2025-017 RFP Water-Sewer Shop Bathroom Remodel 10-10-2025.pdf

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REQUEST FOR PROPOSALS

2025-017

CITY OF MANITOU SPRINGS

Water/Sewer Shop Bathroom Remodel

Published October 10, 2025

606 Manitou Avenue Manitou Springs, CO 80829

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REQUEST FOR PROPOSALS

RFP 2025-017

City Contact: Sean Dearborn, Utility Manager and ORC of Distribution Felipe Lopez, Senior Project Manager

Method of Contact: Via BidNet

SCHEDULE OF EVENTS (MST - subject to change)

1. RFP PUBLISHED: 10-10-2025

2. PRE-PROPOSAL CONFERENCE: 10-16-2025 at 9am

3. DEADLINE FOR QUESTIONS: 10-23-2025 4:00 P.M.

4. FINAL ADDENDUM ISSUED: 10-30-2025 4:00 P.M.

5. RFP SUBMITTAL DEADLINE: 11-6-2025 4:00 P.M.

6. NOTICE OF SELECTION: 11-14-2025

PRE-PROPOSAL CONFERENCE:

A pre-proposal conference will be held on date and time identified above, at the City of Manitou Springs’ Public Works Water/Sewer Shop, 101 Banks Pl, Manitou Springs, CO 80829. The purpose of this pre-proposal conference is to discuss this Request for Proposals.

QUESTIONS CRITERION/SUBMITTAL REQUIREMENTS:

The City will only accept questions via BidNet. No verbal questions or questions through any other means other than BidNet submittals will be accepted.

PROPOSAL CRITERION/SUBMITTAL REQUIREMENTS:

Proposals must be received no later than RFP Submittal Deadline and time identified above.

(Proposals received after this date and time will NOT be considered for award.)

This RFP is posted to BidNet Direct. It is available for all vendors free of charge, following free registration, at the BidNet Direct website.

SUBMITTALS FOR THIS PROJECT WILL ONLY BE ACCEPTED THROUGH BIDNET.

Please login to the following website to register (Free Registration) to submit a bid for this project. All required documents will be uploaded to the BidNet website. The City of Manitou Springs belongs to BidNet’s Rocky Mountain e-Purchasing Group within BidNet.

https://www.bidnetdirect.com/

BIDNET Direct Support 800-835-4603 https://www.bidnetdirect.com/

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BACKGROUND AND HISTORY

The Manitou Springs Public Works Water/Sewer Shop holds a central place in the City’s infrastructure history. It was the first building constructed on the current Public Works campus, built in the 1980s to provide a dedicated space for the Water and Sewer Departments’ operations. At the time, it represented a significant step forward in centralizing resources and creating a functional hub for maintaining the City’s water and sewer utility system.

Since its construction, the original Water Shop building has undergone only minor updates, primarily focused on routine maintenance and modest improvements to extend its service life. While the building has continued to serve the staff and community reliably for several decades, it has largely remained unchanged from its original design.

The Water Shop has been the backbone of essential operations, supporting crews through daily maintenance, emergency response, and long-term system improvements. Its establishment laid the groundwork for the expansion of additional Public Works facilities on the site in later years, allowing the City to meet the growing needs of the community.

PROJECT DESCRIPTION

The City of Manitou Springs is seeking proposals from qualified companies for this project, The project will design and complete construction of upgraded bathroom facilities at the Water and Sewer Shop.

Improvements will include the addition of a shower, relocation of laundry units, and modernization of existing restroom amenities. These upgrades will provide staff with functional, sanitary, and efficient facilities that meet current standards and support the operational needs of the department

PROPOSAL REQUIREMENTS

The City is seeking information from qualified companies who have experience and qualifications to serve as the City’s consultants for design process and contractor for construction of this project. The City of Manitou Springs’ Project Manager will all work closely with the successful contractor/professional(s) on a multitude of projects and needs.

The selected company will perform work under contract with City, using the City’s standard Services Agreement.

The City’s selection process will be a two-step process:

• The first step will be an evaluation of the Qualifications submitted in response to this Request for Proposals (RFP).

• In the second step, the City may proceed with negotiations with the primary company or invite the top three offerors to make oral presentations to the selection team. Instructions will be provided regarding the desired content of the presentations—if presentations are deemed necessary by the selection committee. A company’s ability to follow directions will be considered as part of the evaluation of the qualifications and oral presentation.

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COMPANY SELECTION / QUALIFICATIONS

1. Selection of company will be based on the submitted proposal.

2. This is a qualifications-based selection process. Qualifications-Based Selection is a procurement process developed as a process for public agencies to use for the selection of architectural, engineering, and construction services for public construction projects. It is a competitive contract procurement process whereby consulting firms or contractors submit qualifications to a procuring entity who evaluates and selects the most qualified company, and then negotiates the project scope of work, schedule, budget, and fees.

3. Evaluation and Award are discussed herein, and the successful company should be aware that:

a. The successful team will demonstrate significant experience with similar projects.

b. Preference will be given to local teams (Colorado presence and experience preferred.)

4. The awarded company shall:

a. Enter into a contract with the City using the City’s standard Services Agreement

b. Maintain required insurance coverage for the duration of the contract period as outlined in the contract.

c. Operate as an independent company and will not be considered employee(s) of the City of Manitou Springs.

d. Be paid on invoices as satisfactory work is completed.

ANTICIPATED SCOPE OF SERVICES

The anticipated Scope of Services for this project is as follows:

1. Design Upgrades to Include:

a. Installation of a shower to provide modern hygiene facilities for staff.

b. Installation of an upper vent fan to meet current ventilation and building code requirements.

c. Relocation of washer, electric dryer, and basin sink to improve workflow and efficiency.

d. Updated plumbing systems and relocation of sink to align with new layout and utility access.

e. Installation of new doors and updated framing to accommodate the upgraded layout and fixtures.

2. Construction Planning and Execution:

a. This is a design-build procurement; the prime must include licensed Colorado A/E(s) to prepare and stamp permit drawings.

b. Planning & Design: Preparation of construction drawings, specifications, and permitting in compliance with Colorado building codes, plumbing codes, mechanical codes, ADA requirements, and local health/safety regulations.

i. Present the most cost-effective design solution that meets all project requirements, performance standards, and functional objectives.

c. Permitting & Review: Submission of plans for review and approval by the City of Manitou Springs, Pikes Peak Regional Building Department, and other applicable authorities.

d. Demolition & Site Preparation: Removal of outdated fixtures, framing, and finishes while safely managing dust, waste, and disposal in compliance with Colorado environmental regulations.

e. Utility Coordination: Coordination with water, sewer, electrical, and mechanical systems to ensure proper tie-ins, inspections, and service continuity.

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i. Existing conditions: Require an as-built survey, utility locate, assessment of water heater capacity, drain locations/slope, slab coring, and panel capacity for laundry + ventilation.

f. Framing & Rough-In: Installation of updated framing, rough plumbing, electrical, and ventilation systems in line with the approved design.

g. Fixture Installation: Placement of shower, washer, dryer, basin sink, toilets, and associated components per manufacturer specifications and code.

h. Ventilation & Mechanical Systems: Installation of the upper vent fan and ducting to ensure proper air flow and moisture control.

3. Finish Work: Drywall, painting, flooring, tile, and other finishes suitable for a high-use municipal facility.

a. Final Inspection & Commissioning: Walk-throughs with inspectors, testing of plumbing and ventilation systems, and final approval prior to occupancy.

4. Project Needs:

a. Modern Amenities: Updated facilities that meet staff hygiene and operational needs, while incorporating ADA compliancy including but not limited to; grab bars/handrails, door widths, thresholds, and required clearances.

b. Code Compliance: Upgrades that bring plumbing, ventilation, and accessibility into compliance with current Colorado building and health codes.

c. Operational Efficiency: Improved layout and facilities to support daily water and sewer operations, including laundry and sanitation.

d. Safety & Health: Enhanced working conditions by providing proper ventilation, drainage, and sanitary facilities for employees.

e. Longevity: Durable construction methods and materials designed to serve the Public Works Department for decades with minimal maintenance

RESPONSE FORMAT

The following items are to be included in your proposal, in the order listed. Deviation may render your proposal non-responsive. Maximum proposal length is 35 pages, single-sided, including front and back covers. Corporate or team resumes are included as part of the page count.

1. Cover Letter. Include a cover letter that introduces the company, summarizes the company's qualifications, and details any exceptions to this RFP (please note that significant exceptions may make your proposal nonresponsive). This letter should also provide principal contact information for this RFP, including address, telephone number, fax number, e-mail, and website (if applicable).

2. Company Information.

a. Provide the following information as listed: Company Name, Address, Phone Number, and Names of Principals.

b. Identify the year in which your company was established and began providing services.

c. Describe any pending plans to sell or merge your company.

d. Provide a comprehensive listing of all the services you provide

3. Recent Experience with Similar Projects.

a. List a minimum of two (2) projects of similar nature to this project that the team has had DIRECT involvement within the past seven years. Be specific on why the referenced projects are similar to this project. Include the referenced projects name, a brief description, total approximate project costs, if the projects were completed on time and

413-04-02 6 2022-06-29 reference names and phone numbers for each referenced project. The quality of performance on previous City Contracts or services will be considered. Failure on the part of any contractor to carry out a previous contract in a satisfactory manner shall be deemed sufficient cause for disqualification.

b. Additionally, provide a list of three (3) references/customers that either have in the past seven years or are currently receiving services similar to the scope of services required by the City under this RFP (list must include name, address, telephone number, email address and contact person). The City reserves the right to contact the references provided in your proposal, as well as other references, without prior notification to you.

4. Project Team. Describe the company’s team for the project. Please also list any proposed sub-contractors (i.e., surveying, ecological, etc.). For the key project team members, which as a minimum should include the company’s Project Manager and other applicable members (eg:

Project Engineer), please include:

a. A brief description of the individual’s background and experience (brief resume);

b. Each individual’s years of relevant experience;

c. A description of each individual’s relevant experience; and

d. The role each individual will take on the project.

5. Approach to Scope of Work

a. Provide detailed information about what makes your approach unique and best suited for this project.

b. Describe your public engagement approach and demonstrate understanding of the City’s Culture of Engagement

c. Describe how the work will be accomplished in an effective and timely manner. Explain the proposed work plan with a description of the specific tasks as noted in the sample Scope of Services of this RFP. Break out each item as described in the scope of services and provide a schedule with milestones for these items.

6. Cost Schedule. Provide a schedule of costs for services that include the following:

a. Company name and address

b. Date that the cost schedule is valid (example: Jan. 1, 2023 – Dec. 31, 2023).

c. Position titles

d. Direct hourly rates for each position

e. Multiplier (e.g. overhead)

f. Billing rate for each position

g. Non-Salary Costs (e.g. travel or mileage, printing, etc)

7. Supporting Information. Examples of supporting materials that should be included with the proposal include:

o Graphs, charts, photos, resumes, plans, reports or similar documentation o Narrative explaining potential challenges o Experience with local agency projects o Experience with each discipline o Project examples and materials that illustrate innovative solutions o Demonstration of the company’s efforts in support of environmental protection and familiarity with the tenets of LEED, the Envision Sustainable Infrastructure Rating System, or similar systems o Any litigation to which the company is a party o Any bankruptcy settlements or unpaid judgments against the company or its principals

413-04-02 7 2022-06-29 o Any previous contracts that the company defaulted on and/or was terminated and reasons for the default(s) and/or termination(s)

8. Conflict of Interest Please list any current (or potential) clients or projects which may be (or cause) a conflict of interest in working for the City of Manitou Springs and describe the possible extent of the conflict.

9. Other Information. Provide any other information deemed necessary to support the proposal.

Evaluation Criteria

All proposals submitted in response to this RFP will be evaluated by a committee of City representatives, in accordance with the criteria described below. Offeror's proposals will be evaluated on the criteria listed below. Total scores will be tabulated, and the offeror with the proposal that is deemed to be the most advantageous to the City will be selected. If the City requests presentations by short-listed Offerors, committee members may revise their initial scores based upon additional information and clarification received in this phase. In preparing responses, Offerors should describe in detail how they propose to meet the specifications as detailed in the previous sections. Specific factors will be applied to proposal information to assist the City in selecting the most qualified offeror for this contract. Evaluation criteria that will be used are as follows:

Evaluation Criterion #1 – Adequacy of Proposal & Compliance with Specifications

• Proposal is complete and follows the requirements of the RFP

Evaluation Criterion #2 - Company and Personnel Qualifications

• Qualifications and abilities of personnel

• Experience on similar projects as a team

• Commitment of key members to project

• Local presence/office

• Use of Local Artisans

• Disadvantaged Business Enterprise (DBE) participation

• Understanding of work area historic significance

Evaluation Criterion #3 - Recent Experience with Similar Projects

• Company’s recent, relevant project history

• Demonstrated ability to control costs

• Demonstrated ability to meet schedule

• Demonstrated ability to do quality work

Evaluation Criterion #4 - Approach to Scope of Work

• Team’s demonstrated clear understanding of the project goals

• Commitment to public engagement demonstrated

• Has the team formulated a successful approach to the project?

• Has the team demonstrated the commitment to providing sufficient personnel to complete the project?

• Has the team presented alternatives and discussed a preferred method, and are they based on past implemented experiences?

• Discussion of required approvals and permits

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Evaluation Criterion #5 - Project Cost

• Cost Control/Cost Comparison

Evaluation Criterion #6 - Project Scheduling

• Scheduling Method and submitted project schedule

• Quality Control

Additional Evaluation Criteria.

The companies will be evaluated upon the following general criteria:

• Experience and expertise of project team members both individually and as a group;

• History of previous experience with similar projects;

• Results of reference checks;

• Company’s record for completing a task on time, within budget, estimating construction costs, and designing to a budgeted capital cost;

• Any special capabilities the team may bring to the projects;

• The company’s ability to follow directions; and

• Conciseness and completeness of the submission.

Determination of Responsibility of the Offeror The City awards contracts to responsible vendors only. The City reserves the right to make its offeror responsibility determination at any time in this RFP process and may not make a responsibility determination for every offeror. A “Responsible Offeror” is defined by this proposal as one who has “the capability in all respects to perform fully the contract requirements, presents, perseverance, experience, integrity, reliability, capabilities, facilities, equipment, and credit which will assure good faith performance.” The City reserves the right to request information as it deems necessary to determine an Offeror’s responsibility. If the offeror fails to supply the requested information, the City shall base the determination of responsibility upon any available information or may find the offeror non-responsible if such failure is unreasonable.

A selection committee comprised of City staff shall evaluate the proposals based on the criteria as set forth in the table above. Submitted proposals will be judged on the completeness and quality of its content. If necessary, based on the evaluations, a select number of companies may be invited to respond to a detailed request for an oral presentation.

ADMINISTRATIVE INFORMATION

1. Issuing Office: The City of Manitou Springs agent listed herein is to be the sole point of contact concerning this RFP. Offerors shall not directly contact other personnel regarding matters concerning this RFP or to arrange meetings related to such.

2. Official Means of Communication: All official communication from the City to offerors will be via email to the City contact as identified on page 2 of this RFP. The City will post notices that will include, but not be limited to, any modifications to administrative or performance requirements, answers to inquiries received, clarifications to requirements, and the announcement of award.

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3. Inquiries: Prospective offerors may submit inquiries via BidNet to the City contact before the written inquiry deadline concerning this RFP to obtain clarification of requirements. There will be opportunity to make inquiries during the pre-proposal conference. No inquiries will be accepted after the deadline.

Inquiries regarding this RFP (be sure to reference RFP number) should be referred to the City’s contact person as identified on page 2 of this RFP:

Response to offerors’ inquiries will be e-mailed by the final addendum date listed herein. Offerors cannot rely on any other statements that clarify or alter any specification or other term or condition of the RFP.

Should any interested offeror, sales representative, or manufacturer find any part of the listed specifications, terms and conditions to be discrepant, incomplete, or otherwise questionable in any respect, it shall be the responsibility of the concerned party to notify the City of such matters immediately upon discovery.

4. Insurance and Bonding: The successful contractor will be required to provide a Certificate of Insurance or other proof of insurance naming the City of Manitou Springs and its agents as "additional insured".

Coverage must include:

WORKERS COMPENSATION coverage with limits in accordance with State of Colorado requirements and any other applicable laws for any employee engaged in the performance of Work under this contract;

COMMERCIAL GENERAL LIABILITY coverage written on ISO occurrence form CG00 01/10/93 or equivalent, covering premises operations, fire damage, independent contractors, products and completed operations, blanket contractual liability, personal injury and advertising liability with minimum limits of $1,000,000 per occurrence, $2,000,000 aggregate; $1,000,000 products and completed operations aggregate and $50,000 on fire; plus an additional amount sufficient to pay related attorneys' fees and defense costs. The policy shall be applicable to all premises and operations. The policy shall include coverage for bodily injury, broad form property damage (including completed operations), personal injury (including coverage for contractual and employee acts), blanket contractual, independent contractors, products, and completed operations. The policy shall include coverage for explosion, collapse, and underground hazards. The policy shall contain a severability of interest’s provision;

COMPREHENSIVE AUTOMOBILE LIABILITY with minimum limits for bodily injury and property damage coverage of at least $1,000,000, plus an additional amount adequate to pay related attorneys' fees and defense costs, for each of offerors' owned, hired or non-owned vehicles assigned to or used in performance of this Agreement. The City of Manitou Springs including officers, agents and designees shall be named as additional Insured for General and Auto Liability Insurance;

PROFESSIONAL LIABILITY COVERAGE with a minimum limit of $1,000,000 per Occurrence and $3,000,000 aggregate.

EMPLOYER’S LIABILITY coverage with limits of at least $500,000;

PERFORMANCE BOND in the amount of one hundred percent of the total project cost;

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PAYMENT BOND for fifty percent of the total project cost.

5. Modification or Withdrawal of Proposals: Proposals may be modified or withdrawn by the Offeror prior to the established due date and time.

6. Minor Informalities: Minor informalities are matters of form rather than substance evident from the response or insignificant mistakes that can be waived or corrected without prejudice to other vendors. The City may waive such informalities or allow the vendor to correct them depending on which is in the best interest of the City.

7. Responsibility Determination: The City will make awards only to responsible vendors. The City reserves the right to assess offeror responsibility at any time in this RFP process and may not make a responsibility determination for every offeror.

8. Acceptance of RFP Terms: A proposal submitted in response to this RFP shall constitute a binding offer. The autographic signature of a person who is legally authorized to execute contractual obligations on behalf of the offeror shall indicate acknowledgment of this condition. A submission in response to this RFP acknowledges acceptance by the offeror of all terms and conditions as set forth herein. An offeror shall identify clearly and thoroughly, any variations between its proposal and the RFP in the cover letter. Failure to do so shall be deemed a waiver of any rights to subsequently modify the terms of performance, except as outlined or specified in the RFP.

9. Protested Solicitations and Awards: Any actual or prospective offeror who is aggrieved in connection with either the solicitation or award of a contract may protest in writing to the City’s Administrator. The protest shall be submitted within three calendar days after such aggrieved person knows, or reasonably should have known, of the facts giving rise thereto. With regard to requirements or specifications set forth in this RFP, it is important for offerors to note that a challenge should be made within three (3) calendar days of when the item being protested is known.

10. Confidential/Proprietary Information: The City neither requests nor encourages the submission of confidential/proprietary information in response to this Request for Proposal/. All proposals will be confidential until a contract is awarded and fully executed. At that time, all proposals and documents pertaining to the proposals will be available for public inspection, except for the material that is proprietary or confidential. However, requests for confidentiality can be submitted to the City provided that the submission is in accordance with the following procedures. This remains the sole responsibility of the offeror. The City will make no attempt to cure any information that is found to be at a variance with this procedure. The offeror may not be given an opportunity to cure any variances after proposal opening. Neither a proposal in its entirety, nor proposal price information will be considered confidential/proprietary. Questions regarding the application of this procedure must be directed to the contact for the City listed in this RFP.

11. Acceptance of Proposal Content: The contents of the proposal (including persons specified to implement the project) of the successful contractor shall become contractual obligations into the contract award. Failure of the successful offeror to perform in accordance with these obligations may result in cancellation of the award and such offeror may be removed from future solicitations.

12. RFP Cancellation: The City reserves the right to cancel this RFP at any time, without penalty.

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13. Negotiation of Award: In the event only one (1) responsive proposal is received by the City, the City reserves the right to negotiate the award for the services with the offeror submitting the proposal in lieu of accepting the proposal as is.

14. Contract: The selected offeror will enter into a contract, using the City’s standard Services Agreement with the City of Manitou Springs for this work. The contract will set for the agreement and responsibilities as outlined in this RFP.

15. RFP Response/Material Ownership: All material submitted regarding this RFP becomes the property of the City of Manitou Springs, unless otherwise noted in the RFP.

16. Incurring Costs: The City is not liable for any cost incurred prior to issuance of a legally executed contract and/or a purchase order.

17. Non-Discrimination: The offeror shall comply with all applicable state and federal laws, rules and regulations involving nondiscrimination on the basis of race, color, religion, national origin, age or sex.

18. News Releases: Neither the City, nor the offeror, shall make news releases pertaining to this RFP prior to execution of the contract without prior written approval of the other party. Written consent on the City’s behalf is provided by the Public Information Officer.

19. Taxes: The City of Manitou Springs is exempt from all federal excise taxes and all Colorado State and local government sales and use taxes.

20. Assignment and Delegation: Neither party to any resulting contract may assign or delegate any portion of the agreement without the prior written consent of the other party.

21. Availability of Funds: Financial obligations of the City of Manitou Springs payable after the current fiscal year are contingent upon funds for that purpose being appropriated, budgeted and otherwise made available. In the event funds are not appropriated, any resulting contract will become null and void, without penalty to the City.

22. Standard of Conduct: The successful offeror shall be responsible for maintaining satisfactory standards of employees' competency, conduct, courtesy, appearance, honesty, and integrity, and shall be responsible for taking such disciplinary action with respect to any employee, as may be necessary.

The City may request the successful company to immediately remove from this assignment any employee found unfit to perform duties due to one or more of the following reasons:

a. Neglect of duty.

b. Disorderly conduct, use of abusive or offensive language, quarreling, intimidation by words or actions or fighting.

c. Theft, vandalism, immoral conduct or any other criminal action.

d. Selling, consuming, possessing, or being under the influence of intoxicants, including alcohol, or illegal substances while on assignment for the City.

e. Agents and employees of Contractor working in City facilities shall present a clean and neat appearance. Prior to performing any work for the City, the Contractor shall require each of their employees to carry proper identification including company identification.

24. Duty to Comply with State Investigation: Contractor shall comply with any reasonable request of the Colorado Department of Labor and Employment made in the course of an investigation pursuant to C.R.S. 8-17.5-102 (5).

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25. Damages for Breach of Contract: In addition to any other legal or equitable remedy the City may be entitled to for a breach of this Contract, if the City terminates this Contract, in whole or in part, due to Contractor’s breach of any provision of this Contract, Contractor shall be liable for actual and consequential damages to the City.

26. Other Statutes:

a. The signatory hereto avers that he/she is familiar with Colorado Revised Statutes , 18-8- 301, et seq. (Bribery and Corrupt Influence) and 18-8-401, et seq. (Abuse of Public Office) as amended, and that no violation such provisions is present.

b. The signatory hereto avers that to his/her knowledge, no City of Manitou Springs employee has any personal or beneficial interest whatsoever in the service or property described herein. See CRS 24-18-201 and CRS 24-50-507.

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ATTACHMENT A

PROPOSAL ACKNOWLEDGEMENT FORM

RFP#: _2025-017__________

PROJECT NAME: __Water/Sewer Shop Bathroom Remodel__________________

Failure to complete, sign and return this submittal page with your proposal may be cause for rejection.

Contact Information Response Response Company Name

Name and Title of Primary Contact

Company Address

Phone Number

Email Address

Company Website

By signing below, I certify that:

− I am authorized to bid on my company's behalf.

− I am not currently an employee of the City of Manitou Springs.

− None of my employees or agents are currently employees of the City of Manitou Springs.

− I am not related to any City of Manitou Springs employees or Elected Official.

Printed Name: ___________________________ Company Title: _____________________

Signature: __________________________________________________________________