2025-04-28_Police Facility_Design RFP_FINAL-UA (1).pdf

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Phone: 970.535.4477

REQUEST FOR PROPOSALS (RFP)

MEAD POLICE FACILITY

ARCHITECTURAL/ENGINEERING DESIGN SERVICES

Town of Mead RFP#:

Issued:

Deadl ine for Proposals:

Inquiries:

2025-005

April 28, 2025

May 22, 2025, 2:00 p.m. local time via Rocky Mountain E-Purchasing System

Erika Rasmussen, P.E.

Public Works Director erasmussen@townofmead.org

To report accessibility issues, or to request reasonable accommodation, please contact us by either calling the number below or sending us an email.

E-mail: info@townofmead.org

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Phone: 970.535.4477

E-mail: info@townofmead.org

Thank you for your interest in doing business with the Town of Mead.

Accessibility Statement

The Town of Mead is committed to ensuring that all individuals can access and participate in our bidding process, regardless of ability. We make every effort to ensure that bid documents and related materials are accessible. However, due to the complexity of certain engineering documents, construction plans, and other resources, full accessibility may not be immediately available. Achieving full accessibility compliance may impose an undue burden on the Town of Mead, including significant alterations to the nature of services and substantial financial, technical, or administrative challenges.

If you require assistance or need reasonable accommodation to participate in the bidding process, please contact us by phone or email. The Town of Mead strives to respond to feedback or requests for accommodation as promptly as possible.

Access the Town of Mead's Information and Communication Technology (“ICT”) Plan online at https://www.townofmead.org/media/42496.

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TABLE OF CONTENTS

REQUEST FOR PROPOSALS

PROJECT OVERVIEW

Background

Purpose and Goals

Past Planning Efforts and References

Programming & Building Components

Schedule and Delivery

SCOPE OF CONSULTANT SERVICES

Design Disciplines

Other Required Disciplines/Work

Scope of Work

Ongoing Support

PROJECT SCHEDULE

Selection Process Phase 1

Selection Process Phase 2

Project Schedule

SUBMITTAL REQUIREMENTS

Introductory Letter/Statement of Understanding

Project Team and Structure

Relevant Project Experience

Project Approach and Schedule

Fee Schedule

SELECTION CRITERIA & EVALUATION

Reference Evaluation

Terms & Conditions

ATTACHMENTS

Exhibit A – Municipal Facilities Master Site Plan Concept

Exhibit B – Liberty Ranch Filing 2, 3rd Amendment, Preliminary Plat (not approved)

Exhibit C - Form Professional Services Agreement

Exhibit D - Certification of Proposal

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Documents: The RFP documents may be obtained at the following locations:

REQUEST FOR PROPOSALS

The Town of Mead is requesting proposals from qualified consulting architect/engineering firms licensed in the State of Colorado to provide the architect and engineering services described herein for the Town of Mead Police Facility Project. The response to this solicitation will be in the form of a Proposal, referenced herein as “Proposal”.

The Consultant’s Proposals will be evaluated and ranked according to the criteria provided in the Proposal

Evaluation procedures of this Request for Proposals (RFP). Proposals must be received electronically in the E-Purchasing System. The Town will only accept proposals submitted in the Rocky Mountain E

Purchasing System and will not accept hardcopy proposals, or proposals submitted by any other means.

If you have questions or need assistance, contact BidNet support at 800-835-4603. After uploading your proposal documents, you must click the SUBMIT button. The Town will not accept uploads that are

“saved” but not “submitted”. To verify that your proposal was submitted successfully, you may contact

BidNet Support or verify via the Bid Management tab in your account that the documents are not in

“draft” status. No proposal will be considered which has not been received by the deadline set forth above, as determined by the Town of Mead. The Town reserves the right to reject any and all proposals and to waive any irregularities or informalities. All proposals shall remain subject to acceptance for forty five (45) days after the time set for opening proposals.

The Town of Mead is committed to providing an equal opportunity for citizens and does not discriminate on the basis of disability, race, color, national origin, religion, sexual orientation, age or gender. The Town will make reasonable accommodations for citizens in accordance with the Americans with Disabilities

Act.

• Via the Rocky Mountain E-Purchasing System at: www.bidnetdirect.com/colorado

• On the Town website at: www.townofmead.org/rfps

Questions: All questions and communications from interested parties to the Town must be submitted in writing via email to Erika Rasmussen, Public Works Director, at erasmussen@townofmead.org, no later than Friday, May 16, 2025. Questions received after this deadline will not be answered. No oral question or inquiry about the RFP shall be accepted.

Requirements: The Consultant’s attention is directed to the Proposal Response Requirements section of this RFP.

Addenda: Addenda to this RFP, if issued, will be uploaded to Rocky Mountain E-Purchasing system and posted on the Town’s website as detailed above.

It shall be the Consultant’s responsibility to check the Rocky Mountain E-Purchasing system and/or the Town’s website to obtain any addenda that may be issued.

Submission: Written proposals must be received electronically in the E-Purchasing System no later than May 22, 2025, at or before 2:00 p.m. MST. Proposals will be time-stamped by the

Rocky Mountain E-Purchasing System upon receipt. The Town will only accept proposals submitted in the Rocky Mountain E-Purchasing System and will not accept hard-copy proposals or proposals submitted by any other means. Submittals received after the time and date specified above will be considered nonresponsive and will be returned to the

Consultant.

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The Town reserves the right to reject any and all proposals and to waive any irregularities or informalities. Unsigned submittals or submittals signed by an individual not authorized

Selection:

to bind the prospective Consultant will be considered nonresponsive and be rejected.

All Proposals shall remain subject to acceptance for 30 days after the time set for opening Proposals.

Upon review of the submitted proposals, the selection committee will determine whether interviews are necessary to determine a Consultant selection. The Town reserves the right to hold interviews or make a consultant selection based solely on the proposals received. All products used or developed in the execution of any contract resulting from this RFP will remain in the public domain at the completion of the contract.

Schedule: RFP Released to Consultants:

Final Day for Written Questions:

Proposals Due:

Shortlist by:

Interviews (optional):

April 28, 2025

May 16, 2025, at 5:00 pm MST

May 22, 2025, at 2:00 pm MST

May 30, 2025

Week of June 2, 2025

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PROJECT OVERVIEW

The Town of Mead is requesting proposals from qualified firms or teams to provide site selection and architectural/engineering design services for a new police facility on a parcel of land located in Mead, Colorado.

The project will be managed primarily by the Town of Mead Public Works Department, with assistance from Town departments, specifically the Police and Planning departments.

Background

Mead is a growing community of more than 6000 residents in Weld County, situated at the intersection of Interstate 25 and State Highway 66, northeast of Longmont and approximately 40 miles north of

Denver. As a result of the anticipated growth, the Town of Mead Police Department has a need for a new police facility to ensure excellent service to this fast-growing community. Mead functions as a bedroom community for larger nearby cities like Fort Collins, Loveland and Longmont. To learn more about the Town of Mead, please visit: www.townofmead.org

The Mead Police Department (the “Department”) has existed since 2017. The Department is currently operating out of a triple wide trailer in the downtown area. Department staff has grown to 16 sworn officers and 3 civilians. The office space is cramped, storage is very limited, and the trailer lacks conference, training, and secure booking areas.

The Town of Mead owns, or will own as part of upcoming development, several tracts of land that could potentially be used for this facility. All such tracts that are of sufficient size should be evaluated for inclusion or rejection. These include the following locations:

• Liberty Ranch Subdivision – southwest of the CR 7 and SH66 intersection, see Exhibit B to thi

RFP

• Mead Village Subdivision – immediately west of Mead Middle School (620 Welker Avenue)

• Waterfront Subdivision – approximately 5-acre site east of the CR 7 and CR 28 intersection, near Mead High School, location not yet determined

• Westridge Subdivision – approximately 5-acre site southeast of the CR 7 and CR 34 intersection, location not yet determined

• Sugar Beet Solar Development – approximately 5-acre site northwest of CR 5 and CR 34, location not yet determined

Purpose and Goals

The overarching purpose of this initiative is to select a site(s) suitable for a police station building and develop a preliminary site plan and 30% facility design with estimated costs of completing such a project to assist with funding initiatives. The second phase of the project includes development of a preliminary and final plat, 100% construction and bid documents, and shepherding the project through the entitlement process.

The successful team will:

• Review existing planning documents (site plans, subdivision plats, development agreements, comprehensive plan, parks and trails plan, transportation plan, etc.)

• Conduct meetings with Town staff and evaluate programming options

• Evaluate and prioritize up to five (5) available sites with the adequate potential of hosting a police facility

• Develop a preliminary site plan and 30% facility design that meets the needs of the current Mead

Police Department and has the ability to be expanded in the future as is possible in the current or future available footprint

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• Act as applicant for the site plan application and develop an approved site plan

• Produce an approved preliminary plat and final plat

• Produce construction and bidding documents.

Past Planning Efforts and References

• Mead Comprehensive Plan – April 2018 https://www.townofmead.org/development/page/long range-planning

• Mead Transportation Plan – April 2018 https://www.townofmead.org/engineering/page/master plans

• Mead Open Space, Parks & Trails Master Plan – December 2011 https://www.townofmead.org/development/page/long-range-planning

• Exhibit A – 2023 Municipal Facilities Master Site Plan - Concept Program

• Exhibit B – 2024 Liberty Ranch Filing 2, 3rd Amendment Preliminary Plat (not approved)

Programming & Building Components

The 2023 Municipal Facilities Master Site Plan Concept Program provided preliminary programming for the police facility (See Exhibit A) at a location within the Liberty Ranch subdivision. While the Police program information is still generally relevant today, it should be revisited with Police staff. The potential of utilizing the site at Liberty Ranch should be evaluated along with other available sites.

The new police facility should include the following, at a minimum, as further described in Exhibit A:

• Lobby and reception areas

• Community room and storage for tables, chairs, training equipment, etc.

• Restrooms, showers and locker areas

• Exercise/training room, outdoor exercise space

• Private, shared and common office spaces (future expansion options)

• Breakroom (partial kitchen)

• Interview rooms

• Evidence processing and storage

• Armory and ammunition storage

• Booking area

• Holding cells

• Conference rooms

• Vehicle sallyport

• Vehicle processing/wash bay

• Public and secure parking areas

• Janitor, IT, MEP, mail and copy, storage, and administrative spaces

Schedule and Delivery

The project is divided into two separate phases.

Phase 1: Site selection, preliminary site plan and 30% police facility design, estimate of probable construction costs.

Phase 2: Approved Preliminary and Final plat, approved site plan, approved 100% construction and bid documents, bid assistance and building permit.

The Town is currently seeking funding opportunities for construction but generally would like to begin final design of the police facility as early as Q1 2026.

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SCOPE OF CONSULTANT SERVICES

The Town of Mead requires the services of a professional architecture/engineering firm (“Consultant”), including any appropriate sub-consultants necessary to complete this project.

PHASE I

Design Disciplines

• Architectural Design Services

• Civil Engineering

• Mechanical, Electrical & Plumbing (M.E.P.) Engineering

• Interior Design Services

• Structural Engineering

• Landscape Architecture

• Cost Estimating

• Geotechnical Investigation

• Surveying

Scope of Work

The consultant shall prepare a design schedule including the following scope components, at a minimum.

1. Kick-off:

Share work plan and draw from existing knowledge and documentation.

a. Review tracts of land that are owned by the Town, or will be owned as part of development, that could potentially host the police facility.

b. Review existing documents including applicable plat documents, Mead Comprehensive

Plan, transportation plans, trails and open space plans, and other applicable plans.

c. Review conceptual programmatic design and recommend adjustments based on cost and planned use of the facility.

d. Conduct kick-off meeting with staff to discuss objectives and initial programming ideas.

e. Interview Police personnel to determine their needs for facilities and resources.

*Deliverables: kick-off meeting attendance/materials, work plan, interviews and results compilation/analysis.

2. Existing conditions:

Evaluate up to five (5) potential sites and investigate existing site conditions.

a. Evaluate Town-owned land tracts with potential for hosting the police facility.

b. Evaluate each tract for size, access, strategic location, and any other determining factors.

c. Evaluate site boundaries, easements, rights-of-way, existing structures, and topography.

d. Evaluate existing utilities and required utility extensions and improvements required to serve the property.

e. Evaluate stormwater drainage facility capacity and extensions or improvements necessary to serve the property.

f. Evaluate/document site constraints/features such as oil and gas easements and restrictions, potential compatibility and/or conflicts with adjacent properties and land uses, and other topographical features.

g. Evaluate needed on-site improvements, such as trails, roadway improvements, and access points.

*Deliverables: site selection and layout options with evaluation/conclusions.

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*Deliverables: Police Facility Design Plan in hard-copy and electronic format.

3. Prioritizing options:

Provide options for programming and improvements based on feedback and feasibility and assist the

Town in prioritizing site layout options and programming for the police facility parcel.

a. Provide various site plan and programming options.

b. Conduct feasibility analysis to narrow options.

c. Provide list of feasible options for site layout, programming, public improvements.

d. Conduct work sessions with staff to prioritize programming and improvements.

e. Include options for future expansion of office workspace.

*Deliverables: cost estimates and/or savings for police facility, programming feasibility analysis, list of programming options, work sessions with Town Board (2+/-).

4. Preliminary Site Plan and 30% facility design:

a. Prepare preliminary site plan, 30% facility design, and estimate of probable costs.

b. Present conceptual design plan options for review to Town Staff, including representatives from the Police Department, Public Works Department, Community Development

Department and the Board of Trustees (BOT).

*Deliverables: Preliminary site plan, 30% Police Facility Design Plan, estimate of probable construction costs.

PHASE II

The consultant will serve as design project manager and act as the applicant for the site plan and final plat review and approval process.

5. Police Facility Design Plan:

Complete a design plan to include, at a minimum, the following:

a. Police Facility Design.

b. Site plan with police facility location, public improvements, utility layouts, and landscaping.

c. Site plan with programming options for remaining portions of the property.

d. Grading/drainage plans.

e. Colored Site Plan, renderings, and/or other visual aids as needed.

f. Other documentation as needed.

6. Police Facility Plat:

a. Submit a Plat Application as required by the Town’s Land Use Code, to include, but not be limited to, the following:

a. Plat Application (preliminary/final plat).

b. Construction documents and specifications.

c. Engineering documents and reports, including pavement design, and drainage report.

d. Other documentation as needed.

*Deliverables: Approved Police Facility Final Plat, CD’s

7. Police Facility Site Plan:

Submit a Site Plan application as required by the Town’s Land Use Code, to include, but not be limited to, the following:

a. Site Plan.

b. Landscape Plan.

c. Building Elevations.

d. Photometric Study.

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e. Colored Site Plan, renderings, and/or other visual aids as needed.

f. Other documentation as needed/required.

*Deliverables: Approved Police Facility Site Plan, construction documents.

*Deliverables: Approved construction drawings, geotechnical reports, drainage reports, civil site plans and specifications and bid packages for permit and publication.

8. Construction Documents:

a. Provide comprehensive construction and bid documents (ready for publication) meeting

ADA requirements, including Colorado House Bill 21-1110.

b. Provide support throughout the building permit, review, and bidding processes.

Additional Consultant Responsibilities:

In addition to other specified responsibilities, the Consultant Representative shall be responsible for all matters related to the Consultant’s personnel, Subconsultants, and Consultant’s and Subconsultants’ operations including, but not limited to, the following:

1. Ensuring that deliverables are clearly defined, and those criteria are specific, measurable, attainable, realistic and time bound.

2. Supervising, reviewing, monitoring, and directing the Consultant’s and Subconsultants’ personnel.

3. Assigning qualified personnel to complete the required Task Order work in coordination with the

Town Representative.

4. Administering personnel actions for consultant personnel and ensuring appropriate actions taken for Subconsultant personnel.

5. Maintaining and submitting organized project files for record tracking and auditing.

6. Developing, organizing, facilitating, and attending scheduled coordination meetings, and preparation and distribution of meeting minutes.

7. Implementing and maintaining quality control procedures to manage conflicts, ensure product accuracy, and identify critical reviews and milestones.

8. Assuring that all applicable safety measures are in place.

9. Providing invoices in a timely manner and providing monthly Contract expenditures.

10. Reviewing invoices for accuracy and completion before billing to Town.

11. Managing Subconsultants.

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The Consultant shall include delivery of the following materials, at a minimum, during execution of their scope:

Materials to be Provided by Consultant:

Phase 1

1. Site evaluation and selection.

2. Initial Site Plan conforming to development review requirements for the Town of Mead.

3. A 30% design sufficient to provide estimated costs for constructing the facility.

Phase 2

1. Design Development package for review.

2. Approved Police Facility Final Plat and Site Plan.

3. Construction Documents.

4. Specifications for Construction and comprehensive ready-to-publish bid package.

5. Code review and permitting.

6. Other documents as required for permit review and Town acceptance process.

7. Estimates, meeting agendas and minutes, renderings and other materials specified in the

Consultant Scope of Services.

As part of the Town’s commitment to ensuring equal access for all community members, the Town requires that all third-party products, in conjunction with our Information and Communication

Technology (ICT) systems, comply with current accessibility standards, including Colorado House Bill 21-1110.

Ongoing Support:

The Consultant:

1. May serve in the capacity of the Town’s “on-call” architecture/engineering firm for future Town needs.

2. Future services may include recommendations, design work and grant writing related to the construction of this or other new Town facilities and/or remodeling or expansion of existing Town facilities.

3. Construction administration during construction.

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Phase 1:

a. April 28, 2025

b. May 16, 2025, 5:00 pm

c. May 22, 2025, 2:00 pm MT

d. May 30, 2025

e. Week of June 2, 2025

f. June 2025

g. July/August 2025

h. September 2025

Phase 2: Timing To Be Determined

a. Final Plat Approval

b. Construction Document Development and Approval

c. Construction Permit and Bidding

d. Preconstruction/Construction Start

PROJECT SCHEDULE

Issue RFP for Architectural/Engineering Services

Last day for RFP questions

Proposal Submittal Due

Short listed firms notified

Interviews

Scope and Contracting

Site Evaluation and

30% Design Development

Selection

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*NOTE: Proposals failing to meet all the requirements below will not be considered.

e

PROPOSAL SUBMITTAL REQUIREMENTS

General Requirements

Submissions must be prepared electronically using 8.5” x 11” paper format and must be submitted as a single pdf file, not to exceed 20MB in size. The length of the proposal shall be no more than twenty (20) pages. The following list displays how proposal content shall be arranged. Additional pages (cover page, table of contents, appendices) are not permitted.

• Introductory Letter - 1 page

• Project Team and Structure - 2 pages

• Relevant Project Experience – 2 to 7 pages

• Project Approach, Schedule, and Fees - 3 to 5 pages

• Maximum Total - 20 pages

Introductory Letter

• Name of the individual or firm.

• Contact information for the person authorized to serve as point of contact during the RFP evaluation process and to negotiate on behalf of the firm or team if selected.

• General statement of interest and availability for the project described in this RFP.

• List all pending or past legal action (law suits, claims or liens) or arbitration proceedings your firm has been involved during the past seven (7) years involving Owner, Architect, Contractor, Subcontractors or other Entities.

Project Team and Structure

• Identification, qualifications (including licensure/certifications), expertise, location and availability of project manager and key staff to be assigned to the project.

• Identification of proposed subconsultants for any tasks not to be completed by prime consultant and the type and percentage of work each subconsultant will complete.

• Relevant information regarding team organization or leadership in place to ensure efficiency and accountability, quality control and schedule control during the project.

• Knowledge and experience related to pertinent federal, state, and local laws, regulations, and policies.

• Knowledge and experience related to the design, function, and construction of public safety facilities.

Relevant Project Experience

• Specific examples of projects that are relevant and similar to this project (provide a link to th project, a reference name and contact information for the clients of these projects).

• Identification of which key personnel were responsible for the relevant tasks.

• Experience with Master Site Planning, trail and park planning, facility planning, etc.

• Experience with high-quality and dynamic graphics, maps, etc.

• Experience with construction and bid document preparation.

• Experience with design of public safety facilities.

Project Approach, and Schedule

• Description of project approach and deliverables.

• Timeline with milestones.

• Specific examples of potential challenges and strategies for dealing with them.

• Description of innovative ideas/strategies for project prioritization and implementation.

• Discussion of budget and any anticipated expenses above that budget. Include rates of all sub consultants and any other anticipated expenses.

• Organize schedules and fees by phase and by tasks that correspond with the scope of work as follows:

14 | P a g e o Task 1. Project Kickoff o Task 2. Existing Conditions o Task 3. Prioritizing Options o Task 4. Conceptual Review o Task 5. Facility Design o Task 6. Preliminary/Final Plat o Task 7. Site Plan o Task 8. Construction and Bid Documents

Fees should be separated into phase 1 and phase 2, with the understanding that these are two separate projects with phase 2 being subject to funding and a flexible timeline.

Project Fee Proposal

Include Design/Engineering Services (landscape/irrigation, civil, planning, structural, mechanical & electrical) for the building and site, as well as interior design (including finish selections, cabinetry and trim work designs, lighting and fixture selections) for the project. Include review and modifications as necessary to the preliminary architect site plan to include code and compliance check with the Town of

Mead Planning Codes. Consultant shall be responsible for entitlement management and oversight, and preparation of design review submittals to the Town of Mead. Include attending coordination meetings with Town Staff as necessary. The scope should also include applications and permitting for all related agencies, including Stormwater Management Plan.

Include fully rendered marketing grade graphics for use by the owner in marketing and submittals as deemed necessary by the Town of Mead.

Design fees should include meetings with the Town appropriate in quantity and time to complete initial programming, space plans, work with the preconstruction team to determine best systems for the budget, and other coordination meetings normal in project delivery of this kind. Note – the majority of design team meetings will be held in the Mead area.

The scope should include AV, tele/data, and security system design.

The scope should also include furniture and artwork selection, procurement, and moving coordination.

Specialized police equipment will be procured by the Town of Mead.

The design services will include evaluating the possibility of implementing sustainable design including

Colorado’s renewable and clean energy initiative (HPCP). The feasibility and associated costs for implementing any of these design options should be compared.

Proposals should include adequate time to facilitate the planning and entitlement process. Include comprehensive, ready-to-publish construction bid documents satisfying ADA requirements (Colorado

House Bill 21-1110) within your scope of work.

The Construction Administration fees will be provided under separate task order at time of construction and are not included in this fee proposal.

Provide a schedule of hourly rates for all proposed team members.

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SELECTION CRITERIA AND EVALUATION

Consultant selection will be based on evaluation of written proposals against the following criteria. At the discretion of the Town, interviews of the top-rated firms may be conducted. The Town may request additional information or reject all proposals and not select a consultant. The rating scale is from 1 to 5, with 1 being poor, 3 being average, and 5 being outstanding.

WEIGHTING

FACTOR

QUALIFICATION STANDARD

2.0 Scope of Proposal

• Does the proposal address all elements of the RFP?

• Does the proposal show an understanding of the project objectives, methodology to be used and results/outcomes required by the project?

• Are there any exceptions to the specifications, Scope of Work, or agreement?

• Does the proposal provide examples of innovative engagement techniques?

2.0 Assigned Personnel

• Do the people who will be working on the project have the necessary skills and qualifications?

• Are sufficient people of the requisite skills and qualifications assigned to the project?

1.0 Availability

• Can the work be completed in the necessary time?

• Can the target start, and completion dates be met?

• Are other-qualified personnel available to assist in meeting the project schedule if required?

• Is the project team available to attend meetings as necessary?

3.0

Cost and

Work Hours

• Does the proposal include detailed cost break-down for each cost element as applicable and are the line item costs competitive?

• Do the proposed cost and work hours compare favorably with the Project Manager's estimate?

• Are the work hours presented reasonable for the effort required by each project task or phase?

2.0

Overall Team

Capability

• Does the team have the resources, financial strength, capacity and technical skills required to complete the project on-time and in-budget?

• Has the team successfully completed previous projects of this type and scope?

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Reference Evaluation (Top Rated Firm)

The Project Manager will check references using the following criteria. The evaluation rankings will be labeled Satisfactory/Unsatisfactory.

QUALIFICATION STANDARD

Overall Performance

• Would you hire this Professional again?

• Did they show the skills required by this project?

Timetable

• Was the original Scope of Work completed on-time?

• Were interim deadlines met in a timely manner?

Completeness

• Was the Professional responsive to client needs; did the Professional anticipate problems?

• Were problems solved quickly and effectively?

Budget • Was the original Scope of Work completed within budget?

Job Knowledge

• If a study, did it meet the Scope of Work?

• If professionally administered a construction contract, was the project functional upon completion and did it operate properly?

• Were problems corrected quickly and effectively?

Terms and Conditions

1. The Town reserves the right to:

Reject any and all proposals received as a result of this RFP.

Waive or decline to waive any informalities and any irregularities in any proposal or responses received.

Adopt all or any part of the proposer’s proposal.

Negotiate changes in the scope of services to be provided.

Select the proposer it deems to be most qualified to fulfill the needs of the Town. The proposer with the lowest priced proposal will not necessarily be the one most qualified, since a number of factors other than cost are important in the determination of the most acceptable proposal.

Select the Consultant based on submitted proposal alone and without interviews or shortlisting firms.

2. The successful proposer shall be required to enter into a written Agreement for Professional Services (“Agreement”) with the Town in a form approved by the Town Attorney. The Town’s form Agreement is attached to this RFP as EXHIBIT C and is incorporated herein by reference.

In the event of any conflict between this RFP and the Agreement, the terms and conditions of the Agreement shall control. The successful proposer will be required to furnish, as part of the

Agreement, a certificate evidencing that the successful proposer has Professional Liability (errors and omissions) Insurance with a minimum limit of coverage of One Million Dollars ($1,000,000) per claim and annual aggregate (the “Required Policy”). The Required Policy will be required to be endorsed to include the Town of Mead as a Certificate Holder.

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EXHIBIT A – 2023 Municipal Facilities Master Site Plan Concept

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EXHIBIT B – Liberty Ranch Filing 2, 3rd Amendment Preliminary Plat (not approved)

EXHIBIT C - Form Professional Services Agreement

___________________________, a ________________________ with offices at

__________ (“Contractor”) (each individually a “Party” and

Town of Mead, Colorado

AGREEMENT FOR PROFESSIONAL SERVICES

Project/Services Name:

THIS AGREEMENT FOR PROFESSIONAL SERVICES (“Agreement”) is made and entered into by and between the Town of Mead, a municipal corporation of the State of Colorado, with offices at 441 Third Street, Mead, Colorado 80542 (the “Town”), and collectively the “Parties”).

RECITALS

WHEREAS, the Town requires certain professional services as more fully described in Exhibit A; and

WHEREAS, Contractor represents that it has the requisite expertise and experience to perform the professional services; and

WHEREAS, the Town desires to contract with the Contractor subject to the terms of this Agreement.

NOW, THEREFORE, for the consideration hereinafter set forth, the receipt and sufficiency of which are hereby acknowledged, the Parties agree as follows:

I. SCOPE OF SERVICES

A. Services. Contractor shall furnish all labor and materials required for the complete and prompt execution and performance of all duties, obligations, and responsibilities which are described or reasonably implied from the Scope of Services set forth in Exhibit A, attached hereto and incorporated herein by this reference (the “Services” or “Scope of Services”). The Parties recognize and acknowledge that, although the Town has requested certain general services to be performed or certain work product to be produced, the Contractor has offered to the Town the process, procedures, terms, and conditions under which the Contractor plans and proposes to achieve or produce the services and/or work product(s) and the Town, through this Agreement, has accepted such process, procedures, terms, and conditions as binding on the Parties.

B. Task Orders. The Contractor shall provide the Services pursuant to one or more task orders, the form of which is attached hereto as Exhibit C, that set forth the scope of work and project cost for specific projects to be performed as part of the Services. The Contractor shall provide no Services except pursuant to task orders completed and executed by the Parties in accordance with this Agreement. The aggregate cost of all task orders issued hereunder shall not exceed the Not-to-Exceed Amount set forth in Section IV below. All Services provided pursuant to task orders issued hereunder shall be in compliance with the terms and conditions of this Agreement. Task orders with a total task order budget exceeding Fifty Thousand Dollars ($50,000.00) require approval by the Town Board of Trustees.

Mead PSA (Contractor Name) Project/Services Name:_______

Eff. 02.07.24

C. Changes to Services. A change in the Scope of Services shall not be effective unless authorized through a written amendment to this Agreement signed by both Parties. If Contractor proceeds without such written authorization, Contractor shall be deemed to have waived any claim for additional compensation, including a claim based on the theory of unjust enrichment, quantum meruit or implied contract. Except as expressly provided herein or as otherwise provided in writing by the Town, no agent, employee, or representative of the Town is authorized to modify any term of this Agreement.

D. Duty to Inform. The Contractor shall perform the Services in accordance with this Agreement and shall promptly inform the Town concerning ambiguities and uncertainties related to the Contractor’s performance that are not addressed by the Agreement.

E. Time of Performance. The Contractor shall perform all Services in accordance with this Agreement commencing on the Effective Date, as set forth in Section II of this Agreement, until such Services are completed, or terminated or suspended in accordance with this Agreement.

The Contractor shall not temporarily delay, postpone, or suspend the performance of the Services without the written consent of the Town Board of Trustees, Town Manager, or a person expressly authorized in writing to direct the Contractor’s services.

II. TERM AND TERMINATION

A. Term. This Agreement shall commence on the date of mutual execution of the Parties (the “Effective Date”) and shall continue until ____________________ or until terminated as provided herein (“Termination Date”). The Parties may mutually agree in writing to extend the term of this Agreement, subject to annual appropriation.

B. Town Unilateral Termination. This Agreement may be terminated by the Town for any or no reason upon written notice delivered to the Contractor at least ten (10) days prior to termination. In the event of the Town’s exercise of the right of unilateral termination as provided by this paragraph:

1. Unless otherwise provided in any notice of termination, the Contractor shall provide no further services in connection with this Agreement after Contractor’s receipt of a notice of termination; and

2. The Contractor shall deliver all finished or unfinished documents, data, studies and reports prepared by the Contractor pursuant to this Agreement to the Town and such documents, data, studies, and reports shall become the property of the Town; and

3. The Contractor shall submit to the Town a final accounting and final invoice of charges for all outstanding and unpaid Services and reimbursable expenses authorized by this Agreement and performed prior to the Contractor’s receipt of notice of termination and for any Services authorized to be performed by the notice of termination as provided by Section II.B of this Agreement. The Contractor shall deliver such final accounting and final invoice to the Town within thirty (30) days of the date of termination; thereafter, the Town shall not accept and Contractor shall not submit any other invoice, bill, or other form of statement of charges owing to the Contractor.

Mead PSA (Contractor Name) Project/Services Name:______

C. Termination for Non-Performance. Should a party to this Agreement fail to materially perform in accordance with the terms and conditions of this Agreement, this Agreement may be terminated by the performing party if the performing party first provides written notice to the non-performing party. Such notice shall specify the non-performance, provide a demand to cure the non-performance and reasonable time to cure the non-performance, and state a date upon which the Agreement shall be terminated if there is a failure to timely cure the non-performance.

For purpose of this Section II.C, “reasonable time” shall not be less than five (5) business days. In the event of a failure to timely cure a non-performance and upon the date of the resulting termination for non-performance, the Contractor shall prepare a final accounting and final invoice of charges for all performed but unpaid Services and any reimbursable expenses authorized by this Agreement. Such final accounting and final invoice shall be delivered to the Town within fifteen

(15) days of the termination date contained in the written notice. Thereafter, the Town shall not accept and Contractor shall not submit any other invoice, bill, or other form of statement of charges owing to the Contractor. Provided that notice of non-performance is provided in accordance with this Section II.C, nothing in this Section II.C shall prevent, preclude, or limit any claim or action for default or breach of contract resulting from non-performance by a Party.

D. Suspension of Services. The Town may suspend the Contractor’s performance of the Services at the Town’s discretion and for any reason by delivery of written notice of suspension to the Contractor, which notice shall state a specific date of suspension. Upon Contractor’s receipt of such notice of suspension from the Town, the Contractor shall immediately cease performance of the Services on the date of suspension except: (1) as may be specifically authorized by the notice of suspension (e.g., to secure the work area from damage due to weather or to complete a specific report or study); or (2) for the submission of an invoice for Services performed prior to the date of suspension in accordance with this Agreement. Contractor shall not re-commence performance of the Services until it receives written notice of re-commencement from the Town.

E. Delivery of Notices. Any notice permitted by this Section II and its subsections shall be addressed to the Town Representative or the Contractor Representative at the address set forth in Section XII.D of this Agreement or such other address as either Party may notify the other of and shall be deemed given upon delivery if personally delivered, or forty-eight (48) hours after deposited in the United States mail, postage prepaid, registered or certified mail, return receipt requested.

III. REPRESENTATIVES AND SUPERVISION

A. Town Representative. The Town representative responsible for oversight of this Agreement and the Contractor’s performance of Services hereunder shall be the Town Manager or his or her designee (“Town Representative”). The Town Representative shall act as the Town’s primary point of contact with the Contractor.

B. Contractor Representative. The Contractor representative under this Agreement shall be ___[insert name and title]_____ (“Contractor Representative”). The Contractor Representative shall act as the Contractor’s primary point of contact with the Town. The Contractor shall not designate another person to be the Contractor Representative without prior written notice to the Town.

Mead PSA (Contractor Name) Project/Services Name:_______

C. Reimbursable Expenses.

1. If this Agreement is for lump sum compensation, there shall be no reimbursable expenses.

C. Town Supervision. The Contractor shall provide all Services with little or no daily supervision by Town staff or other contractors. Inability or failure of the Contractor to perform with little or no daily supervision which results in the Town’s need to allocate resources in time or expense for daily supervision shall constitute a material breach of this Agreement and be subject to cure or remedy, including possible termination of the Agreement, as provided in this Agreement.

IV. COMPENSATION

A. Not-to-Exceed Amount. Following execution of this Agreement by the Parties, the Contractor shall be authorized to and shall commence performance of the Services as described in Exhibit A, subject to the requirements and limitations on compensation as provided by this Section IV and its subsections. Compensation to be paid hereunder shall not exceed [Written Not to Exceed Amount] ($________________) (“Not-to-Exceed Amount”) unless a larger amount is agreed to by and between the Parties in accordance with the amendment requirements of this Agreement. Notwithstanding the amount specified in this Section, Contractor shall be paid only for work performed. Contractor shall not be paid until tasks identified in the Scope of Services are performed to the satisfaction of the Town. In consideration for the completion of the Scope of Services by Contractor, the Town shall pay Contractor as follows:

If this box is checked, the Town shall pay Contractor on a time and materials basis in accordance with the rate schedule shown in Exhibit B. This amount shall include all fees, costs and expenses incurred by Contractor, and no additional amounts shall be paid by the Town for any fees, costs and expenses. Final payment may be requested by the Contractor upon completion of the Services and the Town’s acceptance of all work or Services as set forth in Exhibit A.

If this box is checked, the Town shall pay the Contractor the Not-to-Exceed Amount in a single lump sum payment on __[insert date here, if applicable]__.

B. Receipts. The Town, before making any payment, may require the Contractor to furnish at no additional charge releases or receipts from any or all persons performing work under this Agreement and/or supplying material or services to the Contractor, or any subcontractor if this is deemed necessary to protect the Town’s interest. The Town, however, may in its discretion make payment in part or full to the Contractor without requiring the furnishing of such releases or receipts.

2. If the Agreement is for compensation based on a time and materials basis, the following shall be considered “reimbursable expenses” for purposes of this Agreement and may be billed to the Town without administrative mark-up, which must be accounted for by the Contractor, and proof of payment shall be provided by the Contractor with the Contractor’s monthly invoices:

Mead PSA (Contractor Name) Project/Services Name:______

None Vehicle Mileage (billed at not more than the prevailing per mile charge permitted by the IRS as a tax-deductible business expense) Printing and Photocopying Related to the Services (billed at actual cost) Long Distance Telephone Charges Related to the Services Postage and Delivery Services Lodging and Meals (but only with prior written approval of the Town as to dates and maximum amount)

3. Other Expenses. Any fee, cost, charge, or expense incurred by the Contractor not otherwise specifically authorized by this Agreement shall be deemed a non-reimbursable cost that shall be borne by the Contractor and shall not be billed or invoiced to the Town and shall not be paid by the Town.

D. No Waiver. The Town's review, approval or acceptance of, or payment for any services shall not be construed to operate as a waiver of any rights under this Agreement or of any cause of action arising out of the performance of this Agreement.

V. PROFESSIONAL RESPONSIBILITY

A. General. Contractor hereby warrants that it is qualified to assume the responsibilities and render the services described herein and has all requisite corporate authority and professional licenses in good standing required by law.

B. Standard of Performance. The work performed by Contractor shall be in accordance with generally accepted professional practices and the level of competency presently maintained by other practicing professional firms in the same or similar type of work in the applicable community. The work and services to be performed by Contractor hereunder shall be done in compliance with applicable laws, ordinances, rules and regulations including environmental, health and safety laws and regulations.

C. Subcontractors. The Parties recognize and agree that subcontractors may be utilized by the Contractor for the performance of certain Services if included and as described more particularly in Exhibit A; however, the engagement or use of subcontractors will not relieve or excuse the Contractor from performance of any obligations imposed in accordance with this Agreement and Contractor shall remain solely responsible for ensuring that any subcontractors engaged to perform Services hereunder shall perform such Services in accordance with all terms and conditions of this Agreement.

VI. INDEPENDENT CONTRACTOR

A. General. Contractor is an independent contractor. Notwithstanding any other provision of this Agreement, all personnel assigned by Contractor to perform work under the terms of this Agreement shall be, and remain at all times, employees or agents of Contractor for all purposes. Contractor shall make no representation that it is a Town employee for any purposes.

Mead PSA (Contractor Name) Project/Services Name:_______

B. Liability for Employment-Related Rights and Compensation. The Contractor shall be solely responsible for all compensation, benefits, insurance and employment-related rights of any person providing Services hereunder during the course of or arising or accruing as a result of any employment, whether past or present, with the Contractor, as well as all legal costs including attorney’s fees incurred in the defense of any conflict or legal action resulting from such employment or related to the corporate amenities of such employment. The Contractor will comply with all laws, regulations, municipal codes, and ordinances and other requirements and standards applicable to the Contractor’s employees, including, without limitation, federal and state laws governing wages and overtime, equal employment, safety and health, employees’ citizenship, withholdings, reports and record keeping. Accordingly, the Town shall not be called upon to assume any liability for or direct payment of any salaries, wages, contribution to pension funds, insurance premiums or payments, workers’ compensation benefits or any other amenities of employment to any of the Contractor’s employees or any other liabilities whatsoever, unless otherwise specifically provided herein.

B. Insurance Coverage and Employment Benefits. The Town will not include the Contractor as an insured under any policy the Town has for itself. The Town shall not be obligated to secure nor provide any insurance coverage or employment benefits of any kind or type to or for the Contractor or the Contractor’s employees, sub-consultants, subcontractors, agents, or representatives, including but not limited to coverage or benefits related to: local, state, or federal income or other tax contributions, FICA, workers’ compensation, unemployment compensation, medical insurance, life insurance, paid vacations, paid holidays, pension or retirement account contributions, profit sharing, professional liability insurance, or errors and omissions insurance.

The following disclosure is provided in accordance with Colorado law:

CONTRACTOR ACKNOWLEDGES THAT NEITHER IT NOR ITS AGENTS OR

EMPLOYEES ARE ENTITLED TO UNEMPLOYMENT INSURANCE BENEFITS

UNLESS CONTRACTOR OR SOME ENTITY OTHER THAN THE TOWN

PROVIDES SUCH BENEFITS. CONTRACTOR FURTHER ACKNOWLEDGES

THAT NEITHER IT NOR ITS AGENTS OR EMPLOYEES ARE ENTITLED TO

WORKERS’ COMPENSATION BENEFITS. CONTRACTOR ALSO

ACKNOWLEDGES THAT IT IS OBLIGATED TO PAY FEDERAL AND STATE

INCOME TAX ON ANY MONEYS EARNED OR PAID PURSUANT TO THIS

AGREEMENT.

C. Employee Benefits Claims. To the maximum extent permitted by law, the Contractor waives all claims against the Town for any Employee Benefits; the Contractor will defend the Town from any claim and will indemnify the Town against any liability for any Employee Benefits for the Contractor imposed on the Town; and the Contractor will reimburse the Town for any award, judgment, or fine against the Town based on the position the Contractor was ever the Town’s employee, and all attorneys’ fees and costs the Town reasonably incurs defending itself against any such liability.

Mead PSA (Contractor Name) Project/Services Name:_______

_________________________ Eff. 02.07.24

VII.

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