Comprehensive UPS Lifecycle Support and Maintenance Services

INVITATION FOR BID (IFB)
IFB No. 204-26
Comprehensive UPS Lifecycle Support and
Maintenance Services
Purchasing Analyst of Record: Joshua Houston
Joshua.Houston@thorntonco.gov
City Hall - 2nd Floor
Contracts and Purchasing Division
9500 Civic Center Drive
Thornton, CO 80229-4326
Main Phone: (303) 538-7325

IFB No. 204-26
Comprehensive UPS Lifecycle Support and Maintenance Services
TABLE OF CONTENTS
SCHEDULE, PURCHASING ANALYST OF RECORD, AND GENERAL
SUMMARY OF NEEDS ............................................................................................................. 4
A.1 SCHEDULE OF EVENTS:............................................................................................... 4
A.2 PURCHASING ANALYST OF RECORD: ....................................................................... 4
A.3 GENERAL SUMMARY OF PROCUREMENT NEEDS: .................................................. 4
CURRENT STATE, SCOPE OF WORK, AND SPECIAL CONSIDERATIONS .. 6
B.1 CURRENT STATE: ......................................................................................................... 6
B.2 SCOPE OF WORK: ......................................................................................................... 6
B.3 SERVICE RADIUS REQUIREMENT: .............................................................................. 7
B.4 ESTIMATED QUANTITIES: ............................................................................................ 7
B.5 F.O.B. POINT: ................................................................................................................. 7
B.6 AWARD TERM LENGTH: ............................................................................................... 8
B.7 CRIMINAL JUSTICE INFORMATION SERVICES (CJIS) CLEARANCE: ...................... 8
B.8 WARRANTIES: ............................................................................................................... 8
B.9 SERVICE HOURS AND HOLIDAYS: .............................................................................. 9
B.10 INVOICING REQUIREMENTS: ..................................................................................... 9
B.11 FELONY DISQUALIFICATION: .................................................................................. 10
B.12 EMERGENCY PURCHASES: ..................................................................................... 10
B.13 VENDOR PERFORMANCE MANAGEMENT: ............................................................ 10
B.14 PALLET CHARGE: ..................................................................................................... 10
B.15 COOPERATIVE PURCHASING: ................................................................................ 10
PRICING AND BID ITEMS ................................................................................ 11
C.1 PRICING INFORMATION: ............................................................................................ 11
C.2 TARIFFS: ...................................................................................................................... 11
C.3 PRICING: ....................................................................................................................... 11
C.4 ANNUAL PRICE UPDATES: ........................................................................................ 11
C.5 BID ITEMS: ................................................................................................................... 12
BID INSTRUCTIONS, EVALUATION, AND AWARD ....................................... 15
D.1 IFB POSTED LOCATIONS: .......................................................................................... 15
D.2 QUESTIONS: ................................................................................................................ 15
D.3 ADDENDA: .................................................................................................................... 15
D.4 SPECIAL RESPONSIBILITY CRITERA: ...................................................................... 15
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IFB No. 204-26
Comprehensive UPS Lifecycle Support and Maintenance Services
D.5 SUBMISSION OF BIDS: ............................................................................................... 16
D.6 DOCUMENTS FOR FINAL VENDOR SUBMISSION: .................................................. 16
D.7 LATE BID SUBMISSIONS: ........................................................................................... 17
D.8 BID OPENING: .............................................................................................................. 17
D.9 ACCEPTANCE PERIOD: .............................................................................................. 18
D.10 AWARD ....................................................................................................................... 18
D.11 POST AWARD PURCHASE ORDER: ........................................................................ 18
D.12 STANDARD PROPOSAL CONSIDERATIONS: ......................................................... 18
SAMPLE AGREEMENT .................................................................................... 19
E.1 SAMPLE AGREEMENT: ............................................................................................... 19
REQUIRED VENDOR SIGNATURE FORMS .................................................... 20
F.1 ACCEPTANCE AND ADDENDA ACKNOWLEDGEMENT FORM: .............................. 20
F.2 SAMPLE AGREEMENT ACKNOWLEDGEMENT FORM ............................................. 21
F.3 REFERENCES AND AUTHORIZATION AND RELEASE FORM: ................................ 22
F.4 DISCLOSURE OF GENERATIVE ARTIFICIAL INTELLIGENCE (A.I.) USAGE FORM:
............................................................................................................................................. 24
AUTHORIZATION FOR SOLICITATION POSTING ......................................... 26
G.1 PURCHASING MANAGER FORM: .............................................................................. 26
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IFB No. 204-26
Comprehensive UPS Lifecycle Support and Maintenance Services
SCHEDULE, PURCHASING ANALYST OF RECORD, AND GENERAL
SUMMARY OF NEEDS
A.1 SCHEDULE OF EVENTS:
The following is a list of important items, dates, and times that pertain to this solicitation. All
times listed below are in reference to the local Thornton, Colorado time.
Solicitation Item Date Time
Invitation for Bids (IFB) Issued 09/01/26
Deadline to Submit Questions 09/09/26 4:30 P.M.
Response to Written Questions 09/15/26
Bid Due Date 09/28/26 4:30 P.M.
Bid Opening 09/29/26 9:00 A.M.
Location of Bid Opening Virtual/Microsoft Teams
A.2 PURCHASING ANALYST OF RECORD:
The Purchasing Analyst of Record for this solicitation will be the central point of contact
throughout the solicitation process. All questions and inquiries must be submitted in writing via
direct email to the Purchasing Analyst. No communication is to be directed to any other Thornton
personnel.
The Purchasing Analyst of Record's contact information is as follows:
Name: Joshua Houston
Title: Senior Purchasing Analyst
Email: Joshua.Houston@thorntonco.gov
A.3 GENERAL SUMMARY OF PROCUREMENT NEEDS:
The City of Thornton, CO ("Thornton") is seeking Bids for the purchase, installation,
configuration, and startup of new and replacement UPS (uninterruptible power supply) systems,
batteries, and related components; biannual (twice yearly) preventative maintenance services
for Thornton's existing UPS systems; and as-needed corrective maintenance, technical support,
and emergency response.
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IFB No. 204-26
Comprehensive UPS Lifecycle Support and Maintenance Services
Please note that Thornton does not intend to replace all existing UPS systems through this
project; this project only covers as-needed purchases of UPS systems and parts, as those needs
arise. Thornton does not commit to replacing any specific number of systems during the period
of any agreement resulting from this IFB.
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IFB No. 204-26
Comprehensive UPS Lifecycle Support and Maintenance Services
CURRENT STATE, SCOPE OF WORK, AND SPECIAL CONSIDERATIONS
B.1 CURRENT STATE:
Thornton is a home-rule city in Adams County, Colorado, located ten (10) miles northeast of
Denver.
There are five (5) UPS systems at five (5) Thornton facilities that will be covered by this Project.
The facilities are Thornton's City Hall, Thornton's Justice Center (which includes the Thornton
Police Department headquarters and Thornton Municipal Court), Fossil Ridge Public Safety
Center (a facility combining Thornton police and fire operations), the Thornton Water Treatment
Plant, and the Wes Brown Water Treatment Plant. The UPS systems at these facilities ensure
continued power to critical infrastructure and City operations. Thornton employs Eaton and
Liebert UPS systems at these facilities.
The incumbent contract for these services, performed by Quality Uptime Services of Danbury,
Connecticut, ends on December 31, 2026.
B.2 SCOPE OF WORK:
The awarded Vendor shall perform three (3) Tasks:
B.2.1 Task 1: Purchase and installation of new and replacement UPS systems,
batteries, and related components
As needed by Thornton, furnish, install, configure, and startup new or replacement UPS
systems, batteries, and related components1 to meet Thornton's needs. Thornton anticipates
purchasing UPS systems and batteries of the same makes and models as Thornton currently
uses; see Appendix No. 1, Thornton UPS Systems and Batteries. The awarded Vendor shall
be able to supply these makes and models in accordance with Appendix No. 2, Service
Level Agreement (SLA).
Please note that Thornton does not intend to replace all existing UPS systems through this
project; this project only covers as-needed purchases of UPS systems and parts, as those
needs arise. Thornton does not commit to replacing any specific number of systems during
the period of any agreement resulting from this IFB.
B.2.2 Task 2: Biannual (twice yearly) preventative maintenance services
1 In this context, "new" UPS systems and batteries refers to the purchase and installation of UPS systems and
batteries in locations not previously serviced by a UPS system. "Replacement" UPS systems and batteries refers
to the purchase and installation of UPS systems and batteries in locations currently serviced by an existing UPS
system that is being replaced in whole or in part (due to planned phase out or upgrade, to correct a deficiency, etc.).
In either case, the awarded Vendor shall supply only new original equipment manufacturer parts to Thornton, unless
otherwise approved in writing by Thornton.
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IFB No. 204-26
Comprehensive UPS Lifecycle Support and Maintenance Services
Perform biannual (twice yearly) preventative maintenance services on covered UPS
systems. Services shall be performed to the manufacturer's recommendations and include
the tasks outlined in Appendix No. 2, Service Level Agreement (SLA). All preventative
maintenance service visits shall be scheduled no later than thirty (30) Calendar Days in
advance.
B.2.3 Task 3: Corrective maintenance, technical support, and emergency response
As needed by Thornton, and in accordance with Appendix No. 2, Service Level Agreement
(SLA), perform (a) corrective maintenance (e.g., repairing issues identified during the
preventative maintenance visit, or issues identified by Thornton outside of preventative
maintenance services, to bring the UPS system back to full operation); (b) technical support
(e.g., troubleshooting faults or making technical recommendations to Thornton); and (c)
emergency response services.
The awarded Vendor shall supply all tools, equipment, materials, and supplies required to
perform the services. At its sole discretion, Thornton may elect to purchase supplies or
equipment for specific tasks.
B.3 SERVICE RADIUS REQUIREMENT:
Bidders must have at least one (1) qualified field service technician available and able to perform
preventative and corrective maintenance, technical support, and emergency response services
located within eighty (80) miles of Thornton's City Hall, located at 9500 Civic Center Drive,
Thornton, CO 80229. "Located" means the technician is routinely dispatched from a service
office, residence, or designated duty station within an 80-mile radius of Thornton's City Hall.
This requirement ensures the awarded Vendor can provide timely on-call services in accordance
with Appendix No. 2, Service Level Agreement (SLA). Bidders who do not have technicians
located within eighty (80) miles will not be considered.
B.4 ESTIMATED QUANTITIES:
Quantities listed are Thornton's best estimate and do not obligate Thornton to order or accept
more than Thornton's actual requirements during the period of this Agreement, as determined
by actual needs and availability of appropriated funds. It is expressly understood and agreed
that the resulting Agreement is to supply Thornton with its complete actual requirement of the
materials and services specified in this solicitation for the Agreement period.
B.5 F.O.B. POINT:
All prices shall be F.O.B. Destination and delivered, unloaded, and installed, as required.
Thornton's current locations for UPS systems and listed below. Thornton reserves the right to
add or delete locations as necessary during the term of the Agreement and will negotiate such
changes with the awarded Vendor.
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IFB No. 204-26
Comprehensive UPS Lifecycle Support and Maintenance Services
City Hall
9500 Civic Center Drive
Thornton, CO 80229
Justice Center (Police Department headquarters and Municipal Court)
9551 Civic Center Drive
Thornton, CO 80229
Fossil Ridge Public Safety Center (Thornton Police and Fire Operations)
13150 Quebec Street
Thornton, CO 80602
Water Treatment Plant
920 Thornton Parkway
Thornton, CO 80229
Wes Brown Water Treatment Plant
3651 E 86th Ave
Thornton, CO 80229
B.6 AWARD TERM LENGTH:
The goal of this IFB is to establish a multi-year purchasing avenue with an awarded Vendor.
The Vendor who is awarded from this solicitation will be awarded through a subsequent
Agreement that will last from January 1, 2027, through December 31, 2027. After this initial
term expires, there will be the opportunity for a mutually agreed annual renewal for up to four
(4) additional one-year terms.
All future renewal periods will be executed by a contractual amendment.
B.7 CRIMINAL JUSTICE INFORMATION SERVICES (CJIS) CLEARANCE:
Thornton encourages Bidders to obtain CJIS clearance, which will enable the awarded Vendor
to perform services at the Thornton Justice Center without a Thornton Information Technology
Department escort. CJIS clearance is not required, however, and Thornton IT will be able to
escort an awarded Vendor without CJIS clearance.
B.8 WARRANTIES:
See Appendix No. 2, Service Level Agreement (SLA).
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B.9 SERVICE HOURS AND HOLIDAYS:
All deliveries and non-emergency services shall be made or performed between the hours of
8:00 a.m. MT and 5:00 p.m. MT Monday through Friday, excluding City holidays, unless
otherwise directed by Thornton ("normal business hours").
"After hours" shall be defined as all weekend hours, and hours that fall outside of normal
business hours, as defined above.
"Holiday hours" are hours that occur on Thornton-observed holidays, which are the following:2
* New Year's Day.
* Martin Luther King Jr. Day.
* Presidents' Day.
* Memorial Day.
* Juneteenth.
* Independence Day.
* Labor Day.
* Veterans Day.
* Thanksgiving Day.
* Day After Thanksgiving.
* Christmas Day.
B.10 INVOICING REQUIREMENTS:
Thornton's Accounts Payable Division is the only division within Thornton that issues payments
to Vendors whom have submitted invoices. Thornton only issues payments from invoices and
will not issue payments to Vendors off of quotes.
The Vendor must be capable of providing invoices that include the following details:
* Invoice number;
* Invoice date;
* Itemized charges, including unit of measurement;
* Total charge;
* Service date(s) or service period;
* Vendor Agreement number (provided upon acceptance of award);
* Blanket PO number (will be provided annually to awarded Vendor; and
* Delivery location (Building name and address).
Vendor shall also provide monthly statement billing (as required).
2 City holidays are listed here: https://www.thorntonco.gov/community-culture/about-thornton#cityholidays.
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IFB No. 204-26
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Thornton's standard payment terms are net thirty (30) Calendar Days after receipt of an invoice.
All invoices submitted shall be emailed to AP.Invoices@ThorntonCO.gov. In lieu of email,
physical copies may be submitted to City of Thornton - Accounts Payable, 9500 Civic Center
Drive, Thornton, CO 80229-4326. Invoices sent to anyone other than Accounts Payable are not
considered to be properly submitted and will not be paid until they are properly submitted.
B.11 FELONY DISQUALIFICATION:
The Vendor shall not employ, retain, hire or use any individual that has been convicted of any
felony charges as the same is defined under the laws of the State of Colorado in the performance
of the services to be rendered and materials to be provided to Thornton pursuant to this IFB
unless the Vendor receives prior written permission from the Director of Support Services. The
Director may require that a fidelity bond, or such other assurance in such amount as deemed
appropriate, be provided to Thornton as a condition precedent to the grant of such permission.
B.12 EMERGENCY PURCHASES:
Thornton reserves the right to purchase from other sources those items which are required on
an emergency basis and cannot be supplied immediately from stock by the awarded Vendor.
B.13 VENDOR PERFORMANCE MANAGEMENT:
Thornton may administer a Vendor performance management program as part this Bid and
resulting agreement. The purpose of this program is to create a method for documenting and
advising Thornton of exceptional performance or any problems related to the purchased goods
and services.
B.14 PALLET CHARGE:
All pallets supplied by a Vendor shall be non-returnable, no deposit.
B.15 COOPERATIVE PURCHASING:
Thornton encourages the proper use of cooperative purchasing and reserves the right to make
results of this solicitation available to other governmental agencies seeking like equipment,
goods, or services. Other agencies using this solicitation must do so according to regulations
established by their individual organizations and accept sole responsibility for its use. The terms
and conditions of any resulting transaction shall be exclusively between the buyer and the seller.
Buyers and sellers from other municipalities and political subdivisions using this solicitation in a
cooperative or "piggy-back" fashion, agree to defend and hold harmless Thornton from any
dispute or action arising from its use.
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