City-wide Project Management Software

The City is evaluating a single, citywide project and task management platform that supports consistent tracking across departments while remaining flexible enough to accommodate different team workflows. The goal is to improve visibility into work in progress, strengthen collaboration, and reduce reliance on scattered spreadsheets, emails, and disconnected tools. We are looking for a solution that is easy for staff to adopt and can scale across a range of project types, from operational work to longer-term initiatives.

At a minimum, the platform must support structured intake (forms), robust planning views (Gantt, timeline, calendar), and an Excel-like grid/spreadsheet experience with editable columns. It must also provide dashboards, task-level comments, links to external documents/URLs, and robust file-sharing and review capabilities, including proofing and attachment markup. The City also requires reliable import/export (including migration via Excel) to move data from existing solutions and support ongoing reporting needs.

Nice-to-have capabilities include configurable workflows, conditional logic/automation, integrations with Outlook, SharePoint/OneDrive or Laserfiche, lightweight document building/editable Word support, and optional e-signature functionality. Vendors that can demonstrate strong usability, quick configuration, and a practical path for data migration and adoption across diverse teams will be strong candidates.

Background

The City of Wheat Ridge (the “City”) Municipal Building is located in the northwest Denver metropolitan area, with municipal offices at 7500 W 29th Avenue, Wheat Ridge, CO 80033. The City’s area consists of about nine square miles of rolling land adjacent to the Interstate 70 transportation corridor between Denver and the Rocky Mountains.  The topography is somewhat unique, with a natural ridge traversing the City. The City is a suburban community of approximately 33,000 residents. Wheat Ridge is a home-rule municipality with an elected mayor and eight council members, and a Council- Manager form of government. Wheat Ridge recognizes the Best Value procurement model which allows the City to appoint suppliers that best meet the needs of the City, taking into consideration proposer qualifications, price, products, and service capabilities and other factors relevant to the City’s policies, programs, administrative resources, and budget.

Project Details

• Department: IT Services
• Department Head: Jesse Dubin (IT Manager)

Important Dates

• Questions Due: 2026-04-22T20:00:00.000Z

Evaluation Criteria

• Capabilities and References for Similar Projects (25 pts) —
  1. Provide an overview of your company’s history. Include information on management, firm size, number of employees, years in business, location of working office, and other DBA’s.
  2. Provide references for projects of similar size and scope: include the name, current phone number and email address of the owner’s project manager for each project listed. Provide total dollar amount and a brief summary of the work performed, listing any sub-consultants you may have partnered with.
  3. Demonstrate experience in overseeing and coordinating multiple, concurrent projects.
  4. State any MBE/WBE, disadvantaged business enterprise participation.
  5. Provide a statement agreeing to provide and maintain insurance per the RFP requirements, if awarded.
  6. Outline experience and references of the project manager on similar projects in the same capacity.
  7. Detail experience in the Denver metropolitan and other areas in Colorado.
  8. Disclose any relationships the owner or employees may have that could be construed or perceived as personal or organizational conflicts of interest.
  9. Provide a brief summary regarding your firm’s financial stability. Disclose whether or not your firm or any affiliates have filed for bankruptcy or reorganization under bankruptcy laws.
• Effective Approach and Timeline (25 pts) —
  1. Provide information on current and projected (next 9 months) workload and how this project will be accomplished within that framework, outlining various phases, if any.
  2. Detail your approach in managing work to meet project deadlines, or an expedited schedule if needed.
  3. Identify any foreseeable problems in the implementation of the program.
  4. Describe how the objectives identified will be achieved.
  5. Demonstrate your understanding of the technical requirements.
• Plan Effectiveness (25 pts) —
  1. Discuss your customer service philosophy and your firm’s approach toward client communication and reporting.
  2. Discuss quality control methodology, including adherence to widely accepted standards.
  3. Discuss your firm’s billing procedures, claims processing, reporting, collection, and customer service policies.
  4. Detail any value-added services such as reporting, training, public outreach, educational programs, resources, health and safety programs, investments, or service at public events.
• Price and/or Total Cost of Ownership (25 pts) —
  1. Provide a detailed statement of fees including individual rates for partners and support staff. Include all reimbursable expenses, which should be assumed to be billed at cost, without mark-up.
  2. Outline all rates/fees for staff including fringe benefits, payroll taxes, insurance, and overhead costs.
  3. List pricing for any or all of the requested services.
  4. Specify a maximum percentage of increase for renewal years subsequent to initial contract.
  5. Rates are negotiable.

Submission Requirements

• ACKNOWLEDGEMENTS
• Non-Discrimination Assurance Title VI Regulations at 49 CFR Part 21 (required) —

  Title VI of the Civil Rights Act of 1964 prohibits discrimination of the basis of race, color or national origin by any entity receiving Federal financial assistance.

  The City of Wheat Ridge is a recipient of Federal financial assistance and as such, it—as well as all of its responsible agents, contractors and consultants—is required by the United States Department of Transportation Title VI Regulations at 49 CFR Part 21 (the Regulations) to assure nondiscrimination. The City of Wheat Ridge assures that no person shall be excluded from participation in, be denied the benefits of, or be otherwise subjected to discrimination on the grounds of race, color, or national origin under any program or activity conducted by the City.

  All bidders are hereby notified that the City of Wheat Ridge will affirmatively ensure that disadvantaged business enterprises will be afforded full opportunity to submit bids in response to all invitations and will not be discriminated against on the grounds of race, color or national origin in consideration for an award.  This applies to all solicitations for bids for work or material subject to the Regulations, and for all proposals for negotiated agreements.

  By clicking "Please confirm" below, the bidder agrees as follows:

  1. The bidder shall comply with the provisions of Title VI of the Civil Rights Act of 1964.
  2. The bidder assures the City of Wheat Ridge that disadvantaged business enterprises are afforded full opportunity to submit bids as sub-contractors or sub-consultants and will not be discriminated against on the grounds of race, color or national origin in consideration for award.
  3. The bidder shall comply with all reasonable requests made in the course of an investigation of Title VI, the Regulations and this assurance by the Colorado Department of Transportation, the US Department of Transportation or the City of Wheat Ridge, as a sub-recipient of Federal financial assistance.
  4. The bidder agrees that the United States has a right to seek judicial enforcement with regard to any matter arising under Title VI, the Regulations and this assurance.
• Non-Collusion Affidavit (required) —

  The Contractor, of lawful age, being duly sworn, on oath says that (s)he is the agent authorized by the Bidder to submit the attached bid. Affidavit further states that the Bidder has not been a party of any collusion among Bidders in restraint of freedom of competition by agreement to bid at a fixed price or to refrain from bidding; or any Federal, State or Municipal official or employees as to quantity, quality, or price in the prospective Contract, or any other items of said prospective Contract; or in any discussions between bidders and any Federal, State or Municipal official concerning exchange of money or other thing of value for special consideration in the letting of a Contract.

• Contractor acknowledges they: (required) —
  1. Have read the RFP documents thoroughly prior to submitting a proposal,
  2. Will fulfill the obligations in accordance to the scope of work or specifications, terms, and conditions,
  3. Are capable of performing quality work to achieve the City objectives, and
  4. Are submitting without collusion with any other individual or firm.

  By clicking "Please confirm" the contractor agrees to the above.

• OWNERSHIP/MANAGEMENT, PROJECT MANAGEMENT, SUPERVISORS, AND RELATED ENTITIES
• Principle In Charge Name (required)
• Principle in Charge Email (required)
• Type of Business Organization (required)
• State in which incorporated
• Joint Venture
• Contact Information (required) —

  Name, position, and address of contract person regarding the information on this form.

• Number of years your firm has done business under current name? (required)
• Previous Names or Partnerships —

  Previous firm names and / or partnerships (or firms you have had any interest in), and number of years of each name

• CONTRACTING HISTORY
• Major Account History (required) —

  Attach a list of all major accounts for the past two (2) years. For each account indicate the following:

  • Original contract bid amount
  • Owner (address, telephone number, and contact name)
  • Account services provided
  • Litigation or claims related to each project—state nature of claim(s), the parties, the dollar value, the status and outcome—including the value of any judgment(s) or settlement(s)
  • Name, address, and phone number(s) of reference(s)
• Company Availability (required) —

  List major equipment, facilities, number and type of employees available for City contract work. Specify type of work normally done by your forces, and type of work you normally subcontract.

• Has your firm—or any firm you have had any interest in—ever been debarred or prohibited from contract work with any government or private institution? (required)
• If yes, describe the situation: (required)
• City Staff will evaluate all qualification forms. The evaluation will include the following: (required) —
  • Verification of statements and information provided
  • Ability to perform work of similar nature
  • Financial stability and capability
  • Any pattern of controversy, poor management, delayed claims, late completion, inferior service or equipment, or other undesirable characteristics

  This qualification process is not intended to restrict competition. The intent is to protect the City’s legitimate interests by ensuring that vendors are competent, capable of quality work, and financially able to complete the work awarded.

• COMPLIANCE WITH LAWS AND OTHER REGULATIONS —

  If “Yes” is answered to any of the following questions in Sections IV, V, or VI, please provide details—including a brief summary of cause(s) of action, indicating if applicant firm, owner, or affiliate firms were plaintiffs (P) or defendants (D); define charges explicitly, identifying by what authority, court, or jurisdiction charge(s) were made. Complete details are required.

  NOTE: For Sections IV and V below, the definition of an “investigation” includes:

  • An appearance before a grand jury by representatives of the firm
  • Any oral or written inquiry or review of the firm’s documents by a governmental or law enforcement agency or investigative agency
  • Questioning of employees concerning the general operation or specific activities of the firm
• Public Benefit —

  I, the vendor, swear or affirm under penalty of perjury, and under the laws of the State of Colorado, that: (select an option below)

  I understand that this sworn statement is required by law because I have applied for a public benefit. I understand that State law requires me to provide proof that I am lawfully present in the United States prior to receipt of this public benefit. I further acknowledge that making a false, fictitious, or fraudulent statement or representation in this sworn Affidavit is punishable under the criminal laws of Colorado as perjury in the second degree under C.R.S. 18-8-503 and it shall constitute a separate criminal offense each time a public benefit is fraudulently received.

• Acceptance of Conditions Statement (required) —

  City of Wheat Ridge prohibits contracting with firms that employ certain relatives of City employees, unless the City Council determines that the making of such a contract is in the City’s best interest. No City Council member, member of a City Board or Commission, Municipal judge, City Manager, City attorney(s), or employee of the City of Wheat Ridge—or any such person’s spouse, child, parent, brother, sister, dependent or person assuming a relationship being the substantial equivalent of the above—has an existing or pending (direct or indirect) financial, pecuniary, or personal interest in the proposing firm or this Request for Proposal (RFP)

• References
• Reference Authorization (required) —

  I authorize the City of Wheat Ridge to contact the following listed references.

• Reference #1 (required) —

  Reference Contact Name

• Company Name (required)
• Email (required)
• Phone Number (required)
• Project Information (required) —

  Brief overview of projected completed.

• Reference #2 (required) —

  Reference Contact Name

• Company Name (required)
• Email (required)
• Phone Number (required)
• Project Information (required) —

  Brief overview of projected completed.

• Reference #3 (required) —

  Reference Contact Name

• Company Name (required)
• Email (required)
• Phone Number (required)
• Project Information (required) —

  Brief overview of projected completed.

• ADDITIONAL DOCUMENTATION REQUIRED —

  Additional document copies to be submitted with this application:

• Pricing Proposal (required)
• Contract Term (required) —

  Enter the contract term for your project.

  Example: one (1) year with the option to renew for four (4) one-year periods 

• Pricing (required) —
  • Choose Option 1 when you have set line items, for example:
    • This is a quote for goods or commodities
    • This is a public works bid, with a pricing table that can be uploaded into OpenGov Procurement from an Excel spreadsheet.
    • Seeking services for hourly rate schedules.
  • Choose Option 2 when you need vendors to provide you with the line items.