2025-28P Water and Sewer Line Reroute Design.pdf

Request for Proposal 2025-28P Water and Sewer Line Reroute Design

Buyer:

City of Glenwood Procurement Department

101 West 8th St / Glenwood Springs, CO 81601 / ryan.muse@cogs.us

Section I: Introduction

The City of Glenwood Springs uses the Rocky Mountain E-Purchasing System (“BidNet”) to post solicitations and any supporting or additional information, including Addenda, Bid Sheets and awards. Proposals must be submitted prior to close on BidNet. The City of Glenwood cannot accept a response that did not come through the right channel on time. All documents and information are available at www.bidnetdirect.com/cityofglenwoodsprings. If you require additional information regarding BidNet call Vendor

Support at 800-835-4603 anytime Monday-Friday from 6:00 am to 6:00 pm Mountain Time.

Project Summary

The City of Glenwood Springs wants to move our existing main sewer line that runs down 6th Street, through the business area, to the backside of the Village Inn restaurant to a new location. This new location would pick up the main line in 6th Street, bring it down West 1st Street, then run adjacent to the I-70 right of way (ROW) to the main line connection behind Village Inn. The existing sewer system that runs behind the Pit Stop, adjacent hotels, restaurant, adventure store and other areas will become a long service run. The waterline that currently runs behind Village Inn up to Devereux Road will also be upsized from a 12” DIP to a 16” C900 pipe and the 8”

DIP in West 1st Street will be replaced with a 8” C900 from the I-70 ROW to 6th Street along West 1st Street.

This area has alkaline soils and hot water at times of the year, so proper selection of pipes and fitting materials will be crucial for longevity of the pipe installation. See attached scope and mapping.

Section II: Timeline

Proposal Timeline

TIMELINE DATE TIME

Required Teams Prebid JULY 14 2:00 p.m.

Questions and Clarifications Due JULY 21 5:00 p.m.

Question Addendum Released JULY 23 5:00 p.m.

Request for Proposals (RFP) Due www.bidnetdirect.com//cityofglenwoodsprings

JULY 29 3:00 p.m.

Target Award Date (Subject to Change) AUGUST 7 6:00 p.m.

There will be a required Microsoft Teams pre-proposal meeting on Monday, July 14th, 2025 at 2:00pm Mountain Time. Vendors are required to attend. This meeting will provide pertinent information about the project and provide time for vendors to ask any questions. This meeting, along with any follow up information, will be posted as an addendum.

Microsoft Teams

Join the meeting now

Meeting ID: 245 179 838 824 8

Passcode: Jh2h3mG7 http://www.bidnetdirect.com/cityofglenwoodsprings http://www.bidnetdirect.com/cityofglenwoodsprings https://teams.microsoft.com/l/meetup-join/19%3ameeting_Y2ZhMThiMDMtZGUxMi00MDA1LWE0N2MtNzRmYWRmNmM3NzQz%40thread.v2/0?context=%7b%22Tid%22%3a%225911dc64-e71d-46b2-9f7a-755aaa8ab012%22%2c%22Oid%22%3a%224db5a62c-f571-468f-9daf-a53ebee2cdb3%22%7d

Section III: Instructions to Submitters

a. The City of Glenwood Springs endeavors to provide a uniform distribution of information to vendors and conduct a fair selection process. We ask that you please follow these instructions carefully. Any submittal that does not meet the requirements set forth in this document and any addenda will not be considered by the Selection Committee.

b. Please upload your submittal to BidNet in one single PDF file.

1. A cover letter shall be provided that contains the name, address and phone number of the lead firm and any local or partnering firm(s). The principal firm’s primary contact person and individual(s) who will be authorized to act on behalf of the firm and any partnering or local firm(s) shall be identified. The statement shall bear the signature of the person authorized to act as the legal agent of the principal firm.

2. Provide a statement of the experience and technical qualifications of the consulting firm in relationship to this RFQ. Specifically, please include the following:

a. Provide resume information for the principal, project team manager, proposed designer(s), surveyor(s) and other key individuals with responsibility for providing the professional services as a result of this solicitation.

b. Information provided shall include but is not limited to, availability of key personnel assigned to this project and current and future commitments.

3. In order to evaluate the depth of your technical expertise, please provide detailed information regarding each of the following:

a. Provide a scope of work for the proposed design and management of the project. Upon selection, the City staff and consultant will meet to develop the final scope of work for the project.

b. Overall Philosophy - How would your firm approach a project of this type? How will your firm approach a project that has two different entities involved in the design and approvals of the project design documents?

c. Challenges and Problems

d. Creative Solutions

e. Provide any additional information with regard to any partnering or local firm(s) that will demonstrate their abilities relative to this project.

f. Provide a description of the firms comprising your team with particular attention to the location where the actual design work will be performed. It will be beneficial to this project for the designers to be able to easily visit the site, and have the City be able to easily visit the design office and meet with the actual designers of the work.

4. Submit a reference list consisting of three projects similar in size and scope to this project that have been completed within the past three (3) years and have involved the staff proposed to work on this project. Provide a brief description of each project to include the budget, activities, and any unique requirements to provide the professional service. The name and telephone number of your project reference. As part of the reference check process, the City may choose to visit one or more of the listed projects or request a copy of the completed plans and documents. Please do not send projects over the three-year limit.

5. Each RFP shall include a not-to-exceed price based on the scope of work described above and your team’s Project Approach.

a. Price Qualifications shall include a breakout of the main facets of the work with the estimated number of hours and dollars associated. Also include the estimated number of hours and dollars associated with any potential additions to the project that you might foresee as an add alternate fee schedule. All fees will be considered by the City to be negotiable based on the final scope of services and deliverables. The City may choose what items to be included in the final scope of work to meet the best interest of the City. The overall bid documents will need to be broken out into line items as noted below:

i. Line item sum for meetings, public and internal.

ii. Line item sum for survey work to include title commitments.

iii. Line item sum for SUE utility mapping per state requirements.

iv. Line item sum for water line design work.

v. Line item sum for sewer line design work.

vi. Line item for project area resurfacing/landscaping work as needed.

vii. Line item for bidding process.

viii. Line item as a bid alternate for construction management process, this item may or may not be selected by the city at time of design selection.

c. We ask that you do not contact any member of staff directly with questions or comments about the RFP other than Ryan Muse, City Clerk. Any attempts to contact City personnel other than the Clerk will result in disqualification. Please send questions to bidresponse@cogs.us and they will be answered as addendums on the BidNet site.

d. All addenda issued by The City of Glenwood Springs will be placed on the BidNet site prior to the time that proposals are received and shall be considered part of the RFP. It shall be the Bidder’s responsibility to view all documents posted at BidNet. The City may issue several addenda during the process as needed for clarification.

e. BidNet will automatically stop allowing uploads at the date and time of closing. Sometimes the process takes a few minutes so please upload your proposal well ahead of the closing time. The City of Glenwood cannot see who or how many responses have been submitted to BidNet prior to the closing date so we are unable to confirm receipt. However, you may assume your upload was successful if BidNet accepts the document.

f. The City of Glenwood Springs makes no guarantee that an award will be made as a result of this RFP and reserves the right to accept or reject any or all proposals, waive any formalities or technical inconsistencies, or delete any item/requirements from this RFP or resulting contract when deemed to be in the City’s best interest.

g. The Bidder shall purchase and maintain at its own insurance which is at least as broad, and with limits at least as great as outlined in Section V: If your proposal is successful and a contract awarded, a compliant certificate of insurance will be required with all endorsements at that time.

mailto:bidresponse@cogs.us

h. Representations made within the proposal will be binding on Bidder. Failure to comply with the requirements contained in this RFP will result in the rejection of your proposal.

i. Bidder recognizes and understands that any costs incurred by the Bidder from submitting a response to this RFP are the responsibility of the bidder.

Section IV: Insurance Requirements

General Liability

Policy form: Occurrence Policy Aggregate $ 2,000,000 Products/completed operations aggregate 2,000,000 Each occurrence limit 1,000,000 Personal & advertising injury limit 1,000,000 Products/completed operations Defense in excess of limits Per location / per job aggregate limit Blanket contractual Independent contractors Primary & non-contributory Show Waiver of Subrogation in favor of the City All locations / operations (if not, show city job/location specifically) Name the City as “Additional Insured”

Umbrella:

Policy form: ……………………………………..……………………………….. Occurrence - Umbrella Each occurrence or claim limit: ...................…............................................................ $ 1,000,000 Excess commercial general liability Excess Products/completed operations Show Waiver of Subrogation in our favor Excess automobile liability Excess professional liability (if you provide professional services) Excess pollution liability (if any pollution exposure exists) Excess employer’s liability Blanket contractual Per location / per job aggregate limit Defense in excess of limits Primary & non-contributory All locations / operations (if not, designate specific project or location) Name the City as Additional Insured including Products/Completed Operations

Section V: Selection Criteria

In evaluating Proposals, the City shall consider the qualifications of the Submitters, whether or not the Proposals comply with the prescribed requirements, and alternates and unit prices if requested in the Proposal forms. The City may consider the qualifications and experience of sub-contractors/consultants and other persons and organizations within the Proposals proposed for those portions of the work. The identity of sub-contractors/consultant and other persons and organizations must be submitted as specified in the

Supplementary Conditions. The City is looking to award the project to the firm offering the best value. Price is a consideration but not the only one.

The City may conduct such investigations as it deems necessary to establish the responsibility, qualifications, and financial ability of the Proposers, proposed sub-contractors and other persons and organizations to do the Work in accordance with the Contract Documents to the City’s satisfaction within the prescribed time. The City reserves the right to reject the Proposal of any firm that does not pass any such evaluation to the City’s satisfaction.

Section VI: RFP Terms & Conditions

Schedule

The contractor shall submit a schedule showing the order in which the contractor proposes to carry on the work including the estimated number of working days elapsed, when the critical parts are to begin, and the estimated number of calendar days required to complete the critical parts. Said schedule shall be subject to the approval of the city. Should the city be of the opinion that any schedule of operation as submitted is inadequate to secure the completion of the work in the time agreed upon or otherwise not in accordance with the specifications or the work is being inadequately or improperly prosecuted in any respect, the City may ask that the contractor submit a new schedule.

Discussions/Negotiations

The City of Glenwood Springs reserves the right to contact any Bidder for clarification of information submitted and to conduct discussions with Bidders, to accept or not accept revisions of Proposals, and to negotiate any point in the proposal or the subsequent contract at the sole discretion of the City’s Chief Operating Officer. Due to budget restrictions, this project may not be awarded in full to the selected contractor.

Indemnification

If any litigation from any claims, disputes or other matters in question arising out of or relating to this agreement, or the breach thereof, the successful party in the litigation shall be entitled to reasonable legal expenses as part of any judgment.

Proprietary Information

It is understood that the City is a public institution and, as such, is subject to the Colorado Open Records Act, CRS §§ 24-72-101 et. seq. (“CORA”). Any information uploaded to BidNet or otherwise submitted will become a public record and subject to inspection following the final selection of a bidder and the award of a contract. Bid tabulations and results will be posted to BidNet. Except as otherwise agreed prior to the award or finalization of any vendor transaction, the City shall provide upon request by any third party all information pertaining to such transaction which must be disclosed pursuant to CORA, and the City’s obligations under CORA supersede its obligations under any agreement, contract, purchase order or negotiated transaction. If you object to the disclosure of any confidential or privileged information as such is defined in CORA, any such pages must be marked confidential and submitted as outlined herein. If you fail to mark the documents confidential and fail to include the explanation, any objection to the release of any information will be deemed waived by the City.

Please note that your objection will be considered but is not binding on the City. The City is required to make a determination under CORA, and may only withhold documents that are confidential under the law. If the City releases documents marked as confidential in compliance with CORA, the Bidder waives any claims for liability or damages. To avoid disclosure of trade secrets, privileged information, or confidential commercial, financial, geological, or geophysical data (“Confidential Information”), the Bidder must clearly mark all Confidential Information as such and provide a written, detailed justification with its proposal of the protected nature of the Confidential Information under CORA. This justification must address, at a minimum, the specific competitive harm that may result from any disclosure, the intrinsic value of the Confidential Information to the Bidder, and any safeguards used to protect the Confidential Information from disclosure. By submitting a proposal, the firm agrees to hold the City harmless from any claim arising from the release of Confidential Information not clearly marked as such by the Bidder or lacking written, detailed justification as supported by CORA.

Standard Contract

Bidder has had an opportunity to review the City’s standard contract for this project and agrees to the use of the standard contract and the terms and conditions contained therein.

Section VII: Warranties, Representations and Acknowledgements of Bidder

a. Bidder acknowledges and agrees that (1) this RFP is a solicitation for proposal and is not a contract or an offer to contract and (2) the submission of a proposal by Bidder in response to this RFP will not create a contract between the City of Glenwood and Bidder.

b. Bidder offers and agrees to furnish to the City of Glenwood with the products and/or services described in its proposal, at the prices quoted in the proposal, and to comply with all terms, conditions, and requirements set forth in the RFP documents and contained herein.

c. Bidder represents and warrants that (1) Bidder is a reputable company regularly engaged in providing products and/or services necessary to meet the terms, conditions, and requirements of the RFP; (2) Bidder has the necessary experience, knowledge, abilities, skills, and resources to satisfactorily perform the terms, conditions and requirements of the RFP; (3) Bidder is aware of, is fully informed about, and is in full compliance with all applicable federal, state, and local laws, rules, regulations, and ordinances; (4) Bidder understands the requirements and specifications set forth in this RFP and the terms and conditions set forth; and (5) all statements, information, and representations prepared and submitted in response to this RFP are current, complete, true, and accurate. Bidder acknowledges that the City of Glenwood will rely on such statements, information, and representations in selecting the successful Bidder. If selected by the City the Bidder will notify the City immediately of any material change in any matters with regard to which Bidder has made a statement or representation or provided information.

d. Bidder agrees to be in compliance with all federal laws and regulations pertaining to Equal Employment Opportunities and Affirmative Action.