Annual Security Services

REQUEST FOR PROPOSALS
The City of Evans is soliciting proposals from qualified security services firms to provide
security for the Evans Municipal Court, Recreation Events, and Facility Rentals (as
needed.)
Submissions shall be submitted in PDF format to BidNet before 11:59 PM (Mountain
Time) on Friday October 23, 2026.
The City encourages all disadvantaged business enterprises to submit in response to
this request for proposals. Disadvantaged business enterprises will not be discriminated
against on the grounds of race, color, or national origin for any submissions for
negotiated agreements.
Questions concerning the scope of the solicitation should be submitted via email to
Andy Vowell - avowell@evanscolorado.gov no later than October 12, 2026, at 11:59
PM Mountain Time. Vendors are strongly encouraged to make the effort to get their
questions addressed and answered, as well as clearly understand the City's
expectations and procedures.
The City is subject to public information laws, which permit access to most records and
documents. Proprietary information in your response must be clearly identified and will
be protected to the extent legally permissible. Submissions may not be marked
'Proprietary' in their entirety. Information considered proprietary is limited to material
treated as confidential in the normal conduct of business, trade secrets, and discount
information. Summary price information may not be designated as proprietary as such
information may be carried forward into other public documents. All provisions of any
contract resulting from this request for proposals will be public information.
No officer, employee, or member of the City Council shall have a financial interest in the
sale to the City of any real or personal property, equipment, material, supplies or
services where such officer or employee exercises directly or indirectly any decision-
making authority concerning such sale, or any supervisory authority over the services to
be rendered. This rule also applies to subcontracts with the City. Soliciting or accepting
any gift, gratuity favor, entertainment, kickback or any items of monetary value from any
person who has or is seeking to do business with the City is prohibited.
Any submission deemed to be collusive, or a sham will be rejected and reported to
authorities as such. Your authorized signature on this submission is presumed to assert
that such submission is genuine and is not collusive or a sham.
The City reserves the right to reject any and all submissions and to waive any
irregularities or informalities.
Andy Vowell
Procurement and Contract Specialist, MPM
1100 37th Street
Evans, CO 80620-2036
(970) 475-2240
avowell@evanscolorado.gov
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I. INTRODUCTION
A. About Evans
Evans, Colorado is a growing city of 23,000 residents with a small-town
feel and a dynamic economic foundation driven by energy, agriculture,
healthcare, and construction. Known for its diverse and welcoming
community, Evans offers a high quality of life with excellent schools,
abundant parks, and easy access to both urban amenities and outdoor
adventures.
Located in Northern Colorado along the Front Range of the Rocky Mountains,
Evans is just an hour from Rocky Mountain National Park, providing year-round
opportunities for hiking, biking, and wildlife exploration. The city is also within
easy reach of Denver, Cheyenne, and Denver International Airport, making it
well-positioned for economic growth and accessibility. Historically, Evans was
founded in 1867 and incorporated in 1885, playing a key role in regional
development along the South Platte River and the Union Pacific Railroad.
Today, the city blends historic roots with modern growth, featuring new
residential developments, commercial expansion, and a strong commitment to
economic resiliency. Evans is currently investing in major infrastructure
projects, including a new police station, expanded roadways, and revitalized
public spaces.
With over 300 days of sunshine, a vibrant cultural scene, and a community-
driven vision for the future, Evans is establishing itself as the Community of
Choice in Northern Colorado.
B. Project Objectives
The City of Evans is soliciting proposals from qualified security services firms to
provide security for the Evans Municipal Court, Recreation Events, and Facility
Rentals (as needed.) Please see Exhibit B, below, for more detailed project
information and requirements.
II. REQUIRED QUALIFICATIONS
All companies submitting a response must be a qualified company and
must be able to meet all requirements as noted in the contract documents
and specifications. The consulting firm shall agree not to refuse to hire,
discharge, promote, demote or to discriminate in matters of compensation
against any person otherwise qualified, solely because of race, religion,
creed, color, sex, national origin, ancestry, or physical or mental disability.
III. CONTRACTING PROCESS
A. General Items
The City of Evans shall be the Owner. The Court Administrator is
Elisabeth Grant (egrant@evanscolorado.gov) and the Recreation
Manager is Jordan Sandau (jsandau@evanscolorado.gov).
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The Owner reserves the right to reject or accept any or all submissions or
waive any formalities, informalities, or information therein.
The Owner will award this contract based on review of, and the merits of,
the submissions received. Evaluation of the submissions will consider the
following items along with those found in Section IX - Selection Criteria.
Detailed description of the qualifications of the consultant/firm,
specifically highlighting those portions of each section that will be
critical to project success.
Project personnel experience.
A comment on the ability to adhere to, or requested amendments
to, the terms of the standard contract included in the appendix, as
amended by proposed special provisions presented in the
Consultant's submission.
Detailed description of key deliverables and tasks outlined in
Exhibit B, below.
IV. METHOD OF SUBMITTAL
Submittals shall be submitted in .pdf format to BidNet.
All submissions shall become the property of City of Evans and will
become public record.
Please include your firm name or abbreviation of in the file name of all
submitted documents. Please keep file names as short as reasonably
possible
V. FORM OF SUBMITTAL
Please limit submissions to 25 pages or less, not including dividers, cover
letter, team resumes, or required forms.
The submittal shall include the following items in the order listed:
A. Cover letter - A signed cover letter on company
letterhead identifying the prime firm, key personnel, firm history
and a brief statement of interest. The cover letter must confirm the
firm's understanding of the scope boundaries.
B. Current Colorado Certificates/Licensure- Please submit
security and firearms training certificates for all anticipated project
team members.
C. Relevant Experience and Qualifications - Documentation of the
firm's experience on comparable municipal court and recreation
security service engagements.
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D. References - References from customers (minimum of five (5)
projects from at least two (2) different clients), clients, or owners
for whom you have delivered similar services. Experience in
Colorado providing similar services to a government entity is
preferred. Please provide addresses, phone numbers, and
individual contacts for each reference.
E. Schedule - Confirm whether or not you are able to meet the 2027
court schedule (see supplemental documents on BidNet). Please
also provide the anticipated lead time that would be required to
ensure staffing of recreation events that would require security
services.
F. Exhibit A shall be filled out and included in the submission packet.
G. Completed and signed copy of the Non-Collusion Statement found in
Exhibit C
H. Completed Bid Proposal form found in Exhibit D
I. Completed Bid Schedule Excel File.
J. Proposed fee schedule for both armed and unarmed guards, any
minimum time requirements for billing, and a breakdown of any other
costs/fees that would be associated with performing the services
outlined in Exhibit B.
VI. SCOPE OF SERVICES
A. Refer to the scope outlined in Exhibit B.
B. City will be responsible for the following
Pay Application Review
Change Order Decisions
VII. MEETINGS AND DELIVERABLES
A. Refer to scope outlined in Exhibit B.
B. All meetings are to be held at Evans Municipal Building, 1100 37th
Street, unless otherwise noted.
VIII. INSTRUCTIONS TO TEAMS
A. Additional information
Teams may provide any additional information they feel will assist
the City in our evaluation of the submitted proposal.
B. Questions related to the scope of work should be submitted to Andy
Vowell, Procurement and Contract Specialist
(avowell@evanscolorado.gov).
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City contacts:
Andy Vowell
Procurement and Contract Specialist, MPM
avowell@evanscolorado.gov
Elisabeth Grant
Municipal Court Administrator
egrant@evanscolorado.gov
Jordan Sandau
Recreation Manager
jsandau@evanscolorado.gov
Jerry Hubbard
Accounts Payable Clerk
jhubbard@evanscolorado.gov
IX. SELECTION CRITERIA AND METHOD
A. Review and Assessment Criteria
Professional Teams will be evaluated on the following criteria. These
criteria will be the basis for reviewing the written submissions.
Company and Project Personnel (40%)
Firm experience on comparable municipal court and recreation security
engagements (10 pts)
Results of previous projects (10 pts)
Qualifications of assigned personnel and their experience with similar
work (10 pts)
At least five similar project references from at least two clients (10 pts)
Schedule (20%)
Ability to meet the 2027 court schedule (10 pts)
Anticipated lead time to staff recreation events and facility rentals (10
pts)
Cost and Billing (30%)
Cost points are based only on the Exhibit F Total Cost: 346 estimated
event hours multiplied by the proposed Cost per Hour for 2 Armed
Guards. The City's extension of the spreadsheet controls if a formula is
overwritten or an hour quantity is changed. (25 pts)
Score = (lowest responsive Exhibit F Total Cost / that proposal's
Exhibit F Total Cost) x 25
A proposal may be rejected as non-responsive if the rate is blank,
the Cost per Hour for 2 Armed Guards is not two times the armed
officer-hour rate on the fee schedule, or the estimated hours are
altered.
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A court minimum, if any, may not exceed 4 hours per session. An
event minimum, if any, may not exceed the hours ordered for that
event. A longer minimum is non-responsive. The City will not pay
a minimum above those caps. All responsive proposals are
scored on the same 346 event hours.
Billing points are taken from the fee schedule and the billing section of
the proposal:
Invoices state date, location, session or event, officer type, arrival,
release, and hours (2 pts)
Disputed hours are identified within a stated period, and service
continues during a dispute (2 pts)
Any minimum is stated on the fee schedule and does not exceed
4 hours for court or the ordered block for an event. If no minimum
is charged, the fee schedule says time is billed from arrival to
release. Silence or a conflict with the fee schedule scores zero (1
pt)
Professionalism and Completeness of Submission (10%)
Submission was free of spelling/grammar errors (5 pts)
Submission adequately addressed all tasks, services and requirements
outlined in the RFP packet (5 pts)
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B. Reference Evaluation
The Project Manager, or their designee, will check references using the following
criteria. The evaluation rankings will be labeled Satisfactory/Unsatisfactory. An
unsatisfactory reference check may make the proposal ineligible or may reduce the
Company and Project Personnel score.
1. Overall Performance
a. Would you hire this Professional again?
b. Did they provide the skills required by this project?
c. Did they communicate with you in a professional, timely manner?
d. Was the engagement a success?
e. Did guards act in a professional manner while performing duties?
2. Schedule
a. Was original Scope of Work completed satisfactorily?
b. Were service/event deadlines met in a timely manner?
3. Completeness
a. Was Professional responsive to client needs?
b. Did Professional anticipate problems?
c. Were problems solved quickly and effectively?
4. Budget
a. Was original Scope of Work completed within the project budget?
b. Were there any change orders to the Scope of Work?
5. Job Knowledge
a. Were problems corrected quickly and effectively?
b. Was there any problem with guards obtaining or maintaining required
licensure and certifications?
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EXHIBIT A - Request for Proposal Receipt Acknowledgement
Contractor hereby acknowledges receipt of the City of Evans Request for Proposal
(RFP) and acknowledges that they have read and agree to be fully bound by all of the
terms, conditions, and other provisions set forth in the RFP. Additionally, the Contractor
hereby makes the following representations to the City of Evans:
a. All of the statements and representations made in this submission are true to the
best of my knowledge and belief.
b. I further agree that the method of award is acceptable to my company.
c. I also agree to complete the proposed Agreements with the City of Evans within
ten (10) days of final day of the protest period as noted in the notice of intent to
award.
d. If the contract is not completed and signed within ten (10) business days, City
reserves the right to cancel and award to the next highest rated firm.
e. I acknowledge receipt of _____ addenda.
Firm Name:
Physical Address:
Remit to Address:
Phone:
Authorized Agent of Firm Name:
Signature of Authorized Agent:
Primary Contact for Project:
Title:
Email Address:
Phone:
Cell Phone: ____________________________________
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