RFP 492-26-01-PE Special Collections Fire Extinguishing System -PE Questions and Answers

REQUEST FOR PROPOSAL
For
SPECIAL COLLECTIONS FIRE EXTINGUISHING SYSTEM
PIKES PEAK LIBRARY DISTRICT
Colorado Springs, CO
RFP # 492-26-01-PE
The Pikes Peak Library District (PPLD) invites qualified vendors, with the qualifications as stated
herein, and are licensed in the State of Colorado, to submit a response to a Request for Proposal (RFP)
for Carnegie Building at Penrose Library, located at 20 N. Cascade Ave., Colorado Springs, CO 80903.
Proposal deadline is 2 p.m. MDT on Wednesday, April 22, 2026
3/18/2026

S pecial Collections Fire Extinguishing System RFP # 492-26-01-PE
Table of Contents
1. Terms & Conditions ........................................................................................................................................ 2
2. Proposal Submission, Selection, and Contract Formation ........................................................... 4
3. Scope of Work ................................................................................................................................................... 9
4. Vendor Qualification and Information .............................................................................................. 10
5. Pricing ................................................................................................................................................................. 11
Addendum A- Proposal Cover Sheet ............................................................................................................. 12
Addendum B - References and Pricing ........................................................................................................ 14
Addendum C - Immigration Clause for Contracts .................................................................................. 15
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S pecial Collections Fire Extinguishing System RFP # 492-26-01-PE
1. Terms & Conditions
Purpose: PPLD is seeking proposals from qualified vendors for installing a new clean-agent fire
extinguishing system.
Vendors must be able to certify they have the capabilities and resources to provide all services
outlined in the scope of work for this project.
This project is targeted for June 15, 2026.
Interested Parties: All interested vendors that have the qualifications as stated herein and are
licensed to operate within El Paso County and the State of Colorado, are invited to submit a
proposal in accordance with the terms, conditions, and specifications contained herein. An
electronic version of this document can be accessed at: http://ppld.org/request-for-proposals.
Sole Point of Contact: Questions and requests for clarification must be sent via e-mail to Kim
Hoggatt, Chief Financial Officer, at khoggatt@ppld.org and Cc: Lindsay Sosa, Finance &
Procurement Generalist, lsosa@ppld.org. Please include the RFP number, title, and words
"question" and/or "clarification" in the subject line of the e-mail.
Questions and requests without this subject identification may be considered routine emails and
may not be properly addressed.
All answers to questions and requests for clarification will be posted on the PPLD website:
http://ppld.org/request-for-proposals .
Any PPLD response that is considered to be a change in terms, conditions, and specifications of
this RFP will be published as an addendum. No communications of any kind may be considered as
a change to the terms, conditions, and specifications in this RFP unless posted as a formal
addendum on the link above.
Equal Opportunity: The vendor agrees not to refuse to hire, discharge, promote, or demote, nor to
discriminate in matters of compensation against any person otherwise qualified, solely because of
race, color, religion, national origin, gender, age, military status, sexual orientation, marital status,
or physical or mental disability.
Expenses: PPLD assumes no liability for payment of expenses incurred by proposers in the
preparation and submission of proposals in response to this invitation.
Conflict of Interest: Any contractual relationship with any PPLD personnel in the twelve (12)
months preceding the distribution of this RFP, or any similar or potential conflicts of interest,
may, at the sole discretion of PPLD, be grounds for rejection of the proposal and/or termination of
any contract awarded.
Independent Contractor: The vendor is an independent contractor. Notwithstanding any
provision appearing in this RFP, all personnel assigned by the vendor to perform work under the
terms of this RFP and any subsequent agreement shall be, and remain at all times, employees or
agents of the vendor for all purposes. The vendor shall make no representation that it is the
employee of PPLD for any purpose.
Immigration Clause: The vendor is aware of Colorado's Immigration /Illegal alien laws pertained
to public contracts. Addendum C - Immigration Clause for Contracts (Colorado Statute 8-17.5-102)
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S pecial Collections Fire Extinguishing System RFP # 492-26-01-PE
must be signed and attached.
General Requirements: PPLD reserves the right to amend this RFP up to seven (7) business days
prior to the date set for receipt of proposals. In addition, PPLD may extend deadlines or withdraw
this RFP at any time prior to an award.
Tax Exemption: PPLD, as a local government entity, is exempt from sales and use taxes. Vendors
will inform all prospective subcontractors and suppliers, as necessary, from whom they expect to
obtain services or supplies of the tax-exempt status of PPLD. Following the contract award, PPLD
will furnish tax exemption certificate(s) to the Vendor.
Governing Law: The laws of the State of Colorado shall govern any contract executed between
the successful proposer and PPLD. Further, the place of performance and transaction of business
shall be deemed to be in the County of El Paso, State of Colorado, and in the event of litigation, the
exclusive venue and place of jurisdiction shall be the State of Colorado, and more specifically, El
Paso County, Colorado.
RFP Schedule:
RFP released ........... ....................................................................................................... Wednesday, March 18, 2026
Pre-proposal conference .......................................................................... Wednesday, April 1, 2026, 9:30 a.m.
Deadline for final questions .....................................................................................................Friday, April 3, 2026
Deadline to return answered questions ................................................................ Wednesday, April 8, 2026
Proposals due ........................................... Wednesday, April 22, 2026 no later than 2:00 p.m. local time.
Board Review and Decision ....................................................................................... Wednesday, May 20, 2026
Award Notification .......................................................................................... on or about Friday, May 22, 2026
Pre-proposal Conference: A pre-proposal conference will be held at Penrose Library, 20 N.
Cascade Ave, Colorado Springs, CO, 80920 on Wednesday, April 1, 2026 at 9:30 a.m. local time.
Attendance is mandatory for all proposers; no proposals will be accepted from new vendors who
did not attend this meeting.
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S pecial Collections Fire Extinguishing System RFP # 492-26-01-PE
2. Proposal Submission, Selection, and Contract Formation
2.1. Proposal Submission
Substantive proposals: By submitting a proposal, the proposer guarantees that (a) its
proposal is genuine and is not made in the interest of, or on behalf of, any undisclosed
person, vendor, or corporation; (b) it has not directly or indirectly induced or solicited any
other respondent to put in a false or sham bid; (c) it has not solicited or induced any other
person, vendor, or corporation from proposing; (d) it has not sought by collusion to obtain
for itself any advantage over any other proposer or over PPLD.
Submission Information and Documents: The proposal must be comprehensive and
address all RFP requirements. To assure that the information provided can be readily
identified, the proposal must include, but not limited, to the submission of the following
signed documents:
* Addendum A - Proposal Cover Sheet
* Addendum B - Checklist, Questionnaire, and Pricing
Vendors are requested to submit a response for each numbered or lettered item of
Addendum B, the response must be in the same format and sequence as in the RFP.
The response must include description, schedules, when required, and any
additional clarifying information, such as appendices, charts, diagrams, etc..
* Addendum C - Immigration Clause for Contracts
* List of exceptions or deviations (if any)
Signatures: The proposal must be signed by an officer of the proposing vendor.
Exceptions and Deviations: Any exception to or deviations from these Terms & Conditions
must be identified, in writing, on an attachment to the proposal submission. PPLD
reserves the right to accept or reject, at its sole discretion, any exceptions or deviations by
the proposer.
Integration with Contract: The winning proposal will be included and integrated into the
final contract documents.
Proposal Submission: Proposals are to be submitted in sealed envelopes, identified with the
proposal number and title with all attachments. See the Schedule of Events for due dates.
Vendors must submit four (4) hard copies and soft copy (i.e., flash drive, magnetic media,
etc.) of the Proposal to:
Pikes Peak Library District
Attn: Kim Hoggatt
Finance Office
RFP# 492-26-01-PE
1175 Chapel Hills Drive
Colorado Springs, CO 80920
Additional Copies may be requested by PPLD. PPLD is not liable for any cost incurred by
prospective respondents prior to the issuance of contract(s).
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S pecial Collections Fire Extinguishing System RFP # 492-26-01-PE
The deadline is firm, proposals delivered after that will be received but will be rejected for
being late.
A complete submission includes all required components, as stated in this document.
Duration of Proposal Offer: Price offers are irrevocable for 90 days following the proposal
due date. Once a proposal is accepted, all prices, terms and conditions will remain
unchanged throughout the contract period unless specifically agreed otherwise by both
PPLD and the successful vendor through documented change orders.
Withdrawal of Proposal: A Proposer may withdraw its own proposal at any time prior to
the proposal due date and time as identified herein. After that date and time, no proposal
may withdraw its proposal for any reason. All proposals shall be valid for a period not less
than 90 calendar days after the proposal due date.
Information to Vendors: No proposal shall be accepted from and no contract will be
awarded to any person, vendor or corporation that is deemed irresponsible or unreliable
by PPLD. If requested, vendors will submit satisfactory evidence that they have a practical
knowledge of the service bid upon and that they have the necessary financial resources to
provide the proposed service called for as described in this Request for Proposal.
PPLD reserves the right to investigate and confirm the vendor's financial stability. This
may include reviewing financial statements, checking bank reference, and interviewing
past contractors, employees, and creditors. Unfavorable responses to these investigations
are grounds for rejection of the proposal.
Confidentiality: All materials submitted in response to this RFP become the property of
PPLD, upon delivery. Proposals are public information. If a vendor submits proprietary
information, the vendor will label each proprietary page as "CONFIDENTIAL" and submit
in a separate package so PPLD will not release any information marked as Confidential.
Subcontracting: The vendor must be responsible for the performance of all of its sub-
contractors, sub-sub-contractors, and consultants. The use of specific sub-contractors and
consultants is subject to the approval of PPLD. The vendor is responsible for ensuring that
all sub-contractors and consultants comply with all the terms of the vendor's contract
with PPLD.
If the vendor uses subsidiary companies, explain their role and how they will be involved
in this project.
Insurance Requirements: The successful proposer shall have, at the minimum, the
following coverage: commercial general liability, automobile liability, excess liability, and
worker's compensation liability. The Vendor shall submit in their proposals, ACORD
certificates and/or other proof of the following insurances:
* General Liability $1,000,000
* Automobile Liability $1,000,000
* Excess (umbrella) Liability $1,000,000
* Per Truck $100,000
* Per Occurrence 1,000,000
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S pecial Collections Fire Extinguishing System RFP # 492-26-01-PE
* Worker's Compensation liability that meets statutory requirements.
Indemnification: The proposer agrees to, and shall, defend, release, and indemnify, and
save and hold harmless PPLD, its officer, agents, and employees from and against any and
all damages to property or injuries to or death of any person or persons, including
property and officers, employees, and agents of PPLD, and further agrees to, and shall,
defend, indemnify, and save and hold harmless PPLD, its officers, agents, and employees,
from and against any and all claims, costs, demands, liabilities, suits, actions, causes of
action, and other legal or equitable proceedings of any kind or nature whatsoever, of or by
anyone whomsoever, including, but not limited to claims arising out of and/or predicated
upon negligence, breach of contract, tort, or strict liability, in any way resulting from,
connected with, or arising out of the vendor's operations or performance in connection
herewith, including operations or performance of subcontractors and suppliers and acts or
omissions of officers, employees, or agents of the vendor or its subcontractors or suppliers.
Schedule: By submitting a proposal, the proposer guarantees that it will be able to comply
with the overall schedule.
Continuity: By submitting a proposal, the proposer will make its best efforts to ensure that
the key team member(s) remain assigned to the PPLD's project for the duration of contract.
Any changes to the staffing of this engagement must be discussed up front with PPLD
personnel.
2.2. Selection
Right of Acceptance and Rejection: PPLD reserves the right to accept or reject any or all
proposals and to waive any formalities, informalities, and deviations, which, in its opinion,
best serve the interests of PPLD. PPLD is not bound to accept the lowest price proposal.
Selection: It is the intent of PPLD to select only responsible and responsive vendors.
Bidder's proposal should include the most favorable terms and conditions.
Negotiation: PPLD reserves the right to negotiate terms and conditions of the contract
with the winning vendor.
Basis of Award: An evaluation team will judge the merit of proposals received in
accordance with the general criteria defined within this RFP. The recommendations of
this team will be forwarded to the Board of Trustees for approval and execution. The
following criteria will be taken into consideration when making evaluations of proposals.
This list is not intended to be exhaustive:
* Completeness of proposal
* References
* Pricing
* Quality of services
* Vendor qualifications and history
* Any other items deemed in the best interest of PPLD
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PPLD uses a weighted award decision making process. Bid scoring below:
Bid Completeness 10%
References 20%
Pricing 40%
Quality of Services 10%
Vendor Qualifications and History 20%
Total 100%
2.3. Contract Formation
Agreement in Writing: Following selection of a proposal, the vendor will be required to
enter-into a written contract with PPLD.
The winning Bidder's RFP proposal will be included and integrated into the final contract
documents. It is in the Bidder's best interest to ensure the proposal is accurate to allow for
the integration with minimal changes.
If you have a formal or standard contract that you typically use with such projects, please
attach a copy to your Proposal. A Service Agreement is not a condition of accepting an
RFP.
If, in PPLD's sole discretion, the selected proposer has not executed the contract documents
within a reasonable time after selection, PPLD reserves the right to rescind the award and
select another vendor.
Amendments to Contract: Parties hereto reserve the right to make amendments or
modifications to the contract by written amendment signed by both parties.
Termination of Contract for Cause: If, through any cause, the successful Bidder shall fail to
fulfill in a timely and proper manner its obligations or if the successful Bidder shall violate
any of the covenants, agreements or stipulations of the Contract, PPLD shall thereupon
have the right to terminate the Contract by giving written notice to the successful Bidder
of such termination and specifying the effective date of termination. In that event, all
finished or unfinished services, reports or other materials prepared by the successful
Bidder shall, at the option of PPLD, become its property, and the successful Bidder shall be
entitled to receive just, equitable compensation for any satisfactory work completed,
prepared documents or materials as furnished. Notwithstanding the above, the successful
Bidder shall not be relieved of liability to PPLD for damage sustained by PPLD by virtue of
breach of the Contract by the successful Bidder and PPLD may withhold any payments to
the successful vendor for the purpose of set offer until such time as the exact amount of
damages due PPLD from the successful Bidder is determined.
Termination of Contract for Convenience: PPLD may terminate the Contract at any time
by giving written notice to the successful vendor of such termination and specifying the
effective date thereof, at least thirty (30) working days before the effective date of such
termination. In that event, all finished or unfinished services, reports, material(s) prepared
or furnished by the successful Bidder under the Contract shall, at the option of PPLD,
become its property.
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Cancellation: Either party may cancel the Contract in the event that a petition, either
voluntary or involuntary, is filed to declare the other party bankrupt or insolvent or in
the event that such party makes an assignment for the benefit of creditors.
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S pecial Collections Fire Extinguishing System RFP # 492-26-01-PE
3. Scope of Work
Service Specifications:
The specifications of this project created by Jensen Hughes are attached in Exhibit A,
PPLD Carnegie Building Engineer Report, and Exhibit B, PPLD Carnegie Building Clean
Agent Replacement Drawings.
The successful proposer shall be required to furnish all permits, equipment, tools,
machinery, transportation and other implements necessary to fulfill the provisions of this
Contract. This includes but is not limited to all procurement and contracting requirement
specifications included within.
All work shall be done to the highest of industry quality and standards.
Vendor shall ensure all materials and workmanship are in accordance with specifications
provided by Jensen Hughes and shall correct all deficiencies, found not meeting such
requirements.
No non-employees, employee's significant others, employee's children, or employee's pet(s)
shall be permitted on the jobsite, by the vendor, during the performance of this contract.
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