2024 3rd Street CDBG RFP_2024-04-30.pdf

645 Beacon Lite Rd., Monument CO 80132 Phone: 719-481-2954 Fax: 719-884-8011 www.townofmonument.org

REQUEST FOR PROPOSALS

3rd Street ADA Accessibility – Project #24-05-02

1. Background.

The Town of Monument, Colorado (Town), is seeking proposals for an ADA Improvement

Project on the north side of Third Street between Beacon Lite and Hwy 105 for which the Town is seeking RFP Responses fulfilling the scope and criteria outlined in this Request for Proposals.

This project is being supplemented through a Grant from the El Paso County Community

Development Block Grant Program and the source for these funds is HUD (US Housing and

Urban Development). HUD Form 4010 and HUD Form 92554M will be incorporated into the final agreement and all requirements will be a condition required for payment and are attached to this RFP for reference. Please note that these conditions will apply to all workers on site including subcontractors. Correct labor reports submitted and approved are required prior to payment.

2. Scope Of Services.

The project will include 4” thick by 5” wide sidewalks and 6” thick by 5’ wide sidewalks along with (4) ADA ramps per the attached photo. All work on this project will comply with current

ADA standards and all labor provided under this contract will need to comply with Davis-Bacon standards.

The following is the tentative procurement schedule for the RFP. The Town reserves the right to adjust this schedule.

3. Tentative Procurement Schedule.

April 30, 2024 RFP Release Date

May 8, 2024 1:00PM Pre-proposal conference

May 13, 2024 11:59AM Deadline to submit questions via email.

645 Beacon Lite Rd., Monument CO 80132 Phone: 719-481-2954 Fax: 719-884-8011 www.townofmonument.org

May 14, 2024 Responses to questions will be posted on the Town’s Bidnet site (Rocky Mountain E-Purchasing System).

May 16, 2024 10:00AM Proposals due no later than 10:30 AM local time at which time they will be opened and read aloud in the Town of

Monument Council Chambers at 645 Beacon Lite Rd., Monument CO.

May 20, 2024 Expected date by which a recommendation will be made to

Jeremiah Reichert – Asst. Director of Public Works on award of proposal.

4. Proposal Submission.

A. Proposals must be submitted in person (in a sealed envelope-see attached envelope form) to the Town of Monument Town Hall (645 Beacon Lite Road, Monument CO), clearly identified with the RFP title and the word “Submittal” or “Proposal” on the Envelope subject line, with all attachments, no later than the date and time indicated in the Schedule above, to:

Gregg Heinzel

Town of Monument, Colorado

Email: gheinzel@tomgov.org

B. All proposals must be submitted on the bid form contained in this RFP.

C. Submittals without the proper subject line identification may be considered routine emails and may not be considered.

D. Proposals received after the deadline indicated above will not be considered and will be rejected for lateness.

E. Proposals delivered in person should be delivered in a sealed envelope marked “Sealed Bid-

Do Not Open”. The contractor’s company name and Town of Monument Project Name must be listed on the outside of the envelope (see attached Bid Envelope Form Template.

5. Pre-Proposal Conference.

A. A pre-proposal conference will be held in person on the date and time indicated in the

Schedule above. Attendance at the pre-proposal conference is mandatory. Please register by e-mailing gheinzel@tomgov.org if you plan to participate.

645 Beacon Lite Rd., Monument CO 80132 Phone: 719-481-2954 Fax: 719-884-8011 www.townofmonument.org

B. At the pre-proposal conference, Town staff will provide an overview of the RFP, its contents, the schedule, and address additional topics as deemed necessary. Following the presentation, vendors can ask questions related to the RFP or the overall process. The Town will attempt to answer all questions at that time, but answers provided at the pre-proposal conference shall not be binding.

6. Questions.

A. Questions regarding this RFP must be emailed to Gregg Heinzel (gheinzel@tomgov.org) no later than the date and time indicated in the Schedule above.

B. All questions must include the RFP title (3rd Street ADA Accessibility Project #24-05-02) and the word “Question” in the email subject line. Questions without this subject identification may be considered routine emails and may not be considered.

C. Questions communicated by telephone or in person will not be accepted.

D. All questions will be responded to on the project page on Bidnet (Rocky Mountain E-

Purchasing System) no later than the date indicated in the Schedule above. Any responses by the Town that change the terms, conditions, and/or specifications of this RFP will be posted on the website as an addendum. No other communications of any kind may be considered a change to the terms, conditions, and/or specifications of this RFP.

7. Submittal Requirements.

The following items are to be included in the proposal:

A. Name of vendor, address, telephone number, website URL, and contact person’s name and email address.

B. Schedule (date of commencement of services and estimated completion date, if applicable).

C. Statement of qualifications that includes:

i. Company information:

a) Organization – general.

b) Time in business.

c) Number of employees.

d) Annual volume of business (number of projects and dollar total).

e) Volume of business in El Paso County, Colorado during the past 5 years (number of projects and dollar total).

f) A description of what differentiates the vendor’s service from that of its competitors.

g) A current copy of the company’s active SAM.gov number & document.

645 Beacon Lite Rd., Monument CO 80132 Phone: 719-481-2954 Fax: 719-884-8011 www.townofmonument.org

ii. Similar project experience:

a) Similar scope of work within the past 5 years.

b) Projects for other public entities.

iii. References (minimum of 3).

D. Comments to the proposed form of Services Agreement circulated in connection with this

RFP, including without limitation the insurance requirements. Post-award comments to the

Services Agreement not included with the proposal shall not be considered.

E. The proposal must be signed manually or electronically by an officer or person qualified to bind the vendor.

8. Withdrawal of Proposal.

Proposals shall be binding on the vendor and may not be withdrawn for a period of 60 days following the submission deadline. A vendor may withdraw its own proposal at any time prior to the submission deadline.

9. Evaluation of Proposals.

Proposals will be evaluated based on the following criteria:

A. Proposed costs.

B. Acceptance of Proposed schedule.

C. Whether the proposal is responsive to this RFP. To be deemed responsive, the proposal documents shall conform in all material respects to the requirements contained in this RFP.

D. Whether there is a reasonable basis to conclude that the vendor is authorized and has the technical expertise, resources, and experience to complete the scope of services.

E. Whether there is a reasonable basis to conclude that the vendor has the financial strength to successfully complete the scope of services.

F. Whether there is a reasonable basis to conclude that the vendor will likely complete the scope of services on schedule.

G. Whether there is a reasonable basis to conclude that the vendor is suitable to work with and has a good professional reputation.

H. The overall strength of the vendor and its perceived ability to perform.

I. Comments to the proposed Services Agreement circulated in connection with this RFP.

J. Any other criteria deemed material by the Town.

645 Beacon Lite Rd., Monument CO 80132 Phone: 719-481-2954 Fax: 719-884-8011 www.townofmonument.org

The Town may impose a numerical valuation system in order to weigh criteria and rank proposals.

10. Procedure for Selecting Proposal.

A. The proposals are expected to be evaluated by Town staff, who will make a recommendation to the Town Manager/Town Council. As part of its evaluation process, the Town may request clarifications and additional information, conduct customer reference checks, require a subset of finalist vendors to make a presentation to the Town’s selection team, hold multiple rounds of review with a limited group of proposers, and take any other action necessary to perform a thorough and objective evaluation of each proposal.

B. In the event the Town elects to accept a proposal, it shall accept in writing the proposal that, in its estimation, will best serve the interests of the Town.

C. After the proposal due date, the Town reserves the right to negotiate (i) terms and conditions of the Services Agreement with a vendor(s), and (ii) modifications to a proposal with a single vendor without obligation to negotiate similar modifications with other vendors.

D. The Town reserves the right to reject any and all proposals, waive any and all formalities and to negotiate contract terms with the successful vendor, disregard all nonconforming, non-responsive or conditional proposals, act in the best interest of the Town, and terminate, modify or suspend the RFP process. This RFP does not commit the Town to award a contract.

11. General Terms and Conditions.

A. Interested Parties: All interested vendors are invited to submit a proposal in accordance with the terms, conditions, and specifications contained herein.

B. Tax Exemption: The Town, as a home rule municipality, is exempt from sales and use taxes.

Vendors shall inform all prospective subcontractors and suppliers from whom they expect to obtain services or supplies of the tax-exempt status of the Town. Following the award of proposal, a tax exemption certificate will be furnished by the Town upon request by the successful vendor. It will be incumbent upon the awarded contractor to submit all required documentation to obtain their tax-exempt status for this project.

C. Pre-Contractual Expenses: The Town assumes no liability for payment of any pre-contractual expenses incurred by prospective vendors, including but not limited to costs incurred in the preparation or submission of proposals.

D. Non-Discrimination: The vendor, by submitting a proposal, agrees to not unlawfully discriminate against any employee of the vendor or the Town or applicant for employment or for services or any member of the public on the basis of disability, race, sex, age, national origin, religion, sexual orientation, gender identity or expression, marital or military status, pregnancy, political affiliation or any other status protected by federal or state law.

E.

645 Beacon Lite Rd., Monument CO 80132 Phone: 719-481-2954 Fax: 719-884-8011 www.townofmonument.org

F. Governing Law: The laws of the State of Colorado shall govern this RFP. The venue for any dispute arising out of or relating to this RFP shall be in the State of Colorado District Court for El Paso County.

G. Public Record: All proposals submitted will become property of the Town and may be subject to public disclosure pursuant to the Colorado Open Records Act, § 24-72-201, et seq., C.R.S.

Attachments: Bid Envelope Template, Bid Form, Map Locations and associated scope of work descriptions, Sample Agreement, HUD Form 4010, HUD Form 92554M, Prevailing Wages General

Decision #CO20240008 dated 01/05/2024, Map showing project area

645 Beacon Lite Rd., Monument CO 80132 Phone: 719-481-2954 Fax: 719-884-8011 www.townofmonument.org