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

Location:	Colorado
Posted:	Apr 8, 2026
Due:	Apr 22, 2026
Agency:	Pikes Peak Library District
Type of Government:	State & Local
Category:	J - Maintenance, Repair, and Rebuilding of Equipment
Publication URL:	To access bid details, please log in.

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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

Special 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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Special Collections Fire Extinguishing System

1. Terms & Conditions

RFP # 492-26-01-PE

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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Special Collections Fire Extinguishing System

must be signed and attached.

RFP # 492-26-01-PE

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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Special Collections Fire Extinguishing System

2. Proposal Submission, Selection, and Contract Formation

RFP # 492-26-01-PE

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).

Pikes Peak Library District

3/18/2026

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This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.

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

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