REQUEST FOR PROPOSALS
1. Background. The Town of Monument, Colorado (Town), is seeking proposals for Holiday Lights Installation, Maintenance and Removal fulfilling the scope and criteria outlined in this Request for Proposals. The Town is seeking qualified vendors for professional installation, maintenance and removal of holiday lights provided by the vendor. This contract may be extended for up to three years.
2. Scope Of Services.
This request for proposal (“RFP”) is released with the intention of retaining a vendor that can provided reliable equipment, quick maintenance response times, and outstanding customer service. The successful vendor must have the knowledge, expertise, staff, and availability to perform all the work as specified within this RFP and the ability to provide technical assistance and knowledge on best practices related to holiday lighting installation and maintenance. Any contract resulting from this RFP will be for a one-year contract with two additional one year options, for a contract term not to exceed three years. Holiday lights will be installed in the Town’s entrance and selected parks. Lighting needs to be completed and inspected no later than November 21, 2023. A representative from the vendor needs to be in attendance for our Town’s Annual Tree Lighting on Saturday, December 2, 2023, 4:30 pm – 5:30 pm. Removal of Lights shall begin no earlier than Tuesday, January 2, 2024, and no later than Friday, January12, 2024.
The Town will provide all electrical power sources, the vendor shall provide all proper electrical cables to utilize the designated power sources. All lighting shall be installed with a vendor provided timer(s) that automatically turn on and off each night at dusk and dawn.
Holiday Light Installation locations and number of trees:
• Front Entry Sign I-25/Hwy 105 and Second Street, 5 Trees
• Limbach Park 151 Front Street, 10 Trees
• Town Water Department 255 Second Street, 3 Trees
• Lavelett Park 450 Beacon Lite Road, 3 Trees
The Vendor will be responsible for maintaining and repairing equipment, if necessary, once it is installed. Any non-working lights or equipment will be repaired, replaced, or removed within 72 hours of Vendor observation of damage or upon Vendor receiving information from Town representative informing them of such damage. Replacement of any items and additional fees to replace those items must be disclosed and agreed upon by Town prior to replacement.
The following is the tentative procurement schedule for the RFP. The Town reserves the right to adjust this schedule.
3. Tentative Procurement Schedule.
August 16, 2023 RFP Release Date
August 23, 2023 Pre-proposal conference, 8:30 am 259 Beacon Lite Road, Monument, CO 80132
August 25, 2023 Deadline to submit questions via email.
August 28, 2023 Responses to questions will be posted on the Town’s website.
August 30, 2023 Proposals due no later than 4:00 PM local time.
September 6, 2023 Expected date by which a recommendation will be made to Town Manager on award of proposal.
November 1, 2023 Anticipated Start Date
4. Proposal Submission.
A. Proposals must be submitted via email, clearly identified with the RFP title and the word “Submittal” or “Proposal” in the email subject line, with all attachments, no later than the date and time indicated in the Schedule above, to:
Madeline VanDenHoek
Town of Monument, Colorado Email: mvandenhoek@tomgov.org
B. All proposals must be submitted in Microsoft Word or .pdf format.
C. Submittals without the proper subject line identification may be considered routine emails and may not be considered.
D. Proposals received after the deadline indicated above will not be considered and will be rejected for lateness.
5. Pre-Proposal Conference.
A. A pre-proposal conference will be held in person on the date and time indicated in the Schedule above. Attendance at the pre-proposal conference is not mandatory. Please register by e-mailing mvandenhoek@tomgov.org if you plan to participate.
B. At the pre-proposal conference, Town staff will provide an overview of the RFP, its contents, the schedule, and address additional topics as deemed necessary. Following the presentation, vendors can ask questions related to the RFP or the overall process. The Town will attempt to answer all questions at that time, but answers provided at the pre-proposal conference shall not be binding.
6. Questions. A. Questions regarding this RFP must be emailed to Madeline VanDenHoek mvandenhoek@tomgov.org no later than the date and time indicated in the Schedule above.
B. All questions must include the RFP title and the word “Question” in the email subject line. Questions without this subject identification may be considered routine emails and may not be considered.
C. Questions communicated by telephone or in person will not be accepted.
D. All questions will be responded to on the Town’s website at https://www.townofmonument.org/Bids.aspx?CatID=17 no later than the date indicated in the Schedule above. Any responses by the Town that change the terms, conditions, and/or specifications of this RFP will be posted on the website as an addendum. No other communications of any kind may be considered a change to the terms, conditions, and/or specifications of this RFP.
7. Submittal Requirements.
The following items are to be included in the proposal:
A. Name of vendor, address, telephone number, website URL, and contact person’s name and email address.
B. Schedule (date of commencement of services and estimated completion date, if applicable).
C. Fees.
D. Statement of qualifications that includes:
i. Company information:
a) Organization – general.
b) Time in business.
c) Number of employees.
d) Annual volume of business (number of projects and dollar total).
e) Volume of business in El Paso County, Colorado during the past 5 years (number of projects and dollar total).
f) A description of what differentiates the vendor’s service from that of its competitors.
ii. Similar project experience:
a) Similar scope of work within the past 5 years.
b) Projects for other public entities.
iii. Project-specific information:
a) Proposed scope of services.
b) Proposed project team.
1. Include resumes/bios describing applicable experience.
2. Include evidence of any necessary insurance, licensure, registrations, and credentials, including information on any revocation or suspension.
iv. References (minimum of 3).
E. The proposal must be signed manually or electronically by an officer or person qualified to bind the vendor.
8. Withdrawal of Proposal.
Proposals shall be binding on the vendor and may not be withdrawn for a period of 60 days following the submission deadline. A vendor may withdraw its own proposal at any time prior to the submission deadline.
9. Evaluation of Proposals.
Proposals will be evaluated based on the following criteria:
A. Proposed costs.
B. Proposed schedule.
C. Whether the proposal is responsive to this RFP. To be deemed responsive, the proposal documents shall conform in all material respects to the requirements contained in this RFP.
D. Whether there is a reasonable basis to conclude that the vendor is authorized and has the technical expertise, resources, and experience to complete the scope of services.
E. Whether there is a reasonable basis to conclude that the vendor has the financial strength to successfully complete the scope of services.
F. Whether there is a reasonable basis to conclude that the vendor will likely complete the scope of services on schedule.
G. Whether there is a reasonable basis to conclude that the vendor is suitable to work with and has a good professional reputation.
H. The overall strength of the vendor and its perceived ability to perform.
I. Comments to the proposed Services Agreement circulated in connection with this RFP.
J. Any other criteria deemed material by the Town.
The Town may impose a numerical valuation system in order to weigh criteria and rank proposals.
10. Procedure for Selecting Proposal.
A. The proposals are expected to be evaluated by Town staff, who will make a recommendation to the Town Manager. As part of its evaluation process, the Town may request clarifications and additional information, conduct customer reference checks, require a subset of finalist vendors to make a presentation to the Town’s selection team, hold multiple rounds of review with a limited group of proposers, and take any other action necessary to perform a thorough and objective evaluation of each proposal.
B. In the event the Town elects to accept a proposal, it shall accept in writing the proposal that, in its estimation, will best serve the interests of the Town.
C. Subsequent to the proposal due date, the Town reserves the right to negotiate (i) terms and conditions of the Services Agreement with a vendor(s), and (ii) modifications to a proposal with a single vendor without obligation to negotiate similar modifications with other vendors.
D. The Town reserves the right to reject any and all proposals, waive any and all formalities and to negotiate contract terms with the successful vendor, disregard all nonconforming, non-responsive or conditional proposals, act in the best interest of the Town, and terminate, modify or suspend the RFP process. This RFP does not commit the Town to award a contract.
11. General Terms and Conditions.
A. Interested Parties: All interested vendors are invited to submit a proposal in accordance with the terms, conditions, and specifications contained herein.
B. Tax Exemption: The Town, as a home rule municipality, is exempt from sales and use taxes. Vendors shall inform all prospective subcontractors and suppliers from whom they expect to obtain services or supplies of the tax-exempt status of the Town. Following the award of proposal, a tax exemption certificate will be furnished by the Town upon request by the successful vendor.
C. Pre-Contractual Expenses: The Town assumes no liability for payment of any pre-contractual expenses incurred by prospective vendors, including but not limited to costs incurred in the preparation or submission of proposals.
D. Non-Discrimination: The vendor, by submitting a proposal, agrees to not unlawfully discriminate against any employee of the vendor or the Town or applicant for employment or for services or any member of the public on the basis of disability, race, sex, age, national origin, religion, sexual orientation, gender identity or expression, marital or military status, pregnancy, political affiliation or any other status protected by federal or state law.
E. Governing Law: The laws of the State of Colorado shall govern this RFP. Venue for any dispute arising out of or relating to this RFP shall be in the State of Colorado District Court for El Paso County.
F. Public Record: All proposals submitted will become property of the Town and may be subject to public disclosure pursuant to the Colorado Open Records Act, § 24-72-201, et seq., C.R.S.
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