25-030-1215 - Fairgrounds Site Redesign Eng - RFP - final w sample.pdf

Procurement

1101 Eas t 2 n d Ave Durang o, CO 81301 (970 )382 -6433

La Plata County

General Services

Request for Proposals (RFP)

Fairgrounds Site Redesign and Engineering Services

RFP #: 25-030-1215

Let Date: July 24, 2025

Submittal Deadline: September 9, 2025, 10:00 AM MDT

Deliver responses to:

KHightower@lpcgov.org and SIwanicki@lpcgov.org

NOTICE: La Plata County will not be responsible for the authenticity or correctness of any information obtained in any manner other than through the media posted at

Rocky Mountain E-Purchasing System: www.bidnetdirect.com mailto:KHightower@lpcgov.org mailto:SIwanicki@lpcgov.org http://www.bidnetdirect.com/

INDEX

Legal Advertisement page 3

Request for Proposal Information page 4

Offeror/Contractor Qualifications page 4

Project Overview page 5

Scope of Work page 6

General Conditions page 12

Proposal Submittal Requirements page 13

Selection/Evaluation Process page 15

Evaluation Criteria page 16

Awardee Contract Requirements page 17

Business Information Form page 19

Colorado Open Records Act Notice Acknowledgment and Indemnification form page 20

Local or Regional Preference or Certification Statement page 21

Sample Notice of Award and Independent

Contractor Agreement page 23

The following documents are published separately:

Geotechnical Engineering Study for Pavement Section Thickness Design –

Fairgrounds and Senior Center

Geotechnical Engineering Study for Pavement Section Thickness Design –

Detention Center

La Plata County Fairgrounds Master Plan

The following public notice was published in a newspaper of general circulation as required for this project:

Advertisement for Request for Proposals (RFP)

General Services

Project #: 25-030-1215

Notice is hereby given that the La Plata County Board of County Commissioners (BOCC), through the La Plata

County Procurement Division, is seeking proposals for professional architectural, engineering, and surveying services for site redesign and parking lot asphalt replacement. The project consists of two (2) distinct components: engineering support for asphalt removal, subgrade preparation, and repaving at the La Plata

County Fairgrounds and two (2) other facilities; and, the creation of engineered phased construction plans and documents suitable to construct/reconstruct the parking lot areas in manageable phases per the vision of the recently completed and approved La Plata County Fairgrounds Master Plan (accepted by BOCC Feb. 25, 2025).

Proposals must be received by the staff of the La Plata County Procurement Division no later than

September 9, 2025, 10:00 AM MDT. Proposals shall be emailed, with the subject line stating “Fairgrounds

Site Redesign and Engineering Services, RFP #25-030-1215” to: KHightower@lpcgov.org and

SIwanicki@lpcgov.org. Proposals received after the closing date and time will be rejected.

Specifications and/or supporting documents can be downloaded, at no charge, from Rocky Mountain E-

Purchasing System, https://www.bidnetdirect.com/colorado. In order to receive specifications, offerors must obtain the documents from the Rocky Mountain E-Purchasing System.

The County reserves the right to reject any and all responses, to waive any informalities and minor irregularities in responses, and to accept the response deemed, in its opinion, to be in the best interest of

La Plata County.

Refer questions regarding this RFP opportunity to KHightower@lpcgov.org and SIwanicki@lpcgov.org.

Generally, contracts will be awarded to the responsible and responsive offeror whose proposal: meets the requirements set forth in this RFP; is priced within the budgeted amount; and, represents the best overall value for the County. The contract shall be awarded by the Board of County Commissioners, County

Manager, or Procurement Manager.

This RFP will be conducted in accordance with the regulations set forth in the La Plata County

Procurement Code: http://online.encodeplus.com/regs/la-plata-co/doc-viewer.aspx?tocid=092#secid-

Publish: July 27, and July 30, 2025

Distribution of Advertisement:

Original: Contract File

Newspaper: The Durango Herald

Website: www.bidnetdirect.com https://www.bidnetdirect.com/colorado mailto:KHightower@lpcgov.org mailto:SIwanicki@lpcgov.org http://online.encodeplus.com/regs/la-plata-co/doc-viewer.aspx?tocid=092#secid-489 http://online.encodeplus.com/regs/la-plata-co/doc-viewer.aspx?tocid=092#secid-489 http://www.bidnetdirect.com/

REQUEST FOR PROPOSAL INFORMATION

A. Submittal specifications and supporting documents can be downloaded, at no charge, from Rocky Mountain E-Purchasing System, www.bidnetdirect.com. In order to receive submittal specifications, respondents must obtain the documents from the

Rocky Mountain E-Purchasing System.

B. Questions regarding this Request for Proposals (RFP) must be received by close of business no later than seven calendar days prior to the Submittal Deadline; submit questions to: KHightower@lpcgov.org and SIwanicki@lpcgov.org. Answers to all respondents’ questions or requests for additional information will be issued in the form of an Addendum. Addenda, if any, may address additions to, deletions from, or changes to the requirements of the project or contract documents. Copies of each

Addendum will be posted on the Rocky Mountain E-Purchasing System, www.bidnetdirect.com. Respondents are advised to monitor the Rocky Mountain E-

Purchasing System for any Addenda that may be posted. Respondents shall acknowledge receipt of each Addendum in their submission, and each Addendum shall be considered a part of the contract documents. Failure to acknowledge receipt of any Addendum issued may invalidate a submission as incomplete.

C. The County will not be responsible for the authenticity or correctness of oral interpretations of the RFP documents, including Addenda, or for information obtained in any manner other than through the media posted at Rocky Mountain E-

Purchasing System. Respondents are expected to examine the Scope of Work, General Conditions, Addenda (if applicable), and all other instructions and information provided. Failure to do so will be at the respondent’s risk.

D. All bids (i.e., proposed pricing) shall remain in force for a period of sixty (60) days after the date of the submittal deadline.

E. The County can participate in State of Colorado cooperative bids/agreements. If submitting a bid against an existing cooperative agreement, please provide contract name and number with your response.

F. Unless otherwise indicated, the prices shown in the bid/proposal shall not include taxes of any kind. La Plata County is exempt from all state taxation including state sales and use tax.

OFFEROR/CONTRACTOR QUALIFICATIONS

Offerors shall be able to demonstrate successful completion of a minimum of three (3) significant projects involving design for facilities over ten (10) acres in size within the last five (5) years. At least two (2) of the projects must have been completed for public entities, which may include schools and small or large government clients.

file://///fs02/ch_home$/HightowerK/RFQs%20IFBs%20some%20POs%20type%20biz/Steve%20-%20Project%20Review%20docs/www.bidnetdirect.com file://///fs02/ch_home$/HightowerK/RFQs%20IFBs%20some%20POs%20type%20biz/Steve%20-%20Project%20Review%20docs/www.bidnetdirect.com

PROJECT OVERVIEW

Notice is hereby given that the La Plata County Board of County Commissioners (BOCC), through the La

Plata County Procurement Division, is seeking proposals for professional architectural, engineering, and surveying services for site redesign and parking lot asphalt replacement. The project consists of two (2) distinct components: engineering support for asphalt removal, subgrade preparation, and repaving at the La Plata County Fairgrounds and two (2) other facilities during the summer or fall of

2026; and, the creation of engineered phased construction plans and documents suitable to construct/reconstruct the parking lot areas in manageable phases per the vision of the recently completed and approved La Plata County Fairgrounds Master Plan (accepted by BOCC Feb. 25, 2025).

Project goals include:

1. Design/plans for the repaving project, due by Dec. 15, 2025.

2. Creating phased projects/units during the construction plan and documentation development that shall be sufficient to stand on their own as turn-key construction projects unto themselves, to be retained by LPC for use in soliciting engineering support and construction of subsequent phases based on future financial year budgets. Design/plans due by June 2026.

3. Construction administration for the repaving of the three locations mentioned, during the summer or fall of 2026.

Scope will include design, survey, and construction administration. Construction administration associated with this scope will be required for the summer or fall of 2026 pavement replacement portion of the scope only.

This request is for professional services. The terms “architect,” “designer,” and “consultant,” are used throughout this scope to represent the design team. The term “engineer” is specifically used to outline items a licensed civil engineer operating within the architect’s/designer’s team will perform.

Locations and Background

Pavement Replacement

La Plata County (LPC) has issues with the age and condition of asphalt surfaces in multiple parking lots. Four (4) areas are the focus of this asphalt replacement and/or mill and overlay project. Thus far, geotechnical information leads LPC to believe these are all full removal and replacement projects, though they were initially identified as mill/overlay for budget purposes. Therefore, some engineering and survey will be required to support the successful Offeror. The locations are as follows:

1. Driveway entry to the LPC Detention Center, 742 Turner Drive, Durango, CO.

2. Main entrance to the LPC Fairgrounds, 2500 Main Avenue, Durango, CO.

3. LPC Fairgrounds, 2500 Main Avenue, Durango, CO. Lot H (northeast lot closest to the City of Durango Recreation Center and the LPC Fairgrounds Shop).

4. Senior Center, 2424 Main Avenue, Durango, CO.

Fairgrounds Site Design

LPC, with substantial input from the public, completed a Fairgrounds Master Plan that was adopted by the BOCC earlier this year. This Master Plan included improvements to the facility buildings and grounds, including significant changes to the current and future parking and traffic flow patterns. The Master Plan provided a conceptual plan that LPC considers a road map for moving forward. The Scope of Work of this RFP includes adopting that conceptual plan to the site by assessing and addressing all aspects of site civil, electrical, communication, storm water and sewer as well as elevations, grades, drainage, storm water run-on and run-off management, pedestrian markings (to include compliance with Americans with Disabilities Act [ADA] requirements), signage and striping, lighting, landscaping and all other components of a completely new site design following the established concept.

SCOPE OF WORK

Asphalt Replacement Support

The engineer will provide a survey of existing ground conditions (EG) including elevations of asphalt and salient features surrounding the paving projects to include establishment of Survey Control Network adhering to CDOT Type A accuracy standards or equal. Salient features include curb and gutter and edge of asphalt, boundaries of project, and locations of underground utilities to a Subsurface Utility Engineering

(SUE) quality level commensurate with the final construction design requirements and adhering to ASCE-

38 (§9-1.5-102). Engineer will utilize the EG survey and utility locates along with the geotechnical information provided by the County to generate engineered construction drawings with lines, grades, material sections, construction notes, construction specifications, and all other pertinent information required to enable the contractor to bid on and complete the work, except that the contractor will be responsible for construction surveying based on the provided Survey Control Network. Engineer’s design shall utilize existing fixed grades to correct any minor drainage issues created by rutting and deflection of the existing surface.

Engineer will provide construction administration as necessary during the summer or fall of 2026 asphalt milling/replacement only.

The geotechnical company contracted by the County is Trautner Geotech, LLC. Trautner will determine asphalt thickness, provide recommendations concerning subgrade prep and asphalt thickness, and observe and approve proof rolling and asphalt mix design.

Overview:

The architect will assemble a team of civil, landscape, electrical and other professional designers they require to successfully utilize the Master Plan as a basis of design and subsequently produce a complete new site design for the Fairgrounds property and to some extent the Senior Center and existing

Fairgrounds Manager residence area. The design effort will include basic elements of civil design such as storm water run-on and run-off, grades and drainage, and wet and dry utilities such as water, sewer, electrical, and communications.

Pedestrian traffic flow and vehicular traffic parking and flow were addressed in a general manner in the

Master Plan but must be refined and completed. Turn radii for delivery and stock vehicles, curb and sidewalk ADA, as well as painted crossings must be refined and added where necessary.

Lighting and camera placement for safety and security as well as dark sky compliance and inconvenience to neighbors must all be considered. Relocation of ball field lighting if required and conversion to LED will be part of the site planning as well.

The new buildings and building changes are not part of this design except that a basic floor plan for the restrooms to be relocated and a conceptual floor plan mimicking or close to that provided in the Master

Plan for the Extension Building will be developed to establish a future place for them and establish pad size, elevation, and utility requirements for conduit placement. The finished grade elevations and footprint for the future buildings using the ideas developed in the Master Plan will be established by the architect and civil engineer based upon assumptions deemed pertinent in their professional opinion. The County realizes that complete development of the site will likely take many years and that each phase of the design will require minor readjustments as future refinements are made. The goal is completion of this long-term document with standalone phases that can be used for budgeting and future construction.

Phasing:

As stated, current and near-future budgets do not allow for major building construction of any type.

Therefore, a building envelope for future construction and assumed grades will be established, but no building design beyond conceptual floor plans will be part of this solicitation. However, the parking facilities and site design also face budget constraints. These were anticipated to some extent during completion of the Master Plan and phasing of construction was discussed in the plan.

The site plan developed under this solicitation must be broken into phases that may be completed over several years. The implications of that requirement are that drainage changes, traffic and pedestrian flows, and utility realignments along with virtually every other component must be capable of being left in an operating state at the end of each phase such that if the project were postponed indefinitely there would be no break in operability or functionality of the facility.

Additionally, the intent is that, in as much as is possible, the improvements completed in one phase will not require disruption or additional work in subsequent phases. The Fairgrounds currently hosts approximately 400 events per year. Limiting the disruption of operations during the phased construction is a major goal of this project.

Innovation and Sustainability:

The Fairgrounds site is challenging both for Designers and for County staff as operators. The limited area available for development and redesign, as well as the confines of the adjacent river and surrounding town carry with them constraints that require a design effort that is not only thorough and diligent, but also intuitive and innovative. The County is interested in creative alternatives for the various potential design roadblocks likely to be encountered such as storm water runoff, lighting nuisance, water use reduction, and any other items that the Designer wishes to present for exploration.

Sustainability measures the Designer should anticipate exploring include the use of recycled materials such as reclaimed asphalt pavement (RAP), recycled base course materials, recycled steel content, and any other sustainable options the Designer feels are worth presenting to the County.

DESIGN AND CONSTRUCTION ADMINISTRATION EFFORT

Asphalt Replacement Design and Administration

Designer will meet with the County’s representative(s) to review scope and timeline. Following this meeting, Designer will be responsible for scheduling engineering and on site locates as they deem necessary to obtain utility information. The County staff will provide assistance in obtaining access to the facility. However, the Designer must work around the Fairgrounds event schedule. They will then coordinate this information with original ground surveying to establish initial design information. From this information and the geotechnical report, the Designer will provide the following:

• Engineered drawings of the areas for pavement replacement and/or milling operations clearly showing areas to be demolished and removed and or areas to be milled and all areas to be replaced.

• Pavement section details.

• Final design grading.

• Survey control and survey offset information.

• Specifications for gravel, asphalt, RAP content, subgrade preparation, etc. in accordance with the geotechnical engineer’s recommendations and good design practices.

• Elevations of design curb and flow lines.

• Construction administration shall cover the late summer and/or fall 2026 construction season. It may include review of submittals, response to Requests for Interpretation (RFIs) submitted by contractor, attendance of contractor weekly construction meetings for approximately seven (7) weeks, and responses to change requests as developed by the contractor. These services may also include inspection reports; review of pay requests; observation of construction methods and practices for design and code compliance; review and management of field documentation; and, issuance of Architect’s Supplemental Instructions (ASIs), Proposal Requests (PRs), and any other clarifying documentation. During construction, the County and the Designer must approve, in writing, changes that will require additional funds. This approval must be completed prior to the commencement of the subject change order work.

Designer will initially meet with the County’s representative(s) in a project design kickoff meeting to review the Fairgrounds Master Plan, discuss the overall design and establish milestones for deliverables.

Parameters associated with the design will be reviewed at this meeting.

Note that the County is a public entity, and as such retains the rights to all drawings (both hard copy and electronic) and instruments of service related to or incorporated in the design.

Following the kickoff meeting, the Designer will begin scheduling surveying and gathering information associated with the site as necessary to establish a basis for design, which will be used to create a complete current site plan. This current site plan with utility locations, lines and grades, all salient features, structures, and landscaping will be the first deliverable.

The Designer will likely require additional meetings with the staff on site to verify locations of various utilities and other items. These will be scheduled through the County’s representatives. In addition, the

Designer will be responsible for conducting SUE in accordance with ASCE-38 based on the Quality Level requirements dictated by the final design. Engineer will be responsible for coordinating these efforts with the Fairgrounds staff to ensure daily operations of the Fairgrounds facilities are not interrupted.

All public input for the Master Plan was included during that complete and exhaustive effort. The

Designer is not required to and is directed not to participate in further public outreach. Any contact efforts from the public should be directed to LPC staff.

The design and phasing are anticipated to be challenging and may require multiple iterations to arrive at a design that at once meets the future Master Plan conceptual design and provides for phasing of the project over time. Design effort will follow the normal architectural process of schematic design (SD), design development (DD), and finally construction drawings (CD) and specifications.

At minimum, the designer should include in-person meetings for each project as follows:

• One kick-off meeting with departmental staff.

• Two follow–up meetings with departmental staff during schematic design.

• Two meetings during the DD stage, one as preliminary DD and the second as a final before DD is complete.

• A meeting for final review of CDs prior to issuance.

• A page turn meeting with General Services to review the specifications prior to issuance.

Design Phases

Phase 1 – Introduction and Schematic Design:

• Project kickoff meeting – Designer will conduct a project kickoff meeting with County staff and the design team members from all major disciplines. The meeting will introduce the team and

County members, review the design schedule, discuss the deliverables, and allow for the setting of future progress meeting schedules and review meetings for drafts of various milestone deliverables. The meeting will include initial site inspections, Master Plan inspection and review, and review of existing as-built drawings.

• Schematic design – Designer will utilize information gained during the initial investigation to complete an updated (current) site plan. From this a schematic level design using the Master Plan as a basis will be developed.

• The schematic drawings will include not only the limits of the areas to be altered but also all relevant adjacent connections and relationships necessary to establish utility tie in, continuous uninterrupted flow of traffic, pedestrian safety, and all other concerns relevant to conformity and continuity with adjacent property features and uses.

• Proposal should include at least two (2) meetings with the County’s team during the schematic design stage.

• Deliverables o Designer will use as-built drawings, site investigation, surveying, utility locates, and information from staff to produce a Current As-Built drawing set for the existing site.

o Designer will use the Master Plan and updated site plan to develop a Schematic Drawing set for new construction that includes the design grading and preliminary phasing as well as preliminary demolition sheets and utility locations, parking layouts with islands, drainage and drainage structures, lighting locations, general landscaping, and pedestrian access details.

Phase 2 – Design Development and First Phase Construction Solicitation:

• Prepare design drawings from the schematic designs reviewed and approved by the Owner. Design drawings (plans) shall be submitted to the County for review at two (2) stages: fifty percent (50%)

Design Development, and ninety-five percent (95%) Design Development.

• The following non-inclusive minimum list of design items to be included is provided as an example of the detail and thoroughness of the DD design effort required:

o Grading and drainage.

o Pavement and subgrade gravels, pavement type, ESALs, future use patterns should be reviewed with the geotechnical engineer. Additional geotechnical work for design purposes will be contracted through the Designer.

o Sidewalks and pedestrian walkways.

o Striping, signage, and pavement markings during each phase.

o Sanitary Sewer design as necessary to service anticipated locations, including plan and profile of new design and demolition drawings.

o Storm sewer design as necessary to service future locations, including plan and profile as well as demolition drawings.

o Water system redesign plan and profile for routing to future buildings and as a required part of site design.

o Rerouting of underground dry utilities, including all electrical, communication and camera data feed.

o Surface run-on/run-off, storm water control requirements, added pervious vs. impervious surfaces, curb and gutter, valley pans and other surface structures associated with storm water control. Utilize anticipated building footprint of future buildings for design assumptions.

o Irrigation and landscaping, including demo, installation, grass reduction/conversion to xeriscape, trees, shade canopy, and landscape maintenance, details of systems and control equipment, zoning, and water usage calculations for before and after design.

o Lighting for parking areas and south ball field. Parking area light locations will be changed in this process. Lighting types, locations, adequacy, and conversion to LED field lights will be required as part of the design process.

o Demolition of existing structures for parking and traffic access, and basic bulk-out floor plans for future replacement structures. The purpose of these is to establish grades for site work and general locations for utility installation. The Extension Building preliminary floor plan exists in the Master Plan; basic restroom floor plans will be required for the relocated future restroom locations near the baseball pavilion (see Master Plan).

• Ninety-five percent Design Development (95% DDs) drawings will be utilized for final review, minor corrections, and if the County selects this construction delivery method, completion of the

Guaranteed Maximum Price (GMP) submittal by the CM/GC contractor. These drawings must be sufficiently complete to provide the County with the opportunity to negotiate the final construction contract price while the Construction Drawings are being completed. No significant scope should be missing at this point. All systems, finishes, and most details must be included.

• If the County elects to proceed with a CM/GC, the Designer will prepare bid documents (in collaboration with the LPC Procurement Contract Agent), specifications, and, if necessary, special provisions/instructions to accompany the ninety-five percent (95%) DD drawings.

• Deliverables o Fifty percent (50%) Design Development Drawings.

o Ninety-five percent (95%) Design Development Drawings.

Phase 3 - Construction Drawings (CD):

• Construction Drawings (100%) and Specifications will be the final product of the design effort for the Site Design portion of this solicitation. The drawings will be a complete set of all design disciplines with cover sheet, site location, index, general notes, and details and will be sealed appropriately by each discipline and signed. They will contain the results of final value engineering, if any, and minor adjustments required after the ninety-five percent (95%) drawings.

Owner’s comments and approved changes to design or finishes resulting from value engineering by the CM/GC will be incorporated in these drawings.

• The CD drawings will be the official submittal drawings for permitting and review. The specifications, by CSI Division, will identify materials, installation practices and construction requirements, code requirements, ANSI/ASTM and other agency compliance, and where applicable, approved vendors. The drawings will include complete demolition and construction elements, as well as any pertinent assumptions (such as assumed finish floor elevations for structures not fully designed during this design evolution but necessary for drainage and assumed sizes of structures to be added during future architectural solicitations).

• Deliverables o One hundred percent (100%) Construction Drawings – Provide two (2) complete sets of wet stamped and signed one hundred percent (100%) Construction plans and one (1) native format electronic version of plans in an unprotected complete form including any models, xrefs, underlays, access keys or codes, or anything required to make the electronic format usable.

o Construction Specifications – Provide two (2) paper copies and one electronic copy of the complete specifications.

Phase 4 – Planning and Permitting:

• The Designer will coordinate the review and approval of the project through the appropriate government agencies, including planning/pre-design meetings.

• Throughout design, the Designer will be required to work with the City of Durango Community

Development Services Department and the County General Services Department to arrive at a plan that works for the County and has been reviewed by the City of Durango with tacit approval and general concurrence. Designer should be aware that portions of the current Master Plan redesign of the site were driven by restrictions applied by the City of Durango during the previous Fairgrounds

Reconstruction completed in approximately 2002-3. The Designer will be expected to retain the conceptual design established during the current Master Plan evolution. Note that no meetings with the City of Durango will be conducted without a member of the County staff present.

Design Deliverables Summary

• Current (Original) As Built Drawings

• Schematic Design Drawings

• Fifty percent (50%) Design Development

• Architect’s estimate and bid documents for Phase 1 contractor selection (if required)

• Ninety-five percent (95%) Design Development

• Construction Drawing (100%) and Specifications

• Permitting/ Planning Submittal

Project Timeline (All dates are approximate)

• RFP release date: July 2025

• Designer Selection: Early October 2025

• Asphalt Support Work Complete: Mid-December 2025

• Site Design start: October 2025

• Site Design complete: June 2026

• Present to BOCC: July 2026

• Construction Admin: August – October 2026

• Project complete: November 2026

Project Budget

Estimated project budget for construction is approximately $6.8M+.

GENERAL CONDITIONS

A. The selected Contractor will be required to enter into an Agreement with the County. The term of the Agreement shall be from the date of the Agreement execution until November

2026. Pricing shall remain firm for the duration of the Agreement.

B. Depending on budget appropriations and the needs within the General Services Department, the

County reserves the right to reduce or increase quantities if deemed necessary by the County. Any substantial increase in quantity will require a written change order signed by both parties.

C. The County reserves the right to solicit any project, regardless of the project cost for Contractor services, when it is deemed to be in the best interest of the County.

D. The County reserves the right to amend or cancel a solicitation. Any response to a solicitation issued by the County may be rejected, in whole or in part, when in the best interest of the County. The County reserves the right to reject any and all submittals, to waive any informalities and minor irregularities in submittals, and to accept the submittal deemed, in its opinion, to be in the best interest of La Plata County.

E. Because this project involves the expenditure of public funds, this contract is contingent upon continued availability of such funds for payment. The obligations described herein shall not constitute a general obligation, indebtedness, or multiple year direct or indirect debt, or other financial obligations whatsoever within the meaning of the Colorado

Constitution or the laws of the State of Colorado.

F. Local government officials or employees shall not be interested in any contract made by them in their official capacity or by any body, agency, or board of which they are members or employees. A former employee may not, within six months following the termination of their employment, contract, or be employed by an employer who contracts with the County involving matters with which they were directly involved during their employment. For purposes of this section, “contract” does not include contracts awarded to the lowest responsible respondent based on competitive bidding procedures. See C.R.S. §24-18-201.

G. Open Records Notice: This invitation or request and all related documents produced by the respondent, proposer or the County are subject to the Colorado Open Records Act, C.R.S.

§24-72-201 et. Seq., as amended. Submittals marked confidential, proprietary or which otherwise propose to restrict or deny the public access to inspect any information or documentation contained therein may be disqualified or rejected by the County as against public policy. Please refer questions to your legal counsel.

H. La Plata County has a local and regional preference on the purchase of all goods and services unless specifically waived by the Procurement Manager at the time of let of RFP. To be considered for local or regional preference, vendors must turn in a completed “Local or Regional

Preference Certification Statement,” included herein. For details concerning Local or Regional

Preference eligibility please refer to the La Plata County Code, Section 20-36, III.

I. This project is subject to the terms of the La Plata County Procurement Code. The respondent may obtain a copy of the Code through a link on the County’s website:

PROPOSAL SUBMITTAL REQUIREMENTS

Proposals must be received by the staff of the La Plata County Procurement Division no later than

September 9, 2025, 10:00 AM MDT. Proposals shall be emailed, with the subject line stating

“Fairgrounds Site Redesign and Engineering Services, Project #25-030-1215” to:

KHightower@lpcgov.org and SIwanicki@lpcgov.org. Proposals received after the closing date and time will be rejected. (Note: Procurement will acknowledge receipt of your proposal within twenty-four hours. If you do not receive that confirmation, please contact Procurement immediately.)

All RFP responses must address each of the following. Do not exclude any major or minor items or information not specifically mentioned, but which would normally and reasonably be provided.

Please be advised that the greater the degree of specificity, the more likely it will be for the County to review your response favorably. Failure of the offeror to submit such information may cause an adverse impact on the evaluation of the RFP response.

Offerors must provide the following information (unless noted as optional) in the order and with the numbering listed below. Be sure to review the Evaluation Criteria section as it addresses additional information that should be incorporated into the proposal.

Do not submit additional information that was not requested. Responses to items #2 –

5 below may not exceed thirty-five (35) pages.

Proposals that deviate from the requested format, or exceed the page limit, may be considered non-responsive and rejected.

1. Offeror Information – Use Enclosed Business Information Form, included herein, to convey the following information:

a) Company name

b) Address

c) Name, title, phone, and email address for person authorized to enter into an agreement with La Plata County.

d) Name, title, phone, and email address for Project Contact (if different from above).

2. Experience and Knowledge

a. Successful completion of a minimum of three (3) significant projects involving site design for facilities over ten (10) acres in size within the last five (5) years. At least two (2) of the projects must have been for public entities, which may include schools and small or large government clients. Provide details regarding the projects.

b. Include a list of proposed team members along with their qualifications, relevant experience, and percentage of workload each will contribute to this project.

c. Identify a Team Lead and Primary Point of Contact assigned to this project. List their experience with projects of this type and size.

3. Project Understanding and Communication

a. Please refer to the Evaluation Criteria section for details to address.

4. Project Schedule

a. Please refer to the Evaluation Criteria section for details to address.

5. Price

a. Proposals must include an estimated total cost and segmented costs associated with significant phases of the design.

6. References. Provide at least three (3) valid references (Note: Do not provide La Plata

County staff as references) for the principal Designer, including:

a) Contact names, titles, and current email address and phone number(s)

b) Location of project

c) Type of project

d) Scale of project

7. Offeror must include a statement that certifies that they are not: debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation by any federal or state department or agency. The statement must address each detail listed.

8. A completed Colorado Open Records Act Notice, Acknowledgement, and Indemnification

Form (included herein).

9. A completed Local or Regional Preference Certification Statement (optional; included herein).

SELECTION/EVALUATION PROCESS

1. Generally, contracts will be awarded to the responsible and responsive offeror whose proposal meets the requirements set forth in this RFP; is priced within the budgeted amount; and, represents the best overall value for the County. The contract shall be awarded by the Board of County Commissioners, County Manager, or Procurement

Manager.

2. La Plata County reserves the right to conduct an extensive background check and consider historic information and fact gained from the offeror’s proposal, presentation, references, and other objective data, in the evaluation process.

3. The County may make such investigations, as it deems necessary, to determine the ability of the offeror to perform the work. The offeror shall furnish to the County all such information and data for this purpose as the County may request.

4. The County reserves the right to reject any proposal if the evidence submitted by, or investigation of, such offeror fails to satisfy the County that such offeror is properly qualified to carry out the obligations of the Agreement and to complete the Work contemplated therein.

5. The County reserves the right to reject any proposal if the offeror is found to be barred from conducting business with the federal government.

6. The County reserves the right to reject any and all proposals, to waive any informalities and minor irregularities in proposals, and to accept the proposal deemed, in its opinion, to be in the best interest of La Plata County.

7. The top-rated firms may be selected for a short list and then may be invited to make oral presentations if the oral presentation is deemed necessary. However, if one proposal is clearly above the other respondents based on selection criteria, an award recommendation shall be made without further review. If the oral presentations for a short list are needed, the committee will schedule oral presentations at a convenient time.

a. Discussions may be conducted with responsible offerors who submitted proposals determined to be potentially selected for award, for the purpose of clarification to ensure full understanding of, and conformance to, the solicitation requirements.

Offerors on the short list should ordinarily be accorded fair and equal treatment with respect to any opportunity for discussion and revision of proposals, and such revisions may be permitted after submissions and prior to award for the purpose of obtaining the best and final offers. The committee will then select a firm and make an Award Recommendation.

8. All offerors submitting proposals acknowledge and agree by submittal that the decision as to which proposal to select is within the sole discretion of the County.

EVALUATION CRITERIA

The County shall award the contract based on the evaluation criteria stated below. In determining the most qualified and responsible offeror, the evaluation committee will assign points to these criteria for a total score. The best total score will be considered low bid. The following criteria shall be considered:

Part 1: Evaluation Criteria for Establishing an Award or the Short List

1. Experience and Knowledge – 25%

a. Offerors shall be able to demonstrate successful completion of a minimum of three (3) significant projects involving design for facilities over ten (10) acres in size within the last five (5) years. At least two (2) of the projects must have been completed for public entities, which may include schools and small or large government clients.

b. Experience with large sites, event centers, parking area design, phased construction, and working with community development departments/planning entities.

c. Experience overcoming obstacles in similar scopes when converting an existing conceptual plan to a complete engineered design.

d. Experience providing engineering and survey support for paving and milling projects.

e. Knowledge of civil design requirements for sites, utility design, knowledge of regulations and local codes, and ADA compliance.

f. Prior experience working within Colorado and/or the regional Four Corners area.

g. Number of personnel available for this project. Percentage of time spent on the project for each major contributor. Number of other projects personnel are currently and generally assigned.

2. Project Understanding and Communication – 25%

a. Establish who will be the main contact for the County and provide organizational chart indicating design lines of communication and designating person(s) communicating with

County representative(s).

b. Ability to clearly identify the County’s needs, key tasks, and how those tasks can be accomplished.

c. Demonstrated understanding of the County’s requirements based upon review of the RFP, Master Plan documents, and geotechnical information. Ability to work with conceptual assumptions and convey innovative ideas.

d. Demonstrated ability to work with government entities on development of large sites in a phased manner with successful outcomes.

e. Established communication methods for conveying design concepts and progress to the

Owner. Clear establishment of design milestones.

f. Coordination of all contract activities for the design team.

g. Billing formatting showing anticipated breakdown of payments, invoice format and tracking of previous billings, total to date, and remaining to bill. Periodic report and billings per contract with hours and amount to date, previously billed, and remaining to bill clearly displayed.

h. Method of developing and sharing minutes of all project-related meetings.

i. Method of informing the County of unanticipated costs, changes in availability, project timeline deviations, or other issues that arise.

3. Cost of Services – 25%

a. Detailed cost breakdown including labor hours and base rate, material costs, travel expenses, and miscellaneous costs. Proposals must include an estimated total cost and segmented costs associated with significant phases of the design.

b. Total estimated sum for the entire project. Note: Designer is tasked with submitting a complete proposal with all costs and scope included that Designer believes will be necessary for preparing the best end product. Proposals with alternates and add-ons will receive lower grading.

4. Project Schedule – 15%

a. Critical path method schedule with design tasks clearly and logically arranged to provide a

Ghantt Chart and Bar Chart. Milestones and proposed deliverable dates clearly identified.

b. Resources identified for each portion of the schedule.

c. Current workload and percentage of available workload to be dedicated to this project.

5. References – 10%

a. Provide a minimum of three (3) references for the principal Designer.

b. Ability to contact references (contact information is current).

c. Reference information received.

Part 2: Evaluation Criteria for Oral Presentations (if required)

The County will schedule those Offerors whose proposals were scored in the top tier during the

Evaluation Part 1 process, for a follow-up oral presentation, if an award decision has not already been made. Evaluation criteria will be provided to Offerors on the short list in advance of the presentations.

Note: The decision as to which offerors (i.e., the top-rated offerors) may be scheduled for oral presentations is anticipated to be made and communicated approximately September 18, 2025. It is anticipated that oral presentations from the top-rated offerors may be scheduled for

September 29 and/or October 2, 2025. Please plan for, and ensure your availability for, those dates in the event that you are selected to meet with the Evaluation Committee. Note:

Oral presentations may be held remotely.

After conducting oral presentations with Offerors on the Short List, the County may request Best and Final Offers (BOFA).

AWARDEE CONTRACT REQUIREMENTS

Time is of the essence. The party to whom the contract is awarded will be required to execute the Agreement and submit it, along with the insurance certificate and W-9 within ten (10) calendar days from the date of the Notice of Award. In case the offeror fails to execute the

Agreement in a timely fashion, the County reserves the right to exercise its option to consider the

Offeror in default.

Contract Forms. The Notice of Award and the County’s Independent Contractor Agreement shall apply. See attached sample.

Insurance. Contractor is required to hold throughout the initial term and all subsequent terms of this Agreement insurance in accordance with the contract documents. For details, see Exhibit C in the attached, sample Independent Contractor Agreement.

Worker’s Compensation. The Contractor is responsible for providing Worker's Compensation

Coverage for all of its employees to the extent required by law, and for providing such coverage or requiring its Subcontractors to provide such coverage for the Subcontractor's employees. In no case is La Plata County responsible for providing Worker's Compensation Coverage for any employees or Subcontractors of Contractor pursuant to this Agreement, and Contractor agrees to indemnify La Plata County, for any costs for which they may be found liable in this regard.

W-9. Contractor must supply the County with a completed W-9 form.

BUSINESS INFORMATION FORM

Complete with information for person Authorized to enter into Agreement

Complete with information for Project Manager/contact person (if different from above)

Printed Name:

Title:

Email:

Phone:

Company Name:

Authorized Signature:

Printed Name of Authorized Signatory:

Date:

Title:

Address:

City/State/Zip:

Email:

Phone:

Colorado Open Records Act Notice, Acknowledgement and Indemnification

INVITATION DESCRIPTION: Fairgrounds Site Redesign and Engineering Services, RFP #25-030-

Open Records Notice: This invitation or request and all related documents produced by the bidder or proposer and the County will be subject to the Colorado Open Records Act. C.R.S. § 24-72-201 et. seq., as amended.

Proposals or bids marked confidential, proprietary or which otherwise propose to restrict or deny the public access to inspect any information or documentation contained therein may be disqualified or rejected by the

County as against public policy. Further, all bidders or proposers must submit a duly executed copy of this

Colorado Open Records Act Notice, Acknowledgement and Indemnification (“CORA Acknowledgment”) as part of your submittal information. Bids and proposals submitted without a duly executed CORA Agreement will be deemed incomplete and will not be evaluated or considered for award of the contract. Please refer questions to your legal counsel.

Acknowledgement: I, the undersigned, on behalf of the bidder or proposer, acknowledge that I have read the foregoing Open Records Notice.

Indemnification: I hereby understand and agree that, regardless of whether or not a contract is awarded to the bidder/proposer listed below, the proposal or bid I am submitting as a result of this invitation or request is subject to the Colorado Open Records Act. C.R.S. § 24-72-201 et seq., as amended. Notwithstanding any other provision in the bid or proposal documents to the contrary, I agree, on behalf of the bidder or proposer, to indemnify, defend, save and hold La Plata County harmless from all costs, damages, and liabilities, including but not limited to court costs, expenses and reasonable attorney’s fees, that arise out of non-disclosure of information marked confidential, proprietary or otherwise redacted by us pursuant to CRS § 24-72-

204(3)(a)(IV), as amended. I understand and agree that these indemnification obligations shall survive the awarding of the bid for so long as La Plata County maintains the bid documentation related to this request or invitation.

Initial

I understand and agree that this CORA Acknowledgement shall be and is specifically incorporated into and shall constitute a part of the bid or proposal.

I further affirm and assert that I have been duly authorized to execute this CORA Acknowledgement on behalf of the bidder or proposer.

Bidder/ Name:

Executed By: ______

Date

Name, Title (Printed):

Local or Regional Preference Certification Statement

OPTIONAL FORM

La Plata County has a local and regional preference on the purchase of all goods and services unless specifically waived by the Procurement Manager at the time of let of IFB. To be considered for preference, vendors must turn in this completed certification statement for each project, with the bid submission. The local preference on the purchase of all goods and services, unless specifically waived by the Procurement Manager at the time of let of IFB, shall be five percent or $100,000, whichever is less, of the purchase price or five percent of the total score based on the award/evaluation criteria used. In no event shall the local preference exceed the amount of $100,000.