Request for Proposals (RFP) / Bids
General Town of Frisco Request for Proposal (RFP) Information
The Town of Frisco recognizes the need to use outside sources to provide professional services, construct capital projects, procure supplies and equipment and provide services for day-to-day operations and maintenance. Contracts for such services, supplies and equipment in excess of fifty thousand dollars shall be awarded through a formal competitive bid process.
When competitive bids are required, an “invitation to bid” shall be published in a local newspaper of general circulation at least fifteen days but not more than forty-five days from the bid deadline. The invitation to bid shall include an adequate description of the services, supplies and/or equipment to be purchased. Bids shall be opened publicly at the time and place designated in the invitation for bids. The amount of each bid and such other relevant information as may be specified by Town policy, together with the name of each bidder, shall be entered on a record and open for public inspection.
The Town shall not be obligated to select the lowest bidder, but shall select based on the criteria established in Chapter 9 of the Town Code and in the invitation to bid.
BidNet Direct
The Town of Frisco has joined Rocky Mountain E-Purchasing System on BidNetDirect.com. This is a regional e-procurement solution that provides vendors throughout Colorado easy online access to our upcoming RFPs. The Town of Frisco invites all vendors to register online and view all current RFPs.
REQUEST FOR QUOTE
Contractor Bulk Water Fill Station
| Information | Date Due |
|---|---|
| Issue Date | 26 August 2026 |
| Questions Due | 2 September |
| Answers Due | 4 September |
| Quotes Due | 8 September |
| Submission Method | Electronic submission through BidNet Direct only |
| Procurement Contact | joshs@townoffrisco.com; ryantt@townoffrisco.com |
Solicitation Summary
The Town of Frisco is requesting competitive quotations for one complete, outdoor, cold-climate contractor bulk potable-water fill station. The basis of design is the Portalogic Model FS-63 by EleMech, Inc., configured for 3-inch service, or an approved equal meeting every mandatory requirement in this RFQ. The Town will evaluate total cost, guaranteed delivery, warranty, and support; award is not based on price alone.
Base quote: Furnish, factory test, document, deliver, and unload one complete station at 102 School Road, Frisco, Colorado 80443. Installation, commissioning, and training at the Frisco Bay Marina are requested as a separately priced additive alternate.
BidNet Posting Description
The Town of Frisco seeks one turnkey, 3-inch, cold-climate contractor bulk potable-water fill station with access control, metering, billing/management software, integral control valve, and backflow protection. Portalogic FS-63 or approved equal. Base quote is delivery and unloading at 102 School Road; installation, commissioning, and staff training at the Frisco Bay Marina shall be priced as an additive alternate. Delivery lead time is a scored evaluation factor.
1. Instructions to Vendors
- Submit one complete electronic quotation through BidNet Direct by the stated deadline. Late quotations may be rejected.
- Direct all questions through BidNet Direct. Information obtained from another source is not binding unless issued by the Town in a written addendum.
- Quote the exact base configuration and every requested alternate on the Town’s Quote Schedule. Identify all freight, unloading, setup, software, subscription, payment-processing, and recurring charges.
- State one guaranteed delivery lead time in calendar days after receipt of a Town purchase order. A range such as ’20-30 weeks’ is not acceptable for scoring; use the longest guaranteed number within the range.
- List every exception or deviation. Silence constitutes full compliance with this RFQ. Product literature alone is not a substitute for the completed compliance schedule.
- Keep the quotation valid for at least 90 calendar days after the quote deadline.
- Do not include sales or use tax. The Town is a tax-exempt Colorado municipality and will provide documentation upon request.
2. Town Objectives
- Provide secure, accountable, self-service potable-water access for authorized contractors and haulers.
- Accurately meter each transaction and support account management, billing, monitoring, reporting, and data export.
- Provide reliable winter operation in Frisco’s high-altitude climate with straightforward maintenance and readily available support.
- Obtain the best overall value by balancing responsive equipment pricing with a documented and enforceable delivery commitment.
3. Base Scope – Furnish and Deliver
The base quotation shall include all labor, materials, software, documentation, packaging, freight, and equipment necessary to provide one complete and operationally ready station, including:
- One factory-assembled Portalogic FS-63, or approved equal, configured for 3-inch potable-water service.
- Integral meter, automatic control valve, testable backflow protection, control panel, user interface, internal piping, freeze protection, and required appurtenances.
- Account/PIN access and RFID card/fob capability, including the hardware and software necessary to administer users and transactions.
- Management software, initial licenses, configuration information, and all mandatory first-year support or hosting services.
- Factory testing and a written test report before shipment.
- Shop drawings, utility requirements, anchoring/foundation information, piping schematic, electrical information, operating manuals, parts lists, and warranty documents.
- FOB destination delivery and unloading at the Town of Frisco Public Works facility, 102 School Road, Frisco, Colorado 80443.
4. Additive Alternate A – Installation, Commissioning, and Training
Price this alternate separately. The Town may accept or reject the alternate independently of the base quote. Installation will occur near the existing fuel point at the Frisco Bay Marina, 267 Marina Road, Frisco, Colorado 80443.
- Coordinate final placement and utility interfaces with Town staff before mobilization.
- Transport the station from 102 School Road to the marina installation location, set it on the Town-provided concrete pad, and anchor it in accordance with the approved shop drawings.
- Connect to Town-provided 3-inch potable-water and 240-volt electrical stub-outs located within approximately 5 feet of the station. Include licensed electrical and plumbing labor required for the final connections.
- Complete final internal connections, heat tracing, controls, network/software setup, leak testing, backflow testing/certification, startup, functional testing, and commissioning.
- Provide at least four hours of onsite operator and administrator training for up to six Town employees, plus electronic training materials.
- Provide a written commissioning report, final configuration backup, and record drawings reflecting field connections.
- Coordinate the work near marina fuel facilities and comply with applicable electrical, fire, and hazardous-location separation requirements. Do not place unlisted equipment within a classified area.
Alternate pricing assumption: The Town intends to provide the concrete pad and utility stub-outs. Civil excavation, trenching, major site restoration, and utility extensions beyond approximately 5 feet are excluded unless the bidder clearly identifies and separately prices them.
5. Minimum Technical Requirements
| Requirement | Minimum Specification |
|---|---|
| Basis of design | Portalogic by EleMech Model FS-63 turnkey 3-inch filling station, or approved equal. Proposed equals must include a point-by-point comparison and all product data necessary for evaluation. |
| Application | Outdoor, unattended contractor/hauler bulk dispensing of potable water at approximately 9,100 feet elevation. |
| Enclosure | Lockable, tamper-resistant, weather-resistant, temperature-controlled walk-in enclosure. Basis-of-design dimensions are approximately 66 inches long x 36 inches wide x 75 inches high. Painted galvanized steel or more corrosion-resistant material. |
| Cold climate | Complete cold-climate package with insulation, thermostatically controlled heaters, and heat tracing sufficient for operation down to at least -40 degrees F. Protect all wetted components, controls, piping, valves, drains, and the backflow assembly from freezing. |
| Water service | Potable water; 3-inch inlet/process connections. Bidder shall identify connection type, flange class, allowable pressure range, and required upstream/downstream straight-run or isolation requirements. |
| Flow | System shall be suitable for 3-inch bulk-fill service and provide not less than 300 gpm when supplied at the manufacturer’s required flowing pressure. State continuous flow, maximum flow, minimum inlet pressure, pressure loss, and any operating limitations. |
| Meter | Potable-water-compatible, revenue-quality 3-inch meter integrated with the controller. State manufacturer/model, accuracy, rated flow range, pressure rating, pulse/output method, materials, and required calibration/verification. |
| Control valve | 3-inch automatic solenoid control valve; Cla-Val Model 136-01 or approved equal. Flanged, ductile-iron body, Class 150 minimum, energized-to-open / fail-closed operation, drip-tight shutoff, and suitable solenoid enclosure for the installed environment. Include required pilot strainer, isolation valves, speed controls, and pressure indication. |
| Backflow | Integral, testable backflow prevention assembly appropriate for a potable bulk-water fill application and compliant with applicable Town and State requirements. Identify manufacturer/model, listing, pressure loss, drainage/relief requirements, and testing access. |
| Truck-fill outlet | 3-inch cam-and-groove truck-fill connection with durable cap and secure hose interface. Identify the proposed coupling type, orientation, and any included hose, support, or anti-siphon components. |
| Electrical | Accept 240 VAC service furnished by the Town. Provide a single clearly identified field connection, internal distribution/power panel, overcurrent protection, grounding provisions, and all power conversion required for station components. State phase, frequency, connected load, and full-load amperage. |
| Controls | Outdoor-rated keypad and sunlight-readable display. Users shall enter an account/PIN or use an RFID credential, select a requested volume, start/stop filling, and receive automatic shutoff at the authorized or selected volume. |
| Access credentials | Base system shall include account/PIN and RFID card/fob capability. Include at least 25 reusable RFID credentials or state a separate unit price. |
| Management software | Include software and licenses required to configure one station, manage customers/accounts/PINs/credentials, set rates and limits, monitor station status, record transactions, invoice or export billing data, and generate reports. |
| Records and export | Retain account/user, credential, date/time, requested volume, delivered volume, rate, charge, interruptions, and operator adjustments. Support common data export such as CSV. State retention limits and backup method. |
| Communications | State available Ethernet, Wi-Fi, and cellular options, required ports/services, offline operating capability, and method for synchronizing transactions after a communication interruption. Itemize any cellular hardware and recurring data costs. |
| Security | Role-based administrative access, changeable credentials, transaction audit trail, and secure remote connectivity. Any proposed payment-card option shall be PCI-DSS compliant and identify processor/merchant-account requirements. |
| Certifications | Control equipment shall be listed or certified by a nationally recognized testing laboratory for the intended use. Wetted components shall be suitable for potable water and comply with applicable lead-free and drinking-water requirements. |
| Maintainability | Provide safe maintenance access, upstream/downstream isolation capability, component identification, drain provisions, and parts support. Identify recommended annual preventive maintenance and consumable/spare parts. |
6. Required Optional Pricing
In addition to Additive Alternate A, provide separate optional prices for:
- Credit/debit-card reader, payment gateway integration, setup, and all processor or subscription costs.
- Heavy-duty kiosk receipt printer with illuminated chute and initial paper supply.
- Cellular communications hardware and annual data/hosting service, if not included in the base system.
- Additional RFID cards/fobs in lots of 25.
7. Submittals and Deliverables
- With quotation: completed Quote Schedule, guaranteed delivery commitment, compliance/deviation schedule, equipment cut sheets, dimensional drawing, utility requirements, warranty, software/fee schedule, and two comparable cold-climate municipal references.
- Within 21 calendar days after purchase order: approval shop drawings, foundation/anchoring requirements, piping schematic, electrical one-line/connection requirements, and final proposed equipment list.
- Before shipment: factory test report, shipping dimensions/weight, unloading requirements, and written delivery coordination notice.
- At delivery: O&M manuals, parts lists, warranty certificates, software credentials/licenses, configuration backup, and manufacturer contact information.
8. Delivery, Inspection, and Acceptance
- Delivery term is FOB destination, freight prepaid and included, to 102 School Road, Frisco, Colorado 80443. The base price shall include unloading into a Town-designated area.
- Coordinate delivery at least five business days in advance. Normal receiving hours are subject to confirmation by Town staff.
- Risk of loss remains with the vendor until the station is unloaded and accepted for visible shipping condition by the Town.
- The guaranteed delivery commitment becomes part of the purchase order. Notify the Town immediately of any threatened delay and provide a written recovery plan.
- Base-scope acceptance occurs after delivery inspection, receipt of required documentation, and confirmation that the equipment matches the approved submittal.
- If Additive Alternate A is accepted, final acceptance occurs after successful leak, flow, controls, access, communications, software, backflow, freeze-protection, and automatic-shutoff tests; delivery inspection alone is not final acceptance.
9. Warranty and Support
- Provide a minimum 18-month warranty from shipment for controller components and a minimum two years of software updates and telephone support, consistent with the basis-of-design literature. Clearly state all warranty terms and exclusions.
- Identify the nearest authorized service provider, normal support hours, emergency support process, expected response time, and parts availability.
- Provide current annual pricing for software support, hosting, payment services, communications, or other recurring services through Year 5. A recurring charge not disclosed in the quotation may not be added after award.
- Warranty service requiring removal of a component shall include return authorization and reasonable shipping support. State whether travel and onsite labor are included.
10. Evaluation and Award
The Town will first determine whether each quotation is responsive and the proposed equipment meets the mandatory technical requirements. Responsive quotations will then be evaluated using the following best-value criteria:
| Criterion Test | Points | Evaluation Method |
|---|---|---|
| Base evaluated price | 60 | Lowest responsive base evaluated price receives 60 points. Other scores = lowest price / quoted price x 60. |
| Guaranteed delivery | 30 | Shortest responsive guaranteed lead time receives 30 points. Other scores = shortest lead time / quoted lead time x 30. |
| Warranty and support | 10 | Strength and duration of warranty, service access, parts availability, software support, and comparable cold-climate experience. |
Base evaluated price includes the complete base scope and every mandatory cost required for initial operation. Additive alternates and optional items are not included in the base price score and may be accepted or rejected separately. The Town may verify lead time directly with the manufacturer and may reject an unsupported or conditional delivery commitment.
11. General Conditions
- The Town may reject any or all quotations, waive minor informalities, request clarification, cancel this RFQ, or accept the quotation judged to be in the Town’s best interest.
- The Town may award the base quote, any alternate, or any combination of options and may negotiate final details that do not materially alter the competitive basis of the RFQ.
- No quotation creates a contract. The Town is obligated only after issuance of an authorized purchase order or execution of a written agreement.
- The successful vendor shall comply with applicable federal, state, and local laws, codes, permits, licenses, and safety requirements. A Town of Frisco business license is required when applicable, including for onsite installation work or direct delivery not made by a qualifying common carrier.
- Before onsite installation work, the successful vendor shall provide insurance certificates meeting Town requirements and shall ensure subcontractors are appropriately licensed and insured.
- Vendor shall not substitute equipment after award without prior written Town approval. Approved substitutions shall provide equal or better performance at no increase in cost or extension of delivery unless the Town agrees in writing.
- All quotation materials may become public records subject to the Colorado Open Records Act. Clearly identify claimed confidential material; the Town cannot guarantee confidentiality contrary to law.
- Payment terms are Net 30 after receipt of a correct invoice and Town acceptance of the applicable goods or services. Deposits or progress payments must be clearly identified and are subject to Town approval.
12. Reference Documents
- FS-63 Handout – Portalogic Water Fill Station Model FS-63 (basis-of-design information).
- E-136-01 – Cla-Val Model 136-01 Solenoid Control Valve engineering data sheet.
- 136-01/636-01 Quick Manual – Cla-Val installation, operation, and maintenance information.
These documents describe the basis of design and are not intended to limit competition. If a reference document conflicts with this RFQ, this RFQ controls unless the Town issues a written addendum.