South 3rd Electric Vehicle Charging Station
| Agency: | City of Montrose |
|---|---|
| State: | Colorado |
| Level of Government: | State & Local |
| Category: |
|
| Opps ID: | NBD17140450077164472 |
| Posted Date: | Nov 30, 2023 |
| Due Date: | Jan 17, 2024 |
| Solicitation No: | 23-032 |
| Source: | Members Only |
| Bid Number: |
23-032
|
| Bid Title: |
South 3rd Electric Vehicle Charging Station
|
| Category: | Construction and Design Services |
| Status: | Open |
|
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Attachment Preview
City of Montrose
Purchasing Division
400 East Main Street
PO Box 790
Montrose, CO 81401
REQUEST FOR PROPOSALS
South 3rd Electric Vehicle Charging Station
Issue Date: November 30, 2023
Bid Number: 23-032
Agent/Contact: Christopher Ottinger
Submissions Must Be Received by: January 17, 2024 at 2:00 PM Colorado Time
ADMINISTRATIVE INSTRUCTIONS
The City of Montrose is requesting proposals through the Request for Proposals (RFP) process to perform
design, supply, and installation services, as well as ongoing management and maintenance for the South
3rd Electric Vehicle (EV) Charging Station. Proposals shall be submitted electronically to
bids@cityofmontrose.org and will be publicly received on January 17, 2024 at 2:00 PM through video
conference at https://tinyurl.com/comevbidopen. Late proposals will not be accepted and it is the
responsibility of the proposers to ensure that bids (including signed addenda) arrive by 2:00 PM on the
date listed above.
Complete bid packets can be downloaded from the City web page at www.cityofmontrose.org under
Department Services, Purchasing, and Open Bids. Addenda will be posted to the website and it is the
proposer’s responsibility to download, review, sign, and include addenda with their proposal.
The City reserves the right to accept or reject any or all proposals, to waive irregularities and/or
informalities and to disregard all non-conforming, non-responsive, unbalanced or conditional proposals.
The City of Montrose complies with all Equal Opportunity requirements. All qualified proposers will
receive consideration without regard to race, creed, color, national origin, sex, marital status, religion,
ancestry, mental or physical handicap or age.
Request for Proposals
South 3rd EV Installation
Page 2
City of Montrose
Bid 23-032
GENERAL TERMS AND CONDITIONS
These General Terms and Conditions apply to all Offers made to the City of Montrose (hereafter "City")
by all prospective vendors/proposers (herein after referred to as "Bidder") regarding City Solicitations
including, but not limited to, Invitations to Bid, Requests for Proposals, Requests for Quotes, and Requests
for Qualifications (hereafter "Solicitation" or Bid Solicitation).
A. CONTENTS OF BID
1. Bidders shall thoroughly read the project requirements and specifications, and shall examine any
drawings and documents which may be incorporated into the Bid documents. As Bid documents
frequently change for each Solicitation, veteran Bidders shall not assume that this Solicitation
contains the same terms and conditions that were supplied in prior Solicitations. The City is not
obligated to identify either minimal or substantial modifications to Bid documents.
2. Bidders shall make all investigations necessary to thoroughly inform themselves regarding the
plant and facilities affected by the delivery of services, materials, and equipment as required by
the Bid conditions. No plea of ignorance by the Bidder of conditions that exist, or may hereafter
exist, as a result of failure to fulfill the requirements of the contract documents, will be accepted
as the basis for varying the requirements of the City or the compensation to the Bidder.
3. Bidders are advised that all City contracts are subject to all legal requirements contained in City
Ordinances and State and Federal Statutes governing purchasing activities.
4. Bidders are required to state the exact intentions of their offer to the City via this Solicitation and
must indicate any variances to the terms, conditions, and specifications of this Solicitation, no
matter how slight. If variations are not stated in the Bidder's Offer, it shall be construed that the
Bidder's Offer fully complies with all conditions identified in this Solicitation.
B. CLARIFICATION AND MODIFICATION OF BID SOLICITATION
1. Apparent silence or omissions within this Bid Solicitation regarding a detailed description of the
materials and services to be provided shall be interpreted to mean that only the best commercial
practices are to prevail and that only materials and workmanship of first quality are to be used.
2. If any Bidder contemplating submitting a Proposal under this Solicitation is in doubt as to the true
meaning of the specifications, the Bidder must submit a written e-mail request for clarification to
the City's Agent/Contact. The Bidder submitting the request will be responsible for ensuring that
the City receives the request at least seven (7) calendar days prior to the scheduled bid opening
or as noted in the special conditions.
3. Any official interpretation of the Bid Solicitation must be issued in writing by the City’s
Agent/Contact who is authorized to act on behalf of the City, or by the City's Legal Department.
The City shall not be responsible for other interpretations offered by employees of the City who
are not authorized to act on behalf of the City for this project.
Request for Proposals
South 3rd EV Installation
Page 3
City of Montrose
Bid 23-032
4. If necessary, the City may issue a written addendum to clarify or inform of substantial changes
which impact the technical submission of Bids. Addenda will be posted to the website and it is the
Bidder's responsibility to download addenda. The Bidder shall certify its receipt of the addendum
by signing the addendum and returning it with its Bid. In the event of a conflict with the original
Bid Solicitation documents, addenda shall supersede all other documents to the extent specified.
Subsequent addenda shall govern over prior addenda only to the extent specified.
C. PRICING, COLLUSION, AND TAXES
1. Current Prices. Bid Proposals must be fixed and firm unless stated otherwise in the Bid Solicitation.
2. Discounts. Discounts shall not be considered in determining the lowest net cost for Bid evaluation
purposes. Payment terms shall be as set forth in any contract executed between the City and the
Bidder. Payment by the City is deemed to be made on the date of the mailing of the check, or as
otherwise set forth in any contract executed between the City and the Bidder.
3. Collusion. The Bidder, by affixing its signature to this Proposal, certifies that its Proposal is made
without previous understanding, agreement, or connection either with any persons, or entities
offering a Bid for the same items, or with the City. The Bidder also certifies that its Bid is in all
respects fair, without outside control, collusion, fraud, or otherwise illegal action. To ensure
integrity of the City's public procurement process, all Bidders are hereby placed on notice that
any and all Bidders who falsify the certifications required in conjunction with this section shall be
prosecuted to the fullest extent of the law.
4. It shall be understood and agreed that Bid Offers submitted by persons and entities are done so
independently of any other offers, and that Bidders will not knowingly participate in solicitations
where there exists a conflict of interest with their entity and a member of City staff or their
immediate family.
5. Taxes. Bidders will neither include Federal, State, nor applicable Local excise or sales taxes in bid
prices, as the City is exempt from payment of such taxes. The Colorado Department of Revenue,
Certification of Exemption for Colorado State Sales/Use Tax account number for the City of
Montrose is 98-01805-0000. An exemption certificate will be provided, where applicable, upon
request.
D. PREPARATION AND SUBMISSION OF BID
1. The Proposal must be typed or legibly printed in ink. The use of erasable ink is not permitted. All
corrections made by the Bidder must be initialed in ink by the Bidder or its lawful agent.
2. Bid Proposals must contain a manual or electronic signature of an authorized agent of the Bidder
in the space provided on the Bid Proposal Form. If the Bidder or its lawful agent fails to sign the
Bid Proposal Form, its Bid shall be considered non-responsive and ineligible for award.
Request for Proposals
South 3rd EV Installation
Page 4
City of Montrose
Bid 23-032
3. Unit prices shall be provided by the Bidder on the Bid Proposal Form when required in conjunction
with the prescribed method of award. The Bidder shall enter "No Bid" for each item where a unit
price will not be offered. Where there is a discrepancy between the unit price and the extension
of prices, the unit price shall prevail.
4. All information and supplemental documentation required in conjunction with this Bid shall be
furnished by the Bidder with its Bid Proposal. If the Bidder fails to supply any required information
or documents, the city, in its sole discretion, may consider the Proposal non-responsive.
5. The accuracy of the Bid is the sole responsibility of the Bidder. No changes in the Proposal shall
be allowed after the submission deadline, except when the Bidder can show clear and convincing
evidence that an unintentional factual mistake was made, including the nature of the mistake and
the price actually intended.
6. The City's Bid Proposal Form, when included with to this Bid Solicitation, must be used when the
Bidder is submitting its Bid Proposal. The Bidder shall not alter this form unless instructed to do
so in writing by the City. Failure to use the City's Bid Proposal Form may result in the Bid being
considered non-responsive.
7. Bidders shall provide Proposal Forms, Statement of Work/Technical Offer Section, Special
Conditions, Specifications and Pricing Form, and any other mandatory submittals with the bid.
8. Once bids have been opened, the City shall not consider any subsequent submissions of alternate
terms and conditions.
9. Bid Bonds (5% of total bid price) and performance and payment bonds (100% of total bid price)
are required on construction projects over $50,000.
10. Insurance certificates are required after a Notice of Award has been issued. Costs for additional
coverage must be accounted for in the Bidder's proposal cost.
11. Bid Proposals received after the submission due date and time prescribed for the solicitation shall
not be considered.
E. VENDOR APPLICATION AND RETENTION ON BIDDERS' LIST
The City does not maintain a bidder's list. Register to receive an automated email notification of new bids
by visiting www.cityofmontrose.org - Department Services - Purchasing – Bid Notification.
F. MODIFICATION OR WITHDRAWAL OF LEGITIMATE OFFERS
1. Bidder offers may be modified in the form of an official written notice, and must be received prior
to the due time and date set forth in the Bid Solicitation. Each modification submitted must have
the Bidder's name and return address and the applicable bid number and title clearly marked on
Request for Proposals
South 3rd EV Installation
Page 5
City of Montrose
Bid 23-032
the face of the envelope. If more than one modification is submitted, the modification bearing
the latest date of receipt by the City will be considered the valid modification.
2. Bids may be withdrawn prior to the due time and date set for the Solicitation, provided it is in the
form of an official, authorized written request.
3. Proposals may not be modified or withdrawn after the due date and time set for the Bid opening
for a period of ninety (90) calendar days. If a Bid Proposal is modified or withdrawn by the Bidder
during this ninety (90) day period, the City may, at its option, place the Bidder on suspension and
may not accept any further Bid Proposals from the Bidder for a period set by the City following
the Bidder's modification or withdrawal of its Proposal. The City may reject an offer, in whole or
in part, as set forth in the City of Montrose Municipal Code and the City's Procurement Manual.
G. EVALUATION OF OFFERS
1. Offers shall be evaluated based upon their responses to the questions and requests for
information in this Bid Solicitation, and based upon whether and to what degree they comply with
the instructions set forth herein. Thoroughness, accuracy, veracity, and professionalism in the
responses shall be taken into account.
2. The City may, in its sole and absolute discretion:
a. Reject any and all, or parts of any or all, Bid Proposals submitted by prospective Bidders;
b. Re-advertise this Solicitation;
c. Postpone or cancel the Bid process for this Solicitation;
d. Waive any irregularities or technicalities in proposals received in conjunction with this
Solicitation;
e. Determine the criteria and process whereby Proposals are evaluated and awarded.
3. A Proposal may not be accepted from, nor any contract be awarded to, any person or entity which
is in arrears to the City upon any debt or Contract or which is in default as surety or otherwise
upon any obligation to the City.
4. No Contract shall be awarded to any person or entity which has failed to perform faithfully any
previous contract with the City, the State or Federal government for a minimum period of one (1)
year after said previous Contract was terminated for cause.
5. A Proposal may not be accepted from, nor any Contract awarded to, any person or entity which
has pending litigation against the City at the date and time of the Bid Opening.
H. AWARD OF CONTRACT
1. The City's Agent/Contact is authorized to handle initial contacts regarding any protest of the
solicitation or award of a City contract, or any claim arising out of the performance of a City
contract, with the City Manager's approval. Any actual or prospective Bidder or Contractor who
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