2025 RFP Confluence Park SRTC Ph1.pdf

Request for Proposals for Phase I of the Confluence Park Safe Routes to School Project

Town of Basalt, 101 Midland Avenue Basalt, Colorado 81621

ISSUE DATE: Septmeber 18, 2025 CLOSING DATE: October 20, 2025

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REQUEST FOR PROPOSALS

Sealed proposals will be received by the Town of Basalt via email or through the Bidnet Direct website, www.bidnetdirect.com, until 2:00p.m., October 20, 2025, at which time the proposals will be opened and reviewed, for the following project:

Confluence Park Safe Routes to School Project – Phase I

The Town of Basalt is seeking Proposals from qualified Contractors to complete Phase 1 of the Confluence Park Safe Routes to School Project. The Project includes upgraded or new ADA accessible sidewalks, pedestrian and bicyclist safety improvements, landscaping improvements, improved lighting, enhanced and safer crosswalks, and new drainage elements, as depicted in the attached drawings.

Complete proposal packages are available to download from www.bidnetdirect.com or via the Town of Basalt’s website at www.basalt.net.

In accordance with the Town’s Procurement Policy, the Town intends to award this contract to a qualified Team with the proposal determined to be in the best interest of the Town based on expertise, qualifications, cost, and the criteria set forth in this proposal.

The Town reserves the right to reject any or all Proposals or accept what is, in its judgment, the Proposal which is in the Town’s best interest. The Town further reserves the right to waive any technical defects or irregularities in any and all Proposals submitted, if in the Town’s best interest.

The Town may contact Proposers for the purpose of clarification on a proposal. To the extent permitted by C.R.S.

§ 24-72-101 et seq., any and all of the documents that are submitted to the Town are considered confidential and are not subject to examination and inspection by third parties until after the deadline for submittal. See the Section entitled “Contract/Legal/Terms and Conditions.”

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TABLE OF CONTENTS

Background and Introduction Project Goals

Scope of Work Proposal process

Procurement Timeline Questions Proposal Submission and Format Proposal Requirements Evaluation Criteria Interviews Selection Process Contract

Contract/Legal Confidentiality Reference and Supporting Documents

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BACKGROUND AND INTRODUCTION

The Town of Basalt, in partnership with the Roaring Fork School District, is seeking bids for the Confluence Park Safe Routes to School Project. The project includes improvements along Two Rivers Road, the intersection of Two Rivers Road and Cottonwood Drive, and the Emma Bridge over the Roaring Fork River. Work will primarily consist of constructing a cohesive system of sidewalks, crosswalks, bike lanes, signage, drainage, and related safety features.

This project directly supports the goals of the Two Rivers Greenway Master Plan, which emphasizes creating a safe, scenic, dual-directional corridor that accommodates on-road bicycle use, promotes connectivity and alternative transportation, and enhances recreational and educational opportunities—including ADA-accessible trails and river access.

It also advances objectives outlined in the 2020 Basalt Master Plan, which calls for strong physical connections between neighborhoods, schools, and commercial centers, as well as inclusive transportation networks that serve people with high mobility needs and underserved populations, including those in low-income housing near schools and community facilities.

In addition, the Town’s Strategic Work Plan prioritizes improving pedestrian connections and safety at Confluence Park, particularly the corridor from Emma Bridge to Basalt Elementary School.

Currently, sidewalks within the project area are inconsistent and do not meet ADA standards. The planned improvements will close the existing sidewalk gap between Emma Bridge and the Two Rivers Road intersection with a continuous, ADA-compliant pedestrian route. The project will also include enhanced landscaping along Emma Bridge, solar-powered bollard lighting for improved visibility and safety, and design features to accommodate snow storage outside of pedestrian and bicycle travel areas. Stormwater runoff will be directed into the improved drainage system. Figure 1 shows the project vicinity:

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Figure 1: Project Vicinity

Figure 2 is an aerial photo of the general project area; however, the Town has removed the existing planters on the bridge since this photo was taken:

Figure 2: General Project Area

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PROJECT GOALS

The Confluence Park Safe Routes to School Project will have impacts that extend well beyond students and their school environment. Enhancements such as improved crosswalks, sidewalks, and bike lanes will create safer streets for all users—students, families, seniors, and community members alike. By encouraging more walking and biking, these improvements support active lifestyles, reduce the risk of pedestrian and cyclist accidents, and strengthen connections throughout the community. Fewer cars around school zones will also ease congestion, benefiting local commuters with shorter travel times.

During construction, the selected contractor will be expected to maintain a safe job site and ensure that pedestrian and bicycle access to Basalt Elementary and Middle Schools remains open and functional.

SCOPE OF WORK

Phase I of the Confluence Park Safe Routes to School Project includes stormwater improvements, sidewalks, curb and gutter, paving, street lighting, landscaping, and street furnishings, as detailed in the attached project manual and drawings.

Proposers will be required to submit a proposal based on the attached documents, see:

• Attachment A – Construction Plans

• Attachment B – Project Manual

• Attachment C – Sample Construction Contract

Only complete proposals will be considered.

PROPOSAL PROCESS

A pre-proposal conference and following site visit will be held at 1:00PM, on September 29, 2025, in Town Council Chambers, Basalt Town Hall, 101 Midland Avenue, Basalt, CO 81621. Attendance at the pre-proposal conference is highly encouraged.

Proposals are due before 2:00PM, October 20, 2025, at which time the proposals will be opened and reviewed.

The Town will accept emailed proposals or proposals submitted over the Bidnet Direct website, www.bidnetdirect.com. Emailed proposals should be sent to catherine.christoff@basalt.net. Upon receipt of Proposals, Town of Basalt Staff will review and evaluate the proposals, conduct interviews if necessary, and award the work to the Contractor who provides the most responsive and responsible proposal, subject to final approval by Basalt Town Council.

PROCUREMENT TIMELINE

The Town of Basalt estimates the following procurement timeline and reserves the right to modify it at any time.

RFP Issued September 18, 2025

Pre-Proposal Conference and Site Visit September 29, 2025, at 1:00 PM RFP Questions Close October 8, 2025

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RFP Questions Reply October 14, 2025 Proposals Due October 20, 2025, at 2:00 PM Interview Select Respondents TBD, if required Council Action October 28, 2025

QUESTIONS

Questions may be submitted directly to Catherine Christoff at catherine.christoff@basalt.net. Questions received, answers and other clarifications will be distributed to all Proposers via email.

PROPOSAL SUBMISSION AND FORMAT

The electronic submittal must be compiled into one single pdf file and should be reduced to less than 10MB file size. The title of the email should be “Confluence Park Safe Routes to School Project – Phase I.”

Proposals must be received on or before the due date listed in the Procurement Timeline Section.

The Town cannot accept late or faxed proposals. Weather conditions often delay carrier package delivery. It is the responsibility of the proposer to allow sufficient time for package delivery and to verify that the proposal was received. Proposals received after the specified closing date may be returned unopened.

PROPOSAL REQUIREMENTS

At a minimum the proposal should contain:

1. The name, address, daytime phone number(s), and e-mail address for person(s) to whom additional selection process requests should be communicated.

2. Include names and resumes of staff personnel who are proposed to be assigned to the project, include the names and resumes of the Preconstruction Manager, Project Manager, and Construction Superintendent that will be assigned to the project. Include respective roles and responsibilities, related experience and qualifications of these personnel. Maintain a two-page limit per person for resumes.

3. Statement of Qualifications of the Proposer, including examples of at least three similar projects.

4. Three references including contact name, phone number and email address, and include associated project name and year work completed.

5. Summary of Project Approach. The approach should outline a schedule that delivers the project effectively while also meeting the goals outlined in this RFP. This should include:

a. Description of how Proposer will proceed with this project,

b. Project phasing, and

c. Project schedule.

d. Proposer shall provide a Guaranteed Maximum Price with an associated completed bid schedule, including all costs for general conditions, surety fees, and construction fees.

6. Any proposed contract revisions to the sample Construction Contract which is included as Attachment D.

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EVALUATION CRITERIA

Selection of the Proposers to be interviewed and/or the selection of the top ranked Proposer will be based upon the following criteria and relative importance:

• Approach to Project – 20% The Proposer shall prepare a brief statement as to how the Project will be approached; the Project schedule, including milestones and completion dates; personnel assignments, including qualifications and experience of those personnel; the time estimates of personnel assigned to the Project; and other pertinent facts.

• List of Similar Projects – 20% The Proposer shall submit examples of work with governmental agencies and work of similar size and type.

• Availability and Schedule – 20% The Proposer shall demonstrate the ability to staff and complete the Project in a timely fashion.

• Estimated Cost of Services – 40% The Proposer shall list all costs assumed necessary to provide the completed product, including cost of sub-consultants, reimbursables, and miscellaneous. The Town shall give preference to local business if a Proposer’s bid is within 2% of the lowest responsible bidder, as outlined in the Town’s Procurement Code.

INTERVIEWS

The Town of Basalt reserves the right to interview respondents to clarify proposals as deemed necessary. Notice will be provided when appropriate.

SELECTION PROCESS

Offerors will be notified if their proposal is selected as a finalist. Specific terms may be created for any engagement, depending upon the nature of the selected proposal. Upon complete vetting of the selected Offeror proposal (and any negotiated additions, deletions, modifications), and upon execution of a negotiated contract agreement and associated notice to proceed, Offeror will be expected to promptly initiate work.

CONTRACT

A sample of the Construction Contract is included as Attachment C. The Proposer must present exceptions to the standard contract with the proposal. If concerns are not expressed, the Town shall consider the terms and conditions as accepted. Submittal of contract changes is for Town information only and will only be reviewed after vendor selection has been completed; it does not disqualify any vendor from contract award.

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CONTRACT/LEGAL

1. THIS REQUEST FOR PROPOSAL (“RFP”) IS NOT A COMPETITIVE BID BASED ON PRICE ONLY. The request for proposal allows the Town to select the Proposer that best meets the needs of the Town, taking into consideration proposer qualifications, price, products, and service capabilities and other factors relevant to the Town’s policies, programs, administrative resources, and budget. Any deviations from the Town’s Procurement Policy contemplated by this RFP are subject to approval by Town Council.

2. This RFP has been published at the Town’s website at www.basalt.net. Any modifications to this RFP or addenda pertaining to this RFP will be published to the Town website, and all proposers are responsible to periodically check the Town website for relevant updates prior to the submittal of a proposal.

3. All participating proposers, by their signature, agree to comply with all of the terms, conditions, requirements, and instructions of this RFP as stated in this RFP. Should the Town omit anything from this document which is necessary to a clear understanding of the work, or should it appear that various instructions are in conflict, then the proposer shall contact the Town and secure written instructions from the Town Engineer at least 48 hours prior to the time and date of the scheduled opening of the proposals.

4. The Town reserves the right to:

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

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

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

d. Negotiate changes in the scope of work or services to be provided;

e. Withhold the award of contract.

f. Request additional information or clarification from proposal, or to allow correction of errors and omissions.

g. 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 price are important in the determination of the most acceptable proposal.

5. All proposals must be signed by an authorized agent of the Proposer. Any Proposer submitting a signed proposal shall be deemed to have read and understood all of the terms, conditions and requirements of this RFP.

6. The Town shall not be liable for any costs incurred by the proposer in the preparation and production of the proposal, contract negotiations or for any work performed prior to the execution of a contract.

7. All proposals and other materials submitted shall become the property of the Town.

8. The successful proposer shall be required to enter into a written contract with the Town in a form approved by the Town’s Attorney. In the event of any conflict between this RFP and the contract, the terms and conditions of the contract shall control.

9. The Town reserves the right to conduct discussions with proposers, to accept revisions of proposals, and to negotiate price changes at the sole discretion of the Town. During this discussion period, the Town will not disclose any information regarding proposal submittals. The Town reserves the right to ask for the

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“Best and Final Offer.” Upon the execution of the contract(s), the proposals will become public record and contents may be disclosed upon request subject to the conditions in Paragraph 17 below.

10. The successful proposer shall be required to indemnify and hold the Town and its agents and employees harmless from and against all suits or actions of any kind, including workers’ compensation claims, brought against them for or on account of any damages or injuries received or sustained by any parties, by or from any acts of the successful proposer or its agents or employees in fulfilling its contractual duties to the Town.

11. The successful proposer shall have their insurance company send the Finance Director a currently in-force

Certificate of Insurance which indicates that insurance coverage has been obtained, including professional liability, which meets the minimum requirements as are required by Colorado law for work performed by the proposer and other insurance requirements as may be set forth in the written contract with the Town.

12. The successful proposer shall comply with all applicable federal, state, and local laws, regulations, administrative rulings, and codes, and shall secure all necessary licenses and permits in connection with this RFP and any goods or services to be provided hereunder.

13. By submission of the proposal, the proposer certifies that the proposal has been arrived at independently and submitted without collusion with any other proposer, and that the contents of the proposal have not been communicated by the proposer, or to the proposer’s best knowledge and belief, by any one of its employees or agents, to any person not an employee or agent of the proposer, and will not be communicated to any person prior to the official opening of the proposals.

14. The Town is exempt from sales, use, and excise taxes. Certification of tax exemption will be issued to the proposer upon request. Any appropriate taxes shall be shown as a separate item in the proposal.

15. Proposers may be requested by the Town to make oral presentations as part of the evaluation process.

16. The Town reserves the right to retain all proposals submitted unless clearly and specifically noted in the proposal submitted and confirmed in the contract between the Town and the firm selected.

17. Public Inspections of Proposals. The Town is a Colorado governmental entity. Therefore, all information included in proposals and other written information submitted by the proposer to the Town is subject to the provisions of the Colorado Open Records Act, Colorado Revised Statutes Sections 24-72-201, et seq.

(“CORA”). Proposers should expect that the proposal may be viewed by the general public and competitors once submitted to the Town and opened by the Town. If proposer requests any restrictions on the use or inspection of material contained within the proposal, Proposer must:

a. Clearly identify and segregate any portion(s) of its proposal that it believes constitutes trade secrets, privileged information, and/or confidential commercial, financial, geological or geophysical data, which may not be subject to disclosure under CORA (“Confidential Information”);

b. Place a cover page on such segregated Confidential Information requesting that such Confidential

Information be restricted from inspection under CORA; and

c. State with such request, on the cover page, the statutory basis for the request under CORA.

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Neither a proposal, in its entirety, nor proposal price information will be considered Confidential Information. Any information that will be included in any resulting contract cannot be considered Confidential Information. Co‐mingling of Confidential Information with information that is not Confidential Information is not acceptable.

If Proposer fails to satisfy (a) through (c) set forth above, the Town may treat the entire proposal as a public record available for inspection by the public under CORA. However, if Proposer satisfies (a) through (c), the Town intends to redact or withhold such identified and segregated material in response to a CORA request to the extent it determines such proposal materials may be withheld. If the Town is subject to a legal challenge (e.g., mediation, litigation) as a result of the redaction or withholding of such Confidential Information, Proposer shall be responsible to enter into an agreement with the Town to cover all Town costs incurred, including penalties that may be imposed by a judge, to defend its CORA response, with the Town retaining full discretion on how to defend and to what extent. If Proposer fails to enter into such agreement, it shall be discretionary with the Town whether to defend the legal challenge.

18. No Waiver of Governmental Immunity. Nothing in this RFP or any resulting agreement shall be construed to waive, limit, or otherwise modify any governmental immunity that may be available by law to the Town, its officials, employees, contractors, or agents, or any other person acting on behalf of the Town and, in particular, governmental immunity afforded or available pursuant to the Colorado Governmental Immunity Act, Title 24, Article 10 of the Colorado Revised Statutes.

19. The selected Proposer will be required to execute and perform work subject to either a Town of Basalt

Professional Services Agreement, AIA Form of Agreement, or other agreement as determined by the Town Attorney.

CONFIDENTIALITY

Pursuant to the Colorado Open Records Act, C.R.S. Section 24-72-200.1 (CORA), any and all of the documents that are submitted to the Town of Basalt may be deemed public records subject to examination and inspection by third parties. The Town of Basalt reserves the right, at its sole discretion, to release for inspection or copying any document, plan, specification, proposal or other writing submitted pursuant to this request.

REFERENCE AND SUPPORTING DOCUMENTS

• Attachment A – Confluence Park Safe Routes to School Project – Phase I - Construction Plans

• Attachment B – Confluence Park Safe Routes to School Project – Phase I - Project Manual

• Attachment C – Sample of the Construction Contract

• Attachment D – Drainage Memorandum

• Attachment E – Pothole Location Map