2025 Weight Room RFP 04012025.docx

Request for Proposals Weight Room Equipment

PR-RFP 04012025

REQUEST FOR PROPOSAL (RFP)

Weight Room Equipment

Issued by: Town of Castle Rock, Parks and Recreation Department Courtney Bakos, Fitness Supervisor c/o Castle Rock Recreation Center 2301 Woodlands Boulevard Castle Rock, CO 80104 Email: cbakos@CRgov.com www.CRgov.com/parksandrec

TIME REQUIREMENTS / RFP CALENDAR

Proposal submission will constitute an incontrovertible representation by the contractors that they are familiar with the equipment at each facility.

OVERVIEW

Through this Request for Proposals (RFP), the Castle Rock Parks and Recreation Department, hereinafter referred to as the "Town," respectfully seeks information from responsible, highly qualified, and licensed vendors to provide leasing or purchasing options for fitness circuit weight equipment and its installation. The selected vendor will be responsible for delivering commercial-grade strength training equipment—such as racks, benches, and dumbbells—along with professional installation and warranty coverage.

The initial agreement, awarded as a result of this RFP, will cover a designated period, which will begin upon execution of the agreement and extend through the delivery and installation of the equipment. For additional details, please refer to the Town of Castle Rock Sample Agreement.

RFP documents can be reviewed and printed from the Rocky Mountain E-Purchasing System website at www.rockymountainbidsystem.com. Please note that these documents are not available for purchase from the Town of Castle Rock and can only be accessed through the website.

QUESTIONS AND AMENDMENTS

All questions related to this RFP must be directed to Courtney Bakos, Fitness Supervisor, at the Castle Rock Recreation Center, 2301 Woodlands Blvd, Castle Rock, Colorado 80104. Questions must be submitted in writing via email to cbakos@CRgov.com. Responses will be shared with all potential respondents as appropriate.

Questions will be accepted until 5:00 PM MST on Tuesday, April 15, 2025. Written responses to all inquiries will be posted on the Rocky Mountain E-Purchasing System by 5:00 PM MST on Wednesday, April 30, 2025.

If revisions to this RFP become necessary or if additional information is required for accurate interpretation, an addendum will be issued at any time after the initial posting of the proposal but no later than three (3) days prior to the due date. Respondents are responsible for ensuring they have received and reviewed all addenda prior to submitting their proposals. Acknowledgement of the receipt of all addenda must be included in the submission of the RFP response. Failure to acknowledge the receipt of the addenda may be cause for the rejection of the RFP response. Addenda will be posted on the Rocky Mountain E-Purchasing website as they are made available.

For firms or individuals subscribed to the paid bidding notification service, notifications will be sent via fax or email, depending on their subscription. Contractors using the free, no-notification service are responsible for monitoring the Rocky Mountain E-Purchasing System for any updates.

If the Town deems it necessary to postpone the proposal submission deadline due to significant revisions, an addendum will announce the new date. Proposals must include acknowledgment of receipt for all addenda. Failure to acknowledge receipt may result in disqualification.

PROPOSAL SUBMISSION REQUIREMENTS

Submissions should be sent no later than 5:00 p.m. MST, Monday, May 5, 2025, to:

Town of Castle Rock Attn: Courtney Bakos 2301 Woodlands Blvd.

Castle Rock, CO 80104 Email: cbakos@CRgov.com Subject Line: RFP 2025 – Weight Room Equipment

Late submissions will not be considered.

Responses to this request for proposal (RFP) may be submitted electronically or in hard copy, which will be retained by the Town and not returned to the proposing party. All proposals submitted in hard copy must be signed, sealed, clearly marked, addressed, and delivered, as indicated.

Requests for proposals are subject to the Town’s Procurement Code, which can be found at Section 3.02 et seq of the Castle Rock Municipal Code (which is available online at www.CRgov.com) and the Town of Castle Rock Purchasing Policy and Procedures. Copies of the Procurement Code and the Purchasing Manual are available for inspection and copying at the office of the Town Clerk on business days from 8:00 a.m. to 5:00 p.m. at 100 N. Wilcox Street, Castle Rock, Colorado 80104.

BACKGROUND ON CASTLE ROCK

Castle Rock is a thriving world-class community located midway between Denver and Colorado Springs. The Town encompasses 33 square miles and sits in the East Plum Creek Valley at the base of the Rocky Mountains. Castle Rock is home to more than 87,000 residents and the Outlets at Castle Rock/ The Town is also bisected by Interstate 25 and is the seat of Douglas County.

Castle Rock is a full-service municipality. It employs about 650 full-time employees to provide police, fire, emergency medical, parks, recreation, roads and water services. The Town also serves as the Douglas County seat and is home to headquarters for the Douglas County School District, Douglas County, the Douglas County Sheriff's Office and a local Colorado State Patrol troop.

Castle Rock is known for its small-town charm, family-friendly community events and abundant parks, open space and trails. Established in 1977, the Parks and Recreation Department served a population of merely 2,000. Through robust community planning, the Town now serves over 85,000 residents, managing 104 miles of trails, 25 parks and more than 4,000 acres of open space that define the region’s most prominent features. Through collaboration with local partners, residents enjoy access to over 130 miles of trails, over 60 parks and over 6,900 acres of open space in Town. The department is accredited by the Commission for Accreditation of Park and Recreation Agencies, and the two-time recipient of the National Gold Medal Award by the American Academy for Park and Recreation Administration, in partnership with the National Recreation and Park Association.

Staff consists of 64 full-time employees and nearly 500 seasonal or part-time employees and through strategic planning, collectively manages:

· two full-service recreation facilities

· a historic fine arts and enrichment facility

· a championship, award winning golf course featuring a driving range, putting green and Clubhouse Grill

· a historic homestead, boasting 60 acres of open space donated in 2021

· a maintenance service center

· a fully-inclusive playground

· a state-licensed preschool

· basketball, bocce ball, cornhole, horseshoe, inline hockey, pickleball, racquetball, tennis and volleyball courts

· two disc-golf courses

· natural and synthetic-turf athletic fields

· indoor and outdoor pools, and splash pads

· a skatepark

· a BMX track and pump tracks

· a bike park and cyclocross course

· a community garden

· a public art collection featuring sculptures, paintings and murals

· outdoor fitness courses

· a fishing pond

· playgrounds

WEBSITE INFORMATION

· Parks and Recreation Department

· Castle Rock Recreation Center

· Fitness and Wellness

SCOPE OF SERVICES

The Town of Castle Rock is seeking proposals from commercial equipment vendors to supply plate-loaded strength equipment for the free-weight area at the Recreation Center, located at 2301 Woodlands Boulevard, Castle Rock, CO 80104. In addition, the Town plans to replace the racks and dumbbells in both the weight room and the cardiovascular area. The current dumbbells in the weight room are Troy brand, with two sets ranging from 5 to 100 pounds. The cardio area rack contains a mix of dumbbell brands, with weights ranging from 2 to 25 pounds.

The Town also intends to replace the existing plate-loaded strength equipment in the free-weight area of the Recreation Center. Details on the models of the plate-loaded equipment can be found in the chart below.

We ask that the proposal include existing equipment trade-in value.

Additionally, the Town of Castle Rock would like to replace the racks and dumbbells both in the weight room and the cardiovascular area. The dumbbells in the weight room are Troy brand and have two sets each ranging from 5-100 pounds. The rack in the cardiovascular area contains a mix of dumbbell brands ranging in weight from 2-25 pounds.

The Town of Castle Rock is interested in replacing this equipment with new and improved models of similar equipment that target the same muscle groups. The above items are available as trade-ins but do not necessarily need to be a piece-by-piece replacement. The Town of Castle Rock is also open to suggestions concerning the use of space, equipment layout and organization.

Finally, the Town of Castle Rock is interested in replacing the dumbbells used for group fitness classes in the Fitness Studio. Currently, the studio is equipped with two racks for rubber-coated dumbbells ranging in weight from 2-15 pounds.

For the equipment listed in the chart above:

· Commercial-grade construction for high-traffic, continuous use in a recreation center setting

· Manufacturer warranty within minimum coverage on frame, parts and upholstery

· Equipment must meet industry safety standards

· Heavy-duty 11-gauge steel frame with durable finish to resist wear and corrosion

· Smooth, biomechanically correct movement patterns to support proper lifting mechanics

· Maximum user weight 350 pounds

· Four weight horns for weight storage

· Ergonomic seat and handle positioning for proper user alignment

· Integrated weight storage pegs for plate organization (where applicable)

· Non-slip foot platforms and rubberized grips for safety and stability

SOLICITATION PROCESS

All submitted responses will become the property of the Town. Responses must include all the information requested in this RFP, along with any additional details the respondent considers relevant to the evaluation and understanding of their submission. At a minimum, all responses must comply with the criteria specified in the following sections. The Town may, at its discretion, invite firms to deliver presentations as part of the evaluation process. However, respondents should not omit any information from their written submissions in anticipation of presenting it orally, as such presentations may not be requested. The Town will not cover any costs incurred by respondents in preparing and submitting their proposals or in preparing for and attending presentations. Additionally, the Town reserves the right to request clarification or additional information from any firm submitting a response.

Proposals must address the items outlined in the Scope of Services and Proposal Submittal Requirements sections of this RFP. Submissions will be evaluated and ranked based on the Evaluation Criteria provided below to identify qualified sources that meet or exceed the specified requirements. Price proposals will only be requested from the qualified sources.

Responses to this RFP must be comprehensive and adhere to the format specified below. Failure to include all requested information or significant deviations from the required format may result in rejection of the submission.

SERVICES PROVIDED

The selected firm will be responsible for removing existing equipment for trade-in value, as well as delivering and installing new equipment no later than August 18, 2025.

MANDATORY INFORMATION TO INCLUDE IN THE RFP RESPONSE:

1. Comprehensive Responses Ensure your submission addresses all the following requirements. Include any additional major or minor details not explicitly mentioned but reasonably necessary for a complete response. Greater specificity increases the likelihood of favorable consideration by the Town of Castle Rock.

2. Statement of Understanding and Compliance Provide a statement affirming your firm’s complete understanding of and compliance with all general and mandatory requirements. Include a detailed narrative explaining how your firm will meet the Town’s objectives as outlined in the RFP.

3. Firm Description and Experience Offer a detailed overview of your firm, including the number of years you have operated in Colorado and your experience with similar contracts or agreements.

4. Key Personnel Identify the key individuals who will be assigned to work with the Town of Castle Rock.

5. Distinctive Qualifications Highlight why your company stands out from others. Explain why your firm would be a valuable resource for the Town and why it should be included on the preferred vendor list resulting from this RFP.

6. Equipment and Cost Details List each piece of equipment mentioned in the Scope of Services, including suggestions. Provide unit costs for new equipment, trade-in values for existing equipment, delivery and installation costs (if applicable), and any other relevant fees or services.

7. Warranty Information Include warranty details for each recommended piece of equipment.

8. Conflict of Interest Disclosure Submit a written disclosure of any known potential conflicts of interest that may arise during the performance of the services outlined in this RFP.

9. Legal Dispute History Provide a detailed account of any legal disputes, mediations, arbitrations, or lawsuits involving your firm within the last 10 years. Include the current status or outcomes of these cases. This information should be submitted in a separate sealed envelope titled “Legal Dispute Information” and included with your proposal.

MANDATORY REQUIREMENTS FOR RESPONDENTS:

Responding individuals or firms must meet all the following criteria:

1. Trade-In Value: Include the trade-in value for existing equipment in the proposal.

2. Warranty Details: Provide a full warranty with supporting details for each piece of equipment included in the quote.

3. Delivery and Installation: Ensure all equipment is delivered and fully installed at the Castle Rock Recreation Center, located at 2301 Woodlands Blvd, Castle Rock, CO 80104, during the week of August 11, 2025.

4. Certificate of Insurance: Submit a Certificate of Insurance at the time of contract execution, if awarded the contract.

5. Completed W-9: Provide a completed W-9 form if awarded the contract.

6. Letter of Indemnification: Complete and sign the Town of Castle Rock Letter of Indemnification.

PROPOSAL SUBMITTAL REQUIREMENTS

Each proposal must include, at a minimum, the following details:

1. Company Information:

1. Full legal name of the company

2. Business address

3. Phone number for normal business hours

4. Phone number for non-business hours

5. Primary contact person for normal business hours

6. Primary contact person for non-business hours

7. Email address

8. Number of years the company has been in operation

2. Qualifications and Experience: Provide information on the qualifications and experience of your firm related to the services mentioned in the Scope of Services over the past three years. Additionally, include: a.) Total number of clients served b.) List of clients with similar needs utilizing the same type of circuit equipment c.) Evidence of successfully completing a project of comparable size and complexity

3. Response Time Capability: Demonstrate your firm’s ability to meet the outlined response times.

4. References: Provide at least three (3) references for similar services/scope. Include the name, address, telephone number, and email address for each reference.

5. W-9 Form: If awarded the contract, confirm your ability to provide a completed W-9, Request for Taxpayer Identification Number, and Certification.

6. Certificate of Insurance: If awarded the contract, confirm your ability to provide a Certificate of Insurance that is substantially similar to the “Town of Castle Rock Sample Certificate of Insurance” and that meets the requirements outlined in the “Town of Castle Rock Sample Agreement.”

PROPOSAL EVALUATION CRITERIA

The following criteria will be used to assess and evaluate submitted proposals:

· Qualifications and Experience: The expertise and qualifications of the company.

· Relevant Experience: The company’s prior experience with similar services.

· Financial Stability: The bidder's financial reliability and stability.

· Schedule Adherence: The ability to meet the proposed schedule.

· Equipment Pricing: The cost of the proposed equipment.

· Trade-In Value: The trade-in value offered for existing equipment.

· Warranties: The warranties provided for the proposed equipment.

· Customer Service: The level and quality of customer service support offered.

· References: Client references that demonstrate the company’s capabilities and reliability.

As a general rule, if two or more proposals are deemed equal, the condition is referred to as a tie proposal. In this situation, the Town may choose to award the proposal according to, but not limited to, the following criteria:

(1) Business location within the boundaries of the Town of Castle Rock;

(2) Past business history with the Town; and

(3) Businesses located within Colorado.

CONDITIONS OF AWARD

Proposals will only be considered from firms or individuals who are well-established in a relevant business, financially responsible, and equipped with the resources and capability to deliver services professionally and efficiently.

The Town retains the exclusive right to evaluate and determine whether these criteria are met. Additional information may be requested as needed, and failure to provide such information could result in the proposal being deemed non-responsive.

The Town of Castle Rock reserves the right to reject any or all proposals, waive informalities, and accept the proposal determined to be most beneficial to the Town’s best interests.

The Town aims to award the contract to the most responsive contractor, provided their proposal complies with the requirements outlined in this Request for Proposals (RFP), is considered fair and reasonable, and does not exceed the allocated funds. The Town will exclusively judge the contractor’s qualifications and the suitability of proposed pricing for its interests.

The Town may conduct investigations as necessary to evaluate proposals, ensuring the responsibility, qualifications, and financial capability of contractors. Awards will be made in accordance with the RFP requirements, within the prescribed timeline, and to the Town’s satisfaction. Factors considered may include, but are not limited to, operating costs, maintenance needs, performance data, and material and equipment guarantees. The Town reserves the sole discretion to terminate an award at any time, with or without cause.

Contractors must guarantee the quality of all materials and related items provided to the Town of Castle Rock.

Any items failing to meet the Town’s standards for quality, workmanship, measurements, or other specified criteria may be rejected and could result in termination of the award.

REQUESTS FOR PROPOSALS CONFIDENTIALITY

Proposals submitted to the Town for consideration shall be subject to the Colorado Open Records Law, Section 24- 72-201, et seq., C.R.S. Any confidential information in the Submitter's proposal shall be identified as such. If any information is considered to be confidential, the Submitter shall agree to indemnify the Town for any and all attorney fees that the Town may incur in defending the withholding of such information by signing and returning the letter found as an attachment of this RFP. Should the Town receive a request for the release of any information in the consultant's proposal in accordance with the Open Records Law, the Town will release only that information which has not been identified as confidential so long as the Letter of Indemnification has been signed and returned by the Submitter along with the proposal. Should the Submitter choose not to sign and return the Letter of Indemnification, all information in the Submitter's proposal shall be considered releasable by the Town. The submitter will be notified of any open records requests prior to the release of such information. If in the opinion of Town's legal counsel, the Town is nonetheless compelled to disclose any portion of such information to anyone or else stand liable for contempt or suffer censure or penalty, the Town may disclose such information without liability.

OFFEROR’S ACCEPTANCE OF THE REQUEST FOR PROPOSALS

By submitting a proposal in response to this Request for Proposals (RFP), the firm or individual acknowledges acceptance of all conditions outlined in the RFP, including the terms in the Services Agreement, and agrees to abide by all final decisions made by the Town.

The selected firm or individual will be required to enter into a Equipment and Services Acquisition Agreement with the Town. This agreement will not constitute an employment contract, and the Town will not provide employment benefits, office space, or support services during the contract period. Any changes to the scope of work after the contract is signed, particularly those resulting in cost increases beyond the quoted fees, must be communicated to the Town prior to commencing the work. Any approved scope changes will be documented in a written amendment, detailing the additional services or modifications. This document will be routed to all parties for execution.

For further details, please refer to the “Town of Castle Rock Sample Agreement.” Prospective contractors are encouraged to review this document and include any objections in their technical proposals. Key components of the “Town of Castle Rock Sample Agreement” include:

· Availability of funds for the next calendar year (annual appropriations)

· Insurance requirements (Certificate of Insurance to be provided before Agreement execution)

· Indemnification provisions

· Guidelines for subletting the agreement

· Inspection and warranty rights

· Default and remedies The Sample Agreement provided is for informative purposes only. The Town reserves the right to modify this Agreement at any time.

The Town of Castle Rock is exempt from state and federal taxes and will provide the necessary exemption certificates as required.

ATTACHMENTS

· Town of Castle Rock (TOCR) Sample Agreement

· Town of Castle Rock (TOCR) Letter of Indemnification for Withholding Confidential Information – Colorado Open Records (CORA) Clause

· Town of Castle Rock (TOCR) Sample Certificate of Insurance

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