum Requirements

1. Work Experience, plus References Requirement. The Sub-Contractor will provide work history, including the number of years experience in the electrical service field and provide three references who are able to evaluate the quality of your work.

2. Liability Insurance, Workmen's Compensation and Automobile Insurance Requirements. the Sub-Contractor will provide adequate proof of required insurance for general liability, auto, and workers compensation. If the Sub-Contractor fails to maintain in effect the insurance above described, or if said policy or policies are not maintained in a manner acceptable to Energy Resource Center, then and in that event the Energy Resource Center may cancel and terminate any present contract with the Sub-Contractor and any pending work, without penalty to the Energy Resource Center.

CGLI limits of not less than the following:

The coverage shall name Sub-Contractor as an additional insured, including completed operations through the statute of limitations.

Per job aggregate must be evidenced on certificate. If a per job aggregate is not available, the limit must be evidenced on certificate.

Policy must provide a waiver of subrogation in favor of Sub-Contractor.

Automobile:

Limits of liability: $1,000,000 per accident for bodily injury and property damage. Combined single limit coverage to extend to owned, hired, and non-owned automobiles.

Workers Compensation Statutory limits of coverage.

Coverage must include all employees. Any sole proprietors, partners, employees, and all officers and members as defined in C.R.S 8-41-202 who have filed elections rejecting coverage must be identified to Sub-Contractor and must provide evidence confirming the filing of such elections.

3. Lien Waiver Requirement The Sub-Contractor will agree to waive the right of placing a lien upon any unit served under this program, as a recourse for non-payment or any other reason and specifically waives all rights and authorities in the Colorado Mechanics Lien Law. Any subcontract entered into by the Sub-Contractor under this program will contain the same provision.

4. Service Area Requirement The Sub-Contractor will be required to work the entire service area that they contract for. Sub-Contractor should keep this in mind in figuring price quotes. The Sub-Contractor may be offered work in other adjoining counties.

5. Valid License/Regulation Requirement The Sub-Contractor will be, at all times, in compliance with all local laws and regulations. Sub-Contractor will also be in compliance with all regulations, standards, and policies as specified by the Colorado Energy Office Weatherization Program, hereafter referred to as Colorado Energy Office and those state and Federal regulations under which it operates. All such regulations, standards, and policies are on file at Energy Resource Center.

6. Record Retention Requirement The Sub-Contractor will maintain all records applicable to this Program, and materials and/or services provided under its authority, for a minimum of six (6) years. Access to these records shall be given to Energy Resource Center, the Colorado Energy Office, or the Federal government upon request.

7. Production Requirement The Sub-Contractor agrees to comply with production standards set by the Energy Resource Center. Sub-Contractor will make appointments with clients to do the work and will complete all work orders within five (5) working days from receipt of work orders from the Energy Resource Center. After completion of units requiring a permit the Sub-Contractor will notify Regional Building Department to inspect the units.

8. Payment Requirement Payment will be made from an itemized invoice. Invoices shall include the following:

a) Client's name, address, and weatherization job number

b) itemization of those materials installed by quantity, type, and price

c) labor costs listed separate from the materials cost

d) Energy Resource Center's Purchase Order Number

e) a brief description of work that was performed. Invoices for each job will be returned to the Energy Resource Center no later than ten (10) working days upon completion of ordered work. Payment will then be made to the Sub-Contractor within thirty (30) days for units passing the final inspection.

9. The Sub-Contractor will be responsible for all materials and/or services it provides, that they: are in good condition; are of the proper type and quantity ordered; and meet Colorado Energy Office weatherization Standards. The Sub-Contractor will warranty all such materials and/or services for one (1) year against defects in material and workmanship from the date of provision.

10. Fixed Price Requirement All negotiated prices will remain firm for the entire Program year, as stated above. In the event of any unauthorized price increases the Energy Resource Center reserves the right to refuse payment.

11. Quality Standards Requirement The Sub-Contractor Agrees that it will:

a) Perform all work in a professional manner

b) Adhere to standards as set out in this RFP, Colorado Energy Office Standards, and local code requirements

c) Leave homes in as good as found or better condition

d) Assist clients in understanding work being performed.

12. Privacy Requirement In accordance with the Privacy Act of 1974, the Sub-Contractor will be responsible for the confidentiality of all data disclosed to it by the Energy Resource Center or its clients.

13. Employment Requirement The Sub-Contractor will adhere to Equal Opportunity Employment practices.

14. Other The Sub-Contractor will remain in compliance with the Copeland "Anti-Kickback" Act and with provisions of the Contract Work Hours and Safety Standards Act.

B. Evaluation Factors

Although prioritized in descending order, the first three factors below are worth over half of the total value (100%) of all the evaluation factors; i.e., the first three evaluation factors are worth 60% of the total "weight" in relative importance of the factors.

1. Quality of work as evidenced by viewing past work or contacting references. (50% wt.)

2. Overall prices. (20% wt.)

3. Ability to meet production quotas and complete work in a timely manner. (10% wt.)

4. Communication with contracting office and keeping them in the loop with estimated completion dates and potential problems. (10% wt.)

5. Experience and willingness to work with low-income, elderly or handicapped clients. (5% wt.)

6. Flexibility as evidenced by picking up last minute jobs, extending credit terms, etc.. (5% wt.)

Work To Be Performed

Proposers/bidders are asked to fill in prices for all items and to price each item as specified. If you do not desire to bid on an item, or if you are unable to furnish the item, place N/B (no bid) on the appropriate line.

Only materials which meet or exceed the electrical codes for the jurisdiction in which they are performing the work and/or the Weatherization Assistance Program materials standards issued by the Colorado Energy Office are an allowed program cost. (The complete Colorado Energy Office Standards are available for inspection at any of the Energy Resource Center locations).

I agree to the terms set forth in this RFP:

Business Name:

Business Address:

City, Zip, Phone:

Person Preparing RFP (Please Print)

Vendor Delegate Signature & Date (Signed)

Page: 12 Page: 11