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HomeMy WebLinkAboutRFP - 10039 Police and Emergency Lighting Upfit Services10039 Police & Emergency Lighting Equipment Upfits Page 1 of 39 REQUEST FOR PROPOSAL 10039 POLICE & EMERGENCY LIGHTING EQUIPMENT UPFITS RFP DUE: 3:00 PM MT (Mountain Time), September 19, 2024 The City of Fort Collins is requesting proposals from qualified Service Providers to provide and install emergency lighting and equipment on Fort Collins Police Services and City of Fort Collins vehicles. The City’s intent is to award to multiple Service Providers. As part of the City’s commitment to sustainability, proposals must be submitted online through the Rocky Mountain E-Purchasing System (RMEPS) at http://www.bidnetdirect.com/colorado/city- of-fort-collins. Note: please ensure adequate time to submit proposals through RMEPS. Proposals not submitted by the designated Opening Date and Time will not be accepted by RMEPS. A pre-proposal meeting will be held at 1:00PM MT on August 29, 2024. The pre-proposal meeting will be hosted on-line via Microsoft Teams. Select or copy/paste the below link into your browser for access to the meeting. Please be prepared to announce your name and mute your microphone: Join the meeting now Meeting ID: 220 952 629 033 Passcode: mMCGBJ All questions should be submitted, in writing via email, to Jake Rector, Senior Buyer at jrector@fcgov.com, with a copy to Greg Rael, Project Manager, at grael@fcgov.com, no later than 3:00 PM MT on September 5, 2024. Please format your e-mail to include: RFP 10039 Police & Emergency Lighting Equipment Upfits in the subject line. Questions received after this deadline may not be answered. Responses to all questions submitted before the deadline will be addressed in an addendum and posted on the Rocky Mountain E-Purchasing System webpage. Rocky Mountain E-Purchasing System hosted by BidNet A copy of the RFP may be obtained at http://www.bidnetdirect.com/colorado/city-of-fort-collins. This RFP has been posted utilizing the following Commodity Code(s): 05546 Lights and Lens; Back Up, Stop, Tail and Parking 05548 Lights and Lens: Clearance and Marker, (Including License Plate Lights) 05551 Lights and Lens: Directional and Turn Signal 05554 Lights and Lens: Emergency, Flood, Trouble and Spotlights 07542 Lights, Drop, and other Remote Work Lights (With Cords) Prohibition of Unlawful Discrimination: The City of Fort Collins, in accordance with the provisions of Title VI of the Civil Rights Act of 1964 (78 Stat. 252, 42 US.C. §§ 2000d to 2000d- 4) and the Regulations, hereby notifies all bidders that it will affirmatively ensure that any contract entered into pursuant to this advertisement, disadvantaged business enterprises will be afforded Financial Services Purchasing Division 215 N. Mason St. 2nd Floor PO Box 580 Fort Collins, CO 80522 970.221.6775 970.221.6707 fcgov.com/purchasing 10039 Police & Emergency Lighting Equipment Upfits Page 2 of 39 full and fair opportunity to submit bids in response to this invitation and will not be discriminated against on the grounds of race, color, or national origin in consideration for an award. The City strictly prohibits unlawful discrimination based on an individual’s gender (regardless of gender identity or gender expression), race, color, religion, creed, national origin, ancestry, age 40 years or older, marital status, disability, sexual ori entation, genetic information, or other characteristics protected by law. For the purpose of this policy “sexual orientation” means a person’s actual or perceived orientation toward heterosexuality, homosexuality, and bisexuality. The City also strictly prohibits unlawful harassment in the workplace, including sexual harassment. Further, the City strictly prohibits unlawful retaliation against a person who engages in protected activity. Protected activity includes an employee complaining that he or she has been discriminated against in violation of the above policy or participating in an employment discrimination proceeding. The City requires its Service Providers to comply with the City’s policy for equal employment opportunity and to prohibit unlawful discrimination, harassment and retaliation. This requirement applies to all third-party Service Providers and their subcontractors/subconsultants at every tier. Public Viewing Copy: The City is a governmental entity subject to the Colorado Open Records Act, C.R.S. §§ 24-72-200.1 et seq. (“CORA”). Any proposals submitted hereunder are subject to public disclosure by the City pursuant to CORA and City ordinances. Service Providers may submit one (1) additional complete proposal clearly marked “FOR PUBLIC VIEWING.” In this version of the proposal, Service Providers may redact text and/or data that it deems confidential or proprietary pursuant to CORA. All pricing will be considered public records subject to disclosure under CORA and as such pricing cannot be redacted from the “FOR PUBLIC VIEWING” version of the proposal. Failure to provide a public viewing copy will be considered a waiver of any claim of confidentiality under CORA without regard to how the applicant’s proposal or certain pages of the proposal are marked confidential, proprietary, or similar. Such statement does not necessarily exempt such documentation from public disclosure if required by CORA, by order of a court of appropriate jurisdiction, or other applicable law. Generally, under CORA, trade secrets, confidential commercial information and fi nancial data information may not be disclosed by the City. Proposals may not be marked “Confidential” or ‘Proprietary’ in their entirety. By responding to this RFP, Service Providers hereby waives any and all claims for damages against the City for the City’s good faith compliance with CORA. All provisions and pricing of any contract resulting from this request for proposal will be public information. Service Providers Registration: The City requires new Service Providers receiving awards from the City to submit IRS form W-9 and requires all Service Providers to accept Direct Deposit (Electronic) payment. If needed, the W-9 form and the Vendor Direct Deposit Authorization Form can be found on the City’s Purchasing website at www.fcgov.com/purchasing under Vendor Reference Documents. Please do not submit these documents with your proposal, however, if you take exception to participating in Direct Deposit (Electronic) payments please clearly note such in your proposal as an exception. The City may waive the requirement to participate in Direct Deposit (Electronic) payments at its sole discretion. Sales Prohibited/Conflict of Interest: No officer, employee, or member of City Council, shall have a financial interest in the sale to the City of any real or personal property, equipment, material, supplies or services where such officer or employee exercises directly or indirectly any decision-making authority concerning such sale or any supervisory authority over the services to be rendered. This rule also applies to subcontracts with the City. Soliciting or accepting any gift, 10039 Police & Emergency Lighting Equipment Upfits Page 3 of 39 gratuity favor, entertainment, kickback or any items of monetary value from any person who has or is seeking to do business with the City of Fort Collins is prohibited. Collusive or Sham Proposals: Any proposal deemed to be collusive or a sham proposal will be rejected and reported to authorities as such. Your authorized signature of this proposal assures that such proposal is genuine and is not a collusive or sham proposal. The City of Fort Collins reserves the right to reject any and all proposals and to waive any irregularities or informalities. Utilization of Award by Other Agencies: The City of Fort Collins reserves the right to allow other state and local governmental agencies, political subdivisions, and/or school districts to utilize the resulting award under all terms and conditions specified and upon agreement by all parties. Usage by any other entity shall not have a negative impact on the City of Fort Collins in the current term or in any future terms. The selected Service Provider shall be required to sign the City’s Agreement prior to commencing services (see sample attached to this document). Sincerely, Gerry Paul Purchasing Director 10039 Police & Emergency Lighting Equipment Upfits Page 4 of 39 I. BACKGROUND & OBJECTIVE / OVERVIEW Objective The City of Fort Collins is requesting proposals from qualified Service Providers to provide and install emergency lighting and equipment on Fort Collins Police Services (FCPS) and City of Fort Collins vehicles. The City’s intent is to award to multiple Service Providers. Background The City of Fort Collins owns and operates >2,000 pieces of equipment currently. Fort Collins Police Services operates about 300 vehicles. Annually, the City acquires roughly 30-60 new vehicles that require emergency lighting upfitting. Those upfits can be as basic as a rooftop amber beacon or as complex as a full Patrol Officer build that requires multiple light bars, laptop docking station, rifle racks, prisoner cages, wireless routers, plastic rear seat conversion, front/rear bumper re-enforcement, custom vault construction, cargo area management systems etc. II. SCOPE OF PROPOSAL A. Scope of Work 1. CITY OF FORT COLLINS FLEET VEHICLES (NON FCPS) The City operates a variety of vehicle manufacturers and models. Manufacturers include, but not limited to; Ford, Chevrolet, Nissan, Dodge, RAM, Toyota, Subaru, Freightliner, Kenworth, Peterbilt, Isuzu Volkswagen, Hyundai, Kia, Mitsubishi and International. Vehicle Classifications 1-8 will be serviced through this solicitation. This solicitation DOES NOT include the installation of the following upfits; flat bed, dump body, utility service body, contractors body or wet kits. The request for upfit can vary greatly depending on vehicle/equipment and application throughout the City. The following equipment, but not limited to, are a minimum requirement for upfitting capabilities by a successful Service Provider. 10039 Police & Emergency Lighting Equipment Upfits Page 5 of 39 10039 Police & Emergency Lighting Equipment Upfits Page 6 of 39 ODYSSEY D&R LIGHT BOARD 1.OD3X-1A Board with One Arrow (16 LED modules in Board) 2.OD3X-2A Board with Two Arrows (24 LED modules in Board) 3.OD3X-1ARA Board with One Arrow and Road Alert (16 LED modules in Board) 2. POLICE SERVICES- One of the selected Service Provider(s) will be awarded as the “Primary” for all FCPS upfits. Below is a breakdown of three (3) Fort Collins Police Services upfits. Predominantly the Patrol and Community Service Officer (CSO) upfits are done on a Ford Interceptor 10039 Police & Emergency Lighting Equipment Upfits Page 7 of 39 Hybrid chassis. The City also operates the Chevy Tahoe and Dodge Durango for Patrol and CSO units. The third upfit for Undercover units will be done on variety of manufacturers and models. As an example, an upfit on a 2025 Toyota Sienna has been provided. Please note equipment model numbers are listed in the detail and are preferred for upfitting purposes. If a Service Provider is unable to provide specific manufacturer equipment the Service Provider is to request approval of alternative equipment during the RFP process for the City to approve. City Provides radios, radio kits, Sierra Wireless modem/kit and dock with power supply for upfit. a. FCPS PATROL BUILD FRONT: - RUMBLER SUBWOOFERS BEHIND FASCIA - SIREN SPEAKER BEHIND GRILL WITH FEDERAL SIGNAL (FED SIG) MOUNT - DRIVER SIDE (D.S.) 416900Z-R/W AND PASSENGER SIDE (P.S.) 416900Z-B/W HEADLIGHT LIGHTS (LTS) - FED SIG MPS63U-RBW X 4 = (2) FORWARD FACING IN PUSH BUMPER (1) D.S. SIDE OF PUSH BUMPER (1) P.S. SIDE OF PUSH BUMPER - WESTIN PUSH BUMPER WITH TOP LIGHT CHANNEL AND WIRE COVERS - EXPANSION MODULE IN ENGINE COMPARTMENT EXTERIOR: - VALOR LIGHTBAR ON ROOF - MULTI-BAND ANTENNA ON ROOF REAR: - D.S. AND P.S. FED SIG 416900Z-B/W'S REAR HIDEAWAYS (FLASH THE RED IN HOUSINGS) - LICENSE PLATE LIGHTS FED SIG MPS63U-RBW X 2 - LIFTGATE LIGHTS FED SIG MPS63U-RBW X 2 - INTERIOR LIFTGATE LIFTGATE DOME LIGHT - LIFTGATE MERCURY (MERC) SWITCH - EXPANSION MODULE IN D.S. REAR CARGO PANEL / - COPELAND ELECTRONICS TIMER INTERIOR: - SAFESTOP IGNITION KILL - FED SIG PATHFINDER LIGHT/SIREN CONTROLLER IN CONSOLE - FULL VEHICLE SPECIFIC CONSOLE WITH: CUP HOLDER, ACCESSORY POCKET, MAGMIC, ARMREST, DOCK/POWER SUPPLY, MOTION MOUNT, CUSTOMER SUPPLIED RADIO, MAP LIGHT ON COMPUTER DOCK 10039 Police & Emergency Lighting Equipment Upfits Page 8 of 39 - SINGLE RADIO SPEAKER WITH COVER IN HEADLINER - BLAC-RAC WEAPON MOUNT, SECURITY BOLTS (LOK TIGHT), S/S HOSE - TO BE MOUNTED OFF FRONT PARTITION - SIERRA WIRELESS MODEM ON REAR BARRIER PRISONER CAGE: - FULL PARTITION - REAR BARRIER - PLASTIC SEAT WITH OUTBOARD SEATBELTS - D.S. AND P.S. WINDOW GUARDS - 2 PRISONER LIGHTS - SIERRA WIRELESS ANTENNAS X 2 REAR SIDE WINDOWS b. FCPS-CSO BUILD CITY WILL SUPPLY: RADIO KIT, DOCK W/POWER SUPPLY. SERVICE PROVIDER INCLUDES - 1/2 CAGE - ALL AMBER/WHITE LIGHTING FRONT: - SIREN SPEAKER BEHIND GRILL WITH FED SIG MOUNT - D.S. 416900Z-A/W AND P.S. 416900Z-A/W HEADLIGHT LTS - FED SIG MPS62U-AW X 4 = (2) FORWARD FACING IN PUSH BUMPER (1) D.S. SIDE OF PUSH BUMPER (1) P.S. SIDE OF PUSH BUMPER - FED SIG PUSH BUMPER WITH TOP LIGHT CHANNEL AND FED SIG WIRE COVERS - EXPANSION MODULE IN ENGINE COMPARTMENT EXTERIOR: - VALOR LIGHTBAR ON ROOF = AMBER/WHITE - MULTI-BAND ANTENNA ON ROOF - COMMUNICATIONS ANTENNA/ANTENNAS TO BE DETERMINED - BRAND REAR: - D.S. AND P.S. FED SIG 416900Z-A/W'S REAR HIDEAWAYS - LICENSE PLATE LIGHTS FED SIG MPS62U-AW X 2 - LIFTGATE LIGHTS FED RED/BLUE/WHITE - LIFTGATE DOME LIGHT - LIFTGATE MERC SWITCH - EXPANSION MODULE IN D.S. REAR CARGO PANEL WITH COPELAND TIMER AS WELL INTERIOR: 10039 Police & Emergency Lighting Equipment Upfits Page 9 of 39 - SAFESTOP IGNITION KILL - FED SIG PATHFINDER LIGHT/SIREN CONTROLLER IN CONSOLE - FULL VEHICLE SPECIFIC CONSOLE WITH: CUP HOLDER, ACCESSORY POCKET, MAGMIC, ARMREST, CUSTOMER SUPPLIED RADIO, DOCK AND POWER SUPPLY - SINGLE RADIO SPEAKER WITH COVER IN HEADLINER - RADIO BASE BEHIND P.S. SEAT OFF PARTITION FOR MAX SEAT ADJUSTMENT c. UNDERCOVER – 2025 Toyota Sienna (EXAMPLE) FRONT: - FED SIG SIREN SPEAKER BEHIND FRONT FASCIA - FED SIG MPS63U-RBW-SMK X 2 = FRONT GRILL LIGHTS - FLASH FACTORY HEADLIGHTS IF POSSIBLE FROM MAUFACTURER EXTERIOR: - NOTHING REAR: - FLASH FACTORY TAILIGHTS IF POSSIBLE FROM MANUFACTURER - FENIEX 6HD REAR DIRECTIONAL STICK IN REAR WINDOW - FED SIG MPS63U-RBW-SMK X 2 - INTERIOR LIFTGATE LIGHTS IF POSSIBLE - RED/WHITE INTERIOR LIFTGATE DOMELIGHT IF POSSIBLE - BLAC-RAC WEAPON MOUNT IN REAR CARGO WITH CUSTOM MOUNT INTERIOR: - FED SIG HANDHELD LIGHT AND SIREN CONTROLLER - LOCATION TBD - INTERIOR WINDOW MOUNT RADIO ANTENNA - CUSTOMER SUPPLIED SOAP ON A ROAP RADIO - LOCATION TBD - FED SIG FRONT ILS - FULL FRONT VISOR - MAGNETIC (MAG) MIC - RADIO SPEAKER IN HEADLINER WITH COVER - FED SIG MPS63U-RBW X 4 = (1) D.S. SIDE WINDOW LT (1) P.S. SIDE WINDOW LT (1) D.S. REAR SIDE WINDOW LT (1) P.S. REAR SIDE WINDOW LT - RADIO SPEAKER IN HEADLINER WITH COVER 3. ADDITIONAL UPFITTING REQUIREMENTS In addition to emergency lighting upfitting needs as detailed above, a successful Service Provider will demonstrate in the Service Provider’s proposal the ability to source and provide truck toppers, tonneau covers, cargo van shelving and barriers, ladder racks, 10039 Police & Emergency Lighting Equipment Upfits Page 10 of 39 spray on bedliner services, vehicle graphic production and installation, custom metal fabrication and powder-coating services. The City reserves the right to independently bid any services rather than issuing work to the selected Service Provider(s). Nothing within this solicitation shall obligate the City to have any particular service performed by the selected Service Provider(s). The City shall determine the "best value" offered by respondents to this solicitation for services and products hereunder at its sole discretion. There will be predetermined inspection times arranged during the build for City or FCPS employees to inspect units. 4. TRANSPORTATION AND STORAGE OF VEHICLES The City and the Dealer the vehicle is purchased through will coordinate drop off and pickup of vehicles to the awarded Service Provider(s). 5. MINIMUM QUALIFICATIONS The Service Provider(s) will employ qualified technicians to perform any necessary programming, minor repairs, etc. on City and FCPS vehicles. The selected Service Provider will self-perform a minimum of 80% of each build. 6. ELECTRICAL WIRING SPECIFICATIONS There shall be a professional harness system installed on every upfit. Harness will be built specific to the vehicle and the lighting and equipment requested. All splice points in the harness shall be ultrasonically welded or approve similar connection and documented in the wiring diagram. No butt style or scotch lock connectors on wiring harnesses. All harness to warning light connection points shall be made using weatherproof connectors. The preferred connector shall be a Deutch DTM series of connectors or interchangeable with Deutch. A rubber grommet shall be used on all electrical wiring when passing through any metal surface. Onsite training shall be available to the City of Fort Collins Fleet technicians for diagram reading instructions at no additional cost. There shall be time available for Fleet technicians to inspect the install of harness before vehicle is put back together. 7. WIRING DIAGRAM The Service Provider(s) shall also deliver with the vehicle the following documentation for each operating system. • Wiring diagrams for the voltage systems to include the following: ▪ Pictorial representations of circuit logic for all electrical components and wiring, including schematic diagram. 10039 Police & Emergency Lighting Equipment Upfits Page 11 of 39 ▪ Circuit identification ▪ Connector pin identification ▪ Zone location of electrical components ▪ Battery power distribution circuits The selected Service Provider must submit the wiring information and diagram for each vehicle contained in this document, excluding the undercover package, as part of the delivery of each vehicle. 8. SPECIAL CONDITIONS Product specification sheets for all equipment and lighting are required, failure to include may be considered an incomplete proposal After the initial inspection of first completed vehicle, make changes based on inspection and quote requirements. Warranty repairs due to any OEM failures as per manufacture or installation workmanship for 5 years will be completed at 835 Wood St. or at location of vehicle. Repairs must be scheduled within 48 hrs. of City’s notification to Service Provider. Failure to consistently comply with this requirement may result in termination of the contract. No substitutions are allowed. Any substitutions made will result in a non-responsive bid. 9. TECHINICAL SPECIFICATIONS All specifications are for current year manufacturer part numbers. Respondents to this RFP will be responsible for informing the City in the event any of the manufacture part numbers stated in this RFP are not the latest version available and/or a part has been discontinued. Upon such notice, the City will initiate an addendum to the RFP to update the part number(s). If items specified need additional parts or will not function as stated in RFP, Service Provider shall be responsible for contacting the City so that substitutions can be made in an RFP addendum. Service Provider will not be entitled to additional compensation for substitutions that are required and known to them and not known to City All Lighting and Controls will be specified in proposal specifications. All electrical components and accessories must be mounted with factory manufactured brackets. If factory brackets are not available, all fabricated brackets must be made of metal material and painted. 10. Multiple Assembly of Procurement Officials (MAPO)‐ The geography of MAPO lies along the front range of the Rocky Mountains from the Fort Collins/Greeley area in the north, to Colorado Springs in the south. This membership of Government/Public Procurement Agencies represents approximately seventy percent (70%) of the public purchasing officials in the State of Colorado. We hereby request that any member of MAPO be permitted to avail itself of this contract and purchase any and all items specified herein from the successful Service Provider(s) 10039 Police & Emergency Lighting Equipment Upfits Page 12 of 39 at the contract price/cost/work hours established herein and mutually agreed upon. Each MAPO member that uses the City’s contract(s) would issue its own purchase orders, be invoiced directly, and render its own payments, as well as issue its own exemption certificates as required by the Service Provider. Finally, it is understood and agreed that the City is not legally bound to either party on any order issued by the MAPO member and accepted by the Service Provider as a result of this contract. Governmental agencies other than the specific agencies listed may be extended the opportunity to purchase from this solicitation with the agreement of the successful Service Provider(s) and the MAPO host agency. Anticipated Schedule The following represents the City’s target schedule for the RFP. The City reserves the right to amend the target schedule at any time. • RFP issuance: August 15, 2024 • Pre-Proposal Meeting: 1:00PM MT on August 29, 2024 • Question deadline: 3:00 PM MT on September 5, 2024 • Proposal due date: 3:00 PM MT on September 19, 2024 • Interviews (tentative): Week of September 30th, 2024 • Award of Contract (tentative): October 2024 Interviews In addition to submitting a written proposal, the top-rated Service Providers may be interviewed by the RFP assessment team and asked to participate in an oral presentation to provide an overview of the company, approach to the project and to address questions. The evaluation criteria for the oral interviews will be the same as the criteria for the written evaluations and is included in Section IV. Because of recent events involving COVID-19, the City may use non-traditional methods for the optional interview phase of the assessment process. The City will receive and score written proposals. However, instead of traditional in-person interviews for the optional interview session, the City may opt to use alternate methods including, but not limited to remote interviews through a platform such as Microsoft Teams or Zoom. Subcontractors/Subconsultants Service Provider will be responsible for identifying any subcontractors and/or subconsultants in their proposal. Please note that the City will contract solely with the awarded Service Provider; therefore, subcontractors and/or subconsultants will be the responsibility of the Service Provider. Current standards All work and/or materials must meet current standards in force by recognized technical and professional societies, trade and materials supply associations, institutes and organizations, bureaus and testing laboratories, and national, federal, state, county , and local laws, codes and ordinances. Fees, Licenses, Permits 10039 Police & Emergency Lighting Equipment Upfits Page 13 of 39 The successful Service Provider shall be responsible for obtaining any necessary licenses, fees or permits without additional expense to the City. All vehicles and equipment shall be properly licensed and insured, carry the appropriate permits and be placarded as required by law. Laws and Regulations The Service Provider agrees to comply fully with all applicable local, State of Colorado and Federal laws and regulations and municipal ordinances to include American Disabilities Act (ADA). Work Orders The awarded Service Provider(s) will be required to sign the City’s Work Order Type Agreement, a sample of which is attached as Section VI for reference purposes. In the event that the City has agreements with multiple Service Providers for the Work, the City reserves the right to request proposals for individual Work Order assignments from the awarded Service Providers or assign Work Orders directly to a Service Provider at its sole discretion. Selection for individual Work Orders may be based on, but not l imited to, availability, approach, prior experience, firm capability, and cost. Individual Work assignments will be requested and agreed to utilizing the City’s Work Order (included in the Agreement). Each Work Order must include a start and completion date, total cost and a Scope of Work. Subsequent supporting documentation pages may include a project schedule, deliverables, hours, cost detail supporting total cost, and personnel details. Fees outlined in the Work Order will conform with those stated in the Agreement. No Work Order over $7,500 will be considered valid until signed, at a minimum, by the Service Provider, project manager and Purchasing Department representative. Depending on the cost and nature of the Work, additional signature authorization may be required. Any changes to the dates, cost or scope of any Work Order must be agreed upon in writing utilizing the City’s Change Order (included in the Agreement) and will not be considered valid until signed, at a minimum, by the Service Provider, project manager and Purchasing Department representative. Invoicing and Payment Invoices should be emailed monthly to invoices@fcgov.com with a copy to the Project Manager. The cost of the work completed shall be paid to the Service Provider each month following the submittal of a correct invoice by the Service Provider indicating the project name, Purchase Order number, task description, hours worked, personnel/work type category, hourly rate for each employee/work type category, date of the work performed specific to the task, percentage of that work that has been completed by task, 3 rd party supporting documentation with the same detail and a brief progress report. Payments will be made using the prices stated in the Work Order and Agreement. In the event a service is requested which is not stated in the Work Order and/or Agreement, the Service Provider and the City will negotiate an appropriate unit price for the service prior to the Service Provider initiating such work. The City pays invoices on Net 30 terms. III. PROPOSAL SUBMITTAL 10039 Police & Emergency Lighting Equipment Upfits Page 14 of 39 Please limit the total length of your proposal to a maximum of fifty (50) 8 ½ x 11” pages (excluding cover pages, table of contents, dividers and Acknowlegement form). Font shall be a minimum of 10 Arial and margins are limited to no less than .5” for sides and top/bottom. Extended page sizes, such as 11” x 17”, count as a single page and may be used for detailed pricing. Links to other files or websites shall not be permitted. Proposals that do not conform to these requirements may be rejected. Service Providers are required to provide detailed written responses to the following items in the order outlined below. The responses shall be considered technical offers of what Service Providers propose to provide and shall be incorporated in the contract award as deemed appropriate by the City. A proposal that does not include all the information required may be deemed non-responsive and subject to rejection. Responses must include all the items in the order listed below. It is suggested that the Service Providers include each of the City’s questions with their response. The City of Fort Collins shall not reimburse any firm for costs incurred in the preparation and presentation of their proposal. A. Cover Letter / Executive Summary The Executive Summary should highlight the content of the proposal and features of the program offered, including a general description of the program and any unique aspects or benefits provided by your firm. Indicate your availability to participate in the interviews/demonstrations on the proposed dates as stated in the Schedule section. Service Provider Information 1. Describe the Service Provider’s business and background 2. Number of years in the business 3. Details about ownership 4. An overview of services offered and qualifications 5. Size of the firm 6. Location(s) of offices. If multiple, please identify which will be the primary for our account. 7. Primary contact information for the company including contact name(s) and title(s), mailing address(s), phone number(s), and email address(s). Scope of Proposal 1. Provide a detailed narrative of the services proposed if awarded the contract per the scope above. The narrative should include any options that may be beneficial for the City to consider. 2. Describe how the project would be managed and who would have primary responsibility for its timely and professional completion. 3. Briefly describe the approach to execute the scope of work to include the methods and assumptions used, and any exceptions and/or risks. 4. Describe the methods and timeline of communication your firm will use with the City’s Project Manager and other parties. 10039 Police & Emergency Lighting Equipment Upfits Page 15 of 39 5. Include a description of the software and other tools to be used. 6. Identify what portion of work, if any, may be subcontracted or outsourced to subconsultants. Include all applicable information herein requested for each Service Provider. 7. Provide an outline of the schedule for completing tasks. Firm Capability and Assigned Personnel Provide relevant information regarding previous experience related to this or similar projects, to include the following: 1. Provide an Organization Chart/Proposed Project Team: An organization chart containing the names of all key personnel and subconsultants with titles and their specific task assignment for this Agreement shall be provided in this section. 2. A list of qualifications for your firm and qualifications and experience of the specific staff members proposed to perform the services described above. 3. References. Provide a minimum of three similar projects with public agencies in the last 5 years that have involved the staff and subcontractors/subconsultants proposed to work on this project. Include the owner’s name, title of project, beginning price, ending price, contact name, email and phone number, subconsultants on the team and a brief description of the work and any change orders. The Service Provider authorizes the City to verify any and all information contained herein and hereby releases all those concerned providing information as a reference from any liability in connection with any information provided. 4. Provide any information that distinguishes Service Provider from its competition and any additional information applicable to this RFP that might be valuable in assessing Service Provider’s proposal. Sustainability/TBL Methodology In concise terms (no more than two pages), please describe your organization’s commitment to sustainability and supporting values. Each element of the TBL sustainability criteria will receive equal consideration in determining the final Sustainability/TBL score. 1. Address how your firm strives to incorporate all three aspects (social, environmental, and economic) of Triple Bottom Line (TBL) sustainable practices into the workplace. Provide examples along with any metrics used to measure success within your firm. 2. Also provide examples of how your firm has incorporated all three aspects of TBL sustainable practices in previous similar projects on which your firm has been the prime Service Provider. Some examples are provided below: a. Environmental – Experience delivering projects / programs focused on environmental health priorities in the areas of climate resiliency, water quality and watershed protection, regulatory performance, management systems, air quality, renewable energy, sustainable 10039 Police & Emergency Lighting Equipment Upfits Page 16 of 39 building and design, construction materials management, and solid waste reduction. b. Economic – Experience working and delivering projects with an emphasis on strategic financial planning, job creation, business development, asset management, various project delivery methods, value engineering, regional partnerships, transparency, stakehol der engagement, strategic investments, aging infrastructure, repurposing of existing facilities, and competing financial priorities. c. Social - Experience working and delivering projects, programs, and/or initiatives that support Equity, Diversity, and Inclusion throughout your firm’s workplace, including leadership, and supply chain. Examples of this may be demonstration of working within cultural and language gaps, development of diversity programs, diverse project teams, equitable opportunity vendor supply chain, and how your firm has applied an equity lens to processes such as recruitment, hiring, purchasing, career pathways, salaries, and staff engagement. Cost and Work Hours In your response to this proposal, please provide the following: 1. Provide estimated Hours by each FCPS Build type. 2. Cost by each FCPS Build Type: Provide the cost of each task identified in the Scope of Proposal section. Provide a total not to exceed cost for the Scope of Proposal. Price all additional services/deliverables separately. 3. Schedule of Rates: Provide a schedule of billing rates by category of employee and job title to be used during the term of the Agreement. This fee schedule will be firm for at least one (1) year from the date of the Agreement. The fee schedule will be used as a basis for determining fees should additional services be necessary. a. A fee schedule for subconsultants/subcontractors, if used, shall be included. 4. Provide material and equipment price sheet by line item and identify mark-up percentage (%). Sample Agreement Included with this request for proposals is a sample Agreement that the City intends to use for obtaining the services of the Service Provider. The Service Provider is required to review this Agreement and indicate any objections to the terms of the contract. If revisions to the contractual terms are requested, provide suggested revisions. Acknowledgement The Acknowledgement form is attached as Section V. Complete the attached form indicating the Service Provider hereby acknowledges receipt of the City of Fort Collins Request for Proposal and acknowledges that the Service Provider has read and agrees to be fully bound by all of the terms, conditions and other provisions set forth in the RFP. 10039 Police & Emergency Lighting Equipment Upfits Page 17 of 39 IV. REVIEW AND ASSESSMENT CRITERIA A. Proposal and Interview Criteria Service Providers will be evaluated on the following criteria. This set of criteria will be the basis for review and assessment of the written proposals and optional interview session. At the discretion of the City, interviews of the top-rated Service Providers may be conducted. The rating scale shall be from 1 to 10, a rating of 1 doesn’t meet minimum requirements, a rating of 5 means the category fulfills the minimum requirements, and 10 exceeds minimum requirements in that category. WEIGHTING FACTOR CATEGORY STANDARD QUESTIONS 2.0 Scope of Proposal Does the proposal address all elements of the RFP? Does the proposal show an understanding of the project objectives, methodology to be used and results/outcomes required by the project? Are there any exceptions to the specifications, Scope of Work, or agreement? Can the work be completed in the necessary time? Can the target start and completion dates be met? Are other qualified personnel available to assist in meeting the project schedule if required? Is the project team available to attend meetings as required by the Scope of Work? 4.0 Firm Capability & Assigned Personnel Does the firm have the resources, financial strength, capacity and support capabilities required to successfully complete the project on- time and in-budget? Has the firm successfully completed previous projects of this type and scope? Do the persons who will be working on the project have the necessary skills and qualifications? Are sufficient people of the requisite skills and qualifications assigned to the project? 1.0 Sustainability/TBL Methodology Does the firm demonstrate a commitment to Sustainability and incorporate Triple Bottom Line methodology in both their Scope of Work for the project, and their day-to-day business operating processes and procedures? Does the firm demonstrate a commitment to all three aspects (social, environmental, and economic) of the Triple Bottom Line (TBL) methodology of sustainability for this project and in their company value system as evidenced by their day-to-day business operating processes, practices and procedures? 10039 Police & Emergency Lighting Equipment Upfits Page 18 of 39 3.0 Cost & Work Hours Does the proposal included detailed cost break- down for each cost element as applicable and are the line-item costs competitive? Do the proposed cost and work hours compare favorably with the Project Manager's estimate? Are the work hours presented reasonable for the effort required by each project task or phase? 10039 Police & Emergency Lighting Equipment Upfits Page 19 of 39 V. ACKNOWLEDGEMENT Service Provider hereby acknowledges receipt of the City of Fort Collins Request for Proposal and acknowledges that it has read and agrees to be fully bound by all of the terms, conditions and other provisions set forth in the RFP 10039 Police & Emergency Lighting Equipment Upfits and sample Agreement except as otherwise noted. Additionally, Service Provider hereby makes the following representations to City: a. All of the statements and representations made in this proposal are true to the best of the Service Provider’s knowledge and belief. b. Service Provider commits that it is able to meet the terms provided in this proposal. c. This proposal is a firm and binding offer, for a period of 90 days from the date hereof. d. Service Provider further agrees that the method of award is acceptable. e. Service Provider also agrees to complete the proposed Agreement with the City of Fort Collins within 10 days of notice of award. If contract is not completed and signed within 10 days, City reserves the right to cancel and award to the next highest rated firm. f. Service Provider acknowledges receipt of addenda. g. Service Provider acknowledges no conflict of interest. h. Service Provider acknowledges that the City is a governmental entity subject to the Colorado Open Records Act, C.R.S. §§ 24-72-200.1 et seq. (“CORA”). Any proposals submitted hereunder are subject to public disclosure by the City pursuant to CORA and City ordinances. Service Providers may submit one (1) additional complete proposal clearly marked “FOR PUBLIC VIEWING.” In this version of the proposal, Service Providers may redact text and/or data that it deems confidential or proprietary pursuant to CORA. All pricing will be considered public records subject to disclosure under CORA and as such pricing cannot be redacted from the “FOR PUBLIC VIEWING” version of the proposal. Failure to provide a public viewing copy will be considered a waiver of any claim of confidentiality under CORA without regard to how the applicant’s proposal or certain pages of the proposal are marked confidential, proprietary, or similar. Such statement does not necessarily exempt such documentation from public disclosure if required by CORA, by order of a court of appropriate jurisdiction, or other applicable law. Generally, under CORA, trade secrets, confidential commercial information and financial data information may not be disclosed by the City. Proposals may not be marked “Confidential” or ‘Proprietary’ in their entirety. By responding to this RFP, Service Providers hereby waives any and all claims for damages against the City for the City’s good faith compliance with CORA. All provisions and pricing of any contract resulting from this request for proposal will be public information. Legal Firm Name: Physical Address: Remit to Address: Phone: Name of Authorized Agent of Firm: Signature of Authorized Agent: 10039 Police & Emergency Lighting Equipment Upfits Page 20 of 39 Primary Contact for Project: Title: Email Address: Phone: Cell Phone: NOTE: ACKNOWLEDGMENT IS TO BE SIGNED & RETURNED WITH YOUR PROPOSAL. Official Purchasing Document Last updated 5/2024 Master Services Agreement – Work Order Type RFP/BID [ # & Title] Page 21 of 39 VI. SAMPLE AGREEMENT (FOR REFERENCE ONLY – DO NOT SIGN ) MASTER SERVICES AGREEMENT WORK ORDER TYPE THIS MASTER SERVICES AGREEMENT (AGREEMENT) made and entered into the day and year set forth in the Agreement Period section below, by and between THE CITY OF FORT COLLINS, COLORADO, a Colorado Municipal Corporation (CITY) and , a(n) (ENTER STATE) [business type], (SERVICE PROVIDER). WITNESSETH: In consideration of the mutual covenants and obligations herein expressed, it is agreed by and between the parties hereto as follows: 1. Scope of Service. The SERVICE PROVIDER agrees to provide Services in accordance with any project Work Orders for 10039 Police & Emergency Lighting Upfit Services, issued by the CITY. Such Work Orders will be incorporated into this Agreement. A blank sample of a Work Order is attached hereto as Exhibit A, consisting of one (1) page and incorporated herein. A general Scope of Services is attached hereto as Exhibit B, consisting of [# of Pages] and incorporated herein. The CITY reserves the right to independently solicit any project rather than issuing a Work Order to the SERVICE PROVIDER for the same pursuant to this AGREEMENT. Irrespective of references to certain named third parties within this AGREEMENT or any Work Order, the SERVICE PROVIDER shall be solely responsible for performance of all duties hereunder. The term Service as used in this AGREEMENT shall include the Services and deliverables contained in any Work Order issued by the CITY. The CITY may, at any time during the term of a particular Work Order and without invalidating the Work Order, make changes to the scope of the particular Service. Changes shall be agreed upon in writing by the parties by Change Order, a sample of which is attached hereto as Exhibit C, consisting of one (1) page and incorporated herein. 2. Work Order Schedule. The Services to be performed pursuant to this AGREEMENT shall be initiated as specified on each Work Order. Time is of the essence. Any change in schedule must be agreed upon in writing by the parties via a Change Order. 3. Changes. The CITY may, at any time during the term of the AGREEMENT, make changes to the AGREEMENT. Such changes shall be agreed upon in writing by the parties. 4. Agreement Period. This AGREEMENT shall commence , 20 (the Effective Date) and shall continue in full force and effect until , 20 , unless sooner terminated as herein provided. In addition, at the option of the CITY, the AGREEMENT may be extended for additional one (1) year periods not to exceed four (4) additional one-year period(s). Renewals and pricing changes shall be negotiated by and agreed to by the parties only at the time of renewal. [Any price changes shall not exceed percent (%) Official Purchasing Document Last updated 5/2024 Master Services Agreement – Work Order Type RFP/BID [ # & Title] Page 22 of 39 per annual renewal]. Written notice of renewal shall be provided to the SERVICE PROVIDER no later than thirty (30) days before AGREEMENT end. Should written notice of renewal be delayed, the parties agree that this AGREEMENT may automatically extend on a month-to-month basis until a renewal is completed. Upon expiration of the final renewal term, the AGREEMENT may continue but not to exceed one (1) year if required to complete any active Work Orders in accordance with Section 8-186 of City Code. 5. Early Termination by CITY. Notwithstanding the time periods contained herein, the CITY may terminate this AGREEMENT at any time without cause or penalty by providing at least ten (10) calendar days written notice of termination to the SERVICE PROVIDER. In the event of early termination by the CITY, the SERVICE PROVIDER shall be paid for Services rendered to the date of termination, subject only to the satisfactory performance of the SERVICE PROVIDER’s obligations under this AGREEMENT. SERVICE PROVIDER shall submit a final invoice within ten (10) calendar days of the effective date of termination. Payment shall be the SERVICE PROVIDER’s sole right and remedy for termination. 6. Notices. All notices provided under this AGREEMENT shall be effective immediately when emailed or three (3) business days from the date of the notice when mailed to the following addresses: SERVICE PROVIDER: CITY: Copy to: Attn: Email Address City of Fort Collins Attn: PO Box 580 Fort Collins, CO 80522 Email Address City of Fort Collins Attn: Purchasing Dept. PO Box 580 Fort Collins, CO 80522 purchasing@fcgov.com All notices under this AGREEMENT shall be written. 7. Compensation. In consideration of the Services to be performed pursuant to this AGREEMENT, the CITY agrees to pay the SERVICE PROVIDER [choose one] as designated in Exhibit D, consisting of [# of Pages], attached and incorporated herein. At the election of the CITY, each Work Order may contain a maximum fee, which shall be negotiated by the parties. Partial payments based upon the SERVICE PROVIDER’s billings and itemized statements are permissible as defined in the applicable Work Order. The amounts of any partial payments shall be based upon the SERVICE PROVIDER’s City- verified progress in completing the Service(s) to be performed pursuant to the Work Order and upon approval of the SERVICE PROVIDER’s direct reimbursable expenses. Payment shall be made following acceptance by the CITY of the Services. Itemized invoices shall be emailed to invoices@fcgov.com with a copy to the CITY Project Manager. The cost of the Services completed shall be paid to the SERVICE PROVIDER following the submittal of a correct itemized invoice by the SERVICE PROVIDER. The CITY is exempt from sales and use tax. The CITY’s Certificate of Exemption license number is 09804502. A copy of the tax exempt license is available upon written request. Official Purchasing Document Last updated 5/2024 Master Services Agreement – Work Order Type RFP/BID [ # & Title] Page 23 of 39 The CITY pays undisputed invoices on Net 30 days from the date of the invoice submittal to the CITY or, for disputed invoices, Net 30 days from the date of CITY Project Manager’s approval. 8. Design and Service Standards. The SERVICE PROVIDER warrants and shall be responsible for the professional quality, technical accuracy, accessibility requirements under ADA and Public Accommodations and Technology Accessibility sections below, timely completion and the coordination of all Services rendered by the SERVICE PROVIDER, and the Project Instruments as defined in the Project Instruments and License Section below. The SERVICE PROVIDER shall, without additional compensation, promptly remedy and correct any errors, omissions, or other deficiencies from such standards. 9. Indemnification. The SERVICE PROVIDER shall indemnify, defend, and hold harmless the CITY, and its officers, agents and employees, to the maximum extent permitted under Colorado law, against and from any and all actions, suits, claims, demands or liability of any character whatsoever claimed by SERVICE PROVIDER or third parties against the CITY arising out of or related to this AGREEMENT (not limited to contract, tort, intellectual property, accessibility, or otherwise). This obligation extends to reimbursement of the CITY’s costs and reasonable attorney fees. 10. Insurance. The SERVICE PROVIDER shall maintain insurance in accordance with Exhibit E consisting of one (1) page, attached hereto and incorporated herein. 11. Appropriation. To the extent this AGREEMENT, or any provision in it, requires payment of any nature in fiscal years subsequent to the current fiscal year and constitutes a multiple fiscal year debt or financial obligation of the CITY, it shall be subject to annual appropriation by the Fort Collins City Council as required in Article V, Section 8(b) of the City Charter, City Code Section 8-186, and Article X, Section 20 of the Colorado Constitution. The CITY shall have no obligation to continue this AGREEMENT in any fiscal year for which there are no pledged cash reserves or supporting appropriations pledged irrevocably for purposes of payment obligations herein. Non-appropriation by the CITY shall not be construed as a breach of this AGREEMENT. 12. Project Instruments and License. a. Upon execution of this AGREEMENT, the SERVICE PROVIDER grants to the CITY an irrevocable, unlimited and royalty free license to use any and all sketches, drawings, as-builts, specifications, designs, blueprints, data files, calculations, studies, analysis, renderings, models, plans, reports, and other Work Order deliverables (Project Instruments), in any form whatsoever and in any medium expressed, for purposes of constructing, using, maintaining, altering and adding to the project, provided that the CITY substantially performs its obligations under the AGREEMENT. The license granted hereunder permits the CITY and third parties reasonably authorized by the CITY to reproduce applicable portions of the Project Instruments for use in performing the Services or construction for the project. In addition, the license granted hereunder shall permit the CITY and third parties Official Purchasing Document Last updated 5/2024 Master Services Agreement – Work Order Type RFP/BID [ # & Title] Page 24 of 39 reasonably authorized by the CITY to reproduce and utilize the Project Instruments for similar projects, provided however, in such event the SERVICE PROVIDER shall not be held responsible for the design to the extent the CITY deviates from the Project Instruments. This license shall survive termination of the AGREEMENT by default or otherwise. b. Upon payment under each applicable Work Order, Project Instruments rendered by the SERVICE PROVIDER shall become the CITY’s property. The SERVICE PROVIDER shall provide the CITY with the Project Instruments in electronic format in a mutually agreed upon file type. 13. CITY Project Manager. The CITY Project Manager will be shown on the specific Work Order and shall make, within the scope of the CITY Project Manager’s authority, all necessary and proper decisions with reference to the Services requested under the applicable Work Order. All requests for contract interpretation, change orders and other clarification or instruction shall be directed to the CITY Project Manager. The initial CITY Project Manager for this AGREEMENT is [Enter Name] and can be reached at [Enter Email] or [Enter Phone]. The CITY Project Manager is subject to change by the CITY. 14. Project Status Report. Project status reports may be required by Work Order and shall be submitted to the CITY Project Manager. Failure to provide any required status report may result in the suspension of the processing of any invoice. 15. Independent Contractor. The Services to be performed by the SERVICE PROVIDER are those of an independent contractor and not of an employee of the CITY. The CITY shall not be responsible for withholding any portion of the SERVICE PROVIDER’s compensation hereunder for the payment of FICA, Worker’s Compensation, unemployment insurance, other taxes or benefits or for any other purpose. 16. Personal Services. It is understood that the CITY enters into the AGREEMENT based on the special abilities of the SERVICE PROVIDER and that this AGREEMENT shall be considered as an AGREEMENT for personal services. Accordingly, the SERVICE PROVIDER shall neither assign any responsibilities nor delegate any duties arising under the AGREEMENT without the prior written consent of the CITY. 17. Subcontractors/Subconsultants. SERVICE PROVIDER may not subcontract any of the Work set forth in the subsequent Work Orders without the prior written consent of the CITY, which shall not be unreasonably withheld. If any of the Work is subcontracted hereunder (with the consent of the CITY), then the following provisions shall apply: a. the subcontractor must be a reputable, qualified firm with an established record of successful performance in its respective trade performing identical or substantially similar work; b. the subcontractor will be required to comply with all applicable terms of this Official Purchasing Document Last updated 5/2024 Master Services Agreement – Work Order Type RFP/BID [ # & Title] Page 25 of 39 AGREEMENT; c. the subcontract will not create any contractual relationship between any such subcontractor and the CITY, nor will it obligate the CITY to pay or see to the payment of any subcontractor; and d. the work of the subcontractor will be subject to inspection by the CITY to the same extent as the work of the SERVICE PROVIDER. The SERVICE PROVIDER shall require all subcontractor/subconsultants performing Service(s) hereunder to maintain insurance coverage naming the CITY as an additional insured under this AGREEMENT in accordance with Exhibit E. The SERVICE PROVIDER shall maintain a copy of each subcontractor’s/subconsultant’s certificate evidencing the required insurance. Upon request, the SERVICE PROVIDER shall provide the CITY with a copy of the certificate(s) within two (2) business days. The SERVICE PROVIDER shall be responsible for any liability directly or indirectly arising out of the Services performed under this AGREEMENT by a subcontractor/subconsultant, which liability is not covered by the subcontractor/subconsultant's insurance. 18. Acceptance Not Waiver. The CITY's approval of Project Instruments furnished hereunder shall not in any way relieve the SERVICE PROVIDER of responsibility for the quality or technical accuracy of the Services. The CITY’s approval or acceptance of, or payment for, any of the Services shall not be construed to operate as a waiver of any rights or benefits provided the CITY under this AGREEMENT. 19. Warranty. a. SERVICE PROVIDER warrants that all Services performed hereunder shall be performed with the highest degree of competence and care in accordance with accepted standards for Services of a similar nature. b. Unless otherwise provided in the AGREEMENT, all materials and equipment incorporated into any Services shall be new and, where not specified, of the most suitable grade of their respective kinds for their intended use, and all Services shall be acceptable to CITY. c. SERVICE PROVIDER warrants all equipment, materials, labor and other Services, provided under this AGREEMENT, except CITY-furnished materials, equipment and labor, against defects and nonconformances in design, materials and Service quality for the original manufacturer’s warranty term or a period beginning with the start of the Services and ending twelve (12) months from and after final acceptance under the AGREEMENT, whichever is time is longer, regardless of whether the same were furnished or performed by SERVICE PROVIDER or by any of its subcontractors of any tier. Upon receipt of written notice from the CITY of any such defect or nonconformances, the affected item or part thereof shall be redesigned, repaired or replaced by SERVICE PROVIDER in a manner and at a time acceptable to CITY. 20. Default. Each and every term and condition hereof shall be deemed to be a material element Official Purchasing Document Last updated 5/2024 Master Services Agreement – Work Order Type RFP/BID [ # & Title] Page 26 of 39 of this AGREEMENT. In the event either party should fail or refuse to perform according to the terms of this AGREEMENT, that party may be declared in default upon notice. 21. Remedies. In the event a party has been declared in default, that defaulting party shall be allowed a period of ten (10) calendar days from the date of notice within which to cure said default. In the event the default remains uncorrected, the party declaring default may elect to: a. terminate the AGREEMENT and seek damages; b. treat the AGREEMENT as continuing and require specific performance; or c. avail themselves of any other remedy at law or equity. In the event of a dispute between the parties regarding this AGREEMENT, each party shall bear its own attorney fees and costs, except as provided for in the Indemnification and Technology Accessibility sections. 22. Entire Agreement; Binding Effect; Authority to Execute. This AGREEMENT, along with all Exhibits, Work Orders and other documents incorporated herein, shall constitute the entire AGREEMENT of the parties regarding this transaction and the matter recited herein. This AGREEMENT shall supersede any prior agreements, promises, or understandings as to the matter recited herein. The AGREEMENT shall be binding upon the parties, their officers, employees, agents and assigns and shall inure to the benefit of the respective survivors, heirs, personal representatives, successors and assigns of said parties. Covenants or representations not contained in this AGREEMENT shall not be binding on the parties. In the event of a conflict between the terms of the AGREEMENT and any exhibit or attachment, the terms of the AGREEMENT shall prevail. Each person executing this AGREEMENT affirms that they have the necessary authority to sign on behalf of their respective party and to bind such party to the terms of this AGREEMENT. 23. Law/Severability. The laws of the State of Colorado and the City of Fort Collins Charter and Municipal Code shall govern the construction, interpretation, execution and enforcement of this AGREEMENT—without regard to choice of law or conflict of law principles. The parties further agree that Larimer County District Court is the proper venue for all disputes. If the CITY subsequently agrees in writing that the matter may be heard in federal court, venue will be in Denver District Court for the District of Colorado. In the event any provision of this AGREEMENT shall be held invalid or unenforceable by any court of competent jurisdiction such holding shall not invalidate or render unenforceable any other provision of this AGREEMENT. 24. Use by Other Agencies. The CITY reserves the right to allow other state and local governmental agencies, political subdivisions, and/or school districts (collectively Agency) to use the CITY’s award determination to the SERVICE PROVIDER. Use by any other entity shall not have a negative impact on the CITY in the current term or in any future terms. Nothing herein shall be deemed to authorize or empower the Agency to act as an agent for the CITY in connection with the exercise of any rights hereunder, and neither party shall Official Purchasing Document Last updated 5/2024 Master Services Agreement – Work Order Type RFP/BID [ # & Title] Page 27 of 39 have any right or authority to assume or create any obligation or responsibility on behalf of the other. The other Agency shall be solely responsible for any debts, liabilities, damages, claims or expenses incurred in connection with any agreement establis hed solely between the Agency and the SERVICE PROVIDER. The CITY’s concurrence hereunder is subject to the SERVICE PROVIDER’s commitment that this authorization shall not have a negative impact on the work to be completed for the CITY. 25. Prohibition Against Unlawful Discrimination. The SERVICE PROVIDER acknowledges that the CITY, in accordance with the provisions of Title VI of the Civil Rights Act of 1964 (78 Stat. 252, 42 US.C. § 2000d to 2000d-4), C.R.S. § 24-34-401, and any associated State or Federal laws and regulations, strictly prohibits unlawful discrimination based on an individual’s gender (regardless of gender identity or gender expression), race, color, religion, creed, national origin, ancestry, age forty (40) years or older, marital status, disability, sexual orientation, genetic information, or other characteristics protected by law. Pursuant to CITY policy, sexual orientation means a person’s actual or perceived orientation toward heterosexuality, homosexuality, and bisexuality. The CITY also strictly prohibits unlawful harassment in the workplace, including sexual harassment. Further, the CITY strictly prohibits unlawful retaliation against a person who engages in protected activity. Protected activity includes an employee complaining that he or she has been discriminated against in violation of the above policy or participating in an employment discrimination proceeding. The SERVICE PROVIDER shall comply with the CITY’s policy for equal employment opportunity and to prohibit unlawful discrimination, harassment and retaliation. This requirement applies to all third-party vendors and their subcontractors at every tier. 26. ADA and Public Accommodations. In performing the Service(s) required hereunder, the SERVICE PROVIDER agrees to meet all the requirements of the Americans with Disabilities Act of 1990, § 24-85-101, et seq., C.R.S., and all applicable rules and regulations (ADA), and all applicable Colorado public accommodation laws, which are imposed directly on the SERVICE PROVIDER, or which would be imposed on the CITY as a public entity. 27. Technology Accessibility. The SERVICE PROVIDER represents that the Project Instruments hereunder, shall fully comply with all applicable provisions of C.R.S. § 24-85-101, and the Accessibility Standards for Individuals with a Disability, as established by the State of Colorado Governor’s Office of Information Technology (OIT) pursuant to C.R.S. § 24-85-103 (2.5), including all updates and amendments to those standards as provided by the OIT. The SERVICE PROVIDER shall also comply with all State of Colorado technology standards related to technology accessibility and with Level AA of the most current version of the Web Content Accessibility Guidelines (WCAG), incorporated in the State of Colorado technology standards. To confirm that the Project Instruments meet these standards, the SERVICE PROVIDER may be required to demonstrate compliance. The SERVICE PROVIDER shall indemnify, save, and hold harmless the CITY against any and all costs, expenses, claims, damages, liability, court awards and other amounts (including attorney fees and related costs) incurred by the CITY in relation to the SERVICE PROVIDER’s failure to comply with C.R.S. § Official Purchasing Document Last updated 5/2024 Master Services Agreement – Work Order Type RFP/BID [ # & Title] Page 28 of 39 24-85-101, or the Accessibility Standards for Individuals with a Disability as established by OIT pursuant to C.R.S. § 24-85-103 (2.5). The CITY may require the SERVICE PROVIDER’s compliance to the State’s Accessibility Standards to be determined by a third party selected by the CITY to attest to the Project Instruments and software compliance with C.R.S. § 24-85-101, and the Accessibility Standards for Individuals with a Disability as established by OIT pursuant to C.R.S. § 24-85-103 (2.5). 28. Data Privacy. SERVICE PROVIDER will comply with all applicable data privacy regulations and laws, specifically including Colorado’s Privacy Act C.R.S. § 6-1-1301 (the Privacy Act). SERVICE PROVIDER shall ensure that each person processing any personal data connected to the Services is subject to a duty of confidentiality with respect to the data. If applicable, SERVICE PROVIDER shall require that any subcontractors meet the obligations of SERVICE PROVIDER with respect to any personal data connected to this AGREEMENT and corresponding Work Orders. The parties agree that upon termination of the Services that SERVICE PROVIDER shall, at the CITY’s choice, delete or return all personal data to the CITY unless retention of the personal data is required by law. SERVICE PROVIDER shall make available to the CITY all information necessary to demonstrate compliance with the obligations of the Privacy Act. SERVICE PROVIDER shall allow for, and contribute to, reasonable audits and inspections by the CITY or the CITY’s designated auditor. 29. Governmental Immunity Act. No term or condition of this AGREEMENT shall be construed or interpreted as a waiver, express or implied, of any of the notices, requirements, immunities, rights, benefits, protections, limitations of liability, and other provisions of the Colorado Governmental Immunity Act, C.R.S. § 24-10-101 and under any other applicable law. 30. Colorado Open Records Act. The SERVICE PROVIDER acknowledges the CITY is a governmental entity subject to the Colorado Open Records Act, C.R.S. § 24-72-201 (CORA), and that this AGREEMENT and any Work Orders, Amendments, Project Instruments, and other documents in the CITY’s possession may be considered public records subject to disclosure under CORA. The SERVICE PROVIDER hereby waives any claim for damages against the CITY for the CITY’s efforts to comply with CORA. 31. Delay. Time is of the essence. Subject to the Force Majeure section of this AGREEMENT, if the SERVICE PROVIDER is temporarily delayed in whole or in part from performing its obligations, then the SERVICE PROVIDER shall provide written notice to the CITY within two (2) business days defining the nature of the delay. Provision of written notice under this Section shall not operate as a waiver of any rights or benefits provided to the CITY under this AGREEMENT. 32. Force Majeure. No party hereto shall be considered in default in the performance of an obligation hereunder to the extent that performance of such obligation is delayed, hindered, or prevented by force majeure. Force majeure shall be any cause beyond the control of the party that could not reasonably have been foreseen and guarded against. Force majeure includes, but is not limited to, acts of God, fires, riots, pandemics, incendiarism, interference Official Purchasing Document Last updated 5/2024 Master Services Agreement – Work Order Type RFP/BID [ # & Title] Page 29 of 39 by civil or military authorities, compliance with regulations or orders of military authorities, and acts of war (declared or undeclared), provided such cause could not have been reasonably foreseen and guarded against by the affected party. Force majeure shall not include increases in labor, commodity, utility, material, supply, fuel, or energy costs, or compliance with regulations or orders of civil authorities. To the extent that the performance is actually prevented, the SERVICE PROVIDER must provide written notice to the CITY of such condition within ten (10) days from the onset of such condition. 33. Special Provisions. Special provisions or conditions relating to the Service(s) to be performed pursuant to this AGREEMENT are set forth in Exhibit [choose one] - Confidentiality, consisting of four (4) pages, attached hereto and incorporated herein. 34. Order of Precedence. In the event of a conflict or inconsistency within this AGREEMENT, the conflict or inconsistency shall be resolved by giving preference to the documents in the following order of priority: a. The body of this AGREEMENT (and any written amendment), b. Exhibits to this AGREEMENT, c. Work Order(s) (and any applicable Change Order), and d. the Purchase Order document. 35. Prohibited Terms.  Nothing in any Exhibit, Work Order, or other attachment shall be construed as a waiver of any provision above. Any terms included in any Exhibit, Work Order, or other attachment that requires the CITY to indemnify or hold SERVICE PROVIDER harmless; requires the CITY to agree to binding arbitration; limits SERVICE PROVIDER’s liability; or that conflicts with statute, City Charter or City Code in any way, shall be void. [Signature Page Follows] Official Purchasing Document Last updated 5/2024 Master Services Agreement – Work Order Type RFP/BID [ # & Title] Page 30 of 39 THE CITY OF FORT COLLINS, COLORADO By: Gerry Paul, Purchasing Director Date: ATTEST: APPROVED AS TO FORM: SERVICE PROVIDER By: Printed: Title: Date: Official Purchasing Document Last updated 5/2024 Master Services Agreement – Work Order Type RFP/BID [ # & Title] Page 31 of 39 EXHIBIT A WORK ORDER FORM PURSUANT TO A MASTER SERVICES AGREEMENT BETWEEN THE CITY OF FORT COLLINS AND SERVICE PROVIDER WORK ORDER NUMBER: PROJECT TITLE: ORIGINAL BID/RFP NUMBER & NAME: 10039 Police & Emergency Lighting Upfit Services MASTER SERVICES AGREEMENT EFFECTIVE DATE: Original Contract Date WORK ORDER COMMENCEMENT DATE: WORK ORDER COMPLETION DATE: MAXIMUM FEE (time and reimbursable direct costs): PROJECT DESCRIPTION/SCOPE OF SERVICES: SERVICE PROVIDER agrees to perform the Service(s) identified above and on the attached forms in accordance with and subject to the terms and conditions contained herein and in the Master Services Agreement (AGREEMENT) between the parties. This Work Order is incorporated into the AGREEMENT, and the AGREEMENT and all prior amendments or other modifications to the AGREEMENT, if any, remain in full force and effect. In the event of a conflict between or ambiguity in the terms of the AGREEMENT and this Work Order (including the attached forms) the AGREEMENT as set forth in the Order of Precedence section of the AGREEMENT shall control. Pricing stated on this Work Order shall be consistent with the pricing in the AGREEMENT or subsequent renewals as of the Work Order commencement date and will be held firm through completion of this Work Order. The attached forms consisting of [choose # of pages] are hereby accepted and incorporated herein and Notice to Proceed is hereby given after all parties have signed this document. SERVICE PROVIDER: ____________________________ Date: ___________________ Name, Title ACCEPTANCE: Date: Name, CITY Project Manager REVIEWED: Date: Name, Buyer or Senior Buyer ACCEPTANCE: Date: Gerry Paul, Purchasing Director (if greater than $60,000) Official Purchasing Document Last updated 5/2024 Master Services Agreement – Work Order Type RFP/BID [ # & Title] Page 32 of 39 EXHIBIT B GENERAL SCOPE OF SERVICES Official Purchasing Document Last updated 5/2024 Master Services Agreement – Work Order Type RFP/BID [ # & Title] Page 33 of 39 EXHIBIT C CHANGE ORDER NO. PROJECT TITLE: SERVICE PROVIDER: [Company Name] WORK ORDER NUMBER: PO NUMBER: ORIGINAL BID/RFP NUMBER & NAME: DESCRIPTION: 1. Reason for Change: Why is the change required? 2. Description of Change: Provide details of the changes to the Work 3. Change in Work Order Price: 4. Change in Work Order Time: ORIGINAL WORK ORDER PRICE $ .00 TOTAL APPROVED/PENDING CHANGE ORDERS .00 TOTAL THIS CHANGE ORDER .00 TOTAL CHANGE ORDER % OF ORIGINAL WORK ORDER % ADJUSTED WORK ORDER COST $ .00 SERVICE PROVIDER: ____________________________ Date: ___________________ Name, Title ACCEPTANCE: Date: Name, CITY Project Manager REVIEWED: Date: Name, Buyer or Senior Buyer ACCEPTANCE: Date: Gerry Paul, Purchasing Director (if greater than $60,000) Official Purchasing Document Last updated 5/2024 Master Services Agreement – Work Order Type RFP/BID [ # & Title] Page 34 of 39 EXHIBIT D BID SCHEDULE/ COMPENSATION The following pricing shall remain fixed for the initial term of this AGREEMENT. Any applicable price adjustments may only be negotiated and agreed to in writing at the time of renewal. Official Purchasing Document Last updated 5/2024 Master Services Agreement – Work Order Type RFP/BID [ # & Title] Page 35 of 39 EXHIBIT E INSURANCE REQUIREMENTS The SERVICE PROVIDER will provide, from insurance companies acceptable to the CITY, the insurance coverage designated hereinafter and pay all costs. Before commencing work under this bid, the SERVICE PROVIDER shall furnish the CITY with certificates of insurance showing the type, amount, class of operations covered, effective dates and date of expiration of policies. In case of the breach of any provision of the Insurance Requirements, the CITY, at its option, may take out and maintain, at the expense of the SERVICE PROVIDER, insurance as the CITY may deem proper and may deduct the cost of such insurance from any monies which may be due or become due the SERVICE PROVIDER under this AGREEMENT. Insurance certificates should show the certificate holder as follows : City of Fort Collins Purchasing Division PO Box 580 Fort Collins, CO 80522 The CITY, its officers, agents and employees shall be named as additional insureds on the SERVICE PROVIDER's general liability and automobile liability insurance policies by marking the appropriate box or adding a statement to this effect on the certificate, for any claims arising out of work performed under this AGREEMENT. Insurance coverages shall be as follows: A. Workers' Compensation & Employer's Liability. The SERVICE PROVIDER shall maintain Worker’s Compensation and Employer’s Liability insurance during the life of this AGREEMENT for all of the SERVICE PROVIDER's employees engaged in work performed under this AGREEMENT. Workers' Compensation & Employer’s Liability insurance shall conform with statutory limits of $100,000 per accident, $500,000 disease aggregate, and $100,000 disease each employee, or as required by Colorado law. B. General Liability. The SERVICE PROVIDER shall maintain during the life of this AGREEMENT General Liability insurance as will provide coverage for damage claims of personal injury, including accidental death, as well as for claims for property damage, which may arise directly or indirectly from the performance of work under this AGREEMENT. Coverage for property damage shall be on a (broad form) basis. The amount of insurance for General Liability shall not be less than $1,000,000 combined single limits for bodily injury and property damage. C. Automobile Liability. The SERVICE PROVIDER shall maintain during the life of this AGREEMENT Automobile Liability insurance as will provide coverage for damage claims of personal injury, including accidental death, as well as for claims for property damage, which may arise directly or indirectly from the performance of work under this AGREEMENT. Coverage for property damage shall be on a (broad form) basis. The amount of insurance for Automobile Liability shall not be less than $1,000,000 combined single limits for bodily injury and property damage. D. Errors and Omissions. The SERVICE PROVIDER shall maintain errors and omissions insurance in the amount of $1,000,000. E. Cybersecurity. The SERVICE PROVIDER shall maintain cybersecurity insurance in the amount of $5,000,000. Official Purchasing Document Last updated 5/2024 Master Services Agreement – Work Order Type RFP/BID [ # & Title] Page 36 of 39 EXHIBIT F CONFIDENTIALITY IN CONNECTION WITH THE SERVICES to be provided by SERVICE PROVIDER under this AGREEMENT, the parties agree to comply with reasonable policies and procedures with regard to the exchange and handling of confidential information and other sensitive materials between the parties, as set forth below. 1. Definitions. For purposes of this AGREEMENT, the party who owns the referenced information and is disclosing same shall be referenced as the “Disclosing Party.” The party receiving the Disclosing Party’s information shall be referenced as the “Receiving Party.” 2. Confidential Information. Confidential Information controlled by this AGREEMENT refers to information that is not public and/or is proprietary, including but not limited to location information, network security system, business plans, formulae, processes, intellectual property, trade secrets, designs, photographs, plans, drawings, schematics, methods, specifications, samples, reports, mechanical and electronic design drawings, customer lists, financial information, studies, findings, inventions, ideas, CITY customer identifiable information (including account, address, billing, consumption, contact, and other customer data), utility metering data, service billing records, customer equipment information. To the extent practical, Confidential Information shall be marked “Confidential” or “Proprietary.” Nevertheless, SERVICE PROVIDER shall treat as Confidential Information all customer identifiable information in any form, whether or not bearing a mark of confidentiality or otherwise requested by the CITY, including but not limited to the non-exclusive list of Confidential Information above. In the case of disclosure in non-documentary form of non- customer identifiable information, made orally or by visual inspection, the Disclosing Party shall have the right, or, if requested by the Receiving Party, the obligation to confirm in writing the fact and general nature of each disclosure within a reasonable time after it is made in order that it is treated as Confidential Information. Any information disclosed to the other party before the execution of this AGREEMENT and related to the services for which SERVICE PROVIDER has been engaged shall be considered in the same manner and be subject to the same treatment as the information disclosed after the execution of this AGREEMENT with regard to protecting it as Confidential Information. 3. Use of Confidential Information. Receiving Party hereby agrees that it shall use the Confidential Information solely for the purpose of performing its obligations under this AGREEMENT and not in any way detrimental to Disclosing Party. Receiving Party agrees to use the same degree of care Receiving Party uses with respect to its own proprietary or confidential information, which in any event shall result in a reasonable standard of care to prevent unauthorized use or disclosure of the Confidential Information. Except as otherwise provided herein, Receiving Party shall keep confidential and not disclose Confidential Information. The CITY and SERVICE PROVIDER shall cause each of their directors, officers, employees, agents, representatives, and subcontractors to become familiar with, and abide by, the terms of this Exhibit, which shall survive this AGREEMENT as an on-going obligation of the parties. Official Purchasing Document Last updated 5/2024 Master Services Agreement – Work Order Type RFP/BID [ # & Title] Page 37 of 39 SERVICE PROVIDER shall not use such information to obtain any economic or other benefit for itself, or any third party, other than in the performance of obligations under this AGREEMENT. 4. Exclusions from Definition. The term “Confidential Information” as used herein does not include any data or information which is already known to the Receiving Party or which before being divulged by the Disclosing Party: (a) was generally known to the public through no wrongful act of the Receiving Party; (b) has been rightfully received by the Receiving Party from a third party without restriction on disclosure and without, to the knowledge of the Receiving Party, a breach of an obligation of confidentiality; (c) has been approved for release by a written authorization by the other party hereto; or (d) has been disclosed pursuant to a requirement of a governmental agency or by operation of law, subject to Paragraph 5 below. 5. Required Disclosure. Notwithstanding Paragraph 4(d) above, if the Receiving Party receives a request (by interrogatories, requests for information or documents, subpoena, civil investigative demand or similar process, or by federal, state, or local law, including without limit ation, the Colorado Open Records Act) to disclose any Confidential Information, the parties agree the Receiving Party will provide the Disclosing Party with immediate notice of such request, so the Disclosing Party may seek an appropriate protective order before disclosure or waive the Receiving Party’s compliance with this Exhibit. The Receiving Party shall furnish a copy of this Exhibit with any disclosure. Notwithstanding this Paragraph 5, Receiving Party shall not disclose Confidential Information to any person, directly or indirectly, nor use it in any way, except as required by law or authorized in writing by Disclosing Party. 6. Red Flags Rules. If applicable, SERVICE PROVIDER must implement reasonable policies and procedures to detect, prevent and mitigate the risk of identity theft in compliance with the Identity Theft Red Flags Rules found at 16 Code of Federal Regulations part 681. Further, SERVICE PROVIDER must take appropriate steps to mitigate identity theft if it occurs with any of the CITY’s covered information and must notify the CITY in writing within twenty-four (24) hours of discovery of any breaches of security or Red Flags to the CITY. 7. Data Protection and Data Security. SERVICE PROVIDER shall have in place information security safeguards designed to conform to or exceed industry best practices regarding the protection of the confidentiality, integrity and availability of Confidential Information and shall have written agreements requiring any subcontractor to meet those standards. These information security safeguards (the “Information Security Program”) shall be materially consistent with, or more stringent than, the safeguards described in this Exhibit. (a) SERVICE PROVIDER’s information security safeguards shall address the following elements: • Data Storage, Backups and Disposal • Logical Access Control (e.g., Role-Based) Official Purchasing Document Last updated 5/2024 Master Services Agreement – Work Order Type RFP/BID [ # & Title] Page 38 of 39 • Information Classification and Handling • Secure Data Transfer (SFTP and Data Transfer Specification) • Secure Web Communications • Network and Security Monitoring • Application Development Security • Application Security Controls and Procedures (User Authentication, Security Controls, and Security Procedures, Policies and Logging) • Incident Response • Vulnerability Assessments • Hosted Services • Personnel Security (b) Subcontractors. SERVICE PROVIDER may use subcontractors, though such activity shall not release or absolve SERVICE PROVIDER from the obligation to satisfy all conditions of this AGREEMENT, including the data security measures described in this Exhibit, and to require a substantially similar level of data security, appropriate to the types of services provided and Confidential Information received, for any subcontractor SERVICE PROVIDER may use. Accordingly, any release of data, confidential information, or failure to protect information under this AGREEMENT by a subcontractor or affiliated party shall be attributed to SERVICE PROVIDER and may be considered to be a material breach of this AGREEMENT. 8. Information Storage. Confidential Information is not to be stored on any local workstation, laptop, or media such as CD/DVD, USB drives, external hard drives or other similar portable devices unless the SERVICE PROVIDER can ensure security for the Confidential Information so stored. Workstations or laptops to be used in the Services will be required to have personal firewalls on each, as well as have current, active anti-virus definitions. 9. Continuing Obligation. The agreement not to disclose Confidential Information as set forth in this Exhibit shall apply during the term of the Services and or AGREEMENT and at any time thereafter unless specifically authorized by the CITY in writing. 10. Termination Remedy. If SERVICE PROVIDER breaches any of the terms of this Exhibit, in the CITY’s sole discretion, the CITY may immediately terminate this AGREEMENT and withdraw SERVICE PROVIDER’s right to access Confidential Information. 11. Return of Information. Notwithstanding any other provision of this AGREEMENT to provide Project Instruments and work product, all material, i.e., various physical forms of media in which Confidential Information is stored, including but not limited to writings, drawings, tapes, diskettes, prototypes or products, shall remain the sole property of the Disclosing Party and, upon request, shall be promptly returned, together with all copies thereof to the Disclosing Party. Upon return of such materials, all digital and electronic data shall also be deleted in a non-restorable way by which it is no longer available to the Receiving Party. Upon Disclosing Party’s request, written verification of the deletion (including date of deletion) is to be provided to the Disclosing Party within ten (10) days after completion of engagement, whether it be via termination, completion or otherwise. Official Purchasing Document Last updated 5/2024 Master Services Agreement – Work Order Type RFP/BID [ # & Title] Page 39 of 39 12. Injunctive Relief. SERVICE PROVIDER Receiving Party acknowledges that the Disclosing Party may, based upon the representations made in this AGREEMENT, disclose security information that is critical to the continued success of the Discloser’s business. Accordingly, Receiving Party agrees that the Disclosing Party does not have an adequate remedy at law for breach of this AGREEMENT and therefore, the Disclosing Party shall be entitled, as a non- exclusive remedy, and in addition to an action for damages, to seek and obtain an injunction or decree of specific performance or any other remedy, from a court of competent jurisdiction to enjoin or remedy any violation of this AGREEMENT.