2025 Town of Basalt Chipseal RFP.pdf

Request for Proposals for Town of Basalt 2025

Streets Maintenance Chip Seal Project

Town of Basalt 101 Midland Avenue

Basalt, CO 81621 www.basalt.net

ISSUE DATE: February 13, 2025

CLOSING DATE: March 17, 2025

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REQUEST FOR PROPOSALS

The Town of Basalt (“Town”) is accepting proposals from qualified firms and contractors for the Town of Basalt 2025 Streets Maintenance Chip Seal Project.

In accordance with the Town’s Procurement Policy, the Town intends to award this contract to a qualified firm 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 form.

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

Proposals are due on March 17, 2025, at 2:00 PM Mountain Time.

For further details see the Procurement Timeline section of this RFP.

The Town of Basalt reserves the right to reject any or all proposals or accept what is, in its judgment, the proposal which is in the Town of Basalt’s best interest. The Town of Basalt further reserves the right, in the best interests of the Town of Basalt, to waive any technical defects or irregularities in any and all proposals submitted.

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

Introduction Project Goals and Objectives

Scope of Work General Proposal Requirements

Proposal Process Procurement Timeline Questions Proposal Submission and Format Evaluation Criteria Interviews Selection / Post-Selection Process

Contract/Legal Reference and Supporting Documents

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INTRODUCTION

The Town of Basalt, Colorado is located on the western slope of the Colorado Rocky Mountains. The Frying Pan and Roaring Fork rivers converge in Basalt making Basalt the only town in North America with two Gold Medal Trout streams converging in town. Our population is approximately 4,000 but because of our proximity to Aspen and access to premiere ski areas of North America, our population can double at given times of the year. Basalt is diversely situated partially located in Eagle and Pitkin Counties. The Town of Basalt provides a wide range of services and programs ranging from the purchase of land for open space, water treatment and supply, to public safety.

As part of the Basalt Public Works 2025 Streets Maintenance Chipseal Project the Town is seeking to retain the services of a firm to provide:

A. Chip and Fog Sealing that meets CDOT specifications.

B. Traffic Control that will include signage, detours, and traffic control during the project to meet all Town of Basalt Specifications.

C. Tabbing of all paint markings and paper coverings over painted areas as requested including any colored concrete.

D. Sweeping and Final Cleanup of loose chips to be hauled to the Public Works yard.

E. Fog Sealing after chipseal.

The streets included in this project are pictured in the attached Exhibit A.

A schedule for project will be discussed and negotiated with the firm selected for the project.

PROJECT GOALS AND OBJECTIVES

The goals that will drive this Project are:

1. Advanced notice of schedule, safety closures, detours, and notifications to roadway users and residents who will be affected during the project.

2. Minimizing traffic disturbances if possible.

3. Minimizing loose leftover chips at the end of the project and extra sweeping if necessary.

4. Economic and field judgment of asphalt preservation techniques applied to different asphalt failures.

SCOPE OF WORK

The locations and roadways to be addressed as part of this project are pictured in the attached Exhibit A. The Town assumes that the project will include multiple steps, and all operations and timing is weather dependent.

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General Scope:

1. The project will require a minimum of two weeks notice prior to starting work on each road included in the project. This notification is required so that Town staff can adequately notify residents and advertise on social media. Town staff can assist with notification.

2. The tabbing of any existing paint lines etc. that will not be covered with paper, and removal of all tabbing.

3. Application of oil and 3/8” chipseal and then a fog seal on roadways.

4. Final sweeping and removal of chipseal from water valves that are covered.

5. The Town will include a bid tab for an extra day in case more sweeping needs to be done.

Traffic Control The Contractor shall provide the Town with a detailed traffic control plan prior to starting any work. Unless otherwise provided, the Contractor shall keep the road open to all traffic in accordance with the traffic control plan during the progress of the work. The selected contractor shall schedule operations so that only one side of the road is closed to traffic at any time. The road and intersections of access points shall be maintained in a manner that will safely and adequately accommodate traffic. Barricades, warning signs, lights, temporary signals, and other protective devices shall conform with the latest revision of the “Manual on Uniform Traffic Control Devices for Streets and Highways” published by the FHWA.

GENERAL PROPOSAL REQUIREMENTS

All proposals must include the following documents:

1. Proof of Insurance.

2. Specification sheet of oils being used and chip material that meets CDOT specifications.

3. Completed bid tab pricing sheet, see Exhibit B.

4. Approximate schedule for the complete project, assuming no weather delays.

Proposals must be received on or before the closing date and time referenced below in the “Procurement Timeline” Section.

PROPOSAL PROCESS

A pre-proposal conference will be held at 1:00PM on February 25th 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 2:00 PM MST, March 17, 2025, at which time the proposals will be opened and reviewed.

The Town will only accept electronically submitted proposals. Emailed proposals should be sent catherine.christoff@basalt.net or submitted over BidNet. 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 February 13, 2025

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Pre-Proposal Meeting February 25, 2025 at 1:00 PM RFP Questions Close March 6, 2025 by 3pm RFP Questions Reply March 7, 2025 by 5pm

Proposals Due March 17, 2025 at 2:00pm Interview Select Respondents TBD Council Action March 25, 2025

QUESTIONS

Questions may be submitted through BidNet at www.bidnetdirect.com or directly to Catherine Christoff, Town Engineer, 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 “Town of Basalt 2025 Streets Maintenance Chip Seal Project.”

The Town cannot accept late, mailed, or faxed proposals.

Format

Introduction Introduce firm and key staff who would be assigned to this project. Include contact person name, phone number and email address for purposes of this procurement process.

Qualifications and Experience

List firm’s previous experience, highlighting similar projects. Include the name, address, phone number and email for sub-consultants who will be retained to work on this project with you.

Approach to Project

Provide services as noted above in “Scope of Work” section. Work shall be in conformance with the Town of Basalt adopted codes and Public Works Manual when applicable.

References Include a minimum of three references that include project name, year work completed, contact name, phone number and email address.

Fee Proposal and Schedule

Complete the attached Cost for Services worksheet attached as Exhibit B.

EVALUATION CRITERIA

The Town of Basalt reserves the right to select the Proposer that it deems, in its sole discretion, to have presented a proposal that is in the best interests of the Town of Basalt. Evaluation criteria may include and are not necessarily limited to:

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Firm Experience: 10% Experience with Similar Facilities Team Leader experience

Project Approach: 10%

Understanding of Project Scope Alignment with Project goals Schedule & Approach of project Team Coordination and Appointed Team Members Ability to meet schedule

Fees & Schedule: 80%

Clear cost delineation

INTERVIEWS

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

SELECTION / POST-SELECTION PROCESS

Proposers 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 Proposer proposal (and any negotiated additions, deletions, modifications), and upon execution of a negotiated contract agreement and associated notice to proceed, Proposer will be expected to promptly initiate work.

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.

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 Finance Director 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;

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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 “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

Town of Basalt- 2025 Streets Maintenance Chip Seal Project Page 9 of 24 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 and to use any ideas the request for proposals 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.

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

Town of Basalt- 2025 Streets Maintenance Chip Seal Project Page 10 of 24 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 the following documents as agreed upon by the Town of Basalt and the Proposer:

a. Town of Basalt – Professional Services Agreement.

REFERENCE AND SUPPORTING DOCUMENTS

Exhibit A – Project Maps

Exhibit B – Cost for Services

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Exhibit A Maps of Project Sites

Figure 1: Basalt Ave

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Figure 2: Cottonwood Drive

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Figure 3: Duroux Ave

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Figure 4: Meadow Drive

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Figure 5: Original Road

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Figure 6: Park Ave

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Figure 7: River Oaks

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Figure 8: Riverside Drive

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Figure 9: Southside Drive

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Figure 10: Sunset Drive

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Figure 11: Valley Circle

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Figure 12: Project Sites in West Basalt

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Figure 13: Project Sites in East Basalt

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Exhibit B

Cost for Services

Town of Basalt 2025 Chip and Fog Seal Project List Cost Estimate

Estimated Quantity

Labor and Materials Traffic Control Mobilization Total

SY Cost Cost Cost Cost Basalt Ave 1,250 Cottonwood Drive 3,575 Duroux Ave 1,825 Meadow Drive 2,535 Original Road 8,165 Park Ave 8,135 River Oaks 3,325 Riverside Drive 10,650 Southside Drive 6,915 Sunset Drive 2,250 Valley Circle 1,785

Total 50,410

Cost for extra day of seeping, hauling, and valve cover cleaning.