10181 RFP Consulting Services - WTF Comprehensive Plan.pdf

RFP 10181 Consulting Services - Water Treatment Facility Comprehensive Plan Page 1 of 37

REQUEST FOR PROPOSAL

10181 CONSULTING SERVICES – WATER TREATMENT COMPREHENSIVE PLAN

RFP DUE: 3:00 PM MT (Mountain Time), July 23, 2025

The City of Fort Collins (City) is requesting proposals from qualified Consultants to provide planning services for the 20-year comprehensive plan for the Water Treatment Facility including the treatment facility, storage tanks, lift stations, and raw water infrastructure.

As part of the City’s commitment to sustainability, proposals must be submitted online through the Rocky Mountain E-Purchasing System (RMEPS) at http://www.bidnetdirect.com/colorado/city-of-fort-collins. Note: please ensure adequate time to submit proposals through RMEPS. Proposals not submitted by the designated Opening Date and Time will not be accepted by RMEPS.

A pre-proposal meeting will be held at 2:00 PM MT on June 24, 2025. The pre-proposal meeting will be hosted remote via Microsoft TEAMS. Please use the link bellow to access the meeting:

Microsoft Teams Need help?

Join the meeting now Meeting ID: 240 004 695 821 7 Passcode: VJ7jA7uk

All questions should be submitted, at any time prior to the deadline for questions, in writing via email, to Jake Rector, Senior Buyer at jrector@fcgov.com, no later than 3:00 PM MT on July 9, 2025. Please format your e-mail to include: RFP 10181 Consulting Services – Water Treatment Comprehensive Plan in the subject line. Questions received after this deadline may not be answered. Responses to all questions submitted before the deadline will be addressed in an addendum and posted on the Rocky Mountain E-Purchasing System webpage.

Rocky Mountain E-Purchasing System hosted by BidNet A copy of the RFP may be obtained at http://www.bidnetdirect.com/colorado/city-of-fort-collins.

Prohibition of Unlawful Discrimination: The City of Fort Collins, in accordance with the provisions of Title VI of the Civil Rights Act of 1964 (78 Stat. 252, 42 US.C. §§ 2000d to 2000d-

4) and the Regulations, hereby notifies all bidders that it will affirmatively ensure that any contract entered into pursuant to this advertisement, disadvantaged business enterprises will be afforded full and fair opportunity to submit bids in response to this invitation and will not be discriminated against on the grounds of race, color, or national origin in consideration for an award.

The City strictly prohibits unlawful discrimination based on an individual’s gender (regardless of gender identity or gender expression), race, color, religion, creed, national origin, ancestry, age 40 years or older, marital status, disability, sexual orientation, genetic information, or other characteristics protected by law. For the purpose of this policy “sexual orientation” means a person’s actual or perceived orientation toward heterosexuality, homosexuality, and bisexuality.

The City also strictly prohibits unlawful harassment in the workplace, including sexual

Financial Services Purchasing Division 215 N. Mason St. 2nd Floor PO Box 580 Fort Collins, CO 80522

970.221.6775 970.221.6707 fcgov.com/purchasing http://www.bidnetdirect.com/colorado/city-of-fort-collins https://aka.ms/JoinTeamsMeeting?omkt=en-US https://teams.microsoft.com/l/meetup-join/19%3ameeting_OTM4N2Q2M2ItNGY4Ni00MTY0LWFjYjUtNzJkNWUwODAxN2E0%40thread.v2/0?context=%7b%22Tid%22%3a%2247fa2f5f-0d0a-4a68-b431-6d1a27b66660%22%2c%22Oid%22%3a%22676680f6-23dd-4dcb-a204-d0056f3a4a7a%22%7d

RFP 10181 Consulting Services - Water Treatment Facility Comprehensive Plan Page 2 of 37 harassment. Further, the City strictly prohibits unlawful retaliation against a person who engages in protected activity. Protected activity includes an employee complaining that he or she has been discriminated against in violation of the above policy or participating in an employment discrimination proceeding.

The City requires its Consultants to comply with the City’s policy for equal employment opportunity and to prohibit unlawful discrimination, harassment and retaliation. This requirement applies to all third-party Consultants and their subcontractors/subconsultants at every tier.

Public Viewing Copy: The City is a governmental entity subject to the Colorado Open Records Act, C.R.S. §§ 24-72-200.1 et seq. (“CORA”). Any proposals submitted hereunder are subject to public disclosure by the City pursuant to CORA and City ordinances. Consultants may submit one

(1) additional complete proposal clearly marked “FOR PUBLIC VIEWING.” In this version of the proposal, Consultants may redact text and/or data that it deems confidential or proprietary pursuant to CORA. All pricing will be considered public records subject to disclosure under CORA and as such pricing cannot be redacted from the “FOR PUBLIC VIEWING” version of the proposal. Failure to provide a public viewing copy will be considered a waiver of any claim of confidentiality under CORA without regard to how the applicant’s proposal or certain pages of the proposal are marked confidential, proprietary, or similar. Such statement does not necessarily exempt such documentation from public disclosure if required by CORA, by order of a court of appropriate jurisdiction, or other applicable law. Generally, under CORA, trade secrets, confidential commercial information and financial data information may not be disclosed by the City. Proposals may not be marked “Confidential” or ‘Proprietary’ in their entirety. By responding to this RFP, Consultants hereby waives any and all claims for damages against the City for the City’s good faith compliance with CORA. All provisions and pricing of any contract resulting from this request for proposal will be public information.

Consultant Registration: The City requires new Consultants receiving awards from the City to submit IRS form W-9 and requires all Consultants to accept Direct Deposit (Electronic) payment. If needed, the W-9 form and the Vendor Direct Deposit Authorization Form can be found on the City’s Purchasing website at www.fcgov.com/purchasing under Vendor Reference Documents. Please do not submit these documents with your proposal, however, if you take exception to participating in Direct Deposit (Electronic) payments please clearly note such in your proposal as an exception. The City may waive the requirement to participate in Direct Deposit (Electronic) payments at its sole discretion.

Sales Prohibited/Conflict of Interest: No officer, employee, or member of 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 of Fort Collins is prohibited.

Collusive or Sham Proposals: Any proposal deemed to be collusive or a sham proposal will be rejected and reported to authorities as such. Your authorized signature of this proposal assures that such proposal is genuine and is not a collusive or sham proposal.

The City of Fort Collins reserves the right to reject any and all proposals and to waive any irregularities or informalities.

http://www.fcgov.com/purchasing

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Utilization of Award by Other Agencies: The City of Fort Collins reserves the right to allow other state and local governmental agencies, political subdivisions, and/or school districts to utilize the resulting award under all terms and conditions specified and upon agreement by all parties. Usage by any other entity shall not have a negative impact on the City of Fort Collins in the current term or in any future terms.

The selected Consultant shall be required to sign the City’s Agreement prior to commencing services (see sample attached to this document).

Sincerely, Gerry Paul Purchasing Director

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I. OBJECTIVE & BACKGROUND

A. Objective

The City of Fort Collins (City) is requesting proposals from qualified engineering consultant Service Providers/Professionals to provide services for the comprehensive plan of the Water Treatment Facility (WTF) Program including the treatment facility, raw water infrastructure, lift stations, and storage facilities.

B. Background

The City has several assets combined to create the Water Treatment Facility Program.

Water Treatment Facility (WTF) The Water Treatment Facility currently uses conventional treatment techniques to provide water to the service area of the City of Fort Collins. It is rated for 87 million gallons per day (87 MGD), but can turn down to approximately 12 MGD. Half of the facility is turned off in the colder months when demand is less.

Two sources supply the service area.

1. Colorado Big Thompson Water, a trans-basin source stored in Horsetooth Reservoir delivered through a 54” pipe; the facility is located at the base of the dam.

2. Poudre River Water stored in Joe Wright Reservoir and delivered to the facility via two different pipes from diversions in the river post storage.

Raw Water Infrastructure The City of Fort Collins mainly stores water in two reservoirs: Horsetooth and Joe Wright. Regionally, there are several reservoirs and the water rights portfolio of the City is vast, storing small amounts in other locations. All water is delivered to the WTF either through a 54” pipe from Horsetooth Reservoir or through a 36” pipe from the Poudre River. The City also receives water from the Poudre Valley Pipeline, which is used less frequently.

Poudre River Water is delivered from Joe Wright Reservoir through the river to Gateway Natural Area.

There, a 27” pipe carries water down the canyon to connect to the 36” pipe that flows into the WTF.

There is another 24” pipe parallel to the 27” pipe and also connects to the 36” pipe into the WTF. The conditions of the raw water pipes from the Poudre River is poor at this time.

Storage The City owns and maintains two storage tanks outside the fence line of the WTF. The first is the Goat Storage Tank outside Laporte. The second storage facility is located on the Maxwell Trail.

The City of Fort Collins completed the last comprehensive plan effort for the water treatment program in 2015. Per industry best practices, the City intends to update the plan every five years. The plan in 2025 will include the scope outlined in the following sections. A copy of the previous plan deliverables can be found in:

Attachment A – Water Treatment Facilities 2015 Master Plan Attachment B – Strategic Asset Management Plan Attachment C – Water Quality Report

II. SCOPE OF PROPOSAL

A. Project Scope Overview

This Water Treatment Facility Comprehensive Plan is intended to be an update to the Master Plan completed in 2015. The scope below outlines updates, but also a few new categories based on changes in the organization over the past 10 years. Consultants are expected to, at a minimum, complete the following, RFP 10181 Consulting Services - Water Treatment Facility Comprehensive Plan Page 5 of 37

1. Workshops covering a variety of topics.

2. Page flip workshops for each deliverable.

3. Review of Existing

a. Water Efficiency Plan

b. Attachment C - Water Quality Report

c. Emergency Management Plans

d. Attachment B - Strategic Asset Management Plan

e. Previous Water Treatment Plan

4. High, medium and low prioritized project lists using a weighted criterion matrix.

5. Condition assessment consistent with the Attachment B - Strategic Asset Management Plan

(SAMP) at the Gateway Diversion, storage tanks, and the water treatment facility. Raw water lines will be documented as best as possible with limited access. Each item below should be evaluated:

a. Structural

b. Mechanical

c. HVAC

d. Electrical and Instrumentation & Control

e. Summary of significant findings

f. Condition Assessment workshop with internal City of Fort Collins stakeholders

6. Long Range Planning

a. 20-Year demand analysis including population projections using the Water Efficiency

Plan.

b. Policy and treatment goals: treatment guarantees at the upper and lower limits of production from the WTF.

c. Changing Water Quality and Treatment Alternatives Analysis to continue current produced water quality.

d. Page flip workshop for the current and future state section of the master plan.

7. Innovation and Regional Partnership Opportunities

a. Establish Levels of Service

b. Evaluate potential partnership opportunities both inside and outside the City of Fort

Collins One Water Organization. This can include, but is not limited to, other districts, other City departments, funding opportunities, and overall watershed health.

c. One workshop to define metrics for levels of service.

d. Page flip workshop for the treatment alternative analysis section of the master plan.

8. Project Prioritizing and Budget

a. High priority project list with current value estimates per project.

b. Medium priority project list with current value estimates per project.

c. Low priority project list with current value estimates per project.

B. Scope of Work

The scope of this project is to create a cohesive look at the Water Production Program at the City through the following: condition assessment, workshops with internal City employees, and a written document with a clear depiction of workshops, condition assessment, and prioritized project list.

Task 1 – Project Management and Administration

Subtask 1.1: General Project Management

Time for this task is allocated to the Consultant Project Manager to oversee and administer the project and may include the following activities.

✓ Kickoff meeting

✓ Project meetings

✓ Workshop facilitation

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✓ Workshop preparation with City Project Manager and other internal Stakeholders as necessary

✓ Project/schedule review meetings

Deliverables:

✓ Consultant to provide meeting agendas and notes / minutes.

Subtask 1.2: Project Controls and Reporting

Prepare monthly invoices and submit to the Owner in an approved format. Invoices shall be broken down by task, Prime Consultant, and Subconsultants and include the following:

✓ Total contract amount

✓ Detailed charges for the current invoice period

✓ Total charges to date

✓ Previous billings

✓ Outstanding balance

✓ Percent Billed

✓ Current amount remaining

✓ Total amount due

The Consultant shall be responsible for the management of the Consultant and the Subconsultant Project Team’s overall project controls, actively coordinating with the Owner’s Project Manager to manage the following:

✓ Project costs

✓ Project schedule

✓ Document control

Monthly project status reports shall be prepared and submitted to the Owner, along with the monthly invoices. The reports shall include the following:

✓ A summary of services completed since the previous report

✓ The current project schedule and budget status

✓ Project issues and potential change logs

✓ Milestones and/or deliverables scheduled in the coming month

All documents shall be provided electronically and compatible with:

✓ Microsoft Office (Word, Excel, Power Point, Etc.)

✓ Adobe Acrobat (pdf Files)

✓ AutoCAD (Version 2017)

✓ ArcGIS Pro (Version 2.9)

✓ Monthly invoices

✓ Monthly project status reports

✓ Project schedule tracking

Task 2 – Condition Assessment

Subtask 2.1: Weighted Criterion Create an agreed-upon set of criterion based on previous master plans and the SAMP to assess condition of assets. A condition score calculated based on the SAMP requirements will be used. Select assets (specifically structural) will be given a Likelihood of Failure (LOF) based on a weight and score for each of the categories below. There can be more than one performance category:

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Select assets (specifically structural) category will then be given a Consequence of Failure (COF) score based on weight and score for each of the categories below:

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Weights for each category will be determined in a workshop. The Risk Score will be created by multiplying the LOF and the COF.

Deliverables:

✓ Condition assessment score workshop.

✓ Descriptions for scoring.

Subtask 2.2: Condition Assessment

Develop an assembly-level condition assessment for all assets including, but not limited to:

✓ Structural – the majority of the condition assessment will be structural information.

✓ Mechanical

✓ HVAC

✓ E and I&C

✓ Identify actual vs. anticipated life span for each asset

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The condition assessment is a key piece of the comprehensive plan. Since the last update, the City has started to work in Maximo and develop more structure around assets. Any work done on a condition assessment should integrate both the new systems in place as well as historical planning efforts.

The condition assessment needs to align with the Strategic Asset Management Plan (SAMP) recently developed by the One Water utility. Each asset will need to provide the information below, as available or applicable, in the condition assessment:

Data Type Business Critical Attributes As Defined in the SAMP

Identification ID

Name

Description

Location

Owner

GPS Coordinates (X, Y, and Z)

General Operating Status

Install Date

Warranty Period

Warranty Start Date

Maintained By

Failure Mode

Reference Information Drawing Number

Sheet Number

General Comments

Physical Attribution Varies by Asset Class, but may include:

Nameplate Data; Material; Size; Capacity

Operating Attribution Utilization (hours, milage)

Lifecycle Information Estimated Useful Life

Remaining Useful Life

Financial Capital Funding Source

Original Cost

Replacement Cost

Lifecycle Cost

Safety Lock out – tag out

Right Of Way Flag

Confined Space (Y/N)

Risk Information LOF Score

COF Score

Risk Score

Maintenance Rehab Type

Rehab History

Deliverables: All deliverables should be in Microsoft Xcel or Word.

✓ Summary of significant findings.

✓ Proposed project list based on condition assessment score per asset.

o Projects must identify what specific asset is in need of attention, not just the overall system it is in.

o Each project must identify why it is listed in the order it is.

✓ Condition Assessment findings workshop.

✓ Draft copy of Condition Assessment with page flip workshop.

o Document should include number of hours per asset or number of work orders per asset based on City’s data.

✓ Final copy of Condition Assessment with page flip workshop.

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Task 3 – Long Range Planning

a. 20-Year demand analysis including population projections using the Water Efficiency

Plan.

b. Policy and treatment goals: treatment guarantees at the upper and lower limits of production from the WTF.

c. Page flip workshop for the current and future state section of the comprehensive plan.

The goal of this portion of the comprehensive plan is to identify gaps in services based on demand (high and low) projections for the next 20 years. The consultant should perform the following tasks at a minimum to assist in anticipating any such gaps:

Subtask 3.1: 20-year Demand Projections The City of Fort Collins recently completed their Water Efficiency Plan. The consultant should take into consideration previous data, growth projections, and estimates from the Water Efficiency Plan to project demand for the 20-year horizon.

✓ Demand Workshop.

Subtask 3.2 Capacity and Quality Analysis The consultant should use the 20-year projections to determine high and low demands. When the facility was designed, demand was different, as were expectations for water quality. Based on the current configuration of the facility, the consultant will:

✓ Determine water quality at the peak demand for the facility.

✓ Determine water quality at the lowest demand for the facility.

✓ Hydraulic and process models and report of anticipated water quality for high and low demand based on 20-year projections.

Subtask 3.3 Changing Water Quality and Treatment Alternatives

Based on the Water Quality Report and trends in the raw water quality over the past several years, it is obvious water quality is changing. The consultant will take existing information and best project what types of changes in water quality will likely occur in the Poudre and Colorado-Big Thompson (C-BT)

Watersheds.

✓ List potential water quality concerns anticipated in the next 20 years based on water quality report, previous trends, and other similar utility’s findings.

✓ Create a list of alternatives that could be used to continue producing similar water quality from the Water Treatment Facility. This could include rearranging current technologies or operational shifts.

✓ Include information from the Urban Wildfire Preparedness Team and the Emergency Response

Plan for potential operational shifts based on differing water quality for temporary changes in water quality as well.

All treatment alternatives should include the following:

✓ Capital and maintenance costs.

✓ Timeline to be compliant with regulations.

✓ Pros and cons

✓ Recommended option should be included in the Comprehensive Plan.

✓ Documented potential changes in water quality and potential treatment alternatives to continue producing similar quality water.

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✓ Minimum two workshops for information gathering.

Task 4 – Innovation and Partnerships

Subtask 4.1: Levels of Service The City has broad levels of service identified for the Utility, but there aren’t metrics associated with each program. The consultant will work with staff to determine metrics for each level of service.

Current levels of service for the Water Production Program are the following:

✓ Customer Service: Cultivate relationships that achieve 80% customer satisfaction by providing sustainable delivery of reliable utilities, diverse programs/services and superior customer interactions, in addition to the education and management of resource conservation and efficient use of the services we provide.

✓ Safety/Security: Provide safe products and services to customers while ensuring safe working conditions for employees. Maintain the security of our assets and systems through strategic investments and risk mitigation.

✓ Quality: Exceed water quality standards and regulatory requirements. Practice continuous improvement to ensure accurate billing, timely service, and properly trained staff.

✓ Reliability: Apply predictive and preventative programs to our assets. Meet customer expectations to eliminate and or minimize service interruptions and ensure adequate capacity.

✓ Resilience: Provide cost-competitive services by making good investments, performing asset management, maximize efficiency or any other means of lowering environmental impacts over both short and long term timelines. Implement continuous improvement practices to maintain adaptability to change.

✓ Levels of Service workshop.

✓ Metrics for each Level of Service specific to the Water Production Program.

Subtask 4.2: Innovation The Water Treatment Facility has an ethos around innovation and sustainability. There are several areas where there could be potential improvement. The consultant should consider the following:

✓ Energy efficiency and potential alternative energy sources.

✓ Solids handling technologies.

✓ New optimization tactics that have been successful elsewhere.

✓ Other innovative ideas that could benefit the facility and the City of Fort Collins.

✓ Innovation Workshop

✓ List of recommendations for innovations.

Subtask 4.3: One Water Partnerships The City of Fort Collins is shifting to a more One Water mindset. The Water Production Program would like to consider how the program can integrate more with other sections of the One Water Utility.

✓ Opportunities for watershed health that could come from the Water Treatment Facility.

✓ Identify how projects identified in the Plan will impact other areas of the One Water Utility (for example ortho phosphate impacts on the Water Reclamation Facility).

Deliverables

✓ List of One Water opportunities and partnerships.

Task 5 – Project Prioritization and Budget

The project prioritization will assist the City with budgeting in the coming years. The following must be included for each project listed:

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✓ Write a description of which projects, why, and their priority. The City will determine specific dates for when projects will be completed.

✓ The consultant is expected to create a list with high, medium, and low priority projects.

✓ Provide descriptions based on the other sections of the Comprehensive Plan as to why a priority scale was assigned.

✓ Class 5 Opinion of Probable Construction Cost based on AACE per project.

✓ Prioritized project list with Opinion of Probable Cost and justification.

Task 6 – Comprehensive Plan Integration

Prepare a document containing pertinent information from Tasks 2-5. Any action items from workshops should be completed prior to the completion of the Comprehensive Plan unless the project manager grants permission. The Comprehensive Plan should include references from one section to another and read a cohesive document.

Deliverables:

✓ Executive Summary

✓ Draft Comprehensive Plan

✓ Draft Comprehensive Plan page flip workshop

✓ Written Draft Comprehensive Plan comment resolution

✓ Final Comprehensive Plan

✓ Final Comprehensive Plan page flip workshop

✓ Written Final Comprehensive Plan comment resolution

✓ Supporting documentation including models, opinions of probable cost spreadsheets, and any other supporting data.

C. Milestones

Consultant will produce a schedule to review with project team at weekly meetings. The Comprehensive Plan should be completed by October 2026.

D. Minimum Qualifications

1. Professional Engineer on the team registered in Colorado.

2. Minimum of three (3) similar projects with public agencies or five (5) years of experience as a team.

III. GENERAL INFORMATION

A. Anticipated RFP Schedule

The following represents the City’s target schedule for the RFP. The City reserves the right to amend the target schedule at any time.

• RFP issuance: June 16, 2025

• Pre-Proposal Meeting: 2:00 PM MT on June 24, 2025

• Question deadline: 3:00 PM MT on July 9, 2025

• Proposal due date: 3:00 PM MT on July 23, 2025

• Interviews (tentative): Week of August 11, 2025

• Award of Contract (tentative): September 2025

B. Interviews

In addition to submitting a written proposal, the top-rated Consultants may be interviewed by the RFP assessment team and asked to participate in an oral presentation to provide an overview of the company, RFP 10181 Consulting Services - Water Treatment Facility Comprehensive Plan Page 13 of 37 approach to the project and to address questions. The evaluation criteria for the oral interviews will be the same as the criteria for the written evaluations and is included in Section IV.

C. Travel & Expenses

Subject to the terms of the applicable Work Order, reasonable expenses may be reimbursable per the current rates found at www.gsa.gov. Service Provider/Consultant will be required to provide original receipts to the City for all travel expenses.

D. Subcontractors/Subconsultants

Consultant will be responsible for identifying any subcontractors and/or subconsultants in their proposal.

Please note that the City will contract solely with the awarded Consultant; therefore, subcontractors and/or subconsultants will be the responsibility of the Consultant.

E. Financial Qualifications

Consultants selected as finalists may be required to submit a banking reference and the most recent financial statement (audited preferred) including balance sheet and income statement, as well as a statement of cash flows (the “Financial Information”).

F. Current Standards

All work and/or materials must meet current standards in force by recognized technical and professional societies, trade and materials supply associations, institutes and organizations, bureaus and testing laboratories, and national, federal, state, county, and local laws, codes and ordinances.

G. Fees, Licenses, Permits

The successful Consultant shall be responsible for obtaining any necessary licenses, fees or permits without additional expense to the City. All vehicles and equipment shall be properly licensed and insured, carry the appropriate permits and be placarded as required by law.

H. Laws and Regulations

The Consultant agrees to comply fully with all applicable local, State of Colorado and Federal laws and regulations and municipal ordinances to include American Disabilities Act (ADA).

I. Invoicing and Payment

Invoices should be emailed monthly to invoices@fcgov.com with a copy to the Project Manager. The cost of the work completed shall be paid to the Consultant each month following the submittal of a correct invoice by the Consultant indicating the project name, Purchase Order number, task description, hours worked, personnel/work type category, hourly rate for each employee/work type category, date of the work performed specific to the task, percentage of that work that has been completed by task, 3rd party supporting documentation with the same detail and a brief progress report.

Payments will be made using the prices stated in the Work Order and Agreement. In the event a service is requested which is not stated in the Work Order and/or Agreement, the Consultant and the City will negotiate an appropriate unit price for the service prior to the Consultant initiating such work.

The City pays invoices on Net 30 terms. 5% retainage will be withheld on all Work Orders until Final Completion is accepted by the City.

IV. PROPOSAL SUBMITTAL

Please limit the total length of your proposal to a maximum of twenty (20) 8 ½” x 11” pages (excluding cover pages, table of contents, dividers and Authorization form, but including resumes and references).

Font shall be a minimum of 10 Arial and margins are limited to no less than 0.5” for sides and top/bottom.

Extended page sizes, such as 11” x 17”, count as a single page and may be used for detailed pricing.

http://www.gsa.gov/ mailto:invoices@fcgov.com

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Links to other files or websites shall not be permitted. Proposals are expected to demonstrate the firm’s qualifications, experience, time and materials, and no conceptual design is necessary. Proposals that do not conform to these requirements may be rejected.

Consultants are required to provide detailed written responses to the following items in the order outlined below. The responses shall be considered technical offers of what Consultants propose to provide and shall be incorporated in the contract award as deemed appropriate by the City. A proposal that does not include all the information required may be deemed non-responsive and subject to rejection.

Responses must include all the items in the order listed below. It is suggested the Consultants include each of the City’s questions with their response.

The City of Fort Collins shall not reimburse any firm for costs incurred in the preparation and presentation of their proposal.

A. Cover Letter / Executive Summary

The Executive Summary should highlight the content of the proposal and features of the program offered, including a general description of the program and any unique aspects or benefits provided by your firm.

Indicate your availability to participate in the interviews/demonstrations on the proposed dates as stated in the Schedule section.

B. Consultant Information

1. Describe the Consultant’s business and background.

2. Number of years in the business

3. Details about ownership

4. An overview of services offered and qualifications

5. Size of the firm

6. Location(s) of offices. If multiple, please identify which will be the primary for our account.

7. Primary contact information for the company including contact name(s) and title(s), mailing address(s), phone number(s), and email address(s).

C. Scope of Proposal

1. Provide a detailed narrative of the services proposed if awarded the contract per the scope above.

The narrative should include any options that may be beneficial for the City to consider.

2. Describe how the project would be managed and who would have primary responsibility for its timely and professional completion.

3. Briefly describe the approach to execute the scope of work including the methods and assumptions used, and any exceptions and/or risks.

4. Describe the methods and timeline of communication your firm will use with the City’s Project Manager and other parties.

5. Include a description of the software and other analysis tools to be used.

6. Identify what portion of work, if any, may be subcontracted or outsourced to subconsultants.

Include all applicable information herein requested for each Consultant.

7. Can the work be completed in the necessary timeframe or earlier, with target start and completion dates met?

8. Are other qualified personnel available to assist in meeting the project schedule if required?

9. Is the project team and pertinent noted Consultant’s team members available to consistently attend meetings as required by the Scope of Work?

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10. Provide an outline of the schedule for completing tasks, with Tasks and subtasks as milestones.

Identify additional tasks if it is recommended they be included.

D. Firm Capability and Assigned Personnel

Provide relevant information regarding previous experience related to this or similar projects, to include the following:

1. Provide an Organization Chart/Proposed Project Team: An organization chart containing the names of all key personnel and subconsultants with titles and their specific task assignment for this Agreement shall be provided in this section.

2. Provide resumes for each Consultant and technical person to be assigned to the project, including partners, subconsultants, and subcontractors. Please limit resumes to one page. The résumés shall include at least three individual references from previous assignments.

3. A list of qualifications for your firm and qualifications and experience of the specific staff members (with professional licenses and certifications) proposed to perform the services described above.

4. References. Provide a minimum of three (3) similar projects with public agencies or five (5) years Have experience with water treatment comprehensive plans where the proposed team worked together, and

5. Have worked with regulatory agencies like CDPHE and other permitting capabilities relevant to this project.

6. Provide an Organization Chart/Proposed Project Team: An organization chart containing the names of all key personnel and sub consultants with titles and their specific task assignment for this Agreement shall be provided in this section.

7. A list of qualifications for your firm and qualifications and experience, including resumes, of the specific staff members proposed to perform the consulting services described above.

8. Provide project descriptions of work performed and references for each of the Preferred Qualifications & Experience listed above and note which Qualification the example/experience meets. Include the owner’s name, title of project, beginning price, ending price, contact name, email and phone number, staff proposed for these services, subconsultants on the team and any change orders.

9. Identify the top three references Consultant suggests the City contact. Complete the attached exhibit, Preferred Qualifications & Experience as part of your response regarding your firm’s experience. If Consultant has worked for the City of Fort Collins, provide two references beyond the City reference. The Consultant authorizes City to verify all information contained in the Consultant’s submittal from references contained herein and hereby releases all those concerned providing information as a reference from any liability in connection with any information they give.

10. Key personnel cannot be taken off the project without owner approval. If key personnel must leave the project, the consultant team and owner team will meet to discuss a transition plan and updated schedule.

11. Sustainability/TBL Methodology

In concise terms (no more than two pages), please describe your organization’s commitment to sustainability and supporting values.

Each element of the TBL sustainability criteria will receive equal consideration in determining the final Sustainability/TBL score.

1. Address how your firm strives to incorporate all three aspects (social, environmental, and economic) of Triple Bottom Line (TBL) sustainable practices into the workplace. Provide examples along with any metrics used to measure success within your firm.

2. Also provide examples of how your firm has incorporated all three aspects of TBL sustainable practices in previous similar projects on which your firm has been the prime Consultant.

Some examples are provided below:

RFP 10181 Consulting Services - Water Treatment Facility Comprehensive Plan Page 16 of 37

a. Environmental – Experience delivering projects / programs focused on environmental health priorities in the areas of climate resiliency, water quality and watershed protection, regulatory performance, management systems, air quality, renewable energy, sustainable building and design, construction materials management, and solid waste reduction.

b. Economic – Experience working and delivering projects with an emphasis on strategic financial planning, job creation, business development, asset management, various project delivery methods, value engineering, regional partnerships, transparency, stakeholder engagement, strategic investments, aging infrastructure, repurposing of existing facilities, and competing financial priorities.

c. Social - Experience working and delivering projects, programs, and/or initiatives that support Equity, Diversity, and Inclusion throughout your firm’s workplace, including leadership, and supply chain. Examples of this may be demonstration of working within cultural and language gaps, development of diversity programs, diverse project teams, equitable opportunity vendor supply chain, and how your firm has applied an equity lens to processes such as recruitment, hiring, purchasing, career pathways, salaries, and staff engagement.

E. Cost and Work Hours

In your response to this proposal, please provide the following:

1. Estimated Hours by Task: Provide estimated hours for each proposed task by job title and employee name, including the time required for meetings, conference calls, etc.

2. Cost by Task: Provide the cost of each task identified in the Scope of Proposal section. Provide a total not to exceed cost for the Scope of Proposal. Price all additional services/deliverables separately.

3. Schedule of Rates: Provide a schedule of billing rates by category of employee and job title to be used during the term of the Agreement. This fee schedule will be firm for at least one (1) year from the date of the Agreement. The fee schedule will be used as a basis for determining fees should additional services be necessary. Include a per meeting rate in the event additional meetings are needed. A fee schedule for subconsultants/subcontractors, if used, shall be included.

4. All indirect costs with the exception of travel are to be included in the hourly labor rates. Travel expenses may be reimbursable per the Work Order and current rates found at www.gsa.gov.

Consultant will be required to provide original receipts to the City for all travel expenses. Provide an estimated dollar amount for each phase (30%, 60%, 90%) of travel.

F. Sample Agreement

Included with this request for proposals is a sample Agreement the City intends to use for obtaining the services of the Consultant. The Consultant is required to review this Agreement, copy attached in Section VII, and indicate any objections to the terms of the contract. If revisions to the contractual terms are requested, provide suggested revisions.

G. Acknowledgement

The Acknowledgement form is attached as Section VI. Complete the attached form indicating the Consultant hereby acknowledges receipt of the City of Fort Collins Request for Proposal and acknowledges that the Consultant has read and agrees to be fully bound by all of the terms, conditions and other provisions set forth in the RFP.

V. REVIEW AND ASSESSMENT CRITERIA

Proposal and Interview Criteria http://www.gsa.gov/

RFP 10181 Consulting Services - Water Treatment Facility Comprehensive Plan Page 17 of 37

Consultants will be evaluated on the following criteria. This set of criteria will be the basis for review and assessment of the written proposals and optional interview session. At the discretion of the City, interviews of the top-rated Consultants may be conducted.

The rating scale shall be from 1 to 10, a rating of 1 doesn’t meet minimum requirements, a rating of 5 means the category fulfills the minimum requirements, and 10 exceeds minimum requirements in that category.

Evaluation of Cost & Work Hours Category will consider the following:

1. Appropriate hour allocation for all skill levels.

2. Reasonable and appropriate effort for all tasks.

3. Transparent and competitive rates

4. Total cost

5. If applicable, added value for additional scope items proposed.

WEIGHTING FACTOR CATEGORY

20% Project Approach & Schedule

40% Firm Capability & Experience

10% Sustainability/TBL Methodology

30% Cost & Work Hours

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VI. ACKNOWLEDGEMENT

Consultant hereby acknowledges receipt of the City of Fort Collins Request for Proposal and acknowledges that it has read and agrees to be fully bound by all of the terms, conditions and other provisions set forth in the RFP 10181 CONSULTING SERVICES – WATER TREATMENT FACILITY COMPREHENSIVE PLAN and sample Agreement except as otherwise noted. Additionally, Consultant hereby makes the following representations to City:

a. All of the statements and representations made in this proposal are true to the best of the Consultant’s knowledge and belief.

b. Consultant commits that it is able to meet the terms provided in this proposal.

c. This proposal is a firm and binding offer, for a period of 90 days from the date hereof.

d. Consultant further agrees that the method of award is acceptable.

e. Consultant also agrees to complete the proposed Agreement with the City of Fort Collins within 10 days of notice of award. If contract is not completed and signed within 10 days, City reserves the right to cancel and award to the next highest rated firm.

f. Consultant acknowledges receipt of addenda.

g. Consultant acknowledges no conflict of interest.

h. Failure to provide a public viewing copy will be considered a waiver of any claim of confidentiality under Colorado Open Records Act (CORA). Consultant hereby waives any and all claims for damages against the City for the City’s good faith compliance with CORA.

Legal Firm Name:

Physical Address:

Remit to Address:

Phone:

Name of Authorized Agent of Firm:

Signature of Authorized Agent:

Primary Contact for Project:

Title: Email Address:

Phone: Cell Phone:

NOTE: ACKNOWLEDGMENT IS TO BE SIGNED & RETURNED WITH YOUR PROPOSAL.

Official Purchasing Document Last updated 4/2025

Master Professional Services Agreement – Work Order Type 10181 Consulting Services – Water Treatment Facility Comprehensive Plan

VII. SAMPLE AGREEMENT (FOR REFERENCE ONLY – DO NOT SIGN )

MASTER PROFESSIONAL SERVICES AGREEMENT

WORK ORDER TYPE

This Master Professional Services Agreement (Agreement) made and entered into the day and year set forth in the Agreement Period section below, by and between the CITY OF FORT

COLLINS, COLORADO, a Colorado Municipal Corporation (City) and , a(n) [enter state]

[business type] (Professional).

WITNESSETH:

In consideration of the mutual covenants and obligations herein expressed, it is agreed by and between the parties hereto as follows:

1. Scope of Service. The Professional agrees to provide Services in accordance with any project Work Orders for 10181 Consulting Services – Water Tratment Facility

Comprehensive Plan, issued by the City. Such Work Orders will be incorporated into this

Agreement. A blank sample of a Work Order is attached hereto as Exhibit A, consisting of one (1) page and incorporated herein. A general Scope of Services is attached hereto as

Exhibit B, consisting of [# of Pages] and incorporated herein. The City reserves the right to independently solicit any project rather than issuing a Work Order to the Professional for the same pursuant to this Agreement. Irrespective of references to certain named third parties within this Agreement or any Work Order, the Professional shall be solely responsible for performance of all duties hereunder. The term Service as used in this Agreement shall include the Services and deliverables contained in any Work Order issued by the City.

The City may, at any time during the term of a particular Work Order and without invalidating the Work Order, make changes to the scope of the particular Service. Changes shall be agreed upon in writing by the parties by Change Order, a sample of which is attached hereto as Exhibit C, consisting of one (1) page and incorporated herein.

2. Work Order Schedule. The Services to be performed pursuant to this Agreement shall be performed as specified on each Work Order. Time is of the essence. Any change in schedule must be agreed upon in writing by the parties hereto via a Change Order.

3. Changes. The City may, at any time during the term of the Agreement, make changes to the Agreement. Such changes shall be agreed upon in writing by the parties.

4. Agreement Period. This Agreement shall commence , 20(Year) (the Effective Date) and shall continue in full force and effect until , 20(Year), unless sooner terminated as herein provided. In addition, at the option of the City, the Agreement may be extended for additional one (1) year periods not to exceed four (4) additional one-year periods.

Renewals and pricing changes shall be negotiated by and agreed to by both parties only at the time of renewal. Written notice of renewal shall be provided to the Professional no later than thirty (30) days before Agreement end. Should written notice of renewal be delayed, the parties agree that this Agreement may automatically extend on a month-to-month basis until a renewal is completed. Upon expiration of the final renewal term, the Agreement may continue but not to exceed one (1) year if required to complete any active Work Orders in accordance with Section 8-186 of City Code.

5. Early Termination by City. Notwithstanding the time periods contained herein, the City may terminate this Agreement at any time without cause or penalty by providing at least ten (10) calendar days written notice of termination to the Professional.

In the event of early termination by the City, the Professional shall be paid for Services rendered up to the date of termination, subject to the satisfactory performance of the

Professional 's obligations under this Agreement. Professional shall submit a final invoice within ten (10) calendar days of the effective date of termination. Payment shall be the

Professional's sole right and remedy for termination.

6. Notices. All notices provided under this Agreement shall be effective immediately when emailed or three (3) business days from the date of the notice when mailed to the following addresses:

Professional: City: Copy to:

Attn:

Email Address

City of Fort Collins

Attn: Kelly Wasserbach

PO Box 580

Fort Collins, CO 80522 kwasserbach@fcgov.com

City of Fort Collins

Attn: Purchasing Dept.

PO Box 580

Fort Collins, CO 80522 purchasing@fcgov.com

All notices under this Agreement shall be written.

7. Compensation. In consideration of the Services to be performed pursuant to this Agreement, the City agrees to pay the Professional on a time and reimbursable direct cost basis as designated in Exhibit D, consisting of [# of Pages], attached and incorporated herein. At the election of the City, each Work Order may contain a maximum fee, which shall be negotiated by the parties hereto for each Work Order. Partial payments based upon the Professional’s billings and itemized statements are permissible as defined in the applicable Work Order.

The amounts of any partial payments shall be based upon the Professional’s City-verified progress in completing the Service(s) to be performed pursuant to the Work Order and upon approval of the Professional’s direct reimbursable expenses. Payment shall be made following acceptance of the Services by the City.

Itemized invoices shall be emailed to invoices@fcgov.com with a copy to the Project

Manager. The cost of the Services completed shall be paid to the Professional following the submittal of a correct itemized invoice by the Professional. The City is exempt from sales and use tax. The City’s Certificate of Exemption license number is 09804502. A copy of the license is available upon written request.

mailto:purchasing@fcgov.com mailto:invoices@fcgov.com

The City pays undisputed invoices on Net 30 days from the date of the invoice submittal to the City or, for disputed invoices, Net 30 days from the date of City Project Manager’s approval.

8. Design and Service Standards. The Professional warrants and shall be responsible for the

Professional quality, technical accuracy, accessibility requirements under ADA and Public

Accommodations and Technology Accessibility sections below, timely completion and the coordination of all Services rendered by the Professional, and the Project Instruments as defined in the Project Instruments and License section below.