25-ENG-059 Ward Road Bridge Replacement Design Structural Engineering Services.pdf

R1-32025 1

REQUEST FOR PROPOSAL

Proposal #: 25-ENG-059

Title: 25-BR-02 Ward Road Bridge Replacement Structural Engineering Design Services

RFP Issued: 07/24/2025

Question Deadline: 08/07/2025 2:00 PM MDT Questions must be submitted through BidnetDirect.com.

Responses will be posted on Bidnet via addendum.

Proposals Due By: 08/21/2025 2:00 PM MDT

Electronic Submissions must be submitted online at BidNetDirect.com.

This is the only valid source for postings regarding this solicitation.

Late responses will not be considered for award.

Projected Start Date: September 2025

For additional administrative information not related to the project contact: Doreen Mazza, dmazza@arvada.org Contact with the requesting department may result in vendor disqualification.

Documents included in this Request:

General Terms and Conditions page 2 Special Terms and Conditions page 4 Insurance Requirements page 5 Administrative Information and Evaluation Criteria page 7 Statement of Work page 8 Required Vendor Submittal Form, Submittal Checklist page 18 Performance Measures Form page 20

Attachments/Exhibits:

ARVA-WD-0.75-01 SIA FULL REPORT 2023 03 21.docx, Pages from MDP_Ralston and Leyden Creeks (1977) Sanitary Sewer Crossing Asbuilts 25-ENG-059, Utility Maps Ward Road Bridge Asbuilts 25-ENG-059

R1-32025 2

GENERAL TERMS AND CONDITIONS

1. NO MULTI-YEAR FISCAL OBLIGATION. Financial obligations of Arvada payable after the current fiscal year are contingent on funds for that purpose being appropriated, budgeted, and otherwise made available by the City Council for Arvada. Arvada’s obligations under the Agreement shall be from year to year only and shall not constitute a multiple-fiscal year direct or indirect debt or other financial obligation of Arvada within the meaning of Article X, Section 20 of the Colorado Constitution (TABOR).

2. TAXES. Arvada shall not be liable for the payment of any excise, sales, or use taxes. Arvada is exempt from federal excise taxes under I.R.C. Chapter 32 (26 U.S.C., Subtitle D, Ch. 32) and from State and local government sales and use taxes under §§39-26-704(1), et seq., C.R.S. (Colorado Sales Tax Exemption Identification Number 98-01789). Contractor shall not invoice Arvada for any state, federal or local taxes. Upon written notification by Arvada, Contractor shall reimburse Arvada in a timely manner for any taxes erroneously paid by Arvada.

3. NO INDEMNIFICATION BY ARVADA. Arvada is prohibited under Article XI, Section 1 of the Colorado Constitution from indemnifying anyone. Despite any provision in any contract document to the contrary, Arvada does not indemnify Contractor or anyone else under the Agreement.

4. INDEMNIFICATION OF ARVADA. Contractor shall indemnify, defend, and hold harmless Arvada, its employees, agents and assignees (the “Indemnified Parties”), against any and all costs, expenses, claims, damages, liabilities, court awards, and other amounts (including attorneys’ fees and related costs) arising from or related to any act or omission by Contractor, or its employees, agents, Subcontractors, or assignees in connection with the Agreement.

4.1. Confidential Information Indemnification. Disclosure or use of Arvada Confidential Information by Contractor may be cause for legal action by third parties against Contractor, Arvada, or their respective agents. Contractor shall indemnify, defend, and hold harmless the Indemnified Parties, against any and all claims, damages, liabilities, losses, costs, expenses (including attorneys’ fees and costs) incurred by Arvada in relation to any act or omission by Contractor, or its employees, agents, assigns, or subcontractors.

4.2. Intellectual Property Indemnification. Contractor shall indemnify, save, and hold harmless the Indemnified Parties, against any and all costs, expenses, claims, damages, liabilities, and other amounts (including attorneys’ fees and costs) incurred by the Indemnified Parties in relation to any claim that any Deliverable, Good or Service, software, or Work provided by Contractor under the Agreement (collectively, “IP Deliverables”), or the use thereof, infringes a patent, copyright, trademark, trade secret, or any other intellectual property right. Contractor’s obligations shall not extend to the combination of any IP Deliverables provided by Contractor with any other product, system, or method, unless the other product, system, or method is (a) provided by Contractor or Contractor’s subsidiaries or affiliates; (b) specified by Contractor to work with the IP Deliverables; (c) reasonably required in order to use the IP Deliverables in its intended manner and the infringement could not have been avoided by substituting another reasonably available product, system, or method capable of performing the same function; or (d) is reasonably expected to be used in combination with the IP Deliverables.

5. GOVERNMENTAL IMMUNITY. Liability for claims for injuries to persons or property arising from the negligence of Arvada, its departments, boards, commissions, committees, bureaus, offices, employees and officials shall be governed by the provisions of the Colorado Governmental Immunity Act, §§24-10-101, et seq., C.R.S. (CGIA). No term or condition of the Agreement shall be construed or interpreted as a waiver, express or implied, of any of the immunities, rights, benefits, protections, or other provisions contained in the CGIA.

6. OPEN RECORD REQUESTS. Arvada is obligated to comply with the Colorado Open Records Act (C.R.S. §§24-72-200.1 et seq.)(CORA), which may require Arvada to disclose all or a portion of communications relating to the Agreement, any transaction under the Agreement, and other related matters. Contractor has been advised to familiarize itself with CORA. Any confidentiality provisions in any contract documents are subject to the provisions of CORA.

7. PROTECTION OF PERSONAL IDENTIFYING INFORMATION. In the event the Agreement includes or requires Arvada to disclose to Contractor any Personal Identifying Information as defined in C.R.S. § 24-73-101, Contractor shall comply with the applicable requirements of C.R.S. §§ 24-73-101, et seq., relating to third-party service providers.

8. NO THIRD PARTY BENEFICIARIES. The Agreement does not and is not intended to confer any rights or remedies upon any person or entity other than Arvada and Contractor. Enforcement of the Agreement and all related rights and obligations are reserved solely to Arvada and Contractor. Any services or benefits which third parties receive as a result of the Agreement are incidental and do not create any rights for such third parties.

9. ASSIGNMENT. Contractor’s rights and obligations under the Agreement are personal and may not be transferred or assigned without the prior, written consent of Arvada. Any attempt at assignment or transfer without such consent shall be void. Any assignment or transfer of Contractor’s rights and obligations approved by Arvada shall be subject to the provisions of the Agreement. Any provision of an assignment that enlarges any duty, responsibility, or obligation of Arvada, or that limits, curtails, or diminishes any right or privilege of Arvada, without Arvada’s express written consent, shall be void.

R1-32025 3

10. BINDING EFFECT. This Agreement shall inure to the benefit of, and be binding upon, the parties, their respective legal representatives, successors, heirs, and assigns.

11. SURVIVAL. Any provision of the Agreement that imposes an obligation on a party after the Agreement’s termination or expiration shall survive the termination or expiration and shall be enforceable by the other party.

12. SUBCONTRACTS. Contractor shall not subcontract any of its responsibilities without Arvada's prior written approval, which will not be unreasonably withheld. Contractor shall submit to Arvada a copy of each such subcontract upon Arvada’s request. All subcontracts Contractor enters into in connection with the Agreement shall comply with all applicable federal, state, and local laws and regulations, shall provide that they are governed by the laws of the State of Colorado, and shall be subject to all provisions of the Agreement. Contractor agrees it is fully responsible for subcontractors performing services under the Agreement. Contractor shall be Arvada's sole point of contact regarding the services, including with respect to payment.

13. INDEPENDENT CONTRACTOR. Contractor shall perform its duties under the Agreement as an independent contractor and not as an employee. Neither Contractor nor any agent or employee of Contractor shall be deemed to be an agent or employee of Arvada. Contractor shall not have authorization, express or implied, to bind Arvada to any agreement, liability, or understanding, except as expressly set forth herein. Contractor and its employees and agents are not entitled to unemployment insurance or workers compensation benefits through Arvada and Arvada shall not pay for or otherwise provide such coverage for Contractor or any of its agents or employees. Contractor shall pay when due all applicable employment taxes and income taxes and local head taxes incurred pursuant to the Agreement. Contractor shall: (i) provide and keep in force workers’ compensation and unemployment compensation insurance in the amounts required by law; (ii) provide proof thereof when requested by Arvada; and (iii) be solely responsible for its acts and those of its employees and agents.

14. LICENSES, PERMITS, AND OTHER AUTHORIZATIONS. Contractor shall secure, prior to the effective date, and maintain at all times during the term of the Agreement, at its sole expense, all licenses, certifications, permits, and other authorizations required to perform its obligations under the Agreement, and shall ensure that all employees, agents and subcontractors secure and maintain at all times during the term of their employment, agency or subcontract, all license, certifications, permits and other authorizations required to perform their obligations in relation to the Agreement.

15. STANDARD AND MANNER OF PERFORMANCE. Contractor shall perform its obligations under the Agreement in accordance with the highest standards of care, skill, and diligence in Contractor’s industry, trade, or profession.

16. TIME OF THE ESSENCE. Contractor acknowledges and agrees that time is of the essence for this Agreement and that it is an essential term of this Agreement that Contractor maintain a rate of progress in the Services that will result in completion of the Services in accordance with this Agreement. To that end, Contractor agrees to proceed with all due diligence to complete the Services in a timely manner in accordance with this Agreement, and further agrees that failure to complete any of the Services during the Term of this Agreement, or as may be more specifically set forth in an attachment, exhibit, or modification, shall be deemed a breach.

17. WAIVER OF BREACH. A waiver by any party to the Agreement of a breach of any Agreement term shall not operate or be construed as a waiver of any subsequent breach by either party.

18. RIGHT TO TERMINATE. Arvada shall have the right to terminate, without cause, the Agreement. Any such termination shall not be considered a breach of the Agreement or any extension. In the event Arvada terminates for convenience, Arvada will pay Contractor for requested work performed up until the time of termination, not to exceed the total amount of the contract price agreed upon by Arvada and Contractor.

19. EXTERNAL TERMS AND CONDITIONS. Notwithstanding anything to the contrary, Arvada shall not be subject to any provision included in any terms, conditions, or agreements appearing on Contractor’s or a subcontractor’s website or any provision incorporated into any click-through or online agreements related to the Work unless that provision is specifically referenced in the Agreement.

20. PROHIBITED TERMS. Any term included in the Agreement that requires Arvada to indemnify or hold Contractor harmless;

requires Arvada to agree to binding arbitration; limits Contractor’s liability for damages resulting from death, bodily injury, or damage to tangible property; or that conflicts with this provision in any way shall be void ab initio. Any term included in the Agreement that limits Contractor’s liability that is not void under this section shall apply only in excess of any insurance to be maintained under the Agreement, and no insurance policy shall be interpreted as being subject to any limitations of liability of the Agreement.

R1-32025 4

21. COMPLIANCE WITH ALL LAWS. Contractor shall comply with all applicable federal, Colorado and Arvada laws, rules, regulations, policies and procedures in effect or hereafter established, including, without limitation, laws applicable to discrimination and unfair employment practices.

22. BINDING ARBITRATION PROHIBITED. Arvada does not agree to binding arbitration by any extra-judicial body or person. Any provision to the contrary shall be null and void.

23. GOVERNING LAW AND VENUE. Colorado law, rules, and regulations shall be applied in the interpretation, execution, and enforcement of the Agreement. Any provision included or incorporated herein by reference which conflicts with said laws, rules, and regulations shall be null and void. All suits or actions related to the Agreement shall be filed and proceedings held in the State of Colorado and exclusive venue shall be in Jefferson County.

24. OWNERSHIP OF WORK PRODUCT. The originals of all plans, reports, studies, data, or other materials or information relating to the Work that are produced by Contractor shall be delivered to and become the property of Arvada. Contractor may retain copies of any originals; however, no plans, reports, studies, data, or other materials or information relating to the Work shall be released to any person or entity without the prior written consent of Arvada. Nothing in this clause is intended to affect Contractor’s right to use generic know-how learned in the course of providing services under the Agreement for the future benefit of Arvada or others.

25. SOFTWARE PIRACY PROHIBITION. Arvada or other public funds payable under the Agreement shall not be used for the acquisition, operation, or maintenance of computer software in violation of federal copyright laws or applicable licensing restrictions. Contractor hereby certifies and warrants that, during the term of the Agreement and any extensions, Contractor has and shall maintain in place appropriate systems and controls to prevent such improper use of public funds. If Arvada determines that Contractor is in violation of this provision, Arvada may exercise any remedy available at law or in equity or under the Agreement, including, without limitation, immediate termination of the Agreement and any remedy consistent with federal copyright laws or applicable licensing restrictions.

26. ACCESSIBILITY COMPLIANCE.

26.1 Arvada is obligated to comply with the Colorado Anti-Discrimination Act (C.R.S. §§24-34-300 et seq.)(“CADA”), which requires all digital and online platform and content providers to comply with the minimum Accessibility Standards for Individuals with a Disability, adopted by the Colorado Office of Information Technology (“OIT”) under C.R.S §24-85- 103(2.5). Contractor has been advised to familiarize itself with CADA.

26.2 To the extent the Work or any of Contractor’s services provided under the Agreement involves digital, technological components, including but not limited to software, websites, applications, digital documents (the “Material”), all Material shall comply with the OIT’s currently adopted minimum Accessibility Standards for Individuals with a Disability at all times.

26.3 Contractor shall indemnify, save, and hold harmless Arvada, its employees, agents and assignees (the “Indemnified Parties”) against any and all costs, expenses, claims, damages, liabilities, court awards and other amounts (including attorneys’ fees and related costs) incurred by any of the Indemnified Parties in relationship to Contractor’s failure to comply with Section (26.2) above.

26.4 Upon Arvada’s request, Contractor shall certify to Arvada that its service(s) and digital documents are compliant with Section (26.2) above. Arvada may require Contractor’s compliance to the OIT’s currently adopted minimum standards of accessibility to be determined by a third party selected by Arvada to attest to Contractor’s compliance.

SPECIAL TERMS AND CONDITIONS

1. PRICES FIXED AND FIRM FOR THE TERM OF THE CONTRACT

Prices proposed by the vendor shall remain fixed and firm during the term of the contract; however, the vendor may offer incentive discounts from the fixed price. This contract shall commence upon the date specified in the Contract or Purchase Order and shall remain in effect until such time as all items/services purchased in conjunction with this solicitation have been delivered and accepted by the City's authorized representative. It shall be understood and agreed that any warranty period which exceeds this term shall remain in full force for the duration of the warranty period.

2. NO OPTION TO RENEW FOR SUBSEQUENT YEARS

The prices or discounts quoted in this Solicitation shall prevail for one year from the effective date of the contract with no option to renew.

3. CONTENTS OF OFFER

Vendors are required to submit offers with the following conditions:

a. Vendors shall make all investigations necessary to inform themselves of the facilities affected by the delivery of products and

R1-32025 5 services required by the Solicitation.

b. Any official interpretation of the Solicitation may only be issued by an authorized agent of the City. The City shall not be responsible for other interpretations offered by employees not authorized.

c. The City shall issue Addenda if substantial changes are required which may impact the content and submission of Offers. A copy of such addenda will be publicly posted with the original RFP posting.

d. The apparent silence or omissions within this Solicitation regarding a detailed description of the materials or services shall be interpreted to mean that only the best commercial practices are to prevail and that only materials and workmanship of first quality are to be provided.

4. CLARIFICATION AND MODIFICATIONS

The contract resulting from this solicitation will be subject to the Solicitation materials, City Ordinance, State and Federal Statutes.

When conflicts occur, the highest authority shall prevail. Vendors are required to indicate any variances to the terms, conditions, requirements and specifications of this Solicitation; no matter how slight. If variations are not stated in the vendor's Offer, it shall be agreed that the vendor's Offer fully complies with all conditions identified in this Solicitation.

5. ELIGIBILITY OF VENDORS: MUST BE ENGAGED IN SUPPLYING PRODUCTS OR SERVICES RENDERED

Offers will only be considered from firms which have been engaged in the business of manufacturing or distributing the goods and/or performing services described in this Solicitation. Vendors must be able to produce evidence that they have an established satisfactory record of performance for at least two (2) years and have sufficient finances and structure to ensure that they can satisfactorily execute the Contract requirements, as determined by authorities of the City. The City reserves the right, before awarding the contract, to require a vendor to submit evidence of its qualifications including, but not limited to, financial, technical and other qualifications, as well as past performance with the City, for consideration in making the award in the best interest of the City.

6. CONFIDENTIAL DOCUMENTS

Vendors may designate specific pages or sections within their submission as trade secret or confidential commercial information or as otherwise protected by law (“Confidential Information”). Documents and data that are considered Confidential Information shall be clearly marked as such and separated from the rest of the solicitation submission documents. Comingling is not acceptable. The City does not favor blanket assertions of Confidential Information. Please note that blanket assertions that merely classify and/or broadly claim information is confidential are insufficient as a matter of law. See, International Brotherhood of Electrical Workers Local 68 v.

Denver Metropolitan Major League Baseball Stadium District, 880 P.2d 160 (Colo.App. 1994). Any information that will be included in any resulting contract cannot be considered Confidential. Under no circumstances may submission pricing information be considered Confidential. In the event a formal contract is entered into with the City and a portion of the Proposal/Response carries a designation indicating the Vendor believes it is Confidential Information, then the City agrees that it will use its best efforts to forward any request for the disclosure of the Confidential Information to the Vendor. By its submission of the Proposal/Response ,Vendor agrees to promptly respond to the request for disclosure with any objections and reasons therefor in accordance with the Colorado Open Records Act C.R.S. §§24-72-101 et seq. and any other applicable law. Further, Vendor agrees to assume the obligation to defend, hold harmless, and indemnify the City in any legal proceeding that arises from non-disclosure of documents or data pursuant to the Vendor’s objection.

7. MODIFICATIONS TO EXISTING CONTRACT

Terms and conditions may be added, modified, and deleted upon mutual agreement between authorized agents of the City and the vendor provided that such terms and conditions remain within the scope and original intent of the Solicitation. Said terms and conditions may include, but are not limited to, additions or deletions of service levels and/or commodities, and increases or decreases in the time limits for an existing contract. Any and all modifications must be signed by authorized agents of the City and the vendor prior to the enactment of such modifications.

INSURANCE REQUIREMENTS

The following listed insurance requirements shall be carried by the selected vendor for the entirety of the contract. Applicable requirements for this solicitation are identified by completed check boxes.

1. ☒ Commercial General Liability, written on an occurrence form, for limits not less than $1,000,000 for bodily injury and property damage for each occurrence and not less than $2,000,000 aggregate. Coverage shall include premises and operations liability, blanket contractual, broad form property damage, products and completed operations and personal injury endorsements.

2. ☒ Workers’ Compensation and Employers Liability as required by statute. Employers Liability coverage is to be carried for a minimum limit of $1,000,000 each accident/disease and $2,000,000 aggregate.

3. ☒ Automobile Liability for limits not less than $1,000,000 combined single limit for bodily injury and property damage for each occurrence. Coverage shall include owned, non-owned and hired automobiles.

4. ☐ Umbrella Liability of $ , following form to the Commercial General Liability.

5. ☐ Builders Risk or Course of Construction Purchased by contractor to cover physical damage to property in construction or rehab. Contractors will ensure that City and subcontractors will be covered as additional insureds, excluding their own machinery, tools and equipment.

R1-32025 6

6. ☒ Professional Liability Professional Liability insurance in an amount of not less than $1,000,000 per occurrence, covering the professional work contemplated under this proposal. The coverage shall have an extended reporting period of three (3) years following the date of substantial completion of the work for reporting of claims.

7. ☐ Pollution Legal Liability Insurance for limits not less than $1,000,000 per occurrence (or claims made) and not less than $1,000,000 aggregate for bodily Injury, personal Injury and property Damage.

8. ☐ Privacy/Network/Cyber Liability Insurance for limits not less than $1,000,000 for any firm providing product or services associated with IT, software, communication, or network.

Additional Insurance Requirements:

● Contractor will be required to, at its own expense, keep in full force and effect during the term of the Agreement, and during the term of any extension or amendment of the Agreement, insurance reasonably sufficient to insure against the liability assumed by Contractor pursuant to the provisions of the solicitation sent by the City of Arvada or as determined by the City of Arvada Risk Manager.

● Issuance of a Purchase Order/Contract is contingent upon the receipt of the insurance documents. Work shall not commence before this requirement is met. If the vendor fails to submit the required insurance documents within fifteen (15) calendar days after notice to submit such policies is given to the vendor by a City representative, the vendor may be in default of the Award.

● Except for Workers Compensation, Employer’s Liability insurance, Automobile Liability and Professional Liability insurance, the City of Arvada must be endorsed as an additional insured on a Certificate of Insurance.

● All coverage must be written with carriers holding a minimum A.M. Best rating of A-:VII, and authorized to do business in Colorado. Coverage shall be primary, and any insurance held by the City of Arvada is excess and non-contributory.

● The City, through its Risk Manager, reserves the right to require additional insurance coverage and other requirements.

ADMINISTRATIVE INFORMATION

1. PURPOSE - TO OBTAIN PROPOSALS

The purpose of this Solicitation is to provide qualified vendors with sufficient information regarding the City's needs in order to adequately prepare and submit a Proposal. Proposals must be received by the date and time established in this solicitation. Once the deadline has passed, Proposals will not be able to upload to the BidNet site. Proposals are proprietary working documents offered by prospective vendors and, as such, are not subject to public inspections until an official award is made.

2. PREPARATION AND SUBMISSION

Offers will be prepared as follow:

a. A blank shall be construed as "No Bid/not offered". Where there is a discrepancy between the unit price and the extension of prices, the unit price shall prevail.

b. Vendors will not knowingly participate in solicitations where there exists a conflict of interest with their firm and a member of City staff or their immediate family.

c. Solicitations and addenda are available at WWW.BIDNETDIRECT.COM. Registration is available to receive email notification of new solicitations, addenda and communications.

d. Vendors who qualify their Offers by requiring alternate contractual terms and conditions as a stipulation for contract award, must include such alternate terms and conditions in its Offer. The City reserves the right to declare the vendor's Offer as non-responsive if any of these alternate terms and conditions are in conflict with the City's terms and conditions, or its best interest.

e. Once Offers have been opened, the City shall not consider any subsequent submissions of alternate terms and conditions.

3. MODIFICATION OR WITHDRAWAL OF OFFERS

Modifications to Offers- Changes to the Offer after the submission deadline shall be allowed only when the vendor can show convincing evidence that an unintentional factual mistake was made. Modification requests must be made in writing. Any modification submitted to the City must have the vendor's name, address, Solicitation Number and title included.

Withdrawal of Offers- Offers may not be withdrawn after the deadline for the Solicitation for a period of ninety (90) calendar days.

If an Offer is withdrawn by the vendor during this ninety (90) day period, the City may, at its option, suspend the vendor and may not accept any Offer from the vendor for a six (6) month period following the withdrawal.

4. REJECTION OF OFFERS

a. The City may reject an offer, in whole or in part, for reasons including, but not be limited to:

i. The vendor misstates or conceals any material fact in its Proposal;

ii. The vendor's Offer does not strictly conform to the law or requirements of the Solicitation;

iii. The Offer expressly requires or implies a conditional award that conflicts with the method of award stipulated in the Special

Conditions;

R1-32025 7

iv. The Offer does not include documents which are required for submission with the Offer; or

v. The Offer has not been executed by the vendor through an authorized signature.

b. The City may, at its sole and absolute discretion:

i. Reject all or parts of Offers submitted by prospective vendors;

ii. Re-advertise this Solicitation;

iii. Postpone or cancel the Solicitation;

iv. An Offer may not be accepted from, nor any contract be awarded to, any person or firm which

(a) is in arrears to the City for any debt or Contract, or is a defaulter as surety for any obligation to the City.

(b) has failed to perform faithfully any previous contract with the City, State or Federal governmental for a minimum period of one (1) year after this previous Contract was terminated for cause.

(c) has pending litigation against the City on the date and time that the Solicitation is due.

5. BEST VALUE AGENCY

The City of Arvada is a best value agency. Best value means a technique in a competitive solicitation process which emphasizes value over price and permits the evaluation of criteria such as, but not limited to, qualifications, experience, and performance data to determine the best overall value to the city. It is solely incumbent on the staff of the City of Arvada to conduct due diligence to determine best value prior to award.

6. PROPOSAL FORMAT AND QUALIFICATIONS REQUIREMENTS:

Project Approach and Key Issues – Discuss your comprehensive approach to successful delivery of the project.

● Limit proposal to fifteen pages. Cover page and Cost Proposal is excluded from count.

● Indicate principal-in-charge and their address, phone, and email.

● Include relevant experience and expertise of the Project Manager and other key project team members (including subconsultants).

o List names, titles, and responsibility of key staff expected to work on project.

o Describe anticipated project participation and organization for assigned team members, including subconsultants expected scope.

o State staff capacity for project’s schedule and state current employment levels. State other major project commitments of key project team members, existing and projected.

o Describe project team members availability and accessibility during the project, particularly for Project Manager.

o Describe qualifications and experience of key team members by successful completion of similar projects.

o Provide date, size, scope, cost and references for these similar projects.

● Include Project Approach to complete work items listed in Scope of Work, and include Variances from the Scope of Work o Describe how project will be organized and managed. Detail services offered and keys to team’s approach to project success.

o Demonstrate understanding of project and address any foreseen complications.

o Present construction phasing concepts considering:

▪ Low flow Ralston Creek season

▪ Traffic control, including bike/ped due to Ralston Creek Trail.

● Include Project Schedule as City would like 30% design completed in early 2026 and Final Design to tentatively take place in 2026/27 pending funding.

● Complete Cost Proposal. Please break down the costs based on the Task List in the Scope of Work. If an Alternate for a Task is considered necessary by the proposer then break it out in the cost proposal. Example: If an underpass is not feasible then an Alternate Task can be added to show a reduced price for the Task as less trail design would be required. If the proposer thinks a Task is missing from the list please add an additional Task item.

7. METHOD OF AWARD - BEST EVALUATIVE SCORE BASED ON WRITTEN PROPOSAL:

It is the intent of the City to award a contract to the consultant who receives the highest score when the Proposals submitted by interested vendors are reviewed by the City's RFP Evaluation Committee (Committee).

The Committee will score written Proposals by reviewing documentation submitted by the vendors. Evaluation will be based on the following criteria:

Criteria Possible Points Comprehensive Proposal Approach 20 Schedule 20 Cost 20 Proposal Indicates Project Understanding 20 Experience with Similar Projects 20 Total 100

8. PRESENTATIONS

A second phase may be incorporated in the process, in which the Committee will invite a limited number of vendors who received the highest scores during phase one to provide an oral presentation. If the committee incorporates this second phase, the number of vendors invited to provide an oral presentation will be determined by the Committee, after the written Proposals have been scored. The evaluative score from the oral presentation will be used to determine the top rated vendor(s).

R1-32025 8

STATEMENT OF WORK

1. BACKGROUND:

The City of Arvada (COA) is seeking a design engineering team for professional services necessary to initially provide 30% design documents for the replacement of:

● ARVA-WD-0.75-01: Ward Road bridge over Ralston Creek Following these initial design documents the engineering team would provide final design and professional services during construction, designated in this RFP as “Future Tasks”. Services will include but are not limited to, bridge engineering, surveying, hydraulic analysis, project management, geotechnical investigations, evaluation of environmental impacts, roadway and trail design and detours, utility coordination, and public involvement. The Task Order is initially written to provide only the Services required to deliver a 30% submittal of Plans, Specifications, Project Cost Estimate, Structure Selection Report, etc. The cost proposal should only be for 30% design services. At the City’s discretion, the Task Order may be amended in the future to add all “Future Tasks” and services required to deliver Final Design and Engineering Construction Plans, Specifications, Cost Estimates, and Construction Services as described in this RFP.

Project Information / Background The project consists of the removal and replacement of the existing bridge that carries Ward Road over Ralston Creek in Arvada, Colorado. At 56 years old and in Poor Condition per the latest inspection report and serving a critical route for the Arvada travelling public the bridge is due for replacement. The bridge is also a critical part of the infrastructure serving the Ralston Creek Trail which has a high volume of bike and pedestrian users through Arvada. A closure would impact emergency access routes as Ward Road provides a direct route in central Arvada and has an ADT of over 17,000 vehicles. Repairs were made in 2024 to the spalled girders/pretensioned strands on Ward Road. Replacement of the bridge will address sidewalks widths, floodplain/drainage issues, and potentially allow trail connections to be moved off the street network.

The attachments include the most recent inspection reports and original construction plans.

Preliminary design funds will be from the COA Bridges and Structures Program with further funds requested in future Arvada budget cycles. Final Design and construction funding has not been secured and could potentially come from City CIP, state/federal or a combination of sources.

2. SCOPE OF WORK:

The COA intends to select a qualified engineering team to produce full design engineering, specifications, cost estimates, construction bid documents, and professional services during construction for the replacement of the Ward Road Bridge over Ralston Creek.

The initial Task Order will be for the completion of a Structure Selection Report and 30% Design Documents, and it is anticipated that, at the City’s discretion, the selected consultant may be retained by the City in the future to provide final design documents, construction specifications, Engineer’s Estimate for Probable Costs, professional construction services, ROW acquisition services, and other items described in this RFP. The Structure Selection Report shall consider different structure types for the new bridge, hydraulic consideration and requirements, property ownership/ROW, and utility impacts, and other pertinent issues such as potential phased or accelerated construction.

All traffic impact and phasing considerations must be approved by the City Traffic Engineer and ROW services. The selected consultant will play a role in assisting the PM and Project Team with presenting safety, cost, constructability, and other pertinent issues and alternatives to the City. Selected consultant shall also consider and make recommendations in the Structure Selection Report regarding pedestrian and bicycle traffic during construction and on the Ralston Creek Trail around the existing and proposed bridge.

Public information services will be required for this project.

R1-32025 9

Services shall include but are not limited to those listed on the Scope of Work. All engineering calculations, reports, plans, specifications, construction drawings, and construction documents produced by the consultant shall bear the signature and seal of a Colorado Registered Professional Engineer.

Task 1 – Project Management This task is in support of the COA’s Project Manager with the management of this project. This Task will be required throughout the duration of the project, from initial NTP, through all design phases, bidding, and construction.

Task Description -

● Coordinate project tasks, including project meetings, with COA’s Project Manager, and other City personnel and departments as required.

● Review sub-consultant invoices; prepare and submit monthly invoices and progress reports. Invoices must meet the City’s format and requirements.

● Develop and maintain a detailed Critical Path Method (CPM) project baseline schedule; update monthly and include with monthly invoice.

● Attend project management meetings, consultant team coordination meetings and outside agency coordination meetings.

● Prepare and submit a QA/QC plan and adhere to the process throughout the project.

● Schedule regular bi-weekly project coordination meetings.

● Prepare agendas, exhibits, and handouts for bi-weekly meetings. Prepare meeting minutes to be completed and distributed within 7 days of each meeting.

● Manage and coordinate work efforts of the Consultant Team.

Future Tasks

● Includes all Task Descriptions above through final design.

Task 2 – Survey This task includes full field survey and related services as needed to complete the design of the project, including survey needed for bridge replacement and hydraulic analysis, Right-of-Way acquisition, and for approach road and trail work. All work of surveying and installation of monuments shall be in accordance with COA requirements and applicable State statutes.

Task Description -

● Conduct/attend coordination meetings with COA staff (including COA Survey Department).

● Provide required traffic control for survey activities.

● Establish existing and proposed Right of Way (ROW) linework – use to identify partial takes and easements necessary for completion of the project

● Prepare Survey Control Diagram depicting locations of project monuments.

● Obtain utility location maps from the Utility Companies, which identify utility facility locations in the project area.

● Utility surveys will be accomplished within the project limits. Show the horizontal and vertical locations in the design plans and cross-sections. “Potholing” of utilities will be performed at critical locations.

● Attend Utility Coordination meetings as requested.

● Planimetric Roadway & ROW features located will include, but not be limited to:

● The existing bridge including all features needed to define the hydraulic section of the bridge, such as railings, guard rail, piers, abutments, and low chord/low girder on the upstream and downstream side of the bridge.

● the existing approach roadway including crown and edges of pavements

● existing trails, parks, sidewalks, paths and railings, and parking lots

● signs

● fences and walls

● curbs and driveways and/or curb cuts

● and all other existing features.

● Creek features:

● Survey reach shall cover all features up to the anticipated proposed tie-in to locations of Ralston Creek.

● Any other area outside this reach necessary to resolve hydraulic modeling issues or to capture hydraulic impacts for project work that may extend beyond this reach.

R1-32025 10

● LiDAR data may be used to supplement field survey data, if needed, to supplement outside of creek corridor (e.g., extending hydraulic cross sections into Ward Road), that wouldn’t otherwise be needed for design.

● The existing creek channel and overbanks, including bathymetry, within the creek project reach.

● Creek corridor features that may impact hydraulics such as extent of riprap, drop structures, riffles, sand bars, walls, pedestrian crossings, walks/trails/ramps/stairs, etc. which may exist within the creek project reach.

● All existing bridge geometry information necessary for HEC-RAS hydraulic modeling, including but not limited to, bridge deck and railings, low chord, abutments, piers, etc.

● Scour holes which may exist in the vicinity of the bridges.

● Utility Features:

● Utility poles, maintenance holes, valves, pedestals, guy wires, surface and subsurface drainage features, storm sewer pipes and inlets, irrigation, and other visible utility features.

● Obtain invert and rim elevations of inlets, maintenance holes, and vaults.

● Underground utilities will be shown as marked by utility companies.

● Subsurface investigation test holes.

● Utility potholes.

● Produce a planimetric map of the project area depicting topography, physical features, and utilities on the base mapping along with existing Right-of-Way and property ownership.

Future Task Description

● Provide survey support through final design which may include all of listed Tasks for Task 2.

Task 3 – Right-of-Way Documents This task includes developing necessary final Right-of-Way (ROW) plans and legal descriptions as described below. These documents will be done in accordance with the same format used by CDOT.

Task Description -

● Determine what partial takes and easements are necessary to construct and maintain all items constructed by the project.

● Prepare an Ownership map and tabulation.

● Stake ROW for land owner and appraiser.

● Prepare legal exhibits and descriptions for all land acquisitions and remnant parcels, and temporary construction and permanent easements. These will be reviewed and approved by the City Surveyor’s Office for content and format.

● Prepare 30% ROW plans.

● Conduct/Attend a Right-of-Way Plan Review (ROWPR) with city engineering and city survey staff.

● Revise the ROW plans based on comments received at the ROW.

● Conduct/Attend project coordination meetings with COA.

● All ROW Plans and Legal Descriptions shall bear the seal of a Colorado Registered Professional Land

Surveyor.

Future Task Description –

● Develop 60%, 90% and final bid plans, specifications, quantities, and cost estimate for all Right-of-Way Documents.

● Assume attendance at the following meetings: 60%, 90% and final set reviews, and four Right-of-Way Progress meetings.

● Final monumentation and monumentation sheets.

Task 3 (continued) – Support for Right of Way Acquisition Team This task includes supporting the COA Project Management Team by providing technical support during the acquisition period. Appraisals, title work, determination of offers to property owners, sending offer letters, negotiations with property owners, closings, and any necessary relocation issues will be done by the COA and their consultant.

Task Description

R1-32025 11

● Attend meetings to give technical explanations of what the project will entail and why partial takes and easements are needed.

● As requested by the City during negotiations with property owners, locate and mark in the field current and proposed property lines, limits of easements, and other features to facilitate negotiations and exchange of information between the City and property owners. Project appraisers and negotiators and others involved and/or affected by the project may request that these items be marked in the field.

● In accordance with the requirements in Task 2A, revise and eventually finalize ROW Plans, Legal Descriptions, and other documents as requested by the City based upon the outcome of the City’s negotiations with property owners.

Task 4 – Geotechnical Investigations and Analysis This task includes the subsurface investigation and analysis for the purposes of the 30% bridge and wall structural foundation recommendations, roadway and structural fill recommendations, pavement design for bridge approach roadways, paths, and riprap or other items in the creek. Depending on findings of the Phase 1 Site Assessment (see Task 4), perform additional design as required to address any existing non-hazardous or hazardous materials removal or remediation.

Task Description -

● Obtain soil and water samples for soil categorization and analysis.

● Perform subsurface investigation and perform applicable laboratory tests in support of providing design recommendations for the project features listed above.

● Provide design parameters for all features listed above. Finalize and provide design recommendations in a Report sealed by a Colorado Registered Professional Engineer. The report shall include recommendations for type, size and tip (bottom) elevation of the required foundation. Specify if pre-drilling, pile tip, casing, dewatering, etc., are needed for foundation construction.

● Incorporate geotechnical recommendations into an engineering geology plan sheet.

● Assist in writing project special provisions.

● Conduct/Attend coordination meetings with COA.

Future Task Description –

● Provide design parameters for all features listed above. Finalize and provide design recommendations in a Report sealed by a Colorado Registered Professional Engineer. The report shall include recommendations for type, size and tip (bottom) elevation of the required foundation. Specify if pre-drilling, pile tip, casing, dewatering, etc., are needed for foundation construction.

● Assist in writing project special provisions.

Task 5 – Evaluate and Incorporate Environmental Impacts Task Description -

● Environmental Scan – Collect data and information necessary to identify and evaluate potential short-and long-term impacts to environmental and human resources that may directly or indirectly result from the project. Collect data and information to characterize the current project setting, including but not limited to current multimodal facilities; land uses including recreation; air quality; water resources including floodplains and water quality; hazardous materials to include asbestos and lead-based paint;

cultural and historic resources; biological resources including Threatened & Endangered species habitat and vegetation including trees as indicators of migratory bird habitat; environmental justice and aging populations, noise-sensitive receptors. Data collection methods may include desk-top data collection, database searches, GIS mapping and limited field reconnaissance.

● Prepare an Environmental Overview technical memorandum to characterize the existing environment and to identify the types, locations, and potential magnitude of environmental impacts to be addressed in subsequent project design and implementation tasks. Identify potentially required federal, state, and local environmental permits and clearances. Permits and clearances may include but are not limited to:

National Environmental Policy Act (NEPA), Section 404 of the Clean Water Act (USACE), USDOT/NPS Section 6(f)/4(f), Endangered Species Act, and CDPHE Lead Paint and Asbestos.

Future Task Description-

● Obtain Environmental Permits and Clearances – Identify and obtain as required, federal, state and local permits and clearances to address environmental impacts or conditions. Permits and clearances may include but are not limited to: NEPA, Section 404 of the Clean Water Act (USACE), Section 106 of the

R1-32025 12

National Historic Preservation Act, USDOT/NPS Section 6(f)/4(f), Endangered Species Act, State Dredge and Fill Permit (if Applicable), and CDPHE Lead Paint and Asbestos. Assist the city with obtaining required city, state, and federal environmental permits.

Task 6 – Hydraulic Analysis, Drainage and Permitting This task includes:

● Hydraulic and floodplain analysis on Ralston Creek to assess alternative bridge designs for capacity and freeboard, to determine water surface elevation and floodplain boundary impacts, and to support floodplain permitting.

● To the maximum extent practicable, a minimum of three feet of freeboard (100-year water surface elevation to lowest low chord/low girder elevation), as well as providing to the maximum extent practicable, the required trail headroom (typically 10’ clear) and trail freeboard (typically 10-yr protection). If three feet of freeboard cannot be achieved due to physical constraints, as much freeboard as possible must be provided and the project must then be designed and constructed to minimize potential debris impacts to the bridge and to minimize potential flooding due to debris blockage. Furthermore, if three feet of freeboard cannot be achieved, the Structure Selection Report must provide detailed explanation of the efforts made in attempting to achieve freeboard and must document analysis and design efforts associated with confirming bridge stability and resiliency when exposed to potential uplift and overtopping from high flows, as well as debris rafts, and a bridge design that will pass debris effectively (e.g., tapered upstream face, etc.). If three feet of freeboard cannot be achieved, a freeboard variance must be obtained from COA.

● Analysis needed to evaluate potential scour and design appropriate countermeasures.