020 CMGC RFP Civic Center Remodel_FINAL.pdf

City of Commerce City Civic Center CMGC Page 1 of 14 RFP-PW-25-020 Rev. Nov. 2022

August 5, 2025

REQUEST FOR PROPOSALS

Commerce City Civic Center Remodel CMGC

RFP-PW-25-020

City of Commerce City, Colorado Public Works

Civic Center CMGC Page 2 of 14 RFP-PW-25-020 Rev. Nov. 2022

TABLE OF CONTENTS

Section Page

1. INVITATION 3

2. SELECTION SCHEDULE/KEY DATES 4

3. COMMERCE CITY INFORMATION 5

4. SCOPE OF SERVICES 6

5. PROPOSAL FORM 8

6. EVALUATION CRITERIA & SELECTION PROCESS 11

7. MISCELLANEOUS 12

8. METHOD OF SUBMITTAL 13

9. DRAFT CONTRACT (Attachment A) 14

Exhibits:

Exhibit A – Scope of Work Exhibit B – Construction Documents Exhibits C & D – Performance and Payment Bonds Exhibit E – Special Conditions Exhibit F – General Conditions

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1. INVITATION

The City of Commerce City (“City”) is soliciting proposals from qualified vendors (“Respondents”) to provide CM/GC Services as described in this Request for Proposals (“RFP”).

The selected Respondent is expected to provide preconstruction services during design, a final GMP price for approval, and construction of the newly redesigned space as more fully detailed in the Scope of Services section of this RFP (“Services”) This RFP provides a general description of services anticipated, submittal requirements, outlines selection criteria and the selection process. A response to this RFP (“Proposal”) should serve as a complete approach to providing the services. Joint submittals are encouraged to ensure the ability to provide all services requested in this scope. Any proposed subcontractors/team members must be identified and their roles clearly defined in the Proposal.

The City intends to execute a contract with an anticipated notice to proceed date of September 24, 2025, with the selected Respondent (“Consultant”) on a non-exclusive basis for a term that encompasses the length of time the Services are anticipated to require, subject to annual appropriation. Any selected Respondent will be expected to enter into a Professional Services Agreement (Attachment A) with the City consistent with the terms of this RFP.

Submission requirements and deadlines are detailed in Sections 2 and 6 of this RFP:

• The City uses the Rocky Mountain E-Purchasing System (BidNet) in the advertisement and facilitation of solicitations. Respondents must only rely on documents provided online through BidNet or received directly from the Procurement official.

www.bidnetdirect.com//city-of-commerce-city

• Questions regarding RFP requirements must be submitted online through BidNet prior to the deadline included in Section 2.

Pre-Proposal Meeting:

A recommended pre-proposal meeting and site visit will be held on Monday, August 11th, at 1 PM.

Attendees will meet in the lobby of the Commerce City Civic Center located at 7887 E. 60th Avenue, Commerce City, CO 80022.

The City reserves the right to modify this RFP or the selection process, to cancel this RFP, to reject or accept any Proposal, and to waive any informalities or irregularities in any Proposal, without liability, at any time.

http://www.bidnetdirect.com/city-of-commerce-city

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2. SELECTION SCHEDULE /KEY DATES

The solicitation and selection process includes the following steps and schedule:

Publication and distribution of RFP: Wednesday, August 06, 2025

Pre-Proposal Meeting and Site Visit: Monday, August 11, 2025 Question submission deadline: Thursday, August 14, 2025

(5:00 p.m. MT)

Responses to questions posted (anticipated): Monday, August 18, 2025

Proposal submission deadline: Wednesday, August 20, 2025, (2p.m. MT)

Review period (anticipated): 1 week(s)

Interviews (if necessary): Monday, September 08, 2025

Selection (anticipated): Wednesday, September 10, 2025 Respondent submits insurance and other required documentation:

Within ten (10) calendar days of Notice of Intent to Award

Execute contract (anticipated): Wednesday, September 24, 2025

The City reserves the right to modify this schedule as needed. Date for responses to questions and dates after the submission deadline are anticipated dates; modifications of those will not be posted.

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3. COMMERCE CITY INFORMATION

Community Context The City of Commerce City, Colorado is located in the rapidly growing Denver-metro area, just eight miles northeast of Denver in Adams County. The city is surrounded by the communities of Brighton, Denver, Aurora, and Thornton, several wildlife parks (Barr Lake State Park to the north and the Rocky Mountain Arsenal National Wildlife Refuge to the east), and the Denver International Airport (DIA). A key feature of the city is its location along major regional travel routes (roadways (I-76, I-270, and E-470), railways (Burlington Northern/Santa Fe and Union Pacific), and air (Denver International Airport)), which has helped to retain a strong industrial base for the city’s economy.

About Commerce City As one of the state’s fastest growing cities, Commerce City is redefining itself for the next generation, building on historic values of community, industry, agriculture and family. Centrally located Colorado’s bustling Front Range, Commerce City is a Quality Community for a Lifetime, with 25 miles of trails, a championship golf course, 840 acres of open space and parks, one of the country’s largest soccer complexes and the nation’s largest urban wildlife refuge. Learn more at www.c3gov.com.

http://www.c3gov.com/

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4. SCOPE OF SERVICES

Project Goals Consultant will perform CM/GC (Construction Manager / General Contractor) services to assist the City in achieving the Commerce City Civic Center Remodel located at 7887 E. 60th Avenue.

CM/GC will provide preconstruction services, work within a GMP (Guaranteed Maximum Price) budget, and provide construction services for the phased remodel of the existing facility. It is the preference of the City to complete construction prior to 12/31/2025.

General Project Requirements The Respondent will prepare and deliver the following:

A GMP budget and a construction budget for the completion of the scope of work with the intent to enter into a contract as General Contractor. All work shall be completed in accordance with applicable City standards and applicable within the agreed-upon timeline. Completion of the work includes but is not limited to, participation in weekly design meetings through the completion of Construction documents (“CD”); completion of an initial project GMP budget and construction schedule; assist the City and the design team with quality/budget minded decisions through the completion of CD’s: provide oversight and construction services to perform a phased remodel of existing occupied spaces of the building including new flooring, lighting, drywall partitions, selective demolition, and ceiling work.

Minimum Requirements

1. Respondent must prepare meeting agendas and keep meeting notes.

2. The respondent must promptly respond to City requests (both routine and emergency).

Responses to routine requests must be received within 24 hours, emergency calls must be returned within 2 hours.

3. Clear and reasonable approaches to establishing and tracking current escalation, and acceleration budgets should be included in submittals.

4. The awarded Respondent must have a transparent approach to construction management.

5. The awarded Respondent must complete the work outlined in Exhibit A. Refer to Exhibit

B for construction drawings at approximately 50% completion.

Final Documents The Respondent shall complete a GMP Budget and schedule for completion of the Civic Center Remodel project and complete construction per the design by D2C Architects.

Performance and Payment Bonds The awarded Contractor will be required to provide payment and performance bonds of 100% of the total construction cost on the forms included with this RFP (Refer to Exhibits C & D) upon execution of the construction contract.

City Oversight A designated individual will be responsible for management of the contract for the City (“Project Manager”). The City will provide reasonable assistance to Respondent in the scheduling of

Civic Center CMGC Page 7 of 14 RFP-PW-25-020 Rev. Nov. 2022 meetings, interpretation of policy and procedural requirements, research relating to internal documents, coordination with outside agencies and City staff, but the City’s obligation will not limit Respondent’s obligations to perform the Services. The City will rely on the personnel, experience, and expertise of Respondent to ensure all necessary components of the scope of work are completed. The Respondent and the City will jointly work to maintain the use of the Civic Center through the construction process. The Respondent will also assist the City, with access to the site to allow for owner-furnished equipment and furnishings within an agreed time period.

Timeline and Budget Consultant must complete all deliverables within the agreed-upon schedule and within the limits provided by the executed contract.

City Holidays City Holidays currently include New Year's Day; Martin Luther King Day; President's Day;

Memorial Day; Juneteenth: Independence Day; Labor Day; Veteran's Day; Thanksgiving Day;

Day After Thanksgiving; Christmas Day.

Safety Consultant shall be responsible for all safety training, procedures and requirements.

Contract Requirements Consultant will perform all Services in accordance with the executed Construction Agreement.

Please refer to Attachment A for all contract requirements, including insurance, indemnification, compensation, termination, and payment standards.

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5. PROPOSAL FORM

The Proposal must be typed or computer generated and submitted in the format described below.

Proposals (not including examples of previous work) shall be no more than 20 pages (8.5” x 11”) with a minimum font size of 11 point. Marketing materials are discouraged and will count toward the 20-page maximum. The City requests that only information relevant to the Proposal be included. Proposals that do not meet the mandatory requirements herein may be considered non-compliant and may be rejected.

Respondents may request parts of their Proposals to remain confidential and must indicate such in the Proposals and on the appropriate proprietary or financial pages; provided, under no circumstances may an entire Proposal be marked or identified as proprietary. The City will take reasonable steps to keep confidential only documents actually prevented from disclosure under the Colorado Open Records Act (“CORA” or “Act”), C.R.S. § 24-72-201, et seq., which efforts may include notifying the Respondent of a CORA request and allowing the Respondent to take steps to prevent disclosure, where and when it is reasonably possible to do so. By submitting a Proposal, each Respondent releases the City from any claim of damage or loss arising from the release of confidential or proprietary information not clearly designated as such by a Respondent, from the City’s disclosure of such information following the City’s prior notification to the Respondent, and from any claims arising from the release of documents not protected from disclosure under the Act.

Proposals shall include the following items in the order listed:

A. Cover Letter: A cover letter indicating the Respondent’s interest and identifying the entity or entities submitting the Proposal. The letter identify the name, address, email address, and telephone number of the person to contact, along with other contact information for those authorized to represent the Respondent. The letter should also include:

• A signature by a representative of the Respondent authorized to bind the Respondent for the terms proposed.

• Any criteria expected by the City that Respondent will not provide.

• Any proposed changes to the draft Construction Agreement (Attachment A).

• Any other information not appropriately contained in the body of the Proposal.

B. Experience & Qualifications

1. Present at least three CMAR or CM/GC projects completed in the last seven years similar in size and\or complexity. Include:

a. Project location

b. Project size (square feet) of the project

c. Project completed construction value

d. Project construction start and completion date

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e. Method of construction

f. All other relevant project information

g. General Contractor Staff directly involved with the project.

h. Identify the following members of each team:

i. Preconstruction Manager, Project Manager, Estimator, and Superintendent at a minimum

j. City/Owner contact with telephone number

k. Owner’s Representative contact with telephone number

l. Architect contact with telephone number

2. Owner and other references (including telephone numbers and email), clearly identify which project and who the reference is in relation to. Please include relevant projects team members have worked on each together.

C. Proposed Project Team

1. Submit resumes for:

a. Pre-Construction Manager

b. Estimator

c. Project Manager

d. Project Superintendent(s)

2. Describe the current workload of the proposed staff and overlapping project responsibilities.

3. Provide an organization chart graphically indicating how your firm would staff and structure the proposed team (both in the field and in the office) during the Pre- Construction and Construction phases.

D. Organization & Management of the Project

1. Describe your approach to the project. Descriptions should include information on what makes your pre-construction services unique, what tools you use to enhance the process, and how will your preconstruction services benefit the City?

2. Describe your approach to the schedule. Specifically, describe what you believe will be most important or critical to the schedule and if you believe the construction timeline of completion by 12/31/25 is achievable.

3. Describe your approach to budget management while maintaining quality of work.

E. Proposed Fee

1. Submit a cost proposal that includes the following information based on an estimated project budget of $2.3M:

a. A lump sum Preconstruction Services fee b.A Construction Services fee percentage

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c. General Conditions Fee d.A CMGC change order markup percentage

e. A subcontractor change order markup percentage

F. Proposed Project Timeline: Submit a proposed timeline using 9/24/2025 as the tentative Notice to Proceed date that identifies milestones and a completion date, preferably tied to the proposed payment schedule. The timeline should also include information as to how the project milestones will be achieved for each phase of the timeline. A narrative of the approach that will be used to perform the Scope of Services and deliverables within the timeline must be included.

G. Affirmative Participation Plans: An outline of affirmative steps that Respondent will take to assure that minority businesses, women’s business enterprises, and labor surplus area firms are used when possible. Affirmative steps must include: (1) placing qualified small and minority businesses and women's business enterprises on solicitation lists; (2) assuring that small and minority businesses, and women's business enterprises are solicited whenever they are potential sources; (3) dividing total requirements, when economically feasible, into smaller tasks or quantities to permit maximum participation by small and minority businesses, and women's business enterprises; (4) establishing delivery schedules, where the requirement permits, which encourage participation by small and minority businesses, and women's business enterprises; and (5) using the services and assistance, as appropriate, of such organizations as the Small Business Administration and the Minority Business Development Agency of the Department of Commerce.

H. Potential Conflicts of Interest: List any work that your firm or your proposed sub-consultants are currently doing for the City or for entities within the City.

I. Miscellaneous: Any supplemental information and attachments relevant to the Proposal, Respondent’s qualifications, or Respondent’s approach. Respondents are encouraged to expand upon the specifications to give additional evidence of their ability to provide the Services.

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6. SELECTION & INTERVIEW PROCESS

The City will use a qualitative-based selection process to award the contract, where cost is one of several factors considered. Selection, if any, will be based on the Proposal deemed to be the best value to the City at the City’s sole discretion using the following criteria:

• Experience & Qualifications 35%

• Proposed Project Team 15%

• Project Organization & Management 30%

• Pricing 20%

The City may also consider the fact that a Respondent is located within the City.

All proposals will be reviewed and evaluated by the Selection Committee consisting of staff members of various city departments. The City reserves the right to request clarification or additional information from individual Respondents. The City may also consult additional resources for subject matter, expertise, and reference. By submitting a Proposal, Respondent authorizes the City to undertake such investigation as may be necessary to a verify Respondent’s qualifications and reputation. Respondents will execute releases as requested by the City to enable the City to obtain necessary information.

As part of the evaluation process, the City expects to interview some, but not necessarily all, of the Respondents. If selected for an interview, presentations will be limited in time with additional time for questions. Respondents may also be asked to supplement their submittals.

In addition to the criteria stated above, the City may consider without limitation, a Respondent’s financial resources, ability to comply with all legal and regulatory requirements, ability to perform the work and complete all work on time, history of performance, reputation ability to obtain necessary equipment, data, and facilities, and any other factor deemed important by the City, including location within the City. The City may select multiple Respondents to provide Services as needed by the City. Contracts involving expenditures exceeding $250,000 are subject to approval by the City Council; those exceeding $75,000 are subject to approval by the City Manager; those up to $75,000 are subject to approval by a department director.

The City will enter into a negotiation with the selected Respondent(s) regarding fees and Scope of Services. If an agreement cannot be reached with the chosen Respondent(s), the City may initiate negotiations with other Respondent(s). This process may continue until an agreement is reached with a Respondent(s). If the chosen Respondent(s) do not execute a contract within a specific deadline, the City reserves the right to award the contract to other Respondent(s).

The successful Respondent(s) shall commence work only after execution of an acceptable contract and direction from the City to proceed. The Respondent(s) must submit insurance documentation, a completed W-9, and additional documentation as requested by the City before the execution of any contract.

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7. MISCELLANEOUS

A. NO COMMITMENT BY THE CITY. This RFP does not commit the City to award any contract, to pay any costs associated with this RFP, including the preparation or submission of a Proposal, interviews, supplemental Proposals or the negotiation of a contract, or to procure or contract for any services. The decisions of the City with respect to this RFP are final and without recourse to any Respondent. In acceptance of Proposals, the City reserves the right to negotiate further with one or more Respondents in the best interest of the City.

B. CHANGES TO RFP. Revisions to this RFP will be made through addenda published and made available to all Respondents on the City’s website and on the Rocky Mountain E-Purchasing System (RMEPS). Any other communication, spoken and written, formal and informal, received by any representative of any Respondent from sources other than official addendum shall not be effective to vary any term of the RFP.

C. SUBSTANTIVE PROPOSALS. By submitting a Proposal, a Respondents certifies that: (a) the Proposal is genuine and is not made in the interest of, or on behalf of and undisclosed person, firm, or corporation; (b) the Respondent has not directly or indirectly induced or solicited any other Respondents to put in a false Proposal; (c) the Respondent has not solicited or induced any other person, firm, or corporation to refrain or abstain from proposing a Proposal; and (d) the Respondent has not sought by collusion to obtain for themselves any advantage over any other Respondents.

D. RESERVATION OF RIGHTS. The City reserves the right to reject any or all Proposals, in its sole discretion. The City reserves the right to modify this RFP or the selection process, to cancel this RFP, and to waive any informalities or irregularities in any Proposal or in the selection process, without liability, at any time.

E. REQUIRED DOCUMENTS. The selection of any Respondent, and the award of any contract, is dependent on the completion of the Professional Services Agreement, the receipt of the required Certificate of Insurance and applicable endorsements, and the City’s receipt of a completed Certificate of Compliance from the successful Respondent.

F. PROPERTY OF CITY. All Proposals shall become the property of the City, will not be returned, and will become a public record.

G. CONDUCT. Respondents are cautioned not to undertake any activities or actions to promote or advertise their submittals, other than discussions with City staff as described in this RFP. After the release of this RFP, Respondents are not permitted to make any direct or indirect contact with members the City Council, City staff, or media on the subject of this RFP, except in the course of City-sponsored presentations. Violation of these rules is grounds for disqualification of the Respondent.

H. DEBARMENT. Respondents will be qualified, and must disclose to the City, if the Respondent or any of its principals are debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded from participation in any contract by any Federal department or agency.

H. CONTRACT TERMS. By submitting a Proposal, each Respondent confirms that it has reviewed and accepts the terms and conditions of Attachment A subject to explicit revisions identified in the Respondent’s Proposal. No proposed changes shall be deemed accepted by the City unless explicitly incorporated into the agreement.

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8. METHOD OF SUBMITTAL

Each Respondent must submit a complete Proposal including all information requested in this

RFP.

The City utilizes the Rocky Mountain E-purchasing System (BidNet®) in the advertisement and facilitation of solicitations; therefore, Respondents must submit proposals through the Rocky Mountain E-purchasing System (BidNet®) website. Only rely on this web address:

www.bidnetdirect.com//city-of-commerce-city

Proposals that do not meet RFP requirements may be considered non-compliant and rejected.

It is the sole responsibility of each Respondent to ensure its Proposal is received by the City by the date and time stated in this RFP. Proposals not received by the deadline will be considered late and not accepted. Proposals shall not be submitted via facsimile or e-mail.

http://www.bidnetdirect.com/city-of-commerce-city

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9. DRAFT CONTRACT

The contract between a selected Respondent(s) and the City will be substantially in the form of the draft contract contained in Attachment A. Respondents must review the draft contract and identify any proposed changes as “Proposed Changes to the Contract” in the Proposal. The City may consider any proposed changes in selecting a Respondent and awarding the contract but may reject the Proposals and condition the award of the contract on acceptance of a contract without the proposed changes.