20250424 City of Evans PD Facility_FF_E RFQ.pdf

REQUEST FOR QUALIFICATIONS & PROPOSAL (RFQ/P)

for

FURNITURE, FIXTURES & EQUIPMENT SERVICES (FF&E)

for

New Evans Police Station

Owner:

City of Evans 1100 37th Street Evans, CO 90620

(970) 475-1170

Owner’s Representative:

Artaic Group 2650 18th Street, Suite 301 Denver, CO 80211

Milestone Dates:

Qualifications and Proposal Due: May 19, 2025; 5:00pm MST (Via Bid Net)

Request for Qualifications Invitation

The City of Evans (“City” or “Owner”) is issuing this Request for Qualifications and Proposal (RFQ/P) to interested firms and/or individuals (Professional Services Providers) interested in providing Furniture, Fixtures, and Equipment services for the new Municipal Facility located in Evans, Colorado. The RFQ for the project is posted to Rocky Mountain E-Purchasing (BidNet) and can be found at https://www.bidnetdirect.com/colorado/city-of-evans.

All official communication with Candidates and questions regarding this RFQ will be submitted through Rocky Mountain Bid Net.

All Candidate inquiries will be responded to collectively prior to the “Clarification Deadline” in the schedule noted below. A clarification with replies to all questions will be emailed to all Candidates who have requested the RFQ/P documents and posted on Rocky Mountain Bid Net. NO OTHER CONTACT SHALL BE MADE REGARDING THIS REQUEST FOR QUALIFICATIONS & PROPOSAL WITH ANY OTHER CITY OF EVANS STAFF, COUNCIL MEMBERS, AGENTS, CONSULTANTS, ETC. DURING THE REQUEST FOR QUALIFICATIONS PROCESS.

I. OWNER’S BACKGROUND & PROGRAM INFORMATION

A. Owner Background

The City of Evans, Colorado, with a population north of 22,000 is a thriving city located in the Front Range of Northern Colorado. Located strategically at the crossroads of the South Platte River and Union Pacific Railroad, Evans is ripe for future economic growth in the energy, agriculture, health care, and construction sectors. It is also well positioned at the intersection of US Highway 85 and 34, providing a corridor between Denver and Evans to the south, and easy access to Interstate 25 to the west.

Evans is located in Weld County and is in the heart of the largest oil production facilities in the State of Colorado. In 2021-2022 alone, Weld County produced more than 1.3 million barrels of oil, far exceeding any other county in Colorado. Weld County is also the third largest county in the State of Colorado, spanning more than 4,000 square miles. Beginning in 2020, the oil and gas industry in Colorado accounted for more than 270,000 jobs across the state (source Denver Post). Evans is home to oil giants PDC Energy, Cimarron Energy, Atmos Energy, and many more. Construction and health care are also dominant employers in the area.

The City is working to improve the community’s quality of life and to raise the bar for government services. As the City continues to grow, scaling, enhancing, and improving services while maintaining strong community bonds are a high priority. The City is excited to be expanding facilities for Police as a vital next step in accomplishing these goals.

B. Project Description

The City of Evans (Owner) contracted with the D2C Architects as the Architect of Record for the new police station. D2C worked with the City to develop an initial program and schematic design. The schematic design (See Exhibit B & C attached) includes a space needs summary based on staff input, utilization and size of existing spaces, and functional needs for additional spaces. These findings outlined the need of a police operations building that is approximately 34,500 square feet to accommodate population and staffing growth for 20 years. In 2021 voters passed a ballot measure to provide funding to construct and maintain a new facility that can accommodate 65-75 staff. The City has since acquired property for the new police station.

https://www.bidnetdirect.com/colorado/city-of-evans

Evans residents pass Ballot Measure 2B | City of Evans Colorado

The new facility will be a stand-alone structure which will meet or exceed established industry’s best practices for a public safety building. Following completion of the new police building, city administration will expand into the 9,000 square foot space vacated by the Police Department at the Evans Community Complex. The selected candidate will be responsible for helping to establish reuse of furnishings in the renovated space or determine if new furnishings are needed.

Supporting Documents Please use the following link to access the Exhibits associated with this RFQ.

LINK TO EXHIBITS

- Exhibit A – Evans PD Schedule

- Exhibit B – Evans PD Schematic Design Floor Plan

- Exhibit C - Evans Existing PD Renovation

Procurement Schedule

TASK DATE

RFQ/P Available April 24, 2025

RFQ/P Clarification Deadline May 8, 2025; 5:00pm MST

RFQ/P Clarification Responses Issued May 9, 2025

RFQ/P Responses Due May 19, 2025; 5:00pm MST

Release Short-Listed Contractors May 22, 2025

Interviews (Optional) June 5, 2025

Candidate Notified of Selection June 6, 2025

Contract Approved June 17, 2025

Submission Instructions

1. Statements of Qualifications must be submitted via Rocky Mountain Bid Net no later than the deadline of

May 19, 2025, at 5:00 p.m MST.

2. The City of Evans reserves the right to reject any statements of qualifications and to accept the statements of qualifications deemed most advantageous to the best interest of the City.

3. Statements of Qualifications shall be marked as follows: Furniture, Fixtures, and Equipment Services

(FF&E) RFQ/P – City of Evans PD

Responses should be addressed to:

Brian Stone, 1100 37th Street Evans, CO 80620 https://www.evanscolorado.gov/police/evans-residents-pass-ballot-measure-2b https://artaicgroup.egnyte.com/fl/l3V6KWn4pf

II. PROJECT TEAM, EXPECTATIONS, AND PROJECT SCOPE

A. Project Team Members

1. OWNER TEAM

- Owner: City of Evans

- Owner’s Representative: Artaic Group

2. DESIGN TEAM: D2C Architects

3. CM/GC TEAM: FCI Constructors, Inc.

B. Scope of Work

Coordination of furniture will occur with the Owner, Design Team, and End Users. FF&E services shall include, as a minimum, the following:

PROGRAMMING

a. Needs analysis meeting.

b. Review project parameters and goals.

c. Owner user-group meetings with all departments to determine individual and department furniture, equipment, and special requirements.

d. Site verify field conditions/measurements (if applicable) Auto CAD drawing required.

e. Conduct inventory analysis of existing furniture at the existing facilities. Assist the City in determining areas and items with the highest need for replacement. Track reusable furniture during design and owner move-in.

f. Assist owner with coordination of equipment and furniture move-in.

DESIGN DEVELOPMENT: FURNITURE LAYOUT & PRODUCT APPLICATION

a. Develop offices, common areas, workstations, and shop designs as highlighted in Exhibit B.

b. Create furniture plan, including office workstation designs, as well as all common areas.

c. Review with Owner and Design team and revise as needed.

d. Finalize space plan of area.

e. Preliminary budget/estimate generated.

f. Review finalized space plan and estimate with Owner and Design Team.

g. Submit brochure or actual samples for final product selection during the Design Development phase.

CONTRACT DOCUMENTATION & ADMINISTRATION: TECHNICAL SPECIFICATIONS

a. Prepare general product specifications and review all final drawings and specifications with Owner and Design Team.

b. Preparation of installation package.

c. Ensure competitive bidding of FF&E and Installation.

d. Provide final budget amounts, product information, and installation schedule, review with Owner.

FURNITURE DELIVERY & INSTALLATION

a. Verify site field conditions/measurements, as applicable.

b. Schedule delivery of products according to Owner timeline.

c. Provide all labor, material, equipment, and onsite supervision to deliveries.

d. Set up, and install products onsite as specified in accordance with contract documents. Drop shipments for assembly/installation of FF&E by Owner shall not be performed.

e. Inspect all deliveries for shortages or damage.

f. Provide all debris containment, debris storage, and debris removal as well as provide a clean site at the end of each working day.

g. The FF&E firm is to keep corridors and access points free and clear of debris and furniture.

h. Create FF&E punch list.

i. Submit copies of Operation and Maintenance Manual. This manual should contain narrative on operation of any equipment, preventive maintenance including, cleaning, adjustment, and lubrication schedules (if required).

j. Final walkthrough, inspection, and acceptance of project.

SUBMITTALS

a. Develop drawings and floor plans showing space allocation/furnishings as specified.

b. Submit brochure, specification sheet or actual samples for final product selection during the Design

Development phase.

c. Submit copies of Operation and Maintenance Manual. This manual should contain narrative on operation of any equipment, preventive maintenance including, cleaning, adjustment, and lubrication schedules (if required). The manual should also contain a copy of the manufacturer’s warranty and service agreement.

d. Submit Materials Safety Data Sheets (MSDS), as applicable.

WARRANTY (ONE YEAR)

a. Provide repair or replacement of FF&E with installation defects during one-year warranty.

b. Provide interface between Owner and Manufacturer for product defects during the one-year warranty.

c. Conduct 11-month walk through to identify potential warranty issues to be addressed prior to close of the one-year warranty.

d. Provide copy of the manufacturer’s warranty and service agreement with O&M manual described above. In addition, provide a reference summary sheet for the various manufactures utilized on the project, contact information, product warranty period and product warranty end date.

III. SUBMITTAL REQUIREMENTS

Submittal shall respond to each item noted below. Please limit response information to relevant information only.

1. Cover Letter / Letter of Interest

2. Firm Information Provide a brief history of the firm including the following information:

- Number of years in business

- Location of office servicing this project and size of staff

- Location of main office, if different, and size of staff

- State if your firm is a member of any purchasing cooperative such as OMNIA, Sourcewell, MAPO

- Information on any claims or lawsuits your firm has had in the past 10 years.

- Confirmation your firm will include all items outlined in the Scope of Work in Section II

3. Qualifications & Availability of Proposed Team

- Provide organizational chart for your proposed team, including roles and responsibilities for each team member

- Provide resumes for all key team members.

4. Project Approach

- Provide your team’s philosophy and process for municipal projects.

- How do you integrate flexibility for the future into your FF&E planning?

- How do you approach project challenges, such as being over budget or ensuring quality of the finished project?

- Describe your firm’s storage capacity, capability and process in the event it is needed. Clarify if there are any costs associated with storage if required.

- Describe your key vendor and supplier relationships.

- Provide milestone dates to achieve the proposed opening dates.

5. Similar Project Experience Provide project profiles for up to five (5) similar projects in progress or completed by your firm. Please include the following:

- Project Description

- Project Photos

- Type of project (New Construction, Renovation or Other)

- Duration of Project & Completion Year

- Owner and Architect Name

- Firms Project Team/Personnel

- List of services performed

- FF&E Budget

6. References Provide a minimum of three (3) references with contact information for projects similar in size and scope.

Reference information should include:

- Reference Name and Title

- Reference Phone Number

- Reference Email

- Reference Project Description/Title

- Proposed Team Members who worked on referenced project

The Owner reserves the right to check additional references beyond those provided in the submittal.

A. SUBMISSION CHECK LIST

A complete submission includes the following:

1. Cover Letter

2. Firm Information

3. Qualifications & Availability of Proposed Team

4. Project Approach

5. Similar Project Experience

6. References

B. CONTRACT FORMAT

The contract format for this project will be a modified Professional Service Agreement, which will be distributed as an exhibit to shortlisted candidates.

IV. SUBMITTAL SCORING MATRIX

Statements will be evaluated based on the criteria listed below along with percentage weight for each category totaling up to 100%. The selection committee will review each firm’s approach to ascertain their understanding of the project and issues to assure that a proper effort will be devoted to the project, and to entertain the firm’s special perspective on approach, techniques, and work efforts.

SUBMITTAL SECTION

POINTS

Cover Letter 5 Points

Firm Information 10 Points

Qualifications & Availability of Proposed Team 25 Points

Project Approach 25 Points

Similar Project Experience 25 Points

References 10 Points

TOTAL 100 Points

V. SHORTLIST & INTERVIEWS

From the scoring results, the selection committee may shortlist up to three (3) firms for interview. The interview format will include a presentation, then interactive Q&A with the selection committee. Each Candidate will be asked to design and price a room in the new PD. This will include a medium cost and a low-cost option for the room. Candidates will also be asked to provide comments on the City’s Contract agreement. More detailed interview format information will be provided to the short-listed firms.

VI. PROVISIONS

A. Acceptance & Rejection

The Owner reserves the right to request additional information which, in the Owner’s opinion, is necessary to ensure that the Owner has complete information with regard to the Contractors background, competence, business organization, and financial resources to assist in determining credentials and qualifications.

The Owner reserves the right (a) to terminate the Request for Qualifications process at any time; (b) to reject any or all Statements of Qualifications; and (c) to waive formalities and minor irregularities in the Statements of Qualifications received. The Owner reserves the right to reject any and all Statements of Qualifications in response to this Request for Qualifications that are deemed not to be in the Owner’s best interests. The Owner further reserves the right to amend this Request for Qualifications at any time and will notify all recipients accordingly.

B. RFQ/P Submission & Information

Statements of Qualifications due at the specified date and time must be received at Owner's location by that date and time to receive consideration. Statements of Qualifications received after the specified date and time are considered late and will not be eligible for review by the Selection Committee. The owner is not responsible for any late Statements of Qualifications received by mail or any other method of delivery.

The Owner is not responsible for costs incurred in the preparation of this Statements of Qualifications.

Statements of Qualifications will not be returned and become the property of the Owner once submitted. By submitting a Statements of Qualifications all Candidates agree to the terms and conditions of this RFQ and the RFQ will become part of the awarded Candidates contract. The Owner and the Owner’s legal council will review the agreement and negotiate terms prior to commencement of work.

Candidates acknowledge all submissions to this RFQ may be subject to the Colorado Open Records Act (CORA).

Addenda may be issued for this RFQ. It is assumed by the Owner that any Candidate providing a submission is responsible for receiving and reviewing all information provided by addenda and Candidate shall acknowledge receipt of addenda in their response to this RFQ.

C. Insurance

The Contractor(s) shall provide insurance coverage for the Project which shall not be less than the amounts listed below as set forth in the Request for Qualifications; such insurance coverage shall include professional liability, general liability, automobile liability and workers' compensation. Insurance shall be maintained in full force and effect during the performance of the work, at the Contractor’s own expense:

1. Worker’s Compensation Insurance in such amounts as required to provide statutory benefits as required by the laws of the state where the premises are located, including Employers’ Liability with a limit of not less than $500,000.

2. Comprehensive General Liability Insurance, through companies satisfactory to Owner, from all claims for bodily injury, including death and all claims for destruction of or damage to property (other than the work itself), arising out of or in connection with any operations under the project contract. All such insurance shall be written with limits and coverages as specified below and shall be written on an occurrence form:

- General Aggregate: $2,000,000

- Products – Completed Operations Aggregate: $2,000,000

- Each Occurrence: $1,000,000

- Personal Injury: $1,000,000

- Damages to Premises & Fire Damage: $1,000,000

3. Automobile Liability Insurance for all owned, hired, leased or borrowed vehicles with a combined single limit of $1,000,000 per occurrence for bodily injury and/or property damage. For every vehicle utilized during the term of this program, when not owned by the entity, each vehicle must have evidence of automobile insurance coverage with limits of no less than $50,000/$100,000 and medical pay of $5,000.

4. Professional Liability Insurance with minimum combined single limits of $1,000,000 each claim and $2,000,000 aggregate.

5. Umbrella coverage shall be maintained on an occurrence basis in excess of the underlying insurance described in sections a-d above. Coverage shall follow the terms of the underlying insurance, including the additional insured and waiver of subrogation provisions. The amounts of insurance required in Sections above may be satisfied by the CM/GC purchasing coverage for the limits specified or by any combination of underlying and umbrella limits, so long as the total amount of insurance is not less than the limits specified in each section previously mentioned.

- Each Occurrence: $2,000,000

- Aggregate: $4,000,000

6. If the CM/GC is directly or indirectly working with pollution /environmental hazards, the CM/GC must provide Pollution Liability Insurance coverage and must include contractual liability coverage. Policy limits shall be in the amount of $2,000,000 each occurrence and $4,000,000 aggregate.

7. Such other coverage as may be required by Owner from time to time.

8. Each policy shall name the City of Evans, and Artaic Group as additionally insured; and that it may not be cancelled or changed without at least thirty (30) days prior written notice to the Owner.

9. Contractor Professional Liability insurance is not anticipated as needed unless specific design is requested from the Contractor.

10. The Contractor and their insurance carrier(s) shall agree to a Waiver of Subrogation.

D. Contract Agreement

If for any reason the selected Candidate, exceeds the project budget, presents unacceptable contract terms, or the Owner determines, at its sole discretion, the contractor is not the best fit for the project, and if subsequent negotiations with the selected Candidate are unsuccessful, the Owner reserves the right to negotiate with the next highest-scoring Candidate.

E. No Confidentiality

Please be aware that Statements submitted to the City in response to this RFQ shall be subject to the Colorado Open Records Act, Section 24-72-201, et seq., C.R.S. All information included in the Statements may be subject to public inspection and disclosure under the Colorado Open Records Act (“CORA”) and Statements should expect that the Statements may be viewed by the general public and competitors following the deadline for submission. Merely marking information as “confidential”, “proprietary”, or otherwise stating an intent to protect the information from disclosure is not necessarily sufficient to prevent disclosure by law.

F. Amendment and Withdrawal of Statements of Qualifications

By submission of clear and detailed written notice, a submitter may amend or withdraw its Statements of Qualifications prior to the submission deadline. Statements of Qualifications may not be withdrawn after the submission deadline.

G. Addenda to the RFQ

The City reserves the right to amend this RFQ by an addendum at any time prior to the date set for receipt of Statements. Addenda will be posted on the Rocky Mountain E-Purchasing System web site as soon as available and it shall be the responsibility of bidders to obtain all addenda. Firms registered for the paid notification service on the Rocky Mountain E-Purchasing System shall be notified of addenda either by fax or email depending on the service that they have subscribed to. It shall be the responsibility of firms registered for the no charge, no notification service on the Rocky Mountain E-Purchasing System to monitor the Rocky Mountain E-Purchasing System for any addenda. If revisions are of such magnitude to warrant, in the City’s opinion, the postponement of the date for receipt of Statements, an addendum will be issued announcing the new date.

H. Late Statements

Any submission received after the submission deadline will not be accepted or considered.

I. Assignment

Except as provided herein, neither this Agreement nor any of the rights or obligations of the Parties hereto, shall be assigned by either Party without the written consent of the other. Notwithstanding anything herein to the contrary, Contractor agrees and acknowledges that the project to be constructed hereunder is subject to the terms of a lease purchase agreement (the “Lease”) between the City acting solely in its capacity as trustee under an Indenture of Trust (the “Trustee”). Upon notice to the Contractor of the termination of the Lease due to an Event of Nonappropriation or an Event of Lease Default, the Contractor and the City agree that the City’s obligations and responsibilities under this agreement shall be assigned to the Trustee without further action of the City, and that the Trustee shall possess all of the City’s rights and remedies under this agreement.

- End of Request for Qualifications -