HomeMy WebLinkAboutResolution 34-25 RFPPage | 1
RFP – On-Call Electrical Services
REQUEST FOR PROPOSALS
On-Call Electrical Services
Date Issued:
Wednesday, February 12, 2025
Proposals due by 2:00 PM MST
Wednesday, March 5, 2025
ATTACHMENT 2
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RFP – On-Call Electrical Services
PROJECT SUMMARY AND PURPOSE
1. The Town of Estes Park (Town) seeks proposals from Service Providers to provide the Town
with professional Electrical Services (Services) on an on-call, as-needed basis. The Town
reserves the right to award multiple Service Providers.
The Town’s objective through this Request for Proposals (RFP) is to establish a list of Service
Providers, at the sole discretion of the Town, eligible to provide as-needed on-call Electrical
Services for various projects to be determined. For any contract(s) awarded as a result of this
RFP, no minimum or maximum number of projects assigned to selected Consultants can be
guaranteed by the Town. The contract will be administered by the Internal Services
Department; however, the scope of work may not be limited to one Division or Department
within the Town.
More details are provided in the Scope of Services Section.
PROPOSAL SCHEDULE
The following is the schedule for Proposers:
Request for Proposals (RFP) Advertisement Wednesday, February 12, 2025
Deadline for Questions (5:00 PM MTN TIME) Wednesday, February 19, 2025
Final Addenda Issued Monday, February 24, 2025
Proposals Due (2:00 PM MTN TIME) Wednesday, March 5, 2025
Proposal Evaluation (including vendor presentations/
interviews as the Town deems appropriate) March 6, 2025 through March 21,
2025
Contract Preparation and Execution (by selected vendor(s)) By April 9, 2025
Town Board Approval (tentative) April 22, 2025
Consultant Notice to Proceed (Anticipated) April 23, 2025
I.INTRODUCTION
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RFP – On-Call Electrical Services
PROPOSAL DOCUMENTS
Request for Proposals document can be obtained through Rocky Mountain Purchasing (BidNet)
www.rockymountainbidsystem.com or found on the Town’s Website
(https://estespark.colorado.gov/rfp).
The Town of Estes Park, Colorado will receive sealed Proposals for On-Call Electrical Services until
Wednesday, March 5, 2025.
Proposals may be submitted via one of the following methods:
1. ‘BidNet’: Response to the solicitation on Rocky Mountain E-Purchasing System
(www.rockymountainbidsystem.com); or
2. Email in electronic format (PDF) only to Robert Schumaker, Facilities Supervisor/ Project
Manager at RSchumaker@estes.org. It is the Proposer’s responsibility to clearly identify in the
email subject line “RFP for ON-CALL ELECTRICAL SERVICES,” or
Late Proposals will not be accepted or considered.
The Request for Proposal Documents are available on www.rockymountainbidsystem.com as
well as on the Town’s website at www.estes.org/rfp. Interested proposers are responsible for
verifying receipt of all applicable documentation, including any associated addenda. The Town of
Estes Park cannot guarantee accurate information obtained from sources other than BidNet.
WRITTEN QUESTIONS
Prospective proposers may submit written inquiries concerning the requirements of this RFP to
the Project Manager via BidNet or e- mail before the Deadline for Questions listed above.
Proposers are reminded that any changes to the RFP will be by written addenda only and
nothing stated verbally shall change or qualify in any way any of the provisions in the RFP and
shall not be binding on the Town.
PROPOSER COMMUNICATIONS & REQUESTS
All correspondence, communications, and contact regarding this RFP shall be with the Town
representative identified as follows:
Robert Schumaker, Facilities Supervisor/ Project Manager
Facilities Division, Internal Services Department
Town of Estes Park
170 MacGregor Avenue, Room 100
Estes Park, CO 80517 Phone: 970-577-3957
Email: rschumaker@estes.org
Prospective Service Providers/ individuals and their representatives shall not make any contact
or communicate with any members of the Town, other than the Project Manager, regarding any
aspect of this RFP.
At any time during this procurement up to the time specified in “Proposal Schedule,” prospective
Service Providers/ individuals may submit a request for a clarification or interpretation of any
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RFP – On-Call Electrical Services
aspect or requirement of the RFP. All questions and subsequent answers will be included in
addendum documentation.
If it should appear to a prospective service provider that the scope under the contract, or any of the
matters relating thereto, is not sufficiently described or explained in the RFP or contract
documents, or that any conflict or discrepancy exists between different parts thereof or with any
Federal, State, or local law, ordinance, rule, regulation, or other standard or requirement, then the
proposers shall submit a written request for clarification to the Town within the time period specified
above.
ADDENDA TO RFP
The Town reserves the right to amend the RFP at any time. Any amendments to or interpretations
of the RFP shall be described in written addenda. The Town shall post addenda for prospective
consultants to access through BidNet and on the Town’s website. It is the responsibility of
prospective Service Providers to access all addenda. All addenda issued shall become part of the
RFP.
If the Town determines that the addenda may require significant changes in the preparation of
proposals, the deadline for submitting the proposals may be postponed by the number of days that
the Town determines will allow proposers sufficient time to revise their proposals. Any new due
date shall be included in the addenda.
PROJECT DESCRIPTION
The Town invites submittal of proposals from Service Providers interested in providing
Professional On-Call Electrical Services. The Town is anticipating contracting annually with two
(2) or more contractors renewable for a total of up to 5-years with services secured through work
order(s) assignments. Work order(s) for each project will take into account the scope of service,
work schedule, and fee proposal submitted to the Town.
SCOPE OF SERVICES
A. General Scope of Services: The scope of services for specific projects will be determined
at the time when the Town solicits work order proposals. The Town’s usage of the on-call
services is on an as-needed basis so that if the demand is not there, then the services will
not be requested. For each on-call service request, the Service Provider and the Town will
agree upon a specific scope of work and cost for that project through a work order process.
The Town has the right to retain other Service Providers at its sole discretion when the Town
believes there will be an economic or other significant advantage in doing so. No minimum
amount of work is guaranteed under these agreements. Compensation will be based on
time and material with a not-to-exceed limit agreed upon by both the Service Provider and
Town before work begins based on the mutually agreed work order.
B. Description of Services: The Service Provider shall provide all labor, management,
supervision, materials, parts, equipment, and transportation necessary to perform routine
II.PROJECT OVERVIEW, SCOPE OF SERVICES
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maintenance and repairs, emergency repairs, testing, installation, and inspection of all new
and existing electrical service components at Town facilities. Service Providers should be
aware of the fact that the manufacturers, types, sizes, outputs, controls, and other elements
of the Towns existing electrical service components will vary.
Services are to be provided on an ‘on-call, as-needed’ basis in Town owned facilities
including but not limited to:
Town Hall Police Department (in Town Hall)
Power and Communications – Dekker
Building
Trailblazer Broadband/ Power &
Communications building (Woodstock
Drive)
Water Division Fleet Services
Streets Services Estes Park Museum
Parks Division Estes Park Visitor Center
Estes Park Events Complex Off Site Storage Facilities
All Town-owned public restroom facilities
The Service Provider:
• will coordinate with other Town contractors as necessary;
• shall use certified and licensed/ skilled technicians under the direction of an electrical
contractor who has all applicable Town and state licenses.
• shall be responsible for ensuring necessary inspections are scheduled and completed
satisfactorily. Upon completion of the work, the Service Provider shall conduct an
operating test in the presence of the designated Town representative and shall
demonstrate that all equipment is operating properly.
• will use qualified and approved materials and supplies. Some materials may be supplied
by the Town.
• will provide all necessary documentation for any work performed.
The Service Provider shall be required to remove and dispose of all waste from the Work site.
Handling and disposal of all waste (to include hazardous material and/or waste) shall be
conducted by the Service Provider according to all most recent federal, state, and local health and
environmental regulations.
C. Urgent\Emergency Situations. In the event of an urgent or emergency situation related to the
general welfare and safety of the Town, Service Provider shall respond as reasonably as soon as
possible when requested by the Town. The Town shall determine, in its sole discretion, when
a situation is urgent or an emergency (an “Urgent\Emergency Situation”). When the Town’s
Representative determines what work is required, the Service Provider will respond and be
ready and available for work at the time the call for service is received. The Service Provider shall
coordinate directly with the Town’s Representative and perform all of the duties and
responsibilities the requested work requires during the term of this Agreement. Service Provider
agrees to follow the Town’s Representative’s directives as to what Work shall be performed.
D. Emergency Response Time. Service Provider shall be available to perform any and all
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RFP – On-Call Electrical Services
services on a twenty-four (24) hour a day, seven (7) day a week basis. For Emergency
Response, Service Provider shall be on-site and ready to provide services no later than two (2)
hours after the call is placed by the Town’s Representative requesting an emergency response.
Failure to reasonably comply with this maximum response time may result in the termination of
this Agreement. Emergency Response situations are classified as such by the Town’s
representative at the Town’s sole discretion.
E. Emergency Equipment Requirements. Service Provider shall provide all equipment, whether
owned or rented, necessary to perform the Work.
F. Work Authorization Procedure. There are generally five (5) types of situations under
which the Town may assign Work under this Agreement:
1. Emergency Work that requires mobilization as soon as possible after notification is given to
the Service Provider. Emergency is defined as a situation that is a threat to the public health
or welfare.
2. Expedited, but non-emergency, non-scheduled Work that the Town desires to expedite due to
a benefit to the Town, such as mitigating negative financial impact, which requires response
by the Service Provider as soon as possible, but no later than within two (2) Calendar Days
maximum, after notification is given to the Service Provider.
3. Non-emergency, non-scheduled Work that requires response by the Service Provider as
negotiated in the schedule development phase of the Work.
4. Scheduled Work, such as for routine maintenance to be performed at pre- determined
intervals as mutually agreed upon by the Parties.
5. Competitive Solicitation. In consideration of Service Provider’s prequalified status, Service
Provider may be requested to submit a sealed bid for a Work Assignment in response to a
formal or informal solicitation issued by the Town.
G. Assignment of Scope of Work.
Non-Emergency Work. Except in the case of Urgent\Emergency Work, which there is no time to
develop a Scope of Work (SOW) before the Work begins, or the scheduled Work has a
predetermined SOW, the Town will develop a specific SOW for each given Work Assignment
before the assigned Work begins. The SOW may include written description of the Work,
sketches, drawings, and/or technical specifications.
Emergency Work. The SOW of Emergency Work shall be to take whatever means are
necessary to stabilize the situation to eliminate the emergency condition. The Town, in
consultation with the Service Provider, shall determine what steps are necessary to stabilize in
an emergency situation. Further remedial Work following stabilization of the emergency will
then be handled on either an expedited basis or non-emergency basis. Thereafter, the Scope
of Scheduled Work will be defined in the Work Assignment.
Before the Work begins, the Town and the Service Provider will review the Scope of Work of each
Work Assignment to ensure the role of each Party is defined and understood. Each SOW will
address the physical features of the Work Assignment, the timeframe for completion of the Work,
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RFP – On-Call Electrical Services
any necessary phasing, and whether the Work requires obtaining a permit (such as building
permit, NPDES, traffic control, etc.) or not. At a minimum, the SOW will include a written
description of the Work to be done, and when appropriate, shall include any required sketch or
engineering drawings.
H. Performance Bonds
For any scope of work with an estimated cost of $50,000 or more, the Service Provider must
provide a performance bond and a payment bond. These bonds must be issued by a surety
company authorized to do business in Colorado and must be in an amount equal to 100% of
the contract price. The bonds shall guarantee the faithful performance of the contract and the
payment of all obligations arising thereunder.
The Service Provider shall submit proof of bonding capacity with their cost proposal for each
scope of work with an estimated cost of $50,000 or more. Failure to provide the required bonds
within ten (10) days of the Town’s acceptance of the scope of work cost proposal from the
Service Provider may result in the forfeiture of the scope of work.
I. Invoices. Charges shall comply with Exhibit 4, Schedule of Charges. For any Services
required by the Town in or on Town owned property, or in or on non-Town owned property
which the Town is responsible to pay, Service Provider shall provide a detailed Invoice. Invoices
may be on the Service Provider’s standard form.
Documentation of the costs acceptable to the Town as defined in Exhibit 4 shall be attached to
each of Service Provider’s invoices.
All Invoices or Applications for Payment shall at a minimum include the following:
• The Town’s Purchase Order Number;
• Dates and times of Services performed;
• Location of the Services performed;
• The name of the Town Representative who authorized each Work Assignment;
• An itemized list of all Services performed;
J. Submission of Invoices. Invoices, including all documentation, may be emailed to the Town.
Alternatively, a hard copy may be mailed to the Town.
The Town reserves the right to request any additional backup information deemed necessary
to substantiate the Service Provider’s (or it’s Subcontractors’) invoiced costs prior to release of
payment for the invoiced services.
K. Compliance with Federal, State and Local Regulations, Rules and Standards. All Work
shall be conducted according to all most recent federal, state, and local regulations. Service
Provider is responsible for obtaining any necessary permits and licenses required to perform
Work. All employees and/or subcontractors of the Service Provider shall be trained and
adequately qualified and/or certified to efficiently, effectively, and lawfully execute the
services being rendered.
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USE OF SUBCONSULTANTS
The Service Provider shall indicate in the proposal any on-call work intended to be performed by
subconsultants or persons outside of their firm. The Service Provider shall name the
subconsultants, if known at the time of proposal submittal. Subconsultants shall be bound to meet
the same quality standards and schedules. They will also provide the same level of documentation
as described in Section III below.
AWARD OF CONTRACT
A formal contract will be awarded to the responsive and responsible proposing Service Provider
whose proposal, conforming to the RFP and according to the selection factors, which the Town
considers to be most advantageous to the Town’s interests. If chosen, the Service Provider will
enter into an agreement with the Town via Exhibit 5, Professional Services Contract. The executed
contract will include billing rates that the selected Service Provider will be expected to maintain
throughout the first year of the contract. For the subsequent years in which the contract is
renewed, the Town will consider renegotiation of the billing rates prior to the start of the contract
year. Invoicing shall be based on the Service Provider’s hour rate schedule provided in the
proposal. The successful consultant shall acquire a Town Business License prior to signing the
contract. A Town Business License can be obtained through the Town Clerk’s Office at
https://www.colorado.gov/pacific/townofestespark/businesslicensing.
MATERIAL OWNERSHIP
All material submitted regarding this RFP becomes the property of the Town and will only be
returned to the Service Provider at the Town’s option. The Town has the right to use any or all ideas
presented in reply to this RFP. Disqualification of proposer does not eliminate this right.
RESPONSIBILITY
The selected Service Provider will be required to assume responsibility for all services offered in
the proposal whether or not they possess them within their organization. The selected Service
Provider will be the sole point of contact with regard to contractual matters, including payment of
any and all charges resulting from the contract.
PROPOSAL VALIDITY
The proposer agrees to be bound by its proposal for a period of one-hundred and twenty (120)
days from the deadline to submit proposals pursuant to this RFP, during which time the Town
may request clarification or correction of the proposal for the purpose of evaluation. Amendments
or clarifications shall not affect the remainder of the proposal, but only that portion so amended
or clarified.
TERM OF CONTRACT
The term of the contract resulting from this RFP is anticipated to be one-year with up to four one-
year renewals thereafter (for a contract period not to exceed a total of five years). The Town will
generate the Professional Services Contract (Exhibit 5) in accordance with Town policy.
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ORGANIZATION OF THE SUBMISSION
All proposals shall include the following information, organized as separate sections. The sections
of the RFP shall be indexed per the sections noted below in the submittal format for easy
reference.
1) Company Profile: A brief overview of the service provider, including its history, size, and experience
in plumbing services, particularly with municipalities or similar clients. The letter should be limited
to two pages.
2) Personnel and Subcontractors Listing: A completed Exhibit 2, Service Provider’s
Personnel and Subcontractors Listing, showing all key personnel and subcontractors that are
likely to be assigned to perform Services under the Agreement.
3) Schedule of Charges: The proposed Exhibit 4, Schedule of Charges, containing the billable
hourly rates for all personnel proposed for assignment to the Project team, and hourly rates
for owned equipment proposed for use on the Project. Any fees such as mobilization or
“minimum charges” should be itemized. Proposing Service Providers can and should
include standardized price sheets if available. Note that expense categories not identified in
the Schedule of Charges will not be reimbursed separately, but are assumed to be included
in the billable hourly rates or the percent markup, whichever is applicable. Reimbursable
expenses are reimbursed at cost. The proposed Schedule of Charges will be the sole basis
of payment for the successful Service Provider.
4) Work Experience: A summary of at least three recent projects similar in scope to this RFP,
including client references with contact information.
5) Reference Authorization and Release Form: An executed Exhibit 3 Reference Authorization
and Release Form.
6) Availability: Provide a representative availability and confirm in writing that the Service
Provider will meet the response times outlined for this on-call service.
7) Bonding: Proof of adequate bonding capacity for projects with an estimated cost of $50,000
or more.
8) Licenses: Evidence of applicable state and local plumbing licenses and certifications.
Submittal of a Proposal shall be taken as prima facie evidence that the Proposer has full
knowledge of the scope, nature, quality, and quantity of the Services to be performed, and the
detailed requirements and conditions under which the Services is to be performed.
PROPOSAL SUBMISSION
All proposals must be to the Project Manager by 2:00 PM (MTN TIME) on Wednesday, March 5,
2025. Proposals must be submitted through one of the following means:
A. ‘BidNet’: Response to the solicitation on Rocky Mountain E-Purchasing System
(www.rockymountainbidsystem.com); or
B. Email to Robert Schumaker, Facilities Supervisor/ Project Manager (rschumaker@estes.org)
Subject line: RFP – On-Call Electrical Services
III.PROPOSAL AND INFORMATION
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LATE PROPOSALS WILL NOT BE ACCEPTED OR CONSIDERED.
PROPRIETARY INFORMATION
All information included in any proposal that is of a proprietary nature must be clearly marked as
such. The Town shall be held harmless from any claims arising from the release of proprietary
information not clearly designated as such by the proposing Service Provider. In general, it is not
acceptable to the Town to mark information other than financial data as proprietary without the
written authorization from the Internal Services Director. Failure to adhere to this restriction could
result in rejection of the entire proposal. The Town has the right to use any or all ideas presented
in reply to this RFP. Disqualification of the proposer does not eliminate this right.
REJECTION OF PROPOSAL
The Town reserves the right to cancel this Request for Proposal; reject any Proposal, in whole or
in part; to modify the Scope of Services to be done as mandated by budgetary requirements; and
to waive informalities or irregularities in the Proposals received, when it is in the Town's best
interest to do so. The total cost of proposal preparation, submission, and any travel or
accommodations resulting from invitation to interview shall be covered by the Service Provider.
USE OF SUBCONSULTANTS
The Service Provider shall indicate in the proposal any work intended to be performed by
subcontractors or persons outside of the Service Provider (e.g., partnering Service Providers,
consultants, etc.). The Service Provider shall name the partner Service Providers, if known, at the
time of proposal submittal. Partners and subcontractors shall be bound to meeting the same
quality standards and schedules as the proposing Service Provider. They will also provide the
same level of documentation (insurance & professional and business licenses).
DISADVANTAGED BUSINESS ENTERPRISE (DBE)
The Town, in accordance with Title VI of the Civil Rights Act of 1964, and Title 49, Code of Federal
Regulations (CFR), Department of Transportation (DOT), Part 21, for nondiscrimination in
federally-assisted programs, notifies all bidders and proposers that it will affirmatively ensure that,
in any contract entered into for this solicitation, disadvantaged business enterprises will be
afforded full opportunity to participate in the solicitation process and will not be discriminated
against on the grounds of race, color, or national origin. There is no DBE requirement for this
project, however DBE participation is strongly encouraged.
INSURANCE REQUIREMENTS
Insurance Certificates are not required with the proposal but shall be provided by the selected
Service Provider with the signed Professional Services Contract. The Town must approve the
successful Service Provider’s(s) insurance prior to execution of the agreement by the Town. The
successful Service Provider(s) shall also acquire a Town Business License prior to signing the
agreement, at their own expense.
PROPOSAL REVIEW, EVALUATION, & SELECTION PROCESS
Service Providers shall submit a comprehensive, but concise, RFP submittal. Failure of the Service
Provider to provide any information requested in this RFP may result in disqualification of the
submitted proposal.
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Submittal Review: The Review Committee shall evaluate and rank proposal submittals based
on alignment with the RFP requirements, Submittal Format, and Review Criteria. Interviews may
be scheduled at the Town’s discretion; however the Town reserves the right to select a Service
Provider(s) based on the proposals only.
Interview of Finalists: At the Town’s option, the field will be narrowed to the top responsive
Service Providers, and they will be invited to interview with the review committee, in a to-be-defined
format. The finalists will have approximately one week to prepare their presentation for the
committee.
Disclaimer: Any Services Agreement is subject to the review and approval of the Town Board of
Trustees.
SELECTION CRITERIA
The objective of the Review Committee will be to evaluate proposals against the criteria set forth
here-in:
SELECTION CRITERIA Point Value
Experience and Qualifications: The Service Provider’s relevant experience in
providing on-call plumbing services, particularly in municipal or governmental
settings.
30 points
Value and Cost: Competitiveness, value and transparency related to labor rates
and fees.
30 points
Response Time and Availability: Ability to respond quickly to emergency service
requests
25 points
Compliance with RFP Requirements: Completeness and accuracy of the
proposal in meeting all outlined submission requirements.
15 points
Total Points 100 points
Based on the point system, the proposals will be ranked in order of the Service Provider’s
perceived ability to perform the work. The top-rated proposals MAY result in interviews, and after
interviews, points may be recomputed.
GENERAL REQUIREMENTS
The successful Service Provider(s) shall:
• Have experience in all professional services requested in this RFP.
• Have current required professional licenses and credentials as required.
• Enter into a contract with the Town to provide On-Call Electrical services.
• Provide proof of and maintain insurance coverage for the duration of the contract period
as outlined in the Town’s Professional Services Agreement
• Operate as an independent contractor and will not be considered employee(s) of the Town.
• Be paid on actual invoices as work is completed.
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TOWN REPRESENTATIVES
The Town’s representative on this project will be Robert Schumaker, Facilities Supervisor/ Project
Manager, of the Internal Services Department. All progress meetings, project review, field
meetings, day-to- day work, and project related contact will be coordinated through the Project
Manager or his designee.
PROTEST PROCEDURES
Any person adversely affected by this solicitation shall file with the Town Clerk, Town of Estes
Park, P.O. Box 1200, Estes Park, CO 80517 a Notice of Protest, in writing, at least five (5) calendar
days prior to the date on which proposals are to be received. Protests will be considered and
responded to in writing prior to the proposal due date of Wednesday, March 5, 2025. If the protest
is sustained, the proposal due date may be delayed, and an addendum be issued to modify the
due date or cancel the solicitation. If the protest is denied, the proposal due date is upheld, and
submissions will be required as originally scheduled.
Any person adversely affected by a decision in connection with this solicitation shall file a Formal
Written Protest, in writing, within five (5) calendar days of receipt of the decision with the Town’s
Project Manager.
The formal written protest shall state with particularity the facts and law upon which the protest is
based.
Protesters may not challenge the evaluation criteria or the relative weight of the evaluation criteria
or the formula for making an award determination.
Upon receipt of a formal written protest that has been filed in a timely manner, the Project Manager
shall stop the proposal solicitation process or the award process until the subject of the protest is
resolved by mutual agreement or by final action of the Town’s Board of Trustees.
The Project Manager shall provide an opportunity to resolve the protest by mutual agreement
between the parties within seven (7) working days of receipt of a formal written protest. If the protest
is not resolved by mutual agreement within seven (7) working days, the Project Manager and/or
the protestor shall refer the protest to: Town Administrator, Town of Estes Park, P.O. Box 1200,
Estes Park, CO 80517.
The Town’s Board of Trustees will review the protest and the Project Manager’s decision, and
either concur or reverse the decision at the next possible regular meeting of the Town Board.
TOWN OF ESTES PARK
Robert Schumaker, Facilities Supervisor/ Project Manager
Town of Estes Park - Internal Services Department
970-577-3957
rschumaker@estes.org
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IV. EXHIBITS
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EXHIBIT 1
TOWN OF ESTES PARK
ACCEPTANCE OF CONDITIONS STATEMENT
No employee, elected or appointed official of the Town of Estes Park, or any such
person’s spouse or dependent child has an existing or pending, direct or indirect,
financial, ownership or personal interest in the proposing Service Provider of this Request
for Proposal, except as follows:
I/we hereby agree to all instructions, terms and conditions, and specifications contained
herein. I/we acknowledge receipt of the following Addenda:
Proposing Service Provider Name
Address
Telephone Number
Email
Submitted By (Signature)
Printed Name
Title
Date
Attest
Signature
Printed Name
EXHIBIT 2
SERVICE PROVIDER’S KEY PERSONNEL AND SUBCONSULTANT LISTING
KEY PERSONNEL:
NAME Role/ Job Title
SUBCONTRACTOR LISTING:
Company Name Trade or Specialty
Add lines as needed.
EXHIBIT 3 TOWN OF ESTES PARK
REFERENCE AUTHORIZATION AND RELEASE FORM
To:
A Corporation
By: , A Partnership whose address is
(Proposer) An Individual
Proposer hereby authorizes Town to perform such investigation of proposer as the Town
deems necessary to establish the qualifications, responsibility and financial ability of
proposer. By its signature hereon, proposer authorizes owner to obtain reference
information concerning proposer and releases the party providing such information
named above and the Town from any and all liability to proposer as a result of any such
reference information provided.
Proposer further waives any right to receive copies of reference information provided to
the Town. An executed copy of this Reference Authorization and Release Form may be
used with the same effectiveness as an original.
By (Signature)
Print Name
Title
Date
EXHIBIT 4
SCHEDULE OF CHARGES
The Town of Estes Park seeks proposals from qualified Service Providers to provide as-needed, on-
call Electrical Services for various projects to be determined. The contract will be administered by the
Internal Services Department; however the scope of work may not be limited to one Division or
Department. Interested Service Providers will provide a proposal as described in the On-Call
Electrical Services RFP and provide their rates for labor and equipment usage, as provided below.
Any and all labor and rate charges not provided below but that may apply shall also be included.
SCHEDULE OF CHARGES
RATES FOR LABOR AND EQUIPMENT USAGE
(per hour of actual working time, unless otherwise noted)
Labor Rates (including all surcharges):
Electrical projects during Regular Business Hours: 7:00 A.M. to 5:00 P.M. Monday–Friday;
Excluding Town Holidays
Per Hour
Master Electrician
Journeyman Electrician
Electrical Apprentice
Project Manager/ Superintendent
Other
INCLUDES TRAVEL
Labor Rates (including all surcharges):
Electrical projects during EMERGENCY HOURS: 5:00 P.M. to 7:00 A.M. Monday–Friday, Saturday
and Sunday; Including Town Holidays
Per Hour
Master Electrician
Journeyman Electrician
Electrical Apprentice
Project Manager/ Superintendent
Other
INCLUDES TRAVEL
Additional Items:
1. Are there any surcharges such as fuel, disposables, etc.? Please list.
2. What is your minimum callout time that you bill for emergency and non-emergency?
Equipment:
Please provide a list of the items of equipment that your firm owns that might be necessary for the
kinds of services described in the Scope of Services.
Equipment Type Billable Rate/ Time Period
EXHIBIT 5
SERVICES CONTRACT (example)
TOWN OF ESTES PARK, COLORADO SERVICES CONTRACT
On-Call Electrical Services
The parties, the Town of Estes Park, Colorado (Town), a municipal corporation, and
(Contractor), a, whose address is [Enter Contractor's address, including street, city, state & zip],
make this Contract this __________ day of ____________________, 2025, at the Town of Estes
Park, Colorado, considering the following facts and circumstances:
1 RECITALS:
1.1 Town desires to use the services of Contractor outlined in Contractor’s Proposal; and;
1.2 Contractor has agreed to provide the Services outlined in its Proposal, on the terms and
conditions stated in this Contract.
2 CONTRACT: This Agreement is a Contract, representing the entire and integrated
agreement between the parties and supersedes any prior negotiations, written or oral
representations and agreements. The Agreement incorporates the following Contract
Documents. In resolving inconsistencies between two or more of the Contract Documents, they
shall take precedence in the order enumerated, with the first listed Contract Document having
highest precedence.
The Contract Documents, except for amendments executed after execution of this Contract, are:
2.1 Change Orders;
2.2 Notice to Proceed;
2.3 This Contract;
2.4 The following Addenda, if any:
Number Date Pages
2.5 The following Special Conditions of the Contract, if any:
Document Title Pages
2.6 Notice of Award;
2.7 Request for Proposals, containing [Enter number of pages in RFP] pages, dated [Enter
date of RFP];
2.8 Contractor’s Proposal, containing [Enter number of pages in proposal, then press f11 to
proceed] pages, dated [Enter proposal date, then press f11 to proceed]; and
2.9 Insurance Certificates.
[List here any other documents forming part of the Contract, note this list can vary]
3 SCOPE OF SERVICES: Contractor shall provide and furnish at its own cost and expense all
materials, machinery, equipment, tools, superintendence, labor, insurance and other accessories
and services necessary to provide its Services in strict accordance with the conditions and prices
stated in the Contract Documents.
4 BEGINNING WORK AND COMPLETION SCHEDULE: The Contractor shall begin services
under this Contract upon receiving Town’s notice to proceed. Contractor shall timely perform its
Services, according to the Performance Schedule [Enter how Performance Schedule is
referenced, either as Contract Document (incorporated into) or Exhibit (attached to), with
language to this effect " attached to and incorporated into this Contract or as otherwise directed
by Town."].
5 PRICE: The Town will pay Contractor for the performance of this Contract, as the Price for the
total Services performed as stipulated in Contractor’s Proposal. This Contract does not create a
multiple fiscal year direct or indirect debt or other financial obligation. Each request for service
shall incur a concurrent debt for that request only. All financial obligations of the Town under this
Contract are contingent upon appropriation, budgeting, and availability of specific funds to
discharge such obligations.
6 TIME OF PAYMENTS TO CONTRACTOR: The Contractor shall bill its charges to the Town
periodically, but no more frequently than once a month. Each bill shall contain a statement of the
time the primary employees spent on the Services since the previous bill, a brief description of
the Services provided by each such employee, and an itemization of direct expenses. The Town
will pay each such bill which it finds to be in accordance with this Contract within forty-five days
of its receipt. If Town questions any part of a bill, finds any part of a bill does not conform to this
Contract, or claims the right to withhold payment of any part of a bill, it will promptly notify
Contractor of the question, nonconformity or reasons for withholding.
7 QUALIFICATIONS ON OBLIGATIONS TO PAY: No partial payment shall be final acceptance or
approval of that part of the Services paid for, or shall relieve Contractor of any of its obligations
under this Contract. Notwithstanding any other terms of this Contract, Town may withhold any
payment (whether a progress payment or final payment) to Contractor under the following
conditions:
7.1 Contractor fails to promptly pay all bills for labor, material, or services of consultants
furnished or performed by others to perform Services.
7.2 Contractor is in default of any of its obligations under this Contract or any of the Contract
Documents.
7.3 Any part of such payment is attributable to Services not conforming to this Contract.
(Town will pay for any part attributable to conforming Services).
7.4 Town, in its good faith judgment, determines that the compensation remaining unpaid will
not be sufficient to complete the Services according to this Contract.
8 CHANGE ORDERS: Town reserves the right to order work changes in the nature of additions,
deletions, or modifications, without invalidating this agreement, and agrees to make
corresponding adjustments in the contract price and time for completion. All changes will be
authorized by a written change order signed by Town. Work shall be changed, and the contract
price and completion time shall be modified only as set out in the written change order.
9 SERVICE OF NOTICES: The parties may give each other required notices in person or by first
class mail or by email to their authorized representatives (or their successors) at the addresses
listed below:
TOWN OF ESTES PARK:
Paul J. Fetherston, Internal Services
Director
Town of Estes Park
170 MacGregor Avenue
PO Box 1200
Estes Park, Colorado 80517
CONTRACTOR:
[Enter name, title & address of Contractor 's
authorized rep.]
10 COMPLIANCE WITH LAW: Contractor will perform this Contract in strict compliance with
applicable federal, state, and municipal laws, rules, statutes, charter provisions, ordinances, and
regulations (including sections of the Occupational Safety and Health Administration [OSHA]
regulations, latest revised edition, providing for job safety and health protection for workers) and
all orders and decrees of bodies or tribunals applicable to work under this Contract. Contractor
shall defend and indemnify Town against any claim or liability arising from or based on the
violations of any such law, ordinance, regulation, order, or decrees by itself or by its
subcontractors, agents, or employees. Town assumes no duty to ensure that Contractor follows
the safety regulations issued by OSHA.
11 PERMITS AND LICENSES: The Contractor shall secure all permits and licenses, pay all
charges, files, and taxes and give all notices necessary and incidental to the lawful prosecution
of its Services. Anyone conducting business in the Town of Estes Park is required to have a
business license which can be obtained from the Town Clerk’s Office.
12 PATENTED DEVICES, MATERIALS AND PROCESSES: The Contractor shall hold and save
harmless the Town from all claims for infringement, by reason of fee use of any patented design,
device, material, process, or trademark or copyright and shall indemnify the Town for any costs,
expenses, and damages, including court costs and attorney fees, incurred by reason of actual or
alleged infringement during the prosecution or after completion of Services.
13 INSURANCE: Contractor shall, at its own costs, secure and continuously maintain through the
term of this Contract the minimum insurance coverages listed below, with forms and insurers
acceptable to Town. In addition, Contractor shall maintain such coverages for the insurance
listed in Paragraphs [13.1], 13.3 and 13.4 for two additional years. For any claims-made policy,
Contractor shall include the necessary retroactive dates and extended reporting periods to
maintain continuous coverage.
13.1 Professional Liability for at least $1,000,000.
13.2 Workers' Compensation according to the Workers' Compensation Act of the State of
Colorado and Employer's Liability with limits of at least $500,000. Contractor shall require
any subcontractor hired by the Contractor to carry Workers’ Compensation and
Employer’s Liability coverage.
13.3 General liability, including contractual liability, of at least $1,000,000 per each occurrence
plus an additional amount adequate to pay related attorney's fees and defense cost.
Coverage shall include bodily injury, property damage, personal injury, and contractual
liability.
13.4 Comprehensive Automobile Liability with minimum limits for bodily injury and property
damage coverage of at least $1,000,000 per each occurrence plus an additional amount
adequate to pay related attorneys' fees and defense costs, for each of Contractor’s
owned, hired or non-owned vehicles assigned to or used in performance of this Contract.
13.5 The required general liability and comprehensive automobile liability policies shall contain
endorsements to include Town and its officers and employees as additional insureds. The
required professional liability and workers’ compensation policies or coverages shall not
contain endorsements including the Town, its officers or employees as additional
insureds. Every policy required above shall be primary insurance. Any insurance or self-
insurance benefits carried by Town, its officers, or its employees, shall be in excess and
not contributory to that provided by Contractor.
13.6 Contractor shall, upon request, provide Town a certified copy of each required policy.
13.7 As evidence of the insurance coverages required by this Contract, before beginning work
under this Contract, Contractor shall furnish certificates of insurance certifying that at least
the minimum coverages required here are in effect and specifying the liability coverages
(except for professional liability) are written on an occurrence form to:
Town of Estes Park
170 MacGregor Avenue
PO Box 1200
Estes Park, CO 80517
Attention: Paul J. Fetherston, Internal Service Director
With the exception of professional liability and workers’ compensation, policy or policies
providing insurance as required will defend and include the Town, its Board, officers,
agents and employees as additional insureds on a primary basis for work performed under
or incidental to this Contract. Required insurance policies shall be with companies qualified
to do business in Colorado with a general policyholder’s financial rating acceptable to the
Town. The policies shall not be cancelable or subject to reduction in coverage limits or
other modification except after thirty days’ prior written notice to the Town. General liability
and automobile policies shall be for the mutual and joint benefit and protection of the
Contractor and the Town. These policies shall provide that the Town, although named as
an additional insured, shall nevertheless be entitled to recover under said policies for any
loss occasioned to it, its officers, employees, and agents by reason of acts or omissions of
the Contractor, its officers, employees, agents, subcontractors, or business invitees. They
shall be written as primary policies not contributing to and not in excess of coverage the
Town may carry.
13.8 If Contractor is self-insured under the laws of the State of Colorado, Contractor shall
provide appropriate declarations and evidence of coverage.
13.9 Contractor shall not cancel, change, or fail to renew required insurance coverages.
Contractor shall notify Town's designated person responsible for risk management of any
reduction or exhaustion of aggregate limits, which Town may deem to be a breach of this
Contract.
13.10 The Town relies on, and does not waive or intend to waive, by any provision of this
Contract, the monetary limitations or any other rights, immunities, and protections
provided by the Colorado Governmental Immunity Act, § 24-10-101 et seq., C.R.S., as
from time to time amended, or otherwise available to the parties, their officers, or their
employees.
13.11 If any insurance required here is to be issued or renewed on a claims-made form as
opposed to the occurrence form, the retroactive date for coverage will be no later than the
commencement date of the Services and will state that in the event of cancellation or
nonrenewal, the discovery period for insurance claims (tail coverage) will be at least 72
months.
13.12 Contractor shall not cancel, non-renew or cause insurance to be materially changed or
replaced by another policy without prior approval by Town.
14 INDEMNIFICATION:
14.1 Contractor and its agents, principals, officers, partners, employees, and subcontractors
("Indemnitors") shall and do agree to indemnify, protect, and hold harmless the Town, its
officers, employees, and agents ("Indemnitees") from all claims, damages, losses, liens,
causes of actions, suits, judgments, and expenses (including attorneys’ fees), of any
nature, kind, or description ("Liabilities") by any third party arising out of, caused by, or
resulting from any Services under this Contract if such Liabilities are: (1) attributable to
bodily injury, personal injury, sickness, disease, or death of any person, or to the injury or
destruction of any tangible property (including resulting loss of use or consequential
damages) and (2) caused, in whole or in part, by any error, omission or negligent act of
the Contractor, anyone directly or indirectly employed by it, or anyone for whose acts
Contractor may be liable.
14.2 If more than one Indemnitor is liable for any error, omission or negligent act covered by
this Agreement, each such Indemnitor shall be jointly and severally liable to the
Indemnitees for indemnification and the Indemnitors may settle ultimate responsibility
among themselves for the loss and expense of any such indemnification by separate
proceedings and without jeopardy to any Indemnitee. This Agreement shall not eliminate
or reduce any other right to indemnification or other remedy the Town, or any of the
Indemnitees may have by law.
14.3 As part of this indemnity obligation, the Contractor shall compensate the Town for any
time the Town Attorney's Office and other counsel to the Town reasonably spend on such
claims or actions at the rates generally prevailing among private practitioners in the Town
of Estes Park for similar services. This obligation to indemnify the Town shall survive the
termination or expiration of this Agreement.
15 INDEPENDENT CONTRACTOR: Contractor shall perform all Services under this Agreement as
an independent contractor, and not as an agent or employee of Town. No employee or official of
Town shall supervise Contractor. Contractor shall exercise no supervision over any employee or
official of Town. Contractor shall not represent that it is an employee or agent of the Town in any
capacity. Contractor’s officers, employees and agents are not entitled to Workers'
Compensation benefits from the Town, and Contractor is obligated to pay federal and
state income tax on money earned under this Agreement. Except as this Agreement
expressly states, Contractor shall, at its sole expense, supply all buildings, equipment and
materials, machinery, tools, superintendence, personnel, insurance and other accessories and
Services necessary. This Agreement is not exclusive; subject the terms of this Agreement, Town
and Contractor may each contract with other parties.
16 PROVISIONS CONSTRUED AS TO FAIR MEANING: Any tribunal enforcing this Agreement
shall construe its terms as to their fair meaning, and not for or against any party based upon any
attribution to either party.
17 HEADINGS FOR CONVENIENCE: All headings, captions and titles are for convenience and
reference only and of no meaning in the interpretation or effect of this Contract.
18 NO THIRD-PARTY BENEFICIARIES: The parties intend no third-party beneficiaries under this
Contract. Any person besides Town or Contractor receiving services or benefits under this
Agreement is an incidental beneficiary only.
19 TOWN’S RIGHT TO BAR PERSONNEL FROM WORK SITE: For conduct the Town (in its sole
discretion) decides may violate applicable laws, ordinances rules or regulations, or may expose
Town to liability or loss, Town may bar any person (including Contractor’s and subcontractors’
employees) from the Town's work sites. Such a bar shall not require any employee's discharge
from employment, but shall merely prohibit the employee's presence at Town’s work sites. Such
a bar shall not warrant an increase in contract time or Price.
20 WAIVER: No waiver of any breach or default under this Agreement shall waive any other or later
breach or default.
21 TERM: This Contract shall commence on [Fill in the date contract begins, which can be "its
effective date", a specific date, or "the date specified in a forthcoming Notice to Proceed", and
press F11 to continue], and shall continue through [Fill in the date contract ends, press F11 to
continue] with the option of [Fill in the number of renewals, press F11 to continue] additional
renewals, on an annual basis, upon agreement of both parties.
22 TERMINATION:
22.1 In addition to any other available remedies, either party may terminate this Contract if the
other party fails to cure a specified default within seven (7) days of receiving written notice
of the default. The notice shall specify each such material breach, in reasonable detail.
22.2 Town may, at any time, terminate performance of the work, in whole or in part, for its own
convenience. The Town may effect such termination by giving Contractor written Notice of
Termination specifying the extent and effective date of termination. In case of termination,
for convenience, Town shall pay Contractor for work satisfactorily completed, to the date
of termination. The Town shall determine the portion of work completed.
22.3 If either party so terminates, the Contractor shall promptly deliver to the Town all
drawings, computer programs, computer input and output, analysis, plans, photographic
images, tests, maps, surveys and writer’s materials of any kind generated in the
performance of its Services under this Contract up to and including the date of
termination.
23 SUSPENSION: Without terminating or breaching this Contract, the Town may, at its pleasure,
suspend fee services of the Contractor hereunder. Town may effect suspension by giving the
Contractor written notice one (1) day in advance of the suspension date. Upon receipt of such
notices the Contractor shall cease their work as efficiently as possible, to keep total charges to a
minimum. The Town must specifically authorize any work performed during suspension. Since
suspension and subsequent reactivation may inconvenience the Contractor, Town will endeavor
to provide advance notice and minimize its use. After a suspension has been in effect for thirty
days, the Contractor may terminate this Contract at will.
24 ASSIGNMENT AND DELEGATION: Except as stated, neither party may assign its rights or
delegate its duties under this Contract without the express written approval of the other.
25 SUBCONTRACTING: Except subcontractor clearly identified and accepted in the Contractor's
Proposal, Contractor may employ subcontractors to perform the Services only with Town's
express prior written approval. Contractor is solely responsible for any compensation, insurance,
and all clerical detail involved in employment of subcontractors.
26 GOVERNING LAW AND VENUE: The laws of the State of Colorado shall govern enforcement
and interpretation of this Contract. Venue and jurisdiction for any court action filed regarding this
agreement shall be only in Larimer County, Colorado.
27 AUTHORITY: This instrument forms a contract only when executed in writing by duly authorized
representatives of Town and Contractor. By their signatures on this document, the signatories
represent that they have actual authority to enter this Contract for the respective parties.
28 INTEGRATION: There are no other agreements on the same subject than expressly stated or
incorporated in this Contract.
29 DAMAGES FOR BREACH OF CONTRACT: In addition to any other legal or equitable remedy
the Town may be entitled to for a breach of this Contract, if the Town terminates this Contract, in
whole or in part, due to Contractor’s breach of any provision of this Contract, Contractor shall be
liable for actual and consequential damages to the Town.
Signature pages follow.
CONTRACTOR:
By:
Date
Title: _______________________________
State of )
) ss
County of )
The foregoing instrument was acknowledged before me this __________ day of
____________________, 2025, by ______________________________, as
_____________________________ of ______________________________, Contractor. (If by
natural person or persons, insert name or names; if by person acting in representative or official
capacity or as attorney-in-fact, insert name of person as an executor, attorney-in-fact, or other
capacity or description; if by officer of corporation, insert name of such officer or officers as the
President or other officers of such corporation, naming it.)
Witness my hand and official Seal.
My Commission expires .
Notary Public
TOWN OF ESTES PARK:
By:
Date
Title: _______________________________
State of )
) ss
County of )
The foregoing instrument was acknowledged before me by , as
of the Town of Estes Park, a Colorado municipal corporation,
on behalf of the corporation, this day of , 2025.
Witness my hand and official Seal.
My Commission expires .
Notary Public
APPROVED AS TO FORM:
Town Attorney